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Support Area: Mail Manager
Control
Center icon:
Control Center Group: Mail Tools
Overview
Creating
& Managing Mailboxes
Working with The "Default" entry
Mailbox Quotas
Troubleshooting Tips & Pitfalls to watch out
for
Related
Links
A manual in PDF format is available within the Mail Manager program. You can also view it here (requires Acrobat Reader).
Note: For information on setting up your email software to check mail at your domain, see our Email Support page.
Mail Manager is a powerful tool for configuring email accounts, aliases, and autoresponders. It is the main tool for controlling how mail delivery is handled for your domain. To access it, from your site's Control Center, choose the "Mail Tools" group at left, then select the "Mail Manager" icon. On entering the Mail Manager screen you will be presented with a summary of accounts in the center, and a menu of choices and controls at left. You can see your settings at a glance here at any time by clicking the 'Home' button, which will bring you back to the entry screen.
Below is an overview of the menu in Mail Manager:
| 1 | This button brings up the "New Mailbox" dialog (see below). |
| 2 | This section displays the mailbox quota information. Quotas can be set per mailbox. Also, clicking on a mailbox name displayed here brings up the editing screen for that mailbox. |
| 3 | This allows you to control how the mailboxes are sorted in the listing above, either alphabetically or by quota allocation. |
| 4 | This link brings to a page where you can set up an auto-response that'll be sent when a mailbox is over its quota. |
| 5 | This area lets you create and manage Mailing Lists. See our Support Library page on Mailing Lists for more information. |
| 6 | This area is not used. The AntiSpam Suite of products is controlled via separate tools. See this page for more information on the AntiSpam Suite. |
We now support 2 types of mailboxes: POP and IMAP. By far, POP is the more widely used and if you are not sure you need IMAP you should choose POP. In a nutshell, IMAP works by keeping mail on the server. POP works by downloading your mail to your computer.
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USEFUL TIPTo set up a new mailbox, click the 'add' button at the left side of the screen (see 1 above). You'll then see the "New Mailbox" dialog appear:
Creating
a New POP Mailbox
Enter the name of the mailbox and the password you choose. Select "POP"
as the account type and press "Add".
You
can now choose to select a maximum mailbox size (in MB) when creating
the account. This will limit the amount of mail that can be stored in
that account. To allow unlimited storage, leave this field blank*.
Note: When a POP mailbox is created it will default to being a standard
POP box with no redirection or forwarding, and no autoresponder. If
you want to use the new mailbox as a POP box that you check with either
your email software or our WebMail application, you can stop at this
point. If, however you want to redirect the mail to a different mailbox,
off-site email address, or include an autoresponder, you will need to
edit the mailbox. See "Editing an Existing Mailbox" below
for information on the different changes you can make.
* The maximum amount that can be stored in a particular mailbox is subject to the remaining overall disk quota for your account, even if you did not enable a quota for the mailbox.
The instructions are the same as the POP mailbox above, however be sure to indicate IMAP under "Select Account Type" before pressing "Add".
Creating a New Forwarding Mailbox
To create a mailbox that forwards to another address within your domain, or to an outside account (like AOL, your ISP, etc), first create a POP account as described above. Then follow the steps under "Editing an Existing Mailbox" below to set up the forwarding.
Editing an Existing Mailbox
To work with an existing email account, click its name on the left side of the main Mail Manager screen. The Edit Mailbox screen will appear. Below is a screen shot with reference number. Refer to the chart below for details:
| 1 | Displays the type of mailbox: POP or IMAP (see above) | |
| 2 | This link will allow you to reset the password for the mailbox. NOTE: you do not need to know the previous password to reset to a new one! | |
| 3 | This link will bring up a confirmation box asking if you are sure you wish to delete the mailbox. Clicking yes at that screen will confirm and process deletion of the mailbox entry* (see note below). | |
| 4 | This box allows you to input a maximum size (quota) the mailbox can reach. If left blank or at zero there will be no limit for this mailbox. However, the amount of mail that can be stored is still subject to the remaining overall space in the account. | |
| 5 | Enabled by default, this choice simply forwards mail sent to this address to a mailbox with the same name. | |
| 6 | This choice allows you to send email for this address to alternate addresses within the domain. NOTE: this can be in addition to forwarding to its own mailbox. So in our example, mail sent to 'test' could also be sent to 'test2'. To enable this forwarding, check the box, then select the mailbox from the list at left. Click the right arrow button which will move the selected address to the right-side box. To undo, select the address at right and click the left arrow button. | |
| 7 | This
selection allows forwarding of mail to off-site addresses. To enable
this, check the box and enter the address(es) in the box, one per
line. |
|
| 8 | To send an automatic reply when someone writes to this email address, check this box and enter your text in the area provided. | |
| 9 | When finished with all your changes, click here to execute them. |
* Deleting a mailbox entry in Mail Manager does not remove any accumulated mail that has been delivered. To do this you would use the File Manager tool to remove the mailbox file located in the $domain-mail folder. To explain simply: Mail Manger handles RULES about mail handling, File Manager handles the actual CONTENTS of a mailbox (the messages).
As you can see, there is a lot you can do with each email address. Be sure to check the Troubleshooting and Pitfalls section for some useful information on things like Double-Forwarding.
Sometimes referred to as a "catch-all" address, the 'Default' entry is slightly different. 'Default' comes into play when there is mail sent to your domain and there is no corresponding mailbox name that matches. How it's handled is configured here (Refer to the chart below for details):
| 1 | The option controls how mail is handled by the Default rule. YOu can choose either to reject or forward mail. The 'reject' option in section 1 has 2 choices: reject and send an autoresponse, or reject with no response. By default, the selection will be to reject without response. To change this, select the appropriate radio button in section 1 or 3. | |
| 2 | This link will bring you to the AutoResponder text entry box (section 7). If you selected an option in sections 1 or 3 that has an autoresponse, you will need to enter the text you want to have sent out. | |
| 3 | If you choose to forward mail caught by "Default", choose an option here: forward and send an autoresponse, or just forward. | |
| 4 | This link will bring you to the AutoResponder text entry box (section 7). If you selected an option in sections 1 or 3 that has an autoresponse, you will need to enter the text you want to have sent out. | |
| 5 | This choice allows you to send email handled by "Default" to alternate addresses within the domain. To enable this forwarding, check the box, then select the mailbox from the list at left. Click the right arrow button which will move the selected address to the right-side box. To undo, select the address at right and click the left arrow button. | |
| 6 | This
selection allows forwarding of mail to off-site addresses. To enable
this, check the box and enter the address(es) in the box, one per
line. Note: this feature can be used in addition to
forwarding to POP mailboxes within the domain. |
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| 7 | If you chose an option that has an autoresponse in sections 1 and 3, enter your text in the area provided. |
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Working
with Quotas
You have the ability to specify a maximum size limit on
a per-mailbox basis, thereby limiting the amount
of storage your email users can consume. Mail stored on the server
does count against the account's overall disk allotment. By using
individual mailbox quotas, you can prevent any single user from
using up all your available space. For example, you may have an
employee go on vacation and neglect to forward mail. Without a quota,
this mailbox can continue to grow unchecked until your account is
over quota. When that happens, none of your users can receive mail!
When you enter Mail Manager, the quota information is displayed at left:
Graphical slidebars show you the current disk usage for each email account, and the totals for your domain. To set the quota for a mailbox, follow the instructions for editing an existing mailbox (section 4 on the screen shot) above. When creating a new mailbox you are also given the opportunity to enter a quota (see above).
When a mailbox quota has been reached, no more mail can be stored in that mailbox. New messages arriving will bounce back to the sender with a default autoresponse. You can override this generic message and enter your own, custom autoresponse by clicking the link titled "Set Over-Quota Auto-Responder here" in the Mail Manager menu:
The over-quota autoresponder is domain-wide and will be sent for any mailbox that is over their quota at the time a new message arrives.
Troubleshooting tips & Pitfalls to watch out for
PITFALL: DOUBLE-FORWARDING
"Double-Forwarding" is not possible on our system. For example, if Mailbox "A" is set to forward mail to Mailbox "B", and then Mailbox "B" is set to forward to Mailbox "C", mail sent to "A" will never arrive at "C". The system will only execute one forwarding of an incoming message. So you could end up with email in box "B" that you aren't expecting. Keep this in mind when setting up your mailbox names!
| Here's
an example of double-forwarding in action: Mailbox 'barney' is set to forward to 'barney@his_isp.com'. Mailbox 'fred' is set to forward to 'fred' as a POP account. A new mailbox called 'sales' is created to distribute to both mailboxes. So 'sales' forwards to 'barney' and 'fred'. The mail sent to 'sales' will never arrive at barney@his_isp.com! This is because the mail will only be forwarded once (from 'sales' to 'barney') and the second forwarding will not be carried out (from 'barney' to 'barney@his_isp.com'). The solution: set 'sales' to forward to 'fred' and 'barney@his_isp.com', or change the 'barney' entry to a POP box. |
PITFALL: USER LOSES THEIR MAILBOX PASSWORD
How to obtain/reset a mailbox password
While you cannot retrieve a mailbox password, you can change the password without knowing the old one. In Mail Manager, click on the account name and you'll see the link (section 2 in "Editing an Existing Mailbox" above).
How
to change mailbox passwords without accessing Mail Manager |
Related Links
Knowledge Base category "Email"
Mailing List Support Library Page
Email client setup Support Library page
AntiSpam Suite
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