POP3 Account Creation
NB. This guide is valid only for customers still using the 'Hostflow' panel.
Hosting Controller Customers should click here
A "POP3" account is a unique container for a 'Users' emails that are either directly addressed to a POP3 account or aliased into a POP3 account. If you are unsure as to whether you have a user available to utilise POP3 or to learn more about this feature, then please visit the Domain Name Users information page.
More on POP3: Depending on the package that you subscribed to with us, you will have a number of POP3 email accounts available to you that act as the physical containers for emails arriving at your domain and delegated/aliased to it. A POP3 account is not to be confused with email addresses, with a popular misunderstanding being that if you have 5 POP3 email accounts, then you only have 5 email addresses under which you can receive emails under your domain for, this is not the case and you can delegate/alias multiple email addresses into a single POP3 email account.
Creating a POP3 Account: To add a new 'POP3' account to a domain, first of all login to your Domain Name Level control panel, or access your domain from within your Customer Level control panel system. (If you have forgotten your password then visit the login page and follow the instructions provided for 'Forgot Password'.) Once logged into the Domain Name Level control panel account :-
- Hover your mouse over the Account Settings > Email > Mail POP3 (SendMail) Settings. (You can also click directly onto the icon of the same name situated in the central portal area upon first logging into the Domain Level control panel.
- If you have already created POP3 usage rules, then these will be shown with identifiers of facilities that have been enabled for each POP3 usage account.
- To add a new POP3 usage account/rule you must have an available (non POP3 account assigned user), if you do not have one available then create a new domain user before proceeding any further.
- At the base of the Mail POP3 (SendMail) Settings page, click on the selection box for 'Add' and select "E-mail POP3:" and within the newly displayed input, enter the default email address that you would like to assign to this POP3 account and User. If you have only 1 available username (who has not been assigned a POP3 email account) then you will only be able to assign it to that user, but if you have more available then you will need to select the 'Username' with which to assign this new POP3 account for. Click "Update" when you are ready to confirm the creation fo the new POP3 account.
- Auto-Responder: Each POP3 account has the ability to assign a message that is automatically sent in response to the receipt of an email into your POP3 account. To make use of this feature click upon the 'Edit Property' icon situated to the right of your chosen POP3 account. Within this new page you can assign the message and activate/deactivate it as required along with the other features available to POP3 account usage. All auto-responded messages will show the email address assigned as the default for the POP3 account.
- Auto-Forward & Delete Options: Each POP3 account has the ability to forward on copies of your emails onto secondary email addresses, whether they be internal or external email addresses which are easily activated from within its dialog page. The copying of emails using the Auto Forward feature is not limited to single email addresses either, which means you can add in multiple email addresses that are separated by a ',' only enabling forwarding of your emails onto more than one internal or external email address (eg: "firstname.lastname@example.org,email@example.com" (without the quotes). Additionally, if you do not wish to retain a copy of emails received within your own POP3 account, then activation of the delete will delete all emails as they arrive after conducting any forwarding if activated.
- Email CatchAll: If you wish to take receipt of ALL emails addressed to your domain, or ALL emails that have not been specified and directed into other POP3 mailboxes, then you can use the CatchAll facility. To use this, (within the Domain Name Level control panel) hover over Account Services > Email > SendMail Settings. Select Add > Catch All and then enter a destination email address that you wish all of the received emails to be placed into (This can be one of your own POP3 email addressed boxes or an external email address) and then enable the checkbox to activate the CatchAll facility.
- Email Alias: An 'Email Alias' is the use of additional email addresses (known as the source) that you wish to take receipt of emails for in a specific manner. This could be for relaying onto external email addresses or for directing into one of your POP3 mailboxes. To make use of an Email Alias go into Account Services > Email > Mail Alias (Sendmail) Settings. Once within this page, click Add > Email Alias and then state the source email address you wish to manage and the destination email address that you wish to relay it onto (this can be a POP3 assigned email address or an external email address - email addresses must be legitimate in form, i.e. firstname.lastname@example.org).
Once you have created your POP3 needs, CatchAll and Alias settings, you will then need to create your POP3 account within your own email client on your local PC. This will vary within different email clients, but the important thing to remember is that your email usage is accessed by your User, using the username and password assigned at the Domain Name User level, with POP3 Server details nearly always being mail.yourdomain.tld.