IMAP Functions

11.1 Introduction

"Rainmail Server " includes IMAP ( Internet Message Access Protocol) an internet protocol for accessing messages stored on the server. With this, you can use "Rainmail Server " for storing, accessing , synchronising and working with e-mail on a IMAP server. One of the main advantages of IMAP is that it makes your e-mail easily accessible from multiple locations and computers. With IMAP, all mail is stored on the IMAP server, so messages and folders are always up-to-date and synchronized with the latest information . Rainmail Server maps the IMAP folders in a user's mailbox to a Personal Folders file on the local machine and synchronizes the file with the server folders either on demand.

With this, you can use "Rainmail Server" to store your public as well as private messages in a single place. This reduces maintenance problems by allowing you to centralize various data management functions (like backup). The basic concept to understand before using the IMAP server is "Folder". A folder is a logical place where messags or stored.

A folder has security considerations. A folder that can be accessed by all the valid users in the system is called as a public folder. Examples of such folders can be list of public holidays, employee forms, etc. There is no harm in any employee accessing these data. A folder that can only be accessed by a select few is called a private folder. Examples of these can be Profit and Loss statement, Employee pay database, etc. Only authorized users can access these.

"Rainmail Server" supports both types of folders. In the next sections, we will look at how to create and access IMAP folders.

11.2 Change IMAP Synchronize Password

IMAP account synchronization password is assigned for the first time, at the time of the creation of an user. Rainmail Server allows you to change this IMAP Server password which is used to synchronize an user's Server and the local mail box folders. Users who have the IMAP account access can connect to the mail server and synchronize folders. To change the synchronization password for a particular user, open the configuration program and select "Change IMAP Synchronize Password" from the left-hand side. That will bring up the following screen:

In the above screen, select the name of the user from "User Email ID" list. Enter the new password twice, once in "New Password" and "Confirm Password "fields. Press "Change" button to change the password. This setting will come into effect the next time "Rainmail Server" downloads your email.

11.3 Add IMAP Folder

Creating Public/Private Folder

Folders can be created using the "Rainmail Server" configuration program. Run the configuration program and select "Add New Folder" from the left-hand side. That will bring up the following screen:

To add a public folder, choose "Public folder" and enter the name of the folder. To add a private folder, choose "Private Folder" and enter the name of the folder. Press "Add" to finish the transaction. Users will be able to connect to the folder and access mail messages (if they are authorized) as soon as the folders are added.

11.4 Delete IMAP Folder

Deleting private IMAP folder

Often it is required to delete folders that are old and have outlived their usefulness. "Rainmail Server" configuration program allows one to delete a folder from the server. Run the configuration program and choose "Delete IMAP Folder" from the left-hand side. That will bring up the following screen.

In the above screen, select the name of the folder to delete from the "Folder Name" list. Press "Delete" button to complete the transaction. All the folder and its data will be removed by "Rainmail Server".

11.5 Add User To Private IMAP Folder

Authorizing Users to access Private Folders

Private folders by themselves are useless. By default, no one will be able to access these folders and store mail messages in them. You need to authorize users to access these folders. Only authorized users can then get access to these folders. The following steps will enable you to authorize user(s) to access a private folder. Open the configuration program and select "Add User to Private IMAP Folder" from the left-hand side. That will bring up the following screen:

Select name of the private folder from the "Folder List" and then select all the users you want to authorize access to this folder from "User List" list (Multiple selections can be performed by pressing Ctrl on subsequent selections). Press "Add" button to complete the transaction. From now on, all authorized users will be able to access the folder.

11.6 Delete user From Private IMAP Folder

Removing user access from a private folder

After granting a user access to a private folder, it might be required to revoke this access. Once the access is revoked, corresponding user will not be able to access the folder from the next time user tries to access the folder. The following steps show how to revoke access to a private folder. Run the configuration program and choose "Delete User From Private IMAP Folder" from the left-hand side. That will bring up the following screen.

Select the name of the folder you want to revoke access from the "Folder Name" list. Select the name of the user whose access you want to revoke from the "User List" list (multiple selections using Ctrl key are possible in this list). Press "Delete" key to complete the transaction. This will deny the user access to given folder. If the user is currently connected, he will continue to enjoy access till he logs off. Please note that as of now, there is no way to restrict user access to public folder. Public folder by definition are accessible by all the users in the system.

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