The support documentation found within this book is reserved for use by my clients.
- Mail server settings & setting up mail clients
- Managing spam/junk messages
- Using rules to manage email messages
- Set up an automatic reply in webmail
- User account management
These are all email-related support articles.
Mail server settings & setting up mail clients
If you plan on using a mail application for receiving and sending emails from your account hosted by me (Dustin), you will need the following information. For details on setting up specific mail client apps, please see the bottom of this page.
Mail server settings
Host & port information
The following information is needed to make a connection from any email client application.
|Hostname/Server||Port & Security Protocol|
|Incoming Mail (IMAP)||mail.d19.ca||993 (TLS)|
|Outgoing Mail (SMTP)||mail.d19.ca||587 (STARTTLS)|
Logging in to an email account
Contrary to your account username which is usually firstnamelastname for all other services I offer, your username for email access will be your full email address (example: email@example.com), and your password will of course be the unique password you set when your account was created.
The reason why the username must be your full email address is because one single user may own multiple mailboxes, so this allows the system to know which mailbox you wish to access.
If you have forgotten your username or password or are having difficulties logging in, please use the password reset form to reset your password. If you used it but have not received the password reset email, please contact me for assistance.
I have also written documentation on managing your user account which may be of further assistance to you.
Setting up mail clients
Please follow the links below to setting up common mail clients, being sure to use the information provided above to connect and login.
- Apple Mail mobile app (iOS & iPadOS)
- Apple Mail desktop app (macOS)
- Google Gmail mobile app
- Microsoft Outlook mobile app
- Microsoft Outlook desktop app
- Mozilla Thunderbird desktop app
Managing spam/junk messages
Dustin's mail server will learn what is spam and what is not spam depending on two actions:
- Moving a message into the spam folder
- Moving a message out of the spam folder
When a message is moved into the spam folder, the system learns to identity this type of message or sender as spam/junk for the future. Conversely, when a message is in the spam folder but moved out, it identifies it as non-spam and will aim to no longer mark the message as spam in the future.
The spam system in place requires at least 50 messages in the spam folder to learn from. This requirement helps prevent false-positives, especially for a new mailbox.
Mark as spam
If you have a message that you consider to be spam/junk, simply move it to the default system folder named "Spam". This is the folder the spam system reviews for learning what is spam.
Using rules to manage email messages
Set up an automatic reply in webmail
In some cases, it is useful to setup an automatic reply (also known as an auto-response). We can do this in any of the webmail applications provided by myself, including Roundcube and Rainloop. Their instructions are included below.
A useful example for needing an automatic reply is for general mailboxes where you want clients to know your message has been received and to set expectations of when they can expect a reply, as well as for people going on vacation who want their senders to know when you'll be available again. Ultimately, it generally comes down to simply being able to set expectations with people sending you email.
A friendly reminder to test the automatic reply after setting it up before assuming it works, especially if it's critical for your business needs. This will make sure it works, and if you have any difficulties with it please contact me right away for assistance.
You do not need to set up an automatic reply in each webmail application, only set up the rule in one of the applications - whichever one you prefer to work in. The rules are set server-side and therefore affect the whole account not specifically that webmail application. Setting up a filter rule in both applications could possibly bring unintended behaviour.
In Rainloop, you can set up an automatic reply with the following steps:
- Login to the Rainloop webmail application with your email account credentials
- Tap on the Account drop-down menu option in the upper-right corner, then tap on Settings
- Now tap on Filters and then the Add a Filter button
- On the Create a filter pop-up, enter in a name for it, leave the Conditions section as-is to respond to all incoming mail, then under the Actions section select the drop-down and choose Vacation message, then set up according to your needs and finally tap the Done button when finished
In Roundcube, you can set up an automatic reply with the following steps:
Depending on the theme you use in Roundcube, the screenshots may look slightly different but the verbiage will be the same.
- Login to the Roundcube webmail application with your email account credentials
- Tap on the Settings button in the upper-right corner
- Tap on the Filters menu option
- Tap on the plus-sign in the bottom of the column for filters and then you will see the Filter definition page
- Fill in the filter name, select "all messages" for all incoming email, then under the "...execute the following actions:" section select the drop-down and choose "Reply with message", then fill in the message details and tap the Save button when finished
User account management
Logging in to Cloudron
Cloudron is the application platform I utilize to manage user accounts and deploy new applications for clients. It provides a lot of advantages to me and my clients and so you will see references to Cloudron in the documentation - please know that Cloudron is the name of the server-side application which you will use periodically to change passwords, manage settings, quickly load applications which you have permission to access, and much more.
In most cases you will simply be using your credentials for email access but you will need to eventually login to Cloudron to reset or change your password, manage your password recovery email address, and more. When you login to Cloudron you can also have quick access to the various webmail applications and domain-owned resources such as your website.
The login process
To login to Cloudron to manage your user account, visit https://www.d19.ca/user-login in your web browser.
If you need to reset your password, please follow the resetting your password documentation.
Resetting your password
If you ever forget your password or need to reset it, you can use the password reset process below to get the job done. Or if you are able to login as you know your password, you can change your password from within Cloudron.
If you already know your password
- Visit https://www.d19.ca/user-login in your web browser
- Enter your username and password (you can leave the 2FA Token field blank if you do not use Two-Factor Authentication) and tap Sign In
- Tap your username in the top-right corner and then select the Account menu item
- Here you can manage your account details -- you can tap the edit icon next to your display name, primary email, and password recovery email address to update those fields -- and you can tap the red Change Password button to update your password on your account
If you have forgotten your password
- Visit https://www.d19.ca/password-reset in your web browser
- Enter your username then tap the Reset button
- Check your password recovery email address for the password reset email, then click the link in that email to reset your password
Usernames are generally in the firstnamelastname format.
Example: If your full name is Ryan Reynolds, your username is most likely ryanreynolds
If you have forgotten what your password recovery email address was set to or no longer have access to it or are not receiving the password reset email, please contact me.
Remember that your new password must be used for logging into all of your email accounts, so you may need to update the password you have stored in your mail applications such as iOS Mail or Gmail, etc. This will also impact the password you use when accessing webmail apps such as the Rainloop or Roundcube applications I offer.