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  <section id="using-the-mail-app">
<h1>Using the Mail app<a class="headerlink" href="#using-the-mail-app" title="Link to this heading"></a></h1>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>The Mail app comes installed with Nextcloud Hub by default, but can be disabled.
Please ask your Administrator for it.</p>
</div>
<figure class="align-default">
<img alt="../_images/mail.png" src="../_images/mail.png" />
</figure>
<section id="managing-your-mail-account">
<h2>Managing your mail account<a class="headerlink" href="#managing-your-mail-account" title="Link to this heading"></a></h2>
<section id="switch-layout">
<h3>Switch layout<a class="headerlink" href="#switch-layout" title="Link to this heading"></a></h3>
<blockquote>
<div><div class="versionadded">
<p><span class="versionmodified added">New in version 3.6.</span></p>
</div>
</div></blockquote>
<ol class="arabic simple">
<li><p>Visit mail settings</p></li>
<li><p>Choose between <em>List</em>, <em>Vertical split</em> and <em>Horizontal split</em></p></li>
</ol>
<figure class="align-default">
<img alt="../_images/mail_layout.png" src="../_images/mail_layout.png" />
</figure>
</section>
<section id="add-a-new-mail-account">
<h3>Add a new mail account<a class="headerlink" href="#add-a-new-mail-account" title="Link to this heading"></a></h3>
<ol class="arabic simple">
<li><p>Enable mail app from the apps</p></li>
<li><p>Click the mail icon on the header</p></li>
<li><p>Fill up the login form (auto or manual)</p></li>
</ol>
<figure class="align-default">
<img alt="../_images/new-mail-account.png" src="../_images/new-mail-account.png" />
</figure>
</section>
<section id="change-sort-order">
<h3>Change sort order<a class="headerlink" href="#change-sort-order" title="Link to this heading"></a></h3>
<blockquote>
<div><div class="versionadded">
<p><span class="versionmodified added">New in version 3.5.</span></p>
</div>
</div></blockquote>
<ol class="arabic simple">
<li><p>Visit mail settings</p></li>
<li><p>Go to <em>Sorting</em></p></li>
<li><p>You can choose <em>Oldest</em> or <em>Newest</em> mail first</p></li>
</ol>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>This change will apply across all your accounts and mailboxes</p>
</div>
</section>
<section id="scheduled-messages">
<span id="mail-scheduled-messages"></span><h3>Scheduled messages<a class="headerlink" href="#scheduled-messages" title="Link to this heading"></a></h3>
<ol class="arabic simple">
<li><p>Click new message button on top left of your screen</p></li>
<li><p>Click the (…) action menu on the modal composer</p></li>
<li><p>Click <em>send later</em></p></li>
</ol>
<figure class="align-default">
<img alt="../_images/scheduled-msg.png" src="../_images/scheduled-msg.png" />
</figure>
</section>
<section id="priority-inbox">
<h3>Priority inbox<a class="headerlink" href="#priority-inbox" title="Link to this heading"></a></h3>
<p>Priority inbox has 2 section <em>Important</em> and <em>Others</em>.
Messages will automatically be marked as important based on which messages you interacted with or marked as important. In the beginning you might have to manually change the importance to teach the system, but it will improve over time.</p>
<figure class="align-default">
<img alt="../_images/priority-inbox.png" src="../_images/priority-inbox.png" />
</figure>
</section>
<section id="all-inboxes">
<h3>All inboxes<a class="headerlink" href="#all-inboxes" title="Link to this heading"></a></h3>
<p>All messages from all the accounts you have logged in, will be shown here chronologically.</p>
</section>
<section id="account-settings">
<span id="mail-account-settings"></span><h3>Account settings<a class="headerlink" href="#account-settings" title="Link to this heading"></a></h3>
<p>Your account settings such as:</p>
<ol class="arabic simple">
<li><p>Aliases</p></li>
<li><p>Signature</p></li>
<li><p>Default Folders</p></li>
<li><p>Autoresponder</p></li>
<li><p>Trusted senders</p></li>
<li><p>..and more</p></li>
</ol>
<p>Can be found in the action menu of a mail account. There you can edit, add or remove settings depending on your need.</p>
</section>
<section id="move-messages-to-junk-folder">
<h3>Move messages to Junk folder<a class="headerlink" href="#move-messages-to-junk-folder" title="Link to this heading"></a></h3>
<blockquote>
<div><div class="versionadded">
<p><span class="versionmodified added">New in version 3.4.</span></p>
</div>
</div></blockquote>
<p>Mail can move a message to a different folder when it is marked as junk.</p>
<ol class="arabic">
<li><p>Visit Account settings</p></li>
<li><p>Go to Default folders</p></li>
<li><p>Check that a folder is selected for the junk messages</p></li>
<li><p>Go to Junk settings</p></li>
<li><p>Click Move messages to Junk folder</p>
<figure class="align-default">
<img alt="../_images/mail_move-message-to-junk-folder.png" src="../_images/mail_move-message-to-junk-folder.png" />
</figure>
</li>
</ol>
</section>
<section id="search-in-mailbox">
<h3>Search in mailbox<a class="headerlink" href="#search-in-mailbox" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 2.1.</span></p>
</div>
<p>At the top of the envelope list in any mail layout, there is a search field shortcut for searching email subjects. Starting from <code class="docutils literal notranslate"><span class="pre">version</span> <span class="pre">3.7</span></code>, this shortcut allows you to search by subject, recipient (to), or sender (from) by default.</p>
</section>
<section id="advance-search-in-mailbox">
<h3>Advance search in mailbox<a class="headerlink" href="#advance-search-in-mailbox" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.4.</span></p>
</div>
<p>You can access our advanced search feature through a modal located at the end of the search shortcut.</p>
</section>
<section id="enable-mail-body-search">
<h3>Enable mail body search<a class="headerlink" href="#enable-mail-body-search" title="Link to this heading"></a></h3>
<blockquote>
<div><div class="versionadded">
<p><span class="versionmodified added">New in version 3.5.</span></p>
</div>
</div></blockquote>
<p>Mail bodies can now be searched, this feature is opt-in because of potential performance issues.</p>
<p>To enable it:</p>
<ol class="arabic simple">
<li><p>Visit Account settings</p></li>
<li><p>Go to Mailbox search</p></li>
<li><p>Enable mail body search</p></li>
</ol>
<div class="admonition warning">
<p class="admonition-title">Warning</p>
<p>If you want to also enable it for unified mailboxes you have to do so in Mail settings</p>
</div>
<p>By enabling it the main search box will now search in both subjects and mail bodies, and a separate <em>Body</em> option
will appear in advanced search.</p>
</section>
<section id="account-delegation">
<h3>Account delegation<a class="headerlink" href="#account-delegation" title="Link to this heading"></a></h3>
<p>The app allows account delegation so that one user can send emails from the address of another.</p>
<ol class="arabic simple">
<li><p>The delegation has to be configured on the mail server by an admin</p></li>
<li><p>Add the other email address as an alias for your own email account</p></li>
<li><p>When sending an email, select the alias as sender</p></li>
</ol>
<div class="admonition warning">
<p class="admonition-title">Warning</p>
<p>The sent email might not be visible to the original account if it’s stored in your personal <em>Sent</em> mailbox.</p>
</div>
</section>
<section id="automatic-trash-deletion">
<h3>Automatic trash deletion<a class="headerlink" href="#automatic-trash-deletion" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.4.</span></p>
