Newest KB Articles in Webmail/SmarterMail

Syncing SmarterMail Calendar and Contacts with Outlook

Wed, 01 Nov 2023 17:31:48 GMT

Because Outlook does not natively support CalDAV and CardDAV, syncing calendar and contacts between SmarterMail and Outlook is instead done via settings within the webmail interface.

Sync Calendar

Found at Calendar > three dots > Add to Outlook

After selecting "Add to Outlook", a prompt should appear asking for permission to open Outlook. Then within Outlook is the prompt to add the calendar. Before adding the calendar, "Advanced..." can be used to adjust propagation between devices or change the Folder Name, as in the screenshot below.

After clicking Yes to "Connect this SharePoint Calendar to Outlook", it will be added under "Other Calendars" and updates to the calendar will propagate to the SmarterMail calendar and vice versa.

Sync Contacts

Found at Contacts > three dots > Add to Outlook. The same prompt for permission to access Outlook should appear, along with the same Advanced options.

By default, the new contacts will not be available in the address book when composing a new message. To add the contacts to the address book, within Outlook click People > right click on the newly created address book under "Other Contacts" > select Properties > select the "Outlook Address Book" tab > check "Show this folder as an email Address Book" and click OK.

Afterwards, when opening the address book while composing a new message, the new contacts will be found at the bottom in the "Other Address Books" section.

Create a Shared Calendar in SmarterMail

Tue, 14 Jan 2020 23:32:44 GMT

1)First you will need to log in to an admin email account, the easiest way would be to log in to the email server through the control panel. https://cp.winhost.com/sites/email.aspx

2) Click Domain Settings (Gear with little globe) outlined below

3)On the Domain Settings page click Shared Resources on the left hand side and then click New Shared Resource

4) On the little pop-up you can name the calendar whatever you would like then click the Permissions tab. On this tab you can set who has permission to view/edit the calendar. In my example I am giving everyone in my contacts full permissions to the calendar.

5) After you click Save head back to your Calendar page and click the hamburger icon in the bottom left. From the options listed click Map Calendars.

6) On the pop-up menu that appears you will select the newly created calendar as the Source and can add any "friendly name" you would like. Once selected click the Attach button

7) Now you should see the newly added calendar on the left hand side just beneath your main calendar

How to clean up email disk space

Fri, 08 Mar 2019 00:34:32 GMT

To view you disk space usage please see this kb article:

https://support.winhost.com/kb/a1611/viewing-email-disk-usage-through-smartermail.aspx

Once you have determined the user that needs to free up some disk space log in to that email account.

1) The first thing you can do is delete all mail marked as junk.

2) Delete all " Deleted Items" :

3) Set up an Auto-Clean to delete old emails:

Note: You can change the time you want to set before mail is deleted I set it at a year as an example.

Reset email password through SmarterMail

Wed, 06 Feb 2019 00:04:31 GMT

Email passwords are reset / changed through the SmarterMail web interface. Either through the Primary Admin email account, which defaults to postmaster, or by logging into SmarterMail as the applicable user. When logging in as a user the password reset will also require entering the old password, whereas the Primary Admin will not have to enter that information. In case the login was saved in a browser but forgotten.

If the postmaster password is unavailable, log in automatically at Winhost Control Panel > Sites > the applicable domain name > Email > "SmarterMail Manager" link.

A password recovery email address can also be set through the SmarterMail Account Settings.

Password change as Primary Admin

After logging in as the Primary Admin, click the More1 drop-down and then Domain Settings2.

From the list of email accounts, click on the email user itself.

Then when on the email account settings page, click the ellipsis1 to expand the options and then Change Password2.

Password change as email user

When logged in as an email user, click the More1 drop-down and then Settings2.

Then click Change Password1. Note this method does require the "Old Password" in order to update it.

Password Recovery Email (Forgot your password)

A "Forgot your password" function is also available through SmarterMail if a Recovery Email Address has been set. Found on the Accounts page, as in the above if the password were being updated.

Primary Admin

Email User

With a Recovery Email Address set, in case of a lost password the Forgot your password?1 link in SmarterMail can be clicked to enter the applicable email address and a verification code.2

After entering the requested information and clicking OK an email is sent to the Recovery Email Address from noreply@domain.com (where domain.com is the site account domain) containing a link to reset the password1.

Clicking the link will load the SmarterMail reset password screen.

Viewing email disk usage through SmarterMail

Fri, 01 Feb 2019 19:39:33 GMT

Email disk usage may be reviewed from the SmarterMail web interface. When logged in as Primary Admin, postmaster@domain.com by default, both the total usage as well as a breakdown by email user is available. To log in automatically as the Primary Admin from the Winhost Control Panel, click Sites > the applicable domain name > Email > then the "SmarterMail Manager" link. Note that the total disk space available is dependent on plan type:

Primary Admin

After logging in as the Primary Admin, click the More1 drop-down and then Domain Reports2.

To view a disk usage breakdown by email folder for an individual user, click the Disk Usage link then the applicable email user. Note that the "Disk Space Limit" listed here is the allotment for that specific user. Adjusted at Domain Settings > Accounts > click on the applicable user > "Mailbox Size Limit" field. After clicking one of the listed email users, the Disk Usage pane will update with the disk space breakdown by email folder.

Email User

If SmarterMail has been updated to the new user interface, click the More drop-down then Reports to see the screen below. Otherwise click Reports1 (bar graph) and Overview2 will display basic disk usage information. Clicking Disk Usage3 will display the breakdown by all email folders.

