Difference between revisions of "Email"

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All the email accounts on the old <code>mail.webarch.net</code> and <code>mail1.ecohost.email</code> have now been migrated to [https://webarch.email/ webarch.email].
 
All the email accounts on the old <code>mail.webarch.net</code> and <code>mail1.ecohost.email</code> have now been migrated to [https://webarch.email/ webarch.email].
  
== Webarch.email ==
+
==Webarch.email==
  
 
[https://webarch.email/ webarch.email] is our primary mailserver, it is running [https://mailcow.email/ Mailcow]. This server has two web interfaces, [[#Mailcow]] and [[#SOGo]].
 
[https://webarch.email/ webarch.email] is our primary mailserver, it is running [https://mailcow.email/ Mailcow]. This server has two web interfaces, [[#Mailcow]] and [[#SOGo]].
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The Mailcow documentation includes [https://mailcow.github.io/mailcow-dockerized-docs/client/ instructions for configuring clients] which you can use with the details below.
 
The Mailcow documentation includes [https://mailcow.github.io/mailcow-dockerized-docs/client/ instructions for configuring clients] which you can use with the details below.
  
=== Mailcow ===
+
===Mailcow===
  
 
The [https://webarch.email/ Mailcow interface] has two modes depending if you login as a domain administrator (for these accounts the username is a single word with no punctuation) or as a email account holder (for these accounts the username is your email address):
 
The [https://webarch.email/ Mailcow interface] has two modes depending if you login as a domain administrator (for these accounts the username is a single word with no punctuation) or as a email account holder (for these accounts the username is your email address):
  
==== Mailcow domain administration ====
+
====Mailcow domain administration====
  
 
You need to login as a Mailcow domain administrator if you want to create email accounts, create aliases or reset mailbox password.
 
You need to login as a Mailcow domain administrator if you want to create email accounts, create aliases or reset mailbox password.
 +
 +
=====Edit mailbox password=====
  
 
To change the password on a mailbox, login using the administration account (this will have a username as a login ''not'' a email address) and click ''Configuration'', ''Mailboxes'' as shown below:
 
To change the password on a mailbox, login using the administration account (this will have a username as a login ''not'' a email address) and click ''Configuration'', ''Mailboxes'' as shown below:
  
 
[[File:Screenshot 2018-11-27 mailcow UI.png|300px]]
 
[[File:Screenshot 2018-11-27 mailcow UI.png|300px]]
 +
 +
Note that on narrow screens to edit button vanishes, click the tiny grey '''+''' sign to the left of the Username to get it to appear:
 +
 +
[[File:Screenshot 2019-02-17 mailcow UI.png|300px]]
  
 
Then click ''Edit'' to update the mailbox account password:
 
Then click ''Edit'' to update the mailbox account password:
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[[File:Screenshot 2018-11-27 mailcow UI 2.png|300px]]
 
[[File:Screenshot 2018-11-27 mailcow UI 2.png|300px]]
  
==== Mailcow mailbox ====
+
====Mailcow mailbox====
  
 
A Mailcow mailbox can have multiple aliases and for Thunderbird all you should need to configure is your username, which is your email address, and your password (thanks to the [[#DNS_Settings]]), if you have a client that needs manual configuration these are the details you need:
 
A Mailcow mailbox can have multiple aliases and for Thunderbird all you should need to configure is your username, which is your email address, and your password (thanks to the [[#DNS_Settings]]), if you have a client that needs manual configuration these are the details you need:
  
===== Webarch.email IMAP =====
+
=====Webarch.email IMAP=====
  
 
IMAP (Internet Message Access Protocol) is used for reading and receiving email, you can use IMAPS (IMAP with SSL) or IMAP (IMAP with TLS), see below for the settings:
 
IMAP (Internet Message Access Protocol) is used for reading and receiving email, you can use IMAPS (IMAP with SSL) or IMAP (IMAP with TLS), see below for the settings:
  
* '''Username''': <code>example@example.org</code> (your email address)
+
*'''Username''': <code>example@example.org</code> (your email address)
* '''Password''': <code>XXXXXX</code> (the password you have been provided with)
+
*'''Password''': <code>XXXXXX</code> (the password you have been provided with)
* '''Server''': <code>mail.webarch.email</code>
+
*'''Server''': <code>mail.webarch.email</code>
* '''IMAPS''':
+
*'''IMAPS''':
** '''Port''': <code>993</code>
+
**'''Port''': <code>993</code>
** '''Security''': <code>SSL</code>  
+
**'''Security''': <code>SSL</code>
* '''IMAP''':
+
*'''IMAP''':
** '''Port''': <code>143</code>
+
**'''Port''': <code>143</code>
** '''Security''': <code>STARTTLS</code>
+
**'''Security''': <code>STARTTLS</code>
* '''Authentication''': username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
+
*'''Authentication''': username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
  
===== Webarch.email POP3 =====
+
=====Webarch.email POP3=====
  
 
POP3 (Post Office Protocol version 3) is used for reading and receiving email, you can use POP3S (POP3 with SSL) or POP3 (POP3 with TLS), see below for the settings:
 
POP3 (Post Office Protocol version 3) is used for reading and receiving email, you can use POP3S (POP3 with SSL) or POP3 (POP3 with TLS), see below for the settings:
  
* '''Username''': <code>example@example.org</code> (your email address)
+
*'''Username''': <code>example@example.org</code> (your email address)
* '''Password''': <code>XXXXXX</code> (the password you have been provided with)
+
*'''Password''': <code>XXXXXX</code> (the password you have been provided with)
* '''Server''': <code>mail.webarch.email</code>
+
*'''Server''': <code>mail.webarch.email</code>
* '''POP3S''':
+
*'''POP3S''':
** '''Port''': <code>995</code>
+
**'''Port''': <code>995</code>
** '''Security''': <code>SSL</code>
+
**'''Security''': <code>SSL</code>
* '''POP3''':
+
*'''POP3''':
** '''Port''': <code>110</code>
+
**'''Port''': <code>110</code>
** '''Security''': <code>STARTTLS</code>
+
**'''Security''': <code>STARTTLS</code>
* '''Authentication''': username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
+
*'''Authentication''': username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
  
===== Webarch.email SMTP =====
+
=====Webarch.email SMTP=====
  
 
SMTP (Simple Mail Transfer Protocol) is used for sending authenticated email (unauthenticated email is also received from other mail servers on port <code>25</code> using SMTP), you can use SMTPS (SMTP with SSL) or SMTP (SMTP with TLS), see below for the settings:
 
SMTP (Simple Mail Transfer Protocol) is used for sending authenticated email (unauthenticated email is also received from other mail servers on port <code>25</code> using SMTP), you can use SMTPS (SMTP with SSL) or SMTP (SMTP with TLS), see below for the settings:
  
* '''Username''': <code>example@example.org</code> (your email address)
+
*'''Username''': <code>example@example.org</code> (your email address)
* '''Password''': <code>XXXXXX</code> (the password you have been provided with)
+
*'''Password''': <code>XXXXXX</code> (the password you have been provided with)
* '''Server''': <code>mail.webarch.email</code>
+
*'''Server''': <code>mail.webarch.email</code>
* '''SMTPS''':
+
*'''SMTPS''':
** '''Port''': <code>465</code>
+
**'''Port''': <code>465</code>
** '''Security''': <code>SSL</code>
+
**'''Security''': <code>SSL</code>
* '''SMTP''':
+
*'''SMTP''':
** '''Port''': <code>587</code>  
+
**'''Port''': <code>587</code>
** '''Security''': <code>STARTTLS</code>
+
**'''Security''': <code>STARTTLS</code>
* '''Authentication''': username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
+
*'''Authentication''': username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
  
==== Mailcow Alias ====
+
====Mailcow Alias====
  
 
In Mailcow two types of aliases can be created:
 
