Settings » Domain Manager » Mailboxes and Email Routing

Link: https://support.brilliantdirectories.com/support/solutions/articles/12000109760

The Mailboxes tab in Settings > Domain Manager identifies where incoming email is delivered and provides the available mailbox controls. It is separate from the outgoing sender-authentication checks in Emails.

Before starting

Use a custom domain and confirm which provider should receive its email. The visible actions depend on the domain's DNS connection and whether local mailboxes are supported. Moving mail to another provider requires that provider's account, mailbox setup, and exact records. Back up messages before removing mailboxes or changing a mail-hosting arrangement.

Check the current mail provider

  1. Open Settings > Domain Manager > Mailboxes.
  2. Read Who handles your email.
  3. Review the provider and routing result before changing any mailbox.

MX records decide where new incoming mail goes. A locally listed mailbox does not prove that the domain currently delivers new mail to it. If the domain uses Google, Microsoft, Cloudflare Email Routing, or another provider, manage the active inboxes at that provider unless a deliberate migration is being performed.

Who handles your email reports the incoming mail provider and the mail servers the domain publishes

The example uses selfautomated.com with Brilliant Directories-hosted mail throughout. Who handles your email, marked, reports where new mail for the domain is delivered.

Add and manage a local mailbox

  1. Find Mailboxes.
  2. Click Add a mailbox when offered.
  3. Enter the requested mailbox details and password.
  4. Set the storage limit.
  5. Save the mailbox.
  6. Click Refresh and confirm it appears.

Each mailbox displays space used and its limit, with Open webmail, Set up, and More buttons. Set up shows the connection settings and can email them with Email these instructions to. More holds Change the password, Change the storage limit, and Delete this mailbox. A limit of 0 means no individual mailbox limit; the website's hosting capacity still applies.

Use Set up for the exact connection settings for Outlook, Apple Mail, or a phone. Confirm the recipient before sending setup instructions.

Set up expands the mail-client settings for the selected mailbox

Set up expands the existing matt@selfautomated.com mailbox from the overview above. It displays the exact connection settings without exposing the password.

Deleting a mailbox also deletes its stored messages.
Deletion requires confirmation of the full email address and cannot be undone from Domain Manager. Preserve any messages that must be kept first.

Set the website's sending address

Email from your website controls the domain-based sending address offered by this panel. Use an address that is monitored and can receive replies, then recheck the outgoing authentication in Emails. This card appears when the domain has mailboxes on Brilliant Directories servers; otherwise, set the sending address under Emails with Your "from" address.

Also check Emails > Your mailboxes' signature (DKIM). Its Fix it action provides the signature record for mail sent from hosted mailboxes; this is separate from the website’s sender-authentication setup.

Handle unrouted email

Send all unrouted email for the following domain controls messages addressed to names without an existing mailbox. Choose Bounce it back to reject these messages, or Send it to to deliver them to a specified address, then click Save. Bouncing is the safer choice, because a sender who mistypes an address finds out. Confirm the destination before saving so mail is not collected in an unintended inbox.

Email from your website beside Send all unrouted email, which is marked

Email from your website sets the sender for the website's own email. Send all unrouted email, marked, decides where mail to a name without a mailbox goes.

Change the incoming email provider

  1. Prepare the destination provider's account and mailboxes.
  2. Open the DNS tab and keep a copy of the domain's current MX, SPF (TXT), and autodiscover records.
  3. Open Change your email provider.
  4. Click Change.
  5. Select Our mail servers, Google Workspace, Microsoft 365, or Somewhere else.
  6. Enter or review the required provider values.
  7. Click Point my email here.
  8. Read the confirmation before approving the MX change.
  9. Refresh the provider result.
  10. Open the DNS tab and confirm the result: only the new provider's MX records remain, and the SPF and autodiscover records are still present. Remove any MX record left from the previous provider, and restore any missing record from the copy.
  11. Test incoming email at the destination.
Check the DNS records after every provider change.
The automated change can leave an MX record from the previous provider in place or remove the domain's SPF or autodiscover record. A leftover MX record can keep sending some incoming mail to the old provider, and a missing SPF record can send the website's email to spam. Compare the records with the copy taken before the change.

Change your email provider, with the four provider choices marked

Change your email provider offers hosted mail, Google Workspace, Microsoft 365, and a custom provider.

The automated action replaces the existing MX records where the panel has the required DNS access. For externally hosted DNS without that access, update the records at the DNS provider. Use the destination provider's exact hostname rather than a generic example. This changes delivery routing; it does not migrate stored messages or create a paid account at the destination provider.

If the panel identifies a mismatch between local mail delivery and server routing, it may offer Deliver my mail here. Use that only when the local server is the intended mail destination.

The reverse case, where the domain's mail goes to another provider but this server still keeps mail for the domain, shows This server still delivers your mail to itself with a Send my mail to button for that provider. If an old Brilliant Directories MX record outranks the provider's records, the panel removes it where it manages the DNS, or explains how to remove it at the DNS provider.

Completion means new mail reaches the intended provider, outgoing website mail passes authentication, and mailbox applications can connect with the displayed settings.