Skip to content

VNCmail Web Client and Desktop Client User Manual

Updated till version 3.0

Getting started

Install VNCmail Desktop Client

To install the VNCmail desktop client follow the same procedure as that of installing the VNCtalk desktop client. Refer to the "VNClagoon Desktop Client Installation" section, for a step-by-step guide.

Change the VNCmail icon and image

You need to be Admin to change the default VNCmail icon and image.

You can customize the VNCmail appearance settings by changing the icon (1) and image (2).

The procedure for changing the VNCmail icon and image is the same for all VNC applications. Refer to the "Customize organization settings" section for the step-by-step guide.

Add a logo to the VNCmail header

You need to be Admin to add a logo to the VNCmail header.

The logo appears at the top of the VNCmail main page.

The procedure for adding the logo to the VNCmail header is the same for all VNC applications. Refer to the "Customize an application logo in the header" section for the step-by-step guide.

View your profile information

  1. In the upper right corner, click the profile icon.
  2. Click your name.

Buttons that launch some actions in a corresponding VNC product:

  • Create a ticket
  • Create a task

The profile section displays general information 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.

Change the password

You can change your password to protect your account from potential hacks. For security reasons, we recommend changing your password every 6 months.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Change password.
  3. Enter your current password and then the new password twice to confirm.
  4. Click CHANGE.

Customize background theme

The "Appearance" option allows you to change the VNCmail theme. There are 2 possible themes: "Blue Ocean" and "Nature Green".

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Appearance.
  3. Select a required theme.
  4. Click the checkmark at the bottom.

Access Help Center

  1. In the upper right corner, click the profile icon.
  2. Navigate to Help and select one of the following options:

    • App info. The version number of VNCmail you're using.
    • User Manual. A comprehensive user guide providing step-by-step instructions on how to use VNCmail.
    • VNC Service Desk. Adding a support request.
    • FAQ. Answers to basic questions about VNCmail.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Legal Notice and select one of the following options:

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

Go to other VNC products

You can go to another VNC 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 left corner, click the bento menu icon . You should see only the products you are subscribed to.
  2. Click a required product and you should be redirected to this product.

Log out

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

  1. In the upper right corner, click the profile icon.
  2. Click LOG OUT.

Main preferences

In the Main Preferences (also known as "Global Preferences"), you can control the time zone, language, theme, and more.

Change the time zone

You can change the time zone in VNCmail so that it matches your current location.

There are 2 ways to change your time zone.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Main preferences.
  3. Under the Time zone and language section, select your time zone.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Global preferences.
  3. The further steps are the same as for the first way of changing the time zone.

Customize the language

The Language option allows you to select the language that you want to use. It is possible to set up 2 languages: English and German.

There are 2 ways to change the language.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Main preferences.
  3. Under the Time zone and language section, select the language you want to use.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Global preferences.
  3. The further steps are the same as for the first way of changing the language.

Change the background theme

The Theme option allows you to select the background colors for your mailbox interface. VNCmail is the default.

There are 2 ways to change the background theme.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Main preferences.
  3. Under the Time zone and language section, select the theme you want to use.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Global preferences.
  3. The further steps are the same as for the first way of changing the background theme.

Change the compose direction

There are 2 ways to change the direction of your typing composition from right to left.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Main preferences.
  3. Under the Time zone and language section, select the compose direction you would like to view.
  4. Check the box next to Show direction buttons in compose toolbar if you want to display this feature in the toolbar to be able to customize.
  5. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Global preferences.
  3. The further steps are the same as for the first way of changing the compose direction.

Customize 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.

There are 2 ways to customize search settings.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Main preferences.
  3. Under the Search section, select which folders you want to include in any search you perform.
  4. Check the box next to Show advanced search language in search toolbar to show search string details in the search field.
  5. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Global preferences.
  3. The further steps are the same as for the first way of customizing search settings.

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

There are 2 ways to change your account name.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Under the Primary account settings section, edit the name in the Account name field.
  4. Click Save.

You should see the notification stating that Preferences saved.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of updating your account name.

Change your default email account

There are 2 ways to change what appears in the “From” field of the email.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Enter a name in the Name field.
  4. From the Email dropdown menu, select the account you want to use as the default account.
  5. Click Save.

You should see the notification stating that Preferences saved.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of changing your default email account.

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.

There are 2 ways to change your reply-to address.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Check the box next to Set the "Reply-to" field of email messages to.
  4. Enter a name in the Name field.
  5. From the Email dropdown menu, select a required email address.
  6. Click Save.

You should see the notification stating that Preferences saved.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of changing your reply-to address.

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.

There are 2 ways to delegate access.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Click 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. Click 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. Click Save.

You should see the notification stating that Preferences saved.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of delegating access to your account.

Add an external email address

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

There are 2 ways to add an external email address.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Click 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. Click Save.

You should see the notification stating that Preferences saved.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of adding an external email address.

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.

There are 2 ways to add a persona.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Click 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 Use this persona checkboxes and input fields.
  9. Click Save.

You should see the notification stating that Preferences saved.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of adding a persona.

Delete an external email address

There are 2 ways to delete an external address.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Check the box next to the email address you want to delete.
  4. Click Remove Account.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of deleting an email address.

Delete a persona

There are 2 ways to delete a persona.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Account Preferences.
  3. Check the box next to the persona you want to delete.
  4. Click Remove Account.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Account.
  3. The further steps are the same as for the first way of deleting a persona.

Mail preferences

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

Change the frequency of checking email

There are 2 ways to adjust how often VNCmail checks for new emails.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Check new email section, select a preferred option.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of changing the frequency of checking email.

There are 2 ways to specify which messages are displayed when you open your mailbox.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Default Mail Search section, enter the search keyword, followed by a : (colon) and folder, tag, or a saved search name. 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of customizing the default mail search.

Change how email is displayed

There are 2 ways to change the appearance of email.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  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 E-Mail list to preview an email before you open it.

  5. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of changing the email appearance.

Turn on automatic forwarding

You can automatically forward or redirect your email.

There are 2 ways to set up automatic forwarding.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Forward a copy to section, specify an address 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of turning on automatic forwarding.

Add alternate email address for notifications

You can customize settings to get a notification message on your additional email address.

There are 2 ways to add an alternate email address for notifications.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Send a notification message to section, specify an address to get a notification message.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of adding an alternate email address for getting notification messages.

