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The information below explains the difference between the two most common incoming email protocols, POP and IMAP.
POP stands for Post Office Protocol, and was designed as a simple way to access a remote email server. POP works by downloading your emails from your provider’s mail server, and then marking them for deletion there. This means you can only ever read those email messages in that email client, on that computer. You will not be able to access any previously downloaded emails from any other device, or with any other email client, or through webmail.
Some email clients though like Microsoft Outlook, provides advance settings that would allow you to To enable (or disable) the “Leave a copy of the message on the server”. When this option is enabled, emails will remain on your mail server.
IMAP stands for Internet Message Access Protocol, and was designed specifically to eliminate the limitations of POP.
IMAP allows you to access your emails from any client, and any device, and webmail login at any time, until you delete them. You are always seeing the same emails, no matter how you access your provider’s server.
Since your email is stored on the provider’s server and not locally, you may run into email storage limits, when using IMAP.
This interface allows you to configure the spam filter settings (powered by Apache SpamAssassin™) for your account. Spam filters identify and sort or delete unsolicited email, commonly known as spam. You can also use this interface to configure your whitelist and blacklist settings.
For more information, read Apache SpamAssassin’s overview documentation
Process New Emails and Mark them as Spam
Set this toggle to enabled to identify potential spam. Apache SpamAssassin examines every message for spam characteristics and assigns them a calculated spam score. This calculated spam score helps determine the likelihood that a message contains spam. The Spam Box and Auto-Delete features require that you enable Apache SpamAssassin first.
Spam Threshold score
If the system calculates a spam score for a message that meets or exceeds the Spam Threshold Score setting, the system marks the message as spam. A lower spam threshold score, such as a one, is aggressive and labels many messages as spam, including messages that may not be spam. However, a higher value, such as a ten, is passive and only labels messages that are obviously spam.
To set the spam threshold value, perform the following steps:
Click Spam Threshold Score. The system directs you to the Adjust Spam Threshold Score interface.
Select the desired value from the menu.
Note:
Select Custom from the menu to enter a custom value.
Click Update Scoring Options to save your changes.
Move New Spam to a Separate Folder (Spam Box)
Set this toggle to enabled to configure the Exim service to create a spam folder the next time that you receive spam mail. Spam Box sends any message with a calculated spam score that exceeds the spam threshold score to this folder. This feature preserves email that Apache SpamAssassin may mistakenly classify as spam mail.
Note:
We recommend that you use Spam Box because you can still view the messages. However, you should occasionally empty this folder because the space that it uses counts towards your email quota limit.
Empty the Spam Box folder
To empty the spam folder or remove selected messages, click Configure Spam Box Settings. The system directs you to the Spam Box interface with the following settings:
Enable the Spam Box is enabled. toggle in this interface to activate the Spam Box feature if you did not do so in the Spam Filters interface.
Click Empty the Spam Box folder for “username” to delete all messages in the spam folder for the system user email account, where username represents the system user email account’s name.
Click Empty all Spam Box folders to delete all messages in the Spam Box for every email address on this account, including the system user email account.
Important:
This setting deletes the spam folder contents for all email addresses on the account.
Automatically Delete New Spam (Auto-Delete)
Set this toggle to enabled to automatically delete messages that meet or exceed the Auto-Delete Threshold Score value.
Important:
Make certain that you properly configure the Auto-Delete Threshold Score value. This permanently deletes all messages with a calculated spam score that meets or exceeds the Auto-Delete Threshold Score value. This could include non-spam messages, which would cause you to lose those messages.
Configure Auto-Delete Settings
Click Configure Auto-Delete Settings to configure the Auto-Delete Threshold Score value. The system directs you to the Auto-Delete interface with the following settings:
Enable the Spam Auto-Delete is enabled. toggle in this interface to activate the Auto-Delete feature if you did not do so in the Spam Filter interface.
Select the desired Auto-Delete Threshold Score value. Click Update Auto-Delete Score to save your changes.
Note:
The Auto-Delete Threshold Score value does not affect the Spam Threshold Score value.
You can add or modify Autoresponders for your email accounts through this interface. You can configure an email to send an automated reply to all emails you receive to your email account. You can make an automated reply to say that you have received the email and you will reply soon.
If you are on vacation, you can configure the Autoresponders to reply that you are not available at this moment etc. you can also set a specific duration of time in which the automated reply will be sent.
Add an Autoresponder
Step 1 − Open cPanel Autoresponders by clicking on Autoresponder link found in Email section of cPanel Home.
Step 2 − Click Add Autoresponder in this section. It will take you to Modify/Add Autoresponders.
Step 3 − Choose character set, recommended is that you leave it as it is, which is utf–8.
Step 4 − Enter the number of hours to wait between responses to same email address, this helps in preventing sending same email to same user multiple times.
Step 5 − Enter Email and select Domain for which you want to add an autoresponder.
Step 6 − Enter outgoing email’s sender name, it may be your name or your company’s.
Step 7 − Enter Subject of your outgoing Email. You may keep it same as incoming email by putting %subject% in Subject, you can provide your custom subject too.
Step 8 − Enter Body of your Email. You may use %from%, which will be the name of sender, if available. You may use %email% in body too, it will be the email address of the sender.
Step 9 − Select This message contains HTML checkbox, if there is HTML in your Email Body.
Step 10 − Schedule a Start, End Date, and Time for your autoresponder email. You can choose to start immediately or on a specific date at a specific time. You can choose this autoresponder to stop sending emails on a specific day, or you can choose never to stop an autoresponder. You can change this configuration anytime.
Step 11 − Press Create/Modify button to create an autoresponder.
Edit or Delete Autoresponder
To edit or delete an autoresponder, find the Current Autoresponder by scrolling down in Autoresponder section.
Click Edit corresponding to the autoresponder to edit and it will take you to the same interface, which we have gone through when creating the Autoresponder. You can use the same interface to make the change.
To delete an autoresponder, click Delete corresponding to that autoresponder. It will ask you for confirmation, click Delete to delete that autoresponder.
Email filters are useful to create rules to block unwanted emails, based on certain rules you choose. You can specify some rules like a message containing a specific word should be deleted or passed to a specific program. These filters work subsequently, for example if a mail passes through a filter, but can be blocked by another filter. You can specify multiple rules in one filter too.
There are two types of Email Filters in cPanel − User Level Filter and Account Level Filter.
User Level Filter
Through this user level filter, you can create email filters, which will apply on emails that will be received by that email address.
Create a User Level Filter
To create a user level email filter, follow these steps −
Step 1 − Open user level email filters by clicking on Email Filter found under Email section of cPanel.
Step 2 − In Email Filters, you will see the list of emails associated with your domain. Click on Manage Filter link corresponding to your email on which you want to create a filter.
Step 3 − Click on Create New Filter button to go to a new filter creation interface.
Step 4 − Provide a name for your filter.
Step 5 − Select rules for filtering your message. To add additional rules, click on Add (+) button on right side, to remove rules click Subtract (–). Also choose ‘and’ or ‘or’ rule.
Step 6 − Select an Action for a message those passes to the rules of filter. To add additional rules, click on Add (+) button on right side, to remove rules click Subtract (–).
Step 7 − Click on Create button to create a filter.
Edit or Delete a User Level Filter
To edit or delete a user level filter −
Step 1 − Return to Email Filter Interface.
Step 2 − Choose the email for which you want to edit or delete the Filter from Current Filters.
Step 3 −
To Edit, click Edit Link and you will be taken to the same interface we went through to create an Email Filter. Click Save to Save the Email Filter.
To Delete the Email Filter, click on Delete link and you will be asked for confirmation. Click Delete to delete an Email Filter.
Testing an Email Filter
To test the filter, you can follow these steps −
Step 1 − Return to Email Filters Interface and Click on the Manage link corresponding to email address of which you want to test filter.
Step 2 − Scroll down to find Filter Test.
Step 3 − Enter complete Email with headers and subjects in Filter Email text input.
Step 4 − Press Test Filter and the system will generate a full report of how the filters will respond to the email you have written.
Account Level Filtering
The only difference in User Level Filtering and Account Level Filtering (or Global Email Filtering) is that the filters used in Account Level Filter will filter all emails received in your domain, no matter to which email address the message was sent.
To Create and Manage Global Email Filter click on Global Email Filter found under Email section of cPanel Home.
Process to Create, Manage and Test a Global Email Filter is same as we studied above in User Level Filtering. Only difference is that you will not find a list of Emails to choose to Manage, but you will get a list of all Global Email Filters.
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