Accessing Your Email via Webmail

Every Kapsule mailbox comes with browser-based webmail at webmail.kapsulehost.com, so you can read and send mail from any device without configuring a mail app at all.

Webmail reads the same server-side mailbox as IMAP, which means it stays perfectly in step with your phone and your desktop client: read something in the browser and it shows as read everywhere. This guide covers signing in, the one-click shortcut from KPanel, resetting a mailbox password, using webmail on a phone, and what to do when a sign-in fails.

The Webmail Address

https://webmail.kapsulehost.com

That address is the same for every Kapsule mailbox regardless of your own domain name. There is no per-domain webmail URL to remember, and no DNS record you need to add to make it work.

Signing In

1. Go to webmail.kapsulehost.com.
2. Enter your full email address as the username, for example you@yourdomain.com.
3. Enter your mailbox password.
4. Click Sign In.

Opening Webmail Straight From KPanel

If you are already signed in to KPanel, you do not need the mailbox password at all. KPanel can hand you a signed-in session.

1. Sign in to KPanel and click Email in the left sidebar.
2. Click the mailbox you want to open.
3. Click Open Webmail in the top right of the mailbox page.

Webmail opens in a new tab, already signed in.

The same button appears further down on the mailbox's Setup tab, in the Webmail section, described as "Opens a signed-in session at webmail.kapsulehost.com".

What You Can Do in Webmail

Kapsule Mail webmail is a full mail client in the browser:

• Read, compose, reply and forward
• Organise mail into folders
• Search across the mailbox
• Send and receive attachments
• Work from any device with a browser, with nothing installed

Server-side filter rules, which sort, forward or discard incoming mail automatically, are managed from the Filters tab on the mailbox in KPanel and open in webmail to edit.

Resetting a Mailbox Password

A mailbox password is reset from KPanel, never from the webmail sign-in screen itself. Anyone with access to the account can do it for any mailbox on that account, which is how you get a locked-out staff member back in.

1. Sign in to KPanel and click Email.
2. Click the mailbox.
3. Open the Password tab, headed "Update the mailbox password. Use this if a user is locked out."
4. Type a new password, or click Generate for a strong one.
5. Optionally tick Email new password to account owner so the new credentials are sent to the account email.
6. Click Update Password. You get "Password updated successfully".

If You Are Locked Out of Webmail

The Forgot password? link on the webmail sign-in screen sends you to KPanel rather than emailing you a reset link, because the mailbox password is owned by the panel. If you are not signed in, you land on the KPanel login first, and after signing in you are taken straight to the right mailbox's Password tab.

Using Webmail on a Phone

Webmail works in mobile browsers, and it is the right tool for occasional access, a borrowed phone, or a quick check while travelling.

For a phone you use every day, a native mail app is a better experience: it gives you push notifications, offline access and proper integration with your contacts and calendar. See Setting Up Email on iPhone and Android. The mailbox page in KPanel also carries a Mobile Setup section with a QR code that configures the account for you.

Connection Settings for a Mail App

If you would rather use Outlook, Apple Mail, Thunderbird or your phone's built-in mail app, the settings are on the mailbox's Setup tab in KPanel, with a copy button on every field:

Incoming mail (IMAP)

Outgoing mail (SMTP)

Use IMAP rather than POP3 so that webmail and your app show the same mailbox. The reasons are set out in IMAP vs POP3, and step-by-step client instructions are in Configuring Your Email in Outlook, Apple Mail and Mobile.

The Setup tab also offers CalDAV and CardDAV addresses for calendar and contact sync, which work with Apple Calendar, Thunderbird, DAVx5 on Android, Outlook for Mac, and any standards-compliant client, using the same email address and mailbox password.

Taking a Copy of Your Mail

If you want your mail off the server as well as on it, the mailbox page has an Export Mailbox section that downloads every message as a single .mbox file. Thunderbird, Apple Mail and most desktop clients open that format directly.

Large mailboxes take a few minutes to generate, and each export is capped at 5,000 messages to keep download times sane. If you have more than that, run the export across date ranges.

Troubleshooting

"Failed to open webmail. Please try again." The one-click session could not be created. Reload the mailbox page in KPanel and try again. If it keeps failing, sign in at webmail.kapsulehost.com directly with the mailbox password.

My password is rejected. Check three things in order: you are using the FULL email address as the username, you are using the mailbox password rather than your KPanel password, and there is no trailing space from a copy and paste. Then reset it from the Password tab.

I just created the mailbox and cannot sign in. Provisioning takes a few seconds. Wait a moment and confirm the status shows Active on the mailbox page in KPanel before trying again.

Webmail shows an empty inbox but I know I have mail. If a device is configured with POP3, it has downloaded and deleted the messages from the server. Check that device. See IMAP vs POP3.

I can sign in but no new mail is arriving. That is a delivery problem rather than a webmail problem. Start with Email Not Receiving and check your domain's MX records on the mailbox's Deliverability tab.

My sent mail is going to recipients' spam folders. Webmail is not the cause. See Why Are My Emails Going to Spam?.

Access seems restricted. If there is an unresolved billing issue on the account, some features can be limited. Check Billing in KPanel, and see What Happens When a Payment Fails.

If none of that resolves it, open a support ticket from KPanel and include the mailbox address and the exact error you see.