Send messages

  1. Recipient types [top]
    There are 3 recipient types:
    • To: main recipient(s)
    • Cc: recipients in Carbon copy
    • Bcc: recipients in Blind Carbon copy
    Note: The addresses in the Cc field are visible to all recipients, while the addresses in the Bcc field are invisible to all recipients.

    Cc and Bcc fields are hidden by default: click on Cc/Bcc in the right part of the window to display them.

    You can drag and drop recipients from one type to another.

  2. Create a draft [top]
    When writing a message, click on Save and then on Save as draft to save it as a draft. It is not sent and is placed automatically in the Drafts folder.

    To resume the writing and/or send the message, go to Drafts and click on the message.

    Each time you write a message, it is automatically saved as draft from time to time, so that you can get it back if something goes wrong.

  3. Lay-out (colors, etc.) [top]
    An email can be sent in text format (default format) or in Rich text formatting (fonts, alignment, colors, etc.), images, etc.

    To send a rich text formatting email, create a new e-mail and select Rich text formatting in Plus (on the right). A button bar (similar to a word processing button bar) appears. Move the mouse over each button to get its legend.

  4. Insert an image [top]
    To insert an image directly in the message content and not as an attachment, make sure that the message format is Rich text formatting (using Plus for a specific message or Settings for all messages). Images are indeed visible in this format only. Click on the last but one button in the lay-out menubar, representing an image. Choose the image on your computer or in the Documents. Finally, apply some styling (alignment) after clicking on the image.

    Mind that the image weight must be acceptable for an e-mail.

    Note: The image is stored in the Mail images folder in your private Documents.

  5. Reply [top]
    When you reply to a message with several correspondents, you can reply to the sender only (by selecting Reply) or to all correspondents (by selecting Reply to all.

    Messages that have been replied to are indicated by pictogram.

  6. Forward [top]
    By default, a message is transferred in the body of a new message and you can delete unnecessary lines. In Messages Settings, heading General, you can activate the forwarding as attachment (.eml file). In this case, you won't be able to remove unnecessary lines.

    Messages that have been forwarded are indicated by pictogram.

  7. Sender addresses [top]
    You can have several sender email addresses. These addresses have to be entered in your personal data.

    When writing a message, click on from to edit your personal data and add (or edit) an email address.

    When writing a message, select a sender address in the pull-down menu next to from. You can set the default sender address by clicking on Settings.

  8. Send a SMS [top]
    Enter the complete number in international format (country + zone + number) followed by @SMS (eg: 32475123456@SMS). Attachments are not sent to these recipients.
    Note: We advise you to sign your SMS so that the recipients know from who they are coming from. Besides, if you wish an answer by SMS, write your own number in the message.

    Within the same message, you can have e-mail and SMS recipients.

  9. Send a fax [top]
    Enter the complete number in international format (country + zone + number) followed by @fax (eg:322123456@fax). The body of the message is sent on the first page, while attachments are sent on following pages.
    NB: We advise you to sign your faxes so that the recipients know from who they are coming from. Besides, if you wish an answer by fax, write your own number in the message.

    Within the same message, you can have e-mail and fax recipients.

Address books

  1. Address autosuggest [top]
    Enter the first letters from a first name, a last name or an e-mail address to display a suggestions list. These suggestions come from all your contacts types: private contacts, group contacts and group members.
  2. Using the Address Book [top]
    When writing a message, you can fill the To, Cc and Bcc fields using the Address Book tool: click on To, Cc or Bcc.
  3. Using the Address Book for SMS and fax [top]
    When you call the contacts by clicking on A, Cc or Bcc, e-mail addresses are displayed. In the pull-down menu on the right, select Phone numbers so that you can select recipients for SMS or fax.
  4. Send a message to all group members [top]
    Click on Bcc. Select the group in the pull-down menu then select Group members in the left column. Tick the All members checkbox. This way, e-mail addresses will not be shown to all group members. If you wish that addresses are displayed, click on To or Cc at the start.
  5. Add to contacts [top]
    You can add data to contacts in several ways:
    • Click on a correspondent name and choose Save in Contacts to create a new contact with this e-mail address or Add to a Contact to associate the e-mail address with an existing contact.
    • Click on a phone number and choose Save in Contacts to create a new contact with this number or Add to a contact to associate it to an existing contact.

Contacts lists

  1. Definition [top]
    The lists allows you to group several contacts from the different address books so that you can send the same message to all these contacts in a single operation.

    You can group several addresses and combine different communication channels (email, SMS, fax) if your virtual office allows them.

    The number of lists you can create and the number of recipients they may contain depend on your subscription.

    Although they can be bidirectional (if you place all addresses in Cc: and yours in to), lists are rather unidirectional.

    Note: lists cannot be used from outside the virtual office.

  2. What are lists for ? [top]
    Create lists containing groups of people you frequently communicate with: superiors, colleagues, students, etc.

    You don't have to create a list with all members from a group, as it already exists and is automatically updated.

    Warning: lists are not designed for mass mailing, and certainly not for sending unsolicited commercial e-mail). Abuse could result in your account being suspended. There are mass mailing solutions on the market.

  3. Create a private list [top]
    Select Lists in the More menu and select Private in the pull-down menu. Create your list by selecting contacts in the address books (private or group).
  4. Create a group list [top]
    All group members may always send a message to a group list. Only the group administrator may create group lists and edit them.

    If you are the group administrator, click on Lists, select the group in the pull-down menu and then create the group list just like you would create a private one. To allow members to edit a group list, click on Access next to the list name and select the appropriate boxes.

  5. Using a list [top]
    To view the content of a list, click on its name.

    To send a message to a list, select Send an e-mail in its Actions. From a new message, click on Bcc and select Lists.

  6. To, Cc or Bcc ? [top]
    Choose carefully which field to call your list from. To and Cc will display the recipients list to all of them. On the contrary, Bcc hides all recipients.
  7. Edit a list [top]
    Select Edit in the list Actions.
  8. Export a list [top]
    To export a list to a CSV (comma separated values) file, select Export in its Actions. You just have to copy/paste this file contents in another e-mail software.
  9. Delete a list [top]
    Select Delete in the list Actions. This deletes the list, but contacts in the list are of course not deleted.

Attachments

  1. Outgoing attachments [top]
    To send a file stored on your computer, click on Attach and then select Attachments.

    To send a file already stored in the Documents, click on Attach and then select Documents.

