Email Administration

1. Signing in

1. Open the portal and enter your username, password and the current 6-digit 2FA code from your authenticator app.
2. Select Sign in.

If you forget your password, choose Forgot password?, confirm with your 2FA code and set a new one of at least 10 characters. What you can see after signing in depends on the permissions your portal admin gave you.

The sign-in screen: username, password and the 6-digit 2FA code.

2. The workspace

The screen has three parts.

• Top bar: Admins, Mail Security, Out of Office, Time zone and Sign out. A button only appears if you hold the permission for it.
• Sidebar: the Domain box at the top, then the three email sections: Email accounts, Forwarders and Autoresponders, and a link to this guide.
• Main area: the section you chose, for the domain you chose.

3. Choosing a domain

1. Select the Domain box in the sidebar. A list opens, grouped by hosting account.
2. Type part of a name in Search domains to narrow the list, then select the domain. Pressing Enter picks the first match.

The list normally shows only domains that carry mail. Choose Show all domains at the bottom of the list to include the rest. The portal remembers the last domain you worked on and reopens it next time.

The Domain box open, with search and the domains grouped by hosting account.

4. Email accounts

The tiles at the top show how many accounts, how much storage is used, and how many forwarders and autoresponders the domain has.

Finding accounts

• Search accounts filters the list as you type.
• The buttons under the search box show one group at a time, each with a count: All, Suspended, Has forwarders, Has autoresponders and Near quota (90% of the storage limit or more).
• Select a column heading (Address, Used, Quota, Status) to sort by it. Select it again to reverse the order.

What each row shows

Quick actions

• The switch turns sign-in for the mailbox off or on. The portal asks you to confirm first.
• Manage opens the account (see section 6).
• The three-dot menu offers: Change password, Change quota, Disable or Enable sign-in, Hold or Release incoming mail, Hold outgoing mail and Release outgoing mail.

Email accounts: summary tiles, search, the filter buttons and the account list.

The Suspended filter shows only accounts with sign-in disabled or incoming mail held.

The three-dot menu on a row.

5. Creating an account

1. In Email accounts, select New Email Account.
2. Fill in Identity (first name, last name, display name) and Mailbox (the part of the address before the @, and a password).
3. For the password, type one of at least 10 characters or select Generate. The bar underneath shows how strong it is.
4. Set the storage quota in MB. The default is 10240 (10 GB); 0 means unlimited.
5. Where shown, complete Organization (job title, department, region, country, line manager) and tick the Services and access the person needs.
6. Select Create Account.

Every field marked with a red asterisk is required. The dialog stays open if you click outside it, so nothing you typed is lost; use Cancel or the X to close it. Some domains show only the Identity and Mailbox sections.

The Create Email Account dialog with the password strength bar.

6. Managing one account

Select an address or its Manage button. Use Email accounts in the line under the title to go back to the list. Open Webmail opens the webmail sign-in page for that domain in a new tab.

One account, Overview tab: address, domain, status and storage.

Forwarders tab for one account.

Connect Device: the settings to give the user for a mail app.

Settings: password, quota and delivery controls.

7. Forwarders

The Forwarders section lists every forwarder on the domain, including addresses that have no mailbox of their own.

1. Select New Forwarder.
2. Enter the address to forward (the part before the @) and the full destination address.
3. Select Create Forwarder.

Use Delete on a row to remove a forwarder. Use the search box to find one in a long list.

All forwarders on the domain.

8. Autoresponders

1. Open Autoresponders and select New Autoresponder.
2. Enter the address, a subject and the message.
3. Select Create Autoresponder.

Use Delete on a row to switch one off. Staff can also set their own out of office message from the Out of Office button in the top bar.

All autoresponders on the domain.

9. Mail Security

Available to admins with the Mail Security permission, from the top bar. Its tabs cover spam review, the quarantine, approved and blocked senders, the inbound queue, the event log, statistics, service health and settings. Use the button at the top left of that screen to return to the mailboxes.

10. Portal admins

Available to admins with the Admins permission, from the top bar. Here you add portal users, choose which sections each one may use, limit a user to one hosting account, reset their sign-in and disable or remove them.