Client area
Web Hosting•December 10, 2025• 20 views

Manage emails on cPanel

Manage emails on cPanel

Email Management on cPanel

Manage your professional email addresses directly from your OuiHeberg hosting. This guide covers account creation, email client setup, forwarding, and anti-spam protection.

📬 Create an Email Account

Access email management

  1. Log in to your cPanel
  2. In the Email section, click on Email Accounts

Email Accounts cPanel

Create a new address

  1. Click on the + Create button

Create Email Button

  1. Set up your account:
Field Description
Domain Select the domain (if multiple)
Username Part before the @ (e.g., contact)
Password Minimum 8 characters with uppercase, numbers, and symbols
Storage Quota Allocated disk space (unlimited or value in MB)

Email Creation Form

  1. Click on + Create to finalize

⚠️ Restriction: The username "cpanel" is reserved and cannot be used.

Password Options

Two available methods:

  • Set immediately: Enter the password during creation
  • Alternate email: System sends a configuration link to another address

🌐 Access Webmail

Access methods

Multiple ways to access your emails via the browser:

Method URL
Secure Port https://yourdomain.com:2096
Subfolder https://yourdomain.com/webmail
Subdomain http://webmail.yourdomain.com
From cPanel "Check Email" button next to the account

Check Email Button

Roundcube Interface

Roundcube is the default webmail client, offering:

  • Modern and responsive interface
  • Folder management (Inbox, Sent, Drafts, Trash, Spam)
  • Integrated address book
  • Advanced message search
  • Customizable message filters

Roundcube Interface

Set Roundcube as default

To directly access Roundcube without going through the selection page:

  1. In cPanel, go to Email Accounts
  2. Click on Check Email next to the relevant account
  3. Check Open my inbox when I log in
  4. Select Roundcube
  5. Click Open

💻 Configure an Email Client

Connection settings

Use this information to configure any email client:

Incoming Server (Reception)

Protocol Server SSL/TLS Port Non-secure Port
IMAP mail.yourdomain.com 993 143
POP3 mail.yourdomain.com 995 110

Outgoing Server (Sending)

Protocol Server SSL Port TLS Port
SMTP mail.yourdomain.com 465 587

Credentials

Field Value
Username Full email address (e.g., [email protected])
Password Email account password
Authentication Normal password

💡 IMAP vs POP3: IMAP syncs emails across all your devices. POP3 downloads emails locally and deletes them from the server (by default).

Configuration on iPhone / iPad

  1. Go to Settings → Mail → Accounts → Add Account
  2. Select Other → Add Mail Account
  3. Enter your information:
    • Name: Your name (displayed to recipients)
    • Email: [email protected]
    • Password: Your email password
    • Description: Account name (for you)
  4. Select IMAP
  5. Set up servers:
    • Incoming Mail Server: mail.yourdomain.com
    • Outgoing Mail Server: mail.yourdomain.com
  6. Enable SSL and use ports 993 (IMAP) and 465 (SMTP)

Configuration on Android

  1. Open the Email or Gmail app
  2. Go to Settings → Add Account → Other
  3. Enter your email address and password
  4. Select IMAP or POP3
  5. Set up servers with the above settings
  6. Enable SSL/TLS for security

Configuration on Outlook

  1. Open Outlook → File → Add Account
  2. Enter your email address → Connect
  3. If automatic setup fails, choose Manual Setup
  4. Select IMAP or POP
  5. Enter server settings:
    • Incoming Server: mail.yourdomain.com, Port 993, SSL
    • Outgoing Server: mail.yourdomain.com, Port 465, SSL
  6. Enter your password and complete the setup

Configuration on Thunderbird

  1. Go to File → New → Existing Mail Account
  2. Enter your name, email address, and password
  3. Click Continue - Thunderbird attempts automatic detection
  4. If needed, click Manual Configuration:
    • Protocol: IMAP
    • Incoming Server: mail.yourdomain.com, Port 993, SSL/TLS
    • Outgoing Server: mail.yourdomain.com, Port 465, SSL/TLS
    • Authentication: Normal password
  5. Click Done

🔄 Forwarding and Transfers

Create an email transfer (Forwarder)

Redirect emails from one address to another:

  1. In cPanel, go to Email → Forwarders
  2. Click on Add Forwarder
  3. Set up:
    • Address to Forward: source address (part before @)
    • Domain: select the domain
    • Destination: choose the action

Destination options

Option Description
Forward to Email Address Forward to another address
Discard and send error Reject with error message
Discard Silently delete
Pipe to a Program Send to a script

Full domain transfer

To redirect all emails from one domain to another:

  1. In Forwarders, click on Add Domain Forwarder
  2. Select the source domain
  3. Enter the destination domain

📌 Example: All emails @olddomain.com will be redirected to @newdomain.com

📥 Catch-All Address (Default Address)

The default address captures all emails sent to non-existent addresses on your domain.

