Using the Mail app — Nextcloud latest User Manual latest documentation

# Using the Mail app

Note

The Mail app comes installed with Nextcloud Hub by default, but can be disabled. Please ask your Administrator for it.

## Managing your mail account

### Switch layout

> New in version 3.6.

1. Visit mail settings

2. Choose between List, Vertical split and Horizontal split

### Add a new mail account

1. Enable mail app from the apps

2. Click the mail icon on the header

3. Fill up the login form (auto or manual)

### Change sort order

> New in version 3.5.

1. Visit mail settings

2. Go to Sorting

3. You can choose Oldest or Newest mail first

Note

This change will apply across all your accounts and mailboxes

### Scheduled messages

1. Click new message button on top left of your screen

2. Click the (…) action menu on the modal composer

3. Click send later

### Priority inbox

Priority inbox has 2 section Important and Others. Messages will automatically be marked as important based on which messages you interacted with or marked as important. In the beginning you might have to manually change the importance to teach the system, but it will improve over time.

### All inboxes

All messages from all the accounts you have logged in, will be shown here chronologically.

### Account settings

Your account settings such as:

1. Aliases

2. Signature

3. Default Folders

4. Autoresponder

5. Trusted senders

6. ..and more

Can be found in the action menu of a mail account. There you can edit, add or remove settings depending on your need.

### Move messages to Junk folder

> New in version 3.4.

Mail can move a message to a different folder when it is marked as junk.

1. Visit Account settings

2. Go to Default folders

3. Check that a folder is selected for the junk messages

4. Go to Junk settings

5. Click Move messages to Junk folder

### Enable mail body search

> New in version 3.5.

Mail bodies can now be searched, this feature is opt-in because of potential performance issues.

To enable it:

1. Visit Account settings

2. Go to Mailbox search

3. Enable mail body search

Warning

If you want to also enable it for unified mailboxes you have to do so in Mail settings

By enabling it the main search box will now search in both subjects and mail bodies, and a sperate Body option will appear in advanced search.

### Account delegation

The app allows account delegation so that one user can send emails from the address of another.

1. The delegation has to be configured on the mail server by an admin

2. Add the other email address as an alias for your own email account

3. When sending an email, select the alias as sender

Warning

The sent email might not be visible to the original account if it’s stored in your personal Sent mailbox.

### Automatic trash deletion

New in version 3.4.

The Mail app can automatically delete messages in the trash folder after a certain number of days.

1. Visit Account settings

2. Go to Automatic trash deletion

3. Enter the number of days after which messages should be deleted

Disable trash retention by leaving the field empty or setting it to 0.

Note

Only mails deleted after enabling trash retention will be processed.

## Compose messages

1. Click new message on the top left of your screen

2. Start writing your message

### Minimize the composer modal

> New in version 3.2.

The composer modal can be minimized while writing a new message, editing an existing draft or editing a message from the outbox. Simply click the minimize button on the top right of the modal or click anywhere outside the modal.

You can resume your minimized message by clicking anywhere on the indicator on the bottom right of your screen.

Press the close button on the modal or the indicator in the bottom right corner to stop editing a message. A draft will be saved automatically into your draft mailbox.

## Outbox

When a message has been composed and the “Send” button was clicked, the message is added to the outbox which can be found in the bottom left corner of the left sidebar.

You can also set the date and time for the send operation to a point in the future (see Scheduled messages)- the message will be kept in the outbox until your choosen date and time arrives, then it will be sent automatically.

The outbox is only visible when there is a message waiting to be handled by the outbox.

You can re- open the composer for a message in the outbox any time before the “send”- operation is triggered.

Note

When an error occurs during sending, three error messages are possible:

Could not copy to “Sent” mailbox

  The mail was sent but couldn’t be copied to the “Sent” mailbox. This error will be handled by the outbox and the copy operation will be tried again.

Mail server error

  Sending was unsuccessful with a state than can be retried (ex: the SMTP server couldn’t be reached). The outbox will retry sending the message.

Message could not be sent

  Sending might or might not have failed. The mail server can’t tell us the state of the message. Since the Mail app has no way to determine the state of the message (sent or unsent) the message will stay in the outbox and the account user has to decide how to proceed.

## Mailbox actions

### Add a mailbox

1. Open the action menu of an account

2. Click add mailbox

### Add a submailbox

1. Open the action menu of a mailbox

2. Click add submailbox

### Shared mailbox

If a mailbox was shared with you with some specific rights, that mailbox will show as a new mailbox with a shared icon as below:

## Envelope actions

### Create an event

Create an event for a certain message/thread directly via mail app

1. Open action menu of an envelope

2. Click More actions

3. Click Create event

Note

Event title and an agenda is created for you if the administrator has enabled it.

### Create a task

New in version 3.2.

Create an task for a certain message/thread directly via mail app

1. Open action menu of an envelope

2. Click more actions

3. Click create task

Note

Tasks are stored in supported calendars. If there is no compatible calendar you can create a new one with the calendar app.

### Edit tags

1. Open action menu of an envelope

2. Click Edit tags

3. On the tags modal, set/unset tags

### Change color for tags

New in version 3.5.

Upon creating a tag, a randomly assigned color is automatically chosen. Once the tag is saved, you have the flexibility to customize its color according to your preferences. This feature can be found on the Tag modal action menu.

### Delete tags

New in version 3.5.

You now have the ability to delete tags that you have previously created. To access this feature:

1. Open the action menu of an envelope/thread.

2. Select Edit tags.

3. Within the tags modal, open the action menu for the specific tag you wish to delete.

Note

Please note that default tags such as Work, To do, Personal, and Later cannot be deleted, they can only be renamed.

## Message actions

### Unsubscribe from a mailing list

New in version 3.1.

Some mailing lists and newsletters allow to be unsubscribed easily. If the Mail app detects messages from such a sender, it will show an Unsubscribe button next to the sender information. Click and confirm to unsubscribe from the list.

### Snooze

New in version 3.4.

Snoozing a message or thread moves it into a dedicated mailbox until the selected snooze date is reached and the message or thread is moved back to the original mailbox.

1. Open action menu of an envelope or thread

2. Click Snooze

3. Select how long the message or thread should be snoozed

### Smart replies

New in version 3.6.

When you open a message in the Mail app, it proposes AI-generated replies. By simply clicking on a suggested reply, the composer opens with the response pre-filled.

Note

Please note that the feature has to be enabled by the administrator

Note

Supported languages depend on the used large language model

## Filtering and autoresponder

The Mail app has a simple editor for Sieve scripts and an interface to configure autoresponders. Sieve has to be enabled in the account settings.

### Autoresponders

New in version 3.5: Autoresponder can follow system settings.

The autoresponder is off by default. It can be set manually, or follow the system settings. Following system settings means that the long absence message entered on the Absence settings section is applied automatically.

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