Managing the Mail Function in CPanel

Mail functions allow a user to do many different tasks with email accounts. This includes creating, managing and deleting email accounts, forwarding email, etc. The following part of this documentation will familiarize you with the Email Manager features.

Cpanel Mail


E-Mail Options in CPanel

Email Accounts - allows you to create e-mail accounts, define passwords and quotas for them. You can separately manage the e-mail accounts for a chosen domain.
WebMail - cPanel webmail allows you to access the webmail programs (Horde, Squirrelmail and RoundCube) included in cPanel. You can read your emails through a web browser.
SpamAssassin - is an automated email filtering system that attempts to identify spam messages based on the content of the email's headers and body.
Forwarders - using e-mail forwarders will allow you to send copies of all your messages from one e-mail account to another. You can also send the messages from all the accounts with one domain to the corresponding ones with another domain.
Auto Responders - setting auto responder emails.
Default Address - this feature will "catch" all the mails that are sent to an invalid email address for your domain.
User Level Filtering - here you can manage filters for each user. Each user's filter is processed after the main account filters.
Account Level Filtering - allows you to manage the filters for the main account. There you can also test the existing filters.
Import Addresses/Forwarders - allows you to import e-mail addresses or forwarders from Excel spreadsheet files (.xls) or comma-separated values sheet files (.csv).
MX Entry - you can change the MX records for your domain and define on which server to deliver the messages.
Email Authentication - this tool allows to include additional details in the messages' headers so they can be automatically recognized by the recipients as legitimate e-mails. Such techniques are the DKIM and SPF records.
SpamExperts - an advanced spam prevention and protection system. Detailed instructions on how to use the tool can be found in the SpamExperts tutorial.

Further reading:

7 Ways to Build Your Email List
Any listserv or mailing list service?
Email Problems: What Should I do?
How to Check and Send Emails Using Webmail
How to Solve Email Bounce Back Issues
How to configure Email Client



Frequent logout when i try to check email

Do you experience frequent logout problems when you try to login to email.

Here is a checklist to help overcome this problem:

1. It is most likely you are blocked by server firewall - Request your internet IP be unblocked.

2. Change your connection to see if the problem continues.

3. Ensure you are using the correct username and password to login to email account.

4. If problem persists, contact Todhost using the ticketing system.

Further reading::

How Did My Email Get Compromised and What Can I Do to Stop It?

How to enable spam assasin in cPanel

How to fix error 500 no such user here

How to grow your mailing list ethically

Email Forwarding (Email aliases)

E-mail forwarding is a service through which e-mail messages are resent from a certain account to another. Example: you have created webmaster@yourdomainname.com, info@yourdomainname.com, etc. but you would like to have all the e-mails going to one and the same e-mail box, jim@yourdomainname.com.

Adding an email forwarder
Check out the Adding an email forwarder video tutorial:
Adding an Email Forwarder Video Tutorial Adding an Email Forwarder Video Tutorial
Adding an email forwarder detailed tutorial

Step 1: To access the forwarders menu, click on the Forwarders icon on the main screen of your cPanel interface.
Forwarders

Step 2: Click on Add Forwarder.
Add Forwarder

Step 3: Put the name of the email address you wish to forward from in the first blank field. For example: for user@yourdomainname.com, put user in the first blank field.

You can choose to what address the incoming mail should be forwarded. The other option is to choose a failure message which will be returned to the sender.

If you click on Advanced Options, you will be able to choose to forward the message to a system account, pipe it to a program or discard the forwarded mail.
Forwarders

Step 4: Click on Add Forwarder to add the forwarder.

To delete a forwarder, simply click on the Delete button next to it.
Delete Forwarder

Important Make sure you have spelled both email addresses correctly when adding forwarders.

Further reading:

How to create an email forwarder in cPanel
Webmail Programs in CPanel
What is Email Spoofing?

What is Spamming?


Can I Check Emails Without Going Through the Main Control Panel?

Yes. This is simple. Simply logon to http://www.yourdomain.com/webmail Please replace yourdomain with your actual domain name.

You will be prompted to enter your email username and password.

Remember that here, your email must be typed in full - that is, info@yourdomain.com

That is, if the details you entered weer correct, you should have accessed your email directly.

Also read: Email Problems: What Should I do?

How to Add Signatures to Your Webmail

Using SquirrelMail

To have a signature automatically added to all of your outgoing emails, you can add one in SquirrelMail in the Personal Information section.

mailbox>options>personal information

First, log into your SquirrelMail.
Click on Options at the top of the screen.
Click on "Personal Information."
On the next screen you will be able to insert your signature.

Also read: Webmail Programs in CPanel

Using Roundcube

The free webmail client RoundCube allows you to set up a signature for outgoing messages.

Click on "Settings" at the top right side of the page.
On the Settings page, click on the "Identities" Tab.
Double click on the email address that you want to create a signature for.
Add your signature.

Using Horde


You may create or change a signature in the Horde WebMail following the steps given below:

On the icon bar at the very top of any mail page in the Horde WebMail application, click on the options icon.
In the Your Information column, click Personal Information.
On the Personal Information page, click Edit Your Identities.
Select the Default identity from the Your Identities pop-up menu, type your signature text, and click the Create button.
Confirmation that the change you have made to your default identity will appear at the top of your window stating "adding a signature file."

Also read: What is Spamming?

How to backup and restore an email account in cpanel webmail

Email backup and restore feature is available in Horde and Roundcube. The process of backing up a single email are just the same as that in both Horde Mail and Roundcube.

We recommend using Horde as it is simple and straight foward. So this tutorial focusses on email back/restore using Hordemail.

Begin by logging in to your webmal account or simply acces the email account through the cpanel environment. Click on Horde mail after logging in with the right username and password.

In order to save all emails in the folder (Inbox, Sent, etc.) right-click on this folder and select Export option. Then you will be prompted to select the format of the backup file - MBOX or zipped MBOX. The zipped option is more preferable as it will be smaller in size. You will now save the file. You now have a backup for your email account.

For importing emails in Horde right-click on the folder you wish to upload the emails to and choose Import.

Then select the backup file in Mbox or .eml formats and click OK.

Now your emails are imported to the email account. You should get a pop-up notification that the emails have been uploaded from the backup file to the account.

 

How to Blacklist an Email Address Using Horde Mail

Spamming has become a major issue on the internet. On Todhost servers, any spam discovered will lead to an immediate suspension or termination.

Sometimes, you receive emails from peopel without soliciting for them. Most of the mails are of business nature seeking to lure you into one transaction or the other. They are SPAMS and in most cases could not only use your valuable tme and resources but could cause you real harm.

A good way to cope with cases like this is to blacklist such email addresses especially when they come from websites and organisations that are not reputable.

To do this, take the following steps:

Login to your email accoult using http://yourdomain.com/webmail
Enter your email address in full as well as your password.

You will be promted with a window to choose an option to read your mails.
Choose Read Mail Using Horde
Next, if you are prompted to login, click it

Open your inbox
Check the box by the mail you intend to blacklist the sender.
Click blacklist on the top menu on your mail list.

 

How to Secure Your Email Using User/Account Level Filtering

E-mail filtering allows you to select messages that contain certain strings of text or other symbols, and either discard them, or send them to another e-mail box of your choice.

User lever filtering

Step 1: To access the user level filtering menu, click on the User Level Filtering icon on the main screen of your cPanel interface.

User Level Filtering

Step 2: Click on Manage Filters next to the account for which you wish to add filters.

Manage Filters

Step 3: To add a filter, click on Create a new Filter.


Create a new Filter

Step 4: In the Filter Name field type in a unique name for the filter.

Step 5: From the Rules options you should choose the rules a mail should match in order to be filtered.

Rules for Email filtering

Step 6: From the Actions drop-down menu you should choose what action should be performed when a mail matches a rule in the filter.
Actions

Important You can add additional rules and actions by clicking the + button next to each rule and action. You can remove rules and actions by

clicking the - button next to each rule and action

Step 7: To enable the filter, click on Activate.

Email filtering: Activate

Account level filtering

Account level filtering is the same as user level filtering, with the only difference that the filters created here are applied globally for the whole

cPanel account.

Important Type a message in the Filter Test box and click on Test Filter to see where the message will go. Use the word(s) from your filter(s) in this message to test if they work.

Important Please note that e-mail filtering does not leave a copy of the e-mail in the box you apply the filter for.

 

How to setup default or catch-all email address in cPanel

The default email address is one that willl “catch” any mail that is sent to an invalid email address for your domain. An invalid email address is one that the email is send to an email account that is not existing or not yet created on your account.

To create catch-all email address in cPanel, you will need to follow these simple steps:

- Log in your cPanel account

- Find Default Address option in Mail menu. This could be found under the email section.

- On the new page choose domain name from drop-down menu, check option Forward to email address and enter email address to which emails will be forwarded

- Click on Change

You have now setup your catch-all email adress.

 

Warning Avoid Email spoofing?

Email spoofing is simply the creation of email messages with a forged sender address. It is easy to do because the core protocols do not have any mechanism for authentication. It can be accomplished from within a LAN or from an external environment using Trojan horses.

Email spoofing is forging an email header to make it look like it came from somewhere or someone other than the actual source. It is often an attempt to trick the recipient into making a damaging statement or releasing sensitive information, such as passwords.

If you're receiving bounced (returned) emails for messages that you never sent and that use as the return address your domain and addresses you never created, then this could be a case of spoofing.

Here's how spoofing occurs:

A spammer finds an email address or a valid domain. (Spammers spend their days looking for these.)

The spammer sends a large email campaign with this domain in the From address, using various email tools that prohibit easy tracing of the origin. These tools cloak, scramble or remove the header entirely. Most people assume an email came from the address it was sent from, just as they do with the return address on snail mail they receive.

AN innocent domain owner gets flooded with bounce messages from the email addresses that weren't valid or have blocking capabilities.

Unfortunately spoofing is incredibly hard to trace, and the general suggestion to deal with it is to ignore the problem.

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