HostPapa Basic and Advanced Email Guide: Webmail Settings

HostPapa offers great email plans for your business. Whether you have a large or small team, HostPapa Advanced and Basic Email plans offer collaborative features, cloud storage, and the best security tools.

This HostPapa guide will explain all the features and settings of your HostPapa Business Email and how to configure it.

What is the Settings component?

The Settings component allows you to configure general settings for each mailbox component (for example, display and language preferences), mail settings (setup, autoresponders, signature, allow and block lists, and forwarding options), and spam settings.

Click on the Settings icon from the left menu to access your mail settings. Below is a list of configuration preferences and features.

HostPapa Basic and Advanced Email Guide: Webmail Settings

Preferences map

User interface


Time zone

Time format

Date format

Pretty dates (today, yesterday, etc.)

Refresh rate

Handle pop-ups as standard windows

Register protocol handler for mailto: links

Mailbox View

Mark messages as read

On request for return receipt

Expand message threads

Rows per page

Check all folders for new messages

Displaying Messages

Open message in a new window

Show email address with display name

Display HTML

Allow remote resources

Display attached images below the message

After message delete/move display the next message

Display emoticons in plain text

Default character set

Composing Messages

Compose in a new window

Compose HTML messages

Automatically save draft

Always request return receipt

Place replies in the folder of the message being replied to

When replying

Messages forwarding

Default font of HTML message

Default action of Reply all

In the HTML editor, ‘enter’ is a newline instead of a new paragraph

Enable emoticons

Signature options

Automatically add signature

Place signature below quoted message

When replying remove original signature from message

Force standard separator in signatures

Spellcheck options

Check spelling before sending a message

Ignore words with symbols

Ignore works with all letters capitalized

Advanced options

Attachment names

Use MIME encoding for 8-bit characters

Save the browser’s local storage (temporarily)


Default address book

List contacts as

Sorting column

Rows per page

Skip alternative email addresses in autocompletion

Special Folders

Show real names for special folders


Sent Items



Server Settings

Mark the message as read on delete

Flag the message for deletion instead of delete

Do not show deleted messages

If moving messages to Trash fails, delete them

Directly delete message in Spam

Clear Trash on logout

Compact Inbox on logout


Default view

Time slots per hour

First weekday

First hour to show

Working hours

Event coloring

Default reminder setting

Create new events in

Display week numbers

After an invitation or update message is processed

Category colors

Display birthday calendar

From which address books

Birthday reminder settings


Allows you to manage mailbox folders. You can select the folders you want to be displayed, and you can create, rename or delete personal (not system) folders.


This section allows you to establish the:

  • Name that appears on outgoing email messages
  • The organization name that is displayed
  • Reply-to address
  • The signature that appears in all outgoing messages 


This section allows you to create and save text that you can use when replying to messages.

Other accounts

This section allows you to add another email account displayed in the Webmail inbox.


This section allows you to create a message that will be sent in reply to all incoming email messages during a specific interval, such as when you are on vacation.

Spam settings

Allows you to create lists of allowed and blocked senders.

Mail forwarding

When enabled, incoming messages will be forwarded to the recipients that you list in this section.


This section allows you to define how incoming mail is handled automatically.

How to change your password

  1. In the Settings window, click Password.

  2. Click Change Password and type your current and new passwords.

    Webmail Settings Change your password

  3. Click Save.

How to enable and disable a vacation or out-of-office alert

To enable a vacation or out-of-office alert, you need to set up an autoresponder message. Follow these steps.

  1. In the Settings tab, click Autoresponder.

    Webmail Settings Autorresponder

  2. Type the message you want to automatically send in reply to all incoming email messages.

    Webmail Settings fill autoresponder

  3. Click the Enabled check box.

  4. In the Interval field, enter the number of days before the same recipient will receive the auto-response message again. If not specified, the interval defaults to one day.

  5. Click in the End date field, and select the date when you want to stop the auto-response message from being sent.

  6. Click Save.

To disable autoresponder:

  1. In the Settings tab, click Autoresponder.

  2. Remove the checkmark from the Enabled checkbox.

    Webmail autoresponder

  3. Click Save.

How to enable and disable an email signature

  1. In the Settings tab, click Identities.

    How to enable and disable an email signature

  2. Select your email account or Create.

  3. In the Signature field, enter the signature details to appear at the end of all outgoing email messages.
    Note: If you primarily send formatted (HTML) messages, you can enable the HTML option to add formatting of your signature.