Creating a new email address or alias in SmarterMail

Fri, 01 Feb 2019 18:18:26 GMT

Additional email addresses or aliases are added through the SmarterMail web interface after logging in as the Primary Admin, which defaults to postmaster@domain.com. If the postmaster password is unavailable, log in automatically at Winhost Control Panel > Sites > the applicable domain name > Email > "SmarterMail Manager" link.

Accounts

After logging in as the Primary Admin, click the More1 drop-down then Domain Settings2.

And the option to create new email users or aliases will be available.

When creating a new email user, note that the "username" is the new email address whereas for an email alias it is the "name".

ie,

Users > New > Username "new" creates the email address new@domain.com
Alias > New > Name "new" creates the email alias new@domain.com

Catch-all Alias

By default, catch-all aliases are disabled. To create a catch-all alias, first open a ticket with the Support Department requesting it be enabled for the domain.

Then, if one has not already been created, create an email alias to set as the catch-all.

After an alias has been created, from the General section of the Domain Settings, enter the alias name into the "Catch-all alias" field.

While entering the alias name a pop-up with the matching name will appear below the field. Make sure to click the name within the pop-up, then "Save" to complete the setup.

How to setup an event that will notify you when you've reached or exceeded an email disk space limit.

Thu, 20 Dec 2018 01:11:58 GMT

Here are instructions on how to setup an event that will notify you when you've reached or exceeded an email disk space limit:

1) Log into the email account via the SmarterMail web interface.

2) Click on More, then Settings at top.

3) Select Events on your left.

4) Click on the New button.

5) Give the event a name like "Email Full", make sure the Event Status is set to "Enabled", the Event Category to "User", and Event Type to "User Disk Space Used".

6) Click the "+ New Condition" button and select either Mailbox Usage (%) or Mailbox Usage (MB).

7) Select a Condition Operator, enter a Value, and click on Save.

8) Click on the "+ New Action" button and select "Send an email".

9) Customize the message you want sent and whom you want the message to be sent to. Click on the Save button.

10) Click on the Save button at top to complete the event notification setup.

How to set up an auto-responder in SmarterMail

Tue, 30 Jul 2013 15:52:25 GMT

In SmarterMail, each individual email user has the ability to set up an auto-responder that will automatically respond to email messages sent to that address.

Log into to the SmarterMail webmail interface (https://mail.yourdomain.com) with the full email address of the user for whom you want to add an auto-responder message. (i.e.: name@HostingAccountDomain.com)
Click the "Settings" link on the top side navigation menu (the icon that looks like gears).
Click "Auto-Responder."
Click "Enable Autoresponder"
Under Options, switch features on/off according to how you want the autoresponder to behave. "Disable responses to indirect mail" will prevent the auto-responder from responding to email not directly addressed to you (for example, an email you get because you are listed in the CC: field). "Limit responses to once daily" will prevent the same sender from being sent an auto-response more than once a day.
In the "Subject" field, enter the subject you want the automated response email to have.
Under Options, select "HTML" or "Text" from the "Message Format" drop-down box. Note that some email providers may be more likely to mark HTML email as spam, so you may want to select "Text" to make sure the recipient sees your response.
Click on the "Save" button.

How to adjust individual user quotas in SmarterMail

Tue, 11 Jun 2013 21:25:44 GMT

If your Primary Domain Administrator account is receiving email notifications that a user has exceeded their quota and is no longer able to receive email, you can adjust the quotas to allocate more space to the user whose mailbox is full (assuming you have free email disk space for your domain).

Note that SmarterMail will allow you to set user quotas that total more than the total physical disk space you have available to your domain. So when setting user quotas, make sure that you haven't exceeded the amount of email disk space allotted to your hosting plan.

Each hosting plan has a different email disk space limit:

Basic: 500 MB
Max: 2000 MB
Ultimate: 5000 MB
Power: 10000 MB

To increase individual user quotas:

Log in to the Winhost Control Panel.
Click the "Sites" tab.
Click the domain you want to manage.
Click the "Email" icon on the right.
Click the "SmarterMail Manager" link. You will be logged in as the Primary Domain Administrator.
Click the "More", then "Domain Settings" link up top.
Click "Accounts"
Click on the name of the user whose quota you want to change
Adjust the "Mailbox Size Limit" size, keeping in mind how much disk space you have allotted to your domain.
Click "Save."

If you would like to upgrade your plan to add more e-mail disk space to your account:

Log in to the Winhost Control Panel.
Click the "Sites" tab.
Click the domain you want to manage.
On the left, below the "Site Info" box, click the "Change Plan" icon.
Follow the instructions to upgrade to a Max or Ultimate or Power plan.

For information about the billing for plan upgrades, see this Knowledge Base article.

How to configure Trusted Senders (whitelisting) in SmarterMail

Thu, 16 May 2013 21:11:10 GMT

If messages from a known or a legitimate email address are being marked as spam, you can rectify the problem by using the "Trusted Senders" feature in SmarterMail. This feature allows you to whitelist email addresses or domains so they will bypass the spam filtering rules you have set up.

NOTE: Any content filtering rules you have configured will NOT be bypassed by adding users to the Trusted Senders list.

To set up Trusted Senders:

Log in to SmarterMail with the email account you want to apply the Trusted Senders setting to.
Click the "Settings" link in the top navigation menu (the icon that looks like a gear).
Click "Spam Filtering"
On the right in the Trusted Senders window, click the Pencil icon next to either Trusted Domains or Trusted Email addresses.
Enter the email addresses/domains you want to whitelist.
Click the "Ok" button.
Click the "Save" button.