Setting up an Email Client

Setting up email in a client such as Outlook or Mac Mail on your cPanel server for the first time can be a bit complicated, but once you know a few key pieces of information, you can get almost any email client up and running quickly.

While each program’s setup process is going to be slightly different, the cPanel email settings below will apply to Outlook, Mac Mail, Thunderbird, Android, iOS Mail, or any other email client. You can access the specific cPanel email settings for your domain and learn how to set up specific email clients at How To Set Up Any Email Client.

Secure (SSL/TLS) Connections

  • Both the incoming and outgoing servers will use your hostname (the server name, as opposed to the domain name): host.yourdomainname.com
  • IMAP Port: 993
  • POP3 Port: 995
  • SMTP Port: 465 or 587 (the latest versions of popular mail clients such as Outlook and most Apple mail clients may require you to use port 587 for SMTP)

Standard (non-SSL) Connections

  • Both the incoming and outgoing server names will be your domain name: mail.yourdomainname.com (or simply yourdomainname.com)
  • IMAP Port: 143
  • POP3 Port: 110
  • SMTP Port: 25 or 587 (the latest versions of popular mail clients such as Outlook and most Apple mail clients may require you to use port 587 for SMTP)

Authentication Is Required for All Email Connections

  • Regardless of whether you’re using a secure or standard connection, please note that authentication is required for IMAP, POP3, and SMTP. This typically is configured in an email client by a checkbox such as “This server requires authentication”. If you have such a setting, it must be enabled.

 

Find Detailed Information in Our Knowledge Base

 

A Closer Look at cPanel Notifications

In recent updates, cPanel has modified some of the notification settings for their control panel. As a result, you may find that the priority of certain notification types have changed and you may begin to receive notifications that you previously had not encountered. In particular, the notification options for Security Advisor changed with the release of WHM 56 on April 26, 2016.

The notification changes by cPanel are meant to both help users better manage their servers and also keep them informed of potential security risks, such as those posed by outdated software versions which no longer receive updates.

With some exceptions, many of the notifications are purely informational and not necessarily a cause for alarm. Here are the most common notifications followed up on via support requests:

‘New security advisor notifications with high importance’

WHM’s Security Advisor routinely performs a security scan on the server and alerts you to items it considers potential security risks. For each item flagged, the cPanel notification will clearly explain how to resolve the issue at your convenience. It’s important to note that while some recommendations, such as enabling SMTP Restrictions, Enabling Brute Force Protection, and increasing Password Strength Requirements are worthy of attention in nearly all cases, other recommendations may not be appropriate for your situation. For example, you may prefer not to disable root SSH access or SSH password authentication (and should not unless you have set up and tested SSH keys to connect to your server). To learn more about specific messages, visit our article on cPanel Security Advisor Notices. If you need guidance, feel free to contact Heroic Support®.

‘Your SSL Certificate is now available for download and installation’

Beginning with WHM version 56, cPanel now includes a free signed SSL certificate to cover the hostname (and only the hostname) of the server on which it runs. This feature eliminates warnings and notices associated with using self-signed SSL certificates and protects all connections to server services, such as email and ftp, and is automatically installed and renewed when possible. In order for the automatic installation to occur, however, the server’s hostname must resolve in a browser (that is, it must have a DNS record). Additionally, if you already have purchased an SSL to cover your hostname (either a dedicated SSL or a wildcard) cPanel will not attempt to overwrite it. Only self-signed SSLs installed on the server services (cPanel/WHM, FTP, SMTP, and the Mailserver) will be overwritten. Only if you have a purchased SSL installed on the hostname, and allow it to expire, will cPanel replace it. In any case, no action should be required on your part unless automated installation fails. In that event, you may contact Heroic Support® for assistance.

‘The system will automatically switch the mail server from Courier to Dovecot … in order to continue receiving updates.’

In cPanel/WHM versions up to 11.52, users were able to choose between two mail servers: Courier and Dovecot. Courier was selected by default, and most cPanel users never had reason to switch. However, beginning with cPanel/WHM version 54, Courier has been deprecated. cPanel will no longer support Courier in future releases, and the control panel can not be updated until the mailserver is switched.

If you want to switch the mail server yourself, you can follow our guide. Should you prefer not to switch to Dovecot and would like to continue to use Courier, you will need to change your cPanel update preferences and select the LTS (long-term support) release tier. cPanel will continue to send daily emails until one of these two actions have been taken. If you do not take any action, cPanel will automatically switch the mailserver at the time indicated in the email.

‘The server has POP3 before SMTP enabled’

This means that SMTP authentication is not being strictly enforced on the server. Effectively, any user who has successfully logged in to receive mail is treated as authenticated to also send mail from the same IP address for an hour after their successful incoming login.

