E-Mail

Sending email messages

5.4.1. Sending a new email

In order to compose an email, you can do the following:

How to send a new email:

  1. Click on Compose in the tool bar.

  2. Enter the recipient's E-Mail address in the To field. Press Enter.

    If there are several recipients, repeat the action. Alternatively, you can enter the name of a distribution list.

    In order to delete a recipient, click the Delete icon .

    Tips:

    • While entering the E-Mail address, several matching suggestions are displayed. To accept a suggestion, use one of the following methods:

      • Use the scrol lbar to browse the list. Click on a suggestion.

      • Use the cursor keys to select a suggestion. Press Enter.

    • You can also select the recipients from a list of addresses by clicking on To.

    • You can define that the recipients can only see your E-Mail address, not your full name. To do so, proceed as follows:

      • Click on the sender address next to From:.

      • Enable Hide names.

  3. Enter a subject.

  4. Enter the email text.

    In order to compose the E-Mail in text format, select Options. Select Plain text.

    In order to compose the E-Mail in HTML format, select Options. Select HTML. A formatting bar appears. How to format the text:

    • Select the text content.

    • Click an element in the formatting bar.

  5. If you use the HTML format, you can insert images into the text. To do so, proceed as follows:

    • Place the cursor at the position where you want to insert images.

    • Drag one image or several images from a file browser or the desktop to the E-Mail window. Drop the images in the E-Mail text input field.

    In order to remove an image from the text, select the image. Press the delete key on your keyboard.

  6. In order to show additional options, click on Options. You can use the following options: set the priority, attach your vCard, request a delivery receipt

  7. Click on Send.

How to select your sender address on the Compose page:

  1. If you have set up external E-Mail accounts, you can use those addresses as sender addresses. To do so, proceed as follows:

    • Click on the sender address next to From:.

    • Select an E-Mail address from the list.

    Note: Depending on the folder selected, a defined sender address will be preset.

  2. You can define the names to be displayed with your E-Mail addresses. To do so, proceed as follows:

    • Click on Edit name. The Edit real names window opens.

    • Enable the checkbox of the name that you want to edit. Edit the name. Click on Save.

    In order to display the sender addresses without names, click on Hide names.

How to send copies to other recipients on the Compose page:

Depending on whether the recipients are to see who gets a copy, use the input fields CC or BCC.

  1. If the recipients are to see who gets a copy of the E-Mail, click on CC on the right side of the To field. Enter the E-Mail address of the copy's recipient in the CC field.

  2. If you want to prevent the recipients from seeing who gets a copy of the E-Mail, send a blind copy. To do so, click on BCC on the right side of the To field. Enter the E-Mail address of the blind copy's recipient in the BCC field.

Tips:

  • With drag and drop you can move the recipients between the fields To, CC and BCC.

  • You can also select the recipients from a list of addresses by clicking on CC or on BCC.

  • In the E-Mail settings, you can determine that each outgoing E-Mail can also be sent as blind copy to a specific E-Mail address.

How to select a recipient from a list of addresses on the Compose page:

  1. Click on one of the buttons To, CC or BCC on the left side of the address input fields. The Select contacts window opens.

  2. Select one or several contacts.

    You have the following options for finding a specific contact:

    • Enter a name in Search. While entering the recipients, matching suggestions are displayed. To accept a suggestion, click on it.

    • If multiple address books are available, you can select one.

    The selected contacts are displayed below the list. To undo the selection, click on Clear selection.

  3. To accept the selected contacts in the input fields To, CC or BCC, click on Select.

How to add attachments to an E-Mail on the Compose page:

  1. Select the files to be sent as attachments.

    • To send a local file as an attachment, click on Attachments. Click on Add local file. Select one or more files.

      Tip: You can also add an attachment by dragging one or several files from a file browser or from the desktop to the E-Mail window and dropping them below the Attachments button.

    • In order to use the current version of a file from the Drive app as an attachment, click on Attachments. Click on Add from Drive.

      Open a folder in the Add attachments window. Select one or several files. Click on Add.

  2. You can use the following functions:

    • In order to remove an attachment, click the Delete attachment icon .

    • To hide or show the attachments, click the Expand iconon the left side. The attachments are displayed as squares or as a list. To toggle the view, click the Squares icon or the List icon on the right side.

Notes:

  • As long as the attachments are being uploaded, a progress bar is displayed below the folder tree.

  • Depending on the groupware configuration, attachments will not be sent when having reached a certain size limit. In this case, the attachment will be saved in the E-Mail attachments folder in the Drive app. The E-Mail includes a link to the attachment.

How to send attachments as a link on the Compose page:

This function allows sending large attachments by E-Mail. This is how it works:

  • The attachments are uploaded to a new folder below My shared E-Mail attachments in the Drive app. The name of this folder corresponds to the E-Mail subject. The folder is shared with a public link.

  • The E-Mail recipients receive a link for downloading the attachments.

  1. Select the files to be sent as attachments.

    • To send a local file as a link, click on Attachments. Click on Add local file. Select one or more files.

      Tip: You can also add an attachment by dragging one or several files from a file browser or from the desktop to the E-Mail window and dropping them below the Attachments button.

    • In order to use the current version of a file from the Drive app as an attachment, click on Attachments. Click on Add from Drive.

      Open a folder in the Add attachments window. Select one or several files. Click on Add.

  2. You can use the following functions:

    • In order to remove an attachment, click the Delete attachment icon .

    • In order to hide or show the attachments click on the button with the attachment icon.

  3. Click on Use Drive Mail . Additional functions are displayed.

    • To set the expiration date for the public link, click on Expiration. Select an entry.

      If the attachment is to be deleted after the expiration date, enable Delete if expired.

    • To receive notifications for specific events, click on Notification. Enable the desired entries.

      Note: Depending on the server configuration, this function might not be available.

    • To protect the public link with the attachments with a password, enable the checkbox. Enter a password.

Notes:

  • As long as the attachments are being uploaded, a progress bar is displayed below the folder tree.

  • In the Sent objects folder, the E-Mail is marked with the icon. When viewing the E-Mail. the following information is displayed at the top of the E-Mail text.

    • A link to the folder containing the attachment.

    • Information about the expiration date and a possibly used password.

    • A list of the attachments' file names.

How to add a signature to the E-Mail text on the Compose page:

  • When having set up signatures, you can add a signature to the E-Mail text. To do so, proceed as follows:

    • Click on Signatures.

    • Select a signature from the list.