🔧 Technical Documentation
Member Hub
Features
Rackspace Email Management

Rackspace Email Management Guide

The MyNATCA Member Hub now includes self-service management of professional @natca.net email addresses. This guide explains how to check availability, create your email account, and reset your password.

Overview

NATCA members can now create and manage their own professional @natca.net email addresses directly from the Member Hub dashboard. This feature provides:

  • Self-service email account creation
  • Instant availability checking
  • Secure password generation and reset
  • One-time password delivery
  • Professional email options

Eligibility Requirements

To use the Rackspace Email feature, you must meet the following criteria:

Member Requirements

  • Member Type: Professional Member (Member Type ID: 6)
  • Status: Active or Retired
  • Account: Valid MyNATCA Hub login

Note: If you don't meet these requirements, the Rackspace Email card will not appear on your dashboard.

Verification

Your eligibility is automatically verified when you log in. The system checks:

  1. Your member type ID in the database
  2. Your current membership status
  3. Whether you already have a @natca.net email

Email Format Options

When you create your @natca.net email, you can choose from two format options:

Option 1: First Name Only

Format: firstname@natca.net

Example: For member "John Doe"

  • Email: jdoe@natca.net or john@natca.net

Option 2: First and Last Name

Format: firstname.lastname@natca.net

Example: For member "John Doe"

  • Email: john.doe@natca.net

Availability

  • Green Checkmark: This format is available and can be created
  • Red X: This format is already taken by another member

If both base options are taken, the system can generate numbered variants:

  • jdoe2@natca.net
  • jdoe3@natca.net
  • etc.

Creating Your Email Account

Step-by-Step Instructions

1. Access the Dashboard

  1. Log in to the MyNATCA Member Hub at https://hub.natca.org (opens in a new tab)
  2. You'll be redirected to the dashboard after authentication

2. Locate the Rackspace Email Card

Find the NATCA Email card in the left column of your dashboard:

  • Icon: Email icon (envelope)
  • Title: "NATCA Email"
  • Location: Left column, below the Welcome card

3. Check Email Availability

  1. Click the "Check Availability" button
  2. The system will check which email formats are available for you
  3. Wait a moment while the system queries available options

4. Review Available Options

You'll see your email format options with availability indicators:

Available Option (can be selected):

  • Green checkmark icon
  • Email address displayed (e.g., john.doe@natca.net)
  • Clickable to select

Taken Option (cannot be selected):

  • Red X icon
  • Email address displayed but grayed out
  • Not clickable

5. Select Your Preferred Format

  1. Click on your preferred available email option
  2. A confirmation dialog will appear

Confirmation Dialog:

Create Email Account

Create john.doe@natca.net?

[Cancel]  [Create]
  1. Review the email address carefully
  2. Click "Create" to proceed or "Cancel" to go back

6. Email Creation

When you click "Create":

  1. The system creates your email account in Rackspace
  2. A secure random password is generated
  3. The email is added to your member profile
  4. Your member data is refreshed

7. Save Your Password

IMPORTANT: A one-time password will be displayed in a warning alert:

⚠ One-Time Password

xK9mP2nQ7vL3wR8j

[Copy]

Save this password now. It will not be shown again.

Critical Steps:

  1. Click the copy icon to copy the password to your clipboard
  2. Immediately paste it somewhere secure (password manager, secure note)
  3. This password will NOT be shown again
  4. You can reset it later if needed, but you must save it now

8. Configure Your Email Client

After saving your password, configure your email client with these settings:

Email Settings:

  • Email Address: your.name@natca.net
  • Password: The one-time password you just saved
  • Incoming Mail Server (IMAP):
    • Server: secure.emailsrvr.com
    • Port: 993
    • Security: SSL/TLS
  • Outgoing Mail Server (SMTP):
    • Server: secure.emailsrvr.com
    • Port: 465
    • Security: SSL/TLS
    • Authentication: Required (use same email/password)

Recommended Email Clients:

  • Apple Mail (macOS/iOS)
  • Microsoft Outlook
  • Mozilla Thunderbird
  • Gmail (via "Add another email account")
  • Any IMAP-compatible email client

Resetting Your Password

If you forget your password or need to change it, you can reset it directly from the Hub.

