Export Emails with Webmail on a cPanel Server

When it comes to exporting Emails on a cPanel based server using Webmail is the easiest method. Currently, cPanel-based servers offer three different webmail interfaces [Horde, Squirrel Mail, and RoundCube] for viewing and managing email accounts. Using a webmail client allows you access to your Emails without the need to setup an email client. This tutorial will focus on how to export emails from your server by utilizing the Horde Webmail interface. Continue reading “Export Emails with Webmail on a cPanel Server”

How To Set Your Default Address in cPanel

  1. This tutorial assumes you’ve already logged in to cPanel, and are starting on the home screen.

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  2. Now let’s set our default email address.

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  3. Click the Default Address icon.

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  4. This is where you set your default address, so that all unrouted email will have a place to go.

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  5. Currently our default address is set to our account name, meaning all unrouted emails will be stored in our main email account.

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  6. Since we likely won’t be using that address, let’s set it to an email address we will be using.

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  7. Click "Forward to email address".

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  8. Then enter the email address you want as your default address.

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  9. Click "Change".

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  10. That’s it! The default address has been set.

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  11. The new default address setting can be seen here.

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  12. You can always update your default address setting by returning to this screen.

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How To Set up an Autoresponder in cPanel

  1. This tutorial assumes you’ve already logged in to cPanel, and are starting on the home screen.

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  2. Now let’s setup an autoresponder.

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  3. Click the Autoresponders icon.

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  4. This is where you create autoresponders for your email addresses. Autoresponders send messages back automatically, to anyone who sends an email to a specified address.

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  5. Enter an interval value, then enter an email address you want to set an autoresponder for.

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  6. An interval of 8 hours means the autoresponder cannot send more than 1 email to an address within an 8 hour period.

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  7. Now complete the rest of the autoresponder email.

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  8. When finished, click "Create/Modify".

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  9. That’s it! The autoresponder has been setup. Now when someone sends an email to John, the "Out of Office" email will automatically be sent to them.

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How To Set up Email Forwarding in cPanel

  1. This tutorial assumes you’ve already logged in to cPanel, and are starting on the home screen.

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  2. Now let’s setup an email forwarder.

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  3. Click the Forwarders icon.

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  4. An email forwarder allows you to send a copy of all email from one address to another. This is handy when you have multiple addresses, but only want to have to check one of them.

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  5. Click the "Add Forwarder" button.

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  6. Enter the email address you want to forward…

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  7. Then enter the address you want the message forwarded to.

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  8. Click "Add Forwarder".

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  9. That’s it! The email forwarder has been setup, and will start working immediately.

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How To Set up Email Filters in cPanel

  1. This tutorial assumes you’ve already logged in to cPanel, and are starting on the home screen.

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  2. Now let’s setup an email filter.

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  3. Click the User Filters icon.

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  4. Then click the "Manage Filters" link next to the email account you want to create a filter for.

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  5. Then click "Create a New Filter".

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  6. Enter a name for the filter.

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  7. Then specify the rule.

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  8. Now define an "action" for the rule.

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  9. In this case, the action is to deliver the email to the inbox.

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  10. To finish, click the "Create" button.

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  11. That’s it! The filter has been created.

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  12. You can always return to this screen to create new filters, or edit or delete existing ones.

 

How To Enable Spam Protection in cPanel

  1. This tutorial assumes you’ve already logged in to cPanel, and are starting on the home screen.

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  2. Now let’s learn how to enable spam protection.

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  3. Click the BoxTrapper icon.

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  4. Box Trapper protects your inbox from spam by requiring all email senders who aren’t on your Whitelist, to reply to a verification email before you can receive their mail.

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  5. To enable BoxTrapper for an email address, click "Manage".

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  6. Then click the "Enable" button.

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  7. BoxTrapper has now been enabled for this address. Click "Go Back".

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  8. Next you’ll want to configure your BoxTrapper settings. Click the "Configure Settings" link.

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  9. You can set various options here, including auto-whitelisting for addresses you send email to.

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  10. Next click "Edit Confirmation Messages".

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  11. From here you can edit the standard confirmation messages already setup for you.

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  12. Next, click "Edit White/Black/Ignore Lists".

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  13. From here you can add addresses to your Whitelist, Blacklist, and Ignore list.

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  14. Once you have BoxTrapper setup the way you want, you’ll notice a huge reduction in spam.

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  15. Another option for controlling spam is to use SpamAssassin.

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  16. You can use SpamAssassin in conjunction with BoxTrapper for maximum spam control, or you can use BoxTrapper on its own, or SpamAssassin on its own.

