Skip to content

VNCmail App User Manual

Updated till 2.6 version

Getting started

VNCmail is a secure, enterprise team collaboration and communication solution including:

  • VNCmail offers all relevant mail features such as inbox, shareable folders, advanced search, sort and filters, email signatures, tags with colors, efficient spam filters, notifications, detailed settings and preferences, and many more.
  • VNCcalendar allows you to manages not only private appointments, but enables professional group calendaring functions such as sharing and invitations.
  • VNCcontacts allows you to store any kind of contact with lots of information, as well as sort the contacts in predefined or individually created lists.

Log out

  1. In the top-left, tap the hamburger menu .
  2. At the bottom, tap Logout.

Review the profile information

To review your profile information:

  1. In the top-left, tap the hamburger menu .
  2. Tap the profile icon.

You can see that the profile information contains the panel with the actions and tabs with the contact information:

1 - actions panel. The panel consists of buttons that launch some actions in a corresponding VNC product:

Button Action
Audio call/Video call The buttons are not active because you cannot call yourself.
Chat The button is not active because you cannot chat with yourself.
Email Redirects to VNCmail and opens a form to compose an email.
Task Redirects to VNCtask and opens a form to create a task for a contact.
Ticket Redirects to VNCproject and opens a form to create a ticket.

2 - tabs with the contact information. The data accessible via these tabs depends on your role within your organization:

Tab Information
Contact Info Displays basic information with your full name, company and job position, address, phone, email, date of birth, time zone, language, skills, and interests.
HR Data Displays different HR data, such as your gender, marital status, private contact, and address data, payment mode, and hourly rate. The data displayed in the tab is imported from VNCdirectory.
Account details Displays identity management and access/permission management data, such as your role as a team member, RFC limit for your account, list of VNC products that are available for your account, and so on. The information is managed in VNCdirectory.
Recent activity The tab is not active.

Change the profile photo

The profile picture related to your email address can be changed from your account. Recipients who also have a VNCmail account, and your company users can see your profile photo.

  1. In the top-left, tap the hamburger menu .
  2. Tap the profile icon. You will be redirected to your Profile Information page.
  3. On the Profile Information page, tap your profile picture.
  4. Tap UPLOAD and select a photo/image from your device.
  5. Tap the checkmark at the top.

Check the application version

  1. In the top-left, tap the hamburger menu .
  2. Navigate to About > Version & Changelog:

Access User Manual/FAQ

  1. In the top-left, tap the hamburger menu .
  2. Navigate to About > Help/Manual/FAQ.
  3. Tap the link where you want to be redirected.

Contact VNC Service desk

You can submit a support request at any time through VNC Service Desk. Adding a support request is a good option if:

  • You face any issues with your VNC software
  • You want to report a bug
  • You have feature requests

To add a support request:

  1. In the top-left, tap the hamburger menu .
  2. Navigate to About > VNC Service Desk.
  3. Tap VISIT VNC SERVICE DESK.
  4. Fill in the fields:

    The fields with the asterisk are required.

    • Subject: Enter an appropriate name of the issue.
    • Project: Select the project where an issue occurs.
    • Customer: Select the customer.
    • Product: Select the product where an incident occurs or the problem is discovered;
    • Version: Select the version number of the application;
    • Impact: Select the impact area;
    • Urgency: Select the urgency level;
    • Used hardware type: Select a hardware type where an issue occurs;
    • Operating system: Select the operating system where an issue occurs;
    • Browser: Select the browser where an issue occurs;
    • Description: Enter a detailed description of an issue or recommendation. In your support request, try to provide as much detail as possible about the issue or recommendation.
  5. If you want to attach some file/screenshot - click BROWSE.

  6. Tap Create.

Access "Terms of use"

A Terms of Service agreement provide details about the relationship between VNClagoon products and apps and users. It sets forth clauses that embody the rules, requirements, restrictions, and limitations that a user must agree to in order to use the VNClagoon products and apps.

  1. In the top-left, tap the hamburger menu .
  2. Navigate to About > Legal Notice.
  3. Tap Terms of use.

Access "Data Privacy Policy"

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.

  1. In the top-left, tap the hamburger menu .
  2. Navigate to About > Legal Notice.
  3. Tap Data Privacy.
  1. In the top-left, tap the hamburger menu .
  2. Navigate to About > Legal Notice.
  3. Tap Imprint.

Main preferences

Main preferences allow to customize the general settings:

  • Time Zone;
  • Language;
  • Theme;
  • Compoze direction;
  • Search settings.

To customize the general settings:

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Main preferences.
  3. Customize the settings and tap the checkmark at the bottom.

Account preferences

Account preferences allow you to:

  • update your account name;
  • change which name and email are used to send a message;
  • set the "Reply-to" field of email messages to;
  • add your signature to email;
  • grant people (delegates) access to your account;
  • add your other external email addresses. For example, if you have a Gmail account, you can add it to VNCmail and send emails from this Gmail account;
  • add a persona;
  • remove an external email address or/and persona.

To customize account preferences:

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Account preferences.
  3. Customize the settings.
  4. When you're finished, tap the checkmark at the bottom.

Update your account name

You can change your Account Name name at any time. To change the name that displays when you send email:

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Account preferences.
  3. Under the Primary account settings section, update the Account name field:

  4. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Change the account used to send email messages

If you want to change what appears in the “From” field of email messages:

  1. Navigate to Preferences > Account preferences.
  2. Scroll down to the Settings for sent messages section.
  3. Enter a name to the Name field and select the account that you want to use from the Email drop-down menu:

  4. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Set the "Reply-to" field of email messages to

You can change the reply-to address in VNCmail so that replies to your messages go to a different email address.

  1. Navigate to Preferences > Account preferences.
  2. Check the box next to Set the "Reply-to" field of email messages to.
  3. Enter a username to the Name field and select a required email address from the Email drop-down menu.

  4. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Add a signature to your emails

If you want to add some signature to your emails, refer to "Signatures" subsection.

Delegate access

If you want to make someone your delegate and grant them additional permissions to read, create, or send emails in your mailbox:

  1. Navigate to Preferences > Account preferences.
  2. Tap ADD DELEGATE:

  3. The Add delegate dialog box pops up. Type the email of the person whom you want to designate as your delegate.

  4. Customize the permission settings:

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

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

  7. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Add an external email address

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

  1. Navigate to Preferences > Account preferences.
  2. Tap ADD ACCOUNT:

  3. Fill in the following fields:

    • Account name - enter the account name;
    • Email address - enter an email address. After you enter the email address, Username of Account and Email Server fields are filled in automatically;
    • Password - enter a password of the email address.
  4. Tick a required protocol: POP or IMAP.