Step-by-Step Instructions

1. Access Your Email Card

  1. Log in to the MyNATCA Member Hub
  2. Navigate to your dashboard
  3. Find the NATCA Email card (left column)

If you already have a @natca.net email, the card will display:

  • Your current email address
  • A "Reset Password" button

2. Initiate Password Reset

  1. Click the "Reset Password" button
  2. A confirmation dialog will appear with a security warning

Confirmation Dialog:

Reset Password

Reset password for john.doe@natca.net?

⚠ Warning
Your current password will stop working immediately.

[Cancel]  [Reset]

3. Confirm Password Reset

  1. Read the warning carefully
  2. Understand that your current password will stop working immediately
  3. Click "Reset" to proceed or "Cancel" to go back

Important: Any devices or email clients using your old password will stop working immediately.

4. Save Your New Password

A new one-time password will be displayed:

⚠ One-Time Password

aB5cD8eF2gH6iJ9k

[Copy]

Save this password now. It will not be shown again.

Critical Steps:

  1. Click the copy icon to copy the password
  2. Immediately save it in a secure location
  3. This password will NOT be shown again
  4. Update all your email clients with the new password

5. Update Email Clients

After resetting your password:

  1. Open each email client/device where you access your @natca.net email
  2. Update the password to the new one
  3. Test sending and receiving emails
  4. Repeat for all devices (phone, tablet, computer, etc.)

Email Configuration Details

Server Settings

IMAP Settings (Recommended for most users):

Server: secure.emailsrvr.com
Port: 993
Security: SSL/TLS
Username: your.name@natca.net
Password: [your password]

POP3 Settings (Alternative):

Server: secure.emailsrvr.com
Port: 995
Security: SSL/TLS
Username: your.name@natca.net
Password: [your password]

SMTP Settings (Outgoing Mail):

Server: secure.emailsrvr.com
Port: 465
Security: SSL/TLS
Username: your.name@natca.net
Password: [your password]
Authentication: Required

Mobile Device Setup

iPhone/iPad (iOS)

  1. Go to Settings > Mail > Accounts
  2. Tap Add Account
  3. Select Other > Add Mail Account
  4. Enter your information:
    • Name: Your full name
    • Email: your.name@natca.net
    • Password: Your password
    • Description: NATCA Email
  5. Tap Next
  6. Select IMAP
  7. Enter server settings:
    • Incoming Mail Server:
      • Host Name: secure.emailsrvr.com
      • User Name: your.name@natca.net
      • Password: [your password]
    • Outgoing Mail Server:
      • Host Name: secure.emailsrvr.com
      • User Name: your.name@natca.net
      • Password: [your password]
  8. Tap Next and verify settings
  9. Tap Save

Android

  1. Open Settings > Accounts > Add Account
  2. Select Email or Other
  3. Enter your.name@natca.net and tap Manual Setup
  4. Select IMAP
  5. Enter password and tap Next
  6. Configure incoming server:
    • Server: secure.emailsrvr.com
    • Port: 993
    • Security type: SSL/TLS
    • Username: your.name@natca.net
  7. Tap Next
  8. Configure outgoing server:
    • Server: secure.emailsrvr.com
    • Port: 465
    • Security type: SSL/TLS
    • Username: your.name@natca.net
  9. Tap Next and complete setup

Password Security Best Practices

Storing Your Password

Recommended Methods:

  1. Password Manager: Use a password manager like:

    • 1Password
    • LastPass
    • Bitwarden
    • Apple Keychain
    • Google Password Manager

  2. Secure Note: Write it down and store in a secure location:

    • Locked drawer
    • Safe
    • Never on a sticky note on your monitor

DO NOT:

  • Email the password to yourself
  • Store in an unencrypted text file
  • Share with others
  • Write on a sticky note
  • Store in browser autofill (unless using a password manager)

Password Requirements

Your auto-generated password will be:

  • Length: 16 characters
  • Complexity: Includes uppercase, lowercase, numbers, and symbols
  • Randomness: Cryptographically secure random generation
  • Uniqueness: Never reused across accounts

Note: You cannot choose your own password. The system generates secure passwords to ensure account security.

When to Reset Your Password

Consider resetting your password if:

  • You suspect it has been compromised
  • You've shared it accidentally
  • A device with saved password was lost or stolen
  • You haven't changed it in over a year
  • You receive suspicious security alerts

Troubleshooting

Email Card Not Visible

Problem: The Rackspace Email card doesn't appear on my dashboard

Possible Causes:

  1. You are not a Professional Member (Member Type ID: 6)
  2. Your membership status is not Active or Retired
  3. Technical issue with member data sync

Solution:

  1. Verify your membership status in your profile
  2. Contact NATCA support if you believe you should be eligible
  3. Try logging out and logging back in
  4. Clear browser cache and reload the page

"Check Availability" Button Does Nothing

Problem: Clicking "Check Availability" shows no results

Possible Causes:

  1. Network connectivity issue
  2. Platform API is down
  3. Session expired

Solution:

  1. Check your internet connection
  2. Refresh the page and try again
  3. Log out and log back in to refresh your session
  4. Contact support if issue persists

Email Creation Fails

Problem: Email creation shows an error message

Common Error Messages:

"Email already exists":

  • This exact email is already assigned to another member
  • Try selecting a different format option
  • Check for numbered variants (e.g., jdoe2@natca.net)

"Unauthorized":

  • Your session has expired
  • Log out and log back in
  • Try creating the email again

"Service unavailable":

  • Rackspace API is temporarily unavailable
  • Wait a few minutes and try again
  • Contact support if issue persists

Password Not Displayed

Problem: Password alert closed before I could save it

Solution:

  1. The password cannot be retrieved again
  2. You must reset your password to get a new one
  3. Click "Reset Password" button
  4. Save the new password immediately when displayed
  5. Keep the password alert open until you've securely saved it

Cannot Access Email After Creation

Problem: Email client shows authentication error

Possible Causes:

  1. Incorrect password entered
  2. Wrong server settings
  3. Password was reset but client not updated

Solution:

  1. Double-check server settings:
    • Server: secure.emailsrvr.com
    • IMAP Port: 993 (SSL/TLS)
    • SMTP Port: 465 (SSL/TLS)
  2. Verify you're using the correct password
  3. If unsure about password, reset it and update email client
  4. Ensure username is full email address (e.g., john.doe@natca.net)

Password Reset Doesn't Work

Problem: Reset password but still can't access email

Solution:

  1. Ensure you saved the new password correctly
  2. Update password in ALL email clients and devices
  3. Wait 1-2 minutes for password change to propagate
  4. Try removing and re-adding the email account in your client
  5. Contact support if issue persists

Frequently Asked Questions

Can I choose my own email format?

No, you can only choose from the available format options based on your name:

  • firstname@natca.net
  • firstname.lastname@natca.net
  • Numbered variants if needed (e.g., firstname2@natca.net)

Can I have multiple @natca.net emails?

No, each member is limited to one @natca.net email address.

What if I want to change my email address?

Email addresses cannot be changed once created. If you need a different email:

  1. Contact NATCA support to discuss your options
  2. There may be a process to deactivate and create a new one
  3. This requires administrative approval

How long does email creation take?

  • Availability Check: 1-2 seconds
  • Email Creation: 3-5 seconds
  • Email Active: Immediately after creation
  • Ready to Use: Within 1-2 minutes

What is the mailbox size limit?

Your @natca.net email includes:

  • Storage: 25GB mailbox storage
  • Attachment Size: Up to 50MB per email
  • Spam Filtering: Automatic spam protection
  • Archive: Unlimited archive storage (if enabled)

Can I access webmail?

Yes, you can access your email via webmail at:

Will my email expire?

Your @natca.net email remains active as long as:

  • You maintain Professional Member status (Member Type ID: 6)
  • Your membership is Active or Retired
  • You comply with NATCA email usage policies

What happens if I retire?

Retired members can keep their @natca.net email as long as they:

  • Maintain their Retired status in the system
  • Continue to meet eligibility requirements
  • Follow NATCA email policies

Can I forward my @natca.net email?

Email forwarding settings:

  • Must be configured through Rackspace webmail
  • Can forward to any email address
  • Can set up auto-replies (vacation messages)
  • Can create email filters and rules

Getting Help

Technical Support

If you experience issues with Rackspace Email:

  1. Check this guide for troubleshooting steps

  2. Contact NATCA Support:

  3. Provide the following information:

    • Your member number
    • Email address (if created)
    • Description of the issue
    • Steps you've already tried
    • Screenshots (if applicable)

Password Issues

For password-related problems:

  1. Use the "Reset Password" feature in the Hub first
  2. If reset fails, contact NATCA support
  3. Have your member number ready for verification

Eligibility Questions

If you believe you should be eligible but the card doesn't appear:

  1. Verify your membership status in your profile
  2. Contact NATCA membership services
  3. Allow 24 hours for membership changes to sync

Related Documentation

Your @natca.net email provides professional communication for union activities and member services. Keep your password secure and contact support with any questions.

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