Managing email accounts

 
Within the Cosmos Service Centre you can manage email accounts connected to your hosting package. This overview shows different possibilities. Webmaster users have more options than normal email users.

  • Managing email accounts as webmaster
  • Basic email forwards
  • Advanced email forwards and aliases
  • Out of Office / Auto reply

 
  • Spam filter configuration




To create, manage and remove email accounts, log into the Cosmos Service Centre as webmaster. Under the ‘Hosting’ tab select ‘Mailbox/Users’ in the bottom left-hand pane.

Select the right domain name

To see the desired email accounts, first select the right domain name from the drop down menu in the upper left-hand pane. Sometimes it is necessary to reload the page after selecting another domain name.        

Manage an existing email account

To change settings or change the password of an email account, click the pencil icon left to the respective email address within the ‘Overview’ tab, then make the changes and save. You may be required to fill in your own webmaster-password again to make changes to e.g. your users password.

Create an email account

Under the ‘Overview tab’ you can see all existing email accounts for the selected domain name. To create an new email account click the blue button ‘+Add User…’ or navigate to the tab ‘New user/e-mailbox’. Then navigate the sub tabs ‘General’, ‘E-Mail’ and ‘Spam’ to fill in the details which you require, and click ‘Create’. Below, the compulsory fields are explained:  

Uid

As the user ID fill in the part that should come before the @. If you want to create the emailaddress ‘example@yourdomain.com’, fill in ‘example’.

Full name

The full name will be displayed when sending email from the web mail.

New password

Fill in the password for the account you are creating, or set a new password for an account that already exists. The password should be at least 8 characters long and consist of at least one capital letter, one lower case letter and one number or special character. Never use an existing password. It is advisable for account holders to regularly change their password themselves.         

Remove an existing email account

When logged in as webmaster you can remove an email account by clicking the bin icon situated left of the email address within the ‘Overview’ tab. Another way to delete an email account is to click the pencil icon left of an email address in the overview and then click the tab ‘Delete user’. The webmaster account cannot be deleted, as you will need it to log into the Service Centre.         Email management - selective overview (remove address)




Sometimes it can be useful to configure an automatic reply. At Greenhost this can be set up as ‘Out of office/Vacation message’ in the Cosmos Service Centre.

Finding the Out of Office message

Setting up as e-mail user

If you are logging in to the Cosmos Service Centre as e-mail user you will see a basic version of the Cosmos Service Centre. There you can see at your left hand side ‘General’, ‘E-Mail’ and ‘Spam’. There you click on ‘E-Mail’ and then you find the settings of the ‘Out of Office/Vacation message’.

Setting up as webmaster

If you are logging in to the Cosmos Service Centre as webmaster you see at your left hand side ‘select domain name’. Select the domain name of the e-mail address on which you want to set up an Out of Office message. For example with e-mail address isabel@green.tld the domain is green.tld. Then go under ‘Hosting’ to ‘User/mailbox’. With the pencil icon near the e-mailaccount you arrive at tab ‘Edit’. There you click on ‘E-Mail’ and then you find the settings of the ‘Out of Office/Vacation message’.

Changing the settings

‘Enabling automatic reply’

You can enable and disable the automatic reply under heading ‘Out of Office/Vacation message’ and you can configure it further using the two text fields. As soon as button Save is clicked, the displayed message is set.

Emailwebmaster - Emailalias email overview bin red

Text field ‘Your e-mail addresses’

The text field where you can enter e-mail addresses is useful if you have configured an e-mail forward in the Service Centre to this e-mail address. For example, with the e-mail forward feature mail to info@green.tld is redirected to isabel@green.tld. If this text field is empty, mail that is sent to info@green.tld does not cause an automatic reply. But if you enter in this text field info@green.tld, mail to info@green.tld will then return the away message that is set below. Just like mail to isabel@green.tld.

If you have multiple e-mail forwards to isabel@green.tld in the Service Centre, for example to contact@green.tld as well, then you can fill in contact@green.tld, info@green.tld so that mail to contact@green.tld returns the away message that was set. This is comma separated.

This text field has a second function, which is to avoid automatic loops of automated messages. If you encounter that, you can fill in the specific external e-mail address here in order to stop the repeating messages, or comma separate multiple external addresses.

Text field ‘Away message’

In the text field at the bottom you can set up your message. It is plain text. Advanced formatting options are not provided.

