HostPapa offers great email plans for your business. Whether you have a large or small team, HostPapa Advanced and Basic Email plans offer collaborative features, cloud storage, and the best security tools.
This HostPapa guide will explain all the features and settings of your HostPapa Business Email and how to configure it.
- What is the Settings component?
- How to change your password
- How to enable and disable a vacation or out-of-office alert
- How to enable and disable an email signature
- How to add or remove mail filters
- How to add or remove another email account
- How to set an allowed or blocked senders list
What is the Settings component?
The Settings component allows you to configure general settings for each mailbox component (for example, display and language preferences), mail settings (setup, autoresponders, signature, allow and block lists, and forwarding options), and spam settings.
Click on the Settings icon from the left menu to access your mail settings. Below is a list of configuration preferences and features.
Preferences map
User interface |
Language Time zone Time format Date format Pretty dates (today, yesterday, etc.) |
Refresh rate Handle pop-ups as standard windows Register protocol handler for mailto: links |
Mailbox View |
Mark messages as read On request for return receipt Expand message threads |
Rows per page Check all folders for new messages |
Displaying Messages |
Open message in a new window Show email address with display name Display HTML Allow remote resources Display attached images below the message |
After message delete/move display the next message Display emoticons in plain text Default character set |
Composing Messages |
Compose in a new window Compose HTML messages Automatically save draft Always request return receipt Place replies in the folder of the message being replied to When replying Messages forwarding Default font of HTML message Default action of Reply all In the HTML editor, ‘enter’ is a newline instead of a new paragraph Enable emoticons Signature options Automatically add signature Place signature below quoted message |
When replying remove original signature from message Force standard separator in signatures Spellcheck options Check spelling before sending a message Ignore words with symbols Ignore works with all letters capitalized Advanced options Attachment names Use MIME encoding for 8-bit characters Save the browser’s local storage (temporarily) |
Contacts |
Default address book List contacts as Sorting column |
Rows per page Skip alternative email addresses in autocompletion |
Special Folders |
Show real names for special folders Drafts |
Sent Items Spam Trash |
Server Settings |
Mark the message as read on delete Flag the message for deletion instead of delete Do not show deleted messages If moving messages to Trash fails, delete them |
Directly delete message in Spam Clear Trash on logout Compact Inbox on logout |
Calendar |
Default view Time slots per hour First weekday First hour to show Working hours Event coloring Default reminder setting Create new events in |
Display week numbers After an invitation or update message is processed Category colors Display birthday calendar From which address books Birthday reminder settings |
Folders
Allows you to manage mailbox folders. You can select the folders you want to be displayed, and you can create, rename or delete personal (not system) folders.
Identities
This section allows you to establish the:
- Name that appears on outgoing email messages
- The organization name that is displayed
- Reply-to address
- The signature that appears in all outgoing messages
Responses
This section allows you to create and save text that you can use when replying to messages.
Other accounts
This section allows you to add another email account displayed in the Webmail inbox.
Autoresponder
This section allows you to create a message that will be sent in reply to all incoming email messages during a specific interval, such as when you are on vacation.
Spam settings
Allows you to create lists of allowed and blocked senders.
Mail forwarding
When enabled, incoming messages will be forwarded to the recipients that you list in this section.
Filters
This section allows you to define how incoming mail is handled automatically.
How to change your password
- In the Settings window, click Password.
- Click Change Password and type your current and new passwords.
- Click Save.
How to enable and disable a vacation or out-of-office alert
To enable a vacation or out-of-office alert, you need to set up an autoresponder message. Follow these steps.
- In the Settings tab, click Autoresponder.
- Type the message you want to automatically send in reply to all incoming email messages.
- Click the Enabled check box.
- In the Interval field, enter the number of days before the same recipient will receive the auto-response message again. If not specified, the interval defaults to one day.
- Click in the End date field, and select the date when you want to stop the auto-response message from being sent.
- Click Save.
To disable autoresponder:
- In the Settings tab, click Autoresponder.
