This section will be focusing on the the other functions you can find in webmails settings (highlighted below). To view the guide on your webmail preferences, please click here
These settings can be accessed from anywhere within webmail by going to Settings in the top right (see above).
Folders
This section will allow you to edit the folders you have on your account. Folders help you to organise your emails. For example, you can keep important emails in one folder, and less important emails separate in a different folder.
Create a new folder
To create a new folder, use the Plus symbol just below your folder list.
This will bring up a panel on the right to enter the settings for the new folders. Enter the name of your new folder in the Folder Name field. The next option, Parent Folder, is an option you can use if you would like this folder to be inside of another folder you have on your account. Simply use the drop down menu to select which folder you would like the new folder to be in. Leaving this option blank (with the dashes "---") will mean that it has no parent folder and will sit at the top level.
The last option for folders is List view mode. This lets you set the preference of how you view emails within this folder; in a list or within threads. Threads group emails together based on replies, you can read more about threads in the Thread section here.
Once you are finished, hit Save and your new folder will be added to the list.
Edit folders
Your special folders (inbox, trash etc.) will always be at the top of the list and the rest of the folders will be sorted alphabetically. This order can't be changed.
You can quickly insert a folder into another by Dragging and dropping the folder onto another.
To edit the properties of a folder, simply click on a folder in your list and their properties will appear on the right.
This will allow you to edit the properties you set when creating the folder, as well as providing you with some information about the folders contents.
- Messages - This will show how many emails are in this current folder. This doesn't include emails within folders inside of the current folder.
- Size - Clicking the link will give you the latest size of the current folder. This is only the current folder and does not include the contents of other folders inside.
Hiding folders
You can show/hide folders by using the toggles on the right side of each folder. This is also sometimes referred to as subscribed/unsubscribed and enable/disable. When hidden, the folder won't appear when you are viewing your mail or within searches. These folders will still take up room on your account.
It's worth remembering about hiding folders just in case you can't find an email you are looking for!
Delete/Empty folders
You can find these options within the Cog Icon below your folder list.
Make sure you have selected the folder you would like to delete/empty first before selecting the Cog Icon.
- Delete folder - This will permanently delete this folder, as well as any emails or folders within it.
- Empty folder - This will keep the folder and only delete the emails inside of the current folder. Subfolders will remain untouched.
Identities
This area will allow you to edit your email identity when sending emails. This includes your display name and signature.
All of your identities will be listed in the middle panel. You will have one for your main email address and one for each alias on your account. You can only have one identity per email address/alias. Selecting one of these will show the properties of the selected identity.
- Display - Your display name is what people will see when receiving emails from you instead of your email address. So instead of "help@aluminati.net sent you a message" it will show "Aluminati Support sent you a message".
- Email - This is the email address/alias of the identity and can not be changed.
- Company - Some email applications will show the organization/company alongside your display name. You can use this option to set this if required.
- Reply-To - If someone replies to an email you sent, you can use this option to set what email address you would like the reply to go to. Leave this either blank or with the same email address filled in if you do not want to change the destination of the reply.
- Bcc - When sending emails you can add a Bcc address by default to each email by using this option.
- Set Default - If this is enabled this will be the identity you will send from by default.
Signature
Your Signature is your sign off that is added to the bottom of each email you send. Your signature can be either in plain text or in HTML.
While we don't have guides on how to create HTML signatures, the following information will be useful if you are considering using a HTML signature:
- Images can't be hosted by us, so your image will need to be hosted elsewhere and then linked in the signature.
- This text box doesn't have text formatting tools and is only used to paste your HTML into.
Responses
This area allows you to add snippets of text to your response list. Responses are useful if you send out repetitive information on a consistent basis and don't want to have to write out the same message time and time again. In this section of your settings, you can add, edit and delete responses to your response list.
Add, edit and delete responses
You can add a new response by clicking on the Plus symbol at the bottom of your response list:
Clicking this will bring up some text fields on the right side of the list. Enter the name of the response and the text you would like to appear when you use this response.
Once you are happy, hit the Save button at the bottom to add your new response to your list. If you would like to edit a response, just click on the one you wish to edit from the list and it will appear back on the right where you can enter any changes.
To delete a response, simply select the response you would like to delete from the list and press the Cross icon below your response list.
Using a response in an email
When composing an email, you can add in a saved response to your email by clicking on the Responses button on the top toolbar:
This will bring out a dropdown where all of your saved responses will appear. Selecting one will add the text of the response to wherever your cursor is within the email so make sure it's in the right place before you select a response.
There are also quick links at the bottom of the list. Create new response will let you add a new response with any highlighted text within the email and Edit responses will simply bring you back to the settings page.
Filters
Filters allow you to automatically sort incoming emails. This includes actions such as putting certain emails into certain folders, marking the email with certain flags or redirecting the email to another address.
Filter Sets
Filter sets are simply a group of filters. Only one filter set can be running at one time, the rest will be deactivated. You can create a new filter or edit an existing one by using the plus icon (for new) and the Cog icon (to edit) below your filter set list.
New filter sets
When creating a new filter set, it will ask you to set a name for the filter set, and the source your filter set is coming from. You can choose from the following options:
- None - This creates a new, empty filter set from scratch.
