/webmail/mail/mail-settings

Mail settings

The email settings section allows you to manage your preferences regarding the display and organization of your email messages.

To change your settings, click on the settings icon settingsIcon at the top right corner of the navigation bar. Then, look for the sidebar under the heading Mail and select the item corresponding to the settings you wish to modify.

Visualization

Layout

Set the display mode you prefer by choosing from:

  • three-column display;
  • display with message preview;
  • list view.

Reading settings Set your preferences for reading messages by deciding whether to enable/disable the display of emails grouped by conversation; show/hide the priority of messages received; activate/deactivate reading confirmation messages; or, to automatically load or not images contained in the messages.

Folders

Organize and manage default folders, personal folders, and subscribed/shared folders in your Webmail.

Folders

In this section, you will find all folders, both default and personal ones.

Default folders (Inbox, Sent, Drafts, Trash) cannot be renamed, nor deleted.

For each folder, you will be able to see its name, number of read or unread messages, and the action you are allowed to perform on them.

Icon Action Description
shareIcon Share Share a folder and the messages contained therein with one or more users.
editIcon Modify Modify the folder's pathway and name. This also allows to subscribe to a folder and make it visible on your folders list.
folderCompactIcon Compact Deleted emails that are marked as deleted but are not expunged .
trashIcon Delete Deletes the folder.

By clicking on the Edit icon editIcon, you can edit specific settings of a folder, including:

  • Activation or deactivation of a subscription. This allows the folder to appear on or disappear from your folders list;
  • The pathway of a folder or subfolder;
  • The name of a fodler or subfolder;
  • Setting a time frame after which messages will automatically be deleted. You can choose among one of the following time frames:
    • 1 month
    • 3 months
    • 6 months
    • 1 year
    • 2 years
    • 3 years
    • 4 years
    • 5 years
By setting a timer to perform an automatic cleansing of a specific folder, all messages received earlier than the beginning of the selected time frame will be permanently deleted.

Automatic cleansing will be operative in about 24 hours.

Shared folders

In this section, you will find all the folders that have been shared with you. The sidebar of the Mail section shows each folder's name, number of read/unread messages, and subscription activation/deactivation button. This also allows you to view or not view the folder in the sidebar.

Composition

Set preferences for writing new messages.

Read/delivery confirmation

Set up an automatic request for a read receipt to receivers. An automatic notification message will be sent to you in case your receiver confirms the setting.

Reading confirmation is at the discretion of the receiver.

Set an automatic notification for successful delivery of all the messages you send to the remote server.

The delivery notification does not guarantee that the message has been viewed or read by the receiver.

Cancel sent email

Allows you to choose a time frame where you can cancel sent emails. The service depends on your domain plan and, if available, allows you to choose among the following time frames:

  • 5 seconds
  • 10 seconds
  • 20 seconds
  • 30 seconds
  • disabled

10, 20, or 30 second cuts can be set for domains with Professional and Enterprise plans only.

Email Templates

Email templates simplify the composition of recurring emails by saving canned messages to choose from when composing the email.

Go to Email Templates, by clicking on the New Message button you can set a new message to be saved as a default.

It is necessary to indicate:

  • Name: useful for the user to identify the message among the others saved (it will not be part of the email at the time of sending)
  • Identity: select the address from which you want the template message to be sent. If a signature has been set for the selected identity, this will be automatically added at the end of the message
  • The subject of the message
  • The body of the message
  • Attachments can also be added

After saving at least one template, when composing a new email message, you can click on Email Templates and choose the message you want to send from the list displayed. Each message setting (identity, subject, text, attachments) can be changed before sending the message.

Settings Email Templates by plan

Depending on the plan you are subscribed to, you can set canned messages with the following limits:

Basic Professional Enterprise
Number of configurable email templates 5 10 20
Maximum number of attachments 5 10 10
Maximum message size (MB) 5 10 10

Signatures

Set a customized signature for the different identities of your account. Each signature will automatically be added to the bottom of your new messages.

Identities are composed by default based on the settings of the email aliases and alias domains belonging to your domain.

With each signature, you will be able to check the displayed name, the identity that the signature is associated with and the actions that you can perform on each signature as shown below.

Icon Action Description
Default Default It allows you to quickly understand if the setting Set sender as default is active on the signature.
Bcc Bcc It allows you to quickly understand if the setting Add sender in Bcc is active on the signature.
editIcon Modify Change your signature settings.
trashIcon Delete Delete the signature.

To add a signature, click on New Signature, select the identity you want to associate it with, enter the name that will be displayed, and the body of the signature. Then, click Save. You can also insert HTML code in the body of the signature to show your company logo or link to a website, for instance.

In the signature settings, you can also find an option to activate/deactivate:

  • Set sender as default, in case you have multiple identities;
  • Add sender in Bcc automatically. This option is particularly useful in the management of the email of mailboxes that have active forwarding, or in the case of Email Alias or Domain Alias.
  • Don't add signature to replies.

If there is only one identity, the section will not be displayed and you will only need to enter the display name and signature.

Labels

Set one or more labels to assign to your messages.

To add a label, enter the name you want to assign to the label, then choose a color, click on the Add label button, and save the changes by clicking on Save, located in the top right corner of the interface.