  2. Send as hyperlink [top]
    Instead of sending the Document in the e-mail, you can send it as an hyperlink. The recipient will have a few days to download it by clicking on the hyperlink and you can be notified when he does.

    This feature is handy for large documents but you can use it with small ones as well.

    Please note that this feature will automatically send an individual mail per recipient: the recipients will not see any other recipient.

    From a message, select Add download link from the Attachment menu. Then, select one or more private or group Documents.

    From Documents, select one or more documents, open the Actions and select Send and the Send as hyperlink.

  3. Incoming attachments [top]
    Attachments are indicated by a paper clip icon. When the message is opened, attachments can be:
    • Downloaded on your computer: click on Download
    • Saved directly in the Documents: click on Save in Documents. To save all attachments in a single operation, select Save all in Documents
    . Calendar attachments (.ics files) can be imported in the Calendar by choosing Save in Calendar. Likewise, Contacts attachments (.vcf files) can be save in the Contacts by choosing Save in Contacts.
  4. Hide attachments [top]
    You can hide attachments by clicking on the zone where they appear. They are just hidden and not deleted.
  5. Delete an attachment [top]
    It is possible to delete an attachment in a received or sent e-mail, in order to save storage in the mailbox. The deletion has no impact in your correspondents mailboxes: once you have sent an e-mail with an attachment, the recipients gets this attachments and nothing can be done about it.

    In the Actions of an attachment, select Delete. A trace of the attachment remains, because there indeed was an attachment when you receveid or sent the e-mail.

Display

  1. Unread messages [top]
    To display only unread e-mails in the current folder, select Unread only in the Actions of this folder.
  2. Display external images [top]
    If there are external images in a message, i.e. images hosted on a server and not directly in the message, they are not displayed. Indeed, external images can inform the sender that you have opened the message. They can deduce from that, for instance, that your e-mail address is valid and active. This is useful information for a spammer.

    However, some external images are harmless and improve the message lay-out. Therefore, an alert is displayed on top of a message when some images are hidden: "Images on third-party Web servers are filtered. Display images in this e-mail?". Click on Yes if you wish to display them and if you trust the sender.

  3. Sort messages [top]
    Messages are sorted out in reverse chronological order (the most recent messages appear first).

    You can sort on one of the following criteria: date, subject, sender or size. For each one, you can choose the normal order (alphabetical or ascending) or the reverse order (descending).

    To activate a different sorting, select a criterion in the Sort by menu on the right. This sorting will remain active in the folder until your next connection.

  4. Display the complete date [top]
    In the messages list, bring the mouse on an abbreviated date to display the full date and the hour.

Threads

  1. Threads [top]
    Threading displays e-mails like in a forum: messages from a same conversation are displayed hierarchically, the most recent being placed at the bottom.

    Note: ContactOffice uses a series of criteria to gather messages within threads. If you reply to a message and completely change the contents of the conversation, ContactOffice won't be able to guess it and will keep associating these messages in a same thread. Likewise, if messages from different senders have the same subject, they most probably will appear in the same thread.

  2. Activation [top]
    To activate this view, fo to Messages Settings, heading General. Tick the box next to Threads in the View section. This view will remain selected permanently.

    To get back to the normal view, deselect this same option.

  3. How to use threading [top]
    In the list on the left, a thread is represented by a single message. The total number of messages is displayed for each thread. If a thead contains at least one unread message, it is displayed as an unrad message.

    When you select a thread, all messages in it are displayed on the right. Click on a message to read it. Unread messages are displayed with the same background color than unread messages on the left.

  4. Mark a message in a thread as read [top]
    Select a thread on the left and a message on the right. Opening the message will mark it as read.
  5. Mark a message in a thread as unread [top]
    Select a thread on the left and a message on the right. In the menu bar, select "More/..." and then Mark as unread.
  6. Mark a thread as unread [top]
    This action will mark as unread all messages in a thread.

    Select a thread on the left, display its Actions and select Mark thread as unread.

Signature

  1. Create a signature [top]
    Go to Messages Settings and select Signatures. If you use lay-out options (colors, alignment, etc.), make sure that the Default format in General is set to Rich text formatting.

    You can create a signature for each of your sender addresses.

  2. Insert an image in a signature [top]
    To insert an image (logo, etc.) in your signature, do as follows:
    1. In Messages Settings, heading General, in the Edition section, make sure that the Default format is Rich text formatting. Images are indeed visible in this format only.
    2. In Messages Settings, heading Signatures, create the text part of your signature. You can use the lay-out options (colors, etc.). Then, click on the last but one button in the lay-out menubar, representing an image. Choose the image on your computer or in the Documents. Finally, apply some styling (alignment) after clicking on the image.
      Note: The image is stored in the Mail images folder in your private Documents. Don't delete it, otherwise it will vanish from your signature.
    You can have several images in a signature.
  3. Use a signature [top]
    • If you wish to sign each outgoing message, tick Automatic signature in Settings > Messages > Signatures. If you don't want to sign a specific message, just select the signature text with the mouse and delete it. You can also go to Plus (on the right) and choose Disable in the Signature section.
    • If you wish to sign some messages: write the message and then, in More (on the right), choose Insert at bottom or Insert at cursor in the Signature section.
  4. Personal data as attachment [top]
    Another way to sign your messages is to include a vCard (electronic business card, which contains the information stored in your personal data). To do so, click on Attachment and choose vCard when writing a message. All data in your personal data will be used in the vCard (except for the Comment field and Tags).
  5. Mandatory signature [top]
    For some subscriptions, all outgoing emails have a common signature (marketing, disclaimer, etc.). This mandatory signature cannot be disabled but you can still use your personal signature.

Electronic signature and encryption

  1. Why sign your messages ? [top]
    E-mail was designed in such a way that it does not check whether an e-mail has actually been sent by the owner of sender e-mail address. This is the reason why you might get messages that seem to come from banks, well-known suppliers or friends. Likewise, others could also use your own address as sender address. They don't need to hijack your mailbox do to that: they just have to know your e-mail address.

    The purpose of electronic signature is to make sure that the sender of an e-mail is really the sender e-mail address owner and, conversely, to make sure that e-mails sent with your e-mail address as sender are really sent by yourself.

  2. Why encrypt your messages ? [top]
    E-mail was designed in such a way that the content of an e-mail can be read while it travels across servers. The journey between two servers may be very long and rely on many intermediaries. Besides, robots working for intelligence services or criminals networks are listening. It is also noteworthy that it is technically possible to alter the content of an e-mail while it travels on the Internet.

