3.6. Managing E-Mail messages

3.6.1. Searching E-Mail messages

With the respective search term you can find E-Mail messages in the current E-Mail folder. The search term defines the character string to be searched for. The search criteria defines the E-Mail parts to be searched for the search term.

The following E-Mail parts can be used as search criteria:

  • Sender

  • Recipient

  • Recipient of a CC copy

  • Subject

  • E-Mail text

Example: To find the E-Mail messages with the senders "Meier", "Meyer", "Obermeier", use "Sender" as the search criteria and "me" as the search term.

How to search for an E-Mail:
  1. In the folder tree select the E-Mail folder to search.

  2. Select the H Split, V Split, or List view.

  3. To select one or more search criteria click the icon on the left of the Search input field.

  4. Enter the search term in the input field.

  5. Click the Search icon .

Result: The list view only displays the E-Mail messages matching the search term.

How to display all E-Mail messages in the current E-Mail folder:
  • Click the Clear icon in the Search input field .

3.6.2. Collecting E-Mail addresses

You can collect E-Mail addresses by adding addresses to an address book. The following possibilities exist:

  • New E-Mail addresses can be automatically collected while sending or reading E-Mails.

  • You can manually add E-Mail addresses to an address book.

How to automatically collect new E-Mail addresses when sending an E-Mail:

Result: New E-Mail addresses are automatically saved as contacts in the Collected contacts folder when sending an E-Mail with recipients that are not contained in an address book.

How to automatically collect new E-Mail addresses when reading an E-Mail:

Result: New E-Mail addresses are automatically saved as contacts in the Collected contacts folder when reading an E-Mail from a sender that is not contained in an address book.

Tip: You can move those contacts from the Collected addresses folder to other contact folders. Details can be found in 4.7.6: Moving contacts.

How to manually add an E-Mail address to an address book:
  1. Select an E-Mail in the H Split or V Split view.

  2. Drag the E-Mail address in the E-Mail header next to From: or To: to a contact folder in the folder tree. An icon next to the mouse pointer gives the following hints:

    • When dragging to a valid target a green tick is displayed.

    • When dragging to an invalid target a red prohibited icon is displayed.

  3. Release the mouse button on the target folder.

Result: The Contact window opens. The E-Mail address is entered as the business E-Mail address. Further information about the Contact window can be found in 4.5: Creating contacts

Tip: You can also use the context menu to add the E-Mail address to the address book. To do so right-click on an E-Mail address in the E-Mail header.

3.6.3. Opening E-Mail in separate window

If you open an E-Mail in a separate window, the following functions are available in the window's panel:

  • Reply, Reply all, Forward

  • Delete, Print, Save

  • Change status, Mark with flags

  • Show source

How to open an E-Mail in a separate window:
  • Double-click on an E-Mail in the list view.

3.6.4. Printing E-Mail messages

There are the following possibilities for printing E-Mail messages:

  • Printing an E-Mail list

  • Printing an E-Mail's content

How to print an E-Mail list:
  1. Select several E-Mails in the H Split, V Split, or List view.

    Tip: To find particular E-Mail messages use the Search and Sort functions prior to selecting the E-Mails.

  2. Click on Print in the Edit panel tab. If using the compact panel, click the panel icon Print. A new window with the print preview and the Print system window opens.

  3. If needed change the printer settings in the Print system window.

  4. In the Print system window click Print.

Result: The E-Mail list is printed.

How to print the content of an E-Mail:
  1. Select an E-Mail in the H Split, V Split, or List view.

  2. In the Edit panel tab click Print. If using the compact panel, click the panel icon Print. A new window with the print preview and the Print system window will open.

  3. If needed change the printer settings in the system window.

  4. In the system window click Print.

Result: The E-Mail content is printed.

Tip: You can also use the context menu to print E-Mail messages.

3.6.5. Saving E-Mails

You can save an E-Mail as text file to your disk.

How to save an E-Mail:
  1. Select an E-Mail in the H Split, V Split or List view.

  2. Click on Save in the Edit panel tab. If using the compact panel, click the panel icon Save.

  3. Depending on the browser you might be asked whether you want to open or save the file. Select Save.

  4. Select a location. Enter a file name.

  5. Click on Save.

Result: The E-Mail is saved as text file with the ending .eml.

Tip: You can also use the context menu to save E-Mails.

Tip: You can save several E-Mails in one zip archive. To do so select in step 1 several E-Mails while holding down the <shift> key or the <cmd> key on Mac.

3.6.6. Working with E-Mail drafts

When composing an E-Mail you can save it as a draft. The draft can later be edited or sent.

How to create an E-Mail draft:
  1. In the New panel tab click the E-Mail icon. If using the compact panel, click the panel icon E-Mail . The E-Mail window opens.

  2. Enter the data to be used as a draft.

  3. In the panel click Save draft.

Result: The window stays open. The E-Mail is saved in the Drafts folder.

How to send an E-Mail draft:
  1. Select the Drafts E-Mail folder.

