Setting Up Your Email Mailbox

This guide walks through creating a mailbox at your domain, from prerequisites to sending your first test email. It also covers how MX records work, what to do if your domain uses external nameservers, and how to use Kora to speed up the process.

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Prerequisites

Before creating a mailbox, confirm two things:

1. Your domain has been added to your Kapsule account. Go to KPanel > Domains and confirm your domain is listed.

2. Your domain is using Kapsule's nameservers. This is the most common reason email does not work after setup. If your domain is using Kapsule's nameservers (ns1.kapsulecloud.com, ns2.kapsulecloud.com, ns3.kapsuledns.com, ns4.kapsuledns.com), the MX records are set automatically and no further DNS action is required.

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Creating a Mailbox via KPanel

1. Sign in to kpanel.kapsulecloud.com
2. Click Email in the left sidebar
3. Click Add a Mailbox
4. Fill in the mailbox details:

1. Click Create Mailbox

The mailbox is created immediately. You do not need to wait for propagation.

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Setting Quota

Quota controls the maximum storage a mailbox can use. If a mailbox reaches its quota, incoming emails will be rejected until old messages are deleted or the quota is increased.

Choose quota based on expected email volume:

• Light use (newsletters, occasional contact form replies): 1,000 MB (1 GB)
• Regular business use: 2,000 to 5,000 MB (2 to 5 GB)
• Heavy use (large attachments, long archives): 10,000 MB (10 GB) or higher

You can change the quota at any time from KPanel > Email > click the mailbox > Edit.

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Testing Your Mailbox

After creation, send a test email to confirm everything is working:

1. Open webmail at webmail.kapsulecloud.com
2. Sign in with your full email address (for example, hello@yourdomain.com) and the password you set
3. Click Compose and send a test message to yourself or another address you can check
4. Confirm the message arrives in the inbox

If the email is not delivered within a few minutes, see the troubleshooting steps below.

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How MX Records Work with Kapsule

MX (Mail Exchanger) records tell the internet which server handles incoming email for your domain. When your domain uses Kapsule's nameservers, these records are created automatically when you add your first mailbox. You do not need to do anything manually.

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If Your Domain Uses External Nameservers

If you are keeping DNS management at your registrar or another DNS provider and not using Kapsule's nameservers, you need to manually add MX records at your DNS provider.

Add the following MX records:

Contact support@kapsulecloud.com if you are unsure of the exact MX values for your account. The team can provide the specific records you need.

After adding MX records, allow up to 30 minutes for DNS changes to propagate before testing.

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Troubleshooting: Email Not Arriving

Work through this checklist if your mailbox is not receiving email:

1. Check the domain's MX records. Use a DNS lookup tool and search for the MX records on your domain. They should point to Kapsule's mail servers.

2. Confirm the mailbox was created successfully. Go to KPanel > Email and verify the mailbox appears in the list.

3. Check the mailbox is not over quota. Open the mailbox in KPanel and look at the storage usage.

4. Check the sender's mail did not bounce. Ask the sender to check for a bounce message. The bounce will contain an error code explaining the delivery failure.

5. Check spam/junk folders in webmail. Sometimes legitimate email is caught by spam filters. Log in to webmail and check the spam folder.

6. Wait for DNS propagation. If the mailbox was just created and the domain's MX records are new, allow up to 30 minutes.

If none of these steps resolve the issue, contact support@kapsulecloud.com with your domain name and mailbox address.

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Next Steps

• Configure your email in Outlook, Apple Mail, or your phone
• Access webmail at webmail.kapsulecloud.com