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  17. Click to Enable SpamAssassin.

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  18. Then click "Go Back".

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  19. You’ll now want to configure SpamAssassin, so click the "Configure" button.

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  20. From here you can setup your blacklist with email addresses you KNOW are spam …

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  21. … and can add email addresses to your whitelist … addresses you KNOW are NOT spam.

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How To Use Webmail from Within cPanel

  1. This tutorial assumes you’ve already logged in to cPanel, and are starting on the home screen.

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  2. Now let’s learn how to use webmail to access our email from within cPanel.

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  3. Click the Email Accounts icon.

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  4. To access webmail for the main account, you would use this link… but we’re not going to do this because we want to access webmail for a specific account.

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  5. Instead, click the "More" drop down box for the email account you wish to access.

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  6. Then click "Access Webmail".

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  7. Type the email address password, then click "Log in".

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  8. This is the Horde webmail main screen, where we can check our inbox …

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  9. … and compose a "New Message".

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How To Create an Email Account in cPanel

  1. This tutorial assumes you’ve already logged in to cPanel, and are starting on the home screen.

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  2. Now let’s create a new email account.

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  3. Click the Email Accounts icon.

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  4. Enter the email address you want to create, and assign it a password.

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  5. Set a mailbox quota for the account if you wish.

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  6. Then click “Create Account”.

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  7. That’s it! The new email account has been successfully created.

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  8. From the Email Accounts screen you can access webmail for the account, change its password, change the quota, or even delete the account.

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How To Set Up Email in Outlook 2016 for Mac

Pre-Flight Check

Step #1: Add or Edit the Email Account

  1. To set up a new email account or edit the settings on an existing one, click the Tools menu and then select Accounts to open the Accounts panel.

    Outlook2016MacToolsAccounts

  2. The setup process is slightly different depending on whether you have any existing email accounts configured in Outlook 2016:
    • Setting up your first email account: If this is your first time setting up Outlook 2016, you will need to click on the envelope icon next to the third option: Other Email (iCloud, Google, Yahoo!, or other accounts):

      Outlook2016MacAccountsPanel1

    • Setting up an additional email account: Once any email account has been set up in Outlook 2016, additional accounts can be added by clicking the plus sign in the lower left corner and selecting Other Email… from the pull-down menu:

      Outlook2016MacAddExtAcct

    • Changing the settings for an existing email account: Click on the account’s name in the account list on the left to make changes to any existing account in Outlook 2016, and skip ahead to Step #4: Editing an Existing Email Account.
      Note: You cannot edit an existing email account to directly change its connection method. To change an account from POP to IMAP or vice versa, simply add a new account for the email address as described below and select the desired connection type. Outlook 2016 will allow you to have multiple accounts for the same email address, so an account for sample@example.com using IMAP can coexist with an account for sample@example.com using POP. To prevent data loss, do not delete the existing account before adding a new one.

Step #2: Configuring a New Email Account

On the account information panel, enter the information as follows:

Outlook2016MacAcctInfo

At first, you will only see the E-mail address and Password fields. Once you enter your email address, Outlook 2016 will recognize that you’re not attempting to connect to a web service such as iCloud, Google, or Yahoo, and will automatically expand the window to reveal all the fields shown in the image above.
  • E-mail address: requires your complete email address, such as sample@example.com.
  • Password: is the password associated with the email account.
  • User Name: is your full email address. It should exactly match what you entered into the E-mail address field above.
  • Type: you may select IMAP or POP. IMAP is recommended for its ability to sync messages between multiple devices (to learn more about the difference between the protocols, see IMAP vs POP3 email).
  • Incoming server:
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
    • The default port numbers should not need to be changed unless you have configured your server to use non-standard ports (not common)
    • Check the box next to Use SSL to connect (recommended)
  • Outgoing server:
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
    • The default port numbers should not need to be changed unless you have configured your server to use non-standard ports (not common)
    • Check the box next to Use SSL to connect (recommended)

Once you’ve entered all the requested information, click the Add Account button at the bottom of the window to create the account with your specified settings.

Step #3: Configure Security Settings

When you add your email account, an alert window may prompt you to review security settings. This is expected if you have not already purchased and installed a signed, third-party verified SSL certificate on your mail server. If you see no such prompt, then you’re all set and can begin using Outlook 2016 with your email account immediately.