- Remove the checkmark from the Enabled checkbox.
- Click Save.
How to enable and disable an email signature
- In the Settings tab, click Identities.
- Select your email account or Create.
- In the Signature field, enter the signature details to appear at the end of all outgoing email messages.
Note: If you primarily send formatted (HTML) messages, you can enable the HTML option to add formatting of your signature. - Click Save.
To disable an email signature:
- In the Settings window, click Identities.
- Select your account.
- Delete the text in the Signature text field.
- Click Save.
How to add or remove mail filters
What are mail filters?
A filter is a set of conditions you define to handle incoming emails automatically. You can set filters to sort incoming emails to various folders, delete unwanted messages, or forward messages to other email accounts. The action you prepare is triggered when the rules you create are found to be true.
Webmail can analyze the following fields in the message header: Subject, From, To, size, and a wildcard you can define.
The fields can be evaluated according to the following conditions: Does or does not contain, is or is not equal to, does or does not exist and does or does not match expression. You define the value of the condition.
To add a filter:
- In the Settings list, click Filters.
- Click Create from the toolbar.
- In the Filter name field, enter a name for your filter.
- Under Scope, select when you want the filter to act.
- Matching all of the following rules.
- Matching any of the following rules.
- All messages
- Specify the rules:
- From the first drop-down list, select the message area you want to evaluate (From, Subject, To, etc.).
- In the next drop-down list, select a condition (contains, does not contain, etc.).
- In the text field, type in a value for the filter to evaluate incoming mail against.
- Click the Plus sign (+) to add additional rules, the Gear to set modifiers to the rule, or the Trash to remove a rule.
- In the Actions section, select how you want the filter to handle messages that match your defined conditions:
- Move message to
- Redirect message to
- Discard with message
- Delete message
- Keep message in Inbox
- Stop evaluating rules
- Click the Plus sign (+) to add additional actions or the Trash to delete an action.
- Click Save.
To remove an existing filter:
- Click Settings and select Filters.
- Under the existing Filters List, select the filter you want to remove.
- Click the Actions icon and then choose Delete.
- The filter is removed from the Filters list.
To disable a filter:
- Click Settings and select Filters.
- Under the existing Filters list, click the filter to select it.
- Click the Actions gear icon and choose Enable/disable filter set.
Optionally, toggle on Filter disabled and click Save in the Filter definition pane. - The filter is greyed out in the Filters list and will not execute but can be re-enabled later.
How to add or remove another email account
- In the Settings tab, select Other accounts.
- Click Add.
- Fill in the email, username, password, server address, server port, and if SSL should be used based on the information provided by your email provider.
- Select the Leave a copy of the message on the server check box if you want to leave your read email messages on the other server.
- From the Default folder drop-down, choose the folder to which you want to save the email messages retrieved from the other account.
- Select the Test connection on the Save option if you want to test the connection to this account when you save the configuration.
- Select the Import old messages option if you want to import all existing messages from the account. If you don’t select this option, only new, unread messages will be imported.
- Click Submit.
How to set an allowed or blocked senders list
The allowed and blocked senders lists let you create a list of senders that will either be automatically allowed and bypass your spam filter or be automatically blocked from being received into your inbox.
Addresses in your Contacts are considered to be in your allowed senders list even though the contact entries are not displayed. If you add an address to the blocked senders list in your Contacts, the address will be blocked as the blocked senders list takes precedence over your Contacts.
The allowed and blocked senders list uses the star (*) as a wildcard which lets you set up to block or allow any emails from a specific domain. These should be used with caution as you may accidentally block every email sent from *@gmail.com for example.
You can add up to 1,000 entries to the allowed and blocked list.
To adjust the allowed or blocked senders list:
- In the Settings tab, click Spam settings.
- Add or remove the email address on a separate line to the Allowed senders list or the Blocked senders list text field.
Note: If you want to block an entire domain, use the star (*) to denote a wildcard before the at (@) symbol. - Select Save when you’re done.
If you need help with your HostPapa account, please open a support ticket from your dashboard.