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General

The basics

You can change the language used throughout the webmail interface via webmail > Settings > General.

You can change the timezone used throughout the webmail interface via webmail > Settings > General.

You can change the theme used throughout the webmail interface via webmail > Settings > Theme.

Icons

Action Icon
FAB (floating action button) fab-icon-1.png
New new-icon-1.png
Edit edit-icon-1.png
Delete delete-icon-1.png
Search search_icon_1.png
Archive archive-icon-1.png
Share share-icon-1.png
Attachment attachment_icon_1.png
Today today_icon_1.png
More Menu more-menu-icon-1.png
Sort options mceclip0.png

Accounts

The basics

At the login page you are normally required to use your full email address (username@domain) to log in. However, your mail provider may have configured local part only logins in which case you may be able to log in using only the local part (username) of your email address, leaving the domain off. For example, if your email address is user@domain.com then you may be able to simply enter "user" into the Email field. In either case your password is still required.

You can add extra email accounts. To do this, go to webmail > Settings > Accounts and click the 'ADD ANOTHER ACCOUNT' button to add additional accounts.

Adding google account will open google sign in popup.

Enter correct IMAP and SMTP server details for adding IMAP account.

account-imap.png

You can switch between your enabled accounts by selecting a different account from the account switcher.

account-selector.png

account-selector2.png

If your mail provider has enabled client-side account credential storage then you may be prompted for the username and password pairs for each service account when you log in. If credentials are required for one or more accounts, the page below will appear immediately after you log in. Enter the credentials for each account and optionally check the "Remember" checkbox. If you check "Remember" then the same details will be used to authenticate your accounts upon any subsequent logins.

account-auth.png

Note that at least one mail account must be authenticated before login will continue. If you click "CANCEL" before a mail account is authenticated, you will be taken back to the login page. If you have a mail account authenticated but cancel authentication before other service accounts have been authenticated, those service accounts (e.g. contacts) will not function for that session.

Upon setting up your account, loss of your password or for any other reason deemed necessary, the system administrators may assign you a "One Time Password", or OTP. This password enables you to login to your account via this web UI ONCE ONLY, upon which you will be presented with the dialog pictured below in order to set a new password for continued use. You must set the new password before you can continue using the application. Each OTP issued is only good for one login. If you do not set a new password after login and the session expires then you will require a new OTP in order to access your account again and set your new password.

otp-change-pass.png

Managing accounts

You can choose which account loads as the default when you log in. Go to webmail > Settings > Accounts and select your preferred account via the 'Primary account' drop-down selection. 

You can update all your account details, including IMAP & DAV settings, under webmail > Settings > Account by clicking the 'Edit' icon next to the account you wish to update.

Go to webmail > Settings > Accounts and click on the trash icon next to the account you want to remove. Once deleted, no data pertaining to that account is retained.

Click the EDIT button under Security questions on the webmail > Settings > Accounts page. Security questions are used when using the password recovery tool. You will be asked to answer 3 randomly picked security questions of the 5 that you have set up.

Enter your preferred recovery email address in the space provided under Recovery email on the webmail > Settings > Accounts page. You can also follow this link to set up your recovery email address. This will be the email address you enter when you need to recover your account if the password has been lost.

account-security-questions.png

Mail

The basics

You can view the current quota used via webmail > Settings > Mail. 

To create a new email click onto the 'FAB' icon at the bottom right of the webmail interface.

You will often want to perform an action on more than one email at a time. To do so you will first need to select the emails. To select an email, hover your cursor over the avatar on the email in the list, it will become a checkbox that you can click. Once clicked select mode will be activated and the checkboxes will display for all items. Check the checkboxes for all the emails you wish to select. If you wish to select a range of emails then simply check the first one in the range, hold down the SHIFT key then click the checkbox on the last email in the range. Doing this will select all emails in the range. Once you have all the desired emails selected you can then perform the action (e.g. click the delete icon or drag and drop to another folder etc). To cancel select mode without performing an action simply click the close (X) icon in the app bar.

Your inbox automatically updates with new email(s) as soon as they are available on the server.

