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- After you have downloaded and installed VersaForward Professional, you can launch it from the start menu.
- When it first runs, you will be asked to define your first account.
- First, specify your email address and how often you'd like your account to be checked for new mail.
- Next you need to specify your server connection information for your account.
After you've entered your settings, click the Test Connection button to confirm the information is correct.
- The last step in defining a new account is to specify where you want your new emails forwarded to.
- The setup wizard will then recommend that you define an outgoing server which is necessary to do any forwarding.
Much like your account connection settings, you will need to specify your outgoing (SMTP) server information.
Again, click the Test Connection button to confirm the information is correct.
- To define your account and outgoing server as you specified, click Finish.
- Once your account is defined, you can click on it to see some other options available.
- When you are ready to start your forwarding, click on the Forwarding button at the upper left to switch forwarding from Off to On.
- You can then click on Accounts and you will see View Forwards and View Logs options for each account so you can see what connections and forwardings are taking place.
- All of the settings you entered in the account creation wizard can be edited by clicking on the account name on the left of the application.
- Email Address - Your email address such as username@yourdomain.com.
- Enabled - If you do not want this account to be checked, you can disable it by unchecking this.
- Check Frequency - The more often you check your account, the more quickly you will get your email forwards.
However, the more often you check, the more taxing it can be on your email's server.
- Server - Your email's server such as mail.yourdomain.com.
- Server Type - Most email servers support POP but if you can use IMAP, that is recommended.
If your server supports POP SSL or IMAP SSL those would be safer options.
- Server Port - Usually this should not be changed. If your email server is on a non-standard port you can specify it here.
- Username - Your username is usually the part of your email address before @ or the entire email address.
- Password - The password for your email account.
- Outgoign Server - Typically you can leave this as Default. If you need to use a specific outgoing server for this account, you can choose it here.
- Advanced settings are also available but typically do not need to be changed.
- Mark forwarded messages as read (IMAP only) - Select this if you want all forwarded emails to be marked as read (also known as seen)
- Forward only unread messages (IMAP only) - Select this if you only want to forward messages that are unread.
This is useful so you check your email elsewhere and if you read it, you don't want it to be forwarded as well.
- Delete forwarded messages - Typically we do not recommend using this setting because it could result in lost email.
When VersaForward Professional forwards a message, the destination server will accept it and then it will be deleted locally.
The destination server may not necessarily deliver that email to the inbox properly which could then result in lost emails.
- Connection Timeout - The default timeout is 30 seconds and is recommended. If you want to change your timeout to something shorter or longer, you may enter it here.
- Filters specify what emails are to be forwarded or not.
- If any filters are defined on a forwarding destination, only those will be applied.
Otherwise, any filters defined on the email account will be used. This means that you can specify different filters for
different destinations or you can use the same filters for all destinations.
- Filters can be defined as inclusive or exclusive. The exclude filters take priority so if something matches both
an include and exclude filter, the exclude filter takes priority so the email would not be forwarded.
If only include filters are defined, then all emails have to match an include filter to forward.
A good practice may be to use only include or exclude filters based on what best meets your needs.
- Type - Each filter specifies to include or exclude any emails that match.
- Target - The target of this filter can be the From, Subject, Content, or a Header.
The most common target would be the From to specify only to forward From certain addresses.
If the Header target is chosen, then you will have to specify which header name to look at.
- Criteria - The criteria is the text to match on such as "friend@otherdomain.com" on a From target.
- Schedules specify time frames for when emails should be forwarded or not.
- If any schedules are defined on a forwarding destination, only those will be applied.
Otherwise, any schedules defined on the email account will be used. This means that you can specify different schedules for
different destinations or you can use the same schedules for all destinations.
- Schedules can be defined as inclusive or exclusive. The exclude schedules take priority so if something matches both
an include and exclude schedule, the exclude schedules take priority so the email would not be forwarded.
When VersaForward Professional checks for new mail, if the schedules indicate forwarding should not occur, those emails will not be forwarded.
