Email mailboxes & domains
Create mailboxes, shared mailboxes and forwards on your own domain, assign storage, set up devices and manage DNS records, catch-all and plus addressing
SimpliServ can run email mailboxes on your own domain. Under Administration → Communication → Mailboxes you create personal and shared mailboxes as well as forwards and manage the domain settings. This is independent of SMTP sending, through which SimpliServ sends documents.
The page only appears if email hosting is unlocked for your organisation; otherwise it shows Email hosting is not active. If no domain is connected yet you see No domain assigned yet – SimpliServ sets the domain up for you. To view you need mail_accounts.view or mail_domains.view; creating, changing, deleting and password reset can be controlled separately via mail_accounts.create, mail_accounts.update, mail_accounts.delete, mail_accounts.password.reset and mail_domains.update.
Page structure
| Tab | Content |
|---|---|
| Overview | number of mailboxes, shared mailboxes and forwards relative to the limit, Storage used and the Settings for email programs (server, ports, Open webmail) |
| Mailboxes | personal mailboxes with their own password and storage |
| Shared mailboxes | one mailbox for several people, e.g. office@ or service@ |
| Forwards | addresses without their own mailbox – with one target a forward, with several a distribution list |
| Domains | settings and DNS records per domain |
Create a mailbox
Start a new mailbox
In the Mailboxes tab click New mailbox.
Address and name
Enter the Email address (name before the @ and Domain) and a Display name, e.g. "Max Mustermann".
Password and storage
Set a Password with at least 8 characters – it won't be shown again. Under Mailbox size you assign storage; empty means unlimited, if your quota allows it.
Aliases and shared mailboxes
Aliases are additional addresses that arrive in the same mailbox. Under Shared mailboxes you give the mailbox access to shared mailboxes. Create it with Create.
Per row Edit, Change password, Set up and Delete are available. A deleted mailbox loses all emails permanently. After a password change the new password must be entered in every email program.
Set up devices
Set up opens a dialog with a QR code: on iPhone, iPad or Mac it loads a profile that only needs the password after installation (it appears as "Not verified" – that's normal). For Outlook, Android and other programs the dialog shows server, username and IMAP and SMTP ports; with Copy instructions you send the person ready-made instructions.
Shared mailboxes and forwards
- New shared mailbox: address, name, Members (mailboxes that see it in their email program and webmail), storage and aliases.
- New forward: address and Forward to – one or more addresses, including external ones. A forward has no mailbox of its own.
Domains
In the Domains tab you set per domain:
- Catch-all address – emails to non-existent addresses land here; leave empty to reject them.
- Plus addresses –
name+shop@your-domainarrives in the mailboxname@your-domain. - DNS records – the records to be added at the domain's DNS provider so emails arrive and aren't treated as spam. Copy as zone file takes all of them at once.
Only switch the MX records once the mailboxes are ready. Otherwise new emails land on the new server before anyone can read them.
Related topics
- Set up organisation email — SMTP sending and IMAP fetching for SimpliServ
- IMAP — fetch customer replies into SimpliServ
- SMTP — configure your own email sending
- Users & roles — grant the
mail_accounts.*rights
How is this guide?