SmarterMail Help

Account

The Account Settings section contains basic configuration options for a user's account, including their forwarding and reply-to addresses, webmail preferences and more.

To access your personal account settings, log in to SmarterMail and click on the Settings section. Then click on Account in the navigation pane. The following cards will be available, each with its own options:

User

  • Language - The language in which the interface is displayed. Note: The options displayed here are dependent upon the translation files the SmarterMail Administrator has added to the mail server. Furthermore, SmarterMail translation files are provided by product users, and SmarterTools makes no warranty on the correctness of the translation.
  • Time Zone - The time zone of your location. This field determines the timestamp for items within the interface, including the date and time messages were received or a Note was updated.
  • Reply-To Email Address - The email address used in the reply-to header for messages. This address will be used when the recipient replies to a message that was sent via webmail. Note: Only messages sent via webmail will include the reply-to address. If you use an email client that supports a reply-to address, the configuration must be made there as well.
  • Recovery Email Address - The email address to which password reset instructions will be sent if you forget your account password. This is also the address used for Two-Step Authentication, if it's enabled for your user. (Or Forced by the Domain Administrator.) This address should be separate from the SmarterMail account, such as a Gmail or Yahoo! address, or even the default email address of a Domain Administrator. Note: The backup email address can only be used if the System Administrator has enabled password retrieval for the login page.
  • Plus Addressing - Plus addressing allows users to automatically sort incoming email without creating content filtering rules first. One of its major benefits is that it allows users to generate special email addresses if they do not want to give out their real address. For example, if user@example.com needs to provide a valid email address to sign up for a newsletter, he can sign up for the newsletter using the following address: user+technewsletter@example.com. When the newsletter is delivered, it can automatically be routed to the Technewsletter folder. If the folder does not already exist, it can be created automatically. In addition, if you include the "/" character in your plus address, you can automatically create subfolders. For example, the plus address myname+Newsletters/ACME@example.com will create a folder called Newsletters, then create an ACME folder under it, and drop the newsletter into the ACME folder. As an added bonus, you can connect to folders in your email using POP3 by using plus addressed emails. The example above, when input into your POP email client as your login name, will return the contents of that folder. Note: For plus addressing to work, the plus (+) sign is required AFTER the username but BEFORE the domain name. For example, username+foldername@domain.com).
    • Disabled - Select this option to turn off plus addressing for your account.
    • Move to Folder - If the target folder already exists, the incoming message will be placed into it. If the folder does not exist, it will be created automatically. Note: To prevent abuse, no more than 10 folders can be auto-created in this method during a six hour period.
    • Move to Folder (If Exists) - If the target folder already exists, the incoming message will be placed into it. If the folder does not exist, the email will be placed in the Inbox.
    • Leave in Inbox - The incoming message will be placed in the Inbox.

Notifications

Browser notifications allow your browser to alert you about common activity within SmarterMail, even if your browser window is minimized or hidden behind other screens. Note: In order for browser notifications to work, your browser must be running and logged into a SmarterMail site.

A request to enable browser notifications will appear upon your first login to SmarterMail, when using a new browser or after clearing your standard browser's cookies. If your Account Settings page shows the message: “Browser notifications have been disabled in this browser,” it means that you have denied the request to push these alerts. Instructions on how to enable notifications for a site vary with each browser, so we encourage reviewing your browser documentation for the exact steps.

The following alerts can be enabled or disabled for browser notifications.

  • Calendar reminders - Enable or disable notifications for calendar appointments that have a reminder enabled.
  • Chat messages - Enable or disable notifications when a chat message is received from SmarterMail's standard Chat section or a Team Workspace.
  • New emails - Enable or disable notifications when an email is received in your Inbox.

Folder Auto-Clean

Setting up auto-clean rules for email folders is a simple, yet effective, way to limit how much of your disk space is taken up by messages in default folders like Junk Email, Sent Items, and Deleted Items. By placing limits on the size of these folders, or by automatically deleting mail older than X number of days, you can help ensure that your disk space does not fill up unnecessarily. In addition, if you want to set a size limit on a folder, messages are deleted in the order that they were received so that older messages get deleted first.

  • Override auto-clean settings - Enable this setting to override the settings established by the Domain Administrator, allowing you to create your own rules. Any changes you make will not be affected if the System Administrator changes their policy, unless they disable domain overrides.

If the "Override auto-clean settings" setting is missing, the auto-clean rules created by the Domain or System Administrator will be displayed at the bottom of this card. If no rules were created by an Administrator, a note saying such will be displayed.

However, if "Override auto-clean settings is turned on, you're presented with a New rule button that will allow you to create your own rule(s). Auto-clean rules can be created for any default mail folder, and can be created based on a message's age or the folder's size.

