PLESK 7.5 FOR WINDOWS > Administering Domains

Managing Mail

Using Plesk, you can create and manage email boxes for individuals within a domain, or your customers (domain owners) can manage the e-mail accounts via domain self-administration. You can use the following e-mail administration functions:

  • Create, edit or delete e-mail boxes and set individual mailbox quotas.
  • Allow mail user access to the control panel.
  • Use several mail aliases for a single mail name.
  • Set up redirection of mail addressed to the mail name to another e-mail address.
  • Enable the mail name to function as a mail group used for forwarding mail to a number of e-mail addresses at once.
  • Manage mail group membership for the mail name
  • Set up autoresponders: automatic replies to e-mail sent to the mail name.

Managing Mail Names

When you create e-mail accounts for domain users, you are creating e-mail boxes, which will be accessible via POP3 or IMAP protocols. Mailbox creation is as easy as typing in a name and password. Click the Mail icon at the Domain administration page to access the Mail Names Management functions:

From this page, you can enable/disable the mail service for the domain. To this effect, click the Enable or Disable icon respectively.

You can allow the use of web-based e-mail for the domain through webmail.'domain name' and set up a mail bounce or a catch-all e-mail address for invalid (nonexistent) user names. These items are used to handle mail that is received for this domain for a mail account not existing at the domain:

  1. Click Preferences

  2. To enable mail bounce select the Bounce radio button.

  3. To utilize a catch-all e-mail address, select the radio button for Catch to address and enter the appropriate e-mail address.

  4. Check or uncheck the WebMail checkbox to allow or disallow the use of web-based e-mail for the given domain through webmail.'domain name'.

  5. Click OK to submit the changes.

To create a new mail name, follow these steps:

  1. Click Add New Mail Name. The mail name creation page will open:

  2. Enter the desired name into the Mail name field and specify a password that will also be used by the mail user to access the control panel.

  3. To allow the mail user access to the control panel, click the Control panel access checkbox, and select the interface language and skin from the drop-down boxes. Check the Allow multiple sessions checkbox to allow multiple sessions under the same mail user's login.

  4. To avoid some interface errors, you can choose to prevent users from working with the control panel until interface screens are completely loaded by selecting the Prevent working with Plesk until page is completely loaded checkbox.

  5. To create a mailbox, select the Mailbox checkbox, and specify the mailbox quota if desired.

  6. Click OK to submit all changes.

After the mail name is created, it appears on the Mail Names list, accompanied by five icons:

  • indicates permission to use the control panel,

  • represents a mailbox,

  • represents a mail redirect

  • represents a mail group

  • represents a mail autoresponder

These icons are displayed in gray when they are not active, and appear in color when active. To edit mail name account settings select a mail name or click on an icon corresponding to the service you wish to configure.

To send an e-mail message to the mail user, click the corresponding icon.

To switch to displaying the mail aliases for the mail names in the list, click the Show Aliases button, to hide them use the Hide Aliases button.

To remove one or several mail names, select the checkboxes in the mail names list, corresponding to the mail names you wish to remove and click Remove Selected.

Enabling Mail Services

When you click on a mail name, you access the mail name properties page, which allows setting up any combination of services for a mail name: Mail alias, Mailbox, Redirect, Mail Group, and Autoresponder.

  1. Click the Mail icon at the Domain administration page. The Mail Names page appears.

  2. Click on the mail name you wish to edit. This takes you to the Mail Name Properties page:

  3. To set up or configure a mail service for the mail name, click on a corresponding icon (button) in the Tools group or select a shortcut in the Info group.

    The Mail Aliases area lists the aliases created for the mail name. To add new mail alias, click the Add New Mail Alias icon.

    To edit an alias, click on its title. To remove an alias, select it using a corresponding checkbox, and click Remove Selected.

  4. To edit properties of the mail name, such as interface language and skin, change password, allow multiple sessions, click Preferences.

  5. To edit mailbox quota, click Mailbox.

  6. To set up mail forwarding - a redirect, click Redirect.

  7. To enable a mail group service for the mail name and add new members to the mail group, click Mail Group.

  8. To manage mail groups membership, click Groups.

  9. To manage autoresponders and autoresponder attachment files, click Autoresponders.

  10. To manage your mail box via Webmail interface, click Webmail.

Mailbox

Using this function, you can enable/disable the mailbox and set up mailbox quota:

  1. When on the mail name properties page, click on the Mailbox icon

  2. To enable/disable the mailbox, select/deselect the Mailbox checkbox.

  3. To set up the mailbox quota, select the Default for domain radio button to set the limit to the maximum available for the given domain, or select Enter size and enter the quota you wish to set, in Kilobytes, for the given mailbox. Note that this limit may not exceed the default set for the domain.

  4. Click OK to submit your changes.

Once enabled, the mailbox icon on the Mail Names page appears in color.

Managing Mail Redirects

You can forward or redirect email from one mailbox to another email address. By creating an email redirect or alias, messages are sent to a different email box without requiring the sender to know the new address. Email can be redirected to an address outside the domain. Use this redirect feature to:

  • Temporarily forward mail when the person who owns the mailbox is unavailable.
  • Send mail to a new mailbox if a mailbox user is leaving the company.
  • Forward mail to a new account, which will eventually replace an old mailbox. (e.g. someone is changing their name but hasn't had time to inform all correspondents of the change yet).

