Plesk uses the qmail system. You can create and manage email boxes for individuals within a domain, or your client can manage the email accounts via domain self-administration. As an administrator, you can use the mail administration page for several email administration functions:
- Create, edit or delete email boxes and set individual mailbox quotas.
- Allow a mail user access to the control panel
- Redirect or forward messages from one email address to another email address.
- Create, edit or delete email groups (several individual accounts grouped together under one email address for multicasting).
- Create and remove mail aliases for a mail name.
- Create, edit, or delete email autoresponders (automatic reply to email sent to the given mail name).
Mail Names Page
When you create email accounts for domain users, you are creating email boxes which will be accessible via POP3 or IMAP protocols. Mailbox creation is as easy as typing in a name and password. Follow these steps to manage mail names:
1.Click the mail button at the Domain administration page. The Mail Names Management page appears. From this page, users can:
- Enable/disable the mail service for the domain.
- View the number of mail names (if any) for the given domain listed in bold.
- Create a new mail name.
Mail names are created regardless of the mail system limits, even if the allowed number of mail names is set to 0. However, if the mail name is created while the mail name limit is set to 0, such mail name will have no functionality, and the messages addressed to it will not be delivered. The mail limits are checked only when attempting to enable a mailbox, a redirect, a mail group, or an autoresponder for the given mail name.
View a list of mail names currently existing under the specified domain. To the left of each mail name on the list there is an icon indicating the mail user access, and the four icons, each representing different mail account types. They are:
- Mail Group
- Mail Autoresponder
o Click on a specific mail name to access the Mail Name Properties page for that given name.
o Search the mail names list for a certain pattern. It may help you in case you have a great number of mail names in the system and you need to work with a particular one. To search the list, type the pattern string in the text input field and click SEARCH.
o Sort the list by various parameters. To sort the list by a certain parameter in ascending or descending order, click on the name of the parameter. An arrow will appear indicating the order of sorting: down for descending order, up for ascending.
o Switch to displaying the mail aliases for the mail names in the list clicking on the SHOW ALIASES button, and hide them using the HIDE ALIASES button.
o Delete mail names. To remove one or more mail names, check the checkboxes in the Sel column of the mail names list corresponding to the mail names you wish to remove and click REMOVE SELECTED. The Mail Names Removal page appears. There you will need to either confirm the removal (check the checkbox and click SUBMIT) or CANCEL it.
2.To create a new mail name, click in the field provided and enter the desired name. Click ADD to submit this name. This will immediately take you to the Mail Name Properties page, where you can adjust the Mail Name properties.
3.The new Mail Name will appear on the Mail Names list.
The five icons to the left of each mail name are faded (or grayed out) when they are not active. They appear in color when they are active. To change the status of these settings, the user must click on a given mail name, and adjust the settings on the Mail Name Properties page to enable any of the features.
Mail Name Properties Page
This page gives the user the ability to activate any combination of POP3 Mail, Mail Redirects, Mail Groups, and Mail Autoresponders for a given mail name and allow the control panel access for the mail users. To edit the mail name properties:
1.Click the MAIL button at the Domain administration page. The Mail Names page appears.
2.The number of mail names for the given domain is listed at the top of the page.
3.In the mail users list, click on the name you wish to edit.
4.This will take you to the Mail Name Properties page.
5.The Mail Name text box is located at the top of the page. By clicking in this text box, changing the mail name and clicking UPDATE, you can change the mail name from this page.
6.From this page, you can also enable and set up:
- Control Panel access
- Mailbox Accounts and quotas
- Mail Redirects
- Mail Groups
- Mail Autoresponders
- Mail Aliases
7.When you are done with editing mail name properties, click UPDATE to submit your changes and return to the Mail Names page. Clicking UP LEVEL will return you to the Mail Names page without submitting any changes.
Setting Control Panel Access for Mail Users
To allow the mail user access to the control panel from the Mail Name Properties page, follow these steps:
1.Check the Control panel access checkbox
2.Select the interface language and skin from the drop-down lists.
3.In the Mailbox section below, specify the password that will be used by the mail user to access Plesk control panel.
Managing Mailbox Accounts
Using this function, you can set up a mailbox account and password for a given mail name. This account will be accessible using either POP3 or IMAP protocols.
To limit the number of mailboxes a client can have for a given account, you must access the Limits page from the Client's preferences page.
In order to enable and set a password for the given mailbox, from the Mail Name Properties page, follow these steps:
1.To enable a mailbox, click in the checkbox provided next to Mailbox.
2.When you enable a mailbox for a particular mail account for the first time, you must specify a password.
- The Old Password will say "None" if you have yet to enter a password. Once entered, the password cannot be viewed from this page.
- To enter a password, click in the New Password field and enter the selected password.
- To properly update the password, you must re-enter the password in the Confirm Password field.
- 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.
- Once you have enabled the mailbox, entered the passwords, and set the mailbox quota, click UPDATE to submit.
