Manage Email Accounts

Valid for versions 82 through 86

Version:

82

88


Last modified: May 13, 2020

Overview

This feature lets you edit an existing email account. There are two types of email accounts: the default email account and all other email accounts. There are separate interfaces for both types of email accounts.

Manage the cPanel account default email account

Important:

Check your account’s and domains’ default addresses often for missing messages. They may receive messages for your existing email addresses if they contain typos or other issues. For example, if your email address is corgis_sploot@example.com but a sender uses corgi_splot@example.com, the default address will receive it.

The system creates the cPanel account default email account when your hosting provider creates your cPanel account. It uses the account@domain.com format, where account is your cPanel account name and domain is your main domain. The username and password are the same as your cPanel account.

Note:
  • You cannot rename, delete, or set a quota on the cPanel account’s default email account. We recommend that you create a separate email account for daily use.
  • The system uses the default email address for the From and Reply-to addresses on outgoing email that your account’s PHP scripts send.
  • Because of the way the maildir mailbox format calculates disk usage, a discrepancy between reported and actual disk usage may exist for the default email account. For more information about mailbox formats, read our Mailbox Conversion documentation.

When you click Manage for this account, the system directs you to the Manage Email Accounts interface. It displays the following information:

  • Email Account — The name of the email account.
  • Current Storage Usage — The amount of used storage space, in bytes.

Use the More Actions section of this interface to select one of the following settings:

  • Check Email — Click to check the default account’s mail. A new interface will appear that displays the account in Webmail.
  • Free up Email Storage — Click to delete old messages from your mailbox. The system will direct you to cPanel’s Email Disk Usage interface (cPanel >> Home >> Email >> Email Disk Usage).
  • Manage Default Address — Click to manage a domain’s default address’s unrouted mail settings. The system will direct you to the Default Address interface (cPanel >> Home >> Email >> Default Address).

Manage Email Accounts

You can modify the following settings in this section of the interface:

  • Share the System-managed Address Book — This setting lets you use the system-managed address book. It serves as a user directory and allows for collaboration. Set the With all email accounts toggle to share this address book with the other email accounts on this account. When you disable it, only the default account has access to the system-managed address book.

  • UTF-8 Mailbox Names — This setting lets you enable UTF-8-encoded mailbox names. By default, new accounts encode mailbox names with UTF-8. The system will save mailboxes to the filesystem as unencoded strings. This can break some types of email filters. Set the toggle to enable or disable this setting.

  • Automatically Create Folders for Plus Addressing — This setting allows you configure how the system handles plus addressing for the mailbox. Plus addressing (or subaddressing) adds a plus character and keyword after an email account username. For example, the user@example.com email address could use the user+list@example.com plus address. The email account would recognize these messages and place them in the list mailbox. Set the toggle to one of the following settings:

    • Automatically Create Folders. — When you receive an email that uses plus addressing and the folder does not already exist, the system will create a new folder. The system will deliver the message to that new folder.

    • Do Not Automatically Create Folders. — When you receive an email that uses plus addressing and the folder does not already exist, the system will not create a new folder. Instead, the system will deliver the message to the INBOX folder.

Manage an Email Account

When you click Manage for an email account, the system directs you to the Manage an Email Account interface. This interface lets you manage an email account. You can also select from the following account management settings:

Use the I Want To… section of the interface to select one of the following settings:

  • Free up Email Storage — This lets you view all of your mailboxes and remove old or large messages. The system will direct you to cPanel’s Email Disk Usage interface (cPanel >> Home >> Email >> Email Disk Usage).

  • Manage Email Filters — This lets you to create rules to filter the email that arrives in the account. The system will direct you to cPanel’s Email Filters interface (cPanel >> Home >> Email >> Email Filters).

  • Send Automated Responses — This lets you configure your email account’s automated responses. The system will direct you to cPanel’s Autoresponders interface (cPanel >> Home >> Email >> Autoresponders).

Use the Configure section of the interface to select one of the following settings:

  • Connect Devices — This lets you configure your email client to access your cPanel email address. The system will direct you to a new interface. For more information, read our Set Up Mail Client documentation.

  • Configure Calendars and Contacts — This lets you access your calendars and contacts on your personal devices. The system will direct you to cPanel’s Calendars and Contacts interface (cPanel >> Home >> Email >> Calendars and Contacts). For more information, read our How to Set Up Calendars and Contacts documentation.

    Note:

    This setting is available if your hosting provider has enabled it.

Use the Authentication section of the interface to select the following setting:

  • Manage External Authentication — This lets a user access cPanel with external authentication credentials. The system will direct you to a new interface. For more information, read our Password and Security documentation.
    Note:

    If you do not see this option, your hosting provider has not configured it. Contact them and ask them to enable this feature in WHM’s Manage External Authentications interface (WHM >> Home >> Security Center >> Manage External Authentications).

Security

Use this feature to change the account’s password. Enter a secure password in the New Password text box. A secure password does not contain a dictionary word. It must also contain uppercase and lowercase letters, numbers, and symbols. The system will evaluate the password that you enter on a scale of 100. A weak password has a 0 value, while a very secure password has a 100 value.

Note:

Some hosting providers require a minimum password strength value. You must enter a password that meets this value.

You can perform the following actions with this feature:

  • Click the reveal icon (Reveal) icon to display the entered password.

  • Click Generate to let the system create a secure password for you. The system will reveal this password.

  • Click the more icon (More) to select password complexity settings. The system will use these settings when it generates a new password.

Storage

The quota for an email account defines the amount of mail that the account can store. When the account exceeds this limit, the system returns any incoming mail to the sender. It also sends a message that states that the recipient’s mailbox is full. The system administrator can change this behavior in WHM’s Exim Configuration Manager interface (WHM >> Home >> Service Configuration >> Exim Configuration Manager).

Use the Storage feature to manage the following settings:

  • Current Storage Use — The amount of space that the email account currently uses.

  • Allocated Storage Space — The amount of disk space that the account can use to store email. You can select one of the following settings:

    • Enter a custom mailbox quota storage size. This value must be a whole number. You can also select different file sizes. For example MB, GB, TB, and PB.

      Note:
      • Due to mail server constraints, you cannot assign quotas greater than 4096 TB (4 PB). You must assign the Unlimited value for quotas that exceed this amount.
      • Make certain that you track your quota usage. A mailbox with a full quota cannot receive mail.

      • The system calculates mailbox quota use every four hours. The system may delay notification if your account reaches or exceeds its quota.

      • Your mailbox’s trash folder does not count in the quota calculation.

    • Unlimited — There is no storage space limit.

      Note:

      If this setting appears as the Maximum setting, your hosting provider does not allow unlimited mailbox quota. If you assign a custom quota, it cannot exceed this value.

Restrictions

Use this feature to allow or suspend a user’s ability to log in, receive mail, or send mail. You can also hold outgoing mail. Select Allow, Suspend, or Hold for the applicable setting.

Note:
  • When you suspend an email account, the system also suspends any aliases or forwarders that redirect email to the account.

  • When you select Suspend for the Sending Outgoing Email setting, the server will reject any outgoing messages for the account.

  • When you select Hold for the Sending Outgoing Email setting, the system will retain all outgoing messages in a queue.

  • When you change the Sending Outgoing Email setting from Hold to Allow, the server will deliver all queued messages.

Plus Addressing

Plus addressing (or subaddressing) adds a plus character and keyword after an email account username. For example, the user@example.com email address could use the user+list@example.com plus address. The email account would recognize these messages and place them in the list mailbox.

You can configure how the system handles plus addresses when the appropriate folder does not already exist. Select one of the following settings:

  • Automatically Create Folders. — When you receive an email that uses plus addressing and the folder does not already exist, the system will create a new folder for the message. The system will deliver the message to that new folder.

  • Do Not Automatically Create Folders. — When you receive an email that uses plus addressing and the folder does not already exist, the system will not create a new folder. Instead, the system will deliver the message to the INBOX folder.

Save or cancel your changes

At the bottom of the interface, you can perform the following actions:

  • Stay on this page after I click Update Email Settings — Select this to remain on this interface after you click Update Email Settings.

  • Go Back — Cancel any of your current changes. This will return you to the Email Accounts interface.

  • Update Email Settings — Update the account with your changes. This will return you to the Email Accounts interface.

Delete Email Account

Use this feature to permanently remove the email account and its data. When you click Delete Email Account, a confirmation message will appear. Click Delete to remove the account.

Additional Documentation