Managing Email Accounts in cPanel

Create and Manage Email Accounts

All Foxie Web Design hosting comes with a cPanel. The cPanel is software that helps manage your website and email hosting.

cPanel has it’s own documentation here, this Foxie tutorial shows you how to manage your email with cPanel.

The cPanel has many buttons, most Foxie customers will only need to know about the email section. The email section allows you to create new email accounts, and manage existing accounts, such as access the settings to connect your email account to software such as Outlook, Gmail, Mac Mail, etc. You can also change your email account password here, and check and send email using the built in email web browser.

When creating new email accounts, we recommend using a good Password Wallet to store your password in (we use and recommend this one). You can always change your password from within cPanel, but you can’t look up existing passwords, so it’s a good idea to have a safe place to store your passwords.

Use Webmail to send and receive emails

Use the inbuilt Webmail software to access your email account. You can access this directly from cPanel, or log in via one of two different shortcuts:

yourdomain.com/webmail
webmail.your domain.com
Where yourdomain.com is the name of your website.

Once you are logged in to your email account through Webmail you will be able to send and receive emails, as well as access other features such as Contacts, Folders, Signatures, CC, BCC, etc.

Getting locked out of cPanel

If you cannot see your website, chances are you have been blocked by the inbuilt firewall protection, which means you are also locked out of your cPanel and email server.

Contact your web host provider on 0409818316 to get unblocked.

This happens when you have the wrong email settings in your email client, you’ll need to check all the settings as per instructions 3 above.

Use an email client to send and receive emails

The other way to use your email account is to connect it to a 3rd party email client, such as Outlook, Mac Mail, Gmail, etc.

You need to add the correct settings to your email client to connect your email account.
We recommend to use IMAP settings, although with IMAP all your email is left on the Email Server, and if not deleted can fill up and your email will stop working if you reach storage capacity (more on this below).

The cPanel and Webmail also have automatic install options that night be easier for you.

We are always available to help you if you get stuck.

Use the inbuilt Webmail software to access your email account. You can access this directly from cPanel, or log in via one of two different shortcuts:

yourdomain.com/webmail
webmail.your domain.com
Where yourdomain.com is the name of your website.

This video shows you how to manage email accounts in cPanel, and how to add that cPanel account to Gmail.

Once you are logged in to your email account through Webmail you will be able to send and receive emails, as well as access other features. If you want to check your email outside of Webmail, there are a ton of different devices (phones, tablets, laptops, etc) and native applications (like Mail on MacOS and iOS) and third party applications (Thunderbird, Outlook, Mailbird, Claws, Opera Mail, etc.).

Use “Email Instructions” inside of Webmail to send yourself instructions to configure your email account for any of the options above. The email contains instructions and also has a mobile configuration file attached to it. Open that mobile config file on your mobile device and 95% of the work is done for you already. All you have to do is confirm the settings and enter your password. The account is set up for you!

Beware of email scams

When you have a publicly known email address, it opens you up to be a target for spam and scam emails.

Ways to avoid this are;

Only tell your email to people you trust, don’t display your email address on your website, instead use a contact form.
Don’t sign up or subscribe to too many email lists unless you really trust the website, or create an email address for signing up to random lists.
Be aware of common email scams such as phishing, watch this video to find out more.

Managing space on your system

Your cPanel account shows how much available space you have, it’s recommended to have at least 30% space spare and available.
If you need to increase your space allocation please contact us, otherwise you will need to manage your space by deleting emails.

For example, say you are on a 5GB Hosting plan, and say you created 3 email accounts and you have assigned a “Unlimited” disk quota for each of these accounts. If the total space of all the email accounts has hit the 5GB storage mark, new messages to that email account will be bounced, AND new messages to all email accounts under the same domain name will also be affected.

Delete unnecessary emails, either using Webmail or your email client (IMAP only) you will be able to select multiple messages using the checkboxes and delete them at the same time.

Alternatively, you can use the Email Disk Usage feature, in your cPanel.
This feature allows you to view all of your mailboxes and quickly remove old emails or large messages.

Deleting or changing email accounts

Sometimes email accounts get too full, so you may want to do destroy it and start again. Please see tutorial 5 above and backup any messages you want to keep.

You may be getting too much spam, in which case you may want to create a new email name that isn’t on any spam lists.
It’s a good idea to write to all the people you want to stay in touch with on email and advise them of your new email address before you delete the old one, this gives your contacts a chance to add your new email address to their contacts list.
Before you delete your email account, make sure you have backed up all the messages that you want to keep.
Each email client has it’s own system of backing up,
(you can forward them to a different email address for temporary storage).