Managing email accounts
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:
As the user ID fill in the part that should come before the @. If you want to create the emailaddress ‘firstname.lastname@example.org’, fill in ‘example’.
The full name will be displayed when sending email from the web mail.
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.
Note to Zimbra/Digital Office package users: You can only set email forwards within your Zimbra environment.
Basic email forwards in the Cosmos Service Centre
To be able to configure basic email forwarding, log into the Cosmos Service Centre using either the email credentials or the webmaster credentials.
Log in as email user
As email user you can log in to the Cosmos Service Centre using your email credentials and click the ‘E-Mail’ tab to configure forwarding of your email.
Log in as webmaster
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 right domain name, in the bottom left-hand menu click ‘E-mail accounts’ and click the pen icon next to the email address you want to change. Under the ‘E-mail’ sub tab you can configure forwarding of the email for the respective address, in the same way that the email user can.
Set an email forward
To configure forwarding to an email address fill in the appropriate fields under ‘E-mail Forward’ and save. To set basic email forwarding the following options are given:
Tick the box to turn on the automatic forwarding of your email according to the settings which you provided.
Keep a copy
Tick the box to keep a copy of the forwarded email in the original email inbox
Add one or more email addresses to forward the email to. If you want to add multiple adresses, separate the adresses by commas.
Email forwards in the Cosmos Service Centre
To create, manage and remove email forwards and aliases, log into the Cosmos Service Centre as webmaster. Under the ‘Hosting’ tab click ‘E-mail forwards’ in the bottom left-hand pane.
Add an email alias or forward
To add a new email alias or forward, click the blue ‘+New’ button. In the window that appears, fill in the details of your alias or forward and then click ‘Create’. To add a new email alias or forward in the Cosmos Service Centre the following options are given:
As local part fill in the part of the email address before the ‘@’. The local part is either an alias or an existing mailbox of which the emails will be redirected.
As destination you can fill in a local or external email address. You can easily select a local email address when clicking the button with the envelope icon. Click the ‘+’ button on the right to add another destination.
Change an existing alias or forward
To change an existing email alias or forward select the field which you would like to change. The changes that can be made are the same as when adding a new email alias or forward.
Remove an existing alias or forward
When logged in as webmaster you can remove an email alias or forward altogether by clicking the bin icon left of the email alias or forward. You can only remove email forwards which you added. The default forwards can only be removed by removing the respective email accounts under ‘E-mail accounts’ in the bottom left-hand menu.
Please note that if an emailforward was in place, and you want to start receiving emails in the mentioned inbox, you will need to change the destination back to the full emailadress.
Turn off email
Email is turned on by default. To turn off email for the selected domain name use the slide at the top to toggle it off.
Out of Office reply in the Cosmos Service Centre
To be able to set an Out of Office reply, 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 ‘E-Mail’ 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 ‘E-Mail’ sub tab.
Configuring an Out of Office reply
Within the ‘E-Mail’ sub tab under ‘Out of Office/Vacation message’ configure the Out of Office reply and save. Once the Out of Office reply has been set, it will only automatically be sent out once to every unique email address. You can use the following options to configure the Out of Office reply:
Tick the box to enable the automated Out of Office reply. Once an office reply
Your e-mail addresses
Enter the email address and all the email addresses that redirect to this email address, separated by commas. Then when someone sends an email to the respective email address or the thereto redirecting addresses, they will receive the Out of Office message which you have set.
In the given field set the Out of Office message. Only flat text is possible, no advanced layout options are provided.
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:
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.
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.