How to connect your Gmail to our mailboxes

When we set up the mail box on your site we send you the connection details. You can also view the details via your account with us at

Let’s assume that you are connecting to this email account:

  • email password: dddd1234
  • POP3 mail server name (Secure Connection):
  • POP3 Secure Port: 995
  • SMTP mail server name (Secure Connection):
  • SMTP Secure Port: 465

To collect emails from a POP mailbox

  1. On your computer, sign in to the Gmail account you want to import to.
  2. In the top right, click ⚙️ and then See all settings.
  3. Click the Accounts and import tab.
  4. In the ‘Check mail from other accounts’ section, click Add a mail account.
  5. Type the email address, then click Next.
  6. Select ‘Import emails from my other account (POP3)’ and click Next.
  7. Type your details
    • username:
    • password: dddd1234
    • POP Server:
    • POP3 Secure Port: 995
  8. Recommended: Check the boxes next to the options below:
    • Always use a secure connection (SSL) when retrieving mail
    • Label incoming messages
    • Leave the other boxes unchecked.
  9. Click Add Account.

To send emails as another email address

Step 1: Add an address you own

  1. On your computer, sign in to the Gmail account you want to import to.
  2. In the top right, click ⚙️ and then See all settings.
  3. Click the Accounts and import tab.
  4. In the ‘Send mail as’ section click on ‘Add another email address’
  5. Enter your name and the address you want to send from:
    • Check the box near ‘Treat as an alias’
  6. Click Next Step.
  7. Send mail through your SMTP server
    • SMTP Server:
    • SMTP Secure Port: 465
    • Username:
    • Password: dddd1234
    • Check the box near ‘Secured connection using SSL (recommended)’
  8. Click Add Account

Step 2: Confirm the address

  1. Sign in to the account you added.
  2. Open the confirmation message you got from Gmail.
  3. Click the link.

For server manager: add ‘’ to the SPF record

Stop importing emails

  1. On your computer, open the Gmail account you’ve been importing to.
  2. In the top right, click ⚙️ and then See all settings.
  3. Click the Accounts and import tab.
  4. In the ‘Check mail from other accounts’ section, click Delete next to the account you want to stop getting emails from.

General Email Account Settings

Outlook / Eudora / Thunderbird / Mac / iPad / Phone Client Settings

The instructions listed below are for the general setup of various email clients and cannot be guaranteed to work with every email client. The following configuration settings are appropriate for third party email clients such as Outlook Eudora, iPad, etc.

When using the example below, be sure to replace with your actual domain name.

Your/Display name: anything you want
Email address: enter the full address (
Type of connection: POP3 or IMAP
Incoming mail server: hosting account’s servername
Outgoing mail server: hosting account’s servername
Outgoing mail server does require authentication.
Incoming mail port: 995 for POP3, 993 for IMAP
Outgoing mail port:465 

Encryption: SSL or SSL/TLS

Username/Account name: must be the full email address ( Sometimes this setting won’t work until you replace the @ with a + in the username.

Password: the email password. Do NOT use SPA (secure password authentication).

WordPress Edit a Page or a Post

Edit your Post or Page

Lets look at the tools you have on the Post / Page editor page:

WordPress page editor

First of all look at the top bar. There is a link ‘View Page’, it will take you to the front view again.

Next look to the right – the most important thing there is the blue ‘Update’ button. It is blue in our picture, but it can be other colour depending on your colour scheme. Remember – your changes are not saved untill you pressed this button!

If you edit with Block Editor or in some clever themes a lot of stuff is done via JavaScript, so some things may be saved at the same time as you are putting them in, and there can be other saving buttons on this page, but to be very safe don’t forget to press the Update button before leaving the page!

In fact WordPress will warn you if you forget to save your changes with this message: “This page is asking you to confirm that you want to leave – data you have entered may not be saved”. It tries to help you.


First of all look at the tools at the top of the box – there are some basic tools there. From the left to right:

Paragraph drop list – type / select some text, press on the paragraph drop list and change your selected paragraph into a heading 1, 2,3 … 6. I normally use headings 2 and 3. Heading 1 should be reserved for the Page Title – Google doesn’t like you more than one Heading 1 on the page.

Bold or Italic styles, bullet points, text align left, centre, right, add link work like in most text editors. You can either select some text and apply the style or click on the style and start typing.

Read More tag may work in some themes, but don’t worry about it right now.

Toolbar Toggle shows you some more tools – feel free to explore. If you are not happy with the results you can use the ‘Clear Formatting‘ tool.

Visual / Text tabs

There are two tabs over the top right corner of the WYSIWYG textbox.

Visual tab is to be used when you are typing your text and formatting it. It is the WYSIWYG one.

Text tab will show you the html tags. Don’t go there unless you are prepared to work with HTML.

One exception: when you are pasting some text into your post in “Visual’ tab the WYSIWYG box may try to use that formatting and you may not like the result. You can try to use the Clear Formatting tool, or paste you text straight into the ‘Text’ tab, then go to the Visual tab and format the text yourself.

