This guide explains how to add or modify one or more SPF records in the DNS zone (of a domain name) managed on the Manager Infomaniak.

Preamble

• If your domain name is registered with Infomaniak, your email is managed by Infomaniak but your website is hosted with another provider (Wix for example) you probably manage the DNS zone (and therefore the SPF) with this other provider: refer to this other guide on the subject.

Understanding SPF records

The SPF (Sender Policy Framework) record type is a standard for verifying the domain name of the sender of an email and aims to reduce spam.

It indicates which server is or is not allowed to send emails for a domain.

If the SPF fails for an email, this means that it was not sent from an authorized server/ IP address by the administrator of the sending domain.

The email is then considered as spam.

Moreover, Infomaniak automatically installs this type of record when creating a Mail Service on your domain (strict SPF):

v=spf1 include:spf.infomaniak.ch -all

Thus, the recipient server of the email you send will evaluate that any email not coming from Infomaniak servers will be rejected. This prevents malicious individuals from impersonating email addresses from your domain.

You can also decide to modify the SPF for a more flexible model:

v=spf1 include:spf.infomaniak.ch ?all

In this case, the recipient server of the email you send will evaluate, according to its own rules, whether it accepts emails not coming from Infomaniak servers.

In summary:

• ?: the receiving server accepts the message even if the sender is not listed in the SPF
• ~: the receiving server generally accepts the message if the sender is not listed in the SPF but flags it as suspicious
• -: the receiving server rejects the message if it is not listed in the SPF (recommended)

Add a SPF via a TXT record

Refer to this other guide to manage this type of record in a DNS zone.

Add multiple SPF

If you use other mail providers in addition to Infomaniak, you must obtain their SPF and then merge it with Infomaniak's according to a specific syntax.

Example of 3 SPF to merge:

• Infomaniak's: v=spf1 include:spf.infomaniak.ch -all
• Those of 2 secondary providers:
  • v=spf1 include:the-second-domain.xyz ?all
  • v=spf1 include:the-other-domain.xyz ~all

... the final SPF to be inserted into your DNS zone must be in the following form:

v=spf1 include:spf.infomaniak.ch include:the-second-domain.xyz include:the-other-domain.xyz -all

Delete any other SPF entry from your domain's DNS zone! Any DNS addition or modification can take up to 48 hours to propagate.

SPF quantity limits

Multiple SPF records are limited to a maximum of 10 inclusions.

The Infomaniak SPF already includes 4 entries:

• include:relay.mail.infomaniak.ch
• include:app.mail.infomaniak.ch
• include:newsletter.infomaniak.com
• include:amazonses.com

Check the SPF record(s)

The global security tool on the Infomaniak Manager allows for easy verification and correction of any problematic records.

In case of a problem, it is recommended to analyze your domain name on MxToolbox to check if your SPF contains syntax errors, too many inclusions, or any other issue that could lead to an error:

… or directly at the address https://mxtoolbox.com/spf.aspx.

This guide explains how to connect the Outlook 2019 email application to an email address hosted by Infomaniak.

Prerequisites

• Create the address within my kSuite or on a Service Mail (Service Mail alone, or existing within a kSuite).
• Test the email password (without confusing it with the one used to log in to the Infomaniak interface).
• Check on the Service Mail that the automatic diagnosis is correct.

Add the email address to the application

To configure the email application:

1. Open the application.
2. Click on the File menu:
   
3. Click on Account Settings.
4. Click on Add or remove accounts:
   
5. Click on New:
   
6. Enter the email address to connect.
7. Click on Advanced options.
8. Click on Manual configuration.
9. Click on the blue Connect button:
   
10. Click on IMAP:
    
11. Enter the password for the email address to connect.
12. Click on the blue Connect button:
    
13. Uncheck the additional configuration box for mobile devices if necessary.
14. Click on the blue Finish button:
    
15. Click on Repair to correct some automatically added but incorrect information:
    
16. Click on Advanced options.
17. Click on Manual repair.
18. Click on the blue Repair button:
    
19. Check and complete the missing information by scrolling down if necessary.
20. Click on Outgoing Mail:
    
21. check and complete any missing or incorrect information
22. Click on Next:
    
23. Click on Finish:
    
24. Click on Close:
    
25. There you go, your email address is now correctly configured in the application:
    

Recommended settings

• Incoming IMAP server = mail.infomaniak.com
• IMAP Port = 993 (with SSL)
• Outgoing SMTP server = mail.infomaniak.com
• SMTP port = 465 (with SSL)
• Username = the full & complete email address ( ? )
• Password = the one assigned to the email address you want to access ( ? )
• Authentication required for sending emails:
  • It is activated in the SMTP settings of your application.
  • Check "use the same settings as the incoming server" or, depending on the software/email clients, enter a username (= full & complete email address) and its password.

Refer to this other guide if you are looking for information about other compatible messaging ports and protocols.

In case of trouble

There is no need to contact Infomaniak Support if your email address works well outside of the application. The most common error involves using an incorrect password. The troubleshooting guides help you resolve any potential issues:

• Learn about the solutions provided in this other guide regarding email in general.
• This other guide is more specifically about Outlook.

… and if your Outlook no longer works since a change of email password, refer to this other guide.

This guide is about IP addresses, those…

• … assigned to websites/hosting/servers, dynamic or static, shared or dedicated,
• … assigned by your Internet Service Provider (ISP) when establishing an Internet connection to your Infomaniak product.

Introduction

• A dedicated or static IP address for a website is a permanent IP address specifically assigned to it.
• Unlike a shared IP address, which is used by multiple websites, a dedicated IP address ensures that only this platform is associated with that address.
• Dedicated IP addresses for websites are often used in cases where stability, customization, and security are important, such as server hosting, firewall configuration, or activating SSL certificates (even though it is possible to proceed without a dedicated IP address to install an SSL certificate).
• Here are the main advantages:
  • Configuring a PTR record or reverse DNS on dedicated IPs is useful, especially for setting up a mail server, as some email providers check the PTR record before accepting emails sent from a server.
  • Better connection stability.
  • Reduced risk of a bad reputation due to websites sharing the same IP address.
  • Easier configuration of certain technical aspects.
  • A dedicated IP can improve a website's search engine ranking (although there are differing opinions among SEO specialists).
• **Warning:** Infomaniak does not allow access to websites via HTTP(S) by IP (dedicated) on managed servers; you must use a domain name that points to the IP (or use the preview URL).

Add a dedicated IP to the website

To add a dedicated IP to your website, refer to this guide.

If you encounter any issues directing web traffic to a specific port, refer to this other guide.

IP address block (Internet connection)

If you can no longer access…

• … all your email addresses that you have with Infomaniak (which usually work well) and this with an email software/client from the same Internet network (that is, from the same IP address provided by your ISP)…

… or if you have unfortunately performed this type of operation:

• repeated unsuccessful connection attempts via FTP, SSH, or on access points such as the WordPress login…
• requests returning too many errors such as mass 403 errors…

… your access to Infomaniak servers may be blocked due to the banning of the IP address (banip / ipban) of your internet connection.

To unlock the situation, contact Infomaniak support by email and specify the domain concerned and especially your public IP address concerned.

Permanent Unblocking (IP Whitelisting)

With a Cloud Server, you can additionally request to permanently authorize the IP address in question so that the block does not recur under any circumstances. To do this, you must:

1. Have a dedicated IP associated with your Cloud Server.
2. Be aware that Infomaniak will no longer block potential attacks from this IP; attacks or malicious access attempts from this address will no longer be automatically blocked by the security systems.
3. Confirm by email and from a contact address associated with the account (owner or administrator) that you understand and accept full responsibility in case of an attack originating from this IP.

This guide explains how to add an alias domain to a domain name.

Introduction

• A synonym domain is a domain name that can serve as a secondary name for another domain.
• When a synonym domain is added, it automatically inherits the content of the DNS zone of the main domain (including MX, A records, etc.), as well as its Web and Mail hosting.
• Alternatively, you can also add a (domain) alias to a website or add a (domain) alias to a Mail Service.

Add a synonym domain to a domain

Prerequisites

• The domain name of the future synonym or the management of its DNS zone…
  • … must be reserved with Infomaniak,
  • … must be configured with the Infomaniak DNS,
  • … must not yet be linked to any product.
• The domain name to which the synonym will be added…
  • … must not be associated with the Infomaniak Newsletter product.

To access your domain names:

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 Synonym domains in the left sidebar.
4. Choose to add a synonym.
5. Click on Next:
   
6. Select an existing domain within the current Organization, or order a new domain in advance, and click the button to Confirm:
   

Refer to this other guide if you are looking for information on how to dissociate a synonym domain name.

This guide explains how to display and forward the headers of an email.

Preamble

• An email consists of a header (header) and the actual content of the message (body, body text).
• Most email software/clients do not directly display the headers, but showing or forwarding them allows Infomaniak support to identify the issues encountered.
• The headers of an email provide various information such as:
  • the sender
  • the recipient
  • the date
  • the subject
  • The servers involved in the transmission between the sender and the recipient
    
    
     

Display the headers…

... on Mail Infomaniak

To display the headers of an email from the Mail Infomaniak interface:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Open the relevant message and click on the action menu ⋮ on the right.
3. From the menu that appears, select View headers:
   

To display the headers if you are using an external mail application, refer to this other guide.

Forward the headers of an email

To forward the headers of an email, in response to a support request or to the recipient of your choice, either…

• … copy-paste the headers displayed according to the method above.
• … forward the email.

However, for the headers to be present, it is essential to forward the message not in the body of the message but as an attachment only. The email attachment will be in principle in the .eml format and this file contains all the necessary headers.

A third method for complete email transmission is explained in this other guide.

This guide details what can be searched for on the Web app Mail Infomaniak (online service mail.infomaniak.com) or other kSuite services. To search on kDrive, refer to this other guide.

Search for an email

You can perform a global search (among all directories of the Web app Mail Infomaniak) either in the body of the message, or in its subject, or among its senders/recipients, large attachments, etc. If you want to find a message in a specific directory, select it first.

Advanced search is accessible from the dropdown arrow ‍ to the right of the search field at the top of your Mail:

To search for the trace of an email or know its activity, you can also search in the logs of an email address.

Email search with a mail software/client

To find out how your specific email application performs searches, consult its documentation. For example, Thunderbird and Outlook can synchronize messages locally and perform local searches, while other applications may prefer to search on the IMAP server. In this case, the email client sends a search command to the server, which then searches all messages stored on the server and returns the results to the email client.

Search for a contact

You can search for an address book, a group, or a person among your contacts using the search field at the top of your Infomaniak address book:

Search for an event

You can search for calendars, events, rooms, including among their descriptions and the people associated with them:

This guide explains how to connect the email application Outlook (Microsoft 365 MSO) to an email address hosted by Infomaniak.

Prerequisites

• Create the address within my kSuite or on a Service Mail (Service Mail alone, or existing within a kSuite).
• Test the email password (do not confuse it with the one used to log in to the Infomaniak interface).
• Check on the Service Mail that the automatic diagnosis is correct.

Add the email address to the application

To set up the email application:

1. Open the application.
2. Click on File.
3. Click on Add account.
4. Enter the email address to connect.
5. Click on Connect.
6. Choose IMAP:
   
7. Check and complete the missing information by scrolling down if necessary:
   
8. Click on Next.
9. Enter the password for your email address.
10. Your email address is now configured in the application.

Recommended settings

• Incoming IMAP server = mail.infomaniak.com
• IMAP Port = 993 (with SSL)
• Outgoing SMTP server = mail.infomaniak.com
• SMTP Port = 465 (with SSL)
• Username = the full & complete email address ( ? )
• Password = the one assigned to the email address you want to access ( ? )
• Authentication required for sending emails:
  • It is activated in the SMTP settings of your application.
  • Check "use the same settings as the incoming server" or, depending on the software/email client, enter a username (= full & complete email address) and its password.

Refer to this other guide if you are looking for information about other compatible messaging ports and protocols.

In case of trouble

There is no need to contact Infomaniak Support if your email address works well outside of the application. The most common error involves using an incorrect password. The troubleshooting guides help you resolve any potential issues:

• Check out the solutions provided in this other guide regarding email in general.
• This other guide is more specifically about Outlook.

… and if your Outlook is no longer working since a change of email password, refer to this other guide.

This guide explains how to replace the main domain name associated with a Service Mail in case you want to, for example, change the spelling of everything that comes after the at sign @ in your email address (= the domain name).

Introduction

• You can also follow this procedure if the goal is to have completely new email addresses while keeping the history of your emails on Mail (since the email address will continue to exist, for example info@premier-domaine.xyz will become info@new-domain.xyz without altering its content).
• Indeed, it is not possible to simply change the spelling of the relevant domain name; it is therefore necessary to replace the current domain name associated with your email addresses with another domain name.
• To simply add an additional domain name, refer to this other guide.
• To modify the part of your email address that comes before the at sign @, refer to this other guide.
• Note also that you can rename your product (example) on the Infomaniak Manager but changing the name of a Service Mail has strictly no impact on its addresses; you need to act on the domain name.

Change the domain name of the Service Mail

Prerequisites

• Own the new domain name (if necessary, create it in advance).
• Familiarize yourself with the instructions in this other guide by applying the instructions corresponding to your situation (this is to ensure that the domain name works when it is attached to your Service Mail).

Once the new domain name is ready to replace the old one, you need to add it to the Service Mail and then perform a swap:

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 Domain Management in the left sidebar
   
4. Click on Domains linked to the service in the left sidebar.
5. Click the blue button Add a linked domain:
   

6. It is possible to:

   1. Search for an existing domain within the organization you are logged into; this will link and automatically update the DNS zone of the added domain.
   2. Add a domain name or subdomain to manually specify the domain name or subdomain to use (ideal if the domain name is hosted elsewhere).
   3. Purchase a new domain name (read the prerequisites above).

   

a: The domain exists at the Organization level

1. Click on the proposed domain name:
   
2. Click on the blue button Link this domain:
   
3. Click on the ⋮ icon to the right of the new domain name added.
4. Click on Set as primary domain (you must have dissociated the synonym domain from the primary domain if there was an association previously):
   
5. Confirm the reversal and wait for the operation to complete.
6. Click on the ⋮ icon to the right of the old domain name.
7. Click on Unlink domain:
   
8. Confirm the detachment.

It is done, the Mail Service now responds to a new domain name.

b: The domain exists but elsewhere

1. Enter the domain name that will replace the current one.
2. Enable DNS record updates (if the domain name situation allows it, the DNS zone of the domain name will be automatically updated).
3. If the above point 2 is active, then enable the replacement of any existing entries.
4. Enable domain name reversal (to avoid additional steps as in point "a" above).
5. Click on the blue button Link this domain:
   
6. Wait for the operation to complete.
7. Click on the ⋮ icon to the right of the old domain name.
8. Click on Unlink domain:
   

This guide explains how to export the contents of an email address hosted by Infomaniak.

Preamble

• Infomaniak does not offer an export (e.g. PST) but keeps your emails without limit* for the entire duration of your contract with integrated backups.
• The manual export offered works on Windows: you can thus save your emails in a single archive that is easily restorable.
• For additional help, contact the support of the software/email client used, or a partner.

Manual export

To export all the messages contained in your email address hosted by Infomaniak:

1. Install the free application Thunderbird.
2. Configure the email address in question using IMAP (to include subfolders).
3. Make sure all desired content is present (synchronize the box from the beginning - not just the last 30 days for example).

Then…

• … or you install the free application BackupThunderbird which allows the creation of an archive (encrypted if necessary) and later restoration…
• … or you can simply display the hidden files in Windows, then find and save this folder profile
  C:\Users{USER}\AppData\Roaming\Thunderbird\Profiles{PROFIL_USER}\
  as it contains all your emails.

Download emails locally

Another solution (not recommended) could be to configure a software/email client by choosing to receive emails via the POP3 protocol, which will download the messages locally. Only the inbox is affected.

* within the framework of normal use of a shared service, in accordance with Article 1 of the particular conditions of the Mail Service

This guide explains how to create a template for the signature tool for all your email on the Web app Mail Infomaniak (online service mail.infomaniak.com).

Introduction

• A template allows you to create the neutral base of a tool that can then be used by several users of the same Infomaniak Mail service, or even customized according to the person who will use it.
• In the case of a signature template, the creator of the template creates the style of the signature, also chooses the element(s) that must be present, and it is up to the end user, from their Mail, to complete certain details of their signature.
• You can also hide a model so that it is no longer used.

Create a signature template

To create a model:

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 product in question.
3. Click on Global Configuration in the left sidebar.
4. Click on the Signature tab.
5. Click on Add a signature template:‍
   
6. Select the model type.
7. Click the blue Continue button:
   
8. Depending on the model, define the fields, social information, image content, etc., and whether the content will be automatically completed based on the user or if the information should be set right away.
9. Click the blue Continue button:
   
10. Give a name to the model.
11. Decide whether this model should be applied to users with existing addresses on the Mail Service.
12. Click the blue Finish button or save as a draft according to the choice at point 11:
    

Available fields and variables (see point 8 above)

In addition to drafting a unique signature template, you have the option to insert, where necessary, information that will be adapted from the information automatically retrieved from the user but also manually completed by them:

• Name
• First name
• Phone number
• Job title etc.

Thus, users who will have access to this signature template will be able to simply enter one or the other of these pieces of information in boxes located below the signature editing window, without worrying about the graphic design of the signature itself.

Apply the signatures to users from this model

Click on the action menu ⋮ located to the right of the signature template:

You can edit the signature, duplicate it to create a different signature for certain people based on this model, and delete it.

Another option allows you to create signatures for the different users using the domain's email addresses:

• They will be notified by email that a new signature is available.
• For shared email addresses (e.g., contact@domaine.com), if you want a generic signature that uses this template, without it being associated with a specific user, you must configure it yourself from the Infomaniak Web Mail app (online service mail.infomaniak.com) or the Mail Service.

Mail Service users will then be able to…

• … use the new signature created from this template
• … add their personal information

Activate a template on an existing email address

It is necessary to have an existing template to activate it on one or several email addresses:

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 product in question.
3. Click on the boxes to select one or more email addresses in the table that appears.
4. Click on the action menu ⋮ then on Apply a signature template.
5. Select the model of your choice.
6. Click on the Activate button: