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VNCmail Webclient User Manual

Introduction

VNCmail offers all relevant mail features such as inbox, folders, filters, signatures, spam filters, keyboard shortcuts – in short, everything you are already familiar with from your everyday communication. And the clean VNCmail design makes communication fast and efficient.

VNCmail is more than just a common groupware tool. It can be integrated with several VNC products to vastly extend its range of functionalities. VNCsafe connects for example to VNCsafe, a file sync & share product, to attach files directly to emails. Of course any email attachment can be stored in VNCsafe, too.

VNCmail comes with a powerful VNCcalendar extension which manages not only private appointments, but enables professional group calendaring functions such as sharing and invitations. You can share your complete calendar to see each other's availability or, for example, birthdays and holidays in teams or the company.

Login

Visit the URL provided by your administrator and enter your user name and password.

After the login you will be redirected to the start page:

From here, you have access to your emails and your other VNC products integrated with VNCmail - for example VNCcalendar and VNCcontacts.

The User Interface & Settings

The Top Bar

This toolbar gives you access to the app switcher (1), the search bar (2), your profile information and preferences (3) and allows you to switch between inbox, contacts calendars and briefcase or other applications you integrated with VNCmail (4).

The App Switcher

With this button you can switch between your different VNClagoon products, like VNCtalk, VNCmail or VNCcontacts.

You have access to the search bar from every area of VNCmail. Just type in your search term and select where the search shall be: VNCmail VNCcontacts briefcase VNCcalendar

and if shared items shall be included or not. You can include the trash, shared and spam folder in the search. To enable this feature open the Main Preferences.

Search in your Inbox

The default setting for the search bar is always the tab you're using at the moment you enter the search term. So if you start the search in your Inbox the search results will contain emails matching the search term.

With the Refine button you can search for more detailed results, for example for a certain sender, receiver or date. Of course you can exclude or include attachments, too.

Search in your VNCcalendar

If you search in your calendar for certain terms or phrases you will get a list including all matches.

From this list view, you can use all operations you've got available in the calendar view, too.

Search in your Briefcase

coming soon ...

The User Account

By clicking on your user avatar you will get an overview of your account containing your user photo, email address and password menu.

Change the avatar photo

Click on the Profile button to change your user avatar or password:

You can change your user avatar by clicking on the camera icon next to the place holder or avatar photo.

Adjust the photo with the cursor on the image and click on Save afterwards.

Change the password

You can change your password by clicking on the user avatar and Change password (1) or by clicking on the Change password button in the profile menu (2)

Click on Change to confirm your new password.

Logout

Click on the Logout button in your profile menu to logout from VNCmail.

Preferences

The preferences are accessible via the cogwheel icon on the top right corner of VNCmail.

Main Preferences

In the Main Preferences you can change your time zone, language, theme (this defines how VNCmail looks like), compose direction and several additional options for the Search.

Don't forget to save your changes with the button at the bottom of the page.

Account Preferences

You can add additional accounts to your VNCmail account, e.G. if you like to answer with a different email address:

Mail Preferences

The Mail Preferences allow you to change the appearance of sent and received emails and many more.

Displaying Messages

In this section you can choose how the user names are displayed: First name First name | Last name * Email address only

You can also change the interval VNCmail uses to check for new emails.

Receiving Messages

Here you can decide what happens to incoming emails. You can automatically forward new emails to another account, send notifications (pop-up, flashing browser title and/or sound) about new arrivals in single folders or the inbox only, decide about the behaviour when emails with read receipts arrive or automatically delete duplicate messages.

Composing Messages

Here you can set all preferences for your composed messages, for example about drafts, spell check, copies in the sent folder or the behaviour of email replies (like where to start the reply text and which prefixes to use).

Spam Mail Options

Here you can individually blacklist/whitelist certain email addresses.

Access from other Mail Clients

Decide what happens to emails if you access it via another mail client, here.

Don't forget to SAVE your changes in the Mail Preferences when you're done.

Filters

VNCmail comes with a powerful filter functionality. You can define many filters to keep your email inbox clean and tidy.

In this example we added a filter which will add all incoming emails with a calendar invitation to the "Meetings" folder.

