This guide explains how to manage users of an existing email address.

Prerequisites

• Order a Mail Service from Infomaniak.
• Create one or more addresses on this Mail Service.
• Be Administrator or Legal Representative within the Organization.

Managing and removing a user

The current model for managing mail access allows each user of an Organization to connect independently and securely to the same email address, without sharing a global password.

In the case of one or more existing users already in the Organization, the added email address can automatically be added to their Infomaniak Mail interface.

If a user should no longer have access to an email address and its content, simply remove them from the interface, but there are 2 possibilities:

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. On the table of users currently accessing the concerned address, click on the action menu ⋮ to the right of the concerned user.
5. Choose whether you want to disconnect all of the user's devices: they will no longer have access to the email address on messaging software/clients but will continue to have access to the address on the Infomaniak app (Web, mobile…).
6. You can choose to remove all of their access to the address, and they will never be able to access it again.
    

If you know that the user is using messaging software/client (but not listed among the users) you can also revoke a specific device without affecting other accesses/passwords/users.

This guide explains how to insert rich text and images within your messages on the Web app Mail Infomaniak (online service ksuite.infomaniak.com/mail).

Preamble

• To set some of the settings below by default for all your new messages, refer to this other guide.
• Refer to this other guide if you are looking for information about adding and inserting images.

Customize and format an email

To modify the writing style of your emails on Mail Infomaniak:

1. Click here to access the Web app Mail Infomaniak (online service ksuite.infomaniak.com/mail).
2. Compose a new message and select a part of it.
3. Click on the icon A at the bottom right of the composition window to display the toolbar.
4. Format your text with style options (italic / bold / underlined), size, font, alignment, colors, etc. or revert to plain text:
   
   
    
5. It is also possible to edit the source code (HTML) of your message:
   

This guide explains how to schedule an email to be sent at a specific date and time in the future, using the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail), even if you are no longer connected at that time.

Preamble

• Scheduling is also possible on the mobile app Infomaniak Mail (app for iOS/Android smartphone or tablet).
• kSuite free / my kSuite / Mail Service Starter do not allow customization of the time when scheduling.

Delayed sending: schedule a message

To send an email at a later date and time:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Compose a new message as usual.
3. Click on the chevron ‍ to the right of the Send button to access additional actions.
4. Choose the time the message should be sent, from the suggestions or by customizing the time (see preamble above):
   
5. You can then find your scheduled messages in a new dedicated section:
   

Reschedule or cancel a scheduled send

To modify the sending time of a message already scheduled to be sent later:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Click on Scheduled sends in the left sidebar.
3. Open the message for which you want to modify the future sending time:
   
4. Click to Reschedule the send at the time you need to specify using the dropdown menu…
5. OR click on the ✎ Edit draft button:
   
6. Accept that the message is moved to drafts and that the scheduled send is therefore cancelled.
7. Go back to step 3 of the first chapter above to reschedule a send in the future.

Completely delete a scheduled message

To permanently delete a message without the possibility of recovering it:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Click on Scheduled sends in the left sidebar.
3. Hover over the message to delete and click on the trash can:
   
4. Confirm the deletion to permanently destroy the draft.

This guide presents, in the same way as adding devices (email passwords), the methods to allow a user (friend, colleague, client, family member, etc.) to view and use an email address created within an Infomaniak Mail Service, on the Infomaniak Web App Mail (online service ksuite.infomaniak.com/mail).

Preamble

• Refer to this other guide if you wish to access it yourself, with your own user account.
• No password should be transmitted to the user you are inviting.
• The email address will be automatically added to the Infomaniak Mail interface of the user, after accepting the invitation.
• If the email address in question is used as a login identifier for an Infomaniak account, it cannot be shared for security reasons.

Invite to use the email from the Mail Service

To allow an already active user to access the email address you wish to share:

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 Add above the table of users currently accessing the email in question on Mail:
   
5. Enter the password to log in to your Infomaniak account if prompted.
6. Choose (a) one of the users existing within your Organization or (b) an external user to the Organization:
   

Choice [ a ]: existing user in the Organization

When the third party who needs to access the email is already part of the Organization, it's a breeze:

1. The email address in question will be automatically visible and accessible to the selected user on the Infomaniak Web App Mail (online service ksuite.infomaniak.com/mail) with the specified permissions.
2. Click the button to Add the user:
   
3. After adding, it is always possible to restrict the user by clicking on the icons corresponding to the permissions…
4. … or even revoke their access to the email address:
   

The user in question has access to the email address concerned:

Choice [ b ]: external user to the Organization

If the third party is not at all attached to the Organization, either because they do not yet know Infomaniak, or because they have their own Organization on their side:

1. Click on the radio button to select the choice of new user.
2. Click to configure the user's rights:
   
3. Modify, if necessary, the permissions granted to the user for the email address concerned.
4. Save the changes:
   
5. Click on the button to Add the user:
   
6. The invitation is created (in the form of a URL type https://welcome.infomaniak.com/iw/abcdef-12345..…) and the user will just have to execute the link (see below) for the email address concerned to be added to their Infomaniak Mail.
7. It is possible to send the invitation by email:
   
8. The invitation is visible under the email address user tab, and it is possible to delete it at any time:
   

If the third party already uses the Infomaniak Web Mail app…

The user (third party) executes the invitation link while being logged into their Infomaniak account…

1. …or if they log into their account after executing the invitation link:
   
2. If necessary, the user can still switch accounts before attaching the address if necessary:
   
3. The user in question has access to the email address concerned once they have chosen which Organization:
   

If the third party does not yet use Infomaniak…

After executing the received invitation link and indicating their email address, the third party will be invited to create an Infomaniak account:

1. They will need to provide their details and create a password to log into their Infomaniak account:
   
2. They will need to provide a phone number and accept the general terms and conditions:
   
3. They will need to add a two-factor authentication (2FA) method to secure access to their Infomaniak account:
   
4. Once the 2FA method is added, that's it: the user is redirected to the Infomaniak Mail web app, which will display the email address to which the invitation link referred:
   

Invite to use email from the Infomaniak Mail web app

To access the same process as above but from the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail):

1. Click here to access the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail).
2. Click on the action menu ⋮ to the right of the email address concerned.
3. Click on the Settings of the email address:
   
4. Click on Invite a user:
   
5. Enter the password to log in to your Infomaniak account if prompted.
6. Modify, if necessary, the permissions granted to the user for the email address concerned and click on Next:
   
7. The invitation is created and the user will only need to execute the proposed link for the address in question to be added to their Infomaniak Mail.
8. It is possible to send the invitation by email:
   

In case of a problem

If the Invite button is not visible or remains grayed out, check that:

• your user account has sufficient permissions to administer the product in question
• the email address concerned does not yet exist as a login identifier for an Infomaniak Organization
• the table under the button does not mention a user listed with an email address identical to the email address concerned

Example: you want to invite someone to view the address anna.a@domain.xyz but the button is grayed out because a user anna.a@domain.xyz appears in the table.

Solution: to be able to invite a new user to view the address concerned, refer to this other guide.

If a message indicates that it is not possible to proceed for security reasons, refer to this other guide.

If the user cannot access the address

When a user is added, the email address is automatically added to their Infomaniak Mail apps:

It can switch between its addresses at any time via the dropdown arrow located at the top left of the screen:

To achieve this, it is sometimes necessary to first choose to display, from the upper left part, all Organizations:

If the address on which the invitation depends is still not displayed, try to refresh the browser page (Command ⌘ + R on macOS and Ctrl + F5 on Windows).

This guide explains how to share a received email message on the Infomaniak Mail apps using a specific link.

✘ UNAVAILABLE with
my kSuite (ik.me, etik.com, ikmail.com)

Preamble

• It is possible to share any email regardless of its location (sent messages, archived, etc.).
• The share link is valid for 30 days.
• Attachments will be visible.
• It is not necessary to have an Infomaniak account to view the message.
• Returning to the same message to copy the share link again generates a different link, valid for 30 days.
• Warning: it is not possible to revoke a share link.

Share the content of a message…

… from the Infomaniak Web Mail app

To get the share link of an email from the Infomaniak Mail interface:

1. Click here to access the Infomaniak Web Mail app (online service ksuite.infomaniak.com/mail).
2. Open the message to share and click on the action menu ⋮ on the right.
3. From the menu that appears, select Copy share link:
   
4. Confirm the share:
   
5. The link is copied to your clipboard; you can view the URL to preview the share and send the URL:
   

… from the Infomaniak mobile app

To do this:

1. Open the email in question on the mobile app Infomaniak Mail (app for iOS / Android smartphone or tablet).
2. Click on the action menu ⋮ located at the top right of the displayed e-mail.
3. Select Share the e-mail to send the specific link to this e-mail via the means provided by your device (SMS, Quick Share, etc.).

This guide presents, in the same way as adding devices (email passwords), the methods to allow you (you, with your Infomaniak account login credentials) to view and use an email address that you have created within an Email Service Infomaniak, on the Infomaniak Web App Mail (online service ksuite.infomaniak.com/mail).

Preamble

• Refer to this other guide to invite another user besides yourself.
• No password is required.
• The email address will be automatically added to the Infomaniak Mail interface.

Accessing your own email address

To use the existing email address demonstration@exemple-domaine.ch:

1. Enter your login credentials for your Infomaniak account and your password on the page https://manager.infomaniak.com/:
   
2. Validate the entry on the Manager with the 2FA method (two-factor authentication) initially defined:
   
3. Once on the dashboard, click on Email Service:
   
4. Once on your Email Services, click on the name / domain name to which the email address in question belongs:
   
5. Once on the Email Service to which the address belongs, click on the email address in question:
   
6. Once on the email address in question, click the Add button to add a user:
   
7. At this stage, it may be necessary to re-enter the login password (the one from point B above):
   
8. Then choose the option to add an existing user, and click on the field below, which displays the list of users in the Organization to which you are connected, and click on your user (your Infomaniak account login credentials). Validate the addition with the button at the bottom right:
   
9. It's done, your own user has been added:
   
10. Then click on the icon at the top of the screen to open the kSuite tools and click on the Infomaniak Web App Mail:
    
11. The email address has been successfully added to the Web App Mail (click if necessary on the chevron to expand the address menu and access it). An informational email has been sent to the user (you, in this case) to notify of the operation:
    

When your identifier is added as a user with access to the email address, the mailbox is automatically added to your Infomaniak Mail apps:

You can switch between your addresses at any time via the chevron located at the top left of the screen:

To achieve this, it may be necessary to first choose to display, from the top left, all Organizations:

If the address still does not appear, try to refresh the browser page (Command ⌘ + R on macOS and Ctrl + F5 on Windows).

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

Preamble

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

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 Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Open the email to which you want to react.
3. Click on the “Smiley” emoji in the list of quick actions 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 is added below the message and immediately sent to your correspondent.
   • A cancellation is possible during sending from the notification displayed at the bottom of the screen:
     
5. The emoji is displayed on the message in question.
   • A trace of your reaction is also stored in the sent messages folder.
   • If several people have intervened, you can hover over the emoji to see who added such or such reaction:
     
6. The emoji is displayed to your correspondent who receives a notification as usual when they receive a response to their email:
   
   • They can also respond to the reaction by email (but not by a new 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 for the Web app Mail Infomaniak (online service ksuite.infomaniak.com/mail) or the mobile app Infomaniak Mail (application for iOS/Android smartphone or tablet) explains how to activate encryption for emails sent from Infomaniak Web and mobile services.

Preamble

• When encryption is activated, emails and attachments are encrypted as soon as they are received on Infomaniak servers, via the public keys of senders and recipients.
  • Each email address generates a key upon its first use, securely stored in Infomaniak datacenters.
• The keys are based on elliptic curve cryptography (ECC) and use the OpenPGP standard.
  • They are themselves encrypted in AES-256-GCM with automatic decryption via Infomaniak authentication.
• In search results, only the subject of encrypted messages will be visible, while their content will remain secure during storage.

Activate email encryption…

…from the Infomaniak Web Mail app

To automatically encrypt a message sent to an email address:

1. Click here to access the Web app Mail Infomaniak (online service ksuite.infomaniak.com/mail).
2. Compose a new message as usual.
3. Click on the padlock icon to the left of the Send button to activate encryption:
   
4. Confirm the action if a confirmation window appears.
5. The icon now represents a closed padlock and the color of the whole is changed:
   
6. Press the Send button.

The action must be performed for each new send.

A. Recipient whose email is managed with Infomaniak

If the recipient of the encrypted email has an email address managed with Infomaniak, encryption is done in a completely transparent manner for both the sender and the recipient. A note will indicate the encryption of the message…

1. …in the recipient's inbox:
   
2. … when opening the received message:
   
3. ... and in the sender's sent folder:
   

B. External recipient

If the recipient of the encrypted email has an email address managed outside of Infomaniak services, encryption is still possible, but it requires setting a password:

1. Click here to access the Infomaniak Mail app (online service ksuite.infomaniak.com/mail).
2. Compose a new message as usual, but addressed to an email address outside of Infomaniak.
3. Click on the lock icon to the left of the Send button to enable encryption.
4. A modal opens to allow you to create a password:
   
   • Enter a password and copy it to send it by your own means (kPaste for example) to the recipient (you can agree on a password in advance so the recipient is already informed):
     
5. The icon now represents a closed lock without an orange chip, and you can send the email as usual:
   
6. Recipients will then receive a message notifying them that an encrypted email is waiting for them:
   
   1. By clicking on the provided button, they will be redirected to a secure web page where the password must be entered.
   2. Once the password is validated, the encrypted message can be viewed on the same page valid for 30 days.

... from the Infomaniak Mail mobile app

To automatically encrypt a message sent to an email address:

1. Open the Infomaniak Mail mobile app (app for iOS/Android smartphone or tablet).
2. Compose a new message as usual.
3. Press the lock icon at the bottom of the composition window to enable encryption:
   

A. Recipient whose email is managed with Infomaniak

If the recipient of the encrypted email has an email address managed by Infomaniak, encryption is done completely transparently for both the sender and the recipient:

1. Closed locks are displayed on the screen.
2. Press the send icon:
   

B. External recipient

If the recipient of the encrypted email has an email address managed outside of Infomaniak services, encryption is still possible, but it requires setting a password:

1. . Sending will not be possible as the send icon will remain grayed out and symbols will appear on the locks:
   
2. Press the lock icon.
3. A modal opens to allow you to create a password.
4. Leave the suggested password or enter a new password and copy it to send it by your own means (kPaste for example) to the recipient (you can agree on a password in advance so the recipient is already informed).
5. Press the cross in the top left corner if you have finished managing the password.
6. Here we go, the sending can now be done in an encrypted way:
   

This guide explains how to report spam or declare a false positive if spam messages slip through the cracks in an Infomaniak Mail Service, or conversely if a valid email has been inadvertently classified as spam; you can intervene in a few clicks.

Report spam

Prerequisites

• Check that the spam filter is active.

Next, to automatically move an email from your inbox that has evaded the anti-spam filter to the Spam folder:

1. Click here to access the Infomaniak Mail Web app (online service ksuite.infomaniak.com/mail).
2. Select the message in the inbox and then click on the Spam icon in the toolbar:
   
3. You can also open it and declare it as Spam later:
   
4. Another option: open it and click on the action menu ⋮ on the right:
   

Once you have clicked on Report as spam:

• The email is moved to the Spam folder (or to the manually defined folder)
• The sender's address is added to the blocked users list
• The filter is refined for better handling over time.

Declare a false positive

Conversely, if you act on an email falsely considered as spam (false positive) by clicking on the "This is not spam" icon:

• The email is moved to the inbox...
• The sender's address is added to the list of authorized users...
• This also affects the filter and its criteria.

This guide explains how to add or modify a sender name that will be used when sending your emails from the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).

Preamble

• This full name (usually a surname and a first name) is linked to your email address, your Infomaniak account, and any signatures.
• It appears in place of or next to your email address for the recipient of your email.
• Note that if they have already added you to their address book with a name/surname, it is often these recorded details that take precedence.

Add / modify the sender name

Without signature

If you do not use a signature when sending your message, the details used are those of your Infomaniak account:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) to write a new message.
2. Check the From: that is to say the sender.
3. Check that you are not using a signature:
   
4. In this case, click here (or on the badge with your initials / avatar in the top right of the Infomaniak Manager) to "Manage my account":
   
5. Click to edit your personal information:
   
6. Edit the name and first name, validate by clicking to the right of the line concerned:
   
7. Go back to writing a new email, refresh the browser window if necessary, and check that the from has been modified:
   

With signature

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) to write a new message.
2. Click on the signature menu.
3. Click on Manage my signatures:
   
4. Add a new signature:
   
5. Choose the template to use, then on the edit page, enter the name that should appear as the sender.
6. Save your signature:
   
7. Select your new signature, it will complete the from of your message with the name you have customized:
   

Refer to this other guide if you are looking for information on editing Mail signatures and on the behavior of the full name among the different users of a signature template.

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.
• Insert a mandatory unsubscribe link visible at the bottom of each email.

Handling spam complaints

In case of a complaint, Infomaniak may temporarily suspend the emails.

• If you provide proof of registration (IP and date): the complaint is closed without further action.
• 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 concerns the configuration of the mobile app Infomaniak Mail (application for iOS/Android smartphone or tablet).

Access the application settings

To open the settings of the mobile app Infomaniak Mail (application 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 opens:
   
3. You can manage the settings from the screen that appears:
   
    

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 by one of the locking methods of your device, which allows you to stay logged in 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. Same for Face ID on iOS:

When reopening the application, authentication will be requested.

d. Notifications on the device

You can configure the notifications for each of the linked email addresses 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, 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 light display black on white. This display can also be defined according to the device theme (thus allowing to take up a possible system setting that would vary the display according to the time).

j. Accent color

The accent color is either blue or pink.

k. Swipe actions

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

The 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 list of folders 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 reply, perform a transfer, a deletion, a print, 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 according to the subject of the discussion, thus the display of the inbox is lighter and the follow-up of the messages of the different participants of the conversation is easier to do:

m. Account management

Allows you to delete the Infomaniak account (after confirmation of reading the important warning). Also refer to this other guide.

This guide explains how to attach files and/or images to emails sent from the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail), the complete online solution for reading and managing your emails.

Preamble

• Refer to this other guide regarding email / attachment sending limitations.

Attach computer files to your message

To add an attachment present on your computer:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Click on New message.
3. Click on the paperclip icon Attach a file:
   
4. Browse locations to select the files to attach to the message:
   
   • With the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) the size limit for attachments is 25 MB.
     • Beyond this and up to a limit of 3 GB, a SwissTransfer link is generated and integrated into your message: the data is stored in Switzerland in the Infomaniak Cloud and your recipients will be able to use this link to easily download the attachments during a predefined period.
     • Beyond 3 GB (and up to 50 GB), it is recommended to always use SwissTransfer for your sends.

Attach kDrive files to your message

To add an existing attachment on kDrive:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Click on New message.
3. Click on the kDrive folder icon to browse locations; select the kDrive files to attach to the message:
   
4. Once the data is found and selected, choose the Attachment option on the right (to attach the kDrive files to the message rather than sending a simple link to the files) then click on the Insert button:
    

Include an image in the body of your message

To add an image to the message (in the middle of the text of your message for example), 2 possibilities:

1. Drag/drop the image into the input interface (images larger than 10 MB will not be displayed but will be attached).
2. … or Click on the icon representing the frame with the mountains:
   
3. then:
   
    
   1. Click on the button to upload an image (which allows you to choose it from your desired location and then insert it into the body of the message)…
   2. … or enter the URL of the image you wish to include dynamically; the image must be located somewhere on the Internet (you can use the Web FTP to send your image to your hosting space if you have one) and must still be there when your correspondent views the message.
4. Click on the button to add the image.

This guide explains how to create and then automatically add a signature to messages sent from the Infomaniak Web app Mail (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 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.

To access signature management:

1. Click here to access the Infomaniak Web app Mail (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.
   

Next:

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 provided frame (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 excessive 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 writing:
   1. a new message
   2. a reply / forward
      

By defining a default signature from my kSuite+, this will be automatically displayed in the body of the email when writing. 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 writing a message: see point 9 of this other guide.

Select or remove the signature when writing

When you start writing 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 editing,
• 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 same behavior as the previous point, namely a signature created from a template
• if the signature has been 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 Mail Infomaniak interface,
  • only the sender's name is specific to the user and there are no dynamic values in this type 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 on 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 add an email address to the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) which allows you to manage one or more email addresses hosted by Infomaniak.

Preamble

• Any addition or removal of email addresses visible on the Infomaniak Web app Mail will also be visible on the Infomaniak Mail mobile app.
  • This does not affect email software/clients like Outlook.
• Refer to this other guide if you are looking for information about the permanent deletion of an email address and its content
  • Refer to this other guide to unlink an email address.

Reattach an email address

In this example, the administrator (a) will create an email address (b):

At the end of the creation process, they choose to view the address themselves (c):

Result: the address is immediately visible on the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) of the administrator:

By returning to the Mail Service on which the email address was created, the administrator can grant access to this address to any other Infomaniak user (and thus automatically reattach the address in the user's Web app Mail):

1. Click on the existing user:
   
2. Click on Add a user:
   
3. Continue the procedure (refer to this other guide if necessary).

View the different attached addresses

To switch from one address to another:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Then click on the chevron ‍ to the right of the email address indicated at the top left:
   
3. Click on one address among those already attached.

If the address is not immediately visible, check if the Infomaniak account is attached to multiple Organizations, and if so, choose to display emails from all Organizations:

Set the default type of opening a new address

To choose whether the display of a different address should be by default in a new browser tab, or directly replacing the current display, in the same window:

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. Click on Browser.
4. Click on the toggle switch to enable opening a mailbox in a new tab instead of in the current window:
   

And to set which address should be displayed first by default on the interface, refer to this other guide under “Customization: default email address”.

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

On ksuite.infomaniak.com/mail, type in the search bar at the top of the page the term to be found.

The search will be performed within the email address mentioned in the left sidebar (to search across multiple email addresses at once, use an IMAP email client/software to which you connect your different addresses):

The advanced search is accessible to the right of the search field at the top of your Mail:

You can search for content…

• either in the body of the message,
• or in its subject,
• or among its senders/recipients…

You can also filter the search by message size and by presence of attachment or not.

Regarding the scope of searches:

• The content of encrypted emails is not indexed (except the subject of the email).
• The content of attachments, as well as their name, is not indexed: it is therefore not possible to find an email by searching for the name of the file that was attached to it.
• The mention "Search all emails" does not include 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 Spam to perform the search there, or launch the search by selecting one of these 2 elements:
    
  • Any found items will then be displayed:
    
  • Same goes when you want to find a message in a specific directory, it is better to first go there from the left sidebar menu, then perform a search.

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/email 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 searching on the IMAP server and in this case, the software/email 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/email client.

Search for a contact

The search for an item is performed automatically among all your address books, groups, teams, contacts, thanks to the search field at the top of the interface ksuite.infomaniak.com/contacts:

Search for an event

The search for an item on ksuite.infomaniak.com/calendar is performed automatically among all your calendars, events, rooms, including the description of these and the people associated with them (if you click on a contact, you get the events in common with this person):

This guide explains how to reset or delete the passwords of an email address from an Infomaniak Mail Service.

Preamble

• 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).
• If you cannot log in to the Manager or Mail / my kSuite, you will not be able to manage the passwords of any of the email addresses: refer to this other guide in this case.

Remove a password / device

To disconnect any current IMAP/POP/SMTP connection made using a password generated on this interface (this does not remove the address from the Infomaniak Mail Web App (online service ksuite.infomaniak.com/mail) — you need to manage 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 name of the product 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 disconnect 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 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):

In this case, you can without any problem add an additional password.