Business Email Hosting – Onboarding Guide

Welcome to iCoreHosting’s Business Email Hosting service. This comprehensive onboarding guide provides everything you need to set up email accounts, configure DNS, secure your data, troubleshoot common issues, manage storage, and operate your business email environment smoothly. It is designed for both beginners and IT administrators.

1. Welcome Email Information

Your activation email contains important login details:

• cPanel login URL
• Main account username and password
• Webmail login URL for direct email access
• DNS records (MX, SPF, DKIM, DMARC)
• IMAP/SMTP settings for all email clients
• Support and billing URLs

Store this information securely, as it contains your administrator-level credentials.

cPanel Login

https://yourdomain.com/cpanel

Webmail Login

https://yourdomain.com/webmail

2. Recommended: Use iCoreHosting Nameservers

If your domain name is registered with another company (GoDaddy, Namecheap, MYNIC, etc.), we strongly recommend pointing your domain to iCoreHosting nameservers to avoid complications.

Benefits of using iCoreHosting nameservers:

• Zero manual DNS configuration
• Correct authentication (SPF/DKIM/DMARC)
• Immediate AutoSSL activation
• Better deliverability & spam protection
• Faster support response as DNS is centrally managed

3. How to Create Email Address (Full Steps)

You can create unlimited email accounts according to your plan quota.

Follow these steps to create a new mailbox:

1. Login to cPanel

   https://yourdomain.com/cpanel

2. Click Email Accounts
3. Select Create to add a new mailbox
4. Fill in:
   • Username (example: info, sales, hr, support)
   • Password (use “Generate” for strong password)
   • Mailbox storage limit
5. Click Create to finalize

4. DNS Setup (If You Use External DNS Such as Cloudflare or Registrar)

You must manually configure DNS if you do not use iCoreHosting nameservers.

4.1 Required MX Record

MX 10 mail.yourdomain.com

4.2 Required A Record

A mail → SERVER_IP

4.3 SPF Record (Prevents Spoofing)

v=spf1 +a +mx +ip4:SERVER_IP ~all

4.4 DKIM (Email Signing)

Enable in: cPanel → Email Deliverability → DKIM → Repair/Enable

4.5 DMARC Policy

_dmarc TXT "v=DMARC1; p=none; rua=mailto:[email protected]"

DNS Propagation: Usually 1–24 hours.

5. Email Compatibility (Webmail, Outlook, Mobile & More)

iCoreHosting email works with all modern email clients using the IMAP/SMTP standard.

Supported Platforms

• Webmail (no installation required)

  https://yourdomain.com/webmail

• Microsoft Outlook (Windows/Mac)
• Apple Mail (Mac/iPhone/iPad)
• iPhone Mail
• Android Mail / Samsung Mail
• Mozilla Thunderbird
• Any IMAP compatible application

Email Settings

• Incoming (IMAP): mail.yourdomain.com — Port 993 (SSL)
• Outgoing (SMTP): mail.yourdomain.com — Port 465 (SSL) or 587
• Encryption: SSL/TLS required
• Username: full email address

6. AutoSSL for Secure Email

To protect your email connections, AutoSSL automatically issues a secure certificate for mail.yourdomain.com.

• SSL activation time: 5–60 minutes after DNS is correct
• Ensures encrypted IMAP/SMTP access
• Required for Outlook & mobile apps

7. Email Storage & Mailbox Usage

Your plan includes a specific total storage quota (20GB, 100GB, Unlimited, or 1TB).

• Manage mailboxes via cPanel → Email Accounts
• Archive old emails to keep storage clean
• Large attachments should be downloaded and deleted from server

8. Backup Service Included

Your hosting plan includes daily backup service to protect your data in case of accidental loss.

Client Advisory: You should still maintain your own off-site backups for maximum data safety.

9. Inodes & File Usage (Important)

Every shared hosting plan includes an inode (file count) limit. An inode represents a file or folder, including:

• Emails
• Attachments
• Folders
• Website files
• Temporary files and cache
• Log files

Common Symptoms of High Inode Usage

• Email suddenly not receiving
• Cannot upload files or create folders
• Website malfunctioning
• Backups stop generating

How to Fix High Inode Usage

• Delete old emails in Inbox, Sent, Spam, and Trash
• Archive emails locally on Outlook/Thunderbird
• Remove unused files via File Manager
• Clear old backups inside /backup or /softaculous_backups
• Delete unnecessary log files

Where to Check Inode Usage

cPanel → Right Sidebar → Inodes / File Usage

10. Spam Protection

Incoming Spam Protection

• SpamAssassin filter (optional)
• Adaptive spam detection engine
• Automatic suspicious sender blocking

Outgoing Spam Protection

• Strong passwords required
• No bulk email or mass marketing
• Use SendGrid/MailChimp for campaigns

11. Email Security Best Practices

• Use unique passwords for each email account
• Enable 2-factor authentication on your devices
• Update your phone and computers regularly
• Do not open suspicious links or attachments
• Do not install unverified apps

12. Prohibited Uses

• No sending bulk marketing emails
• No sending to purchased lists
• No phishing or fraudulent emails
• No malware distribution
• No VPN, proxy, or tunneling email access

13. Responsibility Breakdown

14. Support

• Support: https://www.icore.com.my/support
• Billing: https://billing.icore.com.my/

Please include the following when contacting support:

• Your domain name
• The affected email address
• Any error messages
• Screenshots (if available)

iCoreHosting – Business Email Hosting Onboarding Guide (Enhanced Edition)