Mail

Introduction

Mail is the module that allows you to view and manage your email, and organize incoming and outgoing messages, according to your preferences.

Mail allows you to organize emails, dividing them by Folder/Subfolder, assigning Labels and, if you wish so, share them with your colleagues.

To manage your mail, click on the mail icon on the navigation sidebar.

Mail Settings

The email settings section allows you to manage your preferences regarding the display and organization of your email messages.

To change your settings, click on the settings icon at the top right corner of the navigation bar. Then, look for the sidebar under the heading Mail and select the item corresponding to the settings you wish to modify.

Visualization

Layout

Set the display mode you prefer by choosing from:

Reading settings

Set your preferences for reading messages by deciding whether to enable/disable the display of emails grouped by conversation; show/hide the priority of messages received; activate/deactivate reading confirmation messages; or, to automatically load or not images contained in the messages.

Folders

Organize and manage default folders, personal folders, and subscribed/shared folders.

In this section, you will find all folders, both default and personal ones.

Default folders (Inbox, Sent, Drafts, Trash) cannot be renamed, nor deleted.

For each folder, you will be able to see its name, number of read or unread messages, and the action you are allowed to perform on them.

Icon	Action	Description
	Share	Share a folder and the messages contained therein with one or more users.
	Modify	Modify the folder's pathway and name. This also allows to subscribe to a folder and make it visible on your folders list.
	Compact	Deleted emails that are marked as deleted but are not expunged .
	Delete	Deletes the folder.

By clicking on the Edit icon , you can edit specific settings of a folder, including:

Activation or deactivation of a subscription. This allows the folder to appear on or disappear from your folders list.
The pathway of a folder or subfolder.
The name of a fodler or subfolder.
Setting a time frame after which messages will automatically be deleted. You can choose among one of the following time frames:

1 month
3 months
6 months
1 year
2 years
3 years
4 years
5 years

By setting a timer to perform an automatic cleansing of a specific folder, all messages received earlier than the beginning of the selected time frame will be permanently deleted.

Automatic cleansing will be operative in about 24 hours.

Shared Folders

In this section, you will find all the folders that have been shared with you. The sidebar of the Mail section shows each folder’s name, number of read/unread messages, and subscription activation/deactivation button. This also allows you to view or not view the folder in the sidebar.

Composition

Set preferences for writing new messages.

Read/delivery confirmation

Set up an automatic request for a read receipt to receivers. An automatic notification message will be sent to you in case your receiver confirms the setting.

Reading confirmation is at the discretion of the receiver.

Set an automatic notification for successful delivery of all the messages you send to the remote server.

The delivery notification does not guarantee that the message has been viewed or read by the receiver.

Cancel sent email

Allows you to choose a time frame where you can cancel sent emails. The service depends on your domain plan and, if available, allows you to choose among the following time frames:

10, 20, or 30 second cuts can be set for domains with Professional and Enterprise plans only.

Email Templates

Email templates simplify the composition of recurring emails by saving canned messages to choose from when composing the email.

Go to Email Templates, by clicking on the New Message button you can set a new message to be saved as a default.

It is necessary to indicate:

Name: useful for the user to identify the message among the others saved (it will not be part of the email at the time of sending)
Identity: select the address from which you want the template message to be sent. If a signature has been set for the selected identity, this will be automatically added at the end of the message
The subject of the message
The body of the message
Attachments can also be added

After saving at least one template, when composing a new email message, you can click on Email Templates and choose the message you want to send from the list displayed. Each message setting (identity, subject, text, attachments) can be changed before sending the message.

Settings Email Templates by plan

Depending on the plan you are subscribed to, you can set canned messages with the following limits:

	Basic	Professional	Enterprise
Number of configurable email templates	5	20	50
Maximum number of attachments	5	10	10
Maximum message size (MB)	5	10	10

Signatures

Set a customized signature for the different identities of your account. Each signature will automatically be added to the bottom of your new messages.

Identities are composed by default based on the settings of the email aliases and alias domains belonging to your domain.

With each signature, you will be able to check the displayed name, the identity that the signature is associated with and the actions that you can perform on each signature as shown below.

Icon	Action	Description
Default	Default	It allows you to quickly understand if the setting Set sender as default is active on the signature.
Bcc	Bcc	It allows you to quickly understand if the setting Add sender in Bcc is active on the signature.
	Modify	Change your signature settings.
	Delete	Delete the signature.

To add a signature, click on New Signature, select the identity you want to associate it with, enter the name that will be displayed, and the body of the signature. Then, click Save. You can also insert HTML code in the body of the signature to show your company logo or link to a website, for instance.

In the signature settings, you can also find an option to activate/deactivate:

If there is only one identity, the section will not be displayed and you will only need to enter the display name and signature.

Labels

Set one or more labels to assign to your messages.

To add a label, enter the name you want to assign to the label, then choose a color, click on the Add label button, and save the changes by clicking on Save, located in the top right corner of the interface.

To modify an existing label, click on the edit icon corresponding to the label that you wish to modify. Then, modify the chosen label and click on the Modify label button to update the list of labels. Finally, save the changes by clicking on the Save button on the right-hand side.

To fix a label in the sidebar of the mail module, making it visible even in compact mode, click on the fixed icon corresponding to the label you wish to fix. Finally, save the changes by clicking on the Save button in the upper-right corner.

To delete an existing label, click on the trash icon corresponding to the label you wish to delete and save the changes by clicking on the Save button in the upper-right corner.

It is possible to apply labels automatically to messages received by creating a Filter.

Autoresponder

Set up an automatic reply to all messages received by your account, entering the subject and text of the message.

It is possible to select the time interval, specifying the start and end dates and times, when the automatic reply will be active. This way, the autoresponder will be activated and deactivated automatically on the dates you set.

The automatic reply message is sent to a specific sender only once within 24 hours.

Forward

Set one or more addresses to automatically forward all messages received from your account.

To add a forwarding address, enter the email address you wish to forward the messages to. Click on the + button to add the address to the list of recipients and save the changes by clicking on the Save button in the upper-right corner of the interface.

You can enter up to a maximum of 20 forwarding addresses.

To delete an existing forwarding address, click on the trash icon at the address you wish to delete and save the changes by clicking on the Save button in the upper-right corner.

To keep a local copy of all forwarded messages, activate the corresponding option.

Antispam Exceptions

Set your antispam rules by choosing the addresses allowed to send you messages (Allowed Senders) and those that aren’t (Blocked Senders).

It is possible to vary the sensitivity of the Antispam filter for the entire domain through its settings, from the Control Panel.

Never enter your own domain in those lists as this would expose you to possible email scams.

Allowed Senders

The Allowed Senders list is a list of email addresses or domains that you trust and that you always want to receive messages from. These will not be analyzed by the spam filter.

To add an email address or a domain to the Allowed Senders list, select the type of action that you want to allow (e.g. allow incoming or outgoing messages). Then, enter the email address or domain that you wish to add by clicking the + icon to add the address to the corresponding list.

Even if an email address or a domain is present in the Allowed Senders list, all messages containing viruses will not be received nor delivered. You can check the delivery/block status of messages destined to you by accessing the Tracemail section of the Control Panel.

To remove an email address or a domain from the Allowed Senders list, click on the trash icon corresponding to the address that you wish to remove from the list.

If you log in to Webmail as a Postmaster and enter a domain or an email account in the Allowed Senders list, the settings will affect all email accounts in the domain.

Blocked Senders

The Blocked Senders list is a list of email addresses or domains that you deem to be unreliable and, therefore, believe should be blocked. Emails coming from these email addresses will always be rejected by the spam filter.

To add an email address or a domain to the Blocked Senders list, enter the email address or domain that you wish to add by clicking on the + button in the address list.

By entering an email/domain address in the Blocked Senders list, all messages coming from the email address/domain will be automatically blocked and returned to sender.

To remove an email address or a domain from the Blocked Senders list, click on the trash icon in correspondence with the email address that you wish to block.

If you log in as a Postmaster and enter a domain or an email account in the Blocked Senders list, the settings will affect all email accounts in the domain.

Rules

Set specific rules for your incoming messages and organize your email in the best way.

Rules are a very powerful tool. They allow you to sort or perform other actions on the emails you receive, directly on the server as soon as they arrive. This means that the actions are performed regardless of whether or not you are connected to the Webmail.

To add a rule, assign a name to the rule you want to add, specifying the conditions that you want to assign to each parameter by choosing from the available options. Then, click on the Add rule button and save the changes by clicking on the Save button in the upper-right corner.

To modify an existing rule, click on the edit icon that corresponds to the rule that you wish to modify. After modifying the paramenters that you like, click on the Update rule button and save the changes by clicking on the Save button on the right-hand side.

It is possible to change the order of the rules used to process the messages. To do so, click on Reorder and move the desired rules. Finally, click End reorder and then Save.

To deactivate an existing rule, click on the enable icon in correspondence of the rule that you wish to deactivate and save the changes by clicking on the Save button on the upper-right corner.

To delete an existing rule, click on the trash icon in correspondence of the rule that you wish to delete and save the changes by clicking on the Save button on the upper-right corner.

