3. The Mail application

3.1. Mail Overview

The Mail application contains the following elements, of which some are used in all other applications as well:

  1. The Shortcut Bar - Allows to switch between applications, access the Settings screen and log out (used in all other applications as well)
  2. The Main Toolbar - Contains buttons with the most basic functions (used in all other applications as well but provides different buttons depending on the application)
  3. The Folder Navigation Pane - This pane shows all email folders and allows to manage them (used in other applications as well, but provides different folders for each application).

All Outlook folders and the Public folders (the account has access to) can be accessed.


Some functionality is only available in the context menu that appears when right clicking on the folder items.

  1. The Main Window - In the Email application the Main Window consists of a Message Pane and a Preview Pane.
  2. The Widget Sidebar - Can contain user defined Widgets. Examples are the chat Widget, upcoming appointments and unread mail.

3.1.1. Mail: Main Toolbar

The Main Toolbar contains buttons with the most important functions for the Mail application, these buttons are described in their respective chapters.

Main Toolbar

The Main Toolbar for the Mail application Mail: New button

The New button opens a new tab in which an email can be composed, saved and/or sent. Mail: Address Book button

The Address Book button opens a pop-up showing the global address book by default. Mail: Refresh button

The Refresh button allows to force the WebApp to check for any changes on the server, which in the Mail application means that it will check for new emails. Mail: Print button

The Print button allows to print the currently selected message in the Message Pane.

For more information on printing emails, please refer to “Printing emails”. Mail: Switch View button

The Switch View button can be used to change the way the inbox is being showed, e.g. with or without a preview.

3.1.2. Mail: Folder Navigation Pane

In the folder navigation pane the folder hierarchy of all the folders in the mailbox is shown. Alternatively the option Show all folders can be selected, which will show folders containing other items (like contacts and calendars) will be shown. The lower part of the folder pane consists of public and shared folders which can be open and closed. The public and shared folders can be shown or hidden by clicking the + button.

3.1.3. Mail: Main Window

The Main Window of the Mail application consists of two parts:

  1. The Message List Pane “Mail: Message List Pane”
  2. The Preview Pane “Mail: Preview Pane”


The Main Window uses a tab layout. Double-clicking a message in the Message List Pane opens the message in a new tab, making it easy to switch between messages and message lists. Mail: Message List Pane

The Message List Pane shows the messages in the folder that is selected in the Folder Navigation Pane. The messages are displayed in a list that can be sorted on e.g. sender or received date, by clicking on the corresponding column header. The search field above the message list can be used to search through the messages in the selected folder. Clicking on the arrow icon on the right of the search field expands a search area to show some extra search options. This way the message fields that will be included in the search can be selected, and searching subfolders can be enabled or disabled. Mail: Preview Pane

The Preview pane, if not hidden using the Switch Button, shows the contents of the message that is selected in the Message List Pane. This way a message can be read without having to open it in a new tab.

3.2. Working with Mail

3.2.1. Composing a new email

  1. Select the button New in the left corner. This will show a dialog like “Create Mail”.
Create Mail

Create Mail

  1. Attachments can be added to the email by selecting the Attachment button or the Paperclip icon.
  2. The current state of email can be saved by selecting the Floppy disk icon. After an email is saved, it is stored in the Drafts folder.
  3. The email can be marked as high or low priority by clicking on the according symbols or the gear icon next to them.
  4. To add a recipient, either add their email address in the TO, CC, or BCC field manually, or select a person from the Address Book. To access the Address Book, click on the TO, CC or BCC button.
  5. The BCC (as well as the From) field is hidden by default, but can be enabled by clicking the according symbols.
  1. By default the Global Address Book (which contains all internal users, among others) is shown when opening the address book (see: “Address Book”. By using the Show names from the: drop-down menu, it is possible to view contacts from either a personal contacts folders or a Public contact folder. Alternatively it is possible to search the current folder using the search field positioned in the top left of the window.

Address Book Send email to distribution list

You can also send an email to a distribution list. You can add a distribution list in the same way you add a person. More information about creating distribution lists can be found here “Distribution Lists”. It is also possible to expand a distribution list. With expanding, the name of the distribution list will disappear and you will be able to see all the users that were originally member of the distribution list. To expand the distribution list click on the + sign next to the distribution list.

Distribution List

Distribution List

When clicked upon, a pop-up will appear to notify you are unable to revert this action. You will have to click Ok to expand the distribution list or click Cancel so the change won’t be executed.

Expanding Distributionlist Warning

Expanding Distributionlist Warning

When you choose Ok the distribution list get’s expanded and you will be able to see all the users from the distribution list in the to-field.

