E-Mail

5.1. The E-Mail Components

Search bar

Enables you to search for E-Mails

Folder tree

Displays the E-Mail folders.

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  • Inbox. Per default, all incoming E-Mails are received in this folder.

  • Drafts. Contains the E-Mails saved as draft.

  • Sent objects. Contains the E-Mail sent by you.

  • Trash. Contains the E-Mail deleted by you.

  • Archive. Contains the E-Mails archived by you.

  • My folders. Contains the E-Mail folders created by you.

Depending on the groupware configuration, the content can differ from this information.

Functions

  • 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 the button Add mail account for adding E-Mail accounts.

  • In the Files app, the View all Attachments button below the folders shows all E-Mail attachments that you have received or sent .

  • Depending on the groupware's configuration, additional buttons are available below the folders. Those buttons allow to launch a wizard to configure various clients.

Categories bar

Shows predefined categories for the E-Mails in the Inbox folder. This allows to assign incoming E-Mails to certain categories sorted by senders.

Notes

  • Depending on the groupware's configuration, categories might not be available. If categories are available, you can show or hide the categories bar in the View menu in the toolbar.

  • The categories' number, names and order are preset. Depending on the server configuration, some categories can be renamed or disabled.

Functions

  • If clicking on a category, only the E-Mails assigned to this category are shown in the display area.

  • If double-clicking or right-clicking on a category, a window opens that allows to rename or disable categories.

Toolbar

Contains the following:

  • Compose. Creates a new E-Mail.

  • Icons for replying to and forwarding the selected E-Mail:

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

  • Move icon . Opens a menu allowing you to move an E-Mail to a category. This icon is only available if the categories bar is displayed.

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

  • Archive icon . Archives the E-Mails selected by you.

  • Actions icon . Opens a menu with further functions:

  • View. Opens a menu with checkboxes for controlling the view.

    • Defining the layout of the list and detail view: Vertically, Compact, Horizontally

    • List. 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.

    • Use categories. Opens or closes the categories bar.

    • Configure. Opens the dialog window for configuring the categories bar.

    • Folder view. Opens or closes the folder tree.

    • Checkboxes. Displays checkboxes for marking objects, in the list.

    • Contact pictures. 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.

    • Date and time. Shows the exact date and time when the E-Mail was received.

    • Message size. Shows the E-Mail's size instead of the date and time.

    • All attachments. Shows all attachment that you have sent or received, in the Files app.

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. If you use categories, the E-Mails of the selected category are displayed in the inbox.

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  • The following details are displayed for each E-Mail: sender, subject, date or time of the receipt or the E-Mail's size. 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.

Functions

  • To select several E-Mails, enable the Checkboxes checkbox in 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.

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.

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  • Subject

    If E-Mails are sorted by conversations, the number of E-Mails in a conversation is displayed below the subject. 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.

  • Read icon . Changes the status from Read to Unread and vice versa.

  • The sender's name. The recipient's name. The names of additional E-Mail recipients, if existing. If clicking on a name, a pop-up opens. It displays information about the contact.

  • Date and time of the receipt.

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

  • Frequently used functions: Quick reply, Reply all, Forward, Delete

  • Actions icon . Opens a menu with editing functions.

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

    • Attachment icon . 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.

    • Squares, List . Shows the attachments as squares or as list. To apply a function to a specific attachment, click on the attachment's name in the List view.

  • If selecting an E-Mail with an attachment as link in the Sent items folder, information about the attachment are displayed at the top of the E-Mail.

  • E-Mail text

    Quotes from previous E-Mails are marked at the beginning of the line. If the quote is only partly displayed, you can use the Show quoted text icon to display the complete quote.

Pop-up

If clicking on a sender's or recipient's name in the detail view, a pop-up opens.

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  • Buttons for frequently used functions:

    • If this contact is not yet in a address book, Add to address book is displayed. If clicking on the button, the page for creating a new contact opens.

    • Send mail. Opens the page for sending a new E-Mail to the person.

    • Invite to appointment. Opens the page for creating an appointments with this person.

    • if the contact is saved in a personal address book, Edit is displayed. If clicking on the button, the page for editing the contact opens.

    • Delete icon. Removes the contact from the address book shown in Saved as.

  • Further actions icon . If clicking on the button, a menu with frequently used functions for organizing contacts is opened.

  • The person's contact data.

  • If the contact data of this person are saved, the path to the address book with the contact data is displayed.

  • Information about this person from social networks. You can use the available buttons to open this person's profile.

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

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

View for composing or editing

This view is used when creating a new E-Mail or editing an E-Mail draft.

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  • Depending on the groupware configuration, elements that can be either at the top or at the bottom of the screen.

    • Send. When having completed the required input, click on this button to send the E-Mail.

    • Save. If clicking on this button, the current E-Mail content is saved in the Drafts folder.

    • Cancel. In order to cancel the process, click on this button. In the next dialog window, you can choose between some options.

  • Your sender address is displayed next to From. Depending on your groupware account's settings, you can choose between various sender addresses. In order to select another sender address, click on the address.

  • To input field. Enter one or several recipients in this field. While entering the recipients, matching suggestions are displayed. To accept a suggestion, click on it.

    To send a copy to other recipients, click on CC or BCC on the right side of the input field. Enter the addresses of the recipients of the copy or the blind copy in the matching input fields.

    If clicking on To, CC or BCC, a list opens that allows to select recipients.

  • Subject input field. Enter your E-Mail's subject in this field.

  • Attachment button. Click on this button to add local files or files that are saved in the Files app.

  • Signatures button. Let's you define whether to add a signature to the E-Mail text. Click on the button to select or remove a signature. In the E-Mail settings you can create or edit signatures.

  • Options button. Click on this button to set specific options: The E-Mail's text format, priority, read receipt.

  • Input field for the E-Mail text. Enter the text in the field. If having selected the html format from the Options, you can format the text or add images.