Management roles

An email account (mailbox) is an email address with associated storage space where messages sent and received by that address are saved. Messages inside an email account can be accessed and managed through the POP / IMAP and SMTP protocols, or viewed through the Webmail interface.

An email account must always be linked to a domain, so you must first activate a domain to associate with the email account you want.

Email account list

The email account list includes all email accounts in Qboxmail systems that belong to a specific domain, together with their detailed information.

To view the list of email accounts associated with a domain, click the domain name in the domain list and select Email account from the available tabs.

Information shown in the email account list:

• Email account status.
• Email account address.
• Space used by the email account.
• Date and time of the last access to the email account.
• Number of messages sent by the email account in the last 24 hours.

Add an email account

To add an email account, click Domains in the Control Panel sidebar and open the details of the domain you want to add the email account to by clicking its name. Select Email account from the available tabs, click the + Email account button and complete the steps in the creation process. Once the process is complete, the email account will be visible in your email account list.

Step 1 - New Account

Enter the details of the user who will use the email account and choose a name for the account you are creating.

1. Enter the name / description of the user who will use the account.
2. Enter the surname of the user who will use the account.
3. Choose an email address for the account.
4. Choose a password to access the account*. *You can generate a password automatically and randomly.

Step 2 - Services available for the email account

Choose the storage space and which services* to make available for the email account:

• Space available for the email account.
• POP access.
• IMAP access.
• SMTP access.
• Webmail access.
• Microsoft® Exchange ActiveSync.
• DAV access.

*Available services vary depending on the selected plan.

Step 3 - Account security

Set security policies for accessing the email account you are creating.

• Force password change on first login
• Set user password expiration
• Block reuse of old passwords
• Disable password change
• Disable password recovery
• Force use of two-factor authentication
• Add IP restrictions
• Enable API access

You can restrict access to POP, IMAP, SMTP and Webmail services only to the IP addresses you consider safe and trusted, specifying up to a maximum of 5 IP addresses / classes. All connections from IPs not included in the list will not be authorized.

Step 4 - Account options

Choose whether to add alternative email addresses to which messages received by the email account you are creating will be forwarded, and whether to enable spam message delivery to the Inbox.

To complete the process, click the Create button. Once the creation process is complete, the account will be visible in your email account list.

Email account settings

To change the settings of an email account, click the account name in the email account list you want to edit.

Personal details

Section dedicated to information about the user who uses the email account.

Account information

Enter the information of the user who uses the email account*.

*Available fields vary depending on the plan selected for the domain.

Language and time zone

Set the default language (Italian or English) and time zone for the email account.

General

Section dedicated to settings and limits related to the email account.

Available space

Change the account size set during creation by choosing from the available options.

Available sizes depend on the general limits set for all email accounts belonging to the domain.

Daily sending limits

Change the maximum number of email messages that can be sent in 24 hours from the email account. Learn more

Services

Change the services* available for the email account, set during creation:

• POP access
• IMAP access
• SMTP access
• Webmail access
• Microsoft® Exchange ActiveSync
• DAV access

*Available services vary depending on the domain’s general settings.

Forwarding

Enter up to a maximum of 20 alternative addresses to which messages received by the email account will be forwarded.

Other

Change spam message delivery to Inbox* and choose whether to reject all messages received by the email account by setting an automatic reply message.

*Service availability varies depending on the domain’s general settings.

Security

Section dedicated to security settings related to the email account.

Password

Set policies for using access passwords for the email account.

• Set a new password for the email account.
• Set mandatory password change every 3, 6 or 12 months.
• Block reuse of old passwords.
• Disable password change.
• Disable password recovery.
• Force password change at the next account login.

Password expiration

Here you can set password expiration and force logout by disabling services when it expires.

OTP authentication

Set mandatory use of two-factor authentication (OTP) for accounts belonging to the domain.

Enabled IPs

Restrict access to the email account’s POP, IMAP, SMTP, Webmail and API services only to the IP addresses you consider safe and trusted. You can specify up to a maximum of 5 IP addresses / classes. All connections from IPs not included in the list will not be authorized.

API access

Change the ability to access the email account via API.

Email sender restrictions

Restrict the sender (From) of email messages to the exact authentication username. This prevents the mailbox owner from sending messages on behalf of other users in the organization.

Autoresponder

Set an automatic reply to all messages received by the email account for the time interval you prefer. You can define:

• The message subject
• The message text
• A time interval in which to enable the autoresponder

Webmail

Localization

Section dedicated to the Webmail localization settings this user will see. The user can then change them independently from the Webmail settings.

You can choose to set:

• Language
• Time zone
• Date format
• Time format

Signature and Identity

In this section you can add, edit or delete a user’s signature for each of their Webmail identities.

By setting custom signatures for the different email account identities, these signatures will be automatically added at the bottom of all new messages.

For each signature you will find the displayed name, the identity the signature is associated with, and the actions that can be performed for each signature.

To add a signature, click New Signature, select the identity you want to associate it with, enter the name that will be displayed and the signature body > Save. In the signature body you can also insert HTML code, for example a company logo or a link to a website.

Among the settings associated with a signature, you can enable/disable:

• Set sender as default, if multiple identities are associated with the email account;
• Add sender in Bcc automatically, especially useful when managing mailboxes that have active forwards or in the case of Email Aliases or Domain Aliases.
• Do not add signature to replies

Company Address Book

By enabling or disabling the checkbox, you can decide whether this user will or will not appear among the contacts of the Company Address Book.

Deactivate / reactivate an email account

To deactivate an email account in the email account list, click the More button next to the account you want to deactivate and select Deactivate from the menu.

Deactivating an email account prevents the account from:

• Receiving new email messages.
• Accessing Qboxmail services.
• Being modified.

To reactivate an email account in the email account list, click the More button next to the account you want to deactivate and select Reactivate from the menu.

Delete an email account

To delete an email account in the email account list, click the More button next to the account you want to delete and select Delete from the menu, confirming the operation by clicking the Delete button in the modal.

When you delete an email account, all its settings, messages and data contained in it will be lost.