The Mail Manager contains a number of sub-options which can be used to set up
and manage Email accounts, autoresponders and mailing lists....
Web Mail Allows you to send and check your Email by logging in to a user-friendly
web-based interface, similar to that operated by Hotmail. This can be particularly
useful when away from your home or office. This feature allows you to safely
access your mail from anywhere you can access the web, without needing to
install or reconfigure a dedicated Email program. All you need is a computer
connected to the Internet and a web browser.
One thing to be aware of is that when Emails are "deleted" from within Web Mail
they are actually moved into the Trash folder rather than being deleted outright.
Also, when Emails are sent from Web Mail, a copy will be kept in the Sent folder.
In order to avoid gradually running out of account space, you will need to delete
the older Emails from both your Web Mail Inbox and Sent folder, as well as
clearing out your Web Mail Trash folder, from time to time. The Trash folder can
be emptied by clicking the Empty Trash icon, represented by a picture of a dustbin.
For convenience, you may also access Web Mail directly, without going through your
Control Panel, by going to the URL http://www.yourdomain.co.uk/webmail/.
Please be aware that for all Email accounts other than the "Main Account"
(which uses the master user name for your hosting plan) the user name will include
your master domain name and will be of the form firstname.lastname@example.org.
This option allows you to add or remove Email accounts. Email sent to each account
will be stored in a separate mailbox ready for downloading to a POP3 compatible
Email program such as Microsoft Outlook, Netscape Mail or Eudora. Alternatively,
you may view each mailbox using the web-based Web Mail
facility which is available in your Control Panel.
It is important to realise that all mail sent to email@example.com
will reach your "main" mailbox by default (unless a specific mailbox,
forwarder or autoresponder
exists for this particular address), so there is no need to set up a separate
mailbox for firstname.lastname@example.org unless you want any
mail sent to this address to be stored and accessed separately.
You may also update the password for each mail account using this option. The
"Main Account", which may not be deleted, uses the master password for your hosting
plan which may be updated via the Change Password option.
When configuring your Email program you should use the full Email address including
your master domain name (eg email@example.com) as the user name when
accessing any Email accounts you have created. This is in contrast to the preinstalled
"Main Account" for which you may use your normal hosting plan user name (without
See our Email Tutorial for more help with Adding
Email Accounts and Setting Up Your Email Program.
When the server receives an Email sent to firstname.lastname@example.org
it will first check to see if you have set up an Email account
(a POP3 mailbox), an Email forwarder or an
auto responder specifically for this address.
Any incoming mail which is "unmatched" by any mailbox, forwarder or
auto responder will be stored in your default Email account. This
allows you to accept Email sent to various different Email addresses (e.g. email@example.com,
firstname.lastname@example.org and email@example.com) without having to set up (or
separately download from) a number of different POP3 accounts.
The default Email account is normally your "Main Account",
which has the same username and password as your web hosting plan.
Using this option, you can override this by selecting another Email account to be
the default. The default address may be changed to an external Email address or
the Email address of any mailbox at your master domain.
This option is particularly useful if you wish to have all incoming mail (actually
all "unmatched" mail) forwarded to an external Email address (i.e. an address not
based on your account domain name, such as the Email address provided by your ISP).
You may wish to simply discard all "unmatched" mail.
To arrange this enter :blackhole: in the box, being sure to include the colons
on either side of the word blackhole. Please be aware that the :blackhole:
setting will cause all "unmatched" incoming mail to be automatically and permanently
deleted - you will never get to see it!
You may also find this option useful if you have any parked or pointed domains.
By default, any mail sent to parked or pointed domains will end up in the "main"
mailbox of your hosting account. If you prefer to be able to access the mail sent
to a particular parked/pointed domain separately from mail sent to any other domains at your
account, this can be done by changing the default address for this domain. In
order to change the default address for a domain other than your master domain,
simply select the appropriate domain name from the drop-down box when making
the change in your Control Panel. For more on
understanding and customising mail handling for parked and pointed domains,
please refer to the Parked/Pointed Domains section of
our Email documentation.
Email Forwarders (or aliases) are Email addresses which forward or redirect mail to
one or more other Email addresses. They can either be set up to forward to an external Email
address or to another address at the master domain of your account. Forwarding to another address at
your domain has the effect of placing the mail in the POP3 inbox belonging to
the address to which the mail is forwarded. This is sometimes called aliasing
and allows you to have various different Email addresses all stored in a single
mailbox other than the Default one. You can set up as many
Email forwarders as you like.
If you need to set up an Email address to forward a copy of each incoming Email
to more than one forwarding address then, instead of setting up each forwarder
separately, you can save time by entering all of the target Email addresses in
one go, separating each address with a comma or semi-colon.
You shouldn't normally create a POP3 Account for
the same address as that of a forwarder, unless you want to keep a copy in the
POP3 mailbox in addition to the copy being forwarded. If you set it up
this way and only download the forwarded Emails then the copies left in the mailbox
may eventually grow to use up all of the allocated disk space for your account,
so please be careful to avoid this happening.
You can effectively set up a "catch-all" forwarder, which will forward all mail
sent to any Email address at your domain (which is not matched by a specific
mailbox, forwarder or autoresponder)
to an external Email address of your choice, by changing your
Default Email Address.
Email forwarders may be set up for e-mail addresses based on any domain at your account,
including parked and pointed domains. Simply select the appropriate domain name
from the drop-down box when creating the forwarder.
You may wish to simply discard all mail sent to a particular address at one of your domains.
To arrange this enter :blackhole: in the target box, being sure to include the colons on
either side of the word blackhole. Please be aware that the :blackhole: setting will cause
all mail sent to the specified Email address to be automatically and permanently deleted - you
will never get to see it!
The Auto Responders option allows you to set up and edit auto responders for any
Email addresses at your account domain(s). An auto responder will automatically reply
to any mail sent to a specified Email address with a predefined reply. Auto responders
are a good way of allowing your visitors to request standard information,
such as FAQs and price lists, simply by Emailing a special address such as firstname.lastname@example.org.
You can also set up an auto responder to let people know that you are away
from your office, or on holiday, and will get back to them when you return.
Another example of how they might be used is to send an automated message confirming
receipt of any enquiries, possibly even giving the current average reply time
and warning of any temporary administration backlogs.
You may create an auto responder, or modify an existing one, from the Autoresponder
Maintenance screen. This screen may be accessed by selecting the
Auto Responders option from the Mail Manager in your Control Panel.
To create a new auto responder, begin by clicking the Add Autoresponder link at
the bottom of the screen. You may then enter an e-mail address for the auto
responder into the Email box. The domain part of the address (the part
after the @ symbol) is selected from a drop-down box, and may be your master
domain or any other domain which is parked (or pointed) on your account.
Any e-mails sent to this address will trigger the auto responder to activate
and cause an e-mail to be sent back, with the Subject and content
(or "Body") which were specified in the appropriate boxes when the
auto responder was created. The From box may be used to specify the
name which the auto responder will be sent from. This is the name which will
appear in the "From" field of the recipients e-mail program.
Finally, click the Create/Update button to confirm your settings and
create the auto responder.
You may modify an existing auto responder by clicking on the Edit
button which will appear next to the auto responder in the Autoresponder
Maintenance screen. Similarly, an auto responder may be removed altogether
by clicking the appropriate Delete button.
Whilst it can work well to use an auto responder for a contact Email address
which you list on your web site, we strongly suggest that you don't set up an
auto responder for your main Email address which you use as the reply
address for your outgoing Emails. If you set up an auto responder for the
address you use in outgoing Emails then it is only likely to be a matter of
time before you Email someone who has their own auto responder. This can
result in a never ending loop where their auto responder sends an automated
reply which triggers your own auto responder which in turn triggers their
auto responder again which in turn triggers your auto responder again...
It is important to be aware that if you set up an auto responder for a particular address
then any e-mail sent to this address will only be kept on the server if you
have also set up an e-mail account for this specific address.
E-mails for which a specific mailbox hasn't been defined will only drop into the
default mailbox if there are no auto responders (or forwarders) set up
for them. This allows you to set up auto responders to which your visitors can
send blank e-mails in order to request standardised information (eg FAQs, pricelists, etc.)
without having unwanted e-mails building up in your account space.
But please be warned that this also makes it possible to lose incoming e-mails by
mistake. When setting up an auto responder for an address for which you wish
to keep the incoming e-mail (a message saying you are on holiday and will
reply as soon as you get back, for example), please make sure that a
specific mailbox exists for this address, creating one if necessary.
Email Blocking can be useful to block Emails you suspect of being unsolicited
and unwelcome ("spam" Email). You can set a wide range of filters in order to
specify which Emails you wish to reject. You can specify undesirable words or
phrases within the subject or content of Emails, or block Email sent from particular
addresses. The filters are very flexible and allow you to reject fields which
match a particular phrase exactly, contain a particular word or phrase anywhere,
start with a particular phrase, etc.
Any Email blocks you create will normally be applied to all domains at
your account, including any parked or pointed domains.
The Mailing Lists option allows you to set up and administer one or more Mailing
Lists which are a convenient way of communicating with many people at one time.
Mailing lists may be highly technical, or social and recreational.
They may be used to send a regular or occasional newsletter to a list of subscribers
or they may be operated as a discussion group where subscribers can send messages
for distribution throughout the group. Discussion groups may be either "open", with
all contributions being distributed automatically, or "moderated", requiring a
moderator to review each contribution before deciding whether to pass it on for
The Mailing List Manager which we provide is called Mailman. You can learn more about Mailman,
and find extensive documentation, at the
Mailman web site.
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