Knowledge base

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 explains how to enable or disable the Infomaniak anti-spam filter, significantly reducing the number of unsolicited messages arriving in your Infomaniak email address.

Preamble

• The filter is automatically enabled when creating an email address within an Infomaniak Mail Service or when ordering a free email address @ik.me (+ ikmail.com, etc.)
• Emails placed in the Spam folder (or in the spam destination folder - read more below) are automatically deleted after 30 days

Why an anti-spam filter?

Spam is the mass and unsolicited sending of emails, often of an advertising or fraudulent nature, with the aim of promoting products, services, or committing online scams. It has been a persistent problem since the early days of email and has evolved with communication technologies, prompting the implementation of anti-spam filters to combat this form of digital pollution.

The Infomaniak antispam filter prevents drowning out the messages you actually want to see quickly among dozens of other unwanted messages, by categorizing them into a folder specifically dedicated for this purpose.

Enable the option from Mail Infomaniak

Prerequisites

• have a valid access to Mail Infomaniak where the email address is attached
• have permission to manage the filter : if you were invited to Mail to manage your address, it is possible that the Mail service manager may have revoked this right from their admin account

To access your Infomaniak email settings: 

1. log in to Mail Infomaniak (mail.infomaniak.com) from a web browser like Brave or Firefox
2. click on the icon in the top right corner of the interface
3. click on Email addresses
4. verify or select the relevant email address from the dropdown menu
5. click on Filters and Rules under Email Address Settings:
   
6. enable the spam filter option, the effect is immediate:
   
7. simply click the toggle button again to disable the filter; in this case, all future messages will go to the inbox, including messages with a header indicating a high spam score
   

Enable the option from a Mail Service

To access your Infomaniak email settings: 

1. log in to the Infomaniak Manager (manager.infomaniak.com) from 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, for example)
3. choose Mail Service (universe Collaborative Tools)
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 side menu
7. enable the spam 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, including messages with a header indicating a high spam score (they can be processed downstream by your email software if it supports reading this type of header)

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

Report spam or declare a false positive

If spam messages slip through the cracks or, conversely, if a valid email has been unintentionally classified as spam, you can intervene with just a few clicks.

Prerequisites

• Make sure the spam filter is active
• For added security, enable the mention of external mail

To automatically move an email from your inbox to the Spam folder if it has slipped through the spam filter:

1. Login to Mail Infomaniak (mail.infomaniak.com) from a web browser like Brave or Firefox
2. Select the message in the inbox and then click on the Spam icon in the toolbar:
   
    
3. You can also open it and mark it as spam at a later time:
   
   
    
4. Another option is to open it and click on the action menu ⋮ on the right:
   

Once you've clicked Report as spam:

• The email is moved to the Spam folder (or to the manually defined folder)
• The sender's address is added to the blocked users list
• The filter is refined for better handling over time

Report a false positive

Conversely, if you act on an email mistakenly considered as spam (false positive) by clicking the "This is not spam" icon:

• The email is moved back to the inbox
• The sender's address is added to the allowed users list
• This also affects the filter and its criteria

Customize the spam filter

Location of spam

In the same place, by clicking Edit, you can choose the default location of the folder where messages considered as spam will be automatically placed (similar to IMAP special folders):

Allow or block senders

You can specify in advance which senders should always go to the Spam folder (or vice versa): read this guide (click here)

This guide details the room reservation functionality (for meetings, sports, classes, etc.) available on the Infomaniak Web app Calendar (online service calendar.infomaniak.com).

Introduction

• It is possible to create and link physical meeting rooms to events from Calendar, for example to organize an event in a specific location with equipment and a limited number of seats.
• Each created room displays a dedicated calendar in the app.
• A double (or more) room booking is possible.

Managing events with meeting rooms

Requirements

• The feature requires a kSuite plan:
  • kSuite for everyone: 1 room/resource
  • kSuite standard: 3 rooms/resource
  • kSuite pro: 6 rooms/resource
  • kSuite enterprise: 100 rooms/resource
• Creating rooms requires “Administrator” and “Legal Manager” rights.

