Infomaniak takes pride in securing data through a comprehensive and diverse approach to security. For whistleblowers, the company has implemented an internal system that allows irregularities to be reported safely and anonymously, without fear of reprisals. This protection mechanism is known and accessible to all employees, thereby strengthening transparency and accountability within the organization.

Infomaniak demonstrates its commitment with concrete and effective measures to protect those who report anomalies.

This guide is for owners of a domain name on the infrastructure who are having a DMARC issue when using certain Google tools like Meet or Calendar.

Fix a DMARC error

To make the configuration of your domain name (with a DMARC policy of type reject) compatible with the use of certain Google services, it is necessary to add a corresponding SPF record:

• Before: v=spf1 include:spf.infomaniak.ch -all
• After: v=spf1 include:spf.infomaniak.ch include:_spf.google.com -all

To edit the SPF currently configured in the DNS zone of your domain name:

1. Click here to access the management of your product on the Manager Infomaniak (need help?).
2. Click directly on the name assigned to the concerned product.
3. Click on DNS Zone in the left-hand menu.
4. Click on the action menu ⋮ located to the right of the TXT record containing the relevant SPF value:
   
5. Click on Edit.
6. Edit the field by adding include:_spf.google.com on the same line after the existing include Infomaniak, and before the ending -all.
7. Click on the Save button:
   

Refer to this Google documentation if you are looking for information on configuring Google's SPF.

This guide explains how to modify product access rights for a user in your Organization on the Manager Infomaniak.

Preamble

• Since you opened your account with Infomaniak, you are part of at least one Organization.
  • If you were alone and it was not an invitation, an Organization was created in your name and you automatically become the legal responsible.
  • Otherwise, you belong to the Organization that invited you (to join its kSuite, to manage a product, etc.).
• It is possible to modify a user's role within your Organization.
• You can then define whether a user…
  • … is part of your Organization and should become:
    • Legal representative
    • Administrator
    • Collaborator (this part is detailed below…)
  • … is external to your Organization (limited rights):
    • External users are not included in the sharing of calendars and address books with the entire Organization.

Who can access what…

Prerequisites

• To be Administrator or Legal Representative‍ within the Organization.
• Have added a user‍ as a collaborator.

The guide below allows you to manage product access for collaborators and external users. Indeed, a legal representative or an Administrator already has access to all existing products within the Organization and visible on the Infomaniak Manager.

To modify a user's product access in the Organization:

1. Click here to access user management on the Manager Infomaniak (need help?).
2. Click on the action menu ⋮ located to the right of the user in question.
3. Click on Edit product access:
   
4. Expand the tabs/accordions by product if necessary.
5. Click on the product category to which you want to grant access.
6. Select the necessary product(s).
7. If you have selected multiple products, decide whether a future additional product should automatically be visible to the user (and with what type of permissions).
8. Click the Save button:
   
9. Start again at step 5 if you need to grant access to multiple products. You can also grant full access with maximum permissions in 1 click:
   

Service usage / Service management

Note, on your product table, it is important to distinguish between product access (such as kDrive within the kSuite) and product management access:
It is possible to allow a user to use kDrive (they will be able to create a PDF, for example) without granting them kDrive service management rights (they will not be able to change the offer, invite a new user, cancel, etc.).

Technical rights / Statistical rights

With certain services like kDrive, it is possible to grant a collaborator TECHNICAL and/or STATISTICAL rights (adds access to the dashboard, share links, storage statistics, active users, connected devices, activity on the kDrive):

Other services like domain names do not have a STATISTICS section:

Some specific services like the billetterie allow you to grant even more detailed rights:

Easier access: Work Teams

To facilitate the addition of access rights to a product within your Organization, there are Work Teams. These allow you to create groups linked to Infomaniak products with the desired rights, very practical for giving a new collaborator in your Organization access to the products they will need in their daily activity.

This guide details the various ways to send an email to multiple recipients, including hiding the email addresses of other participants.

Introduction

• When you send emails, it is sometimes necessary to include multiple recipients using the fields:
  • À
  • CC :
    • French: Carbon Copy
    • English : Carbon Copy
  • BCC :
    • French: Blind Carbon Copy
    • English : Blind Carbon Copy
• Do not overload the To and CC fields with recipients who are not directly concerned by the email.
• Use the BCC field to protect the email addresses of recipients when there are multiple people on the list.
• For multiple, recurring and/or important sends, beyond the imposed limits, it is recommended to use suitable tools instead:
  • Infomaniak Guest Manager
  • Infomaniak Newsletter

Understanding and using these 3 email fields

The To field

This field is used to indicate the main recipient(s) of the email, those who receive the email as a direct copy.

