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Email Accounts - Version 82 Documentation - cPanel Documentation
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(cPanel >> Home >> Email >> Email Accounts)

Overview

Use this interface to add, manage, and delete email accounts.

This interface consists of the following:

  1. The account's email account quota status.
  2. The search bar and its filter options.
  3. The Create an Email Account interface button.
  4. The Email Accounts table.

Click a section's tab for more information:

In This Document

Related Documentation

For Hosting Providers

Email account quota status

This status box provides details about your email account quotas. It displays the total number of email accounts you can create. It also lists the current number of created email accounts.

Note:

  • The infinity icon (∞) means that your account has an unlimited quota.
  • The total number of accounts does not include the default email account.
  • Some hosting providers allow their users to purchase quota increases. When this is available, the interface will display the Buy More link in this box.

Create an Email Account

To create a new email account, click Create. A new interface will appear. It displays the account creation options, as well as your account's quota status.

On this interface, perform the following steps:

  1. Use the Domain menu to select the domain on which you want to create the email account.

    Note:

    • This option only appears if you have more than one domain on your account. To see this menu, click Manage Subdomains or Manage Aliases to check your account's domain configuration. A new interface will appear. You can find the links to these interfaces in the Missing a Domain? menu on the right side of the interface.
  2. Enter a new email address in the Username text box.

    Note:

    You cannot enter cpanel as an account name when you create an email account.

  3. In the Security section, perform one of the following actions:

    • Select Set password now. Enter a password in the Password text box.

      Note:

      • Use a secure password. A secure password does not contain a dictionary word. It must also contain uppercase and lowercase letters, numbers, and symbols.
      • Click the reveal icon () to display the entered password.
      • Click Generate to let the system create a secure password for you. The system will reveal this password.
      • Click the more icon () to select password complexity options. The system will use these options when it generates a new password.
      • The system will evaluate the password that you enter on a scale of 100. A weak password has a 0 value, while a very secure password has a 100 value.
      • Some hosting providers require a minimum password strength value. You must enter a password that meets this value.
    • Select Provide alternate email. and enter an email address. The system will send a password creation link to this address.

      Note:

      This option is available if your hosting provider has enabled it.

  4. In the Storage Space section, perform one of the following actions:

    • Enter a custom disk storage size to limit the account's email quota size.

    • Select Unlimited if you do not want to limit the account's email quota size.

  5. In the Automatically Create Folders for Plus Addressing section, select one of the following options:

    • Automatically Create Folders — When you receive an email that uses plus addressing, the system will create a new folder.
    • Do Not Automatically Create Folders — When you receive an email that uses plus addressing, the system will not create a new folder.

    Note:

    • The server moves a message that uses plus addressing to a designated folder if the folder exists. For example, the system would place a message to user+plusaddress@example.com in the plusaddress folder.
    • The server will deliver a message to the INBOX folder when:
      • The folder does not exist.
      • You select the Do Not Automatically Create Folders option.
  6. Select the Send welcome email with instructions to set up a mail client checkbox to send the user mail client set up instructions. The user can access this message via Webmail. This message contains the incoming (IMAP and POP3) and outgoing (SMTP) server details. It also contains the .mobileconfig file. This file contains the mail client set up information for use with Apple® devices.

    Note:

    If you select the Provide alternate email option, the system will not send a message.

  7. Select Stay on this page after I click Create to create another email account after you create this one.

  8. Click Create to create the account and return to the Email Accounts interface. You can click Go Back to cancel this action and return to the Email Accounts interface.

The email accounts table

This table lists all the email accounts on your cPanel account. You can also perform the following functions:

  • Use the search bar to find a specific email account. You can also filter the table's results by one the following options:
    • Restricted — Display only the accounts with a restriction.
    • Default Account — Display only the Default account.

      Note:

      The Default label () is the main account. It is the username that your hosting provider used to create your account.

    • Exceeded Storage — Display only the accounts that are over their storage quota.
  • Click a column's heading to sort the results of the table by that heading. The table will sort the list in ascending or descending order.
  • Click the gear () icon to select the number of entries you want to display per page. You can also refresh the table results.

This table displays the following:

ColumnDescription

Select this checkbox to mark an email account for bulk actions. You can also select all email accounts with the checkbox at the top of this table. For example, use this to select several email accounts, then click Delete to remove them.

Note:

You cannot use this action to select the Default account.

Click this icon to display more information about an email account. This will display the following information:

  • Restrictions — This lists the account's restrictions, if any exist.
  • Delete — This action will permanently delete all mail and data for the account. After you click Delete, a confirmation message will appear. Click Delete to remove the account.

    Warning:

    You cannot revert this action.

Note:

These options do not appear for the Default account.

Account @ Domain
  • Click Account to sort the list alphabetically by account name.
  • Click Domain to sort the list alphabetically by domain name.
RestrictionsThis column displays whether there is a restriction for the account.
Storage: Used / Allocated / %Click the Used, Allocated, or the percent symbol (%) label to sort the table. These labels are the amount, the limit, and the percentage of disk space data quota usage.

The actions column

This column lets you to modify an email account's mail, check its mail, or connect a device. For more information, see the Actions section below.

Actions

This section of the table lets you manage your email accounts. Select the tab that corresponds to the action that you want to perform:

Check Email

This feature lets you check an email account's mail. Click Check Email by the corresponding account. A new interface will appear that displays the account in Webmail.

Manage

The Manage feature lets you edit an existing email account. There are two types of email accounts: the Default email account, and all other email accounts. There are separate interfaces for both types of email accounts.

Click Manage by the account that you want to modify. A new interface will appear. For more information, select the tab that corresponds with the type of account:

Manage the Default email account

The system creates this email account when your hosting provider creates your cPanel account. It uses the account@domain.com format, where account is your cPanel account name and domain is your main domain. The username and password are the same as your cPanel account.

Note:

  • You cannot rename, delete, or set a quota on the default email account. We recommend that you create a separate email account for daily use.
  • Your hosting provider may set your default email account as a catch-all account. A catch-all account will receive any mail sent to invalid email addresses on the domain. This can cause the default email account to receive a large amount of spam. Use cPanel's Default Address interface (cPanel >> Home >> Email >> Default Address) to modify your settings.
  • The system uses the default email address for the From and Reply-to addresses on outgoing email that your account's PHP scripts send.
  • Because of the way the maildir mailbox format calculates disk usage, a discrepancy between reported and actual disk usage may exist for the default email account. For more information about mailbox formats, read our Mailbox Conversion documentation.

When you click Manage for this account, the system directs you to the Manage Email Accounts interface. This interface lets you manage the default email account. It displays the following information:

  • Email Account — The name of the email account.
  • Current Storage Usage — The amount of used storage space, in bytes.

Use the More Actions section of this interface to select one of the following options:

  • Check Email — This lets you check the default account's mail. A new interface will appear that displays the account in Webmail.
  • Free up Email Storage — This lets you delete old messages from your mailbox. The system will direct you to cPanel's Email Disk Usage interface (cPanel >> Home >> Email >> Email Disk Usage).
  • Manage Default Address — This lets you manage the default address's unrouted mail settings. The system will direct you to the Default Address interface (cPanel >> Home >> Email >> Default Address).

Manage Email Accounts

You can modify the following settings in this section of the interface:

Share the System-managed Address Book.

This option lets you use the system-managed address book. It serves as a user directory and allows for collaboration. Set the With all email accounts toggle to share this address book with the other email accounts on this account. When you disable it, only the default account has access to the system-managed address book.

UTF-8 Mailbox Names

This option lets you enable UTF-8-encoded mailbox names. By default, mailbox names are UTF-7 encoded. The system will save mailboxes to the filesystem as unencoded strings. This can break some types of email filters. Set the toggle to enable or disable this option.

Automatically Create Folders for Plus Addressing

In the Automatically Create Folders for Plus Addressing section, set the toggle to one of the following options:

  • Automatically Create Folders. — When you receive an email that uses plus addressing, the system will create a new folder. The server also moves this message to a designated folder, if the folder exists. For example, the system would place a message to user+plusaddress@example.com in the plusaddress folder.
  • Do Not Automatically Create Folders. — When you receive an email that uses plus addressing, the system will not create a new folder. Instead, it delivers the message to the INBOX folder.

Manage an Email Account

When you click Manage for an email account, the system directs you to the Manage an Email Account interface. This interface lets you manage an email account. You can also select from the following account management options:

Use the I Want To... section of the interface to select one of the following options:

  • Free up Email Storage — This lets you view all of your mailboxes and remove old or large messages. The system will direct you to cPanel's Email Disk Usage interface (cPanel >> Home >> Email >> Email Disk Usage).
  • Manage Email Filters — This lets you to create rules to filter the email that arrives in the account. The system will direct you to cPanel's Email Filters interface (cPanel >> Home >> Email >> Email Filters).
  • Send Automated Responses — This lets you configure your email account's automated responses. The system will direct you to cPanel's Autoresponders interface (cPanel >> Home >> Email >> Autoresponders).

Use the Configure section of the interface to select one of the following options:

  • Connect Devices — This lets you configure your email client to access your cPanel email address. The system will direct you to a new interface. For more information, see the Connect Devices section below.
  • Configure Calendars and Contacts — This lets you access your calendars and contacts on your personal devices. The system will direct you to cPanel's Calendars and Contacts interface (cPanel >> Home >> Email >> Calendars and Contacts). For more information, read our How to Set Up Calendars and Contacts documentation.

    Note:

    This option is available if your hosting provider has enabled it.

Use the Authentication section of the interface to select the following option:

  • Manage External Authentication — This lets a user access cPanel with external authentication credentials. The system will direct you to a new interface. For more information, read our Password and Security documentation.

    Note:

    If you do not see this option, your hosting provider has not configured it. Contact them and ask them to enable this feature in WHM's Manage External Authentications interface (WHM >> Home >> Security Center >> Manage External Authentications).

Security

Use this feature to change the account's password. Enter a password in the New Password text box.

Note:

  • Use a secure password. A secure password does not contain a dictionary word. It must also contain uppercase and lowercase letters, numbers, and symbols.
  • Click the reveal icon () to display the entered password.
  • Click Generate to let the system create a secure password for you. The system will reveal this password.
  • Click the more icon () to select password complexity options. The system will use these options when it generates a new password.
  • The system will evaluate the password that you enter on a scale of 100. A weak password has a 0 value, while a very secure password has a 100 value.
  • Some hosting providers require a minimum password strength value. You must enter a password that meets this value.

Storage

The quota for an email account defines the amount of mail that the account can store. When the account exceeds this limit, the system returns any incoming mail to the sender. It also sends a message that states that the recipient’s mailbox is full. The system administrator can change this behavior in WHM's Exim Configuration Manager interface (WHM >> Home >> Service Configuration >> Exim Configuration Manager).

Use the Storage feature to manage the following options:

  • Current Storage Use — The amount of space that the email account currently uses.
  • Allocated Storage Space — The amount of disk space that the account can use to store email. You can select one of the following options:
    • Enter a custom mailbox quota storage size. This value must be a whole number. You can also select different file sizes. For example MB, GB, TB, and PB.

      Note:

      • Due to mail server constraints, you cannot assign quotas greater than 4096 TB (4 PB). You must assign the Unlimited value for quotas that exceed this amount.
      • Make certain that you track your quota usage. A mailbox with a full quota cannot receive mail.
      • The system calculates mailbox quota use every four hours. The system may delay notification if your account reaches or exceeds its quota.
      • Your mailbox's trash folder does not count in the quota calculation.
    • Unlimited — There is no storage space limit.

      Note:

      If this option appears as the Maximum option, your hosting provider does not allow unlimited mailbox quota. If you assign a custom quota, it cannot exceed this value.

Restrictions

Use this feature to allow or suspend a user's ability to log in, receive mail, or send mail. You can also hold outgoing mail. Select AllowSuspend, or Hold for the applicable setting.

Note:

  • When you suspend an email account, the system also suspends any aliases or forwarders that redirect email to the account.
  • When you select Suspend for the Sending Outgoing Email option, the server will reject any outgoing messages for the account.
  • When you select Hold for the Sending Outgoing Email option, the system will retain all outgoing messages in a queue.
  • When you change the Sending Outgoing Email option from Hold to Allow, the server will deliver all queued messages.

Plus Addressing

Use this feature to allow or prevent the system from automatically creating folders for plus addressing. Select one of the following options:

  • Automatically Create Folders — When you receive an email that uses plus addressing, the system will create a new folder.
  • Do Not Automatically Create Folders — When you receive an email that uses plus addressing, the system will not create a new folder.

Note:

  • The server moves a message that uses plus addressing to a designated folder if the folder exists. For example, the system would place a message to user+plusaddress@example.com in the plusaddress folder.
  • If the folder does not exist and you select Do Not Automatically Create Folders, the server will deliver the message to the INBOX folder.

Save or cancel your changes

At the bottom of the interface, you can perform the following actions:

  • Stay on this page after I click Update Email Settings — Select this to remain on this interface after you click Update Email Settings.
  • Go Back — Cancel any of your current changes. This will return you to the Email Accounts interface.
  • Update Email Settings — Update the account with your changes. This will return you to the Email Accounts interface.

Delete Email Account

Use this feature to permanently remove the email account and its data. When you click Delete Email Account, a confirmation message will appear. Click Delete to remove the account.

Connect Devices

This feature lets you easily configure a mail client to access a cPanel email address. A mail client lets you access your email account from an app on your computer or mobile device. For example, use this feature to configure your Apple® Mail client.

Note:

  • A mail client must already exist on your computer or mobile device. If it does not, you must install it before using this feature.
  • If you do not see your mail client listed, you must manually configure it. For more information, read your mail client's documentation.

To configure a mail client, perform the following steps:

  1. Select your mail client application's script from the Protocols list. A new window will appear.

    Important:

    We strongly recommend that you use the SSL/TLS setting. This setting provide increased security.

  2. Review the system's instructions, then click Proceed to continue. The system will then attempt to download the script. If it prompts you to open, run, or save the file, select Run or Open to continue.
  3. When you complete the process, your mail client will open and log in to your email account.

Mail Client Manual Settings

You may need to manually configure your mail client. Use the settings provided in this section to configure your mail client. The system provides the mail client details for secure SSL/TLS and non-SSL settings.

Important:

We strongly recommend that you use the SSL/TLS setting. This setting provide increased security.

Email Instructions

You can send configuration instructions to a different email address. Enter the desired email address in the text box, then click Send.