Email

Learn how to read, send and organize your emails in the Email app.

The Email Components

The components of the Email app user interface will be covered in depth and how.you can use them:

Viewing Emails

How to display an email:

  1. Open an email folder in the folder view.

    When having selected the Inbox folder and if you are using email categories, you can select a category.

    To display the number of emails in a folder, hover over the folder name.

  2. Click an email in the list. The content of the email will be displayed in the detail view.

    • If the Conversations option is enabled in the Sort drop-down, all emails of a conversation will be displayed as thread.

      To open or close an email that is part of a conversation, click on a free area between the sender and the date of receipt.

      To open or close all emails in the conversation, click the Open/close all messages icon on the upper right side of the detail view.

    • If the email includes a quote from a previous email, you can display the quote by clicking the Show quoted text icon .

Options:

Tip: In the email settings, you can define whether a notification sound is to be played for incoming emails.

Sending a new email

How to send a new email:

  1. Click on Compose in the toolbar.

  2. Enter the recipients' email addresses in the To field.

    • While entering the recipients, matching suggestions will be displayed. To accept a suggestion, click on it.

    • To select contacts from an address book, click the Select contact icon on the right side of the input field.

  3. If the recipients are to see who gets a copy of the email, enter the recipients in the CC field.

    • If the recipients are not to see who gets a copy of the email, enter the recipients in the BCC field.

    • To send a copy to other recipients, click on CC or BCC on the upper right side.

  4. Enter a subject. Enter the email text.

  5. Click on Send.

Options:

Adding attachments

How to add attachments to an email in the email editing window:

  1. Select the files to be sent as attachment.

    • To send a local file as attachment, click the Attachments icon in the button bar.

      You can also add an attachment by dragging one or several files from a file browser or from the desktop to the email window.

    • Depending on the configuration, you can send the current version of a file from the Drive app as attachment. To do so, click the Add from Drive icon in the button bar.

     

  2. You can remove an attachment if required. To do so hover over an attachment. Click the Remove attachment icon .

Note: An email attachment can consume more than 25% of storage space than the locally saved file.

Options:

Sending attachments as link

This function allows you to send large attachments by email. This is how it works:

How to send attachments as link in the email editing window:

  1. Select the files to be sent as attachment.

    • To send a local file as attachment, click the Attachments icon in the button bar. Select at least one file.

      You can also add an attachment by dragging one or several files from a file browser or from the desktop to the email window.

    • To use a current file version from the Drive app as attachment, click the Add from Drive icon .

  2. You can remove an attachment if required. To do so hover over an attachment. Click the Remove attachment icon .

  3. Click on Use Drive Mail . The Options button will be displayed.

    Click on Options. The Drive Mail options window opens.

    • To set the expiration date for the public link, click on an entry below Expiration.

      If you select an expiration date, you can let the attachment be deleted after the expiration date. To do so, enable delete if expired.

      Note: Depending on the configuration, those functions are optional or mandatory.

    • To protect the public link with the attachments with a password, enable Use password. Enter a password. To view the password while entering it, click the icon on the right side in the input field.

    • To receive notifications about certain actions, enable one or several entries below Email notifications.

      Note: Depending on the configuration, this function might not be available.

Notes

  • Depending on the configuration, there might be a maximum file size for attachments that can be sent as link.

  • In the Sent objects folder, the email will be marked with the icon . When viewing the email, the following information are displayed at the top of the email text:

    • A link to the folder containing the attachment.

    • Information about the expiration date and a possibly used password.

    • A list of the attachments' file names.

Using signatures

An email signature is text that is automatically entered in the email when being composed. It is typically used for inserting the name, company, and contact address at the bottom of the email text. You can create signatures in the plain text or html format. The following functions are available:

How to create or edit a signature:

  1. Click the Settings icon on the right side of the menu bar. Click on Settings.

  2. Click on Mail in the sidebar. Click on Signatures.

    The existing signatures will be shown in the display area.

  3. To add a new signature, proceed as follows:

    1. In the display area, click on Add new signature. The Add signature window opens.

    2. Enter a name for the signature. Enter the text for the signature.

      Define whether the signature is to be entered below or above the email text.

      Click on Save.

  4. To edit an existing signature, you have the following options:

    • In order to edit a signature's text, click on Edit next to the signature.

    • In order to delete a signature, click the Delete icon next to the signature.

How to add a signature to the email text in the email editing window:

  1. Click the Options icon in the button bar.

  2. Select a signature from the list.

Replying to emails

When replying to an email, some of the email's input fields are pre-filled:
How to reply to an email:

  1. Select an email.

  2. Click the Reply to sender icon in the toolbar. To also reply to all other recipients click the Reply to all recipients icon .

    You can also use one of the following methods:

    • Click on the Reply or Reply all button in the detail view.

    • Use the context menu in the email list.

  3. Fill in the details for sending the email.

Forwarding emails

If you forward an email, some of the email's input fields are pre-filled:

If you forward multiple emails, the selected emails are sent as attachments in eml format.

How to forward an email:

  1. Select one or several emails.

  2. Click the Forward icon in the toolbar.

    You can also use one of the following methods:

    • Click on the Forward button in the detail view.

    • Use the context menu in the email list.

  3. Select one or more recipients.

  4. Fill in the details for sending the email.

Automatically forwarding emails

You can let emails be automatically forwarded to another address.

How to automatically forward emails:

  1. Click the Settings icon on the right side of the menu bar. Click on Settings.

  2. Click on Mail in the sidebar.

    Click on Auto forward ... in the display area. The Auto forward window opens.

  3. Enable the Auto forward button .

    Enter the email address to which you want to forward the messages.

    In order to keep a copy of the email, enable Keep a copy of the message.

    The auto forwarding will be entered as email filter. If additional filter rules are to be applied after the auto forwarding, enable Process subsequent rules. You can also edit the auto forwarding in the email filter settings.

  4. Click on Apply changes.

Sending an email to appointment participants

How to send an email to all appointment participants:

  1. Depending on the selected view, you have the following options in the Calendar:

    • In a calendar view, click on an appointment with multiple participants. Click the More actions icon in the pop-up. Click on Send mail to all participants.

    • In the list view, double-click on an appointment with multiple participants. The appointment will be displayed in a window. Click the More actions icon . Click on Send mail to all participants.

  2. Fill in the details for sending the email.

Sending a vacation notice automatically

A vacation notice informs the sender of an email that you will not retrieve your emails for a specific period of time. You can set the following:

How to create and activate a vacation notice:

  1. Click on View in the toolbar. Click on Vacation notice at the bottom.

    You can also use the Vacation notice button in the email settings.

    The Vacation notice window opens.

  2. Enable the Vacation notice button .

  3. To define the time range for sending the vacation notice, enable Send vacation notice during this time only. Set the start and end date.

    Note: Depending on the configuration, this setting might not be available.

  4. Enter a subject and a text for the vacation notice.

  5. In order to display all options, click on Show advanced options.

    • You can specify an interval for sending a vacation notice if there are several emails from the same sender.

    • You can specify the sender address to be used for sending the vacation notice.

    • The vacation notice will be sent if messages are reaching your primary email address. You can also activate a vacation notice if messages are reaching your other email addresses.

If a vacation notice is active, the following is displayed:

TIP: The vacation notice will be entered as email filter. You can also edit the vacation notice in the email filter settings.

Calling the Sender or Another Recipient

This feature is not yet public.

You can launch an audio or video conference with an E-Mail's sender or recipient by calling the sender or recipient.

Prerequisite: You have set up an account with an audio or video conference provider, e.g. Zoom, Jitsi

How to call an email's sender or recipient:

  1. Select an email.

  2. Click on the sender or on a recipient in the detail view. A pop-up opens.

    An icon below the name indicates the contact's presence status.

  3. In the pop-up, click the Call icon. In the menu, click on an audio or video conference provider, e.g. Zoom. The window for calling the contact opens. Click on Call.

Adding Email Folders

With email folders you can organize your emails, e.g. by separately saving emails for customers or projects. Learn how to create additional email folders below your primary email account.

How to create a new email folder:

  1. Select the folder in which you want to create the new sub-folder in the folder view.

  2. Click the Actions icon next to the folder name. Click on Add new folder.

    A window opens.

  3. Enter a name. Click on Add.

Moving or copying emails

The following options exist:
How to move or copy an email:

  1. Select one or several emails.

  2. Click the More actions icon in the toolbar or in the detail view. Select Move or Copy.

    You can also use the context menu in the email list.

    A window opens.

  3. Select a folder. You can also create a new folder.

Tips:

Marking emails as read or unread

Unread E-Mails are marked with the Unread icon . The following options exist:

How to mark an email as unread or read:

  1. Select one or several emails.

  2. Click the More actions icon in the toolbar or in the detail view. Select Mark as unread or Mark as read.

    Or:

    • For single emails, click the Mark as unread icon or the Mark as unread icon .

    • Use the context menu in the email list.

     

Tip: To mark all emails in a folder as read, click on All above the list. Select Mark all emails as read.

Collecting addresses

The following options exist:

How to manually add an email address to an address book:

  1. Select an email.

  2. Click on the sender's or a recipient's name in the detail view.

    Click on Add to address book in the popup.

Note: This function is only available for new contacts.

Categorizing emails

This feature is not yet publicly released. Sooooooon

Depending on the configuration, you have several options for categorizing emails. The following options are available:

How to categorize an email:

  1. Select one or several emails.

  2. To add a colored label, click the Set color icon in the toolbar or in the detail view. Select a color.

    In order to remove the label, again click the icon in the toolbar or in the detail view. Select None.

  3. To add a flag, click the Flag icon in the toolbar or in the detail view.

    You can also use the context menu in the email list.

    To remove the flag, use one of the following methods:

    • Again click the icon in the toolbar or in the detail view.

    • Use the context menu in the email list.

Tip: To sort emails by flags, click on Sort by above the list.

Showing the email source

The email source contains the complete content of an email i.e., the complete email header data.

How to display the email source:

  1. Select an email.

  2. Click the More actions icon in the toolbar or in the detail view. Select View source.

    You can also use the context menu in the email list.

Using email drafts

While composing an email, the email is automatically saved as an email draft in regular intervals and the following options exist:

The email draft will be deleted after it has been sent. To keep the email draft, you can edit and send a copy.

Note: If you use an external email account while composing an email, the email draft will be saved in the Drafts folder below your primary email account, not below the external email account.

How to use an email draft:

  1. Select an email in the Drafts folder.

  2. Click on Edit draft or on Edit copy in the toolbar.

    Edit the content.

  3. You can finish editing the email or send the email:

    • In order to finish editing the email, click the Close icon in the title bar.

      You can save or delete the draft.

    • To send the E-Mail, click on Send.

Creating email reminders

You can activate a reminder for an email. This function creates a task and reminds you of the due date.

How to create an email reminder:

  1. Select an email.

  2. Click the More actions icon in the toolbar or in the detail view. Select Reminder.

    Note: When having selected an email conversation, this function is only available in the detail view, not in the toolbar.

  3. Complete the details in the Remind me window.

Adding an email to the Portal

You can add an email as widget to the Portal.

How to add an email to the portal:

  1. Select an email.

  2. Click the More actions icon in the toolbar or in the detail view. Select Add to portal.

    Note: When having selected an email conversation, this function is only available in the detail view, not in the toolbar.

Saving emails

You can save an email as a text file. The text file has the file extension EML. If you select multiple emails, an eml file will be created for each email. The eml files will be saved as zip archive then.

How to save an email:

  1. Select one or several emails.

  2. Click the More actions icon in the toolbar or in the detail view. Select Save as file.

  3. Fill in the details for saving the file.

Importing emails

You can import an email that is available in the EML format.

How to import an email:

  1. Open the email folder to which you want to import the email.

  2. Drag the eml file from a file browser or the desktop to the email list.

Printing emails

You can print the content of an email or several emails.

How to print an email's content:

  1. Select one or several emails.

  2. Click the More actions icon in the toolbar or in the detail view. Click on Print in the menu.

    You can also use the context menu in the email list.

    A window with a print preview opens.

  3. If required, change the printer settings. Click on the Print button.

Archiving emails

When archiving emails, those emails are moved to the Archive folder. The Archive folder contains a separate sub-folder for each calendar year. The archived emails are saved to those sub-folders sorted by the year of receipt. The Archive folder is created as soon as you initially use this function. The following options exist:

How to archive an email folder's content:

  1. Select an email folder in the folder view.

  2. You have the following options:

    • Click on All above the list. Select Archive all messages.

    • Click the Actions icon next to the folder name. Click on Archive all messages.

  3. In the Archive messages window click on Archive.

How to archive single emails:

  1. Select one or several emails.

  2. Click the Archive icon in the toolbar.

    You can also use one of the following methods:

    • Press the [a] key on the keyboard.

    • Use the context menu in the email list.

     

 

Deleting emails

The following options exist:

Warning: If you enable the email settings option Permanently remove deleted emails you will not be able to recover deleted email messages. It is recommended that you not use this setting.

How to delete an email:

  1. Select one or several emails.

    • Press the [Del] or [Backspace] key on the keyboard.

    • Use the Delete button in the detail view.

    • Use the context menu in the email list.

      Click the Delete icon in the toolbar.

      You can also use one of the following methods:

       

Result: The email will be moved to the Trash folder.

How to delete all emails of a folder:

  1. In the folder view, select the folder which emails you want to delete.

    • Click on All above the list. Select Delete all messages.

    • Click the Actions icon next to the folder name. Click on the Delete all messages button.

      You have the following options:

       

Result: The email will be moved to the Trash folder.

How to recover deleted emails:

  1. Open the Trash folder in the folder view.

  2. Select one or several emails.

  3. Click the More actions icon in the toolbar. Click on Move.

  4. Select a folder in the Move window. Click on the Move button.

How to permanently delete an email:

Warning: Permanently deleted emails can not be recovered. Before permanently deleting an email, make sure you no longer need the email.

  1. Open the Trash folder in the folder view.

  2. Select one or several emails.

  3. Click the Delete icon in the toolbar.

How to permanently delete the content of the Trash folder:

Warning: Permanently deleted emails can not be recovered. Before permanently deleting an email, make sure you no longer need the email.

  1. Select the Trash folder in the folder view.

  2. Click the Actions icon next to the folder name. Click on Empty folder.

  3. Confirm that you want to empty the folder.

Cleaning up email folders

Depending on the email client's settings, emails that you deleted from within an email client like Apple Mail, MS Outlook or Mozilla Thunderbird, might be deleted only after having signed out from the client. In the meantime, those emails will be shown as crossed out in the groupware. To delete those emails clean up the email folder.

Note: Depending on the configuration, this function is not available as such emails are not displayed.

How to clean up an email folder:

  1. In the folder view, select the folder that you want to clean up.

  2. Click the Actions icon next to the folder name. Click on Clean up.

Unified Mail

With Unified Mail you can display emails from multiple email accounts in one central folder. This gives you a quick overview of the multiple email accounts' inboxes. Unified Mail can be described as follows:

To use Unified Mail, enable the function for one or several email accounts.

How to activate Unified Mail for an email account:

  1. Click the Settings icon on the right side of the menu bar. Click on Settings.

  2. In the sidebar, click on Accounts.

  3. Click on Edit next to an email account in the display area. The settings are displayed in a pop-up.

  4. Enable Use Unified Mail for this account.

  5. Click on Save at the bottom of the pop-up.

Using Email Filters

Overview:

E-Mail filters help you organize incoming E-Mail messages. An email filter consists of one or several rules. By setting rules you can e.g. trigger the following actions:

Using email filters:
Filter Options:

Note: For the following instructions and examples, it is assumed that the complete range of email filter functions is available. Depending on the configuration, some functions might not be available.

Searching for Emails

Email search criteria:
Searching for emails:

  1. Click on the Search input field. Enter a search term in the input field.

    The search menu opens.

    • If clicking on the search term or pressing enter, the following data sources are searched: sender, recipient, subject, email text

    • In order to only search in the subject, click on in subject.

      Accordingly, you can limit the search to the email text or to attachment file names.

    • In order to search for senders or recipients matching the search term, click on a name. You can define whether to search the sender, recipients or both. To do so, click on From next to the name.

    • In order to search for emails within a specific time range, use a valid time range as search term.

  2. Define the data sources to be searched by clicking on an entry in the search menu.

    • The search results are displayed in the list that is shown in the display area. For each search result, the folder with the found object is displayed.

  3. To select a folder for the search, click on the folder name next to the input field.

    • If you select All folders, all folders and sub-folders of the internal email account are searched. Note: Depending on the email server, this function might not be available. In this case, only the current folder will be searched, no sub-folders.

    • If you select a specific folder or the folder of an external email account, only this folder is searched, but no sub-folders.

  4. To limit the search to E-Mails with an attachment, click on Options next to the input field. Enable Has attachment.

  5. To refine the search result, enter further search terms: To remove a search term, click the Remove icon next to the search term.

  6. In order to finish the search, click the Cancel search icon in the input field.

Sending or Receiving Emails as Deputy

Learn how to act as another user’s deputy. Depending on the permissions granted by this user, you can do the following:

How to send emails as deputy:

  1. Use one of the following methods:

    • Click on Compose in the toolbar.

      Click on the sender address next to From: in the email editing window. Select the sender on whose behalf you want to send the email.

    • In the folder tree under Shared folders, open the inbox of the user who appointed you as deputy.

      Click on Compose in the toolbar.

    Next to On behalf of, the sender on whose behalf you want to send the email will be pre-entered.

  2. Complete the steps for composing and sending the email.

  • The sender on whose behalf you sent the email.

  • The deputy who sent the email.

If the recipient replies to the email, the reply will be sent to the sender and the deputy.

How to read, edit or organize emails as deputy:

  1. In the folder tree under Shared folders, open the inbox of the user who appointed you as deputy.

  2. Depending on the permissions that have been granted to you, you can do the following:

    • As viewer, you can read all emails. You can mark a single email as read, assign a color to the email or print the email.

    • As editor, you can also mark all emails in the inbox as read.

    • As author, you can also create subfolders, move a single email or move all emails in the inbox.

Adding Email Accounts

As default, you use your primary email account in Lawless Cloud. If you use further email accounts like e.g. GMail, you can add those accounts to the groupware. This allows you to access those accounts' emails from within the groupware.

Adding an email account:

  1. Click on Add Mail Account in the folder view. The Add Mail Account window opens.

  2. Click an icon. The further procedure depends on the email account provider.

    • For some providers, a new browser window opens. Log in with your credentials to grant access to the email account.

    • If the provider asks you for the permission to access the data, grant this permission.

    • For some providers, enter your credentials in the Add Mail Account window. Then, click on Add.

     

    You can also manually enter the required data by clicking on Manually.

  3. If the emails in this account are also to be shown in the Unified Mail folder, enable Use unified mail for this account.

An entry for the email account appears in the folder view. The entry contains this account's email folders. Open one of those folders to do the following:

  • read this account's emails

  • send emails from this account

If the access to the email account fails, a warning icon will be displayed next to email account's name. Depending on the email provider, you will get troubleshooting notes when clicking the warning icon.