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BDFNC Email Setup

Email App Setup for Using BDFNC Email Addresses

For BDFNC Board and Staff

Each board member has been given an official Bleeding Disorders Foundation of North Carolina email address (in the form firstname.lastname@bleedingdisordersnc.org *). This is just a forwarding service – your mail will continue to arrive at your regular email service (Gmail, Yahoo, etc.). You don’t have to worry about checking another email account.

With some email systems and apps, it is possible to set things up so that when you send an email on BDFNC business, your recipients will see your BDFNC address as the “From” address, and not your primary (private) address. The instructions below are all one-time operations; you won’t have to repeat them unless you have to set up a new email application or computer or phone.

Gmail Setup: (See below for iPhone/iPad setup, Yahoo!, and generic setup info)

Before you begin: Obtain a password for sending messages using your BDFNC address. Please contact the BDFNC administrator at admin@bleedingdisordersnc.org. You’ll need this password only once, during this Gmail setup process.

Once you have this password, it’s a good idea to read through these steps before you begin. You might find it helpful to jot down the special values you’ll need in Step 4.

  1. Log in to Gmail and click on the little gear-shaped icon (in the upper right) and select Settings. On the next screen select the Accounts and Import tab.
  2. On the setup next screen,
    1. Enter your name as you want it to appear in email messages you send (if different from the name already shown).
    2. Enter your BDFNC address (firstname.lastname@bleedingdisordersnc.org *).
    3. Leave “Treat as an alias” checked.
    4. Click Next Step.
  3. On the next setup screen you’ll enter the information for the BDFNC mail server that will be used to SEND messages you write with Gmail:
    1. SMTP server name is mail.server322.com
    2. Username is your full BDFNC email address (firstname.lastname@bleedingdisordersnc.org *).
    3. Set port to 587
    4. Select “Secured connection using TLS.”
    5. Click Add Account.
    6. Enter the password that the BDFNC administrator gave you.
  4. Gmail will verify the information you entered and show you a “Congratulations” screen. Gmail will send a verification message to your BDFNC address, which will just get forwarded back to your Gmail inbox. At this point you can just click on Close window.
  5. Open the verification message; it will contain a “verify” code and a link. Click on this link, and click Confirm in the next window that opens. You won’t need the verification code if you follow this route. If for some reason the link doesn’t work, just follow the directions in the verification email message to get back to the point where you can enter the verification code.
  6. In order to make sure that emails you send will automatically come from your BDFNC email whenever you are replying to someone who emailed your BDFNC address, follow this final step: Go back to Settings. On the next screen select the Accounts and Import tab. In the “Send mail as” section, make sure the option “Reply from the same address the message was sent to” is selected, then click on “Add another email address.”

Optional Gmail feature: Custom BDFNC email signature (recommended):

You can add a special signature that will be associated with your BDFNC address (as distinct from the signature used when sending mail with your personal “From” address). Here’s how:

    1. Go into the Gmail setup as you did in Step 1, above, then select the General tab.
    2. Scroll about 3/4 of the way down the page to the Signature section, and choose your BDFNC email address from the drop-down list of your account addresses.
    3. Type in your signature line(s) as you would like them to appear at the end of each BDFNC message you send.

If you choose not to set up a custom BDFNC email signature, messages you send with your BDFNC address will not have a signature (not even your personal signature).

iPhone/iPad setup:

Before you begin: get a password for sending messages using your BDFNC address. Please contact the BDFNC administrator at admin@bleedingdisordersnc.org. If you have already received a password for a different setup (for Gmail, for example) you must use that same password here.

Once you have this password, it’s a good idea to read through these steps before you begin. You might find it helpful to jot down the special values you’ll need in Step 4.

  1. Open the Apple Settings app and select (tap) Passwords & Accounts.
  2. Select Add Account, then select Other.
  3. On the next setup screen,
    1. Enter your name as you want it to appear in email messages you send (if different from the name already shown).
    2. Enter your BDFNC email address (firstname.lastname@bleedingdisordersnc.org *).
    3. Enter your password (obtained from the BDFNC system administrator).
    4. Enter a description for this account (e.g.: BDFNC).
    5. Select Next.
  4. On the next setup screen make sure the IMAP tab is selected. This is where you’ll enter the information for the BDFNC mail server that will be used to SEND messages you write with the Mail app. The settings for the Incoming Mail Server and Outgoing Mail Server are the same (see note below for more about incoming mail):
    1. Host Name: mail.server322.com
    2. Username is your full BDFNC email address (firstname.lastname@bleedingdisordersnc.org *).
    3. Password (this may already be filled in)
  5. The Mail app will verify the information you entered. On the next screen make sure Mail is selected, and Notes is not selected. Select Save.
  6. This last step is really important to avoid problems later on:
    1. While you’re still in the Passwords & Accounts settings, select the BDFNC account you just created.
    2. Under the IMAP heading, select your BDFNC email address to get to additional options for that account.
    3. Scroll down and select Advanced.
    4. Under Mailbox Behaviors, make sure your Drafts, Sent, Deleted, and Archive Mailboxes each point to the corresponding folder ON MY IPHONE, and not on the server.
    5. When you have finished checking (and correcting, if necessary) each mailbox, go back one level (tap Account), then select Done.
    6. Now you’re finished, and can quit the Settings app.