- In the event that you need to change a password, simply re-enter the new password in the New Password field. Then re-enter the password in the Confirm field, and click UPDATE.
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).
To limit the number of redirects a client can use, you must access the Limits page from the Client's preferences page.
In order to enable and set a redirect for a given mail name, from the Mail Name Properties page, follow these steps:
1.To enable redirects for the account, click in the checkbox provided next to Redirect.
2.In the text box to the right, enter the appropriate address that you wish mail for this mail name to be forwarded to.
3.To change the redirect address for a given mail name, click on the existing entry in the Redirect box, and edit it to the new address.
4.Click UPDATE to apply the changes made.
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 multicasting. 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.
To limit the number of mail groups a client can use, you must access the Limits page from the Client's preferences page.
In order to enable and set up a mail group for a given mail name, from the Mail Name Properties page, follow these steps:
1.To enable mail groups for a mail name account, click in the checkbox provided next to Mail Group.
2.To create a new mail group, after checking the box, click ADD.
3.The Add Mail Groups box appears.
Group members can consist of either external mail addresses (those not belonging to this domain) or accounts, which exist within the domain.
4.To add an external mail address to a Mail Group, fill in the correct address in the enter external mail group memeber e-mail text box, and click ADD.
5.To add an existing account from the same domain, click on the desired address in the Select registered users list, and click ADD.
6.The selected addresses will appear in the box to the right of the mail groups checkbox on the Mail Name Properties page.
7.To delete one or more group members, select the required group member in the box to the left of the mail group check box. Click REMOVE.
8.A warning will appear. Click OK to confirm that you want to delete the address from the mail group.
9.After completing your changes, click UPDATE to submit.
Once enabled, the mail groups icon on the Mail Names page appears in color.
Clicking on the GROUPS button located at the top of Mail Name Properties page, 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 left side, and the list of available mail groups is on the right.
- If you wish to subscribe to a new mail group, select the desired group from the list of available mail groups, click ADD.
- If you wish to unsubscribe from a mail group, select it in the left side list, click REMOVE.
- Click UP LEVEL to return to the Mail Name Management page.
Managing Mail Aliases
You can create a number of mail aliases for your mailname.
In order to manage mail aliases, click on the MAIL ALIASES button located at the top of the Mail Name Properties page. The Mail Aliases Management page appears.
From that page you can create and remove the mail aliases:
- To create a new mail alias, enter the name of the alias into the Mail alias name input field. Click ADD. The alias will immediately appear in the aliases list.
- To remove an alias, check the corresponding checkbox in the Sel column. Click REMOVE SELECTED. You can also click on the Sel column header to select all list items.
- You can also sort the list of aliases by name in ascending or descending order. To do that, click on the Name header of the list. The arrow will show the order of sorting.
You can search through the list of mail aliases. To do that, enter the pattern string in the field next to SEARCH button, click SEARCH.
- Click UP LEVEL to return to the Mail Name Properties page.
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. On the autoresponders' section of the Mail Names Properties page, you can upload and include attachment files for your autoresponders, enable the autoresponders function for a given mail name, and access the list of autoresponders.
In order to enable and set up a mail autoresponder for a given mail name, from the Mail Name Properties page, follow these steps:
1.To enable autoresponders for a mail name account, click in the checkbox provided next to Mail autoresponders. When the check appears, autoresponders are enabled for the mail name. If you click again, it will uncheck the box, and autoresponders will be disabled.
2.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 Browse... button to search for and select the desired file(s). (File sizes should be limited to no more than 1MB.) For your information, the total size of all uploaded files is displayed under the repository box.
3.Click the SEND FILE button. The attachments will then appear in the Repository.
4.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 desired file(s) and click the REMOVE button. A warning will appear prior to deleting the selected file(s).
5.To add a new mail autoresponder, click the ADD button.
6.A pop-up screen prompts you to enter a name for the autoresponder. Enter the desired identification name, and click OK to submit.
7.The Edit Mail Autoresponder page appears.
- The selected autoresponder name is displayed for the given mail name account. You can click in the text box where the autoresponder name is displayed, and edit the name. Click UPDATE to submit.
- The ON/OFF status for the autoresponder is shown.
- 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.
- To set up the autoresponder to always respond, regardless of the contained text, click the bottom radio button for always respond.
- 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.
- In the Reply-To 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" feature in their mail client software.
- You can enter text to be included in the autoresponder in the Reply with text field.
- Using the ADD and REMOVE buttons, 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 button to attach the file to the autoresponder. Click REMOVE to remove a file.
- 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 no 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.
- 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 implement the responce frequency functionality. In the event of extremely high mail volume, to protect server performance, you can limit the address memory of the system database.
- To specify an email address to which incoming requests are forwarded, enter the new email in the Forward request to e-mail field. Email requests meeting the properties established on this page will be forwarded to this alternate email address.
- Click the update button to submit all changes.
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