Setting up rooms

To create rooms accessible for reservation by collaborators:

1. Click here to access the Infomaniak Web app Calendar (online service calendar.infomaniak.com).
2. Click on the Settings icon ‍‍ at the top right.
3. Check or select the relevant Organization in the dropdown menu on the left sidebar.
4. Click on Rooms in the left sidebar.
5. Click on the Create a room button:
   
6. Provide a name, a location (physical address, floor), a seating capacity…
   
7. Add the equipment available in the room if necessary.
8. Click on Save to save the equipment linked to the room:
   
9. Click on Save to create the meeting room.

The room information and creation are also accessible from the Organization settings on the Infomaniak Manager.

Creating an event and linking a room to it

Once the room is created and configured, simply create an event to link it to the desired room:

1. Click here to access the Infomaniak Web app Calendar (online service calendar.infomaniak.com).
2. Click on the Plus button ‍ at the top left of the interface to create a New event.
3. Click in the Search for a room or location field to display available rooms for the selected time slot (the last 3 reserved rooms are displayed from most to least recent).
4. The available equipment 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 location and available equipment on the event page in the calendar:
   

Overview of rooms and their occupancy

It is possible to get a global view of each room's calendar to see its occupancy. Indeed, when a room is created, an associated calendar is created in the Organization's calendars:

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 connect the Apple Mail messaging application to an email address hosted by Infomaniak, using a preconfigured Apple synchronization profile. Your macOS computer will then be automatically configured through Apple-compatible .mobileconfig configuration profiles.

It is possible to remove a configuration profile once installed (scroll to the bottom of this page for explanations) or proceed with a manual configuration.

Prerequisites

• Create the address within an Infomaniak Mail Service (or with the free ik.me offer)
• Have added the email address in question to Mail Infomaniak to use the synchronization assistant and for the Apple profile to work on your devices
• Test the email address password (without confusing it with the one used to log in to the Infomaniak interface)
• Check on the Mail Service that automatic diagnostics are correct

Install a Configuration Profile

You can download the profile from the relevant device or send it from another device (if you already have a working email address, for example):

1. Log in (with the usual credentials of your Infomaniak user account) on https://config.infomaniak.com from the macOS device
2. Choose to install the profile on this device
3. Choose to synchronize emails
4. Enter the password of the email address (attached to Mail Infomaniak (Webmail)) that you want to synchronize
5. Click on the blue Verify button
   
6. Download the configuration profile
   
7. Open the System Preferences of the computer
8. Access the Privacy & Security menu, then Profiles (or directly on the Profiles icon on macOS 12 Monterey or lower)
9. Click on +
   
10. Locate and open the previously downloaded file
    
11. Click on Continue
    
12. Enter the email password
13. Click on Install
    
14. There you go, your email address is now configured in the Apple Mail application that you can open and control

Remove an IMAP, CardDav, or CalDav account

Read the chapter "Stop using an account"https://support.apple.com/fr-fr/guide/mac-help/mh35565/12.0/mac/12.0 by changing the version of your system at the top of the page* if necessary (note: do not delete a POP3 account without backing up your messages first).

Delete an Apple Profile

Read the official documentation https://support.apple.com/fr-fr/guide/mac-help/mh35561/mac by 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 exactly matches your macOS / iOS system version? Apple makes sometimes significant changes with each new version of its system, for example, a path on iOS 15:

becomes this on iOS 16:

This guide explains how to save and export your contacts from contacts.infomaniak.com address books.

Export contacts

To choose the contacts or address book to export:

1. from a browser, go to the contacts/address books section of Mail (contacts.infomaniak.com)
2. click on Advanced actions
3. click on Export
4. click on the address book to export
5. click on the Export button

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

Managing 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 Personalization then Colors
   
4. Click on Dark
   

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).