Welcome Email for New Email Customers

As a reseller, you can configure a standard welcome message that OpenSRS sends to every new mailbox in a domain or across your whole company. The message supports plain text, HTML, mime-encoded images, and attachments — giving you a branded first touch with every new customer. This article explains what the welcome email is, where to configure it, and how to send broader announcements as bulletins.

What the welcome email does

The welcome email is a bulletin that delivers automatically the moment a new mailbox is created. You configure it once at the company level or per domain; OpenSRS handles delivery. Use it to introduce your brand, share webmail and mail-client setup details, link to support resources, or set expectations for the new user. Bulletins are delivered locally to the inbox — forwarding rules are ignored, and forward-only accounts will not receive them.

Where to configure it

• Reseller Control Panel (RCP) — the simplest place to set a welcome message at the company or domain level.
• Mail Administration Console (MAC) — use this when you need the full Bulletins feature, including manual sends, system-assigned bulletin IDs, and previews before posting.

Create a welcome message in the Reseller Control Panel

Use this method when you want a message to fire automatically for every new mailbox.

1. In the email section of the Control Panel, select Email domains.
2. Open the domain you want to configure and click the Settingstab.

   Tip: To set a company-wide welcome message that applies to every domain, open Settings from the email tab at the company level instead.

3. Scroll to the Welcome message section and click Edit.
4. In the Message headerssection, enter the sending address, subject, and any additional header fields. For example:

   Return-Path: bounceaddress@example.com
   From: "Example.com Announcement"
   Subject: Welcome!
   Date: Thu, 10 Jan 2021 12:30:00 -0500
   MIME-Version: 1.0
   Content-Type: text/html; charset="ISO-8859-1"
   Reply-To: announce@example.com

5. In the Message body section, add the body content. You can mix plain text, HTML, and mime-encoded images.
6. Click Save.

Create a bulletin in the MAC

Bulletins in the MAC give you more control: name each bulletin, choose automatic or manual delivery, and preview the message before posting.

1. Based on your cluster settings, open the MAC in your browser.
2. Navigate to the domain you want to configure and click the Bulletins tab.
3. In the Bulletin field, enter a name for the bulletin. If left blank, the system assigns a number.
4. From the Modedrop-down, choose how the bulletin is delivered:
   • Auto — delivers immediately to every existing mailbox and to any new mailbox as it is created.
   • Manual — delivers only when you post it, to every mailbox that exists at the time of posting.
5. In Message headers, enter the sending address, subject, and any other header fields. For example:

   Return-Path: bounceaddress@example.com
   From: "Example.com Announcement"
   Subject: Announcing New Service Enhancements
   Date: Thu, 10 Jan 2021 12:30:00 -0500
   MIME-Version: 1.0
   Content-Type: text/html; charset="ISO-8859-1"
   Reply-To: announce@example.com

6. In Message body, add the body content (text, HTML, or mime-encoded images).
7. Click Create.

   Note: Auto bulletins send immediately. Manual bulletins remain queued until you post them.

8. (Optional) To preview the message before sending to customers, select the bulletin's checkbox, click Post selected, enter your own email address in the Post to field, and click Post. The bulletin arrives in your inbox.

Post a manual bulletin in the MAC

Manual bulletins let you trigger one-off announcements after a service change or for a targeted group of mailboxes.

1. Select the checkbox next to each bulletin you want to send, then click Post selected.
2. To send to every mailbox in the domain or company, leave an asterisk (*) in the Post to field and click Post.
3. To send to specific accounts, replace the asterisk with the recipients' email addresses separated by commas, then click Post.

Send HTML content

To have mail clients render the body as HTML rather than plain text, include this line in the message headers:

Content-Type: text/html; charset="ISO-8859-1"

You can then use standard HTML markup in the body — including inline images encoded with MIME.

Next steps

• Draft once, refine over time — start with a short welcome that links to your setup documentation, then update it as your onboarding flow evolves.
• Test with your own mailbox — use the manual Post selected preview path in the MAC before exposing a new template to real customers.
• Plan announcements separately — for one-time news (maintenance, feature launches), create a new manual bulletin instead of editing the standing welcome message.

Questions? Contact OpenSRS Support.