  2. Select a draft in the H Split, V Split, or List view.

  3. In the E-Mail panel tab click Edit draft. If using the compact panel, click the panel entry Edit draft. The E-Mail window opens.

  4. If needed complete the content.

  5. In the panel click Send.

Result: The E-Mail is sent.

3.6.7. Copying E-Mail messages

You can copy E-Mail messages from one folder to another.

How to copy E-Mail messages:
  1. Select one or several E-Mail messages in the H Split, V Split, or List view.

  2. In the Edit panel tab click Copy. If using the compact panel, click the panel icon Copy. The Select folder window will open.

  3. In the Select folder window click an E-Mail folder. You can only click folders you can copy E-Mail messages to.

Result: The E-Mail messages are copied.

Tip: You can also use the context menu to copy E-Mail messages.

3.6.8. Moving E-Mail messages

There are the following possibilities for moving E-Mail messages:

  • With the panel function

  • With drag & drop

How to move E-Mail messages with the panel function:
  1. Select one or several E-Mails in the H Split, V Split, or List view.

  2. In the Edit panel tab click Move. The Select folder window opens.

  3. In the Select folder window click an E-Mail folder. You can only click folders you can move E-Mail messages to.

Result: The E-Mails are moved.

Tip: You can also use the context menu to move E-Mail messages.

How to move E-Mail messages with drag & drop:
  1. Select one or several E-Mail messages in the H Split, V Split, or List view.

  2. Drag a selected E-Mail to an E-Mail folder. An icon next to the mouse pointer gives the following hints:

    • When dragging to a valid target a green tick is displayed.

    • When dragging to an invalid target a red prohibited icon is displayed.

  3. Release the mouse button on the target folder.

Result: The E-Mail messages are moved.

3.6.9. Marking E-Mail messages with flags

Flags are colored markings that you can use to mark different E-Mail messages for better differentiation. You can decide upon the meaning for the single colors. The flags are displayed in the last column of the list view.

How to mark E-Mail messages with flags:
  1. Select one or several E-Mails in the H Split, V Split or List view.

  2. Click any flag in the Flags panel tab. If using the compact panel, click the panel entry Flags and then click on an entry.

Result: The selected E-Mail messages are marked with flags.

How to delete flags:
  1. In the H Split, V Split or List view select E-Mails marked with flags.

  2. Click on Remove flag in the Flags panel tab. If using the compact panel, click the panel entry Flags > Remove flag.

Result: The flags are deleted.

3.6.10. Changing the E-Mail status

An E-Mail status indicates whether an E-Mail is marked as read, answered, or deleted. The status of an E-Mail is set automatically. You can change the status by e.g.: marking unread E-Mail messages as read.

How to change the status of an E-Mail:
  1. Select one or more E-Mail messages in the H split, V split or list view.

  2. In the E-Mail panel tab click on Mark as. If using the compact panel, click the panel icon Mark as.

  3. Click on a status.

Result: The status of the E-Mail is changed.

Tip: You can also use the context menu to change the E-Mail status.

Tip: In order to mark all E-Mails in an E-Mail folder as read, right-click the E-Mail folder in the folder tree. From the context menu select Mark as read.

3.6.11. Deleting E-Mail messages

The following possibilities exist:

  • Delete E-Mail messages. By default the E-Mails are moved to the Trash folder.

  • Recover deleted E-Mail messages from the Trash.

  • Permanently delete E-Mail messages from the trash. Permanently deleted E-Mail messages can not be recovered.

Warning: If you set the E-Mail settings option Permanently remove deleted E-Mail messages? to Yes you will not be able to recover deleted E-Mail messages. It is recommended that you not use this setting.

How to delete one or several E-Mail messages:
  1. Select one or several E-Mail messages in the H Split, V Split, or List view.

  2. In the Edit panel tab click Delete. If using the compact panel, click the panel entry Delete.

Result: The E-Mail messages are moved to the Trash.

Tip: You can also delete E-Mail messages by using the context menu or the <del> key.

How to recover deleted E-Mail messages:
  1. Select the Trash from the folder tree. The E-Mail messages in the Trash are displayed in the overview window.

  2. Select the H Split, V Split, or List view.

  3. Drag one or several E-Mail messages from the List view in the overview window to the Inbox folder or to any other E-Mail folder in the folder tree .

Result: The deleted E-Mail messages are recovered.

How to permanently delete one or several E-Mail messages:

Warning: Permanently deleted E-Mail messages are lost for ever. Prior to permanently deleting E-Mail messages make sure you no longer need those E-Mail messages.

  1. Select the Trash in the folder tree. The E-Mail messages in the Trash are displayed in the overview window.

  2. Select one or several E-Mail messages in the H Split, V Split, or List view.

  3. In the Edit panel tab click Delete. If using the compact panel, click the panel entry Delete. The Delete E-Mails dialog window opens.

  4. Choose an action:

    • To permanently delete the E-Mail messages click Yes.

    • Otherwise click No.