How to Create Email Accounts in cPanel

Creating professional email addresses using your domain name (like info@yourdomain.com) is easy with cPanel. This guide walks you through the process. Creating an Email Account Log into cPanel Go to Email section Click Email Accounts Click Create button Fill in the details: Username: The part before @ (e.g., info, support, john) Domain: Select from your domains Password: Create a strong password Storage Space: Set quota or unlimited Click Create Email Address Examples Purpose Suggested Address General inquiries info@yourdomain.com Customer support support@yourdomain.com Sales sales@yourdomain.com Personal john@yourdomain.com No-reply noreply@yourdomain.com Setting Mailbox Quota You can limit how much storage each email account uses: Unlimited: No storage limit (uses shared hosting quota) Custom: Set specific limit in MB (e.g., 500 MB, 1024 MB) Tip: Set quotas to prevent one account from using all disk space. Managing Existing Email Accounts In Email Accounts, you can: Change Password: Click Manage > Password & Security Change Quota: Click Manage > Storage Access Webmail: Click Check Email Delete Account: Click Manage > Delete Email Account Suspend: Temporarily disable without deleting Email Account Limits The number of email accounts you can create depends on your hosting plan. Check your plan details in the client area for limits. Checking Disk Usage To see how much space email accounts are using: Go to Email > Email Accounts View the Storage Used column Click the bar to see detailed usage Security Best Practices Use strong, unique passwords (12+ characters) Never share email passwords Enable spam filtering Delete unused accounts

How to Access Webmail (Roundcube)

Webmail lets you check email from any web browser without installing software. Ahosting uses Roundcube, a modern and feature-rich webmail client. Accessing Webmail Method 1: Direct URL https://yourdomain.com/webmail Or: https://yourdomain.com:2096 Method 2: From cPanel Log into cPanel Go to Email > Email Accounts Find your email account Click Check Email Logging In Email: Your full email address (e.g., john@yourdomain.com) Password: Your email account password Roundcube Interface Overview Section Purpose Inbox Received emails Drafts Saved unsent emails Sent Emails you sent Junk/Spam Filtered spam messages Trash Deleted emails Composing an Email Click Compose button Enter recipient in To field Add Subject Type your message Click Send Adding Attachments Click Compose Click the Attach button (paperclip icon) Select files from your computer Wait for upload to complete Send the email Note: Maximum attachment size is typically 25-50 MB. Creating Folders Right-click on Inbox in the folder list Select Create Folder Enter folder name Click Create Setting Up Signature Click Settings (gear icon) Go to Identities Click your email address Scroll to Signature Enter your signature text Click Save Creating Filters Go to Settings > Filters Click Create Set conditions (from, subject, etc.) Set actions (move to folder, delete, etc.) Click Save Auto-Reply (Vacation Message) See our guide: "How to Set Up Email Autoresponders" Webmail vs Desktop Client Webmail Desktop Client Access from any browser Requires software installation Always synced Emails stored locally (IMAP syncs) Limited features More features and offline access

How to Configure Email in Outlook

This guide shows you how to set up your email account in Microsoft Outlook for Windows and Mac. Email Settings You Will Need Setting Value Email Address your-email@yourdomain.com Password Your email password Incoming Server (IMAP) mail.yourdomain.com IMAP Port 993 (SSL) or 143 (STARTTLS) Outgoing Server (SMTP) mail.yourdomain.com SMTP Port 465 (SSL) or 587 (STARTTLS) Username Full email address Outlook for Windows (Microsoft 365) Open Outlook Go to File > Add Account Enter your email address Click Advanced options Check Let me set up my account manually Click Connect Select IMAP Enter incoming mail settings: Server: mail.yourdomain.com Port: 993 Encryption: SSL/TLS Enter outgoing mail settings: Server: mail.yourdomain.com Port: 465 Encryption: SSL/TLS Enter your password Click Connect Outlook for Mac Open Outlook Go to Tools > Accounts Click + > New Account Enter your email address Click Continue Select IMAP Enter server settings as above Click Add Account IMAP vs POP3 IMAP (Recommended) POP3 Emails stay on server Downloads and deletes from server Syncs across all devices Only on one device Uses server storage Uses local storage only Folders sync Only inbox downloads Recommendation: Use IMAP to sync emails across multiple devices. Troubleshooting Cannot connect to server Verify server address (mail.yourdomain.com) Check port numbers and encryption settings Ensure your password is correct Cannot send emails Enable SMTP authentication Use port 587 with STARTTLS or 465 with SSL Check outgoing server uses same credentials Certificate warning Use mail.yourdomain.com (not server hostname) Or accept the certificate warning Finding Settings in cPanel Go to Email > Email Accounts Click Connect Devices next to your account View auto-configuration settings

How to Configure Email on iPhone and iPad

Set up your email account on iOS devices to send and receive emails on your iPhone or iPad. Adding Email Account (iOS 15+) Open Settings Tap Mail Tap Accounts Tap Add Account Select Other Tap Add Mail Account Enter your information: Name: Your display name Email: your-email@yourdomain.com Password: Your email password Description: Account label (e.g., Work) Tap Next Select IMAP (recommended) Enter server settings Tap Save Server Settings Incoming Mail Server Host Name: mail.yourdomain.com User Name: your-email@yourdomain.com (full address) Password: Your email password Outgoing Mail Server Host Name: mail.yourdomain.com User Name: your-email@yourdomain.com (full address) Password: Your email password Advanced SSL Settings If the basic setup fails, configure SSL manually: Go to Settings > Mail > Accounts Tap your email account Tap Account > Advanced Configure incoming settings: Use SSL: ON Authentication: Password Server Port: 993 Go back and tap SMTP > Primary Server Configure outgoing settings: Use SSL: ON Authentication: Password Server Port: 465 Tap Done Troubleshooting Cannot Verify Server Identity This warning appears when the SSL certificate does not match the mail server hostname. Tap Continue to accept Or use the exact hostname from cPanel email settings Cannot Get Mail Verify username is the FULL email address Check password is correct Enable SSL and use correct ports Check internet connection Cannot Send Mail Ensure outgoing server has authentication enabled Use same username/password as incoming Try port 587 instead of 465 Removing an Email Account Go to Settings > Mail > Accounts Tap the account Tap Delete Account Confirm deletion Note: This only removes from the device; emails remain on the server.

How to Configure Email on Android

Set up your email account on Android devices using the Gmail app or default email app. Using Gmail App (Recommended) Open the Gmail app Tap your profile icon (top right) Tap Add another account Select Other Enter your email address Tap Next Select Personal (IMAP) Enter your password Tap Next Enter incoming server settings: Server: mail.yourdomain.com Port: 993 Security: SSL/TLS Tap Next Enter outgoing server settings: Server: mail.yourdomain.com Port: 465 Security: SSL/TLS Require sign-in: Yes Tap Next Configure sync options Enter your display name Tap Next to finish Using Samsung Email App Open Email app Tap Add account or go to Settings > Add account Select Other Enter email and password Tap Manual Setup Select IMAP account Enter server settings Tap Sign In Server Settings Reference Setting Incoming (IMAP) Outgoing (SMTP) Server mail.yourdomain.com mail.yourdomain.com Port 993 465 or 587 Security SSL/TLS SSL/TLS or STARTTLS Username Full email address Full email address Sync Settings Configure how often your phone checks for new emails: In Gmail, tap Menu > Settings Tap your email account Tap Sync frequency Choose: 15 min, 30 min, 1 hour, or Manual Tip: More frequent sync uses more battery. Push vs Fetch Push: Emails arrive instantly (uses more battery) Fetch: Checks on schedule (saves battery) IMAP on most Android apps uses Fetch. For push notifications, consider using webmail or a dedicated app. Troubleshooting Authentication Failed Ensure username is the full email address Verify password is correct Check for extra spaces in credentials Connection Timeout Check WiFi or mobile data is working Verify server address is correct Try different port numbers Certificate Warning Accept the certificate to continue Or use the hostname from cPanel Removing Email Account Open Gmail > Profile icon Tap Manage accounts on this device Tap the account Tap Remove account

How to Set Up Email Forwarders

Email forwarders automatically send a copy of incoming emails to another address. Useful for consolidating multiple addresses or sharing emails with team members. Common Use Cases Forward info@company.com to your personal Gmail Forward sales@ to multiple sales team members Forward old email addresses to new ones Create aliases that forward to main account Creating a Forwarder Log into cPanel Go to Email section Click Forwarders Click Add Forwarder Enter the address to forward (e.g., sales) Select the domain Choose destination: Forward to Email Address: Enter the destination email Discard: Delete the email (with optional message) Pipe to Program: Send to a script (advanced) Click Add Forwarder Forward to Multiple Addresses To forward one address to multiple recipients: Create a forwarder for the first address Click Add Forwarder again Enter the same source address Enter the second destination Repeat for additional recipients Example: sales@company.com forwards to both john@gmail.com AND jane@gmail.com Forwarder vs Email Account Forwarder Only Email Account + Forwarder No mailbox, just redirects Keeps copy in mailbox AND forwards Cannot login or send from this address Can login and send emails Uses no disk space Uses disk space for local copy Keep a Local Copy If you want to keep emails on the server AND forward: First create an email account Then create a forwarder for that same address Emails will be stored in the mailbox AND forwarded. Domain Forwarders (Catch-All) Forward ALL emails for a domain to one address: In Forwarders, click Add Domain Forwarder Select the domain Enter the destination email Click Add Domain Forwarder Warning: Catch-all attracts spam. Only use if necessary. Deleting a Forwarder Go to Forwarders Find the forwarder in the list Click Delete Confirm deletion Troubleshooting Forwarded emails going to spam This is common because the forwarded email comes from your server, not the original sender. The destination mail server may flag it as suspicious. Add your server to the destination whitelist Check SPF/DKIM records are correct Consider using an email account with filters instead Not receiving forwarded emails Verify forwarder is set up correctly Check spam folder at destination Test by sending from external address

How to Set Up Email Autoresponders

Autoresponders automatically reply to incoming emails. Perfect for vacation messages, confirmation emails, or acknowledging receipt. Common Uses Out of office / vacation messages Welcome messages for new contacts Confirmation that email was received After-hours notifications Creating an Autoresponder Log into cPanel Go to Email section Click Autoresponders Click Add Autoresponder Fill in the settings: Character Set: utf-8 (recommended) Interval: Hours between responses to same sender Email: The address to autorespond from From: Your name Subject: Autoresponse subject line Body: The automatic reply message Start/Stop: Schedule when active (optional) Click Create Example: Vacation Message Subject: Out of Office - Back January 5th Hi, Thank you for your email. I am currently out of the office with limited access to email. I will return on January 5th and respond to your message then. For urgent matters, please contact support@company.com. Best regards, John Smith Interval Setting The interval prevents sending multiple autoresponses to the same person: 0 hours: Respond to every email (not recommended) 8 hours: Respond once per 8 hours per sender 24 hours: Respond once per day per sender (recommended) Scheduling Autoresponders Set start and stop times for automatic activation: Check Start and enter start date/time Check Stop and enter end date/time The autoresponder only works during this period Tip: Set end date to day after you return to catch any overlap. HTML Autoresponses To include formatting: Check This message contains HTML Use HTML tags in the body: Thank you for your email. I will respond when I return. Editing an Autoresponder Go to Autoresponders Find the autoresponder in the list Click Edit Make changes Click Save Deleting an Autoresponder Go to Autoresponders Find the autoresponder Click Delete Confirm deletion Best Practices Keep messages brief and professional Include return date and alternative contact Set reasonable interval (8-24 hours) Remember to delete after returning Do not include sensitive information Limitations Does not work with emails marked as spam Does not respond to mailing lists (usually) Cannot attach files

How to Configure Spam Filters in cPanel

Spam filters help keep unwanted emails out of your inbox. cPanel includes Apache SpamAssassin, a powerful spam detection system. Enabling Spam Filters Log into cPanel Go to Email section Click Spam Filters Toggle Process New Emails and Mark them as Spam to ON Auto-Delete Spam Automatically delete emails detected as spam: In Spam Filters, enable Move New Spam to a Separate Folder (Spam Box) Or enable Automatically Delete New Spam (Auto-Delete) Warning: Auto-delete may remove legitimate emails. Use Spam Box first to monitor accuracy. Spam Threshold (Sensitivity) SpamAssassin gives each email a spam score. Lower threshold = more aggressive filtering. Click Spam Threshold Score Select a threshold: 1-4: Aggressive (may catch legitimate emails) 5: Default (balanced) 6-10: Permissive (less spam caught) Click Update Scoring Options Whitelist (Always Allow) Ensure emails from trusted senders are never marked as spam: Click Show Additional Configurations Click Edit Spam Whitelist Settings Add email addresses or domains: trusted@example.com *@partnercompany.com Click Update Whitelist Blacklist (Always Block) Block specific senders: Click Edit Spam Blacklist Settings Add email addresses or domains: spammer@example.com *@spamdomain.com Click Update Blacklist Email Filters for Spam Create custom filters for more control: Go to Email > Email Filters Click Manage Filters for your email account Click Create a New Filter Set rules like: If Subject contains "viagra" - Discard If From contains "@spam.com" - Discard Spam Box Folder When Spam Box is enabled, spam goes to a "spam" folder in webmail: Access Webmail Check the Junk or Spam folder Review for false positives Mark legitimate emails as "Not Spam" Understanding Spam Headers SpamAssassin adds headers to emails showing why they were flagged: X-Spam-Status: Yes/No and score X-Spam-Score: Numeric spam score X-Spam-Report: Detailed breakdown View these in your email client by looking at message headers/source. Tips to Reduce Spam Never post your email publicly on websites Use contact forms instead of mailto links Create separate addresses for signups Do not respond to spam (confirms address is valid) Unsubscribe from legitimate lists you no longer want Legitimate Emails Going to Spam? Add sender to whitelist Increase spam threshold score Check if sender has proper SPF/DKIM Contact sender to fix their email configuration

Understanding SPF, DKIM, and DMARC Records

SPF, DKIM, and DMARC are email authentication methods that help prevent spoofing and improve email deliverability. Understanding these is crucial for ensuring your emails reach recipients. Why Email Authentication Matters Prevents others from sending emails pretending to be you Improves deliverability (fewer emails go to spam) Protects your domain reputation Required by many email providers (Gmail, Microsoft, etc.) SPF (Sender Policy Framework) SPF tells receiving servers which mail servers are authorized to send email for your domain. How SPF Works You publish a DNS TXT record listing authorized servers Receiving server checks if sending server is in the list If not authorized, email may be rejected or marked as spam Example SPF Record v=spf1 +a +mx +ip4:192.168.1.1 include:_spf.google.com ~all SPF Components Tag Meaning v=spf1 SPF version (required) +a Allow domain A record IP +mx Allow MX servers include: Include another domain SPF ~all Soft fail others (recommended) -all Hard fail others (strict) DKIM (DomainKeys Identified Mail) DKIM adds a digital signature to emails, proving they have not been modified in transit. How DKIM Works Your server signs outgoing emails with a private key Public key is published in DNS Receiving server verifies signature with public key If signature is valid, email is authenticated Enabling DKIM in cPanel Go to Email > Email Deliverability Find your domain Click Manage DKIM should show as enabled If not, click Install Record DMARC (Domain-based Message Authentication) DMARC tells receiving servers what to do when SPF or DKIM fails, and provides reporting. Example DMARC Record v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com; pct=100 DMARC Policies Policy Action p=none Monitor only (no action) p=quarantine Send to spam folder p=reject Block the email Checking Email Deliverability in cPanel Go to Email > Email Deliverability View status for each domain Green checkmarks = properly configured Warnings indicate issues to fix Click Repair to auto-fix issues Testing Your Records Use these free tools to verify your email authentication: MXToolbox SPF Check MXToolbox DKIM Check DMARC Inspector Mail-Tester - Send a test email for full analysis Recommended Setup Ensure SPF record exists and includes your mail server Enable DKIM in cPanel Add DMARC record starting with p=none Monitor DMARC reports Gradually move to p=quarantine, then p=reject

Email Troubleshooting Guide

Email Setup & Configuration Updated May 2026

This guide covers common email problems and how to resolve them.

Issue: Not Receiving Emails

Check These First

Check spam/junk folder
Verify mailbox is not full (check quota in cPanel)
Confirm MX records point to correct server
Test by sending from external email (Gmail)

Check MX Records

Go to cPanel > Zone Editor
Look for MX records
Should point to your mail server (e.g., mail.yourdomain.com)

Check Email Routing

Go to cPanel > Email Routing
Ensure set to Local Mail Exchanger

Issue: Cannot Send Emails

From Webmail

Check you are logged in correctly
Verify recipient address is valid
Check for any error messages

From Email Client

Verify SMTP settings are correct
Ensure authentication is enabled
Try port 587 with STARTTLS
Check username is full email address

Issue: Emails Going to Spam

For Outgoing Emails

Check SPF record is configured
Enable DKIM signing
Add DMARC record
Check server IP is not blacklisted
Avoid spam trigger words in subject/body

Check Blacklist Status

Use MXToolbox Blacklist Check to see if your IP is listed.

Issue: Login Failed

Verify using full email address as username
Check password is correct (case-sensitive)
Reset password in cPanel if unsure
Check account is not suspended

Issue: Certificate Warning

When connecting via email client:

Use mail.yourdomain.com as server (not server hostname)
Or accept the certificate warning
Ensure SSL/TLS is enabled with correct ports

Issue: Emails Bouncing Back

Read the Bounce Message

Common bounce reasons:

Error	Meaning	Solution
550 User not found	Recipient does not exist	Verify email address
552 Mailbox full	Recipient quota exceeded	Contact recipient
554 Blocked	Your server is blacklisted	Check blacklists
421 Too many connections	Sending too fast	Slow down sending rate

Issue: Slow Email Delivery

Check server load and resources
Review email queue in WHM (contact support)
Large attachments slow delivery
Receiving server may be slow

Issue: Missing Old Emails

Check Trash and Spam folders
If using POP3, emails may be on local computer only
Check webmail for server-side copies
Contact support about restoring from backup

Useful Diagnostic Tools

Email Trace: cPanel > Track Delivery
Mail Logs: Contact support for server logs
MXToolbox - DNS and email diagnostics
Mail-Tester - Email quality score

When to Contact Support

Server-level email issues
Blacklist removal requests
Email restoration from backup
MX record or DNS issues
Persistent delivery problems

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