    How to enable and disable an email signature

  4. Click Save.

To disable an email signature:

  1. In the Settings window, click Identities.

  2. Select your account.

    To disable an email signature

  3. Delete the text in the Signature text field.

  4. Click Save.

How to add or remove mail filters

What are mail filters?

A filter is a set of conditions you define to handle incoming emails automatically. You can set filters to sort incoming emails to various folders, delete unwanted messages, or forward messages to other email accounts. The action you prepare is triggered when the rules you create are found to be true.

Webmail can analyze the following fields in the message header: Subject, From, To, size, and a wildcard you can define.

The fields can be evaluated according to the following conditions: Does or does not contain, is or is not equal to, does or does not exist and does or does not match expression. You define the value of the condition.

To add a filter:

  1. In the Settings list, click Filters.

  2. Click Create from the toolbar.

    Add remove filters

  3. In the Filter name field, enter a name for your filter.

  4. Under Scope, select when you want the filter to act.
    1. Matching all of the following rules.
    2. Matching any of the following rules.
    3. All messages

  5. Specify the rules:
    1. From the first drop-down list, select the message area you want to evaluate (From, Subject, To, etc.).
    2. In the next drop-down list, select a condition (contains, does not contain, etc.).
    3. In the text field, type in a value for the filter to evaluate incoming mail against.

  6. Click the Plus sign (+) to add additional rules, the Gear to set modifiers to the rule, or the Trash to remove a rule.

    HostPapa Basic and Advanced Email Guide: Webmail Settings 3

  7. In the Actions section, select how you want the filter to handle messages that match your defined conditions:
    1. Move message to
    2. Redirect message to
    3. Discard with message
    4. Delete message
    5. Keep message in Inbox
    6. Stop evaluating rules

  8. Click the Plus sign (+) to add additional actions or the Trash to delete an action.

  9. Click Save.

To remove an existing filter:

  1. Click Settings and select Filters.

  2. Under the existing Filters List, select the filter you want to remove.

    HostPapa Basic and Advanced Email Guide: Webmail Settings 10

  3. Click the Actions icon and then choose Delete.

  4. The filter is removed from the Filters list.

To disable a filter:

  1. Click Settings and select Filters.

  2. Under the existing Filters list, click the filter to select it.

  3. Click the Actions gear icon and choose Enable/disable filter set.
    Optionally, toggle on Filter disabled and click Save in the Filter definition pane.

    HostPapa Basic and Advanced Email Guide: Webmail Settings 7

  4. The filter is greyed out in the Filters list and will not execute but can be re-enabled later.

How to add or remove another email account

  1. In the Settings tab, select Other accounts.

  2. Click Add.

    HostPapa Basic and Advanced Email Guide: Webmail Settings 5

  3. Fill in the email, username, password, server address, server port, and if SSL should be used based on the information provided by your email provider.

  4. Select the Leave a copy of the message on the server check box if you want to leave your read email messages on the other server.

  5. From the Default folder drop-down, choose the folder to which you want to save the email messages retrieved from the other account.

  6. Select the Test connection on the Save option if you want to test the connection to this account when you save the configuration.

  7. Select the Import old messages option if you want to import all existing messages from the account. If you don’t select this option, only new, unread messages will be imported.

  8. Click Submit.

How to set an allowed or blocked senders list

The allowed and blocked senders lists let you create a list of senders that will either be automatically allowed and bypass your spam filter or be automatically blocked from being received into your inbox.

Addresses in your Contacts are considered to be in your allowed senders list even though the contact entries are not displayed. If you add an address to the blocked senders list in your Contacts, the address will be blocked as the blocked senders list takes precedence over your Contacts.

The allowed and blocked senders list uses the star (*) as a wildcard which lets you set up to block or allow any emails from a specific domain. These should be used with caution as you may accidentally block every email sent from * for example.

You can add up to 1,000 entries to the allowed and blocked list.

To adjust the allowed or blocked senders list:

  1. In the Settings tab, click Spam settings.

  2. Add or remove the email address on a separate line to the Allowed senders list or the Blocked senders list text field.
    Note: If you want to block an entire domain, use the star (*) to denote a wildcard before the at (@) symbol.

    HostPapa Basic and Advanced Email Guide: Webmail Settings 3

  3. Select Save when you’re done.

If you need help with your HostPapa account, please open a support ticket from your dashboard.

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