Emails

Updated till version 3.0

Managing emails

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

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

Change email message view

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

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

2. Select one of the following options:

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

Sort messages in the message list

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

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

Group messages in the message list

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

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

Preview an attachment

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

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

Composing emails

Compose an email

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

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

Mark the priority level of an email

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

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

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

   • High priority
   • Normal priority
   • Low priority

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

Add CC and BCC addresses

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

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

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

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

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

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

5. Compose your email as you normally would.

Spell check an email message

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

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

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

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

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

Add attachments to an email

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

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

Way 1. Using the paperclip icon.

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

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

Way 1. Using the "Attach" option.

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

Save an email as a draft

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

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

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

Organizing emails

Move an email to a folder

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

Way 1. Using the folder icon.

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

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

2. Tap the folder icon .

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

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

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

5. Tap Move.

Way 2. Using the kebab menu icon.

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

Mark an email as read/ unread

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

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

Way 1. Using the envelope icon.

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

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

2. Tap the envelope icon .

Way 2. Using the kebab menu icon.

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

Mark an email as favorite

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

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

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

Way 2. Using the star icon.

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

Way 2. Using the kebab menu icon.

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

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

2. Tap the kebab menu icon .

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

Way 3. From the Reading Pane.

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

Mark an email as spam

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

There are 2 ways to mark an email as spam.

Way 1. Using the kebab menu icon.

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

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

2. Tap the kebab menu icon .

3. Select Mark as spam from the dropdown menu.

Way 2. From the Reading Pane.

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

Delete an email

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

There are 2 ways to move an email.

Way 1. Using the trash bin icon.

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

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

2. Tap the trash bin icon .

Way 2. From the Reading Pane.

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

Delete an email permanently

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

Way 1. Using the trash bin icon.

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

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

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

4. Tap the trash bin icon .

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

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

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

Perform bulk actions on emails

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

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

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

2. Select other emails.

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

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

Replying to and forwarding emails

Reply to an email

There are 3 ways to reply to an email.

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

1. Open the email you want to reply to.

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

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

3. Enter the email content.

4. Tap the checkmark at the bottom.

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

Way 2. Using the arrow and kebab menu icons.

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

Way 3. Using the kebab menu icon.

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

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

2. Tap the kebab menu icon .

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

Forward an email

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

There are 2 ways to forward an email.

Way 1. Using the "Forward" option.

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

4. Check the subject of the email message.

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

5. Enter some notes in the field.

6. Tap the checkmark at the bottom.

Way 2. Using the kebab menu icon.

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

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

Redirect an email

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

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

Print an email

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

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