Category: Hosting, cPanel & Site Administration
Audience: Clients of Thomas McKee Website Design & SEO Solutions who want to set up, access, and manage domain-based business email accounts.
Goal: Teach clients how to create and manage professional email accounts in cPanel, configure them with webmail or third-party email clients, and follow best practices for reliability and security.

Introduction

At Thomas McKee Website Design & SEO Solutions, your hosting plan includes secure, reliable email services integrated with your domain and protected by industry-standard authentication.

This article walks you through creating new accounts, managing storage, using webmail, setting up third-party email apps, and keeping your communications professional and secure.

1. Why Use Domain-Based Email

1.1 Professional Image

Emails from @yourdomain.com look more credible to clients and partners.

1.2 Improved Deliverability

Domain-verified messages are less likely to go to spam, especially when SPF, DKIM, and DMARC records are properly configured (we handle this setup).

1.3 Full Control

You manage accounts, passwords, and storage directly in cPanel — no outside dependencies.

2. Accessing Your Email Tools in cPanel

1. Log into cPanel at https://yourdomain.com/cpanel.

2. Scroll to the Email section.

3. You’ll see the following tools:

   • Email Accounts – Create, edit, and delete accounts.

   • Forwarders – Redirect mail automatically.

   • Autoresponders – Send out-of-office or automatic replies.

   • Email Deliverability – Check and fix SPF, DKIM, and DMARC.

   • Track Delivery – View sent/received message logs.

These tools are all you need to fully manage your domain’s mailboxes.

3. Creating a New Email Account

3.1 Step-by-Step

1. Go to Email → Email Accounts.

2. Click Create.

3. Under “Domain,” select the domain you want (if multiple domains exist).

4. Enter a username (e.g., info or support).

5. Choose a strong password — or use the generator.

6. Set the storage space limit (recommended: 1–2 GB per mailbox).

7. Click Create.

Your new account is ready immediately.

4. Accessing Your Email via Webmail

Every account automatically includes webmail access — no extra software required.

4.1 Logging In

1. Go to
   https://yourdomain.com/webmail
   .

2. Enter your full email address and password.

3. Choose Roundcube (recommended).

4.2 Webmail Features

• Compose and send emails

• Create folders and filters

• Access contacts and address books

• Set auto-replies or signatures

• Change passwords

4.3 Best Practices

• Keep inbox size below your storage quota.

• Archive or delete old messages regularly.

• Use webmail for remote access when traveling.

5. Configuring Email on Desktop or Mobile

You can connect your business email to Outlook, Apple Mail, Thunderbird, or mobile apps.

5.1 General Settings

5.2 Recommended Setup: IMAP vs. POP3

• IMAP: Keeps email synced across all devices (recommended).

• POP3: Downloads messages to one device, removing them from the server.

6. Setting Up Email in Outlook (Example)

1. Open Outlook → Add Account.

2. Enter your email and password.

3. Choose IMAP and input the server details above.

4. Click Next → Done.

Tip: If Outlook doesn’t auto-detect settings, switch to Manual Setup and enter them manually.

7. Setting Up Email on Mobile Devices

7.1 iPhone / iPad

1. Go to Settings → Mail → Accounts → Add Account → Other.

2. Choose Add Mail Account.

3. Enter your name, email, password, and description.

4. Under “Incoming” and “Outgoing,” enter mail.yourdomain.com.

5. Choose SSL/TLS encryption.

6. Save.

7.2 Android

1. Open your Email app.

2. Select IMAP.

3. Enter mail.yourdomain.com for both incoming and outgoing servers.

4. Enable SSL and use port 993 (IMAP) and 465 (SMTP).

5. Save settings.

8. Using Forwarders and Autoresponders

8.1 Forwarders

Send copies of incoming emails to another address.

1. Go to Email → Forwarders.

2. Click Add Forwarder.

3. Enter the source and destination addresses.

4. Click Add Forwarder.

Example: Forward all emails from info@yourdomain.com to you@gmail.com for quick access.

8.2 Autoresponders

Automatically reply to messages (e.g., vacation notices).

1. Go to Email → Autoresponders.

2. Click Add Autoresponder.

3. Choose a time interval and compose your message.

4. Click Create/Modify.

9. Managing Spam and Deliverability

9.1 Spam Filters

Under Email → Spam Filters, you can:

• Enable or disable Apache SpamAssassin.

• Automatically delete high-scoring spam.

• Whitelist trusted senders.

9.2 Email Deliverability Tool

Go to Email → Email Deliverability to check authentication.

You’ll see three key security protocols:

We configure all three for every hosted domain — they’re part of your managed security.

10. Adjusting Mailbox Quotas

If you receive “Mailbox Full” warnings:

1. Go to Email → Email Accounts.

2. Click Manage beside the user.

3. Increase storage space or delete old messages.

4. Empty “Sent” and “Trash” folders in Roundcube.

For higher limits, contact us — we can adjust quotas or archive older mail.

11. Common Troubleshooting Tips

12. Email Security & Privacy Best Practices

1. Use strong passwords — avoid reusing from other sites.

2. Enable SSL encryption (never use “non-SSL” ports).

3. Avoid forwarding sensitive messages to personal accounts.

4. Change passwords twice per year.

5. Never share credentials via email or text.

6. Contact support if you suspect unauthorized access.

13. Backing Up and Archiving Email

13.1 Using Webmail Export

In Roundcube:

1. Select messages or folders.

2. Click More → Download (.eml).

3. Store locally for archival.

13.2 Using JetBackup (Server-Level)

All hosted emails are included in nightly JetBackups — so we can restore entire mailboxes within minutes if needed.

14. Avoiding Spam Blacklists

14.1 Sending Practices

• Avoid sending large attachments (>25 MB).

• Don’t include shortened URLs or suspicious links.

• Use clear subject lines and signatures.

14.2 Monitoring Reputation

If your domain is ever flagged, we’ll clean the IP reputation and reverify deliverability with major providers (Google, Microsoft, Yahoo).

15. Recommended Professional Email Setup

For businesses with multiple team members:

We can also set up aliases (e.g., team@ → forwards to several addresses).

16. Frequently Asked Questions

Q: Can I use my business email on Gmail?
Yes — Gmail can check your domain inbox using IMAP. We can assist with setup.

Q: How much storage do I get per mailbox?
It depends on your hosting plan. Typical business accounts include 1–2 GB per user, expandable on request.

Q: What happens if I forget my password?
Log into cPanel → Email Accounts → Manage → Reset Password.

Q: Are my emails encrypted?
Yes — all transmissions use SSL/TLS encryption by default.

Q: Can I migrate emails from another provider?
Absolutely. We can migrate existing mailboxes into your new hosting account securely.

17. When to Contact Us

Reach out to Thomas McKee Website Design & SEO Solutions for:

• Password resets or login issues.

• Problems sending or receiving emails.

• Adjusting quotas or creating new accounts.

• Email deliverability or spam problems.

• Setting up mail across multiple devices.

We handle configuration, authentication, and troubleshooting for all hosted clients.

18. Client Checklist

✅ Create accounts via cPanel → Email Accounts
✅ Set up devices with IMAP & SSL
✅ Test sending and receiving mail
✅ Monitor mailbox quotas monthly
✅ Keep SPF, DKIM, and DMARC records active
✅ Contact us for any delivery or access issues

Conclusion

Your business email system is an essential communication tool — and it’s part of your professional image.
With secure hosting, authenticated delivery, and full cPanel control, you can manage your own accounts confidently while we maintain the reliability and protection behind the scenes.

At Thomas McKee Website Design & SEO Solutions, we ensure your email works seamlessly, securely, and professionally — every time.