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Improve email delivery and avoid spam
Back to the knowledge base
ROT4 Knowledge Base

Improve email delivery and avoid spam

A practical visual guide that completes the task safely, verifies the result, and highlights mistakes to avoid.

Beginner to intermediate8 minutesReviewed: August 2026

Before you start

  • ✓ Authorized secure access
  • ✓ A backup before impactful changes
  • ✓ The correct domain or account
  • ✓ A record of current values before editing
01

Confirm the target and outcome

Record the service, domain, and expected outcome, then confirm you are working on the correct account before changing anything.

Official reference screenshot for step 1 — Confirm the target and outcome
Captured from the topic-specific reference page for this step: Confirm the target and outcome Open original reference ↗
02

Open the correct tool

Open the cPanel Email section and follow the linked official workflow, confirming the domain name before saving.

Official reference screenshot for step 2 — Open the correct tool
Captured from the topic-specific reference page for this step: Open the correct tool Open original reference ↗
03

Complete the change carefully

Open Email Deliverability, repair the suggested SPF and DKIM records, then review message content, domain reputation, and sending method.

Official reference screenshot for step 3 — Complete the change carefully
Captured from the topic-specific reference page for this step: Complete the change carefully Open original reference ↗
04

Verify the result

Recheck until the status is Valid, then test multiple mailbox providers and inspect message headers.

Official reference screenshot for step 4 — Verify the result
Captured from the topic-specific reference page for this step: Verify the result Open original reference ↗

Core steps complete

Test the result, record final settings, and contact ROT4 if an error appears.

Fix email sending or receiving issues
Back to the knowledge base
ROT4 Knowledge Base

Fix email sending or receiving issues

A practical visual guide that completes the task safely, verifies the result, and highlights mistakes to avoid.

Beginner to intermediate8 minutesReviewed: August 2026

Before you start

  • ✓ Authorized secure access
  • ✓ A backup before impactful changes
  • ✓ The correct domain or account
  • ✓ A record of current values before editing
01

Confirm the target and outcome

Record the service, domain, and expected outcome, then confirm you are working on the correct account before changing anything.

Official reference screenshot for step 1 — Confirm the target and outcome
Captured from the topic-specific reference page for this step: Confirm the target and outcome Open original reference ↗
02

Open the correct tool

Open the cPanel Email section and follow the linked official workflow, confirming the domain name before saving.

Official reference screenshot for step 2 — Open the correct tool
Captured from the topic-specific reference page for this step: Open the correct tool Open original reference ↗
03

Complete the change carefully

Check mailbox quota, SSL ports, Track Delivery, and Email Routing, then test in Webmail to isolate the issue.

Official reference screenshot for step 3 — Complete the change carefully
Captured from the topic-specific reference page for this step: Complete the change carefully Open original reference ↗
04

Verify the result

Send internal and external tests, review delivery results, and confirm no bounce or filter blocks the message.

Official reference screenshot for step 4 — Verify the result
Captured from the topic-specific reference page for this step: Verify the result Open original reference ↗

Core steps complete

Test the result, record final settings, and contact ROT4 if an error appears.

Add a signature and autoresponder
Back to the knowledge base
ROT4 Knowledge Base

Add a signature and autoresponder

A practical visual guide that completes the task safely, verifies the result, and highlights mistakes to avoid.

Beginner to intermediate8 minutesReviewed: August 2026

Before you start

  • ✓ Authorized secure access
  • ✓ A backup before impactful changes
  • ✓ The correct domain or account
  • ✓ A record of current values before editing
01

Confirm the target and outcome

Record the service, domain, and expected outcome, then confirm you are working on the correct account before changing anything.

Official reference screenshot for step 1 — Confirm the target and outcome
Captured from the topic-specific reference page for this step: Confirm the target and outcome Open original reference ↗
02

Open the correct tool

Open the cPanel Email section and follow the linked official workflow, confirming the domain name before saving.