In Mailcow two types of aliases can be created:
  
* '''Domain aliases''', this is where <code>anyone@example.org.uk</code> and <code>anyone-else@example.org.uk</code> email is forwarded to <code>anyone@example.org</code> and <code>anyone-else@example.org</code>, just one alias is created for the domain name.
+
*'''Domain aliases''', this is where <code>anyone@example.org.uk</code> and <code>anyone-else@example.org.uk</code> email is forwarded to <code>anyone@example.org</code> and <code>anyone-else@example.org</code>, just one alias is created for the domain name.
* '''Aliases''', this is where <code>someone@example.org.uk</code> is forwarded to <code>someoneelse@example.org.uk</code>
+
*'''Aliases''', this is where <code>someone@example.org.uk</code> is forwarded to <code>someoneelse@example.org.uk</code>
  
=== SOGo ===
+
===SOGo===
  
 
SOGo is the web based IMAP client on [https://webarch.email/ webarch.email] and it can be accessed via the "SOGo" link at the bottom of the front page or directly via https://webarch.email/SOGo.  
 
SOGo is the web based IMAP client on [https://webarch.email/ webarch.email] and it can be accessed via the "SOGo" link at the bottom of the front page or directly via https://webarch.email/SOGo.  
  
There is a [https://sogo.nu/nc/support/faq/select_category/48.html SOGO usage FAQ list] on the [https://sogo.nu/ SOGO.nu] site, documentation will be added here when we have a chance.
+
There is a [https://sogo.nu/nc/support/faq/select_category/48.html SOGO usage FAQ list] on the [https://sogo.nu/ SOGO.nu] site.
  
==== SOGo Autoresponder / Vacation Message ====
+
====SOGo Autoresponder / Vacation Message====
  
 
You can set a out of office / vacation / holiday / automatic reply / autoresponder if you login to the [https://webarch.email/SOGo SOGo] interface and select Preferences, Mail, Vacation.
 
You can set a out of office / vacation / holiday / automatic reply / autoresponder if you login to the [https://webarch.email/SOGo SOGo] interface and select Preferences, Mail, Vacation.
  
==== SOGo Forwarding ====
+
====SOGo Forwarding====
  
 
You can set a email account to also forward email to another account with the option for keeping a copy locally via [https://webarch.email/SOGo SOGo], select Preferences, Mail, Forwarding.
 
You can set a email account to also forward email to another account with the option for keeping a copy locally via [https://webarch.email/SOGo SOGo], select Preferences, Mail, Forwarding.
  
=== Spam Settings ===
+
====SOGo Deleting Emails====
 +
 
 +
To delete multiple emails at once first click on the icon to the left of the email subject and this allows multiple email to be selected, tick the box by each email you wish to delete and then click the bin icon to move them to the Trash folder. You then need to empty the Trash folder by clicking on it, then clicking on the three dots and then clicking on Empty Trash.
 +
 
 +
===Spam Settings===
  
 
You can change the anti-spam settings by logging it at [https://webarch.email/ webarch.email] with your email address and scrolling down the page and clicking ''"Spam filter"'', then you can adjust the thresholds, if too many things are being classed as spam you need to increase the values from the default of 5:15, for example, move the left hand slider to the right to increase the length of the green bar to cause less email to be moved to the junk folder and decrease the size of the red bar to cause less email to be thrown away &mdash; email with a green score goes to your INBOX, email with a yellow score goes to your Junk folder and email with a red score is thrown away, you will never see it.
 
You can change the anti-spam settings by logging it at [https://webarch.email/ webarch.email] with your email address and scrolling down the page and clicking ''"Spam filter"'', then you can adjust the thresholds, if too many things are being classed as spam you need to increase the values from the default of 5:15, for example, move the left hand slider to the right to increase the length of the green bar to cause less email to be moved to the junk folder and decrease the size of the red bar to cause less email to be thrown away &mdash; email with a green score goes to your INBOX, email with a yellow score goes to your Junk folder and email with a red score is thrown away, you will never see it.
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There is also the option below this to whitelist and blacklist email addresses, this is useful if an email address is sending you spam or if someones emails are classed as spam when they are not.
 
