VNCmail App User Manual

Updated till version 3.0

Download & Installation

Install the VNCmail app

Search for VNCmail: email communication in the Play Store or App Store and install the application.

After you have installed VNCmail, you can:

• Compose, send, and receive emails.
• Plan appointments and manage files.
• Organize your email by tagging, starring, and deleting.
• Auto-complete contact names as you type from your VNCcontacts+.

Switch among VNClagoon apps

You can go to another VNClagoon product from VNCmail if you have a subscription to the product. It means that you do not need to open the product URL in a browser and enter your credentials to log in.

1. In the upper right corner, tap the hamburger menu icon.
2. Tap Apps. You should see only the products you are subscribed to.
3. Select a required product and you should be redirected to this product.
4. If an app is not installed or available for the selected product, the web client for that application is opened in your phone's default browser.

Log out

Logging out of an account in the VNCmail app does not delete your account.

1. In the upper left corner, tap the hamburger menu icon .
2. Tap Logout.

Account Information

Log in to VNCmail app

Before logging in to the VNCmail app, ensure that you use the proper URL. For this, tap "Change server URL" on the login page, enter the appropriate URL, and tap "Change".

1. Open the VNCmail app.
2. Enter your credentials in the respective fields.
3. Tap LOGIN.

Change the profile photo

You can add a VNCmail profile image or change your current profile image. By default, your avatar is a circle with your username's initials.

1. In the upper left corner, tap the hamburger menu icon .
2. Tap the profile icon.
3. On the "Profile Information" page, tap your profile picture.
4. Tap UPLOAD and select a photo from your library or take a new photo with your camera.
5. After uploading the picture, you can crop the picture, and change the position and size.
6. Tap the checkmark at the bottom.

Review the profile information

To review your profile information:

1. In the upper left corner, tap the hamburger menu icon.
2. Tap the profile icon.

Buttons (3) that launch some actions in a corresponding VNC product:

• Create an email
• Create a ticket
• Create a task

The profile section displays general information (4) about you:

• Profile. Profile data include your full name, birthdate, timezone, company, contact information, etc.
• HR data. HR data includes information like marital status, private email, engagement type, etc.
• Activity. This section displays chat and email activity.
• Account. Account data includes your profile name, security encryption type, projects, and more.

Help & Privacy Statement

Access Help Center

1. In the upper right corner, tap the hamburger menu icon.

2. Navigate to About and select one of the following options:

   • Vesion&Changelog. The version number of VNCmail you are using.
   • Help/ Manual/ FAQ. A comprehensive user guide providing step-by-step instructions on how to use VNCmail and answers to basic questions about VNCmail.
   • VNC Service Desk. Adding a support request.

Access "Legal Notice"

1. In the upper right corner, tap the hamburger menu icon.

2. Navigate to About > Legal Notice and select one of the following options:

   • Terms of use. A "Terms of Service" agreement provides details about the relationship between VNClagoon and users. It sets forth clauses that embody the rules, requirements, restrictions, and limitations that a user must agree to use the VNClagoon applications.
   • Data privacy. The Data Privacy Policy provides details about what type of information is collected and tracked on the website, how the information may be used, and with whom the information may be shared.

Main preferences

Main preferences allow you to customize language, timezone, theme, and more.

To change your main preferences:

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Main preferences.
3. Customize your main preferences.
4. Tap the checkmark at the bottom.

Option	Description
Timezone	You can change the time zone in VNCmail so that it matches your current location.
Language	This option allows you to select the language that you want to use. It is possible to set up 2 languages: English and German.
Theme	The "Theme" option allows you to select the background colors for your mailbox interface. VNCmail is the default.
Compose direction	The "Compose direction" option allows you to change the direction of your typing composition from right to left.
Show direction buttons in compose toolbar	You can select whether to display this feature in the toolbar to be able to toggle or not.
Do not load insecure content	You can disable the "Insecure content" message.
Search settings	You can choose to automatically include the Spam, Trash, and Share folders in any search you perform. By default, these folders are not searched.
Show advanced search language in search toolbar	You can select wheather to show search string details in the search field or not.

Account preferences

Account preferences allow you to update your account name, add a signature to your email, grant people (delegates) access to your account, and more.

Update your account name

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Under the "Primary account settings" section, edit the name in the Account name field.
4. Tap the checkmark at the bottom.

You should see the notification stating that Preferences saved.

Change your default email account

You can change what appears in the “From” field of emails.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Under the "Settings for sent messages" section, enter a name in the Name field and select the account you want to use as the default account from the Email dropdown menu.
4. Tap the checkmark at the bottom.

You should see the notification stating that Preferences saved.

Change your reply-to address

You can add a reply-to address. Replies to emails sent from this address will be delivered to the reply-to address instead.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Check the box next to Set the "Reply-to" field of email messages to.
4. Enter a username in the Name field and select a required email address from the Email dropdown menu.
5. Tap the checkmark at the bottom.

You should see the notification stating that Preferences saved.

Add a signature to your emails

To add a signature to your email, follow the instructions from the "Signatures" subsection.

Delegate access to your account

You can make someone your delegate and grant them additional permissions to read, create, or send emails in your mailbox.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Tap Add Delegate.
4. Type the account name of the person whom you want to designate as your delegate.

5. Customize the permission settings:

   • Messages sent with Send on Behalf permissions include both the delegate's and your names.
   • When a message is sent with Send As permissions, only your name appears.

6. Tap OK.

7. You can also customize Delegate send settings by selecting a required option:

   • Save a copy of sent messages to my Sent folder
   • Save a copy of sent messages to delegate's Sent folder
   • Save a copy of sent messages to delegate's Sent folder and my Sent folder
   • Don't save a copy of sent messages

8. Tap the checkmark at the bottom.

Change delegate access permissions

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Under the "Delegates" section, select the name of the delegate for whom you want to change permissions.
4. Tap Edit permissions.
5. Select the appropriate level of access for each category.
6. Tap the checkmark at the bottom.

Remove a delegate

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Under the "Delegates" section, select the name of the delegate for whom you want to change permissions.
4. Tap Remove.
5. Tap the checkmark at the bottom.

Add an external email address

You can add an external email address and send emails from this email address.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Under the "Accounts" section, tap Add account.
4. Under the "External account settings" section, add the email address and give it a name.

5. Set the account to pull your mail server either by POP3 or IMAP and supply the username, password, server name, port, and encryption.

   • Post Office Protocol (POP) is a simple protocol that only allows downloading messages from your Inbox to your local computer.
   • Internet Message Access Protocol (IMAP) is much more advanced and allows you to see all the folders on the mail server.

6. (Optional) Set a custom Reply-to address and a customized signature as well.

7. Tap the checkmark at the bottom.

You should see the notification stating that Preferences saved.

Add a persona

The ** Add Persona** feature allows you to create a separate email identity to manage different types of emails. For instance, you can create a business persona for your business email and a personal persona for your personal email.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Account.
3. Tap Add Persona.
4. Give the persona a name
5. In the From field, type the name and email address. The name and email address you type are shown in the From field of outgoing emails sent using this persona.
6. (Optional) Check the box next to Reply-to and enter the name and email address. Replies sent to these emails are automatically directed to the Reply-to address.
7. (Optional) Set a customized signature.
8. Select when this persona should be used using the When replying or forwarding messages sent to checkboxes and input fields.
9. Tap the checkmark at the bottom.

You should see the notification stating that Preferences saved.

Mail preferences

The Mail Preferences page provides many ways to change and customize your VNCmail display.

Change the frequency of checking email

You can adjust how often VNCmail checks for new emails.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Under the "Displaying Messages" section, select a preferred option from the Check New Email dropdown menu.
4. Tap the checkmark at the bottom.

You should see the notification stating that Preferences saved.

Customize the default mail search

The "Default Mail Search" option specifies the initial view when you log into your mailbox. The default search is your Inbox folder. Therefore, when you sign in, the results of your Inbox display.

You can change this to have another folder, tag, or a saved search displayed when you first open the web client.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.

3. Under the "Displaying Messages" section, enter the search keyword, followed by a: (colon) and folder, tag, or a saved search name in the Default Mail Search field. The following table lists some examples to enter in the text box:

   • in:inbox (default)
   • is:unread To display only unread messages.
   • tag:> To display email messages that are tagged with specific tags.
   • in: To display messages that are sent to a specific folder via an email filter.

4. Tap the checkmark at the bottom.

Change how email is displayed

If you see only part of the recipient's name, such as the first name, but you want to see their full name, you can easily make the desired change.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.

3. Under the "Display email user names" section, select how the email sender name will be displayed in your mailbox:

   • First name
   • First name, last name
   • Email only

4. Under the "Message Preview" section, check the box next to Display snippets of messages in email list to preview an email before you open it.

5. Tap the checkmark at the bottom.

Turn on automatic forwarding

You can choose to let you automatically forward to another account one or more messages you receive.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Under the "Receiving Messages" section, specify an address in the Message Arrival: Forward a copy to text field to forward your email to.
4. If you don't want a copy of the original message to remain in your mailbox, check the box next to Remove a local copy of message.
5. Tap the checkmark at the bottom.

Add alternate email address for notifications

You can configure your preferences to notify another mail address when new mail arrives in your mailbox. It’s a feature that can be useful also, for example, in situations when you have an account where you don’t receive many emails but you want to know when something arrives.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Under the "Receiving Messages" section, specify an address in the Send a notification message to field to get a notification message.
4. Tap the checkmark at the bottom.

Customize arrival notifications

When receiving a message you can set how you want to be notified.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.

3. Under the "Arrival notifications" section, select one of the following options:

   • Show a popup notification. A popup comes out with information about the message.
   • Flash the browser title. The mail tab is highlighted while you are not working on that.
   • Play a sound. The browser will flash until you open the mail tab.

4. Under the "Notification Folders" section, select one of the following options:

   • Display notifications for new messages in Inbox
   • Display notifications for new messages in any folder

5. Tap the checkmark at the bottom.

Set read receipt preferences

You can set your preferences for messages that are flagged with a return receipt request.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.

3. Under the "Read Receipt" section, set your preferences:

   • Never send a read receipt. This is the default. When a message is received with a return read receipt request, the request is ignored. The recipient is not aware of the request.
   • Always send a read receipt message. A return read receipt message is automatically sent when the message flagged for return read receipt is opened.
   • Ask me. Recipients are asked if they want to send the return receipt.

4. Tap the checkmark at the bottom.

Configure the "Message from me" section

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Under the "Messages from me" section, select where to place messages sent by you.
4. Tap the checkmark at the bottom.

Automatically delete duplicate emails

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Under the "Duplicate Messages" section, check the box next to Automatically delete duplicate copies of the same message when received.
4. Tap the checkmark at the bottom.

Customize swipe actions

In the VNCmail app, the default swipe actions are "Move to" and "Delete", these can be changed to other favorite actions.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Tap SWIPE ACTIONS.
4. Under the "Right swipe/ Left swipe" section, tap CHANGE.
5. Select a preferred option.

Customize options for composing messages

Use Composing messages settings to change options for messages that you create.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.

3. Under the "Composing messages" section, select the options for how you want to manage composing messages:

   • Automatically save drafts of messages while you are composing. While you compose your message, a copy will be saved in your Draft folder.
   • Mandatory spellcheck before sending a message. Check the box to enable mandatory spellcheck of your emails before they are sent.
   • Save a copy to Sent folder. This is enabled by default. You can deselect this option.
   • Use keyboard shortcut "Ctrl+Enter" to send message. You can select to use the keyboard shortcut Ctrl+Enter to send a message. If you enable this option, be aware when using this keyboard shortcut to complete your message before using it.
   • Use quick reply. With quick replies, you can create shortcuts for the messages you frequently send to your recipients.
   • Always show quoted text. Select whether to show the quoted text in the body of your reply.

4. Tap the checkmark at the bottom.

Change how the original message appears in replies and forwards

When you reply to or forward an email message, the original message is included above the new message.

You have the option to exclude the original message, including the original message as an attachment, or change the appearance of the original message by using indention or indention prefixed with a vertical line.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.

3. Select from the 8Email Reply* dropdown menu whether to include the original text in the body of your reply message:

   • Include last message only. (default)
   • Include original message as an attachment.
   • Include original message.
   • Don't include original message.

4. Select from the Email Forwarding dropdown menu how to include the original text of a message when you forward a message:

   • Include last message only. (default)
   • Include original message as an attachment.

5. Under the "Prefix" section, select the prefix to use for reply messages and forwarded messages.

6. Tap the checkmark at the bottom.

Customize the spam settings

You can identify email addresses that you always want to block messages from being added to your Inbox and email addresses you want to make sure are always added to your Inbox and not sent to Spam.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Under the "Block messages from" section, enter the email address in the field and tap the plus icon.
4. If you blocked someone by mistake, you can unblock them by tapping their email address in the blocked email address list and then the Remove button.
5. Under the "Allow messages from" section, you can identify email addresses you want to make sure are always added to your Inbox and not sent to Spam.
6. Tap the checkmark at the bottom.

Configure the POP access behavior

If you are set up to use a POP client, you can configure the POP access behavior when messages are downloaded.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Mail.
3. Under the "Message downloads" section, select whether to download all mail or only new mail.
4. If you want to include the emails that are in the Junk folder, check the box next to Include Junk folder messages.
5. Under the "Incoming Deleted Messages" section, select whether to remove all incoming deleted messages or leave them.
6. Tap the checkmark at the bottom.

Filters

You can manage your incoming and outgoing mail using filters to move an email to a specific folder, delete, mark, or automatically redirect to another address.

Create a filter

Filtering allows you to define rules for managing your incoming and outgoing emails.

You can filter your incoming and outgoing emails to sort them into folders, automatically tag them, forward them, or discard them. For example, you can create a rule as follows:

• All emails from your project manager go into the "Management" folder.
• All emails from the "corporate-events" mailing list are tagged with the "Events" tag.

To create a filter, do the following:

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Filters.
3. Tap Add filter.

4. Give the filter a name.

   • BBe sure to name the filter something relevant to the task you will have it do, as differentiating it from others is important. The example is named "Spam Level".
   • For example, the "Spam Level" filter is intended to move any emails with a spam rating of 6 or higher into a folder named "Junk". But first, it is needed to specify what to look for.

5. Tap the any/ all dropdown and select a grouping preference:

   • Any means that if any of the conditions in the filter are met, apply the action.
   • All means that all of the conditions in the filter must be met to apply the filter action.

6. Under the "Filter Condition" section, specify rules the filter will follow.

   • As an example, you have specified one simple subject filter that contains headers with "X-Spam-Level" over 6. Any emails received with more than 6*'s will be put into junk.
   • To add new rules, click the green Add Condition and it will create a new row.

7. Under the "Action" section, select the actions you want to set for your filter.

   • The example says to move the message into the folder "Junk".

8. Tap the checkmark at the bottom.

Edit a filter

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Filters.
3. Tap the pencil icon next to the filter you want to edit.
4. Edit the filter.
5. Tap the checkmark at the bottom.

Delete a filter

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Filters.
3. Check the box next to the filter you want to remove.
4. Tap Remove Filter.

Run a filter

Once a filter is created, the emails undergo filter processing and are classified accordingly. However, the email messages received before the filter was created will not be processed. To process the previously received email messages in a particular folder, using a newly created filter, you can use the Run Filter option.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Filters.
3. Check the box next to the required filter.
4. Tap Run Filter.
5. Select the folder whose emails you want to classify with this filter.
6. Tap OK.

The email messages in the selected folder will be processed according to the filter parameters and classified.

Make a filter inactive

You can turn a filter off. If a filter is inactive, it is ignored. Making a filter inactive allows you to keep it for later use rather than deleting it.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Filters.
3. Switch off the toggle next to the filter you want to make inactive.

Signatures

An email signature is a text that is automatically inserted at the end of an email message you send. An email signature can contain images, links to the social media pages of your organization, and clickable call-to-action. You can even add your corporate logo as an image in your Signature. You can also provide your recipients with your job title, organization details, and contact details.

Create a signature

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Signatures.
3. Tap Add Signature.
4. Give the signature a name.
5. (Optional) If you want to format the signature text in plain text, check the box next to Format As Plain Text.
6. Enter the details of the signature in the text box. If you uncheck the box next to Format As Plain Text, you can add an image, change the text style, or create links to your signature text.
7. (Optional) If you want to attach a contact as vCard to your signature, type the account name in the field.
8. Tap the checkmark at the bottom.

Add a signature to an account/ persona

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Signatures.
3. Select the name of the signature from the New Messages dropdown menu to include this signature in newly composed messages.
4. Select the name of the signature from the Replies & Forwards dropdown menu to include this signature in replies and forwards.

5. Under the Signature Placement section, select one of the following options:

   • the Above included messages to add your signature at the end of your reply and before the included messages,
   • the Below included messages to add your signature at the end of the message.

6. Tap the checkmark at the bottom.

Edit a signature

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Signatures.
3. Tap the pencil icon next to the signature you want to edit.
4. Edit the signature.
5. Tap the checkmark at the bottom.

Delete a signature

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Signatures.
3. Check the box next to the filter you want to remove.
4. Tap Remove Signature.

Out of office

The "Out of office" option allows composing an auto-reply message for received emails if you are out of the office. When people send you an email message, they'll receive an email response containing what you have written in your "Out of Office" message.

