Knowledge base

This guide explains which protocols and ports can be used with Infomaniak's email services (Service Mail in particular).

Mandatory ports and parameters

When this is requested during a software or email application configuration, use only these parameters:

If you specify other indications, email errors may occur.

Other supported but not recommended protocols

• port 143 (standard port for receiving messages via IMAP)
• port 110 (standard port for receiving messages via POP3)‍
• port 995 (secure port for receiving messages via POP3s)
• port 587 (alternative port not recommended for sending messages via SMTP)
• TLS authentication on SMTP ports 587 and 25
• STARTTLS authentication for IMAP, POP3 and SMTP
• SMTP authentication (either LOGIN or PLAIN)

The Infomaniak API does not offer any email connection as IMAP and SMTP are the "APIs"; to this end, use a Python library such as https://docs.python.org/3/library/email.examples.html and https://docs.python.org/3/library/imaplib.html or any library using IMAP and SMTP.

To display emails from php:
imap_open("{mail.infomaniak.com:993/imap/ssl}", $email, $password);

The MTA-STS mechanism is not implemented or verified, Infomaniak using instead DANE which guarantees an encrypted connection under these conditions:

• The client sends an e-mail to a domain that has DANE.
• The client receives an email from an SMTP server that uses DANE.
• In all other cases, it will be a random connection that does not guarantee 100% that the connection will be encrypted.

This guide explains how to access your **emails** hosted by Infomaniak from your devices.

Refer to this other guide if you are looking for information on synchronizing your contacts & calendars.

Quickly access your email

• Use directly the webmail in a web browser thanks to the web app Mail Infomaniak (online service mail.infomaniak.com)…
• Download the mobile app Infomaniak Mail (application for iOS/Android smartphone or tablet)…

Synchronize your emails across all your devices

• Click here to open the Infomaniak assistant to configure the synchronization of your devices (macOS, Windows, Linux, Android, iOS) and common email software/clients (Outlook, Microsoft 365, Thunderbird, Apple Mail, eM Client, etc.).

Specific guides

OS	Application to synchronize
	Outlook New / Microsoft 365 MSO / 2019 ( Windows)
	Outlook Microsoft 365 MSO ( macOS)
	Apple Mail (configuration profile macOS)
	Apple Mail (configuration profile iOS: iPhone, iPad, etc.)
	Mail ( Android: Huawei, Samsung, Sony, etc.)
+	Outlook ( iOS + Android)
++	Gmail ( iOS + Android + web browser)
++	Mozilla Thunderbird

Recommended settings

• Incoming IMAP server = mail.infomaniak.com
• IMAP port = 993 (with SSL)
• Outgoing SMTP server = mail.infomaniak.com
• Port SMTP = 465 (with SSL)
• Username = the full & complete email address ( ? )
• Password = the one assigned to the email address you want to access ( ? )
• Authentication required for sending emails:
  • It is activated in the SMTP settings of your application.
  • Check "use the same settings as the incoming server" or, depending on the software/email client, enter a username (= full & complete email address) and its password.

Refer to this other guide if you are looking for information about other compatible messaging ports and protocols.

In case of trouble

• POP3 protocolnot recommended‍ (POP server = mail.infomaniak.com and POP port = 995 with SSL).
• Refer to this other guide if you encounter errors, to check the essential points!

Change an email password

You can change the password of an email address:

• from the Manager under Service Mail
• from the Infomaniak Web Mail app (online service mail.infomaniak.com) directly

Apply the new email password

You will then need to update your applications & devices on which the email address (whose password has been changed) was installed and connected. Familiarize yourself with these specific guides:

• Apple Mail (macOS / iOS)
• Android Mail / Gmail (different versions)
• Microsoft Outlook (different versions)
• Windows Mail / Mail
• Mozilla Thunderbird

You do not yet manage your emails with Infomaniak?

This guide explains how transfer a Infomaniak product from one Organization to another.

Preamble

• You can move any product subscribed to Infomaniak to a Infomaniak Manager interface different from the one on which the product is currently located; it is therefore an internal transfer.
• Besides, if your user gives access to several organizations it's very easy to send to one of these the product of your choice.
• This operation does not train no interruption.
• The users currently having access to the selected products will not be transferred (therefore potentially no longer have access to the products).
• The Invoices of selected products will not be transferred.

Generate a transfer link

Prerequisites

• To be Administrator or Legally responsible‍within the Organization.

To transfer a product:

1. Click here in order to access the management of product transfers on the Manager Infomaniak (Need help?).
2. Click on the button Transfer products:
   
3. Check the product(s) to be moved.
4. Get to know and accept the General conditions.
5. Click on the button Transfer.

The transfer has begun. From now on, Choices:

1. Copy the transfer link.
2. Send it to the email address of your choice.
3. Complete the transfer by selecting one of the Organizations to which your user is attached, and the selected product will be transferred:
   

Alternative method

In the case of transfer punctual you can also go directly to the dashboard of the product concerned and click on Manage (example on the image below) however this menu is not always present it is better to prefer the first method above which allows in addition Batch transfer:

Be aware of this other guide concerning Jelastic Cloud.

Receiving the product

Once a transfer is started:

1. Click here in order to gain access to the Organization that is to receive the product(s) (the user must have administrative rights).
2. Run the link obtained in the first step above.
3. Select the Destination Organization from the drop-down menu if necessary.
4. Read and accept the General conditions.
5. Click on the button Receipt of products (If the button is not clickable, make sure you have selected the Organization).

Find at all times an ongoing transfer from the bottom icon on the left side menu of the Manager Infomaniak:

This guide explains how to view your emails with the mobile app Infomaniak Mail (app for iOS/Android smartphone or tablet) designed by Infomaniak.

Download the Infomaniak Mail mobile app

• on iOS (iPhone, iPad)
• on Android

Taking charge of the app

• Configure Infomaniak Mail
• Link an additional email address in Infomaniak Mail
• Edit Infomaniak Mail Configuration

Limitations of the Infomaniak Mail mobile app

• For Infomaniak mail only.
• Do not manage OpenPGP encryption.
• No push notification with version available on F-Droid.

A question or feedback?

• Contact Infomaniak Support
• Share your suggestions for iOS / Android

This guide helps you if you receive error emails mentioning SPF when you write to gmail or similar addresses.

Are all your services with Infomaniak?

The tool Global Security informs you of any configuration inconsistency regarding your Infomaniak Mail Service.

Some of your services are elsewhere?

To resolve an email sending issue when your email is managed by Infomaniak but your website is with another provider (like Wix for example), refer to this other guide.

This guide details the characters allowed and valid when you need to create an email address (of 64 (maximum characters) within a Mail Service Infomaniak.

Preamble

• Some characters may be prohibited or allowed, but these are not the same characters depending on whether they are before or after the arobase @, as in nom-utilisateur.mail@nom-domaine.xyz e.g.
  • To understand the opportunities at the level of the domain name itself (separate part) nom-domaine.xyz Who's coming after arobase @) , be aware of this other guide.

mail-username @ domain-name.xyz

In the part representing the user's email address (separate part) nom-utilisateur.mail Who's coming before arobase @) providers such as Infomaniak can limit the use of certain characters when creating email addresses yet admitted by the RFC (Request for Comments) #5321 and #5322 in particular.

Here is what may or may not be used in the part preceding the arobase of an email address:

This guide details the different ways to address an email to multiple recipients, including how to hide the email addresses of other participants.

Introduction

• When sending emails, it is sometimes necessary to include multiple recipients using the following fields:
  • To
  • CC:
    • French: Copie Conforme
    • English: Carbon Copy
  • BCC:
    • French: Copie Conforme Invisible
    • English: Blind Carbon Copy
• Do not overload the "To" and "CC" fields with recipients who are not directly concerned with the email.
• Use the "BCC" field to protect recipients' email addresses when multiple people are on the list.
• For multiple, recurring, and/or large-scale mailings that exceed the imposed limits, it is recommended to use dedicated tools:
  • Infomaniak Guest Manager
  • Infomaniak Newsletter 

Understanding and Using These 3 Fields

The "To" Field

This field is used to indicate the primary recipient(s) of the email, who receive it directly.

• Use this field for main recipients who are directly concerned with the content of the email.
• Examples: work meeting, project report, direct communication with a client.

The "CC" Field

Used to send a copy of the email to additional people besides the primary recipients. All recipients can see who received a copy of the email.

• Use this field to include secondary recipients who need to be informed but are not the main actors in the discussion.
• Example: informing a manager of a conversation, including colleagues interested in the topic without requiring their intervention.

The "BCC" Field

Used to send a copy of the email to people without the other recipients knowing they also received the email.

• Use this field to include recipients who need to receive the email without others being aware.
• Example: sending an email to a group with a supervisor in BCC for monitoring, avoiding the disclosure of email addresses to all recipients (often used in mass emails).

Using the Fields in Infomaniak Mail

To access the appropriate fields in your Infomaniak email:

1. Click here to access the Infomaniak Webmail app (online service mail.infomaniak.com).
2. Click on ‍ New message.
3. Click on CC & BCC to display the fields allowing you to enter the recipients' email addresses.