    • 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.
  5. If you need to change the IMAP port - tick Change IMAP port and change the port.

  6. If you need to use an SSL connection when accessing the server - tick Use an encrypted connection (SSL) when accessing this server.
  7. Under the EXTERNAL ACCOUNT SETTINGS section, enter a name that will appear in the "From" field in an email.
  8. If you want to send emails to have the "Reply to" field, tick Set the "Reply-to" field of email messages to. Enter a username in the Username field and select a required email address from the Email drop-down menu.
  9. If you want to add some signature to your emails, refer to "Signatures" subsection.
  10. When you're finished, 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. Navigate to Preferences > Account preferences.
  2. Tap ADD PERSONA:

  3. In the Persona Name field, enter a name for your persona.

  4. In the From section, enter your desired name and select an email address. The name and email address you enter are displayed in the From field of outgoing emails sent using this persona.
  5. Tick the box next to Reply-to and enter your desired name and email address. Replies sent to these emails are automatically directed to the Reply-to address.
  6. If you want to add some signature to your emails, refer to "Signatures" subsection.
  7. Select when this persona should be used using the Use this persona checkbox and the input field.
  8. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Mail preferences

Mail preferences allow you to:

  • customize the settings of sent emails displaying;
  • customize the settings for received emails;
  • customize swipe actions;
  • customize the settings for composing emails;
  • customize spam settings;
  • customize the access from other mail clients.

To customize account preferences:

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Mail Preferences.
  3. Customize the settings.
  4. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Customize the settings of sent emails displaying

  1. Navigate to Preferences > Mail preferences.
  2. Under the Displaying messages section, you can customize the following options:

    • Display email user name: If you see only part of the email user name, such as their first name, but you want to see their full name, you can easily make the desired change.
    • Message Preview: If you want to preview an email, before you open it, check the box next to Display snippets of messages in E-Mail list.
  3. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Customize the settings for received emails

Use Receiving messages settings to change options for messages that you receive.

  1. Navigate to Preferences > Mail preferences.
  2. Under the Displaying messages section, you can customize the following options:

    • Message Arrival: You can automatically forward your messages to another address. You can only forward messages for a single email address, and not an email group. You can also select the Remove a local copy of message check box.
    • Send A Notification Message: You can customize settings to get a notification message on your additional email address when you get new emails.
    • Arrival Notifications: You can select the type of notifications when you get new email messages. You can also turn off email notifications.
    • Read Receipt: Choose either to have receipts sent automatically when a message is opened, or prompt recipients to approve sending the receipt first.
    • Messages From Me: Choose either to place messages sent by me in Inboxor discard messages automatically.
    • Duplicate Messages: Choose either to delete duplicate copies automatically when the same message is received, or not.
  3. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Customize swipe actions

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

  1. Navigate to Preferences > Mail preferences.
  2. Scroll to SWIPE ACTIONS and tap it.
  3. Tap CHANGE next to Right swipe and Left swipe and select a required option for both.

Customize the settings for composing emails

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

  1. Navigate to Preferences > Mail Preferences.
  2. Under the Composing messages section, you can choose:

    • Save (or not) drafts of messages while you are composing
    • Check (or not) spelling automatically as you type a message
    • Save (or not) a copy to Sent folder
    • Use (or not) keyboard shortcut "Ctrl+Enter" to send a message
  3. Under Composing Messages, by Email Reply, you can choose between:

    • Include original message as an attachment
    • Include original message
    • Don’t include original message
    • Include last message only

      You can also add a prefix that appears in the subject line and include headers in reply email messages.

  4. Under Composing Messages, by Email Forwarding, you can choose between:

    • Include original message as an attachment
    • Include original message
    • Don’t include original message
    • Include last message only

      You can also add a prefix that appears in the subject line and include headers in forwarding messages.

  5. Choose the type of prefix included in text messages.

  6. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Customize the spam settings

If you’re getting emails you don’t want in your inbox, you can block the sender.

  1. Navigate to Preferences > Mail Preferences.
  2. Enter the email address to the Email messages from field and then tap .

    • The blocked person can still send email messages to you, but if anything from their email address makes it to your email account, it’s immediately moved to the Spam folder.
    • If you blocked someone by mistake, you can unblock them by tapping the Remove button:

  3. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Customize the access from other mail clients

You can open your messages from VNCmail in other mail clients that support POP.

  1. Navigate to Preferences > Mail Preferences.
  2. Under the Access from other mail clients section, choose between:

    • Download all mail or only new mail
    • Include junk messages or not
    • Completely remove the incoming Deleted messages
    • Leave incoming Deleted messages in the Inbox
    • Mark all incoming messages as read, and leave the incoming Deleted messages in the Inbox
    • Move incoming Deleted messages to the Trash, and mark them as read
  3. When you're finished, tap the checkmark at the bottom. You should see the notification stating that Preferences saved.

Appearance

"Appearance" option allows changing the VNCmail theme. There are 2 possible themes: "Blue Ocean" and "Nature Green".

To change the application theme:

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Appearance.
  3. Tap a required theme and 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.

Filter conditions and actions

Any custom filter consists of two elements: Conditions and Actions. You define the conditions in the first part and provide an action, which should be carried out when the part 1 condition is fulfilled.

Conditions

You can set up multiple conditions and multiple actions based on your requirements. The conditions that can be associated with any filter, the operating parameters, and the data type that has to be used with each condition are listed below:

Filter Conditions

  • From: Use this to specify a name in the From: header of an email message.
  • To: Use this to specify a name in the To: header of an email message.
  • Cc: Use this to specify a name in the Cc: header of an email message.
  • To or Cc: Use this to specify a name in the both To: and Cc: headers of an email message.
  • Subject: Looks in the message's Subject header.
  • Message: Use this option to specify email messages that are in converations you started, flagged, marked as read/ unread, etc. When this option is selected, additional text input fields appear after the comparison filter.
  • Size: Use this to select email messages that are larger or smaller than a specified size. The email size includes any attachments. You can use this to reject email messages that are too large.
  • Date: Use this option to specify email messages sent before or after a specified date.
  • Body: Use this option to specify matching words in the body of the email. You cannot filter for words in file attachments.
  • Attachment: Use this option to sort out email messages that have, or don't have file attachments.
  • Read Receipt: Use this option to filter Read receipt messages.
  • Calendar: Use this option to filter calendar-related messages.
  • Social: Use this option to sort out email messages from social media sent. When this option is selected, a drop-down menu appears after the comparison filter. This option allows you to specify from which social media to sort out emails.
  • Header named: Use this option to sort out email messages that have headers abnormally formed, that is, that do not contain certain information that is normally considered standard for an email message. Use the additional text field that appears (the field next to the right of the comparison filter) to specify the header to test for.

