Check Your Filters First

The number one cause of "missing" emails is custom filters. CodaMail gives you unparalleled control over your email, which means you also have enough control to accidentally block legitimate messages.

If you're missing expected emails, try these troubleshooting steps:

• Review your mail filters - Consider temporarily disabling all filters to see if your missing messages appear
• Check your block list - Click the skull and crossbones icon under Settings. Be especially careful with TLD blocks (e.g., entering "com" without the dot would block ALL .com domains) Note: Our mailserver is mail.pnsh.com, blocking this will block all mail, including helpdesk
• Verify your catch-all settings - Go to Settings → Manage Catch-alls. If the switch at the top is turned ON (rejecting all mail except listed addresses) and you have no addresses listed, you'll block all incoming mail, including helpdesk

Important: When you contact Helpdesk about delivery issues, we can only confirm that mail was delivered to your account. We cannot see what your filters are doing with it. If we reply "Mail is delivering to your account, check your filters" and you respond that you haven't made any changes, we may need to remove all of your filters to restore normal mail delivery.

Password recovery depends on whether you've set up the password recovery option:

If you set up Password Recovery previously:

1. Click the "Forgot Password?" link on the login page
2. Follow the instructions to reset your password

If you didn't set up Password Recovery:

Unfortunately, if you didn't configure password recovery (Settings → Password Recovery) and you've forgotten your password, you are permanently locked out of your account. This is part of our security model—we cannot recover or reset passwords without the recovery mechanism in place.

Recommendation: Always set up Password Recovery as soon as you create your account, and keep your recovery information up to date.

Control Which of YOUR Addresses Deliver to Your Account

The Manage Catch-alls settings give you precise control over which of your email addresses deliver to your account:

1. Go to Settings → Manage Catch-alls
2. The toggle switch at the top controls how the system behaves:
   • Switch OFF: Any addresses you enter in the list are REJECTED. All other addresses deliver normally.
   • Switch ON: ONLY the addresses you list are accepted. All other addresses are rejected.
3. You can enter entries in two formats:
   • Just the alias: Applies to all domains and catch-alls (e.g., "newsletter" would affect newsletter@anydomain.com)
   • Specific addresses: Applies only to that exact address (e.g., "sales@example.com")

Warning: If you turn the switch ON but don't list any addresses, you'll block ALL incoming mail to your account. This is a common cause of "missing emails."

This feature is especially useful for blocking common spam targets while still receiving your important messages.

CodaMail provides powerful mail filtering through Sieve filters, which allow you to automatically organize incoming messages, encrypt specific emails, set up auto-replies, and more.

For complete instructions on setting up and managing mail filters, please see our detailed guide:

Understanding Sieve Email Filters

This guide covers creating filters, setting conditions, defining actions, and troubleshooting common filter issues.

Issues with SpamAssassin filtering are among our most common support requests. To whitelist senders that are being incorrectly filtered as spam:

1. Go to Settings → Antispam Tools → Address Rules
2. Here you can whitelist by:
   • From address (sender's email)
   • To address (which of your addresses received the mail)
   • Using your Trusted Senders list (click "Advanced", then access via Contacts → Trusted Senders)

The Antispam Tools section gives you complete control to customize spam filtering to your specific needs. You can adjust sensitivity levels, whitelist domains, and create sophisticated filtering rules.

Set up a sieve filter to direct messages:

1. Go to Settings → Mail Delivery Filters
2. Click Create
• Give the filter a name (SpamAssassin)
• Under Rules select X-Spam-Flag
• Contains: Yes
• Move message to (choose folder)
• Click the plus next to the Trash can icon to add an action
• Select Stop evaluating rules
• Click save

Filters operate in the order they are in, click and drag to move the filter.

When viewing the message:

1. Click the Block Icon at the top of the message
2. A list will drop down giving you 3 or 4 options
• Block just the email address
  - Will only block mail from this email address
• Block everything from subdomain.domain.tld
  - This will block all email coming from this machine
• Block everything from domain.tld - This will block any mail from this domain and all subdomains of it
• Block everything from TLD - TLD is Top Level Domain, and it's the .com, .org, .net, etc level
  - This should be used carefully, but it is highly useful to block countries and TLDs that you just will never get or want mail from.
• When you select which way to block you will receive a confirmation message. Click OK and it's blocked.

Blocked mail never reaches you. It is rejected by the mail server as User Unknown when delivery is attempted.

1. Go to Settings → Block
2. Find the block in the list and click the little red arrow next to it to delete it.

Email addresses that include your account name.

We have over over 30 domains, you can enable any of them.

Get youraccount@thatdomain and it's catch-all of *@youraccount.thatdomain.

To enable domains:

1. Go to Settings → Account Aliases
2. Click the switch to turn on that domain for your account.

These addresses do not count towards masked aliases, you can enable all 30+ domains if you want.

Use Masked Aliases for Custom Addresses

Masked aliases are perfect for this! They allow you to create completely customized email addresses that deliver to your account without revealing your account name.