    The goal of encryption is to make e-mail content unreadable for third-parties: the recipient alone will be able to read it. Likewise, you alone will be able to read the e-mails he sends you.

  3. Your key pair [top]
    Electronic signature and encryption both rely on a pair of keys. These keys are electronic files:
    • A private or secret key, that you will really keep private. Besides, it is protected by a password, called a "passphrase". The system security is based on the privacy of the private key and the passphrase.
    • A public key, that you can send freely and also publish on the Internet.
    1. Electronic signature means signing an e-mail with your private key.
      The recipient's e-mail software will compare your signature with your public key and will confirm that the e-mail is correctly signed.
    2. Encryption means encoding an e-mail with the recipient's public key.
      The recipient's e-mail software will compare the e-mail content with the recipient's private key and will confirm that the e-mail is correctly encrypted and that its content has not been modified. It will decode the message so that the recipient can read it, but will keep on storing it in its encrypted form.
    Note: when you send an encrypted message, ContactOffice will sign it as well. Exchanging encrypted messages in ContactOffice therefore requires that both correspondents have the public key of one another. On the contrary, you could get from outside encrypted messages that are not signed.

    This key pair architecture is a standard. Its name is OpenPGP.

  4. Your keystore [top]
    Your keystore contains not only your own key pair but also the public keys you add in there. The system security is based on the trust you give to each public key. Before you add a public key, you have to make sure that it belongs to the right person.

    Adding a public key enables ContactOffice to: validate messages electronically signed by this person, decode messages encrypted by this person and send this person encrypted messages.

  5. How to start ? [top]
    Here are a few tips to start using these features
    • You don't necessarily have to switch to a behaviour where you would only send and receive encrypted e-mails. Depending on the message confidentiality and the technical capability of the recipient's mail system to handle encryption, you send a normal or encrypted message, on a case by case basis. Contrary to other encryption platforms that force you to encrypt all your messages and to communicate only with users on the same platform, ContactOffice lets you free.
    • You can electronically sign all your messages. On the recipient side, even if his e-mail system does not handle electronic signatures validation, he will be able to read your messages.
    • Because encryption means encoding an e-mail with the recipient's public key, it requires that the recipient has created his own key pair and that you are in possession of his public key. A good way to start is identifying a few correspondents who may be interested in exchanging encrypted messages with you. If these correspondents are also ContactOffice users (colleagues, members of your organization for instance), it will be much easier.
    • Part of a security policy [top]
      Encryption is just part of a security policy. If your ContactOffice password and/or your passphrase are too easy to guess or written on a Post-It next to your screen, e-mail encryption is at great risk to be compromised.

Filters

  1. Definition [top]
    The filters perform actions on incoming emails (including external POP3 accounts) matching certain conditions.
  2. Access to filters [top]
    Go to Settings, choose Messages and then Filters.
  3. Create a filter [top]
    Click on New. Enter the following data:
    • Description: give an explicit name to the filter to be able to manage it easily.
    • Conditions: use at least one condition. To add another one, click on the + button. To delete a condition, click on the - button. If you enter several conditions, decide if they must all be true (all) or if at least one has to be true (any).
    • Actions: enter at least one action using the pull-down menu. To add one, click on the + button. To delete an action, click on the - button next to that action. According to the action you choose, you might be asked to enter some additional information (folder wherein the message has to be moved to, etc.).
  4. Edit a filter [top]
    You can edit a filter at any time by clicking on its name.
  5. Filter order [top]
    The filters are executed in the order of appearance in the filters overview (the filter on top of the page is executed first). This means that a different order of appearance will give a different result. Use the Abort futher evaluation if necessary: next filters won't be executed.

    To raise a filter in the list, display its Actions and select Upwards. To lower a filter in the list, display its Actions and click on Downwards.

  6. Deactivate a filter [top]
    Click on the sliding button on the right of the filter. The filter is then deactivated but not destroyed. You can reactivate it when necessary.
  7. Delete a filter [top]
    Display the filter Actions and select Delete.

Search

  1. Search in tools and environments [top]
    The search field is located in the upper right part of the screen. Enter a word or its first letters to launch a search.

    Search and tools:

    • If you are using a tool (Messages, for instance) and launch a search from there, it will search in this tool.
    • If no tool is selected when you launch a search (in the homepage, just after you have logged in, for instance), it will search in all tools. The results list will display the data type for each result. To get back to the homepage, click on the logo in the upper left corner.
    Search and environments :
    • If your private environment is selected when you launch a search (your private documents, for instance), it will search in this environment.
    • If a group is selected when you launch a search, it will search only in this group.
    • You can broaden or narrow the search by clicking on the triangle to display the advanced search options. In the Search in section, select Private or Private + Groups. If you select the latter, search will be done in all groups at the same time.
  2. Advanced search [top]
    Most tools have an advanced search, the search criteria being specific to each tool.
  3. Results [top]
    Results are limited to 200 items and are sorted by relevance.
  4. Last search [top]
    You can display the results of the last search by clicking on Search results in the left part of the screen. They are again sorted by relevancy score.
  5. Search from a correspondent [top]
    Click on a correspondent (sender or recipient) name and select Received and sent messages to search for all messages sent to and received from him.
  6. Search field syntax [top]
    • If you enter several words, you will get data that contain all these words. If you enter "OR" between words, you will get data that contain one of the words.
    • The search does make a difference between uppercase and lowercase.
    • You can add a star (*) after at least 4 characters to search on all words starting with these characters.
    Examples:
    • holiday Hawaii (equal to holiday AND Hawaii) will return data containing holiday and Hawaii .
    • Maui OR Hawaii will return data containing Maui or Hawaii.
    • "great holiday" (with the quotation marks) will return data containing the "great holiday" expression.
    • "info*" will return data containing words starting with info (information, informative, informed, etc.)
    • virus -computer will return data containing the word "virus" but not the word "computer".

Sort and search

    Templates

    1. Definition [top]
      A template is an already drafted email ready to be sent which allows you to deal with recurrent messages: requests for information, questions, etc.

      As with all emails, the template may have attachments.

      Once the template is called (as a new message or as an answer to a received message), its message can be customized without the template itself being altered.

    2. Create a template [top]
      Create a new message, write the template and enter a subject to identify it. Click then on Save and select Save as template.
    3. Using a template [top]
      To answer to a message with a template, click on Reply and then With template, choose the appropriate template, make the necessary changes to the message (the template will not be altered) before sending the message.