Comparison operators include the following:

  • Matches exactly/does not match exactly. Specifies an exact match. For instance, specifying Subject matches exactly — Apple would only match "Apple" and not "Apples" or "Canning Apple Juice".

  • Contains/does not contain. Specifies that the subject line must contain the specified substring. For example, specifying Subject contains Apple would match "Discover the innovative world of Apple".

  • Matches wildcard/does not match wildcard condition. The wildcard * is a character used in the mail filter comparison field to represent one or more characters in the filter. For example, specifying Subject matches "Apple*" would match "apples" or "apple juice" but not "my apple juice."

Actions

  • Delete: You can move email directly to Trash based on some conditions. It will be useful when some newsletters keep coming, even after unsubscribing several times.
  • Move to Folder: You can select a folder and move the email to a specific folder.
  • Mark as Read/Flagged: You can change the state of the email or flag them.
  • Redirect to address: You can define some conditions based on which only some emails can be redirected.

Create a filter

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Filters.
  3. Under the INCOMING MESSAGE FILTERS or OUTGOING MESSAGE FILTERS sections, click Add filter.
  4. In the Add filter dialog box that pops up, provide a Name for the filter, to identify the filter.
  5. From the drop-down menu, choose how you want to run the filter actions.

    • When any of the following conditions are met: The actions are processed even if one of the conditions is met.
    • When all the conditions are met: The actions are processed only if all of the specified conditions are met.
  6. Set the FILTER CONDITION:

    • From the first drop-down menu, select which "filter conditions and actions" to use.
    • Select the matching pattern, to connect the conditions you have provided. The available options vary according to the chosen parameter.

      Ex: For parameter "From", the pattern can be "Contains", "Matched Exactly", "Does not Contain" etc. For parameter "Messages", the matching pattern is "Is" and "Is not".

  7. After adding the necessary conditions, choose the Actions that you want to set for your filter.

  8. For the Move to Folder, Mark as, and Redirect to address actions select the suitable folder, the option you want from the drop-down menu, or enter a required address.
  9. When you're finished, tap the checkmark at the bottom.

Edit a filter

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Filters.
  3. Choose the filter you want to edit and tap the pencil icon to start editing.
  4. Tap the checkmark when you're done editing.

Delete a filter

  1. In the top-left, tap the hamburger menu .
  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 top-left, tap the hamburger menu .
  2. Navigate to Preferences > Filters.
  3. Check the box next to a required filter.
  4. Tap Run Filter.
  5. In the Choose folder dialog box, select the folder whose emails you want to classify with this filter.
  6. The email messages in the selected folder will be processed according to the filter parameters and classified.

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.

You can:

  • add a new signature, which will be visible in sent emails;
  • check the signatures list;
  • edit signatures;
  • customize signatures;
  • delete signatures.

Add a signature

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Signatures.
  3. Tap Add Signature:

  4. The Add a signature dialog box pops up. Enter the signature in the Signature Name field and enter the details of the Signature. You can format your message by adding an image or changing the text style.

  5. Save the changes, tap the checkmark at the bottom. The created signature appears in the signatures list:

Customize a signature

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Signatures.
  3. Under the USING SIGNATURES ON PRIMARY ACCOUNT section:

    • Select which signature you want to apply for new emails from New Messages drop-down menu.
    • Select which signature you want to apply for replies and forwards from the Replies & Forwards drop-down menu.
  4. Under the Signature Placement section, select the proper place of the signature in emails.

  5. When you're finished, tap the checkmark at the bottom.

Edit a signature

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Signatures.
  3. Tap the pencil icon next to the signature you want to edit.
  4. The Edit a signature dialog box pops up. Edit the signature and tap the checkmark at the bottom.

Delete a signature

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Signatures.
  3. Tick a required signature and 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 an office (for example if you are on vacation or won't have access to the Internet). When people send you an email message, they'll receive an email response containing what you've written in your Out of Office message.

  1. In the top-left, tap the hamburger menu .
  2. Navigate to Preferences > Out of office.
  3. Check the box next to Send auto-reply message and enter an auto-reply message to the field below.
  4. From the External senders drop-down menu select one of the 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 if you want to compose an individual message to the senders who are not in your organization.
    • Send custom message to those not in my organization and address book if you want to compose an individual message to the senders who are not in your organization and contact list.
    • Don't send an auto-reply message to an external sender if you don't want to send the message to senders who are not in your organization and contact list.
  5. Under the Time period section, set a required period of time.

  6. When you're finished, the checkmark at the bottom.

While configuring the out of office message, you can enable the Show free/busy as on Calendar option by checking the corresponding checkbox and selecting a required option from the drop-down menu.

You can edit your out of office message in case you want to change the dates or the content by navigating to Preferences > Out of office. In case you want to disable it uncheck the box next to Send auto-reply message.​​

By default, all your out of office messages will be saved in your Sent folder.

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.

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Appointment Notifications.
  3. Enter an email address.
  4. To save changes, tap the checkmark at the bottom.

Keep in mind that you need to tick Email when creating a new appointment:

Import/Export

You can:

  • import TGZ, CSV, ICS, VCF, ZIP, and TAR files;
  • export your account data, briefcase folders, calendars, and contacts. In addition, you can use the Advanced settings option to export specific account data.

Import a file

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Import/Export.
  3. Under the Import section, click Browse and select the required file to upload. The supported file formats are - TGZ, CSV, ICS, VCF, ZIP, and TAR.
  4. Select a destination folder for the file by tapping All folders. Tap a folder, where you want to import the file.
  5. Under the Resolve duplicates section, choose 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 is 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. If you want to import specific types of data from the tgz file, check Advanced Settings to expand the view and select the item types to restore. Select specific types of items from the saved tgz file to import in the Data Types section. When you tap Import only those item types are imported.

  7. Tap Import.

Export all folders

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Import/Export.
  3. Under the Type section, select Account.
  4. Make sure Source displays All folders.
  5. Tap Export.

The account data is saved as a tgz file.

Export specific data

To export specific data, you can use Advanced settings.

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Import/Export.
  3. Under the Export section, select Account.
  4. Under the Source field, select the folder to export. All data under that folder is exported.
  5. Check the box next to Advanced settings. The additional fields appear:

  6. Under the Data type section, select a required application.

    Note:

    If the Source is All folders, the data types field can be used to filter data by folder type. If the source is a specific folder, the data type does not matter.

  7. To select data by date, enter a Start and End date. Only data between these dates are exported.

  8. To search for specific information, use the Search filter field. Only data that matches that query is exported.

  9. In Other, check Only export content files, exclude metadata when the data being exported will be imported into a non-VNCmail account.

  10. Tap Export.

Export a calendar

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

The calendar is saved as an .ics file.

Export contacts

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Import/Export.
  3. Under the Type section, select Contacts.
  4. Select the contact format to export the contact file as.

    • Outlook 2003 contacts
    • Outlook contacts
    • Thunderbird
    • Account contacts (this keeps the contact information in the same format is it is in)
    • Windows Live Contacts
    • Yahoo contacts
  5. Under the Source section, select the contact list to export.

  6. Tap Export.

The contacts file is saved as an .csv file.

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.

To add email to the trusted list:

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Trusted Addresses.
  3. Enter an email address to the field and tap the plus icon next to the email address. The given email address will be added to the respective list.

    To delete an email address from the list - tap the email address and then Remove:

  4. When you're finished, tap the checkmark at the bottom.

Contacts

VNCcontacts helps you to access all your contacts in one place. It makes it simpler for you to manage contacts inside your email interface. The entries in VNCcontacts automatically appear in your Address book for sending emails.

To change contact settings:

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Contacts.
  3. Under the Settings section, you can check the box next to:

    • Add new contacts to "Emailed Contacts" to relate contacts created in VNCcontacts to VNCmail.
    • Initially search the Global Address List when using the contact picker to set the Global Address List as the default address list.
  4. Under the Autocomplete section, you can check the box next to:

    • Include addresses in the Global Address List
    • Include addresses in shared contacts
    • Select autocomplete match by pressing "ENTER"
  5. When you're finished, tap the checkmark at the bottom.

Sharing

VNCmail allows you to share files with individual colleagues or external guests directly, avoiding the confusion of multiple email attachments.

The "Sharing" option allows to customize the sharing settings:

  • share a folder;
  • revoke the access to a shared folder;
  • Change permissions to a shared folder;
  • accept a shared folder;

Share a folder

Share files with individual colleagues while retaining control of your document.

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Sharing.
  3. Scroll down to the Share a folder section:

  4. From the Folder type drop-down menu, select the folder type - Mail Folder, Calendar, Contacts Folder, Task Folder, or Briefcase - and then click Share.

  5. The Choose folder dialog box pops up. Select the folder that you want to share and click it.

  6. The Shared folder dialog box pops up.
  7. Under the Share with section, select who you want to share with:

    • External guests (view only)
    • Public (view only, no password required)
    • Other users of VNCmail
  8. In the Add Email input field, enter the email address of the person you want to share the folder with. You have an option to add several email addresses.

  9. Assign a role:

    By default, external guests can only view the file but cannot make any changes.

    • None: Indicates that the mail folder cannot be shared. Select this option if you do not want to share your mail folder with the other users.
    • Viewer: Collaborators can View the file but cannot make changes.
    • Manager: Collaborators can View, Edit, Add, Remove the file.
    • Admin: Collaborators View, Edit, Add, Remove and Share the document.
  10. 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
  11. Tap Share.

Revoke the access to a shared folder

You can change the permissions or revoke the share at any time.

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

  3. Scroll down to the Folders shared by me section.

  4. Next to the desired folder, tap to remove access:

  5. When prompted, tap Revoke to confirm.

Change permissions to a shared folder

You can change certain users accessing a folder shared from VNCmail.

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

  3. Scroll down to the Folders shared by me section.

  4. Next to the desired folder, tap the pencil icon to change permissions:

  5. Re-assign a role:

    • Viewer: Collaborators can View the file but cannot make changes.
    • Manager: Collaborators can View, Edit, Add, Remove the file.
    • Admin: Collaborators View, Edit, Add, Remove and Share the document.
  6. Tap Share.

Accept a shared folder

There are 2 ways to accept a shared folder:

  • using Preferences > Sharing;
  • using the ACCEPT button in an email.

Accepted shared folders are stored in the "Folders" list:

Way 1 - using "Preferences > Sharing":

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Sharing.
  3. Check the box next to Show folders shared with me by the following user and enter a name of a user, whose shared folder you want to accept, to the field below.
  4. Tap Find Shares.
  5. Tap Accept in the Action column next to the required folder.
  6. The Accept Share dialog box pops up. You should see all information about a shared folder:

    • folder name
    • role
    • permission
  7. Tap CREATE.

Way 2 - using "ACCEPT" button in an email:

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Emails > Inbox.
  3. Search for a notification email and tap ACCEPT button in the email:

  4. When prompted, tap Yes to confirm.

Calendar prefeneces

You can customize the following settings of a calendar:

  • general settings, such as default view, default appointment duration, week start day, and so on;
  • work week and hours;
  • appointments creation;
  • appointments permissions;
  • Apple iCal.

Customize a calendar general settings

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Calendar.
  3. Select a required option from the Default View drop-down menu:

    • 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;
    • 7 Day Week View - if you want a calendar to display 7 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.
  4. Select the week start day from the Start week on drop-down menu.

  5. Select a calendar visibility type from the Default appointment visibility drop-down menu: Public or Private.

    • Specify whether the mini-calendar is displayed at the bottom of the Overview pane by checking/unchecking the Always show the mini-calendar box.
    • Check/uncheck the Show Calendars with week number box. When this is enabled, the week numbers are displayed on the mini-calendar.
    • When the Automatically add received appointments to calendar box is checked, email invitations sent to your Inbox are automatically added to your calendar. You can accept or decline the invite from either the Inbox or Calendar. When this is not checked, the appointment is added to your calendar when you click Accept or Tentative.
    • Specify whether a previously declined meeting is saved to your calendar by checking/ unchecking the box next to Show declined meetings.
  6. Under the Invitation Response section, check the box Delete invite on reply if you want that the meeting invitation will be deleted automatically when you respond to it in Inbox.

  7. If you want your invites, in your shared default Calendar, to be forwarded to some user, enter a corresponding email address to the Forward Invites field.
  8. Choose the time before which you want to receive the reminders from the Show reminders drop-down menu. Check the box next to the preferred reminder option as Play a sound, Flash the browser title, and Show a popup notification. You can also choose if you want to receive the reminder for past-due meetings.
  9. Select the time for an appointment duration from the Default Appointment Duration drop-down menu.
  10. Tap the checkmark at the bottom.

Customize the work week and hours

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Calendar.
  3. Scroll down to the Work and Hours section.
  4. Under the Work week section, select the days of the week you work and check the boxes next to them.
  5. Under the Work hours section, select the times you work.

    • If you need to customize working hours for each working day, tick Custom and click CUSTOMIZE. Select the From and To work timings with respect to your organization, region or field of work.
  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. This is often useful if you're creating many meetings without attendees.