To create a masked alias:

1. Go to Settings → Masked Aliases
2. Choose any of our 30+ domains and create your own personalized address
3. For example: yourchosen-name@anydomain.com

These aren't randomly generated aliases—you choose exactly what you want. They function as real email addresses because they are real addresses that deliver to your inbox.

Note: If you want to completely change your account name, you'll need to sign up for a new account. We can transfer any remaining subscription time from your old account, but we cannot transfer emails, filters, contacts, or other account data.

Absolutely!

We will host as many of your domains as you want. Contact helpdesk for details.

Emails contain two different timestamps:

• Message Date - The date/time included in the email header (which can be forged)
• Received Date - When our server actually received the message

By default, CodaMail sorts messages by the Received Date. This can make fetched mail (from external accounts) appear out of order because the received date is when CodaMail fetched the message, not when it was originally sent.

To change the sort order:

• Desktop mode: Click the Options button (three horizontal lines) above the message list
• Mobile mode: Tap the three vertical dots at the top of the message list
• Select sort by "Date" instead of "Arrival" to use the timestamp in the message itself

CodaMail offers both manual E2EE and automatic PGP storage encryption:

Setting Up PGP Auto-Encryption (Zero-Access storage):

For specific addresses (per alias basis):

1. Go to Settings → Identities and create the identity for the address you want to auto-encrypt (e.g., encrypt@alias.domain.com)
2. Go to Settings → Manage PGP Keys and create or import a key for this identity (turn on the switches for the identity you want to auto-encrypt)
3. Go to Settings → Auto-Encryption and add the identity (e.g., alias@domain.com)

For all incoming mail with one master key:

1. Go to Settings → Identities and verify that the entry for youraccount@codamail.com exists (or create it if not present)
2. Go to Settings → Manage PGP Keys and create or import a key for this identity (shut off the switches for other identities when creating this key)
3. Go to Settings → Auto-Encryption and enable the switch at the top

Important: If you're using the webmail interface without Mailvelope, you'll need to import a complete key pair. If you're using a third-party email client or Mailvelope, you only need to import the public key.

To avoid re-entering your PGP passphrase repeatedly, go to Settings → Preferences → Encryption and adjust the "Keep private key passwords for" setting.

Yes, CodaMail offers two secure options for mobile access:

Web Interface (Recommended):

Our responsive web interface works like an app but with enhanced privacy:

• Visit https://codamail.com/mail/ in your mobile browser
• Log in with your account credentials
• For easy access, create a home screen shortcut

Email Apps:

You can also use any standard email app by enabling IMAP or POP3:

1. Go to Settings → Enable/Disable POP/IMAP
2. Enable IMAP and/or POP3 access
3. Optional: Restrict POP and/or IMAP access to specific IP addresses or CIDR subnets for enhanced security
4. Configure your email app using our server settings:
   • POP3: mail.pnsh.com (ports 110 and 995)
   • IMAP: mail.pnsh.com (ports 143 and 993)
   • SMTP: smtp.pnsh.com (ports 25, 465, 587, or 2525)
5. Important: Always use your username only for login, not your email address
6. TLS/SSL is required; plaintext connections are denied

CodaMail offers several methods to import your existing email:

Using the Fetch Mail Feature (Recommended):

1. Go to Settings → Fetch Mail
2. Click "Create Account" and enter your other email account details
3. Configure options:
   • Leave messages on server or delete after fetching
   • Schedule automatic fetching intervals (10, 20, 30, 60, 120, or 1440 minutes [once per day])
   • Optionally encrypt fetched mail with PGP
   • Filter fetched mail into specific folders

Import MIME or MBOX Format:

You can also import email from MIME or MBOX format files:

1. From the message view pane, click the three dots menu ("More")
2. Select "Import" from the menu
3. Choose your MIME or MBOX file and select the destination folder
4. Click Import to begin the process

The Fetch Mail feature is the most reliable way to import your existing emails and can be configured to run automatically.

CodaMail's Security Advantages

CodaMail offers several key security advantages that set it apart from other services:

• True Zero-Access Storage Encryption - CodaMail's PGP-based encryption means only you can decrypt your messages
• Flexible Encryption Options - Choose which messages to encrypt and with which keys, rather than an all-or-nothing approach
• Masked Aliases - Create independent email addresses that can't be linked to your main account by external parties
• Extensive Header Controls - Add, remove, or modify email headers to reduce metadata leakage
• Open Standards - We use PGP rather than proprietary encryption, ensuring your encrypted data remains accessible even outside our system
• Independent Infrastructure - We maintain our own servers rather than relying on major cloud providers, reducing exposure to third-party access
• Long Privacy History - With over 25 years of experience in privacy services, we've consistently maintained our focus on user privacy

We have no investors, no advertising, and no partnerships. Third party partnerships are potential loopholes because you have to also understand their privacy policies. Our loyalty remains with you, your data stays with us.