This guide details the rules for sending group emails at Infomaniak to avoid any Spam qualification, in accordance with the Swiss federal laws and the Infomaniak Terms of Service.

Obtain consent (Double Opt-in)

The double opt-in is the only method to protect against complaints.

To be valid, the interested party's registration must:

1. Come from a form dedicated to a specific subject.
2. Be confirmed by the recipient via a validation link sent by email.
3. Be tracked by the system (recording of the IP address and date).

How to stay compliant?

• Use a contact form with double opt-in to build your lists.
• Systematically keep the IP address and the registration date of each subscriber.
• Always include a visible unsubscribe link at the bottom of each email.

Handling spam complaints

In case of a complaint, Infomaniak may temporarily suspend email sending.

• If you provide proof of registration (IP and date): the complaint is dismissed.
• Without proof of registration: the complaint is deemed justified. Infomaniak may then suspend the email address, the domain, or terminate the contract in case of recurrence.

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. 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 unblock 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 within the Organization (users with limited rights (collaborators and clients) who have access to this product will not be able to do so).

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 wish to block.
3. Click on the action menu ⋮ located to the right of the item concerned.
4. Click on Block product management:
   • Example 1, Cloud Server:
     
   • Example 2, domain name:
     
5. Confirm the suspension.

Suspend emails

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

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 so.

To suspend 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 Manage.
4. Click on Activate maintenance:
   
5. Confirm by clicking the red button to suspend the use of email 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, log in to manage your users as an Administrator or Legal Representative of the Organization:

1. Click here to access user management on the Infomaniak Manager (need help?).
2. Click on the user in question:
   
3. From the Manage button at the top of the page, you can remove the user from the Organization (which also removes their various product management access).
4. Further down, you can more finely manage the products to which the user should have access:
   

Thus, critical services, such as the Manager interface, of your Organization, the Web app kDrive and the Web app Mail may become inaccessible to them.

Depending on the situation, also refer to these links to block other services such as messaging (IMAP / SMTP) or Web services.

To not block the user yourself but to indicate a procedure for them to follow to secure their account, refer to this other guide.

This guide concerns the configuration of the mobile app Infomaniak Mail (app for iOS/Android smartphone or tablet).

Access the application settings

To open the settings of the mobile app Infomaniak Mail (app for iOS/Android smartphone or tablet) on your device:

1. Tap at the top left of your inbox:
   
2. Click on the Settings icon at the top right of the pane that has opened:
   
3. You can manage the settings from the screen that is displayed:
   
    

a. Signature selection

If you have multiple email addresses linked to your account, tap on the email address for which you want to change the signature. Then choose another signature from those configured.

On iOS, you can also manage your read receipt requests.

b. my kSuite only

Provides information about the current subscription.

c. Application lock

This option allows you to protect the application with one of the locking methods of your device, which allows you to stay connected to Infomaniak messaging with your user account but prevents access to Infomaniak Mail by a third party when the app is no longer in the open applications.

If your device has a fingerprint reader, you can use this method to activate the lock. The same applies to Face ID on iOS:

Upon reopening the application, authentication will be required.

d. Notifications on the device

You can configure the notifications for each of the email addresses linked in the application.

e. Synchronization of contacts & calendars

For now, this synchronization is managed externally; refer to the assistant https://config.infomaniak.com/.

f. Automatic advance

This section allows you to choose the action to be taken after archiving or deleting an email: open the next message, or the previous one, or return to the message list.

g. External content

This section allows you to choose whether to automatically display all external content present in an incoming email you are reading, or whether you prefer to hide it and only display it on demand.

h. Conversion list density

The display mode can be compact, normal, or large.

i. Theme

The theme allows you to choose a display type dark mode (dark) or conversely, a bright display in black and white. This display can also be defined based on the device's theme (thus allowing for any system setting that might vary the display based on the time of day).

j. Accent color

The accent color is either blue or pink.

k. Swipe actions

Swipe actions allow you to define which operation my kSuite Mail must perform if you swipe your finger across a message from right to left or left to right:

Possible actions are:

• delete the message (it goes to the trash)
• archive the message (it goes to an archive folder)
• mark it as read or unread
• move the message (and in this case, the folder list is displayed after a swipe)
• favorites (to activate a follow-up on the message)
• report as spam
• quick action menu (also accessible from reading the message and which offers to write a response, perform a transfer, deletion, printing, etc.)

and it is also possible to choose "none" to avoid operations that would not be desired if your device is not suitable for swiping:

l. Message display mode

Choose between an individual display of messages or a “discussion” / “conversation” mode, which allows you to group your emails by subjects/senders, i.e., group the received emails based on the discussion topic, thus making the inbox display lighter and easier to follow the messages from the different participants in the conversation:

Account management

Allows you to delete the Infomaniak account (after confirming you have read the important warning). Also refer to this other guide.

This guide explains how to create and then automatically add a signature to messages sent from the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail).

Preamble

• The signature will also be visible when sending from the Infomaniak Mail app (iOS / Android).
• It will not be present with another sending method (a software like Outlook for example).
• It is also not added to the messages of the answering machine; it is necessary to add one in the out-of-office message directly.
• One or more signatures can be added from Mail and from the Manager where all the addresses of a Mail Service are managed. Choose which signature to use when sending.

Access signatures from the Infomaniak Web Mail app

Prerequisites

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

To access signature management:

1. Click here to access the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon ‍ at the top right of the interface.
3. Check or select the email address concerned in the dropdown menu of the left sidebar.
4. Click on Signatures:
   

Access signatures from Mail Service

To access the Mail Service and signature management:

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 concerned.
3. Click on the email address concerned in the table that appears
4. Click on Signatures in the left sidebar:
   

Create and edit the signature

Two options are available to you:

1. Click on Add to create a new signature.
2. Click on the pencil icon ✎ next to an existing signature to edit it.
   

Then:

1. Choose an existing template or a new one:
   
2. Name the signature.
3. Specify a name for your identity (it will be displayed next to your email address in messages received by your correspondents).
4. Create the content of the signature in the designated area (see below for formatting options)
5. Choose whether or not to share the signature with all users of the Mail address.
6. Click on Advanced settings to choose the location to insert your signature: before the message (= header) or after the message (= signature)
   
7. Refer to this other guide regarding the choice of sending/replying addresses.
8. Click on the Create the signature button.

Signature formatting

You can use an image, edit the HTML source code, and format your text using a set of tools.

To avoid overly spaced line breaks, use the shift key in conjunction with the ENTER key on your keyboard, which is equivalent to the HTML tag <br> that causes a line break instead of a new paragraph.

Set a default signature

To choose the signature used by default under certain conditions:

1. Click here to access your signatures on the Infomaniak Mail Web app.
2. Check or select the email address concerned in the dropdown menu of the left sidebar.
3. Choose the signature that will be inserted by default when drafting:
   1. a new message
   2. a reply/forward
      

By setting a default signature from my kSuite+, it will be automatically displayed in the body of the email when drafting. You will still have the option to change the signature.

There is a case where the default signature will not be the one automatically inserted by default when drafting a message: see point 9 of this other guide.

Select or remove the signature when drafting

When you start drafting a new message:

1. The signature is automatically inserted.
2. If multiple signatures exist, you can choose another identity via the dropdown menu.
3. You can also quickly access the signature settings via the button in the toolbar:
   
4. You can remove the signature by hovering over it and clicking on the cross:
   

Associated addresses (multiple possible)

When a signature comes from a template (whether it was created from a model proposed by Infomaniak or generated with the advanced editor):

• users do not have access to the content of the signature in edit mode,
• they can enter dynamic values such as the sender's name or personal data that may be requested such as profession or phone number,
• they can also modify the advanced settings of the signature (such as the position of the signature in the context of a reply/forward) but to date, this setting is common to all users of the signature (1)

When a signature has been created directly without a template:

• if the signature is created from a predefined model:
  • the behavior is the same as in the previous point, i.e., a signature created from a template
• if the signature was created via the advanced editor:
  • users have access to the signature content in edit mode, but be careful, this content is shared; if Morgane modifies the content, Vanessa will have the same content once she has reloaded her Infomaniak Mail interface,
  • only the sender's name is specific to the user and there are no dynamic values in this kind of case,
  • advanced settings follow the same principle as in other cases: they are common to all users

In all cases, assigning a default signature to an email account is at the user level. For example, within the same email account, the signature chosen by default by Morgane is independent of the one chosen by Vanessa.

Go further with templates

Refer to this other guide if you are looking for how to define custom templates that 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.

This guide helps you resolve various issues related to setting up and using a DMARC policy with your email.

Refer to this other guide if you encounter a DMARC issue specifically when using Google services.

DMARC error or rejection...

...during a redirection while the initial destination address may have received the email (SPF error)

Email redirection without SRS generating an SPF error

Assume you have configured an email redirection from your email address "user@example2.com" to your new address "user@yourdomain3.com", without using SRS. When someone sends an email to "user@example2.com", it is automatically redirected to "user@yourdomain3.com". Example:

• sender: john.doe@gmahoo1.com
• initial recipient: user@example2.com
• final destination: user@yourdomain3.com (SPF error)

In summary: when John sends an email to "user@example2.com", the email is redirected to "user@yourdomain3.com". However, the mail server of "yourdomain3.com" still sees the email as coming from "john.doe@gmahoo1.com".

In detail: when John sends an email to "user@example2.com", the email is redirected to user@yourdomain3.com" that is to say that the sender's envelope address will remain john.doe@gmahoo1.com but the recipient's envelope address will be changed to user@yourdomain3.com.

This will generate an SPF error, as the SPF of the gmahoo1.com domain does not authorize the IP addresses of the example2.com SMTP servers to send emails for its domain.

It is this SPF error that will generate the DMARC rejection.

If you want the redirection to work without error, it is necessary that the provider of the redirecting email address performs the redirections with SRS.

How email redirections work at Infomaniak

When you receive an email on an Infomaniak address and it is redirected to another email address, the sender's email address is rewritten to reflect the redirection. Thus, the recipient's mail server sees the email as coming from your own domain.

In summary, the use of SRS in email redirection helps maintain the integrity and security of emails while ensuring that authentication mechanisms such as SPF and DKIM remain valid.

...related to an incorrect DNS entry

Malformed DMARC Record: if the DMARC record is not correctly formatted, this can cause errors. Make sure that the tags and values are correctly specified.

Invalid DMARC Policy: errors can occur if the specified DMARC policy is not correct. Possible values for the policy are "none", "quarantine", and "reject". An incorrect value can cause problems.

Multiple DMARC Entries: having more than one DMARC entry in the DNS zone is considered an error.

If you have multiple DMARC records, mail servers may interpret this in different ways, which can lead to unpredictable behavior. Fix this by consolidating your DMARC settings into a single entry.

Check your current DMARC entry in dedicated tools like the ones below:

• https://dmarcadvisor.com/dmarc-check
• https://mxtoolbox.com/dmarc.aspx

...linked to a send that does not comply with SPF and/or DKIM

A DMARC error or rejection related to SPF or DKIM can occur if the SPF or DKIM authentication mechanisms are not correctly configured or if they are not aligned with the domain's DMARC policy.

This can happen, for example, if you send an email from your Infomaniak email address using another provider's SMTP sending server. To resolve this issue:

• Check the overall security of the Mail Service.

I send an email from my Infomaniak address and I receive a "Reject DMARC" error email

To resolve this issue:

• Check the overall security of the Mail Service.
• Perform a send test from the Webmail mail.infomaniak.com and/or check the server settings of the email software/client.

I send an email from an external email address (Microsoft, Google, Yahoo, Orange, ...) and Infomaniak rejects my email with a DMARC error

To resolve this issue:

• Check with your email provider if the sends are made in accordance with their configuration recommendation and if necessary contact the email sender's provider to get more information.

I want to receive an email on my Infomaniak address but the sender informs me that they receive a DMARC error when sending to my address

To resolve this issue:

• In this case, the email has been blocked due to a violation of the DMARC policy that the sender has set up on their domain; it is necessary for the sender to contact their email provider or the administrator of their service to inform them of the situation.

This guide explains how to download an e-mail from the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) to obtain a file in .eml format on your hard drive, compatible with all email software/clients.

Download an e-mail

To save an e-mail from the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail):

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Open the message to download.
3. Click on the action menu ⋮ to the right of the open e-mail.
4. Click on Other actions.
5. Select Download:
   

4 alternatives

1. The Save as... function of an email software/client such as Thunderbird allows you to achieve the same result:
   1. Open the Thunderbird software.
   2. In the inbox, right-click on the message to save.
   3. Choose the location to save the .eml file.
2. To print the message and choose PDF from the available printers, refer to this other guide.
3. To download the message to kDrive, refer to this other guide.
4. To share it publicly using a simple shortcut to it, refer to this other guide.

This guide explains how to create sorting rules (in Standard mode) to automatically classify your incoming emails on Infomaniak according to certain conditions.

Preamble

• These rules allow the following automatic actions, among others:
  • Delete or move messages from email addresses you no longer wish to see.
  • Forward to your spouse the emails from an email address so that you both receive them.
  • Copy messages that contain a specific keyword to a folder.
  • etc.
• Unlike the sorting rules offered within email software/clients (Microsoft Outlook, Mozilla Thunderbird, Apple Mail...), these rules will act directly on the server of your mailboxes before even the IMAP connection.
• You can make a template for all the addresses of your Mail Service.
• If you use an email software/client configured in POP, in parallel with Mail Infomaniak, messages classified in folders will no longer be downloaded by your application as the POP protocol only retrieves messages that are in your main inbox. To view the classified messages, it will be necessary to use the IMAP protocol or Mail only.
• Depending on the offer you have, there is an advanced mode to create sorting rules in a dedicated language.

Access the rules from the Infomaniak Web Mail app

Prerequisites

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

To access the sorting filters for your Infomaniak mail:

1. Click here to access the Infomaniak Web Mail app (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon at the top right.
3. Check or select the email address concerned in the dropdown menu.
4. Click on Filters and rules:
   

Define a rule based on a received email

You can also create a rule directly from the received email:

1. Click here to access the Infomaniak Web Mail app (online service ksuite.infomaniak.com/mail).
2. Open the message from the sender in question.
3. Click on the action menu ⋮ at the top right of the open message.
4. Choose Create a rule to open the creation assistant that will be pre-filled with the elements of the message:
   ‍

Access rules from a Mail Service

To access the sorting filters for your Infomaniak mail:

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 email address concerned in the table that appears.
4. Click on the tab Rules from the left sidebar (or top bar):
   

Create a new rule in Standard mode

• Click on the button Add a rule in Standard mode to create a new rule using a creation assistant/form:
  
• The different conditions available for sorting filters are presented in this other guide.
• Once a filter is created, click on Continue to activate it.

Add, duplicate, or modify a rule in Standard mode

If there are already sorting filters, the button ‍ to add is at the top right of the table:

These settings can be modified whenever you want by clicking on the pencil ✎ icon located to the right of the item in question.

It is also possible to duplicate an existing rule to rework it as a copy without affecting the first one:

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

Search for an email

Regarding the scope of searches:

• The mention "Search in all folders" does not include by default neither the Trash, nor the Spam folder.
  • If a global search yields no results, the email may be in one of these two folders.
  • You will then need to go specifically to the Trash or Spams to perform the search there.
• If you want to find a message in a specific directory, select it first.

You can search for content…

• either in the body of the message,
• or in its subject,
• or among its senders/recipients, large attachments, etc.

The advanced search is accessible from the chevron ‍ 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 software/messaging client

To know how your specific messaging application performs searches, consult its documentation. For example, desktop apps (desktop application) Thunderbird and Outlook can synchronize messages locally and perform local searches, while other applications may prefer to search on the IMAP server and in this case, the software/messaging client sends a search command to the server, which then searches through all messages stored on the server and returns the results to the software/messaging client.

Search for a contact

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

Search for an event

You can search for calendars, events, rooms, including among the description of these and the people who were linked to them:

This guide explains how to manage the password of an email address from an Infomaniak Mail Service.

Preamble

• If you cannot log in to the Manager or Mail / kSuite, you will not be able to manage the passwords of any email addresses: refer to this other guide in this case.
• Changing the password of an email address means changing the IMAP / SMTP password: as soon as the password is changed, you must update your software (Outlook, etc.), mobile devices (iPhone), etc. with the new password (this is your responsibility).
• An email address can be accessed (on the Infomaniak Mail app) without the notion of a password: simply authorize your account or invite an acquaintance to be a user of the email address.

Add a password to an Infomaniak email address

Refer to this other detailed guide on this subject.

Create a password for a user

Instead of creating a password yourself and having to communicate it to the user later, you can directly allow a user who does not have as many permissions as you to obtain the password for the device they need:

1. Add the new user (existing in the Organization or not) as described in this other guide:
   
2. Once the user is added, switch to the devices tab to add a new device:
   
3. Enter the password to log in to your Infomaniak account if necessary, then select the user created in step 1.
4. Click on the first option to send a setup assistant for the user's device.
5. Click the Continue button:
   
6. Copy the invitation link valid for 30 days to be sent to the user.
7. If necessary, send the invitation to the user's email address:
   

In step 4 above, you can also choose to generate a password:

• The created password will be displayed, you can modify it one last time, copy it, and keep it safe (password manager, for example); it will no longer be able to be displayed afterward.

Reset/remove device password(s)

To cut off any current IMAP/POP/SMTP connection that is made using a password generated on this interface (this does not remove the address from the Infomaniak Web App Mail (online service ksuite.infomaniak.com/mail) — you need to administer the users of the email address for this), you can revoke a device, or even delete all existing configurations in 1 click:

1. Click here to access the management of your product in the Infomaniak Manager (need help?).
2. Click on the product name concerned.
3. Click on the email address concerned in the table:
   
4. Click on the Devices tab.
5. Click on the red link to disconnect all registered devices (confirmation is required).
6. Click on the action menu ⋮ located to the right of the device concerned.
7. Click on “Change password” to cut the current connection but allow the device to reconnect with a new password directly.
8. Click on “Disconnect the device” to remove it from the list and delete the corresponding connection:
   

What is a “generic” password?

Some email addresses may display a particular indication in the Devices section:

If this is the case, do not worry, this corresponds to the fact that the address has a password assigned to it when it was created (before the year 2026). This remains valid but, like other passwords, it is impossible to display. And unlike other passwords, this one cannot be reset (the option is grayed out, deactivated):

You can add an additional password without any problem.

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

Introduction

• The automatic reply when absent can be activated from the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail) and from the Manager where all addresses of a Mail Service are managed.
• You can activate or deactivate a previously saved message, but there cannot be multiple active out-of-office replies on the same email address: activating one message will deactivate another if necessary.

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

Prerequisites

• Have permission to manage the out-of-office reply: if you were invited to the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail) to manage your address, it is possible that the Mail Service manager has revoked this right from their admin account.

To activate the out-of-office message:

1. Click here to access the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon ​ at the top right.
3. Check or select the email address concerned in the dropdown menu of the left sidebar.
4. Click on Out-of-office reply:
   
5. Activate the automatic message if necessary, or read below:
   

Activate 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 product concerned:
   
3. Click on the email address concerned in the table that appears:
   
4. Click on the Answering Machine menu in the left sidebar.
5. Activate the automatic message if necessary or read below:
   

Write the out-of-office message

1. To manage the message that should be automatically sent in response, click on Add:
   
   Then:
   
   1. Enter a name for your answering machine (to distinguish it from other messages if you create several).
   2. Define whether the automatic response should be provided on a recurring basis on specific days of the week.
   3. Define an end date/time if the message should no longer be sent after a certain period.
   4. Define a start date/time if the message is scheduled in advance for a specific period in the future.
   5. Write your out-of-office message.
   6. Display advanced settings.
   7. Define another email address that will be used to send your automatic out-of-office message (the address must be verified first).
   8. Enter specific email addresses (or @domain.xyz for an entire domain) to prevent them from receiving this out-of-office message.
   9. Click the blue button at the bottom right to Add the message.
2. Once added, you can activate or deactivate it.
3. You can also edit a message already saved by 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 reply is still activated, an automatic response is sent to them again to remind them that you do not have access to your mailbox.

Be careful if you test it on your address, it is normal that it works only the first time. During subsequent tests, the answering machine no longer sends the message when it detects that the message comes from an address that has already sent a message before. You will therefore need to try again from another email address.

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

Go further with templates

Custom templates can be applied when creating a new email address on your Mail Service, for example, or in bulk on all addresses in your domain. Learn more

This guide explains how to mark your chosen emails as "favorite" on the Infomaniak mail service to have "tracking" of these messages and to display them separately if you wish.

Monitor one or more messages…

… from the Infomaniak Web Mail app

To add a message as a favorite:

1. Click here to access the Infomaniak Web Mail app (online service ksuite.infomaniak.com/mail).
2. Click on the ☆…
   • … to the left of a message in the message list
     
   • … at the top right of the message reading window
     
3. Once tracking is enabled, a dropdown menu in the top right corner allows you to display only a selection of your received messages according to several criteria: All, Read, Unread, Tracked, Untracked:
   

It is also possible to define an action on hover or add a shortcut in the bar above the message lists:

… from the Infomaniak Mail mobile app

On the message list:

1. Press and hold your finger on a message.
2. Press the ☆ icon at the bottom of the screen:
   

On a message being read:

1. Press the ☆ icon at the top right of the message reading window:
   

It is also possible to define a swipe gesture that would lead to a favorite marking of the message swiped with one finger.

This guide explains how to link an external website (hosted by an all-in-one website creation service, for example) to your Infomaniak mailbox.

This will be useful in cases where, for example, your webmaster has modified the technical information (DNS) of your domain name to direct it to your external website and this has interrupted your mailbox.

Prerequisites

• Your domain name includes the DNS corresponding to the provider of your external web service (as this is the DNS zone with this provider that you will edit).
• Note the Infomaniak MX mta-gw.infomaniak.ch or sometimes mta-gw.infomaniak.ch. (presence of a final point).
• Note the Infomaniak SPF v=spf1 include:spf.infomaniak.ch -all.
• Note the Infomaniak DKIM.
• Understand that any DNS addition/modification can take up to 48 hours to propagate.

Specific guides

Click on the link corresponding to the web site provider:

• Wix
• Wordpress.com
• Shopify
• Jimdo (guide A | guide B)

Guide for any other web provider

In general, you need to find the place on your web provider's dashboard where you can add the technical information (the 3 indications listed in the prerequisites above) to make your Infomaniak mailbox work while your domain name directs all traffic to this web provider:

1. The MX of Infomaniak.
2. The SPF is a verification method that ensures an email is sent by the sender it claims to be, helping to combat spam and fraudulent emails; this is often added in the form of a TXT record addition.
3. The presence of a DKIM has become essential for the optimal functioning of your Infomaniak mailbox.

This guide explains how to transfer to Infomaniak a Gmail email address hosted by Google. Refer to this other guide if you are looking for information on importing custom domain addresses.

Preamble

• The operation does not affect either the data already present on the destination address or that of the source address.
• Any duplicates are managed: identical content will only be copied once.
• If necessary, local partners referenced by Infomaniak can handle these procedures: launch a free call for tenders; they take care of everything, freeing you from technical details.

Transferring emails from Gmail to Infomaniak

Prerequisites

• Have a Mail Service on your Infomaniak Manager.
• Have a quota of free addresses available or adjust it in advance if necessary.
• Ensure that the email is properly secured

a. Recreate the email address(es) on Infomaniak

Access the Infomaniak Mail Service and create the 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 concerned.
3. Click the blue button Create an email address in the top right corner.
4. Enter the address (what comes before the at sign @) for example contact or michelle.
5. Click the blue Continue button.
6. Select I will consult the email address alone.
7. Click the blue Continue button.
8. Enter a password.
9. Click the blue Continue button.
10. Click the blue Finish button.
11. Restart at point 3 above to recreate all email addresses identically.

b. Import Gmail mail content to Infomaniak

Access the Infomaniak Mail Service and import your emails:

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 concerned.
3. Click on the chevron ‍ in the right part of the blue Create an email address button.
4. Click on Import emails (direct link).
5. Click on Import my emails into a single email address.
6. Enter the existing email address at Google.
   • By specifying that your previous address is a @gmail.com address, the assistant will offer to connect to your Gmail account.
7. Click on the "Sign in with Google" button that has appeared.
   • Make sure you are logging into the Gmail account concerned by the email copy.
8. Confirm that you authorize the Infomaniak tool to connect to your account (automatic procedure).
9. Once the popup is validated, you will be able to choose which Infomaniak address to import your Gmail emails (if necessary, refer to this other guide from point 7).

Labels and data volume

The storage space displayed at Infomaniak may not correspond to the one indicated in Gmail, notably due to the different management of labels / tags.

Indeed, these, present in Gmail, will be converted into folders on the Infomaniak servers (same principle as when fetching mail with an IMAP email software/client like Thunderbird):

Therefore, an email labeled in several Gmail folders can be counted several times during the migration, which explains why an account displaying for example 6 GB in Gmail can occupy 18 GB once transferred to the Infomaniak servers.

Adjust the application settings

As soon as you have taken the necessary steps to ensure that the domain name associated with your email works with Infomaniak, modify the settings of the email software/clients you use so that they connect correctly to the Infomaniak servers: follow the configuration assistant.

This guide explains how to connect the desktop app Outlook 2013 (desktop application on Windows) to an email address hosted by Infomaniak.

Preamble

• The various services offered by Infomaniak are all compatible with the corresponding standard protocols (IMAP/SMTP for email, for example). Therefore, if you encounter a problem with third-party software, contact its publisher or a Partner and consult the support policy as well as article 11.9 of the Infomaniak Terms of Service.

Add the email address to the application

Prerequisites

• Create the email address in my kSuite or a Mail Service / kSuite.
• Create a password for the email address on the device you are going to configure.

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. Click on Manual Setup:
   
7. Click on POP / IMAP.
8. Click on Next:
   
9. Check and complete the missing information.
10. Click on More Settings:
    
11. Click on the Outgoing Server tab.
12. Click on My outgoing server requires authentication.
13. Click on the Advanced tab:
    
14. Replace the port numbers with the correct information and enable SSL.
15. Click on OK.
16. Click on Next:
    
17. Click on Close:
    
18. Click on Finish:
    
19. Click on Close:
    
20. There you go, 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 & encryption protocol and command/method to activate this protocol: 587 + STARTTLS
• Username = full & complete email address ( ? )
• Password = the one generated for 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 the generated password.

Refer to this other guide if you are looking for information about other compatible email ports and protocols (SSL / TLS for example).

In case of a problem

Check that the Mail Service is configured optimally.

It is not necessary to contact Infomaniak Support if your email address works well outside the application. The most common error concerns the use of an incorrect password. The troubleshooting guides help you resolve any potential issues:

• Be aware of 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 in your email password, be aware of this other guide.

This guide explains how to manage and modify permissions (assigning an additional password, setting up an alias, etc. see below for the full list) for an Infomaniak user, so that they can manage more or fewer configuration items on the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).

Preamble

• The email address is first created within a Mail Service and can then be used within one or more Infomaniak Mail interfaces by one or more users.
• The creator (or manager) of the address may want to limit the possible actions for one or the other of the users who will use the email address.
• This fine-grained permission management can be done when creating an address or afterwards, and you can also define what the default rights should be for any new address created (read Global Configuration below).

List of mail user permissions

Manage permissions granted to a user

… from the Mail Service

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 concerned.
3. Click on the email address concerned in the table that appears.
4. There are several ways to modify the permissions of an email address:
   • When adding a user to an email address:
     
   • Once the user has been added:
     1. Click on the action menu ⋮ located to the right of the user's name of the email address.
     2. Select ✎ Modify rights:
        
     3. Or click directly on the icons visible in the table:
        

… from the Manager (user management)

1. Click here to access user management on the Infomaniak Manager (need help?).
2. Click on the user concerned in the table that appears.
3. Expand the collaborative tools section by clicking on the chevron ‍.
4. Expand the section of email addresses accessed by the user by clicking on the chevron ‍.
5. Click on the action menu ⋮ located to the right of the email address concerned.
6. Select Modify rights:
   
7. Or click directly on the icons visible in the table:
   

… from the Web Mail app

1. Click here to access the Infomaniak Web Mail app (online service ksuite.infomaniak.com/mail).
2. If necessary, click on the chevron ‍ to the right of the email address currently visible on the Infomaniak Web Mail app.
3. Click on the action menu ⋮ to the right of the email address you wish to configure.
4. Click on Email address settings:
   
5. Click on the action menu ⋮ located to the right of the user's name of the email address.
6. Select ✎ Edit rights:
   
7. Or click directly on the icons visible in the table:
   

Result for the user

The user who has permissions removed will no longer see certain corresponding menus in their email address settings:

For some features, even if the menu is still accessible, it's the buttons that will be inoperative or grayed out:

Global configuration

Set default parameters

To set the default rights that will be automatically selected when the “global configuration” is applied by the administrator:

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 concerned.
3. Click on Global configuration in the left sidebar:
   
4. Then click on Filters and permissions.
5. At the bottom, enable or disable the rights to be granted during future email address creations:
   
    

Global configuration when creating an email address

If a new email address is created for one or more third-party users, the permissions defined in the Global configuration are automatically pre-selected during the assistant step:

It is of course possible to modify the different permissions of the different users on a case-by-case basis.

Apply the global configuration to existing addresses

To apply this global configuration to the existing email addresses of a Mail Service (which will then apply to all users concerned, listed in the Users column):

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 concerned.
3. Select the email addresses concerned by checking the boxes to the left of the line.
4. Click on Apply the global configuration at the bottom of the screen (by first clicking on the action menu ⋮ if necessary):
   

Apply the global configuration when managing the permissions granted to a user

To apply this global configuration when you edit the rights of a user on an email address (refer to the chapter “Managing permissions granted to a user” at the top of this guide), click on the button dedicated to this use:

The BIMI (Brand Indicators for Message Identification) standard, brand indicators for message identificationallows companies to incorporate their logo into sent emails.

Preamble

• Infomaniak applications (and other companies around the globe - read the chapter in case of a problem below) are compatible with BIMI and will display the logos next to the received emails.
• Infomaniak Mail Services allow you to configure your email with your logo; the benefits are numerous:
  • increased trust: recipients can visually identify your emails, thus reducing the risk of phishing.
  • brand reinforcement: a well-visible logo in inboxes reinforces brand awareness.
  • better deliverability: emails compliant with DMARC have a higher chance of reaching the main inbox.

1. Create a logo

Create a logo in SVG format (Scalable Vector Graphics). This format is required as it ensures optimal quality regardless of the device or display size.

To be imported on the Infomaniak interface (read below) it must not exceed 10 Mo, but it can also be hosted on a publicly accessible secure server and you will simply need to indicate its URL for the BIMI DNS registration.

2. Obtain the VMC certificate

A verified logo certification (VMC) is required; it certifies that you are the legitimate owner of the logo. You can obtain this certification from recognized certification authorities such as DigiCert and Entrust.

When your VMC certificate is issued, you receive a PEM file containing the entity certificate. This PEM file includes your SVG-formatted logo as well as the VMC.

3. Add the logo to the Mail Service

Prerequisites

• All the lights Global Security of your Mail Service must be green (SPF + DKIM + DMARC)!

To access the Mail Service and set the logo of your company:

1. Click here to access the management of your Mail Service on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the Mail Service concerned.
3. Click on Global Security in the left sidebar menu.
4. Click on the Create button (in the BIMI section):
   
5. Fill in the requested information from the documents received (see chapter 2 above) and do not forget to save.

In case of a problem

• If the Create button in the BIMI box remains gray, make sure to check the informative messages: DMARC may exist but not be at the required rejection percentage, so adjust the parameters according to the indications.
• When there are multiple domains linked to the Mail Service, you must ensure that you have a certificate on each linked domain if you want BIMI on them.
• Note that Microsoft Outlook, Apple Mail, Thunderbird, the Mail app from Samsung, among others, have not yet adopted BIMI.

Disable BIMI

To disable BIMI, simply go to the domain name management page linked to the Mail Service and delete the corresponding TXT record.

This guide explains how to block (or allow) email senders globally on an entire Service Mail. Refer to this other guide if you are looking for information on how blocked and allowed sender lists work.

Manage Security on Global Configuration

An administrator of a Service Mail can add email addresses or even entire domains to the lists of approved or rejected senders, and these lists will be applied to all email addresses of a Service Mail (without modifying the existing settings already on each email address):

1. Click here to access the management of your Service Mail on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the concerned Service Mail:
   
3. Click on Global Configuration in the left sidebar menu.
4. Click on the Security tab.
5. Click on the Add an address button in the Blocked Address box to block an email from an unauthorized sender.
6. Do the same for senders to be approved in the other box:
   
7. Click on Validate to activate these lists on all email addresses of the domain.

Regarding the top part of the page, refer to this other guide.

This guide explains how to create sorting rules in Advanced mode, scripts in Sieve language, to automatically classify your incoming emails on Infomaniak according to certain conditions.

⚠ Available with:

Preamble

• If you do not have a compatible offer or if you prefer a simplified configuration, refer to this other guide.
  • ⚠️ No support is provided regarding the Sieve language (refer to this documentation — also discover the role of the host).
• Unlike the sorting rules offered within email software/clients (Microsoft Outlook, Mozilla Thunderbird, Apple Mail...), these rules will act directly on your mailbox server before even the IMAP connection.
• It is possible to import Sieve files via a button.
• By activating this mode, the existing standard rules will be kept but deactivated.
• The redirect command (allowing to forward an email to another address) is not allowed in scripts.
  • If you import a Sieve script from another host, make sure to remove this command.
  • To forward emails, use the assistant in Standard mode or the Redirections section of your Mail Service.

Access rules from the Infomaniak Web Mail app

Prerequisites

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

To access the sorting filters for your Infomaniak mailbox:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon in the top right corner.
3. Check or select the email address concerned in the dropdown menu.
4. Click on Filters and rules:
   

Access rules from a Mail Service

To access the sorting filters for your Infomaniak mailbox:

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 concerned.
3. Click on the email address concerned in the table that appears.
4. Click on the Rules tab from the left sidebar (or top bar):
   

Create a new rule in Advanced (expert) mode

• Make sure to click on Advanced mode:
  

First example of advanced sorting

Here is a simple example of a command using this language:

require ["fileinto"];
if address :contains "from" "facebook.com" {
    fileinto "fb";
} elsif header :matches "List-Unsubscribe" "*" {
    fileinto "nl";
} else {
    keep;
}

Explanations:

1. Loading required extensions: use require ["fileinto"]; to indicate that you will use the fileinto function.
2. Filtering Facebook messages: use if address :contains "from" "facebook.com" to check if the sender's address contains "facebook.com"; if so, the message is filed in the "fb" folder with fileinto "fb";.
3. Filtering messages with an unsubscribe link: use elsif header :matches "List-Unsubscribe" "*" to check if the "List-Unsubscribe" header is present in the message; if so, the message is filed in the "nl" folder with fileinto "nl";.
4. Keeping other messages: use else { keep; } to keep all other messages that do not match the previous criteria.

Attention :

• If you need to mention a subfolder, use the separator / (as in the second example), but it is not necessary to specify INBOX in your codes
• Make sure that the folders fb and nl already exist in your inbox; otherwise, the messages may not be sorted correctly
• The filter address :contains "from" "facebook.com" works correctly for addresses that contain "facebook.com" in the "from" field
• The filter header :matches "List-Unsubscribe" "*" checks only for the presence of the "List-Unsubscribe" header, not its content

Second example of advanced sorting

This code modifies the subject based on thesender (adds a prefix to the subject when an email passes the filter, for example):

require ["fileinto", "editheader", "variables", "regex"];
if address "sender" "owner-scientific-linux-devel at LISTSERV.FNAL.GOV" {
    if header :regex "subject" "((Re|Fwd): *)\\[SCIENTIFIC-LINUX-DEVEL\\] *(.*)" {
        deleteheader "Subject";
        addheader "Subject" "${1}${3}";
    } else {
        # Ajouter un préfixe si l'objet ne correspond pas déjà au modèle
        deleteheader "Subject";
        addheader "Subject" "[SL-Devel] ${1}";
    }
    fileinto "Mail List/SL-Devel";
}

Explanations:

1. Required extensions:
   1. fileinto: to classify messages into folders.
   2. editheader: to modify email headers.
   3. variables: to use variables in expressions.
   4. regex: for regular expressions.
2. Condition on the sender:
   1. if address "sender" "owner-scientific-linux-devel at LISTSERV.FNAL.GOV": checks if the sender matches.
3. Condition on the subject:
   1. if header :regex "subject" "((Re|Fwd): *)\\[SCIENTIFIC-LINUX-DEVEL\\] *(.*)": checks if the subject matches the specified pattern.
   2. deleteheader "Subject"; and addheader "Subject" "${1}${3}";: deletes the existing subject and adds a new subject with the captured parts.
4. Adding a prefix if the subject does not already match the pattern:
   1. addheader "Subject" "[SL-Devel] ${1}";: adds a prefix "[SL-Devel]" to the subject if it is not already present.
5. Classifying the message:
   1. fileinto "Mail List/SL-Devel";: classifies messages into the "Mail List/SL-Devel" folder.

Attention :

• Make sure that the folder Mail List/SL-Devel already exists in your inbox.
• Check that the script correctly modifies the subject of the emails to add or adjust the prefix if necessary.

This guide explains how to access your emails with the mobile app Infomaniak Mail (application for iOS/Android smartphone or tablet) designed by Infomaniak.

Download the Infomaniak Mail mobile app

From your iOS or Android mobile device, download the Infomaniak Mail app here:

Other versions and apps can be downloaded from the unified kSuite settings.

On a computer, you can configure your email address with third-party software or use the web app Mail Infomaniak (online service ksuite.infomaniak.com/mail).

Getting started with the app

• Attach an additional email address in Infomaniak Mail
• Modify the Infomaniak Mail configuration
• Configure Infomaniak Mail notifications

Some features of the web app Mail Infomaniak (online service ksuite.infomaniak.com/mail) are also available on the mobile version:

• Schedule the sending of an email
• Display tracked/favorite emails
  etc.

Limitations of the Infomaniak Mail mobile app

• Only intended for messaging hosted by Infomaniak.
• Minimum and supported iOS version: v16.4
• No push notifications with the version available on F-Droid.

A question or feedback?

• Contact Infomaniak support
• Click here to share feedback or a suggestion on an Infomaniak product

This guide explains what spamtrap email addresses are.

Preamble

• A spamtrap, also known as a honeypot, is a tool used to detect and catch spammers.
• It is essentially an email address or a system that is created with the purpose of attracting unwanted messages, such as spam.

How a Spamtrap Address Works

A spamtrap address works by attracting spam and identifying the senders of unwanted messages. Here's how this can happen:

1. An email address is created specifically to act as a spam trap; it is usually configured not to receive legitimate communication.
2. The spamtrap address is hidden or obscured so that it is not visible to legitimate users, but only to spammers; this can be done by placing it on hidden web pages, in forums inaccessible to the public, or by making it invisible to humans (e.g., using white text on a white background).
3. Spammers use automated techniques to extract email addresses from various sources, such as websites, forums, social networks, or stolen address lists; during this process, they may inadvertently or intentionally include spamtraps in their lists.
4. When a spammer sends a message to a spamtrap address, it is captured and recorded; since the address is not used for legitimate communication, any email received is considered unwanted.
5. When a spamtrap receives spam, it triggers an alert for email service providers like Infomaniak; they can then identify the spammer by examining the message headers or the information related to the source IP address.
6. Once a spammer is identified through a spamtrap address, measures can be taken to block or filter their unwanted messages; Infomaniak can add the spammer's IP address to a blacklist, implement stricter anti-spam filters, or take other actions to protect their users.