If you do get a security prompt, which specifies that information that you view and send will be encrypted, note that Outlook 2016 will not be able to verify the security of the certificate through a third-party because you are the only authority validating it:

Outlook2016MacSSLAlert

If you wish to proceed with the connection, you have two options:

  • You can click the Continue button to proceed, with the caveat that you may need to accept the warning each time Outlook connects.
  • Or, you can permanently store the certificate and treat it as trusted, by clicking Show Certificate and then checking the box next to Always trust … before clicking Continue. You will need to authenticate with your password to store the exception for your self-signed certificate.

Outlook2016MacSSLAdd

Note: A self-signed certificate uses the same level of encryption as a third-party verified certificate; the difference is that it is you who are verifying your server’s identity and not a third party who is paid for the service. However, if you would prefer to use a third-party verified SSL certificate to cover core services (cPanel/WHM, POP3, IMAP, SMTP and FTP) on your server, you can find instructions for ordering and installing an SSL certificate at Install an SSL Certificate on a Domain using cPanel, and you’ll find a guide to installing your certificate on email and other core server services at Installing Service SSLs in cPanel. Should you find that you need any assistance, please feel free to contact a Heroic Support® technician who can assist with obtaining and installing an SSL from the vendor of your choice.

Once connected, Outlook 2016 will download your mail from the server along with any custom directories you’ve added, which will be synced by default.

Step #4: Editing an Existing Email Account

To change the settings on an existing email account, click the Tools menu and then select Accounts to open the Accounts panel.

Click on the name of the account in the left pane, and make the desired changes:

Outlook2016EditAcctExtOpt

  • User Name: is your full email address. It should exactly match the value of the E-mail address field above.
  • Password: is the password associated with the email account.
  • Incoming server:
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
    • The default port numbers should not need to be changed unless you have configured your server to use non-standard ports. If you do need to configure mail on a different port, you can check the box next to Override default port and enter the appropriate incoming mail server value (POP3 should be 110 for non-SSL connections and 995 when using SSL; IMAP should be 143 for non-SSL connections and 943 when using SSL.)
    • Check the box next to Use SSL to connect (recommended) for a secure connection.
  • Outgoing server:
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
    • The default port numbers should not need to be changed unless you have configured your server to use non-standard ports. If you do need to configure mail on a different port, you can check the box next to Override default port and enter the appropriate outgoing mail server value (25 for non-SSL connections and 465 when using SSL; Unlike many other mail clients, Outlook 2016 does not require you to use port 587 on Mac OS X).
    • Check the box next to Use SSL to connect (recommended) for a secure connection.
    • The More Options… button will allow you to configure authentication for the outgoing (SMTP) mail server:

      Outlook2016MacEdAcExMOpt

      • Authentication: Typically, Use Incoming Server Info is sufficient, but if you receive connection errors due to SMTP authentication, you may need to select User Name and Password. Do not select None; you will not be able to send mail if None is selected as the authentication type.
      • User Name: This field can only be filled in if you use the User Name and Password authentication type. If enabled, it must be the full email address.
      • Password: This field can only be filled in if you use the User Name and Password authentication type. If enabled, use the email account’s password.

Bonus: Select IMAP Folders to Sync

By default, Outlook 2016 for Mac OS X will sync all IMAP folders. To specify which ones you want to sync, pull down under the Tools menu and select IMAP Folders… to bring up the Folder Browser.

Outlook2016MacIMAP

In the Folder Browser, you will see a list of your accounts in the left pane.

  • In the first pane, click on the IMAP account’s name
  • In the second pane, click on INBOX (or the desired custom folder, if listed)
  • In the third pane, click on the folder to which you want to subscribe or unsubscribe.
  • Folders to which you already are subscribed will be displayed in bold type, while folders to which you are not currently subscribed will be displayed in a light-face font. Note that on some versions of Mac OS X, the distinction can be almost imperceptible.
  • Clicking on the name of a folder to which you are subscribed will allow you to click the red ( – ) Unsubscribe button in the top-left menu, and clicking on the name of a folder to which you are not subscribed will allow you to click on the green ( + ) Subscribe button in the top-left menu.
  • You can not unsubscribe to default account folders, such as Drafts, Junk, Sent, and Trash.

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How to Migrate Your Email Using IMAP

Pre-Flight Check

  • This article is intended specifically for transferring email between two different accounts.
  • The email accounts can be on the same server or on two different servers, and it makes no difference whether either or both of the accounts are hosted on your own server or through a web service such as Gmail, Yahoo, etc.
  • This article refers to a source email account and a destination email account:
    • Source refers to the email account containing the messages you want to sync to another account. In this example, we’re using sample@example.net as the source account.
    • Destination refers to the email account that to which you want to sync emails from the source account. In this example, we’re using sample@example.com as the destination account.
  • This article covers the procedure in the Thunderbird mail client, which is available for computers running Linux, Windows, and Mac OS X. For your convenience, we have comprehensive guides to help you set up a new email account in any of the following mail clients: Thunderbird, Apple Mail, and Outlook 2016. To obtain specific connection settings for an email account on a cPanel server, you may refer to How To Set up Any Email Client.