- Type - Each schedule specifies to include or exclude any emails that match the given time range.
- Time Range - You can specify the time range you want the define and which days you want it to apply to.
You can choose individual days, weekdays, or weekends.
- Each email account can forward to multiple destinations.
You can forward to normal email accounts or to text-constrained devices where each type provides distinct options.
- The Email option is typical and should be used when forwarding to anything except text-constrained devices such as cell phones.
- Include Attachments - By default, all emails are forwarded with their attachments.
- The Constrained forwarding destination has options designed to shorten the length of the email so you can get more
on text-constrained devices such as cell phones or pagers.
- Contractions - Shortens contractions such as "I would" to "I'd".
- Times - Shortens time related text such as "Monday" to "MON" or "January" to "JAN".
- Numbers - Shortens number text such as "seventeen" to "17"
- Remove Spaces - Removes all spaces and capitalizes first letters of words to turn "How are you?" into "HowAreYou?"
- Remove Repeats - Removes repeating text such as "......" to "..."
- Extended - Additional reductions such as common words like "number" becomes "#", "message" becomes "MSG", "to" becomes "2", "for" becomes "4" and "by the way" becomes "BTW".
- Trim Message - Truncates the message length to a set length. This is necessary for some cell phones and carriers that won't deliver messages over a certain length.
- Trim Subject - Truncates the subject length to a set length.
- The following options are available for Email and Constrained destinations.
- Change Subject - You can changed the subject to whatever you like and include the original subject
with the text <subject> so if you enter "WORK: <subject>" in this field, you would be prepending WORK:
to your subjects.
- Filters - Each email forwarding destination can have its own unique filters.
- Schedules - Each email forwarding destination can have its own scheduling rules.
- All of the settings you entered in the outgoing server creation wizard can be edited by clicking on the name on the left of the application.
- Email Address - Your email address such as username@yourdomain.com.
- Default - Any outgoing server that is default could be used by any of the email accounts set to use the defaults.
- Server - Your outgoing (SMTP) server such as mail.yourdomain.com or smtp.yourdomain.com.
- Server Type - Most email servers use SMTP but if you can use SMTP SSL, that is recommended since it is a more secure option.
- Server Port - Some ISPs block the standard SMTP port 25 and you may need to use a non-standard port.
- Username - Your username is usually the part of your email address before @ or the entire email address.
- Password - The password for your email account.
- SMTP Authentication - Most servers will want authentication when sending emails so this is selected by default.
- Advanced settings are also available but typically do not need to be changed.
- Set From to your address - By default, the From of the forwarded message is the original From.
If your SMTP server requires the From to be your address, you can select this option otherwise your server will likely block sending.
- Prepend original From to content - If you had to check the previous setting, you may want to prepend the original From to the content.
- TO header includes original TOs - This setting should be used with caution since it can cause mail loops.
By default, this is off so the orignal TO headers are not forwarded on. Some servers will resend messages to all addresses in the
TO header so if you enable this feature, be sure the messages do not bounce back to your account. If they do, they would get
forwarded again which creates a mail loop. In that case, you should disable this feature.
- There are some advanced settings that you can change by altering the settings.xml file located in the VersaForward Professional data directory.
- On Windows Vista, the settings.xml file is typically located at C:\ProgramData\VersaForward Professional
- On Windows XP, the settings.xml file is typically located at C:\Documents and Settings\All Users\Application Data\VersaForward Professional
- The following settings can be added to the settings.xml file. XML familiarity is recommended before altering this file.
- startup_skip_new_mail="true" - On system startup, all emails in inboxes are considered old on the first pass.
Otherwise, VersaForward Professional will forward any emails it has not yet seen.
- attach_limit="20000000" - The default attachment limit is 20,000,000 bytes. Any emails greater than this will be forwarded without attachments included.
- timeout="30" - The default global timeout is 30 seconds. It is unlikely this should have to be changed.
- log_limit"100000" - The default maximum log file size for each account is 100,000 bytes. If you would like to have the logs go back further in time, increase this number.
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