Sending E-Mails

You have the following possibilities:

Sending a new E-Mail

The following paragraphs provide an overview of how to send a new E-Mail. Details can be found on the next page.

How to send a new E-Mail:

  1. In the New panel section click the New E-Mail icon. The E-Mail window will open.

  2. Select a sender address. Please refer to : Choose sender address

  3. Select one or more recipients. Please refer to : Select a recipient

  4. Enter a subject.

  5. Compose the E-Mail text. Please refer to : Composing an E-Mail text and : Entering web page content

  6. Use additional options if needed:

    • Add attachments.

    • Attach your vCard.

    • Enter a specific sender.

    • Set the priority.

    • Request a receipt notification.

    Details can be found in : Using further options.

  7. Click the Send icon in the panel. The window will close.

    Note: If you have not entered a subject the Send pop-up window will open. Perform one of the following actions:

    • To send the E-Mail with a subject enter the subject. Click OK. If you do not want to enter a subject the text "(No subject)" is entered in the subject field.

    • To cancel the send process click Cancel. The pop-up window will close.

Result: The E-Mail is sent. A copy of the E-Mail is saved in the Sent E-Mails folder.

If you want to cancel the action click Cancel in the Window panel section.

Tip: You can also access the New E-Mail function in the New panel section in other modules. In the H Split or V Split view you can send a new E-Mail by clicking the sender in the E-Mail header.

Choose sender address

When having set up additional E-Mail accounts, you can use their addresses as sender address. Information on how to set up additional E-Mail accounts can be found in : Additional E-Mail accounts. A default sender address can be set in the Default sender address: E-Mail option.

How to select a sender address in the E-Mail window:

  1. Activate the From-Field checkbox in the View panel section.

  2. In the From drop-down list select the address to be used as sender address.

Select a recipient

In the E-Mail window you can select the following recipients:

  • The E-Mail recipients

  • The recipients of a copy of the E-Mail. The copy is also called "CC" which stands for "Carbon Copy". The E-Mail recipients can see the recipients in CC.

  • The recipients of a blind copy of the E-Mail. The blind copy is called "BCC" which stands for "Blind Carbon Copy". Neither the E-Mail recipients nor the CC'ed recipients can see the recipients in BCC.

You have the following alternatives for selecting recipients:

  • Enter the E-Mail addresses

  • Select the E-Mail addresses from an address book

How to enter a recipient in the E-Mail window:

  1. Enter an E-Mail address in the input field next to the To... button. As soon as a minimum number of characters have been entered the auto-complete function displays matching E-Mail addresses in a pop-up window. The E-Mail addresses are sorted after the frequency you use them, whereas internal users are listed first.You can select an address by clicking on it.

    Tip: You can activate or deactivate the auto-complete function in the E-Mail setting Enable auto completion of E-Mail addresses? .

    If you want to enter several E-Mail addresses use a comma as separator.

  2. If you want to send a copy of the E-Mail to additional recipients enter the E-Mail addresses in the input field next to the CC... button.

    Note: To display the input field and the button activate the CC field checkbox in the View panel section.

  3. If you want to send a blind copy of the E-Mail to additional recipients enter the E-Mail addresses in the input field next to the BCC... button.

    Note: To display the input field and the button activate the BCC field checkbox in the View panel section.

How to select a recipient from an address book from within the E-Mail window:

  1. Click the To... button. The Select Recipients window opens. If the Search all contact folders checkbox is activated the addresses from all address books are displayed.

  2. To only display the addresses from a particular address book do the following:

    • Deactivate the Search all contact folders checkbox.

    • Click the Contact folder button.

    • Click a folder in the Select Folder window.

  3. If you want to display a particular selection of recipients enter a character string in the input field next to Search. Click the Search button.

  4. Select one or several recipients from the list.

  5. Choose what the recipients should receive:

    • If the recipients are to receive the E-Mail click To->.

    • If the recipients are to receive a copy of the E-Mail click CC->.

    • If the recipients are to receive a blind copy of the E-Mail click BCC->.

    The recipients are entered in the input fields next to the buttons To, CC, or BCC.

  6. If requested you can change the selection of recipients:

    • If you want to remove a recipient delete the respective address from the input fields.

    • If you want to remove all recipients click Clear.

  7. To accept the selection click OK. If you do not want to accept the selection click Cancel.

Composing an E-Mail text

How to compose the E-Mail text in the E-Mail window:

  1. Enter the E-Mail text below the formatting bar.

  2. If you want to format the text use the formatting bar:

    • Select individual text parts.

    • Format the selected text parts by clicking the respective elements in the formatting bar.

    Note: The formatting bar is only displayed if HTML formatting is set in the E-Mail options, please refer to : Compose tab.

  3. You can use the spellchecker:

    • If a word is underlined in red, right-click the word.

    • In the context menu select one of the proposed corrections or add the word to the user dictionary.

    Note: The spellchecker can only be used if HTML formatting is activated in the E-Mail settings, please refer to : Compose tab. The spellchecker functions are not provided by Open-Xchange but by the HTML editor. Information on the HTML editor used can be found at http://tinymce.moxiecode.com.

  4. If you want to add a signature select one in the Signature selection field.

Note: Prior to being able to add a signature you have to create one in the E-Mail settings. Further information can be found in : E-Mail signatures.

Entering web page content

You can enter the contents of a web page as E-Mail text.

How to enter the contents of a web page in the E-Mail window:

  1. Use <ctrl>+<a> to select the complete web page content.

  2. Use <ctrl>+<c> to copy the content to the clipboard.

  3. Move the cursor to the wanted position and then use <ctrl>+<v> to paste the contents in the E-Mail window.

Note: On Mac systems use the <cmd> key instead of <ctrl>. Depending on the web page structure some formatting might not be included.

Using further options

There are some other options you can use:

  • Add any file as an attachment

  • Add your contact data from the address book as a VCard

  • Enter another sender address as a standard address

  • Set the priority of the E-Mail

  • Request a receipt confirmation

How to use further options in the E-Mail window:

  1. To display all options activate the Options checkbox in the View panel section.

  2. If you want to add attachments to the E-Mail click Add in the Attachments panel section. Details can be found in : Adding attachments.

  3. If you want to add a VCard with your contact data from the address book activate the Attach VCard checkbox. The VCard is attached to the E-Mail as a .vcf file.

  4. If you do not want to enter your default sender address select another sender address in the From: selection field. Details on selecting sender addresses can be found in the E-Mail settings Default sender address: . If you have any questions about your sender addresses please contact your administrator or host.

  5. If you want to set the priority of an E-Mail use the Priorityselection box:

    • If you select Low the E-Mail sent to the recipient is marked as being less important.

    • If you select High the E-Mail sent to the recipient is marked as being important.

  6. If you want to request a receipt confirmation from the recipient activate the Delivery receipt checkbox. Note: Despite this request the recipient can suppress a delivery receipt.

Adding attachments

Note: Please note that for many E-Mail accounts there is a file size limit for E-Mail attachments. This limit should not be exceeded.

How to add attachments to an E-Mail in the E-Mail window:

  1. In the Attachments panel section click Add. The Select attachments dialog window will open.

  2. In the Select attachments dialog window click Browse. Select the file to be added as an attachment. Close the file selection dialog window.

  3. In the Select attachments dialog window click Add. The file is entered in the list field.

  4. To add further attachments repeat steps 2 - 3.

  5. To remove an attachment select it in the list field. Then click Remove.

  6. In the Select attachments dialog window click OK.

Result: The file names of the attachments are displayed below the E-Mail text.

Replying to E-Mails

When replying to an E-Mail the following input fields are pre-filled in the E-Mail window:

  • The sender of the E-Mail and further recipients of the E-Mail are automatically entered as recipients of the reply E-Mail. In the E-Mail settings When "Reply all": you can select whether further recipients are entered in the "To" or in the "Cc" fields.

  • The E-Mail subject is entered in the subject field of the reply E-Mail. The subject is preceded with the text "Re:".

  • The E-Mail text is cited in the reply E-Mail. Each line is preceded with the character ">" to indicate that it is a quotation.

How to reply to an E-Mail:

  1. Select an E-Mail in the H Split, V Split, or List view.

  2. In the E-Mail panel section click Reply. To also reply to the recipients in CC click Reply all. The E-Mail window opens.

  3. Enter the E-Mail text. If needed you can use all the functions described in : Composing an E-Mail text.

  4. Click the Send icon in the panel. The window will close.

Result: The E-Mail is sent. A copy of the E-Mail is saved to the Sent E-Mails folder.

If you do not want to send the E-Mail click Cancel in the Window panel section.

Tip: You can also use the context menu to reply to an E-Mail.

Forwarding E-Mails

If you forward an E-Mail, the following input fields are pre-filled in the E-Mail window:

  • The subject of the E-Mail is entered as the subject of the forwarded E-Mail. The subject of the forwarded E-Mail is preceded with "Fwd: ".

  • The E-Mail text is entered in the forwarded E-Mail. The text is preceded with the following details:

    • The header "Original message"

    • Sender, recipient, date, and subject of the original message

How to forward an E-Mail:

  1. Select an E-Mail in the H Split, V Split, or List view.

  2. In the E-Mail panel section click Forward. The E-Mail window will open.

  3. Select one or more recipients. Details can be found in : Select a recipient.

  4. Enter the E-Mail text. If needed you can use all the functions described in : Composing an E-Mail text.

  5. Click the Send icon in the panel. The window will close.

Result: The E-Mail is sent. A copy of the E-Mail is saved to the Sent E-Mails folder.

If you do not want to send the E-Mail click Cancel in the Window panel section.

Tip: You can also use the context menu for forwarding an E-Mail.