Using E-mail Services

You can use a number of different e-mail services with a single e-mail account. For example, you can have an e-mail address that will accept mail as any standard mailbox, forward to a number of recipients, and send an automatic response to the original message sender.

If you are going to serve mailboxes under a specific domain with an external mail server, follow these steps:

1. Go to Home > domain name > DNS Settings.
2. In the Record type column, locate an MX record, and click the respective link in the Host column on the left.
3. In the Enter mail exchanger box, type the external mail server's host name, for example, mailserver.example.com.
4. Click OK.
5. Click Up Level to return to the domain management screen.
6. Click Mail.
7. Click Switch Off.

Creating Mailboxes

If you wish to have an e-mail address associated with a site, like yourname@domain.com, you should create a mailbox. To do this:

1. On your Home page, click the domain name you need.
2. Click the Mail in the Services group.
3. Click Add New Mail Account.
4. Your domain name is shown to the right of @ sign, so you only need to specify the desired name for the mailbox.

   This can be, for example, your first name and last name separated by a dot, a department name, or any other text in Latin symbols. The name should be short enough to remember. It can comprise alphanumeric, dash, dot and underscore symbols.

5. Specify a password that you will use for accessing your mailbox.
6. Make sure that a check mark is present in the Mailbox check box.
7. Click OK.

Now your mailbox is created on the provider's server, and you can set up your favorite e-mail program so as to receive and send e-mail messages through your new mailbox.

To create mailboxes for other users:

1. On your Home page, click the domain name you need.
2. Click the Mail icon in the Services group.
3. Click Add New Mail Account.
4. Your domain name is shown to the right of @ sign, so you only need to specify the desired name for the mailbox.

   This can be, for example, user's first name and last name separated by a dot, a department name, or any other text in Latin symbols. The name should be short enough to remember. It can comprise alphanumeric, dash dot and underscore symbols.

5. Specify a password that mailbox owner will use for accessing his or her mailbox.
6. Make sure that a check mark is present in the Mailbox check box.
7. If required, limit the amount of disk space that this mailbox can use. To do this, under Mailbox quota select the Enter size option and type the desired value in kilobytes.
8. To allow the mailbox owner to manage his or her mailbox through a mailbox administration panel, select the Control panel access check box and specify the language for the user's control panel.
9. Click OK.
10. To allow the mailbox owner configure and use spam filter and antivirus, click Permissions, select the respective check boxes and click OK.

Now, the mailbox is created, and a separate e-mail administration panel has been set up in Plesk. To enter it, the mailbox owner should visit the URL https://www.asp-host.co.uk:8443, type his or her e-mail address into the Login box, type the password for the mailbox into the Password box, and then click Login.

To set up Microsoft Outlook Express:

1. Open Microsoft Outlook Express.
2. Go to Tools > Accounts.
3. Click the Mail tab to open a list of your mail accounts.
4. Click the Add > button and select the Mail … item.
5. Enter your name as you want it to appear in any messages you send, and click Next >.
6. Type your e-mail address that you created through Plesk (for example, your.name@your-domain.com), and click Next >.
7. Select the protocol of your incoming mail server.
8. Specify the mail domain name as the incoming and outgoing mail server (for example: mail.your-domain.com), and click Next >.
9. Type your e-mail address in the Account name box (for example: your.name@your-domain.com).
10. Type your password. This should be the password that you specified during creation of the mailbox through Plesk.
11. Leave the Remember password box checked, if you do not wish to be prompted to enter password each time your e-mail program connects to the mail server to check for new mail, and click Next >.
12. To complete setting up your e-mail program, click Finish.

To set up Mozilla Thunderbird:

1. Open Mozilla Thunderbird.
2. Go to Tools > Account Settings…
3. Click Add Account. The Account Wizard will open.
4. Leave the Email account option selected, and click Next >.
5. Enter your name as you want it to appear in any messages you send.
6. Type your e-mail address that you created through Plesk.

   For example, your.name@your-domain.com. Click Next >.

7. Select the protocol of your incoming mail server.
8. Specify the mail domain name as the incoming and outgoing mail server (for example: mail.your-domain.com), and click Next >.
9. In the Incoming User Name box, specify your full e-mail address (for example, your.name@your-domain.com), and click Next >.
10. Enter the name by which you would like to refer to this account (for example, Work Account) and click Next >.
11. Verify that the information you entered is correct, and click Finish.
12. Click OK to close the Account Settings wizard.

You can read your mail and compose new messages even if you are far from your home or office computer. To do this, you first need to allow access to the Horde Webmail interface that is integrated with your control panel. Then you can work with your mail from any computer that is connected to the Internet and has a Web browser program installed.