      To send a new message from a template, select Message from template from the New menu.

    Folders management

    1. Folders [top]
      Every message has to be stored in a folder. The number of unread messages contained in a folder is displayed. A folder appears in bold if one of its subfolders contains unread messages.

      Some folders are created automatically and cannot be renamed nor be moved: Inbox (received messages), Sent (messages sent), Trash, Drafts, Templates and Spam?.

      You can create additional folders to store your messages in. You can also use filters to automatically place incoming messages in the appropriate folder.

    2. Create a folder [top]
      Select the root folder (one level above the Inbox), display its Actions and select New folder. Enter a name and hit the Enter key.
    3. Move a folder [top]
      You have two ways to do this:
      • Select the folder with the mouse and drop it on the destination folder.
      • Display the folder Actions and select Move.
    4. Rename a folder [top]
      Go to a folder and then choose Rename in the Actions menu associated to the folder.
    5. Delete a folder [top]
      Beware:
      • Deleting a folder means deleting all messages it contains, as well as its subfolders and contents.
      • Once the Trash has been emptied, you can't get the messages back. So, be careful when you empty the Trash.
      • Instead of deleting folders, you can archive them (see the corresponding help section).
      Select the folder, display its Actions and select Delete.

      Note: the folder will be actually deleted when the Trash will be emptied. If you have sent a folder to the Trash by mistake, you will find it there and will be able to move it back. Don't leave it in the Trash as it may be emptied automatically.

    6. Subfolders [top]
      You can create subfolders in all folders except "Sent" and "Spam?".

      To create a subfolder, click on the main folder in the left part of the screen and then choose New folder in the Actions menu associated to the folder.

    7. Number of messages in a folder [top]
      Display the folder Actions to show how much messages they contain. This number does not include messages in subfolders. Of course, subfolders also display how many messages they contain.

      The folders tree displays the number of unread messages, and not the total number of messages.

    8. Move a message to a folder [top]
      You have two ways to do this:
      • Select the message with the mouse and drop it on the destination folder.
      • Display the message Actions and select Move.

    Delete messages

    1. Delete one message [top]
      Tick or select the message, display its Actions and select Delete. You can also drag and drop it to the Trash.

      Note: the message will be actually deleted when the Trash will be emptied. If you have sent a message to the Trash by mistake, you will find it there and will be able to move it back. Don't leave it in the Trash as it may be emptied automatically.

    2. Delete a selection of messages [top]
      Beware:
      • Once the Trash has been emptied, you can't get the messages back. So, be careful when you empty the Trash.
      • Instead of deleting messages, you can archive them (see the corresponding help section).
      The deletion is done folder by folder. You need to a select a folder first. Tick the messages (or select them using the keyboard or mouse), display the Actions and select Delete. You can also drag and drop messages to the Trash.

      Note: messages will be actually deleted when the Trash will be emptied. If you have sent messages to the Trash by mistake, you will find them there and will be able to move them back. Don't leave them in the Trash as it may be emptied automatically.

    3. Empty the Trash [top]
      Display the Trash Actions and select Empty trash.
    4. Automatic Trash emptying [top]
      Messages that are in the Trash since a few days are automatically deleted.

      Besides, the Trash is emptied automatically if new incoming messages need the storage used by the Trash.

    Shared mailboxes

    1. What is a shared mailbox ? [top]
      A mailbox is shared when the main e-mail address in Messages is shared with one or more group members.

      If you share your own mailbox, members you have chosen will have full access to it and will therefore be able to manage it with you. They will be allowed to read and send messages, reply, move messages to folders or delete them, etc.

      Likewise, you could also access shared mailboxes.

      Shared mailboxes can be accessed only in the Web interface.
    2. What is a shared mailbox for ? [top]
      Share a mailbox to:
      • Delegate its management. For instance, a manager shares his mailbox with his personal assistant(s).
      • Manage a common mailbox (service, department, generic address such as info@domain, etc.) with several people
    3. Share a mailbox [top]
      Note: not every subscription allows to share one's mailbox, but all subscriptions allow to access a shared mailbox.

      Just like for the other tools, you can only share a mailbox within a group: to share your mailbox with another user, he has to be in at least one group with you.

      Users that connect to a shared mailbox have full access: all folders can be accessed (including those containing messages that you have already sent) and can do anything. They may also see the contacts in your private environment. However, they may not edit them or add new contacts.

      Warning! Don't share your mailbox with just anybody : besides obvious privacy concerns, this could also lead to messages being deleted by anyone you would have shared your mailbox with.

      Please note the following consequences when your share your mailbox:
      • All your sender addresses are shared as well, so that the right address is selected when replying to a message. If you turn off the sharing later on, these sender addresses will stay in the group members accounts.
      • Only you may manage the filters and the out of office message.
      To share your mailbox, go to Settings, in the Messages section and click on Access rights. Then, select one or more group members.

      Note: Sharing with all group members in a single click is disabled on purpose. Someone might indeed join the group later on and be allowed to access your mailbox without you being warned.
    4. Access a shared mailbox [top]
      If you may access at least one shared mailbox, the environment selector (the pull-down menu which displays "Environment: private" by default) appears in the Messages tool. Browse this menu to get to the shared mailbox. If the sharing has just occurred and the pull-down menu does not appear, please log out and then log in again.

      Please note the following consequences when you access a shared mailbox:
      • The shared mailbox e-mail address is added to your sender addresses. If you wish, you may create a signature for this address (in Personal data). This signature will be your own. If the shared mailbox owner has other addresses, they will be added in your sender addresses as well, so that the right address is selected when you reply to a message. You can't add a signature for these.
      • Your own Settings for viewing messages will be used (default font, for instance), whereas the mailbox owner alone may manage filters, out of office message, etc.
      • Search looks into the shared mailbox messages.
      • When you open the contacts while writing a new message, mailbox owner contacts will be displayed as well as contacts from groups you and him are both members of. Address autosuggest works with the same contacts set.
      • When you save a sender as contact from an e-mail, only the groups you and the mailbox owner are both member of are displayed. Of course, you won't be able to add a contact to the group if you have not been granted the Add content right.
    5. Stop sharing a mailbox [top]
      You can stop sharing your mailbox at any time. Go to the Access rights, set the mouse on the person you wish to delete and click on the - icon. The changes are taken into account immediately.

