Email Account Management Guide with Plesk

Welcome to VeryCloud

This guide will help you create and manage your professional email accounts through your Plesk interface hosted by VeryCloud.

Access your Plesk interface: https://plesk.verycloud.fr/login_up.php

Complete documentation: https://verycloud.fr/docs

Prerequisites

Before starting, make sure you have:

• Your Plesk login credentials provided by VeryCloud
• An active domain name configured in your account
• Access to your Plesk interface

Step 1: Logging into Plesk

1. Go to https://plesk.verycloud.fr/login_up.php
2. Enter your credentials:
   • Username: Provided by VeryCloud
   • Password: Provided by VeryCloud
3. Click Login

If you've forgotten your password, click "Forgot password?" and follow the instructions.

Step 2: Creating an Email Address

Accessing the Mail Section

1. Once logged in, in the main left menu, click on Mail
2. You'll see a list of all your existing email addresses

Creating a New Email Address

1. Click the Create Email Address button
2. Fill in the following information:

Email Address:

• Enter the part before the @ symbol (e.g., contact, info, support)
• If you have multiple domains, select the appropriate domain from the dropdown menu
• Example: if you enter "contact" and select "mycompany.com", the address will be [email protected]

External Email Address (Recommended):

• Specify an external recovery email address (Gmail, Outlook, etc.)
• This address will be used to reset your password if forgotten
• Example: [email protected]

Mailbox:

• Leave the Mailbox checkbox selected to create a normal mailbox
• Uncheck this box only if you want to create an automatic forwarder

Mailbox Size:

• You can use the default size defined by your plan
• Or specify a custom size (in MB or GB)
• Recommendation: 5 GB minimum for professional use

Password:

• Create a secure password of at least 5 characters
• Recommendations for a strong password:
  • At least 12 characters
  • Combination of uppercase and lowercase
  • Numbers and special characters
  • Example: MyP@ssw0rd2024!

3. Click OK to create the email address

Your email address is now created and ready to use!

Step 3: Configuring Your Email Client

Once your email address is created, you need to configure it in your email client (Outlook, Thunderbird, Apple Mail, etc.) or on your smartphone.

Configuration Information

To configure your email client, you'll need the following information:

Incoming Server (IMAP recommended):

• Server: mail.your-domain.com or the address provided by VeryCloud
• IMAP Port: 993
• Security: SSL/TLS
• Username: [email protected]
• Password: The password you set

Incoming Server (POP3 alternative):

• Server: mail.your-domain.com
• POP3 Port: 995
• Security: SSL/TLS
• Username: [email protected]
• Password: The password you set

Outgoing Server (SMTP):

• Server: mail.your-domain.com
• SMTP Port: 465 (SSL) or 587 (TLS)
• Security: SSL/TLS
• Authentication: Required
• Username: [email protected]
• Password: The password you set

Retrieving Your Settings from Plesk

To get the exact settings for your mail server:

1. In Plesk, go to Mail
2. Click on the email address you just created
3. Click on Mail Settings
4. You'll see all the detailed configuration parameters

Outlook Configuration (Windows/Mac)

1. Open Outlook
2. Go to File > Add Account
3. Select Manual setup
4. Choose POP or IMAP
5. Enter your information:
   • Full name
   • Email address
   • Account type: IMAP
   • Incoming and outgoing servers
   • Login credentials
6. Click on More Settings
7. In the Outgoing Server tab, check "My outgoing server (SMTP) requires authentication"
8. In the Advanced tab, configure SSL/TLS ports
9. Test the settings and complete the configuration

Thunderbird Configuration

1. Open Thunderbird
2. Go to Tools > Account Settings
3. Click on Account Actions > Add Mail Account
4. Enter your information:
   • Full name
   • Email address
   • Password
5. Click on Manual config
6. Configure IMAP and SMTP servers with the above settings
7. Click Re-test then Done

iPhone/iPad Configuration

1. Go to Settings > Mail > Accounts
2. Tap Add Account
3. Select Other
4. Tap Add Mail Account
5. Fill in the information:
   • Name
   • Email address
   • Password
   • Description
6. Tap Next
7. Select IMAP
8. Configure incoming and outgoing servers
9. Tap Next to finish

Android Configuration (Gmail App)

1. Open the Gmail app
2. Tap the menu (3 lines) > Settings
3. Tap Add account
4. Select Other
5. Enter your email address
6. Select Personal (IMAP)
7. Enter your password
8. Configure incoming server settings
9. Configure outgoing server settings
10. Complete the configuration

Step 4: Using Webmail

You can also access your emails directly from your browser without configuration.

Accessing Webmail

1. In Plesk, go to Mail
2. Click on the email address you want to check
3. Click on Open Webmail

Or access directly via:

• https://webmail.your-domain.com
• Or the URL provided by VeryCloud

Webmail Features

Webmail allows you to:

• Read and send emails
• Manage your folders
• Create filters
• Set up auto-responders
• Manage your address book
• Configure your signature

Step 5: Managing Your Email Addresses

Modifying an Email Address

1. In Plesk, go to Mail
2. Click on the email address you want to modify
3. Modify the desired settings:
   • Password
   • Mailbox size
   • Recovery address
4. Click OK to save

Changing the Password

1. In Plesk, go to Mail
2. Click on the relevant email address
3. Click on Change Password
4. Enter the new password twice
5. Click OK

Don't forget to update the password in all your email clients.

Increasing Mailbox Size

If your mailbox is full:

1. In Plesk, go to Mail
2. Click on the relevant email address
3. Modify the Mailbox size field value
4. Click OK

Note: The maximum size may be limited by your hosting plan.