Configure the Catch-All

  1. In cPanel, go to Email → Default Address
  2. Select the relevant domain
  3. Choose an option:
Option Description Recommendation
Discard with error Reject with notification ✅ Recommended
Forward to Forward to an address ⚠️ Spam risk
Discard Silently delete ⚠️ Lost emails
Pipe to program Send to a script Advanced

⚠️ Watch out for spam: Enabling a catch-all can attract a lot of spam. Prefer the "Discard with error" option.

📤 Autoresponders

Set up automatic responses for absences or confirmations.

Create an autoresponder

  1. In cPanel, go to Email → Autoresponders
  2. Click on Add Autoresponder
  3. Set up:
Field Description
Character Set UTF-8 (recommended for accents)
Interval Delay between responses to the same sender (hours)
Email Concerned address
From Sender's name
Subject Automatic message subject
Body Message body (text or HTML)
Start/Stop Start and end dates (optional)

Example of absence message

Hello,

Thank you for your message. I am currently out of the office 
and will not be able to respond until [DATE].

For urgent matters, please contact [ALTERNATE EMAIL].

Best regards,
[Your name]

🔍 Message Filters

Create rules to automatically sort your emails.

Create a filter

  1. In cPanel, go to Email → Email Filters
  2. Click on Manage Filters next to the account
  3. Click on Create a New Filter
  4. Set up the filter:

Available conditions

Field Operators
From (Sender) equals, contains, begins with, ends with, matches regex
To (Recipient) equals, contains, begins with, ends with, matches regex
Subject equals, contains, begins with, ends with, matches regex
Body (Body) contains, matches regex
Spam Status begins with (Yes/No)
Header any header, contains, matches

Available actions

Action Description
Discard Message Delete the message
Redirect to email Forward to an address
Fail with message Reject with error message
Stop Processing Rules Stop other filters
Deliver to folder Move to a folder
Pipe to a program Send to a script
1-2 Very aggressive (risk of false positives)
3-4 Aggressive
5 Balanced (by default)
6-7 Permissive
8-10 Very permissive

Additional Options

Option Description
Auto-Delete Spam Delete spam automatically (⚠️ risky)
Move Spam to Folder Move to Spam folder
Add Spam Header Add a header for identification

Whitelists and Blacklists

Manage allowed or blocked senders:

  1. In Spam Filters, click on Show Additional Configurations
  2. Access Edit Spam Whitelist Settings or Edit Spam Blacklist Settings

Entry Formats

# Block a specific sender
[email protected]

# Block an entire domain
*@spamdomain.com

# Block by pattern
spam*@*.com

✅ Email Authentication (Deliverability)

Improve email deliverability by configuring authentication.

Check Deliverability

  1. In cPanel, go to Email → Email Deliverability
  2. Check the status of each domain:
    • ✅ Valid: Everything is configured correctly
    • ⚠️ Problems Exist: Corrections are needed

SPF (Sender Policy Framework)

SPF indicates which servers are allowed to send emails for your domain.

Automatically Repair

If SPF is invalid, click on Repair or Install the suggested record.

Recommended SPF Record

v=spf1 +a +mx +ip4:YOUR_IP ~all
Element Meaning
+a Allow domain's IP
+mx Allow MX servers
+ip4: Allow specific IP
~all Softfail for others (recommended)
-all Hardfail - strict reject

DKIM (DomainKeys Identified Mail)

DKIM cryptographically signs your emails to prove their authenticity.

Enable DKIM

  1. In Email Deliverability, check DKIM status
  2. If disabled, click on Repair to generate the key
  3. The DNS TXT record is automatically created on default._domainkey.yourdomain.com

DMARC (Domain-based Message Authentication)

DMARC instructs recipient servers how to handle emails failing SPF/DKIM.

Recommended DMARC Record

Create a TXT record on _dmarc.yourdomain.com:

v=DMARC1; p=none; rua=mailto:[email protected]

DMARC Policies

Policy Action
p=none Monitoring only (recommended at the beginning)
p=quarantine Mark suspicious emails as spam
p=reject Reject suspicious emails

💡 Tips: Start with p=none for monitoring, then gradually move to quarantine and then reject.