Sent message

Suppose that a mail with subject “Shall we make an appointment?” is sent to isabel@green.tld. The subject of the returned message will then be Auto: Shall we make an appointment?, from isabel@green.tld via smarthost1.greenhost.nl.

Webmail Standard (Roundcube)

You can also configure your ‘Out of Office/Vakantiebericht’ in the Standard Webmail environment (Roundcube). We assume in this explanation the use of interface style ‘Larry’.

After logging in to the Webmail Standard via greenhost.net you can find ‘Settings’ in the upper right corner. Select in the first column ‘My Account’ and in the second column ‘Out of Office’. The section on the right hand side displays an active configuration of your ‘Out of Office/Vacation message’. If you already have configured an ‘Out of Office/Vacation message’ you see this here. Otherwise you can activate it with the checkbox and enter message text. Here too only plain text is possible.

Please note: it is in this way not possible to define – in order to avoid automatic reply ‘loops’ – external (forward-, or POP-) mail accounts, in the manner that is possible via the Cosmos Service Centre.




Greenhost automatically scans your email for ‘spam’ messages using the program ‘Spam Assassin’. This program assigns a spam score to every email. These scores are then interpreted by the spam filter of your email account. You can adjust the sensitivity of your spam filter in the Cosmos Service Centre.

Spam filter settings in the Cosmos Service Centre

To be able to change the spam filter settings for an email account, log into the Cosmos Service Centre either using the email credentials or the webmaster credentials.

Log in as email user

If you log into the Cosmos Service Centre using your email address and password, you will immediately be able to change its settings. You can then select the ‘Spam’ sub tab.

Log in as webmaster user

If you log into the Cosmos Service Centre using your webmaster credentials, you have access to the settings of all the email accounts associated with your domain names. Under the ‘Hosting’ tab, select the domain name and click ‘E-mail accounts’ in the bottom left-hand menu. Here you can click the pencil icon next to the email address you want to edit and select the ‘Spam’ sub tab.

Adjusting the spam filter

The spam filter is enabled automatically and configured with the default settings. If you experience irregularities in the management of the spam on your account, then you could consider tweaking your spam filter. When you have made the desired changes to your spam filter click ‘Save’. In the Cosmos Service Centre the following options to adjust the spam filter are given:

Emailuser - Spam (select) sub tab red

Enable spam filter

Remove the tick to disable spam filtering for this email address. We recommend keeping the spam filter enabled. If some legitimate email gets caught in the spam filter to often, then you should use the whitelist to add an exception instead of disabling the filter altogether.

Spam level ‘mail to Junk folder’

The default score over which email is put in the ‘junk’ or ‘spam’ folder is 5. If you are getting to much spam in your inbox, then you can set this score lower. If too many legitimate emails are redirected to the ‘junk’ or ‘spam’ folder, then you can set this score higher.

Spam level ‘ignore mail’

The default score over which emails are removed and do not come in at all is 15. You could probably set this score a few points lower, depending on your analysis of your incoming email. You can view the spam score in the headers of an email by opening its headers or source code in your email client.

Spam whitelist

There might be some legitimate email addresses that you want to exempt from the spam filter. These email addresses can be added to the ‘spam whitelist’ and will then reach your inbox regardless of the spam score. To whitelist every email address from a certain domain, just fill in the domain name and click ‘Add’. An email address or domain can be removed from the whitelist by clicking the red ‘x’ behind it.

Tips to prevent spam

When leaving your email address online

Spammers usually collect email addresses from websites and forums or buy them from other parties. Therefore, do not leave your email address publicly visible on a website or forum. If you still choose to do so, then post an image of the email address or write it down in a convoluted way, such as: ‘john A1 yourdomain dotcom’. Be careful when writing things like ‘john[at]yourdomain.com’ as many programs understand the trick of substituting the ‘@’ with ‘[at]’ nowadays.

When registering for an online service

Do not use your main email address to register for an online account or online services. Instead create one or more separate email addresses to register, and consider using free temporary email addresses for these purposes.

When receiving spam

Try not to open spam emails if your emailclient is set to automatically load external content, which is often the default setting. In addition to that, do never click on any elements in a spam message. When you load images or other content in an email or when you click on a link, a spammer will receive a notification that your email address is active. Also, do never reply to a spam email.

Report a spammer

You could consider reporting a certain spammer at spamcop.net. This organisation analyses the spam message and sends a complaint to the ISP who can then take steps towards the spammer.