MailbyBMABA is BMABA's provision for webmail - both on custom domain names, and on our self hosted domains. Here's our guide to making use of the platform.

We make it super easy and affordable for all clubs to make use of atleast one fully hosted MailbyBMABA inbox with their membership. This could have many versions, but will be hosted via our secure mailbox URLs. These are;

martial.email

martialartist.email

thedojo.email

martialarts.email

dojo.email

So for example, you might have [email protected] or [email protected].

You can activate your own email below. Remember to use your redemption code, to activate an inbox 100% free of charge;

(Activation codes can be obtained from https://mybmaba.org.uk/redeem)

When your inbox is setup and ready to go, you'll receive an email similar to the below;

The activation email will confirm your inbox* and default password. You can login immediately to get started, and we've set an instruction email to be waiting for you on first login too!

If you already have your own domain name and you'd like to make use of our cutting edge webmail solution, you can plugin with some basic changes to your DNS. Here's how.

1.) Start by letting us know you'd like to setup MailbyBMABA on your account. You can set this up from here;

2.) Next, when given the go-ahead from our web team, you can update your website's DNS. DNS is the settings that govern how your domain name (website URL) interact with the internet, and where it points certain services.
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Every host has different ways of managing DNS settings, so if in any doubt, please speak with them for assistance

Here's what you need to set for your DNS settings;

3.) As soon as you have your activation email from BMABA, you can follow the link on the server to login to your webmail account. If you don't have this email, we'll provide bespoke login details for you - please contact us for assistance.

On first logging in, start by setting up your name, and if you wish, providing a profile picture (recommended).

Once complete, your inbox is ready.

Your inbox will look similar to the above. It may be automatically in dark mode depending on the time of day, to help your eyes. You can switch this on or off via the 'Dark Mode' toggle on the top left side of your inbox.

The dashboard shows a snapshot of recent emails, any uploaded files, notifications, conversations, messages, files and so on.

Before heading to your inbox, we recommend visiting 'SETTINGS'.

We all like emails to work a little differently, so here you can start by working through the default options to make sure its right for you.

General settings allow you to quickly setup your default landing page, your status timing, date format, and any custom header style. You can also configure whether or not you wish for your inbox to switch between dark mode and light mode based on the time of day.

Profile settings allow you to update your personal information, such as your name, profile picture, and contact details. You can also configure the display name and email signature used when sending emails.

The Apps section enables you to manage integrated third-party tools and applications that enhance your email experience. You can activate or deactivate apps like calendars, tasks, and other productivity tools

Folders settings let you organise your inbox by creating, renaming, or deleting custom folders. You can also set rules to move incoming emails to specific folders automatically.

This section allows you to customise your email client behaviour, including reading pane preferences, notification settings, email formatting options, and advanced client configurations.

The Signatures menu allows you to create and manage multiple email signatures. You can set a default signature for outgoing emails or switch between them depending on the recipient or context.

The Autoresponder feature lets you configure automatic replies for incoming emails. This is particularly useful for out-of-office notifications, where you can set start and end dates for the response.

Filters enable you to automate email organisation by applying rules based on sender, subject, keywords, or other criteria. Incoming messages can be tagged, moved to folders, or forwarded based on your filters.

The Import tool allows you to migrate emails, contacts, and settings from other email clients or services, ensuring a seamless transition to your MailbyBMABA inbox.

Canned Responses let you create pre-written email templates for frequently used replies. This saves time and ensures consistency in your communications.

The Password menu allows you to update your account password securely. It’s recommended to use a strong, unique password and update it regularly.

Security settings provide options for two-factor authentication (2FA), session management, and activity logs. This ensures your account remains secure from unauthorised access.

The Devices section displays a list of devices currently logged into your account. You can remotely log out of any device to maintain control over active sessions.

Notifications settings allow you to manage how and when you are notified about new emails or system updates. You can customise desktop notifications, sound alerts, and mobile push notifications.

Contacts enable you to manage your address book by adding, editing, or deleting contact details. You can also group contacts for better organisation.

The Chat feature provides instant messaging capabilities within the platform. You can start conversations, share files, and manage chat history from this section.

Files settings let you manage all attachments sent or received in your inbox. You can organise files into folders, download them, or link them directly to emails.

The New Features section highlights the latest updates and functionalities introduced to the platform. It’s a great way to stay informed about enhancements and tools.

The Delete section allows you to manage and permanently remove emails, folders, or other data.

Here's the quick and easy way to add your new inbox to your phone, computer or mail client.

Secure SSL/TLS Settings (Recommended)

Start by entering your email;

Then enter your password, and press 'Show More'

Outlook (as well as other webmail clients) will typically have a guess at the correct settings, based on the server information;

Check this matches the specification in the above or below table (based on whether you have us host your email on one of our domains, or you use your own domain).

Once ready, start the connection by pressing 'Continue'. You may have to follow any extra steps, such as agreeing to Microsoft / Google Terms (depending on the mail service you're using).

A big sticking point for many Outlook / Microsoft Mail setups is the SMTP password. This requires you to confirm the SMTP password specifically;

This is the same password you use to login to your inbox, but if not entered specifically as highlighted (we've highlighted the very narrow scroll bar too!) you will find the connection fails.

Once you see a screen similar to the below (depending on your mail client) you know you've connected successfully;

Finish up the setup process as required. Once done, your inbox should launch;

You can now use your inbox freely from your desktop or phone.

It's quick and easy to setup any MailbyBMABA hosting inboxes on your computer or any other device, such as your phone. Every mail client works slightly differently, but generally you'll find it follows the same as below;

Inbox Type: IMAP

Secure SSL/TLS Settings (Recommended)

If you're switching a brand new domain to us for webmail, and you don't currently use any domain based email solution, you can skip below.

If you already have some form of webmail in place - be that your hosting company's default webmail (usually IMAP/POP3) or a paid solution, such as Outlook365 or GMail, please take a backup first!

Unfortunately the nature of 'MX Records' (the bit on the server that manages email) means there is no way to bring across your old emails when you make the switch. Depending on the current setup you have, it's possible changing the MX records could erase all existing emails permanently. In most cases, that won't happen. Any emails in email clients such as Outlook etc will remain, but given the number of different setups and options for hosting, it's not something we can advise on or provide any assurances around. You should speak to your hosting company if you have concerns.

A fallback most of our clubs use is to quite literally copy and paste the entire inbox from your webmail client (Outlook / Thunderbird etc) into a desktop folder, so you have an offline copy. Once you're setup with MailbyBMABA, you can then typically copy and paste (or drag) the old offline emails into your new inbox, for future reference. This option isn't fall proof but it is often the lowest tech and easiest option. Whichever you choose, please test this first by taking copies of online emails before switching DNS settings to our servers! If in doubt, please speak to your current webhost.

Webmail can be at times a bit temperamental. That's not our server or service, but webmail itself. This is especially true if you're hosting the domain name yourself, away from our core hosting provision.

Before you start using your email, please setup your inbox(es), sign in, and then try a number or test sending and receives. You can do this by sending emails to your own current personal inboxes, and then replying back. We would recommend trying a number of different tests, including any emails being sent with footers etc, before feeling confident the server is fully setup.

If you need help with any sending and receiving issues, please raise a ticket with the team.