To allow access to the Webmail interface:

1. On your Home page, click the domain name you need.
2. Click the Mail icon.
3. Click Preferences.
4. Select the WebMail checkbox.
5. Click OK.

Note: Activation and deactivation of Webmail for a domain involves modifications in DNS zone, therefore, there is actually a certain delay present when activating and deactivating Webmail due to the speed of DNS registration mechanisms.

To access your mailbox through Webmail:

1. Find a computer with Internet connection, for example, in an Internet café.
2. Do any of the following:
   • Open a web browser, and type the URL: http://webmail.asp-host.co.uk, Press ENTER. A login screen will open. Type the user name and password that you specified during creation of your mailbox and click Log in.
   • Open a web browser and type the URL to access your Plesk control panel, for example: https://www.asp-host.co.uk:8443. Press ENTER. Log in to Plesk, click the domain name you need, and click the Mail icon in the Services group. Then, click an icon to the right of your e-mail address. A login screen will open and your user name will be prefilled. Type the password that you specified during creation of your mailbox and click Log in.

Setting Up Site-wide Preferences for Handling Mail to Nonexistent Users (Mail Bounce)

When somebody sends an e-mail message to an e-mail address that does not exist under your domain, the mail server, by default accepts mail, processes it, and when it finds out that there is no such a recipient under the domain, it returns the mail back to sender with the "this address no longer accepts mail" notice. You can choose to:

• Change the default notice if you do not like it,
• Forward all such mail to the desired e-mail address,
• Reject such mail without accepting it and without notifying senders.

  This setting can decrease mail server load caused by a large amount of spam, which is often sent to randomly generated user names. However, for spammers, this can somewhat speed up scanning your mail server for valid e-mail addresses.

To configure the site-wide settings for handling mail to nonexistent users:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Click Preferences.
4. Choose a desired option and specify the information as required.
5. Click OK.

Setting Up Automatic Reply

If you are going on vacation and will not be able to check your mail for a while, you may want to leave a vacation notice that will be automatically sent to your correspondents once they send e-mail to your address. This is done with automatic reply facility, also referred to as autoresponder. Aside from vacation notices, organizations can use automatic replies to notify customers that their orders or technical support requests were received and will soon be processed. Automatic replies can include pre-written messages in plain text or HTML format, and they can contain attached files as well.

To set up automatic reply for a mailbox:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Click the e-mail address, for which you wish to set up an automatic reply.
4. Click Autoresponders in the Tools group.
5. If you are not going to attach any files to the automatic reply, proceed to the step 6. To attach a file to the automatic reply:
   1. Click Attachment Files in the Tools group.
   2. Click Browse to locate the file, and once selected, click Send File.

      The file will be added to the attachment files storage, and you will be able to attach this file to a number of different automatic replies.

   3. Once finished, click Up Level and proceed to the next step.
6. Click Add New Autoresponder in the Tools group.
7. Configure the automatic reply:
   1. Type a name for this automatic reply into the Autoresponder name box.

      For example, Vacation notice.

   2. If you want this automatic reply to be sent in reply to any incoming e-mail message, in the Request group, leave the always respond option selected. If you wish to automatically reply only to e-mail messages that contain specific words in the message text or subject line, select the appropriate option, and type the word combination in the Request text input box.
   3. By default, the subject line of incoming e-mail will be inserted into the automated reply. To use a custom subject, type it into the Answer with subject subject input box.
   4. As your correspondents may not figure out that the message they received from you was an automatic response, they may want to respond to your auto-reply. So, you should specify your e-mail address as the Return address, otherwise, their messages will be directed at the autoresponder's address.
   5. Type your message in the Reply with text field.
   6. To limit the number of automated responses per day to the same e-mail address, enter the desired number in the Reply to unique e-mail address not more than input box under Limits.

      The default setting is to respond no more than ten times in one day to the same e-mail address.

   7. To reduce mail server load, you may want to limit the number of unique addresses that the autoresponder will remember. To do this, enter the desired number into the Store up to box.
   8. If you want your incoming mail to be forwarded to another e-mail address while you are away, specify an e-mail address in the Forward request to e-mail box.
   9. Attach your files, if needed. To do this, click the Add New Attachment button, select the check box corresponding to the file that you previously uploaded to the attachment storage, and click OK. To remove an attached file from the automatic reply, select the corresponding checkbox, and click Remove Selected.
8. Click OK.
9. Click Switch On in the Tools group.

