5.1. The E-mail Components

An introduction to the user interface can be found in The User Interface.

Folder tree Displays the E-Mail folders and enables you to navigate the folder structure. In order to open the folder tree, click on the View button in the tool bar. Enable Folder view. The following functions are available:

  • To display the number of E-Mail messages in a folder, hover over the folder name. A tool tip shows the number of E-Mail messages.

  • If clicking on a folder its email messages are displayed.

  • The Folder-specific actions icon next to the selected folder offers functions for organising data and app specific folder functions.

  • Below the folders there is a button for Adding E-Mail accounts.

Tool bar Contains the following icons and buttons:

  • Compose button. Creates a new E-Mail.

  • Reply to sender icon . Sends a reply.

  • Reply to all recipients icon . Sends a reply to all recipients.

  • Forward icon . Forwards the E-Mail to other recipients.

  • Delete icon . Deletes the E-Mail selected by you.

  • Set colour icon . Opens a menu allowing you to assign a coloured label to the E-Mail.

  • More icon . Opens a menu with the following entries: Mark as unread, Mark as read, Move, Copy, Print, Save as file, View source, Reminder, Add to portal.

  • View button. Opens a menu with the following entries:

    • Vertical checkbox. Vertically aligns the E-Mail list and an E-Mail's detail view. The functions for selecting and sorting are displayed below the tool bar.

    • Compact checkbox. Vertically aligns the E-Mail list and an E-Mail's detail view. The functions for selecting and sorting are displayed next to the tool bar.

    • Horizontal. Horizontally aligns the E-Mail list and an E-Mail's detail view.

    • List checkbox. Shows the list of E-Mail messages. To display the detail view click on an E-Mail.

      Above the detail view a navigation bar is displayed.

    • Folder view checkbox. Opens or closes the folder tree.

    • Checkboxes checkbox. Displays a checkbox next to each E-Mail in the list. This allows selecting multiple E-Mail messages to edit them at once.

    • Contact pictures checkbox. Next to each E-Mail in the list, a contact picture of the sender is displayed, provided the sender saved one in the address book.

      Note: The layout options Horizontal and List do not allow displaying contact pictures.

    • Exact dates checkbox. Shows the exact date and time when the E-Mail was received.

Display area Contains the E-Mail list and an E-Mail's detail view. In order to select a layout, click on the View button in the tool bar.

List Displays a list of the E-Mail messages in the current folder. The view shows the sender, subject, date or time of receipt. Unread E-Mail messages are marked with the Unread icon . If available, additional information is shown: attachment icon, coloured label, number of E-Mail messages in the conversation, priority. The following functions are available:

  • You can select multiple E-Mail messages to edit them at once. To do so enable the checkboxes next to the E-Mail messages by enabling the Checkboxes option from the View drop-down in the tool bar.

    You can also use your system's multi-selection functions.

    In order to select all visible E-Mail messages in the currently selected folder, enable the Select all checkbox above the list.

    Note: The Select all checkbox only selects all visible E-Mail messages in a folder. To reduce latency, only a certain percentage of the E-Mail messages in a folder will be loaded by the server if their number exceeds a defined limit. To display all E-Mail messages in a folder, browse to the bottom of the list. Wait until all E-Mail messages have been loaded by the server.

  • If clicking on the Sort by button above the list a menu opens that helps you sort your E-Mail messages.

    To combine all E-Mail messages of a conversation in a single list entry, enable the Conversations checkbox in Sort by.

    The sorting setting will be applied to the selected E-Mail folder. You can use different settings for the individual folders.

  • If clicking on an E-Mail, its content is displayed in the display area.

    If the E-Mail is part of a conversation, all E-Mail messages in this conversation are displayed in the detail view.

To adjust the list width, hover over the line between the list and the detail view. A double arrow will be displayed. Drag the border to the left or to the right.

Detail view Displays the E-Mail that you selected in the list. The detail view includes the following components and functions:

  • Subject

    If the E-Mail is part of a conversation, the number of E-Mail messages in this conversation is displayed. To open or close all E-Mail messages in the conversation, click the Open/close all messages icon . If clicking on a free area between the sender and the date of receipt, the E-Mail opens or closes.

  • A picture of the sender, if available.

  • Unread icon . If clicking the icon, the status will be changed from Read to Unread and vice versa.

  • The sender's name. The names of additional E-Mail recipients, if existing. If clicking on a name, a pop-up opens. It includes the following components:

    • The person's contact data.

    • If the person's contact data are saved, the location of the data is displayed.

    • If you exchanged E-Mail messages with this person, they are displayed below Recent conversations.

    • If you share appointments with this person, they are displayed below Shared appointments.

    • this person's data from social networks like XING or LinkedIn. You can use the available buttons to open this person's profile.

    If clicking on an appointment or an E-Mail, an additional pop-up opens.

  • Date of receipt

  • Actions icon . If clicking the icon, a menu with the following entries opens: Reply, Reply all, Forward, Delete, Mark unread, Mark readSend new e-mail, Invite to appointmentSave as distribution list, Move, Copy, Print, Save as fileView source, Reminder, Add to portal.

  • Set colour icon . Opens a menu allowing you to assign a coloured label to the E-Mail.

  • If the E-Mail contains attachments, the following elements are displayed:

    • A button with an icon and the number of attachments. If clicking on it, the attachments are displayed as icons or a list.

    • Buttons that allow applying a function to all E-Mail attachments at once.

    • The squares or list icon. If clicking the icons, the attachments are shown as icons or a list. To apply a function to a specific attachment, click on the attachment's name.

  • E-Mail text.

    Quotes from previous E-Mail messages are introduced with a vertical line. If clicking on Show more, the complete quote is displayed.