Create and Manage Email Accounts on EuroVDC

When a Corporate Email mailbox is the right choice

Create a mailbox when a person needs an independent Inbox, Sent folder, password, and storage allocation. Signing in through Outlook, a phone, or webmail, sending as the address, and retaining a separate history all require a mailbox. If sales@ or info@ only needs to deliver to another address, an alias is usually more efficient. If several people must manage one shared history, define the workflow and access model before relying on simple forwarding.

Before you begin

• Confirm that the domain has been added to and verified for the Corporate Email product.
• Choose the local part, such as firstname.lastname, support, or billing. The domain after @ is selected separately.
• Check the product's available quota pool and permitted mailbox count.
• Decide how the initial password will be delivered securely and who owns first-time setup.
• Prepare MX and SPF in DNS; configure clients only when DNS points to the correct service.

Create a mailbox in Mailcow

1. Sign in to the EuroVDC client area.
2. Open the Corporate Email service. Confirm that you did not enter a similarly named hosting package or DirectAdmin.
3. Open Accounts or mailbox management and select the command for a new mailbox.
4. Enter the local part before @ and select the correct domain. The screen should show the resulting full address.
5. Enter the user-facing display name, a strong password, and the quota in MB.
6. Review and save, then verify the address, quota, and state on the account row.

Password policy and secure handoff

The panel enforces at least 8 characters, including one lowercase letter, one uppercase letter, one digit, and one special character. Accepted special characters include !@#$%^&*()_+-=[]{};':"\|,.<>/?. A longer, unique, randomly generated password is safer than merely meeting the eight-character minimum. Never reuse a website administrator, FTP, or another mailbox password.

Do not send a password inside a message to the same mailbox. Use a password manager, a secure one-time sharing mechanism, or a separately verified channel. After setup, remind the user to protect devices with a screen lock, keep software current, and avoid saving credentials on shared computers. Support does not need the password.

Choose and change quota

The minimum quota for a new mailbox is 256 MB. An allocation cannot exceed the total quota pool for the domain or purchased product, and space already assigned to other mailboxes counts. Allocate according to workload: a user exchanging large attachments may need more than a notification-only account. Very small quotas, however, create recurring cleanup and interrupted mail flow.

If the panel rejects a quota reduction, the mailbox probably uses more than the requested value. Review large messages and Trash in webmail, back up anything required, clean up, and retry after the usage indicator updates. Never attempt to force a quota below used space.

Manage an existing account safely

Change display name or quota

Open the correct account and domain from the Accounts list. A display-name change does not alter the address; if a mail client keeps an old local sender name, update that client too. For quota changes, compare used space, the account allocation, and the product pool. Test receiving and sending through webmail after saving.

Reset the password

You can assign a compliant new password without knowing the old one. Afterwards, every phone, desktop client, printer, scanner, and application using the mailbox may repeatedly attempt the old password. Update those devices within the same maintenance window to avoid repeated authentication errors or temporary protective controls.

Before deleting an account

Deletion affects mailbox data and access. Confirm retention duties, staff handover, local archives, forwarding, and connected applications first. If the address will later become an alias, export required data safely and confirm deletion before reusing it. An employee leaving does not automatically make the message history disposable.

First sign-in and verification

1. Sign in at https://mail.YOURDOMAIN.com/user with the full address and new password.
2. Send a uniquely titled test message to an external address and reply to it.
3. Confirm that the message appears in Sent and the reply in Inbox.
4. Then configure the client with securemail.eurovdc.eu, IMAP 993 SSL/TLS, and SMTP 587 STARTTLS (or 465 SSL/TLS).
5. Use the full address and same password for SMTP authentication; test receiving and sending separately.

If webmail works but the client does not, troubleshoot client configuration rather than recreating the account. If webmail also rejects the login, verify the full address, keyboard layout, and new password. If outside mail does not arrive, inspect MX; if mail is rejected or delivered to junk, inspect SPF, DKIM, and DMARC results.

Product distinction, connectivity, and DNS

Corporate Email (Mailcow) and Hosting email are different products. These client-area steps apply to Corporate Email. For Hosting email, use DirectAdmin at https://SERVER:2222: mailboxes are under Email Accounts, while aliases and forwarding are under Email Forwarders.

Corporate Email uses securemail.eurovdc.eu and the full address as username. Secure options are IMAP 993 SSL/TLS, SMTP 587 STARTTLS or 465 SSL/TLS, and POP3 995 SSL/TLS if required. Webmail is https://mail.YOURDOMAIN.com/user.

See connection settings for clients and SPF, DKIM, DMARC and deliverability for DNS. MX/SPF must be ready and DKIM correctly published; DNS caches can delay changes.

Quick checklist

• Product, domain, quota, and MX/SPF/DKIM were checked.
• Webmail, IMAP, and SMTP were tested separately.

Use the Email Setup Card PDF under Help Files. If needed, send the product type, test time, complete error, and a safe screenshot to support@eurovdc.eu. Infrastructure is in Sofia, EU; never send a password.