Email module options

Settings

The Email module provides you with a range of options to configure global settings. Click either on the Preferences Email subfolder in the configuration folder structure or on the small arrow in the top right part of the overview window of the Email module.

Choose between the following options from the different tabs:

General tab
  • Default view. Here you can define a default view for the Email module. By default the view is set to horizontal split view. You can choose between the following views.

    • If you select List view, the E-Mail messages will be displayed as a list whereas the order will be based on the receiving date.

    • In the horizontal split view the currently active E-Mail is displayed under the E-Mail list. By default E-Mail messages are sorted by the reception date.

    • In the vertical split view the currently active E-Mail message is displayed to the right of the E-Mail list. By default E-Mail messages are sorted by the reception date.

  • Default view for Spam folder. Here you can define a default view for the Spam E-Mail folder.

    • If you select List the contenty of Spam E-Mails are not displayed. You will only see the list of Spam E-Mails in the overview window.

    • If you select H Split or V Split the contents of Spam E-Mails are displayed in the overview window .

  • Enable E-Mail Hover. With this setting you can activate or deactivate hovers for the E-Mail module.

  • Automatically select first E-Mail? Defines whether the first E-Mail in the list is selected automatically when opening an E-Mail folder.

  • Permanently remove deleted E-Mails? Here you can determine whether you want your E-Mail messages to go to the trash folder first or be removed permanently immediately after being deleted. If you select Yes, your E-Mail messages will be removed permanently immediately after you click on the Delete button. You will not be able to restore permanently removed E-Mails.

  • Notify on read acknowledgment? Specifies whether you are notified, if you receive an E-Mail, for which the sender wishes an acknowledgment of receipt. If set to Yes, you are asked during the reading of the E-Mail whether you want to send an acknowledgment of receipt or not. If set to No, you are not asked and no acknowledgment of receipt is sent.

  • Automatically save E-Mail addresses in the Collected addresses folder? Defines whether new E-Mail addresses are automatically saved in the Collected addresses folder when sending or receiving an E-Mail. The Collected addresses folder can be found below your personal contacts folder.

Compose tab
  • Append the original mail text to a reply? If you want to append the original message in your reply, select Yes.

  • When "Reply all": Defines the recipients for an E-Mail reply when using Reply all:

    • Add sender and all recipients to "To:" The sender of the original E-Mail and the recipients are entered in the To: field.

    • Add sender to "To:, all recipients to "Cc" The sender of the original E-Mail is entered in the To: field. The recipients of the original E-Mail are entered in the Cc: field.

  • Append vcard? Set this option to Yes to attach a business card to your E-Mail. Your business card will be generated automatically from the entries in your Contact page.

  • Enable auto completion of E-Mail addresses? When creating a new E-Mail, addresses will be auto completed if you activate this option via the checkbox Yes. You only have to enter two or more characters in the field To to start the search for display names and E-Mail addresses in the internal and external address books. You will get a list with the search results then. Each entry that contains the entered characters will be displayed.

  • Forward messages as. Here you can define how your message should be forwarded to other users. There are two options: Inline and Attachment. If you select Inline, the message to be forwarded will be displayed in the body of the E-Mail. The Attachment option, on the other hand, will make sure that the forwarded message will be received as an attachment.

  • Format message as. Here you can select the formatting options for your E-Mail messages. You have a choice between HTML, Plain text and HTML and plain text. If you allow HTML formatted messages a HTML editor will be visible when composing a new E-Mail message. If you activate Plain text the HTML editor will not be visible.

  • Default E-Mail font. Here you can set the default font to be used for the HTML E-Mail text.

  • Default E-Mail font size. Here you can set the default font size to be used for the HTML E-Mail text.

  • Line wrap after. Here you can determine after how many characters a line break will be inserted. To do so, enter the desired number in the text field. By default the line break is inserted after 80 characters.

  • Standard sender address. Choose a standard E-Mail address as sender address when composing an E-Mail.

  • Auto-save E-Mail draft? Here you can set the interval for auto-saving the currently composed E-Mail message in the Drafts folder. To disable the auto-save function choose the setting disable.

Display tab
  • Allow HTML formatted messages? Here you determine whether or not you want to display HTML messages. In terms of bandwidth, HTML messages have a high impact and can be a high security risk as they can contain dangerous scripts. The advantage is in having more layout options. With HTML format you have various formatting options.

  • Block pre-loading of externally linked images? Here you can set whether or not to disable the preview of external graphics in HTML E-Mails. When choosing Yes, external graphics are not directly displayed. This setting protects your privacy. when choosing No external graphics are loaded and displayed when receiving an HTML message.