    Check external email addresses (POP3)

    1. POP or IMAP external address ? [top]
      If you have other e-mail addresses, you can add them here to get and send messages with these. Most third-party e-mail servers offer POP and IMAP.
      • Choose POP to gather all your e-mail addresses in a single mailbox, the one provided by the Messages tool.
      • Choose IMAP to manage your e-mail addresses in distinct mailboxes. Besides, IMAP makes it easier to manage a single mailbox from several accesses: Web interface, e-mail software on your computer, smartphone, tablet, etc.
    2. Access to external e-mail addresses [top]
      Go to Settings, then Messages, then choose External addresses.
    3. Features [top]
      The virtual office can check most of external e-mail addresses: POP3 (ISP), Google, Yahoo, etc. You can therefore gather all your email addresses in a single interface that you can use everywhere.

      You can set filters to organize your messages.

    4. Add a POP3 account [top]
      In External addresses, click on New. Click on one of the main providers if your address comes from them; the server name and the connection security will be handled automatically.

      If your e-mail address is linked with another server, click on Other (POP3). In this case, you have to manually enter the server name. We also advise a secure connection (if available).

      Be careful with the options: messages are deleted from the server by default. You will find more information about the options in this help section.

    5. Option: leave messages on the server [top]
      Messages will be kept on the external server. Be careful when you activate this option, because it can cause two kinds of issues.

      On one hand, if the server is never cleaned up, your inbox might get full and therefore refuse new incoming messages. Be sure to regularly clean up your mailbox on the external server.

      On the other hand, to be able to tell which messages are new, ContactOffice stores a list of already downloaded messages. This list has a limited number of items. If the external server has more messages than the number of items the list can contain, the automatic check will be disabled and the manual check will fail.

    6. Option: download new messages only [top]
      If you leave messages on the external server, be sure to enable this option, so that only new messages are downloaded.
    7. Option: automatic check [top]
      Messages will be downloaded automatically, even if you're not logged in.
    8. Manual check [top]
      Display the external address Actions and select Download this account only or click on Download all accounts in the menubar to download all external addresses. A progress bar is displayed. You can cancel the download at any time by clicking on Cancel.

      Use automatic check to avoid the hassle of manual checks.

    9. Sender address for replies [top]
      If you check external addresses with POP3, add these addresses in your Personal data. The right address will automatically be selected when you reply to a message.
    10. Edit a POP3 external address [top]
      Editing may be necessary if a setting is wrong, if your password has changed or if you wish to change the options.

      Display the external address Actions and select Edit.

    11. Delete a POP3 external address [top]
      Display the external address Actions and select Delete. Messages you already have downloaded are not affected by the external address destruction. If you had put it in your Personal data, you can delete it there as well.

    Check external email addresses (IMAP)

    1. POP or IMAP external address ? [top]
      If you have other e-mail addresses, you can add them here to get and send messages with these. Most third-party e-mail servers offer POP and IMAP.
      • Choose POP to gather all your e-mail addresses in a single mailbox, the one provided by the Messages tool.
      • Choose IMAP to manage your e-mail addresses in distinct mailboxes. Besides, IMAP makes it easier to manage a single mailbox from several accesses: Web interface, e-mail software on your computer, smartphone, tablet, etc.
    2. Features [top]
      You can check mailboxes hosted on third-party IMAP server

      Using the IMAP client, messages are simply viewed in the virtual office interface, but are not stored, in order to avoid duplicate storage. The third-party server is the only one to store the messages.

      It is normal that the IMAP client is a bit slow, because it must fetch the messages from the third-party server through Internet, which is much slower than fetching them from its own local servers.

      Messages you sent from the virtual office are stored in the sent messages folder on the third-party server. When you write a message, make sure that the selected sender address is the one set-up in the remote server settings.

      The following features are available if the remote server handles them:

      • Tags (Note: in this case, a tag can't have spaces)
      • Search
      • Sort
      Note: This IMAP client without storage is not recommended for importing or exporting messages.
    3. Limitations [top]
      Because messages are not stored in ContactOffice, the IMAP client has limitations. The following features are not available:
      • Receipts
      • Filters
      • Comments on a message
      • Archiving
      • Threads
      • Import messages in a remote server

      Besides:

      • It is not possible to move a folder between an IMAP address and your main address. This feature is not designed for importing messages.
      • Messages with attachments are not displayed as such (no attachments icons)
      • Messages that have been answered or forwarded are displayed as such, but no longer than the current session.
      • To use the IMAP client, you need a main address in ContactOffice, even if you don't use it.
    4. Access to external e-mail addresses [top]
      Go to Settings, then Messages, then choose External addresses.
    5. Settings [top]
      • In External addresses, click on New
      • Click on Other (IMAP).
      • In the e-mail field, enter the exact e-mail address on the remote server. This address will be automatically added in your personal data, so that you can send messages with it.
      • In the type field, choose between an IMAP or IMAP-S (secured) connection. Note: it is possible that your remote server does not accept IMAPS-S connections.
      • Finally, enter the remote server address, as well as your login and password.
      • Click on Save and tick the box in front of the remote server to activate it.
      When the set-up is done, a new folder appears in the Messages tool. Its name is the e-mail address on the remote server.

      Note: Some IMAP servers store all folders in the Inbox. Therefore, the virtual office interface will display messages from the Inbox in the main folder (the one called with the e-mail address on the remote server) and not in a folder named "Inbox". The other folders will also appear in this main folder.

    Access with POP3 software

    1. Features [top]
      If your subscription allows it, you can check your mailbox with traditional software.
    2. Compatible software [top]
      All POP3 software: Microsoft Outlook, Windows Mail, Thunderbird, Apple Mail, etc.
    3. Software settings [top]
      Create a new account in the email software using the following settings:
      • User name: LOGIN
      • POP3 account password: your ContactOffice password
      • POP3 server: pop.contactoffice.com
      • Port: 995
      • Security: TLS/SSL
      • Authentication: normal (also called LOGIN or PLAIN)
      These settings protect your password and secure communications.

      To get help about creating an account in your software, see your software documentation.

    4. SMTP relay [top]
      With the SMTP relay (outgoing server), you don't have to change the SMTP server each time you connect to another network.

      Create a new account in the email software using the following settings:

      • Account: LOGIN
      • Password: your ContactOffice password
      • SMTP server: smtp.contactoffice.com
      • Port: 465
      • Security: TLS/SSL
      • Authentication: normal (also called LOGIN or PLAIN)
      These settings protect your password and secure communications.