Webmail

  • Theme - Specify the general color theme of the SmarterMail interface: Light or Dark.
  • Delete Email Action - To specify the action performed on deleted messages, select the appropriate action from the list. NOTE: This action only affects messages. If folders are deleted, the folder and its contents will always go to the Deleted Items folder.
    • Move to Deleted Items folder - Deleted items will appear in the deleted items folder, which will need to be regularly emptied.
    • Permanently Delete - Permanently deletes and purges the message. Note: When deleted messages are purged, the action is final. You will not be able to retrieve these messages later.
    • Mark as Deleted - Flags the message for deletion, but it does not move messages to the Deleted Items folder and messages remain until the folder is purged.
  • Text Encoding - To specify the character set used in messages composed through the Web interface, select the appropriate option from the list. By default, SmarterMail sets the encoding to Western European (ISO). However, SmarterMail supports encoding for over 35 different text formats, thereby supporting encoding for most parts of the world.
  • Compose Font - Specify the default font for emails by selecting an option from the list.
  • Font Size - Specify the default font size for emails by selecting an option from the list.
  • Default From Address - Select the email address that you reply from by default for messages sent through webmail. Your SmarterMail email address and any domain aliases or SMTP accounts configured for your account will be shown in this list. (This setting does not prevent you from manually changing the Send From address when composing a message.)
  • Search Language Indexer - The language that the Lucene indexer will index against. In most cases, Generic Indexer is the best selection as it incorporates English and common umlauts. However, if the interface is viewed in certain languages, such as Chinese, Japanese, or Korean, this setting should specify the language for better indexing results.
  • Use To: address for replies - When enabled, replying to a message via webmail will use that email's To: field as the Send From address of your reply, regardless of whether the message was sent to your SmarterMail email address or a domain alias, email alias, SMTP account, disposable address or plus address. For example, if an email is sent an alias you are part of, replies to that email via webmail will automatically use the email alias address as your Send From address. (This setting does not prevent you from manually changing the Send From address when composing a message.)
  • Request read receipts by default - Select this option to automatically request read receipts for all outgoing messages sent via webmail. When this setting is enabled, all outgoing messages that are sent via webmail will request that the receipient(s) send a read receipt when the message has been read. If the read receipt is sent by the recipient(s), you will receive a message from the system administrator confirming that the message has been read. Note: Users should be careful when enabling this feature and should only do so if required for business or compliance or regulatory requirements.
  • Request delivery receipts by default - Select this option to automatically receive delivery receipts for all outgoing messages sent via webmail and email clients. When this setting is enabled, you will receive a message from the system administrator verifying the delivery status of your outgoing message. Note: Users should be careful when enabling this feature and should only do so if required for business or compliance or regulatory requirements.
  • Mark messages downloaded by POP as read - Enable this option to mark all messages that are downloaded via a POP3 connection as read.
  • Show images from external websites - Enable this option to automatically display all in-line remote content when an email is viewed. (Remote content is considered to be any image, video, animated gif, etc. that has an external source and is contained in the message.) When this is enabled, you will not have to manually display the remote content on emails you receive; it will be visible automatically. Note: Emails from trusted domains and senders will always display remote content automatically.
  • Allow Inline Images From - Here you can enter the email addresses or domains (one entry per line) whose in-line remote content should be displayed automatically, even if the previous setting is turned off. If an email address is entered, emails received from that address will automatically display all remote content. If a domain is entered, remote content that comes from a source containing that domain will be automatically displayed. For example, if "smartertools.com" was entered in this field, remote content from a source of "https://images.smartertools.com" would be automatically displayed, even if that email was sent from user@example.com. (If an exception for an email address is added from an email directly, that email address will be listed here.) Note: Emails from trusted domains and senders will always display remote content automatically.

Two-Step Authentication

When enabled for a domain by the System Administrator, Two-Step Authentication adds an extra layer of protection to your SmarterMail account. It ensures that only YOU can access your account, even if someone knows your password.

When your account is protected with Two-Step Authentication, logging into webmail requires two methods of authentication: your SmarterMail account password and a verification code that's only available to you. This code can be generated from an app, like the Google or Microsoft Authenticator apps available for iOS and Android, or delivered via a recovery password that's set up for your account. In addition, if you access email using a mobile or desktop email client, such as Microsoft Outlook or Apple Mail, you will need to use "application passwords" when setting up those accounts. (If the account is already set up in an email client, you'll need to re-log in using an application password after Two-Step Authentication is set up.)

Once you click the Enable button, you'll walk through the process of setting up Two-Step Autentication. The steps you walk through depend on which type of authentication you select: Authentication App or Recovery Address. Regardless, the fields you'll see are as follows:

Two-Step Authentication set up
  • Verification Methods - This is where you select the type of additional verification you want to use: Authenticator App (e.g, Google or Microsoft Authenticator) or Recovery Address. Regardless of which method you choose, you'll have to supply a Recovery Email Address. This is necessary even when using an Authenticator App for instances where issues occur with the app, such as the inability to scan a QR code, that may require an authenication code to be emailed to you.
  • Recovery Email Address - This is an alternative email address, different than the one you're using, that can receive authentication codes. If you already have one set for your account, it will be displayed here. However, you can change it to a separate address if you so desire. You will have to re-enter this address to confirm it on the next line.
  • Verification Code - If using the Authenticator App method, you'll be asked to scan a QR code with the app you want to use for authentication, then enter the code displayed by the app. If you're using Recovery Email Address, you'll need to enter the verification code that was emailed to that address.

