Configure email accounts for my Cloud server

⚠️ These settings for email accounts are only valid for Cloud servers with Linux Debian 10 or higher operating system versions. ⚠️

Mail protocols

The email account can be configured according to two types of incoming protocol: IMAP or POP3. Outgoing mail is always configured with the SMTP protocol.

Configuring our email account with the POP3 protocol allows us to download messages locally (on our computer) instead of keeping them on the server, with the consequent space savings that this implies. Messages will be saved locally, so if accessed from another location or device, they will not be accessible.

Configuring our email account with the IMAP protocol allows us to consult the messages from any place and device since they always remain stored on the server, even preserving our folder distribution. Since the messages will be saved on the server, the use of space on the server will be higher. Likewise, we can configure the time that the copies stored on the server remain.

Security protocols

When we send an e-mail from any mail manager, we can do it through the standard ports or the secured ports.

Standard ports

These are the ports through which unsecured mail is sent. Usually, they are the ones that companies enable by default.

For sending mail (SMTP protocol), Port 25 is used (although in some cases, instead of Port 25, Port 26 is also used).

To receive mail, the ports used are Port 143 for the IMAP protocol and Port 110 for the POP3 protocol.

It is generally not recommended to use these ports due to their lack of security and encryption.

Secure ports

These are the ports through which encrypted mail is sent. When we activate the Start TLS and SSL security protocols by obtaining a Certificate for our domain, the mail configuration can be done with the ports that are commonly used in secure mail.

For sending mail (SMTP protocol), Port 587 - Start TLS is used (in the case of Mail OSX, Port 465 - SSL is used).

To receive mail, the ports used are Port 143 - Start TLS for the IMAP protocol (in the case of Mail OSX, Port 993 - SSL is used) and Port 110 - Start TLS for the POP3 protocol (in the case of Mail OSX, Port 995 - SSL is used).

How to activate security protocols in my Cloud

By default, the Cloud comes without activated security protocols (Start TLS and SSL). To do so, we must activate them manually without activation or maintenance costs.

In the search bar at the top of the Panel, we enter the name of the service within the Cloud in which we want to activate the security protocols. Once it appears, click on it to access the Dashboard:

Within the Dashboard of the service, click, in the right box of "Available improvements", the button "Email with TLS certificate".

The TLS activation window will open. We check that the configuration is correct (Let's Encrypt Free Certificate) and click on "Create SSL and activate TLS":

As soon as the activation is complete, the "Email with TLS certificate" button will be in blue (some loading wheels will be seen while it is being created):

Mail accounts

Within a Cloud Hosting you can have unlimited email accounts or limit the number of email accounts that this Hosting will have through a template (see manual: Service Templates). At the time of creating the service you can specify an email account, although you can also manage email accounts from the Dashboard of the service (for the example that we are going to show, we will not create any email account).

Create email accounts

To create our first email account, we access the Dashboard of the service.

In the search bar at the top of the Panel, we enter the name of the service within the Cloud in which we want to activate the security protocols. Once it appears, click on it to access the Dashboard:

Inside the service Dashboard, on the left side menu, click on "Mail Management":

The mail screen will open. In case you have not created an email account, we will see the example image. Within the screen, click on "Create your first email account" or "Create account":

The wizard to Create an email account will open (it does not matter which way we enter, the wizard will be the same). In the wizard we will be able to configure two elements, the Account data and the Mail forwarding customization.

Account data

In this tab, we are going to customize:

• Account Name: we specify which account will be (* for example: info@swmanuales.com, administracion@swmanuales.com, useriotest@swmanuales.com*).
• CPassword: we specify which will be the password to access the email account. In compliance with the ISO 27001, the LOPD and the RGPD, we do not store or provide personal keys, just as we do not have access to email account keys, much less do we provide them, so it is important remember this key. In case of losing it, it can be modified later through the SWPanel.
• Without space limitation: not to put a space limit on the email account. We do not recommend checking this option, as it can cause a lot of disk space consumption and therefore excess space.
• Mailbox limitation: to limit the mailbox space to the amount we choose. In the event that mailbox space is limited and it fills up, messages that cannot be entered due to lack of space will be returned to the sender. You cannot check this option and the "No space limitation at the same time" option.

Forwarding

Optional. In this tab, we can specify if we want the emails we receive in the mailbox we are creating to be forwarded to another account. We can specify multiple accounts to forward to by separating them by a semicolon (;)

We can also specify if we want to Save a copy of the email in the account before forwarding it or not. Important, by marking the check we select that we do want to save a copy of the email in the account. If it is not marked, the copy will not be saved.

Finally, click on "Create account":

If we create multiple accounts, by default, it will not allow us to repeat any password.

Once it has been created, it will appear on the mail management screen, with the characteristics that we have configured, so that we can see all our accounts and their status at the same time:

First steps to configure your email account

To configure the email account that we just created (or any other that we already have), we must see, first of all, the details of it.

We must bear in mind that each email manager is configured in a different way, so that in this manual you will see how to configure your email account with security and encryption protocols (Smart TLS/SSL) in the following email managers:

• Thunderbird
• Correo de Microsoft
• Android
• Outlook
• Mail OSX
• Mail Apple iOS

¿How can I see the details of the email account?

Before configuring the email account that we want in our email manager, we must see the details of the account, to make sure we have all the configuration parameters.

In the search bar at the top of the Panel, we enter the name of the service within the Cloud in which we want to activate the security protocols. Once it appears, click on it to access the Dashboard:

Inside the Dashboard of the service, in the left side menu, click on "Mail Management":

The mail screen will open. We look for the email account that we want to configure in the email manager, we open the drop-down on the right of the account (three dots) and click on "Email account details":

Within the detail of the email account, we can see different information. Here we can only see information about the account, but it is not possible to configure anything:

• account name: the name of the email account.
• Space usage information: a graph that reports on the total space allocated to the email account, the space that is occupied and the space that is available.
• Email account configuration: this is the section that interests us to configure our email account in the email manager.
• Mail forwarding: detail of the mail forwarding that the account performs
• Automatic reply: information on the automatic reply generated by the email account as soon as it receives a message in your mailbox.

Email account configuration

We are going to write down the information that appears in this section of the email account details.

In this section we must pay special attention to the data of Incoming mail server and Outgoing mail server.

These data will help us to configure the mail in the different mail managers.