MailPlus Settings
At Settings (the cogwheel icon on the top-right corner), you can configure MailPlus settings related to mail layout and organization, mailboxes, protocols (e.g. SMTP and OpenPGP) for mail delivery, and more to suit your needs.
General Settings
At Settings (the cogwheel icon on the top-right corner) > General, you can configure the following settings related to mail layout and organization:
- Conversations per page: Select the number of conversations to display per page from the drop down menu.
- External images: Choose from Always display and Ask me before displaying. The latter option helps prevent malicious senders from exploiting externally linked images.
- Split Pane Mode: Choose how you want to view your messages by choosing from Three columns or Two columns.
- For two columns, you can further choose the format in which you want your emails to be displayed: One line without preview, One line with preview and Two lines.
- Language: Choose the display language.
- Display density: Select the display density of the conversation list.
- Mark conversations as read: Choose how it will take a conversation to be marked as read after it has been opened.
- Send cancellation period: Select the amount of time you have to decide if you want to unsend an email.
- Set mailbox as Archived: Once you set a mailbox as archived, all mail you archive will appear in this mailbox.
- Reply from the recipient address the message was sent to: When you make an email reply, the system will automatically set your email address as the one where you receive the message. This feature only applies to email addresses specified at Settings > SMTP.
- Enable keyboard shortcuts: Use keyboard shortcuts to quickly and easily manage your mail.
- Codepage: Select a language from the drop down menu. This is used when compressing multiple attachments as a zip file; select the language the file names are in.
- Delete mail in Trash: Select from the drop-down menu to delete trash mail received before a specific time.
- Delete mail in Spam: Select from the drop-down menu to delete spam mail received before a specific time.
- Archive mail in Inbox: Select from the drop-down menu to archive inbox mail received before a specific time.
- Clear Trash on logout: Enabling this option will clear all mail in Trash when you log out of MailPlus.
- Clear Spam on logout: Enabling this option will clear all mail in Spam when you log out of MailPlus.
- Do not allow creating events in Synology Calendar from dates (Dates will not be highlighted): Select this option to disable creating events in Synology Calendar from dates in your messages.
- Use signature: Select to set a signature for your outgoing messages. Choose the email account to apply the signature to, and edit your signature with multiple text tools (e.g. Font size, Font color, and Insert image) in the text field.
- Customize your Default text style by selecting your font style, font size, and color.
Auto Reply/Forward Settings
At Settings (the cogwheel icon on the top-right corner) > Auto Reply/Forward, you can configure the following settings:
- Tick Enable auto forwarding to forward your Mail to another email account.
- Enter the email you want to forward your mail to in the Forward to field.
- Choose whether to keep original mail by checking the box or leaving it unchecked.
- Tick Enable auto reply to use this function.
- Set the time span in which the auto reply will be active. You can also customize the subject and the message but there is already a default template you can use.
- Click OK to save the settings.
Mailbox Settings
At Settings (the cogwheel icon on the top-right corner) > Mailbox, you can Add new mailboxes, as well as Edit, Delete, Hide, and Share previously created mailboxes.
Shared Mailbox
A personal mailbox can be shared with internal users/groups to centralize email messages over a specific project, and allows them open access to email conversations for project tracking.
To share your mailboxes with others:
You can share your personal mailboxes with system-internal users/groups.
- Right-click on one of your mailboxes on the left panel on the mail view.
- Click Share on the menu.
- Select users/groups to share this mailbox with. To add users/groups, click Add; to remove a user/group, select an unwanted one and click Delete.
- Assign specific access permission to each user/group regarding the shared mailbox:
Permission |
Access Capability |
Owner (the shared mailbox creator) |
- View, manage, and reply to messages in the shared mailbox.
- Manage the shared mailbox and all sub-mailboxes.
|
Manage |
- View, manage, and reply to messages in the shared mailbox.
- Create, delete, and rename sub-mailboxes.
- Delete the shared mailbox.
- Share the shared mailbox with other users/groups, and assign access permissions to them.
|
Read/Write |
- View, manage, and reply to messages in the shared mailbox.
- Create sub-mailboxes.
|
Read only |
- View messages in the shared mailbox.
|
- Click OK to save the settings.
- The system will mark the shared mailbox with a group icon, and send out an invitation to intended users/groups to grant them mailbox access.
Note:
- After users with the read/write or higher permission reply to messages in the shared mailbox, their replies will be visible to others sharing the same mailbox.
- When a sub-mailbox is created in a shared mailbox, by default a user will have the same type of permission over the sub-mailbox as over the shared mailbox. The user's permission over the sub-mailbox can be changed in later time.
To view mailboxes shared from you:
Go to the left panel on the mail view and go to the Mailbox section. Mailboxes in this section will be marked with a group icon when they are shared to others.
