Posts by "María José Cordova"

SMTP, POP, IMAP Protocols: What They Are and How They Work?

More technical users are likely familiar with SMTP, POP, and IMAP protocols when using email, but what exactly are they and what are they used for? As major protocols for sending and receiving emails, it’s a good idea to be familiar with them!

SMTP stands for Simple Mail Transfer Protocol and is the protocol used when sending an email. It allows two systems to transfer messages over a TCP/IP (Transmission Control Protocol/Internet Protocol) connection. The server sends outbound emails through an SMTP port (25 or 587 when encrypted) which interacts with other SMTP  servers on the internet to deliver the message to its intended recipient.

POP stands for Post Office Protocol and is used when retrieving emails from a server. It allows email clients to connect to the server and download any new messages. The POP protocol works by using a POP port (110 or 995 when encrypted). POP is no longer widely used and has been commonly replaced by IMAP.

IMAP stands for Internet Message Access Protocol and is used when accessing emails stored on a server. It allows users to connect to a mail server, open folders, search through saved messages, and delete or move them around within their mailbox. The IMAP protocol uses ports (143 or 993) that communicate with servers on the internet to store and retrieve messages.

Why are these protocols important?

SMTP, POP, and IMAP protocols are essential for sending, receiving, and managing emails. They ensure that information is transferred securely between two systems over a secure connection. Understanding how these protocols work will help you get the most out of your emailing experience. With their help, you’ll be able to send and receive messages quickly and easily!

By understanding SMTP, POP, and IMAP protocols, you can better equip yourself to use email more efficiently and effectively. Each protocol has unique functions, making it easier for users to send emails, retrieve messages from the server, manage folders, and search through saved messages.

Besides, these protocols ensure that emails are sent securely over the internet, preventing them from being intercepted or corrupted by third parties while in transit. They provide an extra layer of security when accessing emails stored on a server.

Email Migration – The Complete Guide

Migrating email accounts can take a lot of work. There are many things to consider – user accounts, contacts, data, and more. But with the right email migration service, it can be simple. In this guide, we’ll walk you through everything you need to know about email migration. We’ll cover what they are, how they work, and why they’re important.

What is an Email Migration?

Email migration is a process that allows you to copy your email account from one provider to another without losing important information such as contacts, emails, and more. This can be a complex process, depending on the number of email accounts and the amount of data involved. But with a good email migration service, it’s a breeze!

There are many reasons why you might need to migrate your email account. You may be switching providers or upgrading to a new server. Or you’re consolidating multiple accounts into one. Whatever the reason, an email migration service can help make the process painless.

How Does an Email Migration Service Work?

Email migration services typically copy your data from one server to another. This includes all of your emails, contacts, and more. Some email migration services also offer the ability to migrate your applications and settings. This can be a huge time-saver if you move to a new server or provider.

Most email migration services have a simple interface that anyone can use. Just enter your old and new account information, and the service will take care of the rest. Some providers also offer additional features, like scheduling migrations or creating backups. These additional features can come in handy if you’re migrating multiple accounts or want to ensure that your data is safe during the process.

Why is an Email Migration Service Important?

Email migration services are essential because they make it easy to move your email account from one email provider to another. This can save you time and headaches when switching providers or upgrading servers.

If you’re consolidating multiple accounts into one, an email migration service can save you even more time by migrating your data and settings. Additionally, email migration helps to keep your contacts organized and up-to-date. By migrating your contacts and emails, you can be sure that everyone in your address book has the correct information.

If you are looking for a professional email migration service, look no further than Shuttlecloud. We offer a comprehensive email migration service that will make transitioning to a new server quick and easily.

Contact us today to learn more!

What is an email client?

 

To put it simply, an email client is a piece of software used to access emails found on an email server. An email service such as Gmail or Outlook hosts your emails, and the email client is the way you actually access them. While they all serve the same core purpose, every email client is different, with its own advantages and disadvantages.

What is the best email client?

Receiving and sending emails is something that we do every day, and most people use one of the most popular options. These can be either desktop or app-based such as IOS email and Microsoft Outlook, or web-based such as Gmail, Yahoo, and Outlook

But there are many more options out there! In the last couple of years, there has been an increase in the number of email clients available, some offering exciting new features that have made them very successful.

What email client alternatives are there?

Zoom 

Zoom email was introduced in November 2022 and is still in beta testing. Zoom focuses on offering an all-in-one service without having to use multiple applications while working—reducing the time spent transferring between apps and keeping everything more organized. 

It allows users to connect their Gmail and Microsoft accounts, synchronizing all emails and calendars in one place—all without having to switch apps to make Zoom video calls.

Spark 

Spark claims to be the “smart, focused” email client. It has 14 million users worldwide and was recognized as Editor’s Choice on the Apple app store. Their main feature is a Smart Inbox that prioritizes important emails into their own folder. One special feature spark offers is a gatekeeper that allows you to accept or reject incoming emails based on their sender. Users can also highlight priority senders for easy access to their emails.

Collaboration is another key benefit of Spark—it allows teams to have a shared inbox and drafts can be composed in real-time by several team members. Specific emails and threads can be shared with specific team members, and you can create email templates to be used by the entire team.

Shift 

Shift is a ‘workstation’ service that includes an email client, along with a web browser and other integrations. It seeks to allow you to work entirely from one platform, eliminating the need to switch between different platforms. It can integrate with multiple Gmail and Microsoft accounts as well as Slack, Trello, Evernote or even Spotify. The simple design makes it easy to use and personalize. It even includes a secure password storage service.

eM client 

eM client claims to boost your productivity and break you out of your email routing. It boasts a number of workflow-enhancing tools such as message encryption with PGP encryption, a reply-watcher to notify you of specific replies, automatic message translation, a quick text feature to help you compose emails faster, email snoozing, and more.  It is compatible with Gmail, iCloud, Microsoft 365, SmarterMail, Mailfence, and MDaemon.

Spike 

Transforming email to a workspace is the main focus of Spike, offering features that increase team productivity. It seeks to transform email into a live-chat format, making it more conversational and taking away the clutter of traditional email. Collaborative online notes and tasks allow users to take notes as well as create tasks and to-do lists on the app—allowing easy access for different devices and users. It also offers group chats and a calendar feature. 

Thunderbird

Making email easy is the promise of Thunderbird. The setup is super simple, using a mail account setup wizard, allowing installation without needing to know your STMP, IMAP, or other certificates. Thunderbird offers a fast way to add new contacts to your lists as well as setting contacts into different lists to keep data organized. One key feature is the tab system which allows you to switch between different emails much like you would in a browser—in fact, Thunderbird is created by the Mozilla Foundation, which also created Firefox.

Which email client is the best for me?

Smaller email clients have evolved significantly, adding value to their platforms in the form of new features. They’ve switched their focus to simplicity and productivity, creating some real competition for the bigger clients. When it comes to choosing the best email client for you, you should focus on the specific features they each offer, and decide based on what works best for your workflow!

Email Meter: ShuttleCloud also offers email analytics

Today I’d like to introduce you to another part of ShuttleCloud: Email Meter. As experts in both email and data, we know the value that email statistics hold. Knowing your email volume, response times or top interactions can tell you so much about your business or personal productivity, especially if most of your work passes through your inbox.

How does Email Meter work? 

By connecting to your inbox, Email Meter gives you a wide range of metrics and insights. The dashboard includes charts and other visualizations to help you easily interpret your data. These insights are generated using the email headers, which includes the email sender, recipients, sent/receipt time, date, and other information. Email Meter cannot access any information beyond these headers such as the actual text body of the email or any attachments, giving you complete security.

Email Meter is perfect for different use cases:

Individuals 

For single users, Email Meter is perfect for analyzing their personal productivity and workload. It helps you to understand your inbox, so you can organize it better and concentrate on the emails that are actually important. The free version can be instantly set up, simply by logging in here. This gives you monthly and weekly reports with a full dashboard of metrics. There is a Pro version which adds filtering, 2 years of historical data, and raw data exports.

Teams 

For teams of 2-20, Email Meter Teams provides a full team dashboard. You can see all of your team members from one dashboard, or generate full reports for any specific team member (or combination of team members. It’s great for understanding who in your team is dealing with the most workload, responding slowly, or not communicating as much as they should. You can set up your team quickly and easily here.

Enterprises 

For larger teams with more advanced needs, Email Meter Enterprise is the best solution. With fully customizable dashboards, you’re able to expand beyond the metrics offered by Pro and Teams. Track thread length to understand your team’s efficiency in solving problems, monitor specific SLAs to track response time expectations, or have entirely new metrics created just for you. As an Enterprise customer, you’ll also receive a personalized onboarding experience and a dedicated Customer Success manager.

Email Meter Pricing 

  • Free: Individual metrics on a monthly and weekly basis are completely free, and will be forever. A free 7-day trial of Pro and Teams is included when you sign up.
  • Pro: 15$/month yearly payment ($180) or $19/month. Unlocks filtering, 2 years of past data and other advanced features.
  • Teams: 15$/user/month yearly ($180) or $19/user/month. An extension of Pro, adds the ability to see your whole team from a central dashboard, and generate full reports for any combination of team members.
  • Enterprise: Pricing dependent on needs. Unlocks the most powerful features, generally recommended for teams of 15+ members. Completely custom dashboards and metrics can be created for you upon request.

If this sounds like something you or your team could benefit from, you can sign up for free here. If you’d like a full demo to explore which solution is the best fit for your business, you can request a demo here.

Email Migration And Email Forwarding: Do You Know The Difference?

Imagine the following scenario: You’ve just graduated from college and have entered the workforce. Finally, it’s time for a real paycheck—congratulations! You’ve also been given a shiny new work email address. Neat, right? But there’s a problem…

You still receive emails you’re interested in to your old college email address, and you want to receive these same emails to your personal email instead. You could keep checking your college email, but no one wants to juggle three inboxes!

What’s the solution? There are two options here—email forwarding and email migration. But what’s the difference?

Email Forwarding

Email forwarding allows you to automatically resend all emails received from one inbox, to another inbox. In our example, you could set up email forwarding on your college email, and then any email you receive will automatically be forwarded to your personal email.

This is simple to set up in most email clients, and is the quickest solution for a temporary fix. You can find instructions for Gmail and Comcast here:

How to set up forwarding in Gmail

How to set up forwarding in Comcast

But why is this not ideal in the long term? Let’s jump back into our example. You’ve been at your new job for a few years now, and your emails from old classmates have all dried up. Nothing else is being forwarded of any value. It’s time to shut it down, but you don’t want to lose all your old love letters and gossip from your golden college years! How can you keep everything? Email migration time!

Email Migration

When the time has come to move from one email address to another permanently, email migration is the way forward. It allows you to transfer all of your emails, including any attachments, from one inbox to another. You also get all your contacts!

Whether your story is just like our example and you need to transfer a single inbox, or you’re a business owner looking to migrate thousands of inboxes, we’ve got a migration solution for you.

I want to migrate a single inbox

ShuttleCloud powers the migration process for the biggest email providers in the world, including Gmail and Comcast. You can migrate from any provider to another, or within the same provider. The steps for each provider will vary, but here are some instructions for the main ones:

Gmail migration instructions

Xfinity for Comcast migration instructions

I need migration services for my business

For large-scale migrations, ShuttleCloud offers two options. The best for you will depend on how you’re looking to offer this migration service to your customers/users.

1. Migration using the ShuttleCloud API

Technical jargon aside, using our API is basically a way for your users to access migration services from within your own platform. You’ll need your engineers to build some framework around this, but it offers you complete flexibility in how everything looks. For example, this is how we offer migration services to Gmail—we do the raw work in the background, and they make it look pretty and offer a seamless experience to their users.

2. Using a Shuttlecloud migration portal

If you want a ready-to-use solution with minimal engineering involvement on your side, a ShuttleCloud hosted portal is the way to go. Our team of engineers and designers will build a portal to your exact specifications, allowing you to offer your users the exact experience you have in mind. As you don’t need a lot of technical work on your side, it’ll free up your engineering team’s valuable time, while still delivering a customized solution. We’ve covered how we’ve designed and built these portals in detail here.

Which solution is best for me?

Whether you’re migrating your old college inbox, or need a powerful portal to move thousands of inboxes daily, Shuttlecloud is here to help. We’re here anytime to discuss your needs and find the best solution for you and your users—get in touch with us here to learn more!

Keeping a Global Team Together: ShuttleCloud’s Formula for Success!

At ShuttleCloud we are a team spanning all over the world; Three continents, over 9 countries, and four different time zones. Working with such a widespread team brings us some great benefits, but it definitely comes with challenges! 

What’s good about a remote team?

We love our Madrid HQ (check out our virtual tour— it’s a really cool office) as much as we love the freedom of remote work. By hiring remotely, we get to work with some amazing talent from all over the world without being bound by geography. We get to do great work with really cool people whilst learning about each other’s cultures and lifestyles.

What are the challenges of a remote team?

To succeed as a remote-friendly company, you need great communication between all teams and a solid organization. Some people may be finishing their day while others are just beginning theirs, which involves a big challenge to keep everyone on the same page. For many businesses, adapting to a remote-friendly culture is challenging but we have found the formula that works for us. How do we make all of this work? Well, it simply is all based on good team communication and organization with the correct use of online tools.

How does ShuttleCloud work, and how do we tackle challenges?

We have several teams at ShuttleCloud: Marketing, Sales, and Engineering and each one has a different way of keeping track of their assignments. Each year we start with a company (yes, the entire company!) meeting in January. We follow EOS (Entrepreneur Organizational System), and set goals for each quarter and the whole year (known as Rocks in EOS). Every quarter, each team meets to check and evaluate its progress to make improvements for the next quarter. Every week, each team meets in a ‘Level 10’ meeting, where we share good news and discuss any challenges we’re facing as well as updates on what we have been working on. The Engineering team also has daily 15-minute standups to keep each other updated on what the members are planning for the day.

What tools do we use to communicate?

To keep the team united and in contact, we use lots of different tools. These help us to stay productive and allow us to work effectively across so many different time zones. The main tools we use are:

Email 

ShuttleCloud exists thanks to email, so it’s no surprise that we use it a lot! For us, all important communication goes through email (both internal and external), including document signings, and important external communications.

Slack

Slack is our primary source of communication amongst team members, using different channels for each team and private messages.  Some may have two or four channels but others might have more than twenty!   We mostly communicate about work, but it is normal to get a message at random hours with fun facts, jokes, or interesting news in channels specific to those Slack messages. We even have a specific channel about games in which we usually share our daily Wordle results. Slack makes our internal communication super easy and helps us stay organized and connected.

ShuttleCloud Slack Channels

Google Drive 

Google Drive is another important tool for us. When you’re divided across different time zones and need to work asynchronously, you need to be able to share and work on documents at different times. We also use it to store important documents that can easily be shared and used by other team members.

Without a doubt, remote teamwork can be difficult to manage and even more difficult to communicate with. But with these tools mentioned, at ShuttleCloud we have found the formula that works for us, which allows us to be organized, productive, and communicate with each other without trouble. 

We look forward to welcoming more recruits from other parts of the world. Because we love being a team from all over the place! 🌍

What do we know about email?

At ShuttleCloud most of us are email geeks. We live and breathe it. We’ve migrated a bucket load of them for starters (over 50 trillion!). Life would be much different if Ray Tomlinson hadn’t invented them 50 odd years ago.

Ray Tomlinson, Inventor of electronic mail

Here’s some more facts about our electronic companion. Let us know if we’ve missed any. We’d love to hear more!

  • The first email address was tomlinson@bbn-tenexa
  • The first free email providers were  AOL, Hotmail, and Yahoo (and they are now still in the top 10)
  • In 1991 the email reached space by sending its first email by the STS-43 Atlantis crew
  • In 2021, 319.6  billion emails were sent per day
  • There are over 5.5 billion email accounts around the world
  • The average person opens their inbox about 15 times per day
  • The estimated amount of emails sent in a work environment is 100 per day 
  • Each second there 3.1 million emails are sent 
  • Gmail is the largest email provider with more than 1 billion accounts 

Who knows how email will evolve and where it will take us!? But it’ll surely be a big part of our lives for years to come. We hope!

Partnership agreement StartMail and ShuttleCloud

ShuttleCloud and StartMail have agreed to partner to provide users with a simple way to migrate email and contacts onto the StartMail interface. Users’ email data is ready in their new inbox in just a few clicks allowing for a quick and smooth onboarding experience.

StartMail migration portal powered by ShuttleCloud

StartMail Is a private email provider you can trust – Built by the founders of Startpage – the world’s most private search engine. StartMail is on a mission to empower people to take back their online privacy. To learn about StartMail, visit: https://www.startmail.com/en/about-us/

ShuttleCloud Is a software platform that powers consumer email migration and address book import for some of the biggest technology companies in the world, including Google, Yahoo, and Comcast. ShuttleCloud’s APIs and platforms are used by hundreds of thousands of people each month.

Robert Beens, CEO of StartMail:

“The online world is increasingly turning to privacy-respecting e-mail providers, but no-one wants to start from scratch. Migrating your old email and contacts is an essential step. The genius people of ShuttleCloud have turned this into a super-easy experience, facilitating freedom of choice, and unlocking the chains of legacy Big Tech companies.”

Angel Mendoza, CEO of ShuttleCloud:

“As more email users trend towards confidentiality and security-focused email providers, we are proud to have the trust of StartMail to onboard customer data to one of the world’s leading and longest-running companies in their field. We are thrilled to play a role in their users taking back their online privacy.”

What Makes Us Unique?

We’re a team of around 35 people working together to migrate emails and contacts in the most efficient ways to fit with our clients’ needs.

Email migration is our thing. It’s the reason why ShuttleCloud exists. And we’re proud to have these 4 attributes. The reasons people stand by us:

1. Know How

ShuttleCloud was born in 2011 and since then we’ve been growing and gathering the know-how that makes our company successful. Moving one inbox is easy – moving tens of thousands every day is complex. We just transferred our 50 trillionth email 🙂 Hooray!

2. Trust

We are verified yearly by Google, with a rigorous audit conducted by a third party. We are also ISO 27001 certified, and have developed an ISMS adequate to SOC 2 Type 2 standards. By having these reviews yearly, we assure security and stability on all our processes.

3. Best in world consumer email migrations

Google, Yahoo, Comcast, Time-Warner Cable, One.com, Harvard and many of the biggest email companies in the world have used our products for over a decade.

4. Volume

Our platform migrates 30 million emails and 3 million contacts on average per day. There is no substitute for working with this type of volume across a decade.

This is the magic sauce, what makes us—>ShuttleCloud.

Welcome to ShuttleCloud

We believe an office isn’t just an area to work. It’s a place to learn, teach and share ideas. At times it’s a restaurant and at times it’s somewhere to play games (once the work is done 😉). We even launched a rocket and turned the place into a film studio.

Game night

The most popular spot is the outside Patio where we have mastered the art of BBQing. And inside we’ve had many ‘Gather Ups’ and social events; including wine and coffee tasting.

As you’ll see in this ‘Office Tour’ Bytes episode. We have lots of space to do stuff. We’ve shared many great memories in this ‘building’. We’re always proud to show people around. And dogs love it here too!

Dogs in the ShuttleCloud Office

ShuttleCloud is a community of amazing people. We love to spend time together and have fun. Maybe you can join us one day!

Enjoy the tour!