Add a new Email user account
For your users to start using the email services, you first need to create accounts for them. Creating a user account is fairly simple -
- Go to Mail >> Add User in your control panel.
- Provide the following information about the user you are adding:
- First and Last name
- The email address you wish to provide this user, e.g. johnsmith@yourcompany.com
- An alternate email address - all important communication, such as password reminders, related to the account you are creating will be sent to this address.
- Country that the user is based in
- Click on Add User to complete creation of the account.
Once the account is created, a success page will be displayed. This page will provide details of the account that you have added, including a password that is generated for the user and server details for configuring the account in a desktop email client such as Outlook or Thunderbird. This information will automatically be emailed to the alternate email address you have provided.
Adding several accounts at once
If you need to add a considerable number of accounts at one go, this method would obviously be slow. An easier alternative would be to use the Bulk account creation method. Click here to learn how you can add several user accounts at once.
Add multiple email users
For your users to start using the email service, you need to create user accounts for them. While you can add accounts for each user one at a time, it would be a tiresome process if the number of users using the accounts was very high.
An easier way of creating a large number of accounts at once is to use the Bulk User addition tool. All you need to do is
- Create a CSV (comma-separated value) file containing details of all your users. You can create this file using such software as Microsoft Office Excel, or OpenOffice.org Calc. To further simplify this, you can use the sample file available in your control panel. Just go to Mail >> Add Bulk Users, and click on download a sample file.
- Add the following details for all your users in this file
- Username - the email address that you want your user to have, e.g. if you wish John Smith to have the email address john.smith@yourcompany.com, you need to add the username as john.smith.
- First and Last name
- Password - could be any password you wish to specify for the user. (This is optional, the system will automatically generate a password for a user if one is not provided.)
- Country code - the short-code for the country where the user is based, e.g. US for the United States, IN for India
- Alternate Email - an alternative email address, where the user could be sent important information about their primary email address.
- Save this file on your computer.
- Upload this saved file to your account. To do so, go to Mail >> Add Bulk Users, click on
Browse and select the saved file. - Once the file has been uploaded (this may take some time, depending upon the number of users you've added), the entire list will be displayed on the page. If you are satisfied that the accounts are in order, click on Confirm and Upload.
It may take a while for the accounts to be created, depending on the number of users you have uploaded. You will receive an email confirmation once the accounts are added.
Remember to inform your users once their accounts have been added and provide them the username and password to access their account.
Forward emails from a user account to another address
You can set a forwarding address for a user account if required. By doing so, a copy of all emails sent to that user would be sent to the forwarding address you specify.
Mail forwards that are added by the administrator can not be removed by the user. To add mail forwards -
- Go to Mail >> Manage Users / Accounts in your control panel.
- Locate the account for which you wish to add forwards, and click on Edit.
- On the account details page, click on Add Forward(s).
- Specify one or more email addresses to which you wish to copy this users email, and click on Add.
Add an auto-responder for any email account
As a domain administrator, you can set an auto-responder for any email account. Whenever an email is sent to that account, the sender receives an automated reply that you specify. In order to set an auto-responder for a particular email account -
- Go to Mail >> Manage Users / Accounts in your control panel.
- Click on the email account for which you wish to add the automated response.
- On the account details page that follows, set the Auto-responder option to ON.
- Specify the subject and content of the automated reply message. You can provide the content in either plaintext form, or in HTML.
- Click on Save Changes.
Add forward-only email accounts
What is a forward-only email account?
A forward-only account is a virtual account that does not accumulate email sent to it, but instead forwards all email to one or more specified email addresses. You could use a forward-only account to direct emails for teams or departments of users to the individual user accounts. For instance, sales@yourcompany.com could forward emails to all members of your company's sales team, or chemistry@yourcollege.com could forward emails to all staff in the chemistry department of your college.
Adding a forward-only email account
- Go to Mail >> Add Forward Only Account in your control panel.
- Specify a host name for the account, e.g.billing@yourcompany.com
- Enter a list of email address to which you wish to forward all emails on this account, and click on Save.
You can also set a forwarding address for individual user accounts if you want. By doing so, a copy of all emails sent to that user would be sent to the address you specify.
Suspend an email user account
If you wish to temporarily block access to a particular email account, you can suspend the account. Suspension of an account
- stops the user from logging into the account or accessing it through their email client
- stops new email from being delivered to the account
How is this different from deleting the account?
The difference between suspension and deletion is that on deleting an email account, all email that is already delivered to the account will also be deleted. Suspending an account would not affect the emails that have already
been received before the suspension.
Suspending an email account
- Go to Mail >> Manage Users / Accounts in your control panel.
- Locate the account that you wish to suspend from the list, and select the check-box before it. You can select multiple accounts for suspension at the same time.
- Click on Suspend.
If you wish to re-enable a suspended account, simply select the suspended account from the user list and click on Unsuspend. This will enable the user to login to the account and access email again.
Delete an email user account
If you wish to close down an email account permanently, you can delete the account. Deletion of an email account would mean that
- the user will not be able to access the account any more
- all existing emails that have been sent to the account will be deleted
To delete an email account,
- Go to Mail >> Manage Users / Accounts in your control panel.
- Locate the account that you wish to delete from the list, and select the check-box before it. You can select multiple accounts for deletion at the same time.
- Click on Delete.
It is important to note that once you have deleted a user account, it can not be restored at all. If you wish to re-enable the user, you would have to create a new user account with that address.