Examples of Use

Each of these fields serves a specific function and can be strategically used depending on the context of your communication. Be transparent and ethical when using the BCC field to avoid misunderstandings or conflicts:

• Team Communication
  • To: main project members
  • CC: project manager, other relevant departments
  • BCC: director for information without direct intervention
• Email Marketing
  • To: not used (or only the sender’s email address)
  • CC: not used
  • BCC: subscriber list to protect individual email addresses
• Important Announcement
  • To: main recipients (e.g., directors)
  • CC: board members, key collaborators
  • BCC: other stakeholders for confidential information
• Meeting Announcement
  • To: John Doe, Jane Smith
  • CC: project.manager@company.com
  • BCC: director@company.com
• Event Invitation
  • To: main guests
  • CC: coordination@event.com
  • BCC: list of secondary guests (to protect email addresses)

This guide explains how to create an email address from the Mail Service Infomaniak, the powerful and secure solution to host your email addresses.

Preamble

• To create multiple email addresses by lot, be aware of this other guide.
• To create virtual addresses redirection, be aware of this other guide.
• Be aware of this other guide if you are looking for additional information about invitations to use a new address (point b below) or existing address.

Create an email address

Prerequisites

• Owning a Mail Service on your Manager Infomaniak.
• Have a quota of free addresses available or order them if necessary:
  1. Click here in order to access the management of your product on the Manager Infomaniak (Need help?).
  2. Click directly on the nameallocated to the product concerned.
  3. Click on the trolley/caddie icon at the top:
     

To add the email address of your choice:

1. Click here in order to access the management of your product on the Manager Infomaniak (Need help?).
2. Click directly on the nameallocated to the product concerned.
3. Click the blue button Create an email address Top right:
   
4. Enter Address e-mail desired ( only what comes before the arobase e.g. your first name — the domain name is already specified and any aliases are visible over the information icon i)
5. Click on the button Continue.

Then...

... as intended, choose the user concerned by creating the address...

a. ... You yourself. (simple and fast)

In this case, the assistant will ask you to choose a secure password.

Then the email address is...

1. ...created...
2. ... added automatically onMail Infomaniak (accessible via the icon ‍ at the top right of the interface) of the user currently connected...
3. ... and available immediately to work in any software / mail application.

Note that any subsequent password change will cut access to the address anywhere (+ prompts to enter the new password) except onMail Infomaniak of origin, i.e. the account used to create the address on the Mail Service (point 2 above).

b. ... one or more other users

In this case click on the displayed text field And...

• … select 1 or more existing users already on the same Organization, including yourself if you wish:
  
  • If necessary, specify user permissions (automatically taken from the global configuration) in particular permission or not to change the password afterwards:
    
  • You'll be able to modify user permissions at any time from your Mail Service.
  • It will remain to select a model of signature then click on Continue.
  • It's over, a randomly generated password will appear on your screen.

• ... or select the email address that you are creating (but later, it will have to be consulted in one way or another to access the invitation)
• ... or enter the email address that the user already has (personally, e.g.:
  
  • In these two cases, you have to choose, under Advanced Options, the way in which the user will need to log in to his future new user account:
    • or a connection to an idenfiant that will be exactly corresponding to the email address created
    • or a connection to the identifier of his choice (a personal e-mail address, e.g.)
  • If necessary, specify user permissions (automatically taken from the global configuration) in particular permission or not to change the password afterwards:
    
  • You'll be able to modify user permissions at any time from your Mail Service.
  • It will remain to select a model of signature then click on Continue.
  • It's over, a randomly generated password will appear on your screen unless you have invited a user to his/her personal address by forcing him/her to log in with the created address.

c. ... I DON'T KNOW

The steps will be exactly the same as at the point a. above except its item 2 ( no automatic addition at Mail Infomaniak).

Additional actions (button ‍)

Click on the chevron ‍ to the right of the button Create an email address to access the additional actions:

 

1. Create a generic email address Type:
   1. no-reply (for sending confirmation, validation, invoice, etc.)
   2. catchall (allows you to receive all messages for which there is no specific email address on your domain)
2. Create multiple email addresses: allows you to create at once multiple email addresses using a file CSV.
3. Create virtual addresses redirection.
4. Import Content other e-mail addresses.

Delete one or more email addresses

To remove an email address (its content will be destroyed):

1. Click here in order to access the management of your product on the Manager Infomaniak (Need help?).
2. Click directly on the nameallocated to the product concerned.

Once in front of the email address table:

A. Delete one address at a time

1. Click on the action menu ⋮ located to the right of the element concerned.
2. Choose the deletion from the e-mail address.

B. Delete multiple addresses at a time

1. Select the addresses to delete in Checking the boxes To the left of the line.
2. Click on Remove At the bottom of the screen.

This guide explores the concepts of e-mail address usurpation, spoofing, and spam that give the appearance of coming from your own email address.

Did my account send spam?

It is possible that you would receive spam that seems to come from your own email address. Be assured that this spam is only for you and will not be sent to your contacts from your address Your email account remains secure, and its integrity is in no way compromised.

To reduce the presence of these messages in your inbox, check whether your own email address is present in the white list of your spam filter If so, it is necessary to remove it from this list.

I'm getting mass mailing errors.

Spammers use various tactics to hide the true source of their messages. They often change the sender's address, either by creating it or by randomly selecting it from existing mailing lists, making it difficult to trace the actual origin of the message. Imagine that anyone can pass for you by sending a postal letter indicating your address on the back of the envelope. Similarly, spammers can pass for you using your email address as a sender, in order to bypass spam filters and reach their target audience.

When you frequently receive error messages indicating the failure of the delivery of so-called spam, it is possible that these messages were not actually sent from your account, but they simply made it appear that they came from your email address.

These messages can be sent in two ways: either from insufficiently secure messaging servers, exploited by spammers until vulnerability is detected and corrected, or by Trojan horses infecting hundreds of thousands of computers around the world. These computers, often referred to as "zombies", send messages almost automatically, without the knowledge of their owners, on the simple request of a spammer, according to the principle of botnets.

Was I hacked?

This in no way means that your account has been hacked, your email address has been stolen, or your identity has been usurped. Rather, it is an attempt to circumvent anti-spam security measures, called "mail forging" or falsification of emails. This is an issue that, unfortunately, Infomaniak and other hosting companies cannot do anything about.

The only solution would be that all email servers in the world are secure and require authentication for sending emails, which Infomaniak's ethical servers do.

However, as long as all servers on the planet are not secure, "mail forging" will continue to be a persistent challenge.

Additional precautions

Check that no address Catchall-type address on your e-mail service is not redirected to the overloaded e-mail address, as this could be the cause of an increase in undelivered e-mails.

The establishment of a protocol DMARC can also help you analyze the use that is made of your email.

This guide explains the differences between IMAP and POP3 connection protocols from a software/mail client (Outlook, Microsoft 365, Thunderbird, Apple Mail, eM Client, etc.) and why they should never be used at the same time with (in particular) an email address managed by Infomaniak.

Benefits of IMAP / IMAP4

In IMAP, e-mails remain on the server and are therefore accessible from any device connected to the Internet via the web app Mail Infomaniak (online service) mail.infomaniak.com) or the mobile app Infomaniak Mail (application for iOS / Android smartphone or tablet).

Practical if your connection is permanent, if you want to access all your messages from multiple locations simultaneously (at home, on the move, on the way, etc.) and if several users share a service mailbox, from different workstations.

You will always have the same view of the messages on the server, each will see the same messages: if a message is erased by a user, the other users will no longer see this message. If it is moved to a folder on the server, all users will see this message in that folder.

Disadvantages

In principle, you need to be connected to the Internet to view messages (but some software/message customers, some mobile devices will allow you to display the inbox including without 4G/5G or Wifi connection).

Benefits of POP/POP3

E-mails are removed from the server and sent to the computer. They are therefore searchable even without internet connection. Practical if your connection is expensive or non-permanent or to keep a local version if you stop your subscription to the mail provider.

Disadvantages

Once returned to a device configured in POP/POP3, emails no longer appear on the web app Mail Infomaniak (online service) mail.infomaniak.com) or the mobile app Infomaniak Mail (application for iOS / Android smartphone or tablet). You can't be many to look at the same box as the messages are erased at each consultation, so you'll feel like you're missing or seeing some messages disappear. In addition, if you "keep a copy of the messages on the server" (software/message client option), the higher the number of duplicate emails kept, the greater the risk of encountering problems (see below).

Never mix POP and IMAP

It may happen that your email software/client, Microsoft Outlook in particular, starts to recover all messages including those you have already received and read in the past.

The cause is often a POP3 incoming server configuration with the option "Keep a copy of the messages on the server".

This configuration can work wonderfully for a while then problems can arise, such as re-downloading messages.

To avoid this, it is recommended to use the IMAP protocol: this other guide explains how to set up an IMAP account and this other guide allows to see the solutions to move from an existing POP account to IMAP.

If you still want to use POP3 protocol Avoid enabling the option to keep a copy of the messages on the server.