This guide explains how…

• … activate incoming mail filtering
• … automatically sort promotional messages
• … report certain fraudulent messages

… to reduce unwanted or excessive messages on an email address managed by Infomaniak.

Solutions to exclude, sort, and filter incoming emails

Automatic filtering methods

• Refer to this guide to use the folder by activating the spam filter (it can be deactivated).
• Refer to this guide to use the and folders by activating the advertising & social networks filter.

Manual methods

• Refer to this guide to report an incoming message that was not detected as spam (advertisement / unsolicited contact).
• Refer to this guide to report an incoming message that was not detected as phishing (fraud / deceptive fake email).
• Refer to this guide to block or allow specific email addresses or even entire domains.
• Refer to this guide to define your own sorting and classification filters ('Sieve language') for incoming mail…
  • … this will allow you to filter messages sent to a temporary alias that you can create to protect yourself when registering on the Internet, for example.

If you are facing a wave of spam or unusual messages, refer to this other guide to perform some checks.

If your own sent messages are often mistakenly classified as spam, refer to this guide to perform some checks.

This guide helps you solve various issues related to the implementation and use of 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 even though the initial destination address was able to receive the email (SPF error)

Email redirection without SRS causing an SPF error

Let's say you have set up 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 schematic termsWhen 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 detailWhen John sends an email to "user@example2.com", the email is redirected to user@yourdomain3.com" that is to say that the envelope sender address will remain john.doe@gmahoo1.com but the envelope recipient address will be changed to user@yourdomain3.com.

This will generate an SPF error, because 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.

This SPF error will cause the DMARC rejection.

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

How does email redirection 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 may occur if the specified DMARC policy is not correct. The possible values for the policy are "none", "quarantine" and "reject". An incorrect value can cause issues.

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 differently, which can lead to unpredictable behavior. Fix this by consolidating your DMARC settings into a single entry.

Check your current DMARC entry using dedicated tools like those below:

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

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

• Check the overall security of the Mail Service.

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

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 the sender's email provider to ensure that emails are sent according to their configuration recommendations and, if necessary, contact the sender's email provider for more information.

I want to receive an email at 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 was blocked due to a violation of the DMARC policy that the sender has implemented 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 why you might receive an automatic security email regarding your Infomaniak user account.

Preamble

• Warning: fake messages are circulating and imitating the Infomaniak security email.
• If you are unsure about the authenticity of the warning, access the Infomaniak Manager and check recent activity instead of clicking on any potentially malicious link that might be present in the fake message.

Automatic prevention messages

Connection from a new location

A security email is automatically sent when a new connection to your account occurs from a new location:

This can notably happen if you are using your browser's private browsing mode or if you are accessing your account from a new computer.

If you receive this email immediately after logging into your Infomaniak account yourself, you can safely ignore the connection warning!

Login attempt (wrong password)

A security email is automatically sent when someone enters an incorrect password after entering the email address to log in to the Manager:

See recent activities on the Manager

You can find the recent activities of the platform and configure them in the user account settings:

If you notice actions on your Infomaniak account that you do not think you performed, and/or in case of suspected intrusion:

1. Familiarize yourself with this other guide to quickly secure your tools.
2. Enable two-factor authentication on your account to enhance its protection and ensure that only you receive a unique code authorizing the connection.
3. Change the password of the Manager.
4. Change the password of the email addresses linked to Mail Infomaniak.

This guide explains how to change your mobile phone number (used in case you forget the password to access your Manager).

Preamble

• Refer to this other guide if you wish to modify the email used as the login identifier for the platform or this other guide to modify your personal details.

Change the mobile phone number

To change the mobile phone number associated with your user account:

1. Click here to access the security information management on the Infomaniak Manager.
2. Click on Edit in the Recovery Phone box:
   
3. Enter the country code, the new mobile phone number, and your Manager login password if necessary, then click the Next button to save:
   

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

Introduction

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

Understanding and using these 3 email fields

The To field

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

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

The CC field

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

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

The BCC field

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

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

Using the available fields on Mail Infomaniak

To access the appropriate fields in your Infomaniak mailbox:

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

Usage examples

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

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

This guide explains how to enable two-step verification, also known as two-factor authentication (2FA) or multi-factor authentication, to secure your connection to your Manager Infomaniak.

Preamble

• This two-step verification protects your account and personal data with your chosen password and a second method of identity verification, such as a code obtained on your mobile device.
• If a malicious person were to crack or steal your password, they would still need a validation code that only the legitimate user can obtain on their mobile device.
• Refer to this other guide if you are an administrator of an Organization and wish to enforce 2FA on all users who have not yet activated it.

Enable two-step verification

To increase the security level of your Infomaniak account:

1. Click here to access the management of two-step verification on the Infomaniak Manager.
2. Display and choose the authentication method from:
   1. The app kAuth for iOS / Android devices to simply tap a push notification YES / NO to authorize or deny the connection
   2. Any OTP application to obtain a unique connection code at a given time
   3. YubiKey (from Yubico)
   4. SMS reception (only for countries CH / FR / BE / DE) to obtain a unique connection code at a given time

Follow the on-screen instructions to complete the procedure.

Keep the backup codes safe.

Be mindful of existing synchronizations

Once strong authentication is activated, to access certain tools (such as synchronization tools) it is necessary to create application passwords.

There is no need to call Infomaniak as they do not have any of your codes & passwords in their possession. For any help request regarding 2FA, refer to this other guide.

Authenticate on every browser opening

To request not to save cookies when closing browser windows, and thus request authentication each time you access the Infomaniak Manager when you restart the browser…

... on Chrome

Specify in Google Chrome settings (chrome://settings/content/siteData to paste into the address bar or refer to the official documentation) the address [*.]infomaniak.com:

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

Has my account sent spam?

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

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

I am receiving mass sending errors

Spammers use various tactics to hide the true source of their messages. They often alter the sender's address, either by creating it or by randomly selecting it from lists of existing addresses, making it difficult to trace the real origin of the message. Imagine if anyone could impersonate you by sending a postal letter with your address on the back of the envelope. Similarly, spammers can impersonate you by using your email address as the sender, aiming to bypass anti-spam filters and reach their target audience.

When you frequently receive error messages indicating the failure to deliver alleged spam, it is possible that these messages were not actually sent from your account, but merely made it seem as though they came from your email address.

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

Have I been hacked?

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

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

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

Additional precautions

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

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

This guide explains how to change the password of an email address from the Web app Mail Infomaniak (online service mail.infomaniak.com).

Preamble

• If you cannot log in to the Web app **Mail** Infomaniak (online service mail.infomaniak.com), you will not be able to change the password of an email address. Refer to this other guide in this case.
• If the email address is part of a Mail Service and the password cannot be changed from Mail, you can also apply a new password from the Mail Service Manager itself.
• Changing the password of an address from Mail 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).

Change the password from the Mail Infomaniak web app

Prerequisites

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

To change the password of an already attached email address:

1. Click here to access the management of your Mail passwords.
2. Click on Modify to the right of the relevant email address.
3. Enter a new password for the email address.
4. Repeat the password entry below.
5. Click on Save the new password.

If the previous password is requested and you do not know it, you must reset your login password (and in this case, the secondary email address and/or mobile phone number provided during registration will be used to contact you).

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

Preamble

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

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

Prerequisites

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

To activate the out-of-office message:

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

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

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

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

Compose the out-of-office message

To manage the message that should be automatically sent in response, click on Add:

then:

• A: enter a name for your responder (to distinguish it from other messages if you create several).
• B: specify if the automatic response should be provided on a recurring basis on specific days of the week.
• C: set an end date/time if the message should no longer be sent after a certain duration.
• D: set a start date/time if the message is planned in advance for a specific period in the future.
• E: write your out-of-office message.
• F: display advanced settings.
• G: specify an optional alternative email address to send your automatic out-of-office message from (the address must be verified beforehand).
• H: Enter specific email addresses (or @domain.xyz for an entire domain) to prevent them from receiving this out-of-office message.

Then click on the blue button at the bottom right to Add the message.

Once added, you can activate or deactivate it:

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

How often is the automatic reply sent?

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

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

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

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

Going further with templates

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

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

Preamble

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

Copy emails from another provider to Infomaniak

Prerequisites

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

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

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

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

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

Batch import email content

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

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