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This guide details the allowed and valid characters when you need to create an email address (up to 64 characters) within an Infomaniak Mail Service.
username.mail @ domain-name.xyz
Some characters may be prohibited or allowed, but they are not the same characters depending on whether they are before or after the @ symbol, as in username.mail@domain-name.xyz
for example.
To understand the possibilities offered at the level of the domain name itself (distinct part domain-name.xyz
which comes after the @ symbol), read this guide.
In the part representing the user's email address (distinct part username.mail
which comes before the @ symbol), Infomaniak allows certain characters as defined below.
International Standards
Providers like Infomaniak may restrict the use of certain characters when creating email addresses, even though they are allowed by the RFC (Request for Comments) #5321 and #5322 in particular.
Here's what can be used or not in the part preceding the @ symbol of an email address:
Prohibited Characters | Only Allowed Characters |
---|---|
period (.) when used as the first or last character or consecutively ("anna.alpha" is allowed but "anna..alpha" is not) | |
@ symbol | A-Z |
space | 0-9 |
exclamation mark (!) | hyphen (-) |
number sign (#) | underscore (_) |
dollar sign ($) | |
percent sign (%) | |
caret (^) | |
ampersand (&) | |
asterisk (*) | |
opening parenthesis (( ) | |
closing parenthesis ( )) | |
equals sign (=) | |
opening bracket ([) | |
closing bracket (]) | |
opening chevron (<) | |
closing chevron (>) | |
comma (,) | |
quotation marks (") | |
slash (/) | |
semicolon (;) | |
question mark (?) | |
all non-ASCII characters | |
all non-printable characters such as those from the ASCII character set less than 32 (e.g., control characters) |
This guide explains the different ways to address an email to multiple recipients.
To / Cc / Bcc
When sending an email to multiple people, it is preferable to include a primary address in the "To:" or "For:" field (for example, your own alternate email address if you have one).
In the "Bcc:" or "BCC:" field, you will enter the various email addresses of your recipients. These "Bcc" or "BCC" fields (respectively "blind carbon copy" and "blind carbon copy invisible") will make your recipients believe that they are the sole recipients of the email or, at least, hide the other addresses from other people, which prevents general spam propagation and provides welcome privacy.
Hiding Recipients in Mail
Most email software includes Cc/Bcc fields for entering recipients in a blind carbon copy.
In Mail, you can enable these Cc & Bcc fields at the top right of the composing window:
The "Cc" field copies your recipients but does not hide their respective addresses!
This guide explains how to create an email address using the Infomaniak Mail Service, our efficient and secure solution for hosting your email addresses.
To create multiple addresses in bulk, follow this guide (click here). To invite someone to use an existing address, follow this guide (click here).
Prerequisites
- Have an Infomaniak Mail Service in your Infomaniak Manager
- Have available or order a quota of free addresses:
- Log in to the Infomaniak Manager (manager.infomaniak.com) from a web browser like Brave or Firefox
- Click on the icon in the top right corner of the interface (or navigate using the left side menu, for example)
- Choose Mail Service (under Collaborative Tools)
- Click on the name of the relevant object in the displayed table
- Click on the shopping cart icon in the top right corner:
Create an Email Address
If you haven't added an email address to your Mail Service and/or haven't used all the available email addresses yet:
- Log in to the Infomaniak Manager (manager.infomaniak.com) from a web browser like Brave or Firefox
- Click on the icon in the top right corner of the interface (or navigate using the left side menu, for example)
- Choose Mail Service (under Collaborative Tools)
- Click on the name of the relevant object in the displayed table
- Click on the blue button Create an Email Address in the top right:
An assistant will guide you step by step through the creation of your email address:
- Enter the desired email address (only what comes before the "@" symbol, e.g., your first name - the domain name is already specified, and any aliases are visible when hovering over )
- Click the Continue button
- Depending on the intended use, choose the user for whom the email address is created...
... for yourself
In this case, the assistant will ask you to choose a secure password.
Then the email address is created, automatically added to your Infomaniak Mail (accessible via the icon in the top right of the screen), and immediately available to use in any email software/application.
... for one or more users
In this case, the assistant offers you to continue (blue button bottom right) or continue without an invitation (blue link below - the following steps will be the same as above but without automatic addition to your Webmail).
If you click the blue Continue button, you need to specify the user for whom the email address is intended:
- Specify the name of the existing user in your organization or an email address of an external user
- You can repeat the operation to add multiple users, which will be displayed in a table
- If you add only one external user, you must choose how they will log in to use the email, which will determine whether the password is displayed or not (step 5 below):
- If you add only one external user, you must choose how they will log in to use the email, which will determine whether the password is displayed or not (step 5 below):
- If necessary, specify user permissions (automatically taken from the global configuration), including the permission to change the password later:
- Click Continue
- Depending on the choice 2.1 above, a securely automatically generated password may appear
- The users mentioned in steps 1+2 above receive an email informing them of the creation of the email address and inviting them to log in with Infomaniak
You can modify user permissions at any time from your Mail Service.
Example of Creating for Only One Other User
Your goal is to create the address "camille@domain.xyz" for one of your friends:
- Start the address creation wizard on the "domain.xyz" Mail Service
- Enter the term "camille"
- Choose to create the email address for someone else
- Enter your friend Camille's personal email address to invite them to use the address
- Under Advanced Options, choose to use the email address you just created as the login username in the future (left option)
- No password is requested or displayed
- Camille receives an email at their personal address informing them of the operation and inviting them to click
- They follow the account creation wizard and must enter a name, first name, and personal phone number
- To complete the creation of their user account, they must choose a password (which will allow them to log into this user account and, if necessary, link the email address to other applications or Webmail accounts)
- Once logged in, they arrive at Mail Infomaniak and can use the email address camille@domain.xyz, which is automatically linked to this Webmail
Additional Actions
From the Create an Email Address button, there are two additional actions:
- Create a generic email address type: no-reply (for sending confirmations, validations, invoices, etc.) and catchall (allows receiving all messages for which there is no specific address on your domain)
- Create multiple email addresses: allows creating multiple email addresses at once using a CSV file
To delete an email address
- Log in to the Infomaniak Manager (manager.infomaniak.com) from a web browser like Brave or Firefox
- Click on the icon in the top right corner of the interface (or navigate using the left side menu, for example)
- Choose Mail Service (under Collaborative Tools)
- Click on the name of the relevant object in the displayed table
- Click on the action menu â‹® on the right of the relevant email address
- Select Delete Email Address, enter your Infomaniak account login password, check the box, and then click the Delete Email Address button
You can also delete email addresses in bulk:
- Click on the column header checkbox
- Select Delete in the bottom right of the screen:
This guide explores the concepts of email address spoofing, spoofing, and spam that appears to originate from your own email address.
Has my account sent spam?
You may receive spam that seems to come from your own email address. Rest assured that this spam is intended only for you, and it will not be sent to your contacts from your email address. Your email account remains secure, and its integrity is not compromised in any way.
To reduce the presence of these messages in your inbox, check if your own email address is listed in the whitelist of your spam filter. If so, it is necessary to remove it from this list.
I'm receiving bulk sending errors
Spammers use various tactics to conceal the true source of their messages. They often modify the sender's address, either by creating it or by randomly selecting from existing address lists, making it difficult to trace the real origin of the message. Imagine anyone being able to impersonate you by sending a postal letter and indicating your address on the back of the envelope. Similarly, spammers can impersonate you by using your email address as the sender, aiming to bypass anti-spam filters and reach their target audience.
When you frequently receive error messages indicating the failure of the delivery of alleged spams, these messages may not have actually been sent from your account but have simply pretended to come from your email address.
These messages can be sent in two ways: either from inadequately secured mail servers exploited by spammers until the vulnerability is detected and fixed, or by Trojan horses infecting hundreds of thousands of computers worldwide. These computers, often referred to as "zombies," send messages almost automatically, unbeknownst to their owners, at the simple request of a spammer, following the principle of botnets.
Have I been hacked?
This does not mean that your account has been hacked, your email address has been stolen, or your identity has been impersonated. Instead, it is an attempt to bypass anti-spam security measures, called "mail forging" or email falsification. Unfortunately, Infomaniak and other hosting providers cannot do anything about this issue.
The only solution would be for all mail servers worldwide to be secure and require authentication for sending emails, which the ethical servers of Infomaniak do.
However, as long as all servers on the planet are not secure, "mail forging" will continue to be a persistent challenge.
Additional precautions
Ensure that no catchall-type address on your Mail Service is redirected to the overloaded email address, which could be the reason for an increase in undelivered email views.
The implementation of DMARC can help you analyze the usage of your email.
This guide explains how to change the password of an email address from Mail Infomaniak, the complete online solution to read and manage your Infomaniak emails.
