This guide concerns the Discussion List service, exclusively offered to Infomaniak users who activated it in the past and for whom a tool migration was performed in early 2025.

Introduction

• The discussion list service stands out from classic email or a newsletter service by offering unique features:
  • Allow users to subscribe to a “subscription” via a simple registration form for which the code is provided.
  • Allow one or more designated moderators to accept or reject subscriptions, send messages to subscribers, and moderate member responses before publication.
  • Allow users to contribute to the discussion by replying to a single address that automatically redistributes the email to the other members.
  • Offer an easy and GDPR-compliant unsubscribe option.
• Familiarize yourself with this other guide regarding the service limits.

Accessing the discussion list

The discussion list service, if activated in the past, is accessible within your Mail Service:

1. Click here to access the management of your Mail Service on the Infomaniak Manager (need help?).
2. Click directly on the domain name assigned to the relevant product.
3. Click on Discussion List in the left sidebar:
   

Creation and configuration of the discussion list

To create a new discussion list:

• Click on the Start button …
  
• … or on the button above your existing lists:
  

Otherwise:

1. Edit an existing list by clicking on its name:
   
2. Click on its Configuration tab:
   

The parameters necessary for the proper functioning of the system are as follows:

1. A discussion list revolves around an email address that should not yet exist in the Mail Service of the relevant domain (and that cannot be created or modified thereafter).
2. You can give a name to the list to identify it more easily if you have several or if the email address is not sufficiently explicit.
3. You can also add an additional description.
4. You must determine the email address(es) that will be moderators (= highest permission on the list).
5. You can set a language for your mailing list.
6. The setting of “who can subscribe to the list” is important:
   • It is possible to specify that the user will have to confirm their own registration (in addition to a moderator).
7. The setting of “who can write to the list” is just as important:
   • You can use the service as a one-way tool for information dissemination, for example, or as a multi-way tool for information exchange and discussion, including with non-members (with moderation)...

8. Click on Advanced Options.
   
   

9. It is possible to configure where responses should be sent…
   • … to the sender with the sender's email address visible
   • … to the list (everyone receives) with the sender's email address visible
   • … to the list as coming from the list's email address itself
10. Allows you to limit the size of emails sent via the discussion list (especially in case of attachment).
11. Allows you to customize a message that will be automatically sent to an email address upon subscription to the list.
12. Allows you to customize a message that will be automatically sent to an email address upon unsubscribing from the list.
13. Click on the button to save.

Subscription (according to settings in point 6 above)

• Subscribers can sign up by sending a message to the email address in the form list-name-join@list-domain.
• They can also be manually subscribed by the moderator via the interface and in this case, they receive a notification email whose content can be customized.
• If the subscription made by a subscriber must be validated by a moderator, the latter receives an email:
  • The moderator approves the request by clicking on the “mailto:” type link, which generates a new message that can be sent to the email address in the form nom-de-la-liste-request@domaine-de-la-liste with the subject accept adresse-mail-abonné and in the body of the message the line Approved: mot-de-passe-de-la-liste, optionally adding a line stop to prevent the execution of other scripts, for example in the case where there is a signature.
• If the subscription made by a subscriber must be validated by the subscriber himself, the latter receives an email to which he must respond (by clicking on the link to create a new reply email and pre-filled):
  
  • And in this case, the moderator receives the request at a second time, after validation by the subscriber, and he must respond to it to validate the subscription (the easiest is always to click on the link):
    

Unsubscription

• Subscribers can unsubscribe by sending a message to the email address in the form list-name-leave@list-domain.
• When unsubscribing, a confirmation request message is sent to the user.
  • The user approves the request (always by clicking on the “mailto:” type link which generates a new message that can be sent to the email address in the form nom-de-la-liste-request@domaine-de-la-liste with the subject specified in the confirmation email and an empty message body).

Sending / receiving messages

• Each subscriber can create a Mail signature and choose their name when sending an email.
• A footer is automatically added to each message sent via the mailing list:
  
• Also see the reply-to and from parameters in point 9 above.

Message Moderation

• To reject a message, the moderator must click on the link of type “mailto:” which generates a new message that can be sent to the email address in the form nom-de-la-liste-request@domaine-de-la-liste.
• When a moderator is also a member of the list, they do not receive the messages they send themselves, but they do receive those sent by other moderators.

Forms (subscription/unsubscription)

To allow a website visitor to subscribe to your list, you can generate a code to insert on your chosen site; example with Site Creator:

The Form tab allows you to specify the URL to which the user will be redirected after subscribing or unsubscribing:

• In case of an error while using the form, an error page may display the email address moderation-owner@domaine-de-la-liste allowing to contact the moderators.
• A user already subscribed to the list can sign up multiple times without any specific message being displayed.

Error management

The system indicates the number of errors encountered by an address and the date:

This guide helps you identify and correct most email errors encountered after sending an email to a recipient. Refer to this other guide if you are looking for information about errors obtained when configuring an email address in a software/email client.

Introduction

• Generally, a mail error message is the result of…
  • … an incorrect configuration of the domain name used with your email,
  • … an issue with your recipient's (mail provider).
• In any case, a delivery failure report (Mailer Daemon or Mail Delivery Subsystem) containing the explanation is sent to the sender.

Searching for and identifying the email error

When your message does not reach your recipient, an initial failure report (Temporary Delivery Failure Report) is sent and specifies that the server will attempt to resend your message several times.

A final delivery failure report (Final Delivery Failure Report or Undeliverable Mail) issued by the recipient's server is sent to the sender (via a passage through the Infomaniak mail server, hence the mention of Infomaniak at the beginning of most error messages you may receive) to inform them that the email could not be delivered even after several attempts.

The notification always contains the reason for the failure. Example below:

This is the mail system at host smtp-1-1234.mail.infomaniak.ch.
I'm sorry to have to inform you that your message could not be delivered to one or more recipients. It's attached below.
For further assistance, please send mail to postmaster.
If you do so, please include this problem report. You can delete your own text from the attached returned message.
The mail system anna.a@abc.xyz: host mxbw-abc-xyz.abc-ab12.abc.ch[123.456.789.00] said: 550 5.1.1
anna.a@abc.xyz recipient rejected, account administratively disabled (in reply to RCPT TO command) 

So here the address of your recipient is visibly suspended by their email provider (account administratively disabled).

Sometimes you need to look for the reason for the error message received among its attachments (often a raw text file). Example:

Reporting-MTA: dns; mxbw.abc.ch‍ [123.456.789.00]
Received-From-MTA: dns; smtp-1-1234.mail.infomaniak.ch [12.345.678.99]
Arrival-Date: Tue, 01 Aug 2023 15:49:22 +0200
Final-recipient: rfc822; anna.a@abc.xyz
Diagnostic-Code: smtp; 552 RCPT TO:anna.a@abc.xyz‍ Mailbox disk quota exceeded
Last-attempt-Date: Tue, 01 Aug 2023 15:49:22 +0200

Here the mailbox of your correspondent external to Infomaniak seems to be full (Mailbox disk quota exceeded).

Most common cases

SPF Failure

The SPF (Sender Policy Framework) record is not correctly configured:

Subject: Delivery Status Notification (Failure)
From: Mail Delivery System mailer-daemon@domain.xyz
To: Anna.A anna.a@abc.xyz
This is an automatically generated Delivery Status Notification.
Delivery to the following recipient failed due to SPF failure:
anna.a@abc.xyz
Technical details of SPF failure:
The sender's domain domain.xyz does not have a valid SPF record. Please contact your email administrator to correct the SPF configuration.

Solution: check the configuration of your domain name and especially the SPF record if your website is hosted with Wix or another provider.

User Unknown

The email address specified in the message is invalid or does not exist:

Subject: Delivery Status Notification (Failure)
From: Mail Delivery System mailer-daemon@domain.xyz
To: Anna.A anna.a@abc.xyz
This is an automatically generated Delivery Status Notification.
Delivery to the following recipient failed permanently:
anna.a@abc.xyz
Technical details of permanent failure:
The email address does not exist. Please check the recipient's email address and try again.

Solution: carefully check the recipient's email address and correct it if necessary; ensure that you are using a valid email address for the recipient.

Temporary Failure

Le serveur de messagerie du destinataire rencontre des problèmes temporaires ou est indisponible.

Solution: wait for some time, then try sending the message again later. If the problem persists, contact the recipient's technical support for help.

Blocked by SPAM Filter (or Content Rejected)

The recipient's mail server has blocked the message due to anti-spam filtering rules:

Subject: Delivery Status Notification (Failure)
From: Mail Delivery System mailer-daemon@domain.xyz
To: Anna.A anna.a@domain.xyz
This is an automatically generated Delivery Status Notification.
Delivery to the following recipient failed due to the message being rejected as spam:
anna.a@domain.xyz
Technical details of delivery failure:
The content of the message triggered the spam filters of the recipient's email server. Please review the message content and try again.

Solution: check if your message contains elements that may be considered spam (keywords, suspicious links, etc.). Contact the recipient to check if the message has been filtered into the junk mail folder.

Refer to this other guide regarding outgoing spam and this other guide regarding incoming spam.

Bad Reputation

The recipient's mail server has blocked the message due to anti-spam filtering rules:

gmail-smtp-in.l.google.com said: 550-5.7.1
Our system has detected that this message is likely suspicious due to the very low reputation of the sending domain.
To best protect our users from spam, the message has been blocked.
Please visit https://support.google.com/mail/answer/188131 for more information.

Solution: check the reputation of the domain, determine if one of your email addresses has been recently and involuntarily exploited for malicious purposes, for example.

Domain Not Found (or DNS Error)

Le nom de domaine du destinataire n'a pas pu être résolu ou n'existe pas.

Solution: check the spelling of the recipient's domain and correct it if necessary; ensure that the domain name and DNS are valid and active.

Mailbox Full

La boîte de réception du destinataire est pleine, empêchant la réception de nouveaux messages.

Solution: inform the recipient of the situation and ask them to free up space by deleting emails or archiving items.

This cannot happen with email addresses managed by Infomaniak since they have no storage size limit.

Part of their network is on our block list

If the error message (usually obtained after sending from an online tool, placed on the server where your website is hosted, for example a order confirmation from Prestashop or another online store that you manage) contains this:

host hotmail-com.olc.protection.outlook.com[104.47.30.97] said: 550 5.7.1
Unfortunately, messages from [89.123.456.789] weren't sent. Please contact your Internet service provider since part of their network is on our block list.

Solution: change the email sending method. The sending is unauthenticated and is sent from the server with a specific IP address that is apparently blocked by the recipient for some reason (Infomaniak does not intervene to request unblocking). Therefore, you need to configure the online tool to perform authenticated sendings.

Less frequent errors

Deferred - Delayed

The error message Deferred - Delayed - Warning: message still undelivered after 4 hours, Will keep trying until message is 3 days old means that the Infomaniak mail server tried to connect to your contact's mail server to send the message but was unable to do so for an undetermined reason. This error message specifies that the Infomaniak server will continue to attempt to send your message for the period specified in the error message. If, after this delay, the message has still not been delivered, you will receive a final error message informing you that your message could not be delivered and that your contact did not receive it.

Greylisting Delay

This error Greylisting Delay occurs when the recipient's mail server, like Infomaniak, uses a technique called "greylisting" that imposes a temporary delay on the first delivery attempt of a message from an unknown sender. The Mailer Daemon may possibly send an error report indicating that delivery has been delayed due to greylisting. The error may also mention banned sender. You should try resending your message a few minutes/hours later.

Malware message rejected

This error Malware message rejected occurs when the message contains an attachment, a link to a storage site like Dropbox, or dynamic content, including in the "forwarded" part of the message (in the case of a "forward" message, for example). You should try resending the message from the Web app Mail Infomaniak (online service mail.infomaniak.com) instead of a mail application, and remove any content that may cause this error.

Message Size Exceeded / File Too Large

These errors Message Size Exceeded / File Too Large occur when the size of the message (or attachments) exceeds the limit allowed by the recipient's mail server. The Mailer Daemon will return an error report indicating that delivery failed due to the message size being exceeded.

Rate Limit Exceeded

This error Rate Limit Exceeded occurs when the sender exceeds the allowed frequency or volume limit set by the recipient's mail server. Mail servers may impose these limits to prevent spam or system overload.

Sender denied: auth guards failed

Refer to this other guide if you encounter an error Sender denied: auth guards failed.

The message contains a Unicode character in a disallowed header

This error The message contains a unicode character in a disallowed header may appear if you have inserted a special character like a heart ♥ e.g. in the body of the email, the subject or especially in the full name; the risk of being rejected by providers is very high: it is best to keep the use of signs, characters and fonts as simple as possible.

This guide details the accepted and valid characters when you need to create an email address (up to 64 characters) within an Mail Service Infomaniak.

Preamble

• Some characters may be forbidden or allowed, but they are not the same characters depending on whether they are before or after the @ sign, as in nom-utilisateur.mail@nom-domaine.xyz for example.
  • To understand the possibilities offered at the domain name level itself (distinct part "nom-domaine.xyz" that comes after the at sign @), refer to this other guide.

user-name.mail @ domain-name.xyz

In the part representing the user's email address (the distinct "nom-utilisateur.mail" part that comes before the at sign @) providers like Infomaniak may limit the use of certain characters when creating email addresses, even though they are allowed by the RFC (Request for Comments) #5321 and #5322, among others.

Here is what can be used or not in the part preceding the @ in an email address:

This guide details the management of the Organization Directory, i.e., a “special” address book present within the Web app Contacts Infomaniak (online service contacts.infomaniak.com).

Introduction

• The Organization Directory is "automatically compiled" by the various users who make up one of the Organizations to which your user is attached.
• This address book is automatically synchronized with all internal users of your Organization.
• It is not possible to export it.

Access the directory

If your login ID matches and belongs to multiple Organizations, you can access the different directories of your Organizations:

1. Click here to access the Web app Contacts Infomaniak (online service contacts.infomaniak.com).
2. Click on the chevron ‍ to the left of the name of the relevant Organization.
3. Click on Directory of {Organization Name}:
   
4. The Organization's contacts are displayed on the right.

Edit the details of a contact in the directory

You can do many things (copy, export the card, view email exchanges, favorite, etc.) by clicking on the card of a contact in the Organization Directory address book, but you will not be able to modify the coordinates on behalf of the person concerned:

To modify the main information, the person concerned (the one for whom a change needs to be made) must log in to their profile and modify it:

A. First & Last Name

To modify the first and last name visible in the directory, the concerned user (here user2@exemple-domaine.ch) must log in to their account and update their information:

B. Email address

To modify the email address visible in the directory, the user in question (here user2@exemple-domaine.ch) must log in to their account and update their details:

C. Phone number

To modify the phone number visible in the directory, the user in question (here user2@exemple-domaine.ch) must log in to their account and update their details:

Direct link

This guide explains the principle of on-the-fly URL rewriting.

Introduction

• URL rewriting on the fly is a technique that allows you to change the appearance of a web page's URLs without actually altering the resource's path.
• This process is done through virtual redirects, transforming a visible URL into a more aesthetically pleasing one, while keeping the initial destination invisible to visitors.
• This method is often used to make URLs simpler and more readable, by hiding the parameters of dynamic pages.
• In addition to improving aesthetics for visitors, it is beneficial for search engine optimization, as search engines generally prefer URLs without complex parameters.

Example of URL rewriting

Consider the example of the URL: article.php?id=25&categorie=4&page=3. It can be rewritten as: article-25-4-3.html or titre-article-25-4-3.html. Here's how to configure this in a .htaccess file if article.php is located in the web/admin/ directory:

Options +FollowSymlinks
RewriteEngine on
RewriteBase /admin/
RewriteRule ^article-([0-9]*)-([0-9]*)-([0-9]*).html$ article.php?id=$1&categorie=$2&page=$3 [L]

• Options +FollowSymlinks : allows the use of symbolic links
• RewriteEngine on: enables the Apache URL rewriting module
• RewriteBase /admin/ : specifies the working directory
• RewriteRule: defines the rewrite rule

With this configuration, when a user accesses article-25-4-3.html, they are redirected to article.php?id=25&categorie=4&page=3 without this being visible.

Redirect to another domain

If you own multiple domains pointing to the same site, you can redirect all requests to a main domain. For example, if www.domaine.xyz and www.mon-domaine.xyz lead to the same site, but www.mon-domaine.xyz is your main domain, use this rule in the .htaccess of www.domaine.xyz:

RewriteEngine On
RewriteRule ^(.*)$ http://www.mon-domaine.xyz/$1 [R=301]

This will redirect all pages from www.domaine.xyz to www.mon-domaine.xyz transparently, with a permanent redirect (R=301).

Also, refer to this other guide on this topic.

This guide explains how to force the display of the web hosting name in the browser's address bar to one of the domain names installed as an alias/synonym or how to display the main domain in the address bar instead of the alias.

Limit the "duplicate content" or duplicate content

Suppose you have the hosting votre-domaine.com at Infomaniak and that as an alias domain name you have installed www.domainesyno.xyz.

By default, when you type either of the domain names (votre-domaine.com or domainesyno.xyz) in your browser's address bar, the one you typed will be displayed in the address bar.

You therefore have the possibility to force the display of a different address than the one that was typed. So if someone types domainesyno.xyz, then it is votre-domaine.com that will automatically appear in the address bar.

A code must be entered into a file called .htaccess which must be located at the root of your hosting (in the /web folder of your FTP). If this file does not yet exist, you must create it on the server.

Then insert these directives into the file:

RewriteEngine on
RewriteCond %{HTTP:X-Forwarded-Proto} !https
RewriteRule (.*) https://votre-domaine.com/$1 [R=301,L]

Adjust the code above according to these instructions:

• Replace votre-domaine.com with your domain name with the appropriate extension (.com, .fr, .ch, etc.) that you want to display in the browser's address bar for the visitor. Add www. before your-domaine.com if necessary.
• Replace the second line of the code above with "RewriteCond %{HTTPS} off‍" if a loop error occurs, this means that HTTP/2 is active for this site

Also, familiarize yourself with the automatic redirections to https.

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

Introduction

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

Create a signature template

To create a model:

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

Available fields and variables (see point 8 above)

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

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

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

Apply the signatures to users from this model

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

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

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

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

Mail Service users will then be able to…

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

Activate a template on an existing email address

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

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the product in question.
3. Click on the boxes to select one or more email addresses in the table that appears.
4. Click on the action menu ⋮ then on Apply a signature template.
5. Select the model of your choice.
6. Click on the Activate button:
   

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

Introduction

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

Change the domain name of the Service Mail

Prerequisites

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

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

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the relevant product.
3. Click on Domain Management in the left sidebar
   
4. Click on Domains linked to the service in the left sidebar.
5. Click the blue button Add a linked domain:
   

6. It is possible to:

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

   

a: The domain exists at the Organization level

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

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

b: The domain exists but elsewhere

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

This guide explains how to rename a Web hosting present in the Infomaniak Manager within your Organization.

Preamble

• A Web hosting service is, schematically, the storage space reserved for hosting one or several of your websites.
• By default, your Infomaniak hosting takes the name of the first site you add to this hosting:
  • You own the domain name "domaine.xyz" and want a site with this domain name…
  • You purchase a web hosting that will be automatically named "domaine.xyz" even if you later add a second site "toto.com".
• The hosting can be renamed with a more generic name like "My Websites" to better reflect its actual content.
• This renaming is intended to improve the readability/understanding of the products listed in your Manager and has no impact whatsoever on the web addresses: refer to this other guide to act on the domain name.

Renaming a Web Hosting

To access the web hosting in order to change the name:

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 Manage button.
4. Click on Edit name:
   
5. Enter the desired name.
6. Click on Save.