Optional: Custom BDFNC email signature (recommended):

You can add a special signature that will be associated with your BDFNC address (as distinct from the signature used when sending mail with your personal “From” address). Here’s how:

    1. Open to the Settings app and select Mail.
    2. Scroll most of the way down the page and select Signature.
    3. Select Per Account. Now you can type in your signature line(s) as you would like them to appear at the end of each BDFNC message you send.

When sending a message, touch your From address on the compose screen and you can select which of your account addresses you want to use. Your signature line(s) will change accordingly.

Note: You may wonder about the need to specify settings for an Incoming mail server. This is required for setting up most email applications. Your BDFNC email address is a forwarding service; all BDFNC mail goes to your main account, so you will always see BDFNC messages mixed in with your other personal/business email.

Yahoo! setup information:

  1. Log in to Yahoo! Mail (https://mail.yahoo.com) as usual. Click on the little gear-shaped icon in the upper right of the screen. This brings up the settings menu where you can set up how you want your email to look and other features. Note: The following assumes that you are using the new “upgraded” version of Yahoo Mail. If you’re still using the old “classic” version, you must switch to the new “upgraded inbox.” Usually, this can be done by clicking on the “One-click away from your upgraded Inbox” message in the lower left. After you have completed the steps below, you can switch back to classic if you want.
  2. Down near the bottom of the Settings panel is a link to “…More settings.” Click here.
  3. On the next screen click on “Mailboxes” on the menu on the left.
  4. Click on the little down-arrow next to “Send-only email address” to show an “Add” button.
  5. Click “Add” and enter your BDFNC email address; then click “Next.”
  6. You’ll see a message that tells you to check your BDFNC email. Since your BDFNC email is set to forward your BDFNC messages to your Yahoo mail, the verification message will appear right in your Yahoo inbox.
  7. Open the verification message and click the “click here” link. This will show you a screen with a “Verify” button. Click this and you’ll be done.
  8. Optional, but recommended: Return to the list of your email addresses (steps 1-4, above) and click on your BDFNC address. Here you can enter your name as you want it to appear in your BDFNC messages, plus a brief description for this account (something like BDFNC). Also, make sure your BDFNC address is selected as the Reply-to address.

When you compose or reply to a message, you can click on the “from” address and select your BDFNC address.

Generic setup information:

If you use an email application other than browser-based Gmail or Apple Mail for iPhone/iPad, you may still be able to set up your application so you can use your BDFNC email address to send messages. It’s beyond the scope of this document to present detailed instructions for every email application and service available today, but the procedure will be similar to those listed above. You just need to know a few specifics.

Before you begin, get a password for sending messages using your BDFNC address. Please contact the BDFNC administrator at admin@bleedingdisordersnc.org.

These are the configuration values needed for the BDFNC email server (you may not require everything listed here):

  • Your full BDFNC email address (firstname.lastname@bleedingdisordersnc.org *). If a Username is required, use this.
  • Your password (obtained from the BDFNC system administrator).
  • Server name: mail.server322.com. This may be referred to as Host Name, Incoming Server, IMAP Server, Outgoing Server, or SMTP Server.
  • Incoming Server Type: IMAP
  • IMAP (Incoming) Port: 993
  • IMAP (incoming mail) Security: SSL/TLS, encrypted password
  • SMTP (Outgoing) Port: 587
  • Outgoing (SMTP) Security: TLS

Note: You may wonder about the need to specify settings for an Incoming mail server. This is required for setting up most email applications. Your BDFNC email address is a forwarding service; all BDFNC mail goes to your main account, so you will always see BDFNC messages mixed in with your other personal/business email.

* some emails will not be firstname.lastname@bleedingdisordersnc.org so need to make note of this to follow whatever BDFNC point person says to use.