If you are using SecurePanel.US, your help files are here:

Email

Creating an Email Account

1. Log in to cPanel
2. Click "Email Accounts"
3. Click "Create"

The next screen is self explanatory. Type the bit of text you want before the "@". If you have more than one domain available, there will be a dropdown menu from which you pick the domain you want. Set a password. Click create. It's easy and fun!

Note: If you are already using a domain name for emails from a different service, the emails you set up here will not be able to receive email. Each domain name can use any email service you want, but only one service per domain name.

Webmail

Logging In: Managers can access any email account and all other management tools through cPanel. Employees can be given direct access to an individual email account, from which they will have access to nothing else. To log in to an individual email account, go to your domain name followed by "/webmail". As a backup, you can also go to https://brazzellmarketing.com/webmail to login to your webmail. For managers, logging in to webmail directly is also faster.

Accessing the Inbox: When you first log in to webmail, it won't look right. There's a ton of options and no inbox! To access your inbox, click "Roundcube" at the top left. You may want to first click a check mark into "Open my inbox when I log in." From then on, you will start with a view of the inbox.

Why Is Roundcube Separate from Webmail Home? cPanel does not have it's own, home-grown, email program. It's primarily server management software. The cPanel developers have pre-installed a third-party email program, Roundcube. cPanel mail is designed to work with the webmail program pre-installed to your cPanel (Roundcube) and/or any email program of your choosing, simultaneously. Therefore, some settings work better at the server level (a.k.a. Webmail Home), and some settings work better inside the individual email programs. You can use Webmail Home to access additional functions not available in Roundcube such as email software setup, autoresponders, forwarders, and managing disk usage.

Managing Memory/Storage/Disk Space.

Your Brazzell Marketing Agency hosting account comes with an unlimited number of free email accounts (and unlimited everything else) but a tightly capped memory limit. Therefore, to get the most out of the account and to make the experience enjoyable, memory should be managed. Note: you can always email us to increase your available memory for additional fees.

Bulk Deleting Emails

From Webmail Home, click Manage Disk Usage. For each folder, click Manage. Here you will have options to delete all emails past a certain time frame or over a certain size, with one click. You can also delete all emails with one click or all emails you have previously read.

Setting Email Memory Caps

Some accounts have memory caps set for each new email automatically. You can email us to have the email cap requirement removed. There is no extra charge for this.

Note that all assets in your cPanel share the same memory and therefore the same memory limit. If 20 email accounts add up to exceed the memory limit for the whole cPanel, several functions, including the ability to receive new emails will stop working. This remains true even if not one of those 20 email accounts exceeded its individual account limit. We recommend that you set a memory limit on each email account. From cPanel this can be managed in Email Accounts. Click Manage for each email account. We recommend against letting any email account have a memory limit of infinity. Setting limits will let individual employees get notifications when they need to manage their memory. When an individual email account exceeds its allocated storage space, a limited-email account will stop working, but without disabling functions for all other employees. Ideally, the sum of all your email account memory limits will not exceed the total of memory allotted for your cPanel. However, this is not entirely necessary.

Do Not Store HR Documents in Webmail

You will not have adequate memory on this server if you are storing, for long-term use, scans of people's driver's licenses, social security cards, and other HR images. Instead, download documents to your computer or move them to a shared drive that is designed for document storage. Notice that Roundcube has two options for storing individual emails offline.

1. In the More menu, click Export to download the email as an email file type. To interact with that email file on your computer, you will need software on your computer that can work with email file types. Outlook.com is a common example. Thunderbird by Mozilla, is a good, free email program for desktop/laptop computers.
2. To save an email on your computer as a PDF, with an email selected, click the More menu at the top and then Print. In the print options box, under destination, click Save As PDF.

How to Backup Emails Before Deleting Them Off the Server

First, you will need to install software on your computer that can receive and view email files. The section on this page titled Getting Notifications . . ." addresses understanding and installing such software. A simple IMAP connection will do. From the software on your computer, select all the emails you want to backup. Select the top one, hold SHIFT, and select the bottom one. Right-click and select copy. Using Microsoft Windows Explorer (the program with the file folder icon), navigate to your preferred folder for backups. Right-click and select paste. Now you can go to this folder at any time and open an old email, reply to it, forward it, see the attachments, etc.

Skip the Trash Folder

SHIFT + DELETE: When you delete email, all software puts it in a trash folder instead of actually deleting it. It still takes up memory, and you must delete it again later to manage your memory. You can skip this work by pressing SHIFT + DELETE when deleting items. This completely deletes emails.

Memory-Friendly Sever Settings

If you are using Roundcube/webmail periodically, there are two server settings in Roundcube that can reduce the need to manually delete emails. These memory-friendly server settings are discussed in the Roundcube Preferences section on this page.