- From set - You can choose a pre-existing filter set you have already created. This will create a copy of that set with the new name you have input.
- From file - If you have an external file of filter sets, you can upload them with this option.
Edit pre-existing set
Make sure you have the filter set you would like to edit selected first and then use the Cog icon to select from the following options:
- Enable/disable - This will simply turn on/off the selected filter set.
- Delete - This will delete the selected filter set as well as any setup filters within it.
- Edit filter set - Clicking this will bring up the code for each filter within the selected filter set.
- Download - This will download the code into a .txt file if you wish to export your filters.
Filters
Once you have a filter set ready (there should be one there by default) you can use the next list along to create and edit filters. You can create a new filter by using the Plus icon below this list:
Setting up a filter
There are two aspects of a filter that you will need to use in order for them to function. These are For incoming mail and ...execute the following actions. These simply translate to "If this happens, then do this". The "For incoming mail" section is the Rule that your incoming email will have to meet in order to trigger the filter. The "...execute the following actions" part is what happens to the email, otherwise known as the Action.
Below is a guide to creating a simple filter:
1) First enter a name for the filter in the Filter Name field. It's helpful to name this a short description of what the filter does.
2) Just below the name field there will be three options to choose from. The first two only apply if you are using more than one rule.
- Match All of the rules - If this is selected, all of the below conditions will have to be met in an incoming email for the filter to trigger.
- Match Any of the rules - This will trigger the filter if one or more of the conditions are met. Not all of them have to be met.
- All messages - This will clear the condition section and trigger this filter on all incoming emails.
3) Next you will find three input fields to set up your first condition.
- First field - This is the source of what the condition will check, such as the from address or the subject line of the email. Note: The following fields can change or increase depending on what you choose from the options within this first list.
- Second field - This is the condition of the rule. For example, the rule Contain will check the text that is contained in the text in the first field.
- Third field - Enter the text you would like the previous fields to be checked against here.
4) You can use the plus or minus symbols at the end if you wish to add or delete a rule for your conditions. When you do, you can refer to step two to make sure you set these up the way you intended.
5) The next section, ...execute the following actions: will set what happens to the email once the above rule(s) have been met.
- First field - You can select what happens to the email with this dropdown, such as move or delete the email. Depending on your selection, the second field will change.
- Second field - This field will depend on your selection from the first field. This could be your folder list, a textbox to enter an email address and much more.
6) You can add more actions by using the plus and minus symbols next to the current action.
7) Once you are happy, hit the save button. From now on, this filter will be applied to emails coming to your account.
Example filters
Below are a few common filter setups to get you started making filters on your account.
Move email to folder
This setup will move any emails that you receive from certain addresses (in this case mum@email.com and dad@email.com in to a folder called Favorites.
Mark email as read
This will mark any emails sent from mum@email.com as Read.
Redirect email
This will redirect any email from mum@email.com to another email address you specify (in this case, to example@email.com).
Out of Office
Out of office allows you to set up an auto response. These are used to send an email automatically to anyone who emails you. This is useful for when you are away from your emails for a certain period of time and wish to let people know you may not reply anytime soon.
Main settings
- Subject - This is the subject of the email that will be sent to the recipient who sent you an email. It's not required but customary to add in some indication that this is an automated reply, such as adding Auto response to the beginning of the subject line.
- Body - This is the normal body of the email that will be sent to the recipient. People normally use this part to explain why they are away, for how long and any other form of contact they may contact you on.
- Start/end time - Applying a start and end date will turn on the auto response automatically during that time period. This is useful if you would like to plan ahead.
- Status - This dropdown will allow you to quickly turn on or off the auto response.
Advanced settings
- Reply sender address - Entering an email address here will send the Auto response from this address.
- My e-mail addresses - You can use another alias to trigger the auto response instead of your main one. You can do this by adding this address here. You can also add all of your addresses at once by using the Fill with all my addresses link beside this field. Leaving this blank will default to using your main email address.
- Reply interval - Entering a digit here will specify the delay in which an Auto response is sent to the same person again. This is useful to set if you don't want to spam someone who emails you regularly.
- Put the out-of-office rule after: This setting allows you to apply filter rules to incoming messages before auto responding with the out of office message.
- Incoming message action - This option will allow you to specify what is done with the original email you received, which can be one of the following:
- Keep - Keeps the email as normal (default).
- Discard - Delete the email.
- Redirect to - This will forward the email onto a specified address.
- Send copy to - This will forward the email as well as saving a copy of it on your account.
It's worth noting that when you add a auto response to your account, this will also appear as a filter in the filters section if you wish to tweak it further.
Email Forwarding
This section allows you to forward on your emails onto another email address. This is useful if you just wish to receive emails to an external email account.
To start using a forwarding address, first turn on the Turn on Email Forwarding? toggle. Enter the email address you would like to forward to in the text box below this. You can use the Add New Forward Address link next to this box if you wish to add another forwarding address.
The Keep a copy here? toggle will save a copy to your webmail inbox before it is sent on to your forwarding address. Keeping this off will mean that your emails are no longer retained on our servers so we won't be able to recover them on our side, but your forwarding address provider may be able to. If you do decide to keep a copy of the email, please bare in mind that these emails will count towards your email quota.