Skip to content

VNCmail Web Client and Desktop Client User Manual

Updated untill 2.6 version

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.

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.

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.

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 Them 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.
  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.

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. Check the box next to 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. Under the Time period section, 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, check the box next to 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 select, 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. Using 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

You can customize the following settings of the calendar:

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

Customize a calendar general settings

  1. Navigate to Preferences (1) > Calendar (2):

    Another way is to click the cogwheel icon at the top right and navigate to Preferences > Calendar.

  2. Select a required option from the Default View drop-down menu:

    • Day View - if you want a calendar to display a present day;
    • Work Week View - if you want a calendar to display 5 days of the week;
    • 7 Day Week View - if you want a calendar to display 7 days of the week;
    • Month View - if you want a calendar to display a current month;
    • List View - if you want a calendar to display the appointments list.
  3. Select the week start day from the Start week on drop-down menu.

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

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

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

Customize the work week and hours

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

  1. Navigate to Preferences (1) > Calendar (2):

    Another way is to click the cogwheel icon at the top right and navigate to Preferences > Calendar.

  2. Scroll down to the Work and Hours section.

  3. Under the Work week section, select the days of the week you work and check the boxes next to them.
  4. Under the Work hours section, select the times you work.

    • If you need to customize working hours for each working day, tick Custom and click CUSTOMIZE. Select the From and To work timings with respect to your organization, region or field of work.
  5. Scroll down to the bottom and click Save.

Customize the options for appointments creation

You can specify whether to create new appointments using the Quick Add Apponitement dialog box. This is often useful if you're creating many meetings without attendees.

  1. Navigate to Preferences (1) > Calendar (2):

    Another way is to click the cogwheel icon at the top right and navigate to Preferences > Calendar.

  2. Scroll down to the Creating Appointments section.

  3. If you want to have a possibility to create a new appointment by clicking required date, check the box next to Use the Quick Add dialog when creating new appointments. It means that if you open a calendar and click any date, you should see the following dialog:

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

  5. Scroll down to the bottom and click Save.

Customize appointments permissions

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

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

  1. Navigate to Preferences (1) > Calendar (2):

    Another way is to click the cogwheel icon at the top right and navigate to Preferences > Calendar.

  2. Scroll down to the Permissions section.

  3. Select the Free/Busy option that you want to set for this calendar:

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

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

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

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

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

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

  6. Click Save at the bottom.

Enable/disable Apple iCal

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

  1. Navigate to Preferences (1) > Calendar (2):

    Another way is to click the cogwheel icon at the top right and navigate to Preferences > Calendar.

  2. Scroll down to the Apple iCal section.

  3. Check the box next to Enable delegation for Apple iCal CalDAV client
  4. Click Save.

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.

Emails

Manage email message view

You can see your email messages as individual messages or as conversations and you can see messages with the Reading Pane. You can also customize how the Reading Pane appears, or you can turn it off.

To change how messages are grouped in your mailbox, on the top right of the Conversation list click or and change the view and where you want the Reading Pane to appear:

  • Message view: The traditional view displays a list of messages with the most recent message displayed first. Unread messages have a bold subject. The information displayed on the one line includes the sender, attachment presence, subject line, and the time the message was received.

  • Conversation view: Conversation view displays all messages in the same thread with the same subject line. The count of messages within the Conversation appears next to the subject. Each conversation consists of the original message and all replies. Conversations containing unread messages have a bold subject.

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

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

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

Sort messages in the list pane

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

To sort emails:

  1. Click the Mail tab on the toolbar.
  2. In the top-right corner of the conversation list pane, click the following drop-down menu:

  3. Hold the pointer over Sort by and select a required option:

Group messages in the list pane

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

To group emails:

  1. Click the Mail tab on the toolbar.
  2. In the top-right corner of the conversation list pane, click the following drop-down menu:

  3. Hold the pointer over Group by and select required option:

Compose an email

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

  1. Click the Mail tab on the toolbar.
  2. Click Compose email:

  3. Fill in the following fields:

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

    • 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. Enter your message. Email you start writing but don't send are automatically saved in the Drafts folder.

  6. If you do not want to use the toolbar, check the Format As Plain Text box.
  7. When you're 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.

Request a read receipt

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

  1. Click the Mail tab on the toolbar.
  2. Click Compose email:

  3. Once you opened a new message, you will want to select the Options drop-down menu within the composition window. Within the menu, you will select the Request Read Receipt option:

For a read receipt to be generated when the recipient reads the message, the recipient must have their Read Receipt Mail Preferences setup to generate a read receipt:

  1. Navigate to Preferences (1) > Mail Preferences (2):

    Another way is to click the cogwheel icon at the top right and navigate to Preferences > Mail Preferences.

  2. Scroll down to the Receiving Messages section and locate the Read Receipt settings:

  3. Choose from the following options:

    • Never send a read receipt: This is the default. When a message is received with a return 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. When you're finished, click Save.

Use HTML editor

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

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

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

You can also insert the following in your emails:

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

Check spelling

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

  1. Click Check Spelling on the compose toolbar.
  2. Words that are not spelled correctly or unknown are highlighted.
  3. Click on a highlighted word. A pop-up displays suggested corrections.
  4. Select the correct word. The word is highlighted in another color.
  5. To accept your changes and close the spell checker, click Resume editing:

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

  1. Click Check Spelling on the compose toolbar.
  2. Words that are not spelled correctly or unknown are highlighted.
  3. Click on a highlighted word. A pop-up displays suggested corrections.
  4. If the word is spelled correctly, click on the word and click Add:

    That word is added to your dictionary.

Add CC: and BCC addresses

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

  • CC: allows you to send a copy of a message to someone who's interested, but is not the primary recipient. All Cc'ed recipients see the entire mailing list when they read the message.

  • BCC: allows you to send a copy of a mail message to someone without specifying their address in the copies of the message sent to other recipients.

Add a CC: address

  1. Click Compose email to open up the VNCmail compose window.
  2. In the To: address box, type your primary recipient’s email address. You can separate multiple addresses by pressing the Enter key.
  3. To send a copy of your email message to recipients, you must add each one as a CC recipient. Click the CC button:

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

  5. Compose your new message and then click Send.

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

Add a BCC: address

  1. Use the same first steps as in Add a CC: address. Except, this time, click the BCC button:

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

  3. Compose the message and send it.

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

Add attachments to an email

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

  1. Compose the message as described in the "Compose an email" section.
  2. Click Attach and select a required option:

    • My Computer and Attach Inline to attach something from your computer. Browse to any folder on your computer and select the file. Select the file and click Open, or you can drag and drop files from a folder to the compose message header.
    • Email if you want to attach an email. If the email is not in your Inbox, select the folder. You can search for a message in the folder you selected. Email messages are displayed on the right. Select the message to attach.
    • Contacts if you want to attach a contact. Select the address book. The names in the address book are displayed on the right. You can search across your address books for a name. Check the names to attach. They are attached to the message as .vcf files.

      If you share a video link, the video preview will be available inside the email. It means that you or the recipient will not need to open some external website to watch the video:

  3. Click Send to send the message and the attachments.

You can add attachments from your computer with drag and drop. To do that, perform the following steps:

  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 are displayed in the header.

To remove an attachment, click next to the attachment before you send the email message.

Save emails as drafts

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

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

To save a message manually:

  1. Create your email message as described in Compose an email.
  2. Click Save Draft.

The draft message is saved to the Drafts folder.

To retrieve a draft message:

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

Move an email to a folder

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over a required email and click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Move to folder:

    Another way is to click the email, which you want to move to a folder, and click the folder icon:

  4. The Move to dialog box pops up:

    Select a folder from the list or use the search field. You can also create a new folder by clicking Add 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.