Distributionlist Expanded

Distributionlist Expanded Edit as New Message

You can re-use an email from any folder as if it were a new message allowing for further customization. This option is called Edit as New Message.

Edit as New Message

Edit as New Message

Once clicked on the function a new email dialogue will be opened and you are able to send the new email to a recipient of your choosing. More information about composing an email can be found in “Composing a new email”. Using the check names functionality

When entering an email address or contact information in the TO, CC or BCC fields WebApp automatically resolves your entry to the correct contact. If multiple contacts are a match, WebApp will show a ‘Check Names’ dialogue. In this dialogue you can choose the correct contact.

Check Names dialogue

Check Names Using email address suggestions

When typing an email address or contact information in the TO, CC or BCC fields the WebApp automatically suggests names. The suggestions are listed below the input field (see: “Suggestion list”) and a suggestion can be selected by both mouse or keyboard. The suggestions are based on email addresses and contact information that have been used before. To delete a suggestion you can press the delete button on your keyboard or hover over the suggestion and click the ‘x’ icon.

Suggestion list

Suggestion list Adding attachments to an email

Files can be attached to messages by clicking the Attachments button in the Create E-Mail screen. A window will open, which allows files to be uploaded.

If an email is sent before the WebApp has finished uploading the attachment(s), an error appears (see: “Attachments upload warning”).

Attachments upload warning

Attachments upload warning Message in Message

When you want to add attachments into a message you can chose between ‘File upload’ (1) and ‘Attach item’ (2). For example if you want to add an item from you inbox you should click on ‘Attach item’ from the drop-down menu as shown in “Attach item”.

Attach item

Attach item

Insert item window

Insert item window

The ‘Insert item’ dialog, as in “Insert item window” contains the following elements:

Look in: You can select the appropriate folder from the hierarchy in the ‘Look in:’ window (1). For example you can select Inbox with a left mouse click.

Items: The ‘Items’ window (2) contains the content of the selected folder. By default, the item on top is selected.

Insert as (3): This setting enables the user to add items as ‘attachment’ or ‘text’ only. By default, setting is enabled as insert as attachment.

To add a file you must click on the ‘Ok’ button (4). For cancelling you should click on the ‘Cancel’ button (4). You are able to add only one item each time. Open or compose mail in a seperate window

The pop-out functionality allows you to compose or open a mail item in a separate window instead of in a WebApp tab. This enables you to view items side-by-side or even on different monitors. You can open or compose a mail item in separate window by simply clicking the ´pop-out’ button. You can also open or compose mail items in a separate window by default. Refer to General Mail Settings for more information.

Compose in a seperate window

Compose in a seperate window Saving a draft of an email

Saving a draft of an email is possible by clicking the Save (a floppy disk) icon. The draft is stored in the Drafts folder.

3.2.2. Managing email

The following screenshot “Context menu from a mail message” shows the context menu that that gets displayed when clicking with the right mouse button on an email. This menu incorporates the most used functions of the element, like opening, printing, replying or forwarding (as attachment).

Context menu from a mail message

Context menu from a mail message Deleting email

There are several ways to delete an email. They are:

  • With the delete key on the keyboard
  • With the delete button in the context menu (as shown in “Context menu from a mail message”)
  • With the garbage button in the top bar of the WebApp Moving email

To move a single item it is most convenient to simply drag the item to its new location. Place the mouse cursor over the item to be moved, click and hold the left mouse button. Continue to hold the button down while moving the mouse cursor until it is over the folder the message needs to be placed.

Moving email

Moving email

Notice that the folder names under the mouse cursor are highlighted while moving. This marks the folder where the message will be placed when releasing the button.

It is possible to move multiple items by simply selecting multiple items before moving the selection to the new folder (only items that are currently displayed can be selected, e.g. it is not possible to move items that are spread over multiple views).

This selection can be done in two ways (just like in most file managers):

  • To select a range of items click on the first item and then press and hold the shift button on the keyboard. Before releasing the shift button, use the mouse to click on the last item in the range that needs to be moved. All items between the two clicked items will become highlighted.
  • Items that are not closely spaced can be selected by holding down the control (Ctrl) key on the keyboard while clicking on each item. After selecting all desired items just release the control key and drag on of the selected items to its designated folders.

Instead of using drag and drop, items can also be moved by clicking on the copy/move button as displayed in “Copy/Move Button”. Copying email

To copy an item, the drag-and-drop feature can not be used as it does not duplicate items. Instead use the copy/move button as shown in TODO “Copy/Move Button”. See the section above about moving multiple items for an explanation concerning how to select multiple items.

