Email Reseller Server

User Manual & Guide

Getting Started

What is Email Reseller Server?

Email Reseller Server is a multi-tenant email management system that provides a web-based interface for managing email accounts, reading and sending emails, and administering users and aliases.

Web Mailbox

Read, send, and manage your emails directly from your web browser.

User Management

Administrators can create and manage email users and their settings.

Email Aliases

Create multiple email aliases for each user account.

Secure Access

Secure authentication with role-based permissions.

Logging In

  1. Navigate to your Email Reseller Server URL in your web browser
  2. Enter your email address and password
  3. Click the "Login" button
  4. You'll be redirected to your mailbox or admin dashboard
Tip: If you forget your password, contact your administrator to reset it.

User Roles

There are three types of user roles in the system:

Role Permissions
User Can access mailbox, send/receive emails, change own password
Tenant Admin Can manage users and aliases within their organization
Super Admin Full access to all tenants, users, and system settings

Using the Mailbox

Viewing Your Emails

The mailbox is the main interface where you can read and manage your emails.

To view your inbox:

  1. After logging in, you'll see your inbox automatically
  2. Emails are listed with sender, subject, and date
  3. Click on any email to view its full content
  4. Use the "Refresh Inbox" button to check for new messages

Reading an Email

When you click on an email in your inbox:

  • The email opens in a detailed view
  • You can see the sender, recipients, subject, and full message
  • Any attachments will be listed (if available)
  • The email is automatically marked as read
Tip: Click "Back to Inbox" to return to your email list.

Composing and Sending Emails

  1. Click the "Compose" button in your mailbox
  2. Fill in the recipient's email address in the "To" field
  3. Optionally add CC or BCC recipients
  4. Enter a subject line
  5. Type your message in the message body area
  6. Click "Send" to send the email
  7. Click "Cancel" to discard the draft
Note: Make sure all email addresses are properly formatted (e.g., user@example.com).

Email Actions

You can perform several actions on your emails:

Mark as Read/Unread

  • When viewing an email, click "Mark as Unread" to mark it unread
  • Unread emails appear with a different style in your inbox
  • This helps you keep track of which messages need attention

Delete an Email

  • While viewing an email, click the "Delete" button
  • Confirm the deletion when prompted
  • Deleted emails are moved to your Trash folder (if configured)
Warning: Deleted emails may be permanently removed depending on your server configuration. Make sure you want to delete before confirming.

Navigating Folders

Your mailbox may include several folders:

  • INBOX - Where new emails arrive
  • Sent - Emails you've sent (if configured)
  • Trash - Deleted emails (if configured)
  • Other folders - Custom folders created on your email server

Admin Features

If you are a Tenant Admin or Super Admin, you have access to additional management features.

Note: Regular users will not see admin tabs. Contact your administrator if you need admin access.

Managing Users

The Users tab allows administrators to create and manage user accounts.

Viewing Users

  • Click the "Users" tab in the admin panel
  • You'll see a list of all users in your organization
  • User information includes email, name, role, and status

Adding a New User

  1. Go to the "Users" tab
  2. Click "Add User" button
  3. Fill in the required information:
    • Email - User's login email
    • Password - Initial password for the user
    • First Name - User's first name
    • Last Name - User's last name
    • Role - Select user, tenant_admin, or super_admin
    • IMAP Username - Email account username
    • IMAP Password - Email account password
    • Quota (MB) - Storage limit (optional)
  4. Click "Create User" to save
Tip: Make sure to provide users with their login credentials securely.

Deleting a User

  1. Find the user in the Users list
  2. Click the "Delete" button next to their name
  3. Confirm the deletion when prompted
Warning: Deleting a user will remove their access to the system. This action cannot be undone.

Managing Email Aliases

Email aliases allow users to receive emails at multiple addresses.

Viewing Aliases

  • Click the "Aliases" tab in the admin panel
  • You'll see all aliases configured in your organization
  • Each alias shows the alias email and the user it belongs to

Creating an Alias

  1. Go to the "Aliases" tab
  2. Click "Add Alias" button
  3. Select the user who will receive emails sent to this alias
  4. Enter the alias email address (e.g., sales@yourdomain.com)
  5. Click "Create Alias" to save
Note: Aliases must be configured on your email server (Postfix) to work properly. Contact your system administrator if aliases aren't working.

Deleting an Alias

  • Find the alias in the Aliases list
  • Click the "Delete" button
  • The alias will be removed from the system

Managing Tenants (Super Admin Only)

Super Admins can create and manage multiple organizations (tenants).

Viewing Tenants

  • Click the "Tenants" tab (only visible to Super Admins)
  • You'll see all organizations in the system

Creating a Tenant

  1. Go to the "Tenants" tab
  2. Click "Add Tenant" button
  3. Fill in tenant information:
    • Name - Organization name
    • Domain - Primary email domain
    • IMAP Host - IMAP server address
    • IMAP Port - Usually 993 for SSL
    • SMTP Host - SMTP server address
    • SMTP Port - Usually 587 or 465
    • Max Users - User limit (optional)
    • Max Storage - Storage limit in MB (optional)
  4. Click "Create Tenant" to save

Deleting a Tenant

Warning: Deleting a tenant will remove all associated users, aliases, and data. This is a destructive action.
  • Only Super Admins can delete tenants
  • Click "Delete" next to the tenant name
  • Confirm the deletion carefully

Managing Your Account

Changing Your Password

  1. Click on your email address or profile menu
  2. Select "Change Password"
  3. Enter your current password
  4. Enter your new password
  5. Confirm your new password
  6. Click "Change Password" to save
Tip: Use a strong password with a mix of letters, numbers, and special characters.

Logging Out

  • Click the "Logout" button in the top navigation
  • You'll be returned to the login screen
  • Your session will be invalidated for security
Note: Always log out when using a shared computer to protect your privacy.

Session Management

For security reasons:

  • Your session will expire after 7 days of inactivity
  • You'll need to log in again after expiration
  • Changing your password will invalidate all existing sessions

Tips & Tricks

Keyboard Shortcuts

Use these shortcuts to work faster (if implemented):

  • C - Compose new email
  • R - Refresh inbox
  • Esc - Close modal/cancel action

Best Practices

Email Organization

  • Regularly delete or archive old emails to save space
  • Mark important emails as unread until you've dealt with them
  • Use clear subject lines when sending emails

Security Tips

  • Never share your password with anyone
  • Change your password periodically
  • Log out when using public or shared computers
  • Be cautious of suspicious emails and links
  • Don't click on attachments from unknown senders

For Administrators

  • Assign appropriate roles to users (don't give everyone admin access)
  • Regularly review user accounts and remove inactive ones
  • Keep IMAP/SMTP credentials secure
  • Set reasonable quota limits to manage storage

Performance Tips

  • Limit the number of emails loaded at once for faster performance
  • Refresh your inbox periodically instead of continuously
  • Delete unnecessary emails to reduce server load

Troubleshooting

Common Issues

Can't Log In

Possible causes:

  • Incorrect email or password - Double-check your credentials
  • Account disabled - Contact your administrator
  • Session expired - Try logging in again

Solution: Reset your password by contacting your administrator.

Emails Not Loading

Possible causes:

  • IMAP connection issue - Check with administrator
  • Incorrect IMAP credentials - Verify your settings
  • Network connectivity problem - Check your internet connection

Solution: Click "Refresh Inbox" or contact your administrator if the problem persists.

Can't Send Emails

Possible causes:

  • SMTP server issue - Check server status
  • Invalid recipient email - Verify email addresses
  • Quota exceeded - Check your storage limit

Solution: Verify recipient addresses and try again. Contact administrator if issues continue.

Compose Button Not Working

Solution:

  • Refresh the page (F5 or Ctrl+R)
  • Clear your browser cache
  • Try a different browser

Admin Features Not Visible

Possible causes:

  • You don't have admin permissions
  • You're logged in as a regular user

Solution: Contact your Super Admin to request appropriate permissions.

Getting Help

If you encounter an issue not covered here:

  1. Note any error messages you see
  2. Try refreshing the page or logging out and back in
  3. Clear your browser cache and cookies
  4. Try using a different web browser
  5. Contact your system administrator with details about the problem
Tip: When reporting issues, include:
  • What you were trying to do
  • What happened instead
  • Any error messages you saw
  • Your browser and operating system

Browser Compatibility

Email Reseller Server works best with modern browsers:

  • Google Chrome (latest version)
  • Mozilla Firefox (latest version)
  • Microsoft Edge (latest version)
  • Safari (latest version)
Note: Internet Explorer is not supported. Please use a modern browser for the best experience.
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