Item Available	Desired Value
Subject	The email subject
Sender	Message sender
Recipient	Recipient of the message
Cc	Addressees in Cc of the message
Bcc	Addressees in Bcc of the message
Message	Message Details
Message body	Message body
Date of arrival	Message arrival date
Size	Message size
Other heading	Set a custom header

You can choose if each rule contains/does not contain parameters; exists/does not exist. Attention: the use of the is equal to / is not equal to operator is recommended only to expert users. Alternatively, it is recommended to use the operator contains / not contains. To use the is equal to / is not equal to operator, you must match all the elements that make up the field. For example, to indicate the Sender you must indicate all the following elements: description < email address >.

Action	Effect
Move message to	The message is moved to the selected folder
Copy the message to	The message is copied to the selected folder
Reject with the following message	The message is rejected with a pre-set message
Cancel	The message is deleted
Mark message as	The message is marked as read, deleted, replied, or drafted
Apply label	A certain label is applied to the message
Redirect message to	The message is forwarded to a certain email address
Send a copy to	A copy of the message is sent to a certain address
Keep message	The message is kept in the inbox
Stop processing the rules	The execution of the rules is interrupted when the condition occurs

The rule is executed when the conditions correspond to what you set. As a consequence, the desired action is performed.

Read & Send Email

Reading An Email Message

To read an email message, go to the sidebar and select the folder where the message is located. Then, click on the message that you wish to read within the message list.

If the option "Show messages as conversations" is activated, the messages belonging to a single conversation will be grouped under the most recent message. To display/hide the conversation content, click on the number of messages present.

If the option "Show messages as conversations" is active, the actions performed on a compacted conversation affect all the messages in the conversation. To carry out an action on a single message, expand the conversation and select the message that you wish to act on.

Write & Send A New Email Message

To open the window and start composing a new email message, click on the button New message or in the sidebar. Fill in the required fields (receiving email address; subject; body of text) and click on the Send button to send your email.

You are free to have several composition windows open simultaneously, as well as to compose a message in full screen.

It is possible to write a maximum of 5 emails at the same time.

To select a different sending identity, click on the From field and select the identity that you wish to use to send the message.

It is possible to select a different sending identity only if one or more aliases have been associated to your account.

To manually save a draft email message, click on the save icon at the bottom right of the composition window while you’re writing, or choose to save as draft when closing the composition window.

New messages are saved automatically while you type, at regular intervals.

To add one or more attachments to an email message, click on the Attachments icon in the lower left corner of the composition window. Then, select the files that you wish to attach to the message or drag them straight into the composition window.

You can attach files up to a maximum of 50MB total.

To specify the priority of a new email message, click on the Other icon at the bottom right of the composition window and select the item High Priority.

To request the confirmation of reading once the message has been sent, click on the Other icon at the bottom right of the composition window and select the item Confirmation of reading.

To get the delivery confirmation once the message has been sent, click on the Other icon at the bottom right of the composition window and select the item Confirmation of delivery.

To edit the message in simple text mode (.txt) click on the Other icon in the lower right corner of the composition window and select the item Simple text mode.

Reply / Forward An Email

To reply to an email message, click on the message you want to reply to and choose one of the options, among those available, by clicking on the corresponding icon.

When you reply to a message, the App / Webmail automatically selects the correct identity based on the email address the message was sent to.

Icon	Action	Description
	Reply	Compose a message in which the To field is automatically filled in with the sender's address you are replying to.
	Reply to all	Compose a message in which the To and Cc fields are automatically filled in with the addresses of the sender and of the other recipients to whom you are replying.
	Thanks	Compose a predefined Thank You message in which the To field is automatically filled in with the email address you are replying to.
	Confirmation	Compose a default confirmation message in which the To field is automatically filled in with the email address you are replying to.

To forward an email, click on the message you wish to forward and click on the forward icon forwardIcon to open the composition window.

You can also reply/forward a message by right-clicking on the message in the message list and selecting the action you wish to take.

Actions On An Email Message

To carry out an action on an email message, click on the message that you want to take action on and select the corresponding icon from the ones available.

You can also carry out an action by right-clicking on the message in the message list and selecting the action you wish to perform.

Icon	Action	Description
	Tag	Mark the message as favorite.
	Reply	Compose a message where the To field is automatically filled in with the sender's email address.
	Reply all	Compose a message where the To and Cc fields are automatically filled in with the addresses of the sender and other recipients whom you are replying to.
	Forward	Send the message content as the body of a new message.
	Delete	Delete the message.
	Thanks	Compose a predefined thank you message in which the To field is automatically filled in with the sender's email address.
	Confirmation	Compose a default confirmation message in which the To field is automatically filled in with the sender's email address.
	Label	Assign a label to the message.
	Mark/do not mark as Spam	Identify (or not) the message as Spam and automatically move it to the corresponding folder.
	Brand as read/unread	Mark (or not) the message as read.
	Move to	Move the message to a folder.
	Copy to	Copy the message to a folder.
	Other
	Show as source	View the message source code.
	Forward as an attachment	Create a file in EML format and send it as an attachment to a new message.
	Modify as new	Create a new message by pre-filling the fields with those of the selected message.
	Download	Download the message in EML format.
	Print	Print the message.

Organize Your Mail

Default folders

The default folders are system folders present in every email account where, except for different indications, messages are automatically directed to.

Icon	Action	Description
	Received	Contains incoming messages.
	Drafts	Contains messages saved as a draft and not yet sent.
	Sent	Contains outgoing messages.
	Spam	Contains messages classified or marked as Spam.
	Trash	Contains the messages you deleted.

The messages in the Spam and Trash folders will be permanently and automatically deleted after 30 days from the date of receipt or cancellation.

Personal folders

Personal folders are non-default folders, useful for better organizing your email messages. To create, modify, or delete a personal folder, click on the settings icon at the top right corner of the navigation bar and select the ‘Folders’ item in the Mail section in the sidebar.

To create a personal folder, click on the button New folder and select the path (parent folder) you want to create. Then, assign a name and click on the Save button to confirm the operation. The new folder will automatically appear in the list of default folders and in the sidebar of the Mail module.

You can also create a new personal folder by clicking on the Folder button in the Mail module sidebar.

To edit a personal folder, click the Edit icon in correspondence of the folder that you wish to modify. Then, enter each edit and finalize the operation by clicking on Save.

The default folders Inbox, Sent, Drafts, Trash, and Archive cannot be renamed or deleted.

The icon editIcon also allows to manage the subscriptions of a folder. Subscribing to a folder allows to make it visible or hide it, keeping its content unaltered. In other words. if you decide to hide a folder or unsubscribe from it, that folder will disappear from your folders list but it still is present in your email account, with all the messages contained therein. To access the messages contained in the hidden folder, you will need to subscribe to the folder again.

Managing folder subscriptions is useful to create folders where to store a number of messages in and then hide those folders without permanently deleting them.

To share a personal folder, click on the Share icon corresponding to the folder you wish to share, enter the name or email address of the user you want to share the folder with, and finally click on the + button to add it to the list and assign folder management permissions. Click on the Save button to confirm the operation.

To delete a personal folder, click on the Trash corresponding to the folder you wish to delete and confirm the operation by clicking on the Delete button.

You can edit, delete and manage a personal folder, create a sub-folder or mark all the messages contained in it as read, even by right-clicking on the name of the folder in the sidebar of the Mail module.

Shared folders

Shared folders are folders that other users have shared with you by giving you specific reading/writing permissions. You can display or hide shared folders in the Mail module sidebar, and subscribe/delete the subscription to the folder in your settings.

Labels

Labels are markers consisting of a name and a color that you can associate with one or more email messages to better organize your mail. You can view all the messages marked in a certain folder by clicking on the name of the label in the sidebar of the Mail interface.

It is possible to apply labels automatically to messages received by creating a Filter.

To create, modify, or delete a label, click on the Settings icon at the top right corner of the navigation bar and select the item Labels in the Mail section in the sidebar.

To create a label, enter the name that you want to assign to the label. Then, choose a color, click on the Add label button to add it to the list of available labels, and save changes by clicking on the Save in the upper-right corner.

You can also create a label by clicking on the + Label button in the sidebar of the Mail module.

To modify an existing label, click on the Edit icon in correspondence with the label you wish to modify. Modify the label and click on the Modify label to update the list of labels. Save the new changes by clicking on the Save button on the right side.

To pin a label to the sidebar of the Mail module, making it visible even in compact mode, click on the Pin icon in correspondence of the label that you wish to pin and save the changes by clicking on the Save button on the right side.

To delete an existing label, click on the Trash can icon corresponding to the label that you wish to delete and save the changes by clicking on the Save button in the upper right corner.

You can also delete a label by right-clicking on the label in the sidebar of the Mail module.

To associate a label to an email message, open the message you want to associate the label with, then click on the Other icon , select the item Label and click on the label you intend to associate the email with.

It is possible to associate up to a maximum of 4 labels per single email message.

To remove a label from an email message, open the message you want to remove the label from, click the Other icon , and click on the label you wish to remove.

You can also associate or remove a label by right-clicking on a message in the message list.

Introduction

Mail Settings

Visualization

Folders

Shared Folders

Composition

Email Templates

Signatures

Labels

Autoresponder

Forward

Antispam Exceptions

Rules

Read & Send Email

Reading An Email Message

Write & Send A New Email Message

Reply / Forward An Email

Actions On An Email Message

Organize Your Mail

Default folders

Personal folders

Shared folders

Labels

Features

Logins

Company

Support

Login