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Domain Administration

Add Mailbox or Alias


  • Sign in as domain admin to the SophiMail Admin console (

  • Click on Action on the right hand side to select your domain per location to manage.

  • Click on Mailboxes menu and then Create.

    Username: account name without the domain part (e.g. a.smith)
    Password: Insert a strong password (at least 5 characters & 2 digits)
    Name: The real name of the user (e.g. John Smith)
    Quota: The mailbox size in MB (e.g. 1000 for 1GB)
    Active: Click to disable/suspend the account


  • Click on Aliases menu and then Create.

    – Remember to select your domain first (see above)

    Alias: Enter the email alias to be used. (This name is the portion of the user’s email address that appears before the @ sign. e.g. info.)
    GoTo: Enter the full account name to be associated with the alias. (e.g.

    Note: When you click on SAVE all emails with destination will go directly to user mailbox.

Edit / Delete / Suspend a Mailbox

      • Sign in as domain admin to the SophiMail Admin console (
      • Click on Action on the right hand side to select your domain per location to manage (see above).
      • Click on Mailboxes and then List on the menu.
      • Find the email account you want to change, and then click on pencil  (right hand side).

  • To disable (suspend) the account click on Active column and toggle to No.
  • To DELETE this account click on Bin icon on account List page.

Setup your Email Client

Apple Mail (Mac OSX)

  1. Open If you do not already have any accounts set up, it will prompt you to set up a new account. Otherwise, go to Mail → Preferences and select the Accounts tab. Click the + at the lower left of the screen. Select Add Other Mail Account…
  2. Fill in your name, email address and password:
    Full Name: The name people will see on the email you send.
    Email Address: Your full SophiMail username, including the domain.
    Password: Your SophiMail password.
  3. Click the Sign in button. The account will be created and will start syncing your mail.If account creation fails and you are using a custom domain, you may need to explicitly set the mail servers:
    Incoming Mail Server: mail.domainname.tld.
    Outgoing Mail Server: mail.domainname.tld.
    Ensure the servers set to using password authentication, and use your SophiMail email address and password to authenticate against the servers.
  4. Then click on Mail and uncheck NOTES
  5. The account should look like the following screenshots:

  6. Send mail to Sent folder is a server side activity. So, uncheck this option on client.
  7. Check Account Info -> Subscription List for shared folders to subscribe to.

Microsoft Oulook 2010/2013 (Windows)

Private Email service supports autodiscover feature which allows to set up email account automatically in Outlook.
NOTE: before setting up email account this way, make sure you already have required DNS records and mailbox created.
For automatic email account set up you need to do the following:

  • Open Outlook, select tab File > Add Account:

  • Check the option E-mail Account and fill in the corresponding fields:

    Your Name: the name you would like the recipients of your emails to see
    E-Mail Address: your full Private Email address
    Password: password for your Private Email account

    Note: Make sure you do not have blank spaces in it.
  • Once all the fields are filled, click Next:

    NOTE: if any warnings appear, disregard them and feel free to proceed.
    If this option fails for some reason, try to follow the steps from scratch. If it does not help you can also try to set up email account manually.
    In order to set up your email account in Outlook manually, complete the first step which is described above and then follow the instructions below:
  • Check the option Manual setup or additional server types and click on Next:

  • Select POP or IMAP and click on Next:

  • Fill out the corresponding fields:

    Your Name: the one you wish to have for this account
    Email Address: full email address
    Account Type: IMAP
    Incoming and Outgoing mail server (SMTP): (or mail.domainame.tld)
    User Name: full email address
    Password: password for this mail account
    Require logon using Secure Password Notification (SPA) should to be unchecked:

  • Once done, click on More settings in the lower right corner of the window.
    In the tab Outgoing Server checkmark the option My outgoing server (SMTP) requires authentication > Use same settings as my incoming mail server:

  • In the tab Advanced configure port settings as follows:

    IMAP: port 993 for SSL or port 143 for TLS
    SMTP: port 465 for SSL or port 25 for TLS

  • Once all is done, click OK to close the window and then Next to test server connection:


After installing Thunderbird you need to configure it for use with your mailbox (or @domainname.tld).

  • If you’ve not used Thunderbird before, the Mail Account Setup Wizard should start on its own. To open it manually, go to the Tools menu and click Accounts Settings. In the left pane of the Account Settings dialog box, click Account Actions and then select Add Mail Account.
  • Enter your name as you want it to appear in the From field in outgoing mail and your email address. Then, click Continue.

  • Thunderbird will attempt to automatically configure your account settings. If this fails with a message saying “Thunderbird failed to find the settings for your email account” will display. Enter the following settings:

    Server hostname:
    Port: 993
    Authentication: Normal password

    Server hostname:
    Port: 465
    Authentication: Normal password

    Otherwise you end up with the following:

    Click DONE to finish.

Android 4

  • Go to Settings | Email

  • On the Account Setup screen type in your email address and password (e.g. Continue with Next.

  • Select IMAP as the type of account on the next screen:

  • Set the IMAP server to (or mail.domainname.tld), Port number to 993 and select SSL/TLS (accept all certificates) under Security type. Continue with Next.

  • Set the SMTP server to (or mail.domainname.tld), Port number 465 and select SSL/TLS (accept all certificates) under Security type. Continue with Next.

  • Under Inbox checking frequency select Every 15 minutes and keep all checkboxes checked

  • On the final screen, name your account, e.g.

Setup Calendars and Contacts

Calendar (CalDAV) access via Thunderbird

  • Calendars plugin: Latest versions of the Mozilla Thunderbird E-Mail client and the Lightning Add-on

Add a Calendar in Thunderbird/Lightning

  • As already mentioned, each Calendar folder that should be synchronized has to be added separately in the client. The following steps show how to add a Calendar in Thunderbird/Lightning. Before starting, ensure that the client is connected to the network and the server can be accessed.
  • A typical Personal CalDAV URL: https://servername.tld/caldav.php/username@domain.tld/calendar/
  • A typical Corporate CalDAV URL: https://servername.tld/caldav.php/domain.tld/calendar/
  1. Select “Events and Tasks” → “Calendar” from the menu bar to switch to the Calendar view

  2. From the menu bar, select “File” → “New” → “Calendar…”
  3. In the popup window, select “On the network” and click “Next >”
  4. As format, select “CalDAV”
    1. Enter the CalDAV path as reported by the folder’s properties page (see above) as location
    2. For offline access, check the “Cache” checkbox
    3. Click “Next >” to continue
  5. Enter a name for the Calendar and assign a color if you like
    1. Select whether reminders should be shown or not
    2. Select the E-Mail account belonging to the Calendar user from the list
    3. Click “Next >” to create the Calendar
  6. When requested, enter your username and password for the server
  7. Afterwards, the Calendar setup is complete and the contents are synchronized

AddressBook (CardDAV) access via Thunderbird

  • Contacts plugin: Latest versions of the Mozilla Thunderbird CardBook

Setup you AddressBook (CardBook)

  1. Install the Thunderbird Add-On “Cardbook” through Thunderbird’s add-on manager.
  2. Click on “Cardbook” in the Thunderbird menu bar
  3. Select “Add addressbook” and then “Remote”
  4. Continue and choose “CardDAV”
  5. A typical Personal CardDav URL: https://servername.tld/caldav.php/username@domain.tld/addresses/
  6. A typical Corporate CardDav URL: https://servername.tld/caldav.php/domain.tld/addresses/
  7. Enter your email address as the username and your email password.