There is also the option below this to whitelist and blacklist email addresses, this is useful if an email address is sending you spam or if someones emails are classed as spam when they are not.
  
=== DNS Settings ===
+
===DNS Settings===
  
If the DNS servers for your domain are provided by Webarchitects then we should have set the DNS up correctly for you, if you manage your own DNS then these are the settings you need for your Bind configuration file to ensure that clients such as the [https://developer.mozilla.org/en-US/docs/Mozilla/Thunderbird/Autoconfiguration Thunderbird Autoconfiguration] finds the [https://autoconfig.webarch.email/.well-known/autoconfig/mail/config-v1.1.xml webarch.email auto-configuration XML file] and so forth:
+
If the DNS servers for your domain are provided by Webarchitects then we should have set the DNS up correctly for you, if you manage your own DNS then these are the settings you need for your [https://en.wikipedia.org/wiki/Zone_file#File_format Bind configuration file] to ensure that clients such as the [https://developer.mozilla.org/en-US/docs/Mozilla/Thunderbird/Autoconfiguration Thunderbird Autoconfiguration] finds the [https://autoconfig.webarch.email/.well-known/autoconfig/mail/config-v1.1.xml webarch.email auto-configuration XML file] and so forth:
  
                      IN MX    10        mail.webarch.email.
+
<pre><nowiki>
autodiscover          IN CNAME          config.webarch.email.
+
; Example set of records for Bind 9
autoconfig            IN CNAME          config.webarch.email.
+
;
_imap._tcp            IN SRV  0 1 143  mail.webarch.email.
+
                      IN MX    10        mail.webarch.email.
_imaps._tcp          IN SRV  0 1 993  mail.webarch.email.
+
                      IN TXT  "v=spf1 a mx include:_spf.webarch.email ~all"
_pop3._tcp            IN SRV  0 1 110  mail.webarch.email.
+
autodiscover          IN CNAME          config.webarch.email.
_pop3s._tcp          IN SRV  0 1 995  mail.webarch.email.
+
autoconfig            IN CNAME          config.webarch.email.
_submission._tcp      IN SRV  0 1 587  mail.webarch.email.
+
_imap._tcp            IN SRV  0 1 143  mail.webarch.email.
_smtps._tcp          IN SRV  0 1 465  mail.webarch.email.
+
_imaps._tcp          IN SRV  0 1 993  mail.webarch.email.
_sieve._tcp          IN SRV  0 1 4190  mail.webarch.email.
+
_pop3._tcp            IN SRV  0 1 110  mail.webarch.email.
_autodiscover._tcp    IN SRV  0 1 443  config.webarch.email.
+
_pop3s._tcp          IN SRV  0 1 995  mail.webarch.email.
_carddavs._tcp        IN SRV  0 1 443  mail.webarch.email.
+
_submission._tcp      IN SRV  0 1 587  mail.webarch.email.
_caldavs._tcp        IN SRV  0 1 443  mail.webarch.email.
+
_smtps._tcp          IN SRV  0 1 465  mail.webarch.email.
_carddavs._tcp        IN TXT  "path=/SOGo/dav/"
+
_sieve._tcp          IN SRV  0 1 4190  mail.webarch.email.
_caldavs._tcp        IN TXT  "path=/SOGo/dav/"
+
_autodiscover._tcp    IN SRV  0 1 443  config.webarch.email.
 +
_carddavs._tcp        IN SRV  0 1 443  mail.webarch.email.
 +
_caldavs._tcp        IN SRV  0 1 443  mail.webarch.email.
 +
_carddavs._tcp        IN TXT  "path=/SOGo/dav/"
 +
_caldavs._tcp        IN TXT  "path=/SOGo/dav/"
 +
;
 +
; Contact Webarchitects for a value for the DKIM record
 +
;20190327._domainkey  IN TXT "v=DKIM1;k=rsa;t=s;s=email;p=XXXXXXXXXXXXXXX"
 +
;
 +
; DMARC settings to improve deliverability - set after DKIM is configured
 +
; _dmarc                IN TXT  "v=DMARC1; p=none; rua=mailto:dmarc-webarchclient-aggregate@webarchitects.coop; ruf=mailto:dmarc-webarchclient-forensics@webarchitects.coop; fo=1"
 +
</nowiki></pre>
  
