This section describes creating email accounts, setting up the mail collector, forwarding mail, autoresponders, leave messages, mailing lists, filters, and changing MX records.
Creating email accounts
To create an email account, log in to the Control Panel and click the “Manage E-mail” icon and then the “E-mail Accounts” link. You will notice that one email account already exists: email@example.com (where “username” is the login name for the control panel). This account is permanent and cannot be deleted.
Enter your user name and password. Then click Create. The control panel will return a page that looks like this:
Note: You cannot create an email account if the username is occupied by an answering machine, mailing list, or mailing list.
Changing email account passwords
To change the password for an email account, first enter the E-mail Accounts menu. Then click the “+” symbol (in the right corner of the email address).
When the Change Username/Password window appears, enter the new password and click Change.
Deleting email accounts
To delete an email account, first access the Email Accounts menu. Then check the box next to the accounts you want to delete and click “Delete” (top black bar).
When setting up email accounts in your email software, you will need to enable SMTP authentication if you choose to use a hosted account to send mail (instead of using your ISP’s mail server).
The username and password for SMTP authorization matches the username and password of your POP / imap account (see the image with the information about the created account).
Setting a universal address (Catch-all)
Note: The “Catch-all” function is disabled for the user by default. If it is disabled, ask your administrator to turn it on.
When the server receives emails to non-existent addresses, it has to do something with those messages. The control panel offers three options:
- The server deletes the message and notifies the sender that the address does not exist.
- The server deletes the message without notifying the sender.
- The server forwards the message to a valid email address.
To select one of these options, first open “Advanced Features” in the control panel. Then click the “Catch-All E-Mail” link. You will see something like this:
Select the desired option and click “Save”.
Note: Do NOT select the “Ignore:” option if you do not know what you are doing. Abusing the “Ignore:” option can slow down your server.
Note: The “Redirect” feature is disabled by default for the user. If it is disabled, ask your administrator to turn it on.
Redirects allow you to direct incoming mail to another address. For example, suppose you wanted email sent to firstname.lastname@example.org and email@example.com to arrive at the firstname.lastname@example.org account. You can create two forwarding servers that give you the ability to do this.
To create a forwarding server, first open “E-mail Management” from the Control Panel. Then click the “Redirects” link, and then click the “Create email redirect” button at the top of the page. You will see a window like this one:
Enter the sender’s name, the recipient’s address and click “Create”. Note that you can forward to multiple addresses simply by clicking the “+” button to the right of the first box name.
Other permissible redirect values:
- : fail: will return an erroneous message to the sender.
- : blackhole: will accept the letter and refuse it.
Change / delete forwarding servers
The forwarding can be changed by pressing the “Change” button to the left of the forwarding address. The change function allows you to change the destination email address, but not the forwarding name.
Autoresponders are mail robots that respond to all incoming messages with a standard outgoing message. The answering machine will answer all messages received, regardless of their content. For example, some companies keep updated price lists on the answering machine. Potential customers can request a price list by e-mailing email@example.com and they will receive the price list in their inbox within minutes.
To create an autoresponder, first go to E-mail Management from the Control Panel. Then click the “Autoresponders” link, and then click the “Save” button.
First select an answering machine name.
Second, enter the answering machine message in the text box. You cannot include HTML tags.
Thirdly, you can enter the CC address if you wish. This will send a copy of each autoresponder output to the address specified in the text box. Enabling CC allows you to keep track of how many requests your answering machine receives.
- Note: You must have an email account or forwarding server associated with the answering machine.
- If you want to save a copy of an incoming email, create an email account with the same name as the answering machine.
- If you want to discard the incoming email and send only the reply, you need to create a forwarding server with the same name and forward the email to: blackhole:.
- Failure to create a forwarding or pop account along with an autoresponder will result in an error message being sent to the sender on top of the autoresponder email.
Changing / removing autoresponders
All answering machines are listed in the answering machine menu. To delete an answering machine, select the check box next to the answering machine name and click Delete.
To change the answering machine, click the “Edit” link to the right of the answering machine name. The change function allows you to change the answering machine message and CC address :. When you’re done, click the “Create” button.
Message about absence (leave of absence)
Vacation messages notify others that you are away. A typical vacation message might be, “I received your email, but I’m going on vacation until June 21. I will reply to it then. Vacation messages are used in conjunction with existing email accounts.
To create a vacation message, first go to E-mail Management from the Control Panel. Then click the “absence report” link, and then click the “Set Absence Report” button.
First select the account to which you want to add the vacation message. Second, choose when the leave message will take effect and when it will cease to be effective. Third, enter the vacation message. Fourth, click the “Create” button.
Changing / deleting vacation messages
All leave messages are listed in the leave message menu. To completely delete the leave message, check the box next to the leave account and click “Delete”.
You can change the leave message by clicking the “Edit” link next to the leave account. The change function allows you to change the text of the message, the start time of the vacation and the end time of the vacation.