The important thing to note is that it allows the IP address from which a successful email login was made to access the SMTP server, not just the specific user or device from which the successful login was made. In a modern home or office environment, a single public IP address typically is shared by many devices on that network. That’s also the case when you’re connected to a public wireless network, such as at a local coffee shop or shopping center.

With POP Before SMTP (also referred to as POP3 Before SMTP) enabled, it’s possible that a malicious user or compromised device connected to the same network — regardless of how well-secured your personal computer, workstation or mobile device may be — could relay mail through your server. Mitigating that potential security risk would be the primary reason for disabling POP Before SMTP on your server.

However, you should be aware that disabling POP Before SMTP means that any email account would be required to use SMTP authentication, and that would need to be configured in each individual mail client used with each email account in order for the account to be able to send mail.

While all modern mail clients such as recent versions of Outlook, Mac Mail and Thunderbird and any recent smartphone have that ability, the setting may not be enabled by default. If that’s the case, the account configuration would need to be adjusted in the email client.

For assistance configuring email clients, see How To Set Up Any Email Client.

‘The server has unmonitored services’/’The service has failed’

Through its ChkServd service, cPanel is able to monitor enabled services and automatically restart them when necessary. This is separate from, and unrelated to, Sonar Monitoring services which you can configure in your Manage dashboard.

While this is not a new capability, cPanel recently began notifying users of it, along with a list of any enabled cPanel services which were not configured already for monitoring. It is recommended, though completely optional, to enable monitoring for all active cPanel services to improve stability and ensure that services can be recovered as quickly as possible. You can enable monitoring in WebHost Manager at Service Manager, under the Service Configuration section in the left menu.

One thing to keep in mind is that cPanel will alert you to any service it has found to be down and automatically restarted via ChkServd, even if the service intentionally was stopped, such as during an update or a required restart of another service upon which it is dependent.

What that means is that you should not immediately assume the worst any time you receive a “Service Failed” or “Service Recovered” alert from cPanel. If you receive only a single notification of a service restarted, and not multiple alerts for the same service over an extended period of time, there generally is no cause for concern. However, should you receive multiple such alerts for a service, or should the alert indicate that the service could not automatically be restarted, please do not hesitate to contact us so that we may investigate.

‘Altered RPMs found’

While the message subject can sound somewhat ominous, it should not automatically be cause for alarm. Typically this message is generated when cPanel performs an update check and discovers that local files are out of date, have become corrupted or have been updated outside of cPanel. Occasionally, it also can occur when both the 32- and 64-bit versions of a service have been installed.

This message will contain the filename of the package it found to be incomplete, corrupted or otherwise broken; running the command referenced in the message (/usr/local/cpanel/scripts/check_cpanel_rpms –fix) should result in it re-downloading the file successfully.

Please note that anytime updates are pushed to your server outside of cPanel, for example when an important security patch is applied to multiple servers simultaneously, this notice also can be triggered. The issue can be easily rectified by updating cPanel’s operating system packages, which support is happy to help with if you’re unable to run the command specified in the cPanel notification.

‘The cPanel & WHM update process failed’

WebHost Manager/cPanel by default checks for updates to its control panel each day. Due the number of servers running cPanel, there can be times when too many servers are checking in with cPanel’s update server simultaneously, causing the request to time out. And occasionally, the cPanel update server itself may be unreachable.

Whenever that happens, cPanel will alert you and automatically try again the next day. You can, however, manually force it to check for updates (and automatically install the update, if one is available) should you prefer not to wait.

You can find instructions for manually updating cPanel at How To Upgrade and Patch cPanel and WHM.

Should a manual update also fail, or should you receive consecutive update failure messages, please do not hesitate to contact our Heroic Support® team.

‘System integrity checking detected a modified system file’

The default notification preferences beginning in WHM/cPanel version 54 can cause this notification to be sent immediately following an update to cPanel/WHM itself.

This notification may alert you to “FAILED” md5sum comparison tests on any server software (and usually on several components at a time), but should not immediately be cause for alarm.

The server message is triggered any time a core file is changed, and makes it clear that it may be the result of an OS update or application upgrade. If you have automatic updates enabled in WHM, have manually updated cPanel/WHM, or have requested that it be updated for you, then you can safely ignore this message. If you don’t have automatic updates enabled and have not recently updated cPanel, please do not hesitate to contact our Heroic Support® team.

Disabling cPanel Notifications or Changing Alert Settings

You can configure settings for all the cPanel alerts you receive in WHM under Contact Manager in the Server Contacts section of the left menu.

The first tab, Communication Type, allows you to set the alert level that will trigger a notification to each of the communication methods: AIM, email, ICQ, Post to a URL, Pushbullet, or SMS.

The second tab, Notifications, allows you to set the minimum priority for each type of event, such as Service failures (ChkServd), Unmonitored Services, or Backup Successful, which will trigger a notification. You also can disable notifications for each event type using the dropdown menu under the Importance category.
 

Is the Server Down? I Can’t Log in or Connect

Are you unable to connect to your cPanel server to send or receive email, log into cPanel or WHM, or make an FTP or SSH connection?

Are you able to view your website in your browser? If not, and the connection simply times out, it’s possible that your IP address has been blocked by the server’s firewall. Typically, this is the result of too many failed logins (through cPanel, SSH, FTP, email, etc.) in too short a period of time.

To confirm whether that may be the case, you can test your site via a web service such as Down For Everyone Or Just Me (enter the URL of your website into the search field on the page) to see whether the site appears down for everyone else, or try to visit your website via another network, such as from a phone or tablet over its cellular connection after disabling wifi on the device.

If an IP block is suspected, it can easily be removed. If you have a Dedicated, Storm, or VPS server, and your server is running the CSF firewall, you can unblock the IP address directly from your Manage dashboard. If not, we can log into the server on your behalf, search the firewall for your IP address, and unblock it. Similarly if you’re able to confirm that your IP is not blocked, we can search the server logs for any specific errors associated with your connection attempt, or investigate any possible network issues between your physical location and the server’s that could be preventing you from accessing it.

To speed up that process, when opening a ticket, calling, or chatting in with your support request, please try to include your public IPV4 IP address (which you can obtain here) so that a support technician can help resolve the issue as quickly as possible. Please also include any error messages displayed in your browser (or email, FTP or SSH client) when attempting to connect.

Most Common Support Requests

As you might expect, most support requests on managed cPanel servers fall into a few basic categories. What you might be surprised to discover is that many common problems can be resolved by following a few simple steps.

None of the common cPanel support requests listed here are server-critical issues that require an experienced system administrator to troubleshoot and resolve, and we recognize that many of our customers are curious about their servers and actively engaged in learning more about cPanel server administration.

To that end, we’ve gathered together some of our Most Common Support Requests, and we’re sharing them with you here — along with their solutions.

Should you find yourself experiencing one of these common issues, you’ll know exactly what to expect when contacting our Heroic Support® team. And while you certainly are welcome to try to resolve the issue yourself, remember that we are here to assist you 24 hours a day, seven days a week, 365 days a year.

These articles should hold the answers to a number of common questions and, if you are so inclined, provide you with the tools and resources to resolve some non-critical issues on your own. And should you ever find yourself in need of assistance with any issue, please do not hesitate to contact Heroic Support®.

How To Set up Email in Outlook 2016

Pre-Flight Check

 

Step #1: Add or Edit the Email Account

  1. Account Information screenTo set up a new email account, click the File tab and then click Add Account.
  2. If you’re modifying the settings on an existing account already configured in Outlook, click on Account Settings and then click on Change settings for this account or set up more connections and skip ahead to Step #4: Modifying an Existing Account.

 

Step #2: Manual Setup for a New Email Account

  1. Select the radio button for Manual setup or additional server types.Add Account Setup screen
  2. Then click Next.

 

Step #3: Select Email Account Type

  1. Select the radio button for POP or IMAP.Choose Service screen
  2. And then click Next.

 

Step #4: Modifying an Existing Account

  1. If you’re editing an email account that already has been configured in Outlook, click on the account name and then click on the Change button. Otherwise, skip ahead to Step #5: Configure General Settings.
    Account Settings edit
  2. To avoid data loss, please use caution any time you change an email account’s connection type or delete an email account. Removing an email account from a mail client also will remove all messages associated with it on the device and, specifically in the case of POP accounts that are not configured to retain mail on the server, there may be no way to recover those messages. If you have any doubt or questions, please contact Heroic Support® for guidance.
Note: You cannot edit an existing email account to switch its account type from POP3 to IMAP or vice versa. To change the account type, you must add a new account of the desired type (POP3 or IMAP) per the Add or edit the email account instructions above. Adding a new account with a different connection type should not require you to delete the old one in most mail clients.

Step #5: Configure General Settings

Non-SSL Account Settings

  • Your Name is your name as you want it to appear in emails that you send
  • Email Address should be the full email address
  • Account Type will be POP3 or IMAP, depending on your preference. For its ability to keep email in sync across multiple devices (desktop, laptop, phones and tablets), IMAP generally is recommended.
  • Incoming mail server
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
  • Outgoing mail server (SMTP)
    • When using standard (non-SSL) settings, use mail.yourdomainname.com
    • When using secure (SSL) settings, use the server’s hostname (host.yourdomainname.com)
  • User Name is your full email address, not just the part before the at symbol.
  • Password is the email account password.
  • Require logon using Secure Password Authentication (SPA) must not be checked. SPA is not the same as SMTP authentication, which is used on cPanel servers.

 

Step #6: Configure Outgoing Server Settings

  1. Click the More Settings button, and select the Outgoing Server tab.Outgoing Server Settings - SMTP Authentication
    • My outgoing server (SMTP) requires authentication should be checked
    • Use same settings as my incoming mail server should be enabled
    • Log on to incoming mail server before sending mail (POP3 only) should not be enabled. That setting applies only to servers configured to allow POP Before SMTP authentication, in which a successful login to retrieve mail allows a user from the same IP address to also send mail for a period of time. It is not compatible with servers requiring SMTP authentication.
  2. Now select the Advanced tab at the top of the More Settings window.

 

Step #7: Configure Ports and Encryption

  1. Fill in the Advanced settings using the images and instructions below.
  2. Once complete, click OK to return to the previous window.
Non-SSL Ports and Encryption
Advanced Internet E-mail Settings screens for email accounts using IMAP (left) and POP3 (right) connection methods over a standard (non-SSL) network connection.

Standard (Non-SSL) IMAP Settings

Standard (Non-SSL) POP3 Settings

  • Incoming server (IMAP) is port 143
  • Use the following type of encrypted connection is “None”
  • Outgoing server (SMTP) is port 25 (587 also can be used if needed)
  • Use the following type of encrypted connection is “None”
  • Incoming server (POP3) is port 110
  • This server requires an encrypted connection (SSL) is not checked
  • Outgoing server (SMTP) is port 25 (587 also can be used if needed)
  • Use the following type of encrypted connection is “None”

 

SSL Ports and Encryption
Advanced Internet E-mail Settings screens for email accounts using IMAP (left) and POP3 (right) connection methods over a secure (SSL) network connection.

Secure (SSL) IMAP Settings

Secure (SSL) POP3 Settings

  • Incoming server (IMAP) is port 993
  • Use the following type of encrypted connection is “SSL”
  • Outgoing server (SMTP) is port 465
  • Use the following type of encrypted connection is “SSL”
  • Incoming server (POP3) is port 995
  • This server requires an encrypted connection (SSL) is checked
  • Outgoing server (SMTP) is port 465
  • Use the following type of encrypted connection is “SSL”

 

Step #8: Test Settings

Self-Signed SSL Popup

  1. Click the Next button to make a connection to the server and test the configuration.
  2. If you’re using SSL settings and your server has a self-signed (free) SSL certificate installed on the mail server, you may get a popup warning. If so, you will need to click the Yes button to accept the certificate and proceed. Alternatively, you may select View Certificate and then click Install Certificate on the next screen to install the certificate locally and prevent the notice on subsequent connections.
  3. Once you click Yes, Outlook will test the connection settings.
  4. When you see the success message, you’re ready to start using your email address with Outlook 2016.
Note: A self-signed certificate uses the same level of encryption as a verified certificate, except that it is you who are verifying your server’s identity, rather than a third party. 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.

Bonus for IMAP Users: Choose Which Folders to Display in Outlook

Select IMAP FoldersWhen connecting to your email server using the IMAP protocol, you have the ability to choose the specific mail folders to which you wish to subscribe.

To do so, right-click on your email account’s Inbox in Outlook 2016 (some older versions of Outlook may require you to right-click on the email address itself) and then select IMAP Folders from the popup list.

In the IMAP Folders window, click on the Query button in the top right of the window to get the current list of folders in your email account from your server.

Once the list has downloaded from the server , you will see each of your account’s folders on the server listed in the All tab, which should be selected by default, you will see a list of all the email folders in your account on the server. Folders to which you already are subscribed will appear with a folder icon, while folders to which you are not subscribed will have no icon next to their names.

Outlook 2016 IMAP folder Query

You can manage your folder subscriptions by clicking on the folder name in the All list and using the Subscribe or Unsubscribe buttons.

Once you’ve finished making changes, click the Apply button and then select OK if needed. It will take a few moments for the folder list to update in your Mail pane.

Note: When subscribing to filtered mail folders such as Spam or Junk, all the mail coming into those folders on the server also will be downloaded and synced to your selected local mail client as well. If you are using a metered Internet connection or have limited bandwidth, please be aware that the transfer of email does count toward your data usage. If you typically receive a large volume of such filtered mail, subscribing to spam and junk folders is not recommended. Please feel free to contact Heroic Support® if you need assistance filtering unwanted incoming mail.

Find Detailed Information in Our Knowledge Base

Learn how to create a new email address in cPanel at Creating Email Addresses in cPanel.
Find instructions to set up your email account in any email client at How to Set up any Email Client.
For detailed instructions to set up your email account in popular email clients, visit:

 

How to Setup Email on Microsoft Outlook 2013

Pre-Flight Check

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How to Setup Email on Microsoft Outlook 2010

Pre-Flight Check

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