 +
Note that the <code>auto*.*</code> settings above are different from the settings suggested via the Mailcow interface, this is because we have a reverse proxy for these sub-domains as Mailcow is designed to run with only one Let's Encrypt certificate and there is a [https://github.com/mailcow/mailcow-dockerized/issues/461 limit of 100 subjectAltNames] and we host more than 50 domains on <code>webarch.email</code>.
 +
 
See also the [https://mailcow.github.io/mailcow-dockerized-docs/prerequisite-dns/#the-advanced-dns-configuration Mailcow DNS configuration guide].
 
See also the [https://mailcow.github.io/mailcow-dockerized-docs/prerequisite-dns/#the-advanced-dns-configuration Mailcow DNS configuration guide].
  
=== Mailcow Netfilter ===
+
===Mailcow Netfilter===
  
 
Because email is generally used as the method for resetting all other online accounts there is a lot of potential harm that can come from your account being compromised, as it can be used as a key to get into other online services, including ones that might have saved your debit and or credit card details.
 
Because email is generally used as the method for resetting all other online accounts there is a lot of potential harm that can come from your account being compromised, as it can be used as a key to get into other online services, including ones that might have saved your debit and or credit card details.
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If you have a static IP address it can be whitelisted, however this isn't generally a solution as most people have dynamic IP addresses that change on a regular basis, but there are circumstances, like an office with a fixed IP address where this makes sense.
 
If you have a static IP address it can be whitelisted, however this isn't generally a solution as most people have dynamic IP addresses that change on a regular basis, but there are circumstances, like an office with a fixed IP address where this makes sense.
  
== Thunderbird ==
+
==Thunderbird==
  
 
[https://www.mozilla.org/en-GB/thunderbird/ Mozilla Thunderbird] is a cross platform email client which is free.
 
[https://www.mozilla.org/en-GB/thunderbird/ Mozilla Thunderbird] is a cross platform email client which is free.
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If you don’t like the behaviour of IMAP then Thunderbird can be configured to work like a POP3 client to [http://kb.mozillazine.org/Deleting_messages_in_IMAP_accounts delete] and [http://kb.mozillazine.org/Offline_folders download] emails or you can connect using POP3 over SSL on port 995, if you do this be sure to select SSL/TLS for connection security and untick “Use secure authentication”.
 
If you don’t like the behaviour of IMAP then Thunderbird can be configured to work like a POP3 client to [http://kb.mozillazine.org/Deleting_messages_in_IMAP_accounts delete] and [http://kb.mozillazine.org/Offline_folders download] emails or you can connect using POP3 over SSL on port 995, if you do this be sure to select SSL/TLS for connection security and untick “Use secure authentication”.
  
== K-9 ==
+
==K-9==
  
 
[https://code.google.com/p/k9mail/ K-9] is a free Android email client available from [https://f-droid.org/repository/browse/?fdfilter=k-9&fdid=com.fsck.k9 F-Droid] and the [https://play.google.com/store/apps/details?id=com.fsck.k9&hl=en Google Play Store], please see the [[K-9 Mail]] page for screen shots documenting how to configure it to work with <code>webarch.email</code>.
 
[https://code.google.com/p/k9mail/ K-9] is a free Android email client available from [https://f-droid.org/repository/browse/?fdfilter=k-9&fdid=com.fsck.k9 F-Droid] and the [https://play.google.com/store/apps/details?id=com.fsck.k9&hl=en Google Play Store], please see the [[K-9 Mail]] page for screen shots documenting how to configure it to work with <code>webarch.email</code>.
  
