E-Mail

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. Enables navigation within the folder structure. In order to open the folder tree, click on the View button in the toolbar. Enable Folder view. The following functions are available:

  • To display the number of E-Mails in a folder, hover over the folder name. A tooltip shows the number of E-Mails.

  • If clicking on a folder, its E-Mails are displayed.

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

  • Below the folders there's a button for adding E-Mail accounts.

Toolbar

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-Mails selected by you.

  • Set color icon . Opens a menu allowing you to assign a colored 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. Vertically aligns the E-Mail list and an E-Mail's detail view. The functions for selecting and sorting are displayed below the toolbar.

    • 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 toolbar.

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

    • List checkbox. Shows the list of E-Mails. 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 to select multiple E-Mails 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 to display 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 toolbar.

List

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

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

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

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

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

    To combine all E-Mails 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 single 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-Mails 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-Mails in this conversation is displayed. To open or close all E-Mails 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.

  • Depending on the groupware configuration, a colored dot next to the name indicates the Messenger status of the sender or a recipient.

  • 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-Mails 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 mail, Invite to appointmentSave as distribution list, Move, Copy, Print, Save as fileView source, Reminder, Add to portal.

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

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

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

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

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

  • E-Mail text

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