Enable an "Out of Office" reply

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Out of office.
3. Toggle on Send auto-reply message and then enter an auto-reply message in the text box below.

4. Under the External senders section, select one of the following options:

   • Send standard auto-reply message if you want to send the "Out of Office" message to all the senders.
   • Send custom message to those not in my organization to open a text box and type a separate message for senders who are not in your organization.
   • Send custom message to those not in my organization and address book to open a text box and type a separate message for senders who are not in your organization or address book.
   • Don't send an auto-reply message to an external sender to avoid sending an out-of-office response to external senders.

5. Toggle on Auto-reply custom period and select the start and end date. When the end date has passed no reply will be sent anymore.

6. (Optional) If you want to block your Calendar during your "Out of Office" period, toggle on Show free/ busy as and then select to show yourself in the Calender either as Out of Office or Busy.
7. Tap the checkmark at the bottom.

By default, all your "Out of Office" messages will be saved in your Sent folder.

Edit an "Out of Office" reply

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Out of office.
3. Edit the "Out of Office" reply's details.
4. Tap the checkmark at the bottom.

Disable an "Out of Office" reply

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Out of office.
3. Toggle off Send auto-reply message.

Appointment notifications

In VNCcalendar, all notifications for appointments are sent to the email address configured for email notification. By default, your primary email address is set as the email notification address. You can also change the email address if required.

Enable email reminder

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Appointment Notifications.
3. Under the "Notify" section, enter an email address to which you want to receive the appointment notifications.
4. Tap the checkmark at the bottom.

Keep in mind that you need to check the box next to Email under the "Remind" section when creating a new appointment.

Import/ Export

You can export your account data to save them in your device as a backup or move them to other accounts or programs. The original data that has been copied into your device remains safe and won’t be removed from your account.

• Account data will be saved as a .tgz file on your computer.
• Contact folders and calendar folders can be also exported individually. In that case, they are saved respectively as .csv and .ics files. These files can be easily imported into your account whenever you need them.

Import your account data

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Import/ Export.
3. Under the "Import" section, tap Browse and select the .tgz, .csv, or .ics file to upload.
4. In the "Destination" field select a folder where you want to import the file.

5. Under the "Resolve duplicates" section, select how you want to deal with emails and contacts:

   • Ignore. Duplicate files are not resolved. All files are added back and the existing version of an item is kept.
   • Modify. Existing contacts and calendar data are updated, not replaced.
   • Replace. Items that have changed since the account data was exported are reverted to the version in the exported file. Old items are added back. New items that have been added to your account since the exported file was created are retained.
   • Reset. When this is selected, all items of the selected type under the selected folder are removed before importing new items.

6. (Optional) Check the box next to Advanced Settings, if you want to specify which application data to be imported in the Data types field.

7. Tap Import.

Export your account data

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Import/Export.
3. Under the "Type" section, select Account.
4. In the "Source" field, select the folder you need to export.

5. (Optional) Check the box next to Advanced Settings to open further options:

   • Optionally you can specify which application data to be exported in the Data types field
   • Optionally you can specify a time period in the Date field to export only the data in the time period
   • Optionally you can specify a query in the Search filter field to export only the data that matches the query, for example, has: attachment
   • Optionally you can check the Only export content files, exclude metadata in the Other field if you want to import the data into a non-VNCmail email account

6. Tap Export.

After the process is complete the account data is saved as a .tgz file.

Export calendar data

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Import/Export.
3. Under the "Type" section, select Calendar.
4. In the "Source" field, tap Calendar and select the calendar that you want to export.
5. Tap Export.

After the process is complete the calendar data is saved as a .ics file.

Export contact data

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Import/Export.
3. Under the "Type" section, select Contacts.

4. From the dropdown menu, select Account Contacts to export contacts in its original format, or select other formats:

   • Outlook 2003 contacts
   • Outlook contacts
   • Thunderbird
   • Account contacts (this keeps the contact information in the same format it is in)
   • Windows Live Contacts
   • Yahoo contacts

5. In the "Source" field, select the folder you need to export.

6. Tap Export.

After the process is complete the contact data is saved as a .csv file organized in the format you specified.

Trusted Addresses

The "Trusted Addresses" option allows you to:

• Create the list with trusted email addresses (it means that the emails from addresses added to the trusted list are sent to the inbox without any spam checks)
• Delete trusted email addresses from the list.

Add email to "Trusted Addresses" list

If you notice that embedded images in the email you receive are not automatically displayed, you can add the related addresses to Trusted Addresses so that from now on they will display automatically images.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Trusted Addresses.
3. Enter an email address in the field.
4. Tap the plus icon next to the email address.
5. Tap the checkmark at the bottom.

The given email address will be added to the "Trusted Addresses" list.

Delete email from "Trusted Addresses" list

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Trusted Addresses.
3. Select the required email address from the list.
4. Tap Remove at the bottom.
5. Tap the checkmark at the bottom.

Sharing

The "Sharing" option allows you to give specific internal and external users access to folders in your account. You specify which items to share and the level of access.

Share a folder

You can share your mail folders, address books, calendars, and task list folders. You invite a user to share, and the user can accept or decline the invitation.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Sharing.

3. Under the Folder type section, tap the Mail Folder dropdown menu and select the type of the folder:

   • Mail Folder
   • Calendar
   • Contacts Folder
   • Task Folder
   • Briefcase

4. Tap Share.

5. Select the folder that you want to share.
6. Under the Share with section, select whether you want to share with external guests or other users of VNCmail.

7. Depending on with whom you share, do the following:

   • For Internal users, enter the user’s email addresses. Under the Role section, select the access privileges.
   • For External guests, enter the user’s email addresses. External guests are sent an email message with a link to the shared item. They create a display name and password the first time they go to view the shared item.

8. Set the sending parameters:

   • Do not send mail about this share. If you do not want the users to get the notification message when you share a folder with them.
   • Send standard message. If you want the users to get the notification message when you share a folder with them
   • Add note to standard message. If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field

9. Tap Share.

Change permissions to a shared folder

You can change the share permissions that you have assigned to a user.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Sharing.
3. Under the Folders shared by me section, tap the pencil icon next to the required folder.
4. Change the privileges. You can temporarily disable access to a shared folder without revoking the share privileges by selecting None.
5. Choose whether you want to inform the user via email.
6. Tap Share.

Revoke the access to a shared folder

You can remove user access to a shared folder.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Sharing.
3. Under the Folders shared by me section, tap the cross icon next to the required folder.
4. Tap Revoke to confirm.

Accept an invitation to a shared folder

There are 2 ways to accept a shared folder.

Way 1. Using the "Accept" button in an email.

1. Open a notification email.
2. Tap Accept.
3. (Optional) Change the folder name and select a color to highlight the folder.
4. Choose whether to send a confirmation to the person who sent the invitation.
5. Tap Yes.

Way 2. Navigating to "Preferences > Sharing".

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Sharing.
3. Under the Folders shared have been shared with me but not yet accepted section, select Show folders shared with me by the following user.
4. Enter the name of the user, whose shared folder you want to accept.
5. Tap Find Shares.
6. Tap Accept in the Action column next to the required folder.
7. The further steps are the same as for the first way of accepting an invitation to a shared folder.

Calendar prefeneces

The Calendar option allows you to choose which day of the week Calendar starts with, customize the work week and hours, change appointment settings, and more.

Change calendar view

The calendar view can be customized to display a single day, work week, full week, whole month or display your events in a list. The default is by work week.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.

3. From the Default View dropdown menu, select one of the following options:

   • Day View - if you want a calendar to display a present day;
   • Work Week View - if you want a calendar to display 5 days of the week;
   • Three Day View - if you want a calendar to display 3 days of the week;
   • Month View - if you want a calendar to display a current month;
   • List View - if you want a calendar to display the appointments list.

Change calendar view

You can specify which day of the week should be the first day of the week in your calendar.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. From the Start week on dropdown menu, select one of the options.

Change appointment visibility

This can be set to either Public or Private. The default is "Public", all incoming calendar invites are marked as Public unless the creator marked the meeting notification as private. When this is set to "Private", all incoming calendar invites are marked as Private. Details about events that are marked private do not display.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. From the Default appointment visibility dropdown menu, select Public or Private.

Enable/ disable the mini-calendar

You can specify whether the mini-calendar is displayed at the bottom of the Overview pane.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Check/ uncheck the box next to Always show the mini-calendar.

Show/ hide week numbers on calendar

You can specify whether the week numbers are displayed on the mini-calendar.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Check/ uncheck the box next to Show Calendars with week number.

Automatically add received appointments to calendar

Email invitations sent to your Inbox can be automatically added to your calendar. You can accept or decline the invite from either the Inbox or Calendar.

When this option is not checked, the appointment is added to your calendar when you click "Accept" or "Tentative" in the message.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Check/ uncheck the box next to Automatically add received appointments to calendar.