To view mailboxes shared to you:
At Settings (the cogwheel icon on the top-right corner) > Shared Mailbox, you can see mailboxes shared to you and their subscription status.
- Go to the Shared Mailbox tab to see mailboxes shared to you and the corresponding subscription status.
- You can change the subscription status of each shared mailbox:
- Under subscription (with a check sign): The shared mailbox will show up in the Shared Mailbox section on the left panel of the mail view.
- Out of subscription (without a check sign): The shared mailbox will not show up on the left panel of the mail view.
- Click OK to save the settings.
Creating Filters
At Settings (the cogwheel icon on the top-right corner) > Filter, you can create, edit, and delete filters to make it easier to manage your emails. All incoming or outgoing messages that meet the desired criteria will be marked or labelled according to your filter rules.
To create a filter:
- Click Add.
- Fill in at least one search criterion.
- Once you have added your criteria (and exceptions if needed), click Continue.
- Check the desired boxes so messages will be automatically marked or sent to specific mailboxes.
- Click OK to save your filter.
Note:
- All filters are case-insensitive.
- Separate multiple keywords with a space. Only messages that match all the keywords will be fetched.
- To filter with a keyphrase (i.e. a multiple-word term), enclose it with quotation marks (""), such as "local cuisine recipe".
- When the keyword or keyphrase is made up of Chinese/Japanese/Korean characters and contains no space, only messages that match exactly will be fetched.
Priority Mailbox
At Settings (the cogwheel icon on the top-right corner) > Priority Mailbox, you can set up the priority mailbox to show messages from various mailboxes or labels for centralized management.
- Select Enable priority mailbox.
- Click Edit to specify the section settings below:
- Section: Select a specific Mailbox or Label to have its mail messages show up in the section.
- Display: Select All to display all messages in the mailbox or grouped under the label; select Unread to show only unread messages.
- Show up to: Decide the maximum number of messages to show in the section according to the selected number.
- Hide when empty: Select to hide the section when it has no messages to show.
- To reorder the sections, click and hold a specific one and drop it to a desired position.
- Click OK to save the settings.
SMTP Settings
At Settings (the cogwheel icon on the top-right corner) > SMTP, you can add additional SMTP servers or edit existing ones. Your existing MailPlus Server settings will automatically be displayed as the default SMTP server. No settings except for your Sender name can be edited.
Users may add other SMTP servers to send e-mails from MailPlus. For example, you can add the Google SMTP server and enter your Google account and password to send e-mails via your Google account on MailPlus.
POP3 Fetch Settings
At Settings (the cogwheel icon on the top-right corner) > POP3 Fetch, you can add email download sources by clicking Add and entering custom POP3 servers or use predefined ones (e.g. Gmail) to fetch e-mails from different servers to MailPlus. This way, you can collectively receive and read all your emails in MailPlus. Set a mailbox that all incoming messages from this server will be sent to, ensuring easy management.
Note:
- Admin can enable/disable POP3 settings in the Administration Settings tab. This tab will only be visible when logged in with the admin account.
- For step-by-step instructions on fetching external email via POP3, please refer to this FAQ.
OpenPGP Settings
At Settings (the cogwheel icon on the top-right corner) > OpenPGP, you can Enable/Disable OpenPGP, manage OpenPGP keys, and adjust OpenPGP related settings.
To manage OpenPGP keys:
- Click Generate to generate a new OpenPGP key pair.
- Click Delete to delete a key.
- Click Import to import an existing key from a file or from text input.
- Click Export to export the selected key to a file.
Administrator Settings
At Settings (the cogwheel icon on the top-right corner) > Administrator Settings, the MailPlus administrator can manage the following settings for all users:
- Allow users to receive email from external POP3 mail servers: Select to allow users to fetch external email to MailPlus via POP3. You can specify the fetch interval in minutes.
- Disable OpenPGP for all users: Select to disable OpenPGP for all users.
- Allow users to create shared links for large attachments: Select to automatically turn large attachments into shared links to reduce mail size for smooth delivery. The following Control Panel settings should also be adjusted:
- Go to User > Advanced > User Home and select Enable user home service to create home folders for all users. Large attachments will be uploaded to the user's home folder.
- To allow users to create or delete shared links, go to Privileges to allow all users to use File Station.
Shared Contacts
At Settings (the cogwheel icon on the top-right corner) > Shared Contacts, you can rename contact groups from a LDAP server or Windows AD domain for easy identification, or hide them from normal users.
- Manage imported contact groups in ways below:
- Text to display: Click to rename the imported contact group in MailPlus.
- Hide: Select to hide the contact group and its individual contacts from normal access.
- Click OK to save the settings.
Note:
- Only the domain or LDAP administrator can view and modify the settings.
- The settings will only be applied to users in the same mail domain or LDAP domain.