# Email Guides

### Creating new inboxes (Administrators)

What you'll need:
- Admin access to [our Mailcow email server](https://link.hypha.coop/email)
- The following user info (from https://link.hypha.coop/employees):
- preferred email [e-mail]
- preferred value for "Full Name"
- primary email (where they'd like @hypha.com emails to be forwarded initially)
- Signal-friendly phone number

_(Consider creating a [new GitHub issue in `hyphacoop/organizing`](https://github.com/hyphacoop/organizing/issues/new) to track email onboarding.)_

1. Sign into Mailcow: https://link.hypha.coop/email
2. Navigate to "Mailboxes" tab
3. Click "+Add mailbox" button at bottom
- If the namespace is already taken by an alias, ensure it's not used before deleting it.
4. Fill out the following fields, noting the password:
- Username: info provided by new user
- Domain: `hypha.coop`
- Full name: info provided by new user
- Quota: `4096`
- Password: auto-generated
- Active: checked :ballot_box_with_check:

We'll now log in to confirm access, and set up an initial forwarder to make first-time usage simpler.

5. Open an incognito browser and access webmail login: https://mailninja.aseriesoftubez.com/SOGo/
6. Log into the account you just created.
7. Navigate through these menus:
_:gear:(top-left) > Mail menu item > Forward tab_
8. Check "Forward incoming mail" and enter provided primary email, clicking "Keep a copy".
9. From your own @hypha.com email, send a welcome email, like this template:
>
> Hi XXXX --
>
> Yay! Your Hypha email's set up and forwarding to your personal inbox. People can start emailing you at this address immediately, without any extra effort on your part.
>
> Your new email (and login): [e-mail]
> Your password: Sent via Signal to XXX-XXX-XXXX
>
> Having said that, when you'd like to start _sending_ email as [e-mail], you'll need to take some more steps.
>
> The next steps will depend on how you like to handle email:
> - [If you'd like to use it from your existing Gmail account...]()
> - [If you'd like to use it from our hosted webmail interface...]()
> - [If you'd like to use it from another email client...]()
>
> Once you're set up, let us know by sending a test email to [e-mail], ideally with a short emoji-only story. (Keypad mashes a-ok!) We'll send a friendly poke in a week if we haven't heard back.
>
> Questions? Feedback? Reach out via [e-mail] or [`#hyphacoop-infra-ops:tomesh.net`](https://chat.tomesh.net/#/room/#hyphacoop-infra-ops:tomesh.net) for chat.
>
> In Solidarity,
> xxxxx
10. Send a low-entropy Signal message with the previously noted password, for example: `🍄 password: xxxxxxxx`

### Using your new inbox (Users)

Accessing your inbox can be done via the hosted webmail interface or by using the same desktop email client you're already using.

What you'll need:
- Your new email address
- Your password (sent to you by admin on initial setup)

#### Using GMail

1. Log into GMail
2. Go to GMail settings, by navigating:
_:gear: (top-right) > Settings > Accounts and Import_
3. Under "Send mail as", click "Add another email address".
<details>
<summary>View Screenshot</summary>
<img alt="Screenshot of GMail settings page" src="https://i.imgur.com/oQMdIS9.png" />
</details>
5. In the new popup, enter:
- _Name_: as will appear to email recipients
- _Email address_: new email address e.g., `[e-mail]`
- _Treat as alias_: checked :ballot_box_with_check:
<details>
<summary>View Screenshot</summary>
<img alt="Screenshot of new alias popup" src="https://i.imgur.com/I2RGv80.png" />
</details>
4. Click "Next", then:
- _SMTP Server_: `mailninja.aseriesoftubez.com` (auto-filled)
- _Port_: `587` (auto-filled)
- _Username_: replace with new email address, e.g., `[e-mail]`
- _Password_: your password
- TLS: checked :ballot_box_with_check:
<details>
<summary>View Screenshot</summary>
<img alt="Screenshot of new alias popup" src="https://i.imgur.com/rh3YhK4.png" />
</details>
5. Click "Add Account".

We'll now send your first email to Mailinator, a cloud inbox that's helpful for email testing. Then you can confirm for yourself whether it works.

5. Back in your GMail inbox, click "Compose" to create a new email message.
6. Click the "From" address, and select your new email address from the drop-down.
<details>
<summary>View Screenshot</summary>
<img alt="Screenshot of selecting new email alias" src="https://i.imgur.com/rOEElJ2.png" />
</details>
8. Enter [e-mail] as the "To" address, add a short subject and message, and hit send!
9. Visit [the corresponding cloud inbox](https://www.mailinator.com/v3/index.jsp?zone=public&query=hyphacoop) and confirm your message has arrived. (It might take a few minutes.)
<details>
<summary>View Screenshot</summary>
<img alt="Screenshot of Mailinator interface" src="https://i.imgur.com/yWNjdue.png" />
</details>
11. Once it's safely arrived, you're all set! Start sending email!
12. Don't forget to email Infra WG as mentioned in onboarding email. :outbox_tray::tada:

#### Using the webmail interface

1. Visit our email server: https://link.hypha.coop/email
2. Click on Webmail button.
3. Enter your username and password:
- Username is your `@hypha.coop` email
4. Once logged in you can read your emails and configure your user settings.
5. By default your emails are forwarded to your personal email to disable that follow step 1 in `Using your existing email client`.

#### Using your existing email client

^{These docs are condensed from [Mailcow's in-depth email client configuration docs](https://mailcow.github.io/mailcow-dockerized-docs/client/#host=MailNinja.aseriesoftubez.com&email=maria%40hypha.coop&name=Maria+Sanchez&ui=mailninja.aseriesoftubez.com&port=443&outlookEAS=1&connector=60.0.2). (Substitute your info for that of "Maria Sanchez".)}

1. By default emails to your `@hypha.coop` are forwarded to your personal email address if prefered that you want to turn off forwarding of your @hypha.coop email, log in to webmail (instructions above)
- Navigate through _:gear:(top-left) > Mail > Forward tab_
2. Uncheck the "Forward incoming messages", and click save.
3. Open your email client.
4. Go to the "add email account" setting in your client.
5. Enter your name that you prefer that will show up in your outgoing emails and email address when prompted.
6. When prompted for username and password use your new email address eg. `[e-mail]` for username and your password for your new email.
7. Most email clients will auto-detect server settings based on your email address. If your email client does not auto-detect these settings, enter:
- IMAP: `mailninja.aseriesoftubez.com` Port: 993 (TLS/SSL)
- SMTP: `mailninja.aseriesoftubez.com` Port: 465 (TLS/SSL)
8. Once added, you should now be able to send from your new email. In your email client, compose an email to [e-mail] with a short subject and click send.
9. Visit [the corresponding cloud inbox](https://www.mailinator.com/v3/index.jsp?zone=public&query=hyphacoop) and confirm your message has arrived. (It might take a few minutes.)
10. Don’t forget to email Infra WG as mentioned in onboarding email.