Click the mailbox/folder you wish to view in the side menu. Once loaded, click onto the email you wish to view.

You can star (and unstar) email(s) as important via the following methods:

  • Right click on a message in the list, then choose "Star/Remove star" from the menu
  • Click the star icon next to the email you want to mark as important.

mark-as-important.png

You can block a sender using the more menu on an individual email, this will automatically move all subsequent emails from the blocked address to the spam mailbox upon receiving.

block-sender.png

You can unblock a sender using the more menu on an individual email with an address that was previously blocked.

unblock-sender.png

When you block an address it is saved to the manage spam settings blacklist found in mail settings. You can edit, add and remove addresses (and domains) directly from the list here.

blacklist.png

You can archive email(s) via the following methods:

  • Select the email you want to archive and click on the 'Archive' icon at the top right of the webmail interface.
  • Click on the avatar in the email list, (this enables selection of multiple emails), then click onto the 'Archive' icon above the email list.

    archive-button-2-blue.png

  • Select the email you want to archive and click the 'More menu' icon from the top right toolbar on the screen. Click onto 'Move to' and select the 'Archive' folder. Click 'OK' to confirm.

    archive-button-3-blue.png

  • Right click on the thread in the thread list and select "Archive" from the menu

You can delete email(s) via the following methods:

  • Click on the 'Delete' icon above the email you are currently viewing.
  • Click on the avatar in the email list, (this enables selection of multiple emails), then click on the 'Delete' icon above the email list.

    trash-button-2-blue.png

  • Select the email you want to delete and click the 'More menu' icon from the top right toolbar on the screen. Click on 'Move to' and select the 'Trash' folder. Click 'OK' to confirm.

    trash-button-3-blue.png

  • Right click on the thread in the thread list then choose "Delete" from the menu. Click 'OK' to confirm.

Clicking on the icon next to the Inbox heading will present a selection of select options. When using these options, they will select all emails that fit the criteria. After a selection option has been chosen an email count of what has been selected will be displayed.

select-all.png

If you want to save an attachment from an email you have received you can click the "download" link on the attachment thumbnail to save it directly to your device.

You can also save to other locations by using the "more" menu on the attachment thumbnail. Alternative locations you can save to are:

  • My Files

If you chose to save to My Files you will be taken to My Files where you should navigate to the folder you wish to save the file to then click "save here". Once you save the file you will be taken back to the email you were viewing.

save-to-my-files.png

Composing mail

When composing a message the composer toolbar provides functions to style text (bold, underline, italic), choose font size, type and colour, create ordered and unordered lists, clear text styles, trash the message, add attachments and more (via the more menu).

To request a read receipt or delivery status notification for a message you are composing simply click on the menu button that is integrated with the send button (down arrow icon), select the options you desire then click outside the menu to close it. Pills are displayed at the top of the composer to indicate which notification options are currently active for the message. Click on the "x" in the pill or uncheck the option in the menu to remove it. See screenshot below:

mdn-dsn.png

You can attach files to an email by clicking on the 'Attachment' icon within the composer. Please note, you can select more than one file at a time.

You can attach files from the following sources:

  • Your computer or device
  • My Files

If you choose to add an attachment from My Files you will be taken to My Files where you should navigate to the file you wish to attach, select it and choose "Email" from the actions menu.

attach-from-my-files.png

You can reply to an email using the in-line composer placed at the bottom of the email. Click the 'Reply to' drop down icon to change reply type (reply, reply all or forward) or edit the recipients.

reply-options-1.png

To reply to a specific email in a thread, click the 'More menu' icon and choose 'Reply' from this menu to reply to that specific email.

reply-in-thread-1.png

To make text bold, italic, or underlined choose the appropriate icon from the bottom toolbar in the composer. More formatting options can be found by clicking on the 'More menu' icon on the composer toolbar. Alternatively, you can use the standard keyboard shortcuts supported in your operating system - for example, simultaneously pressing 'Ctrl+B' on your keyboard (bold text).

wysiwyg-blue.png

Your spelling is automatically checked as you type in the composer. Misspelt words will be underlined in red. Your computer's operating system determines the spellcheck language. To modify this, you will need to change your system language in the configuration settings of your operating system (Windows, Mac OS X, or Linux).

Drafts are auto saved as you compose your email. Go to your Drafts folder to view your automatically saved draft email(s).

Organizing your inbox

Select the email/s you want to mark as spam and click the 'More menu' icon from the top right toolbar on the screen. Click on 'Move to' and select the 'Spam' folder. Click 'OK' to confirm.

mark-as-spam-blue.png

Alternatively you can right click on the message in the thread list and select "Report spam" from the menu. NOTE: using the "Report spam" button does NOT ensure that all following email(s) from that address will be treated as spam. You can achieve that functionality with the "Block sender" feature.

If you wish to move just one email simply drag and drop it to the folder you wish to move it to. If you want to move multiple emails then select the emails you want to move by hovering over the avatar on the email in the list and checking the checkbox that appears, then either drag and drop the messages to a folder or click the 'More menu' icon from the top right toolbar on the screen. Click on 'Move to' and select the destination folder. Click 'OK' to confirm.

move-to-folder.png

Alternatively you can right click on a message in the thread list and select "Move to" from the menu, then follow the procedure as above.

You can create, delete and rename folders directly from the folder list in the left sidebar.

To create a new top-level folder simply click on the "+" icon to the right of the "Folders" heading.

folders-add.png

To create a sub-folder, rename a folder or delete a folder simply hover over the folder in the list and the menu icon will appear. Click the icon and select the desired action from the menu.

folder-action-button.png

folder-action-menu.png

You can also manage folders via webmail > Settings > Mail > Manage folders.

  • To create a new personal folder, click the 'New' icon.
  • To rename an existing folder, click the 'Edit' icon next to the target folder.
  • To create a nested / sub-folder, click the 'New' icon next to an existing folder.

If ‘Trash’ folder selected, you can empty trash folder by clicking on empty trash button. Please note that email deletion is permanent and email(s) cannot be recovered.

empty-trash.png

If ‘Spam’ folder selected, you can empty spam folder by clicking on empty spam button. Please note that email deletion is permanent and email(s) cannot be recovered.

empty-spam.png

Settings

Go to webmail > Settings > Mail > and select from the 'Mark email as read after' drop-down to select your preferred length of time. This will define the time needed to view an email before it is marked as read. 

When this setting is enabled, the ‘Trash’ folder and all contents will be deleted on logout of your account. Please note that email deletion is permanent and email(s) cannot be recovered.

Email(s) can contain remote content such as images that can pose privacy risks. To block such remote content, go to mail settings and turn on "Block remote content". When viewing email(s) you will still be able to click a button to view the blocked content if you so desire.

You can also use the "Remote content whitelist" to manage which email addresses and/or email domains are ignored by the remote content blocker. If an email is from a user with a whitelisted address or domain then any remote content will be shown regardless of your "Block remote content" setting.

block-remote-content.png

To enable or disable notifications, go to webmail > Settings > General. 

To disable desktop notifications, follow one of the links below:

Use to enable automatic ("vacation" or "out of office") reply to incoming messages. 

Use to enable forwarding of your email(s) to another email address. 

Use this option to create email filtering rules. Using this feature, you can automate things like filtering mail into specific folders based on subject or sender for example. 

msg-rules.png

To create a new rule click the "New" button. You will then see something like in the image below:

new-msg-rule.png

By default a "Header" test is selected with "Subject" as the header to look at and "contains" as the check type to perform. You can alter the tests by selecting from the drop-down menus. To add more conditions to a block, click on the more menu icon next to the block you wish to add the condition to and select "Add new condition". To remove conditions, click the trash can icon next to a condition. Below is a screenshot of the menu:

msg-rule-menu.png

To perform a negative test (e.g. Subject does NOT contain "Dilbert") you need to wrap your condition/s in a NOT. A NOT will return true if the condition/s inside it evaluate to false. To add a NOT click on the more menu next to the containing "any/all of" and select "Add new not block" or "Wrap contents in a not". If you have existing conditions you want to wrap then select the latter option, if you want to add a new nested set of conditions with a not then select the former. You can also click on the more menu next to the NOT block to add further conditions and nested blocks.