Signatures

VNCmail allows multiple signatures for different occasions. You can get a preview of each signature by clicking on the arrow button on the right side next to the signature name.

In this signature tab you can also set which signature is used for which email. For example, you can use two different signatures for new emails and replies.

To add a new signature, just click on the signatures tab and Add Signature. Click on the blue button on the lower right corner to save your new signature.

Out of Office Messages

You can send automated reply emails when you are on vacation or further education. Just enter the message and time period and your mail account will automatically respond to incoming emails with your out of office message.

Keyboard Shortcuts

You can use keyboard shortcuts, for example to expand/collapse your conversations or send emails without a mouse click:

Notifications by Email

Import/Export

You can import the following file types: tgz, csv, ics, vcf, zip, tar. Furthermore, you can export your whole account or single components like calendars and contacts.

Sharing Folders, Calendars and more

In the Sharing tab you can see all items shared with you or by you.

Via this tab you can also share items, for example calendars. Just select the e.g. calendar, set the roles and save the settings.

Trusted Addresses / Domains

This tab is your personal whitelist for email content. Mails from this list will automatically display e.g. images.

Help

App Info

Here you can find the version number. This information helps us if you encounter an issue. So please always refer on the version number you can find here.

The changelog displays the latest changes to the VNCmail application. Here you will find new features and fixed bugs. Of course you can always have a look on the Release Notes on our website.

User Manual

Well - you are reading it right now. You can always open the manual via the button in the cogwheel menu and the Help button.

VNC service desk

If you experience problems with VNCmail or have a question, you can contact the VNC Service Desk by clicking the button in this menu.

Note: You need an account in the VNC support portal in order to contact the VNC service desk.

Here you can find links to our terms of use and the data privacy policy.

Sending Emails

New Email

To write a new email just click on the New Message button in the top left corner.

  1. You will now get to the mail compose window. You can select the "from" address if you have set an alternative account or alias in the Account Preferences, otherwise it will be your default mail account in VNCmail.

  2. The field To, Cc and Bcc suggest contact addresses according to your distribution list, even if you haven't created contact list entries yet. this makes it e.g. easier to find colleagues if an employee starts at a company. OF course the suggestion list also contains your contact addresses outside the distribution lists.

  3. You can attach files from your device to the email as file attachment or inline. For security reasons VNCmail0 does not support sending or receiving .svg files.

  4. Editor mode: You can either write in plain text or using the html editor. The html editor allows inline images and a lot of formatting options.

If you have set a signature it will be automatically inserted according to your Signature Settings.

If you have finished your mail text and entered all recipients, you have several options to access:

1. Send the email: Simply click on the send button in the top left corner of the composing window. You can also use the keyboard shortcut Ctrl + Enter. 2. Discard the email: The email will be deleted directly. 3. Save as draft: The email will be stored in your Drafts folder until you open it again. 4. Spell checking 5. Options: Here you can set * different Signatures from the Signature Settings * the Priority of the email: high, normal, low * to Request a read receipt 6. Compose the email in a separate window.

Receiving emails & Email operations

Received emails are usually displayed in your inbox except a filter sorted them to a custom folder or the spam folder.

If you click on an email it will be displayed at the right side of your mail tab. From here, you have several options:

  1. Use the menu in the top right corner of the email window to get access to the most common operations like reply, reply all or forward.

  1. Right-click on the selected email to open the full access to all operations listed below: |Index | Function | Description | |---:|----------|------------------------------------------------| |1 |Reply
    | Reply to the sender directly
    | |2 |Reply All
    | Reply to the sender and all other recipients| |3 |Forward
    |Send the single email to one or more other recipients| |4 |Forward Conversation
    |Send the whole email thread to one or more recipients| |5 |Redirect
    |Enter recipient(s) to redirect this message 'To' without including your 'Forward' information.| |6 |Edit as new
    |Copy the mail body content to a New email window| |7 |Delete
    |Move the email to the Trash folder| |8 |Mark as Spam
    |Set the email status to "spam" - it will be automatically moved to the Spam folder.| |9 |Add Tags
    |Add tags (keywords) to the email to group them with other emails under the same keyword in the "Tags" section.| |10|Move
    |Move the email to any other folder.| |11|Print
    |Print the email on your local printer or as file, e.g. PDF.| |12|Mark as read/unread
    |Mark your email as read (opened letter) or unread (closed letter)| |13|Filter
    |Create a filter with the email| |14|Show original
    |Clicking this button shows the plain code of the email|

Favorite emails

You can highlight important emails with a star. These emails will stay in you inbox unless they are not sorted by filters but you can also access all marked emails via the Starred folder.

Folders

You can sort your emails into different folders. Here, you can not only the system folders like inbox, spam or trash, but you can also create your own folder system with a complete tree structure for sub-folders.

If a folder contains one or more sub-folders there is an arrow on the left side of the folder name to expand the tree structure.

Folder operations

With a right-click on a folder you can open the folder's options:

Index Function Description
1 New folder
Create a new folder
2 Mark all as read
Marks all emails in this folder as read
3 Empty folder
Moves all emails in this folder to the Trash folder
4 Share Folder
Share the folder with one or more recipients
5 Move Folder
Move the Folder. All sub folders included are also moved.
6 Delete Folder
The folder (and its sub folders) are moved to the trash.
7 Rename Folder
Allows to rename the folder.
8 Edit properties
Allows to edit all folder properties like
* Name
* Color
* Retention
and shows all folder information like size and amount of emails.
9 Expand all
Shows all folders and sub folders at once.
10 Colour Picker
Gives some predefined colour suggestions for folders. By clicking on the arrow on the right side, the detailed colour menu pops up where you can select from a broader variety or enter directly a colour code in Hex.
11 Search Folder
Search for content in selected folders
Share Folders

You can share your folders with internal or external users. Depending on the server settings your administrator prepared, you can share folders with 1. External guests (viewer rights only) 2. Public (viewer rights only, no password required) 3. Other users of VNCmail

To share a folder you just have to enter the email address of the recipient. For External users there are only viewer rights - for other VNCmail users you can select the rights individually: 1. None 2. Viewer - users can only view the content but not adding anything new or remove content. 3. Manager: can view, edit, add and remove content from the folder. 4. Administrator: can view, edit, add and remove content and administrate the folder.

Recipients are informed via email about new shared folders they have access to. Here you can decide if you just like to send the standard email containing the your name, folder name, the granted permissions and - if needed - sign-in information or if you'd like to write an additional message to the recipient(s).

VNCcalendar

VNCcalendar can be integrated with VNCmail to grant access to all appointments and events. To open VNCcalendar click on the Calendar tab in the VNCmail top bar:

Now you will be redirected to the VNCcalendar main view, which is set to the work week view per default. You can change this view by clicking on the drop-down menu in the top right corner.

You can switch between 5 view modes. Additional to the standard work week view you can choose

  1. day view
  2. week view
  3. month view
  4. list view

Every appointment has a colour overlay depending on the colour of the calendar where it is sorted in. In our example birthday events are orange and default calendar entries are blue.

Preferences

Click on the cogwheel icon in the upper right corner and select Preferences and Calendar.

General Settings

Here, you can find all basic settings for your VNCcalendar appearance.

Default View (1)

Like mentioned above, you can choose between 5 view modes:

  1. day view
  2. work week view
  3. week view
  4. month view
  5. list view
Start week on (2)

Depending on where you live and work, the work week maybe starts on a different day. So we give you the choice to set your start day individually.

Default appointment visibility (3)

Here, you can switch between private and public appointments. Each appointment you create in VNCcalendar will be set to private or public automatically, depending on your selection.

Invitation Response (4)

To keep your Inbox clean VNCcalendar deletes invitation mails you answered. Of course you can keep these mails if you remove the checkmark from the checkbox in this section.

Forward Invitations (5)

You can forward invitation emails to another email address if you like. Just enter the email address here.

Reminders (6)

In VNccalendar you have several options to receive reminders. Choose from a wide range between "No Reminder" or two weeks before the appointment. The steps in-between range from 1 minute before to two weeks before.

Furthermore, you can decide whether you want to receive reminders for events in the past and which kind of notifications you'd like to get. You can choose between sound, a blinking browser header or a popup notification - or all at once.

Default Appointment Duration (7)

Each new appointment window has a predefined length. Here you can choose between 30, 60, 90 or 120 minutes. We suggest to choose the usual length of your standard appointments to make appointment creating as fast and easy as possible.

Work Week and Hours

Choose your usual work days and hours here. When you set the Normal mode each work day has the same settings. With the Custom mode you can set different times for each day individually.

To set individual time slots, click on the customize button and save your settings with Select.

Creating Appointments (Settings)

With Calendar You choose one of your calendars which is displayed in the calendar field of the new appointment menu.

The QuickAdd Dialog checkbox allows you to create fast access to the appointment menu by clicking on any time slot in your calendar. Removing this checkmark disables this functionality.

The Time Zones checkbox shows the time zone for each start and end date.

Permissions

Set your visibility settings for other users in the Free/Busy Section.

The Invites section handles the VNCcalendar settings for your received invitations. Here, you can also set who is allowed to send you invitations and you can prepare an auto-reply to users you blocked from sending invitations.

Here you can choose between

  1. All users can send invitations to you
  2. Only internal users can send invitations to you
  3. No one is allowed to send Invitations
  4. Only certain users can send you invitations. You can enter individual email addresses in the field below.

Apple iCal

Don't forget to Save your changes.

Add new appointments

You have several options to create a new event in VNCcalendar.

The "New Appointment" Button

Click on the New Appointment button on the top left corner to open the appointment menu. Here, you can add the following information to your appointment:

  1. Title
  2. Start date
  3. End date (or choose the whole day event checkbox)
  4. Repeat pattern
  5. Reminders
  6. Project information: Availability (free, tentative, busy, out of office), specific Calendar and checkbix for private appointments
  7. Attendees: Invite colleagues to your appointments
  8. Optional attendees
  9. Suggest a location for the event
  10. Equipment: write down needed equipment like flip-charts or anything you like so every attendee is prepared.
  11. Attachments: add video and image files or documents to your appointments
  12. Description: add a decription of the goals of your appointment in HTML or plain text.

Quick Add Appointment

To add an appointment very fast, you can click on a specific time slot in your calendar. The new appointment window will have selected the chosen date and time already:

By clicking on More details you will open the standard appointment window to add more specific information.

Event Preview

By hovering your mouse over an appointment, you will get the most relevant information about that specific event, like date, time and location:

Edit Appointments

You have two options to edit an event:

  1. double-click on an appointment
  2. right-click on an appointment
Option 1 Display Option 2 Display
double-click on a repeating appointment right-click on an appointment

With the right-click menu you have access to single operations on events and evenmt series, e.g. if you like to change only the calendar or tag. The double-click menu opens the whole editing menu.

Delete appointments

Right-click on the apoointmend you'd like to delete and select the Delete option.

Confirm that you really want to delete the appointment.

Share Calendars

You can share your single calendars to make your appointments visible to others. Right-click on a calendar folder and select the share option:

VNCcontacts

VNCcontacts can be integrated with VNCmail to grant access to all contacts and contact groups. To open VNCcontacts click on the Calendar tab in the VNCmail top bar:

Now you will be redirected to the VNCcontacts main view, which is set to the general contact list per default.

Contacts

Add New Contacts

Click on the New Contact button and select Create Contact:

Now you can add any relevant information to the following fields: 1. First & last name 2. Nickname 3. Job title & company 4. Email address 5. Phone 6. IM (Instant Messaging address) 7. Street, Zip code, city & country 8. URL 10. Birthday 11. notes

You can add as many contact information as you like, with the + button at the right side of every field you can add additional fields, e.g. to add more phone numbers or addresses.

If xou click on the dropdown menu in the address area you can select whether the address is a home, work or other address.

Same works with the date menu: Here, you can select whether the date is a birthday, an anniversary, or a custom event.

Please note: If you don't enter a name and email address, the contact will be displayed as No Name without an email address preview:

Edit Contacts

To edit a contact, click the pen icon at the right side of the contact you'd like to edit:

You will now see the same menu like in section Add new contacts. Of course the fields will already contain any information you have added before.

Delete Contacts

To delete one or more contacts click on the name/user icons in front of the name. The selected contact icons will be turned into a checkmark icon:

If you select one or more contacts, a new menu opens at the bottom of the page. If you click on the kebab menu you will find the option to delete your selected contact(s).