Email on SecurePanel.US
Email Limits
Your Brazzell Unlimited Hosting account affords you an unlimited number of HIPAA-compliant email accounts, at no extra charge. As your management team grows, consider making email accounts for specific functions (for instance: HR, Bookkeeping, Applications, Service, etc.). That way, multiple people can help with the same function.
Each email account offers 10 GB of storage. If you approach the limits of your storage, you can delete old emails, or you can contact us about paying a small fee to double your storage.
Create an Email Account
- Login to SecurePanel.US.
- Click “Email Accounts”.
- Type the name you want.
- If you have more than one domain, select your domain.
- Click “Create Email Account".
- Scroll down to enter and save your password. Use the suggested random password, or enter your own.
New email accounts are largely ready to use immediately. However, it may take up to 30 minutes before the email account is ready to receive emails.
Additional Email Settings
In Email Accounts, click Options for each email account.
- Set Junk Filter Level to low. You don’t want to miss referrals due to errant junk email filtering.
- Set Quota Notifications so the system will email you a notification if the account approaches its memory limit.
Log in to Webmail
From SecurePanel, you can log in to any webmail account. From your SecurePanel home screen, click Webmail. From SecurePanel home, one can also click Email Accounts. Then, click Options » Webmail in the email accounts line item.
You can also log in directly to webmail accounts at SecureEmail.US. The email address is your username. This can provide faster access to email. This is also useful for employees who need access to a webmail account, but who should not have access to everyone else’s webmail. Additionally, employees can use webmail to independently change their password and access “Vacation” settings (aka email forwarding and auto-replies).
Check Your Email on Your Phone or Computer
What is an Email Client?
All internet servers store emails as lines in a spreadsheet. An email client is any app that can connect with the server, convert the spreadsheet data into individual email files, and send/receive emails. An email client can be installed on your computer, your phone, or an internet server. The email client installed on SecurePanel.US is Roundcube. When an email client is installed on an internet server, it’s referred to as webmail. Webmail is only one way, and not really the best way, to check your email.
Get Notifications About Incoming Email
To receive notifications about email on your phone or computer, you have to install an email client on your phone or computer.
Picking an Email Client
If you already have an email client on your phone or computer, you may be able to use that one. Most email clients can gracefully monitor multiple email accounts. Apple computers and iPhones come with email clients. Windows computers and Android phones may need you to select and download an email client. Microsoft Outlook on your computer (not Outlook.com) is a popular paid email client. Great, free options include:
- Windows Desktop/Laptop: Mozilla Thunderbird
- Android Mobile: Email - Fast & Secure by Edison Software
The free Gmail app is not capable of maintaining a secure IMAP connection with the email server. Other similar apps may have similar limitations. While you are welcome to establish an unencrypted connection with the server, please bear in mind that an unencrypted connection is more vulnerable to data theft and is out of compliance with HIPAA.
Connecting Your Email Client to Your Email Account
Most email clients label this function as “Add Account.” Google the brand name of your email client plus “how to add an email account.” Or see the application’s help files. For instance:
- In Microsoft Outlook, click File » Add Account.
- In Mozilla Thunderbird, click Gear Icon » Account Settings » Account Actions » Add Mail Account.
- In Edison Software’s Email, click the menu icon top left » Add Account.
Once you find the Add Account button in your email client, your email client will ask three to seven questions, typically. Some email clients will start by showing you a bunch of brands to choose from. If so, skip to the end and click “Other.” If your email client asks if you want IMAP or POP, choose IMAP for now.
Autodiscover
Microsoft Outlook, Mozilla Thunderbird, and other email clients (especially desktop email clients) can autodiscover your settings. You enter your preferred display name, your email address, and your password. Then your email client and the server handle everything and set up your account!
Manual Configuration
Android, iPhone, and other systems may not autodiscover your settings effectively. No problem. Your email client will ask about hostnames and ports. Find the answers to all these questions in your SecurePanel. From SecurePanel home, click Email Accounts » Options » Account Setup. All the answers you need are there. If you are setting up an IMAP connection, give your email client the IMAP answers. If you are setting up a POP connection, give your email client the POP answers. If the email client never asks you to choose between IMAP or POP, it is most likely trying to set up an IMAP connection. In Account Setup, you will see some ports labeled as “for non-SSL.” These are unencrypted ports. For the best security and HIPAA compliance, don’t let your email client use the ports labeled “for non-SSL.”
Error Messages
If you get an error message that your email client cannot establish a secure connection, this may be because you made a mistake entering the values or because the email client itself is not capable of the 256-bit TLS security built into your server. For instance, the free Gmail app cannot establish a secure IMAP connection with SecurePanel.US.
If you make a mistake entering the email address, password, server name, or port, you may get an error message. It happens to the best of us. Just try again. Study your answers, and try again. Many get it right the first time. Some get stuck and need a fresh set of eyes on the issue. Call over someone else in your office. As long as your email client is capable of the secure connection needed (as most are), it’s going to be some simple input error. However, if you get the password wrong the first time, we have experienced Microsoft Outlook continuing to try the wrong password in the background, even though you have corrected the password. It may take Microsoft Outlook several tries to start sending the second password you input.
Connection Types: IMAP or POP
The IMAP connection requires less input from you. It is therefore easier to set up. The big difference between the two is how they interact with the mail server. A POP connection downloads your emails, maybe deletes emails off the mail server, and then disconnects from the mail server. This can be advantageous for people who use email at one desk and nowhere else.
The IMAP connection creates a mirror with the email server. Any action taken in your email client creates the same action on the email server. If you delete an email in your email client, it is deleted on the email server. If you read an email on your email client, it is marked as read on the server. The IMAP connection proves useful for shared email accounts and for people on the go. With IMAP connections, you can check email in your webmail, at your desktop, and on your phone, and everything will be synced. Additionally, two employees can monitor the same email account, such as info@yourdomain.com. If one employee reads and replies to an email, the other employee will be able to see the email has been handled.
Switching to a Different Email Service
Your SecurePanel comes with an unlimited number of free, 10 GB, HIPAA-compliant email accounts. If you want to switch away from that service and use a different email provider, you may be considering using one or more of the domains you have here. That is possible.
First, consider buying a new domain from the provider of your email service. This will remove any burden of technical work from you. Traditionally, .com domains were for websites, and the matching .net domains were for email - for this very reason. Your email provider can forward your email domain to your website domain, while leaving all the email functions with your preferred email provider.
If that is not a viable solution for your situation, you can certainly change the settings on any domain you have in SecurePanel.US to move the email functions to a different server. Your other email provider will provide you with the settings they need changed. If they have an agent to help you, simply give that agent your SecurePanel login. Alternatively, you can manage these settings yourself. From SecurePanel home, click Manage DNS. Finally, as paid support, you can also provide us with the settings, and have us make the changes for you.
Change Email Password
Managers can change the password for an email account in SecurePanel home: SecurePanel home » Email Accounts » enter a password » click Save.
Individual users can change their passwords in RoundCube. Login at SecureEmail.US. Click Settings and then Password. Note the password minimum requirements above the Save button.
Roundcube Webmail
While we encourage using an app (aka email client) on your computer to check your email, we also have an email client installed on your internet server, Roundcube.
Access Roundcube / Access Webmail
Individual users can log in to Roundcube at SecureEmail.US.
Managers can also access any webmail account from SecurePanel home. In SecurePanel home, click Webmail.
Top Settings
If you will be using Roundcube a lot, we recommend you check out the top settings for customizing the experience to your liking. In RoundCube, click Settings.
Preferences » Contacts » Contact Form Mode: Change to “Business.” This will make available business-related fields when setting up contacts.
Preferences » Composing Messages » Force Standard Separator in Signatures: This is a good one toggle off. If you want a horizontal line above your email signature, you can design that into the signature.
Identities: Here you can set a display name for the email address. For instance, if your email is info@abchomehealth.com, you may want the display name to be ABC Home Health. In this section, you may also set up an email signature.
Email Signatures - Logo at Bottom of Emails
When your name, contact information, and/or logo are automatically inserted at the bottom of all emails you compose, this is called an email signature. To have email signatures, they must be set up for each individual email client, and for each individual email account. See the help files for your email client for more information.
In Roundcube (webmail), click Settings, then Identities. RoundCube starts by letting you enter plain text. If you would prefer to have styled text and/or an image, start by clicking the image icon. Then click the three-dot menu button. Style your signature and click Save.
Email Filters - Automated Email Handling
In Roundcube/webmail, you can set up simple to complex programs to automatically handle emails. Click Settings » Filters. Possibilities include:
- Automatically forward job applications to a designated folder.
- Automatically put emails containing certain words in the trash.
- Automatically delete emails past a certain date.
- And much more.
Different options exist in SecurePanel’s Junk Mail filters.
- Set junk filter levels to Low, so you won’t miss leads and referrals to junk mail filtering.
- Reject emails by sender/domain.
- Whitelist emails by sender/domain, so they are never filtered.
Bulk Delete Emails
If you approach the 10 gigabyte storage capacity in an email account, you must act. When an account is full, it can no longer accept new emails, and you may experience login problems. You can contact Brazzell Marketing Agency about doubling the email capacity for an additional fee: Contact Us
Alternatively, you can delete old emails to make room for new emails.
Preferred Method: Have an email client set up on your desktop/laptop computer. Have an IMAP connection. Scroll to the oldest email. Click it. Scroll to the newest email you would like to delete. Hold SHIFT and click it. SHIFT + CLICK selects everything in between as well. With all the emails to delete selected, click SHIFT + DELETE. This fully deletes the emails, skipping the trash folder. Speaking of which, remember to delete old emails from all the folders, such as inbox, sent, trash, and junk.
Roundcube Methods:
Select and Delete: Settings » Mailbox View » Rows per page. Set this to a number much larger than 50 temporarily. Now it will be easier to follow the instructions in the preferred method above, but in your webmail.
Clear Folder: Settings » Folders » Select any folder » Empty. A great option for clearing junk and trash.
Filter Old Emails (Advanced Technique): Settings » Filters » Create. Create a filter that deletes emails older than your specified date. For instance: Rule = Date, Year, Value is Less Than, 2024. Action: Delete Message. Optionally, add to this Settings » Preferences » Server Settings » Clear Trash on Logout » Older than 90 Days.
