Introduction to Email Account Management in cPanel
Email, an abbreviation for electronic mail, is a fundamental communication tool, allowing users to send digital messages across devices. While the fundamental concept of sending an email from one point to another might seem straightforward, the underlying service is remarkably intricate. It involves complex procedures for both outgoing and incoming messages, encompassing various protocols and server interactions that ensure seamless delivery. Understanding the full technical depth of these processes would require a dedicated discussion.
For the purpose of this guide, our focus will be on the practical aspect of managing your email accounts directly within the cPanel interface. An email account serves as the essential sender and receiver identity for these digital communications. It’s important to note that email accounts are not automatically provisioned; their creation requires a manual setup process involving specific user input.
Beyond initial creation, cPanel offers a robust suite of tools for comprehensive email account management. This includes crucial functionalities such as modifying passwords, configuring storage quotas, and implementing various restrictions tailored to individual account needs. These features empower you to maintain control and security over your digital correspondence.
This tutorial will guide you through the "Email Accounts" feature in cPanel, demonstrating how to effectively create, manage, and secure all email accounts associated with the domains hosted on your web hosting account.
Accessing the Email Accounts Feature in cPanel
To begin managing your email accounts, the first step is to log in to your cPanel service. If you require assistance with this initial login, please refer to our detailed guide: How to access the cPanel service.
Upon successfully logging into your cPanel dashboard, navigate to the "Email" section. Within this group, you will find the "Email Accounts" feature. Click on this option to proceed.
Clicking on "Email Accounts" will direct you to a dedicated page where you can oversee and manage all email accounts associated with your hosted domains.
Creating a New Email Account
The process of creating a new email account in cPanel is straightforward. To initiate this, locate and click the "Create" button, typically positioned on the right side of the "Email Accounts" page.
This action will navigate you to a new page where you'll configure essential settings for your new email account. Let's detail each configuration option:
Username
In this text field, enter the desired username for your email account. Remember to input only the portion of the username that comes before the "@" symbol. If your hosting account has a single domain, it will be automatically selected. However, if you manage multiple domains or subdomains, you'll have the option to choose the specific domain or subdomain for which the email account is being created.
Security Configuration
cPanel provides two methods for setting up the email account's security. You can either directly set a password using the provided field or, if preferred, cPanel can send an email containing a secure password configuration link, allowing you to set the password independently at a later time.
Password
Here, you will enter the password for your email account. For enhanced security, we highly recommend utilizing the "GENERATE" button. This feature automatically creates a strong, complex password, significantly increasing the security of your new email account.
Storage Space
This field allows you to define a disk space quota for the email account. It's crucial to be mindful of any limitations imposed by your specific hosting plan. For instance, Shared Web Hosting plans often have specific storage restrictions, which are detailed in the service's Terms of Use.
Automatically Create Folders for Plus Addressing
Plus Addressing is a feature that allows variations of an email address (e.g.,
[email protected]) to be delivered to the same inbox while also creating distinct folders based on the "plus" tag. For example, an email sent to[email protected]would be delivered to[email protected], and cPanel can automatically create a "documents" folder for such messages. Use these radio buttons to enable or disable this convenient organizational feature.Send Welcome Email with Mail Client Instructions
Checking this box will prompt cPanel to send a welcome email to the newly created account upon successful setup. This email will contain vital instructions and configuration details necessary for setting up the email account in various mail clients (e.g., Outlook, Thunderbird, mobile email apps).
Stay on this page after I click Create
By default, after creating an email account, cPanel will redirect you back to the main "Email Accounts" page. If you intend to create multiple accounts consecutively, check this box to remain on the creation page, streamlining your workflow.
Once all desired settings are configured, click the "Create" button at the bottom of the form to finalize the creation of your new email account. Please be aware that the exact appearance of this interface might slightly differ based on your cPanel version.
Upon successful creation, your new email account will be visible in the comprehensive list of email accounts displayed on the "Email Accounts" page.
Should the email account not appear in the list, or if you encounter any error messages (typically shown as notifications in the top-right corner), we recommend reviewing your entries for any discrepancies. If the issue persists, do not hesitate to contact our Technical Support Team for prompt investigation and resolution.
Deleting an Existing Email Account
Removing an email account is a straightforward process within cPanel. From the "Email Accounts" page, you will see a well-organized table listing all your current email accounts.
To delete an account, simply locate the specific email address in the table. To the right of the account, click on the small blue chevron or "Manage" button, which will reveal additional options, including the "DELETE" button. Click this button to proceed.
Important: Be aware that deleting an email account is a permanent action that will irrevocably remove all associated emails and data stored within that account. While our complimentary backup services may offer recovery options, it is highly recommended to download and save any critical emails or data locally before proceeding with deletion to ensure no information is lost.
Upon successful deletion, cPanel will display a confirmation status message, typically in the upper-right corner of the page, indicating that the account has been removed.
Managing Existing Email Accounts
After creating or deleting email accounts, it's essential to understand the comprehensive management options available. The "Email Accounts" page prominently displays a table view, providing a quick overview of all your existing email accounts.
Each row in this table represents a unique email account, presenting various details and actionable options:
Account @ Domain
This column displays the full email address along with its associated domain name. You have the flexibility to sort the table based on either the email account username or the domain name for easier navigation.
Restrictions
This column indicates the current operational status of the email account, detailing whether it can send or receive emails, and other potential limitations. We will delve into specific restriction options later in this tutorial.
Storage: Used/Allocated/%
Provides a clear summary of the storage space consumed by the email account, the total allocated storage, and the percentage used. This information is crucial for monitoring usage and can be sorted to identify accounts nearing their quota limits.
Check Email
Clicking this option allows you to access the email account directly via a webmail client, such as Roundcube. This web-based interface, provided free with our services, enables you to manage your emails without needing a local mail client.
Manage
This button directs you to a dedicated management page for the selected email account, offering a suite of advanced configurations and settings.
Connect Devices
This feature provides detailed instructions and server settings necessary to configure the email account on various devices, including mobile phones, laptops, and tablets, using popular mail clients.
With an understanding of the main "Email Accounts" page, let's explore the in-depth "Manage" functionality. To access this, simply select an email account from the list and click its corresponding "MANAGE" button.
Clicking "MANAGE" opens a comprehensive page dedicated to the chosen email account, where you can fine-tune various settings.
Individual Account Management Options
At the top of the individual account management page, you'll find a summary of the email account and a direct link to "Check Email." As previously noted, this link will take you to a webmail client like Roundcube, enabling full email management directly from your web browser, mirroring the capabilities of a desktop email client.
Security Settings
The "SECURITY" section allows you to change the password for the selected email account. You can manually enter a new password or use the "GENERATE" button to create a strong, automatically generated password, significantly enhancing the account's security.
If your primary goal on this page is to update the password, scroll to the bottom and click the "UPDATE EMAIL SETTINGS" button to save your changes. However, for a full understanding of all available features, continue reading.
Storage Configuration
Under the "STORAGE" section, you can adjust the disk space quota allocated to this specific email account. It is crucial to remember that setting a quota above the limits stipulated for your Shared Hosting Servers could lead to account suspension due to service violations. Always adhere to your hosting plan's specified limits.
Email Restrictions
The "RESTRICTIONS" section provides powerful tools to control the behavior of your email account with the following options:
- Receiving Incoming Mail: This option allows you to disable the reception of all incoming messages. This can be particularly useful for managing an email account's disk space, preventing it from exceeding its allocated quota.
- Sending Outgoing Email: By enabling this restriction, you can prevent any outgoing messages from being sent from the email account. This is an invaluable security measure, especially if an email account's password has been compromised and unauthorized emails are being sent.
- Logging In: This action disallows any login attempts to the email account. It's a useful feature for temporarily or permanently disabling access to an account while keeping its data intact.
Plus Addressing Configuration
The "PLUS ADDRESSING" section allows you to configure how cPanel handles email addresses that include a "+" sign (e.g., [email protected]). As explained earlier, this feature enables the automatic creation of sub-folders based on the text following the plus sign, aiding in email organization.
After making any desired adjustments to these settings, ensure you click the "UPDATE MAIN SETTINGS" button at the bottom of the page to save your configurations.
cPanel will then redirect you back to the main "Email Accounts" page, providing a notification of whether your changes were successfully applied.
Finally, the "Manage Email Account" page also offers an alternative method for deleting an email account. Should you prefer this approach over the one described earlier, simply click the "DELETE EMAIL ACCOUNT" button. A confirmation prompt will appear; clicking "DELETE" again will permanently remove the email account and all its associated data.
Conclusion
This guide has provided a comprehensive overview of the "Email Accounts" feature within cPanel, equipping you with the knowledge to effectively create, delete, and manage your email accounts. From initial setup to advanced restrictions and storage configurations, cPanel offers robust tools to maintain control over your digital communications.
We trust that this tutorial has clarified the various functionalities and options available. However, if you find yourself needing further assistance, have specific questions, or encounter any challenges in achieving your email management goals, please do not hesitate to reach out. Our dedicated Technical Support Team is readily available to provide expert guidance and support. You can easily contact them by submitting a ticket through your Client Area, and they will be delighted to assist you.