Show/ hide a declined meeting on calendar

When you decline a meeting, the meeting continue to display on your calendar in a faded view. You can set your preferences so that meetings you decline do not display in your calendar.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Check/ uncheck the box next to Show declined meetings.

Enable/ Disable the "Delete invite on reply" option

You can specify whether or not to delete meeting invitations when you respond to them in email. By default, invites are deleted (moved to the "Trash" folder) when you respond to them.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Check/ uncheck the box next to Delete invite on reply.

Forward invites to an appointment

You can forward invite emails you receive to one or more users that you have shared your calendar with.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Under the Forward Invites section, enter the email address you want to forward the appointment invite.
4. Tap the checkmark at the bottom.

Customize reminders for appointments

You can change the default reminder time (the default is 5 minutes) and set the type of notification to receive.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Under the Show reminders section, tap the "5 minutes before" dropdown and select the time before which you want to receive the reminders.

4. Select how you want to be notified:

   • Show reminders for past-due meetings. If enabled, VNCmail will send you an email reminder and show a pop-up to remind you.
   • Play a sound. If enabled, you will be notified by a beep.
   • Flash the browser title. If enabled, browser will flash until you open the "Mail" tab.
   • Show a popup notification. If enabled, information about the appointment will display.

5. Tap the checkmark at the bottom.

Change default appointment duration

By default, when you create a new appointment, the appointment duration is 60 minutes. However, you can increase or decrease the default appointment duration.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Under the Default Appointment Duration section, click the "60 minutes" dropdown and select the preferred option.
4. Tap the checkmark at the bottom.

Customize the work week and hours

You can select the days and times of the week you work. You can also customize work hours by day. This information displays in your free/busy view.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Under the Work week section, check the box next to the days of the week you work.
4. Under the Work hours section, select the times you work.

5. (Optional) If you need to customize working hours for each working day, select Custom and then click the CUSTOMIZE button.

   • To set your days of work, check the days you are in the office and uncheck the days you are not working.
   • To set the hours of your workday, select the start of your workday using the first dropdown menu, and select the end of your work day using the second drop downmenu.
   • Note: Take note of the time zone indicated. If it is not correct, then your workday hours will be off, as will your calendar times.

6. Tap the checkmark at the bottom.

Customize the options for appointments creation

You can specify whether to create new appointments using the Quick Add Apponitement dialog box.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Under the Creating Appointments section, check the box next to Use the Quick Add dialog when creating new appointments if you want to have the possibility to create a new appointment by clicking the required date. It means that if you open a calendar and click any date, you should see the Quick Add Dialog.
4. Check the box next to Show time zone for the start and end time when creating an appointment if you want the time zone to be displayed while creating an appointment.
5. Tap the checkmark at the bottom.

Customize appointment permissions

Users, for whom you want to customize appointments permissions, should be present in this mail system. You can use a full email address or just a username.

The free/ busy feature allows others to see appointment times scheduled on your calendar. The free/busy feature is on by default, but you can limit who can see the information.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.

3. Under the Permissions section, select the Free/ Busy option that you want to set for this calendar:

   • Allow both internal and external users to see my free/busy information. This is the default. Anyone can see your free/ busy times.
   • Allow only users of internal domains to see my free/busy information. Only internal users can see your free/busy time on your calendars.
   • Allow only users of my domain to see my free/busy information. Only internal users of your domain can see your free/busy time on your calendars.
   • Don't let anyone see my free/busy time. Your free/busy time cannot be seen.
   • Allow only the following internal users to see my free/busy information. Only internal user addresses you list on this page can see your free/busy times.

4. (Optional) If you select the Allow only the following internal user to see my free/busy information option, you should enter a user's email address in the field below. If you want to add several email addresses, start typing a user's email address/ username and tap them.

5. Under the Invites section, specify who can invite you to meetings.

   • Allow both internal and external users to invite me to meetings. This is the default. Anyone can invite you to meetings.
   • Allow only internal users to invite me to meetings. Only internal users can invite you to meetings.
   • Don’t let anyone invite me to meetings. Nobody can invite you to meetings.
   • Allow only the following internal user to invite me to meetings. Only internal user addresses you list on this page can invite you to meetings.

6. (Optional) If you select Allow only the following internal user to invite me to meetings, you should enter a user's email address in the field below. If you want to add several email addresses, start typing a user's email address/ username and tap them.

7. If you limit who can invite you to appointments, you can check the box next to Send auto-reply to users who are denied from inviting me.
8. Tap the checkmark at the bottom.

Enable Apple iCal

Apple iCal can be configured to access your calendars using the CalDAV protocol. When this is enabled, shared calendars are displayed in the iCal Accounts Delegation tab on an Apple Mac computer. When this is disabled, all shared calendars display in the Calendars list.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Preferences > Calendar.
3. Under the Apple iCal section, check the box next to Enable delegation for Apple iCal CalDAV client.
4. Tap the checkmark at the bottom.

Managing emails

Each email, in message or conversation view, has an individual line that displays the following columns of information:

• Conversation indicator. Conversations that include multiple messages are marked in the message list by a triangle expand/ collapse icon .
• Status. Bold text indicates that a message has not been read.
• From. Email sender name.
• Attachment indicator. A paper clip means that a message has an attachment.
• Subject. Brief description of the email message.
• Snippets. The email's first words as a preview.
• Count. Number of messages in the conversation.
• Received. Date or time the message was received.
• Marked. A star means that a message is marked as important.

Change email message view

You can see your email messages as individual messages or as conversations.

1. In the upper right corner of the message list, tap the down arrow .

2. Select one of the following options:

   • View by conversation. Conversation view displays all messages in the same thread with the same subject line. The count of messages within the Conversation appears next to the subject. Each conversation consists of the original message and all replies. Conversations containing unread messages have a bold subject.
   • View by message. The traditional view displays a list of messages with the most recent message displayed first. Unread messages have a bold subject. The information displayed on one line includes the sender, attachment presence, subject line, and the time the message was received.

Sort messages in the message list

You can sort your messages by From, Subject, Size, Date, Attachment, Star, Priority, or Status.

1. In the upper right corner of the message list, tap the down arrow .
2. Select Sort by and then a preferred option.

Group messages in the message list

You can group emails by Date, From, Size, Ascending, and Descending.

1. In the upper right corner of the message list, tap the down arrow .
2. Select Group by and then a preferred option.

Preview an attachment

File preview allows you to view attachments in VNCmail without downloading them to your computer.

1. Open an email.
2. To quickly preview a file, tap it. A preview window will open.

Composing emails

Compose an email

You can compose and send your email as soon as you write it, or you can compose a draft and return to it later to finish and send.

1. Tap the plus icon at the bottom.
2. Enter the email address in the To field.
3. Enter the title of the email in the Subject field.
4. Enter your message.
5. When you are finished, tap checkmark at the bottom.

Mark the priority level of an email

You can indicate a message’s level of importance. For example, when you want people to know your message needs urgent attention, set the message as high importance.

1. Tap the plus icon at the bottom.
2. Compose your email as you normally would.
3. In the upper right corner of the compose toolbar, tap the kebab menu icon .

4. Select Priority from the dropdown menu and then one of the following options:

   • High priority
   • Normal priority
   • Low priority

The recipient sees the message priority flag in their mailbox and the message.

Add CC and BCC addresses

The abbreviations CC: and BCC: stand for carbon copy and blind carbon copy, respectively.

• CC: allows you to send a copy of a message to someone interested but is not the primary recipient. All CC'ed recipients see the entire mailing list when they read the message.
• BCC: allows you to send a copy of a mail message to someone without specifying their address in the copies of the message sent to other recipients.

To add CC or BCC* addresses, do the following:

1. Tap the plus icon at the bottom.
2. In the To address box, type your primary recipient’s email address. You can separate multiple addresses by pressing the Enter key.
3. Tap the down arrow and enter the email address of recipients who will receive a copy of the email in the CC field.

4. Enter the recipient you’d like hidden in the BCC address field.

   • The main recipient of your email cannot see who else has been added. However, each BCC recipient will know that they’ve been BCC’ed to this email.

5. Compose your email as you normally would.

Spell check an email message

You can check the spelling of the email message before you send it out.

1. Tap the plus icon at the bottom.
2. Compose your email as you normally would.
3. In the upper right corner of the compose toolbar, tap the kebab menu icon .
4. Select Spell Check from the dropdown menu. Words that are not spelled correctly or are unknown will be highlighted.

5. Tap a highlighted word and do one of the following:

   • Choose one of the suggested corrections.
   • Tap Ignore to ignore suggestions.
   • Tap Add to add the word to your spell-check dictionary.

6. To accept your changes and close the spell checker, tap Resume editing.

Add attachments to an email

When you compose an email message, you can attach files from your computer, email, and contacts in your address books.

There are 2 ways to add an attachment to the email.

Way 1. Using the paperclip icon.

1. Tap the plus icon at the bottom.
2. Compose your email as you normally would.
3. In the upper right corner of the compose toolbar, tap the paperclip icon and select a file from your device.
4. Tap checkmark at the bottom.

The file names will be displayed in the header. To remove an attachment, tap the cross icon next to the attachment before you send the email message.

Way 1. Using the "Attach" option.

1. Tap the plus icon at the bottom.
2. Compose your email as you normally would.
3. Tap Attach beneath the field where you type the subject.
4. The following steps are the same as for the first way of adding attachments to an email.

Save an email as a draft

You can save your message as a draft to be completed and sent at a later time. Draft messages are saved in your Draft folder until you send them or delete them from the folder.

1. Tap the plus icon at the bottom.
2. Compose your email as you normally would.
3. In the upper right corner of the compose toolbar, tap the kebab menu icon .
4. Select Save Draft from the dropdown menu.

The draft message is saved to the "Drafts" folder.

Organizing emails

Move an email to a folder

There are 2 ways to move an email to a folder.

Way 1. Using the folder icon.

1. Tap and hold an email you want to move to another folder. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message you want to move.

2. Tap the folder icon .

3. Select the folder from the list or use the search field.

4. You can also create a new folder by tapping + New folder.

   • Give the folder name and pick a color to sort your folders in an organized manner.
   • There is also a way to add a custom color by tapping an additional menu icon next to the swatches palette.

5. Tap Move.

Way 2. Using the kebab menu icon.

1. Open the email you want to move to another folder.
2. In the upper right corner of the reading pane, tap the kebab menu icon .
3. Select Move to folder from the dropdown menu.
4. The further steps are the same as for the first way of moving an email to a folder.

Mark an email as read/ unread

If you want to remember to read an email message later, you can mark it as unread. You can also mark email messages as read without opening them.

There are 2 ways to mark an email as read/ unread.

Way 1. Using the envelope icon.

1. Tap and hold an email you want to mark as read/ unread. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message you want to mark as read/unread.

2. Tap the envelope icon .

Way 2. Using the kebab menu icon.

1. Open the email you want to move to mark as read/ unread.
2. In the upper right corner, tap the kebab menu icon .
3. Select Mark as read/ unread from the dropdown menu.

Mark an email as favorite

You can mark emails as favorites to make them easy to find. Favorite emails are saved in the "Starred" folder.

When you mark an item as a favorite, it appears as a favorite in your account only. It doesn't appear as a favorite for anyone else.

There are 3 ways to mark an email as a favorite.

Way 2. Using the star icon.

1. On the far right of a conversation/ email entry, tap the star icon and it will turn yellow, confirming that you've marked the email as a favorite.
2. To unmark an email as a favorite, tap the star icon again.

Way 2. Using the kebab menu icon.

1. Tap and hold an email you want to mark as a favorite. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message you want to mark as a favorite.

2. Tap the kebab menu icon .

3. Select Add star from the dropdown menu.
4. To unmark an email as a favorite, click the kebab menu icon again and select Remove star from the dropdown menu.

Way 3. From the Reading Pane.

1. Open the email you want to mark as a favorite.
2. In the upper right corner of the reading pane, tap the star icon and it will turn yellow, confirming that you've marked the email as a favorite.
3. You can also tap the kebab menu icon in the upper right corner of the reading pane and then select Add star from the dropdown menu.
4. To unmark an email as a favorite, click the star icon again.

Mark an email as spam

Emails, marked as spam, are stored in the "Spam" folder.

There are 2 ways to mark an email as spam.

Way 1. Using the kebab menu icon.

1. Tap and hold an email you want to mark as spam. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message you want to mark as spam.

2. Tap the kebab menu icon .

3. Select Mark as spam from the dropdown menu.

Way 2. From the Reading Pane.

1. Open the email you want to mark as spam.
2. In the upper right corner, tap the kebab menu icon .
3. Select Mark as spam from the dropdown menu.

Delete an email

When you delete an email message, it stays in the "Trash" folder for 30 days. After that time, it is impossible to recover this message.

There are 2 ways to move an email.

Way 1. Using the trash bin icon.

1. Tap and hold an email you want to delete. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message you want to delete.

2. Tap the trash bin icon .

Way 2. From the Reading Pane.

1. Open the email you want to delete.
2. At the top, tap the trash bin icon .
3. You can also tap the kebab menu icon in the upper right corner of the reading pane.
4. Select Trash from the dropdown menu.

Delete an email permanently

If you don't want an email message to stay in your trash, you can delete it permanently. When you empty the "Trash" folder, you can't recover them.

Way 1. Using the trash bin icon.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Emails > Trash.

3. Tap and hold the email you want to delete permanently. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message you want to delete permanently.

4. Tap the trash bin icon .

5. Confirm that you want to delete the email permanently, tap DELETE in the pop-up.

Way 2. Using the "Empty Trash Now" option.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Emails > Trash.
3. Open the email you want to to delete permanently.
4. At the top, tap the trash bin icon .
5. Confirm that you want to delete the emails permanently, tap EMPTY in the pop-up.

Perform bulk actions on emails

Bulk actions allow you to complete certain operations on multiple emails at the same time.

1. Tap and hold any email. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message you want to perform bulk actions.

2. Select other emails.

3. At the top, select the action you want to perform. Some of these actions include:

   • Delete Email
   • Mark As Spam
   • Move to folder
   • Mark as read/ unread
   • Add star/ Remove star
   • Add tag/ Remove all tags

Replying to and forwarding emails

Reply to an email

There are 3 ways to reply to an email.

Way 1. Using the "Reply" and "Reply All" options.

1. Open the email you want to reply to.

2. At the bottom of your reading pane, select one of the following options:

   • Tap Reply to reply to only the email sender.
   • Tap Reply All to reply to all the participants.

3. Enter the email content.

4. Tap the checkmark at the bottom.

• The "Reply" option allows you to send the new message to the original sender. Attachments are not included.
• The "Reply all" option allows you to send the new message to the original sender and all other recipients on the To and CC lines. Attachments are not included.

Way 2. Using the arrow and kebab menu icons.

1. Open the email you want to reply to.
2. To reply to only the email sender, tap the arrow icon in the upper right corner of your Reading Pane.
3. To reply to all the participants, tap the kebab menu icon in the upper right corner of your Reading Pane and then select Reply All.
4. The further steps are the same as for the first way of replying to an email.

Way 3. Using the kebab menu icon.

1. Tap and hold an email you want to mark as spam. This will highlight the message in grey, and show your options on a toolbar at the top of the screen.

   • You can also tap the sender’s profile image on the left of each message/-s you want to reply to.

2. Tap the kebab menu icon .

3. Select Reply/ Reply to all from the dropdown menu.

Forward an email

To send the message to someone, not on the To or CC lines, select Forward.

There are 2 ways to forward an email.

Way 1. Using the "Forward" option.

1. Open the email you want to forward to someone.
2. At the bottom of your reading pane, tap Forward.
3. Tap To, Cc, or BCC to add a recipient, and then type the recipient’s name or email address in the box.

4. Check the subject of the email message.

   • The subject line for Forward is automatically set to show “Fwd:” in front of the original message subject. You can change this by simply typing in the subject box or you can leave it as is.

5. Enter some notes in the field.

6. Tap the checkmark at the bottom.

Way 2. Using the kebab menu icon.

1. Open the email you want to forward to someone.
2. In the upper right corner of your reading pane, tap the kebab menu icon .
3. Select Forward from the dropdown menu.
4. The further steps are the same as for the first way of forwarding an email.

The "Forward" option allows you to choose new recipients. Any attachments included in the original message are automatically included when you forward a message.

Redirect an email

Any received email messages can be redirected to another email address. Messages that are redirected will appear to come from the original sender. When the recipient replies to a message that has been redirected, the reply will be sent to the original sender.

1. Open the email you want to redirect.
2. In the upper right corner of your reading pane, tap the kebab menu icon .
3. Select Redirect from the dropdown menu.
4. Enter a required email address in the field.
5. Tap OK.

Print an email

You can print individual email messages or all messages inside a conversation.

1. Open the email you want to print.
2. In the upper right corner of your reading pane, tap the kebab menu icon .
3. Select Print from the dropdown menu.
4. A preview of your email message will open in a new window.
5. Choose the printer options you want.
6. Tap Print.

Folders

Folders provide a way to organize email messages. You can create your own folders or use default folders:

• Inbox. All incoming emails are stored in the Inbox.
• Drafts. If you create or respond to an email, but cannot finish it right away, it will automatically be saved to your Drafts folder. You can come back to the message later to continue editing it, and then send it.
• Sent. A copy of every message you send is stored in your Sent folder.
• Starred. This folder is used for flagged emails.
• Spam. The location for storing unwanted emails.
• Trash. Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically.

Create a folder

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap the plus icon at the bottom.
4. Type a name for the folder.

5. Choose the desired color from the palette.

   • There is also a way to add a custom color by tapping an additional menu icon next to the swatches palette.

6. Tap CREATE.

Rename a folder

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder you want to rename.
4. Select Rename Folder from the dropdown menu.
5. Change the name.
6. Tap RENAME.

From here, you can also change the color of a folder.

Delete a folder

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder you want to delete.
4. Select Delete Folder from the dropdown menu.
5. Confirm that you want to delete the folder, tap DELETE in the modal window.

Empty a folder

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder you want to empty.
4. Select Empty Folder from the dropdown menu.
5. Confirm that you want to empty the folder, tap OK in the modal window.

Move a folder to another folder

VNCmail organizes folders in chronological order (from oldest to newest), except for the Inbox, Drafts, Sent Items, and Deleted Items folders, which appear first. VNCmail allows you to nest folders inside other folders so that you can group similar folders.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder you want to move.
4. Select Move Folder from the dropdown menu.
5. Select the destination folder.
6. You can also create a new folder by tapping + New folder. Give the folder name and pick a color to sort your folders in an organized manner.
7. Tap Move.

Share a folder

Folder sharing allows you to share an entire folder of email messages with your organization members and external users. You can also specify the level of sharing you want to grant to shared folders. For instance, you can give a user read-only permissions and other users edit permissions.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder you want to share.
4. Select Share Folder from the dropdown menu.
5. Under the Share with section, select whether you want to share with external guests or other users of VNCmail.

6. Depending on with whom you share, do the following:

   • For Internal users, enter the user’s email addresses. Under the Role section, select the access privileges.
   • For External guests, enter the user’s email addresses. External guests are sent an email message with a link to the shared item. They create a display name and password the first time they go to view the shared item.

7. Set the sending parameters:

   • Do not send mail about this share. If you do not want the users to get the notification message when you share a folder with them.
   • Send standard message. If you want the users to get the notification message when you share a folder with them
   • Add note to standard message. If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field

8. Tap Share.

Change access to a shared folder

You can change the share privileges that you have assigned to a user.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder you want to change access to.
4. Select Edit Properties from the dropdown menu.
5. Under the Sharing for this folder section, you see the names that share the folder. Tap the kebab menu icon next to the name to change.
6. Select Edit to change the privileges. You can temporarily disable access to a shared folder without revoking the share privileges by selecting None.
7. Choose whether you want to inform the user via email and tap Share.
8. Tap Save.

Remove access to a shared folder

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder you want to remove access to.
4. Select Edit Properties from the dropdown menu.
5. Under the Sharing for this folder section, you see the names that share the folder. Tap the kebab menu icon next to the name to change.
6. Select Revoke.
7. Select whether to send a standard message or to add a note to your message and then tap Revoke.
8. Tap Save.

Create a subfolder

To help keep your emails organized, you can create subfolders.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Folders.
3. Tap and hold the folder where you want to create a subfolder.
4. Select New Folder from the dropdown menu.
5. Type a name for the folder.
6. Choose the desired color from the palette.
7. Tap CREATE.

Tags

You can use tags to categorize and organize your email messages, conversations, documents, and calendars. For instance, you can have a tag for "Urgent Priority" and another for "Medium Priority".

You can tag for tasks or a project tag to sort emails, and you can search for all items with a particular tag. You can also apply multiple tags to an item.

Create a tag

You can create as many tags as you want, assign them colors, and then apply them to anything in VNCmail — emails, documents, and calendar events.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Tags.
3. Tap the plus icon at the bottom.
4. Type a tag name in the Tag Name field.
5. Select a desired color for it.
6. Tap CREATE.

Apply a tag

Any number of tags can be applied to a single message.

There are 2 ways to add a tag to an email.

Way 1. Using the "Add tag" option.

1. Tap and hold the email to which you want to apply a tag.
2. In the upper right corner, tap the kebab menu icon .
3. Select Add tag from the dropdown menu.

4. Select one of the following options:

   • Tap the Add new tags tab if you want to create a new tag. Type the name of the tag and assign a color associated with it.
   • Tap the Select from existing tags tab if you want to quickly add tags for the email from the current list.

5. Tap checkmark at the bottom.

Tags will appear under the Tags section in the left pane. Select a tag to filter your inbox to only display emails that have that tag.

Way 2. From the Reading Pane.

1. Open the email to which you want to apply a tag.
2. In the upper right corner, tap the kebab menu icon .
3. Select Edit Tags from the dropdown menu.
4. The further steps are the same as for the first way of applying a tag.

Tag multiple emails at once

1. Tap and hold the emails to which you want to apply a tag. Once selected, a toolbar will appear at the top of the messages/ conversations list view.
2. In the upper right corner, tap the kebab menu icon .
3. Select Add tags from the dropdown menu.
4. Follow steps 4 through 5 from the "Apply a tag" subsection.

Search for emails with a specific tag

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Tags.
3. Tap a required tap.
4. All messages with the selected tag are displayed in the Content pane.

Remove a tag from an email

There are 2 ways to remove a tag from an email.

Way 1. Using the "Remove all tags" option.

1. Tap and hold the email where you want to delete a tag. Once selected, a toolbar will appear at the top of the messages/ conversation list view.
2. In the upper right corner, tap the kebab menu icon .
3. Select Remove all tags from the dropdown menu.

Way 2. From the Reading Pane.

1. Open the email where you want to delete a tag.
2. In the upper right corner, tap the kebab menu icon .
3. Select Tags from the dropdown menu.
4. Click the cross icon next to the tag you want to remove from an email.
5. Tap checkmark at the bottom.

Calendar

The VNCmail calendar allows you to manage your appointments and schedules. You can share calendars, create different personal calendars, and use the QuickAdd dialog to organize your work while collaborating with your teammates.

Create a calendar

In addition to the default VNCmail calendar, you can create other calendars to keep track of the different types of functions. For example, you can create a separate calendar for your appointments.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. Tap the kebab menu icon again and then select New Calendar from the dropdown menu.
6. Type a name for the calendar.

7. Choose the desired color from the palette.

   • There is also a way to add a custom color by tapping an additional menu icon next to the swatches palette.

8. Tap CREATE.

You can check the created calendar in the "Calendars" list.

Change the calendar time period

There are 2 ways to quickly switch between Day, Work Week, Week, Month, or List views.

Way 1. From the Calendar Preferences.

To change the calendar time period, refer to the "Change calendar view" section, for the step-by-step guide.

Way 2. From the Calendar toolbar.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .

4. Select one :

   • Day view view is one day's appointment.
   • Three-day view is three days' appointments.
   • Week view view shows seven days of appointments.
   • Work Week view view shows from Monday to Friday appointments.
   • Month view view shows a month's appointments.
   • List view view shows each event over a designated period. Each appointment is shown on a vertical line in the Content pane for the selected calendars. In the List view, multiple appointments can be selected at once. You can delete, move, and tag appointments on local calendars.

Share a calendar

You can share the calendar you created, and you can set different access permissions for each calendar.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. Tap and hold the calendar you want to share.
6. Select Share Calendar from the dropdown menu.
7. Under the "Share with" section, select whether you want to share with external guests, the public, or other users of VNCmail.

8. Depending on with whom you share, do the following:

   • For Internal users, enter the user’s email addresses. Under the "Role" section, select the access privileges.
   • For External guests, enter the user’s email addresses. External guests are sent an email message with a link to the shared item. They create a display name and password the first time they go to view the shared item.

9. Set the sending parameters:

   • Do not send mail about this share. If you do not want the users to get the notification message when you share a calendar with them.
   • Send standard message. If you want the users to get the notification message when you share a calendar with them.
   • Add note to standard message. If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field.

10. Tap Share.

Revoke a calendar share

To revoke a calendar share, refer to the "Revoke the access to a shared folder" section, for the step-by-step guide.

Share your free/ busy status with other users

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. In the upper right corner, tap the kebab menu icon .
6. Select Send Free & Busy Link As from the dropdown menu and then select to send the information as either HTML, ICS, or an ICS Event.
7. In the compose window that opens with the calendar link in the text area, enter the email address and the subject of the email.
8. Tap the send button at the bottom.

Accept an invitation to a shared calendar

There are 2 ways to accept a shared calendar.

Way 1. Using the "Accept" button in an email.

The instruction to accept a shared calendar is the same as for a folder. So, refer to the "Accept an invitation to a shared folder" section for the step-by-step guide.

Way 2. Using the "Find Shares" option.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. In the upper right corner, tap the kebab menu icon again.
6. Select Find Shares from the dropdown menu.
7. Select the calendar shared with you.
8. Tap Add.

You will now see the shared calendar in your Calendars list with the name and color that you choose. Now, when you go to add an appointment, you can choose which Calendar should hold it. The new appointment will have the same color as the calendar that holds it.

Edit a calendar information

By using the "Edit calendar properties" option, you can rename the calendar and change the color associated with it. You can also share your calendar with someone.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. Tap and hold the calendar you want to edit.
6. Select Edit Properties from the dropdown menu.
7. Make your changes.
8. If you need to share the calendar, tap ADD SHARE and follow the steps from the "Share a calendar" subsection.
9. Tap SAVE.

Move a calendar to another calendar

There are 2 ways to move appointments from one calendar to another.

Way 1. Move appointments to one of the existing calendars.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. Tap and hold the calendar you want to move to another calendar.
6. Select Move from the dropdown menu.
7. Select the destination calendar.
8. Tap Move.

Way 2. Move appointments to a new calendar.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. Tap and hold the calendar you want to move to another calendar.
6. Select Move from the dropdown menu.
7. Tap + New Calendar.
8. Enter the calendar name into the field, select a required color for it, and then tap CREATE.
9. Select this calendar and tap Move.

Delete a calendar

If you don't need a calendar anymore, you can delete it.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. In the upper right corner, tap the kebab menu icon .
4. Select Calendars from the dropdown menu.
5. Tap and hold the calendar you want to move to delete.
6. Select Delete menu option that appears.
7. Tap DELETE to confirm that you want to delete the calendar.

The deleted calendar is moved to "Trash".

Appointments

You can create single or recurring appointments and meetings. While creating an appointment you can see if attendees are free before inviting them, reserve equipment, and write a message that is sent with the invite.

Create an appointment

Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. You can turn an appointment into a meeting by adding attendees.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap the appointment icon at the bottom.
4. Enter a title.
5. Under the "Time" section, set the appointment start time and end time. If the appointment is going to last the whole day, switch on the All day toggle.
6. Under the "Repeat" section , select whether to make it a repeating appointment or not.

7. Under the "Project" section , determine how your availability for this appointment should be shown.

   • Switch on the Private toggle if you want to hide some of the appointment details from others in your organization.
   • Check the box next to Email if you want to be reminded of the appointment by email. To configure an email address, go to Preferences > Appointment notifications. Refer to the "Enable email reminder" subsection, for the step-by-step guide.

8. Under the "Calendar" section , select a calendar in which you want to create the appointment.

9. Under the "Notify me" section , select the reminder notice for when to be reminded of the appointment start time.
10. Add a description or attach documents to the appointment.
11. Tap SAVE.

You should see the created appointment in the calendar.

Create a meeting

Meetings are appointments that include other people. When you create a meeting, you select attendees and resources and send an email invitation to them.

Setting up a meeting involves the above initial steps for setting up a regular appointment. Once you've got the basics set up you can go ahead and set the details needed to create the meeting invitation.

1. Follow the steps above 1 through 10 to create an appointment.

2. Under the "Attendees" section , type the attendee’s name or email address. As you type, names in your Contact lists that match appear. If some attendees are not required to be at the appointment, but you want to invite them, type email addresses under the "Optional participants" section .

   • To search for addresses to add, tap the attendee icon and then tap the profile image of the user (s). Once done, tap the arrow button at the bottom.

3. Under the "Location" section , describe the location of the meeting, such as giving an address, building number, and floor number. You can also click Suggect location to display the suggested location.

4. Under the "Equipment" section , type the equipment you want to reserve. You can also click Find Equipment to display the suggested equipment.
5. Under the "Scheduler" section , tap Show. You will see a graphic representation of each invitee's free, busy, and tentative time. The meeting time you've entered will be shown as a green bar (beginning of the meeting) and a red bar (end of the meeting). Now that you can see everyone's availability, you can adjust the time and/or date of the meeting to a mutually available one.
6. Click SAVE.

Emails will be sent to the invitees.

Add an appointment with Quick Add

The QuickAdd option makes it easy to quickly create an appointment for yourself.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap any time on a calendar.
4. Enter the title in the Add title field.
5. If you need to add participants, add a description, or attach documents, tap More details to open the "New Appointment" screen.
6. Tap the checkmark at the bottom.

Edit an appointment information

You can change the appointment information that is on your calendar. You can move the appointment to another calendar, mark the message as private or public, add some notes to the Description field, or change the reminder time.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap the appointment you want to edit.
4. Tap the pencil icon at the top.
5. Make your changes to the appointment.
6. Tap SAVE.

Re-invite attendees to an appointment

As the organizer of an appointment, you can resend a meeting invitation.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a meeting you organized.
4. Select Re-invite Attendees.

The invitation is immediately re-sent to all attendees.

Create an appointment copy

There are 2 ways to create a new appointment based on an existing one.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Create a Copy from the dropdown menu.
5. Review the appointment information. Make your changes to the appointment as needed.
6. Tap SAVE.

Way 2. From the appointment page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap the appointment you want to copy.
4. In the upper right corner, tap the kebab menu icon .
5. Select Clone from the dropdown menu.
6. The further steps are the same as for the first way of creating an appointment copy.

Forward an appointment

If you want to invite someone to an appointment you haven't organized, you can forward the meeting to them. When the recipient receives the appointment request, it appears to come from the appointment organizer.

There are 2 ways to forward an appointment.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Forward from the dropdown menu.

5. In the To field, type the attendee’s name or email address. As you type, names in your Contact lists that match appear.

   • To search for addresses to add, tap the attendee icon and then tap the profile image of the user (s). Once done, tap the arrow button at the bottom.

6. Tap SEND.

Way 2. From the appointment page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap the appointment you want to copy.
4. In the upper right corner, tap the kebab menu icon .
5. Select Forward from the dropdown menu.
6. The further steps are the same as for the first way of forwarding an appointment.

Move an appointment to a calendar

VNCmail supports the use of multiple calendars, each with its own color scheme, to let you keep separate schedules for different functions.

You can move appointments from one calendar to another when necessary. Appointments keep the same date, time, and other properties when moved between calendars.

There are 2 ways to move an appointment to another calendar.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Move from the dropdown menu.
5. Select the calendar to which you want to move the appointment.
6. You have the option to create a new calendar for the appointment by tapping New at the bottom left. Type the calendar name in the field, assign a color associated with it, and tap CREATE. The calendar should appear in the calendars list and you will be able to select it to move the appointment.
7. Tap MOVE.

Way 2. From the appointment page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap the appointment you want to move to another calendar.
4. In the upper right corner, tap the kebab menu icon .
5. Select Move from the dropdown menu.
6. The further steps are the same as for the first way of moving an appointment to a calendar.

Add a tag to an appointment

Appointment tags allow you to highlight important information about appointments. You can easily add a tag to an appointment.

There are 2 ways to add a tag to an appointment.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Tag Appointment from the dropdown menu.
5. You can use a current set of appointment tags or create new ones.
6. Click the checkmark at the bottom.

Way 2. From the appointment page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap the appointment you want to move to another calendar.
4. In the upper right corner, tap the kebab menu icon .
5. Select Add tag from the dropdown menu.
6. The further steps are the same as for the first way of adding a tag to an appointment.

Print an appointment

There are 2 ways to print the appointment details.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Print from the dropdown menu.
5. In the Print dialog box, choose the printer options you want, and tap Print.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Print from the dropdown menu.
5. The further steps are the same as for the first way of printing an appointment.

Delete an appointment

There are 2 ways to delete an appointment from your calendar.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Delete from the dropdown menu.
5. Tap DELETE to confirm that you want to delete the appointment.

Way 1. From the Calendar page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Calendar.
3. Tap and hold a required appointment.
4. Select Delete from the dropdown menu.
5. The further steps are the same as for the first way of printing an appointment.

Briefcase

Briefcase allows you to upload files and save them in your mailbox, and then gain access to these files whenever you sign in to your account from any device.

• You can share your Briefcase folders with others who can view and make any changes to the files.
• You can create multiple Briefcase folders and then upload documents from your computer, save attachments sent with your email messages, and create new files.
• A file in Briefcase is a copy of an original, whether it's on your computer or attached to your email. Any changes you make to a file in your Briefcase will not change the original.

Create a briefcase folder

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. In the upper right corner, tap Folder.
4. Tap the plus icon at the bottom.
5. Type a name for the folder.
6. Choose the desired color from the palette.
7. Tap CREATE.

You can check the created briefcase folder in the "Briefcase folders" list.

Edit a briefcase folder

By using the "Edit briefcase folder properties" option, you can rename the briefcase folder and change the color associated with it. You can also change the sharing parameters.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. In the upper right corner, tap Folder.
4. Tap and hold the folder you want to edit.
5. Select Edit Properties from the dropdown menu.
6. Make your changes.
7. If you need to customize the sharing parameters, tap ADD SHARE and follow the steps from the "Share a briefcase folder" subsection.
8. Tap Save.

Share a briefcase folder

Folder sharing allows you to share an entire folder with your organization members and external users. You can also specify the level of sharing you want to grant to shared folders. For instance, you can give a user read-only permissions and other users edit permissions.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. In the upper right corner, tap Folder.
4. Tap and hold the folder you want to share.
5. Select Share briefcase folder from the dropdown menu.
6. Under the Share with section, select whether you want to share with external guests or other users of VNCmail.

7. Depending on with whom you share, do the following:

   • For Internal users, enter the user’s email addresses. Under the Role section, select the access privileges.
   • For External guests, enter the user’s email addresses. External guests are sent an email message with a link to the shared item. They create a display name and password the first time they go to view the shared item.

8. Set the sending parameters:

   • Do not send mail about this share. If you do not want the users to get the notification message when you share a briefcase folder with them.
   • Send standard message. If you want the users to get the notification message when you share a briefcase folder with them
   • Add note to standard message. If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field.

9. Tap SHARE.

Add a file to a briefcase folder

When you upload a file, it copies from your personal computer to your mail account. This makes the file available any time you log into your account.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the folder where you want to upload a file.
4. Tap the upload icon at the header.
5. Enter a message in the Notes field if you need to add some notes.
6. Tap BROWSE to find the file to upload.
7. Select a required file and then tap UPLOAD.

The files are displayed in the briefcase.

Create a document in a briefcase

You can create a document in Briefcase using the rich-text format tools.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Tap the document icon at the bottom.
4. Enter a document name in the File Name field.
5. Compose a message.
6. Tap the save icon .
7. Enter the note in the text box and then tap the checkmark icon .

Work with a file in a briefcase

Sort files

You can sort files by different attributes in ascending (A-Z) or descending (Z-A) order.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. In the upper right corner, tap the kebab menu icon .

4. Select Sort by from the dropdown menu and one of the following sorting options:

   • Name ascending. Select to sort items in ascending order A-Z.
   • Name descending. Select to sort items in descending order Z-A.
   • Date ascending. Select to sort items in order that the oldest ones come first and the most recent ones last.
   • Date descending. Select to sort items in order that the most recent ones come first and the oldest ones last.
   • Size ascending. Select to sort items in order that the smallest ones come first and the largest ones last.
   • Size descending. Select to sort in order that the largest ones come first and the smallest ones last.

Rename a file

There are 2 ways to rename a file in a briefcase folder.

Way 1. From the "Briefcase" start page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to rename. Once selected, a toolbar will appear at the top of the files/folders list view.
4. In the upper right corner, tap the kebab menu icon .
5. Select Rename from the dropdown menu.
6. Rename the document.
7. Tap RENAME.

Way 2. From the file detail page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Open a file you want to rename.
4. In the upper right corner of the file list, tap the kebab menu icon .
5. Select Rename from the dropdown menu.
6. The further steps are the same as for the first way of renaming a file in a briefcase folder.

Edit a file

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to edit. Once selected, a toolbar will appear at the top of the files/folders list view.
4. In the upper right corner, tap the kebab menu icon .
5. Select Edit from the dropdown menu.
6. Edit the document.
7. Tap SAVE.

Add a tag to a file

There are 2 ways to add a tag to a file.

Way 1. From the "Briefcase" start page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to add a tag to. Once selected, a toolbar will appear at the top of the files/folders list view.
4. In the upper right corner, tap the kebab menu icon .
5. Select Add tags from the dropdown menu.

6. Select one of the following options:

   • Go to the Add new tags tab if you want to create a new tag. Type the name of the tag and assign a color associated with it.
   • Go to the Select from existing tags tab if you want to quickly add tags for the email from the current list.

7. Tap the checkmark at the bottom.

Tags will appear under the "Tags" menu in the left pane, below your briefcase folders. Select a tag to filter your documents to only display files that have that tag.

Way 2. From the file detail page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Open a file you want to add a tag to.
4. In the upper right corner, tap the kebab menu icon .
5. Select Add tags from the dropdown menu.
6. The further steps are the same as for the first way of adding a tag to the file.

Move a file

There are 2 ways to move a file into another briefcase folder.

Way 1. From the "Briefcase" start page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to move. Once selected, a toolbar will appear at the top of the files/folders list view.
4. Tap the folder icon .
5. Select a destination folder.
6. You can also create a new folder by tapping CREATE NEW FOLDER. Give the folder name, pick a color, and tap CREATE.

Way 2. From the file detail page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Open a file you want to move.
4. Tap the folder icon .
5. The further steps are the same as for the first way of moving a file into another briefcase folder.

Download a file

There are 2 ways to download a file from a briefcase folder.

Way 1. From the "Briefcase" start page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to download. Once selected, a toolbar will appear at the top of the files/folders list view.
4. Tap the download icon .

Way 2. From the file detail page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Open a file you want to download.
4. Tap the download icon .

Delete a file

There are 2 ways to delete a file in a briefcase folder.

Way 1. From the "Briefcase" start page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to delete. Once selected, a toolbar will appear at the top of the files/folders list view.
4. Tap the trash bin icon .
5. Tap DELETE to confirm that you want to delete the file.

Deleted files are stored in the "Trash" folder.

Way 2. From the file detail page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Open a file you want to delete.
4. Tap the trash bin icon .
5. The further steps are the same as for the first way of deleting a file in a briefcase folder.

Delete a file permanently

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Tap the down arrow next to Briefacse and select Trash.
4. Select the file you want to delete. Once selected, a toolbar will appear at the top of the files/folders list view.
5. Tap the trash bin icon .
6. Tap DELETE to confirm that you want to delete the file.

Send a file from a briefcase

Send a file as an attachment

There are 2 ways to send a file as an attachment to an email directly from Briefcase.

Way 1. From the "Briefcase" start page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to send as an attachment. Once selected, a toolbar will appear at the top of the files/folders list view.
4. In the upper right corner, tap the kebab menu icon .
5. Select Send As Attachment(s) from the dropdown menu.
6. Add the recipient’s email address and complete the email message.
7. Tap the send icon .

Way 2. From the file detail page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Open a file you want to send as an attachment.
4. In the upper right corner, tap the kebab menu icon .
5. Select Send As Attachment(s) from the dropdown menu.
6. The further steps are the same as for the first way of sending a file as an attachment.

Send an email with a link to a file

There are 2 ways to send an email that has a link to a file in Briefcase. The recipient must have appropriate share permission to work with the file. Any modifications made to a linked file are reflected in the file in your Briefcase folder.

Way 1. From the "Briefcase" start page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Select the file you want to send as an attachment. Once selected, a toolbar will appear at the top of the files/folders list view.
4. In the upper right corner, tap the kebab menu icon .
5. Select Send Link(s) from the dropdown menu.
6. Add the recipient’s email address and complete the email message.
7. Tap the send icon .

Way 2. From the file detail page.

1. In the upper left corner, tap the hamburger menu icon .
2. Navigate to Briefcase.
3. Open a file you want to send as an attachment.
4. In the upper right corner, tap the kebab menu icon .
5. Select Send Link(s) from the dropdown menu.
6. The further steps are the same as for the first way of sending a file as an attachment.

Advanced search

In VNCmail, you can use the search box at the top of the page to search for email messages, briefcases, or appointments. Also, the option allows searching in shared items too.

Search emails

1. Open the VNCmail app.
2. In the upper right corner, tap the magnifier icon .
3. Enter a search request.
4. Tap Enter/ Return on your keyboard.

A list of results will show.

Search briefcases and calendars

1. Open the VNCmail app.
2. In the upper right corner, tap filter icon .
3. Tap the down arrow next to the Emails and select Briefcase.
4. Enter a search request.
5. If you need to search in shared items, check the box next to Include shared items.
6. Tap Enter/ Return on your keyboard.

Refine your search results

Filters allow you to narrow the scope of a search query to eliminate irrelevant information and help you find the exact content you're looking for.

• Unread. Search for anything that is currently marked as “unread”.
• Starred. Search for anything that is currently marked as “starred”.
• All times. Search for anything that was sent from a certain date range or a specific date.
• To. Search for anything that you sent to a certain email address.
• From. Search for anything that was sent from a certain email address.
• Folder. Search for anything within a certain folder.
• Attachment type. Search for anything that has a specific type of attachment like audio, video, image, documents, or achives.
• Status. Search for anything that has a specific status like "has attachment", "sent by me", "replied", "forwarded", or "draft".

Search results will be highlighted in yellow.

Save found results as a template

1. In the upper right corner, tap the template icon .
2. In the Template name box, enter the name of the template.
3. Tap SAVE.
4. Tap the following icon to find the saved templates.