Base de conhecimento

This guide explains how to create and manage email passwords for an email address from the Mail Service, so that you can access it using a third-party application, such as Outlook or Thunderbird.

Prerequisites

• Order a Mail Service from Infomaniak.
• Create one or more addresses on this Mail Service.
• Have at least the right to manage the Mail Service in question (or be an Administrator / Legal Representative within the Organization).

Generate an email address password

To add a password to the example address demonstration@exemple-domaine.ch:

1. Enter your login ID and password for your Infomaniak account on the https://manager.infomaniak.com/ page:
   
2. Validate the login on the Manager using the 2FA (two-factor authentication) method that was initially defined:
   
3. Once on the dashboard, click on Mail Service:
   
4. Once you are in your Mail Services, click on the name / domain name to which the email address in question belongs:
   
5. Once you are in the Mail Service to which the address belongs, click on the email address in question:
   
6. Once you are on the email address in question, click on the Devices tab and then on Add a device:
   
7. At this stage, it may be necessary to re-enter the login password (the one from step B above):
   
8. Then choose not to specify a particular user ("No user").
   • Specifying a user, however, makes it possible to link any SMTP restriction for the user to their connected devices, in addition to simply removing their right to send emails from the Infomaniak ecosystem.
9. Enter a descriptive name that allows you to identify the reason why you created this device (here, the user needs a password to be able to send emails from a site, and he adds as useful information the current date):
   
10. There you go: the new password is displayed, you can change the characters (minimum 16) if necessary (please note that it will not be possible to display it again).
11. Save it at the bottom of the page to use it as you wish:
    

Did you click on the “Finish” button (above, “P”) without noting the password? No problem, modify or generate a new one!

1. Click on the action menu ⋮ located to the right of the device you just created and click on Change password:
   
2. Click on the button on the far right of the field to generate a new random password and/or enter directly the secure characters you want to use (minimum 16) for the new password, then click on the button to save the change:
   
3. There you go, the password that replaces the old one is displayed permanently, you can enter it on your device(s) to replace the previous one (please note that it will not be possible to display it again).

Do you need a password for a secondary and temporary user? No problem, generate a second one!

1. Click on the button to Add a new additional device:
   
2. Then, choose not to specify a particular user, and enter a name that will allow you to identify the reason why you created this device (here, the user needs a password for a one-week intern):
   
3. There you go, the password is displayed; you can use it for your intended purpose (note that it will not be possible to display it again later; however, as before, it will of course be possible to modify it or generate a new one):
   

Alternative: create a password for a user

Rather than creating a password yourself and having to communicate it to the user later, you can directly allow a user who has fewer permissions than you to obtain the password for the device they need:

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

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

• The created password will be displayed; you can modify it one last time, copy it, and store it securely (e.g., in a password manager); it will no longer be possible to view it afterward.

Modify or remove an existing password

When access is no longer needed, revoke only the password in question: other access to the email address will remain active.

This guide explains how RBLs work, the questionable policies of some of them, and how to resolve any email blocking issues.

Introduction

• RBLs (Realtime Blackhole List) or DNSBL (Black List DNS) are lists containing addresses/IPs/provider names/servers that are considered major spam senders.
• These are often large, general blacklists that identify messages considered undesirable and the senders of those messages, maintained by certain providers (smtpcheck, uceprotect: non-exhaustive list)…

Adding an email address to the RBL

When an email address is identified as belonging to an undesirable sender, it is blocked to prevent the reception of unsolicited messages. A block in the RBL does not expire. Addresses will be listed indefinitely.

If you receive a message indicating that your email address is blocked by an RBL, it means that Infomaniak's security system has detected suspicious or undesirable activity associated with that email address. This may include sending large numbers of unsolicited messages, participating in phishing campaigns, or other malicious behavior.

Resolving an email block (RBL)…

… if the error mentions your address and RBL

If you receive errors such as

anna.a@domain.xyz is rbl blacklisted - http://chk.me/rbl

when sending an email and you believe it is a false positive, contact Infomaniak support.

To prevent your email address from being blocked by the RBL blocking system in the future, follow best practices for email usage:

1. Do not send unsolicited messages or mass messages to unknown recipients.
2. Regularly review the list of recipients used.
3. Do not participate in phishing or cybercrime activities.
4. Ensure the highest level of security where your emails are used:
   1. strong password
   2. up-to-date software
   3. up-to-date operating system (iOS, Android, Windows, macOS, etc.)
   4. up-to-date configuration of the associated domain

… if the error mentions an organization like Sorbs or Barracuda

If you receive errors such as

554 5.7.1 Client host blocked using sorbs

or similar:

1. Follow the procedure of the organization mentioned (for example http://www.barracudacentral.org) to have your address removed from the list.
2. Temporarily change your internet service provider or connection method - WIFI vs 4G/5G - to send your messages.
3. Inform your correspondent and their email provider to take the necessary steps and/or stop using an unreliable RBL.
4. Wait a few hours and try again.

Fewer and fewer professionals (ISPs, hosting providers, etc.) are using service providers like Backscatterer / UCEPROTECT, whose primary purpose is financial gain. There are many other highly effective lists available, such as ABUSIX or SPAMCOP, which are well-maintained and whose real goal is to combat spam, one of Infomaniak's top priorities.

Este guia apresenta o modelo de segurança que permite atribuir utilizadores a um endereço de e-mail ou definir uma senha diferente para cada dispositivo ou software que precise acessá-lo.

Introdução

• Ao criar um endereço de e-mail, nenhuma senha é definida.
• Se você permanecer no ecossistema Infomaniak, ou seja, se usar apenas o aplicativo web Mail Infomaniak (serviço online ksuite.infomaniak.com/mail) e/ou o aplicativo móvel Infomaniak Mail (aplicativo para smartphone ou tablet iOS / Android), não precisará gerenciar senhas, pois tudo é configurado com o conceito de utilizador, ou seja, de conta Infomaniak (que, por sua vez, possui uma senha):
  • Um endereço de e-mail pode ser consultado/utilizado nesses aplicativos Mail Infomaniak sem uma senha diferente daquela que já permite o acesso à sua conta Infomaniak, simplesmente após ser convidado.
  • Basta autorizar sua própria conta ou convidar um conhecido para ser utilizador do endereço de e-mail.
• Caso contrário, fora deste ecossistema, você simplesmente cria uma senha (ou várias) para seus dispositivos (Outlook, iPhone, CRM, etc.), de acordo com suas necessidades:
  • Cada senha pode ser revogada individualmente, sem impacto nos outros utilizadores ou dispositivos vinculados a este endereço.
  • Não é possível exibir uma senha criada anteriormente; basta criar uma nova!

Adicionar um utilizador

= Autorizar uma pessoa a consultar o endereço nas interfaces Mail Infomaniak

Para autorizar um utilizador (incluindo você mesmo) a consultar o endereço de e-mail no Infomaniak sem uma senha diferente da sua (aquela da sua conta Infomaniak):

• No painel de controlo do Serviço de Email:
  • adicione o endereço de email às suas aplicações Mail Infomaniak para que possa usar o endereço,
  • ou decida qual outro utilizador externo deve ter acesso ao endereço nas suas aplicações Mail Infomaniak,
  • ou remova o acesso de um utilizador: os outros acessos ao endereço de email permanecerão ativos.
• Qualquer utilizador de um endereço de email na Infomaniak pode ver a lista de outros utilizadores que têm acesso diretamente na aplicação Web Mail.

Adicionar um dispositivo

= Adicionar uma palavra-passe para permitir que uma pessoa consulte o endereço num dispositivo (Outlook, iPhone, CRM, etc.)

Para permitir que um utilizador (incluindo você) consulte o endereço de email em IMAP e envie mensagens por SMTP (protocolos que requerem ambos uma palavra-passe):

• No painel de controlo do Serviço de Email:
  • crie palavras-passe específicas para cada dispositivo (Outlook, iPhone, CRM, etc.), conforme necessário,
  • ou revogue a palavra-passe em questão: os outros acessos ao endereço de email permanecerão ativos.
• Pode gerir os dispositivos conectados diretamente na aplicação Web Mail.

This guide concerns the notifications you can receive with the Infomaniak Mail mobile app (application for iOS/Android smartphones or tablets).

Receive notifications based on a specific email address

The Infomaniak Mail mobile app allows you to manage multiple email addresses, and you can choose to receive notifications only for certain email addresses and not for others.