Step #1: Add the Destination IMAP Account in Your Mail Client

If you use only Webmail or a mobile device to access your destination email account, or if you currently use POP3 for the account (learn more about the difference in account types at IMAP vs. POP3 Email), you will need to set it up in a desktop email client using IMAP in order to sync the messages. If you already have your destination email account (to which you’ll be transferring the emails) configured locally using IMAP in Thunderbird, Outlook, or Apple Mail, you can skip this step and proceed to Step #2.

Note: If you currently have the destination email account set up in your mail client using POP3, you will need to set it up in a different email client to proceed. Most modern email clients will not allow you to change the account type, and would require you to remove the POP3 account in order to set it up again as IMAP. You must not delete an existing POP3 account, because the emails are only stored locally — if you do, all those emails will be lost and will not be recoverable because they do not exist on the server. Simply download a new email client (such as Thunderbird if you’re using Apple Mail, Outlook, or a built-in Windows mail client, or use your operating system’s built-in mail client if you’re already using Thunderbird) and set up the account up in that client, leaving your existing mail client alone. Once the emails are synced to the server via this process, your existing POP3 account will automatically download them and you can continue using your normal email client.
  1. In Thunderbird, add the destination email account by selecting File –> New –> Existing Mail Account from the application’s menu. Be sure to check the box for IMAP.

    AddDestination

  2. Once you’ve added the destination IMAP account, you should see the email address listed in your mail client’s account list, and its messages will appear in the account’s Inbox. Please note that it could take some time to download copies of all the account’s emails from the server, depending on how many messages are contained in the account and the size of attachments.

    DestinationAdded

Step #2: Add the Source IMAP Account in Your Mail Client

  1. In Thunderbird, add the source email account (the account containing the messages you wish to transfer) by selecting File –> New –> Existing Mail Account from the application’s menu. Be sure to check the box for IMAP.

    AddSource

  2. Once you’ve added the source IMAP account, you should see its email address listed in your mail client’s account list along with the destination account. Please note that it could take some time to download copies of all the account’s emails from the server, depending on how many messages are contained in the account and the size of attachments.

    SourceAdded

Step #3: Move the Emails Between Accounts

At this point, you’ll see both email accounts (“sample@example.com” and “sample@example.net” in this case) listed in Thunderbird’s account list. To move the messages between accounts:

  1. Click on the source account’s Inbox, and select all the messages.
    • In Thunderbird, you can go to the menu and pull down to Edit –> Select –> All.
    • Other clients may allow you to use Control + A or Command + A from within the message pane.
    • Another option is to click on the first message to select it, scroll down to the bottom of the list and then Shift + click on the last message to select them all.

    SelectAll

  2. Once you’ve selected all the messages, click on any one of the highlighted messages and — without releasing your mouse button — drag the entire selected list into the other email account’s Inbox. It can be slightly tricky in some email clients, so don’t worry if you don’t get it on the first try.

    DragAndDrop

  3. After successfully completing the previous step, you will see all the messages from both accounts in the destination account’s Inbox.

    Moved

  4. Repeat steps A through C for each folder you wish to copy over (Sent, Drafts, or any custom folders that exist on the source account.)
    • Should you wish to create a custom directory in the destination account to match a custom directory existing in the source account:
      • Right-click on the destination account’s name (sample.example.com in the image above) and select New Folder… from the list of options.
      • Give the folder a name matching the custom folder in the source account. If it asks you where to create the folder, you generally want to select Inbox.
      • You can now drag and drop messages from the custom folder in the source account to the matching custom folder in the destination account.
  5. Now, thanks to the IMAP protocol, the messages you’ve moved from the source account (and any custom folders you created) will automatically be synced to the destination account’s server. It could take a bit of time to complete, depending on the number of emails and size of attachments involved.
  6. At this point, we can confirm that the process was successful (or at least is in progress), by logging into the destination account via Webmail or in your preferred email client.

    Synced

    Note: If you normally use a POP3 connection for the destination account in your preferred email client, your POP3 mail client will download all the messages you transferred to the account’s Inbox as they are synced to the server. You may need to configure your POP3 email client’s settings to see any custom folders you created in the destination account, as custom folders typically will not sync automatically when using POP3.