How to manage email accounts in Kiravo

The Emails tab on your website is the single place to create mailboxes, manage how each one handles incoming mail, and find the server details you need to set the mailbox up in an external email client. This guide covers the full lifecycle: creating an account, managing it in detail (forwarders, spam, out-of-office, password reset), connecting it to Outlook / Apple Mail / Thunderbird, and disabling or deleting it.

To open the Emails tab, go to your website’s dashboard and click Emails in the top menu bar. The first time, you’ll see a “No email accounts” empty state with an Add account button.

Create an email account

To add a mailbox on your domain, click Add account. The form opens.

1. Fill in the email address

Email address — type the part before the @ (for example, info). The domain dropdown on the right defaults to your website’s domain; change it if you want the mailbox on a different domain pointed at this site.
Make this email address a catch-all (optional) — tick this to route every message sent to a non-existent address on the same domain (anything@yourdomain.com) into this mailbox.

2. Set the mailbox size

Once you type an address, the rest of the form appears:

Account type — shown as Mailbox, with your usage against the plan limit (e.g. “0 of 5 mailboxes used”).
Mailbox size — set a storage limit using the value field and the unit dropdown (typically MB or GB). Set it to 0 for unlimited (still subject to your plan’s overall storage allowance).
Full name (optional) — the sender’s display name shown on outgoing mail. If you leave it blank, recipients just see the email address.

3. Set the password

Password — type a password, or click the key icon to generate a strong one. Use the eye icon to reveal or hide it. The password must include one lowercase letter, one uppercase letter, one number, one special character, and be at least 10 characters long. A green “Password meets all requirements” message confirms when it’s valid.

4. Click Add

The mailbox appears on the Emails page. Each row shows the email address, its current mailbox usage bar, and a DKIM indicator. A webmail icon on the row opens Roundcube webmail in a new tab; the ⋮ menu at the end of the row leads to detailed management.

Manage a mailbox

To configure forwarders, spam filtering, out-of-office replies, or to reset the password, click the ⋮ menu next to the mailbox and choose Manage. The mailbox detail page has a sidebar with six sections.

Mailbox

The landing section. Here you can:

Edit the sender’s name (the display name on outgoing mail).
View and adjust the mailbox size by clicking the pencil icon.
Reset the password — useful if a password is exposed or shared with the wrong person.

The mailbox’s DKIM status is shown near the title — if your domain’s DKIM is enabled (see Domains & DNS), outgoing mail from this mailbox is cryptographically signed for better deliverability.

Forwarders

Forward incoming mail to one or more external addresses. Mail still arrives in the original mailbox first, then a copy is sent to each forwarding address — so nothing is lost.

To add a forwarder, type the destination address and click Add. To remove one, use the controls on its row.

Catch-all

Toggle catch-all behaviour for this mailbox. With catch-all on, any message sent to a non-existent address on the same domain (anything@yourdomain.com) lands in this mailbox instead of bouncing.

Tune the spam filter

The spam filter has four sliders, each on a Strict ↔ Permissive scale. Tune each independently:

Spambox — messages scoring above this threshold are delivered into a Spam folder rather than the inbox. Stricter = more goes to the Spam folder; permissive = more lands in the inbox.
Reject — messages scoring above this threshold are rejected outright at delivery. The sender usually gets a non-delivery notice. Stricter = more rejections.
Greylist — messages above this threshold are temporarily deferred. Genuine mail servers retry within minutes and get through on the second attempt; most spam bots don’t.
Allow/block list — add specific addresses to Allow (bypass the filter entirely) or Block (silently drop).

Adjust gradually. If important mail starts going missing, loosen Reject first.

Set an out-of-office reply

Click Add in the Out of office section to create an auto-responder. Fill in:

Subject and message body.
Start and end dates.

The auto-responder activates automatically during the window and stops when the end date passes.

Email client settings

To configure the mailbox in an external app (Outlook, Apple Mail, Thunderbird, your phone), you need three things: the server hostname, the port, and your username (your full email address). All are shown in the Email client settings section of the manage page.

The recommended setup is IMAP on port 993 (SSL/TLS) for incoming mail, and SMTP on port 465 (SSL/TLS) for outgoing.

Find your settings

From the Emails page, click the ⋮ menu on the mailbox → Manage → Email client settings in the sidebar. The page lists every server detail in one place.

IMAP vs POP — which to choose

Pick IMAP unless you have a specific reason not to.

IMAP (port 993, SSL/TLS) — your inbox lives on the server. Every device you set up sees the same folders, the same read/unread state, and the same messages. Recommended for almost everyone.
POP (port 995, SSL/TLS) — your inbox is downloaded to one device and (usually) removed from the server. Only useful if you want a single-device offline copy with no syncing.

SMTP for sending — which port

For outgoing mail, two ports are available:

SMTP (port 465, SSL/TLS) — recommended. Encryption is on from the first byte (“implicit TLS”).
SMTP (port 587, STARTTLS) — alternative. The connection starts plaintext and upgrades to TLS via the STARTTLS command. Equally secure once upgraded, but the brief plaintext start trips up some networks. Use this only if 465 doesn’t work for your provider.

Common setup values

Every client asks for the same things, with different wording:

Incoming mail (IMAP):

Server / Hostname — the value listed under IMAP on the settings page.
Port — 993.
Encryption / Security — SSL/TLS.
Username — your full email address (e.g. info@yourdomain.com).
Password — the mailbox password you set when creating the account.

Outgoing mail (SMTP):

Server / Hostname — the value listed under SMTP.
Port — 465 (recommended) or 587 (alternative).
Encryption / Security — SSL/TLS for port 465; STARTTLS for port 587.
Username — your full email address.
Password — the same mailbox password.

App-specific tips

Apple Mail (macOS / iOS) — choose Other Mail Account… when adding the account.
Outlook (Windows / Mac) — choose Manual setup rather than letting Outlook auto-detect.
Thunderbird — when you enter your email and password, click Configure manually at the bottom.
Phones (iOS / Android) — both let you pick Other / Custom when adding an account.

If the client refuses to connect, the first thing to check is that the username is the full email address and the password is current.

Disable or delete a mailbox

From the Emails page, click the ⋮ menu next to the mailbox for:

Manage — opens the detail page covered above.
Disable — temporarily turn the mailbox off without deleting it. Mail stops being delivered to it; the messages already in the inbox stay intact.
Permanently delete — remove the mailbox and every message in it.