Another way to get rid of unwanted formatting is to paste your text into the Notepad (on Windows). Notepad doesn’t understand formatting deletes all of it, only keeps the line breaks.

Add media

You find this button above the WYSIWYG text box on the left.

Find a place in your text where you want to put your picture, click there, then click the Add Media button.

That will open the Media Library in a fly-out. Choose the picture you want to add, click on it and click the ‘add to post’ button in the bottom right corner of the window. Your picture will be inserted.

If the image you want to use is not in the library, click the Add Media button, then click on the Upload Files tab in the top left. You can drag the image into the upload field near the ‘Drop Files to upload’ text. You can also browse for your file the old way. Remember that there is a limit to the file size., you will see the warning text on the upload field.

Once your file is uploaded, click on it and click the ‘add to post’ button in the bottom right corner of the window. Your picture will be inserted.

Once the image is inserted, you can format it. Click on the image – you will see some tools there – image align, image size, link to, title, caption and some more.

Once you finished editing don’t forget to press ‘Update’ button.



WordPress Backstage First View

Once you logged in, you can see the WordPress backstage. It looks like this:


WordPress Author admin page

On the left you can see the left menu, it has links to all websites bits you can edit and all the tools you can use. In the image above you can see Posts, Media, Comments, Profile, Tools, Collapse menu links. If you are a user with Editor level, you will also see ‘Pages’ link in the main menu.

Links in the left menu

  • Posts – will open a list of exisitng posts, post categories and an ‘Add New’ link.
  • Media – link to the Media library.
  • Pages – will open a list of exisitng pages and an ‘Add New’ link.
  • Comments – a list of all comments added to posts and pages if the site allows comments.
  • Profile – your profile. You can change your email address, nickname, name, password, even the colour scheme  of your admin pages. The only thing you can’t edit is your username.
  • Tools
  • Collapse menu – will make your editing field wider.

Click on ‘Pages’ or ‘Posts’ – you will see all the posts or pages the site has. If you are an Editor, you will be able to edit any page or post or add more.

You can also delete posts and pages, but please be careful!

Pages Table

This is the list of pages / posts you will see when clicking on the Pages / Posts link in the left menu:

WordPress pages table

This looks very different from the front end of your website and can be confusing. I suggest you use a little trick: look at the top bar – at the very top of the page – you can see a home icon and your website name next to it. In the image above it is Smart Marketing.

Roll your mouse over the icon, a drop-down will appear with these words: Visit Site. You can click on it or right-click on it and open it in a new tab. Now you see the front end again, but at the very top you see the admin bar with some usefull links.

Browse your site the normal way, go to the page or post you want to edit. Then look at the top black bar. You will see the magic words there among other links: ‘Edit Post’ or ‘Edit Page’. Click on it and you will be taken to the Page / Post editor.

See how to use the WordPress Page or Post editor


WordPress User Levels

So, you have a wesite, it is in WordPress and the site administrator has sent you your user name and password.

You log in.

What will you see?

You will be taken to the WordPress ‘backstage’. It looks like this:

Scary? Yes, there is too much at once, very confusing!

Don’t worry you will only see something like this if you are the site administrator. As an administrator you will have access to all tools.

If you are a site author, you will see a much simpler picture:

WordPress Author admin page

This is a good level to start with, not very confusing and you can’t destroy much on the site, only your own posts and pictures.

And if you think that being an author is too restrictive – look at the subscriber level, they can only manage their profile. And add comments to posts if the site allows this kind of behaviour.

Some User Levels in WordPress:

  • Administrator (slug: ‘administrator’) – somebody who has access to all the administration features within a single site.
  • Editor (slug: ‘editor’) – somebody who can publish and manage posts including the posts of other users, add and edit site pages.
  • Author (slug: ‘author’) – somebody who can publish and manage their own posts, can use all the media in the media library and upload their own pictures.
  • Contributor (slug: ‘contributor’) – somebody who can write and manage their own posts but cannot publish them.
  • Subscriber (slug: ‘subscriber’) – somebody who can only manage their profile.

There can be more levels depending on the theme and plugins the site is using. Also a clever admin can change user permissions on their site and complicate things a bit more. Should we worry about it here?

Perhaps not. Enjoy your editing!

WordPress Login Instructions

This is very confusing. You came to your website and you want to correct a few lines on the About Us page, or write a new article about your company. Where do you start? How do you get to the back side of your website, the backstage?

Most likely there will be no link, so here is what you should do:

  1. Suppose your website url is
  2. Type this in your browser url window:
    This will take you to the user login page. It looks like this:
    WordPress login looks like this
  3. Now type in your user name and password. You can use your email address instead of your user name (most of us do not remember what their user name is!)
  4. If you do not remember your password, click on the link under the login form, that says ‘Lost your password?’ This is how it looks:
    WordPress password recovery looks like this
  5.  Then go to your mailbox, wait for the recovery email to arrive and follow the instructions in the email to reset your password – don’t forget to write it down, so you know what it is!!!
  6.  Go back to login page (point 1) and Log in.

Find about the WordPress User Levels

What you see when you log in – WordPress Backstage First View

Smart Marketing
Contact Simon Grain
0413 870 046