What You Can Do About Spam

1. Make sure you are using the latest version of your email software. E.g. Outlook 2010 has more advanced built-in anti-spam technology than Outlook 2007.
2. Familiarise yourself with your email software’s built-in anti-spam protection, and adjust it to the level that suits you.
3. Consider using an additional anti-spam service or software plug-in to enhance your email client’s spam filtering capabilities.
4. If you host your email domain with xmanonline, familiarise yourself with your Control Panel’s spam settings.
5. Ensure that your company domain name does not have email enabled for a ‘catch-all’ or ‘default’ email address. The setting for your default address should be “Discard with error to sender”. To learn more, see our article on Understanding Your Default Email Address.
6. Consider not using automatic ‘Out of Office’ replies (or similar) that automatically send replies to incoming messages. Reason: the bounced message confirms to the spammer that your email address is valid and it will lead to more spam.
7. Don’t ever reply to spam, even to ask to be taken off of a mailing list. Again, all this does is confirm your email is valid.
8. Consider using a contact form instead of displaying your email address on your website.
9. Create a “junk” email address (such as a Gmail or Hotmail address) that you use just for filling out forms from companies you suspect might spam you.
10. Change your email address. If you’ve tried all of the above and you’re still getting too much spam, it may be time to change your email address.

What Does xmanonline Do to Limit Spam ?

Xmanonline’s servers utilise the highly efficient MailScanner or SpamAssassin software to limit spam. These filters use a diverse range of tests to identify unsolicited bulk email, more commonly known as Spam. These tests are applied to email headers and content to classify email using advanced statistical methods. As long as you keep your default mail setting turned on, much of your spam should be caught before it reaches your inbox.

What You Can Do About Viruses

1. Purchase anti-virus software and keep it up to date. This is especially essential if you run a Windows operating system. Linux and Mac users are much less vulnerable to viruses.
2. Keep up-to-date with all security updates for your operating system, as well as your email and browser applications.
3. Avoid downloading any kind of software off the Internet unless you absolutely trust the source.
4. Never give permission for a Macro to run in any Microsoft document without double-checking with the sender first to be sure the macro is legitimate.
5. Never open any email attachment from someone you don’t know.
6. Never open an email attachment that ends in EXE, COM or VBS — even from someone you know, unless you know the original source of the program. They are often included in forwarded email from friends that say something like “This is cool. Check it out!” While you may get a fun slideshow or animation, you may also get a virus loaded onto your computer.
7. If you host your email domain with xmanonline, be sure to keep the default Virus Scanning turned on in your Control Panel.

Other times, you may start getting a “Not Found Error 404″ message when trying to view a website address that you know is valid. You can check to see if the website is truly down or if it’s just you by going here. If it’s just you, your browser may have an outdated IP address for that website stuck in its cache. Flushing the DNS cache can solve this problem.

How to Clear Your Browser Cache

Here are instructions for the most popular browsers on how to clear your cache.

Internet Explorer 8 and 9

1. Open Internet Explorer.
2. Click Tools (gear icon) on the right side of the menu bar, then select Internet Options and click the General tab.
3. Click Delete under Browsing History.
4. Check the box next to Temporary Internet Files.
5. Uncheck all other boxes (important!)
6. Click Delete and then click OK.
   
7. Close and reopen the browser.

Firefox 4 and 3.6 (all operating systems)

1. Open Firefox
2. Select Tools>Clear Recent History
3. Select Everything from the drop-down menu next to Time Range to Clear
4. Check the box next to Cache (click the arrow next to Details if you do not see the boxes).
5. Uncheck all other boxes (important!).
6. Click Clear Now.
7. Close and reopen the browser.

Google Chrome (all operating systems)

1. Open Chrome
2. Select Tools (wrench icon) and then Options
3. On the Under the Hood tab, click Clear Browsing Data…
4. Check the box next to Empty the Cache
5. Uncheck all other boxes (important!)
6. Next to Clear data from this period select Everything.
7. Click Clear Browsing Data.
8. Close and reopen the browser.

Safari 5 (all operating systems)

1. Select Empty Cache from the Safari menu (Mac) or Edit menu (Windows).
2. Click Empty.
3. Close and reopen the browser.

How to Flush Your DNS Cache

Here is how to clear your DNS cache. Be sure to type the commands exactly as shown. Alternatively, you can try simply restarting your computer, which should also clear the cache.

Windows XP

1. Close your browser.
2. Open the Start menu.
3. Go to Run.
4. In the Run text box, type: ipconfig /flushdns
5. Press Enter or Return, and your cache will be flushed.
6. Restart your browser.

