Fix Sage One Accounting Emails

Lets get right to it by going to Company Settings in Sage. From there, you’ll see an option that says “Use mail-service@accounting.sageone.co.za.” If this box is not checked, Sage will send emails from the email address you’ve entered above it.

For example, if you set the email to me@mydomain.co.za and leave that box unchecked, Sage will send emails from me@mydomain.co.za but using its own servers. Since your SPF record for mydomain.co.za likely doesn’t allow Sage to send emails, other email servers may think it’s fake and mark it as spam.

To fix this, you’ll need to update your SPF record. If you use Google Workspace, your SPF record needs to be changed to this:

• Type: TXT
• Host Name: @ (or leave blank if @ is not accepted)
• Value: v=spf1 a ip4:197.97.85.99/32 ip4:197.96.210.136/32 include:_spf.google.com ~all

This change tells email servers that both Google’s and Sage’s servers are allowed to send emails for your domain, reducing the chance of emails going to spam.

For an Xneelo server – you would need to adjust the SPF record to the following:

• Type: TXT
• Host Name: @ (or leave blank if @ is not accepted)
• Value: v=spf1 a ip4:197.97.85.99/32 ip4:197.96.210.136/32 include:spf.host-h.net ?all

Use a Business Domain Email Address

For improved legitimacy, send emails from a business domain (like @yourbusiness.com). Avoid sending invoices or statements from public domain accounts such as @gmail.com or @yahoo.com, as these are often flagged by spam filters.

Optimize Your Email Content

To avoid triggering spam filters with the email content, consider these suggestions:

• Avoid Spam Phrases: Skip all caps, repeated exclamation marks, or “urgent” language.
• Balance Text and Images: Combine text and images, and avoid emails that are entirely image-based.
• Provide Contact Information: Add your business contact info and website link to assure recipients and email providers of the email’s legitimacy.
• Unsubscribe Link: Though not typical for invoices, adding an unsubscribe link to any Sage marketing emails is necessary to comply with anti-spam laws.

Ask Clients to Whitelist Sage Email Addresses

Encourage clients and recipients to whitelist these Sage email addresses in their email settings:

• mail-service@accounting.sageone.co.za

Including instructions to whitelist these addresses in your initial communication or footer can help ensure emails from Sage are received.

POP vs. IMAP: Understanding the Difference for Your Email Management

When setting up your email, you’ll encounter two common protocols: POP (Post Office Protocol) and IMAP (Internet Message Access Protocol). These protocols determine how your emails are stored and accessed. Choosing the right one can significantly enhance your email management experience. This guide will clarify the differences between POP and IMAP, empowering you to make an informed decision based on your needs.

What is POP?

POP is ideal for users who prefer to download their emails directly to a single device. When you use POP, your emails download from the server to your computer or device, and then the server removes them. This setup works best for those who primarily check their email from one device and want to save space on their hosting account.

Best For:

• Users with a single device for email access
• Those who want to limit server disk usage
• People who prefer local backups of their emails

Pros of POP:

• Space Saving: POP helps you avoid over-usage of server disk space by removing emails after downloading them.
• Local Storage: Your emails store on your device, allowing for easy offline access.

Cons of POP:

• Risk of Loss: If you lose or damage your device, your emails might disappear unless you’ve backed them up.
• No Synchronization: POP does not sync emails or folders across multiple devices, making it less suitable for users who check email from various locations.

What is IMAP?

IMAP allows users to access and manage their emails directly on the server. Unlike POP, IMAP synchronizes your emails across all devices. This means you can access the same messages, regardless of where you log in. IMAP works especially well for users who check their emails on multiple devices, such as desktops, phones, or tablets.

Best For:

• Users with multiple devices who need to access their emails on-the-go
• Those who want their email folders and messages to stay synchronized across devices

Pros of IMAP:

• Accessibility: Access your emails from any device with an internet connection.
• Synchronization: IMAP ensures your folders and sent emails remain in sync across devices.

Cons of IMAP:

• Server Disk Usage: Emails stay on the server, which can lead to increased disk usage. Regular clean-up helps you manage storage effectively.

Which One Should You Choose?

Choosing between POP and IMAP depends on how you manage your email:

• Choose POP if:
  • You primarily use one device to access your emails.
  • You want to free up server space by downloading emails directly.
  • You prefer keeping a local backup of your emails.
• Choose IMAP if:
  • You access your email from multiple devices and need your messages synced.
  • You require easy access to your emails from anywhere.
  • You want to maintain organized folders that sync across all devices.

Final Thoughts

When in doubt, IMAP often proves to be the safer and more convenient choice for most users, especially in today’s multi-device world. By understanding the differences between POP and IMAP, you can choose the right protocol for your email needs. This knowledge ensures a smoother and more efficient email management experience. By selecting the right option, you’ll enhance your productivity and keep your communication organized across all your devices.