Official reference screenshot for step 2 — Open the correct tool
Captured from the topic-specific reference page for this step: Open the correct tool Open original reference ↗
03

Complete the change carefully

Create the signature in Roundcube under Settings and Identities, then configure a dated autoresponder in cPanel.

Official reference screenshot for step 3 — Complete the change carefully
Captured from the topic-specific reference page for this step: Complete the change carefully Open original reference ↗
04

Verify the result

Send an external test and confirm the signature rendering and a single professional automatic reply.

Official reference screenshot for step 4 — Verify the result
Captured from the topic-specific reference page for this step: Verify the result Open original reference ↗

Core steps complete

Test the result, record final settings, and contact ROT4 if an error appears.

IMAP versus POP3: which should you choose?
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ROT4 KNOWLEDGE BASE

IMAP versus POP3: which should you choose?

Choose the right protocol for your workflow and avoid missing messages or inconsistent folders across devices.

Beginner6 minutesReviewed: August 2026

Before you start

  • The number of devices you use
  • The mailbox storage limit
  • Your offline access needs
  • A backup before changing an existing setup
01

Understand IMAP

IMAP keeps messages on the server and synchronizes read state, deletion, and folders across Webmail, phones, and computers.

One mailbox • All devices
IMAP versus POP3 in the official cPanel documentation
The main difference is where messages remain and how they are accessed.Official cPanel documentation
02

Understand POP3

POP3 downloads messages to one device and may remove them from the server, depending on configuration.

Download to one device
03

Choose IMAP for most teams

ROT4 recommends IMAP for business use because it keeps multiple devices and Webmail synchronized.

Recommended: IMAP + SSL/TLS
04

Monitor mailbox storage

IMAP keeps messages on the server, so archive large messages and review quota regularly.

Monitor quota + archive

Common troubleshooting

IssueSolution
Messages differ between devicesConfirm every device is using IMAP.
The mailbox is fullRemove large messages, raise quota, and empty Trash and Junk.
Old email exists on one computer onlyExport it locally and import it into the IMAP mailbox when needed.

Need help?

Send the error screenshot and service name to ROT4 support and we will help you complete the setup safely.

Talk to an engineer
Open business email with Webmail
Back to Knowledge Base
ROT4 KNOWLEDGE BASE

Open business email with Webmail

Open the company mailbox securely in a browser and make Roundcube the default inbox when useful.

Beginner5 minutesReviewed: August 2026

Before you start

  • The complete email address
  • The mailbox password
  • The secure Webmail URL
  • A modern browser
01

Open the Webmail URL

Use https://webmail.example.com or https://example.com:2096, replace example.com with your domain, and verify the secure lock.

https://yourdomain.com:2096
Official cPanel Webmail login screen
Use the complete email address and mailbox password, not the cPanel password.Official cPanel documentation
02

Enter mailbox credentials

Enter the full address, such as This email address is being protected from spambots. You need JavaScript enabled to view it., then the mailbox password and choose Log in.

Email Address + Password
03

Open Roundcube

Choose Open or the Roundcube logo to open Inbox. Enable Open my inbox when I log in to skip the selection page later.

Roundcube → Open Inbox
Check Email button in the cPanel Email Accounts page
You can also enter through cPanel, Email Accounts, and Check Email.Official Webmail documentation
04

Test sending and receiving

Send to an external address and reply back to confirm both directions work.

Send → Reply → Confirm

Common troubleshooting

IssueSolution
The login is rejectedUse the full email address and reset the mailbox password if needed.
Webmail does not openTry port 2096 or the hosting server URL supplied by ROT4.
Roundcube opens without messagesCheck the selected folder, filters, and mailbox quota.

Need help?

Send the error screenshot and service name to ROT4 support and we will help you complete the setup safely.

Talk to an engineer
  1. Set up business email on Android and iPhone
  2. Set up business email in Outlook
  3. Change an email password and mailbox quota
  4. Create a business email address
ADVANCED TECHNOLOGY SOLUTIONS

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