Customize arrival notifications

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

There are 2 ways to customize arrival notifications.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Arrival notifications section, set how you want to be notified:

    • Show a popup notification. When a new email arrives, a message pops up.
    • Flash the browser title. When a new email arrives in the Inbox, the browser flashes until you open the Mail folder.
    • Play a sound. You are notified by a beep when a new email arrives in the Inbox.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of setting arrival notifications.

Set read receipt preferences

There are 2 ways to set your preferences for messages that are flagged with a return receipt request.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of setting return receipt preferences.

Configure the "Message from me" section

There are 2 ways to configure the "Message from me" section.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Messages from me section, select where to place messages sent by you.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of configuring the "Messages from me" section.

Automatically delete duplicate emails

There are 2 ways to turn on the "Automatically delete duplicate emails" option.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Duplicate Messages section, check the box next to Automatically delete duplicate copies of the same message when received.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of automatically deleting duplicate emails.

Customize options for composing messages

There are 2 ways to customize options for composing messages.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  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.
    • Always show quoted text. Select whether to show the quoted text in the body of your reply.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of customizing options for composing messages.

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.

There 2 ways to change how the original message appears in replies and forwards.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Email Reply section, select 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. Under the Email Forwarding section, select 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of changing how the original message appears in replies and forwards.

Customize 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.

There are 2 ways to customize spam settings.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  3. Under the Block messages from section, enter the email address in the field and click the plus icon.
  4. If you blocked someone by mistake, you can unblock them by clicking 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of customizing spam settings.

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.

There are 2 ways to configure the POP access behavior.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Mail Preferences.
  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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Mail.
  3. The further steps are the same as for the first way of configuring the POP access behavior.

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

There are 2 ways to create a filter in VNCmail.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Filters.
  3. Click Add filter.
  4. Give the filter a name.
  5. Click the any 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. Click the subject dropdown and select the field to use in the condition.

  7. Click the contains dropdown and select the “operator” to use in the condition.
  8. In the blank box, enter the text or number to be used to compare with that of incoming messages.
  9. If you need to create additional conditions, click Add Condition and repeat steps 4 through 8.
  10. Click the Keep In Inbox dropdown and select the actions you want to set for your filter.
  11. If you need to create additional actions, click Add Action and repeat step 10.
  12. Click the checkmark at the bottom.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Filters.
  3. The further steps are the same as for the first way of creating a filter.

Edit a filter

There are 2 ways to edit a filter.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Filters.
  3. Hover the pointer over the the filter you want to edit and click the pencil icon .
  4. Edit the filter.
  5. Click the checkmark at the bottom.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Filters.
  3. The further steps are the same as for the first way of editing a filter

Delete a filter

There are 2 ways to delete a filter.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Filters.
  3. Check the box next to the filter you want to remove.
  4. Click Remove filter.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Filters.
  3. The further steps are the same as for the first way of deleting a 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.

There are 2 ways to run a filter.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Filters.
  3. Check the box next to the required filter.
  4. Click Run Filter.
  5. Select the folder whose emails you want to classify with this filter.
  6. Click OK.

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

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Filters.
  3. The further steps are the same as for the first way of running a filter.

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.

There are 2 ways to change the filter's status.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Filters.
  3. Switch off the toggle next to the filter you want to make inactive.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Filters.
  3. The further steps are the same as for the first way of changing the filter's status.

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.

Add a signature

There are 2 ways to add a signature to your email.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Signatures.
  3. Click 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. Click the checkmark at the bottom.

The created signature appears in the signatures list.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Signatures.
  3. The further steps are the same as for the first way of adding a signature.

Customize a signature

There are 2 ways to customize a signature.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Signatures.
  3. Under the Using Signatures on Primary Account select:

    • which signature you want to apply for new emails from the New Messages dropdown menu.
    • which signature you want to apply for replies and forwards from the Replies & Forwards dropdown menu.
  4. If you want to use a signature on the persona, repeat step 3 under the Using signatures on persona.

  5. Under the Signature Placement section, select the place of the signature in emails.

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

6.Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Signatures.
  3. The further steps are the same as for the first way of customizing a signature.

Edit a signature

There are 2 ways to edit a signature.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Signatures.
  3. Hover the pointer over the signature you want to edit and click the pencil icon .
  4. Edit the signature details.
  5. Click the checkmark at the bottom.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Signatures.
  3. The further steps are the same as for the first way of editing a signature.

Delete a signature

There are 2 ways to edit a signature.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Signatures.
  3. Check the box next to the required signature.
  4. Click Remove Signature:

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Signatures.
  3. The further steps are the same as for the first way of removing a 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. 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

There are 2 ways to enable an "Out of Office" reply.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Out of office.
  3. Toggle on Send auto-reply message.
  4. Enter an auto-reply message in the text box below.
  5. 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 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 "Out of Office" message to senders who are not in your organization and contact list.
  6. 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.

  7. (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.
  8. Click Save.

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

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Out of office.
  3. The further steps are the same as for the first way of setting up an "Out of Office" reply.

Edit an "Out of Office" reply

There are 2 ways to edit your "Out of Office" reply in case you want to change the dates or the content.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Out of office.
  3. Edit the "Out of Office" reply's details.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Out of office.
  3. The further steps are the same as for the first way of editing an "Out of Office" reply.

Disable an "Out of Office" reply

There are 2 ways to disable your "Out of Office" reply.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Out of office.
  3. Uncheck the box next to Send auto-reply message.​​
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Out of office.
  3. The further steps are the same as for the first way of turning off an "Out of Office" reply.

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

There are 2 ways to add email to the "Trusted Addresses" list.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Trusted Addresses.
  3. Enter an email address in the field.
  4. Click the plus icon next to the email address.
  5. Click Save.

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

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Trusted Addresses.
  3. The further steps are the same as for the first way of adding email to the "Trusted Addresses" list.

Delete email from "Trusted Addresses" list

There are 2 ways to delete emails from the "Trusted Addresses" list.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Trusted Addresses.
  3. Select the required email address from the list.
  4. Click Remove at the bottom.
  5. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Trusted Addresses.
  3. The further steps are the same as for the first way of deleting emails from the "Trusted Addresses" list.

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

There are 2 ways to set up an automatic appointment reminder email.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Appointment Notifications.
  3. Under the Notify section, enter an email address to which you want to receive the appointment notifications.
  4. Click Save.

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

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Notifications.
  3. The further steps are the same as for the first way of setting up an automatic appointment reminder email.

