Community Knowledge Base

Email Overview

SmarterMail users can send and receive email messages, view their calendars and create appointments, create or review tasks and more, from anywhere in the world, using any computer or mobile device and a simple web browser. In addition, SmarterMail is fully compatible with any desktop email client such as Microsoft Outlook or Apple Mail, or mobile email, contacts and calendar apps on Android and iOS. To login to SmarterMail simply use the link to the webmail interface login page provided by whoever set up your SmarterMail mailbox. Once on the login page, type your full email address and password in the appropriate fields and click Login.

SmarterMail Email Inbox

Navigating Email

When you go to the Email section of SmarterMail you'll generally start with your Inbox as it's the primary location all new email resides. While you can have content filters set up that route email to different folders or locations, your Inbox is, by default, the starting point for anyone using webmail. Once here, you'll see that the interface is separated into various sections.

3 Bar Icon

At the top of the folders view you'll see the 3 Bar icon. This allows you to hide or show folders, which is extremely beneficial when viewing your Inbox on smaller devices, such as tablets and phones.

Default and Custom Folders View

The left side of the interface displays your folders. Here, you'll see the default folders listed at the top: Inbox, Deleted Items, Drafts, Junk Email, and Sent Items. These folders are created for every mailbox within SmarterMail.

Below the Default Folders are the Custom Folders that a user creates. If additional folders are embedded within a main parent folder, a down arrow is displayed to the left of that folder's name. Clicking the down arrow will expand that folder and display the additional, embedded folder names. Clicking it again will hide those embedded folders.

At the bottom of the All Folders list is the Shared With Me area. Here you'll be able to see any folders other users have shared with you. As for your own shared folders, these are denoted by a sideways V shape to the left of the folder. Folders shared with you are always displayed in the Shared With Me area, while folders YOU share remain in their natural order -- they simply have a sharing symbol next to them.

Read more about Managing Folders in SmarterMail.

Messages View

To the right of your Default and Custom Folders is the Messages view. Here, you'll see a list of all of the messages in your inbox or that reside in whichever Default or Custom Folder you're currently in.

At the top of the All Messages view are Email Interaction buttons:

  • New
  • Select
  • Delete
  • Reply
  • Sorting
  • Actions

Read more about Reading Email Messages, Composing Email Messages and Deleting Email Messages in SmarterMail.

Email Interactions

There are a number of different ways to interact with messages in SmarterMail. Buttons such as New are fairly self-explanatory, but others have multiple different options. Moving from left to right, these buttons are:

