Email Hosting Overview

This section of the article explains how to manage your mailboxes from the Customer Portal and explains the most frequently asked questions for our Mail hosting platform.

Contents

From the Customer Portal, you can view and manage your mailbox, email aliases, and autoresponders. You can also add a new email account and email aliases. All these features are only available if you have a Web Hosting pack or an email pack with Leaseweb.

Viewing your mailboxes, email aliases, and autoresponders

1. In the center of the panel, select Hosting option.
     
2. In the Hosting Overview page, your Email Domains list is displayed. From here, you can search for a specific domain to manage mailboxes, aliases, and autoresponders.

Managing a mailbox

You can view, edit, and delete your mailbox.

Creating a mailbox

1. From the Domain Overview page, click the Manage Mailboxes link under the Actions column for the domain you want to manage mailboxes.
   
2. List of mailboxes associated with that domain will be listed.
3. On the Mailbox List page, click Create mailbox.
   
4. In the pop up, select the Domain to Create mailbox for main domain. Also, you can set the MX-record for the domain by toggling the button only when DNS records are managed by Leaseweb.
   
5. After you click Create mailbox, new mailbox is created and you can set password and other mailbox settings in the settings page.
   

6. You can make the changes and click the Save settings button to update.

After adding your new email account, you can configure it based on the instructions given in this topic: Configuring Email Settings

Creating a mailbox for sub domain

1. From the Mailbox List page, click Create mailbox.
   
2. In the pop up, select the Subdomain to create mailbox for sub domain. Enter both mailbox name and subdomain name to create mailbox. Also, you can set the MX-record for the sub domain by toggling the button only when DNS records are managed by Leaseweb.
3. After you click Create mailbox, new mailbox for subdomain is created and you can set password and adjust other mailbox settings in the settings page.
   

4. You can make the changes and click the Save settings button to update.

After adding your new email account, you can configure it based on the instructions given in this topic: Configuring Email Settings

Viewing and editing a mailbox

Perform the following steps to view or edit a mailbox:

1. From the Domain Overview page, click the Manage Mailboxes link under the Actions column for the domain you want to manage mailboxes.
   
2. List of mailboxes associated with that domain will be listed.
   
3. By expanding the accordion, it is possible to view the details for each mailbox. The action Manage mailbox gives the possibility of changing them.
4. By clicking on Settings, you can change the Anti-virus/SPAM option, change the password, and activate/deactivate the mailbox by switching the on/off button. 
5. To change the password, click Update Password. The password fields will expand. You can both create yourself, typing in the password and confirming it, or choose to Generate Random Password, by clicking the corresponding button. When you generate a random password, it will be automatically copied to your clipboard.
6. Click the Save button.

Deleting a mailbox

Perform the following steps to delete a mailbox:

1. From the Mailboxes list page for a chosen domain, click the Delete Mailbox link.
   
2. You will need to confirm the changes. Once confirmed, the mailbox will be deleted.

Managing an email alias

You can view, edit, and delete your mailbox aliases. 

Creating an email alias 

1. From the Domain Overview page, click the Manage Mailboxes link under the Actions column for the domain you want to manage an alias.
   
2. By expanding the accordion, it is possible to edit all the aliases for a specific account. Click Aliases.
3. From the Aliases page, to create new alias, click New Alias

   

4. Select Domain as alias type and enter the name of alias address to be created. You can also add MX record by toggling the button if it does not exists and only if DNS records are managed by Leaseweb.
   

5. Click the Create alias button and newly created alias will be listed in the alias listing page.

Creating an email alias for sub domain

1. From the Aliases page, to create new alias for sub domain, click New Alias

   

2. Select Subdomain as alias type and enter the name and sub domain of alias address to be created. You can also add MX record by toggling the button if it does not exists and only if DNS records are managed by Leaseweb.
   

3. Click the Create alias button and newly created alias will be listed in the alias listing page.

Viewing and editing an email alias 

1. From the Domain Overview page, click the Manage Mailboxes link under the Actions column for the domain you want to manage an alias.
   
2. By expanding the accordion, it is possible to edit all the aliases for a specific account. Click Aliases.
3. The email alias features will display. Click the View/Edit icon.
   
4. You can activate/deactivate the email alias by switching the on/off button.
   
5. Click the Save alias button. 

Deleting an email alias

Perform the following steps to delete an email alias:

1. From the email alias features page, click the Delete link.
   
2. You will need to confirm the changes. Once confirmed, the email alias will be deleted.

           

Managing an email forward

You can view, edit, and delete your mailbox forwards.  

Viewing and editing an email forward  

1. From the Mailbox overview page, click the Forwards link under the Actions column for the domain you want to manage a forward.
   
2. The email forward features will display. Click View/Edit

           

      3. You can change the source and destination address and activate/deactivate the email forward by switching the on/off button. 

      4. Click the Close button.  

Deleting an email forward 

Perform the following steps to delete an email forward: 

1. From the Mailbox overview page,  click the Forwards link under the Actions column for the domain you want to delete a Forward.
   
2. The email forward features will display. Click the Delete icon. 
   

You will need to confirm the changes. Once confirmed, the email forward will be deleted.

Managing autoresponders

You can view, edit, and add autoresponders.

Adding an autoresponder

Perform the following steps to add an autoresponder to a domain name:

1. From the Mailbox Overview page, click the Set Autoresponder link under the Actions column for the domain you want to manage as an auto-responder.
   
2. Add the Subject and Body for the autoresponder. Set Active to On.
   
3. Click the Save button. 

Editing an autoresponder

Perform the following steps to add an autoresponder to a domain name:

1. From the Mailbox Overview page, click the Edit Autoresponder link under the Email Management column for the domain you want to manage as an auto-responder.

         

      2. Update the Message and Subject of the auto-responder.

         

       3. Click the Save button. 

Deleting autoresponders

Perform the following steps to delete an autoresponder:

1. Under the Auto-responder column, click the link to the autoresponder you want to delete.
2. Click on the Delete button
3. You will need to confirm the changes. Once confirmed, the email auto-responder will be deleted.

Adding an email Catch-All

Perform the following steps to add an email catch-all: 

1. From the Mailbox list page, click the Edit catch-all button.
   

2. Enter the catch-all Destination.
   

   The destination address is the target mailbox for all non-specified email addresses in your domain. 

3. Click the Save button.

Management Articles for Mail Hosting

• Managing Emails
• Configuring Email Settings
• Configuring Email Filters
• Setting AutoResponder using Out of Office plugin for Emails
• Managing DKIM

FAQs about Mail Hosting

FAQ: How many email addresses can I create with my Mail Hosting service?

With our Mail Hosting service, you can create up to 250 email addresses.

FAQ: What to do when my emails are delivered to SPAM folders?

These days it is very important to have an SPF record for your domain. If you don’t have this record the receiving mail server can not verify if you are a legit sender for your domain. For this reason, almost every receiving mail server will mark your email as SPAM. Without a SPF record Gmail and Microsoft will always put your emails in the ‘Junk’ folder. When you have configured a valid SPF record in your DNS records the SPAM score of your email will lower significantly and will reduce the chance that your emails will be delivered in the ‘SPAM’ or ‘Junk’ folder.
 

The examples here below are SPF records that you can use if you are using the SMTP server of Leaseweb (smtp.Leaseweb.com)

Example: smtp.Leaseweb.com

For example, if you send email through smtp.Leaseweb.com and through your website

FAQ: Example of how to add the SPF into a TXT record within the customer portal

On the following page, you can find how to create/edit DNS records within our customer portal: Creating or editing DNS records

Once you are at the DNS Records page within the customer portal you click the Add button to fill in as follows:

The following data needs to be filled in:

Host: Fill in your domain.tld for example ‘Leaseweb-sh.nl‘.
Type: Select TXT in the dropdown list.
Content: Inside the content field paste the complete SPF record as listed above.

if you are using the Leaseweb SMTP and also third-party services like Mandrill and/or Sendgrid you need a customized SPF record. The easiest way to do this is by generating the SPF record at the following website https://www.spfwizard.net/.

FAQ: Why do I receive SPAM in my inbox?

One of the reasons of receiving SPAM can be caused by a disabled SPAM filter for your email inbox. You can verify this in the customer portal in the section: ‘Domains’ → ‘Email’ → ‘Mailboxes’ → ‘Edit mailboxes’ (Green pencil).

The main reason why people are receiving a lot of SPAM is because their email address is listed at SPAM lists. Once your email is on those lists it will stay on there forever. Here below are some tips to prevent getting on those SPAM lists.

• Never put your email address on your website. Email addresses are scrapped automatically by bots on the internet. You should use a contact form with Captcha.
• Do not use an info@ address.
• Use aliases for online subscriptions.
• Never post your email address on public platforms, these websites are also scrapped by bots.

If you still encounter a lot of SPAM with the SPAM filter enabled please contact our ‘Customer Care’ team from the ‘Customer Portal’. To localize the issue we would like to have the header of the email. The next section in this FAQ describes how to look up the header of the email.

FAQ: How do I lookup the header of my email?

The headers of an email can be retrieved in different ways. Here below we will describe how to do this with the most common email clients. The preferred way for ‘Customer Care’ is Leaseweb Webmail.

Leaseweb Webmail

Login at webmail.Leaseweb.com → select the email → Click More → Click Show source. Copy the complete text in a txt file.

Apple Mail

Open the email in Apple Mail → Click View → Message → All Headers. Copy the complete text in a txt file.

Mozilla Thunderbird

Open the email in Mozilla Thunderbird → Click View → Click Message Source. Copy the complete text in a txt file.

Outlook

Open the email in Outlook → Click File → Properties → Copy the text from the Internet Headers into a txt file.

FAQ: Why can I send an email but not receive the email?

Sending email does not require a DNS record so this will always work. For receiving email you need a MX record. Please see the following page for more information about MX Records.

The MX records for receiving mail at the Leaseweb platform should be as follows: