mailbox Business - getting started

Welcome to mailbox

After registering, there are a few steps required before you can fully use your account.
This article guides you step by step through the basic setup.

Basic setup

After creating your account, log in at https://setup.mailbox.org.
Your dashboard will initially look quite empty:

Figure 1: Initial dashboard after login.

First, your domain must be verified and added.
Click on the plus icon in the upper right corner. You will then see the following screen:

Figure 2: Add a domain.

Enter your domain on the right-hand side. You now need access to the DNS server responsible for your domain.
After entering your domain, click the reload icon next to it or wait a moment. Your security token will now be displayed:

Figure 3: Display the security token.

Figure 4: Example TXT record at a registrar.

This token must be created as a TXT record at your domain registrar.
The first line represents the name (hostname) of the record, and the second line the content (value).
Please note that the layout and field names may differ depending on the registrar.
If you experience issues when setting the record, the registrar’s support team can assist you.

Here’s an example of how this looks with a Berlin-based registrar:

Figure 5: Example TXT record at a registrar.

Save the entry.
Please note that changes to DNS servers can take up to 48 hours to propagate globally.

Then return to the mailbox Business administration interface and click on Validate.
If everything worked correctly, you should see the following confirmation:

Figure 6: Confirmation after successful validation.

If you receive an error message or nothing happens, repeat the validation later (the TXT record in DNS remains valid).
Next, set a password for the domain and click Save.

Your domain is now registered.
You can now proceed to create a mail account. Click directly on the name of the domain you just registered:

Figure 7: Domain overview with mail accounts.

Next, proceed in a similar way.
Click on the plus icon in the upper right corner:

Figure 8: Create a new mail account.

Now enter the desired mail address as well as the first and last name of the mailbox user:

Figure 9: Enter the account details.

Select the desired plan for the mailbox.
The Drive storage of all members of a domain or groupware group is aggregated.
Each family member therefore benefits from unused storage space from others.

Note: This does not apply to mail storage or to the Light plan, since it does not include Drive storage.

Finally, set the password for the mailbox (scroll down if necessary) and click Save.
If everything worked correctly, you should now see the following:

Figure 10: Overview of the created mailbox.

Of course, our API is also available to you.
You can find the documentation at https://api.mailbox.org.

Please also adjust the MX records in the DNS settings of your domain provider so that you can receive mails from outside sources.

You can find instructions here:
https://kb.mailbox.org/en/business/your-account-at-mailbox-org/how-to-register-a-domain

Note: We strongly advise against maintaining a long parallel operation with existing mail accounts.
Once internal mails are correctly delivered to the new mailbox, they will no longer be forwarded to the old one.
Internal mails are those sent from other mailbox addresses, including all Business and Private customers as well as our Support (Helpdesk system).

Create mail forwarding

Note: The option to set up forwarding only appears after you have started creating a mailbox. When you first click the plus icon, the “Forwarding” option will not be displayed. You must set up the forwarding via the admin account.

To create forwarding for a mailbox, proceed as follows:

1. Open Admin Console | Mail | Mailboxes.
2. Click the plus icon to create a new mailbox.
3. In the form that opens, you will see in the Plan field the option to activate Forwarding.
4. Enter the desired target address there and save the changes by clicking the plus icon.

Figure 11: Activate forwarding in the Plan field.

Figure 12: Activate forwarding in the Plan field.

Tip: You can edit forwarding at any time by opening the corresponding mailbox and adjusting or removing the option in the Plan field.

Additional settings

There are several additional settings specifically related to mailboxes that may be useful:

• Mail backup (disabled by default): Our servers automatically create backups of each mailbox. This service is free and available for all users in the Standard and Premium plans. Backups are retained for a maximum of six days and then replaced with newer ones.
• Blacklist (disabled by default): Each mailbox user can individually block senders. Messages from blocked addresses will be rejected.
• Spam & virus protection (disabled by default): The behavior of our spam filters can be individually configured. We also recommend reading the related article in the Knowledge Base.
• Password reset via SMS (disabled by default): This function allows you to enable password resets for mailbox users via a previously registered mobile number.

You can enable or disable these features either for an entire domain or for individual mailboxes.
The overall domain management view does not show the current feature status, but it is visible for individual mailboxes.

Domain-wide feature activation

To activate or deactivate one or more of the above features for an entire domain (or multiple domains), follow these steps:

1. Select the domain for which you want to modify the settings.
   If you want to apply the same settings to multiple domains, select all the desired domains.
2. Click Features.

On the next screen, select the desired options and click Save:

Figure 13: Activate features for a domain.

Figure 14: Activate features for a domain.

To deactivate features, simply uncheck the corresponding boxes and click Save again.
If you want to disable all features, click Save without selecting any checkboxes.

Feature activation for individual mailboxes

The process is the same, with one small difference:
Instead of selecting the domain checkbox, click directly on the domain name.
On the next screen, you will see all mailboxes of that domain.
Set the checkboxes for the desired mailboxes and proceed as described above.

Master data, service and support package

If you notice that your service and support package does not fit your needs, you can adjust it—along with your master data—at any time.
After logging in, click the pencil icon in the Information box:

Figure 15: Edit master data and service package.