msg-rules-not.png

Once you have set up your conditions you then need to specify one or more actions to carry out when the conditions are satisfied. You can add more than one action by clicking on the plus (+) icon

Tips and tricks

You can perform many common message actions by right-clicking on a message in the thread list to access the context menu. From this menu you can:

  • Reply to a message.
  • Reply-all to a message.
  • Forward a message.
  • Mark messages as read or unread, depending on their current state.
  • Star or unstar messages, depending on their current state.
  • Move messages to another folder.
  • Print messages.
  • Archive messages.
  • Delete messages.
  • Report messages as spam if they aren't in the Spam folder.
  • Report messages as not spam if they're in the Spam folder.

To search for an email simply type what you wish to search for in the field above the email list. An advanced search menu is provided by clicking the drop-down icon on the right most of the search input field. This allows searching on a specific set of fields such as to/from/subject/body and operators such as read/starred.

When viewing a message, click on the "Print" icon above the email you are currently viewing.

print-option-1.png

Alternatively you can right click on a message in the thread list and select "Print" from the menu.

Click the 'Expand' icon in the top right of the email composer window.

To sort email, click the 'Sort' icon in the top toolbar. You can sort by Date, Size, From, To and Subject.

If your browser supports it, you can choose to use webmail (instead of a desktop client) to open an email composer, with the 'To' address pre-filled when you click 'mailto' links on the Internet. An example link can be found here.

To disable 'mailto' link settings, copy the text below and paste into a new tab in your web browser, then press 'Enter'.

  • Chrome (desktop): chrome://settings/handlers
  • Firefox: about:preferences#applications

 

Calendar

The basics

To create a new event click the 'FAB' icon in the bottom right of the screen. Complete the relevant event details and click 'Save'. Note that the calendar select list will contain any calendars shared to you as well, however read-only calendars will be in a disabled state and will not be selectable as you cannot create events on read-only calendars.

Click on the [<] and [>] icons. Alternatively you can click on the 'Today' icon in the top right of the screen.

Click on the appropriate button on the top toolbar to load your preferred view.

Your calendar automatically synchronises across all your configured devices and will display events as soon as they are available on the server.

Managing events

When you have an event open, click on the 'More menu' icon and select 'Share'.

calendar-share.png

Type the invitee's email address into the 'Attendees' field. Existing contacts will appear in the auto-complete drop-down menu.

calendar-attendees-invitations.png

Click the 'Edit' icon in the top right toolbar.

Please note, when you save a recurring / repeating event you can make changes to either an individual recurrence of the event or for all occurrences. A pop-up will be displayed allowing you to select the appropriate action.

edit-occurrences.png

Click the 'More menu' icon in the top right toolbar when viewing an event. Select 'Delete' and click 'Ok' to confirm.

delete-calendar-event.png

Please note, you can delete a single occurrence of a repeating event, or all occurrences of that event.

delete-occurrences.png

Managing calendars

You can create a new calendar by clicking the 'More menu' icon in the side menu or by navigating to webmail > Settings > Calendar (or follow this link) and click 'NEW CALENDAR'.

You can share a calendar by clicking the 'More menu' icon in the side menu or by navigating to webmail > Settings > Calendar (or follow this link) and click on the actions menu icon for the calendar you want to share then select 'Share':

calendar-menu-share.png

A dialog will open that will allow you to assign users read only and/or read/write access to your calendar:

calendar-share-dialog.png

Once your calendar has been shared the calendar and its associated events will display for the user/s you shared it with as well. If they were given read/write access then they will also be able to create, delete and modify events that belong to your calendar and delete or rename your calendar. If they were only given read access, then they will not be able to modify your calendar or its events in any way.

Calendars that have been shared to you will display in your calendar list with 'shared - read only' or 'shared - read/write' under the calendar name, depending on the permission you were granted.