To modify an existing label, click on the edit icon EditIcon corresponding to the label that you wish to modify. Then, modify the chosen label and click on the Modify label button to update the list of labels. Finally, save the changes by clicking on the Save button on the right-hand side.

To fix a label in the sidebar of the mail module, making it visible even in compact mode, click on the fixed icon PinIcon corresponding to the label you wish to fix. Finally, save the changes by clicking on the Save button in the upper-right corner.

To delete an existing label, click on the trash icon TrashIcon corresponding to the label you wish to delete and save the changes by clicking on the Save button in the upper-right corner.

It is possible to apply labels automatically to messages received by creating a Filter.

Autoresponder

Set up an automatic reply to all messages received by your account, entering the subject and text of the message.

It is possible to select the time interval, specifying the start and end dates and times, when the automatic reply will be active. This way, the autoresponder will be activated and deactivated automatically on the dates you set.

The automatic reply message is sent to a specific sender only once within 24 hours.

Forward

Set one or more addresses to automatically forward all messages received from your account.

To add a forwarding address, enter the email address you wish to forward the messages to. Click on the + button to add the address to the list of recipients and save the changes by clicking on the Save button in the upper-right corner of the interface.

You can enter up to a maximum of 20 forwarding addresses.

To delete an existing forwarding address, click on the trash icon TrashIcon at the address you wish to delete and save the changes by clicking on the Save button in the upper-right corner.

To keep a local copy of all forwarded messages, activate the corresponding option.

Antispam

Set your antispam rules by choosing the addresses allowed to send you messages (Whitelist) and those that aren't (Blacklist).

It is possible to vary the sensitivity of the Antispam filter for the entire domain through its settings, from the control panel.

Never enter your own domain in the list of whitelists or blacklists as this would expose you to possible email scams.

Whitelist

The Whitelist is a list of email addresses or domains that you trust and that you always want to receive messages from. These will not be analyzed by the spam filter.

To add an email address or a domain to the Whitelist, select the type of action that you want to allow (e.g. allow incoming or outgoing messages). Then, enter the email address or domain that you wish to add by clicking the + icon to add the address to the corresponding list.

Even if an email address or a domain is present in the Whitelist, all messages containing viruses will not be received nor delivered. You can check the delivery/block status of messages destined to you by accessing the Tracemail section of the control panel.

To remove an email address or a domain from the Whitelist, click on the trash icon TrashIcon corresponding to the address that you wish to remove from the list.

If you log in to Webmail as a Postmaster and enter a domain or an email account in Whitelist, the settings will affect all email accounts in the domain.

Black list

The blacklist is a list of email addresses or domains that you deem to be unreliable and, therefore, believe should be blocked. Emails coming from these email addresses will always be rejected by the spam filter.

To add an email address or a domain to the Blacklist, enter the email address or domain that you wish to add by clicking on the + button in the address list.

By entering an email/domain address in Blacklist, all messages coming from the email address/domain will be automatically blocked and returned to sender.

To remove an email address or a domain from the Blacklist, click on the trash iconTrashIcon in correspondance with the email address that you wish to block.

If you log in to Webmail as a Postmaster and enter a domain or an email account in Blacklist, the settings will affect all email accounts in the domain.

Filters

Set specific rules for your incoming messages and organize your email in the best way.

Filters are a very powerful tool. They allow you to sort or perform other actions on the emails you receive, directly on the server as soon as they arrive. This means that the actions are performed regardless of whether or not you are connected to the Webmail.

To add a filter, assign a name to the filter you want to add, specifying the rules that you want to assign to each filter by choosing from the available options. Then, click on the Add filter button and save the changes by clicking on the Save button in the upper-right corner.

To modify an existing filter, click on the edit EditIcon icon that corresponds to the filter that you wish to modify. After modifying the paramenters that you like, click on the Update filter button and save the changes by clicking on the Save button on the right-hand side.

It is possible to change the order of the filters used to process the messages. To do so, click on Reorder and move the desired filters. Finally, click End report and then Save.

To deactivate an existing filter, click on the enable icon EyeIcon in correspondence of the filter that you wish to deactivate and save the changes by clicking on the Save button on the upper-right corner.

To delete an existing filter, click on the trash icon TrashIcon in correspondence of the filter that you wish to delete and save the changes by clicking on the Save button on the upper-right corner.

Item available Desired value
Subject The email subject
Sender Message sender
Recipient Recipient of the message
Cc Addressees in Cc of the message
Bcc Addressees in Bcc of the message
Message Message Details
Message body Message body
Date of arrival Message arrival date
Size Message size
Other heading Set a custom header

*you can choose if each filter contains/does not contain parameters; exists/does not exist.

Action Effect
Move message to The message is moved to the selected folder
Copy the message to The message is copied to the selected folder
Reject with the following message The message is rejected with a pre-set message
Cancel The message is deleted
Mark message as The message is marked as read, deleted, replied, or drafted
Apply label A certain label is applied to the message
Redirect message to The message is forwarded to a certain email address
Send a copy to A copy of the message is sent to a certain address
Keep message The message is kept in the inbox
Stop processing the filters The execution of the filters is interrupted when the condition occurs

The filter is executed when the conditions correspond to what you set. As a consequence, the desired action is performed.

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