</div>
<p>The Mail app can automatically delete messages in the trash folder after a certain number of days.</p>
<ol class="arabic simple">
<li><p>Visit Account settings</p></li>
<li><p>Go to Automatic trash deletion</p></li>
<li><p>Enter the number of days after which messages should be deleted</p></li>
</ol>
<p>Disable trash retention by leaving the field empty or setting it to 0.</p>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Only mails deleted after enabling trash retention will be processed.</p>
</div>
<figure class="align-default">
<img alt="../_images/mail_trash_retention_settings.png" src="../_images/mail_trash_retention_settings.png" />
</figure>
</section>
</section>
<section id="compose-messages">
<h2>Compose messages<a class="headerlink" href="#compose-messages" title="Link to this heading"></a></h2>
<ol class="arabic simple">
<li><p>Click new message on the top left of your screen</p></li>
<li><p>Start writing your message</p></li>
</ol>
<section id="minimize-the-composer-modal">
<h3>Minimize the composer modal<a class="headerlink" href="#minimize-the-composer-modal" title="Link to this heading"></a></h3>
<blockquote>
<div><div class="versionadded">
<p><span class="versionmodified added">New in version 3.2.</span></p>
</div>
</div></blockquote>
<p>The composer modal can be minimized while writing a new message, editing an existing draft or editing a message from the outbox. Simply click the minimize button on the top right of the modal or click anywhere outside the modal.</p>
<blockquote>
<div><figure class="align-default">
<img alt="../_images/mail-minimize-composer.png" src="../_images/mail-minimize-composer.png" />
</figure>
</div></blockquote>
<p>You can resume your minimized message by clicking anywhere on the indicator on the bottom right of your screen.</p>
<blockquote>
<div><figure class="align-default">
<img alt="../_images/mail-composer-indicator.png" src="../_images/mail-composer-indicator.png" />
</figure>
</div></blockquote>
<p>Press the close button on the modal or the indicator in the bottom right corner to stop editing a message. A draft will be saved automatically into your draft mailbox.</p>
</section>
</section>
<section id="outbox">
<h2>Outbox<a class="headerlink" href="#outbox" title="Link to this heading"></a></h2>
<p>When a message has been composed and the “Send” button was clicked, the message is added to the outbox which can be found in the bottom left corner of the left sidebar.</p>
<p>You can also set the date and time for the send operation to a point in the future (see <a class="reference internal" href="#mail-scheduled-messages"><span class="std std-ref">Scheduled messages</span></a>)- the message will be kept in the outbox until your chosen date and time arrives, then it will be sent automatically.</p>
<p>The outbox is only visible when there is a message waiting to be handled by the outbox.</p>
<p>You can re- open the composer for a message in the outbox any time before the “send”- operation is triggered.</p>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>When an error occurs during sending, three error messages are possible:</p>
<dl class="simple">
<dt>Could not copy to “Sent” mailbox</dt><dd><p>The mail was sent but couldn’t be copied to the “Sent” mailbox. This error will be handled by the outbox and the copy operation will be tried again.</p>
</dd>
<dt>Mail server error</dt><dd><p>Sending was unsuccessful with a state than can be retried (ex: the SMTP server couldn’t be reached). The outbox will retry sending the message.</p>
</dd>
<dt>Message could not be sent</dt><dd><p>Sending might or might not have failed. The mail server can’t tell us the state of the message. Since the Mail app has no way to determine the state of the message (sent or unsent) the message will stay in the outbox and the account user has to decide how to proceed.</p>
</dd>
</dl>
</div>
</section>
<section id="mailbox-actions">
<h2>Mailbox actions<a class="headerlink" href="#mailbox-actions" title="Link to this heading"></a></h2>
<section id="add-a-mailbox">
<h3>Add a mailbox<a class="headerlink" href="#add-a-mailbox" title="Link to this heading"></a></h3>
<ol class="arabic simple">
<li><p>Open the action menu of an account</p></li>
<li><p>Click add mailbox</p></li>
</ol>
</section>
<section id="add-a-submailbox">
<h3>Add a submailbox<a class="headerlink" href="#add-a-submailbox" title="Link to this heading"></a></h3>
<ol class="arabic simple">
<li><p>Open the action menu of a mailbox</p></li>
<li><p>Click add submailbox</p></li>
</ol>
</section>
<section id="shared-mailbox">
<h3>Shared mailbox<a class="headerlink" href="#shared-mailbox" title="Link to this heading"></a></h3>
<p>If a mailbox was shared with you with some specific rights, that mailbox will show as a new mailbox with a shared icon as below:</p>
<figure class="align-default">
<img alt="../_images/shared-mailbox-icon.png" src="../_images/shared-mailbox-icon.png" />
</figure>
</section>
</section>
<section id="envelope-actions">
<h2>Envelope actions<a class="headerlink" href="#envelope-actions" title="Link to this heading"></a></h2>
<section id="create-an-event">
<h3>Create an event<a class="headerlink" href="#create-an-event" title="Link to this heading"></a></h3>
<p>Create an event for a certain message/thread directly via mail app</p>
<ol class="arabic simple">
<li><p>Open action menu of an envelope</p></li>
<li><p>Click <em>More actions</em></p></li>
<li><p>Click <em>Create event</em></p></li>
</ol>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Event title and an agenda is created for you if the administrator has enabled it.</p>
</div>
</section>
<section id="create-a-task">
<h3>Create a task<a class="headerlink" href="#create-a-task" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.2.</span></p>
</div>
<p>Create an task for a certain message/thread directly via mail app</p>
<ol class="arabic simple">
<li><p>Open action menu of an envelope</p></li>
<li><p>Click <em>more actions</em></p></li>
<li><p>Click <em>create task</em></p></li>
</ol>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Tasks are stored in supported calendars. If there is no compatible calendar you can create a new one with the <a class="reference internal" href="calendar.html#calendar-app"><span class="std std-ref">calendar app</span></a>.</p>
</div>
</section>
<section id="edit-tags">
<h3>Edit tags<a class="headerlink" href="#edit-tags" title="Link to this heading"></a></h3>
<ol class="arabic simple">
<li><p>Open action menu of an envelope</p></li>
<li><p>Click <em>Edit tags</em></p></li>
<li><p>On the tags modal, set/unset tags</p></li>
</ol>
</section>
<section id="change-color-for-tags">
<h3>Change color for tags<a class="headerlink" href="#change-color-for-tags" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.5.</span></p>
</div>
<figure class="align-default">
<img alt="../_images/change-tag-color.png" src="../_images/change-tag-color.png" />
</figure>
<p>Upon creating a tag, a randomly assigned color is automatically chosen. Once the tag is saved, you have the flexibility to customize its color according to your preferences. This feature can be found on the Tag modal action menu.</p>
</section>
<section id="delete-tags">
<h3>Delete tags<a class="headerlink" href="#delete-tags" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.5.</span></p>
</div>
<figure class="align-default">
<img alt="../_images/delete-tag.png" src="../_images/delete-tag.png" />
</figure>
<p>You now have the ability to delete tags that you have previously created. To access this feature:</p>
<ol class="arabic simple">
<li><p>Open the action menu of an envelope/thread.</p></li>
<li><p>Select Edit tags.</p></li>
<li><p>Within the tags modal, open the action menu for the specific tag you wish to delete.</p></li>
</ol>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Please note that default tags such as Work, To do, Personal, and Later cannot be deleted, they can only be renamed.</p>
</div>
</section>
</section>
<section id="message-actions">
<h2>Message actions<a class="headerlink" href="#message-actions" title="Link to this heading"></a></h2>
<section id="unsubscribe-from-a-mailing-list">
<h3>Unsubscribe from a mailing list<a class="headerlink" href="#unsubscribe-from-a-mailing-list" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.1.</span></p>
</div>
<p>Some mailing lists and newsletters allow to be unsubscribed easily. If the Mail app detects messages from such a sender, it will show an <em>Unsubscribe</em> button next to the sender information. Click and confirm to unsubscribe from the list.</p>
</section>
<section id="snooze">
<h3>Snooze<a class="headerlink" href="#snooze" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.4.</span></p>
</div>
<p>Snoozing a message or thread moves it into a dedicated mailbox until the selected snooze date is reached and the message or thread is moved back to the original mailbox.</p>
<ol class="arabic simple">
<li><p>Open action menu of an envelope or thread</p></li>
<li><p>Click <em>Snooze</em></p></li>
<li><p>Select how long the message or thread should be snoozed</p></li>
</ol>
</section>
<section id="smart-replies">
<h3>Smart replies<a class="headerlink" href="#smart-replies" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.6.</span></p>
</div>
<p>When you open a message in the Mail app, it proposes AI-generated replies. By simply clicking on a suggested reply, the composer opens with the response pre-filled.</p>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Please note that the feature has to be enabled by the administrator</p>
</div>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Supported languages depend on the used large language model</p>
</div>
</section>
</section>
<section id="thread-summary">
<h2>Thread summary<a class="headerlink" href="#thread-summary" title="Link to this heading"></a></h2>
<p>The mail app supports summarizing message threads that contain 3 or more messages.</p>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.4.</span></p>
</div>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Please note that the feature has to be enabled by the administrator</p>
</div>
</section>
<section id="filtering-and-autoresponder">
<h2>Filtering and autoresponder<a class="headerlink" href="#filtering-and-autoresponder" title="Link to this heading"></a></h2>
<p>The Mail app has a simple editor for Sieve scripts and an interface to configure autoresponders. Sieve has to be enabled in the <a class="reference internal" href="#mail-account-settings"><span class="std std-ref">account settings</span></a>.</p>
<section id="autoresponders">
<h3>Autoresponders<a class="headerlink" href="#autoresponders" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 3.5: </span>Autoresponder can follow system settings.</p>
</div>
<p>The autoresponder is off by default. It can be set manually, or follow the system settings. Following system settings means that the long absence message entered on the <a class="reference internal" href="absence.html#groupware-absence"><span class="std std-ref">Absence settings section</span></a> is applied automatically.</p>
</section>
</section>
<section id="follow-up-reminders">
<h2>Follow-up reminders<a class="headerlink" href="#follow-up-reminders" title="Link to this heading"></a></h2>
<div class="versionadded">
<p><span class="versionmodified added">New in version 4.0.</span></p>
</div>
<p>The Mail app will automatically remind you when an outgoing email did not receive a response.
Each sent email will be analyzed by an AI to check whether a reply is expected.
After four days all relevant emails will be shown in your priority inbox.</p>
<p>When clicking on such an email a button will be shown to quickly follow up with all recipients.
It is also possible to disable follow-up reminders for a sent email.</p>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Please note that the feature has to be enabled by the administrator.</p>
</div>
</section>
<section id="security">
<h2>Security<a class="headerlink" href="#security" title="Link to this heading"></a></h2>
<section id="phishing-detection">
<h3>Phishing detection<a class="headerlink" href="#phishing-detection" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 4.0.</span></p>
</div>
<p>The Mail app will check for potential phishing attempts and will display a warning to the user.</p>
<p>The checks are the following:</p>
<ul class="simple">
<li><p>The sender address saved in the addressbook is not the same as the one in the mail account</p></li>
<li><p>The sender is using a custom email address that doesn’t match the from address</p></li>
<li><p>The sent date is set in the future</p></li>
<li><p>Links in the message body are not pointing to the displayed text</p></li>
<li><p>The reply-to address is not the same as the sender address</p></li>
</ul>
<div class="admonition note">
<p class="admonition-title">Note</p>
<p>Please note that the warning does not mean that the message is a phishing attempt. It only means that the Mail app detected a potential phishing attempt.</p>
</div>
</section>
<section id="internal-addresses">
<h3>Internal addresses<a class="headerlink" href="#internal-addresses" title="Link to this heading"></a></h3>
<div class="versionadded">
<p><span class="versionmodified added">New in version 4.0.</span></p>
</div>
<p>The Mail app allows adding internal addresses and domains, and will warn the user if the address is not in the list, when sending and upon receiving a message.</p>
<p>To add an internal address:</p>
<ol class="arabic simple">
<li><p>Open the mail settings</p></li>
<li><p>Navigate to Privacy and security section</p></li>
<li><p>Enable the internal addresses by ckicjin on the checkbox</p></li>
<li><p>Click the Add internal address button</p></li>
<li><p>Enter the address or domain and click Add</p></li>
</ol>
</section>
</section>
</section>


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