To access the app's notification settings, refer to this other guide.

Troubleshooting…

… on iOS

In the Infomaniak Mail mobile app settings, check that notifications are enabled for the email address in question:

… on Android

On Android devices, especially Samsung devices with One UI 6.1 and later, the system settings screen for notifications no longer allows you to specify which of your email addresses should trigger a notification by default:

The solution is to enable it from the main Android notifications page by clicking on "Advanced settings" at the bottom of the window…

… the “Manage notification categories for each application” option:

Then, go back to the Infomaniak app's notification page and you can tap on “Notification Categories”…

… to find the option to choose specific notifications by email address:

Receive all notifications

If you have enabled notifications for the app on your mobile device, you will receive a notification for each new message that arrives.

Troubleshooting…

If you see a new message arriving in your inbox, but it doesn't trigger any notifications on your device, there may be several reasons.

1. Start by opening the app to make sure it is working, and update it if necessary.
2. Open another app or turn off the device screen (if the Infomaniak Mail app is open, in the foreground, with the screen on, the device may not emit any notifications).
3. Send a new test message to your email address to trigger a notification.
4. Is the test message in the inbox? Indeed, a message going to spam or another folder may not trigger any notifications.

… on Android

1. Have you waited several tens of minutes? Indeed, quick notifications (like push notifications) require going through a Google service to function, but some devices that do not use Google services (like Fairphone) may experience notifications arriving at much longer intervals.

This guide explains how to remove an user's access to a mail address within the Infomaniak ecosystem from a Mail Service. This means the user only uses the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail) and/or the Infomaniak Mail mobile app (application for iOS/Android smartphones or tablets).

Prerequisites

• You must have at least the right to manage the Mail Service in question (or be an Administrator / Legal Representative within the Organization).

Managing and Removing a User from the Mail Service

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

If a user should no longer have access to a mail address and its content, simply remove them from the interface:

1. Click here to access the management of your Mail Service in the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the product in question:
   
3. Click on the email address in question in the table that appears:
   
4. In the table of users who currently have access to the address in question, click on the action menu ⋮ to the right of the user in question.
5. Choose to remove their access to the email address:
   
6. Confirm the action: all their access to the email address will be revoked, and they will no longer be able to access it.

This guide explains how to manage other users who access an email address from the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail).

Manage users with access to the email address

When an email address is created within a Mail Service, you can:

• add yourself to access it on Infomaniak,
• add another user so they can access it on Infomaniak.

To quickly manage these different access permissions, go to your Infomaniak mailbox:

1. Click here to access the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon ‍ in the top right corner of the interface.
3. Check or select the email address in question from the drop-down menu in the left sidebar.
4. Click on Shared with:
   
   • The list here is purely informative because the email address in question is managed within another Organization - no action is possible.

In the case of a mail address managed by you, more options are available:

1. The Manage button takes you directly to the user management section for the relevant Mail Service.
2. Click on the action menu ⋮ to the right of the user to access quick actions:
   
   1. Get details about the user.
   2. Edit the user's permissions.
   3. Connect (or allow the user to connect) a device (by creating a password).
   4. View connected devices (which have a previously created password).
   5. Revoke access for the user in question.

Shortcut

You can also access it directly from the home page:

• Click on the action menu ⋮ to the right of your mail address.
• The number of shares is displayed; if you click on the item, you will be taken to the management page described above:
  

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 A icon 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 explains how, from a Mail Service, to allow a person to access a mail address within the Infomaniak ecosystem, i.e., by using only the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail) and/or the Infomaniak Mail mobile app (application for iOS/Android smartphones or tablets), without creating a specific password for the address.

Prerequisites

• Order a Mail Service from Infomaniak.
• Create one or more addresses on this Mail Service.
• Have at least the right to manage the Mail Service in question (or be Administrator / Legal Representative‍ within the Organization).

Invite to use the email from the Mail Service

To allow a user who is already active to access the mail address you want to share:

1. Click here to access the management of your Mail Service in the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the product in question.
3. Click on the mail address in question in the table that appears:
   
4. Click on Add above the table of users who currently have access to the address in question in Mail:
   
5. Enter the password to log in to your Infomaniak account if prompted.
6. Choose (a) one of the existing users within your Organization or (b) an external user to the Organization:
   

Option [ a ]: existing user in the Organization

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

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

The user in question can access the email address:

Option [ b ]: user external to the Organization

If the third party is not at all affiliated with the Organization, either because they are not yet familiar with Infomaniak, or because they have their own Organization:

1. Click the radio button to select the new user option.
2. Click to configure the user's permissions: 
   
3. If necessary, modify the permissions granted to the user for the email address in question.
4. Save the changes: 
   
5. Click the button to Add the user: 
   
6. The invitation is created (in the form of a URL such as https://welcome.infomaniak.com/iw/abcdef-12345..…) and the user simply needs to click the link (see below) for the email address in question to be added to their Infomaniak Mail.
7. It is possible to send the invitation by email: 
   
8. The invitation is visible in the user tab for the email address, and it can be deleted at any time: 
   

If the third party is already using the Infomaniak Web Mail app…

The user (third party) clicks the invitation link while logged in to their Infomaniak account…

1. … or if they log in to their account after clicking the invitation link:
   
2. If necessary, the user can still change accounts before linking the address if needed:
   
3. The user in question will then have access to the email address in question once they have chosen the relevant organization:
   

If the third party does not yet use Infomaniak…

After clicking the invitation link and entering their email address, the third party will be prompted to create an Infomaniak account:

1. They will need to enter their details and create a password to log in to their Infomaniak account:
   
2. They will need to provide a phone number and accept the 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 has been added, that's it: the user is redirected to the Mail Infomaniak web app, which will display the email address to which the invitation link referred:
   

In case of problems

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 in question does not already exist as a login ID for an Infomaniak Organization
• the table below the button does not list a user with the same email address as the email address in question

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 is listed in the table.

Solution: to be able to invite a new user to view the address in question (or if a message indicates that it is not possible to proceed for security reasons), please 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 Mail Infomaniak apps:

They can switch between their addresses at any time via the chevron located in the upper left corner of the screen:

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

If the address associated with the invitation still doesn't appear, try refreshing the browser page (Command ⌘ + R on macOS and Ctrl + F5 on Windows).

Este guia explica como compartilhar uma mensagem recebida por e-mail nos aplicativos Mail da Infomaniak usando um link específico.

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

Introdução

• É possível compartilhar qualquer e-mail, independentemente de sua localização (mensagens enviadas, arquivadas, etc.).
• O link de compartilhamento é válido por 30 dias.
• Os anexos serão visíveis.
• Não é necessário ter uma conta Infomaniak para visualizar a mensagem.
• Ao retornar à mesma mensagem para copiar o link de compartilhamento novamente, um novo link será gerado, válido por 30 dias.
• Atenção: não é possível revogar um link de compartilhamento.

Compartilhar o conteúdo de uma mensagem…

… a partir do aplicativo Web Mail Infomaniak

Para obter o link de compartilhamento de um e-mail a partir da interface Mail Infomaniak:

1. Clique aqui para acessar o aplicativo Web Mail Infomaniak (serviço online ksuite.infomaniak.com/mail).
2. Abra a mensagem a ser compartilhada e clique no menu de ação ⋮ à direita.
3. No menu que aparece, selecione Copiar o link de compartilhamento:
   
4. Confirme o compartilhamento:
   
5. O link foi copiado para a sua área de transferência; pode consultar a URL para pré-visualizar o compartilhamento e enviar a URL:
   

… a partir do aplicativo móvel Infomaniak Mail

Para isso:

1. Abra o e-mail em questão no aplicativo móvel Infomaniak Mail (aplicativo para smartphone ou tablet iOS / Android).
2. Clique no menu de ação ⋮ localizado no canto superior direito do e-mail exibido.
3. Escolha Compartilhar e-mail para enviar o link específico deste e-mail pelos meios oferecidos pelo seu dispositivo (SMS, Compartilhamento Rápido, etc.).

This guide explains how, from a Mail Service, you can access a mail address on the Infomaniak ecosystem (using only the Mail web app from Infomaniak – online service ksuite.infomaniak.com/mail and/or the Infomaniak Mail mobile app – application for iOS/Android smartphones or tablets) with your Infomaniak account login credentials, without creating a specific password for the address.

Prerequisites

• Order a Mail Service from Infomaniak.
• Create one or more addresses on this Mail Service.
• Have at least the right to manage the Mail Service in question (or be an Administrator / Legal Representative within the Organization).

Accessing a mail address yourself

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

1. Enter your Infomaniak account login credentials and password on the https://manager.infomaniak.com/ page:
   
2. Confirm your login on the Manager using the 2FA (two-factor authentication) method that you initially defined:
   
3. Once on the dashboard, click on Mail Service:
   
4. Once on your Mail Services, click on the name / domain name to which the email address in question belongs:
   
5. Once on the Mail Service to which the address belongs, click on the email address in question:
   
6. Once on the email address in question, click on the Add user button:
   
7. At this stage, it may be necessary to re-enter your login password (the one from step B above):
   
8. Then, choose the option to add an existing user, then click on the field below, which will display the list of users in the Organization to which you are connected, and click on your user (your login ID for the Infomaniak account). Confirm the addition with the button at the bottom right:
   
9. Done, your user has been added:
   
10. Next, click on the ‍ icon at the top of the screen to open the kSuite tools, and then click on the Mail Infomaniak web app:
    
11. The email address has been successfully added to the Mail web app (if necessary, click 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 them of the operation:
    

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

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

To do this, you may sometimes need to first choose to display all Organizations from the top left:

If the address still doesn't appear, try refreshing 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

Prerequisites

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

To quickly send a reaction emoji to a received email:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Open the email you want to react to.
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, it is possible to hover over the emoji to see who added which 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:
   

Este guia explica como denunciar um spam ou declarar um falso positivo caso mensagens do tipo spam passem despercebidas no Serviço de Email Infomaniak, ou, inversamente, se um email válido for classificado como spam inadvertidamente; você pode intervir em poucos cliques.

Denunciar um spam

Pré-requisitos

• Verifique se o filtro de spam está ativo.

Em seguida, para mover automaticamente para a pasta Spam um email da sua caixa de entrada que tenha escapado ao filtro anti-spam:

1. Clique aqui para acessar o aplicativo web Email Infomaniak (serviço online ksuite.infomaniak.com/mail).
2. Selecione a mensagem na caixa de entrada e clique no ícone Spam na barra de ferramentas:
   
3. Você também pode abri-lo e declará-lo como Spam posteriormente:
   
4. Outra possibilidade: abri-lo e clicar no menu de ação ⋮ à direita:
   

Assim que você clicar em Denunciar como spam:

• o email será movido para a pasta Spam (ou para a pasta definida manualmente)
• o endereço do remetente é adicionado à lista de utilizadores bloqueados
• o filtro é aperfeiçoado para um melhor desempenho ao longo do tempo.

Reportar um falso positivo

Por outro lado, se você agir em um e-mail que foi incorretamente classificado como spam (falso positivo) clicando no ícone "Isto não é spam":

• O e-mail é movido para a caixa de entrada…
• O endereço do remetente é adicionado à lista de utilizadores autorizados…
• Isso também afeta o filtro e seus critérios.

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

Introduction

• This full name (usually a first name and last name) is linked to your email address, your Infomaniak account, and any signatures.
• It is displayed instead of or next to your email address for the recipient of your email.
• Please note that if the recipient has already added you to their address book with a name/first name, it is often these saved details that take precedence.

Add / modify the sender name

Without a 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 Mail web app (online service ksuite.infomaniak.com/mail) to compose a new message.
2. Check the From: field, i.e., 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 corner of the Infomaniak Manager) to "Manage my account":
   
5. Click to edit your personal information:
   
6. Edit the first and last name, then validate by clicking to the right of the corresponding line:
   
7. Go back to composing a new email, refresh the browser window if necessary, and check that the from field has been correctly updated:
   

With a signature

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

Refer to this other guide if you need information on editing Mail signatures and on how the full name is handled for 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 explains how to transfer to Infomaniak email addresses currently hosted by Swisscom, using an IMAP import tool.

Introduction

• This operation does not affect data already present in the destination address or in the source address.
• The entirety of the external mailbox will be imported.
• Once the import process has started, it is no longer possible to interrupt it.
• Any duplicates will be managed: identical content will only be copied once.
• Refer to this other guide if you are looking for alternatives to this IMAP process.

Import email content from Bluewin to Infomaniak

Infomaniak Prerequisites

• You must have a Mail Service in your Infomaniak Manager.
• You must have a quota of available addresses or adjust it beforehand if necessary.
• Ensure that the email service is properly secured.
• Create one or more addresses in this Mail Service.
  • If you have many (10+) email addresses to create, refer to this other guide on bulk creation.
• The destination email address must be linked to the user (= the Infomaniak account) you are using.

Next, to import the email content:

1. Click here to access the import tool (online service https://import-email.infomaniak.com).
2. If necessary, log in to your Infomaniak account for the relevant organization, as the import will be done to one of the email addresses associated with the Infomaniak Mail web interface (online service ksuite.infomaniak.com/mail) of the Infomaniak account you are using.
3. Click on the import via IMAP.
4. Click on the one-time import.
5. Fill in the field on the left with your source email address (the content of which you want to copy).
6. Fill in the field on the right with the password for that same source email address (see prerequisites above).
7. Click on Confirm.
8. If necessary, enter a second email address that you want to import at the same time.
9. Choose the email address to which you want to import the emails; the drop-down menu lists the email addresses currently associated with your Infomaniak Mail web interface (online service ksuite.infomaniak.com/mail) of the Infomaniak account you are logged into.
10. After selecting the desired destination address from the list, click the blue Import Emails button.
11. The copying process begins; you can wait and see the result on the page once the import is complete, or close the window (the import continues in the background, and progress can be tracked - see below).
12. 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.
13. A tracking feature is available in the settings of the destination email address, on the web app Mail (online service ksuite.infomaniak.com/mail) only.
14. The tracking feature allows you to view the import history for the address in question.

Import all your contacts

To continue using your address book, you need to export the contacts from Bluewin:

1. Log in to your Bluewin interface.
2. Click on Contacts.
3. Click on the Settings icon ‍ in the toolbar.
4. Click on Export contacts.
5. Save the contacts.csv file to your device.

Then you need to import them:

1. Log in to your Infomaniak Address Book.
2. Click on Advanced Actions at the bottom left.
3. Click on Import.
4. Select your .csv file downloaded in step 5 above.
5. Click on Next and start the import.

Redirect emails to Infomaniak

If the Bluewin address continues to exist for some time, you can set up a forwarding of incoming messages. This way, they will be automatically forwarded to your new Infomaniak address:

1. Log in to “MySwisscom”, click on the "More" box, then “Settings”: 
   
2. Then click on “Manage forwarding”: 
   
3. Enter the email address created with Infomaniak as the destination for all your future incoming emails.

This guide explains how to configure the Infomaniak Mail mobile app (application for iOS / Android smartphones or tablets).

Accessing the app settings

To open the settings for the Infomaniak Mail mobile app (application for iOS / Android smartphones or tablets) on your device:

1. Tap the top left of your inbox:
   
2. Click on the Settings icon ‍ in the top right of the panel 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 a different signature from the configured signatures.

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

b. my kSuite only

Provides information about the current subscription. Example:

c. App lock

This option allows you to protect the application using one of your device's lock methods. This ensures that you remain logged into your Infomaniak account, but prevents third parties from accessing Infomaniak Mail when the app is no longer in the list of open applications.

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

When you reopen the application, you will be prompted to authenticate.

d. Device Notifications

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

e. Contacts & Calendar Synchronization

Currently, this synchronization is managed externally; please refer to the https://config.infomaniak.com/ wizard.

f. External Content

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

g. Automatic Advance

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

h. Conversation List Density

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

i. Theme

The theme allows you to choose between a dark mode (dark) display or, conversely, a bright black-on-white display. This display can also be defined based on the device's theme (allowing you to use any system setting that changes the display based on the time of day).

j. Accent color

The accent color is either blue or pink.

k. Swipe actions

Swipe actions allow you to define what action Infomaniak Mail should perform if you swipe your finger on a message from right to left or from left to right in the list (including the “long swipe” on iOS):

The possible actions are:

• delete the message (it goes to the trash)
• archive the message (it goes to an archive folder)
• mark as read or unread
• move the message (and in this case, the list of folders is displayed after a swipe)
• favorites (to enable tracking of the message)
• report as spam
• quick actions menu (also accessible from the message view, which allows you to write a reply, forward, delete, print, etc.)

You can also choose "none" to avoid actions that you may not want if your device is not suitable for swiping:

l. Message display mode

Choose between displaying messages individually or using “thread”/“conversation” mode, which groups your emails by topic/sender. This means emails received are grouped according to the subject of the discussion, making the inbox display cleaner and easier to follow the messages from the different participants in the conversation:

Account Management

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

Este guia explica como anexar ficheiros e/ou imagens aos e-mails enviados a partir da aplicação web Mail Infomaniak (serviço online ksuite.infomaniak.com/mail), a solução online completa para ler e gerir os seus e-mails.

Introdução

• Consulte este outro guia sobre as limitações de envio de e-mails/anexos.

Anexar ficheiros do seu computador à sua mensagem

Para adicionar um anexo presente no seu computador:

1. Clique aqui para aceder à aplicação web Mail Infomaniak (serviço online ksuite.infomaniak.com/mail).
2. Clique em Nova mensagem.
3. Clique no ícone de grampo Anexar ficheiro:
   
4. Navegue pelas pastas para selecionar os arquivos a serem anexados à mensagem:
   
   • No aplicativo web Mail da Infomaniak (serviço online ksuite.infomaniak.com/mail), o limite de tamanho dos anexos é de 25 MB.
     • Acima desse limite e até um máximo de 3 GB, um link SwissTransfer é gerado e integrado à sua mensagem: os dados são armazenados na Suíça, na nuvem da Infomaniak, e seus destinatários poderão usar esse link para baixar facilmente os anexos durante um período predefinido.
     • Acima de 3 GB (e até 50 GB), é recomendado usar sempre o SwissTransfer para seus envios.

Anexar arquivos do kDrive à sua mensagem

Para adicionar um anexo existente no kDrive:

1. Clique aqui para acessar o aplicativo web Mail da Infomaniak (serviço online ksuite.infomaniak.com/mail).
2. Clique em Nova mensagem.
3. Clique no ícone da pasta do kDrive para navegar pelas pastas; selecione os arquivos do kDrive a serem anexados à mensagem:
   
4. Depois de encontrar e adicionar os dados (se necessário, altere o kDrive selecionado através do menu suspenso), selecione a opção Anexo à direita (para anexar os ficheiros kDrive à mensagem, em vez de enviar um simples link para os ficheiros) e, em seguida, clique no botão Inserir:
   
5. Os ficheiros selecionados são adicionados à mensagem:
   

Incluir uma imagem no corpo da sua mensagem

Para adicionar uma imagem à mensagem (no meio do texto da sua mensagem, por exemplo), existem 2 possibilidades:

1. Arraste e solte a imagem na interface de introdução (imagens com mais de 10 MB não serão exibidas, mas serão anexadas).
2. … ou clique no ícone que representa uma paisagem:
   
3. em seguida:
   
   1. Clique no botão para carregar uma imagem (o que permite selecioná-la no local desejado e inseri-la no corpo da mensagem)…
   2. … ou insira o endereço URL da imagem que deseja incluir dinamicamente; a imagem deve estar disponível em algum lugar na Internet (você pode usar o Web FTP para enviar sua imagem para o seu espaço de hospedagem, caso possua) e deve continuar disponível no momento em que o destinatário visualizar a mensagem.
4. Clique no botão para adicionar a imagem.

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

Preamble

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

Access signatures from the Infomaniak Web Mail app

Prerequisites

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

To access signature management:

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

Access signatures from Mail Service

To access 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

You have two options:

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

Then:

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

Signature formatting

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

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

Set a default signature

To choose the signature used by default under certain conditions:

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

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

There is a case where the default signature will not be the one automatically inserted by default when drafting a message: see point 10 of this other guide.

Select or remove the signature when drafting

When you start drafting a new message:

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

Associated addresses (multiple possible)

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

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

When a signature has been created directly without a template:

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

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

Go further with templates

Refer to this other guide if you are looking for how to define custom templates that can be applied as soon as a new email address is created on your Mail Service, for example, or in bulk to all addresses in your domain.