  • Display emoticons as graphics? Here you can determine whether emoticons will be displayed as graphics or as characters. For example, if you type in a smiley after having selected this option, the smiley will be displayed as a graphic or as a colon followed by a round bracket.

  • Color Quoted Lines. Set this option to Yes to highlight the original messages so that they are introduced with a vertical line. The messages or replies will be displayed as embedded. This option assumes that the Append the original mailtext to a reply option is selected.

Email Signatures

You can manage all your signatures for your E-Mails in the Signature E-Mail subfolder of the Settings module.

In the V split view the left pane of the overview window displays the list of signature. The right pane shows a preview of the selected signature.

If you want to create a new signature, go to the panel and select the Add function under Signatures. In the pop-up window type in the name of your new signature in the Name field. Later you will be able to select this signature under this name. Under Place of Signature, you can determine where in your message your signature should be inserted: at the top or at the bottom of the message body.

By selecting the Default Signature check box, you can decide whether or not the signature will be used as the default one. If you select the check box, the newly created signature will be inserted in your E-Mail messages automatically as long as you do not select a different one manually.

Under Signature, compose the actual text of your signature. Typically, complementary closing and the name are included here, but citations and slogans are often also added to an E-Mail signature. If you are happy with your signature, click on OK to accept it. The signature title is later displayed in the Available Signatures field. To save a signature, click on the Save panel section on the corresponding Save button.

If you want to change the existing signature, select the signature you want to change and click on the Edit icon in the Signature panel section. A pop-up window appears, where the description and the text of the selected signature are displayed. Here you can make necessary changes. After you have made all necessary changes, click on OK and then click in the Save panel on the corresponding button. To delete a signature, select the signature you want to delete from the Available Signature list. Click on the Remove panel function to remove the signature.

Additional E-Mail accounts

If you use additional E-mail accounts besides your Open-Xchange E-Mail account you can access those E-Mail accounts from the user interface of the Open-Xchange Server by setting up additional E-Mail accounts.

There are following possibilities:

  • Set up a new E-Mail account,

  • Edit the settings of an E-Mail account,

  • delete an E-Mail account.

To set up a new E-Mail account you need the following data:

  • Your E-Mail address

  • Your credentials (username and password) for this E-Mail account

  • The address and port number of the incoming mail server

  • The address and port number of the outgoing mail server

The incoming and outgoing mail server data are normally provided on the provider's web site e. g., search for the terms POP/IMAP or Configure E-Mail client.

E-Mail accounts are set up and edited in the Options module. How to switch to the options for setting up and editing E-Mail accounts:

  1. In the module bar click Options.

  2. In the folder tree below E-Mail click Accounts.

Result: The overview window displays the available E-Mail accounts. The left pane with the header Account name displays the existing E-Mail accounts. The right pane with the header Account settings displays the settings of an E-Mail account.

How to create a new E-Mail account:

  1. In the New panel section click the icon.

  2. In Account Settings enter a name in the Account name entry field.

  3. In the E-Mail Address entry field enter your E-Mail address for the E-Mail account.

  4. If you do not want to receive incoming E-Mails for this account in the respective account folder but in the folder Unified Inbox, activate Use Unified INBOX for this account.

  5. Enter the incoming mail server data of your E-Mail account:

    • In the Server type pop-up list select the type of the incoming mail server.

    • If the incoming mail server uses encryption, activate Use SSL connection.

    • In the Server name entry field enter the mail server address. A typical IMAP server address has the following syntax: imap.providername.com.

    • Check the port number of the incoming mail server and if needed change it in the Server port entry field.

    • In the Login entry field enter your username for the E-Mail server.

    • In the Password entry field enter your password for the E-Mail server.

    • If you selected a POP3 server as server type you have to fill in the following fields:

      • In Check for new messages every 'n' minutes set the interval for fetching new E-Mails from the POP3 server.

      • In case the fetched E-Mails are to be kept on the POP3 server, activate Leave messages on server.

      • If you want locally deleted E-Mails to be deleted from the POP3 server too, activate Deleting messages on local storage also deletes them on server .

  6. Enter the outgoing server data of your E-Mail account:

    • If the outgoing mail server uses encryption, activate Use SSL connection.

    • In the Server name entry field enter the outgoing server address. A typical address has the following syntax: smtp.providername.com.

    • Check the port number of the outgoing mail server and if needed change it in the Server port entry field.

    • If you use different account data for the outgoing mail server and the incoming mail server, activate Use username and password. Enter the credentials for the outgoing mail server.

  7. To check the settings click the Check connection button.

  8. Click the Save button.

Result: The folder tree displays a new E-Mail folder. It has the name set by you in step 2.

If you selected Unified Inbox a folder with the respective name is created below the root folder. The Unified Inbox folder includes the Inbox and your newly created E-Mail folder.

How to edit the settings of an E-Mail account:

  1. In the Account name section select an E-Mail account.

  2. Change the settings.

  3. Click the Save button.

How to delete an E-Mail account:

  1. In the Account name section select an E-Mail account.

  2. In the panel click Delete.

Mail Filter

Mail filters help you organize your incoming E-Mails. With mail filters e.g. following actions can be triggered when receiving an E-Mail:

  • The E-Mail is moved to a certain E-Mail folder.

  • The E-Mail is forwarded to another E-Mail address.

  • The E-Mail is marked as read.

To use mail filters proceed as follows:

  • Create an E-Mail folder.

  • Create one or more rules.

  • Set the order of the rules.

  • Set if subsequent rules are to be processed when a rule matches.

A rule consists of:

  • A name.

  • One or more conditions.

  • One or more actions. Set if one or all conditions have to be met to process the actions.

There are following possibilities to use mail filters:

  • Create new rule.

  • Show rules.

  • Activate or deactivate rules.

  • Edit rules.

  • Delete rules.

  • Change rule order.

Mail filters are created and modified in the options module. How to open the mail filter window:

  1. In the module bar click on Configuration.

  2. In the folder tree click on the E-Mail subfolder Filter.

Result: The overview window displays the available rules. The left area called Rule Name shows existing rules. The right area called Rule Details shows the settings of a rule.

Create new rule

How to create a new rule:

  1. In the panel section Rules click on New.

  2. In Rule Details enter a Name.

  3. To add a condition click on Add Condition. Define the condition. Details can be found later in this chapter. To add a further rule again click on Add Condition. To remove a condition click on the Delete icon next to the condition.

  4. When defining multiple conditions use the dropdown list For an incoming message that matches: to set how the conditions correlate to match the rule: If any condition is to be true choose any. If all conditions are to be true choose all.

  5. To set the action that is to be processed if the rule matches click on Add Action. Details can be found later in this chapter. To add a further action again click on Add Action. To remove an action click on the Delete icon next to the action.

  6. With the checkbox Process subsequent rules even when this rule matches you can control whether or not subsequent rules are to be processed when this rule matches: If subsequent rules are to be processed activate the checkbox. If subsequent rules are not to be processed deactivate the checkbox.

  7. Click on Save.

Result: The new rule is entered in the left window pane Rule Name. The new rule is active.

Create condition

Following example describes how to create a condition. Following condition is to be created:

  • The sender of the E-Mail contains the character string Meier.

How to create the condition:

  1. From the drop-down list below Of the following conditions: choose the entry Sender/From. To the right of the dropdown list a new dropdown list and a text field is displayed.

  2. From the new dropdown list choose the entry Contains.

  3. In the text field enter the character string Meier.

Set action

The following example describes how to set an action. Following action is to be set:

  • Moving the E-Mail to the Private E-Mail folder.

How to set the action:

  1. From the dropdown list below Do the following choose the entry Move to folder. To the right of the dropdown list a new text field is displayed.

  2. Click in the new text field. Select the Private folder.

Show rules

Under Rule name all existing rules are displayed.

How to display the details of a rule:

  • Under Rule name select a rule. Under Rule Details all conditions and actions for the rule are displayed.

Edit rules

How to change the order of the rules:

  1. Under Rule name select a rule.

  2. In the panel section Move click on Up or Down.

How to deactivate a rule:

  • Under Active deactivate the checkbox.

How to activate a rule:

  • Under Active activate the checkbox.

How to modify a rule:

  1. Under Rule name select a rule.

  2. Under Rule Details change the settings.

  3. Click on Save.

How to delete a rule:

  1. Under Rule name select a rule.

  2. In the panel section Rules click on Delete.

Vacation Notice

Here you can set whether the sender of an incoming E-Mail gets an E-Mail notification when you are absent. Following settings are available:

  • Vacation notice is active. With this checkbox the vacation notice can be activated or deactivated.

  • Subject. Here you can enter a subject for the E-Mail notification.

  • Text. Here you can enter a text for the E-Mail notification.

  • Number of days between vacation notices to the same sender. Here you can set an interval for sending the vacation notice if there are several E-Mails from the same sender.

  • E-Mail addresses. Here you can choose an E-Mail address to be used as sender address for the vacation notice.