This guide explains how to quickly react to an email on the Web app Mail Infomaniak (online service mail.infomaniak.com).

Preamble

• Reactions are not possible if:
  • you were the recipient of the message but in BCC
  • you have already added 5 reactions
  • the message has more than 20 recipients and/or is of type newsletter or discussion list
  • the sender is no-reply / catchall / postmaster
  • the message is encrypted or is among spam, drafts or the scheduled messages (as well as in the trash)
• It is possible to cancel the sending of a reaction (even if you have not activated a email sending cancellation delay).

Send a reaction in the form of an emoji

To quickly send an emoji reaction to a received email:

1. Click here to access the Web app Mail Infomaniak (online service mail.infomaniak.com).
2. Open the email you want to react to.
3. Click on the “Smiley” emoji in the quick actions list at the top right of the message:
   
   
   • You can also access this feature via a button below the message:
     
4. Click on the emoji that best matches your reaction; it will be added below the message and immediately sent to your contact.
   • Cancellation is possible during sending from the notification displayed at the bottom of the screen:
     
5. The emoji appears on the message in question:
   
   • A record of your reaction is also stored in the sent messages folder.
6. The emoji appears for your recipient, who receives a notification as usual when they receive a response to their email:
   
   • They can also respond to the reaction as usual when receiving a new message.
7. The user who reacted to the email quickly finds the last emoji used in their list of reactions on the app, thus avoiding having to search for it each time:
   

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.

Understanding the difference between data security and data confidentiality

Data security aims to prevent any unauthorized access to your information. It relies on measures such as encryption, firewalls, or VPNs. A security breach can have disastrous consequences: imagine a hacker stealing your entire customer database and demanding a ransom to recover it. This type of attack – ransomware – can paralyze a company overnight.

Data confidentiality concerns who can access your information and how it is used. Even if your data is secure against hacking, it can be collected, analyzed, and resold… legally.

Example: you carefully store your customers' information, but unbeknownst to you, a service you use shares – anonymously – this data with third parties. Result? Your competitors can obtain valuable analyses of your market and target your own customers without ever needing to hack.

LPD & GDPR

In Switzerland, the LPD (Federal Law on Data Protection) and nLPD (for the "new Law" in effect since September 2023) protect the confidentiality 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, influences global companies processing the data of European residents, including in Switzerland. While the LPD applies to the data of Swiss residents, the GDPR concerns that of EU residents. Swiss companies managing European data must comply with the GDPR requirements, including the designation of a Data Protection Officer and the conduct of Impact Assessments in case of risky processing.

Your role as an Infomaniak Client

Regarding the hosted data that belongs to you — and especially if it contains personal data of your visitors, contacts, or customers — it is your responsibility to ensure its compliance.

When processing this personal data, it is essential to inform users about the purpose and methods of this processing. This is usually done through a privacy policy or a data processing agreement (DPA).

Agreement between data controller and processor

A DPA (Data Processing Agreement), known in German as AVV (Auftragsverarbeitungsvertrag), in Italian as ATD (Accordo di Trattamento dei Dati), and in Spanish as CTA (Contrato de Tratamiento de Datos), translates to Data Processing Agreement or Personal Data Processing Contract.

It is a mandatory contract provided by the GDPR between a data controller and a processor. It defines the purpose, duration, and nature of the processing, as well as the obligations and security measures. Its goal is to protect the personal data entrusted to a service provider.

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

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

Here are some tips on this subject:

It is crucial to differentiate between the security of the infrastructures where your data is hosted and the management and implementation of your data on your side. As a host, Infomaniak acts as a subcontractor for your GDPR-related obligations. In this context, its privacy policies and cookie usage, as well as its terms and conditions, provide the necessary guarantees regarding its compliance as a subcontractor.

Infomaniak's role

Like companies that work with user data, Infomaniak must comply with the LPD and, because some of these users are European citizens, the GDPR as well:

• the data privacy policy details the data that Infomaniak retains to provide and execute its services
• the policy related to the protection of your personal data describes Infomaniak's commitments as a subcontractor that hosts all of your data, including personal data

This guide explains how to obtain and install an application on a computer 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)

A Progressive Web App (PWA) is an application designed for the Web and offers an experience similar to that of a mobile application. PWAs are fast and offer many features available on mobile devices. For example, they can work offline and send notifications.

Download the Infomaniak Calendar app (PWA)

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

2. Click on the icon specific and dedicated to PWAs in the browser's address bar:

On some devices, you need to choose the option “Add to Home Screen” to be able to “create” the standalone application.