Copy/Move button

Copy/Move button Create new folder in copy/move dialogue

When clicked on the copy/move button a new dialogue appears. In this new dialogue called Copy/Move Messages you are able to move the item to a folder of your choosing. You can also create a new folder by clicking new folder and move/copy the item there.

Copy/Create new folder

Copy/Move messages and create new folder Using categories with email

As introduced in the chapter ‘Basic Usage’ you can use categories to self-organize your email, for instance by topic, project or role. In the email application, categories assigned to an email are easily visible in many different locations such as your email list and reading windows.

Categories shown in a mail folder

Categories shown in an email inbox

Categories in an email popout window

Categories displayed in an email reading window

Adding a category to an email can be done in a few different ways. First of all through the mail list. When using the most common ‘Right preview’ setting, a small category icon will appear as you hover an email in the mail list. When clicking the icon, a shortlist with your favorite categories appears. Click a category to add it to your selected email. The category will be added and immediately shown in the mail list as well as the preview window on the right hand side. Multiple categories can be added to one message by repeating these steps.

Adding a category from the mail list

Clicking the category to quickly add a category

Another method, which can be used in the ‘Bottom preview’ and ‘No preview’ settings as well is to use the email context menu. This menu can be opened by right clicking anywhere on an email in the mail list. The categories menu that opens is the same as in the example with the hover icon.

Adding a category from the context menu

Using the context menu to add a category

Removing a category works the same in any place you can see one. Right-click the category and select the item ‘Remove “Category name”’ from the context menu and the category is removed from your message.

Adding a category from the context menu

Remove a category Create task from email

It is possible to create a task from a received email. this can be done by right-clicking on the email item and select Create task from the drop down menu.

Create task from email

Create task from email

Once you clicked Create task a new tab will be opened with a create task dialogue. In this window you can modify the task and create a new one. If you want to know more about tasks, please read chapter The Tasks application:

Task dialogue

Task dialogue Download multiple emails as ZIP

You can download single or multiple items in a ZIP file. You can also download them all separately. This can be done by selecting the emails you want to download and right-click on one of those emails. Choose download as files to download the emails in seperate files or download as ZIP to download them in a ZIP file. The name of the ZIP file will be <todaysdate>.zip.

Download multiple files

Download multiple files Downloading Attachments from an email

Attachments can be downloaded one by one, by right-clicking the attachment and selecting Download. You can also download all the attachments as a zip file, by right-clicking an attachment and clicking Download all as ZIP The attachments will be zipped in a file called Attachments <mail subject>.zip.

:: Note..
WebApp items such as Calendar, Notes, Tasks, Contacts won’t be included in the ZIP file.
Download in ZIP

Download all attachments in ZIP format Flagging an email for follow up

It is possible to set a flag with a reminder on a received email. This can be done by right-clicking on the email item and select a flag from the drop down sub menu Follow up. A reminder will be shown that day.

The following flags can be set:

Today This will set the start date to today, the due date to today and the reminder to + 1 hour

Tomorrow This will set the start date to tomorrow, the due date to tomorrow and the reminder to the start of work day of the due date

This week This will set the start date to today, the due date to last working day (if set, otherwise Friday) or last week day when last working day has passed and the reminder to the start of work day of the due date

Next week This will set the start date to the first working day (settings) next week, the due date to the last working day (if set, otherwise Friday) next week and the reminder to the start of work day of the due date

No date This will set the start date to none, the due date to none and will not set a reminder

Complete This will complete the flag

Flagging an Email


“Working days” in calendar settings are used to determine what the start of a work week or day is and what day the end of a work week is. Refer to Settings -> Calendar -> General calendar settings.

The Tasks context provides a complete overview of your to-do’s. All tasks and flagged emails will be shown in this To-Do List.

3.2.3. Managing email folders

Creating, moving, renaming, copying or deleting (sub) folders is accomplished with the right mouse button in the Folder Navigation Pane. This pops-up a context menu as shown in “The context menu of a folder”.

Context menu of a folder

The context menu of a folder

It is not possible to delete, move, or rename default folders (like Inbox, Drafts and Deleted Items). Emptying the Deleted Items folder

The Deleted Items folder can be emptied by using the right mouse button, and selecting option Empty folder from the context menu. This option is only available from the context menu (accessed with the right mouse button) of the Deleted Items folder and the Junk Email folder. Marking all messages in a folder as read

Marking all messages in a folder as “read” is accomplished by the right mouse button menu option Mark All Messages Read. Please note that when this option is selected, no read receipts will be sent when requested by a sender, even if that option is selected in the settings. Using mail Folder Properties

The context menu option Properties shows additional information about a specific folder (like the storage size and the amount of items in the folder). For more details about the storage size, use the button Folder size.... Here a list of all the subfolders of the current folder and their individual sizes can be seen. Soft delete restore

The soft delete function makes the user able to recover an email that is deleted by accident.

