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Account
Send messages
Attachments
Spellchecker
Signature
Templates
Address Books
Contacts lists
Folders management
Delete messages
Receiving messages
Check external email addresses
Access with POP3 software
Access with IMAP4 software
RSS access
Notifications
Filters
Sort and search
Receipts
Priorities
Antivirus
Antispam
Archiving
Print
Sharing
Customization


Account

  1. Create an email account [top]
    If no e-mail address was set for your account, you have to choose one the first time you use Messages.

    You can choose among different proposals based on your first name and last name. If these are incorrect, edit them before you create your email account. Go to 'My account > Update my personal data'). You can create the email address you want, unless it was already chosen by another user.

  2. Edit your email address [top]
    Once your have chosen your email address, you can not change it.

    If you really want to change your address, you should create a new account with this other email address. If you can't create a new account by yourself, contact the technical support.

  3. Alias [top]
    An alias is a second email address for one and only account. In the virtual office, one account can only be linked to one and only email address.

    Therefore, if you wish a second address, create a second account (linked to the second email address you wish) and forward all incoming messages to your first account.

    Steps:

    • Create a second account (account2) and create an email address (email2) within it.
    • Then, activate the automatic forwarding (go to 'Preferences') for all incoming messages on the email2 address to your current email address. All messages will then be transferred to your current account. Note: Check that account2 subscription allows automatic forwarding.
    • If you want to send messages from your email2 address in your current account, you can add the email address in your personal data or, when writing a message, you can click on From.

Send messages

  1. Create a message [top]
    Click on Compose in the menu bar. Enter the following parameters in the new window:
    • To: email address of the main recipient
    • Cc (optional): one or several recipients in Carbon copy
    • Bcc (optional): one or several recipients in Blind Carbon copy
    • Subject (optional): the subject of your message
    • Message (optional): the message
    Note: The addresses in the Cc field are visible to every recipient, while the addresses in the Bcc field are invisible to every recipient.
  2. Create a draft [top]
    While writing a message, click on Save to save the message as a draft. It is not sent and is placed automatically in the Drafts folder.

    To resume the writing and/or send the message, go to Drafts and click on the message.

  3. Channels [top]
    Every message can be sent by one, several or all of the following channels. The three recipient fields (To, Cc and Bcc) can also be used.
    • For email, simply indicate the email address.
    • For SMS, enter the complete number in international format (Country + zone + number) followed by @SMS (eg: 32475123456@SMS). Attachments are not sent to these recipients.
      Note: We advise you to sign your SMS so that the recipients know from who they are coming from. Besides, if you wish an answer by SMS, write your own number in the message.
    • For fax, enter the complete number in international format (Country + zone + number) followed by @fax (eg:322123456@FAX). The body of the message is sent on the first page, while attachments are sent on following pages.
      NB: We advise you to sign your faxes so that the recipients know from who they are coming from. Besides, if you wish an answer by fax, write your own number in the message.
  4. HTML for sent messages [top]
    An email can be sent in text (default format) or in HTML. This second format allows text formatting (font, alignment, colors, etc.), images, etc.

    To send an HTML email, click on Compose and then on the <Rich text> tab. A button bar (similar to a word processing button bar) appears above the body of the message. Move the mouse over each button to get its legend.

    If you wish to use HTML directly, click on the last button, named <>.

    When replying to an HTML email, the format used (text or HTML) is defined by the setting in Preferences (Format when replying to a HTML email).

  5. Send a message to all group members [top]
    Click on To. Then click on the Groups tab and select the checkbox labeled All members of (group name).

    Please note that all email addresses are public to all recipients if you choose the To or Cc columns. To hide email addresses, use the Bcc column and enter your own email address in the To field.

  6. Reply [top]
    Open the message and click on Reply. The answer message appears, the original message being quoted. You can delete all unnecessary lines.

    To reply to all recipients ( To and Cc fields) in one operation, click on To all after Reply.

    Messages which have been replied to are signaled by pictogram .

  7. Automatic reply [top]
    When away for a while, activate an automatic reply in the filters.

    To do so, first create a Template which will contain the text of the automatic reply. Save it by clicking on Save template. Then click on Filters and then on Add. In the description field, enter an explicit name such as "auto reply". Under Conditions, select For all emails. Under Actions, select Automatic reply and then click on Choose template. Choose the appropriate template in the list.

    Don't forget to deactivate the automatic reply when you come back! To so so, click on Filters to display the filters list and then on the "auto reply" filter. Unselect the Active checkbox and click on Save to confirm. You can reactivate the filter later without having to create it again.

  8. Forward [top]
    Open the message and click on Forward. A new message will appear, the original message being entirely quoted. You can delete all unnecessary lines.

    Messages which have been forwarded are signaled by pictogram .

  9. Sender addresses [top]
    You can have several sender email addresses. These addresses have to be entered in your personal data.

    When writing a message, click on from to edit your personal data and add (or edit) an email address.

    When writing a message, select a sender address in the pull-down menu next to from. You can set the default sender address by clicking on Preferences.

Attachments

  1. Incoming attachments [top]
    Attachments are signaled by a paper clip icon () next to the message subject field. When you open the message, attachments are displayed at the bottom of the window. You have 3 options:
  2. View (click on "View");
  3. Save attachments on your PC (click on "Download");
  4. Save attachments directly in your personal documents area (click on "Save in documents"). A new window will display all your personal document folders.
  5. Outgoing attachments [top]
    You can add attachments to a message:
    • To send a file stored on your computer, click on Attachment when writing the message. In the window that will appear, click on Browse to select a file to upload from your computer.
    • To send a document stored in the Documents tool, go to that tool and select Send by mail in the "Actions" menu associated to this document.
    To send several attachments repeat this operation.
  6. Limits [top]
    An incoming message may not exceed the available space in your mailbox (see "Messages reception" in the Help topics).

    The maximum size of attachments you can send is set by your subscription.

  7. Potential problems [top]
    Unable to add attachments
    Solution: You probably use pop-up blocking software (Norton Personal Firewall, Norton Antivirus or Google's Toolbar). The problem is that this website must display pop-ups to function properly. Please configure your software to accept pop-ups from the virtual office.

Spellchecker

  1. Features [top]
    Spellchecker can check text or HTML outgoing emails.

    It currently supports English, French and Dutch. It also supports regional differences (UK, USA and Canada for English, France and Switzerland for French).

  2. Check an email [top]
    Click on SpellCheck in the menubar.

    If there are no errors in the text, a warning message appears and the spellchecker is automatically closed.

    If there is at least one error in the text, the spellchecker window remains open and the first error is underlined by red strokes.

    • Select a proposal or enter a word in the Replace with field.
    • Click on Replace to replace this instance only or on Replace all to replace all instances.
    • You can also ignore this or all instances by clicking respectively on Ignore or Ignore all.
    • Click on OK in the bottom of the window to finish and keep the edits, or on Cancel to cancel all the edits.
  3. Choose a dictionary [top]
    The spellchecker automatically detects the language to use with a given text. If it fails to detect the right language, you can pick it up in the pull-down menu named Dictionary. Click on Re-check after selecting a language.

Signature

  1. Create a signature [top]
    Click on Preferences in the menu bar and then on Signature. Enter your signature (which can be of any lenght).

    You can only have one signature.

  2. Sign a message [top]
    The signature is never automatically included in a message: when writing a message, click on Signature to add it after the cursor.

    Another way to sign your messages is to include a vCard (electronic business card, which contains the information stored in your personal data). To do so, click on vCard when writing a message. All data in your personal data will be used in the vCard (except for the Comment field and Categories).

  3. Mandatory signature [top]
    For some subscriptions, all outgoing emails have a common signature (marketing for the virtual office, disclaimer, etc.). This mandatory signature cannot be disabled but you can still use your personal signature.

Templates

  1. Definition [top]
    A template is an already drafted email ready to be sent which allows you to deal with recurrent messages: requests for information, questions, etc.

    As with all emails, the template may have several addressees and attachments.

    Once the template is called (as a new message or as an answer to a received message), its message can be customized without the template itself being altered.

  2. Create a template [top]
    Click on Templates in the menu bar and then on Add a new template. Give the new template a name by entering it in the "Subject" field. Click on Save as template when you are done.

    You may also click on Compose and click on Save as template.

  3. Using a template [top]
    To answer to a message with a template, click on With template after Reply, choose the appropriate template, make the necessary changes to the message (the template will not be altered) and click on Send.

    To send a new message from a template, click on Templates, choose the appropriate template and make the necessary changes to the message (the template will not be altered) and finally click on Send.

  4. Edit a template [top]
    Click on Templates, choose the appropriate template, make the changes and click on Save as template.
  5. Delete a template [top]
    Click on Templates and then on the trash () next to the template.

Address Books

  1. Using the Address Book [top]
    When writing a message, you can fill the To, Cc and Bcc fields using the Address Book tool: click on To, Cc or Bcc. Just select the boxes next to the chosen contacts and fields will be filled in accordingly.
  2. Send a message to all group members [top]
    After clicking on To, Cc or Bcc, select the Groups tab. Tick the first box (All members of...) in the To, Cc or Bcc column.
  3. Add addresses to addressbook [top]
    When an email is open, click on the email address to add it to the address book.

    If the message you receive contains a vCard (electronic business card with a .vcf extension), click on Add to my address book next to it.

Contacts lists

  1. Definition [top]
    The lists allows you to group several contacts from the different address books so that you can send the same message to all these contacts in a single operation.

    You can group several addresses and combine different sending methods (To, Cc or Bcc) as well as different communication channels (email, SMS, fax) if your virtual office allows it.

    The number of lists you can create and the number of recipients they may contain depend on your subscription.

    Although they can be bidirectional (if you place all addresses in Cc: and yours in to), lists are rather unidirectional.

    Note: lists cannot be used from outside the virtual office.

  2. Create a private list [top]
    Click on Lists in the menu bar and, in the next window, select Private in the pull-down menu.

    Click on Add a list. Then, click on Edit next to the new list and give the list a name (instead of "undefined"). This name must not contain spaces or quotes. Finally, create your list by selecting appropriate addresses in the address books (private or group).

  3. Create a group list [top]
    All group members may always send a message to a group list. Only the group administrator may create group lists and edit them.

    If you are the group administrator, click on Lists, select the group in the pull-down menu and then create the group list just like you would create a private one. To allow members to edit a group list, click on Access next to the list name and select the appropriate boxes.

  4. Using a list [top]
    To view the content of a list, click on its name.

    To send a message to a list, create a new message and click on To and select the "Lists" tab. Select the box of a list.

    You may also click on Lists, select "Private" or a group name and then click on Send a message to this list next to the list name.

    The list sets the position of each address it contains in the different fields (To, Cc and Bcc). Entering "namefromthelist@LIST" in To, Cc or Bcc will have the same result.

  5. Edit a list [top]
    Click on Lists and then on Edit next to the list and make all necessary changes.
  6. Delete a list [top]
    Click on Lists and then on the trash next to the list name.
  7. Export a list [top]
    To export a list to a CSV (comma separated values) file, click on Export next to it.

Folders management

  1. Create a folder [top]
    Every message has to be stored in a folder. The number of messages contained in a folder is displayed between brackets.

    Some folders are created automatically and cannot be renamed nor be moved: Inbox (received messages), Sent (messages sent), Trash, Drafts, Templates and Spam?.

    You can create additional folders to store your messages in. You can also use filters to automatically place incoming messages in the appropriate folder.

    To create a new folder, click on Mailbox in the left part of the screen and then choose New folder in the Actions menu associated to the folder. Enter an explicit name and click on Save. The new folder appears in the left side of your screen.

    The personal folders appear in alphabetical order below the standard folders.

  2. Move a folder [top]
    Moving a folder allows changing a folder into a subfolder (or reversely) or moving a subfolder.

    Go to a folder and then choose Move in the Actions menu associated to the folder. Then click on the destination folder.

  3. Rename a folder [top]
    Go to a folder and then choose Rename in the Actions menu associated to the folder.
  4. Delete a folder [top]
    Go to a folder and then on Delete in the right part. Then choose This folder and its subfolders to erase the folder and all its content.
  5. Subfolders [top]
    You can create subfolders in all folders except "Inbox", "Sent" and "Spam?".

    To create a subfolder, click on the main folder in the left part of the screen and then choose New folder in the Actions menu associated to the folder.

  6. Move a message to a folder [top]
    • To move a message when it's open, click on To folder. The window that appears contains the hierarchy of your folders and subfolders. Click on one of them to move the message to it.
    • To move one or several messages: select one, several or all boxes left to the messages (click on Select all to select all messages of the page) and then click on To folder. The window that appears contains the hierarchy of your folders and subfolders. Click on one of them to move the message(s) in it.

Delete messages

  1. Delete one message [top]
    Click on the Trash next to the message. To delete a message when it is open, click on To trash. The next message is automatically opened.

    The message is not deleted but just moved to the Trash, so that you can get it back in case you made a mistake. To delete the message, empty the Trash.

  2. Delete a selection of messages [top]
    Tick the boxes next to the messages and click on To trash.

    The messages are not deleted but just moved to the Trash, so that you can get them back in case you made a mistake. To delete the messages, empty the Trash.

  3. Delete all messages in a folder [top]
    Click on Delete and select All messages in this folder. Then click on Delete.

    The messages are not deleted but just moved to the Trash, so that you can get them back in case you made a mistake. To delete the messages, empty the Trash.

  4. Delete old messages [top]
    Click on Delete and select All messages in this folder older than.Enter a date and then click on Delete.

    The messages are not deleted but just moved to the Trash, so that you can get them back in case you made a mistake. To delete the messages, empty the Trash.

  5. Empty the Trash [top]
    Go to the Trash, click on Delete, select All messages in this folder and click on Delete. Messages are deleted and there is no way to get them back.
  6. Automatic Trash emptying [top]
    Each time you log in, messages that are in the Trash since more than 7 days are automatically deleted.

    Besides, the Trash is emptied automatically (even if you don't log in) if new incoming messages need the storage used by the Trash.

Receiving messages

  1. Check internal email address [top]
    The internal mailbox is constantly checked and new messages will be displayed when the page is reloaded.

    To reload the page, simply click on the Inbox folder.

    The messages that are not read are displayed with their subject and sender in bold.

    To read a message, click on its subject or sender. When a message is open, click on or on to open the previous or the following message in the same window.

  2. HTML display [top]
    If an email has an HTML version, HTML will be displayed in filtered mode (without images and scripts). You can switch between display modes by selecting "Text only", "Filtered HTML with images" or "Original HTML".

    We advise you to never display images in spam messages because this might inform the spammer that your e-mail address is active. HTML filtering protects you from scripts (Javascript, etc.).

  3. Automatic transfer [top]
    Click on Preferences in the menu bar. Next to Automatic forwarding of all your incoming mails to, enter an email address. The forwarded messages are automatically deleted.

    To cancel the automatic forwarding, erase the address you typed in.

    Check that you do not create a loop! If the address you enter for automatic forwarding forwards to the first email address, this will create a loop and will end up in an unbridled multiplication of messages. If you check an external POP3 address and forward all incoming messages to that same address, this will create a loop as well.

  4. Size limits [top]
    Whatever your susbcription, an incoming message may not exceed 50 MB.

    The maximum size for an incoming message (text and attachments) is also set by the available space in your mailbox, depending on both the available disk space for your subscription and on the space you have already used. A gauge appears below the folders list.

    To increase the available space, archive or delete old messages or get a a higher subscription level.

  5. Email address suffixes [top]
    You can give to someone or enter in a Web form a suffixed email address, so that you are aware if your email address has been transmitted to a third party. If your e-mail address has the form firstname.lastname@domain, a suffixed address has the form firstname.lastname+suffix@domain. Example: with john.smith@domain, you can use john.smith+google@domain.

Check external email addresses

  1. Features [top]
    The virtual office can check most of external e-mail addresses: POP3 (ISP), Hotmail, MSN, Lycos, Google, etc. You can therefore gather all your email addresses in a single interface that you can use everywhere.

    If your subscription allows these features, you can set filters to organize your messages and benefit from the antispam.

  2. Add a POP3 account [top]
    In order to read emails from an external address, you must first configure this feature. Click on "POP3" in the menubar. In the new window, click on Add a POP3 account. Fill in the following fields:
    • Account name: Enter whatever you want, but we advise you to enter something meaningful
    • Server Name: Type the name of the relevant POP3 server - not to be confused with the SMTP (outgoing mail) server. A POP3 server has generally the form pop3.provider.com or mail.provider.com, while a STMP server often appears as smtp.provider.com or relay.provider.com.
    • User Name: Type your account login on the POP3 server. Please note that this is not always the first part of your email address! A POP3 login might look like bs123456 or user123456.
    • POP3 account password: Enter your password. Please note that certain servers differentiate between upper and lower case.
    • Server port: POP3 ports are almost always set at 110 (default value). Only change this setting if you are sure that another port is being used.
    • Leave messages on the server: Select "Yes" to leave a copy of the messages on the server.
    • Download new messages only?: If you select "Yes" (recommended) only new messages will be retrieved from the server. If you select no, all messages stored on the server will be downloaded each time you check your inbox.
    • Automatically check POP3: Select "Yes" for automatic check (more or less every 20 minutes)
    • Finally, click on Save.
  3. Add an Hotmail, MSN or Lycos account [top]
    Add a new POP3 account and use respectively "Hotmail", "MSN" or "Lycos" as server name and the first part of your e-mail address as user name.

    Ex: for office@hotmail.com, use Hotmail as server name and office as user name

    NB: Hotmail does not allow POP3 access for all accounts: check first that your Hotmail account allows this feature.

  4. Add a G-Mail or POP3-S account [top]
    Add a new POP3 account and use 995 as server port. Port 995 is for POP3-S, the secured version of POP3, used by Google among others. All communications between the servers are encrypted when using POP3-S.
  5. Edit a POP3 account [top]
    Editing may be necessary if a setting is wrong or if your password has changed.

    Display the POP3 accounts list by clicking on POP3 and click on Edit next to the account.

  6. Delete a POP3 account [top]
    Display the POP3 accounts list by clicking on POP3 and click on the trash next to the account. The messages already checked are not affected by the destruction of the account.
  7. Manual check [top]
    Click on Download this account only or on Download all accounts. A progress bar is displayed. You can cancel the download at any time by clicking on Cancel.

    Use automatic check to avoid the hassle of manual checks.

  8. Automatic check [top]
    Edit the POP3 account and select Yes in front of Automatically check POP3. Automatic checks take place at invervals from 10 up to 20 minutes (depending on the server load).

    You can use manual and automatic checks in combination.

  9. Sender address for replies [top]
    If you check external addresses with POP3, add these addresses in your personal data (see My account > Update my personal data). The right address will automatically be selected when you reply to a message.
  10. Messages are downloaded more than once [top]
    If you decided to leave the messages on the server, the same messages could be downloaded more than once: in order to determine which messages are new, the virtual office stores the list of messages. This list contains up to 1024 messages. If there are more than 1024 messages on the server, out of bound messages will be downloaded each time the mailbox is checked.
  11. Antispam [top]
    To activate the antispam, go to Messages preferences and select Yes next to Enable antispam for POP3 accounts.
  12. Antivirus [top]
    Incoming emails are scanned by an antivirus. This scan cannot be disabled.

Access with POP3 software

  1. Features [top]
    If your subscription allows it, you can check your virtual office mailbox with traditional software.
  2. Compatible software [top]
    All POP3 software: Microsoft Outlook, Outlook Express, Eudora, Apple Mail, Netscape Mail, Thunderbird, etc.
  3. Software settings [top]
    Create a new account in the email software using the following settings:
    • POP3 account: login

    • POP3 account password: your ContactOffice password

    • POP3 server: pop.contactoffice.net

    • SMTP server: use the server of your internet provider or LAN.
    To get help about creating an account in your software, see your software documentation.
  4. POP3 access and Web interface [top]
    If you configure the email software to leave the messages on the server, you will be able to access them anytime using the Web interface. Don't let your mailbox get full; otherwise incoming messages will be rejected.

    If you configure your software to delete the messages from the server, these will be moved to the Trash when you download them. You don't have to use the Web interface from time to time to empy the Trash: it will be automatically emptied if new incoming messages need the disk space occupied by the Trash.

    If you use filters that move messages to another folder, you won't be able to download these messages with your POP3 software. Messages in the "Spam?" folder won't be downloaded either: you have to connect to the Web interface from time to time to check if a valid message is stored in this folder. IMAP4 has not these limitations.

Access with IMAP4 software

  1. Features [top]
    If your subscription allows it, you can check your virtual office mailbox with traditional software.

    Advantages of IMAP over POP3

    • IMAP allows you to access to all your messages (personal folders and sent messages included), while you can only get new messages in the Inbox with POP3. In others words, IMAP allows for a synchronisation between $1 and a mail software. The synchronisation can be limited to the folders you frequently use. Besides, if you set up your software to download the complete message (not just headers), you can use your messaging offline.
    • IMAP always keeps the messages on the server. Depending on the circumstances, you access all your messages using $1 Web interface or your mail software, without the risk of loosing any message.
    • IMAP is faster because it downloads only the headers (sender, subject, etc.). When you want to read the message, the remaining content (message body and attachments) is downloaded. Your computer has therefore to be connected to the Internet if you want to read messages (except for the messages that have already been fully downloaded).
  2. Compatible software [top]
    All IMAP4 software: Microsoft Outlook, Outlook Express, Eudora, Apple Mail, Netscape Mail, Thunderbird, etc.
  3. Software settings [top]
    Create a new account in the email software using the following settings:
    • IMAP4 account: login

    • IMAP4 account password: your ContactOffice password

    • IMAP4 server: imap.contactoffice.net

    • SMTP server: use the server of your internet provider or LAN.
    To get help about creating an account in your software, see your software documentation.

    Tips

    • Because folder names are not standard, the software might detect only the Inbox and the Trash. Other special folders (Sent and Drafts) could fail to be detected and the software will create its own special folders. You can force the software to use the virtual office folders by changing the folder names settings into "Sent Items" (not "Sent") and "Drafts". In Outlook, display the IMAP account properties, select the IMAP tab and edit the folder name.
    • When Outlook first connects, only the Inbox is ticked for synchronisation. Tick other folders if you want them to be synchronised as well.
    • When you answer an email using the software, the answer is stored in a folder name "Sent items". You can drag and drop this message to the ContactOffice "Sent" folder or edit your software settings to use the latter automatically.
  4. IMAP access and Web interface [top]
    Using IMAP4 has no effect on the Web interface.

    When you delete a message in your software, its title appears crossed out in the ContactOffice Web interface. That means that the message has been deleted in the software but not on the server. To delete them on the server, use a special command in your software ("Empty deleted messages" in Outlook Edit menu).

  5. Import and export messages [top]
    Using IMAP4, you can easily import in the virtual office emails that have already been receveid or sent using email software or, conversely, export virtual office received or sent emails to traditional software.

    In your software, messages are linked to an existing account; we'll call it usual account. Create another account (an IMAP4 account connecting to the virtual office) and then move folders or messages from one account to the other using drag & drop. When you're done, delete the IMAP4 account.

    • Import messages in the virtual office: move the folders or messages from the usual account to the IMAP4 account.
    • Export messages to your software: move the folders or messages from the IMAP4 account to your usual account.

RSS access

  1. Features [top]
    RSS allows to gather several Websites (newspapers, blogs, etc.) in a single interface. You subscribe with an RSS reader (a software or a special Website) to an RSS feed, that is a special Web page published by each Website allowing RSS access. This RSS feed usually contains the title and summary of the last 10 published articles, with an hyperlink for each of them leading to the full story on the Website. As the RSS reader automatically refreshes all feeds, you are easily and quickly notified about new stories on all selected Websites.

    In this context, the virtual office offers several feeds: private (your inbox, your agenda, your documents, your bookmarks, etc.) and group (group agenda, group documents, group bookmarks, etc.). These feeds are protected by your usual login and password.

  2. Available feeds [top]
    Each folder is available as an RSS feed.
  3. Compatible software [top]
    All RSS readers that manages authentication (feeds with login and password):     Feedreader (Windows), for instance.
  4. Software settings [top]
    1. Go to a folder and move the pointer to the image.
    2. Right click on the image and select Copy this link location.
    3. Go to the RSS reader, create a new feed and paste the address.
    4. Enter the virtual office login and password in the RSS reader, and give the feed a name.
    5. Set up the automatic refresh rate in the RSS reader.
    Note: If you wish to use an RSS reader that can access secured feeds but does not hide the password (Firefox for instance), use the following syntax for the feed URL: "http://login:password@feed_url".

Notifications

  1. Email notification [top]
    Click on Preferences in the menu bar. Tick the box next to your email address. You can be notified when the first message arrives or each time a new message arrives since your last session on the site.

    The notification is sent to your default address. To update or edit your personal data, go to 'Preferences > Account > Update my personal data'.

    If you want conditional notifications (example: the mails sent by person x or with this subject, etc.), you should create a filter (see the corresponding help section).

  2. SMS notification [top]
    Click on Preferences in the menu bar. Tick the box next to your cell phone number. You can be notified when the first message arrives or each time a new message arrives since your last session on the site.

    To edit your cell phone number, edit your personal data: go to 'Preferences > Account > Update my personal data'.

    If you want conditional notifications (example: the mails sent by person x or with this subject, etc.), create a filter (see the corresponding help section).

Filters

  1. Definition [top]
    The filters perform actions on incoming emails (including external POP3 accounts) matching certain conditions.

    Conditions can be defined on the email subject, sender, recipient, body text, priority and weight.

    The possible actions are: do nothing, move message to folder, forward a copy to, send a SMS notification, send a mail notification, move to Trash, delete (without moving to the Trash), auto reply with template, send a message to, or do not process next filters.

  2. Create a filter [top]
    Click on Filters in the menu bar and then on Add. Enter the following parameters:
    • Description: give an explicit name to the filter to be able to manage it easily.
    • Conditions: use at least one condition. To add another one, click on Add a condition. To delete a condition, click on Cancel next to the condition. If you enter several conditions, decide if they must all be true (logical AND) or if at least one has to be true (logical OR).
    • Actions: enter at least one action using the pull-down menu. To add one, click on Add an action. To delete an action, click on Cancel next to that action. According to the action you choose, you might be asked to enter some additional information (folder wherein the message has to be moved to, etc.).
  3. Edit a filter [top]
    You can edit a filter at any time by clicking on its name.
  4. Filter order [top]
    The filters are executed in the order of appearance in the filters overview (the filter on top of the page is executed first). This means that a different order of appearance will give a different result.

    To raise a filter in the list, click on . To lower a filter in the list, click on .

  5. Deactivate a filter [top]
    In the filters overview, click on the filter name and unselect the box next to "Active". The filter is then deactivated but not destroyed. You can reactivate it when necessary.
  6. Delete a filter [top]
    In the filters overview, click on the trash next to the filter.

Sort and search

  1. Sort messages [top]
    Messages are automatically sorted out in reverse chronological order (the most recent messages appear first).

    You can sort on one of the following criteria: read or unread, message subject, sender's name, message size and date. For each one, you can choose the normal order (alphabetical or ascending) or the reverse order (descending).

    To activate the sorting, click on the corresponding arrow at the top of the messages list ( or ). To sort by read/unread, click on one of the two first arrows (on top of the envelopes).

    The sorting remains active as long as you remain in the current folder: if you go to another folder, the default sorting will be reactivated when you go back to the current folder.

    To go back to the default sorting immediately, click on the last arrow of the line.

  2. Search for messages [top]
    Click on Search in the menu bar.

Receipts

  1. Definition [top]
    A receipt confirms that the message has been opened by the recipient, but it does not guarantee that the message was read. Besides, the recipient is not obliged to send a receipt, even if he has read the message. His email software could also lack this feature.

    The receipt is an email; its content changes according to the email software. Usually, its subject quotes the subject of the original message.

  2. Ask a receipt [top]
    When writing a message, select the box Ask receipt.

    If you wish to ask a receipt for each message you send, click on Preferences and next to Request receipt for sent emails, select the box Always.

  3. Send a receipt [top]
    When a message you receive asks for a receipt, the following text appears: "The sender of this message has asked to be notified when you read this message. Do you wish to notify the sender ?".Click on Yes or No.

    You can automate this: in the Preferences, choose an option next to Send receipt for received emails (when a receipt is asked by the sender):

    • Always: the receipt is sent automatically and transparently

    • Never: no receipt is send

    • Ask me: the window appears, asking you what to do (send or do not send).

Priorities

  1. Definition [top]
    The priority of an email informs the recipient about the urgency of the message. It has no effect on the electronic mail servers: a message with high priority will not be sent faster.
  2. Set the priority [top]
    When writing a message, select its priority in the pull-down menu next to Priority. The default value is "normal".

Antivirus

  1. Definition [top]
    The antivirus acts at an email server level and scans every incoming message to automatically delete any virus.
  2. Activation [top]
    If this feature is included in your subscription, it is automatically activated.
  3. Deactivation [top]
    If this feature is included in your subscription, you cannot deactivate it.
  4. Notifications [top]
    If a message contains a virus, the message is refused and you don't get it. The sender is notified that his message has been refused.

Antispam

  1. Definition [top]
    The antispam acts at an email server level and scans every incoming message to automatically delete spam (non solicited commercial emails).

    If you benefit from the antispam feature, messages considered as spam are automatically placed in the "Spam?" folder. It might occur that the system places a valid email in this folder and we advise you to check from time to time that a valid email was not considered as spam.

    Filters are run after antispam: automatic reply (which is a special filter) won't answer to spam email.

  2. Activation [top]
    If this feature is included in your subscription, it is automatically activated.
  3. Deactivation [top]
    If this feature is included in your subscription, you cannot deactivate it.
  4. Notifications [top]
    Messages considered as spam are automatically placed in the Spam? folder. Check from time to time that a valid message has not been considered as spam.

Archiving

  1. Definition [top]
    Archiving allows you to export messages in order to free disk space without deleting old messages.

    The messages are archived in a file with the .eml extension (Outlook format), compressed in a .zip file and placed in the Documents tool (provided enough space is available).

  2. Create an archive [top]
    • Go to the folder (or subfolder) you want to archive the messages from.
    • If you only want to archive some messages, select them by selecting all appropriate boxes.
    • Then click on Archive and decide whether to archive only selected messages, all messages, or all messages in the folder older than a given date. An option allows you to delete all messages after archiving.
    • The archive is created automatically and is placed in the Documents tool, provided enough free space is available. The name of the archive file is its creation date but you can rename it.
  3. Use an archive [top]
    You may store your archive in the Documents tool and/or download it to your computer.

    To read an archive, download it and open it with a double click. The list of all archived messages appears; they are in the .eml format (Outlook and Outlook Express compatible). Open a message with a double click.

Print

  1. Print messages [top]
    Open the message and click on Print.

Sharing

  1. Sharing messages [top]
    There is no sharing in the Messages tool : the messages are always personal.

    There is no common group email address as well, but you can create another account with a generic email and give the login and password to all group members or create a filter that sends all incoming messages to several email addresses.

Customization

  1. Preferences [top]
    Click on Preferences in the menu bar to change several settings:
    • Number of messages per page
    • Signature
    • Keep a copy of sent mails
    • Notifications
    • Automatic forwarding of all your incoming mails to
    • Enable antispam for POP3 accounts