BASC email setup

BASC Technical Pages

Accessing & Setting up BASC email addresses

Introduction to BASC Email Accounts

If you are reading this you have probably just been granted access to one of the club email accounts  assigned to coaches and committee members. These exist to allow

All BASC emails now end and have a unique password. Earlier email addresses that do not end this way have largely been retired and should not be used for club business.

Once you have your email account and password it is important to know that your email can be set up so that you can access it either via a web-browser or alternatively via a mail app on any number of devices including MS Window’s PC’s, Apple Mac’s, iOS (iPhone & iPad) and Android devices. In simple terms if you can get email from another provider you can get access to BASC club emails.

The exception – the BASC gmail account

The exception to the rule about non email addresses is of course the club shared gmail account (ascboness) which is used to allow  emails to be sent from to club distribution lists (which saves a lot of typing and means that specific groups can be reached without too much trouble – so long as the lists are maintained correctly.  See the notes on using the gmail account distribution lists below for more.

Password Management

Please do not change that password and if you are forced to do so please let the BASC Admin know.

Passwords are notified separately to emails (usually by text to the users phone).

Accessing your BASC Account

Access via a web browser

To access these new accounts online you can go to:

This is the easiest approach, using the email address as the user name. Recently upgrade the 123-reg webmail app is not too bad.

Setting up and IMAP/SMTP Connection

More commonly we want all out email to come into one mail application so we don’t miss anything. To add your BASC account you can do this by setting up an IMAP connection. For those of you familiar with this approach, you will probably only need the following:

Use your new BASC email and password plus the following mail server details:
Incoming server (IMAP)
Outgoing server (SMTP)

However further help regarding specific applications and devices can be found here.  These pages should answer most questions but I can help if you get stuck.

About MS Outlook

Setting up MS outlook can be a bit of a pain, not because it doesn’t work, just because it’s a Microsoft product that needs to meet the requirements of lots of audiences.

  • So, when adding an account in MS Outlook it is important to use the “Other Account” Option and not use the “Exchange” option.
  • If you are presented with the “Auto Account Setup” window – leave it blank and check the “Manual setup or additional server types” button. And Click “Next“.
  • You will then be presented with “Choose your Account Type” – select “Pop or IMAP” and click “Next
  • You then fill in the details and you should end up with something that looks like this (obviously use your club email and password:

BASC email - Settings

As above, you use your new BASC email and password plus the following mail server details:
Incoming server (IMAP)
Outgoing server (SMTP)

With respect to server ports MS Outlook 2016 uses: y.4Es#6MLi

  • Incoming Server on port 993
  • Outgoing Server on port 465
  • Both servers use SSL encryption

Using BASC Gmail Account – Distribution Lists

First thing to say is that in the gmail account there are a number of distribution lists (Groups) including ones for each club. Using them is very straight forward.

First things first

  • Log into the club gmail account (using: here.
  • You will be supplied with the password separately.
  • If you already sign into gmail on your PC/Mac you may have to toggle between these accounts if you log in using your broswer.
  • We use this set-up because you can only send emails to distribution lists or groups from within this club gmail account.

Seeing which Groups are available

  • In the top left of the gmail window click on the “Gmail” button and select “Contacts” from the list.
  • Under “My Contacts” you’ll see a list of distribution lists, for example “Developers” or “Improvers

Checking the right people are in each Group

  • Click on any of the groups listed under My Contacts to see who is on the list
  • If you want to remove somebody from the list click on the row in question to open the contact card and where you see the group names at the top click on the group and select “remove from this group
  • If you want to add somebody to the list click, in my contacts select the row in question to open the contact card. At the top you will see an icon that looks like three heads. Click on it and scroll down the list of groups to find the group you want. Then just tick the box.
  • You should now have a list that has only the swimmers/contacts you need in each group.

Sending a group email

  • Press compose to open a new email
  • You will see by default that “Bo’ness ASC Commitee” is listed as the sender in the From line.
  • If you click on that email address it opens up a dropdown list showing all the available email addresses. In your case you send it from the email address in the list that has been assigned to you.
  • Note: Your signature should appear automatically.

Data Protection & Confidentiality

  • For data protection reasons and to protect parents from spam we should not use the To line as it exposes parents’ email addresses.This is not the case for  addresses which are by definition public already.
  • To do this, in the To line – address it to yourself – i.e.
  • Click on the Bcc icon to bring up the blind copy line.
    In the Bcc line type the name of the group e.g “Improvers” – gmail will seek to auto complete the name so it should get picked up in the first two or three characters.
  • Just click on it. All of the contacts in the group will be selected and appear in the Bcc line.
  • To add another group, just repeat the process. Parents with multiple swimmers in the club (in different groups) may have their email in both groups and they will get two emails but them’s the breaks.