Getting Notifications on Your Phone or Computer

One of the problems with webmail software is that it is on your server, not your computer and not your phone. If you want to receive notifications of new email arrivals, on your phone or computer, you must install/use an app on your phone or computer. We recommend Microsoft Outlook for desktop on your computer. However, we do not recommend Outlook.com. That's a different service. For your desktop/laptop, we also recommend Thunderbird, which is free. Many iPhones come with email software already installed. Android devices have a host of free email software that can be downloaded from the Google Play store. Edison Mail works nicely.

Once you have software on your device for checking email, you must give that software access to your email account on your server. Note that most email software can check more than one email account for you. The email software will keep all the files and folders separated by email account. To connect your email server with the software on your computer/phone, there are two connection types: IMAP and POP.

• IMAP Connection: Fast and easy. IMAP connected devices try to keep the webmail and your software the same. Any change you make on your computer or phone, also changes what's on your server. For instance, if you delete an email in Outlook, that same email is also deleted on the server. This is nice for mobile workers who may use different devices and programs to access the mail. The other advantage of IMAP is the easy set up. Most programs handle IMAP connections similarly to Microsoft Outlook. In Outlook on desktop, click File >> Add Account >> enter a display name >> enter the email address >> enter the password >> click Next. Outlook churns for a second, and you’re done.
• POP connection: A POP connection acts separately from the server. With a POP connection, if you delete all the emails on the server, they remain available on your computer! This is a great way to take advantage of the huge amount of memory in your desktop computer and not need to pay for extra storage on email servers. It's also great for backups and redundancy. POP connections are harder to set up and users tend to encounter more complications. You will have to follow the process for your software/version. cPanel puts an email with all the settings you need in the inbox of each new email account. You can also retrieve these settings from the Webmail Home page. In the Webmail Home page, click Configure Mail Client.

Support for third-party software: Any support you may require that involves software we have not provided may require additional fees. IT support for software on your phone, laptop, or desktop computer and third-party software, such as Outlook, is not included with your website hosting fees. Consultation for managing emails effectively in your business is available. As we are not IT professionals, some paid support may not be available at all. You may need to hire a local IT professional to help you with software installed on computers local to you.

Please Change Your Roundcube Preferences

If you plan to use Roundcube to send and receive emails, please take a moment to change a few of the default "preferences" in settings. You must do this for each email address. After accessing and changing these preference settings, remember to click save at the bottom of each panel. To get started, go to Roundcube. Click Settings from the far-left menu. Then, examine these "Preferences:"

• Composing Messages: When Replying. When you click reply on an email, by default Roundcube places your reply at the bottom of the email thread. This will confuse/annoy recipients and cause your replies to go unread. Change this preference to "start new message above the quote (no indentation)". This will compose your replies normally.
• Displaying Messages: Show email address with display name. This is a good one to turn on.
• Displaying Messages: Allow remote resources (images, styles). You might want to turn this on. Spammers embed images into their spam emails. When you open one of the emails, they know. Then they know they have a real email address and that someone is reading spam. They sell your email address to other spammers as verified. This is why people turn this setting off. However, leaving it on makes for prettier emails that are easier to read. Your call.
• Composing Messages: Compose HTML messages. By default, Roundcube will compose messages as plain text. This may improve deliverability, reduce the memory used in your sent folder, and make it more likely that what you send is what the recipient sees. However, you may want to switch this default to HTML. HTML allows you to send prettier messages with font choices, font styles, colored links, linked text, logos, and colors. HTML messages can do a better job supporting your branding.
• Composing Messages: When replying remove original signature from message. Turn this off. A signature under each of your messages in an ongoing thread is helpful and should not be automatically erased.
• Composing Messages: Force standard separator in signatures. It's often better to turn this off. You can decide if you want a separator and what sort of separator when/if you are defining a signature.
• Contacts: Contact form mode. Switch to Business (Work). In your Contacts feature, this will unhide work-related fields such as organization and job title.
• Server Settings: Directly delete messages in junk. By default, when you delete messages in the junk folder, they go to the trash folder, where they continue to take up your storage space. Turn this setting on, so that messages deleted from junk skip the trash folder and instead are completely and permanently deleted.
• Server Settings: Clear trash on logout. Change this from never to one of the other options. This will save you the task of manually clearing your Trash folder to manage memory usage.

Creating Email Signatures. Displaying Your Name in Address Bars.

You can assign a name to each email address such that recipients see both the email address and a name or company name. You can also have Roundcube automatically put content at the bottom of each of your messages. This is called an email signature. Email signatures can include your name, logo, a privacy statement, and any content you choose. Note that these settings are specific to what program you are using to send the email. For instance, if you use Microsoft Outlook on your desktop computer to send an email, the settings you have in Outlook will apply, and the settings you have in Roundcube will not.

