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Webmail Access and More

Webmail allows you to access your email from any computer with an Internet connection and a web browser. It also allows each email user access to manage their email account and password. Please make sure to log out after you have checked your email on public computers so that other people cannot read your email.

This tutorial applies to cPanel Web Hosting because Webmail access comes with built-in. We assume you have already created the email account from cPanel, and you have your email address and its password. If you do not remember the password of an email account, you can login to cPanel to reset it.

To go to the webmail interface, you enter the following address on an Internet browser such as Internet Explorer, Chrome, Firefox or Opera:

(replace with your actual domain name)

login to webmail

This will redirect you to secure webmail interface (over SSL) and ask you to provide your email login details.

Enter your email address and password to login.

First time you login, you’ll be presented with three different webmail interfaces i.e. Horde, RoundCube and SquirrelMail.

Webmail Choices Horde RoundCube SquirrelMail

Each has its own features. You can try all of them and choose the one you like by clicking on Enable AutoLoad under it. Or you would like to keep the options open, you can choose the one you like each time you login.
You also have the following options when you login to webmail:

Change Password: Change your email address password.

Forwarding Options: To forward a copy of incoming email to another email address or script.

Add Auto Responder: When you are away from computer/emails for extended period of time (e.g. on vacation), you can set your away message here. For more details check this tutorial.

Configure Mail Client: To configure email client software on your computer or mobile device.

Email Filtering: To setup email filters. For more details check this tutorial.

Email Trace: This feature allows you to review email delivery attempts for your account. You can see details of each delivery attempt, including whether a message was delivered successfully. You can also see the delivery route for a message from your account’s mail server to a remote address.

Once you are done checking your email, you can click logout on any webmail interface and it will log you out completely. Let us know if you face any problem with using webmail on cPanel Web Hosting.

Mailing List Hosting with cPanel Web Hosting

Mailing lists can simplify sending messages to a large group of people. You can add a group of email addresses to a mailing list to avoid typing those addresses each time you send a message. This can be very useful when sending newsletters or other updates to large groups of people. You can configure specific settings for your list once it is created. cPanel uses mailman software for hosting mailing lists.

Web assume that you are already logged in to cPanel web hosting account.

Find Mailing Lists in cPanel

Click on Mailing Lists icon in the Mail section of cPanel.

There is a video tutorial available for basic steps of creating a mailing list. You can watch that video or just follow with us. We will be showing you a lot more than that.

Create a Mailing List

Create a Mailing List

To create a mailing list in your web hosting account, enter the following information:

List Name: This should be a single word e.g. announcements, newsletter, staff, vendors, etc. Whatever name you choose becomes the complete email address for your mailing list e.g. where subscribers can send email.

Domain: Select the domain if you have more than one in your account.

Password: You can enter a secure password or use the Password Generator.

Access Type: Choose Public if this is a public newsletter and you would like the archives of the list to be publically available and allow anyone to register on the mailing list. If this is private company list, then you can choose Private. Private list is not advertised or listed on the mailing list page and only the admin of the mailing list approves subscriptions to it.

Click Add Mailing List to create the new mailing list.

Public Mailing List Created

When you create a public mailing list it will be shown that anyone can subscribe to it. When you create a private list, it will show up as follows:

Private Mailing List Created

Mailman Mailing Lists

Current Mailing Lists

Now that you have created the mailing list, it will be listed under Current Lists. You can delete the list if you do not need it and any messages posted on it will be removed. You can change the administrator’s password by clicking on Change Password. Or you can manage it by going to the Administration section by clicking Manage.

Manage a Mailing List via Mailman

When you click on Manage link it will take you out of cPanel and land you on the mailman admin page for that particular mailing list. The screen looks something like this:

Newsletter Administrator

Now you can enter your mailing list password to the administration section. If you already forgot your password 😉 you can reset it from cPanel. Once you are logged in, you’ll be presented with many options to configure. The default ones work out of the box but you have a very fine control of many of the options that you can choose.

Mailman Options

When you logout you’ll be back on the admin page of the mailing list. Here you can also see some links in the footer that take you to the public page of the mailing list. That page has a link to archives and if the list is public you can view them. For private list, it requires each user to login. Keep in mind that every subscriber to the mailing list can have their own unique password to access private archives.

Private Mailing List Archive Password

The page also provides an easy option for more subscribers to join. Depending on how you configure it, they can join automatically or wait for your (admin’s) approval.

We hope you have a superb mailing through mailing list hosting. If you face any problem, please feel free to contact our user friendly support team.

Mailbox quota exceeded – How cPanel manages mailbox quotas?

This applies to cPanel Web Hosting account and configuration of this is done by System Administrator with root privilege.

When you have an email account with certain amount of disk space quota, and it goes full, you have the option to either keep the mails in the queue or return them to the sender. The problem with keeping the emails in the queue for over quota email accounts is that it will clutter the queue of server with large number of emails. And most importantly neither the sender of the email nor recipient will know there is a problem with mailbox quota and it has exceeded.

To reject emails on over quota at the time sender’s remote server is delivering email to your hosting account is the best option as this will instantly inform the sender the mailbox is full. The sender can then either contact recipient via other means or try again later.

Mailbox Quota

This is configured in WHM’s Exim Configuration Manager by setting the value of Reject mail for users over quota to On.

With this configuration set, when the email account is over quota, new emails are not accepted by the server for that mailbox and it gives this error that you can see in /var/log/exim_mainlog:

2013-10-24 07:17:45 1VZ4sD-0000ab-11 ** R=virtual_user_maildir_overquota: Mailbox quota exceeded

Important Note: In cPanel interface when you look up the disk space usage of email accounts, they get instantly updated with emails coming in or being deleted. This process is handled by the incoming and outgoing mail servers (exim, dovecot etc.). However for the purpose of checking disk space when receiving emails, cPanel re-calculates the disk usage every four hours and then uses that cached value for the next four hours. If it had to check each and every mailbox each second it is trying to deliver mail, the server would not be able to handle it. And it would also not allow temporary quota issues to be resolved where clients download emails regularly to make room. Therefore there is a small window when emails will be received for over quota accounts even with this configuration of rejecting emails for users over quota. Those emails are held in queue and on the next try they are delivered.

Email Filtering in cPanel Web Hosting

In this tutorial we are going to explain what is email filtering and best practice to use it. We have found through experience, if this feature is not used properly, you can lose important emails. Please pay close attention to the filter rules and make them as explicit as possible. Loosely defined rule can filter more emails than you may have originally intended.

We start by assuming that you have already logged into your cPanel account. There are two icons in the Mail section of cPanel as shown marked in the screen shot below:

Account and User Level Filters

Account Level Filtering: The rules created under here apply to all incoming emails for your domain. The rules here are processed first before going to User Level Filtering. If you want a rule to apply to all emails, you will create them here.

User Level Filtering: As the name implies, here you can set filter rules for individual email accounts. You can create rules that are for specific email addresses and will not have any impact on others. If there is a particular email that is having too much junk email, you can create rules here for it.

The rule creation is same for both levels so we’ll just talk about it once below. Let’s go to Account Level Filtering by clicking the icon.

All Email Filters

You have two options here. You can Create a New Filter or Test Filter. Let’s create a filter first and then we’ll test it. Click on the button Create a New Filter:

Email Filter Creation Step 1

When creating filters, please choose a specific Filter Name. In the example above, we are creating Mortgage Filter to filter emails about mortgage.

Under Rules you can add as many rules as you like by clicking on the + sign in front of the rule. The rules are processed one by one and based on the condition (and / or) the rules are matched with the incoming email. The rules can apply to specific parts of email: From, Subject, To, Reply Address, Body, Any header, Any recipient etc. And you can set the condition for the rule such as equals, matches regex (this is advance feature of regular expressions), contains, does not contain, begins with, ends with etc.

Mortgage Filter Rule: For the example here we are creating a rule that if we find the word “mortgage” in the subject line of emails, and the email comes for any of the three free email providers (,, then we will discard the email.

Email Filter Creation Step 2

Actions: There are a number of actions you can take and can also create multiple actions for each filter by using the plus sign. If you do not want to receive the emails that match the rule, “Discard Message” is the best option. If you choose “Fail with message”, it will try to send email back to the spammer which can be spoofed and your message may go to an innocent recipient who may not have originally sent that email. That is why we recommend that you choose Discard Message to simply drop the message and take no further action.

Now you can read the entire rule set as Subject contains mortgage and From contains or From contains or From contains

You can be very creative here but if your filter is too generic, anything can be caught in it. For example if you try to match a small word but it is also part of a larger word then the rule will work and filter other emails as well. Example: Test will match Testing if your condition is “contains” because Testing contains Test.

Click Create button to create your new filter. You’ll get a message that filter has been created. Click on “return to the filters list” to see your new filter listed.

Email Filter Created

Let’s create another filter. This time we are going to filter a phrase from the spam we just received. The body of the email contains “% Off Retail Prices”.

Shopping Filter

Now we have two filters. We can re-order the filters by dragging any filter row up or down the list. The ordering is important as these filers are applied to incoming emails in the order they are listed here.

Filters List

Testing Filters

You should always test your email filters to make sure they are working as intended. The Filter Test text area allows you to compose a test email. You can set To, From, Subject and the body of the email and click Test Filter to test that email.

Let’s test our filters. First we are going to test if the email is coming from your bank and is talking about mortgage. Change the From to your bank’s domain. And add the word mortgage in subject.

Test Email Filter 1

When we click Test Filter, the result shows that “header_subject” matches our keyword mortgage. However that was not the only rule in that filter, the rule set also said and From contains one of those free email providers. So it says Normal delivery will occur.

Test Email Filter 1 Result

Let’s test it again and this time change the From email address by using one of the free email providers we added in our rules.

Test Email Filter 2

When we test it this time, the rules match and it says “Save message to: /dev/null 0660”. This indicates that the message will be discarded to bit bucket of /dev/null. And the last line that says “No other deliveries will occur” means there is no further action.

Test Email Filter 2 Result

That is all it is to email filtering. Happy filtering! Let us know if you face any problem or need any assistance.

Setup Email Forwarding in cPanel

Forwarders allow you to send a copy of all mail from one email address to another. For example, if you have two different email accounts, and, you could forward to so that you do not need to check both accounts. Or you can send it to multiple addresses for example could be forwarded to two or more people. Note that the forwarded mail will still be delivered to the original address if it exists. You do not need to create the original email account if you are only forwarding it to other addresses and will not be using it to send email.

Important Note: We do not recommend using this feature for setting up email forwarding from your email address on the hosting server to an email provider elsewhere. The reason is that any spam received on your email will pass through as it is to the destination address. The server at the receiving end will consider your cPanel hosting server to be the source of that spam delivering it to their server. We recommend that proper email accounts should be created and email should be fetched using POP3 or IMAP.

Simple Email Forwarder

Email Forwarding

When you are logged into cPanel, click on Forwarders in the section Mail.

Email Forwarders

There is a video tutorial there that explains the steps to create Email Forwarder.

It lists currently configured email forwarders. You can forward one email address to multiple recipients.

Click Add Forwarder to go to next screen to setup new email forwarding:

Add Email Forwarding

In Address to Forward: type the required email address that you are forwarding from. In the above example we are using support address on our domain

Under Destination you have a choice of

a) Forward it to another email address (it can be an email address at another domain or on the same domain). This is typical setup.

b) Discard the email with error message e.g. when that email address no longer exists (someone left the company and email has been turned off).

If you click on Advanced Options, the area will expand. We explain these options below:

Email Forwarding Advanced Options

c) Forward to a system account (this should never be used)

d) Pipe to a Program: This is an advanced feature. You can forward the incoming email on this address to a software (script) that can process the email and take an action. Some web applications require you to setup such pipe, which means forwarding all emails to a script. This is explained later in this tutorial.

e) Discard (Not Recommended) as said this is not recommended and should not be used. We hope cPanel will one day remove this feature! 🙂

Once you are done with the choice, click Add Forwarder button to create the new email forwarding.

Email Forwarding Added

Your new forwarder is created. Click Go Back to go back to the Forwarders screen.

List of Email Forwarders

You can see your new forwarder in the list of forwarders. You can delete the forwarder. You cannot edit it. If you need to modify an existing forwarder, simply delete it and add a new one.

Using Trace link you can find out if the email resolves correctly or if there is an issue with underlying email setup of your domain.

Forward All Email for a Domain

There is another feature available on Forwarders screen in cPanel called Domain Forwarder. This feature allows all mail sent to a domain to be forwarded to another domain. You can use this feature if you have a parked domain but do not have any email configured for it, and would like emails addressed to that domain go to your primary domain. Domain forwarding takes place only when a delivery is not successful on that domain. For example, a user sends an email to If is an existing email address or auto responder, then the email will not be forwarded. The email will be forwarded if is not an existing email address or auto responder.

Forward All Email for a Domain

Click on Add Domain Forwarder to continue:

Add a New Domain Forwarder

Select the domain from the drop down for which you want emails forwarded to another and then enter the other domain in the text box where you want those forwarded, and click Add Domain Forwarder to finish.

How to use the Pipe to Program Option

When creating simple email forwarder, there is an advanced option to send that email to a program. This is called email piping to program. When you use the pipe to program option, enter a path relative to your home directory for your script. For example, if your cPanel username is ‘john’, and your script is in your home directory at/home/john/, you would enter this in the Pipe to a Program box:

To ensure the script will work, the script must be executable. The hashbang line must also exist at the top of the script

  1. If you are using PHP, this should be the hashbang line at the top of the script: #!/usr/local/bin/php -q
  2. If you are using Perl, this should be the hashbang line at the top of the script: #!/usr/bin/perl

If a hashbang is not in your script, enter the path to the Perl or PHP interpreter in the Pipe to a Program box. This should be followed by the full path to the script:

  1. Perl users run this command: /usr/bin/perl /home/john/
  2. PHP users run this command: /usr/local/bin/php /home/john/test.php

If you are using PHP, ensure that your code is appropriately wrapped in start and end tags.

Make sure that your script uses the proper file permissions (0700). To change your script’s file permissions: chmod 0700 myscript.php where myscript.php is meant to stand for your script’s location and file name.

Let us know if you face any problem or if you have any comments.

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