      To get help about creating an account in your software, see your software documentation.

      Note: This SMTP relay must not be used for sending unsolicited email or for bulk emailing (solicited or unsolicited). In order to guarantee service quality, the number of messages you can send and the number of recipients per message are limited. In case of abuse, the administration will block your access to the SMTP relay without prior notice.

    5. POP3 access and Web interface [top]
      If you configure the email software to leave the messages on the server, you will be able to access them anytime using the Web interface. Don't let your mailbox get full; otherwise incoming messages will be rejected.

      If you configure your software to delete the messages from the server, these will be moved to the Trash when you download them. You don't have to use the Web interface from time to time to empty the Trash: it will be automatically emptied if new incoming messages need the disk space occupied by the Trash.

      If you use filters that move messages to another folder, you won't be able to download these messages with your POP3 software. Messages in the "Spam?" folder won't be downloaded either: you have to connect to the Web interface from time to time to check if a valid message is stored in this folder. IMAP4 has not these limitations.

    Access with IMAP4 software

    1. Features [top]
      If your subscription allows it, you can check your mailbox with traditional software.

      Advantages of IMAP over POP3

      • IMAP allows you to access to all your messages (personal folders and sent messages included), while you can only get new messages in the Inbox with POP3. In others words, IMAP allows for a synchronization between ContactOffice and a mail software. The synchronization can be limited to the folders you frequently use. Besides, if you set up your software to download the complete message (not just headers), you can use your messaging offline.
      • IMAP always keeps the messages on the server. Depending on the circumstances, you access all your messages using ContactOffice Web interface or your mail software, without the risk of loosing any message.
      • IMAP is faster because it downloads only the headers (sender, subject, etc.). When you want to read the message, the remaining content (message body and attachments) is downloaded. Your computer has therefore to be connected to the Internet if you want to read messages (except for the messages that have already been fully downloaded).
    2. Compatible software [top]
      All IMAP4 software: Microsoft Outlook, Windows Mail, Thunderbird, Apple Mail, etc.
    3. Software settings [top]
      Create a new account in the email software using the following settings:
      • IMAP4 account: LOGIN
      • IMAP4 account password: your ContactOffice password
      • IMAP4 server: imap.contactoffice.com
      • Port: 993
      • Security: TLS/SSL
      • Authentication: normal (also called LOGIN or PLAIN)
      These settings protect your password and secure communications.

      To get help about creating an account in your software, see your software documentation.

      Tips

      • Because folder names are not standard, the software might detect only the Inbox and the Trash. Other special folders (Sent and Drafts) could fail to be detected and the software will create its own special folders. You can force the software to use the ContactOffice folders by changing the folder names settings to "Sent Items" (not "Sent") and "Drafts". In Outlook, display the IMAP account properties, select the IMAP tab and edit the folder name.
      • When Outlook first connects, only the Inbox is ticked for synchronization. Tick other folders if you want them to be synchronized as well.
      • When you answer an email using the software, the answer is stored in a folder name "Sent items". You can drag and drop this message to the ContactOffice "Sent" folder or edit your software settings to use the latter automatically.
    4. SMTP relay [top]
      With the SMTP relay (outgoing server), you don't have to change the SMTP server each time you connect to another network.

      Create a new account in the email software using the following settings:

      • Account: smtp.contactoffice.com
      • Password: your LOGIN password
      • SMTP server: $3
      • Port: 465
      • Security: TLS/SSL
      • Authentication: normal (also called LOGIN or PLAIN)
      These settings protect your password and secure communications.

      To get help about creating an account in your software, see your software documentation.

      Note: This SMTP relay must not be used for sending unsolicited email or for bulk emailing (solicited or unsolicited). In order to guarantee service quality, the number of messages you can send and the number of recipients per message are limited. In case of abuse, the administration will block your access to the SMTP relay without prior notice.

    5. IMAP access and Web interface [top]
      Using IMAP4 has no effect on the Web interface.

      When you delete a message in your software, its title appears crossed out in the ContactOffice Web interface. That means that the message has been deleted in the software but not on the server. To delete them on the server, use a special command in your software ("Empty deleted messages" in Outlook Edit menu).

    6. Import and export messages [top]
      Using IMAP4, you can easily import emails that have already been received or sent using email software or, conversely, export received or sent emails to traditional software.

      In your software, messages are linked to an existing account; we'll call it usual account. Create another account (an IMAP4 account connecting to ContactOffice) and then move folders or messages from one account to the other using drag & drop. When you're done, delete the IMAP4 account.

      • Import messages: move the folders or messages from the usual account to the IMAP4 account.
      • Export messages to your software: move the folders or messages from the IMAP4 account to your usual account.

    Mobile synchronization

    1. Features [top]
      Synchronize your smartphone (iPhone, iPad, Android, BlackBerry, etc.) apps with the ContactOffice Messages, Calendars and Contacts. Access ContactOffice data directly in your phone apps (example: the iPhone Calendar app) and synchronize with them.

      You can synchronize several devices, ContactOffice being the synchronization server.

      Should a problem occur during the synchronize process (lost connection, power failure, etc.), the next synchronization will assume that up-to-date data are on ContactOffice.

      This synchronization keeps the data already present in your smartphone.

    2. iPhone/iPad [top]
      1. Make sure you are connected to a reliable and fast network.
      2. Go to your device 'Settings'.
      3. Select 'Mail', 'Contacts' or 'Calendars'.
      4. Tap 'Accounts', then 'Add account'.
      5. Tap 'Exchange'.
      6. Enter your ContactOffice account information:
        • Address: your ContactOffice email address
        • Password: your ContactOffice password
        • Description: 'ContactOffice'
      7. Tap 'Next' and enter:
        • Server name: office.contactoffice.com
        • Username: LOGIN (your ContactOffice login)
      8. Tap 'Next' and your device will check the configuration. By default, it will synchronize 5 data types (Mail, Contacts, Calendars, Reminders and Notes). Turn off Reminders and Notes because ContactOffice doesn't handle them. Turn off other tools if necessary.
        Tap on 'Save'.
        At this point, data starts being synchronized. The time needed for the first synchronization to complete is related to the amount of data.
      9. By default, your device synchronizes Mail for the last 7 days. You can set a different setting in 'Settings' > 'Mail' > The account description you have chosen > 'E-mails to sync'.
      Note: help for iOS 10.
    3. Android (Samsung, etc.) [top]
      As many versions of the Android platform coexist, it is impossible to give a step-by-step guide for each of them.

