31 questions in this topic
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24. How to set up an e-mail account in cPanel?
You can set up an e-mail box in the domain in cPanel assigned to the appropriate hosting account.
First, log in to the Hostilla client panel:
https://hostilla.pl/Customer/Default.aspx
Then go to the appropriate hosting service and open cPanel. In cPanel, find the mail section, usually called Email Accounts or Email Accounts.
When creating a mailbox, select a domain, enter the account name, e.g.biurokontaktfaktury, and set a strong password. The full mailbox address will be e.g.biuro@twojadomena.pl
It is worth immediately setting a limit on the capacity of the box in accordance with the user's needs. If the mailbox is to be used in Outlook, Thunderbird, Apple Mail, eM Client or a telephone, after creating the account, configure the email program via IMAP/SMTP, preferably with SSL/TLS encryption.
After creating the mailbox, you can check whether your mail is working via webmail:
https://twojadomena.pl/webmail
Use the full email address and password of this box to log in.
25. How to delete an e-mail box?
You can delete an e-mail box in cPanel in the e-mail accounts section. First, make sure you're working on the right hosting account and the right domain.
Before deleting your mailbox, check it for important messages. Deleting an email account may delete the contents of the mailbox from the server, so if you want to keep the mail, make a copy first or move the messages via IMAP to another mailbox or email program.
Once you delete the mailbox, the address will stop receiving mail unless you set an alias, forwarding, or re-create the account for it. Also check the user's email clients and phones as they will continue to try to log in to a non-existent mailbox which may cause errors and sometimes CSF/LFD locks after multiple failed attempts.
If you deleted the mailbox accidentally, contact support as soon as possible. In the request, please provide the mailbox address, domain and approximate time of deletion so that we can check the available options for restoring from a backup copy.
26. How to change your email password?
You can change your e-mail password in cPanel, in the e-mail accounts section. Go to the cPanel of the appropriate hosting account, find the mailbox, e.g.biuro@twojadomena.pl, and select the option to change your password.
The new password should be strong and different from the password for your client panel, cPanel, FTP, WordPress or other services. The e-mail box is often used to reset access, so its password is especially important.
After changing your password, update it in all places where the mailbox is used:
- Outlook,
- Thunderbird,
- Apple Mail,
- eM Client,
- phone,
- tablet,
- scanner, printer or CRM system,
- a contact form or WordPress sending mail via SMTP.
If an old password is left somewhere, the device or application may repeatedly try to log in with incorrect data. This may cause access from a given IP address to be blocked by CSF/LFD security mechanisms.
After changing your password, it is worth logging in to webmail and checking whether the new password works correctly.
27. How to change your mailbox password without logging in to webmail?
You don't need to know your current webmail password to change your mailbox password if you have administrative access to cPanel for a given hosting account.
Log in to cPanel, go to the email accounts section and find the correct mailbox, e.g.biuro@twojadomena.pl. At this box, select the change password option and set a new password.
This solution is useful when a user has forgotten their password, left the company, or you need to quickly secure the account after suspecting access has been compromised.
Once you change your password, remember that your old password saved in Outlook, Thunderbird, Apple Mail, phone, CRM, printer, or WordPress will no longer work. Update the configuration on all devices and applications to avoid incorrect logins and possible CSF/LFD blocks.
If you do not have access to cPanel, ask the administrator of the hosting service or contact support from an authorized e-mail address.
28. What does exceeding the box quota mean?
Exceeding the quota means that the e-mail box has used up the allocated space limit. New messages may then be returned to the senders or not sent to the inbox until space becomes available or the limit is increased.
In cPanel, check your inbox usage, delete large messages, empty your Trash and SpamBox, or increase your email account limit. Remember that email takes up space as part of the entire hosting package, so multiple large mailboxes can also fill up your hosting account.
29. What does Maildir over quota mean?
AnnouncementMaildir over quotameans that the mail system cannot save new messages because the mailbox has exceeded the space limit. This is not a password or email program error, but a problem with the mailbox capacity.
First, delete unnecessary messages via webmail or IMAP, empty your Trash and SpamBox, and then test your mail reception again. If the mailbox needs to store more correspondence, increase its limit in cPanel or consider a larger package.
30. How to clear a full mailbox?
The safest way to clear a full mailbox is via webmail or an IMAP-based e-mail program. Delete the largest messages and old attachments, then empty your Trash and SpamBox folder, because simply moving messages to the Trash usually doesn't free up space.
If your messages are archived, make a copy first or move the mail to a local archive. After cleaning, check in cPanel whether the inbox usage has actually decreased.
31. How to archive old mail?
Old mail can be archived locally in your email program, transferred via IMAP to a separate archive box, or exported from your email program to a file. First make sure the backup is complete and then delete messages from the server.
In companies, it is worth establishing an archiving policy: which boxes we keep for a long time, which ones we clean periodically and who is responsible for restoring messages from the backup copy.
32. How to recover deleted messages?
After deleting messages, first check your Trash, archive and SpamBox folders. If the message was deleted in the program after IMAP, the deletion could also be synchronized with the server.
If the message is not in webmail or your email program, report the matter to support as soon as possible. Provide the mailbox address, domain, approximate time of deletion and scope of messages to be restored.
33. How to restore email from a backup?
Restoring e-mail from a backup depends on the available backup point and the scope of data. In the request, provide the exact mailbox address, domain, approximate time from which the mail is to be restored, and whether it is the entire mailbox, a specific folder or individual messages.
Do not make many changes to the mailbox before contacting support, because new operations may make it difficult to restore the correct state.
34. How to transfer mail via IMAP?
It is best to migrate email via IMAP, because IMAP moves folders and messages stored on the server. First, create mailboxes on Hostilla, set passwords and check webmail login.
Only after preparing the mailboxes, transfer the messages using IMAP or an e-mail program configured for both old and new e-mail. Switch MX records last to reduce the risk of losing messages during migration.
35. How to transfer email from another operator?
It is best to migrate email via IMAP, because IMAP moves folders and messages stored on the server. First, create mailboxes on Hostilla, set passwords and check webmail login.
Only after preparing the mailboxes, transfer the messages using IMAP or an e-mail program configured for both old and new e-mail. Switch MX records last to reduce the risk of losing messages during migration.
36. How to migrate mail without losing messages?
It is best to migrate email via IMAP, because IMAP moves folders and messages stored on the server. First, create mailboxes on Hostilla, set passwords and check webmail login.
Only after preparing the mailboxes, transfer the messages using IMAP or an e-mail program configured for both old and new e-mail. Switch MX records last to reduce the risk of losing messages during migration.
37. How do email aliases work?
An email alias is an additional address that directs messages to an existing mailbox or group of recipients. An alias does not have to have its own mailbox or a separate password, because it is not an email account itself.
Alias is good for type addresseskontakt@biuro@orfaktury@, when mail is to be sent to a specific person or team. If the user is to log in to e-mail, the full e-mail box is needed, not just an alias.
38. How does catch-all work and when not to use it?
Catch-all receives messages sent to non-existent addresses in the domain. It can be convenient when you want to catch typos, but it often increases the amount of spam significantly.
In most companies, it is better to create specific mailboxes, aliases and redirects than to enable catch-all for the entire domain. Catch-all should only be used consciously and regularly monitor the amount of received mail.
39. How do mail redirections work?
Mail forwarding sends messages from one address to another address. It can be used, for example, for a person replacing an employee or when reorganizing boxes.
When redirecting to external systems, you need to be careful about SPF/DMARC and email reputation, because automatic forwarding of spam may worsen deliverability. If the address is to be used for long-term business purposes, an alias or a separate mailbox is often better.
40. Can I set up remote mail forwarding?
Mail forwarding sends messages from one address to another address. It can be used, for example, for a person replacing an employee or when reorganizing boxes.
When redirecting to external systems, you need to be careful about SPF/DMARC and email reputation, because automatic forwarding of spam may worsen deliverability. If the address is to be used for long-term business purposes, an alias or a separate mailbox is often better.
41. How to create a mailing list?
A mailing list is created to send messages to a group of recipients at one address. In cPanel or email tools, check whether a mailing list function is available for your hosting or whether it is better to use an alias/redirect group.
For mass newsletters, do not use a regular company list without consent and reputation checks. For marketing mailings, a dedicated mailing system correctly authenticated with SPF/DKIM/DMARC records is better.
42. How does aliasing with a plus sign work, e.g. user+tag@domain.pl?
Aliasing with a plus allows you to use addresses in the formuser+tag@domena.pl, which go to the mailboxuser@domena.pl. The tag helps filter email, e.g. distinguish between registrations on different websites.
The availability of this feature depends on the configuration of your email system.
43. How to enable automatic address book in webmail?
The automatic address book in webmail saves the addresses of people you send messages to or correspond with. In Roundcube, check your contact settings and address autofill preferences.
If the contacts are not visible after email migration, they must be transferred separately, e.g. via CSV or vCard export/import. Messages alone transferred via IMAP do not always transfer the address book.
44. How to import contacts to webmail?
Contacts in webmail are most often imported or exported in CSV or vCard format. In Roundcube, go to your address book, select import or export and check whether fields such as name, surname and email address are recognized correctly.
When migrating from another system, transfer messages and contacts as two separate items. If the import fails, please provide support with the file format and name of the system from which the export comes.
45. How to export contacts from webmail?
Contacts in webmail are most often imported or exported in CSV or vCard format. In Roundcube, go to your address book, select import or export and check whether fields such as name, surname and email address are recognized correctly.
When migrating from another system, transfer messages and contacts as two separate items. If the import fails, please provide support with the file format and name of the system from which the export comes.
46. How do I create an identity/sender in Roundcube?
An identity in Roundcube determines how recipients see the sender of the message: name, email address, signature, and possible reply address. You will set it in your webmail preferences, usually in the Identities section.
Make sure that a real address in your domain or a correct alias is entered as the sender. For better deliverability, the domain should have correct SPF, DKIM and DMARC.
47. How to set a signature in webmail?
You can set your webmail signature in the preferences of Roundcube or another webmail interface. You can use a text or HTML signature, e.g. with name, position, telephone number and a link to the company website.
After changing your signature, send a test message and check if the signature looks correct on your computer and phone. Avoid very large images in your signature because they increase the size of the message and may worsen the anti-spam rating.
48. How does the Spam/SpamBox folder work?
For the topic "how does the Spam/SpamBox folder work", first check the setting in the settings of your specific mailbox and mail domain.
SpamBox and daily reports help you see which messages have been considered spam, retained or rated as suspicious. If messages are missing, first check your Spam/SpamBox folder and the report for the day.
Report false positives with full details: mailbox address, sender, recipient, subject, time and message headers, if available. If spam passed, please provide a sample message with headers so that the filter rules can be improved.
49. How do daily mail reports work?
For the topic "how daily mail reports work", first check the setting in the settings of your specific mailbox and mail domain.
SpamBox and daily reports help you see which messages have been considered spam, retained or rated as suspicious. If messages are missing, first check your Spam/SpamBox folder and the report for the day.
Report false positives with full details: mailbox address, sender, recipient, subject, time and message headers, if available. If spam passed, please provide a sample message with headers so that the filter rules can be improved.
50. How can a customer check whether a message has been sent to SpamBox?
For the topic "how can the client check whether the message has been sent to SpamBox", first check the setting in the settings of a specific mailbox and mail domain.
SpamBox and daily reports help you see which messages have been considered spam, retained or rated as suspicious. If messages are missing, first check your Spam/SpamBox folder and the report for the day.
Report false positives with full details: mailbox address, sender, recipient, subject, time and message headers, if available. If spam passed, please provide a sample message with headers so that the filter rules can be improved.
51. How can a customer turn off a false positive in antispam?
For the topic "how to turn off false positives in anti-spam", first check the setting in the settings of a specific mailbox and e-mail domain.
SpamBox and daily reports help you see which messages have been considered spam, retained or rated as suspicious. If messages are missing, first check your Spam/SpamBox folder and the report for the day.
Report false positives with full details: mailbox address, sender, recipient, subject, time and message headers, if available. If spam passed, please provide a sample message with headers so that the filter rules can be improved.
52. How can a customer report spam they have received?
For the topic "how should a customer report spam that has come through", first check the setting in the settings of a specific mailbox and mail domain.
SpamBox and daily reports help you see which messages have been considered spam, retained or rated as suspicious. If messages are missing, first check your Spam/SpamBox folder and the report for the day.
Report false positives with full details: mailbox address, sender, recipient, subject, time and message headers, if available. If spam passed, please provide a sample message with headers so that the filter rules can be improved.
53. How to check if email works in webmail before checking the email program?
Webmail is the best first test because it bypasses Outlook, your phone, and your local antivirus. If you can log in to webmail, send a message and receive a reply, the server and the mailbox password usually work correctly.
If the problem only occurs in your email program, check your IMAP/POP3/SMTP configuration, ports, encryption, SMTP authentication, and saved password. Repeated incorrect attempts may cause CSF/LFD blockage.
54. What data should I provide when reporting a postal problem?
When reporting an email problem, please provide the mailbox address, domain, email program, IMAP/POP3/SMTP connection type, time of the problem, your IP address and the exact error message. If there is a delivery problem, please provide the sender, recipient, subject and full SMTP stanza or headers.
Do not send the password in the body of the report. If support needs a test, they will ask for a secure method of verification or suggest changing the password after the diagnosis is completed.