To create a mailing list, first go to E-mail Management from the Control Panel. Then click the “Mailing Lists” link. There won’t be any lists, so click Create Mailing List.
Note: You cannot create a mailing list if the name already exists as an email account, autoresponder, or forwarding server.
Subscribe / Unsubscribe by email
The server uses the popular Majordomo mailing software. Traditionally, mailing lists have been used and set up exclusively by email. There are two ways to subscribe to the newsletter:
- Send an email to firstname.lastname@example.org and type “subscribe listname” (without the quotes) in the body of the message.
- Send an email to email@example.com and type “subscribe” (without the quotes) in the body of the message.
Each list is also available as a digest. This means that messages are saved and then sent once per period (e.g. weekly) in one large message. This is useful in large lists to ensure that recipients are not overwhelmed with daily messages. To subscribe to a digest version of the list, follow the same procedure for subscribing, except use:
- “subscribe listname-digest” instead of “subscribe listname.
- firstname.lastname@example.org instead of email@example.com
Note: Leave the email header blank. You may get a warning about an empty header, just ignore it.
The steps for unsubscribing are identical to subscribing, except that you replace the word “subscribe” with “unsubscribe” in the body of the message. Majordomo will send you an email with the results if the subscription / unsubscription was successful. You can also view the list of subscribers from the control panel.
Subscribe / unsubscribe from the control panel
You can add and remove subscribers yourself through the control panel. Note that recipients do not receive a confirmation message from Majordomo when they are added in this way. This means they have no way of knowing they are on the list until someone emails the list or you tell them.
The first step involves selecting the list you want to change. All mailing lists are visible from the mailing lists menu. Click on the name of the list you want to work with. Then you will see all subscribers added to the mailing list. To add a new user, click the “Add Subscriber” button.
You can add a subscriber by selecting “Add to List” or “Add to Digest List” and then clicking “Add”. To unsubscribe, check the boxes next to the address you want to remove and click “Remove”. All subscribers will be listed here regardless of how they signed up for the mailing list (by email or through the control panel).
Changing mailing list settings
The Control Panel gives you a graphical interface to change your Majordomo configuration. To access this feature, go to the main menu of the mailing list and click the edit button redirects next to the list you want to change.
The configuration menu allows you to change the functions of the mailing list, including:
- List Description
- Digest settings
- Subscription Policy
- Maximum message length
- And the other thing…
The configuration menu is best used by those who have experience with Majordomo. We suggest you visit the Majordomo homepage for more information.
Filters allow you to block incoming emails of certain types. Filters are universal; that is, you cannot set a filter for specific email accounts. To create filters, first go to E-mail Management from the Control Panel. Then click the “SPAM Filters” link.
The first option allows you to block all email from a specific email address. Enter the full address and click “Block”.
The second option allows you to block all email from a particular domain. Enter the domain name (without “www”) and click “Block”.
You can block all emails containing a certain word by typing the word and clicking “Block”. This function will search for forbidden words both in the subject and in the body of the message.
You can also set the maximum size of an incoming mail file by entering a value in kilobytes (1024 kilobytes = 1 megabyte) and clicking “Block”.
The Adult Filter can be turned on and off by checking the box next to the Adult Filter options. The adult filter will block the most common adult phrases, words, and addresses.
You can also choose what to do with filtered emails. You can send an email or send spam to spambox.
To delete the filters – check the required fields and click “Delete”.
Free email services, such as Everyone.net, require changes to MX for their software to work. This change allows you to send mail destined for your domain to their server. Note that changing MX records will prevent your current POP3 accounts, relay servers, autoresponders and mailing lists from working.
To change an MX record, first open “E-mail Management” from the Control Panel. Then click the “MX Records” link.
First, delete the old MX record by checking the box next to the record name and click “Delete”. Now there should be no MX records.
Next, type in the hostname, followed by a period given to you by the e-mail provider. Then select a priority level (usually 10) from the drop-down list on the right. The priority level will also be provided to you by your email provider. Click Add.
Note: Be sure to put a dot at the end of the hostname.
To restore the original MX settings, type yourdomain.com. and priority 0 after deleting another MX record.
To access webmail, click the “Tools” link on the control panel main menu, and then click the “Webmail: Roundcube” link.
Important note: To log in with your default email address (firstname.lastname@example.org), do not add @ yourdomain.com to your webmail login name. For example, if you login to the control panel with the user “gary”, use only “gary” (without the quotes) to log in to webmail. All other email accounts must log in with the account записью@yourdomain.com.
First, enter your full email address in the “E-mail” field. Then enter your password. Click the “Login” button.
Note: For advanced spam filtering, we recommend using SpamAsssasin. To enable SpamAssassin, simply select “E-mail Management” from the control panel, then click the “SpamAssassin” link and click the “Enable SpamAssassin” button.
You will see a detailed menu of choices that will ask you how to behave with spam and what values should be filtered out by spam.