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Cheat Sheet with all the details

PolarisMail Quick Setup Guide

 

Step 1: Add a new domain

  1. Log into Admin Panel (admin.emailarray.com) with signup credentials
  2. Domains → New → Enter domain (format: mydomain.com - no http/www)
  3. Click on the red checkmark to get a TXT record value for domain verification (shown in popup)

Step 2: Add the Required DNS Records

This configuration must be done at the domain's registrar or DNS hosting provider (e.g., Cloudflare, Namecheap, GoDaddy):

✅ TXT (Domain Verification)

Get the TXT details from Step 1 and add it to your DNS:

Type Name/Host Value TTL
TXT @ or yourdomain.com Provided verification token 3600

Verifies your domain with us

✅ MX (Mail Exchange)

You can wait to make this change after we complete the email migration.

Remove existing MX records first

Type Name / Host Value Priority TTL
MX @ or yourdomain.com mx.emailarray.com 5 3600
MX @ or yourdomain.com mx2.emailarray.com 10 3600

Directs incoming email to us.

✅ SPF (Sender Policy Framework)

If there's an existing SPF record: Add include:emailarray.com before -all

Type Name Value TTL
TXT @ or yourdomain.com v=spf1 include:emailarray.com ~all 3600

Authorizes us to send emails on your domain's behalf and prevents bad actors to send emails on your behalf.

✅ Webmail Access (Optional but Recommended)

Type Name Value TTL
CNAME webmail webredirect.emailarray.com 3600

Lets users access Webmail via webmail.yourdomain.com

✅ DKIM (DomainKeys Identified Mail)

Type Name (Host) Value (TXT) TTL
TXT Provided Host by Admin Panel Provided DKIM key by Admin Panel 3600

Improves email deliverability by authenticating the sender

How to Enable DKIM:

  1. Go to the Admin Panel and log in
  2. Click Domains
  3. Click the DKIM icon next to your domain
  4. In the popup window, switch Enable to Yes
  5. Copy the Host and Key values
  6. Add a TXT record in your DNS using:
    • Host as the name
    • Key as the TXT value
  7. Wait for DNS propagation

DKIM helps protect against email spoofing and phishing attacks.

✅ Autodiscover (Optional but Recommended)

Type Name Value TTL
A autodiscover.yourdomain.com 69.28.212.195 3600

Don't forget to replace yourdomain.com with your own domain name

Enables automatic configuration for email clients

Step 3: Verification

  1. Log into Admin Panel (admin.emailarray.com) with signup credentials and go to the Domains tab.
  2. Click on the Health button to check your domain health. Wait 5-60 minutes for DNS propagation. SSL records might take an additional 30 minutes to update.
  3. Click Verify again. When all records show green your domain is completely configured.

Step 4: Create Email Account

  1. Log into Admin Panel (admin.emailarray.com) with signup credentials
  2. Users → Select domain → New
  3. Configure:
    • Account Type: Basic/Enhanced/OEX
    • Username: desired prefix (letters, numbers, dots only)
    • Password: 8+ chars (upper, lower, number, symbol)
    • Quota: 0.1-50 GB (Basic) / 0.1-200 GB (Enhanced)
    • Other optional settings: Language, Timezone or Localization and Date format.

Step 5: Access Webmail

  • Option 1: webmail.yourdomain.com (if CNAME configured)
  • Option 2: Click envelope icon in Admin Panel Users page and bookmark the generated URL (such as httsp://yourdomain--com.w.emailarray.com)
  • Option3: Go to https://login.emailarray.com/ and login.

 

Additional Setup - Email Client Configuration

IMAP (Recommended)

  • Incoming Server: imap.emailarray.com
  • SSL: Port 993
  • Authentication: Required

SMTP (Outgoing)

  • Server: smtp.emailarray.com
  • SSL: Port 465
  • Authentication: Required

ActiveSync (Enhanced accounts only)

  • For Enhanced mailboxes, you can add the new account as ActiveSync / Exchange in your email app. Syncs email, calendar, contacts across mobile devices.

 

Troubleshooting

  • DNS changes can take up to 24 hours to propagate
  • Red "Fail" status is normal until DNS propagates
  • Use domain health popup for detailed record status
  • No incoming emails: Check MX records using mxtoolbox.com
  • Emails going to Spam: Ensure SPF and DKIM records are properly configured with the domain's DNS provider (check with mxtoolbox.com). Add DMARC records to DNS provider (no PolarisMail setup required).
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