Click on the calendar name in the calendar list. A dialog will open displaying information about the calendar, including the owner, who it is shared with and permissions

calendar-info.png

Click the 'Edit' icon next to the calendar you wish to edit.

Click to select your preferred colour for the calendar on the calendar settings screen.

calendar-color-selector.png

Click the 'Visible' checkbox icon (to deselect) next to the target calendar on the calendar settings screen.

calendar-settings.png

Tips and tricks

The time zone that the calendar uses (for both displaying events and creating events) can be changed.

When calendars are shared to you, they will appear in any list that displays or lets you choose from a calendar. In order to avoid confusion between shared calendars that might have the same name we append the owner's username to the calendar name, e.g. "Meeting Room (user@email.com)". When creating new events any calendars shared to you as read-only will still display in the select list but will be in a disabled state.

Tasks

The basics

To create a new task click the 'FAB' icon in the bottom right of the screen. Complete the relevant task details and click 'Save'.

Click on the [<] and [>] icons. Alternatively you can click on the 'Today' icon in the top right of the screen.

Click on the appropriate button on the top toolbar to load your preferred view.

Managing tasks

Click on the task you would like to edit and then click the pencil icon in the top right of the opened task.

editTask.png

Click on the task you would like to delete and then click the trashcan icon in the top right of the opened task.

deleteTask.png

Click on any task or add a new one then click the category input, click the "+ New Category" option at the bottom of the dropdown. Upon task save, the category will be created and is viewable in the left sidebar under "Categories".

addTaskCategory.png

Click on the check mark to the left of a task item. This action will cross out the task title and add the task to the Completed Tasks filter.

markTaskComplete.png

Contacts

The basics

To create a new contact click the 'FAB' icon in the bottom right of the screen.

Click the group name (from the side menu) for the group you wish to view.

Your contacts automatically synchronise across all your configured devices and will display your contacts as soon as they are available on the server.

To create a new email click onto the 'FAB' icon at the bottom right of the webmail interface.

You will often want to perform an action on more than one email at a time. To do so you will first need to select the emails. To select an email, hover your cursor over the avatar on the email in the list, it will become a checkbox that you can click. Once clicked select mode will be activated and the checkboxes will display for all items. Check the checkboxes for all the emails you wish to select. If you wish to select a range of emails then simply check the first one in the range, hold down the SHIFT key then click the checkbox on the last email in the range. Doing this will select all emails in the range. Once you have all the desired emails selected you can then perform the action (e.g. click the delete icon or drag and drop to another folder etc). To cancel select mode without performing an action simply click the close (X) icon in the app bar.

Managing contacts

When editing a contact, click the 'More menu' icon and select 'Manage groups'.

contact-groups-1.png

Alternatively, you can add/remove contacts from groups by selecting them (click on avatar) within the contacts list, clicking the 'More menu' icon and selecting the appropriate action.

contact-groups-2.png

Open (click on) the contact you wish to share and click the 'Share' icon in the top right toolbar. This will open an email composer window with the contact card pre-attached in .vcf (vCard) format. Enter the 'To' address for the person you wish to share the contact with as well as any relevant email body text and click 'Send'.

share-contact.png

When editing a contact, click the 'New' icon on the right of the email address fields.

When editing a contact, click the 'Default' icon to the right of the field to set this entry as the default.

Click the 'Edit' icon in the top right toolbar.

Click the 'More menu' icon in the top right toolbar, select 'Delete' and click 'Ok' in the confirmation prompt.

Managing groups

To create a group of contacts, click the 'More menu' icon in the side menu.

Click the 'Edit' icon next to the group you wish to rename.

Click the 'Delete' icon next to the group you wish to delete. Please note, this will only delete the group. Your contacts will still be available in 'All' contacts.

Import and export

Click the 'Import' link from the side menu and follow the prompts to upload a vCard for import.

Click the 'Export' link from the side menu and follow the prompts to export a vCard.

Tips and tricks

To search for a contact, click the 'Search' icon in the top toolbar. Begin typing the contact's name you wish to search for.

Open a contact and click the 'More menu' icon. Select 'Print' from the drop-down menu.

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