Setting Up Additional Disposable E-mail Addresses (Mail Aliases)

To set up an e-mail alias for a mailbox:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the e-mail address you need.
4. Click Add New Mail Alias.
5. Type a desired name and click OK.

The messages addressed to your additional e-mail address (e-mail alias) will get to your mailbox. You can see the list of currently used mail aliases by clicking Show Aliases on the page that lists mail accounts under the domain.

To remove an e-mail alias from a mailbox:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the e-mail address you need.
4. Select the check box corresponding to the alias that you wish to remove, and click Remove Selected.

Setting Up Mail Forwarding to Multiple E-mail Addresses

To set up an e-mail address that will accept mail and forward it to multiple other e-mail addresses:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the required e-mail address.
4. Click Mail Group.
5. Click Add New Member.

   You should add at least one e-mail address before enabling mail forwarding to several e-mail addresses.

6. Enter the desired external e-mail address into the E-mail input field or select one or more of the listed mail accounts using check boxes.
7. Click OK.
8. Click Switch On.

Setting Up Mail Forwarding to a Single E-mail Address

To set up an e-mail address that will accept mail and forward it to another e-mail address:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click Add New Mail Account.
4. Specify the desired name for the mail forwarder next to Mail account name.

   The domain name is shown to the right of @ sign, so you only need to type the name. This can be, for example, your first name and last name separated by a dot, a department name, or any other text in Latin symbols. The name should be short enough to remember. It can comprise alphanumeric, dash dot and underscore symbols.

5. Clear the Mailbox and Control panel access check boxes.
6. Click OK.
7. Click Redirect in the Tools group.
8. Select the Redirect check box.
9. Type the destination e-mail address to which you would like to forward e-mail.
10. Click OK.

To set up an e-mail address that will accept mail, pass it through the spam filter and then forward it to another e-mail address:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click Add New Mail Account.
4. Specify the desired name for the forwarder's e-mail address next to Mail account name.

   The domain name is shown to the right of @ sign, so you only need to type the name. This can be, for example, your first name and last name separated by a dot, a department name, or any other text in Latin symbols. The name should be short enough to remember. It can comprise alphanumeric, dash dot and underscore symbols.

5. Make sure that the Mailbox check box is selected.

   Without a mailbox, you will not be able to apply spam filtering.

6. Specify a password that will be used for accessing the mailbox: You will likely need to clean the contents of mailbox from time to time.
7. Click OK.
8. Click Redirect in the Tools group.
9. Select the Redirect check box.
10. Type the destination e-mail address to which you would like to forward e-mail.
11. Click OK.

Setting Up a Mailing List

To create a mailing list:

1. On your Home page, click the domain name you need.
2. Click the Mail icon in the Services group.
3. Click the Mailing lists tab.
4. Click Add New Mailing List in the Tools group.
5. Specify the desired name for the mailing list.

   This can be, for example, a department name, a topic of the mailing list, or any other text in Latin symbols. The name should be short enough to remember. It can comprise alphanumeric, dash, dot and underscore symbols.

6. Specify the mailing list administrator's e-mail.
7. Leave the Notify administrator of the mailing list creation check box selected.

   You will receive instructions on using and managing the mailing list at the administrator's e-mail you specified. Keep that message for your records.

8. Click OK.

You will be taken to the page where you can subscribe users to your new mailing list.

Configuring a Mailing List

Your mailing list is operable with the default settings. However, you may want to configure it, for example, so as to enable moderation, filter content of the posts or to archive messages. To do this from the control panel:

1. On your Home page, click the domain name you need.
2. Click the Mail icon in the Services group.
3. Click the Mailing lists tab.
4. Click next to the desired mailing list's e-mail address. Note that this functionality might be disabled.

   A login screen opens.

5. Type the list administrator's password and click Let me in ….

Alternately, you can access the mailing list configuration the following way:

1. In your web browser, enter the following URL: http://lists.<your-domain.com>/mailman/admin/<listname> (where <your-domain.com> is your domain name, and <listname> is the name of the mailing list (i.e. the left part of the mailing list's e-mail address before the @ sign).

   A login screen opens.

2. Type the list administrator's password and click Let me in ….

Posting to Your Mailing List

To post a newsletter issue or other information to the mailing list, send it by e-mail to the mailing list's e-mail address. All subscribed users will receive it.

Removing Mail Forwarders

To remove a mail forwarder:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Select a check box corresponding to the mail forwarder that you wish to remove.
4. Click Remove Selected.
5. When prompted, confirm removal and click OK.

Removing Mailing Lists

To remove a mailing list from site:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the Mailing lists tab.
4. Select a check box corresponding to the mailbox that you wish to remove.
5. Click Remove Selected.
6. When prompted, confirm removal and click OK.

