Set up Webmail preferences and email identities

Use our Webmail Settings in DomainsFoundry Dashboard to choose shared preferences and an email identity for your mailboxes in DomainsFoundry Webmail. An identity includes the sender details and signature shown when composing email.

You can offer an identity to new DomainsFoundry Webmail users or apply it on every eligible login. These settings apply only to DomainsFoundry Webmail. They don’t configure Outlook, mobile email applications or signatures for all outgoing email.

Before you start

You’ll need an active DomainsFoundry hosting or email service with Webmail Settings available, and permission to manage that service.

The settings are shared across eligible mailboxes on the selected service.

Open Webmail Settings

1. Sign in to your DomainsFoundry Dashboard
2. Open the hosting or email service you want to manage.
3. Open Email Accounts.
4. Select Webmail Settings.

The page contains Preferences, Identities and How to apply tabs. Saving preferences or an identity doesn’t automatically enable their application. Each has its own application switch.

Save your preferences

1. Open Preferences.
2. Choose a category and adjust the settings you want to use.
3. Select Save Changes.
4. Open How to apply before enabling preference application.
5. Choose how existing preferences should be handled and which mailboxes qualify.
6. Select Save changes.
7. Return to Preferences and turn on Apply these preferences when ready.

Under How to apply, choose the preference behaviour carefully:

• Only apply missing preferences (recommended) keeps settings already stored by each Webmail user and fills missing settings.
• Replace existing preferences applies your shared values when eligible users log in, including users with existing Webmail profiles. Their changes to those managed settings may be replaced at a later login.

The application switch starts off. You can save values in advance and enable them when you’re ready. Calendar settings apply only where Webmail supports the calendar feature.

Create an identity and signature

1. Open Identities.
2. Enter the Display Name you want eligible mailboxes to use.
3. Add Company Name, Reply-To and Bcc if needed.
4. Choose whether to Set as the default identity.
5. Select Plain text or HTML (rich text) for the signature format.
6. Enter your signature and check the Preview.
7. Select Save identity.

Use a shared display name, such as “Customer Support”, if the same identity will apply to several people. Reply-To sets the address used for replies; Bcc adds a hidden copy recipient when this identity is used. Check these fields before sharing an identity across your mailboxes.

You can use {{email}} in the signature for each mailbox’s address. Use {{companyname}} for the company name entered above. The preview uses you@example.com as its example address.

Plain text supports text without formatting or images. HTML supports formatting, links and images. Signature images must be publicly accessible over HTTPS; a file stored only on your computer won’t work as an image URL. Signatures can contain up to 32 KB of content.

Choose how the identity is applied

1. Open How to apply.
2. Find the identity settings and choose which mailboxes qualify.
3. Choose the Identity application method.
4. Review the Rollout summary.
5. Select Save changes.
6. Return to Identities and turn on Apply this identity when ready.

The first-sign-in offer applies when a mailbox creates its Webmail profile for the first time. An older mailbox can qualify if it hasn’t used Webmail before. An existing Webmail profile won’t receive this one-time offer just because you save a new identity.

Choosing Not now completes the one-time offer. It won’t appear at every later login. Under enforcement, personal edits or a cleared signature may be replaced at the next eligible login.

Select eligible mailboxes

In How to apply, preferences and identities have separate Mailbox eligibility choices:

• All mailboxes includes the service’s mailboxes, subject to the application method you chose.
• Mailboxes created on or after a date limits application to mailboxes with a verified creation date on or after your selected date.

For date filtering, select Mailbox creation date, review the summary and select Save changes. The date picker shows the earliest supported date for your service.

This is the date the mailbox was created, rather than its first Webmail login. An older mailbox signing in for the first time won’t meet a later creation-date cutoff. Mailboxes whose creation date can’t be verified won’t qualify for that filter.

All mailboxes doesn’t change how the first-sign-in offer works. That method still requires a new Webmail profile without an existing matching signature.

Stop applying shared settings

1. Open Preferences and turn off Apply these preferences to stop preference application.
2. Open Identities and turn off Apply this identity to stop identity offers or enforcement.

Turning a switch off stops future application. It doesn’t remove a signature already saved in Webmail or restore earlier preferences or identity details. Users can adjust their own Webmail settings after enforcement is switched off.

Troubleshooting

I can’t see Webmail Settings.

Check that you’re viewing the correct active service and have permission to manage it. The feature also needs to be available for that service.

My saved preferences haven’t changed a user’s settings.

Check Apply these preferences, mailbox eligibility and the selected method. Missing-only application preserves existing values; changes are checked during a Webmail login, so sign out and back in after saving.

A user didn’t receive the first-sign-in offer.

They may already have a Webmail profile or signature, have declined the offer, or be outside your selected mailbox eligibility. Saving a new identity doesn’t reset a completed offer.

A user’s signature or preferences keep changing back.

Check for Enforce on every login or Replace existing preferences. Turn off the relevant application switch if users should keep their own choices.

My signature image doesn’t appear.

Check that its HTTPS address is public and doesn’t require a login. Email applications can also block remote images until the recipient permits them.

A temporary error prevented application.

Webmail login can continue while settings are unavailable. Try another login later; pending checks can retry when the service becomes available.