Managing the Mail Domain
The BusinessMail product provides customers with email accounts with their own custom domain name. Customers can manage this mail domain from a central web portal which allows them to add, edit and delete email accounts. Customers should use the supplied credentials to log into the web portal at http://cp.link.bm.
The Home screen after logging in provides an overview of the services available to you. The key area in the menu on the left is the Provisioning menu. From this menu you can manage the mail domain as well as the domain name.
Click on Provisioning > Mail Domains in the menu on the left to bring up your mail domain. You will see the name of your mail domain as well as quick links to the Web Mail website and the Account Admin website.
Click the Mailboxes button on the right to list the email accounts in your mail domain. This screen will allow you to further manage the email accounts in your mail domain.
Click the Create Mailbox button at the top left in order to add a new email account.
Enter the name of the new email account and a password. Passwords must meet the following password policy.
You can add an optional forwarding email address. Leave the account type as User. Lastly determine how much disk space you will allocate to this email account. Click the Create Mailbox button to create the new email account.
Click the Edit button next to an email account in order to make changes to an existing email account.
The edit screen will allow you to change the password, add a forwarding email address or change how much disk space is assigned to the email account. Click the Save button to save the changes.
Back on the list of mailboxes screen, click the Email Aliases button next to an email account in order to add an email alias to an existing email account. An email alias allows you to have multiple email addresses that point to the same email account. In the example below firstname.lastname@example.org is an alias for the email@example.com email account. As a result people can send email to either email address and seconduser will receive it.
To remove an existing alias, click on the Delete button next to the alias to delete. Click on the Add Email Address button to create a new alias for the email account.
Enter the alias and click the Add Email Address button to create the new alias.
Click the drop down arrow next to an email account and select Delete to remove the email account.
If you click on Provisioning > Mail Domains in the menu on the left you will be back at the mail domain page.
Click the Distribution Lists button on the right to view the mailing lists for the mail domain. A distribution or mailing list is a group email account which sends email to multiple email addresses at once.
Click the Add Distribution List button on the right to create a new mailing list.
Enter the name for the mailing list and select a list administrator for the account (must be an email address in your mail domain). Next type in email addresses that you wish to be part of the group. These email addresses can be part of your mail domain or external email addresses (e.g. Gmail, Yahoo, Hotmail). Enter each email address separated by a comma. Click the Add Distribution List button to create the mailing list.
Click the Edit button next to the mailing list in order to add or remove email addresses to the list.
Add or remove email addresses to the list and click the Save button to save the changes.
Click the Delete button next to the mailing list to remove the list.
Managing the Domain Name
You are also able to manage your domain name from the web portal. Click on Provisioning > DNS Zones in the menu on the left to display your domain name.
You will have the option to click Edit for the raw text editor or Zone Editor for the preferred GUI editor. Refer to the following page for a full guide to managing your domain - DNS Self-Management Quickstart Guide.
You should only edit the domain to add additional entries to your domain (e.g. www.testdomain.bm for a website). You should not change the existing mail settings in this domain.
Email Client Configuration
Once your email addresses have been created, you will need to configure your email software with your email account settings. Please see the following page for a list of email client configurations. When following the instructions enter your full email address where it asks you to enter your Username (e.g. firstname.lastname@example.org).
Anti-Spam & Spam Quarantine
LinkBermuda’s mail server places any suspected spam messages into a quarantine queue on our mail server. Every 8 hours the system checks to see if there are any messages in this quarantine queue for your email accounts. If there are any messages present an email report will be sent to the email account displaying the messages that have been quarantined. This email contains buttons that allow you to authorize, deliver, delete, blacklist or display the quarantined messages.
Whitelist – this button will deliver the message to your inbox and also whitelist the sender so that future messages from this sender will not be quarantined
Deliver – this button will deliver the message to your inbox
Delete – this button will delete the message from the quarantine
Blacklist – this button will delete the message from the quarantine and also blacklist the sender so that future messages from this sender will be automatically deleted
Show message – this button will display the message in your web browser
Messages in your spam quarantine will be deleted after 30 days. Customers can view the contents of their quarantine queue by logging into Web Mail and clicking on the Quarantine folder on the left. You can deliver, whitelist, blacklist or delete any messages.
Customers can access the Web Mail website (http://webmail.link.bm) to remotely access their email while travelling or away from their computer. In addition customers can manage their spam quarantine, change their password or enable the Out-of-Office settings for their email account. Login with your email address and password.
To change your email password, log into Web Mail and click on the profile image in the upper right hand corner and select Options from the menu.
On the Accounts tab and My Account section click the Change password button.
Enter you Old Password and then your New Password twice. Click OK when you are done to save the changes.
If you click on the i symbol above you can display the minimum password policy requirements when selecting your new password.
After changing your password here, you will then have to change your password in your email software on your computer, on your mobile phone and any other device with this email account.
View Mailbox Usage
To see how much space your account is using on the mail server, log into WebMail and click on your name at the top of the folder menu on the left (above the Inbox folder).
You will now see a graphic and wording at the top displaying how much disk space you are using on the mail server.
If your mailbox on the mail server becomes full you will no longer be able to receive any new emails. You will have to delete items in WebMail to free up space. This will not affect emails you have already downloaded onto your computer (e.g. in Outlook). Be sure to empty the trash folder after deleting items. Re-check the mailbox usage to see how much space is now available.
To enable the Autoresponder to automatically send email replies when you are on vacation or out of the office, log into Web Mail and click on the profile image in the upper right hand corner and select Options from the menu.
Click on the Mail tab and Autoresponder on the left.
Set the Mode as follows:
- Disabled - turns off the Autoresponder
- Respond always - send auto-reply every time someone emails you
- Respond once - send auto-reply only the first time someone emails you
- Respond again after period - send auto-reply again after a certain time period has elapsed (defined in days)
Create a Subject and enter text for the auto-reply message. Check the Respond to messages sent to user's email address only box if you don't want the auto-reply email to be sent if you are CC'd (Carbon copied) or Bcc'd (Blind carbon copied) on an email. Select the dates in the Respond only if between to automatically enable and disable the Autoresponder for a specific time period. This is useful if you are on vacation during a set time. Enter an email address in the No Reponder For box and click Add for any email addresses you don't want the auto-reply email to be sent to. Click OK when you are done to save the changes.
The Account Admin web portal (http://webmail.link.bm/admin) is the mail domain configuration access directly on the mail server. The Account Admin access should only be used to perform tasks that cannot be performed on the main web portal. Login to the Account Admin portal with the email account designated as the Admin of your mail domain.
Once logged in you can click on your mail domain.
After clicking on the mail domain you will see your accounts displayed. Set the Type dropdown on the right to All Types to see both your email accounts and mailing lists.
This screen provides an overview of all the accounts and also how much disk space each account is using.
Normally an email user can only configure their own Autoresponder settings via Web Mail. The Account Admin portal allows the Admin user to configure Autoresponder settings for any email accounts in the mail domain. Click on an email address in the list and then click on the Email tab on the left to configure the Responder settings.
Mailing List Security Settings
Click on a mailing list to configure the security settings for the mailing list in the Security and Settings sections on the right.