Prerequisites
- have a valid access to Mail Infomaniak where the email address is attached
- have permission to change the password of the address: if you were invited to Mail to manage your address, it is possible that the Mail Service manager has removed this right from their admin account
Change the password of an address
From a Web browser, on Mail
To change the password of an email address already attached in Mail without having to provide the old password:
- log in to Mail Infomaniak (mail.infomaniak.com) from a Web browser like Brave or Firefox
- click on the icon at the top right of the interface
- verify or select the relevant email address from the drop-down menu
- click on the Email address password
- enter the new password for the email address
- read the information about any other users of the same email address
- click on Save
From the Infomaniak Mail app (Android / iOS)
This functionality is not possible at the moment.
This guide explains how to suspend the administrative management of a product so that no user can use it within the Infomaniak Manager.
Prerequisites
- be an administrator or legal representative (users with limited rights such as collaborators and clients will not be able to do this)
Block a Product
To block or unblock specific products for the entire organization:
- Log in to the Infomaniak Manager (manager.infomaniak.com) using a web browser like Brave or Firefox
- Go to the product you want to block
- Click on Manage on the product's dashboard
- Click on Block Product Management
By blocking the management of a product:
- only administrators and the legal representative can unblock it
- users with limited rights such as collaborators and clients who have access to this product can no longer manage it
An email is sent to the users of the organization.
Suspend Emails
A Mail Service cannot be blocked as indicated above, but it can be put in maintenance mode.
To suspend email addresses:
- Log in to the Infomaniak Manager (manager.infomaniak.com) using a web browser like Brave or Firefox
- Click on the icon in the top right corner of the interface (or navigate through the left side menu, for example)
- Select Mail Service (under Collaborative Tools)
- Click on the name of the relevant object in the displayed table
- Click on Manage
- Click on Enable Maintenance
- Confirm by clicking the red button to suspend the use of the addresses (receiving is not interrupted but access for viewing is not possible)
This guide explains how to activate an autoresponder ("out of office" email message) on an email address managed with Infomaniak.
This allows you to inform your correspondents that you are currently unable to respond immediately because you are away, on vacation, etc.
Preamble
The automatic response in case of absence can be activated from Mail Infomaniak and from the Manager where all addresses of a Mail Service are managed.
You can activate or deactivate a message already saved, but there cannot be multiple active responders on the same email address: activating one message deactivates another if applicable.
Activate the responder from Mail
Prerequisites
- have a valid access to Mail Infomaniak to which the email address is attached
- have permission to modify the responder: if you were invited to Mail to manage your address, it is possible that the manager of the Mail Service has removed this right from his admin account
To activate the out-of-office message from Mail:
- log in to Mail Infomaniak (mail.infomaniak.com) from a web browser like Brave or Firefox
- click on the icon in the top right corner of the interface
- verify or select the relevant email address from the drop-down menu
- click on Responder
- enable the automatic message if necessary or read below
Activate the responder from the Manager
To activate the out-of-office message from the Manager:
- log in to the Manager Infomaniak (manager.infomaniak.com) from a web browser like Brave or Firefox
- click on the icon in the top right corner of the interface (or navigate through the left side menu, for example)
- select Mail Service (universe Collaborative Tools)
- click on the name of the relevant object in the displayed table
- click on the relevant email address in the displayed table
- click on the Responder and Signatures tab
- enable the automatic message if necessary or read below
Write the out-of-office message
To manage the message that will be automatically sent in response, click on Add:
then:
- A: enter a name for your responder (to distinguish it from other messages if you create multiple ones)
- B: set whether the automatic response should be given recurrently on specific days of the week
- C: set an end date/time if the message should no longer be sent beyond a certain duration
- D: set a start date/time if the message is planned in advance for a specific period in the future
- E: write your out-of-office message
- F: display advanced settings
- G: set another email address that will be used to send your automatic out-of-office message (the address must be verified beforehand)
- H: enter specific email addresses (or
@domain.xyz
for an entire domain) to prevent them from receiving this out-of-office message
then click on the blue button at the bottom right to Add the message.
Once added, you can enable or disable it:
You can also edit a saved message by clicking on the pencil icon on the right.
How often is the automatic response sent?
Your response is sent only once to people who send you messages.
However, if the same sender sends you a new email 7 days after the previous one and if your automatic responder is still enabled, an automatic response is sent to him again to remind him that you do not have access to your mailbox.
So be careful if you test it on your address it is normal that it only works the first time. In subsequent tests, the responder no longer sends the message when it detects that the message comes from an address that has already sent a message before. So you will need to make a new attempt from another email address.
You can reset the 7-day counter by clicking on Reset when editing your message:
Go further with templates
Custom templates can be applied when creating a new email address on your Mail Service for example, or en masse on all addresses of your domain. Learn more
This guide explains how to switch, in an email software, from a POP configuration to an IMAP configuration for the same mailbox. Indeed, for various reasons, it is highly recommended to use the IMAP protocol instead of POP.
Switching from POP Protocol to IMAP Protocol
If your email address is already configured with the POP protocol in your email software (Mozilla Thunderbird, Microsoft Outlook, etc.), it is not possible to switch directly to the IMAP protocol on the same account. Most common email software does not allow you to modify an existing POP3 account and set it to IMAP instead.
The solution is to add the same email account but with the IMAP protocol to your email software and then move your messages and folders from the POP account (on your computer) to the IMAP account (on the mail server).
With Microsoft Outlook
Some versions of Outlook, such as 2016, prevent the simple addition of a second account with the same name (identical email address).
To work around this, you need to add the account from the Profiles section:
From there, you can add the additional account in IMAP:
- Configure the new email account with the IMAP protocol (the same account as configured in POP but this time in IMAP)
- Move one folder at a time by dragging them to the inbox of the new account configured in IMAP
- Wait while the elements are transferred (this may take a long time depending on the volume to be transferred to the server); the activity is indicated at the bottom of the window
With Apple Mail
Deleting the email account configured with POP also deletes the messages it contains. Therefore, it is recommended to disable the POP account instead of deleting it!
Once the POP account is disabled, follow our guide to configure your email address in Apple Mail using IMAP.
When you are done, all you need to do is drag the messages from your POP account's folder structure to the folder structure of the new IMAP account.
This guide explains how to copy the content of one or more email addresses existing with other providers, to one or more email accounts managed by Infomaniak, using the Infomaniak import tool!
The previous provider could be Gmail, Yahoo, Outlook.com, Swisscom, Hotmail, etc., but it's also possible to copy content already present on an email address for which Infomaniak is the provider (e.g., ik.me).
Prerequisites
- Order a Mail Service from Infomaniak
- Create one or more addresses on this Mail Service
- The email address whose content needs to be copied must have been used (or be compatible) with the IMAP protocol
⚠️ Once the import process has started, it can't be interrupted! The entire external mailbox will be imported. Duplicate deletion (in case of successive imports) is managed.
Specific Guides
Click on the link corresponding to the email service provider to import:
- Emails from @ Gmail (or email address from @ custom domain Google)
- Emails from @ custom domain Microsoft 365
- Emails from @ custom domain Skiff
- Emails from @ custom domain Swisscom
- Emails from @ Yahoo
Guides for any other email provider
To import to Infomaniak the content of an email address:
- Go to https://import-email.infomaniak.com/
- If necessary, log in to your Infomaniak account in the desired organization (the import will be done to an email address associated with the Infomaniak Mail interface of the account you are using)
- Click on Single Import
- Fill in the left field with your starting email address (whose content is to be copied)
- Fill in the right field with the password of that same email address
- If necessary, modify the Advanced Settings to specify an IMAP server address
- Click Confirm
- If necessary, enter a second email address to be imported at the same time
- Choose on which email address to import the emails; the dropdown lists the email addresses currently associated with your Infomaniak Mail interface of the Infomaniak account you are logged in with
- After selecting the desired destination address from the list, click on the blue button Import emails
- The copy begins and continues in the background. You can close the window that appears. A confirmation email will be automatically sent to all email addresses involved in the operation once the import is complete, stating the number of messages copied
Bring back the content of multiple email addresses in bulk
To import the content of multiple email addresses (maximum 100 per 100):
- Open the bulk transfer wizard (https://import-email.infomaniak.com)
- Select Import multiple email addresses from a CSV file
- Download the provided CSV template as an example to create one with the correct information needed for copying
- Upload the file using the Select a CSV file button
- Once the file is loaded into our tool, select Import email address
- Wait while the content of the addresses is copied (a confirmation email is sent once copying is complete)
If you send an email
from abc@gmail.com
to xyz@domaine.com (the domain you have at Infomaniak)
and that on this email address at Infomaniak you have a redirection to abc@gmail.com
then abc@gmail.com will never display your email.
The problem isn't that the redirection doesn't work: it's more a question of a particularity of Gmail: an email from Gmail to Gmail via the redirection of an address at Infomaniak will cause a problem on the side of Gmail, in the way it handles mail.
Your message will never arrive (because as far as it is concerned it is already in the box, in the items sent).