• Use this field for the main recipients who are directly concerned by the content of the email.
• Examples: work meeting, project report, direct communication with a client.

The CC field

Used to send a copy of the email to other people in addition to the main recipients. All recipients can see who received a copy of the email.

• Use this field to include secondary recipients who need to be informed but are not the main actors in the discussion.
• Example: inform a supervisor about a conversation, include colleagues interested in the subject without them needing to intervene.

The BCC field

Used to send a copy of the email to people without the other recipients knowing that they have also received it.

• Use this field to include recipients who need to receive the email without the other recipients knowing.
• Example: sending an email to a group with a supervisor in BCC for follow-up, avoid disclosing email addresses to all recipients (often used in mass emails).

Using the available fields on Mail Infomaniak

To access the appropriate fields in your Infomaniak mailbox:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Click on ‍ New message.
3. Click on CC & BCC to display the fields that will allow you to enter the email addresses of your recipients:

Usage examples

Each of these fields has a specific function and can be used strategically depending on the context of your communication. Be transparent and ethical in the use of the CCI field to avoid misunderstandings or conflicts:

• Team Communication
  • To: main project members
  • CC: Project Manager, other concerned departments
  • BCC: Director for information without direct intervention
• Marketing email
  • To: do not use (or simply indicate the sender's email address)
  • CC: do not use
  • BCC: list of subscribers to protect individual email addresses
• Important announcement
  • To: main recipients (e.g.: directors)
  • CC: board members, key collaborators
  • BCC: other stakeholders for confidential information
• Meeting announcement
  • To: John Doe, Jane Smith
  • CC: project.manager@company.com
  • BCC: director@company.com
• Event invitation
  • To: main guests
  • CC: coordination@event.com
  • BCC: secondary guest list (to protect email addresses)

This guide explores the concepts of email address hijacking, spoofing, and spam that appears to come from your own email address.

Has my account sent spam?

It is possible that you receive spam that appears to come from your own email address. Rest assured that this spam is intended solely for you and will not be sent to your contacts from your address. Your email account remains secure, and its integrity is in no way compromised.

To reduce the presence of these messages in your inbox, check if your own email address is on the whitelist of your anti-spam filter. If it is, you need to remove it from this list.

I am receiving mass sending errors

Spammers use various tactics to hide the true source of their messages. They often alter the sender's address, either by creating it or by randomly selecting it from lists of existing addresses, making it difficult to trace the real origin of the message. Imagine if anyone could impersonate you by sending a postal letter with 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 to deliver alleged spam, it is possible that these messages were not actually sent from your account, but merely made it seem as though they came from your email address.

These messages can be sent in two ways: either from insufficiently secured mail servers, exploited by spammers until the vulnerability is detected and fixed, or by Trojan horses infecting hundreds of thousands of computers around the world. These computers, often referred to as "zombies," send messages almost automatically, without the knowledge of their owners, at the simple request of a spammer, following the principle of botnets.

Have I been hacked?

This in no way means that your account has been hacked, that your email address has been stolen, or that your identity has been stolen. It is rather an attempt to bypass anti-spam security measures, known as "mail forging" or email falsification. This is an issue that, unfortunately, Infomaniak and other hosts cannot do anything about.

The only solution would be for all mail servers worldwide to be secured and require authentication for sending emails, which Infomaniak's ethical servers already do.

However, as long as not all servers worldwide are secured, "mail forging" will remain a persistent challenge.

Additional precautions

Check that no catch-all address on your mail service is redirected to the overloaded mail address, as this could be the cause of an increase in undelivered emails.

Implementing a DMARC protocol can also help you analyze how your email is being used.

This guide explains how to suspend the administrative management of a product so that no user of the Organization can use it within the Manager Infomaniak. Upon request, it is also possible to block a user of your Organization, without deleting them.

Preamble

• By blocking the management of a product:
  • Only administrators and the legal representative will be able to unlock it.
  • Users with limited rights (collaborators and clients) who have access to this product will no longer be able to manage it.
• An email is sent to the users of the Organization.

Block a product

Prerequisites

• Be an administrator or legal representative (users with limited rights (collaborators and clients) who have access to this product will not be able to do this).

To block or unblock certain products for the entire organization:

1. Click here to access product management on the Infomaniak Manager (need help?).
2. Access the service you want to block.
3. Click on Manage on the dashboard of the relevant product.
4. Click on Block product management:
   

Suspend emails

A Service Mail cannot be blocked in the way indicated above but it can be put into maintenance.

Prerequisites

• To be an administrator or legal representative (users with limited rights (collaborators and clients) having access to this product will not be able to do it).

To suspend email addresses:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click on Manage.
3. Click on Enable maintenance.
4. Confirm by clicking the red button to suspend the use of the addresses (reception is not interrupted but consultation is impossible):
   

Block a user from the Organization

To quickly block a user from the Organization in case of a security incident, contact Infomaniak support by authenticating (with the support code for example) and by justifying your request.

Thus, the main critical services, such as the Manager, the kDrive Web app and the Web Mail app will be inaccessible. Depending on the situation, also refer to these links to block other services like messaging (IMAP / SMTP) or Web services.

To avoid blocking the user yourself but instead guide them through a procedure to secure their account, refer to this other guide.

This guide explains how to activate an out-of-office reply (automatic email message)out of officeon an email address managed with Infomaniak. You can thus inform your contacts that you are unable to respond to them immediately, because you are absent, on vacation, etc.

Preamble

• The automatic reply for absence can be activated from the Web app Mail Infomaniak (online service mail.infomaniak.com) and from the Manager where all addresses of a Mail Service are managed.
• You can activate or deactivate an already recorded message, but there cannot be multiple active responders on the same email address: activating one message deactivates another if necessary

Activate the out-of-office reply from the Mail app

Prerequisites

• Have permission to manage the responder: if you had been invited to the Web app Mail Infomaniak (online service mail.infomaniak.com) to manage your address, it is possible that the manager of the Mail Service has revoked this right from their admin account.

To activate the out-of-office message:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Click on the Settings icon ‍ at the top right.
3. Check or select the relevant email address from the dropdown menu on the left sidebar.
4. Click on Responder:
   
5. Enable the automatic message if necessary or read below.

Activating the out-of-office reply from the Infomaniak Manager

To activate the out-of-office message from the Manager:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the relevant product.
3. Click on the email address in the table that appears.
4. Click on the Auto-reply and signatures tab.
5. Enable the automatic message if necessary or read below.

Compose the out-of-office message

To manage the message that should 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 several).
• B: specify if the automatic response should be provided on a recurring basis on specific days of the week.
• C: set an end date/time if the message should no longer be sent after 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: specify an optional alternative email address to send your automatic out-of-office message from (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 activate or deactivate it:

You can also edit a already recorded message by the pencil icon ✎ on the right.

How often is the automatic reply sent?

Your response is sent only once‍ to people who send you messages.

However, if the same sender emails you again 7 days after the previous one and if your automatic reply is still activated, an automatic response will be sent to them again to remind them that you do not have access to your inbox.

Be mindful that if you test your address, it is normal that it only works the first time. During subsequent tests, the auto-responder will no longer send the message when it detects that the message comes from an address that has already sent a message before. You will therefore need to conduct a new test from a different email address.

You can reset the 7-day counter by clicking on Reset when you edit your message:

Going further with templates

Custom templates can be applied as soon as a new email address is created on your Mail Service, for example, or in bulk to all addresses in your domain. Learn more

This guide explains how to copy the content of one or several existing email addresses from other providers to one or several email accounts managed by Infomaniak, using the import tool Infomaniak!

Preamble

• The entirety of the external mailbox will be imported.
• Once the import process has started, it can no longer be interrupted.
• A confirmation email is sent once the copy is complete.
• The removal of duplicates (in case of successive imports) is handled.
• It is also possible to copy the content already on an email address provided by Infomaniak (@ik.me for example).

Copy emails from another provider to Infomaniak

Prerequisites

• Order a Mail Service from Infomaniak.
• Create one or more addresses on this Mail Service.
• The email address whose content must be copied must have been used (or be compatible) with the IMAP protocol.
• The email address to which the content must be copied must be among the addresses attached to the Infomaniak Web Mail app (online service mail.infomaniak.com); if it is not listed, the drop-down menu (see point 9 below) will not offer this address.
  • This is not a prerequisite for batch import (detailed at the bottom of this guide).

Then, click on the link corresponding to the email provider to import:

• addresses @ Bluewin
• addresses @ Gmail (or address @ custom Google domain)
• addresses @ GMX
• addresses @ custom domain Microsoft 365
• addresses @ custom domain Swisscom
• addresses @ Yahoo

Guide for any other email provider such as Gandi, Hotmail, Hostinger, Sunrise, etc:

1. Click here to access the Infomaniak import tool (online service https://import-email.infomaniak.com).
   
2. Log in if necessary to your Infomaniak account on the Organization of your choice (the import will be made to an email address attached to the Infomaniak Mail interface of the account you are using).
3. Click on the single import.
4. Fill in the left field with your starting email address (whose content is to be copied).
5. Fill in the right field with the password of the same email address.
6. Modify the Advanced Settings if necessary to specify an IMAP server address.
7. Click on Confirm:
   
8. If necessary, enter a second email address to be imported at the same time.
9. Choose which email address to **import** the emails to; the dropdown list shows the email addresses currently linked to your **Infomaniak Mail** interface of the Infomaniak account you are logged in with (read the prerequisites above)
   
10. After selecting the desired destination address from the list, click the blue Import emails button.
11. The copy starts and continues in the background, you can close the window that appears, a confirmation email will be automatically sent to all email addresses concerned by the operation once the import is complete, indicating the number of messages copied.

Batch import email content

To import the content of several email addresses (maximum 25 at a time) — except for Google addresses due to its authentication method.:

1. Click here to access the bulk import tool (online service https://import-email.infomaniak.com).
2. Select Import multiple email addresses from a CSV file (format .csv) :
   
3. Download the example CSV template to create one with the correct information needed for the copy.
4. Upload the file using the Select a CSV file button.
5. Once the file is uploaded to the tool's page, select Import email.
6. Wait while the content of the addresses is being copied (a confirmation email is sent once the copy is complete).

This guide explains how to switch, in an email software/client, from a POP configuration to an IMAP configuration for the same email account. Indeed, for many reasons, it is strongly recommended to use the IMAP protocol instead of POP.

Switching from the POP protocol to the IMAP protocol…

If your email address is already configured with the POP protocol in your email software (Mozilla Thunderbird, Microsoft Outlook, etc.), it is impossible to switch to the IMAP protocol directly on the account. Indeed, the most common email software does not allow modifying an existing POP3 account and setting it to IMAP instead.

The solution is therefore to add the same email account but with the IMAP protocol in your email software/client and then to 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:

And from there you will be able to add the additional account, in IMAP:

1. Set up the new email account with the IMAP protocol (the same account as the one configured in POP but this time in IMAP):
   
2. Move one folder at a time by dragging them to the inbox of the new account configured in IMAP:
   
3. Wait while the items are being 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:
   
   

If your POP account kept a copy of messages on the server (a discouraged option found in Outlook's advanced settings), you risk having duplicate messages.

… with Apple Mail

Deleting the email account configured with POP will delete the messages it contains. It is therefore recommended to disable the POP account instead of deleting it!

Once the POP account is disabled, refer to this other guide to configure your email address in Apple Mail, using IMAP.

Once you have finished, all you will have to do is drag the messages present in your POP account tree to the tree of the new IMAP account.

This guide explains the behavior of the messaging system when a redirection is enabled on an email address managed with Infomaniak, and the target is a Gmail address.

Message not displayed on Gmail

If you send an email…

• … from ‍abc@gmail.com …
• … to xyz@domain.xyz (a domain you have with Infomaniak)…

… and that this email address xyz@domain.xyz at Infomaniak has an automatic redirection…

• … to abc@gmail.com …

… then abc@gmail.com will never display your email as a new message in the inbox. Nothing will happen on Gmail.

Why?

The issue is not that the redirection does not work: it is rather a peculiarity of Gmail: an email from Gmail to an email address at Infomaniak redirected to the same Gmail address as the sender's, will cause a problem on Gmail's end, in the way it handles the mail.

Your message will never arrive (because, for it, it is already in the box, in the sent items). In this case, you need to delete the redirection of emails.