Remove the Infomaniak Calendar application

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

3. Click on Uninstall:

This guide explains how to create a template for the sorting/filtering tool (conditions that allow you to automatically classify your emails based on certain criteria) for all your mailboxes on the Infomaniak Web app Mail (online service mail.infomaniak.com).

Preamble

• A template allows you to create the neutral base of a tool that can then be used by multiple users of the same Infomaniak Mail service, or even personalized according to the person who will use it.
• In the case of a rule template, the creator of the template chooses the condition(s) that will trigger the action, but it is up to the end user, from their Mail, to define the action to be performed (e.g., moving to a specific folder) when they add a rule based on the existing template.
• For privacy reasons, it is not possible to apply sorting rules to 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 to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the product in question.
3. Click on Global Configuration in the left sidebar.
4. Click on the Rules tab.
5. Click on Add a rule template:
   
6. Give a name to the template.
7. Define the condition for which the end user can choose the action to trigger.
   • The different conditions available for sorting filters are presented in this other guide.
8. If the Make visible option is enabled (during creation or also possible afterwards), the rule models created will be suggested to users of email addresses that go to their FILTERS AND RULES section.
9. Press Add the model:
   
   • When the user of an email address from the Mail Service on which the rule model has been defined goes to the configuration of their sorting rules, they will be able to choose the model as a basis for work, which will save them from having to reconfigure a potentially complex configuration, and simply choose the action to be performed:
     

This guide explains how to copy the content of an Infomaniak email address (all email messages, folders, subfolders, in short, the entire structure of your mailbox) to another of your existing addresses at Infomaniak, thanks to the Infomaniak import tool!

Preamble

• The operation does not affect the data already present on the destination address, nor that of the source address.
• 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 this other guide to import messages from an external email 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; indeed, the import will be to an email address attached to the Infomaniak Web interface Mail (online service ksuite.infomaniak.com/mail) of the account you are using.
3. Click on single import.
4. Fill in the left field with your starting email address (whose content is to be copied).
5. Fill in the right field with the password of the same email address (click here to verify that you are using the correct password and if necessary, modify the password of 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 drop-down menu lists the email addresses currently attached to your Infomaniak Web interface Mail (online service ksuite.infomaniak.com/mail) of the Infomaniak account with which you are logged in:
   
9. It is obviously impossible to copy emails to the same address:
   
10. After selecting the desired destination address from the list, click the blue button Import emails:
    
11. The copy begins and continues in the background, you can close the window that appears.
12. A confirmation email will be automatically sent to all email addresses concerned by the operation once the import is complete, mentioning the number of messages copied.

This guide details the automatic translation service integrated into the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).

Preamble

• The Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) integrates an automatic translator, both for reading and writing, for French, German, English, Italian, and Spanish.
• This AI solution does not rely on a third-party service (DeepL, Google Translate, etc.) contacted via API, but it is hosted, operated, and partly trained by Infomaniak.

Translate the text...

... while writing

To automatically translate a message you are drafting in your language into a foreign language:

1. Click here to access the Infomaniak Mail Web app (online service ksuite.infomaniak.com/mail).
2. Draft a new email without sending it.
3. Select the text to translate.
4. Click on Translate.
5. Modify the languages if necessary.
6. Click on Apply the translation:
   

... while reading

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

1. Click here to access the Infomaniak Mail Web app (online service ksuite.infomaniak.com/mail).
2. Check the email to be translated.
3. Select the text to translate.
4. Click on Translate:
   
5. Click on the language names to change the languages used.
   • In the same place, you can also copy the translated text to the clipboard to use it later:
     

Disable the translator

You can set the elements (translations / Euria) that appear when you click on your message:

1. Click here to access the Infomaniak Mail Web app (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon at the top right of the interface.
3. Click on Customization in the left sidebar.
4. Check or uncheck the actions you want on click:
   

This guide explains how to connect the desktop app eM Client (desktop application on macOS / Windows) to an email address hosted by Infomaniak.

Preamble

• The various services offered by Infomaniak are all compatible with the corresponding standard protocols (IMAP/SMTP for email, for example), therefore if you encounter a problem with third-party software, contact its publisher or a Partner and consult the support policy as well as article 11.9 of the Infomaniak TOS.

Add the email address to the application

Prerequisites

• Create the email address in my kSuite or a Mail Service / kSuite.
• Create a password for the email address for the device you are going to configure.

To configure the email application:

1. Open the application and choose the desired mode, then click on Next:
   
2. Enter the email address to be linked, then click on the Start button next to the field:
   
3. Enter the email address password, then click on Continue next to the field:
   
4. Check the box and click on Yes:
   
5. Check and complete the missing information:
   
6. Choose the desired mode, then click on Next:
   
7. Check and complete the missing information.:
   
8. There you go, your email address is now configured in the application:
   

Recommended settings

• Incoming IMAP server = mail.infomaniak.com
• IMAP Port = 993 (with SSL)
• Outgoing SMTP Server = mail.infomaniak.com
• SMTP Port & encryption protocol and command/method to activate this protocol: 587 + STARTTLS
• Username = full & complete email address ( ? )
• Password = the one generated for 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 parameters as the incoming server" or, depending on the software/email clients, enter a username (= full & complete email address) and the generated password.

Refer to this other guide if you are looking for information about other compatible messaging ports and protocols (SSL / TLS for example).

In case of problem

Check that the Mail Service is configured optimally.

It is not necessary to contact Infomaniak Support if your email address works well outside the application. The most common error concerns the use of an incorrect password. Refer to the solutions given in this other guide regarding email in general.

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

Preamble

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

Resolve the Sender Mismatch error

Technically, when sending an email via a mail software/client, you must authenticate using a username (= your email address) and a password.

If, after authentication, the sender's address specified in the "From" header or in the "Return-path" is different from the address used for authentication, the Infomaniak server may consider this an attempt at forgery. It is this inconsistency that triggers the "Sender Mismatch" error.

To correct this error:

• Check that the email address used for sending is the one you authenticate with (or a valid alias).
• Do not modify the Return-path or From header to another unauthorized address (if necessary, refer to this other guide to test another mail application or to correctly configure your current mail software/client).

Infomaniak tools, such as the Infomaniak Mail web app (online service ksuite.infomaniak.com/mail) or the Calendar, Contacts, kSuite interfaces... can be displayed in light mode or dark mode ("dark mode"), including based on the settings of your current operating system.

Enable manual mode

To manually choose a dark or light display, without relying on a possible different display on the operating system side:

1. Click here or on the badge with your initials / avatar in the top right of the Infomaniak Manager) to "Manage my account":
   
   
    
2. Then click on Appearance in the left sidebar.
3. Click on Light to apply the light mode:
   
4. Click on Dark to enable the "dark mode".

Enable automatic mode

The automatic mode is based on the parameters of your operating system (macOS / Windows...):

1. Click here or on the badge with your initials / avatar in the top right of the Infomaniak Manager) to "Manage my account":
2. Click on Appearance in the left sidebar.
3. Click on the Automatic mode:
   

Then if you want to modify the light or dark theme of your computer, so that the Manager's automatic mode takes into account your preferences...

... on macOS

1. Click on System Preferences...
   
2. Click on Appearance and choose the 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?

The dark theme is enabled on mobile devices for Infomaniak login and account creation pages; it automatically adapts to the mobile system preferences, thus providing a consistent visual experience between mobile applications and login / account creation.

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

Preamble

• The filter…
  • … is automatically enabled when creating an email address within an Infomaniak Mail Service or when subscribing to a my kSuite / my kSuite+ offer.
  • … allows you to focus on relevant and important emails, which improves your productivity by reducing distractions from ads and spam.
  • … helps keep your inbox cleaner and better organized by separating advertising emails, which facilitates the management of important emails.

Enable the option from the Infomaniak Web Mail app

Prerequisites

• Have permission to manage filters: it is possible that the Mail Service manager has removed this right from their admin account.

To access your Infomaniak mailbox settings:

1. Click here to access the Infomaniak Web Mail app (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon ‍‍ in the top right corner.
3. Check or select the email address concerned in the dropdown menu of the left sidebar.
4. Click on ‍ Filters and rules:
   
5. Enable the ad filter option, the effect is immediate:
   
6. To disable the filter, simply click the toggle switch again; in this case, all future received messages will go to the inbox.

Enable the option from a Mail Service

To access your Infomaniak mailbox settings:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the product concerned.
3. Click on the email address concerned in the table that appears
4. Click on Filters and rules in the left sidebar menu
5. Enable the ad filter option, the effect is immediate:
   
6. To disable the filter, simply click the toggle switch again; in this case, all future received messages will go to the inbox.

Note that you can activate it in bulk on multiple addresses at the same time.