Import/ Export

The Import/ Export feature allows you to export all your account data, briefcase folders, calendars, and contacts to your computer as a backup. In addition, you can use the Advanced settings option to export specific account data.

  • The account data is saved as a tar-gzipped (tgz) file so that it can be imported to another account on Desktop.
  • When you export individual contact folders, they are saved as .csv files; individual calendar folders are saved as .ics files.

Import your account data

There are 2 ways to import your account data.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Import/Export.
  3. Under the File section, click Browse and select the required file to upload.
  4. Under the Destination section, click All folders to 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 import specific types of data from the tgz file. Select specific types of items from the saved tgz file to import under the Data Types section. When you click Import only those item types are imported.

  7. Click Import.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Import/Export.
  3. The further steps are the same as for the first way of importing files.

Export your account data

There are 2 ways to import your account data.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Import/Export.
  3. Under the Type section, select Account.
  4. Under the Source section, make sure that All folders is displayed.
  5. Click Export.

The account data is saved as a tgz file.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Import/Export.
  3. The further steps are the same as for the first way of exporting all your account data.

Export specific data

To export specific data, you can use the Advanced settings option.

There are 2 ways to export specific data.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Import/Export.
  3. Under the Type section, select Account.
  4. Under the Source sextion, click All folders and select the folder to export. All data under that folder is exported.
  5. Check the box next to Advanced settings.
  6. Under the Data type section, select a required application.

    • 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. Under the Date section, select the 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. Under the Other section, check the box next to Only export content files, exclude metadata if you want that the data being exported will be imported into a non-VNCmail account.
  10. Click Export.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Import/Export.
  3. The further steps are the same as for the first way of exporting specific data.

Export a calendar

There are 2 ways to export a calendar.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Import/Export.
  3. Under the Type section, select Calendar.
  4. Under the Source section, select the calendar that you want to export.
  5. Click Export.

The calendar is saved as a .ics file.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Import/Export.
  3. The further steps are the same as for the first way of exporting a calendar.

Export contacts

There are 2 ways to export a calendar.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click 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 it is in)
    • Windows Live Contacts
    • Yahoo contacts
  5. Under the Source section, click Contacts and select the contact list to export.

  6. Click Export.

The contacts file is saved as a .csv file.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Import/Export.
  3. The further steps are the same as for the first way of exporting contacts.

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.

The Sharing page under Preferences helps you manage your shared items. This page shows the folders you shared with others and the folders that are shared with you.

Share a folder

There are 2 ways to share your mail folders, address books, calendars, and task lists folders. You invite a user to share, and the user can accept or decline the invitation.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Sharing.
  3. Under the Folder type section, select the type of the folder:

    • Mail Folder
    • Calendar
    • Contacts Folder
    • Task Folder
    • Briefcase
  4. Click Share.

  5. Select the folder 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. Click the checkmark at the bottom.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Sharing.
  3. The further steps are the same as for the first way of sharing a folder.

Change permissions to a shared folder

There are 2 ways to change the share permissions that you have assigned to a user.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Sharing.
  3. Under the Folders shared by me section, click 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. Click the checkmark at the bottom.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Sharing.
  3. The further steps are the same as for the first way of changing permissions to a shared folder

Revoke the access to a shared folder

There are 2 ways to remove user access to a shared folder.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Sharing.
  3. Under the Folders shared by me section, click the cross icon next to the required folder.
  4. Click Revoke to confirm.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Sharing.
  3. The further steps are the same as for the first way of removing user access to a shared folder.

Accept an invitation to a shared folder

There are 3 ways to accept a shared folder.

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

  1. Open a notification email.
  2. Click 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. Click Yes.

Way 2. From the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Sharing.
  3. 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. Click Find Shares.
  6. Click 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.

Way 3. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Sharing.
  3. The further steps are the same as for the second way of accepting an invitation to a shared folder.

Calendar preferences

The Calendar page under Preferences 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

There are 2 ways to change your calendar view.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Calendar.
  3. From the Default View dropdown menu, select a preferred option:

    • 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of changing the calendar view.

Change view settings

There are 2 ways to choose which day your calendar week starts.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Calendar.
  3. From the Start week on dropdown menu, select a preferred option.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of changing view settings.

Change appointment visibility

There are 2 ways to change appointment visibility on the Calendar.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Calendar.
  3. From the Default appointment visibility dropdown menu, select Public or Private.
  4. Specify whether the mini-calendar is displayed at the bottom of the Overview pane by checking/ unchecking the box next to Always show the mini-calendar.
  5. Specify whether the week numbers are displayed on the mini-calendar by checking/ unchecking the box next to Show Calendars with week number
  6. 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.
  7. Specify whether a previously declined meeting is saved to your calendar by checking/ unchecking the box next to Show declined meetings.
  8. Under the Invitation Response section, specify whether meeting invites messages in your Inbox are moved to the Trash folder when you reply to the invite by checking/ unchecking the box next to Delete invite on reply.
  9. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of changing appointment visibility.

Forward invites to an appointment

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

There are 2 ways to forward invites to a meeting.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Calendar.
  3. Under the Forward Invites section, enter the email address you want to forward the appointment invite.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of forwarding an appointment invitation.

Customize reminders for appointments

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

There are 2 ways to customize reminders for appointments.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Calendar.
  3. Under the Show reminders section, click 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.
    • 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of customizing reminders for appointments.

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.

There are 2 ways to change the appointment duration.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Calendar.
  3. Under the Default Appointment Duration section, click the 60 minutes dropdown and select the preferred option.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of changing the default appointment duration.

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.

There are 2 ways to customize the work week and hours.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click 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 CUSTOMIZE.
  6. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of customizing the work week and hours.

Customize the options for appointments creation

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

There are 2 ways to customize the options for appointment creation.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of customizing the options for appointment creation.

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.

There are 2 ways to customize appointment permissions.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click 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 or username and click on 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 or username and click on 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. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of customizing appointment permissions.

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.

There are 2 ways to enable Apple iCal.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Calendar.
  3. Under the Apple iCal section, check the box next to Enable delegation for Apple iCal CalDAV client.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Calendar.
  3. The further steps are the same as for the first way of enabling Apple iCal.

Keyboard Shortcuts

Keyboard shortcuts are combinations of keys that provide an alternative way to quickly accomplish tasks that you’d typically do with a mouse.

View keyboard shortcuts

There are 2 ways to see a list of keyboard shortcuts.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Keyboard Shortcuts.
  3. You will see the list of keyboard shortcuts:

    • Ctrl + Enter if you want to send an email.
    • Esc if you want to undo sending.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Keyboard Shortcuts.

Security

The "Security" option allows to enable/ disable 2 Factor Authentication.

Two-factor authentication (2FA) allows you to add an extra level of security to your account. Besides using your login and password, enabling 2FA requires you to enter a one-time password code every time you log into your account. The code is automatically generated by an application on your phone.

Enable 2 Factor Authentication

There are 2 ways to enable 2 Factor Authentication.

Way 1. Using the "Preferences" tab.

  1. Download an authenticator application on your phone. We recommend Google Authenticator for Android and iOS users.
  2. Go to the Preferences tab.
  3. In the left navigation bar, click Security.
  4. Check the box next to Enable 2 Factor Authentication.
  5. Click Start Authenticator app.
  6. Scan the QR code with your authenticator application on your phone.
  7. Enter the six-digit code from the application.
  8. Click the checkmark at the bottom.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Security.
  3. The further steps are the same as for the first way of enabling 2 Factor Authentication.

Disable 2 Factor Authentication

There are 2 ways to disable 2 Factor Authentication.

Way 1. Using the "Preferences" tab.

  1. Go to the Preferences tab.
  2. In the left navigation bar, click Security.
  3. Check the box next to Enable 2 Factor Authentication.
  4. Click Save.

Way 2. Using the profile icon.

  1. In the upper right corner, click the profile icon.
  2. Navigate to Settings > Security.
  3. The further steps are the same as for the first way of disabling 2 Factor Authentication.

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. Go to the Mail tab.
  2. In the upper right corner of the message list, click the down arrow .
  3. 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.

Customize the Reading Pane

When you select a message in the message list, you can see the message in the Reading Pane. You can customize how the Reading Pane appears or you can turn it off.

  1. Go to the Mail tab.
  2. In the upper right corner of the message list, click the down arrow .
  3. Hover the pointer over Reading pane and select one of the following options:

    • Reading pane at the right.
    • Reading pane at the bottom.
    • Reading pane off.

Change sort order in the Conversation view

Conversations that include multiple messages are marked in the message list by a triangular expand/ collapse icon . Select the triangular expand/ collapse icon to expand or collapse a Conversation.

Within each Conversation, messages can be sorted from new to old or from old to new.

  1. Go to the Mail tab.
  2. In the upper right corner of the message list, click the down arrow .
  3. Hover the pointer over Expand conversations and select one of the following options:

    • From new to old means that messages are sorted with the newest message on top.
    • From old to new means that messages are sorted with the oldest message on top.

Sort messages in the message list

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

  1. Go to the Mail tab.
  2. In the upper right corner of the message list, click the down arrow .
  3. Hover the pointer over Sort by and select a preferred option.

Group messages in the message list

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

  1. Go to the Mail tab.
  2. In the upper right corner of the message list, click the down arrow .
  3. Hover the pointer over Group by and select a preferred option.

Search across all emails

  1. In the upper right corner of the message list, click the magnifier icon .
  2. Type a keyword into the search box above a list of emails.
  3. To open a result, click on it.

Preview an attachment

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

There are 2 ways to preview an attachment.

Way 1. Using the "Preview" menu option.

  1. Go to the Mail tab.
  2. Open the email message.
  3. Click the arrow icon next to the attachment and select Preview.

A preview window will open.

Way 2. Clicking an attachment.

  1. Go to the Mail tab.
  2. Open the email message.
  3. Click the attachment you want to preview.

Download an attachment

There are 2 ways to download a copy of an attachment to your device.

Way 1. Using the "Download" menu option.

  1. Go to the Mail tab.
  2. Open the email message.
  3. Click the arrow icon next to the attachment and select Download.

Way 2. Using the download icon.

  1. Go to the Mail tab.
  2. Open the email message.
  3. Click the attachment you want to download.
  4. Click the download icon in the upper right corner of a preview window.

Switch to full screen

  1. Open an email to which you want to reply.
  2. In the upper right corner of the Reading Pane, click the reply icon .
  3. At the bottom of the compose window, click Switch to full view.

You will see a larger composition mode that displays all of the formatting options.

View profile information

You can see details about the user from your email, like their phone number or email address.

You can also connect with a contact through video/ audio calls, send a message, open a form to compose an email, or create a task for them.

  1. Open an email with the person whose details you want to know.
  2. Click the user's avatar icon and click the avatar again.

Buttons (1) that launch some actions in a corresponding VNC product:

  • Make a voice or video call to the user.
  • Start a chat.
  • Compose a new email.
  • Create a ticket/ task for a user.

A user's profile displays general information about your contact (2):

  • Profile. See the user's full name, email, role, timezone, and language.
  • HR data. See the user's gender, marital status, engagement type, week availability, and payment mode.
  • Activity. Monitor chat and email activity.
  • Account. Click the down arrow next to Activity and select to see the user's profile name, security encryption type, projects, and more.

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. Go to the Mail tab.
  2. Click + Compose email.
  3. Enter the email address in the To field.
  4. Enter the title of the email in the Subject field.
  5. Enter your message.
  6. When you are finished, select one of the following options:

    • Send to send the email.
    • Send & Seal to seal and secure the email by blockchain.

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. Go to the Mail tab.
  2. Click + Compose email.
  3. Compose your email as you normally would.
  4. In the upper right corner of the compose toolbar, click the Options dropdown menu and select one of the following options:

    • High priority
    • Normal priority
    • Low priority

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

Request a read receipt

If you want to know when an email you sent was opened, you can request a read receipt.

  1. Go to the Mail tab.
  2. Click + Compose email.
  3. Compose your email as you normally would.
  4. In the upper right corner of the compose toolbar, click the Options dropdown menu and select Request Read Receipt.

Return a read receipt

If you receive a message that requests a read receipt, and your organization wants you to approve it first:

  1. Go to the Mail tab.
  2. You will see the notification stating that a sender has requested a read receipt. Choose one of the following options:

    • To send the receipt now, click Yes.
    • If you don't want to send the receipt. click No.

Use other account identities while composing an email

When you send a new email, reply to, or forward an email message, one identity is always associated with the email. This is the default identity created as the account name and is used unless you set up different identities. Creating different identities, called personas, allows you to use multiple email addresses from your mailbox. You might want to do this to manage different roles in your job and personal life from this single email account.

  1. Go to the Mail tab.
  2. Click + Compose email.
  3. Compose your email as you normally would.
  4. Click the down arrow next to your account name and select the identity to use as the From address.

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. Go to the Mail tab.
  2. Click + Compose email.
  3. In the To address box, type your primary recipient’s email address. You can separate multiple addresses by pressing the Enter key.
  4. Click CC and enter the email address of recipients who’ll receive a copy of the email in the CC field.
  5. Click BCC and enter the recipient you’d like hidden in the BCC address field.

    • 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.
  6. 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. Go to the Mail tab.
  2. Click + Compose email.
  3. Compose your email as you normally would.
  4. In the upper right corner of the compose toolbar, click the check spelling icon .
  5. Words that are not spelled correctly or are unknown will be highlighted.
  6. Click a highlighted word and do one of the following:

    • Choose one of the suggested corrections.
    • Click Ignore to ignore suggestions.
    • Click Add to add the word to your spell-check dictionary.
  7. To accept your changes and close the spell checker, click 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 attachments to your email.

Way 1. Using the "Attach" dropdown menu.

  1. Go to the Mail tab.
  2. Click + Compose email.
  3. Compose your email as you normally would.
  4. Click the Attach dropdown menu and select one of the following options:

    • My Computer and Attach Inline to attach something from your computer.
    • Email if you want to attach an email.
    • Contacts if you want to attach a contact.
  5. Click Send.

Way 2. Using the drag and drop option.

You can add attachments from your computer with drag and drop.

  1. Select one or more files and hold down the cursor on the file(s) to be attached.
  2. Drag the file(s) to the message header area and release the cursor.

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

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. Go to the Mail tab.
  2. Click + Compose email.
  3. Compose your email as you normally would.
  4. Click Save Draft.

Organizing emails

Move an email to a folder

There are 3 ways to move an email to a folder.

Way 1. Using the kebab menu icon.

  1. Go to the Mail tab.
  2. Click the kebab menu icon next to the email you want to move to another folder.
  3. Select Move to folder from the dropdown menu.
  4. Select the folder from the list or use the search field.
  5. You can also create a new folder by clicking + 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 clicking an additional menu icon next to the swatches palette.
  6. Click Move.

Way 2. Using the folder icon.

  1. Go to the Mail tab.
  2. Click the email you want to move to another folder.
  3. In the upper right corner of the message list, click the folder icon .
  4. The further steps are the same as for the first way of moving an email to a folder.

Way 3. From the reading pane.

  1. Go to the Mail tab.
  2. Open the email you want to move to another folder.
  3. In the upper right corner of the reading pane, click the kebab menu icon .
  4. Select Move to folder from the dropdown menu.
  5. 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.

  1. Go to the Mail tab.
  2. Click the kebab menu icon next to the email you want to mark as read/ unread.
  3. Select Mark as unread or Mark as read from the dropdown menu.

Mark 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.

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

Way 1. Using the star icon.

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

Way 2. Using the kebab menu icon.

  1. Go to the Mail tab.
  2. Click the kebab menu icon next to the email you want to mark as a favorite.
  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. Go to the Mail tab.
  2. Open the email you want to mark as a favorite.
  3. In the upper right corner of the reading pane, click the star icon and it will turn yellow, confirming that you've marked the email as a favorite.
  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. Go to the Mail tab.
  2. Click the kebab menu icon next to the email you want to mark as spam.
  3. Select Mark as spam from the dropdown menu.

Way 2. Using the spam icon.

  1. Go to the Mail tab.
  2. Click the email you want to mark as spam.
  3. In the upper right corner of the message list, click the spam icon .

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 kebab menu icon.

  1. Go to the Mail tab.
  2. Click the kebab menu icon next to the email you want to delete.
  3. Select Delete message/ conversation from the dropdown message.

Way 2. Using the trash bin icon.

  1. Go to the Mail tab.
  2. Click the email you want to delete.
  3. In the upper right corner of the message list, click the trash bin icon .

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 kebab menu icon.

  1. Go to the Mail tab.
  2. Open the Trash folder.
  3. Click the kebab menu icon next to the email you want to delete permanently.
  4. Select Delete message from the dropdown meny.
  5. Confirm that you want to delete the email permanently, click DELETE in the modal window.

Way 2. Using the trash bin icon.

  1. Go to the Mail tab.
  2. Open the Trash folder.
  3. Click the email you want to delete permanently.
  4. In the upper right corner of the message list, click the trash bin icon .
  5. Confirm that you want to delete the email permanently, click DELETE in the modal window.

Perform bulk actions on emails

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

  1. Go to the Mail tab.
  2. In the upper left corner of the message list, click the down arrow and select which emails you want to perform a bulk action on:

    • All
    • Read
    • Unread
    • Starred
    • Unstarred
  3. In the upper right corner of the message list, click the kebab menu icon and 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 and much more.

Replying to and forwarding emails

Reply to an email

  1. Go to the Mail tab.
  2. Open the email you want to reply to.
  3. At the top of your reading pane, select one of the following options:

    • Click Answer email to reply to only the email sender.
    • Click Answer all participants to reply to all the participants.
  4. Enter the email content.

  5. When you are finished, select one of the following options:

    • Send to send the email
    • Send & Seal to seal and secure the email by blockchain.

The Answer email option allows you to send the new message to the original sender. Attachments are not included.

The Answer all participants 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.

Forward an email

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

  1. Go to the Mail tab.
  2. Open the email you want to forward to someone.
  3. At the top of your reading pane, click the forward icon .
  4. Click To, Cc, or BCC to add a recipient, and then type the recipient’s name or email address in the box.
  5. 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.
  6. Enter some notes in the field.
  7. When you are finished, select one of the following options:

    • Send to send the email
    • Send & Seal to seal and secure the email by blockchain.

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. Go to the Mail tab.
  2. Open the email you want to redirect.
  3. At the top of your reading pane, click the kebab menu icon .
  4. Select Redirect from the dropdown menu.
  5. Enter a required email address in the field.
  6. click OK.

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

  1. Go to the Mail tab.
  2. Open the email you want to print.
  3. At the top of your reading pane, click the kebab menu icon .
  4. Select Print from the dropdown menu.
  5. A preview of your email message will open in a new window.
  6. Choose the printer options you want.
  7. Click Print.

Folders

Create a folder

Folders provide a way to organize email messages.

  1. Go to the Mail tab.
  2. Click the folder icon .
  3. Type a name for the folder.
  4. Choose the desired color from the palette.
  5. Click CREATE.