You must first create an email address. Then, in Roundcube, click Settings, Identities, and then pick an email address from the list. Add a "Display Name" to appear with the email address. The "Email" field here is for advanced users. Leave that blank. The reply-to can be set such that when people hit reply, the replies go to a different email address. By default (left blank), replies go back to the sender as usual. You can also control reply-to when composing individual emails in Roundcube. Remember to click Save at the bottom.

The Signature field is where you input the content you want to appear automatically at the end of each email. By default, you compose in plain text. To get the full design options, click the HTML symbol at the top of the signature section. It's a rounded rectangle with a mountain and moon inside. Clicking that exposes a toolbar with all the design options. Note: after you use the toolbar, do not click the X to close the toolbar. Doing so permanently erases your HTML design. Remember to hit save at the bottom. Note, if you create an HTML signature, you need to set all your emails to compose in HTML. If your new emails start as text-only, the HTML will be stripped from your signature.

Webmail Home

Background Info (a.k.a. "Why?!")

cPanel mail is designed to work with the webmail program pre-installed to your cPanel (Roundcube) and/or any email program of your choosing, simultaneously. Therefore, some settings work better at the server level (a.k.a. Webmail Home), and some settings work better inside the individual email programs. You can use Webmail Home to access additional functions not available in Roundcube such as email software setup, autoresponders, forwarders, and managing disk usage.

How to Navigate to Webmail Home

The first time you log in to a webmail address, you will be in Webmail Home. Many will select the option to open in Roundcube from now on and forget Webmail Home was ever there. To get to Webmail Home from Roundcube, click "Webmail Home," which may appear as an orange cP icon for cPanel. When you complete your task in Webmail Home, you can return to Roundcube by clicking the "Roundcube" icon near the top of the screen.

From cPanel: From cPanel, click Email Accounts. Then click Check Email, for the email account in question. The only reason you would need to do this is if you prefer the webmail home interface. All email functions and more are available from the Email panel of cPanel home.

Autoresponders. Out-of-Office Replies.

Navigate to Webmail Home. Click Auto Responder and then Add Autoresponder. Ignore the Character Set field. Set your interval, from address, subject, body text, and start/stop dates.

Forward All Incoming Email

To forward all incoming email to a different email address, navigate to Webmail Home. Click Forwarders and then click Add Forwarder. Enter the forwarding email address and click Add Forwarder.

Change Password

Navigate to Webmail Home. Click Password & Security. Enter the new password and click Save.

Secondary Email Address for Notifications and Resets

If there is a problem with your cPanel email address, having a backup email address for notifications and confirmations can be helpful. Navigate to Webmail Home. Click Contact Information. Enter one or two secondary email addresses and click Save.

If/Then Programming (Email Filters)

You have a broad range of capabilities where you can set a condition and then specify the response to that condition. For instance, you can set up an email filter that takes any email from an overly persistent company or person and puts it in the spam folder. Any email that contains the word "application" could be moved to an HR folder automatically. Similarly, you can automatically forward emails with characteristics you set, discard the emails, or fail but with a return message to the sender.

Navigate to Webmail Home. Click Email Filters. Name the rule so you can select it from a list of email filter rules later. Then use dropdown menus to define your conditions and actions. Click Create to finish.

Managing Spam

Spam Filtering

We recommend disabling spam filtering. In cPanel, click Spam Filters. Click the toggle beside "Process New Emails and Mark them as Spam" to turn this off.

Spam filtering refers to the software using a scoring system for each incoming email. Emails that score too high are moved to a spam folder or deleted. Individual users cannot turn on or off spam filtering. Spam filtering is controlled on a per-cPanel basis in cPanel. All spam filters get it wrong sometimes. For most businesses, the convenience of spam filtering is not worth the risk of missing that email about your licensure, or some other important matter. We recommend deleting spam manually and/or using Email Filters.

How to Quickly Delete Spam Manually

SHIFT + Click: When you see several spam emails in a row in your inbox, click the top one. Hold shift and click the bottom one. Now the top one, the bottom one, and everything in between is selected. Click delete to delete send them all to the Trash folder. Or better yet, press SHIFT + DELETE on your keyboard to skip the trash folder and completely delete them.

CTRL + Click: When you see several instances of spam interspersed with email you want to read, hold down CTRL and click on each instance of spam. Now they are all selected. Click delete. CTRL + Click can also be used to deselect individual emails after using SHIFT + Click to select a range of emails.

Contact-Form Spam

Contact forms send you emails from your own website. You don't want to mark them as spam, because that would block communication from your own contact forms. As of December 2023, we are finding that our captcha robot checker blocks 100% of automated contact-form spam. All new websites are having this installed automatically. Our older websites with Google NoCaptcha or our "1+1" robot checker worked well enough before but are now getting a problematic level of contact-form spam. For our older websites, we can upgrade to the newest spam blocker. For most websites, this is usually about three hours of labor.

POP Connections and Spam Filters

If you use a POP connection to your email, do not use spam filtering in your cPanel. Spam filtering in your cPanel will send spam to the spam folder in Roundcube, and you will never see it unless you log in to webmail. Instead, rely on the spam filtering in your email software such as Microsoft Outlook. However, we continue to recommend that businesses do not use any automated spam filtering, anywhere. Email filtering is okay.

How to Ensure Contact Form Deliverability

It's common for the emails generated by contact forms on your website to end up in spam or, worse yet, end up bounced back by the server. The best way to ensure this doesn't happen is to host your website with Brazzell Marketing Agency and use an email address in that same hosting account. This confers two advantages:

1. We have control over our email program. Our email program does not send contact forms to spam, and it does not bounce them back.
2. It's more secure. Normally, a contact form submission leaves the website server as an email file, goes out over the Internet where a world of hackers can try to access it, and then tries to find its way to the recipient's email box. When your website and email are both with Brazzell Marketing Agency, the email never leaves the server.

If your domain uses an email service elsewhere, purchase an additional domain from Brazzell Marketing Agency for a nominal, yearly fee. With that domain, you can use our free email accounts and have an email account that will receive your contact forms as quickly as possible, as securely as possible, and with the most reliable deliverability possible. Simply email us, and we'll do all the setup. Note, most email software is capable of monitoring more than one email address, keeping all the files and folders separated by email account.

How To Switch Email Services

Your Brazzell hosting account comes with an unlimited number of free email accounts and webmail software. With each domain, you can use this or any email service of your choosing, such as Gmail. Note, each domain can only have one email service (a.k.a. one MX record). You can have one domain using the free email here, and a separate domain using Gmail for instance.

Our top recommendation is that you buy a separate domain from the email service provider you prefer and then point that domain to your website. Traditionally, the .com domains were for websites and the .net domains were for email. In modern application, some managers get a shorter domain for emails. You will find that the two-domain approach requires far less manual IT work, takes you out of the middle of the process, eliminates the need for your contractors to interface, and creates fewer complications down the road.

However, there are circumstances where this recommended solution is not the best solution. If you need to switch the email service for a domain that is using the Brazzell Marketing Agency name server, do the following:

1. Set up a paid account with the other service, such as Gmail for instance.
2. That other service will give you "Name Server" settings that need to be implemented in your cPanel.
3. Forward those settings to us. We will make the cPanel changes at no extra charge to you.
   • Alternatively, give your IT professional your cPanel login information, and let them do it. Note, in addition to the settings the other email service will provide, cPanel needs someone to change the "Email Routing" setting. In cPanel, click Email Routing. Select the domain in question if there are more than one. Select "Remote Mail Exchanger." Click Change.
   • Exception, if the IT professional is a customer-service agent from Outlook.com, do not give them access to your cPanel. See the procedure for Outlook.com below.
4. Now that your new email service is working with your old domain, there's some optional housekeeping.
   1. If your website contact forms are sending emails to your new email service, send yourself the longest contact form that exists on your website. Ensure successful delivery. If you are now unable to receive the contact forms from your website, contact us. It will be paid labor, but there is likely a simple workaround.
   2. After you successfully switch away from cPanel's email, consider deleting all your old emails from cPanel. They are taking up space, perhaps increasing your costs, and likely to cause confusion in the future. If you want to move your old emails to your new email accounts, you will need to set up an email client on your computer, download the emails, and then upload the emails to your new account. A local IT professional can help with this process.
   3. If you are paying for website hosting labeled Level 2 or above, after performing step 4b, contact us. We will evaluate if you have lowered your memory usage enough to lower your hosting package and costs.

Switching to Outlook.com

1. Outlook.com is an email server and service provider. Microsoft Outlook is software you put on your computer. We recommend Microsoft Outlook. Outlook.com . . . not so much.
2. In our experience, Outlook.com is one of the worst about bouncing legitimate emails at the server level, intermittently stopping you from getting needed business correspondence. Read our section on ensuring contact form deliverability.
3. As of 2023, Outlook.com requires an autodiscover setting that is not compatible with website hosting. As a workaround, we will move your name server to one of our alternative servers that is not used for website hosting. Then, we can give you a specific domain-setting login that you can safely share with your Outlook.com customer-service agent. Alternatively, as always, if you send us the name-server setting changes that need to be made, we'll handle all of this quickly, and email back confirmation when it's done - at no extra charge.