Enabling and disabling mail service
You need to enable mail service for each registered user who will connect to your server to send and receive mail. When you enable mail service, you can decide whether the user needs the default combined POP and IMAP mailbox, or separate mailboxes for users who connect from more than one location. You can also enable or disable other user mail settings, such as encrypted passwords, or the Enable Notify Mail protocol.
Note: If you need to enable or disable mail for a large number of users, you can follow the instructions in this section, or you can edit the files in another program and use the import feature to incorporate your changes. For instructions, see Importing user files.
IMPORTANT: If you're providing mail service using more than one server or if you're connected to an external network, you may need to enable mail forwarding or relay mail between servers. For more information, see Managing Mail Servers.
To enable or disable mail for users connecting to this computer
for mail service, follow these steps:
1
Open the Mail Admin program, if it's not already open.
2
Choose Show Users & Groups List from the Server menu (or click
the Users & Groups button in the activity window).
The Users & Groups List window appears.
Note: When the Users & Groups List opens, the Web & File Admin program
is also opens.
3
Double-click the user for whom you want to enable or disable mail
service (or select the user and click the Open Selection button).
The User window for the selected user appears and shows the General
user settings.
4
Make sure the "User may logon" checkbox has an X in it.
This box must be checked in order for the user to be able to log
on to any of the AppleShare IP Servers to use the services that
are enabled for him or her. The default setting for a new user
is checked.
5
Choose Mail Settings from the pop-up menu.
The selected user's mail settings appear.
The User window displays the user's e-mail address, which is formed
from the user's Internet alias, the "at" symbol (@), and your
computer's DNS name. When a user sets up his or her client mail
application, he or she should specify the e-mail address shown
here as his or her return address.
6
Select whether you want this user to be able to connect to the
Mail Server for mail service, by clicking None or Enable.
Click Enable to allow the user to connect to this computer for
mail service. The User window changes to show the user's account name. The account
name is the Internet alias that is specified for this user in
the Users & Groups List.
Click None to prevent the user from connecting to this computer
for mail service. If you disable mail for a user, the Mail Server
denies any attempt by the user to log on and refuses to accept
any additional mail for that user.
Note: Any mail that the user did not retrieve before mail was disabled
remains in the mail database. The only way to remove the mail
from the database is to enable mail for the user, then have the
user log on to the Mail Server and retrieve the mail. Or, login
using the IMAP Administrator Access protocol and edit the database.
For more information, see Enabling and disabling IMAP Administrator Access.
To forward this user's mail to a different SMTP mail server, see
Forwarding and relaying mail.
7
If you're enabling mail, select a type of mail box for this user:
POP only, IMAP only, or POP and IMAP.
Select "POP only" if this user will only be reading their messages
using e-mail applications that use the POP protocol, and you want
to have all mail for this user downloaded onto the user's computer.
Select "IMAP only" if this user will only be reading their messages
using e-mail applications that use the IMAP protocol, and you
want the mail for this user to be stored on the Mail Server.
8
Select "Both POP and IMAP" if the user will be using e-mail applications
that support both protocols.
9
If the user's client mail application can be configured for APOP
or Notify Mail, click the Options button.
The user's Mail Options window appears.
10
If the user's client mail application can be configured for APOP,
click the Require APOP Login check box so that an X appears.
APOP is a protocol that sends the user's password in encrypted
form for extra security. (Client mail applications that don't
use APOP send unencrypted passwords.)
When the Require APOP Login checkbox is selected and the user
uses an e-mail application that is configured for APOP to connect
to the Mail Server, the users password is encrypted when sending
e-mail.
Note: Only POP e-mail clients support the APOP encrypted password. The
user can still send and receive mail using an IMAP e-mail client,
but the APOP requirement is ignored; the IMAP password is not
encrypted.
11
If you want this user to have separate inboxes for POP3 and IMAP
mail, click the "Use separate inboxes for POP3 and IMAP" checkbox
so that an X appears.
You may want to provide separate inboxes if your users will be
accessing their mail from multiple locations (such as, home and
work). To disable this feature, click the checkbox so that the
X disappears.
IMPORTANT: Using separate mail boxes results in duplicate mail messages being
stored on the Mail Server, one in each mailbox (IMAP and POP).
If the user forgets to check their mail regularly using both e-mail
clients the user may think, for example, that he or she has deleted
mail–but the user will still have another copy in the other mailbox.
If the user checks IMAP but not POP, mail will quickly accumulate
on the server. The safest choice is to use only one e-mail client
and have a single mailbox. Or if both mail protocols need to be
supported, to leave the default combined IMAP and POP mailboxes.
12
If you want this user to see the POP mailbox in the IMAP folder
list, click the "Show POP mailbox in IMAP folder list" button
so that an X appears.
When this feature is enabled, users can view and modify messages
in their POP mailbox before downloading with their POP e-mail
client. This might be useful when users want to see their mail
from home, but only want to download it when at work.
To disable this feature, click the checkbox so that the X disappears.
13
If you want the user to be notified when he or she receives mail,
click the "Enable Mail Notify" checkbox so that an X appears.
When this box is checked and mail addressed to the user arrives
at the Mail Server, a message that mail has arrived is sent to
the indicated IP address.
Note: For this feature to work, the Notify Mail (or compatible) software
has to be installed and enabled on the client computer.
14
Click a button to indicate at which IP address the user should
be notified.
To notify the user at the last IP address from which he or she
logged onto the Mail Server, click the "Use the last IP Address
the user logged on from" button so that an X appears. This is
the safest choice, as the alternative–a fixed IP address–may become
out of date.
To notify the user at a specific address, click "Use the IP Address
below" and type an IP address.
15
Click OK.
The Options window closes.
16
Click Save.
Your changes are saved and take effect immediately.
17
Repeat step 3 though step16 for each user that connects to this computer for
mail service.