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Webmail Access (Internal)

Overview​

Our webmail interface is powered by SmarterMail. Clients can access their email from any browser without configuring an email client.

Client Access Instructions​

Accessing Webmail​

Step 1: Navigate to Webmail

  • URL: https://mail.alfieweb.com
  • Works on any device with a web browser

Step 2: Login

  • Username: Full email address (e.g., user@clientdomain.com)
  • Password: Password provided in setup email

Webmail Login Screen

Entering Login Details

Step 3: Access Inbox

  • After login, client sees their inbox
  • Can send/receive emails
  • Manage contacts and calendar
  • Configure spam settings
  • Create folders/labels

Webmail Inbox

For Team: Webmail Support​

Common Client Questions​

Q: "How do I access my email?" Provide:

  • URL: https://mail.alfieweb.com
  • Username: Their full email address
  • Password: From welcome email
  • Link to this guide

Q: "Can I access email on my phone?" Yes, two options:

  1. Use mobile browser to access webmail
  2. Configure native email app (see mailbox creation guide)

Q: "I forgot my password" Team action:

  1. Login to SmarterMail admin
  2. Reset password for their mailbox
  3. Send new password via portal ticket

Webmail Features Clients Can Use​

Email Management:

  • Send and receive emails
  • Attach files (up to 50MB per attachment)
  • Create folders for organization
  • Set up email filters/rules
  • Mark emails as read/unread/flagged

Contacts:

  • Create and manage contacts
  • Import contacts from file
  • Organize into groups
  • Sync with email clients

Calendar:

  • Create events and reminders
  • Share calendars
  • Subscribe to external calendars
  • Set up recurring events

Spam Management:

  • Mark emails as spam/not spam
  • Configure spam filter sensitivity
  • Whitelist/blacklist senders

Settings:

  • Change password
  • Set up vacation/auto-reply
  • Configure email signature
  • Set up email forwarding

Troubleshooting​

Client Can't Login​

Check:

  1. Using correct URL (https://mail.alfieweb.com)
  2. Using full email address as username (not just username)
  3. Password is correct
  4. Mailbox is active in SmarterMail admin
  5. Browser cookies enabled
  6. Not using outdated cached credentials

Solution:

  • Verify credentials in SmarterMail admin
  • Reset password if needed
  • Clear browser cache/cookies
  • Try incognito/private browsing

Login Shows "Authentication Failed"​

Causes:

  • Wrong password
  • Mailbox suspended/inactive
  • Account locked (too many failed attempts)

Solution:

  1. Verify mailbox is "Active" in SmarterMail
  2. Reset password via admin panel
  3. Check for IP blocks in SmarterMail logs

Webmail Loading Slowly​

Causes:

  • Large mailbox (thousands of emails)
  • Client's internet connection
  • Server load

Solution:

  • Advise client to archive old emails
  • Empty trash folder
  • Check server resources
  • Suggest using IMAP client for large mailboxes

Can't Send Emails​

Check:

  • Mailbox has sending permissions enabled
  • Not over quota
  • Not hitting rate limits
  • Attachment size under limit (50MB)
  • Check SmarterMail logs for errors

Common Issues:

  • Over daily send limit (default 500/day)
  • Mailbox suspended
  • Attachment too large
  • Spam score too high

Can't Receive Emails​

Check:

  1. MX records configured correctly (see DNS guide)
  2. Mailbox not over quota
  3. Sender not blacklisted
  4. Check spam folder
  5. Verify in SmarterMail mail logs

Test Receiving:

  • Send test email from Gmail/Outlook
  • Check if it appears in webmail
  • If not, check logs in SmarterMail admin

"Mailbox Full" Error​

Solution:

  1. Check quota in SmarterMail admin panel
  2. Options:
    • Increase quota (if plan allows)
    • Ask client to delete emails and empty trash
    • Archive old emails

Emails Going to Spam​

For senders:

  • Verify SPF, DKIM, DMARC records configured (see DNS guide)
  • Check spam score in SmarterMail logs
  • Avoid spam trigger words in subject/body
  • Ensure valid "From" address

For receivers:

  • Check spam folder
  • Mark as "Not Spam" to whitelist sender
  • Add sender to contacts

Advanced Features​

Setting Up Vacation/Auto-Reply​

Guide clients:

  1. Login to webmail
  2. Click settings (gear icon)
  3. Select "Filters"
  4. Create vacation auto-response
  5. Set active dates
  6. Compose message
  7. Save

Creating Email Filters​

  1. Settings → Filters
  2. Click "Create Filter"
  3. Set conditions (from, subject, etc.)
  4. Set action (move to folder, mark as read, forward, etc.)
  5. Save

Example: Move all emails from "newsletter@example.com" to "Newsletters" folder

Changing Password via Webmail​

Clients can change their own password:

  1. Login to webmail
  2. Settings → Password
  3. Enter current password
  4. Enter new password (twice)
  5. Save

Email Signatures​

  1. Settings → Identities
  2. Select email identity
  3. Enter signature in HTML or plain text
  4. Save
  5. Choose when to include (new emails, replies, all)

Mobile Access​

Accessing Webmail on Mobile​

  • Works in any mobile browser
  • Responsive design adapts to screen size
  • URL: https://mail.alfieweb.com
  • Save to home screen for app-like experience

Native Email App Setup​

If clients prefer native app, see Creating Mailboxes guide for IMAP/SMTP settings.

Security Best Practices​

For Team to Advise Clients:

  • Use strong, unique password
  • Enable 2FA if available
  • Don't share passwords
  • Log out on shared computers
  • Be wary of phishing emails
  • Verify sender before clicking links
  • Don't open suspicious attachments

Admin Access​

For Team: SmarterMail Admin Panel​

Admin URL: https://mail.alfieweb.com/admin

From here you can:

  • Create/manage mailboxes
  • View mail logs
  • Check system status
  • Manage domains
  • Configure spam settings
  • View quotas and usage
  • Check mail queue

Quick Reference​

Client IssueTeam Solution
Can't loginVerify credentials, reset password
Forgot passwordReset via SmarterMail admin
Can't sendCheck quota, SMTP enabled, rate limits
Can't receiveVerify DNS, check quota, check logs
Emails in spamCheck SPF/DKIM/DMARC, whitelist sender
Slow webmailClear mailbox, archive old emails
Need to change passwordGuide to Settings → Password

Support Resources:

  • Send clients to this documentation
  • Use portal tickets for password resets
  • Check SmarterMail logs for delivery issues
  • Test with mail-tester.com for spam score