Creating Email Mailboxes (Internal)

Overview

This guide covers how to create email mailboxes for clients using our SmarterMail platform.

For Team: Creating Mailboxes

Access SmarterMail Admin Panel

1. Login URL: https://mail.alfieweb.com/admin
2. Use admin credentials from password manager
3. Navigate to Manage → Domains → Select client's domain

Creating a New Mailbox

Step 1: Navigate to Mailboxes

1. In SmarterMail admin, go to Manage → Domains
2. Select the client's domain
3. Click "Users" tab
4. Click "New" button

Step 2: Enter Mailbox Details

Username: [desired email prefix]
Email Address: [will show as username@domain.com]
Password: [generate strong password]
First Name: [client's first name]
Last Name: [client's last name]
Mailbox Size Limit: [usually 5GB, adjust per plan]

Step 3: Configure Settings

• User Enabled: Check this box
• Protocol Access: Enable IMAP, POP, SMTP
• Spam Detection: Enabled
• Virus Scanning: Enabled

Step 4: Save

• Click "Save" to create the mailbox
• Mailbox is immediately active

Post-Creation Steps

1. Document credentials in password manager
2. Send to client via portal ticket (never plain email)
3. Provide webmail link: https://mail.alfieweb.com
4. Include setup guide link for email clients

Client-Facing Instructions

For Clients Setting Up Mailbox

Once mailbox is created, clients can access email via:

Webmail:

• URL: https://mail.alfieweb.com
• Login with full email address and password
• See webmail guide

Email Client (Outlook, Thunderbird, etc.):

Incoming Mail (IMAP):

Server: mail.alfieweb.com
Port: 993
Encryption: SSL/TLS
Username: [full email address]
Password: [provided password]

Outgoing Mail (SMTP):

Server: mail.alfieweb.com
Port: 587
Encryption: STARTTLS
Authentication: Required
Username: [full email address]
Password: [provided password]

Mobile Setup (iOS/Android):

• Type: IMAP
• Server: mail.alfieweb.com
• Use email and password provided
• Auto-configure usually works

Managing Existing Mailboxes

Reset Password

1. Login to SmarterMail admin
2. Navigate to Manage → Domains → Select domain
3. Click Users tab, find mailbox
4. Click edit icon
5. Enter new password under "Change Password"
6. Click "Save"
7. Send new password to client securely

Modify Quota

1. Edit mailbox in SmarterMail
2. Adjust "Mailbox Size Limit" field
3. Save changes

Delete Mailbox

warning

Deleting a mailbox permanently removes all emails. Backup first if needed!

1. Select mailbox in SmarterMail
2. Click delete icon
3. Confirm deletion

Suspend Mailbox (Temporary)

1. Edit mailbox
2. Uncheck "User Enabled"
3. Save - mailbox cannot send/receive until re-enabled

Common Issues

Client Can't Login to Webmail

Check:

• Mailbox is "User Enabled" in SmarterMail
• Using full email address as username
• Password is correct (reset if needed)
• Account not over quota

Emails Not Sending

Check:

• SMTP protocol access enabled in mailbox settings
• Client using correct SMTP server (mail.alfieweb.com:587)
• SMTP authentication enabled in client's email app
• Check spam score (SmarterMail logs)

Emails Not Receiving

Check:

• IMAP protocol access enabled
• DNS MX records correctly configured (see DNS guide)
• Mailbox not over quota
• Check Spam/Junk folder
• Verify in SmarterMail logs

Mailbox Over Quota

1. Check mailbox size in SmarterMail
2. Either:
   • Increase quota, OR
   • Ask client to delete emails/empty trash
3. Emails are rejected when over quota

Bulk Operations

Creating Multiple Mailboxes

For clients needing many mailboxes:

1. Plan structure (sales@, support@, info@, etc.)
2. Create in Mailcow one by one (or use API for bulk)
3. Document all credentials
4. Provide spreadsheet to client with:
   • Email address
   • Temporary password
   • Instructions to change password

Setting Up Aliases

If client wants one mailbox to receive email from multiple addresses:

1. In SmarterMail: Manage → Domains → Select domain
2. Click "Aliases" tab
3. Click "New"
4. Alias address: alias@domain.com
5. Deliver to: Select destination mailbox
6. Save

Example: sales@, contact@, and hello@ all forward to info@domain.com

Email Forwarding

Set Up Email Forwarding

1. Go to Users in SmarterMail
2. Edit the mailbox
3. Go to "Forwarding" settings
4. Add forwarding address
5. Options:
   • Keep local copy: Email stays in mailbox AND forwards
   • Forward only: Only forwards, doesn't store locally

Best Practices

• Use strong passwords (12+ characters)
• Set appropriate quotas (5GB standard, adjust per plan)
• Enable spam filtering for all mailboxes
• Document all credentials securely
• Advise clients to use IMAP (not POP3) to sync across devices
• Encourage clients to change default passwords
• Set up email aliases for common addresses (info@, support@)

Quick Reference

Task	Location in SmarterMail
Create mailbox	Manage → Domains → Users → New
Reset password	Manage → Domains → Users → Edit
Create alias	Manage → Domains → Aliases → New
Check quota usage	Manage → Domains → Users (shows usage)
View mail logs	Reports → Logs
Spam settings	Settings → Antispam