Suspending an Email Address

To temporarily suspend an address without deleting it:

1. In Plesk, go to Mail
2. Click on the relevant email address
3. Uncheck the Mailbox checkbox
4. Click OK

The address will no longer receive emails until you reactivate it.

Deleting an Email Address

Warning: This action is irreversible and will delete all emails.

1. In Plesk, go to Mail
2. Check the box next to the address to delete
3. Click Remove
4. Confirm the deletion

Step 6: Advanced Features

Creating Email Forwarding

To automatically forward all received emails to another address:

1. In Plesk, go to Mail
2. Click on Create Email Address
3. Enter the left part of the email address
4. Uncheck the Mailbox checkbox
5. Check Forwarding
6. Enter the destination address
7. Click OK

Configuring Auto-Responder

To automatically send a reply (useful during vacation):

1. In Plesk, go to Mail
2. Click on your email address
3. Go to the Auto-responder tab
4. Check Enable auto-responder
5. Configure:
   • Message subject
   • Message content
   • Format (text or HTML)
   • Activation period (start and end dates)
6. Click OK

Example auto-responder message:

Hello,

I am currently out of the office from [start date] to [end date] and will not be able to check my emails.

For urgent matters, please contact [name] at [email] or by phone at [number].

I will respond to your message upon my return.

Best regards,
[Your name]

Creating Email Aliases

An alias allows you to use multiple addresses that arrive in the same mailbox:

1. In Plesk, go to Mail
2. Click on your email address
3. Go to the Aliases tab
4. Click Add Alias
5. Enter the desired alias (e.g., info, contact, support)
6. Click OK

All emails sent to aliases will arrive in the same mailbox.

Configuring Anti-Spam Filters

1. In Plesk, go to Mail
2. Click on your email address
3. Go to the Spam filter tab
4. Enable SpamAssassin
5. Configure the sensitivity level
6. Choose the action to perform on spam:
   • Mark as spam
   • Move to spam folder
   • Delete
7. Click OK

Whitelist and Blacklist

Whitelist (always accepted emails):

1. In Plesk, go to Mail
2. Click on Mail Server Settings
3. Go to the White List tab
4. Add authorized addresses or domains
5. Click OK

Blacklist (always blocked emails):

1. Follow the same steps but in the Black List tab
2. Add addresses or domains to block

Step 7: Monitoring Usage

Checking Used Space

1. In Plesk, go to Mail
2. You'll see a progress bar for each address
3. Click on an address to see usage details

Viewing Statistics

1. In Plesk, go to Mail
2. Click on Mail Statistics
3. You'll see:
   • Number of emails sent and received
   • Disk space used
   • Connection history

Best Practices

Security

• Use strong passwords: minimum 12 characters with uppercase, lowercase, numbers, and symbols
• Change passwords regularly: every 3-6 months
• Enable anti-spam: to reduce unwanted mail
• Never share your credentials: each user should have their own account
• Beware of suspicious emails: don't click on dubious links or attachments

Organization

• Create aliases: for different services (contact, support, billing)
• Use forwarding: to centralize your emails if needed
• Set up folders: in your email client to organize your emails
• Archive regularly: old emails to free up space

Performance

• Clean regularly: delete unnecessary emails and empty the trash
• Monitor disk space: increase size if needed before it's full
• Use IMAP rather than POP3: to synchronize your emails across multiple devices

Troubleshooting

I Can't Send Emails

Checks:

1. Verify your SMTP settings
2. Make sure SMTP authentication is enabled
3. Check that you're using the correct port (587 or 465)
4. Contact VeryCloud if the problem persists

I'm Not Receiving Emails

Checks:

1. Verify that your mailbox isn't full
2. Look in the spam/junk folder
3. Check anti-spam filters
4. Make sure the address isn't suspended
5. Contact the sender to verify they sent to the correct address

I Forgot My Password

For Plesk:

1. On the login page, click "Forgot password?"
2. Follow the instructions sent by email
3. If you don't have access to the recovery email, contact VeryCloud

For an Email Address:

1. Log in to Plesk
2. Go to Mail
3. Click on the relevant address
4. Modify the password
5. Update the password on all your devices

My Emails Are Marked as Spam

Solutions:

1. Verify that your domain has SPF, DKIM, and DMARC records configured
2. Avoid using too many "spam" words in your emails
3. Ask your recipients to add you to their whitelist
4. Contact VeryCloud to check your server's reputation

Configuration Doesn't Work

Checks:

1. Verify that you're using your complete email address as username
2. Check port settings and SSL/TLS security
3. Test first with webmail to verify the account works
4. Temporarily disable your antivirus/firewall to test
5. Check logs in Plesk (Mail section > Logs)

VeryCloud Support

If you encounter difficulties or have questions:

Documentation: https://verycloud.fr/docs

Plesk Interface: https://plesk.verycloud.fr/login_up.php

Technical Support:

• Open a ticket from your VeryCloud customer area
• Contact support by email
• Consult the online knowledge base

When contacting support, have ready:

• Your domain name
• The name of the email address concerned
• A detailed description of the problem
• Screenshots of any errors

Conclusion

You now know how to create and manage your professional email accounts with Plesk at VeryCloud. This solution offers you:

• An intuitive and easy-to-use interface
• Optimal security for your communications
• Advanced features to automate management
• Responsive technical support when needed

Don't hesitate to explore all of Plesk's features to get the most out of your professional email hosting service.

Welcome to the VeryCloud ecosystem!