Suspending and Unsuspending Mail Forwarders

To suspend a mail forwarder:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Click the e-mail address, whose forwarding service you wish to suspend.
4. Click Redirect in the Tools group.
5. Clear the Redirect check box.
6. Click OK.

To unsuspend a mail forwarder:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Click the e-mail address, whose forwarding service you wish to resume.
4. Click Redirect in the Tools group.
5. Select the Redirect check box.
6. Click OK.

Switching off the Mailbox Service When You Have Decided to Turn Your Account into a Mail Forwarder

If you are going to use your existing e-mail account as a mail forwarder or mailing list, you are recommended to switch off the mailbox service: a mailbox keeps all incoming messages and messages are not removed automatically after being forwarded. Therefore, if you choose to have the "mailbox + mail forwarder" configuration on your account, be sure to clean up the mailbox from time to time.

To switch off the mailbox service for your account discarding all messages in your mailbox:

1. On your Home page, click the domain name you need.
2. Click the Mail icon.
3. Click the required e-mail address.
4. Click the Mailbox icon in the Tools group.
5. Deselect the Mailbox check box.
6. Click OK.

Switching off Automatic Reply

To switch off an automatic reply for a mailbox:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Click the e-mail address, for which you wish to switch off the automatic reply.
4. Click Autoresponders in the Tools group.
5. Click Switch Off.

The automatic reply is now switched off. Its configuration is not deleted from the control panel, so the next time you need to use this automatic reply, repeat the above procedure, clicking Switch On on the last step.

To delete an automatic reply configuration that you no longer need:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Click the e-mail address you need.
4. Click Autoresponders in the Tools group.
5. Select a check box corresponding to the configuration name, and click Remove Selected.

Switching off Mail Forwarding to Multiple E-mail Addresses

To switch off the e-mail forwarding to several e-mail addresses:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the required e-mail address.
4. Click Mail Group.
5. Click Switch Off.

Removing Mailboxes

To remove a mailbox:

1. On your Home page, click the domain name you need.
2. Click Mail.
3. Select a check box corresponding to the mailbox that you wish to remove.
4. Click Remove Selected.
5. When prompted, confirm removal and click OK.

Adding and Removing Recipient Addresses

To add an external e-mail address to the list of mail accounts that receive forwarded e-mail correspondence:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the required e-mail address.
4. Click Mail Group.
5. Click Add New Member.
6. Enter the desired external e-mail address into the E-mail input field.
7. Click OK.

To remove an external e-mail address from the list of mail accounts that receive forwarded e-mail correspondence:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the required e-mail address.
4. Click Mail Group.
5. Select the check box corresponding to the e-mail address you wish to remove from the list.
6. Click Remove Selected. Confirm removal and click OK.

To add an e-mail address registered on your server to the list of mail accounts that receive forwarded e-mail correspondence:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the mail account you wish to add to the subscription list.
4. Click Groups.
5. Select the required multiple e-mail forwarder in the Available mail groups list.
6. Click Add >>.
7. Click OK.

An e-mail address registered on your server can also be added to the subscription list using the procedure for adding an external e-mail address (see above).

To remove an e-mail address registered on your server from the list of mail accounts that receive forwarded e-mail correspondence:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the e-mail address you wish to remove from the subscription list.
4. Click Groups.
5. Select the required multiple e-mail forwarder in the Member of the following mail groups list.
6. Click << Remove.
7. Click OK.

An e-mail address registered on your server can also be removed from the subscription list using the procedure for removing an external e-mail address (see above).

Introducing Similar Changes to a Number of Mail Accounts at Once

To introduce similar changes to a number of mail accounts at once:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Select the check boxes corresponding to the mail accounts whose settings you want to change.
4. Click Group Operations.
5. Adjust the settings as necessary:
   • Select Switch on to enable the corresponding option for the selected mail accounts.
   • Select Switch off to disable the corresponding option for the selected mail accounts.
   • Leave Do not change selected if you do not want to change the corresponding option.
6. Click OK.

Subscribing and Unsubscribing Users

To subscribe users to mailing list:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the Mailing lists tab.
4. Click the required mailing list name.
5. Click Add New Member.
6. Specify subscriber's e-mail address.
7. Click OK.

To unsubscribe users from mailing list:

1. On your Home page, click the domain name you need.
2. Click Mail in the Services group.
3. Click the Mailing lists tab.
4. Click the required mailing list name.
5. Select a check box to the left of the user's e-mail address.
6. Click Remove Selected.
7. Confirm removal and click OK.