Setting Up Two-Step Using a Recovery Email Address

Using a Recovery Email Address means that each time you log in to webmail, a verification code will be sent to the Recovery Email Address you specify. You then enter that code on the SmarterMail login screen for your account, prior to being able to access webmail. To get started with using Two-Step with a recovery address, do the following:.

  1. Select Recovery Email Address from the Verification Methods dropdown.
  2. Enter and confirm the Recovery Email Address that will be used to retrieve the verification code. (This email address will automatically be used as the Recovery Email Address used for resetting your account password as well.)
  3. Click Next.
  4. Wait a moment for the verification code to be sent to that address, then enter the 6-digit code once it's received.
  5. Click Check to confirm the verification code and complete the Two-Step Authentication setup.

Setting Up Two-Step Using an Authenticator App

Using an Authenticator App, such as Microsoft Authenticator, means that each time you log in to webmail, you'll retrieve the verification code from your authenticator app of choice. You then enter that code on the SmarterMail login screen for your account, prior to being able to access webmail. To get started using an Authenticator for Two-Step, do the following:

  1. Install an authenticator app, such as Google or Microsoft Authenticator, on your phone or computer. (In this article, we'll demonstrate how to set up Two-Step Authentication using Google Authenticator on your mobile device.)
  2. Select Authenticator App from the Verification Methods dropdown.
  3. Enter and confirm a Recovery Email Address that will be used as an alternative method to retrieve the verification code. If your authenticator app is not accessible, the verification code will be sent to this address instead. (This email address will automatically be used as the Recovery Email Address used for resetting your account password as well.)
  4. Click Next. A QR code will appear on the next page.
  5. Open the Google Authenticator app. Click "BEGIN SETUP" if you aren't already using it for other accounts, or use the plus (+) icon to add a new token.
  6. Select Scan QR Code to use your phone's camera to scan the code that's displayed in SmarterMail. A new token will be added to Google Authenticator.
  7. Enter the token's 6-digit code into SmarterMail.
  8. (If you can't scan the QR code, click on "Can't scan the QR code?" in SmarterMail. In the Authenticator app, choose to create a new token by Manual entry. In the Account field, enter a token descriptor, such as the username of your account. In the Key field, type in the secret key that'ss displayed in SmarterMail. Then enter the token's 6-digit code into SmarterMail.)
  9. Click Check to confirm the verification code and complete the Two-Step Authentication setup.

Logging in with 2-Step

To log in to SmarterMail, enter your email address and password. Then enter the 6-digit verification code that's sent to your recovery email address or the token that's displayed in the authenticator app.

Configure Third-party Applications with App Passwords

Note that once 2-Step Authentication is set up for your account, you will also need to re-configure any third-party applications or email clients using the "application passwords" that are automatically generated and displayed on the Two-Step Authentication card in your Account settings. Several passwords are provided based on the protocol-type being used. For example, an EAS password would be used for any mobile email client. Passwords can be used multiple times, in multiple clients. They can also be reset/refreshed. Be sure to use the correct password for the corresponding protocol.

Two-Step Authentication application passwords

Regardless of which method you use, having Two-Step Authentication set for your account is a great way to keep your email communication protected.

Forwarding

If this card is not displayed, your account has not been permitted to utilize automated forwarding. This feature must be enabled for the domain and for your account. Contact a SmarterMail administrator for assistance enabling this feature.

  • Forwarding Address - The email address to which messages sent to your mailbox will be automatically forwarded.Note: Messages routed to other email folders via content filters or plus addressing will also be forwarded to this address. Messages routed to the Junk Email folder will not be forwarded by default. However, these can be included if the domain's "Forwarding Exclusion" is set to "No exclusion - Forward all mail."
  • Forward Method - To specify the method by which messages are forwarded, select the appropriate option from the list.
    • Normal - Includes original content, including font styles from original message, as part of the new message.
    • Text - Inserts the plain text version of the original message into the new message. This is useful if you want to exclude links, fonts or other formatting.
    • Embed as Attachment - Attaches the original message to the new message as an attachment. The message will not appear in the body of your message.
  • Delete messages when forwarded - Enable this option to delete messages from your SmarterMail mailbox after they are forwarded.

Changing your Password

To change the password used to log into your SmarterMail account, click on the Change Password button at the top of the Account page. In order to protect your account security, you will be required to enter the current account password before entering the new one.

If your SmarterMail account credentials are handled in Active Directory or if you do not have permission to change your password, you will need to contact your domain or system administrator for assistance. Depending on who manages your SmarterMail email services, this could be the IT department of your company or a third-party hosting company / ISP.