📊 Disk Space Management

View Usage per Account

  1. In cPanel, go to Email → Email Disk Usage
  2. View the space used by each account and folder

Modify an Account's Quota

  1. In Email Accounts, click on Manage next to the account
  2. Modify Storage Space (or Allocated Storage)
  3. Set a value in MB or select Unlimited
  4. Click on Update Email Settings

Clean up Old Emails

  1. In Email Disk Usage, select an account
  2. Browse folders to identify the largest ones
  3. Use webmail to delete unnecessary messages
  4. Empty the Trash folder

🔧 Email Routing

Configure where emails from your domain are delivered.

Access Routing

  1. In cPanel, go to Email → Email Routing
  2. Select the domain to configure

Routing Options

Option Description Use Case
Automatically Detect Detection based on MX Default
Local Mail Exchanger Local delivery only Emails hosted at OuiHeberg
Backup Mail Exchanger Backup server Advanced setup
Remote Mail Exchanger External delivery Google Workspace, Office 365

Using an External Service (Google Workspace, Office 365)

To use an external email service:

  1. Change routing to Remote Mail Exchanger
  2. Modify MX records in Zone Editor:

Example for Google Workspace:

Priority Server
1 ASPMX.L.GOOGLE.COM
5 ALT1.ASPMX.L.GOOGLE.COM
5 ALT2.ASPMX.L.GOOGLE.COM
10 ALT3.ASPMX.L.GOOGLE.COM
10 ALT4.ASPMX.L.GOOGLE.COM

📋 Mailing Lists

Create lists to send emails to multiple recipients.

Create a Mailing List

  1. In cPanel, go to Email → Mailing Lists
  2. Click on Add Mailing List
  3. Configure:
    • List Name: list name (ex: newsletter)
    • Password: administrator password
    • Access: Public or Private

Manage Subscribers

  1. Click on Manage next to the list
  2. Use Membership Management to:
    • Add members (Mass Subscription)
    • Remove members (Mass Removal)
    • View the list of subscribers

Special List Addresses

Address Function
[email protected] Send to all members
[email protected] Contact the administrator
[email protected] Automated commands (subscribe, unsubscribe)
[email protected] Unsubscribe

📈 Delivery Tracking

Check if your emails have been successfully sent.

Access Logs

  1. In cPanel, go to Email → Track Delivery
  2. Use filters to search for:
    • By email address
    • By period
    • By status (Success, Deferred, Failed)

Interpret Results

Status Meaning
Success ✅ Email delivered successfully
In Progress 🔄 Sending in progress
Deferred ⏳ Temporarily delayed (automatic retry)
Failed ❌ Delivery failure
Rejected 🚫 Rejected by remote server

Common Error Codes

Code Meaning
550 Inexistent or blocked inbox
552 Recipient's quota exceeded
554 Message rejected (spam, policy)
421 Service temporarily unavailable

🔐 Email Account Security

Best Practices

  1. Strong Passwords: Minimum 12 characters with uppercase, lowercase, numbers, and symbols
  2. Regularly Change: Change passwords every 3-6 months
  3. Enable SPF/DKIM/DMARC: Protection against identity spoofing
  4. Enable SpamAssassin: Anti-spam filtering
  5. Monitor Logs: Regularly check Track Delivery

Change an Account's Password

  1. In Email Accounts, click on Manage next to the account
  2. In the Security section, enter the new password
  3. Click on Update Email Settings

💡 Tip: Use the built-in password generator to create a strong password.

❓ Troubleshooting

Connection Issues

Issue Solution
"Authentication failed" Check full email address and password
"Connection refused" Check server (mail.yourdomain.com) and port
"Certificate error" Enable SSL/TLS and check server name
Timeout Check your internet connection and firewall ports

Emails Not Received

  1. Check the Spam/Junk folder
  2. Monitor the mailbox quota (Email Disk Usage)
  3. Check Filters that may redirect messages
  4. Refer to Track Delivery for errors
  5. Verify Routing (should be Local or Automatically Detect)

Emails Not Sent

  1. Check SMTP configuration (server, port, SSL)
  2. Ensure SMTP authentication is enabled
  3. Verify SPF/DKIM with Email Deliverability
  4. Refer to Track Delivery for status
  5. Test with mail-tester.com for diagnostics

Emails Marked as Spam

  1. Configure SPF, DKIM, and DMARC correctly
  2. Avoid spam trigger words in the subject
  3. Maintain a good text/image ratio
  4. Avoid sending large attachments
  5. Use a consistent email address matching your domain

🛠️ Useful Tools

Tool Description Link
MXToolbox Check MX, SPF, DKIM, blacklists mxtoolbox.com
Mail-tester Email deliverability test mail-tester.com
DMARC Analyzer DMARC reports analysis dmarcanalyzer.com


Back to Documentation