The existing folders can be viewed under the Mail Folders menu in the left pane.

Rename a folder

  1. Go to the Mail tab.
  2. Hover the pointer over the folder you want to rename and click the kebab menu icon next to it.
  3. Select Rename Folder from the dropdown menu.
  4. Change the name.
  5. Click RENAME.

Delete a folder

  1. Go to the Mail tab.
  2. Hover the pointer over the folder you want to delete and click the kebab menu next to it.
  3. Select Delete Folder from the dropdown menu.
  4. Confirm that you want to delete the folder, click DELETE in the modal window.

Empty a folder

  1. Go to the Mail tab.
  2. Hover the pointer over the folder you want to empty and click the kebab menu icon next to it.
  3. Select Empty Folder from the dropdown menu.
  4. Confirm that you want to empty the folder, click 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. Go to the Mail tab.
  2. Hover the pointer over the folder you want to move and click the kebab menu icon next to it.
  3. Select Move Folder from the dropdown menu.
  4. Select the destination folder.
  5. You can also create a new folder by clicking + New folder. Give the folder name and pick a color to sort your folders in an organized manner.
  6. Click 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. Go to the Mail tab.
  2. Hover the pointer over the folder you want to share and click the kebab menu icon next to it.
  3. Select Share Folder from the dropdown menu.
  4. Under the Share with section, select whether you want to share with external guests or other users of VNCmail.
  5. 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.
  6. 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
  7. Click the checkmark at the bottom.

Create a subfolder

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

  1. Go to the Mail tab.
  2. Hover the pointer over a folder, where you want to create a subfolder and click the kebab menu icon next to it.
  3. Select New Folder from the dropdown menu.
  4. Type a name for the folder.
  5. Choose the desired color from the palette.
  6. Click CREATE.

Tags

A tag is a specific label you attach to an email to identify or categorize it. One email can have multiple tags. In addition, different emails in different folders can also be grouped using a common tag.

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

The existing tags are stored under the "Tags" section in the left pane.

You can find this list if you go to Mail, Calendar, and Briefcase tabs.

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.

There are 2 ways to create a tag.

Way 1. Using the New Tag icon.

  1. In the left pane, click the new tag icon next Tags.
  2. Type a tag name in the Tag Name field.
  3. Select a desired color for it.
  4. Click CREATE.

Way 2. Using the "New Tag" menu option.

  1. In the left pane, click the down arrow to open the list of tags.
  2. Hover the pointer over a tag and right-click it.
  3. Select New Tag from the dropdown menu.

Edit a tag

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

  1. In the left pane, click the down arrow to open the list of tags.
  2. Hover the pointer over a tag you want to edit and right-click it.
  3. Select Rename Tag from the dropdown menu.
  4. Make your changes.
  5. Click SAVE.

Apply a tag

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

There are 2 ways to apply a tag.

Way 1. Using the kebab menu icon.

  1. Click the kebab menu icon next to the email to which you want to apply a tag.
  2. Select Add tag from the dropdown menu.
  3. Select one of the following options:

    • Click 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.
    • Click the Select from existing tags tab if you want to quickly add tags for the email from the current list.
  4. Click the checkmark at the bottom.

Way 2. Using the kebab menu icon.

  1. Right-click the email to which you want to apply a tag.
  2. Select Add tag from the dropdown menu.
  3. The further steps are the same as for the first way of applying the tag.

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.

Search for emails with a tag

  1. In the left pane, click the down arrow to open the list of tags.
  2. Click a required tag.
  3. 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. Opening an email.

  1. Open a required email.
  2. Click the cross icon next to the tag.

Way 2. Using the "Remove all tags" menu option.

  1. Click the kebab menu icon next to the email where you want to remove a tag.
  2. Select Remove all tags from the dropdown menu.

Delete a tag

  1. In the left pane, click the down arrow to open the list of tags.
  2. Right-click the tag you want to delete.
  3. Select Delete Tag option from the dropdown menu.
  4. Click YES to confirm that you want to delete the tag.

Calendar

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

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 personal appointments.

  1. Go to the Calendar tab.
  2. Click the kebab menu icon next to Calendars.
  3. Select New Calendar from the dropdown menu.
  4. Type a name for the calendar.
  5. Choose the desired color from the palette.
  6. Check the box next to Exclude this calendar when reporting free/busy/times if you do not want the calendar activities to be viewed by others.
  7. Click CREATE.

The existing calendars can be viewed under the Calendars menu on the left pane. To view your upcoming appointments and meetings, check the box next to the required calendar.

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. Go to the Calendar tab.
  2. Click the down arrow next to Day.
  3. Select one of the following options:

    • 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 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. Go to the Calendar tab.
  2. Hold the pointer over a required calendar and right-click.
  3. Select Share Calendar from the dropdown menu.
  4. Under the Share with section, select whether you want to share with external guests, the public, or other users of VNCmail.
  5. 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.
  6. 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.
  7. Click the checkmark at the bottom.

Share your free/ busy status with other users

  1. Go to the Calendar tab.
  2. Click the kebab menu icon next to Calendars.
  3. 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.
  4. In the compose window that opens with the calendar link in the text area, enter the email address and the title of the email.
  5. When you are finished, select one of the following options:

    • Send to send the email.
    • Send & Seal to seal and secure the email by blockchain.

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.

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. Go to the Calendar tab.
  2. Click the kebab menu icon next to Calendars.
  3. Select Find Shares from the dropdown menu.
  4. Select the calendar shared with you.
  5. Click Add.

You will now see the shared calendar in your Calendars list with the name and color that you chose. 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. Go to the Calendar tab.
  2. Hold the pointer over a required calendar and right-click.
  3. Select Edit Properties from the dropdown menu.
  4. Make your changes.
  5. If you need to share the calendar, click ADD SHARE and follow the steps from the "Share a calendar" section.
  6. Click the checkmark at the bottom.

Move a calendar to another calendar

You can move appointments from one calendar to another.

  1. Go to the Calendar tab.
  2. Hover the pointer over a required calendar and right-click.
  3. Select Move from the dropdown menu.
  4. Select the destination calendar.
  5. Click Move.

You can create a calendar and move the calendar there. For this click NEW, enter the calendar name into the field, select a required color for it, and click CREATE. Then click this calendar and click Move.

Open a calendar in a separate window

To see a more detailed view of your calendar in another window follow these steps:

  1. Go to the Calendar tab.
  2. Hover the pointer over a required calendar and right-click.
  3. Select Open in a separate window from the dropdown menu.

You can print individual calendars in any of the views except the List view.

  1. Go to the Calendar tab.
  2. Click the printer icon.
  3. Select which calendars to print.
  4. Set the date or date range.
  5. Select which view to print.
  6. Set the options based on the view to print.
  7. Click Print. A preview of the view that will be printed is displayed.
  8. If the view is correct, click OK.

Delete a calendar

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

  1. Go to the Calendar tab.
  2. Hold the pointer over a required calendar and right-click.
  3. Select Delete from the dropdown menu.
  4. Click DELETE to confirm that you want to delete the calendar.

The deleted calendar is moved to "Trash".

Delete a calendar permanently

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

  1. Go to the Calendar tab.
  2. Click the down arrow next to Trash.
  3. Hold the pointer over the calendar and right-click.
  4. Select Delete menu option that appears.
  5. Click DELETE to confirm that you want to delete the calendar permanently.

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. Go to the Calendar tab.
  2. Click New appointment.
  3. Enter a title.
  4. Under the Time section, set the appointment start time, end time, and timezone. If the appointment is going to last the whole day, check the box next to All day.
  5. Under the Repeat section, select whether make it a repeating appointment or not.
  6. Under the Notify me section, select the reminder notice for when to be reminded of the appointment start time.
  7. Under the Project section, determine how your availability for this appointment should be shown and select the calendar for this appointment.
  8. Check the box next to Private if you want to hide some of the appointment details from others in your organization.
  9. 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.
  10. (Optional) Add a description or attach documents to the appointment.
  11. Click 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. Go to the Calendar tab.
  2. Click New Appointment
  3. Enter the title.
  4. Set the appointment start time and end time. If the appointment is going to last the whole day, check the box next to All Day.
  5. 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 > Notifications.
  6. 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.
    • To search for addresses to add, click the plus icon next to the Attendees and Optional attendees fields.
  7. Switch the Video Meeting toggle on and enter a password for your meeting.

  8. (Optional) Under the Equipment section, type the equipment you want to reserve.
  9. (Optional) Add a description.
  10. Click Save.

Emails will be sent to the invitees.

Add an appointment with Quick Add

  1. Go to the Calendar tab.
  2. Select the Calendar for the appointment.
  3. Right-click a required date on the Calendar and select New Appointment from the dropdown menu.
  4. Enter the title and location.
  5. Set the appointment start time and end time.
  6. Determine how your availability for this appointment should be shown and change the calendar for this appointment if needed.
  7. Check the box next to Private if you want to hide some of the appointment details from others in your organization.
  8. Select a repeat mode.
  9. Set the reminder notice for when to be reminded of the meeting start time.
  10. 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.
  11. If you need to add participants, add a description, or attach documents, click MORE DETAILS to open the New Appointment page.
  12. Click ADD.

Create all day appointment

An all-day appointment is an activity that lasts all day.

  1. Go to the Calendar tab.
  2. Select the Calendar for the appointment.
  3. Right-click a required date on the Calendar and select New All Day Appointment from the dropdown menu.
  4. Follow the steps 4 through 12 from "Add an appointment with Quick Add" instruction.

Edit an appointment information

You can change 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. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Double-click the appointment.
  4. Make your changes.
  5. Click SAVE.

Re-invite attendees to an appointment

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

  1. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Right-click a meeting that you organized and then select Re-invite Attendees.

The invitation is immediately re-sent to all attendees.

Create an appointment copy

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

  1. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Right-click the appointment and then select Create a Copy.
  4. Review the appointment information. Make your changes to the appointment as needed.
  5. Click 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. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Right-click the appointment and then select Forward.
  4. In the To field, type the attendee’s name or email address. As you type, names in your Contact lists that match appear.
  5. To search for addresses to add, click the plus icon next to the To field.
  6. Use the search field to search for the required email address. You can also use the Show names from drop-down menu to specify where to search:

    • Contacts
    • Personal and Shared contacts
    • Global Address List (organization directory)
  7. Click the required email address and then the ADD button. The added email addresses will be displayed at the right.

  8. Click SELECT.
  9. Click 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. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Right-click the appointment and then select Move.
  4. Select the calendar where you want to move the appointment to.

    • You have an option to create a new calendar for the appontment by clicking New at the bottom left. Type the calendar name in the field, assign a color associated with it, and click CREATE. The calendar should appear in the calendars list and you will be able to select it to move the appointment.
  5. Click 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. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Right-click the appointment and then select Tag Appointment.
  4. You can use a current set of appointment tags or create new ones.
  5. Click the checkmark at the bottom.

You can print the appointment details.

  1. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Right-click the appointment you want to print and then select Print.
  4. In the Print dialog box, choose the printer options you want, and click Print.

Delete an appointment

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

  1. Go to the Calendar tab.
  2. Check the box next to the Calendar where a required appointment is located.
  3. Right-click the appointment and then select Delete.
  4. Click DELETE to confirm that you want to delete the 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. Go to the Briefcase tab.
  2. Click the kebab menu icon next to Briefcase folders.
  3. Select New briefcase folder from the dropdown menu.
  4. Type a name for the folder.
  5. Choose the desired color from the palette.
  6. Click the checkmark at the bottom.

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. Go to the Briefcase tab.
  2. Hover the pointer over a required briefcase folder and click the kebab menu icon next to it.
  3. Select Edit Properties from the dropdown menu.
  4. Make your changes.
  5. If you need to customize the sharing parameters, click ADD SHARE and follow the steps from the "Share a briefcase folder" subsection.
  6. Click the checkmark at the bottom.

Delete a briefcase folder

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

  1. Go to the Briefcase tab.
  2. Hover the pointer over a required briefcase folder and click the kebab menu icon next to it.
  3. Select Delete briefcase folder from the dropdown menu.
  4. Click DELETE to confirm that you want to delete the briefcase folder.

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. Go to the Briefcase tab.
  2. Hover the pointer over the folder you want to share and click the kebab menu icon next to it.
  3. Select Share briefcase folder from the dropdown menu.
  4. Under the Share with section, select whether you want to share with external guests or other users of VNCmail.
  5. 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.
  6. 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.
  7. Click the checkmark at the bottom.

Delete a briefcase folder permanently

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

  1. Go to the Briefcase tab.
  2. Click the down arrow next to the Trash folder.
  3. Hover the pointer over the folder you want to delete and click the kebab menu icon next to it.
  4. Select Delete briefcase folder from the dropdown menu.
  5. Click DELETE to confirm that you want to delete the briefcase folder permanently.

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. Go to the Briefcase tab.
  2. Click Upload File.
  3. Enter a message in the Notes field if you need to add some notes.
  4. Click BROWSE to find the file to upload.
  5. Select a required file and then click 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. Go to the Briefcase tab.
  2. Click New Document.
  3. Enter a document name in the File Name field.
  4. Compose a message.
  5. Click SAVE.
  6. Enter the note in the text box and then click OK.

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. Go to the Briefcase tab.
  2. In the upper left corner of the file list, check the box to highlight all files in the folder.
  3. Click the sort icon and select 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. Using the kebab menu icon.

  1. Go to the Briefcase tab.
  2. Click the file to be renamed.
  3. In the upper right corner of the file list, click the kebab menu icon .
  4. Select Rename from the dropdown menu.
  5. Rename the document.
  6. Click RENAME.

Way 2. Using the "Rename" option.

  1. Go to the Briefcase tab.
  2. Right-click the file to be renamed.
  3. Select Rename from the dropdown menu.
  4. The further steps are the same as for the first way of renaming a file in a briefcase folder.

Edit a file

  1. Go to the Briefcase tab.
  2. Right-click the file to be edited.
  3. Select Edit from the dropdown menu.
  4. Edit the document.
  5. Click SAVE.

Add a tag to a file

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

Way 1. Using the kebab menu icon.

  1. Go to the Briefcase tab.
  2. Click the file you want to add a tag to.
  3. In the upper right corner of the file list, click the kebab menu icon .
  4. Select Add tags from the dropdown menu.
  5. 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.
  6. Click 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. Using the "Add tag" option.

  1. Go to the Briefcase tab.
  2. Right-click the file to be tagged.
  3. Select Add tags from the dropdown menu.
  4. The further steps are the same as for the first way of adding a tag to the file.

Remove a tag from a file

  1. Go to the Briefcase tab.
  2. Open the file.
  3. In the upper right corner of the preview pane, click the tag icon.
  4. Click the cross icon next to the tag you want to remove.
  5. When you're finished, click the checkmark at the bottom.

Move a file

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

Way 1. Using the kebab menu icon.

  1. Go to the Briefcase tab.
  2. Click the file to be moved.
  3. In the upper right corner of the file list, click the folder icon .
  4. Select a destination folder.
  5. You can also create a new folder by clicking CREATE NEW FOLDER. Give the folder name, pick a color, and click the checkmark at the bottom.

Way 2. Using the "Move" option.

  1. Go to the Briefcase tab.
  2. Right-click the file to be moved.
  3. Select Move from the dropdown menu.
  4. 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. Using the kebab menu icon.

  1. Go to the Briefcase tab.
  2. Click the file to be downloaded.
  3. In the upper right corner of the file list, click the download icon .

Way 2. Using the "Download" option.

  1. Go to the Briefcase tab.
  2. Right-click the file to be downloaded.
  3. Select Download from the dropdown menu.
  4. The further steps are the same as for the first way of downloading a file.

Delete a file

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

Way 1. Using the kebab menu icon.

  1. Go to the Briefcase tab.
  2. Click the file to be deleted.
  3. In the upper right corner of the file list, click the trash bin icon .
  4. Click DELETE to confirm that you want to delete the file.

Deleted files are stored in the "Trash" folder.

Way 2. Using the "Delete" option.

  1. Go to the Briefcase tab.
  2. Right-click the file to be deleted.
  3. Select Delete from the dropdown menu.
  4. The further steps are the same as for the first way of deleting a file in a briefcase folder.

Delete a file permanently

  1. Go to the Briefcase tab.
  2. Open the Trash folder.
  3. Find a required file and right-click it.
  4. Select Delete from the dropdown menu.
  5. Click DELETE to confirm that you want to delete the file permanently.

Send a file from a briefcase

Send a file as an attachment

You can send a file as an attachment to an email directly from Briefcase.

  1. Go to the Briefcase tab.
  2. Click the file to be sent as an attachment.
  3. In the upper right corner of the file list, click the kebab menu icon .
  4. Select Send As Attachment(s) from the dropdown menu.
  5. Add the recipient’s email address and complete the email message.
  6. When you are finished, click:

    • Send to send the email.
    • Save Draft to save the email as a draft.
    • Send & Seal to seal and secure the email by blockchain.

You can 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.

  1. Go to the Briefcase tab.
  2. Click the file to be shared.
  3. In the upper right corner of the file list, click the kebab menu icon .
  4. Select Send Link(s) from the dropdown menu.
  5. A modal window opens reminding that the recipient must have permission to view the content of the folder. Click Yes to proceed.
  6. Add the recipient’s email address and complete the email message.
  7. When you are finished, click:

    • Send to send the email.
    • Save Draft to save the email as a draft.
    • Send & Seal to seal and secure the email by blockchain.

Collaborate on a file

You can collaborate on a file by checking a file out, making edits as needed, and checking the updated file back in.

Check a file out

While the file is checked out, users will see a lock icon. This prevents multiple users from making changes to the file simultaneously.

  1. Go to the Briefcase tab.
  2. Right-click the file to be checked out.
  3. Select Checkout file from the dropdown menu.

The lock icon shows that this file is now locked and others cannot check the file out for editing.

Check a file in

  1. Go to the Briefcase tab.
  2. Right-click the file to be checked in.
  3. Select one of the following options:

    • Check In File to check a file back into the briefcase
    • Discard Check Out if you did not change the file.
  4. You will be prompted to add notes about the version you are uploading.

Manage file versions

You will see each version of the file listed in the briefcase.

  1. Go to the Briefcase tab.
  2. Right-click on any early version.
  3. Select Restore as Current Version from the dropdown menu.

In VNCmail, you can use the search box at the top of the page to search for email messages, briefcases, or appointments.

Search emails

  1. In the Search Box at the top, enter a search request.
  2. Press Enter.

A list of results will show.

Search briefcases and calendars

  1. In the Search Box at the top of the page, click the down arrow .
  2. In the drop-down menu next to "Search," select one of the following options:

    • Mail (default)
    • Briefcases
    • Calendar
  3. Switch on the Include shared items toggle to search for anything that is in shared items.

  4. Enter a search request.
  5. Press Enter.

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, click the template icon .
  2. In the Template name box, enter the name of the template.
  3. Click SAVE.
  4. Click the following icon to find the saved templates.