This is a step by step guide on how to add, edit or delete an email address in your cPanel.
To start, you need to log into your cPanel account and we’ve made this as simple and as easy as possible through the Login Page on our website. If you’re a ZEN Marketing website client, you would have received an email with your username and password which you will now use to login to your cPanel in order to add, edit or delete emails.
Go onto the Login Page and enter the Username and Password provided to you by ZEN Marketing and from the drop-down select box, make sure to select Website Control Panel (which is your cPanel) to ensure you’re logging into the correct place and to prevent you from needing to re-type your Password and Username (copy and paste works is recommended). Should you enter it incorrectly multiple times, your IP Address will be blocked and our website won’t be visible to you anymore. Should this occur, just let us know via email on email@example.com and we’ll unblock it for you. This is an example of the safety measures put in place to keep you and ZEN Marketing safe and secure.
Now, you’re logged into your cPanel account and it looks likes this:
I like to organize my cPanel tabs with Software first, Emails second and Files third. The rest you don’t need to worry about if all you want is a website and emails.
If you’d like to re-organize your cPanel tabs, you can click on the “-“/minus sign to the right of each tab and minimize them, which makes it extremely easy to re-organize and it’s much faster too. Now to move a tab up or down, just hover above the tab you’d like to move, click and hold, and finally drag it up or down to place it where ever you’d prefer. To open a tab again just click on the “+”/plus sign and it will open right up to reveal its features and in the case of the email, you’ll see many features that we can sink our teeth into in future blogs.
So now that we’re in the email tab, we’re going to click on the very first icon that reads Email Accounts as circled in the picture below.
This will open your email account control panel and immediately you will see where you can add an email account.
This is where you’re going to add a new account. Under email, you will just enter the name of the account. For example, if you want the account to be firstname.lastname@example.org then you’re only going to type info into the “Enter an Account Name” field.
Next will be your password for the account. We highly recommend that you use the Generate function as it will provide you with an extremely safe password that will keep your email account and information secure.
To the right of the “Generate” button, you’ll see a little downward pointing arrow. If you click on it you will see settings for your password generator and you can choose what your password consists of and once again, we highly recommend you leave it selected on the two “Both” options as displayed in the image below because this will keep your email and information secure.
To make sure you have an extremely safe password for your new email account, all you need to do is click on the “Generate” button and it will insert a password for you into the “Enter a Password” field. At this point, you’re going to want to copy this password and paste it somewhere secure and somewhere that you can easily remember where it was if you ever need it again in the far future. Also, copy and paste this email password into the “Password (Again)” field to avoid any spelling errors.
Next, you’re going to want to allocate the email address its Quota. Mailbox Quota restricts the email user from using up all your Disk Usage which we’ll cover in a future blog. So what you want to do here is set a limit for them so that if they reach it, they are forced to clean up their mailbox and free up space before they’re able to continue using their email address. This is a great way to manage your staff’s email account and make sure they’re managing their mailboxes correctly. Before they reach their quota limit you will receive a notification which will help prevent their email address from being frozen and not able to receive emails at all until they have cleaned up their mailbox. A useful tip is to keep your spam and junk folders clean and to make a note to self that when an email becomes a certain age, to clean that up too.
A good rule of thumb for a staff email address quota is 500MB, but it varies depending on the industry. One of our clients who does staff placements receives a lot of emails with CV’s attached and that eats up space rapidly. So I suggested that once a staff placement was completed and they no longer need the CV, to just get rid of it or if they still want to keep it for their records they should store it on a Google Drive and allocate a folder to each of their staff so they can’t “steal” each other’s clients as they only have access to their own folder. I’ll do a blog about a Business Google Drive set-up in the near future.
The only time I use Unlimited Quota for a ZEN Marketing address is when it’s a support@ email or a Contact form email that’s receiving emails from your website. This ensures that the form on your site is always working and will never give your clients an error when they try to submit their request or get log a support query.
All that’s left to do now is click on “Create Account” and set up the email. I will do a blog on how to set up an email too.
Edit or Delete Email
To edit an email, just scroll past the Add Email section and what you’ll find is a list of all your email accounts where you will also get to see how much quota each address has used and how much is remaining. Which is also a great way of seeing which of your staff is really working and which need some more attention and assistance to help boost their performance. I’ll do a blog on how to manage underperforming staff too.
There are a few things editable on an email address but today I’m only going to cover editing the password and deleting an email address. The most apparent editable part is the password. In the event that your computer dies and you need to set up your email on another device but you’ve lost all the login info, you log in here and click on “Password” under the Actions list.
All you have to do here is generate a new password, store it somewhere safe again, copy and paste it into the “Password (Again)” field and click on “Change Password”. Go onto your new device where you wish to add this address to and do the set-up that I will cover in a future blog. That’s it, your email should now be retrieving all the mail that was on the account before and you can continue as per usual.
It is also of great importance that when a staff member leaves the company, you delete their email address after removing any info pertinent to client correspondence. It helps keep the overall quota of your account low and doesn’t leave room for that staff member to perhaps share sensitive information with your competition or perhaps even the public.
To delete an account, you just click on the Delete option under the Action list and confirm that you want to delete that account as you can see in the bottom left corner in the picture above. That’s it.
I hope this blog helped you out and answered any questions you had. A more in-depth article to follow which will explain how to suspend accounts and why you would ever need to.