Knowledge base

This guide explains how to perform bulk actions (deletion, enabling spam filter, etc.) on multiple email addresses within a Mail Service.

Bulk Actions

To perform these actions in batch:

1. Log in to the Infomaniak Manager (manager.infomaniak.com) using a web browser like Brave or Firefox
2. Click on the icon at the top right of the interface (or navigate through the left side menu, for example)
3. Select Mail Service (universe Collaborative Tools)
4. Click on the name of the relevant object in the displayed table
5. Check the box to the left of Email Address to select all addresses, or individually select the desired addresses
6. The list of available actions will then appear at the bottom of the page, including in the menu with three dots on the right:
   

The possible bulk actions include:

• enable spam filter
• enable advertising filters
• apply general rights
• enable automatic responder
• apply signature template
• delete redirects
• delete email addresses

This guide covers data protection regulations in Switzerland and Europe and the measures taken by Infomaniak to secure your customer data and data within Web hosting and Mail Services.

FADP & GDPR

In Switzerland, the FADP (Federal Data Protection Act) and the nFADP (for the "new Law" in force since September 2023) protect the privacy of residents by regulating the collection and processing of personal data by organizations.

On the other hand, the GDPR (General Data Protection Regulation) of the EU, in effect since May 2018, affects global companies handling the data of European residents, including in Switzerland. While the FADP applies to Swiss residents' data, the GDPR covers EU residents. Swiss companies managing European data must comply with GDPR requirements, including appointing a Data Protection Officer and conducting Impact Assessments for high-risk processing.

Your Role as an Infomaniak Client

Regarding the data you host that belongs to you, and if it involves personal data of your visitors, contacts, and customers, it is your responsibility to ensure compliance.

When processing personal data, it is important to inform users about how and why the data is processed. This is typically done through a privacy policy.

A GDPR certificate (in PDF format) can be generated and downloaded from the Manager (accessible to organization owners or administrators):

1. Click here to manage DPA on the Infomaniak Manager (need help?).
2. Click on the Generate button to download the customized PDF document:
   

Here are some tips on this topic:

It is crucial to distinguish between the security of the infrastructure where your data is hosted and the management and implementation of data on your side. As a host, Infomaniak acts as a processor for your GDPR obligations. In this context, its privacy and cookie policies, as well as its terms and conditions, provide the necessary assurances regarding its compliance as a processor.

Infomaniak's Role

Like companies working with user data, Infomaniak must comply with both FADP and, because some users are European citizens, GDPR as well:

• the data privacy policy details the data Infomaniak retains to provide and execute its services
• the policy on protecting your personal data outlines Infomaniak's commitments as a processor hosting all your data, including personal data

This guide deals with issues that may arise when using Infomaniak applications (such as kChat, kDrive, kAuth, etc.) or tools (like config.infomaniak.com, the Infomaniak Manager, etc.) with outdated hardware (OS, browser, devices, etc.). For example, it may not be possible to comfortably access Infomaniak services with an iPhone 5s or 6 running iOS 12.

Technologies Used by Infomaniak

Many web tools developed by Infomaniak use Angular. The need for up-to-date or recent hardware to run the applications is not specific to Angular itself but rather a general requirement for running any modern web application. Here are some reasons why up-to-date hardware is often necessary:

1. Modern Browser: Angular uses advanced features of modern browsers to provide an optimal user experience; older browsers may not support these features or may not support them optimally, which can lead to compatibility and performance issues.
2. Performance Optimization: Newer browsers are generally optimized to execute JavaScript code faster and to handle complex graphic rendering more efficiently; Angular applications can be quite complex and leverage these optimizations to provide a better user experience.
3. Security: Older browsers may have known security vulnerabilities that could be exploited by attackers to compromise the security of the web application; newer browser versions tend to address these vulnerabilities and offer a higher level of security.
4. Standards and Compatibility: Newer browser versions are typically compliant with the latest web standards, which means they are more compatible with new technologies and the latest HTML, CSS, and JavaScript specifications used by frameworks like Angular; using an outdated browser can lead to rendering issues or missing features.
5. Support for Modern APIs: Newer browsers support modern APIs that allow developers to access advanced features such as geolocation, camera, push notifications, etc.; Angular applications can integrate these features to offer richer and more interactive user experiences, but these features rely on browser support.

This guide offers a solution to users looking to increase the security level of their email, particularly vulnerable if you use email software to access your emails.

All Passwords in Memory

When using the Infomaniak web interface mail.infomaniak.com for reading and sending your emails, it is accessible via your Infomaniak account where two-factor authentication (2FA) is activated.

Indeed, all passwords for each of the email addresses attached to mail.infomaniak.com are stored in memory, and you will not need to enter them every time you want to check your messages.

But before that, you provide 3 pieces of information:

1. your login ID
2. the password for this login ID
3. then you validate your access request using one of the additional existing methods

Logically, a person in possession of your Infomaniak password will not be able to access your mailbox if they do not also have access to your smartphone.

Case of Email Software

Two-factor authentication (2FA described above) does not directly exist with email retrieval protocols like IMAP. An email address has a password, and that's it.

Therefore, email software installed on a computer will also keep all the passwords for each of the attached email addresses, but will not ask for a login password.

There is a solution with Mozilla Thunderbird:

1. open the software
2. click on the menu button with three horizontal lines ☰  at the top right
3. click on Preferences (not on Account Settings)
   
4. click on Privacy & Security in the left menu
5. scroll down to the Passwords section (all your email passwords in memory are here)
6. check the box Use a master password
   
7. click the button in the same place to set your new master password for opening the email software:
   

Finally:

• close and then reopen Thunderbird
• upon reopening, enter your master password
• if you correctly enter the password, you will have access to your accounts
• in case of failure, Thunderbird will still open, but will ask you again for the master password

This method especially protects you if you share your environment with other users. Also, read about securing email access with fingerprint on the Infomaniak Mail app.

This guide explains how to enable or disable the Infomaniak advertising filter that automatically sorts emails detected as Newsletters or activity notifications into specific folders.

Introduction

• The filter is automatically enabled when creating an email address within an Infomaniak Mail Service or when ordering a free @ik.me email address (+ ikmail.com, etc.)
• The advertising filter allows you to focus on relevant and important emails, improving your productivity by reducing distractions from advertisements and spam.
• The filter helps maintain a cleaner and better-organized inbox by separating advertising emails, making it easier to manage important emails.

Enable the option from Infomaniak Mail

Prerequisites

• You must have valid access to Infomaniak Mail where the email address is attached.
• You must have permission to manage the filter: if you were invited to Mail to manage your address, it is possible that the Mail Service manager has removed this right from their admin account.

To access the settings of your Infomaniak email:

1. Log in to Infomaniak Mail (mail.infomaniak.com) from a web browser like Brave or Firefox.
2. Click on the icon at the top right of the interface.
3. Check or select the relevant email address from the dropdown menu.
4. Click on ‍ Filters and Rules
   
5. Enable the advertising filter option; the effect is immediate:
   
6. Simply click the toggle button again to disable the filter; in this case, all future messages will go to the inbox.

Enable the option from a Mail Service

To access the settings of your Infomaniak email:

1. Log in to the Infomaniak Manager (manager.infomaniak.com) from a web browser like Brave or Firefox.
2. Click on the ‍ icon at the top right of the interface (or navigate using the left sidebar menu, e.g.).
3. Select Mail Service (under the Collaborative Tools section).
4. Click on the name of the relevant object in the displayed table.
5. Click on the relevant email address in the displayed table.
6. Click on Filters and Rules in the left sidebar menu.
7. Enable the advertising filter option; the effect is immediate:
   
8. Simply click the toggle button again to disable the filter; in this case, all future messages will go to the inbox.

Note that you can enable it in bulk for multiple addresses at once.

Customize the advertising filter

Location of emails

In the same place, by clicking on Edit, you can choose the default location of the two folders where messages will be automatically placed (similar to special IMAP folders).

This guide explains how to organize emails currently present in your Infomaniak inbox or in subfolders, for example, to quickly delete specific messages with the same structure, categorize messages based on their subject or sender, etc.

Quickly Organize an Email Account

Unlike the FAQ Sorting incoming emails using rules (Sieve filters), which details how to set up filters from the Infomaniak interface that will apply to all future incoming messages, it is possible with the free software Thunderbird to apply sorting rules to messages that have already arrived and are already present in an email account:

1. install and open Thunderbird
2. configure your Infomaniak email within the application
3. open the Tools menu and click on Message Filters:
   
4. verify the selected address and click on New...
   
5. configure the filter according to your preferences (here the rule is that all messages with the subject containing ER will be moved to the trash):
   
6. click OK to return to the list of your filters and then click Run Now:
   
7. the result is immediately visible as the messages are moved to the trash and disappear from the window