Customize the advertising filter

Email location

In the same place (point 5 in the images above), by clicking on Modify, you can choose the default location of the 2 folders in which the messages will be automatically placed (similar to the special IMAP folders).

This guide explains how to create sorting rules in Advanced mode, scripts in Sieve language, to automatically classify your incoming emails on Infomaniak according to certain conditions.

⚠ Available with:

Preamble

• If you do not have a compatible offer or if you prefer a simplified configuration, refer to this other guide.
  • ⚠️ No support is provided regarding the Sieve language (refer to this documentation — also discover the role of the host).
• Unlike the sorting rules offered within email software/clients (Microsoft Outlook, Mozilla Thunderbird, Apple Mail...), these rules will act directly on the server of your mailboxes before even the IMAP connection.
• It is possible to import Sieve files via a button.
• By activating this mode, the existing standard rules will be kept but deactivated.
• The redirect command (allowing to forward an email to another address) is not allowed in scripts.
  • If you import a Sieve script from another host, make sure to remove this command.
  • To forward emails, use the assistant in Standard mode or the Redirections section of your Mail Service.

Access the rules from the Infomaniak Web Mail app

Prerequisites

• Having permission to manage rules: if you had been invited to the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) to manage your address, it is possible that the Mail Service manager has removed this right from their admin account.removed this right.

To access the sorting filters for your Infomaniak mailbox:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Click on the Settings icon ‍ in the top right corner.
3. Check or select the email address concerned in the drop-down menu.
4. Click on Filters and rules:
   ‍

Access rules from a Mail Service

To access the sorting filters for your Infomaniak mailbox:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the product concerned.
3. Click on the email address concerned in the table that appears.
4. Click on the Rules tab from the left sidebar (or top bar):
   

Create a new rule in Advanced (expert) mode

Make sure to click on Advanced mode:

First example of advanced sorting

Here is a simple example of a command using this language:

require ["fileinto"];
if address :contains "from" "facebook.com" {
    fileinto "fb";
} elsif header :matches "List-Unsubscribe" "*" {
    fileinto "nl";
} else {
    keep;
}

Explanations:

1. Loading required extensions: use require ["fileinto"]; to indicate that you will use the fileinto function.
2. Filtering Facebook messages: use if address :contains "from" "facebook.com" to check if the sender's address contains "facebook.com"; if so, the message is filed in the "fb" folder with fileinto "fb";.
3. Filtering messages with an unsubscribe link: use elsif header :matches "List-Unsubscribe" "*" to check if the "List-Unsubscribe" header is present in the message; if so, the message is filed in the "nl" folder with fileinto "nl";.
4. Keeping other messages: use else { keep; } to keep all other messages that do not match the previous criteria.

Attention:

• If you need to mention a subfolder, use the separator / (as in the second example), but it is not necessary to specify INBOX in your codes
• Make sure the folders fb and nl already exist in your inbox; otherwise, the messages may not be sorted correctly
• The filter address :contains "from" "facebook.com" works correctly for addresses that contain "facebook.com" in the "from" field
• The filter header :matches "List-Unsubscribe" "*" checks only for the presence of the "List-Unsubscribe" header, not its content

Second example of advanced sorting

This code modifies the subject based on thesender (adds a prefix to the subject when an email passes the filter, for example):

require ["fileinto", "editheader", "variables", "regex"];
if address "sender" "owner-scientific-linux-devel at LISTSERV.FNAL.GOV" {
    if header :regex "subject" "((Re|Fwd): *)\\[SCIENTIFIC-LINUX-DEVEL\\] *(.*)" {
        deleteheader "Subject";
        addheader "Subject" "${1}${3}";
    } else {
        # Ajouter un préfixe si l'objet ne correspond pas déjà au modèle
        deleteheader "Subject";
        addheader "Subject" "[SL-Devel] ${1}";
    }
    fileinto "Mail List/SL-Devel";
}

Explanations:

1. Required extensions:
   1. fileinto: to classify messages into folders.
   2. editheader: to modify email headers.
   3. variables: to use variables in expressions.
   4. regex: for regular expressions.
2. Condition on the sender:
   1. if address "sender" "owner-scientific-linux-devel at LISTSERV.FNAL.GOV": checks if the sender matches.
3. Condition on the subject:
   1. if header :regex "subject" "((Re|Fwd): *)\\[SCIENTIFIC-LINUX-DEVEL\\] *(.*)": checks if the subject matches the specified pattern.
   2. deleteheader "Subject"; and addheader "Subject" "${1}${3}";: deletes the existing subject and adds a new subject with the captured parts.
4. Adding a prefix if the subject does not already match the pattern:
   1. addheader "Subject" "[SL-Devel] ${1}";: adds a prefix "[SL-Devel]" to the subject if it is not already present.
5. Classifying the message:
   1. fileinto "Mail List/SL-Devel";: classifies messages into the "Mail List/SL-Devel" folder.

Attention:

• Make sure the folder Mail List/SL-Devel already exists in your inbox.
• Check that the script correctly modifies the subject of emails to add or adjust the prefix if necessary.

This guide details the Signature section present in the emails you send from the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail) of my kSuite.

Preamble

• It is not possible to remove the automatic addition of the Infomaniak mention in the lower part of your my kSuite emails.
• It is possible to delete the Infomaniak mention automatically inserted when drafting a new message.
• It is also possible to add your contact details or any indication of your choice in the signature that is automatically inserted with each new message.
• If necessary, my kSuite+ offers more flexibility.

Manage email signatures

To add your name or any indication above the Infomaniak mention present at the bottom of each of your messages:

1. Click here  to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Click on ‍ New message, the composition window opens with a pre-written integrated signature that cannot be removed or modified without a change in the offer (my kSuite+).
3. Click on the chevron ‍  to the right of the signature selection menu.
4. Click on Manage my signatures:
   
5. Click on the action menu ⋮ located to the right of the signature in question.
6. Click on Edit:
   
7. Enter a name for your custom signature.
8. Enter the name you want to display for your message when it reaches the inbox of your correspondents.
9. Enter the content of your signature (formatted text, image, etc.).
10. Manage advanced settings if necessary (signature position).
11. Click on the button to save:
    
     

There you go, every new message you draft will contain your new signature in addition to the mandatory Infomaniak mention, and you can remove it if necessary when hovering over it:

This guide explains how to sort emails currently present in your Infomaniak inbox or in subfolders, for example to quickly delete specific messages with the same structure, classify messages by subject or sender, etc.

Preamble

• Unlike the guide Sort incoming emails based on certain criteria which details how to set up, from the Infomaniak interface, filters that will apply to all future incoming messages, it is possible with the free software Thunderbird to apply sorting rules to already received and already present messages in an email account.

Quickly sort an IMAP mailbox

To do this:

1. Install and then open Thunderbird.
2. Configure your Infomaniak mail within the application.
3. Open the Tools menu and click on Filters:
   
4. Check the selected address and click on New...
   
5. Configure the filter according to your preferences (in this case the rule is that all messages with the subject containing ER will be moved to the trash):
   
6. Click on OK to return to the list of your filters and then click on Run now:
   
7. The result is immediately visible as the messages are moved to the trash and disappear from the window.

This guide details the steps to take when you want to “release” the management of an email address that is currently “limited” by the use of an Infomaniak account with the same name.

Preamble

• For example, the email address benevol on the Mail Service example.xyz will no longer be shareable with other users from the moment an Infomaniak account is created with a login ID in the form of the email address benevol@example.xyz.
• Therefore, a procedure exists for the administrator of a Mail Service to activate the release of the corresponding Infomaniak account if necessary.
• The corresponding email address, previously attached and readable, will no longer be, but the account data is not deleted.
  • Only the login address must be proposed in a different form by the user in question.

Request the release of the blocking Infomaniak account

To activate the deletion of the login ID when it is identical to an email address that can no longer be shared, the administrator of the Mail Service must go to the Manager:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the name assigned to the product in question.
3. Click on the email address concerned in the table that appears.
4. Under the General tab, it is possible to see the users who consult this address, and among them, the corresponding user is found.
5. Click the Add button in the Users section (an operation that is not currently possible):
   
6. In the right-hand sidebar, the assistant for releasing the address opens; click the radio button to activate the operation.
7. Click Continue:
   
8. Confirm the user disconnection operation:
   
9. The linked user disappears from the users page:
   
10. In parallel, they receive an SMS similar to the example below, on the phone number they provided when they signed up:
    
11. This SMS indicates the procedure to follow to reconnect to their Infomaniak account with another email address of their choice (see below).

Recover access to the Infomaniak account

To be able to log back into your Infomaniak account now that access is no longer possible with the old email address, the Infomaniak account user must go to the address mentioned in the SMS:

1. Click here to access the login page.
2. Enter the username specified in the SMS (usually the initials of your account and a sequence of numbers).
3. Enter the usual password (it has not changed):
   
4. Enter the new requested information:
   
5. You will be logged back into your account:
   

This guide explains how to quickly schedule a meeting between multiple users from the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).

Create an event from an email

To start the scheduling assistant:

1. Click here to access the Infomaniak Web app Mail (online service ksuite.infomaniak.com/mail).
2. Open the message from the sender (or the discussion between multiple participants) with whom you want to organize a meeting / a common event.
3. Click on the icon ⋮ at the top right of the open message.
4. Click on Organize an event:
   
5. The assistant of the Infomaniak app Calendar appears on the right of the screen.
6. The title of the meeting is automatically generated from the subject of the email, but it can be modified.
7. The duration of the event (and its placement within the day) is automatically generated as close as possible to the present moment, but it can be modified, just as a possible room can be added below.
8. Check or change the calendar used.
9. The participants in the discussion are automatically added from their email address and can be managed in the second tab.
10. Save the information to create the event and invitations:
    

This guide explains how to report spam or declare a false positive if spam-type messages slip through the cracks within an Infomaniak Mail Service, or conversely if a valid email has been incorrectly classified as spam; you can intervene in a few clicks.

Report spam

Prerequisites

• Check that the spam filter is active.

Next, to automatically move an email from your inbox that has evaded the anti-spam filter to the Spam folder:

1. Click here to access the Infomaniak Mail Web app (online service ksuite.infomaniak.com/mail).
2. Select the message in the inbox and then click on the Spam icon in the toolbar:
   
   
    
3. You can also open it and declare it as Spam later:
   
   
    
4. Another option: open it and click on the action menu ⋮ on the right:
   
   

Once you have clicked on 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

Declare a false positive

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

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

This guide details the principle of an email address created within an Infomaniak Mail Service and the concept of an Infomaniak account user, when the latter uses an Infomaniak email address and consequently some features may be restricted.

1. Create an address on a Mail Service

The administrator of a Mail Service creates a new email address (refer to this other guide if necessary) and must select the creation mode suitable for their situation:

1. An address for themselves (and directly visible on their Mail interface)
2. An address for multiple users (sending invitations)
3. An address without invitation (not linked to their Mail interface)
   

Option 2: address for multiple users

If the choice is made to create the email address for other users, it is still necessary to choose who will be able to access the address among:

1. existing users in your Organization
2. an external email address to which you send an invitation link to the email address that you must specify in the field
3. a new user to whom you will send an invitation link by your own means
   

2. Create an Infomaniak account with the created email address

If the user needs to create an Infomaniak account to use the new email address, and if this same email address is specified as the login identifier…

• … this is mainly the case for choices 2 & 3 above, when this box is selected in the next step:
  

… some restrictions may then exist:

1. This email address can no longer be shared with other users:
   • It exists and works for the user who logs in with it, but it can no longer be shared:
     
      

   • To be able to share it again, you must detach the Infomaniak account from its identifier from the Mail Service (refer to this other guide on this subject).

2. Additional passwords (for configuring a device, for example) will have to be managed by the user…
   
   … and no longer from the corresponding Mail Service, which however allows you to contact the user to ask them to do it themselves:
   
3. A possible previous sharing will continue to work, but this will not be able to trigger new sharings from Mail:
   

This guide explains how to respond to an email visible on the Mail Infomaniak web app (online service mail.infomaniak.com) by sending the response directly in the kChat web app (online service kchat.infomaniak.com) or the desktop app, in the form of a private message to the email sender.

Preamble

• This feature allows you to respond to an email directly in kChat, with a reminder of the original message to facilitate understanding.
• It aims to streamline collaboration by allowing you to react quickly to an email without leaving the kSuite environment.
• It reduces the back and forth between the classic messaging and the collaborative workspace.

Send a response to an email via kChat

Prerequisites

• The feature is currently available only in one-to-one exchanges and not in group discussions.
• The email preview is not yet accessible on mobile, unless you are using the beta version of the kChat app.

When you have received an email from a colleague and you want to respond to them directly on kChat:

1. Click here to access the Mail Infomaniak web app (online service mail.infomaniak.com).
2. Open the message to be replied to by kChat.
3. Click on the kChat message icon in the email toolbar:
   
4. Compose your kChat message, format it if necessary and click the Send button at the bottom right:
   
5. Your correspondent receives the message on kChat accompanied by a box representing the original email (date & time, subject)...

You can access this message on kChat (in the thread of private messages exchanged with your correspondent) but also:

• in the send confirmation message:
  
• in an information banner on the email conversation: