Knowledge base

This guide explains how to connect the desktop app Apple Mail (desk application on macOS) to an email address hosted by Infomaniak.

Preamble

• Your macOS computer will automatically be configured via configuration profiles .mobileconfig Apple compatibles contrary to a manual configuration.
• It is possible to delete a configuration profile once installed (down at the bottom of this page for explanations).
• Infomaniak messaging is compatible with any application supporting in particular IMAP/SMTP.
  • For additional assistance contact the support of the software used or Partner — discover also the role of the host.

Install a configuration profile

Prerequisites

• Create the address within an Infomaniak Mail Service (or with the free offer) ik.me).
• Having added the email address in question on Mail Infomaniak to use the synchronization wizard and to make the Apple profile work on your devices.
• Test the password of the e-mail address ( without confusing it with the one used to connect to the Infomaniak interface).
• Check on the Service Mail that the automatic diagnosis is correct.

You can download the profile from the device or send it from another device (if you already have an email address that works correctly e.g.):

1. Click here in order to gain access to the Infomaniak configuration tool (online service) https://config.infomaniak.com) — log in if necessary to your Infomaniak account on the Organization on which your email address is managed.
2. Choose to install the profile on this device.
3. Choose to synchronize emails.
4. Enter the password of the email address (attached on Mail Infomaniak (Webmail)) you want to synchronize.
5. Click the blue button Check:
   
6. Download the configuration profile:
   
7. Open the System parameters The computer.
8. Go to the menu Confidentiality and security, then Profiles (or directly on the icon Profiles on macOS 12 Monterey or lower).
9. Click on +:
   
10. Locate and then Open the previously downloaded file:
    
11. Click on Continue:
    
12. Enter the password of the email address.
13. Click on Install:
    
14. That's it, your email address is now set up in the Apple Mail app that you can open and control.

Delete an IMAP account

Read the chapter "Stop using an account" by changing the version of your system at the top of the page* if necessary ( Attention: do not delete a POP3 account without saving your messages previously).

Delete Apple Profile

Be aware of the Official documentation changing the version of your system at the top of the page* if necessary.

*Why is it necessary to choose the version of the guide that corresponds exactly to your version of macOS/iOS system? Apple introduces sometimes significant changes to each new version of its system, e.g. a path on iOS 15:

becomes this on iOS 16:

This guide details the functionality of room reservation (meetings, sports, courses, etc.) available on the Web app Calendar Infomaniak (online service) calendar.infomaniak.com for the management of your events and appointments).

Preamble

• It is possible to create and associate physical meeting rooms with events from Calendar, e.g. to organize an event in a specific place with equipment and a limited number of places.
• Each created room displays a dedicated calendar on the app, which it is possible to share.
• A double (or more) room reservation is possible.

Manage events with meeting rooms

Prerequisites

• Creating rooms requires the rights of the administrator and legal manager.

Configure rooms

To create rooms accessible to the reservation by the employees:

1. Click here to access the web app Calendar Infomaniak (online service) calendar.infomaniak.com).
2. Click on the icon Parameters ‍‍ Top right.
3. Check or select the Organization from the drop-down menu in the left side menu.
4. Click on Rooms in the left side menu.
5. Click on the button Create a room:
   
6. Give a name, a location (physical address, floor), a seating capacity...
   
7. Add any available material to the room in question.
8. Click on Save to save the equipment related to the room:
   
9. Click on Save to create the meeting room.

Information and the creation of rooms are also accessible from the Organization's parameters on the Manager Infomaniak.

Create an event by combining a room with it

Once the room has been created and configured, simply create an event to associate it with the desired room:

1. Click here to access the web app Calendar Infomaniak (online service) calendar.infomaniak.com).
2. Click on the button More ‍ at the top left of the interface to create a New event.
3. Click in the field Find a room or place to display the free rooms on the slot (the last 3 reserved from the most recent to the least recent).
4. The material available in each room is displayed on the right.
5. Click on Save to publish the event and its room in the calendar:
   
6. You can find all the information about the chosen place and the material available on the event page in the calendar:
   

Overall view of the rooms and their occupation

It is possible to have a global view of a calendar of each room to see its occupation. Indeed when a room is created, a calendar associated with it is created in the calendars of the Organization:

This guide explains how to create a model for the sorting/filtering tool (conditions allowing you to automatically classify your e-mails from certain criteria) for all your e-mails on the web app Mail Infomaniak (online service) mail.infomaniak.com).

Preamble

• A template allows you to create the neutral base of a tool that can then be used by several users of the same Infomaniak Mail Service, or even customized according to the person who will use it.
• In the case of a model rule, the creator of the chosen model which will trigger the action, but it's up to the end user, from his Mail, to define the action to execute (moving to such folder e.g.) when adding a rule based on the existing model.
• For reasons of confidentiality, it is not possible to apply sorting rules on multiple email addresses at the same time.
• You can also hide a template so that it is no longer used.

Create a sorting rule template

To create a template:

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 Global Configuration in the left side menu.
4. Click on the tab Rules.
5. Click on‍ Add a model rule:‍
   ‍
6. Give the model a name.
7. Define the condition for which the end user will be able to choose the action to be triggered.
   • The different conditions available for sorting filters are presented in this other guide.
8. If option Make visible is enabled (during creation or possible choice also after), created rule templates will be suggested to users of email addresses that go to their FILTRES AND RULES part.
9. Press Add template:
   
   • When the user of an email address in the Mail Service on which the rule template has been set goes into the configuration of his sorting rules, he will be able to choose the model as the working basis, thus avoiding the possibility of resetting a complex configuration, and simply choosing the action to be performed:
     

This guide explains how to create an out-of-office template (see this guide for details on automatic email responses) for your entire email on Infomaniak Mail.

What is a Template?

A template allows you to create the neutral base of a tool that can later be used by multiple users of the same Infomaniak Mail Service, or even customized according to the person who will use it.

Create an Out-of-Office Template

To create a template:

1. Log in to the Infomaniak Manager (manager.infomaniak.com) using a web browser like Brave or Firefox
2. Click on the icon in the top right corner of the interface (or navigate through the left side menu)
3. Choose Mail Service (Collaborative Tools universe)
4. Click on the name of the relevant object in the displayed table
5. Click on Global Configuration in the left side menu
6. Click on the Autoresponders tab
7. Click on Add an Out-of-Office Template
   
   
   
8. Fill in the fields and press Add the Out-of-Office Template
9. Read the warning carefully and decide whether this template should be immediately applied to existing addresses

Manage Template Visibility

If the Make visible option is enabled, the created out-of-office templates will be suggested to email address users.

Activate a Template on an Existing Email Address

1. Log in to the Infomaniak Manager (manager.infomaniak.com) using a web browser like Brave or Firefox
2. Click on the icon in the top right corner of the interface (or navigate through the left side menu)
3. Choose Mail Service (Collaborative Tools universe)
4. Click on the name of the relevant object in the displayed table
5. Click on the boxes to select one or more email addresses in the displayed table
   
6. Depending on the screen size, click on the action menu ⋮ or directly
7. Click on Apply an Out-of-Office Template
   
   
   
8. Select the template of your choice

This guide details the built-in automatic translator in Infomaniak Mail.

Automatically Translate an Email

The Infomaniak Mail interface integrates an automatic translation tool for reading and writing in French, German, English, Italian, and Spanish.

Its uniqueness: the AI solution does not rely on a third-party service (DeepL, Google Translate, etc.) contacted via API, but is hosted, operated, and partly trained by Infomaniak.

During Writing

To automatically translate a message written in your language into a foreign language:

1. Log in to Infomaniak Mail (mail.infomaniak.com) using a web browser such as Brave or Edge
2. Compose a new email without sending it
3. Click on the composed text (or click the icon in the toolbar)
   
4. Click on Translate
5. Change the languages if necessary
6. Click on Apply Translation
   

During Reading

To automatically translate a message written in a foreign language into your language:

1. Log in to Infomaniak Mail (mail.infomaniak.com) using a web browser such as Brave or Edge
2. Open the email to be translated
3. Select the text to be translated
4. Right-click on the selected text
5. Click on Translate
   
6. Click on the language names to change the languages used - in the same place, you can also copy the translated text to the clipboard for later use
   

Disable the Translator

You can adjust the elements displayed when you click on your message:

1. Log in to Infomaniak Mail (mail.infomaniak.com) using a web browser such as Brave or Firefox
2. Click on the ‍ icon in the top right of the interface
3. Click on Personalization in the left sidebar
4. Check or uncheck the actions you want to be available on click:
   

This guide explains how to get and install a computer application from certain Infomaniak interfaces such as kSuite or those that allow you to manage your calendars/agendas or your Address books.