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Calendar.
  3. Scroll down to the Creating Appointments section.
  4. If you want to have a possibility to create a new appointment by tapping a required date, check the box next to Use the Quick Add dialog when creating new appointments. It means that if you open a calendar and click any date, you should see the following dialog:

  5. If you want the time zone to be displayed while creating an appointment, check the box next to Show time zone for the start and end time when creating an appointment.

  6. Tap the checkmark at the bottom.

Customize appointments 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 meeting times scheduled on your calendars. The free/busy feature is on by default, but you can limit who can see the information.

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Calendar.
  3. Scroll down to the Permissions section.
  4. 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.

      If you select Allow only the following internal user to see my free/busy information option, you should enter a user's email address to the field below. If you want to add several email addresses, start typing a user's email address or 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.

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

  6. If you limit who can invite you to meetings, you might want to select Send auto-reply to users who are denied from inviting me.

  7. Tap the checkmark at the bottom.

Enable/disable 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 top-left, tap the hamburger menu icon .
  2. Navigate to Preferences > Calendar.
  3. Scroll down to the Apple iCal section.
  4. Check the box next to Enable delegation for Apple iCal CalDAV client
  5. Tap the checkmark at the bottom.

Emails

Manage email message view

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

To change how messages are grouped in your mailbox, on the top right of the conversation/message list tap or and change the view:

  • Message view: 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 the one line includes the sender, attachment presence, subject line, and the time the message was received.

  • Conversation view: 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.

Double-click the conversation to appear the messages within the conversation. Tap a message to display its content.

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

  • Conversation indicator. Conversations that include multiple messages are identified 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.

Sort messages in the list pane

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

To sort emails:

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and select a required folder.
  3. On the top right of the conversation/message list tap or .
  4. In the menu, select "Sort by" and then a required option:

Group messages in the list pane

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and select a required folder.
  3. On the top right of the conversation/message list tap or .
  4. In the menu, select "Group by" and then a required option:

Compose an email

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

  1. Tap the plus icon at the bottom.
  2. Fill in the following fields:

    • To: Enter the user's address or click the To: label to search for an address from your address books or the company directory (Global Address List).
    • CC (Carbon Copy): Specify the recipients to whom the email should be copied. When you add an email address in Cc, other recipients will be able to view the addresses.
    • BCC (Blind Carbon Copy): Specify the recipients to whom the email should be copied, without exposing the email addresses to others. The other recipients will not know about the email addresses in Bcc.
    • Subject: Title or a short summary of the contents of the email.
  3. To add an attachment, tap the clip icon and select a file you want to attach.

  4. Enter your message. Email you start writing but don't send are automatically saved in the Drafts folder.
  5. When you're finished, tap checkmark at the bottom.

You can also save your email message as draft. To do that, tap the kebab menu icon on the compose toolbar and then select Save Draft. Saved emails as drafts are stored in the "Drafts" folder.

Use HTML editor

You can create your email messages using HTML as the rich-text editor.

Here is a list of formatting options available in the Rich Text mode:

  • Font Face Options
  • Font Size Options
  • Bold
  • Italics
  • Underline
  • Strike through
  • Font Color Options
  • Alignment Options
  • Header Size Options
  • Quote
  • Blockcode
  • Line Spacing
  • List Options
  • Indentation for text and Lists
  • Text directions
  • Background Color for text
  • Clear formatting

You can also insert the following in your emails:

  • Hyperlinks - Refers a selected portion of the text to the linked URL or email address.
  • Images - Inserts images from the computer.

To turn on an HTML editor, tap and hold the touchscreen until you see a text-rich formatting icon . Tap it to open a rich text box.

Check spelling

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

  1. Tap the kebab menu icon on the compose toolbar.
  2. In the menu, select Spell check:

  3. Words that are not spelled correctly or unknown are highlighted.

  4. Tap a highlighted word. A row displays suggested corrections:

  5. Select the correct word. The word is highlighted in another color.

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

You can also add words to your spell-check dictionary:

  1. Tap the kebab menu icon on the compose toolbar.
  2. In the menu, select Spell check:

  3. Words that are not spelled correctly or unknown are highlighted.

  4. Tap a highlighted word. A row displays suggested corrections.
  5. If the word is spelled correctly, scroll right and tap Add:

    That word is added to your dictionary.

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 who's 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.

Add a CC: address

  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. To send a copy of your email message to recipients, you must add each one as a CC recipient. Tap the arrow icon next to the To field:

  4. Enter the email address of recipients who’ll receive a copy of the email in the CC field.

  5. Compose your new message and then checkmark at the bottom.

All your recipients (primary + CC’ed) will receive the email message.

Add a BCC: address

  1. Use the same first steps as in Add a CC: address.
  2. Enter the recipient you’d like hidden in the BCC address field.
  3. Compose the message and send it.

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

Save emails as drafts

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.

You can also tap Save Draft while composing to save the email message as a draft.

To save a message manually:

  1. Create your email message as described in "Compose an email".
  2. Tap the kebab menu icon on the compose toolbar and then select Save Draft.

The draft message is saved to the Drafts folder.

To retrieve a draft message:

  1. Open the Drafts folder.
  2. Tap the message you want to retrieve.
  3. You can compose and send the completed message as normal. When sent, the message is removed from the Drafts folder.

Move an email to a folder

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap a required folder.
  3. Search for an email you want to move to another folder.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversations list:

  5. Tap Move to .

  6. The Move to dialog box pops up. Select a folder where you want to move the email from the list or use the search field.
  7. Tap Move at the bottom.

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.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap a required folder.
  3. Search for an email you want to mark as read/unread.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the icon with the closed/opened envelope:

Mark/unmark an email as favorite

You can mark emails as favorites to make them easy to find. Favorite emails save 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.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap a required folder.
  3. Tap the star icon on an email.

Mark an email as spam

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

  1. In the top-left, tap the hamburger menu icon .

  2. Tap Emails and tap a required folder.

  3. Search for an email you want to mark as spam.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the kebab menu icon at the top-right.

  6. From the drop-down menu that opens, select Mark as Spam:

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.

  1. In the top-left, tap the hamburger menu icon .

  2. Tap Emails and tap a required folder.

  3. Search for an email you want to delete temporary.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the trash icon .

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.

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Emails > Trash.
  3. Search for an email you want to delete temporary.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the trash icon .

  6. Confirm that you want to delete the email permanently, tap DELETE in the modal window.

Reply to an email

When you receive an email message, there are several actions you can take on that message.

  • To reply to only the email sender, tap Reply .
  • To reply to all the participants, specified in the email, tap Reply to All .

To reply to an email:

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap a required folder.
  3. Search for an email you want to reply to.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the kebab menu icon at the top-right.

  6. Select Reply to send your message to a single person in an email conversation or Reply to All want to respond to every contact on the conversation:

  7. Compose the reply. If you need to attach a file, tap the clip icon and select a file you want to attach.

  8. If you need to check the spelling, tap the kebab menu icon and then Spell check:

  9. Send the reply by tapping the checkmark at the bottom.

Another way to reply to an email is to open a required email message and tap Reply or Reply All at the bottom:

Forward an email

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

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap a required folder.
  3. Search for an email to be forwarded to another user.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the kebab menu icon at the top-right.

  6. From the drop-down menu that opens, select Forward:

  7. Recipients can be added in the To, CC, or BCC boxes. To add a recipient, tap To, Cc or BCC, and then type the recipient’s name or email address in the box.

  8. Check the subject of the email message. The subject line for a 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.
  9. Enter some notes in the field and tap the checkmark at the bottom.

Another way to forward an email is to open a required email message and tap Forward at the bottom:

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 receipient reply to a message that has been redirected, the reply will be sent to the original sender.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap a required folder.
  3. Search for an email to be redirected.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the kebab menu icon at the top-right.

  6. From the drop-down menu that opens, select Redirect:

  7. Enter an email address to the field.

  8. Tap the checkmark at the bottom.

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

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap a required folder.
  3. Search for an email to be printed.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the kebab menu icon at the top-right.

  6. From the drop-down menu that opens, select Print:

Delete an email draft

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap Drafts.
  3. Search for an email to be deleted temporary.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the trash icon in the header row.

If you want to delete the email draft permanently:

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Emails > Trash. Search for an email to be deleted temporary.
  3. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

    6. Tap the trash icon . 7. Confirm that you want to delete the email draft permanently, tap DELETE in the modal window.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Emails and tap Drafts.
  3. Search for an email to be printed.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap the kebab menu icon at the top-right.

  6. From the drop-down menu that opens, select Print:

Restore a deleted email

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to Emails > Trash.
  3. Search for an email to be restored.
  4. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  5. Tap Move to .

  6. The Move to dialog box pops up. Select a folder where you want to move the email from the list or use the search field.
  7. Tap Move at the bottom.

Folders

Create a folder

Folders provide a way to organize email messages. To create a folder, do the following:

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Folders.
  3. Tap the plus icon at the bottom.
  4. The Add a Folder dialog box pops up. Type a folder name in the Folder Name field and select the desired color for it.
  5. Tap CREATE.

Rename a folder

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Folders.
  3. Tap and hold on the folder to be renamed.
  4. Tap Rename Folder menu option that appears:

  5. Rename the folder and tap RENAME.

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

Delete a folder

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Folders.
  3. Tap and hold on the folder to be deleted.
  4. Tap Delete Folder menu option that appears:

  5. Confirm that you want to delete the folder, tap DELETE in the modal window.

Empty a folder

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Folders.
  3. Tap and hold on the folder to be emptied.
  4. Tap Empty Folder menu option that appears:

  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 together.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Folders.
  3. Tap and hold on the folder to be moved to.
  4. Tap Move Folder menu option that appears:

  5. Select the destination folder and tap Move.

    Or you can create a folder and move the folder there. For this tap Add new folder. Type a folder name in the Folder Name field and select the desired color for it. Tap CREATE. Then tap this folder and 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 with read-only permissions and other users edit permissions.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Folders.
  3. Tap and hold on the folder you want to share.
  4. Tap Share Folder menu option that appears::

  5. The Share with dialog box pops up.

  6. Under the Share with section, select who you want to share with:

    • External guests
    • Other users of VNCmail
  7. In the Add Email input field, enter the email address of the person you want to share the folder with. You have an option to add several email addresses.

  8. Assign a role:

    Note:

    "By default, external guests can only view the file but cannot make any changes."

    • None: Indicates that the mail folder cannot be shared. Select this option if you do not want to share your mail folder with the other users.
    • Viewer: Collaborators can View the file but cannot make changes.
    • Manager: Collaborators can View, Edit, Add, Remove the file.
    • Admin: Collaborators View, Edit, Add, Remove and Share the document.
  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 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.
  10. Tap SHARE.

Create a subfolder

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

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Folders.
  3. Tap and hold on the folder where you want to create a subfolder.
  4. Tap New Folder menu option that appears:

  5. Enter the subfolder name in the Folder Name field and select the desired color for it.

  6. Tap CREATE.

Tags

Tags have the same purpose as folders but provide additional flexibility. One email can have multiple tags. In addition, different emails in different folders can also be grouped using a common tag. Using tags effectively helps you avoid unnecessary clutter in the inbox.

You can create any tag and apply it to emails, documents, and calendars.

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 top-left, tap the hamburger menu icon .
  2. Tap Tags and then the plus icon at the bottom.
  3. The Create Tag modal box pops up. Type a tag name in the Tag Name field and select the desired color for it.
  4. When you're finished, tap CREATE.

Edit a tag

You can rename or change the color of a tag you created.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Tags.
  3. Tap and hold on the tag you want to edit.
  4. From the drop-down menu that opens, select Edit Tag:

  5. Make changes and tap SAVE.

Apply a tag

VNCmail offers features for tagging email and assigning them a color. Colors help you easily indentify emails that fall under multiple classifications. This also comes in handy when you want to view emails that match a specific tag, which might be in different folders. Using tags effectively helps you avoid unnecessary clutter in the inbox.

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

  1. Search for an email you want to apply a tag to.
  2. Tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  3. Tap the kebab menu icon at the top-right.

  4. From the drop-down that opens, select Add tags:

  5. The Tags modal box pops up.

    • Tap theAdd 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 existed tags tab if you want to quickly add tags for the email from the current list:

  6. When you're finished, tap the checkmark at the bottom.

To view existing tags:

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Tags.

Select a tag to filter your inbox to only display emails that have that tag.

Tag multiple emails at once

  1. Select the emails you want to add a tag to and tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversations list view:

  2. Tap the kebab menu icon at the top-right.

  3. From the drop-down menu that opens, select Add tags.
  4. Use the same туче steps as in the "Apply a tag" subsection.

Search for emails with a specific tag

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Tags.
  3. Search for a required tag and tap it. All emails that have this tag will be shown.

Remove a tag from an email

To remove a tag from an email message:

  1. Select an email where you want to delete a tag and tap the email sender image. Once selected, a toolbar will appear at the top of the messages/conversation list view:

  2. From the drop-down menu that opens, select Remove all tags:

Another way is to open an email message and tap the cancel icon next to the tag you want to delete:

Delete a tag

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Tags.
  3. Tap and hold on the tag you want to delete.
  4. Tap Delete Tag:

  5. Confirm that you want to delete the tag, tap YES in the modal window.

Calendar

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

Create a calendar

In addition to the default VNC mail 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 personal appointments.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-down menu that opens, select Calendars:

  5. Tap the kebab menu icon again and then select New Calendar menu option that appears:

  6. The New Calendar dialog box pops up.

  7. Type the desired Tag Name in the field.
  8. Select the desired color from the palette.
  9. If you want appointments to have color markers in this calendar - check the box next to Exclude this calendar when reporting free/busy/times.
  10. Tap CREATE.
  11. Tap CREATE.

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

Calendar view options

You can choose your Calendar formats - view a Calendar by Day, Week, Work Week, Month, or List. In the Calendar Preferences, you can customize the following:

  1. The default calendar view:

    • Day view is one day's events.
    • Work Week view shows from Monday to Friday events.
    • Week view shows seven days of events.
    • Month view shows a month's events.
    • List 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 List view, multiple appointments can be selected at once. You can delete, move, and tag appointments on local calendars.
  2. From which day your week starts.

  3. Select the days and times you work.

You can also quickly change the calendar view by tapping the kebab menu icon at the top-right and selecting an appropriate option:

Share a calendar

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

Share a calendar with external users

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-down menu that opens, select Calendars:

  5. Tap and hold on the calendar you want to share.

  6. Select Share Calendar menu option that appears:

  7. The Share Calendar dialog box pops up.

  8. Under the Share with section, select External guests (view only).
  9. Enter a user's email address in the Add email field.
  10. 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.
  11. Tap Share.

Share a calendar with users of VNCmail

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-down menu that opens, select Calendars:

  5. Tap and hold on the calendar you want to share.

  6. Select Share Calendar menu option that appears:

  7. The Share Calendar dialog box pops up.

  8. Under the Share with section, select Other users of VNCmail.
  9. Adjust the permission settings:

    • None: Indicates that the calendar cannot be shared. Select this option if you do not want to share your calendar with the other users.
    • Viewer: Collaborators can View the calendar but cannot make changes.
    • Manager: Collaborators can View, Edit, Add, Remove the calendar.
    • Admin: Collaborators View, Edit, Add, Remove and Share the calendar.
  10. 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.
  11. Tap Share.

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 top-left, tap the hamburger menu icon .
  2. Tap Calendar.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-down menu that opens, select Calendars:

  5. Tap and hold on the calendar you want to edit.

  6. Select Edit Properties menu option that appears:

  7. Make your changes. If you need to share the calendar, tap ADD SHARE and follow the steps from the "Share a calendar" subsection.

  8. Tap SAVE.

Delete a calendar

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

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-down menu that opens, select Calendars:

  5. Tap and hold on the calendar you want to delete.

  6. Select Delete menu option that appears:

  7. Confirm that you want to delete the calendar, tap DELETE in the modal window. The deleted calendar is moved to "Trash".

If you want to delete the calendar permanently:

  1. Tap the expand arrow icon next to Trash:

  2. Tap and hold on the calendar you want to delete permanently.

  3. Select Delete menu option that appears:

  4. Confirm that you want to delete the calendar, tap DELETE in the modal window.

Create an appointment

Appointments are activities that you schedule in your calendar.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar and then tap the plus icon at the bottom.
  3. Enter an appointment name to Add title field.
  4. The New Appointment dialog box pops up.
  5. Type an appointment name in the Add title field.
  6. Select the appointment start date and end date in the section with the clock icon. If the appointment is going to last the whole day, switch on the All day toggle.
  7. Select the Every day option from the Repeat drop-down menu if it is a recurring appointment and you need to have this appointment every day. So, you do not need to create the same appointment every day.
  8. Type the attendee’s name or email address in the Attendees field. 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 in the Optional participants field.
  9. Fill in the Location field. Or you can select a location from the suggested list, for this tap Suggest a location.
  10. Type the equipment you want to reserve in the Equipment field.
  11. Select how your availability for this appointment should show in the calendar. From the Project drop-down menu, select either Free, Tentative, Busy, or Out of office, and select the calendar for this appointment.
  12. Switch on the Private toggle if you want to hide some of the appointment details from others in your organization.
  13. 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 > Notification.
  14. From the Calendar drop-down menu, select a calendar, in which you want to create the appointment.
  15. Use the Notify drop-down menu to set the reminder notice for when to be reminded of the appointment start time.
  16. The Scheduler displays free/busy information on users you invite. If attendees' schedules are known, availability appears in horizontal bars next to the names.
  17. Add the appointment description to the Description field.
  18. Tap SAVE.

You should see the created appointment in the calendar:

Edit an appointment information

You can change appointment information that is on your calendar. Yyou 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 top-left, tap the hamburger menu icon .
  2. Tap Calendar and select a required month and date from the drop-down menu at the top:

  3. Tap the appointment you want to edit.

  4. Tap the pencil icon at the bottom.
  5. Make your changes to the appointment.
  6. When you're finished, tap SAVE.

Create an appointment copy

You can create a new appointment based on an existing one.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar and select a required month and date from the drop-down menu at the top:

  3. Tap and hold on the appointment, and then select Create a Copy menu option that appears:

  4. Review the appointment information. Make your changes to the appointment as needed.

  5. Tap SAVE.

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.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar and select a required month and date from the drop-down menu at the top:

  3. Tap and hold on the appointment, and then select Forward menu option that appears:

  4. Type the attendee’s name or email address in the To field. As you type, names in your Contact lists that match appear. To search for addresses to add, tap the participant icon next to the To field.

  5. You will be redirected to the Select Attendees page.
  6. Expand the search field by tapping the magnifier icon at the top-right and then search for required email addresses. You can also tap the kebab menu icon and specify where to search - Contacts, Personal and Shared contacts, or Global Address List (organization directory).

  7. Tap users whom you want to forward the appointment. The corresponding checkmark appears, indicating your choice.

    Note:

    You can also add multiple users at the same time by tapping the double checkmark icon next to the magnifier icon.

  8. Tap the arrow icon at the bottom. The participants' email addresses will appear in the To: field.

  9. Tap SEND.

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.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar and select a required month and date from the drop-down menu at the top:

  3. Tap and hold on the appointment, and then select Move menu option that appears:

  4. Use the search field to search for the calendar where you want to move the appointment and then tap it.

    Note:

    You have an option to create a new calendar for the appontment by tapping New at the bottom left. The New Calendar dialog box pops up. 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.

  5. Tap MOVE.

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.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar and select a required month and date from the drop-down menu at the top:

  3. Tap and hold on the appointment, and then select Tag Appointment menu option that appears:

  4. You can use a current set of appointment tags or create new ones.

  5. When you're finished, tap the checkmark at the bottom.

Delete an appointment

There are times when you’ll want to delete an appointment from your calendar.

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Calendar and select a required month and date from the drop-down menu at the top:

  3. Tap and hold on the appointment, and then select Delete menu option that appears:

  4. Confirm that you want to delete the appointment, tap DELETE in the modal window.

Briefcase

Briefcase allows you to upload files and save them in your mail box, 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 top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap Folder:

  3. Tap the plus icon at the bottom.

  4. Type a folder name in the field and select a color that can be associated with it.
  5. Tap CREATE.

Edit properties of 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 top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap Folder:

  3. Tap and hold on the folder you want to edit.

  4. From the drop-down menu that opens, select Edit Properties:

  5. Make your changes. If you need to customize the sharing parametres, tap ADD SHARE and follow the steps from the "Share a briefcase folder" subsection.

  6. Tap Save.

Delete a briefcase folder

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

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap Folder:

  3. Tap and hold on the folder you want to delete.

  4. From the drop-down menu that opens, select Delete briefcase folder:

  5. Confirm that you want to delete the briefcase folder temporary, tap DELETE in the modal window.

Share a briefcase folder

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

Share a folder with external users

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap Folder:

  3. Tap and hold on the folder you want to delete.

  4. From the drop-down menu that opens, select Share briefcase folder:

  5. The Share with dialog box pops up.

  6. Under the Share with section, select External guests (view only).
  7. Enter a user's email address in the Add email field.
  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.

Share a folder with external users

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap Folder:

  3. Tap and hold on the folder you want to delete.

  4. From the drop-down menu that opens, select Share briefcase folder:

  5. The Share with dialog box pops up.

  6. Under the Share with section, select Other users of VNCmail.
  7. Adjust the permission settings:

    • None: Indicates that the folder cannot be shared. Select this option if you do not want to share your folder with the other users.
    • Viewer: Collaborators can View the folder but cannot make changes.
    • Manager: Collaborators can View, Edit, Add, Remove the folder.
    • Admin: Collaborators View, Edit, Add, Remove and Share the folder.
  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.

Share a folder with the public

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap Folder:

  3. Tap and hold on the folder you want to delete.

  4. From the drop-down menu that opens, select Share briefcase folder:

  5. The Share with dialog box pops up.

  6. Under the Share with section, select Public (view only, no password required)
  7. Tap SHARE.

Upload a file to a briefcase folder

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

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap the folder where you want to upload a file.
  3. Tap Upload at the header.
  4. If you need to add some notes, enter a message in the Notes field.
  5. Tap the Browse button to find the file to upload.
  6. Select a required file and then tap UPLOAD.

Sort files in a briefcase folder

You can sort files by different attributes in ascending (A-Z) or descending (Z-A) order. You can use Sort by to specify the options you want to apply to the current folder.

  1. In the top-left, tap the hamburger menu icon .
  2. Navigate to the folder that contains the files you want to sort.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-down menu that opens, select Sort by and then select a sort by option on the menu:

    • 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 in a briefcase folder

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where a required document is located. Then tap the document.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-doen menu that opens, select Rename:

    ![](images/app/rename-file.png "Rename File"

  5. Rename the document and tap RENAME.

Delete a file from a briefcase folder

Deleted files are stored in "Trash".

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where required document is located. Then tap the document.
  3. Tap the trash icon at the toolbar.
  4. Confirm that you want to delete the document, tap DELETE in the modal window. The deleted document is moved to "Trash".

If you want to delete the file permanently:

  1. Tap the following drop-down menu and select Trash:

  2. Search for the document and tap it. Then tap the trash icon at the toolbar.

  3. Confirm that you want to delete the document, tap DELETE in the modal window.

Download a file from a briefcase folder

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where required document is located. Then tap the document.
  3. Tap the arrow icon at the toolbar.

Move a file to a briefcase folder

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where required document is located. Then tap the document.
  3. Tap Move to on the toolbar.
  4. Tap a destination folder where you want to move the document.

    You have an option to create a new briefcase folder by tapping CREATE NEW FOLDER. The New Folder dialog box pops up. Type the calendar name in the field, assign a color associated with it, and tap CREATE. The folder should appear in the folders list and you will be able to select it to move the document.

Add a tag to a file

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where required document is located. Then tap the document.
  3. Tap the kebab menu icon at the top-right.
  4. From the drop-down menu that opens, select Add tags:

  5. The Tags modal box pops up.

    • Tap 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 Select from existed tags tab if you want to quickly add tags for the file from the current list:

  6. Tap the checkmark at the bottom.

Remove a tag from a file

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where a required document is located. Then tap the document.
  3. Tap the kebab menuicon at the top-right.
  4. From the drop-down menu that opens, select Add tags:

  5. Tap the tag you want to remove in the Assigned tags block.

  6. Tap the checkmark at the bottom.

Send a file as an attachment

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where required document is located. Then tap the document.
  3. Tap the kebab menu at the top-right.
  4. From the drop-down menu that opens, select Send As Attachment(s):

  5. Fill in To and Subject fields.

  6. Complete the email message as needed.
  7. Tap Send at the bottom.
  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap a folder where a required document is located. Then tap the document.
  3. Tap the kebab menu at the top-right.
  4. From th drop-down menu, tap Send Link(s):

  5. A modal window opens reminding that the recipient must have permission to view the content of the folder. Click Yes to proceed.

  6. Fill in To and Subject fields.
  7. Complete the email message as needed.
  8. Tap Send at the bottom.

Create a document in a briefcase folder

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

  1. In the top-left, tap the hamburger menu icon .
  2. Tap Briefcase and tap the document icon at the bottom.
  3. The New Document page opens.
  4. Enter a document name to the File Name field.
  5. Compose a message. You can use the rich text editor to select, change, or add the following:

    • Font sizes, faces, and colors
    • Text styles
    • Background colors
    • Attachments
    • Images
    • Links.
  6. Save the document by tapping at the bottom.

  7. The Add documents version notes dialog box pops up. Enter the note in the text box and then tap the checkmark .

"Advanced Search" option allows to search in emails, contacts, briefcases folders. Also the option allows searching in shared items too.

  1. To search for something, tap the magnifier icon at the top-right.
  2. Then select the area where you want to search, tap the filter icon . You'll be redirected to the Advanced Search page.
  3. Enter a search request to the search field.
  4. Specify where to search - Emails, Contacts, or Briefcases:

  5. If you need to search in shared items, check the box next to Include shared items: