Knowledgebase
Managing Your Email Service
Posted by Maria Brosnan on 23 June 2016 05:05 PM

To access the control panel for your mail accounts enter http://mail.yourname.co.nz/mailadmin (where 'yourname.co.nz' is the domain name associated with your email service).

From there you will be presented with a login screen as shown in Figure 1.

Control Panel Login

Figure 1: Login Screen

Log into this screen using the details provided to you in our initial setup email. Once you have logged in you will be presented with this screen (Figure 2.)

Main Screen

Figure 2: main screen

From here you can manage your email accounts as well as email aliases

The options in the menu are:

Manage Accounts:  From this menu you can add and delete accounts (or mailboxes as they are sometimes known). This is is a physical account on the server able to receive email
Manage Aliases:  From this menu you can manage aliases. These are pointers to an account (or another alias). You can have multiple aliases all pointing to a single account
Manage Groups:  From this menu you can manage groups. Groups are like an alias that forwards mail to multiple accounts
White/Black Lists:  This will allow you to block an email address (blacklist) or allow an email address (whitelist), making it exempt from any kind of filtering.
Manage DKIM Key:  DomainKeys Identified Mail (DKIM) is an advanced method for signing emails.

Main Menu: Returns you to the main screen from wherever you are (this does not save any changes).
Logout: This logs you out of the system

 

Adding an Account or Mailbox

Click on 'Manage Accounts' from the top menu and then click 'Add Account' to create a new mailbox. Fill in the details as necessary:

Full Name: This is a description of the account e.g. Sales Department or Bob Smith
Address: This is the email address that you would like to add e.g. sales or bob
Password: A password of your choice (preferably 8 letters minimum, containing at least 1 uppercase letter and one number)
Verify Password: verification of the password you entered

Click the Submit button to create your new account.

Add New User

Figure 3: Add user screen

 

Deleting an Account or Mailbox

To delete an account or mailbox click 'Manage Accounts' from the top menu to display all mailboxes in your domain.

Delete Account

Figure 4: Deleting a mailbox

Click on the trashcan icon to the left of the user to delete that particular user, select delete from the following screen and click Continue.

NOTE: Deleting a mailbox will delete all mail for that user which is still on the server and this action cannot be undone, so please be careful when deleting mailboxes.

 

Adding an Alias

Select 'Manage Aliases' from the top menu and then click on 'Add Alias' to create a new alias.

Alias Description: This is the description of the alias
Alias Address: this is the actual alias email address e.g. bob.smith
Sends To: This is the address to send mail to e.g. the alias bob.smith can be sent to robert@yourdomain.co.nz and/or an external address. Multiple entries can be comma separated.

Click the Submit button to create your new alias.

Add New Alias

Figure 5: Adding an alias

The catch-all alias will catch all mail sent to your domain that is not specifically defined as an alias or account/mailbox. We do not recommend that you enable the catch-all, but recognise that some users will want this feature. Enabling the catch-all alias may increase the amount of spam you receive.

 

Deleting an Alias

Delete Alias

Figure 6: Deleting an alias

To delete an alias click 'Manage Aliases' from the top menu to display all of the aliases in your domain.

Click the trashcan to the left of the alias you wish to delete and confirm this on the next screen to remove the alias.

Removing an alias will not delete any mail from the mailbox. While it cannot be undone, you can re-create the alias if you accidentally deleted it.

 

Managing an Account or Mailbox

To manage the settings for a particular account or mailbox click on 'Manage Accounts' from the top menu and click on the user that you want to manage. You will then be presented with the following screen.

Manage Account

Figure 7: Managing your mailbox settings

To change your password, just type a new password into the two password boxes and click the Submit button. If the passwords match the password will be changed. Please note that passwords are case-sensitive, so a password of "abcdefg" is not the same as "Abcdefg".

Manage vacation messages by clicking on 'Responder and Forwarding Options'.  You can enter a vacation message to send to people who email you when you are away for any length of time, or you can forward your mail onto another mailbox if you wish.

You can turn the vacation message on and off by ticking and unticking the 'Responder (Vacation) on' check box. Enter your message into the Responder message text box. Remember to turn the vacation message off when you are back in the office.

Email Forwarding can be set up to go to an external email address or an internal address (@yourdomain.co.nz).  For the first, enter the external email address e.g. joe.bloggs@hotmail.com, into the 'External Address' field under the Forwarding on button.  For the second, you can pick a local user from the pull down list to forward your mail to.  Tick the 'Forwarding on' check box to enable the forwarding and then click the Submit button to save your changes.

Please be aware that the vacation system (when enabled) will reply to all incoming messages, including any spam you may receive, and as such this can be an indication to spammers that your email address is valid.

 

Advanced User Settings

Advanced Settings

Figure 8: Advanced mailbox settings

Clicking on 'Advanced Options' will display the screen above.  You can manage the maximum size of this mailbox by entering a value into the Mailbox Quota field (measured in MB and defaults to 10).  You can also set the maximum message size here (in MB).  This setting determines the biggest message that will be delivered into your mailbox. Messages over this size will be bounced back to the sender with a "Message too big" warning.

You can also manage your spam filtering settings here.

  • Tag Score: This score is used to "tag" a message as spam. Messages with a score higher than this, but lower than the refuse score will come into your Inbox, but will be marked as [spam].
  • Refuse Score: This score is used to refuse a message.  Messages with a score higher than this will be deleted and not delivered into your Inbox.

Setting these values lower will reduce the amount of spam you receive and raising them may let more spam come through.  Leave the "tag" value at 5 and the "refuse" at 10 initially and if the amount of spam received is too high start lowering these values until you find a value that works for you. You can use decimals such as 3.5 or 4.2.

If you need any assistance please contact Support.