Displaying E-Mails

If you want to display E-Mail messages do the following:

When displaying E-Mail messages the following particularities serve to prevent fraud and to minimize security risks:

Displaying the list view

The list view displays the E-Mail messages in an E-Mail folder in table.

How to display E-Mails in the list view:

  1. Select an E-Mail folder in the folder tree.

  2. Click List in the View panel section.

Result: The E-Mails in the current folder are displayed as a list in the overview window.

Tip: With the E-Mail option Automatically select first E-Mail? you can choose whether or not the first E-Mail in the list is automatically selected.

For each E-Mail the list displays a line with information in the form of icons or text:

Column

Information

Column 1, icon

The E-Mail contains at least one attachment.

Column 2, no icon

The E-Mail has not been read yet.

Column 2, icon

The E-Mail has been read.

Column 2, icon

The E-Mail has been replied to.

From column

The sender of the E-Mail.

Subject column

The E-Mail subject.

Received column

Date and time the E-Mail was received.

Size column

The E-Mail size.

Flag column

The flag assigned to the E-Mail.

The E-Mail messages in the list are, by default, sorted in descending order using the Received column. The column header is highlighted. An arrow icon next to the column title indicates the sort order.

How to change the sort order:

  1. To sort by a specific column click the column title.

  2. To change the sort order again click the column title.

Result: The sort order changes.

Displaying the H Split view

In the H Split view the overview window displays the content of the selected E-Mail below the E-Mail listing.

How to display E-Mail messages in the H Split view:

  1. Select an E-Mail folder in the folder tree.

  2. In the View panel section click H Split. Result: The overview window is split horizontally. The upper part displays the E-Mail listing.

  3. Select an E-Mail in the E-Mail list.

Result: The lower part of the overview window displays the following information about the selected E-Mail:

  • The E-Mail header shows the subject, sender, recipient, and the date and time of receipt. Tip: With the - or + icon you can close or enhance the header.

  • Below the header the E-mail content is displayed. Depending on the content length a vertical slider is displayed on the right side of the content.

  • If the E-Mail contains attachments they are displayed below the content.

Tip: You can move the horizontal separator between the upper and lower part.

In case the E-Mail is not a plain text E-Mail but an HTML formatted E-Mail, the display depends on whether:

  • displaying HTML formatted messages is allowed,

  • loading externally linked graphics is allowed.

Those settings cause the following:

  • If displaying HTML formatted messages is allowed while loading externally linked graphics is not allowed, the H Split view shows the following:

    • The E-Mail content is HTML formatted, but does not show any graphics.

    • Below the header the following text is displayed: Pre-loading of externally linked images has been blocked to protect your privacy. If you are sure that the E-Mail comes from a trustworthy source you can load graphics by clicking the Load graphics button.

  • If displaying HTML formatted messages is not allowed the H Split view displays the following:

    • The E-Mail content is displayed as plain text without formatting and graphics.

    • Below the overview window you can find the complete HTML E-Mail as an E-Mail attachment. Information on how to open or save E-Mail attachments can be found in : Opening or saving E-Mail attachments.

  • If displaying HTML formatted messages and loading externally linked graphics is allowed the H Split view displays the E-Mail with formatting and integrated graphics.

    Warning: You should not allow the loading of externally linked graphics as this is a security risk.

You can influence this behavior in the E-Mail settings Allow HTML formatted E-Mail messages? and Block pre-loading of externally linked images? .

Displaying the V Split view

In the V Split view the overview window displays the content of the selected E-Mail next to the E-Mail listing.

How to display E-Mail messages in the V Split view:

  1. Select an E-Mail folder in the folder tree.

  2. In the View panel section click V-Split. Result: The overview window is split vertically. The left pane shows the E-Mail list.Tip: In order to sort the list, click the icon below Sort after. Select a sort criterion.

  3. Select an E-Mail in the E-Mail list.

Result: In the right pane of the overview window the selected E-Mail is displayed in the same way as in the H-Split view, please refer to : Displaying the H Split view.

Tip: You can move the vertical separator between the left and the right pane.

Viewing the source data

The source data contain the complete contents of an E-Mail including the complete E-Mail header details.

How to display the source data of an E-Mail:

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

  2. Click Show source in the E-Mail panel section.

Result: The source data are displayed in a new window. You can copy the source data to the clipboard.

Tip: In the List, H Split, or V Split view the source data can also be displayed by using the context menu.

Displaying hovers

Hovers are available in the H Split, V Split, and List view.

How to display an E-Mail in the hover:

  1. In the List view move the mouse pointer over an E-Mail. After a short delay the hover opens. In the General tab the first lines of the E-Mail are displayed.

  2. Define the number of lines to be displayed:

    • If you want to display further lines click the E-Mail text.

    • If you want to display all lines, click the E-Mail text again.

    • If you want to display the original view, click the E-Mail text again.

  3. If you want to display information about the E-Mail attachments click the Attachments tab.

  4. To close the hover move the mouse pointer away from the hover or to another list entry.

The following information is displayed in the E-Mail hover:

  • The General tab. It contains:

    • The E-Mail module icon.

    • The subject and the E-Mail sender.

    • The status icon that indicates whether an E-Mail was read and replied to.

    • The E-Mail text. Depending on the length of the E-Mail text the hover only displays the first lines.

  • The Attachments tab. The number in brackets indicates the number of attachments. If the E-Mail contains attachments the following elements are displayed for each attachment:

    • File name, file size, and attachment type.

    • Icons for opening and saving the attachment.

Opening or saving E-Mail attachments

The icon indicates that an E-Mail contains an attachment. You can do the following:

  • Open the attachment. Note: To open an attachment you might need extra software.

  • Save the attachment to your local machine.

  • Save the attachment in the InfoStore.

  • If the attachment ends in .vcs (vCard) you can save it as s contact. Information on how to do so can be found in : Creating a contact from a vCard attachment.

  • If the attachment ends in .ics (iCal) you can save it as an appointment. Information on how to do so can be found in : Creating appointments from iCal attachments.

Note: If the attachment exceeds a particular size it will be saved in the InfoStore. The E-Mail then contains a link to the InfoStore item. Information on how to open InfoStore items can be found in : Opening or saving the current document version.

How to open or save an E-Mail attachment:

  1. Display the E-Mail in the H Split or V Split view.

  2. Select an E-Mail attachment in the content area below.

  3. If you want to open the E-Mail attachment:

    • In the Attachment panel section click Open. A system window will open. It will show the software used for opening the attachment.

    • Use the control elements in the system window to open the attachment.

  4. If you want to save the E-Mail attachment:

    • In the Attachment panel section click Save. A system window will open.

    • Use the control elements in the system window to save the attachment.

  5. If you want to save the E-Mail attachment in the InfoStore:

    • In the Attachment panel section click Save in InfoStore. The InfoStore item window will open. The file name of the attachment is entered as the file name for the InfoStore item.

    • Information on how to create InfoStore items can be found in : Creating an InfoStore item.

Tip: You can also use the following method to open or save an E-Mail attachment:

  • By double-clicking the name of the E-Mail attachment.

  • By using the context menu of the E-Mail attachment.

  • By using the icons in the E-Mail hover.

Tip: If an E-Mail contains multiple attachments, the attachments can all be downloaded as one zip archive. To do so select the attachments and simultaneously press the <ctrl> key or, under Mac systems, the <cmd> key.