Managing mailboxes

End of Life: managing mailboxes of mailbox.org

The support and management of mailbox.org mailboxes through PlentyONE GmbH will be discontinued on the 31st March of 2025. From now on, you have the option to transfer the management and payment directly to mailbox.org. Your contract details will change as a result, but no additional costs will arise.

Here you find more information.

1. Managing mailboxes

If PlentyONE manages your domains, then you can go to Settings » Setup » Email to create and manage mailboxes for system users. You need admin rights to manage mailboxes. These mailboxes are created and hosted by the third party email provider mailbox.org. You will learn how to create mailboxes and additional email addresses (aliases) for these mailboxes.

Mailboxes with other provider

The configuration described is only relevant for PlentyONE customers with domains managed by PlentyONE who want to use the external provider mailbox.org. If you manage your email account with a different provider and want the PlentyONE System to send emails from this provider too, you do not need to set up mailbox.org. However, you still need to refer to the chapter Saving the email server’s access data on the Sending emails page of the manual.

2. Create mailbox

Proceed as described below to create mailbox.org mailboxes for system users. You need admin rights to create mailboxes and aliases.

Creating a new mailbox:

  1. Go to Setup » Settings » Email.

  2. Click on Create mailbox (add).
    → The Create mailbox window opens.

  3. Select the email address type Mailbox.

  4. Carry out the additional settings. Note Table 1.

  5. Click on Create mailbox.
    → The mailbox is created on the servers of the external provider mailbox.org.

Table 1. Create mailbox
Setting Explanation

Email address type

Select the email address type Mailbox.
Mailbox = A new mailbox is created.
Alias = An additional email address for an existing mailbox is created. Select the mailbox for this alias by selecting the option Target mailbox.

Email address

Enter the email address that you want to assign to this mailbox. Enter the local part of the email address left of the @ sign. Select the domain part of the email address from the dropdown list.
Note: You cannot create mailboxes for test domains (for example @plenty-test-drive) or for external domains that are not hosted by PlentyONE.
Note: After an email address is deleted, this address is locked for 48 hours. You need to wait until the end of this period before you can create an email address with this name again.

First name
Last name

Enter the first name and last name of the person with this user account. This name will be displayed with the email address as part of the sender information.

System user

Select the user account you want to assign the mailbox to.

Forwarding

Enter one or more email addresses if you want to forward emails sent to this address to a different mailbox. Separate multiple email addresses by commas, for example customer@your-plentystore.co.uk,consultant@your-plentystore.co.uk.

Save emails in mailbox

Option becomes selectable once a forwarding address is entered.
Activated = Emails are forwarded to the target email addresses. Copies of the forwarded emails will be saved in this mailbox.
Not activated = Emails are directly forwarded to the target email addresses. No emails are saved in this mailbox.

Password;
Repeat password

Enter a password and re-enter it for confirmation.
Note: The password has to contain at least 8 characters and a combination of upper case letters, lower case letters and numbers.

Rate

Select a fee model. All prices shown are subject to VAT. Your PlentyONE contract will be updated after the mailbox is created.

2.1. Saving the mailbox.org server’s access data in PlentyONE

In order to PlentyONE sending emails (like order confirmations) for you, you have to save the login details of the mailbox.org mailbox that should send the emails under Setup » Assistants » Basic setup.

3. Creating an additional email address (alias) for a mailbox

Create an alias for the mailbox if you want the mailbox to be linked to more than one email address. The number of email addresses you can create per mailbox depends on the fee you select. Proceed as described below to create an additional email address for a mailbox.

Creating an additional email address for a mailbox:

  1. Go to Setup » Settings » Email.

  2. Click on Create mailbox (add).
    → The Create mailbox window opens.

  3. Select the email address type Alias.

  4. Carry out the additional settings. Note Table 2.

  5. Click on Create mailbox.
    → The additional email address is created.

Table 2. Creating an additional email address for a mailbox
Setting Explanation

Email address type

Select the email address type Alias.
Mailbox = A new mailbox is created.
Alias = An additional email address for an existing mailbox is created. Select the mailbox for this alias by selecting the option Target mailbox.

Email address

Enter the email address that you want to assign to this mailbox. Enter the local part of the email address left of the @ sign. Select the domain part of the email address from the dropdown list.
Note: After an email address is deleted, this address is locked for 48 hours. You need to wait until the end of this period before you can create an email address with this name again.

Target mailbox

Select the mailbox that emails to this alias address are to be sent to.

4. Entering SPF and DKIM entries

You can enter SPF and DKIM entries in the domain assistant to increase the spam reputation of your domain. Proceed as follows to enter your SPF and/or DKIM entries in the domain assistant:

Entering the SPF entry

  1. Go to Setup » Assistants » Basic setup » Domains.

  2. Open the domain where you want to enter the SPF entry.
    → The domain settings open up.

  3. Click on Settings for an external mail server

  4. Enter you SPF entry under SPF.

SPF of mailbox.org

If your mailbox provider is mailbox.org you can use v=spf1 mx include:mailbox.org ~all as SPF entry. You can copy it and enter it under SPF.

  1. Click on Configure TXT Records

  2. Click on Add new entry (add).

  3. Leave Source blank. The domain will be filled out automatically, you don’t need to enter it manually.

  4. Enter the same SPF entry again under Target.

  5. Click on Summary.

  6. Click on Complete.
    → The SPF entry is saved.

Entering the DKIM entry

  1. Go to Setup » Assistants » Basic setup » Domains.

  2. Open the domain where you want to enter the DKIM entry.
    → The domain settings open up.

  3. Click on Configure TXT Records

  4. Click on Add new entry (add).

  5. Enter the source of your DKIM entry under Source. The domain will be filled out automatically, you don’t need to enter it manually.

  6. Enter the DKIM entry under Target of a source.

DKIM entry for mailbox.org

Source: mbo0001._domainkey

Target: v=DKIM1; k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEA2K4PavXoNY8eGK2u61LIQlOHS8f5sWsCK5b+HMOfo0M+aNHwfqlVdzi/IwmYnuDKuXYuCllrgnxZ4fG4yVaux58v9grVsFHdzdjPlAQfp5rkiETYpCMZwgsmdseJ4CoZaosPHLjPumFE/Ua2WAQQljnunsM9TONM9L6KxrO9t5IISD1XtJb0bq1lVI/e72k3mnPd/q77qzhTDmwN4TSNJZN8sxzUJx9HNSMRRoEIHSDLTIJUK+Up8IeCx0B7CiOzG5w/cHyZ3AM5V8lkqBaTDK46AwTkTVGJf59QxUZArG3FEH5vy9HzDmy0tGG+053/x4RqkhqMg5/ClDm+lpZqWwIDAQAB

  1. Click on Summary.

  2. Click on Complete.
    → The DKIM entry is saved.

You can also add a second DKIM entry as backup. Proceed as follows:

Entering a backup entry

  1. Go to Setup » Assistants » Basic setup » Domains.

  2. Open the domain where you want to enter the backup entry.
    → The domain settings open up.

  3. Click on Configure TXT Records

  4. Click on Add new entry (add).

  5. Enter the source of your backup entry under Source.

  6. Enter your domain under Domain.

  7. Enter the backup entry under Target of a source.

DKIM entry for mailbox.org

Source: mbo0002._domainkey

Target: v=DKIM1; k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEAqxEKIg2c48ecfmy/+rj35sBOhdfIYGNDCMeHy0b36DX6MNtS7zA/VDR2q5ubtHzraL5uUGas8kb/33wtrWFYxierLRXy12qj8ItdYCRugu9tXTByEED05WdBtRzJmrb8YBMfeK0E0K3wwoWfhIk/wzKbjMkbqYBOTYLlIcVGQWzOfN7/n3n+VChfu6sGFK3k2qrJNnw22iFy4C8Ks7j77+tCpm0PoUwA2hOdLrRw3ldx2E9PH0GVwIMJRgekY6cS7DrbHrj/AeGlwfwwCSi9T23mYvc79nVrh2+82ZqmkpZSTD2qq+ukOkyjdRuUPck6e2b+x141Nzd81dIZVfOEiwIDAQAB

  1. Click on Summary.

  2. Click on Complete.
    → The backup entry is saved.

5. Selecting the encryption for email communication

The encryption methods SSL, TLS and the setting no encryption are available in PlentyONE. Select one of these encryption methods for the communication with the email server. Which settings you have to carry out is described in the following sub-chapters.

5.1. Security via SSL encryption

Set up SSL encryption for protected data transfer between your email programs and your mailbox. Table 3 explains the settings for SSL encryption in the Email accounts assistant in the Login details step.

Table 3. Settings for SSL encryption
Server type Server Connection security Port

IMAP

mail.YOUR-DOMAIN.co.uk

SSL/TLS

993

POP3

mail.YOUR-DOMAIN.co.uk

SSL/TLS

995

SMTP

mail.YOUR-DOMAIN.co.uk

SSL/TLS

587

5.2. Security via STARTTLS

PlentyONE also provides STARTTLS in order to ensure compatibility with older email programs. Table 4 explains the settings for STARTTLS encryption in the Email accounts assistant in the Login details step.

Table 4. Settings for STARTTLS encryption
Server type Server Connection security Port

IMAP

mail.YOUR-DOMAIN.co.uk

STARTTLS

143

POP3

mail.YOUR-DOMAIN.co.uk

STARTTLS

110

SMTP

mail.YOUR-DOMAIN.co.uk

STARTTLS

25

5.3. Unencrypted connection

Security not guaranteed

Unencrypted communication can be read by third parties. Unencrypted transmission does not meet current security standards.

Table 5 explains the settings for unencrypted communication in the Email accounts assistant in the Login details step.

Table 5. Settings for unencrypted connections
Server type Server Connection security Port

IMAP

mail.YOUR-DOMAIN.co.uk

none

143

POP3

mail.YOUR-DOMAIN.co.uk

none

110

SMTP

mail.YOUR-DOMAIN.co.uk

none

25

6. Change basic fee

By default, the basic fee Business Reseller applies to the hosting of mailboxes by mailbox.org through PlentyONE. This basic fee is free. However, it does not include support by mailbox.org. You can change your basic fee at any time. Change your basic fee model if you want to receive support from mailbox.org or want to extend the services you receive from mailbox.org. The selected basic fee applies to all mailboxes in your PlentyONE System including all clients.

Changing your basic fee model:

  1. Go to Setup » Settings » Email.

  2. Click on Change basic fee (edit).
    → The Select basic fee window opens.

  3. Check the specifications of the different basic fee models.

  4. Select the basic fee you want to book.

  5. Click on Change basic fee.
    → The fee is saved and your PlentyONE contract is updated. mailbox.org will send you an email with additional information.

7. Deleting a mailbox

Proceed as described below to delete a mailbox. You need admin rights to delete mailboxes/aliases. After deleting a mailbox/alias, you need to wait 48 hours before you can create a new mailbox/alias with the email address that you just deleted.

Emails can no longer be accessed after deleting a mailbox

After deleting a mailbox, you can no longer access the emails saved in the mailbox via mailbox.org. Make sure that you have saved local copies of any emails you still need access to before deleting the mailbox.

Deleting a mailbox:

  1. Go to Setup » Settings » Email.
    → A list of the mailboxes is displayed.

  2. Click on the mailbox in this list that you want to delete.

  3. Click on Delete (remove).
    → The mailbox and all associated aliases are deleted on the mailbox.org server.
    → Your PlentyONE contract is updated.