Right mouse click on any folder from the hierarchy, for example the ‘Deleted Items’ folder, opens the context menu as shown in “The dropdown menu from the hierarchy”.

The dropdown menu from the hierarchy

The dropdown menu from the hierarchy

Select the ‘Restore Items’ button from the context menu to open a ‘Restore from (Deleted Items)’ dialog, as shown in “Restore items window”.

Restore items window

Restore items window

The ‘Restore Items’ dialog contains the following elements:

Messages/ folders list By default the soft deleted ‘messages’ (1) list will be displayed. By selecting ‘folders’ (1) the soft deleted ‘folders’ list will be displayed.

Restore Select a message to restore it from the list. Now press the ‘Restore’ button (2) from the toolbar, the message is restored and can be found in the previous folder. In this case the ‘Deleted Items’ folder. By selecting multiple items (hold ctrl and select multiple items), you are able to restore multiple items. Select multiple items and then press the ‘Restore’ button.

Restore all In case you want to restore all the items from the ‘soft deleted messages’ list, you can use the ‘Restore All’ button (3). A warning appears: ‘Are you sure you want to Restore all items? By pressing the ‘Yes’ button, the entire list is restored and can be found in the previous folders.

Permanent delete Besides restoring messages and folders, you are also able to delete messages and folders permanently. Select an item from the list and then press the ‘Permanent Delete’ button (4). But beware; this item will be removed permanently.

Delete all The ‘Delete All’ button (5) helps the user removing all the items permanently. Use your mouse to press on the ‘Delete all’ button and a warning appears: ‘Are you sure you want to Permanently Delete all items? By pressing the ‘Yes’ button, the entire list is removed permanently.

3.2.4. Printing emails

To print an email:

  1. In the Message Pane of the Mail application, select the email to print. Alternatively, the user can double-click the email to open it in its own tab.
  2. A click the Print button in the Main Toolbar will open the print preview of the browser.

As a quick alternative, the user can also right-click on any email and choose Print from the context menu.

A new browser tab will appear with a preview of the print. At the same time, the printing dialog will show up, allowing select the right printer (if you have more than one) and specify printing options.


Since these printing options are unique to the local environment (OS and manufacturer), describing them is beyond the scope of this manual. Please refer to the documentation of the printer for more information on specific printing options.

Clicking on OK or Print (depening on the local environment) will start the printing job.

3.2.5. Sharing mail folders with coworkers

Just like in Outlook, the WebApp enables users to set permissions on their folders. To do so use the right mouse button to click on a folder and choose the Properties option and select the Permissions tab as shown in “Folder Permissions”.

Folder Permissions

Folder Permissions

Click on the Add button under the Permissions tab.

When the Address Book pops up, select the person (or group) to give permissions to and click Ok. This person (or group) will then be added to the permissions list.


As Kopano does not grant any permissions by default, simply adding a person or group to the permissions list is not enough. Additionally the user will need to specify what permissions each person or group will have. This is described in the next section.

Click Ok to save and close the permissions window. Changing email folder sharing permissions

Click on the person or group whose permission needs to be changed.

Now the permissions can be manually set in the bottom part of the permissions window. Alternatively a predefined profile can be selected from the Profile drop-down menu.

Click Ok to save and close the permissions window. Stop sharing an email folder

  • Click on the person or group who should to be removed from the list.
  • Click the Remove button.
  • Repeat this for any other persons or groups that should no longer has access to this folder.
  • Click Ok to save and close the permissions window.

3.2.6. Opening shared email folders

To open shared folders from the Kopano WebApp click the Open Shared Folders... Button, at the bottom of the folder list. A window as shown in “Open Shared Folder”.


The name of the button is spefic for each application. It is for instance labeled ‘Open Shared Mails...’ when inside the Mail application, and labeled ‘Open Shared Contacts...’ when inside the Contact Application.

Open Shared Folder

Open Shared Folder

From the dialog shown in “Open Shared Folder” it is possible to either open a single folder (for example the calendar folder), or open a complete folder list of a specific user.

The opened folders are stored in the users’ WebApp profile, so the next time the user logs in to the WebApp the opened folders are directly available.

To remove a shared folder from the view, right-click on the folder you want to remove and choose Close store.


Removing a shared folder from the view will not delete it.