  5. When you're finished, click Move.

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. Click the Mail tab on the toolbar.
  2. Hold the pointer over a required email and click the kebab menu icon next to it.
  3. From the drop-down menu that opens, click Mark as unread or Mark as read .

Mark/unmark an email as favorite

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

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

  1. Click the Mail tab on the toolbar.
  2. On the far right of a conversation entry, click the star icon and it will turn yellow, confirming that you've marked the email as favorite. Another way is to hold the pointer over a required email and click the kebab menu icon next to it. From the drop-down menu that opens, select Add star:

To unmark an email as favorite:

  1. Click the Mail tab on the toolbar.
  2. On the far right of a conversation entry, click the star icon . This removes the email from the Starred folder. Another way is to hold the pointer over required email and click the kebab menu icon next to it. From the drop-down menu that opens, select Remove star:

Mark an email as spam

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

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over a required email and click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Mark as spam:

    Another way is to click the email, which you want to mark as spam, and click the spam icon at the top:

Delete an email

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

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over a required email and click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Delete conversation:

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

  1. Go to the Trash folder.
  2. Hold the pointer over the deleted email and click the kebab menu icon next to it.
  3. From the drop-down menu that appears, select Delete message. Another way is to click the email you want to delete and the tash icon the trash icon at the top of the conversation list pane.
  4. Confirm that you want to delete the email permanently, click DELETE in the modal window.

Reply to an email

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

  • To reply to only the email sender, click Answer email .
  • To reply to all the participants, specified in the email, click Answer all participants .

To reply to an email:

  1. Click the Mail tab on the toolbar.
  2. Open a required email.
  3. At the top of your reading pane, click Answer email or Answer all participants:

  4. Enter the email content and click:

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

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

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

Forward an email

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

  1. Click the Mail tab on the toolbar.
  2. Open a required email and click Forward at the top of your reading pane:

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

  4. Check the subject of the email message. The subject line for 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.
  5. Enter some notes in the field and click:

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

  1. Click the Mail tab on the toolbar.
  2. Open a required email and click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Redirect:

  4. Enter a required email address in the field and click OK:

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

  1. Click the Mail tab on the toolbar.
  2. Open a required email and click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Print:

  4. A preview of your email message will open in a new window.

  5. In the Print dialog box, choose the printer options you want, and click Print.

Edit an email draft

The Drafts folder in VNCmail stores email messages you've started but haven't yet sent. Edit a saved draft:

  1. Click the Mail tab on the toolbar.
  2. Go to the Drafts folder and hold the pointer over a required email draft. Then click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Edit draft:

  4. Edit the email draft.

  5. When you're 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.

Delete an email draft

  1. Click the Mail tab on the toolbar.
  2. Go to the Drafts folder and hold the pointer over a required email draft. Then click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Delete draft:

  1. Click the Mail tab on the toolbar.
  2. Go to the Drafts folder and hold the pointer over a required email draft. Then click the kebab menu icon next to it.
  3. From the drop-down menu that opens, select Print:

Customize the reading pane

VNCmail offers the Reading Pane, in which you can view and work with items that are in your Inbox by simply selecting them from your Inbox list. You can customize how the Reading Pane appears.

There are 3 options for the reading pane:

  • Reading pane at the right - if you want an email text to be displayed on the right side;
  • Reading pane at the bottom - if you want an email text to be displayed at the bottom of the page;
  • Reading pane off - if you want an email text to be displayed if you click this email.

  • Click the Mail tab on the toolbar.

  • In the top-right corner of the conversation list pane, click the following drop-down menu:

  • Hold the pointer over Reading Pane and select a required option:

Folders

Create a folder

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

  1. Click the Mail tab on the toolbar.
  2. Click the folder icon:

  3. Type the desired Folder Name in the text box.

  4. In the Folder color area, 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. Click the Mail tab on the toolbar.
  2. Hold the pointer over the folder you want to rename.
  3. Click the kebab menu icon next to it.
  4. From the drop-down menu that opens, select Rename Folder:

  5. Edit the folder name and click RENAME.

Delete a folder

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over the folder you want to delete.
  3. Click the kebab menu next to it.
  4. From the drop-down menu that opens, select Delete Folder:

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

Empty a folder

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over the folder you want to empty.
  3. Click the kebab menu icon next to it.
  4. From the drop-down menu that opens, select Empty Folder:

  5. 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 together.