Windows Vista or 7

1. Close your browser.
2. Go to Start > All Programs > Accessories > Command Prompt.
3. Right-click on Command Prompt and select Run As Administrator.
4. In the text box, type: ipconfig /flushdns
5. Press Enter or Return, and your cache will be flushed.
6. Restart your browser.

Mac OS 10.5 or 10.6

1. Close your browser.
2. Go to Applications and open the Utilities folder.
3. Open the Terminal application.
4. Type: dscacheutil -flushcache
5. Press Enter or Return, and your cache will be flushed.
6. Restart your browser.

STEP 1: Check if there a problem with the xmanonline server

Are you able to check your email via Webmail? To do this, go to our Home page, click Webmail and enter your email address and password.

• IF YES, then your email is functioning correctly at our end. You will need to check your settings in your desktop email client. Compare them to our email setup instructions here. If you are still unsure, please take a screenshot of your mail client settings and send it as an attachment to us support@xmanonline.com.au, and we will be able to assist you as quickly as possible.
• IF NO, you may have an incorrect password. Feel free to email us at support@xmanonline.com.au, and we can reset your password for you.
• IF NO (even with a new password), please go to step 2.

STEP 2. Check if your domain is currently registered and active

You can test this by entering in your domain name here.

If it responds by saying “<yourdomain.com> is available for registration”, your domain has either expired, or it is not registered. Your domain will need to be registered for your website to work. To register or renew your domain, please go here.

If it responds by saying “Sorry but <yourdomain.com> is already registered”, click on the link below it, and make sure that it’s expiry date has not passed. If it has expired, you will need to renew it.

If your domain is registered and active, please go to step 3.

STEP 3. Check if your Internet connection is working properly

You can test this by going to the testing site here, and entering in the domain name that is currently down (ie. xmanonline.com.au).

• If it responds by saying “It’s just you.” then your Internet connection is the issue and you should try restarting your computer and/or contacting your Internet Service Provider.
• If it responds by saying “It’s not just you!” please go to step 4.

STEP 4: Check our server uptime status

You can check our server uptime status here.

• If the server which corresponds to your email or website hosting account is down, then that is the reason why your site is not working. It will probably be only a short period of time until it is back up. Check it again in 15 minutes.
• If the server status is OK, and you still cannot access your email or website, please go to step 5.

STEP 5: Send us some information that will help us to sort out your problem quickly

Please send us an email support@xmanonline.com.au here containing the following information:

1. Find the IP address of your computer (please go here to find out your IP address).
2. From your computer’s desktop, go to Start –> Run and type in ‘cmd‘ (without the inverted commas) then press Enter.
3. Type in: tracert domain.com (replacing domain.com with your actual domain name) and press Enter
4. Type in nslookup domain.com (replacing domain.com with your domain name) and press Enter
5. Take a screenshot of this (press the Prnt Scrn button on your computer – usually to the right of F12).
6. Open up a text document (such as Microsoft Word) and paste the screenshot.
7. Save the Word document, and send it as an attachment with your IP address to us at support@xmanonline.com.au.

We will then be able to diagnose the issue quickly for you.

Regular backups of your hosted files can be a lifesaver in several scenarios:

• Overwritten Files – It’s easy for you or your webmaster to click the wrong button and overwrite a file with an older version by mistake. This could result in hours of writing or coding lost and the wrong content showing to the public until you get it fixed.
• Unforeseen Upgrade or Redesign Issues – Sometimes when redesigning the look of a website, or upgrading to a new software version, you can end up losing site functionality. Even careful testing can sometimes not reveal issues until the changes are “live”.
• Server Data Loss – It’s incredibly rare, but even with xmanonline’s state-of-the-art data facilities, servers can fail or natural disasters can occur, and sometimes data is permanently lost.

Backing up your data means that in any of the scenarios above, you can restore your correct files and have your website running properly again in no time.

The Benefits of Continuous Data Protection

With Continuous Data Protection, you never have to worry about manually backing up your website files or email. The service insures your all of your critical hosted data (website files, emails, databases etc.) against loss, corruption, deletion etc. This is achieved by automatically taking a ‘snapshot’ of your hosting account every 8 hours, and storing 2 weeks of these snapshots on a server in a different location from your primary hosting server. Any of these snapshots can be used to restore your account in a couple of minutes. You can view your data backups and restore files at any time via your control panel.

What price can you put on this peace of mind? Just $100 covers you for the entire year. This is an absolute must for anyone with important data with your hosting account. It is as easy as signing up here. We will set up your account with our CDP technology and that’s it – you don’t have to think about backups again.

1. Install the Online Backup software on the first computer in your network and create and schedule a Backup Set for that computer.
2. Repeat this process on the other computers in your network, using the same username and password to log in. Be sure to name each Backup Set in such a way that you can tell which computer it is associated with. Each computer’s backup time and frequency can be different, if needed.
3. On each computer, be sure that only the Backup Set associated with that computer is set to run on that computer. To check this, go to Settings (gear icon)> Backup Schedule. Select the Backup Set associated with that computer from the drop-down menu on the upper-left and make sure that the box labeled “Run scheduled backup on this computer” is checked. Then select the other Backup Sets from the menu and make sure that same box is unchecked for each of those sets.
4. Make sure that each computer is turned on and not asleep when the backups are scheduled to be run.

That’s all there is to it! You should receive email notifications as each backup is completed successfully. Remember, the first time a full backup is run it will take a long time and is probably best done at night. After that, the backups should run quickly.

1. Download the Dropbox application by going to Dropbox.com and follow the installation instructions. (It is compatible with Windows, Mac, Linux, iPad and smartphones.)
2. Once installed, you should see a Dropbox folder on your Desktop. Double-click on the Dropbox folder to open it.
3. Create a new folder inside your Dropbox folder, called “Files for Xmanonline“.
4. Drag and drop the file(s) you wish to send to xmanonline into this new folder.
5. Right-click on the Files for Xmanonline folder and select Dropbox > Share This Folder… This will take you to the sharing page on the Dropbox website.
6. Enter the email address: support@xmanonline.com.au , add a note if you wish, and click Share Folder.
7. You’re done. Xmanonline will receive an email and they will be able to download any files you have placed in that folder.

• Backup more than once a day: If you have critical files that need backing up more than once a day, you can have them backup more frequently — from every minute to every 12 hours. We recommend setting up a new Backup Set containing only those critical files. Follow the instructions for setting up a new Backup Set here, and when you get to the Backup Schedule Properties, select Type: Daily and Time: Periodically and then select how often in the drop-down menu at the bottom.
  

  Select Type: Daily and Time: Periodically

• Adjust Retention Policy: By going to Settings (gear icon), selecting the desired Backup Set from the drop-down menu at the top, and then clicking Retention Policy, you can adjust how many days your deleted files will be saved on the server.
• Create a Backup Copy on a Local Disk: There may be times when you wish to create a backup of your files and store them on a local disk, such as an external hard drive or DVD. To do so, select Backup and then click the Options button. Under the “Backup to” heading, select Local Hard Disk and then click Change to select the location for the file backup. Regular backups to a local disk can be configured by going to Settings>Local Copy.
  

  Backup to Local Hard Disk

• Create Backup Filters: By going to Settings (gear icon), selecting the desired Backup Set from the drop-down menu at the top, and then clicking Backup Filter, you can filter the types of files that get backed up. For instance, if you wanted to avoid backing up photos in a particular folder, you could set up the filter to exclude all files that end with “.jpg”. Click the Add button to start setting up a filter.

Be sure to let us know if there are other functions that you would like to know more about!

Microsoft Outlook or Windows Mail (Windows XP, Vista, or 7)

1. Launch your Online Backup software.
2. Click on the Settings (gear) icon.
3. In the upper-left corner, select your Backup Set from the drop-down list. (Or click the Plus (+) sign if you are creating a new Backup Set.)
4. Click Backup Source from the menu on the left. (If creating a new set, type in a name for your set and click Next.)
   1. Microsoft Outlook 2007 and 2010: Make sure that the checkbox next to Outlook is checked.
   2. Windows Mail or Windows Live Mail: Make sure that the checkbox next to Windows Mail is checked.
   3. See this video tutorial on How to Create a Backup Set if you have any trouble.
5. Click OK, then Save Setting, then Yes and you are finished.

Note: If for some reason you do not see your Windows email option listed, click the Advanced button and look for the Microsoft applications folder. It varies by operating system, but the file path should be similar to C:\Documents and Settings\<your username>\Local Settings\Application Data\Microsoft\Windows Live Mail.

Apple Mail or Mozilla Thunderbird (Mac OS 10.5 and 10.6)

1. Launch your Online Backup software.
2. Click on the Settings (gear) icon.
3. In the upper-left corner, select your Backup Set from the drop-down list. (Or click the Plus (+) sign if you are creating a new Backup Set.)
4. Click Backup Source from the menu on the left. (If creating a new set, type in a name for your set and click Next.)
   

   From the Advanced file menu, select the Mail folder.

5. Click the Advanced button and check the box next to: Users\<your username>\Library\Mail. Select Thunderbird in the same Library folder if you use Thunderbird. See this video tutorial on How to Create a Backup Set if you have any trouble.
6. Click OK twice, then Save Setting, then Yes.

Why go it alone? If you’re having trouble managing your email, website, online backup service or other xmanonline features, we can help. And best of all, you won’t have to try to explain to us what is happening — we’ll be able to see your computer screen just like we were sitting beside you! All you need to do is install a small program (Mac and PC compatible). The software allows us to view your computer screen over the Internet and even move your mouse for you, so we can diagnose and fix the problem quickly.

To Order Remote Support

1. Download and install the Remote Support software here: Windows or Mac.
2. The next time you have an issue that you need our help with, give us a call on 08 9467 2935 or email us at support@xmanonline.com.au and we will set up a support session (with your unique ID and password that the software generates)

Remote Support Pricing

* Connection fee – $20

* Each 15-minute block – $20

* Therefore minimum charge is $40

Your data is fully encrypted and completely protected at all times. The software generates a session password that changes with every software start to provide additional security against unauthorized access to a remote system. We can access your computer only when you give us the password and only for as long as you keep the software open. You will see on your computer screen exactly what we are doing, and anytime you want to end the connection, simply quit the support software. We will be able to to communicate through the software via written text, or we can be on the phone at the same time if need be.

Next time you have a problem, call us first — before you waste your valuable time.

Please follow the directions below, or view the following flash tutorials:

• Download and Install
• Create Backup Set and Set Schedule

Download

1. Go to the xmanonline Home Page and click on Online Backup in the Login navigation menu in the center of the page.
2. Enter your Online Backup login name and password and click Login.
3. In the top left-hand corner, click on Install Software.
4. In the pop-up window that appears, click on the icon representing you operating system, under the heading ‘Select Your Operating System.’
5. Check to make sure your computer meets the System Requirements. (Note for Mac users: Your standard system installation includes “Apple Java2″ so it should already be installed.)
6. Click on Download xmanonline Online Backup.
7. Save the file to your computer.

Install

Note: The diagrams below are based on the Windows XP version. Your diagrams may differ if you have a different operating system, but the process should be similar.

1. Double-click on the backup icon on your desktop. Select your preferred language and click OK.
2. The Welcome screen will appear. Please click Next.
3. Review the license agreement and if you agree, please click the button next to “I accept the agreement” and click Next.
4. Review the folder that has been selected for the software location. Unless you have specific requirements, simply click Next.
5. Unless you want to only allow yourself to be able to access the backup software on your computer, leave the button selected as “Anyone who uses this computer” and click Next.
6. Click Install.
7. The installation process will now occur.
8. When the installation is complete, click Finish to launch the software.
9. The following screen will appear. Please enter in the username and password given to you in the initial email from us upon sign up and click OK.

Set Up

In this section you will set up your Backup Set(s). These are groups of files that you select to be backed up. The simplest way to set it up is to use one Backup Set and have all your files backed up on the same schedule. But you may want to back up some folders on your computer more frequently than others. If this is the case, you can create multiple Backup Sets and adjust the frequency for each. Only back up the files you need to, because the more files you back up, the quicker you will use up your allotted storage space on the server.

Please note: The first time your backup runs, it will take a long time, but don’t worry — the subsequent backups will be much quicker.

1. Launch your Online Backup software (if it’s not open already). The Backup Wizard will guide you through the set up process.
2. Type in a name for your backup set. Leave the type as ‘File Backup’ unless you have databases to back up, and click Next.
3. Check your email client (if applicable) and then click the Advanced button.
4. You will now be able to select any combination of files / folders that you require for your backup. Select (or double-click) a folder on the left to view the files inside it on the right. Generally, your critical files will be located inside your User folder (the folder title is usually your name, and it’s inside the “Users” or “Documents and Settings” folder). The folders you may want to back up include:
   • Documents
   • Photos
   • Music
   • Movies
   • Email (Windows users should be able to select ‘Outlook’ or ‘Outlook Express’ from the main file list. Mac Mail files are in the UserName > Library>Mail folder. If you use an online mail service like Gmail, you don’t need to worry about this.)

   Once done, click ‘OK’.

5. Now you will need to configure when you want your backups to occur. Click Properties.
6. You can make the following selections. When finished, click OK:
   • Type (frequency) – Daily/Weekly/Monthly/Custom
   • Start – The time of day you wish your backup to start (if you wish to back up more than once a day, click on “At” in the drop-down menu and change it to “Periodically”).
   • Stop – generally leave as is (Stop on completion)
7. When finished, you should be alerted that your ‘Backup Set created successfully’.
8. To close the Online Backup software, click Quit in the top right-hand corner, and then when prompted ‘Save backup settings to backup server’ click Yes.

Congratulations. You have configured your Online Backup software. Please note: The first time your backup runs, it may take a while. So you will probably want to run it while you are sleeping. Subsequent backups will be much shorter. If you need to make changes to your Backup Set Properties, launch your software and click the Settings (gear icon) in the lower-left corner.

You should receive an email notice every time your backup runs successfully. If you receive any error messages, see our article on “Trouble-shooting Online Backup.”