Smart Mail Admin

Instructions for New Email Administrators

Thanks for purchasing a Smart Mail email account. You probably came to this page as a new Email Administrator.

It will be your repsonsibility to manage the email accounts (and possibly email aliases) under the nominated domain.

If you are not sure how to log in to the admin account, you can find out how to log in to the account at the link below.

Smart Mail Admin Link

Here is the admin panel (new tab):

Log in using the details which are sent along with your order.

We strongly suggest you change your password after you have logged in for the first time.

You should also be very careful in how you comminicate passwords of other account with the owners of those accounts.

Ensure Your DNS Is Correctly Configured

For emails to reach your new account you must have domain name with properly configured DNS.

You DNS may be hosted at one of the following locations:

  • Your domain name registrar
  • Your website host/cpanel
  • A DNS provider

You need to find this location and make the following changes:

Replace (or create if you have none) your mx records

  • Record 1
    • Name: [blank]
    • Server:
    • Priority: 0
    • TTL: 14400
  • Record 2
    • Name: [blank]
    • Server:
    • Priority: 10
    • TTL: 14400

You will also need some TXT  records to help with email delivery.

  • TXT Record 1
    • Name: [blank]
    • Value: v=spf1 mx a ptr,, ~all
    • TTL: 14400

Once set up these records could take 4 - 24 hours to propogate throughout the internet, although in some cases it can be shorter or longer, so do not expect instant results.

Smart Mail will host your DNS records on request, at our hardware provider, Linode, who have professionally managed DNS servers.

Activate Accounts and Adjust Storage (If Required)


We have activated your admin email account and assigned a small amount of space to it. You can increase this space as required. You can also change your password if required.

If you added more than one email address to your purchase order, we would have set up those email addresses for you as well, although they will not be activated and we have not assigned passwords to those accounts. It is up to you to make the necessary adjustments to suit your individual circumstances.

Once you have logged in, click on My Email Accounts then click on the pencil/edit icon for the selected address.

The interface will provide details on how much space you have available to you and how much you have used.

Initially, we assign a small amount for each account (200MB), but there is, on average, 1024MB (1GB) available to each account for basic plans, However you can assign space as you require, but you can never assign less space than you are already using.

Storage space fields need to be set in megabytes (MB). The total amount available to you is stated just about the edit fields of your accounts.

The system will generate warnings to you about accounts where limits are being reached.


When first setting up accounts, make sure the Active check box is checked when updating. This box unchecked will mean the account will not work.

More On Passwords

Please note that when entering passwords we do not mask the passwords in any way so that you can ensure that your entries are correct.

However, once saved, they are encrypted and cannot be viewed again. The only way to know what they are is to match them with the correct password string.

Our edit interface provides you with a tool to do just that, just in case you need to check.

Enter the password in the first Password field

Click the Beaker/Test Password Icon to run the check.

To Change a password enter the new password in both password fields, the click the Save/Update Password Icon to update

Access Your Email

Smart Mail provides you with the best Open Source software available, and so you can access emails, but all methods commonly available.


In all cases, access mail through a web browser using your full email address as the username, and your account password as the password.

We have available two of the best webmail programs available.

Roundcube Mail

Access at

Roundcube is a full featured email manager accessible using your web browser. It can be personalised for filters and profiles and appearance.

Roundcube is a great browser for Desktop/Laptop applications and larger tablets, but does not render well on phones and other smaller devices.

If you want to use webmail in your phone, use the SOGo program

SOGo Mail

Access at

SOGo does not quite have the range of features of Roundcube, but has full Calendar and Address Book Intergration with your devices and other Mail related programs.

It has an excellent interface for small devices and phones.

Email Apps

There is abundance of email apps for all your devices, some of which are better than others. Importantly, find one that suits you for any one device.

Some of these include

  • Outlook
  • Thunderbird
  • Mac Mail

In theory they usually support the protocols we use, but sometimes this is not bourne out in practice.

Smart Mail supports the POP3, IMAP and Exchange ActiveSync(EAS) protocols.

If you handle the vast majority of your emails through the one device or computer, POP3 is the simplest and probably the best solution for you.


Generally POP3 will work with all email apps without a problem.

Click here to see how to set up your POP3 account.


The IMAP protocol allows your devices/computers to "sync" with the mailserver to ensure that all devices have a record of all saved email correspondence.

If you access/respond to emails through multiple devices having this syncing ability is a must.

Click here to see how to set up IMAP


EAS takes the ability to sync to another level allowing the sharing of Calendars and Address Books, It also allows more fine grained configuration options for syncing.

This protocol was originated by Microsoft and sometimes it does not always play well with some devices and apps. There are however enough apps out there to find one that uses this protocol really well, so you should not have too many problems setting this up with the right app.

Click here to see how to se tup EAS

If you need further help with your email set up, use the support links for fast service.

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