This guide explains how to quickly react to an email on the Web app Mail Infomaniak (online service mail.infomaniak.com).

Preamble

• Reactions are not possible if:
  • you were the recipient of the message but in BCC
  • you have already added 5 reactions
  • the message has more than 20 recipients and/or is of type newsletter or discussion list
  • the sender is no-reply / catchall / postmaster
  • the message is encrypted or is among spam, drafts or the scheduled messages (as well as in the trash)
• It is possible to cancel the sending of a reaction (even if you have not activated a email sending cancellation delay).

Send a reaction in the form of an emoji

To quickly send an emoji reaction to a received email:

1. Click here to access the Web app Mail Infomaniak (online service mail.infomaniak.com).
2. Open the email you want to react to.
3. Click on the “Smiley” emoji in the quick actions list at the top right of the message:
   
   
   • You can also access this feature via a button below the message:
     
4. Click on the emoji that best matches your reaction; it will be added below the message and immediately sent to your contact.
   • Cancellation is possible during sending from the notification displayed at the bottom of the screen:
     
5. The emoji appears on the message in question:
   
   • A record of your reaction is also stored in the sent messages folder.
6. The emoji appears for your recipient, who receives a notification as usual when they receive a response to their email:
   
   • They can also respond to the reaction as usual when receiving a new message.
7. The user who reacted to the email quickly finds the last emoji used in their list of reactions on the app, thus avoiding having to search for it each time:
   

This guide explains how to create a template for the sorting/filtering tool (conditions allowing you to automatically sort your emails based on certain criteria) for all your mailboxes on the Web app Mail Infomaniak (online service mail.infomaniak.com).

Preamble

• A model 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 rule template, the creator of the template chooses the condition(s) that will trigger the action, but it is up to the end user, from their Mail, to define the action to be performed (e.g., moving to a specific folder) when they add a rule based on the existing template.
• For privacy reasons, it is not possible to apply sorting rules to multiple email addresses at the same time.
• You can also hide a model so that it is no longer used.

Create a sorting rule 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 relevant product.
3. Click on Global Configuration in the left sidebar.
4. Click on the Rules tab.
5. Click on ‍ Add a rule template:‍
   ‍
6. Name the model.
7. Define the condition under which the end user can choose the action to trigger.
   • The various conditions available for sorting filters are presented in this other guide.
8. If the Make visible option is enabled (during creation or also possible to choose afterwards), the created rule templates will be suggested to the users of the email addresses that go to their FILTERS AND RULES section.
9. Click on Add the model:
   
   • When the user of a mail address from the Mail Service on which the rule model has been defined goes to the configuration of their sorting rules, they can choose the model as a starting point, which will save them from having to redo a potentially complex configuration, and simply choose the action to perform:
     

This guide explains how to create a template for the automatic out-of-office message tool for all your email on the Web app Mail Infomaniak (online service mail.infomaniak.com).

Introduction

• A template allows you to create a neutral base for 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 an out-of-office reply template, the creator of the template selects the text that will be sent when a new sender contacts an address to which the template has been applied.
• You can also hide a model so that it is no longer used.

Create an out-of-office reply template

To create a model:

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 relevant product.
3. Click on Global Configuration in the left sidebar.
4. Click on the Auto-reply tab.
5. Click on ‍ Add an out-of-office reply template:‍
   
6. Fill in the fields and click on Add the responder model:
   
   • If the Make visible option is enabled (during creation or can also be chosen afterwards), the created responder models will be suggested to the users of the mail addresses. 

Activate a model on an existing email address

It is necessary to have an existing model to activate it on one or more email addresses:

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 relevant product.
3. Click on the boxes to select one or more email addresses in the table that appears.
4. Depending on the screen size, first click on the action menu ⋮ or directly on Apply an out-of-office reply template.
5. Select the model of your choice.
   • Only the visible models are available upon activation.
6. Click on the Activate button:
   

This guide explains how to obtain and install an application on a computer from certain Infomaniak interfaces such as kSuite or those that allow you to manage your calendars/agendas or your address books.

Install a progressive web app (PWA)

A Progressive Web App (PWA) is a web-based application that offers an experience similar to that of a mobile app. PWAs are fast and offer many features available on mobile devices. For example, they can work offline and send notifications.

Download the Calendar Infomaniak app (PWA)

1. Click here to access the web app Calendar Infomaniak (online service calendar.infomaniak.com).

2. Click on the specific icon dedicated to PWAs in the browser's address bar:

On some devices, you need to select the “Add to Home Screen” option to be able to “create” the standalone application.

Uninstall the Calendar Infomaniak app

1. Open the previously created application.
2. Click on the action menu ⋮ .

3. Click on Uninstall:

This guide explains how to connect the desktop app Apple Mail (desktop application on macOS) to an email address hosted by Infomaniak.