Install a progressive web app (PWA)

One Progressive Web App (PWA) is an application designed for the Web and offering an experience similar to that of a mobile application. PWAs are fast and offer many features available on mobile devices. They can e.g. run offline and send notifications.

Download the app (PWA) Calendar Infomaniak

1. Click here to access the web app Calendar Infomaniak (online service) calendar.infomaniak.com).

2. Click on the specific PWA icon in the browser address bar:

On some devices, you have to choose the option: Add to the home screenTo be able to create the standalone application.

Remove Calendar Infomaniak application

1. Open the previously created application.
2. Click on the action menu ⋮ .

3. Click on Uninstall:

This guide explains how to enable or disable the dark display mode on your operating system (macOS / Windows), since the theme setting "automatic" in Infomaniak tools (animation below) is based on the Dark mode or Light mode setting of the OS:

Manage dark or light mode...

...on macOS

1. Click on System Preferences…
   
2. Click on Appearance and choose dark mode on the right:
   

...on Windows

1. Open the start menu
2. Click on Settings:
   
3. Click on Personalize then Colors:
   
4. Click on Dark:
   

And on mobile?

Dark mode is enabled on mobile devices for Infomaniak login and account creation pages; it automatically adapts to the mobile system preferences, providing a consistent visual experience between mobile apps and login/account creation pages.

This guide explains how to copy the content of an Infomaniak email address (all emails, folders, subfolders, in short, the entire structure of your mailbox) to another existing address you have with Infomaniak, using the Infomaniak import tool!

Introduction

• This does not affect the content currently present on the address that will receive the content, nor the content of the source address whose content will be copied
• Any duplicates are managed: identical content will only be copied once
• It is possible to specify a second address to import during the same process
• If necessary, refer to our guide on how to import messages from an external mail provider other than Infomaniak

Copying emails from one account to another

To import the content of another email address:

1. Go to the address https://import-email.infomaniak.com/
2. If necessary, log in to your Infomaniak account on the organization of your choice (the import will be made to an email address linked to the Infomaniak Mail interface of the account you are using)
3. Click on "single import"
4. Fill in the left field with your source email address (the content of which is to be copied)
5. Fill in the right field with the password for that same email address (click here to check that you are using the correct password and if necessary, change the password for your email address)
6. Click on Confirm
7. If necessary, enter a second email address to be imported at the same time
8. Choose which email address to import the emails to; the dropdown menu lists the email addresses currently linked to your Infomaniak Mail interface for the Infomaniak account you are logged into
9. It is obviously impossible to copy emails to the same address:
   
10. After selecting the desired destination address from the list, click on the blue button Import Emails
11. The copy begins and continues in the background; you can close the window that appears, a confirmation email will automatically be sent to all email addresses involved in the operation once the import is complete, mentioning the number of messages copied

This guide presents messaging authentication mechanisms and ways to resolve the error Sender Mismatch.

Preamble

• The "Sender Mismatch" error occurs when the address used to send an e-mail does not match the authentication address used when connecting to the SMTP server.
• This error is linked to two specific elements:
  • on Return-path (also called "envelope sender"), which is used by the mail server to manage returns and delivery errors,
  • and the header From, which is the sender address visible by the recipient in the message.

Solve the Sender Mismatch error

Technically, when sending an e-mail via a software/mail client, you need to authenticate using a username (= your e-mail address) and a password.

If, after authentication, the sender address specified in the header "From" or in "Return-path"is different from the address used for authentication, the Infomaniak server can consider this as an attempt to falsify. It is this inconsistency that triggers the error "Sender Mismatch".

To correct this error:

• Check that the email address used for the shipment is the one with which you authenticate yourself (or a valid alias).
• Do not change the address Return-path or the heading From for another unauthorized address (if necessary, be aware of this other guide to test another email application or to properly configure your current email software/client).

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