Kerio MailServer Web Administration

Users

User accounts and their use are focused in  the manual.

Creating a new account

To create a new account, click on Add under Users. Clicking on the button runs a simple configuration wizard.

  1. If you dispose of templates created by the administrator, select an appropriate template in the User account template dialog displayed first and confirm selection by clicking on Next. If no templates have been created yet, a basic form is opened in the General page displayed first:

    Login name

    This name will be used for login to the user's mailbox and it will be also used as the basic part of the email address. This implies that it is not possible to create two or more users with identical login names. Login name is used as a unique ID of the user and their email account for Kerio MailServer.

    Example: User John Gentle gets login name jgentle and his basic email address in domain company.com will have this form: jgentle@company.com. To connect to the Kerio WebMail interface, the user will use the login name jgentle@company.com.

    Warning

    1. As login name is a unique identificator of the account, it is not easy to change it (contrary to all the other items).

    2. Diacritics as well as other special symbols and blanks are disallowed in login names. If any of forbidden symbols is included, the name is not saved.

    Full Name

    Use this entry to specify the first and the second name of the user. This item is not obligatory as the user is already well distinguished by the unique login name in the system. However, it is highly recommended to specify these items; otherwise, the user and their address cannot be published in the public contact folder. New users are added to the public contact folder immediately upon creation of the account. This implies that other users can immediately access the new contact in the folder.

    Description

    This entry is optional. We recommend you to specify the new user's position within the company or at least their department to make the information clear for later reference.

    Authentication

    User authentication type. This information will be provided by your ISP or the Kerio MailServer administrator.

    Password, Confirm Password

    Enter a password for this user and confirm it by typing it once again in the Confirm Password entry. This password will be used for connection of the user to Kerio MailServer.

    Note

    It is recommended to command the user to change their password in the Kerio WebMail interface immediately upon the account creation. For guidelines for password change, refer to user's guide.

    Account is disabled

    This option allows temporary blocking of the account without the need of its removal.

    Enable the default spam rule that moves messages marked as spam to the Junk E-mail folder

    Upon creating a new user account, check this option to set the antispam rule. All incoming emails marked as spam will be automatically moved to the Junk mail folder.

    Note

    If you do not check the rule now, users can create it later in incoming mail rules (creation of rules is focused in user's guide).

    Once the first page of the wizard is completed, the new user can be saved. Other settings can be done later, if necessary. If you want to continue completing the wizard, click on Next.

  2. In the E-mail addresses dialog you can define alternative email addresses for the particular user. The part that follows the at symbol is kept, while the preceding part can be changed.

    Example: John Gentle's main address is jgentle@company.com. Upon clicking on Add, alternative addresses such as for example John.Gentle@company.com or gentle@company.com can be defined. This feature can be helpful especially if the name is uneasy to be written and it can be easily mispelled. Mr Bigsting can have addresses bigsting@company.com, bixting@company.com, bigstink@company.com, bixtink@company.com, bigstin@company.com and bixtin@company.com which will ensure that even if his name is mispelled, he gets his email.

  3. Page Forwarding enables forwarding of received email to another mailbox. If this has been requested by the user, simply add the additional email address in the dialog. Then set whether the forwarded email will be also stored in the particular mailbox in Kerio MailServer (the original recipient's address).

  4. In the Groups page, you can add the user to existing user groups (to learn more about groups and their use, read section Groups). You can add the users to any groups.

  5. In the following page of the wizard (Rights), it is possible to add rights for the domain administration, i.e. to assign any user the same rights as you have. User with these rights can login to the web administration and add users, groups and manage resources.

  6. The Quota page allows to set quota for the user mailbox. The user quota prevents cluttering of the server disk. If either of the limits is reached, any new messages will be refused by the server.

    If the quota is exceeded, the user will be notified by email and advised to delete some of the messages in the mailbox.

    Disk space

    The maximum space for a mailbox. For greater ease in entering values you can choose between kilobytes (KB), megabytes (MB) or gigabytes (GB). If you are not sure about the quota's value, set it between 2 and 10 MB or ask your Kerio MailServer administrator for help (the administrator knows total size of the disk available).

    Number of messages

    The maximum number of messages in the mailbox. Messages that exceed this number will be refused by the mailserver.

  7. The Advanced Settings dialog allows setting of the following options:

    This user can send/receive email to/from his/her own domain only

    This option narrows communication to local level only. This can be useful for internal communication settings in many companies. Users will not be able to send or receive emails to any other domain or to the Internet.

    Warning

    If you are not sure why this option should be checked, leave it disabled. This option restricts sending of email out of the company and it is helpful only if you need to keep extremely strict communication rules across the company.

    Max size of outgoing messages

    Use this option to set the size limit for outgoing messages. By setting the size limit, you can prevent the internet connection from being overloaded by emails with large attachments (movies, music, pictures).

    If the limit is set to 0, Kerio MailServer behaves the same way as if no limit was set.

    If you are not sure which is an optimal value for the limit, set it for 20 MB.

    Warning

    The message size limit can be set by your provider in Kerio MailServer for a whole domain. After both limits are set, the following can occur:

    1. If the message size limit for a user is higher than the one for the domain, the domain limit will apply.

    2. If the message size limit for a user is lower than the one for the domain, the user limit will apply.

    Publish this user information at the public folder

    Check this option to add the user contact to the public contacts folder. The contact will be added to the public folder only if the Full name field is populated (in the first page of the wizard).

Changing user account parameters

Any items of a user account can be changed easily, apart from the login name. To change settings, click on the Edit button in the lower part of section Users.

The button opens a dialog with various tabs where particular settings can be changed. If not sure about any option, read their descriptions in Creating a new account.

Removing user account

Click the Remove button to delete a user account. With the original user account in Kerio MailServer, the following actions can be performed for the addressed mailbox:

Move user's message folder to an account of another user

This option is useful especially when another user needs to work with messages, events and tasks from this folder actively.

The entire folder will be moved as a subfolder of the selected account's root folder. The folder name will follow this pattern: Deleted mailbox — user_name@domain. This folder will include all original folders and items of the deleted mailbox.

Do not delete user's message folder

The folder will be kept in the store directory.

Delete user's message folder

This option can be used when the user folder does not contain any (or any important) messages, events, tasks, etc.

Note

The following accounts cannot be deleted:

  • your own account,

  • users with full rights for Kerio MailServer,

  • user accounts mapped from a directory service.