Removing a mail user can delete stored messages and may also affect that user's other access. First decide whether the address should be retired, reassigned, or redirected. Do not delete a mailbox until its owner has approved the change and required records have been preserved.
Control Center does not offer mailbox deletion. Pause mailbox sign-in preserves existing messages and changes sign-in access; it is not deletion or a forwarding change. Use Virtualmin or support for account removal after preparing the export below.
- List the folders and information to keep: Inbox, Sent, custom folders, attachments, contacts, and any local-only messages. Check desktop apps as well as webmail.
- Use a supported export function in your mail application or webmail client. For an IMAP account, first ensure the message bodies and attachments you need have downloaded. Synchronization settings can retain only part of the mailbox locally. Thunderbird IMAP synchronization
- Save the export in private storage outside the hosting account. Use your application's documented archive or profile-backup format. Thunderbird offers a profile export tool; other clients use their own formats and limits.
- Verify the archive by opening representative old and recent messages and their attachments. A file that merely exists is not proof that the entire mailbox was exported. Export contacts separately if the tool does not include them.
- Update any services that use this address for password recovery, billing, domain notices, or website notifications. Arrange an approved replacement address or forwarding destination if mail must continue.
- In Virtualmin, select the domain and open Edit Users. Select the intended mail user and review the deletion confirmation, including any associated files or access. If the scope is unclear or deletion is unavailable, ask support to remove only the intended account.
Check the result: Confirm that the retired user can no longer log in. Test the replacement address or forwarding arrangement from an external account, then remove the old account from devices after retaining any local data.
Common problems: An IMAP cache can lose messages when server deletions synchronize. Keep a separate export rather than relying on an open email app as your backup. Forwarders can continue delivering into a removed mailbox unless updated. Recovery of deleted mail depends on an available, usable backup; it is not guaranteed.
Related: Mailbox storage, Pause or restore sign-in, Forwarding, Backups.
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