How to Create and Manage Email Accounts

Overview

Have Freedom Hosting allows you to create and manage email accounts associated with domains hosted on your hosting account.

For example, if your domain is:

example.com

you could create an email address such as:

info@example.com

You can manage your email accounts through cPanel and then access them through Webmail or connect them to an email application such as Outlook, Thunderbird, Apple Mail, or another compatible client.

Where Do I Manage Email Accounts?

To manage your email accounts:

cPanel → Email → Email Accounts

From this area, you can typically:

Create email accounts
Change email passwords
Adjust mailbox storage limits
Access Webmail
View connection information
Remove email accounts

The exact options available may vary depending on your hosting plan and cPanel configuration.

Creating a New Email Account

To create an email account:

Log in to cPanel.
Open Email Accounts.
Select Create.
Select the domain you want to use.
Enter the mailbox name.
Create a strong password.
Set the mailbox storage limit if applicable.
Create the account.

For example, entering:

info

for the domain:

example.com

creates:

info@example.com

Choosing an Email Address

Choose an address that makes sense for its intended purpose.

Common examples include:

info@example.com
support@example.com
sales@example.com
billing@example.com
contact@example.com

You can also create individual addresses for members of your organization.

Avoid creating unnecessary mailboxes simply because you can. Keeping your email accounts organized makes them easier to manage.

Creating Strong Email Passwords

Every mailbox should have its own strong password.

Do not reuse your:

Customer Portal password
cPanel password
FTP password
Other email passwords

A mailbox password should be difficult for someone else to guess.

If you suspect that an email password has been compromised, change it immediately.

Setting a Mailbox Storage Limit

Depending on your hosting configuration, cPanel may allow you to specify how much storage an individual mailbox can use.

For example, you might allocate more space to an account that regularly receives large attachments.

Keep in mind that mailbox storage contributes to the overall storage usage of your hosting account.

Accessing a Newly Created Mailbox

Once you've created the mailbox, you can access it through Webmail.

You can generally reach Webmail using:

https://yourdomain.com:2096

You can also use the Check Email option from cPanel's Email Accounts interface.

When logging in, use the complete email address as the username.

For example:

info@example.com

Your Webmail password is the password assigned to that mailbox.

Connecting the Mailbox to an Email App

You can also connect your new mailbox to an email application.

From:

cPanel → Email → Email Accounts

select the appropriate mailbox and look for its connection or configuration information.

cPanel may provide a Connect Devices option containing the appropriate incoming and outgoing mail settings for your account.

Use those settings rather than guessing the server name or connection details.

For most users, IMAP is the preferred method because it keeps messages synchronized across multiple devices.

Changing an Email Password

If you need to change a mailbox password:

Open cPanel → Email → Email Accounts.
Find the mailbox.
Select the password or management option.
Enter a new strong password.
Save the change.

Any email applications using the old password will need to be updated.

If you change a mailbox password because you believe it was compromised, update all legitimate devices and applications using that mailbox.

Changing Mailbox Storage

If your cPanel configuration allows it, you can adjust the mailbox's storage limit.

This can be useful when a mailbox is approaching its allocated storage.

However, increasing the mailbox limit does not necessarily solve the underlying problem if the mailbox is filling because of:

Large attachments
Old messages
Spam
Unnecessary stored mail
A mail application configured incorrectly

Regularly cleaning up unnecessary mail can help keep mailbox usage under control.

Managing Multiple Email Accounts

If your domain has several mailboxes, keep them organized.

For example:

info@example.com
support@example.com
billing@example.com
sales@example.com

Make sure each mailbox has a clear purpose.

If several people need access to the same address, consider whether a shared mailbox, forwarding arrangement, or another mail-management solution is more appropriate rather than giving everyone the same password.

Email Accounts vs. Email Forwarders

A mailbox stores email.

An email forwarder generally redirects incoming messages to another email address.

For example:

sales@example.com
        ↓
sales@anotherdomain.com

A forwarder does not necessarily provide a separate mailbox where messages are stored on your Have Freedom Hosting account.

If you need to send and receive mail as sales@example.com, a real mailbox may be more appropriate.

Deleting an Email Account

If you no longer need a mailbox:

Open cPanel → Email → Email Accounts.
Find the mailbox.
Select the appropriate management or deletion option.
Confirm the deletion.

Be careful when deleting a mailbox.

Deleting an email account can permanently remove messages stored in that mailbox.

Before deleting it, make sure you don't need any of the existing messages.

Email Accounts and DNS

Creating an email account does not automatically mean that your domain's email is configured correctly.

Your domain also needs appropriate DNS records.

In particular, MX records determine where email for your domain is delivered.

If your DNS is managed through cPanel, you can review DNS records through:

cPanel → Domains → Zone Editor

Email authentication and deliverability information may also be available through:

cPanel → Email → Email Deliverability

Do not change MX, SPF, DKIM, or other email-related DNS records without understanding what they do.

If You Recently Moved Your Email

If you're moving email from another provider to Have Freedom Hosting, take extra care before changing DNS.

Make sure you have:

Created the required mailboxes
Recorded any existing email addresses
Backed up important mail
Confirmed your new mail settings
Identified your current MX records
Planned the DNS change

Changing MX records can change where new email is delivered.

If you're unsure how to migrate your email, contact Have Freedom Hosting Support before changing your DNS.

Common Problems

"I Created the Mailbox but Can't Log In"

Check:

The complete email address is being used as the username.
The password is correct.
You're using the mailbox password rather than your Customer Portal password.
The mailbox exists in cPanel.
You're connecting to the correct Webmail or mail service.

If necessary, reset the mailbox password through cPanel.

"The Mailbox Is Full"

Check the mailbox's storage usage.

You may need to:

Delete unnecessary messages
Empty the trash
Remove large attachments
Increase the mailbox storage limit if available
Review whether an email application is downloading or retaining unnecessary messages

"I Can Receive Email but Can't Send"

Check your outgoing mail settings.

Make sure your email application is using the SMTP settings provided by cPanel under Connect Devices.

Also verify that:

SMTP authentication is enabled when required.
The correct username is being used.
The correct password is being used.
The selected security settings match the provided configuration.

"I Can Send Email but Can't Receive It"

Check:

Your domain's MX records
Your mailbox configuration
DNS settings
Whether the mailbox exists
Whether the sending server is receiving a delivery error

If you recently changed DNS, allow time for those changes to propagate.

Email Security Best Practices

To help keep your mailboxes secure:

Use strong, unique passwords.
Don't share mailbox passwords unnecessarily.
Use secure mail connections.
Keep your email applications updated.
Be cautious with unexpected attachments and links.
Don't provide passwords in support tickets.
Change passwords if you suspect an account has been compromised.

Remember that an email account can provide access to password-reset messages for other services, making email security particularly important.

When to Contact Have Freedom Hosting

Contact Have Freedom Hosting Support if:

You cannot create an email account.
The Email Accounts feature is unavailable.
A mailbox won't accept or send messages.
Your mailbox appears to be configured correctly but doesn't work.
You suspect a server-side mail problem.
You need help understanding the mail settings provided by cPanel.
You're migrating email and aren't sure when or how to change DNS.

When contacting support, include:

Your domain
The affected email address
Whether the problem affects sending, receiving, or both
The exact error message
Whether you're using Webmail or an email application

Never send your email password in a support ticket.

Need Help?

Creating a mailbox is only the first step in getting domain email working correctly. Your mailbox, email application, and domain's DNS configuration all need to work together.

If you're unsure how to configure an email account or troubleshoot a mail problem, Have Freedom Hosting Support can help you determine the appropriate next step.

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