  • Select - By itself, the Select button allows you to select one or more messsages in your messages list. When clicked, you can scroll through your messages and select individual ones as needed, then delete those selected messages, move them, etc.. Alternatively, holding the Ctrl key (on Windows) or the Command key (on Mac OS) also allows you to select individual messages. Using the Shift key allows you to select multiple concurrent messages at a time. Clicking the caret (down arrow) next to the Select button gives you the following options:
    • Select All - Selects all messages in the All Messages view.
    • Deselect All - If any or all messages are selected in the All Messages view, this unselects them.
  • Delete - Moves the selected message(s) to the Deleted Items folder. Note: This is the default action taken when a message is deleted. Depending on your account settings, the delete action may be different. For more information, see Deleting Email Messages. Clicking the caret (down arrow) next to the Delete button gives the following options for the message(s) selected:
    • Undelete - Retrieves deleted messages from your Deleted Items folder provided the system hasn't been purged yet. Note: After the system purges any items marked for deletion, you can't retrieve the deleted messages. In addition, Undelete is only available for messages Marked as Deleted or messages in the Deleted Items folder.
    • Delete All in Folder - Moves all of the messages within a selected folder to the Deleted Items folder. This option takes the same action as delete, except that it will perform the delete operation on every email in the folder, regardless of whether the message is checked or not. This option is most useful in folders like Junk Email or Deleted Items.
  • Reply - There are three (3) options when replying to a message:
    • Reply - Selecting Reply means you will reply to the the sender only.
    • Reply All - Selecting Reply All addresses a response to the sender and everyone else who received the message. This includes all email addresses listed in the To and Cc fields, except your own email address.
    • Forward - Selecting Forward allows you to send the message to someone other that someone in the To and Cc fields. NOTE: It is also possible to add email addresses to the To and Cc fields when you Reply or Reply All to a message.
  • Sort - See the section, below, for more details about sorting.
  • Actions (...) - This button doesn't do anything by itelf, but once selected, you have the following actions:
    • Move - Moves the selected message(s) to any available folder. Note: You can also drag-and-drop messages to an available folder.
    • Add Task - Allows you to add a Task that is associated with that message. This is a good way to keep task details aligned with the message that initiated the task in the first place.
    • Print - Brings up the Print dialog on your desktop or device.
    • Mark Read - Marks the selected message(s) as read and changes the status indicator appropriately.
    • Mark Unread - Marks the selected message(s) as unread and changes the status indicator appropriately. This can be useful for reviewing messages at a later time.
    • Flag - Marks the selected message(s) for follow-up and changes the color of the follow-up flag appropriately. Alternatively, users can click on the flag icon next the message to mark it for follow-up.
    • Unflag - Removes the follow-up on the select message and changes the color of the follow-up flag appropriately. Alternatively, users can click on the flag icon next to a message marked for follow-up to remove the follow-up flag.
    • Trust Sender - Adds the address to your Trusted Senders list, meaning any future emails from this address will bypass most antispam options enbaled for the server. (NOTE: SPF and DKIM still run against any address in the Trusted Senders list to prevent phishing.)
    • Block Sender - Prevents the sender of the selected message(s) from sending any more messages to the account. When you block a sender, a new Internal Blocked Senders Content Filter is created. Any user you block is added to that list, and their email is, by default, deleted.
    • Unblock Sender - Allows the sender of the selected message(s) to begin sending messages to the account again by removing the address from the Internal Blocked Senders content filter.
    • Create Filter - This options opens the Content Filtering area. Here, you can use information contained within the email message, such as the From Address, Subject, etc. and create a new Content Filter based off that information.
    • Add Sender to Filter - This option opens a modal window that lists all of your existing Content Filters. You simply select the filter you want this sender added to, and they're immediately added.
    • View HTML - Allows you to view the original message in its rich, HTML-formatted state.
    • View Text - Removes any HTML formatting and displays the message a "text only."
    • View Raw Content - Allows you to view the message in its raw, unformatted state and includes the header of the message. Viewing the raw content or just the header can assist with diagnosing potential issues with viewing the message.
    • View Header - Only displays the message's header information, which includes items such as the message ID, the message's content type, etc.

Disposable Address

A Disposable Address is a randomly generated address, completely independent of a user’s current email address. This address acts as a timed alias, forwarding mail to a parent folder for however long specified. When the time limit has been reached, the address is no longer valid and mail will not reach the mailbox. This is useful when you only need a temporary sign up or don’t want to give out your email address and possibly get inundated with spam messages.

Creating a Disposable Address

You can create a Disposable Address using the menu option at the bottom of the navigation pane or by right-clicking on the folder itself. When you create the address, SmarterMail will automatically create the username, but you have the ability to select the folder where the messages to that address are delivered, plus the length of time you want to use the address. At any time you can either extend that timeframe or disable the address entirely. Simply open the Disposable Address option to make modifications. NOTE: Only one Disposable Address can be used at any one time.

Sorting Messages

To sort messages, click on the Sorting icon and select the field, or fields, you want to use for the sort order for your messages. For example, clicking the Sorting icon and selecting "Size" will sort items in order of their size. (This includes the size of a message plus attachments.) To change the "direction" of the sort, either Ascending or Descending, select that option from the Sorting icon menu as well.

You can get a more granular sorting of messages by selecting their status: All, Unread, Replied To, etc.

In general, the following options are available in the Sorting menu:

  • Date - The date and/or time the mail system received the email.
  • From - The sender of the email message.
  • Subject - The subject of the email message.
  • Size - The size of the email in kilobytes.
  • Sort Order - Either Descending or Ascending. For example, if you sort messages by Size, Descending order would be from largest message to smallest; Ascending would be smallest to largest.
  • All - Will sort All messages.
  • Unread - Will sort using all Unread messages as the sort method.
  • Read - Will sort using emails that have been read as the sort method.
  • Replied To - Will sort using all emails that have been replied to as the sort method.
  • Not Replied To - Will sort using all emails that have no replies as the sort method.
  • Flagged - Will use emails that are marked for follow up as the sort method.
  • Linked to Tasks - Will use emails that are associated with Tasks as the sort method.
  • Attachments - Will use emails that have attachments as the sort method.