== Email Issues ==
+
==Email Issues==
  
 
If there are problems with email we will often ask you to forward the problematic email with all the headers, please see [https://mxtoolbox.com/Public/Content/EmailHeaders/ this guide] for displaying headers for a variety of email clients.
 
If there are problems with email we will often ask you to forward the problematic email with all the headers, please see [https://mxtoolbox.com/Public/Content/EmailHeaders/ this guide] for displaying headers for a variety of email clients.
 +
 +
==Email Deliverability==
 +
Your email should be delivered reliably to recipients when send from Webarchitects servers, whether from the SOGo web client or via another client, such as Mozilla Thunderbird, or Microsoft Outlook.  However there may situations when you find it is not delivered, or is marked as spam or lands in recipients junk email folder.  Unfortunately how recipients treat email after it has been handed over to their email systems is not something that is in our control.
 +
 +
If your are finding that your email is being marked as spam by recipients then the most efficient and reliable way of improving its delivery, is to contact the intended recipient and get them to mark your email as "Not Junk", and add them to a "Safe SenderList".  The following links show how this can be done for Office365 tenants:
 +
 +
* [https://support.office.com/en-us/article/label-a-message-as-junk-or-not-junk-44d9bad9-c8e2-479f-8344-8549bb65019d Label a message as "junk" or "not junk"]
 +
* [https://support.office.com/en-gb/article/overview-of-the-junk-email-filter-5ae3ea8e-cf41-4fa0-b02a-3b96e21de089 Overview of the Junk Email Filter]
 +
 +
There are some technical measures that Webarchitects can make to help deliverability.  These are most useful in situations when your email is being forged by spammers. Webarchitects already add information to your email domain to help prevent this. However with a clear understanding of how you use your email domain we can strengthen this.  For more information see [https://dmarc.org/overview/ the DMARC overview].
 +
  
 
[[Category:Services]]
 
[[Category:Services]]
 
[[Category:Email]]
 
[[Category:Email]]

Latest revision as of 16:07, 9 September 2019

All the email accounts on the old mail.webarch.net and mail1.ecohost.email have now been migrated to webarch.email.

Webarch.email

webarch.email is our primary mailserver, it is running Mailcow. This server has two web interfaces, #Mailcow and #SOGo.

The Mailcow documentation includes instructions for configuring clients which you can use with the details below.

Mailcow

The Mailcow interface has two modes depending if you login as a domain administrator (for these accounts the username is a single word with no punctuation) or as a email account holder (for these accounts the username is your email address):

Mailcow domain administration

You need to login as a Mailcow domain administrator if you want to create email accounts, create aliases or reset mailbox password.

Edit mailbox password

To change the password on a mailbox, login using the administration account (this will have a username as a login not a email address) and click Configuration, Mailboxes as shown below:

Screenshot 2018-11-27 mailcow UI.png

Note that on narrow screens to edit button vanishes, click the tiny grey + sign to the left of the Username to get it to appear:

Screenshot 2019-02-17 mailcow UI.png

Then click Edit to update the mailbox account password:

Screenshot 2018-11-27 mailcow UI 2.png

Mailcow mailbox

A Mailcow mailbox can have multiple aliases and for Thunderbird all you should need to configure is your username, which is your email address, and your password (thanks to the #DNS_Settings), if you have a client that needs manual configuration these are the details you need:

Webarch.email IMAP

IMAP (Internet Message Access Protocol) is used for reading and receiving email, you can use IMAPS (IMAP with SSL) or IMAP (IMAP with TLS), see below for the settings:

  • Username: example@example.org (your email address)
  • Password: XXXXXX (the password you have been provided with)
  • Server: mail.webarch.email
  • IMAPS:
    • Port: 993
    • Security: SSL
  • IMAP:
    • Port: 143
    • Security: STARTTLS
  • Authentication: username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
Webarch.email POP3

