# Emails
URL: https://openship.io/docs/dashboard/emails.md
Run your own mail server from the dashboard — provision or adopt a server, walk the setup wizard, and manage domains and mailboxes from the ten-tab admin panel.
The **Email Server** screen (route `/emails`) is where you stand up a complete, self-hosted mail
server on one of your own servers and then run it day to day — domains, mailboxes, DNS, health, backups.
Openship installs the whole stack (Postfix, Dovecot, anti-spam, SSL, DKIM/SPF/DMARC) over SSH and then
gives you an admin panel so you never have to touch the box by hand.
You can run more than one. Each mail server lives on its own host (one mail setup per server), and the screen
lists them all so you pick which to manage — a single server opens straight into its admin panel, while
several land you on a **Mail servers** list with an **Add mail server** action to provision or adopt another.
This screen manages a mail server on **your own connected server** over SSH. It isn't part of Openship
Cloud — you provision it against a server you've added under **Servers**. For a friendly walkthrough of the
whole flow (including webmail), see [Email & webmail](/docs/guides/email-webmail).
## Why run your own — and how deliverability works
Two things usually stop people self-hosting email, and Openship's model is built around exactly those two
gaps: **deliverability** (a brand-new server IP lands in spam) and the fact that transactional senders like
**Amazon SES**, Postmark, or SendGrid **only send** — they give you no inbox, no IMAP, no webmail, and no
ownership of your messages.
- **You own the inbox.** Openship self-hosts the *receiving* side those providers don't offer — real Postfix +
Dovecot mailboxes, IMAP/POP3, and webmail — so your messages, domains, and mailbox data live on **your**
server. You own the infrastructure and the data, not a vendor.
- **You borrow the reputation for sending.** Outbound can go direct-to-MX, or **relay through a trusted
provider's SMTP** (Amazon SES, or any SMTP relay). When you relay, your mail inherits the provider's warmed,
high-reputation sending IPs — the deliverability of a managed sender — while everything else stays on your
box. Openship writes the Postfix relay (`relayhost` + SASL) for you and aligns SPF, DKIM, and MAIL FROM
(SES-aware) so messages authenticate.
Relaying through a trusted provider gives you **that provider's sending reputation** — which is what actually
lands mail in the inbox, with no self-hosted-IP warm-up fight. It isn't a literal "100% delivery" guarantee
(no mail system can promise that), but it closes the gap that makes self-hosted *sending* risky, while keeping
the **mailbox** — the part SES has no answer for — entirely yours.
The relay is optional and scoped: apply it to **all** domains, or only **selected** senders (the rest keep
delivering direct-to-MX). Prefer to run your own IP? Direct-to-MX with the reputation warm-up stays fully
supported.
## What the screen shows you
The screen adapts to how many mail servers you already have:
- **None yet** → the **setup wizard** (or the [adopt](#adopt-an-existing-mail-server) flow).
- **Exactly one** → it opens straight into that server's [admin panel](#the-admin-panel-ten-tabs).
- **More than one** → the **Mail servers** list, so you pick which one to open.
The server you're acting on is remembered in the URL (`?serverId=…`), so a refresh reopens the same one.
## The mail servers list
When you have several mail servers, you land on a list titled **Mail servers**. Each card shows the
server's domain (or name), its host, and a status pill:
| Pill | Meaning |
|---|---|
| **Installing** | An install is currently running on this server. |
| **Running** | Provisioned and managed by Openship. |
| **Incomplete** | Registered, but the install didn't finish. |
Click a card to open it. **Add mail server** starts a new provision/adopt. The trash icon (**Remove from
list**) detaches a stale or mis-marked entry — this is dashboard-only and re-adoptable; it never uninstalls
anything on the server.
## Set up a new mail server
The setup form is titled **Mail Server Setup**. You fill in two things:
- **Domain** — your root domain, e.g. `example.com`. Your mail server will live at `mail.`.
- **Admin Password** — the password for the `postmaster@` mailbox. Use **Generate** for a strong
random one (with a reveal toggle). You can change it later from the admin panel.
If you haven't already picked a server, a server selector appears above these fields. Press **Start Setup**
to begin.
The sidebar's **What gets installed** panel spells out the stack: the mail server (Postfix, Dovecot,
anti-spam), a Let's Encrypt **SSL Certificate**, **DNS Configuration** (DKIM, SPF, DMARC), and the
**Admin Panel**. The **Prerequisites** box lists what you need first:
- A domain with DNS access.
- Outbound port 25 allowed by your provider, plus inbound TCP 25, 465, 587, and 993 allowed in the
provider firewall/security group/security list/NSG.
- A clean Ubuntu/Debian server (recommended).
### Watching the install
Once you start, the screen streams the install live in a **Live logs** panel — each line tagged with its
step number. You can **Cancel** a running install, or **Reset** (two-click confirm) to wipe the on-server
state and start clean. If a step fails, an error banner offers **Retry from step N**. The right sidebar
tracks **All steps** and, if ports 80/443 are already taken, surfaces a **Port Conflict** resolver before
continuing.
Twice during the install, the wizard pauses and needs you to act — first for DNS, then for reverse DNS.
The final **Verify Public Mail Ports** step first confirms the daemons are listening on the server, then
connects from the Openship API to the public DNS address on TCP 25, 465, 587, and 993. The API may run on the
mail server itself. Missing or loopback-only listeners, failed client ports (465/587/993), and non-timeout
errors on TCP 25 stop setup. Check both the host firewall and the cloud provider's firewall when a listening
port cannot be reached.
A timeout on **TCP 25 only** lets setup finish with a warning when that port has a non-loopback listener and
465/587/993 all complete a TCP handshake. Public reachability remains **unverified** in Health. AWS
[blocks outbound port 25 to public addresses by default](https://docs.aws.amazon.com/AWSEC2/latest/UserGuide/ec2-resource-limits.html),
which can prevent the API's check even when inbound mail works. The same timeout can also mean inbound TCP 25
is blocked, so verify it from an independent host or send a test message from another mail provider before
relying on receiving mail. An SMTP relay configured in **Sending**, such as Amazon SES, handles outgoing mail
only; it does not make a blocked inbound port reachable.
### DNS hold — publish your records
After the DKIM step, the install stops on a prominent amber banner: **Publish DNS records before
continuing**. Mail delivery breaks without these. The banner lists every record (A/AAAA, MX, SPF, DKIM,
DMARC) as a card — a type chip plus a **Name** and a **Value** field, each with its own copy button. Add
them at your DNS provider, then click **I've set the records - continue** — the install resumes from the
SSL-certificate step.
**Auto-configure DNS** opens a provider picker (Cloudflare, Hostinger, AWS Route 53, DigitalOcean,
Namecheap, Google Cloud DNS). Direct API push is not shipped yet — each provider currently shows a
"coming soon" note, so publish the records manually for now.
### PTR hold — set reverse DNS
After you acknowledge DNS, a sky-blue banner appears: **Set reverse DNS (PTR) before continuing**. This is
the step people miss most, so it's called out separately.
PTR (reverse DNS) records are configured in your **VPS provider's panel** (Hostinger, DigitalOcean, AWS,
etc.) — **not** at your DNS provider. Without matching rDNS, Gmail and Outlook reject your outbound mail.
The banner shows an **IPv4 PTR** (required) and, if present, an **IPv6 PTR** (recommended), each with the
IP and the hostname to point it at (`mail.`). It also gives you a verify command —
`dig +short -x ` should return `mail..`. When it's set, click **I've set the PTRs - continue**
and the install finishes with SSL.
## Adopt an existing mail server
Already installed a mail server with Openship but lost the dashboard record (e.g. you re-imaged the
orchestrator)? On the setup form, click **Already have a mail server? Adopt it**. In the **Adopt existing
mail server** dialog, pick the server and press **Scan server** — Openship reads the box (detects the mail
stack and its on-server state file) without changing anything. If a mail stack is found, **Adopt** brings it
back under management with no reinstall and no data loss.
## The admin panel (ten tabs)
Once a server is fully provisioned, `/emails` becomes its admin panel. A horizontal tab bar (icon beside
label, the active tab marked with a primary-colored underline) switches between ten tabs; the active tab is
stored in the URL so refresh and back/forward keep your place. For the primary domain, a **Reputation warm-up** banner sits above the tabs
during the first days of sending.
| Tab | What it's for |
|---|---|
| **Overview** | Hostname, webmail, mail stats, and quick actions. |
| **Domains** | Add and manage the domains this server hosts. |
| **Mailboxes** | Create and manage accounts, scoped to one domain. |
| **Aliases** | Forwarding addresses, and a catch-all for a domain. |
| **Notifications** | Get told in a notification channel when mail arrives at an address here. |
| **Sending** | Deliver direct or relay through a provider — and send a test email. |
| **DNS** | Per-domain record reference plus a "are they published?" check. |
| **Health** | Live daemon status and a DNS scan. |
| **Backup** | Snapshot and restore/migrate the mail server. |
| **Advanced** | Protocol settings, recovery tools, and the danger zone. |
### Overview
Your day-one screen. The top card shows the mail server **Hostname** (`mail.`, click to copy) and a
webmail action: **Open webmail** if webmail is deployed, or **Deploy webmail** if it isn't — the latter
takes you into the webmail deploy flow for this server. A **Protocol details →** link jumps to the Advanced
tab. A webmail deployed by Openship 0.6.1 or earlier also gets a **Replace webmail** link here — those installs
predate the webmail app and are replaced rather than redeployed (see
[Email & webmail](/docs/guides/email-webmail#step-3--deploy-the-webmail-app)).
Below that, **Setup guides** deep-links to client walkthroughs (iOS & macOS Mail, Android Gmail app,
Desktop clients, Send via code). The right column shows **Mail stats** (Domains, Mailboxes, Aliases,
Storage, Messages) and **Quick actions** (Add a mailbox, Add a domain, Review DNS records).
### Domains
A table of every domain this server hosts, with columns **Domain**, **Mailboxes**, **Aliases**, **Default
quota**, and **Status** (Active / Disabled, with a **Primary** tag on the install domain). **Add domain**
creates a new one — DKIM is generated automatically, and a per-domain DNS banner then prompts you to publish
its MX/SPF/DKIM/DMARC records before mail flows. Row actions let you **Edit** (description, default quota,
active) or **Delete** (with a cascade checkbox when a domain still has mailboxes or aliases). Newly-added
domains show a reputation warm-up banner.
### Mailboxes
Always scoped to one domain via the picker at the top (defaults to the primary domain; the choice mirrors to
`?domain=` in the URL). The table lists **Mailbox**, **Quota**, and **Status**, with a **Postmaster** tag on
the bootstrap account. **Add mailbox** collects the local part, full name, a password (with **Generate**),
and a quota. Deleting offers **soft delete** (deactivates and queues cleanup) or **hard delete** (removes DB
rows and the Maildir immediately); the postmaster account is protected from hard delete.
### Aliases
Also scoped to one domain. An alias forwards mail from one address to another — internal or external — and a
**catch-all** takes every address at the domain that no mailbox or alias matched. Changes are live the moment
you save; nothing restarts.
### Notifications
Rules of the shape "mail arrives here → tell me in this channel", for the addresses on this server. Each rule
watches **one mailbox**, **a whole domain**, or **every domain on the server**, can narrow further on *From
contains* / *Subject contains*, and fans out to one or more notification channels.
Channels themselves live in **Settings → Notifications** (they're shared with jobs, deploys and health alerts),
and only channels that are enabled *and* verified can be picked — an unverified one is dropped by the
dispatcher, so it would be a rule that never delivers. **Add a notification channel** links straight there when
you have none. **Test now** replays already-captured mail against your rules and reports how many matched,
without sending or deleting anything.
Mailbox-scoped rules match the To and Cc headers, so mail that reached the mailbox by Bcc or through an alias
won't match. Watch the whole domain if you need every message.
### Sending
Receiving always stays on this server; this tab only decides how outbound mail **leaves** it:
- **Direct delivery** (default) — this server delivers to each recipient's MX itself. Simplest, but fresh-VPS
IPs are often blocklisted and many hosts block outbound port 25.
- **Relay through a provider** — hand outbound mail to a smarthost (SES, SendGrid, Mailgun, Postmark, Resend,
or any SMTP server). You choose whether **all senders** relay or only **selected** domains and addresses, and
the DNS tab then gains that provider's SPF include and DKIM records.
Nothing is applied until you press **Save**; the right-hand column shows a live summary of what it will apply.
**Test sending** sits at the bottom of that column: press **Send test email**, choose a recipient (and the
sending domain), and check the destination inbox — and its spam folder. It tests the path that is live right
now, so save first if you just changed one.
### DNS
A per-domain reference plus a live check. Pick a domain, and **Records for publishing** shows exactly what to
add at your DNS provider. **Published records check** runs a live public-DNS lookup on demand — press
**Verify** (or **Rescan**) and each record comes back **Pass**, **Warning**, or **Fail**, with expected vs.
actual values when something's off.
### Health
If Openship cannot read the server, **Mail status unavailable** offers **Retry status**. Saved details
remain visible when available, and current health is unknown until a check succeeds. A failed
connection does not offer setup or engine repair, or start and stop mail services.
The single "is everything working?" screen. A banner at the top aggregates a verdict across four sections:
- **Daemons** — live systemd status of each mail process (Postfix, Dovecot, anti-spam, etc.), refreshed on a
10-second poll. Each row has a **Logs** button and a menu to **Start**, **Stop**, or **Restart** that unit.
- **Public mail ports** — combines the server's local listener table with connections from the Openship
control plane to the public DNS address on TCP 25, 465, 587, and 993. The UI poll reuses one result for 60
seconds, so this is a bounded health check rather than a continuous port watcher.
- **Outbound delivery** — shows the direct/relay send path, queue depth, and actionable deferral reasons.
- **DNS scan** — a live public-DNS check of every expected record, with a **Rescan** button.
Opening UFW or firewalld on the server does not change OCI security lists, AWS security groups, GCP firewall
rules, Azure NSGs, or another provider firewall. A row that says **Blocked** while the daemon is listening
usually means this outer layer is dropping the connection.
### Backup
Backups run through Openship's general backup system, so the mail server is just another backup source.
Choose **what to back up**: accounts, domains & aliases (always included), **Mailbox message data** (the
maildirs — can be large), and **DKIM keys & secrets**.
Including keys means the archive holds password hashes, DKIM private keys, and plaintext secrets. Keep the
destination private.
Pick a **Destination** (managed on the [Backups](/docs/dashboard/backups) page) and an **Automatic backups**
schedule (Manual only / Daily / Weekly), then **Save settings** or **Back up now**. **Recent backups** lists
each run; successful runs offer **Restore** (in place) and **Migrate** (onto another server).
### Advanced
**Mail certificate** shows expiry and the certificate served by SMTP (465/587) and IMAP (993).
**Check certificate** refreshes those observations. **Renew certificate** uses the existing Openship
edge to obtain a certificate when due, reloads Postfix and Dovecot, and checks the served certificates.
A certificate that is still valid is reused, so repeated clicks do not create extra ACME orders.
**Automatic renewal** is enabled by default for each mail server. It uses the shared **SSL certificate
renewal** job; disabling the mail toggle leaves certificate monitoring active. Expiry, failed renewal,
and services still serving an old certificate appear in **Health** and global **Monitoring**.
The checks share a five-minute cache; Monitoring's re-scan refreshes them immediately.
The Openship control plane must remain running for scheduled renewal. In Desktop, keep Openship open;
for unattended operation, run a self-hosted control plane. When adopting a legacy mail host, Openship
retires a host Certbot timer only if it manages this mail certificate alone. A timer that also manages
other certificates is left unchanged and reported for migration.
The power-user surface, top to bottom:
- **Protocol settings** — the host/port/encryption pairs for **Incoming · IMAP** (SSL/TLS) and **Outgoing ·
SMTP** (STARTTLS), for wiring a client by hand.
- **Mail-stack tools** — **Restart stack** cycles every mail daemon at once (a quick fix after a deploy
hiccup); it doesn't touch mailboxes, queues, or state.
- **Danger zone** — **Re-run setup wizard** (**Open wizard**), **Reset on-server state** (**Reset state** —
clears Openship's tracking but leaves the running stack intact), and **Remove mail server** (**Remove** —
drops it from the list only, re-adoptable later).
- **Install metadata** — Server ID, Primary domain, and the Started / Finished timestamps.
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