      As a general rule:

      1. Make sure you are connected to a reliable and fast network.
      2. Go to your device 'Settings'.
      3. Go to the 'Accounts' tab and tap on 'Accounts' under 'My accounts'.
      4. Tap on 'Add account'.
      5. Tap on 'Microsoft Exchange ActiveSync'.
      6. Enter connection settings for ContactOffice, probably in 'Manual settings':
        • e-mail address: your ContactOffice e-mail address
        • Login: LOGIN
        • Password: your ContactOffice password
        • Server: office.contactoffice.com
        • SSL: yes
      7. Your device now tries to communicate with the server.
        Note: It can take a few minutes for data to show up.
      8. Change the settings to your liking.
      9. Give a name to this connection and tap on 'Done'.
      10. The data sync starts.
        Otherwise, you can start it manually: go back to step 2 and 3 and then tap on 'Sync all'.
        The time needed for the first synchronization to complete is related to the amount of data.
    4. Other [top]
      All devices and software that can synchronize with an Exchange server (ActiveSync protocol) can synchronize with ContactOffice:
      • Windows Phone
      • Windows Mail (Windows 8 & Windows 10)
      • Blackberry: directly for recent versions and through AstraSync for older ones
      • Nokia through "Mail for Exchange"
      • eM Client
      • etc.
      Use as settings your login (LOGIN) and ContactOffice password, your e-mail address and as server name: office.contactoffice.com. Use a secure connection if it's available.

    Synchronization with Outlook

    1. Features [top]
      Outlook (2013, 2016) can synchronize directly with ContactOffice.

      You can synchronize your mail, contacts and calendar between ContactOffice and Outlook. Data in ContactOffice will appear in Outlook, but in a separate account. Data already present in Outlook will not appear in ContactOffice, unless you import them in ContactOffice.

      Note: Outlook will disconnect from the server if the something goes wrong with the sync. To reconnect to the server, select the "Send/Receive" tab, then click twice on the "Work Offline" button.

    2. Settings [top]
      1. Select the "File" tab
      2. Select "Info" in the left column (if not already selected), then click on the "Add Account" button
      3. Select "Manual setup or additional server types". Click on "Next".
      4. Select "Outlook.com or Exchange ActiveSync compatible service". Click on "Next".
      5. Fill in your name, your e-mail address, the server (office.contactoffice.com), your username (LOGIN) and ContactOffice password. Click on "Next"
      6. Click on "Finish"

    Receipts

    1. Definition [top]
      A receipt confirms that the message has been opened by the recipient, but it does not guarantee that the message was read. Besides, the recipient is not obliged to send a receipt, even if he has read the message. His email software could also lack this feature.

      The receipt is an email; its content changes according to the email software. Usually, its subject quotes the subject of the original message.

    2. Ask for a receipt [top]
      When writing a message, select the box Receipt in Plus (on the right).
    3. Send a receipt [top]
      When an incoming message asks for a receipt, the following text appears on top: "The sender of this message has asked to be notified when you read this message. Do you wish to notify the sender ?". Click on Yes or No.

    Priorities

    1. Definition [top]
      The priority of an email informs the recipient about the urgency of the message. It has no effect on the electronic mail servers: a message with high priority will not be sent faster.
    2. Set the priority [top]
      When writing a message, select High priority in Plus (on the right).
    3. View the priority [top]
      A message with a high or the highest priority is displayed with a red exclamation mark.

    Tags

    1. What are tags for? [top]
      Tags allow for organizing your data with labels such as Urgent, Important, etc. and/or by project, client, etc. The first step is to create your own tags.
    2. Access to the tags [top]
      Select any data, display its Actions and select Tags.
    3. Create a tag [top]
      Display the tags of any data and click on Add. Enter the new tag name and choose a color (optional).
    4. Edit a tag [top]
      Tag names cannot be edited. However, you can change their colours.
    5. Delete a tag [top]
      In the left part of the screen, display the tag Actions and select Delete.
    6. Tag an item [top]
      Select Tags in the item Actions. In the tag window, tick one or more checkboxes, depending on the tags you wish to set. Later on, you will be able to select other tags or unselect the current ones.

      Another method: select a Tag on the left without releasing the mouse button and move it to the item (drag & drop). You can also start from the item and drop it on the Tag.

    7. Display data with a given tag [top]
      There are two ways to do this:
      • Click on a tag in the left part of the screen. If the tag list is not displayed, open it by clicking on the triangle. To get back to the normal display, click on the current folder (My calendar, My contacts, etc.)
      • Open the advanced search and select a tag.
    8. Set a tag with the filters [top]
      Filters can set a tag automatically on some conditions (sender, subject, etc.)

    Comments

    1. Add a comment [top]
      You can add a comment to an e-mail. It will be separate from the e-mail itself and only you will view it.

      Select Comment in a message Actions. Messages with a comment appear with a special icon.

    2. Set a comment with the filters [top]
      Filters can set a comment automatically on some conditions (sender, subject, etc.)

    Antispam

    1. Definition [top]
      The antispam acts at an email server level and scans every incoming message to automatically delete spam (non solicited commercial emails).

      Filters are run after antispam: automatic reply (which is a special filter) won't answer to spam email.

    2. Notifications [top]
      Messages considered as spam are automatically placed in the Spam? folder. Check from time to time that a valid message has not been considered as spam.
    3. Mark a message as not being spam [top]
      It happens that a normal message is flagged as spam and is therefore located in the Spam? folder. If you wish to report this message, select Mark in the Actions and then choose As not spam. The message is automatically moved to the Inbox and the system will improve over time.
    4. Mark an e-mail as spam [top]
      If a spam has not been detected as such and you wish to report it, select Mark in the Actions and then choose As spam. The message is automatically moved to the Spam? folder and the system will improve over time.

    Import

    1. Import files [top]
      You can import e-mails in the .eml format (Outlook).
      1. Store the .eml files in a folder named "mail"
      2. If you wish, store the .eml files in subfolders whose names match the interface folders names: "Inbox", "Sent", etc. If the subfolder does not exist, it will be automatically created.
      3. Zip the mail folder
      4. Click on Import and select the zip file.
    2. Import and export messages [top]
      Using IMAP4, you can easily import emails that have already been received or sent using email software or, conversely, export received or sent emails to traditional software.

      In your software, messages are linked to an existing account; we'll call it usual account. Create another account (an IMAP4 account connecting to ContactOffice) and then move folders or messages from one account to the other using drag & drop. When you're done, delete the IMAP4 account.

      • Import messages: move the folders or messages from the usual account to the IMAP4 account.
      • Export messages to your software: move the folders or messages from the IMAP4 account to your usual account.

    Archiving

    1. Definition [top]
      Archiving allows you to export messages in order to free disk space without deleting old messages.

      The messages are archived in a file with the .eml extension (Outlook format), compressed in a .zip file and placed in the Documents tool (provided enough space is available).

    2. Create an archive [top]
      • Go to the folder (or subfolder) you want to archive the messages from.
      • If you only want to archive some messages, select them by selecting all appropriate boxes.
      • Then click on Archive and decide whether to archive only selected messages, all messages, or all messages in the folder older than a given date. An option allows you to delete all messages after archiving.
      • The archive is created automatically and is placed in the Documents tool, provided enough free space is available. The name of the archive file is its creation date but you can rename it.
    3. Use an archive [top]
      You may store your archive in the Documents tool and/or download it to your computer.

      To read an archive, download it and open it with a double click. The list of all archived messages appears; they are in the .eml format (Outlook compatible). Open a message with a double click.

    Print

    1. Print messages [top]
      Display the message Actions and select Print.

    Settings

    1. Access to Settings [top]
      There are several ways to access the Settings:
      • In the horizontal toolbar, choose the Settings icon.
      • From any tool, click on the "..." button in the Actions and then choose Settings.
      • Click on your name in the right upper part of the screen to display the menu and choose Settings.
    2. Display external images [top]
      If there are external images in a message, i.e. images hosted on a server and not directly in the message, they are not displayed. Indeed, external images can inform the sender that you have opened the message. They can deduce from that, for instance, that your e-mail address is valid and active. This is useful information for a spammer.

      However, if you wish external images to be always displayed, activate this option.

    3. Compact mode [top]
      In compact mode, the messages list in a folder displays a larger number of messages, because each of them is reduced to one line instead of two.
    4. Automatic transfer [top]
      Enter an email address next to Automatic forwarding. The forwarded messages are automatically deleted.

      To cancel the automatic forwarding, erase the address you typed in.

      Check that you do not create a loop! If the address you enter for automatic forwarding forwards to the first email address, this will create a loop and will end up in an unbridled multiplication of messages. If you check an external POP3 address and forward all incoming messages to that same address, this will create a loop as well.

    5. Away message [top]
      Enable the away message when you won't be able to access your e-mail for some time (vacation, travel, etc.). You can set the start and end dates. You can also edit the default subject and message. We advise to enter a personal message to inform senders of your return date, who they should contact for urgent matters, etc.

    Account

    1. Size limits [top]
      Whatever your subscription, an incoming message may not exceed 50 MB.

      The maximum size for an incoming message (text and attachments) is also set by the available space in your mailbox, depending on both the available disk space for your subscription and on the space you have already used. A gauge appears below the folders list.

      To increase the available space, archive or delete old messages or get a a higher subscription level.

    2. Email address suffixes [top]
      You can give to someone or enter in a Web form a suffixed email address, so that you are aware if your email address has been transmitted to a third party. If your e-mail address has the form firstname.lastname@domain, a suffixed address has the form firstname.lastname+suffix@domain. Example: with john.smith@domain, you can use john.smith+amazon@domain.

    Email address with your own domain name

    1. What is an e-mail address with own domain ? [top]
      Instead of an email address created on the ContactOffice domain name, you may use your own domain directly on our servers. Our servers will then become the official email servers of your domain name.

      Conditions

      • You must own a domain name. We do not sell domain names: if you don't have one, contact a reseller.
      • You must own a payable account.

      Implications

      • You keep your e-mail address with the ContactOffice domain and the address with your own domain name is added as an alias.
      • All emails sent to whatever address of your domain name will end up on our servers: it is therefore not possible to transfer only certain addresses.
    2. Procedure in case your mail domain is not in use [top]
      1. Edit (or ask your domain name company to edit) the "MX records" (MX = mail exchangers) of your domain name the following way:

        yourname.com MX preference = 10, mail exchanger = smtp1.contactoffice.com.
        yourname.com MX preference = 10, mail exchanger = smtp2.contactoffice.com.

        Note: Both entries are important to guarantee a good load balancing and fail over.
        NB: The "." at the end of the line is mandatory: if you do not fill it in, the MX records will be erroneous.
      2. The DNS broadcast requires between several hours and several days. You should therefore wait for at least 24 hours for the broadcast if effective.
      3. When the broadcast is effective, contact us by email and communicate us your domain name, your login and the chosen email address.

        If several addresses must be created, communicate with us and provide the list of all addresses and their corresponding logins.

        You can also ask for aliases for each e-mail address.
    3. Procedure in case your mail domain is in use [top]
      Do respect the procedure carefully to avoid loosing messages.
      1. Contact us by email and communicate us your domain name, your login and the chosen email address.

        If several addresses have to be created communicate with us and provide the addresses list as well as the corresponding logins.

        You can also ask for aliases for each e-mail address.
      2. Edit (or ask the company where you registered your domain name to edit) the "MX records" (MX = mail exchangers) of your domain name the following way:

        yourname.com MX preference = 10, mail exchanger = smtp1.contactoffice.com.
        yourname.com MX preference = 10, mail exchanger = smtp2.contactoffice.com.

        If you want to continue to have access to the previous server for some days you should note the previous value of the MX record and find its IP address.
        NB: The two entries are important to guarantee a good load balancing and fail over.
        NB: The "." at the end of the line is mandatory: if not filled in the MX records will be erroneous.
      3. The DNS broadcast requires between several hours and several days. In the meantime you should continue to check your mails from the previous server by configuring your messaging software with the previous server IP address.
    4. SPF activation [top]
      SPF is a simple system designed to lower the probability that someone uses your domain name to send e-mails. You define in your DNS which servers are allowed to send e-mails with your domain name as sender address. In technical terms, you create a TXT record in your DNS settings. Please contact your domain name provider for assistance on how to create it.
      • Il you will send e-mails only from ContactOffice (Web interface, outgoing mail server from computers, smartphones, tablets), use:
        v=spf1 include:_spf.contactoffice.com -all
      • If you will send e-mail also from other servers, use:
        v=spf1 include:_spf.contactoffice.com ~all
        Please note the difference between the dash (-) and the tilde (~)!
     

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