POP3 (Post Office Protocol version 3) is used for reading and receiving email, you can use POP3S (POP3 with SSL) or POP3 (POP3 with TLS), see below for the settings:

  • Username: example@example.org (your email address)
  • Password: XXXXXX (the password you have been provided with)
  • Server: mail.webarch.email
  • POP3S:
    • Port: 995
    • Security: SSL
  • POP3:
    • Port: 110
    • Security: STARTTLS
  • Authentication: username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)
Webarch.email SMTP

SMTP (Simple Mail Transfer Protocol) is used for sending authenticated email (unauthenticated email is also received from other mail servers on port 25 using SMTP), you can use SMTPS (SMTP with SSL) or SMTP (SMTP with TLS), see below for the settings:

  • Username: example@example.org (your email address)
  • Password: XXXXXX (the password you have been provided with)
  • Server: mail.webarch.email
  • SMTPS:
    • Port: 465
    • Security: SSL
  • SMTP:
    • Port: 587
    • Security: STARTTLS
  • Authentication: username and plain text unencrypted password (there is SSL/TLS encryption at the transport level)

Mailcow Alias

In Mailcow two types of aliases can be created:

  • Domain aliases, this is where anyone@example.org.uk and anyone-else@example.org.uk email is forwarded to anyone@example.org and anyone-else@example.org, just one alias is created for the domain name.
  • Aliases, this is where someone@example.org.uk is forwarded to someoneelse@example.org.uk

SOGo

SOGo is the web based IMAP client on webarch.email and it can be accessed via the "SOGo" link at the bottom of the front page or directly via https://webarch.email/SOGo.

There is a SOGO usage FAQ list on the SOGO.nu site.

SOGo Autoresponder / Vacation Message

You can set a out of office / vacation / holiday / automatic reply / autoresponder if you login to the SOGo interface and select Preferences, Mail, Vacation.

SOGo Forwarding

You can set a email account to also forward email to another account with the option for keeping a copy locally via SOGo, select Preferences, Mail, Forwarding.

SOGo Deleting Emails

To delete multiple emails at once first click on the icon to the left of the email subject and this allows multiple email to be selected, tick the box by each email you wish to delete and then click the bin icon to move them to the Trash folder. You then need to empty the Trash folder by clicking on it, then clicking on the three dots and then clicking on Empty Trash.

Spam Settings

You can change the anti-spam settings by logging it at webarch.email with your email address and scrolling down the page and clicking "Spam filter", then you can adjust the thresholds, if too many things are being classed as spam you need to increase the values from the default of 5:15, for example, move the left hand slider to the right to increase the length of the green bar to cause less email to be moved to the junk folder and decrease the size of the red bar to cause less email to be thrown away — email with a green score goes to your INBOX, email with a yellow score goes to your Junk folder and email with a red score is thrown away, you will never see it.

Spam Settings

There is also the option below this to whitelist and blacklist email addresses, this is useful if an email address is sending you spam or if someones emails are classed as spam when they are not.

DNS Settings

If the DNS servers for your domain are provided by Webarchitects then we should have set the DNS up correctly for you, if you manage your own DNS then these are the settings you need for your Bind configuration file to ensure that clients such as the Thunderbird Autoconfiguration finds the webarch.email auto-configuration XML file and so forth:

; Example set of records for Bind 9
;
                      IN MX    10        mail.webarch.email.
                      IN TXT   "v=spf1 a mx include:_spf.webarch.email ~all"
autodiscover          IN CNAME           config.webarch.email.
autoconfig            IN CNAME           config.webarch.email.
_imap._tcp            IN SRV   0 1 143   mail.webarch.email.
_imaps._tcp           IN SRV   0 1 993   mail.webarch.email.
_pop3._tcp            IN SRV   0 1 110   mail.webarch.email.
_pop3s._tcp           IN SRV   0 1 995   mail.webarch.email.
_submission._tcp      IN SRV   0 1 587   mail.webarch.email.
_smtps._tcp           IN SRV   0 1 465   mail.webarch.email.
_sieve._tcp           IN SRV   0 1 4190  mail.webarch.email.
_autodiscover._tcp    IN SRV   0 1 443   config.webarch.email.
_carddavs._tcp        IN SRV   0 1 443   mail.webarch.email.
_caldavs._tcp         IN SRV   0 1 443   mail.webarch.email.
_carddavs._tcp        IN TXT   "path=/SOGo/dav/"
_caldavs._tcp         IN TXT   "path=/SOGo/dav/"
;
; Contact Webarchitects for a value for the DKIM record
;20190327._domainkey   IN TXT "v=DKIM1;k=rsa;t=s;s=email;p=XXXXXXXXXXXXXXX"
; 
; DMARC settings to improve deliverability - set after DKIM is configured
; _dmarc                 IN TXT   "v=DMARC1; p=none; rua=mailto:dmarc-webarchclient-aggregate@webarchitects.coop; ruf=mailto:dmarc-webarchclient-forensics@webarchitects.coop; fo=1"

Note that the auto*.* settings above are different from the settings suggested via the Mailcow interface, this is because we have a reverse proxy for these sub-domains as Mailcow is designed to run with only one Let's Encrypt certificate and there is a limit of 100 subjectAltNames and we host more than 50 domains on webarch.email.

See also the Mailcow DNS configuration guide.

Mailcow Netfilter

Because email is generally used as the method for resetting all other online accounts there is a lot of potential harm that can come from your account being compromised, as it can be used as a key to get into other online services, including ones that might have saved your debit and or credit card details.

It is therefore very important to have very strong passwords on your email accounts — there are constant attacks from botnets trying to brute force access to accounts through weak passwords.

The Mailcow server at webarch.email will block the subnet of your IP address for 10 minutes if you have 10 failed logins in a 5 minute period.

You can tell that your IP address has been blocked if you can't visit https://webarch.email/ using a web browser.

If this happens to you it can indicate that you have a misconfigured client which is attempting to login using incorrect details, regrettably false positives do sometimes happen.

In the case of a false positive please check what your IP address is and contact us to request that we check the logs.

If you have a static IP address it can be whitelisted, however this isn't generally a solution as most people have dynamic IP addresses that change on a regular basis, but there are circumstances, like an office with a fixed IP address where this makes sense.

Thunderbird

Mozilla Thunderbird is a cross platform email client which is free.

The account configuration wizard in Thunderbird should be able to automatically get all the setting correct apart from the username — you will need to manually correct this for the Webarchitects servers, it’s in the form user.example.org — Thunderbird doesn’t guess the .example.org part.

If you don’t like the behaviour of IMAP then Thunderbird can be configured to work like a POP3 client to delete and download emails or you can connect using POP3 over SSL on port 995, if you do this be sure to select SSL/TLS for connection security and untick “Use secure authentication”.

K-9

K-9 is a free Android email client available from F-Droid and the Google Play Store, please see the K-9 Mail page for screen shots documenting how to configure it to work with webarch.email.

Email Issues

If there are problems with email we will often ask you to forward the problematic email with all the headers, please see this guide for displaying headers for a variety of email clients.

Email Deliverability

Your email should be delivered reliably to recipients when send from Webarchitects servers, whether from the SOGo web client or via another client, such as Mozilla Thunderbird, or Microsoft Outlook. However there may situations when you find it is not delivered, or is marked as spam or lands in recipients junk email folder. Unfortunately how recipients treat email after it has been handed over to their email systems is not something that is in our control.

If your are finding that your email is being marked as spam by recipients then the most efficient and reliable way of improving its delivery, is to contact the intended recipient and get them to mark your email as "Not Junk", and add them to a "Safe SenderList". The following links show how this can be done for Office365 tenants:

There are some technical measures that Webarchitects can make to help deliverability. These are most useful in situations when your email is being forged by spammers. Webarchitects already add information to your email domain to help prevent this. However with a clear understanding of how you use your email domain we can strengthen this. For more information see the DMARC overview.