Preamble

• Your macOS computer will be automatically configured using configuration profiles .mobileconfig compatible with Apple, unlike a manual configuration.
• It is possible to delete a configuration profile once installed (scroll to the bottom of this page for explanations).
• ⚠️ All the services offered by Infomaniak are compatible with the corresponding standard protocols (notably IMAP/SMTP for email, WebDAV for sharing, S3/Swift for storage, etc.).
• 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 and Conditions.

Install a configuration profile

Prerequisites

• Create the address within my kSuite or on a Mail Service (Mail Service 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.
• Have added the email address in question to Mail Infomaniak to use the synchronization assistant and for the Apple profile to work on your devices.

You can download the profile from the relevant device or send it from another device (if you already have an email address that works correctly, for example):

1. Click here to access the Infomaniak configuration tool (online service https://config.infomaniak.com) — log in if necessary to your Infomaniak account on the Organization managing your email address.
2. Choose to install the profile on this device.
3. Choose to synchronize the emails.
4. Enter the password for the email address (attached to Mail Infomaniak (Webmail)) that you wish to synchronize.
5. Click the blue Verify button:
   
6. Download the configuration profile:
   
7. Open the System Settings of the computer.
8. Click on General in the sidebar, then click on Device Management (for macOS Sequoia 15 version). If you have a lower version or cannot find the profile, refer to the official documentation by changing the system version at the top of the page if necessary:
   
9. Click on +:
   
10. Locate and then open the previously downloaded file:
    
11. Click on Continue:
    
12. Enter the email password.
13. Click on Install:
    
14. There you go, your email address is now configured in the Apple Mail application, which you can open and control.

Delete an IMAP account

Refer to the chapter "Stop using an account" by changing the system version at the top of the page* if necessary (note: do not delete a POP3 account without backing up your messages first).

Delete an Apple profile

Refer to the official documentation by changing the system version at the top of the page if necessary.

*Why is it necessary to choose the guide version that exactly matches your macOS / iOS system version? Apple introduces sometimes subtle changes with each new version of its system, for example a path on iOS 15…

… becomes this on iOS 18…

This guide explains how to temporarily set aside an email until a specific date/time, this on the Web app Mail Infomaniak (online service mail.infomaniak.com).

Preamble

• At most 1000 conversations from the inbox only can be snoozed, this until maximum 1 year (this snooze can be stopped or temporarily modified at any time).
• During this snooze (function snooze, or remind):
  • The discussion is moved to a folderPending visible on the Mail app and on which the number of pending discussions is displayed.
  • If a new message arrives in a snoozed conversation, it will be automatically canceled and the conversation will be visible in the inbox.
• When the deadline arrives:
  • The discussion automatically returns to the inbox, at the top, with a special notification.
  • The message, until it is read, will display an indicationAwaiting since X (X being the date on which the message returned to the inbox).
• On an email client/software like Outlook in IMAP:
  • When put on hold, the discussion will remain in its original position.
  • If you manually move a message on hold, the functionality for that message will no longer be effective on the web app.
  • When the deadline arrives, the discussion will move to the top like on the web app and a standard notification of "new message" will be displayed.

Temporarily archive an email

Prerequisites

• Enable conversation mode for your email addresses in the Infomaniak Mail web app (online service mail.infomaniak.com).

Next, to temporarily hide one of your messages among all your emails, and make it reappear in your inbox at a future time that you will have scheduled:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. On the relevant message or discussion, click on the clock icon in the toolbar.
3. Choose until when the message should disappear from your inbox, from the predefined choices or by customizing the duration:
   
4. Once on hold, the message appears in a new folder dedicated to pending messages.
5. The end date/time of the hold is displayed next to each of the messages:
   

To enable access to this feature directly from the list of your messages in the inbox:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Click on the Settings icon ‍‍ in the top right corner.
3. Click on Customization in the left sidebar.
4. Enable the on hold feature in the Hover Actions section:
   
5. Go back to your inbox, you will then be able to put one of your emails on hold directly in the list:
   

This guide covers data protection regulations in Switzerland and Europe and the measures taken by Infomaniak to secure your customer data and data within Web Hosting and Mail Services.

Understanding the difference between data security and data confidentiality

Data security aims to prevent any unauthorized access to your information. It relies on measures such as encryption, firewalls, or VPNs. A security breach can have disastrous consequences: imagine a hacker stealing your entire customer database and demanding a ransom to return it. This type of attack—ransomware—can paralyze a business overnight.

Today, it is estimated that more than 50% of companies victimized by a cyberattack close within two years.

Data confidentiality concerns who can access your information and how it is used. Even if your data is secured against hacking, it can be collected, analyzed, and resold... legally.

Example: you carefully store your customers' information, but unbeknownst to you, a service you use shares—anonymously—this data with third parties. Result? Your competitors can obtain valuable market analyses and target your own customers without ever needing to hack into your systems.

LPD & GDPR

In Switzerland, the LPD (Federal Data Protection Act) and nLPD (for the "new Law" in effect since September 2023) protects the confidentiality of residents by regulating the collection and processing of personal data by organizations.

On the other hand, the GDPR (General Data Protection Regulation) of the EU, in effect since May 2018, influences global companies processing the data of European residents, including in Switzerland. While the LPD applies to the data of Swiss residents, the GDPR concerns that of EU residents. Swiss companies managing European data must comply with the GDPR's requirements, including appointing a Data Protection Officer and conducting Data Protection Impact Assessments in case of risky processing.

Your role as an Infomaniak Client

Regarding the hosted data that belongs to you and if it concerns personal data of your visitors, contacts, and clients, it is up to you to ensure compliance.

When processing this personal data, it is important to inform users about how and why it is being processed. This is usually done through a privacy statement/charter.

A GDPR certificate (in PDF format) can be generated and downloaded from the Manager (accessible to organization users who are owners or administrators):

1. Click here to access DPA management on the Infomaniak Manager (need help?).
2. Click the Generate button to download the customized PDF document:
   

Here are some tips on this topic:

It is crucial to differentiate between the security of the infrastructures where your data is hosted and the management and implementation of data on your side. As a hosting provider, Infomaniak acts as a subcontractor for your RGPD obligations. In this context, its privacy policies and cookie usage, as well as its terms and conditions, provide the necessary guarantees regarding its compliance as a subcontractor.

The role of Infomaniak

Like companies that work with user data, Infomaniak must comply with the LPD and, because some of these users are European citizens, the GDPR as well:

• The data privacy policy details the data that Infomaniak retains to provide and execute its services
• The policy related to the protection of your personal data describes Infomaniak's commitments as a subcontractor that hosts all of your data, including personal data

This guide details the automatic translation service integrated into the Web app Mail Infomaniak (online service mail.infomaniak.com).

Preamble

• The Mail Infomaniak interface integrates an automatic translator, both for reading and writing, for French, German, English, Italian and Spanish.
• This AI solution does not rely on a third-party service (DeepL, Google Translate, etc.) contacted via API, but it is hosted, operated and partly trained by Infomaniak.

Translate the text…

… while writing

To automatically translate into a foreign language a message that you are writing in your language:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Compose a new email without sending it.
3. Select the text to translate.
4. Click on Translate.
5. Change the languages if necessary.
6. Click on Apply translation:
   

… when reading

To automatically translate into your language a received message written in a foreign language:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. View the email to be translated.
3. Select the text to translate.
4. Click on Translate:
   
5. Click on the language names to change the languages used.
   • In the same place, you can also copy the translated text to the clipboard to use it later:
     

Disable the translator

You can set the elements that appear when you click on your message:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Click on the Settings icon ‍ in the top right corner.
3. Click on Customization in the left sidebar.
4. Check or uncheck the actions you want to have on click:
   

This guide explains how to copy the contents of an Infomaniak email address (all email messages, folders, subfolders, in short, the entire structure of your mailbox) to another of your existing addresses at Infomaniak, using the import tool Infomaniak!

Preamble

• This does not affect either the content currently present in the address that will receive the content, or the content of the starting address whose content will be copied.
• Any duplicates are handled: identical content will only be copied once.
• It is possible to specify a second address to import during the same process.
• If necessary, refer to this other guide to import messages from an external mail provider other than Infomaniak.

Copying emails from one account to another

To import the content from another email address:

1. Go to the address https://import-email.infomaniak.com/.
2. If necessary, log in 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 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 (click here to verify that you are using the correct password and if necessary, change the password of your email address).
6. Click on Confirm.
7. If necessary, enter a second email address to be imported at the same time.
8. Choose which email address to import the emails to; the dropdown menu lists the email addresses currently linked to your Infomaniak Mail interface of the Infomaniak account you are logged in to.
9. It is obviously impossible to copy the e-mails to the same address:
   
10. After selecting the desired destination address from the list, click the blue Import emails button.
11. The copying process begins and continues in the background. You can close the window that appears. A confirmation email will be automatically sent to all email addresses involved in the operation once the import is complete, stating the number of messages copied.

This guide presents the email authentication mechanisms and ways to resolve the Sender Mismatch error.

Preamble

• The "Sender Mismatch" error occurs when the address used to send an email does not match the authentication address used when connecting to the SMTP server.
• This error is related to two specific elements:
  • the Return-path (also known as "envelope sender"), which is used by the mail server to handle returns and delivery errors,
  • and the From header, which is the sender's address visible to the recipient in the message.

Resolve the Sender Mismatch error

Technically, when sending an email via an email software/client, you must authenticate using a username (= your email address) and a password.

If, after authentication, the sender address specified in the "From" header or in the "Return-path" is different from the address used for authentication, the Infomaniak server may consider this an attempt at spoofing. This inconsistency triggers the "Sender Mismatch" error.

To fix this error:

• Check that the email address used for sending is the one you authenticate with (or a valid alias).
• Do not change the Return-path address or the From header to an unauthorized address (if necessary, refer to this other guide to test another email application or to correctly configure your current email software/client).