In order to enable and set a redirect for the mail name, follow these steps:

  1. On the mail name properties page, click the Redirect icon.

  2. Select the Redirect checkbox, and in the text box to the right, enter the appropriate address that you wish mail for this mail name to be forwarded to.

  3. Click OK.

Once enabled, the Redirects icon on the Mail Names page appears in color.

Managing Mail Groups

A mail group is a list of several email accounts that are grouped together under one email address. This feature enables sending one message to multiple recipients at once. For example, if you want to send the same message to five people in the technical support department, you can create a "Support" email group that includes the individual email addresses for all five staff members. When someone sends a message to mail group "Support", he/she only types and sends one message, but copies of the message go to all five individuals. The sender does not need to know the addresses for all five individuals, just the group name. Essentially, mail groups help save time and effort.

In order to enable and set up a mail group for the mail name, follow these steps:

  1. On the mail name properties page, click the Mail Group icon.

  2. Before enabling the mail group, you need to add at least one mail group member. Click Add New Member.

  3. Enter the desired external e-mail address into the E-mail input field and/or select one or more of the listed mail name accounts using checkboxes, and click OK.

    NOTE

    Group members can consist of either external mail addresses (those not belonging to this domain) or accounts, which exist within the domain.

  4. The selected addresses will appear in the list of Mail group members on the Mail Name Properties page.

  5. To delete one or several group members, select the corresponding checkbox and click Remove Selected.

Once enabled, the mail group icon on the Mail Names page appears in color.

Clicking on the Groups button you will access the Mail Groups Management page.

All mail groups created for the domain are displayed on that page and two lists are presented: the list of mail groups you are currently subscribed to is located on the right side, and the list of available mail groups is on the left.

  • If you wish to subscribe to a new mail group, select the desired group from the list of available mail groups, and click Add>>.

  • If you wish to unsubscribe from a mail group, select it in the right side list, and click <<Remove.

  • Click Up Level to return to the Mail Name properties page.

  • NOTE

    If you are removing a mail name from a mail group, and this is the last member in this group, then this group is deactivated. The name of the group is no longer listed in the list of groups available for adding.

Managing Mail Autoresponders

A mail autoresponder is an automatic reply that is sent out from a given mail name when incoming mail is received at that address. Autoresponders can include both a text message and attached files. This mail function is often used on mail accounts for individuals who need an automated response because they are away, or are unable to check their mail for any number of reasons. In the autoresponders management section you can upload and include attachment files for your autoresponders, enable the autoresponder function for a given mail name, and access the list of autoresponders.

Attachment files repository

For the autoresponder feature you have the option to include file attachments. To include a file to be selectable within the set up of autoresponders for the given mail name, use the Attachment Files icon available from the Autoresponders management page. The Attachment files repository page opens. It allows you to upload files and remove them.

To upload a file, specify the path and filename in the File name field, and click Send File. The attachment will then appear in the Repository.

These files will be available for any autoresponders that are set up for the given mail name. To delete one or more files, select the checkboxes related to the files you wish to remove, and click Remove Selected button.

In order to enable and set up a mail autoresponder for the given mail name, follow these steps:

  1. On the mail name properties page, click the Autoresponders icon. Autoresponders management page will open.

  2. Click Add New Autoresponder. The autoresponder creation/editing page will open.

  3. Enter the name into the Autoresponder name field.

  4. Below the Request text input box, you can determine whether an autoresponder responds to specific text or set of characters found within either the subject line or body of the incoming email, or if it responds to all incoming requests. Type the phrase or a set of characters in the Request text input box, and select the appropriate radio button to enable checking in the subject or in the body.

  5. To set up the autoresponder to always respond, regardless of the contained text, click the bottom radio button for always respond.

  6. You can select a specific subject to appear in your automatic reply using the Answer with subject option. To simply respond with the same subject as was received from the incoming request select the radio button for the default setting. To specify a certain subject line select the radio button beside the text box and enter the desired text.

  7. In the Return address field, you can specify the return address that will be set up in the autoresponder message. This is done for the messages not to be directed to the autoresponder itself, when users use the "Reply to the message" function in their mail client software.

  8. You can enter text to be included into the autoresponder in the Reply with text field.

  9. Using the Add New Attachment button, you can attach files to be included in the autoresponder. These files must be uploaded into the Repository on the Mail Names Properties page. Select the uploaded file from the Attach files list, and use the Add New Attachment button to attach the file to the autoresponder. To remove an attached file, select the corresponding checkbox, and click Remove Selected.

  10. You can limit the frequency at which the autoresponder responds to the same unique address, after receiving multiple emails from it. In the Reply to the unique email address not more than [ ] times a day input field, you can set the autoresponder to respond no more than a specified number of times per day. The default setting is to respond not more than 10 times in one day to unique mail addresses.

  11. You can define the number of unique addresses that the autoresponder will remember. Enter the desired number in the Store up to: field. This memory enables the system to control response frequency. In the event of extremely high mail volume, to protect server performance, you can limit the address memory of the system database.

  12. To specify an email address to which incoming requests are forwarded, enter the new e-mail in the Forward request to e-mail field. Email requests meeting the requirements established on this page will be forwarded to this alternate e-mail address.

  13. Click OK to submit all changes.

  14. Click the Enable button to enable the autoresponder service.


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