E-Mail

5.1. The E-Mail Components

The E-Mail app includes the following components.

Search bar

Enables you to search for E-Mails

Folder tree

Displays the E-Mail folders. Enables you to navigate the folder structure. In order to open the folder tree, click on the View button in the toolbar. Enable Folder view. Depending on the groupware configuration, the folder tree contains the following entries:

  • Inbox. Per default, all incoming E-Mails are received in this folder.

  • Drafts. Contains the E-Mails saved as draft.

  • Sent objects. Contains the E-Mail sent by you.

  • Trash. Contains the E-Mail deleted by you.

  • Archive. Contains the E-Mails archived by you.

  • My folders. Contains the E-Mail folders created by you.

The following functions are available:

  • To display the number of E-Mails in a folder, hover over the folder name. A tooltip shows the number of E-Mails.

  • If clicking on a folder, its E-Mails are displayed.

  • The Folder-specific actions icon next to the selected folder offers functions for organizing data and app specific folder functions.

  • Below the folders there's a button for adding E-Mail accounts.

Related topics

Toolbar

Contains the following:

  • Compose button. Creates a new E-Mail.

  • Reply to sender icon . Sends a reply.

  • Reply to all recipients icon . Sends a reply to all recipients.

  • Forward icon . Forwards the E-Mail to other recipients.

  • Delete icon . Deletes the E-Mails selected by you.

  • Set color icon . Opens a menu allowing you to assign a colored label to the E-Mail.

  • Archive icon . Archives the E-Mails selected by you.

  • Actions icon . Opens a menu with further functions:

    Note: When having selected an E-Mail conversation, some functions are not available in the toolbar.

  • View button. Opens a menu with checkboxes for controlling the view.

    • Vertical. Vertically aligns the E-Mail list and an E-Mail's detail view. The functions for selecting and sorting are displayed below the toolbar.

    • Compact checkbox. Vertically aligns the E-Mail list and an E-Mail's detail view. The functions for selecting and sorting are displayed next to the toolbar.

    • Horizontal. Horizontally aligns the E-Mail list and an E-Mail's detail view.

    • List checkbox. Shows the list of E-Mails. To display the detail view click on an E-Mail.

      Above the detail view a navigation bar is displayed.

    • Folder view checkbox. Opens or closes the folder tree.

    • Checkboxes checkbox. Displays a checkbox next to each E-Mail in the list. This allows to select multiple E-Mails to edit them at once.

    • Contact pictures checkbox. Next to each E-Mail in the list, a contact picture of the sender is displayed, provided the sender saved one in the address book.

      Note: The layout options Horizontal and List do not allow to display contact pictures.

    • Exact dates checkbox. Shows the exact date and time when the E-Mail was received.

Display area

Contains the E-Mail list and an E-Mail's detail view. In order to select a layout, click on the View button in the toolbar.

List

Displays a list of the E-Mails in the current folder. The list contains the following entries:

  • The following details are displayed for each E-Mail: sender, subject, date or time of receipt. Unread E-Mails are marked with the Unread icon .

  • If available, additional information is shown: attachment icon, colored label, number of E-Mails in the conversation, priority.

The following functions are available:

  • You can select multiple E-Mails to edit them at once. To do so enable the checkboxes next to the E-Mails by enabling the Checkboxes option from the View drop-down in the toolbar.

    You can also use your system's multi selection functions.

  • In order to select all visible E-Mails in the currently selected folder, enable the Select all checkbox above the list.

    Note: The Select all checkbox only selects all visible E-Mails in a folder. To reduce latency, only a certain percentage of the E-Mails in a folder will be loaded by the server if their number exceeds a defined limit. To display all E-Mails in a folder, browse to the bottom of the list. Wait until all E-Mails have been loaded by the server.

  • If clicking on the Sort by button above the list, a menu opens that helps you sort your E-Mails.

    To combine all E-Mails of a conversation in a single list entry, enable the Conversations checkbox in Sort by.

    The sorting setting will be applied to the selected E-Mail folder. You can use different settings for the single folders.

  • If clicking on an E-Mail, its content is displayed in the display area.

    If the E-Mail is part of a conversation, all E-Mails in this conversation are displayed in the detail view.

To adjust the list width, hover over the line between the list and the detail view. A double arrow will be displayed. Drag the border to the left or to the right.

Detail view

Displays the E-Mail that you selected in the list. The detail view includes the following components and functions:

  • Subject

    If the E-Mail is part of a conversation, the number of E-Mails in this conversation is displayed. To open or close all E-Mails in the conversation, click the Open/close all messages icon . If clicking on a free area between the sender and the date of receipt, the E-Mail opens or closes.

  • A picture of the sender, if available.

  • Depending on the groupware configuration, a colored dot next to the name indicates the Messenger status of the sender or a recipient.

  • The sender's name. The names of additional E-Mail recipients, if existing. If clicking on a name, a pop-up opens. It displays information about the contact.

    • The person's contact data.

    • If the person's contact data are saved, the location of the data is displayed.

    • If you exchanged E-Mails with this person, they are displayed below Recent conversations.

    • If you share appointments with this person, they are displayed below Shared appointments.

    • Information about this person from social networks. You can use the available buttons to open this person's profile.

    If clicking on an appointment or an E-Mail, an additional pop-up opens.

  • Date of receipt

  • Read icon . If clicking the icon, the status will be changed from Read to Unread and vice versa.

  • Actions icon . Clicking on it opens a menu with editing functions that can be used as an alternative to the toolbar's editing functions.

  • Set color icon . Opens a menu allowing you to assign a colored label to the E-Mail.

  • If the E-Mail contains attachments, further elements are displayed:

    • A button with the Attachment icon and the number of attachments. If clicking on it, the attachments are displayed as icons or list.

    • Buttons that allow to apply a function to all E-Mail attachments at once.

    • The Squares icon or List icon . If clicking the icons, the attachments are shown as squares or as list. To apply a function to a specific attachment, click on the attachment's name in the List view.

  • E-Mail text

    Quotes from previous E-Mails are introduced with a vertical line. If clicking on Show more, the complete quote is displayed.

View for composing or editing

When composing a new E-Mail or editing an E-Mail draft, the following elements are displayed on a new page.

  • Send button. When having completed the required input, click on this button to send the E-Mail.

  • Save button. If clicking on this button, the current E-Mail content is saved in the Drafts folder.

  • Discard button. In order to cancel the process, click on this button. In the next dialog window, you can choose between some options.

  • Your sender address is displayed next to From. Depending on your groupware account's settings, you can choose between various sender addresses. In order to select another sender address, click on the address.

  • To input field. Enter one or several recipients in this field. While entering the recipients, matching suggestions are displayed. To accept a suggestion, click on it.

    To send a copy to other recipients, click on CC or BCC on the right side of the input field. Enter the addresses of the recipients of the copy or the blind copy in the matching input fields.

  • Subject input field. Enter your E-Mail's subject in this field.

  • Attachments button. Click on this button to add local files or files that are saved in the Drive app.

  • Signatures button. Let's you define whether to add a signature to the E-Mail text. Click on the button to select or remove a signature. In the E-Mail settings you can create or edit signatures.

  • Options button. Click on this button to set specific options: The E-Mail's text format, priority, read receipt.

  • Input field for the E-Mail text. Enter the text in the field. If having selected the html format from the Options, you can format the text or add images.