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Account Settings, E-mail Settings



AOL & Homail users, please read the AOL & HOTMAIL section


Order Imports Tab

Note: Amazon orders are now imported from the Order Fulfillment Report, starting with version 2.0. E-mail option has been eliminated. sellers have an option of importing orders from e-mails, from FTP account (Power sellers only), or from eBay File Exchange. eBay orders are being processed from PayPal e-mails, or from eBay File Exchange.

File Exchange requires subscription at least for one of the other eBay services. The File Exchange subscription itself is free!

 The window below is where you set up and turn on/off importing from your seller accounts, respectively for each one of them, using the checkboxes. The field labels for the login parameters are self-explanatory. Please note that the login parameters in this window are not your email account parameters, but the seller login parameters, which are required for the program to communicate with Amazon, (only for Power Sellers) or eBay. The program must communicate with them in order to properly download and upload files which contain orders and modify data.

E-mail Accounts
You don't need to set up any email accounts unless you use the Autoresponder to send emails to your customers, or you receive notification emails from and/or eBay. Please note that the program downloads emails directly from your mail server, not from any local program on your computer! So don't expect it to import orders from your email client (such as Outlook Express or MS Outlook).

In the "Account 1 e-mail address" field you need to enter the email address to which you receive your notification emails. After you have done so, just press the ENTER button, and the program will try to autodetect your username, your incoming and outgoing server, and fill in the appropriate fields. If it succeeds, you just need to add your password. If the program fails to autodetect your mail servers, you will need to enter all the login parameters manually. Lookup your mail client (probably Outlook Express or MS Outlook?) email account to see how you set up the mail servers there.

If you want to use Mail Extractor for two email accounst, click on the "2" button, and repeat the same procedure, and the program will store your data respectively. So when you want to download emails from any of these two email accounts, you will need to press the appropriate button (1 or 2) to set an account active before Getting Orders.


Since Mail Extractor downloads emails directly from your mail server, users who use an email client program (Outlook Express, MS Outlook, Eudora, or any) must configure the client to leave emails on server after it downloads them! Otherwise emails will be deleted by your email client, and Mail Extractor will be unable to download them from your server.

Configure your mail client (Outlook Express, Eudora....)

E-mails are received and stored on the mail server. E-mail clients like Outlook, Eudora and Mail Extractor are used to retrieve (download) e-mails. They can also instruct mail server to mark messages as read or delete them from the server completely. It is important to synchronize e-mail clients, so they can all download the mail from the mail server. 

In most mail clients there is an option "Leave a copy of messages on server", or something similar. This option, leaves your emails on the mail server after being read, i.e. it does not delete them. However, you will surely need to delete e-mails after being read by both programs, your email client, and Mail Extractor. Both the programs can do it. If you set Mail Extractor to delete your e-mails (not recommended), make sure that you first download them in your email client (just to have your safe copy, as an archive), because Mail Extractor e-mail deletion is not reversible, it works immediately, during download. However, if you want your standard mail client to do it (recommended), then it offers additional options on when should it delete the read e-mails.
For instance, if you use Outlook Express, you can check "
Remove messages from server when deleted from 'Deleted items'". This means that your messages are specified to be deleted from server when you delete them from 'Deleted Items' folder, i.e. when you delete them permanently from Outlook Express. The next Send/Receive session will actually delete them from your mail server.
An other solution is to check "
Remove from server after X days" (recommended, at least 3 days), where X means a number (1,2,3,...). This way, messages get deleted from server automatically after a specified number of days, not requiring you to delete them from 'Deleted Items'. You should consider number of e-mails and the size of your Inbox, because your server might get overloaded before the specified number of days expires.


Instructions for Outlook Express / MS Outlook:
Click on Tools/Accounts/Mail tab/, then double click on your email account. Under Advanced tab, check: "
Leave a copy of messages on server". If you understood the above explanation, also check "Remove messages from server when deleted from 'Deleted items" or "Remove from server after X days", according to your needs.

Instructions for Eudora:
Click on Tools/Personalities/, then right click on your Persona (in the left Personalities window). In pop-up menu click properties, and then under Incoming Mail tab click: "
Leave mail on server". If you understood the above explanation, also check "Delete from server when emptied from Trash" or "Delete from server after X days", according to your needs.

Instructions for Netscape Communicator:
Click on Edit/Preferences, expand
Mail & Newsgroups, and select Mail Servers. Under the POP tab check "Leave messages on server after retrieval". If you understood the above explanation, also check "When deleting messages locally, remove it from server".

Don't download already downloaded messages
Mail Extractor remembers the ID of each downloaded email. If you check this option, then while downloading, Mail Extractor will skip already downloaded emails, and avoid creating duplicates.

Delete messages from the server, after downloading
This option is unchecked by default. Leave it if you don't want your messages being deleted from your mail server after being downloaded. However, if you want Mail Extractor to delete your emails, then check this option (not recommended).

Download Extra Data from Web for Marketplace/
With this option you can specify if you want Mail Extractor to get additional data (Quantity, ISBN, Seller's Comments, Quantity in Stock…) from Amazon or 'details' Web pages, respectively. This process is automatically implemented while downloading messages, not after messages have already been downloaded. However, if you need to re-download the additional data (if a problem occurred the first time), you can do it manually by selecting the option in the pop-up window, which appears if you right-click on the order subject.

My outgoing server requires authentication
Some outgoing (SMTP) mail servers require you to authenticate your access, especially if you are connected to the Internet through a different ISP than your mail server. This option affects only sending emails from Autoresponder, a special feature of Mail Extractor. While trying to send emails, you may receive an error message. In that case, you should try to inverse the state of the option and retry to send you emails. To avoid guess work, check this setting in your mail client.

Open the Settings window if you use SMTP server from a different Internet provider in which case you need to specify a different username and password than for your incoming server. To enter your other username and password, you first need to select “Logon using”.

Serial Number
As soon as you purchase Mail Extractor, you'll receive an email from PayPal with a Serial number. E-mail will be sent to your e-mail address on file with PayPal.

 Don't give away your serial number. If two programs are detected to have the same serial number, they'll be both disabled without warning!


AOL users just need to properly set up their account to download emails from IMAP server (not POP).

Incoming server (IMAP):
Outgoing server (SMTP):
Account name: your_AOL_email_address
Password: your_AOL_password

Hotmail users must install an additional program in order to use Mail Extractor, because Hotmail does not allow third-party programs to read their emails. Fortunately, these programs can mediate in this and enable reading Hotmail e-mails in any mail client, as well as in Mail Extractor.
Download Hotmail Popper from This program is free until you upload and download 100 emails. The set up instructions are on their web site. Mail Extractor needs to be configured just as you would configure Outlook Express. Here are the parameters:

Incoming server (POP):
Outgoing server (SMTP):
Account name: your_Hotmail_email_address
Password: your_Hotmail_password

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