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over the folder you want to move.
  3. Click the kebab menu icon next to it.
  4. From the drop-down menu that opens, select Move Folder:

  5. Select the destination folder and click Move:

    Or you can create a folder and move the folder there. For this click Add new folder, enter the folder name to the field, select a required color for it, and click CREATE. Then click this folder and 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 with read-only permissions and other users edit permissions.

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over the folder you want to share.
  3. Click the kebab menu icon next to it.
  4. From the drop-down menu that opens, select Share Folder:

  5. The Share with dialog box pops up.

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

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

  8. Assign a role:

    Note:

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

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

    • Do not send mail about this share: If you do not want the users to get the notification message when you share a folder with them.
    • Send standard message: If you want the users to get the notification message when you share a folder with them.
    • Add note to standard message: If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field.
  10. Click the checkmark at the bottom right of the dialog box.

Create a subfolder

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

  1. Click the Mail tab on the toolbar.
  2. Hold the pointer over a folder, where you want to create a subfolder.
  3. Click the kebab menu icon next to it.
  4. From the drop-down menu that opens, select New Folder:

  5. Enter the subfolder name and select a required color for it.

  6. Click CREATE.

Tags

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

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

The existing tags are stored under the "Tags" menu in the left pane:

You can find this list if you click 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.

  1. Click the plus icon next to the "Tags" menu in the left pane:

  2. The Create Tag modal box pops up. Type a tag name in the Tag Name field and select a desired color for it.

  3. When you're finished, click CREATE.

Another way is to hold the pointer over a tag in the "Tags" menu and right-click it. From the drop-down menu that opens, select New Tag.

Edit a tag

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

  1. Hold the pointer over a tag in the "Tags" menu and right-click it.
  2. From the drop-down menu that opens, select Rename Tag:

  3. Make changes and click SAVE.

Apply a tag

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

  1. Hover the pointer over the email to which you want to apply a tag.
  2. Click the kebab menu icon next to it.
  3. From the drop-down that opens, select Add tag:

  4. The Tags modal box pops up.

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

  5. When you're finished, click the checkmark at the bottom right of the dialog box.

Another way is to right-click the email to which you want to apply a tag. From the drop-down menu that opens, select Add tag.

Tags will appear under the "Tags" menu in the left pane, below your Mail Folders. Select a tag to filter your inbox to only display emails that have that tag.

Tag multiple emails at once

  1. Tick the checkbox at the top left of the Conversation list:

  2. Select all the emails to be tagged.

  3. Right-click any one of the selected items and select Add tags from the drop-down menu that opens.

Another way is to click the kebab menu icon at the top right of the Converasation list and select the Add tag menu option that appears:

Search for emails with a specific tag

Click a tag under the "Tag" menu in the left pane:

Alternatively, you can search for tags. In the Search field enter the query as tag: <"tag name"> and press Enter. A query of tag: "Designers" would show all emails that had a tag named Designers applied:

Remove a tag from an email

To remove a tag from an email message open the email and click next to any tag.

Another way is to open an email message and click the kebab menu icon and select Remove all tags menu option that appears:

Delete a tag

  1. Hold the pointer over a tag in the "Tags" menu and right-click it.
  2. From the drop-down menu that opens, select Delete Tag:

  3. Confirm that you want to delete the tag, click YES in the modal window.

Calendar

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

Create a calendar

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

  1. Click the Calendar tab on the toolbar:

  2. Click the kebab menu icon next to Calendars and select New Calendar menu option that appears:

  3. The New Calendar dialog box pops up.

  4. Type the desired Tag Name in the field.
  5. Select the desired color from the palette.
  6. If you want appointments to have color markers in this calendar - check the box next to Exclude this calendar when reporting free/busy/times.
  7. When you're finished, click CREATE.

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

To view your upcoming appointments and meetings, check the box next to the required calendar.

Calendar view options

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

  1. The default calendar view will be shown every time you click on the Calendar's name.

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

  3. Select the days and times you work.

You can also quickly change the calendar view on the Calendar toolbar:

Calendar list view of appointments

The traditional calendar views - Day, Week, Work Week, Month - work perfectly when you want to edit or move a single appointment via drag and drop. However, they don't work so well when you don't want to view things in a traditional way.

The List view in Calendar provides the following information that is not available in the other Calendar views.

  1. A list of appointments for a specific period of time from selected calendars.

  2. Appointments from all selected calendars are listed vertically by date and time, showing:

    • Date of the appointment
    • How long the appointment is
    • Subject of the appointment
    • Location of the appointment
    • Status, whether the appointment is New, Accepted, Tentative
    • Which calendar the appointment is saved to
    • Whether the appointment has tags and attachments
    • Whether it is recurring or not
  3. You can sort by date, subject, and calendar columns.

Share a calendar

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

Share a calendar with external users

  1. Click the Calendar tab on the toolbar:

  2. Hold the pointer over a required calendar and right-click.

  3. From the drop-down menu that opens, select Share Calendar:

  4. The Share with dialog box pops up.

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

    • Do not send mail about this share: If you do not want the users to get the notification message when you share a 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.
  8. Click the checkmark at the bottom right of the dialog box.

Share a calendar with users of VNCmail

  1. Click the Calendar tab on the toolbar:

  2. Hold the pointer over a required calendar and right-click.

  3. From the drop-down menu that opens, select Share Calendar:

  4. The Share with dialog box pops up.

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

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

    • Do not send mail about this share: If you do not want the users to get the notification message when you share a 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.
  8. Click the checkmark at the bottom right of the dialog box.

Share a calendar with the public

  1. Click the Calendar tab on the toolbar:

  2. Hold the pointer over a required calendar and right-click.

  3. From the drop-down menu that opens, select Share Calendar:

  4. The Share with dialog box pops up.

  5. Under the Share with section, select Public (view only, no password required)
  6. Click the checkmark at the bottom right of the dialog box.

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. Click the Calendar tab on the toolbar:

  2. Hold the pointer over a required calendar and right-click.

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

  4. The Edit Properties dialog box pops up.

  5. Make your changes. If you need to share the calendar, click ADD SHARE and follow the steps from the "Share a calendar" subsection.
  6. When you're finished, click the checkmark at the bottom.

Delete a calendar

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

  1. Click the Calendar tab on the toolbar:

  2. Hold the pointer over a required calendar and right-click.

  3. From the drop-down menu that opens, select Delete:

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

If you want to delete a calendar permanently:

  1. Click Trash.
  2. Hold the pointer over the calendar and right-click.
  3. Select Delete menu option that appears.
  4. Confirm that you want to delete the calendar permanently, click DELETE in the modal window.

Create an appointment

Appointments are activities that you schedule in your calendar.

  1. Click the Calendar tab on the toolbar:

  2. Click New appointment:

  3. The New Appointment dialog box pops up.

  4. Type an appointment name in the Add title field.
  5. Select the appointment start date and end date from the Appointment starts and Appointment ends drop-down menus accordingly. If the appointment is going to last the whole day, check the box next to All day.
  6. Select the Every day option from the Repeat drop-down menu if it is a recurring appointment and you need to have this appointment every day. So, you do not need to create the same appointment every day.
  7. Use the Notify drop-down menu to set the reminder notice for when to be reminded of the appointment start time.
  8. Select how your availability for this appointment should be shown in the calendar. From the Project drop-down menu, select either Free, Tentative, Busy, or Out of office, and select the calendar for this appointment.
  9. Check the box next to Private if you want to hide some of the appointment details from others in your organization.
  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. 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.

    Note:

    To search for addresses to add, click the plus icon next to the Attendees and Optional attendees fields.

  12. Under the Suggested time section, click Suggest a time to display the suggested date, time, and location.

  13. Type the equipment you want to reserve in the Equipment field.
  14. To attach files, click Upload.
  15. The Scheduler displays free/busy information on users you invite. If attendees' schedules are known, availability appears in horizontal bars next to the names.
  16. Add the appointment description to the Description field. If you need to check the spelling, click Check Spelling .
  17. When you're finished, click SAVE.

You should see the created appointment in the calendar.

Create all day appointment

An all day appointment is an activity that lasts all day. Events do not show as time on the calendar, they appear as banner at the top of the calendar schedule.

  1. Click the Calendar tab on the toolbar:

  2. Right click a required date on a calendar and select New All Day Appointment menu option that appears:

  3. Type an appointment name in the Add title field.

  4. Fill in the Location field. Or you can select a location from the suggested list, for this click Suggest a location.
  5. Select the appointment start and due dates from the Start date and Due date drop-down menus.
  6. Select how your availability for this appointment should show in the calendar. From the Display drop-down menu, select either Free, Tentative, Busy, or Out of office.
  7. Select a calendar, in which you want to create the appointment, from the Calendar drop-down menu.
  8. Check the box next to Private if you want to hide some of the appointment details from others in your organization.
  9. Select the Every day option from the Repeat drop-down menu if it is a recurring appointment and you need to have this appointment every day. So, you do not need to create the same appointment every day.
  10. Use the Notify drop-down menu to set the reminder notice for when to be reminded of the appointment start time.
  11. 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.
  12. When you're finished, click SAVE.

If you need to add participants, click MORE DETAILS to open the Appointement page.

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. Click the Calendar tab on the toolbar:

  2. Tick a calendar where a required appointment is located:

  3. Double-click the appointment.

  4. Make your changes to the appointment.
  5. To save changes, click SAVE.

Create an appointment copy

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

  1. Click the Calendar tab on the toolbar:

  2. Tick a calendar where a required appointment is located:

  3. Right-click the appointment and click 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. Click the Calendar tab on the toolbar:

  2. Tick a calendar where a required appointment is located:

  3. Right-click the appointment and click Forward:

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

  5. The Select Attendees dialog box pops up:

  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. When you're finished, 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. Click the Calendar tab on the toolbar:

  2. Tick a calendar where a required appointment is located:

  3. Right-click the appointment and click Move:

  4. The Move appointment dialog box pops up.

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

    Note:

    You have an option to create a new calendar for the appontment by clicking New at the bottom left. The New Calendar dialog box pops up. Type the calendar name in the field, assign a color associated with it, and click CREATE. The calendar should appear in the calendars list and you will be able to select it to move the appointment.

  6. 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. Click the Calendar tab on the toolbar:

  2. Tick a calendar where a required appointment is located:

  3. Right-click the appointment and click Tag Appointment:

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

  5. When you're finished, click the checkmark at the bottom right of the dialog box.

Delete an appointment

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

  1. Click the Calendar tab on the toolbar:

  2. Tick a calendar where a required appointment is located:

  3. Right-click the appointment and click Delete:

  4. For appointment where you send an invitation to the attendees, select Cancel.

  5. Confirm that you want to delete the appointment - click DELETE in the modal window.

Briefcase

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

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

Create a briefcase folder

  1. Click the Briefcase tab on the toolbar:

  2. Click the kebab menu icon next to Briefcase folders and click New briefcase folder:

  3. Type a folder name in the field and select a color that can be associated with it.

  4. Click the checkmark .

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

Edit properties of a briefcase folder

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

  1. Click the Briefcase tab on the toolbar:

  2. Hold the pointer over a required briefcase folder and click the kebab menu next to it.

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

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

  5. Click the checkmark .

Delete a briefcase folder

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

  1. Click the Briefcase tab on the toolbar:

  2. Hold the pointer over a required briefcase folder and click the kebab menu next to it.

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

  4. Confirm that you want to delete the briefcase folder temporary - click DELETE in the modal window.

If you want to delete the briefcase folder permanently:

  1. Click Trash:

  2. Find a required briefcase folder and right-click it.

  3. Select the Delete briefcase folder menu option that appears.
  4. Confirm that you want to delete the briefcase folder permanently - click DELETE in the modal window.

Share a briefcase folder

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

Share a folder with external users

  1. Click the Briefcase tab on the toolbar:

  2. Hold the pointer over a required briefcase folder and click the kebab menu next to it.

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

  4. The Share with dialog box pops up.

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

    • Do not send mail about this share: If you do not want the users to get the notification message when you share a folder with them.
    • Send standard message: If you want the users to get the notification message when you share a folder with them.
    • Add note to standard message: If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field.
  8. Click the checkmark at the bottom right of the dialog box.

Share a folder with external users

  1. Click the Briefcase tab on the toolbar:

  2. Hold the pointer over a required briefcase folder and click the kebab menu next to it.

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

  4. The Share with dialog box pops up.

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

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

    • Do not send mail about this share: If you do not want the users to get the notification message when you share a folder with them.
    • Send standard message: If you want the users to get the notification message when you share a folder with them.
    • Add note to standard message: If you want to add a note to the notification message. If you select this option, you should fill in the appeared Message field.
  8. Click the checkmark at the bottom right of the dialog box.

Share a folder with the public

  1. Click the Briefcase tab on the toolbar:

  2. Hold the pointer over a required briefcase folder and click the kebab menu next to it.

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

  4. The Share with dialog box pops up.

  5. Under the Share with section, select Public (view only, no password required)
  6. Click the checkmark at the bottom right of the dialog box.

Upload a file to a briefcase folder

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

  1. Click the Briefcase tab on the toolbar:

  2. Click the folder where you want to upload a file and click Upload File:

  3. If you need to add some notes, enter a message in the Notes field.

  4. Click BROWSE to find the file to upload.
  5. Select a required file and then click UPLOAD.

Manage version control of files in briefcase

Version control allows you to manage changes to your documents in Briefcase. Each time you make a change to a file and save the file, original and updated version are displayed in the document list:

  • To restore to a previous version, right-click on another version and select Restore as Current Version.
  • To delete a version you no longer need, right-click on the file and select Delete.

Files that you upload can be checked out to prevent multiple people from working on the same file in Briefcase. These files are downloaded to your computer. When you upload the updated file, it is checked in and the version is updated.

Sort files in a briefcase folder

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

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder that contains the files you want to sort.

  3. Click Sort by on the toolbar and select a sort by option on the menu:

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

Rename a file in a briefcase folder

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file you want to rename.

  3. Select the file to be renamed.
  4. Click the kebab menu icon at the top right and then select Rename to apply the new name:

  5. Rename the document and click RENAME.

Delete a file from a briefcase folder

Deleted files are stored in "Trash".

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file you want to delete.

  3. Select the file to be deleted.
  4. Click the trash icon at the top. Or you can right-click the file and select Delete menu option that appears:

  5. Confirm that you want to delete the file temporary - click DELETE in the modal window.

If you want to delete the file permanently:

  1. Navigate to Trash:

  2. Find a required file and right-click it.

  3. From the drop-down menu that opens, select Delete.
  4. Confirm that you want to delete the file permanently - click DELETE in the modal window.

Edit a file in a briefcase folder

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file you want to edit.

  3. Select the file to be edited and right-click it.
  4. From the drop-down menu that opens, select Edit:

  5. Edit the document and click SAVE or SAVE & CLOSE at the top.

Download a file from a briefcase folder

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file you want to download.

  3. Select the file to be downloaded and click it.
  4. Click the arrow icon at the top. Or you can right-click the file and click Download:

Move a file to a briefcase folder

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file you want to move.

  3. Select the file to be deleted and click it.
  4. Click the folder icon at the top. Or you can right-click the file and click Move:

  5. Click a destination folder where you want to move the file. Or you can create a new briefcase folder and move the file there. To create a new briefcase folder, click CREATE NEW FOLDER.

Add a tag to a file

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file you want to add a tag to.

  3. Click the tag icon at the top.
  4. The Tags modal box pops up.

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

  5. When you're finished, click the checkmark at the bottom right of the dialog box.

Another way is to right-click the file to which you want to apply a tag. From the drop-down menu that opens, select Add tag.

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.

Remove a tag from a file

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file, for which you want to remove a tag.

  3. Open the file and click the tag icon at the top:

  4. The Tags modal box pops up.

  5. Click the cross icon next to the tag, which you want to remove.
  6. When you're finished, click the checkmark at the bottom right of the dialog box.

Send a file as an attachment

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing the file you want to send as an attachment.

  3. Select the file to be sent as an attachment and then click the kebab menu icon at the top right.
  4. From the drop-down menu that opens, select Send As Attachment(s):

  5. The email compose box opens with the file attached.

  6. Fill in To and Subject fields.
  7. Complete the email message as needed.
  8. When you're 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.
  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing a file you want to share.

  3. Select the file to be shared and then click the kebab menu icon at the top right.
  4. From the drop-down menu that opens, select Send Link(s):

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

  6. The email compose box opens with the link displayed in the body of the message.
  7. Fill in To and Subject fields.
  8. Complete the email message as needed.
  9. When you're 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.
  1. Click the Briefcase tab on the toolbar:

  2. Navigate to the folder containing a file you want to print.

  3. Select the file to be printed and click the printer icon on a file.

Create a document in a briefcase folder

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

  1. Click the Briefcase tab on the toolbar:

  2. Click the folder where you want to create a document and click New Document:

  3. The New Document page opens.

  4. Enter a document name to the File Name field.
  5. Compose a message. You can use the rich text editor to select, change, or add the following:

    • Font sizes, faces, and colors
    • Text styles
    • Background colors
    • Attachments
    • Images
    • Links.
  6. When you're finished, click SAVE or SAVE & CLOSE.

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

Checkout a file

If you want to make changes to a file in a Briefcase, but keep others from making changes at the same time, check the file out from the Briefcase list.

When you do that, only you can edit it. You can edit the file offline. When you're done making changes to the file, check it in to upload your changes. If you change your mind, you can discard a file checkout.

  1. Click the Briefcase tab on the toolbar:

  2. Click a required folder and right-click the document that you want to checkout.

  3. From the drop-down menu that opens, select Checkout file:

    Another way is to click the file and click the kebab menu icon. Then select Checkout file menu option that appears:

    You should see the lock icon on the file and the file should be downloaded:

  4. Right-click on the locked file and select Check In File:

  5. In the Check In File to Briefcase dialog box that pops up, browse to the required file on your computer. If you want to add information, type this in the Notes text area.

  6. Click CHECK IN. The file is uploaded. The lock is removed and the file details, including a new version number and notes, are updated in the file list.

You should see that the lock is removed and the file details, including the number and notes, are updated.

Discard a file checkout

  1. Click the Briefcase tab on the toolbar:

  2. Navigate to a required folder and right-click the document that you want to checkout.

  3. From the drop-down menu that opens, select Discard Check Out:

"Advanced Search" option allows to search in emails, calendars, contacts, briefcases folders. You can type a number of phrases in the Search box at the top of the VNCmail window. In addition to searching for different words and phrases, you can select the search area to narrow your search results. Also the option allows to search in shared items too.

  1. To search for something, click the following drop-down menu:

  2. Select the area where you want to search and enter a search request to the search field. If you need to search in shared items, check the box next to Include shared items: