Adding A New Mail Account - (Primary Accounts Only)

21 Nov 2009

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	Adding A New Mail Account - (Primary Accounts Only)

Solution

How To Add A New Email Account

This function can only be performed by either a mail system Administrator, or by the Primary account holder in your office.

Every domain has one Primary account holder - also referred to as the admin account for the domain. This Primary account holder is usually either the business owner or the head of the IT department that communicates with us on support matters, and is generally the person that asked us to create the accounts in the first place unless otherwise specified at the time.

Section 1:

Log in to the Email Account Manager

First step is to log into the mail system as the Primary account holder. If you do not know how to do this then follow the link at the bottom of this article to that page in our knowledgebase.

Next, click on the Settings tab on the top toolbar as shown in the figure below.

Toolbar

On the left side of your screen you will see a section for Business & Group Settings and under that heading you will see the option for Email Account Management. Click on that option.

Business Menu

On the Email Account Management screen you will be shown the list of configured email accounts for your domain. The Primary account for your domain is the one that is listed without a checkbox for modification and also with its password hidden (*******) from view. Changes to this account can only be done by mail system Administrators at the Kotter Group.

Email Account Management Screen

Section 2:

Adding a New Address

You can add a new email address by first clicking on the Add Email Account button above the address listings. (Shown in the image above)

In the top section labled Account Information you will designate the email address (Username) and the Password.

Account Information

The Rules:

The Username must be the Full Email Address including the domain and extension.
The Password must be a minimum of 6 characters in length, and it must contain at least one letter AND number. It cannot entirely consist of just letters or numbers.

In the lower section labled Personal Information you can fill out optional information about the user account. Please note that this is an optional section except for First and Last names - you must enter these as indicated by the asterisk and bold lettering.

Personal Information

The Rules:

For some reason the mail system will not allow you to enter a name into the First and Last name fields if that (or any portion thereof) also appears in the Password.

There is a way around this however. Enter anything into the First and Last name fields (i.e. Test Account) and create the account. Then after it has been created simply Edit the account and change the name. The system will allow you to enter the name after the account has been created. Keep in mind that this step is only necessary if either the first or last name appears in the password.

Once you have all of the necessary information added then you just need to click the Create Sub-Account button at the bottom of the screen to create the new address.

Create Sub-Account Button

After clicking on this button - if you have properly filled in all required information correctly - you will be returned to the Email Account Management screen with the account list. At first you will not see the account you just added in the list. It takes a moment to actually create and register the new address in the mail system.

Simply wait a few seconds and then right-click on the screen and select Refresh from the menu to refresh the list. You will then see the account in your list.

Things to remember when creating new email accounts:

You cannot create an email account if that account name is already in use as a Forwarder or Mailing List address in the system. The mail system treats these types of addresses as actual accounts and will tell you that the account already exists if you attempt to create it as an actual email address.
If you wish to have an address setup as an account that can be accessed from a mail client (i.e. Outlook, Outlook Express, etc.) and have anything sent to that address also forwarded to another email address then you would create a Mail Rule for that purpose.

If you ever get stuck and cannot figure out what to do then first check this knowledgebase for the answer - new articles are being added over the coming months so a new article may show up with the answer to your question - and if you cannot find the answer there then contact the support team.