Start your email administration by clicking on the email icon on the left
If you have new / unread emails, they are displayed in bold in the email list.
By clicking on a list entry, a preview of the selected email appears below it. When double-clicking, the email list is hidden to have more space for the content of the email.
To make room for the content of the email, the header of the email and any attachments are also displayed folded. You can unfold them using arrow symbols ( / ). The last state (folded out / folded in) is used as default for the next email, exceptions are portal requests, these are always displayed folded out.
Regardless of how the header is folded, subject, sender and date of receipt are always visible. For more information, e.g. about additional recipients, address and property assignment, you can expand the header.
By clicking “Show more information” you can then display information such as “Cc”, the spam level and the result of the virus check. Now the option “Show email header” will also be visible, which allows you to view the technical details of the email header.
If you want to update the status of your emails to see whether you have received new mails in the meantime, simply click on the envelope symbol of your email administration, the emails are now synchronized with the onOffice server.
If you want to print an email, click on the corresponding email and then on the printer symbol at the top of the toolbar. If there are any attachments to this email, the respective title is also output.
In the print view, you will see the linked caretakers in addition to the address data record and the property data record.
Manually assign emails, address or property data records
If the mail address of the sender is stored with an address data record in onOffice, the address is assigned automatically. If possible, an address is selected where the recipient is also entered as the caretaker. In the case of portal requests, properties are also assigned automatically. To manually assign an email to an address or property record, click on the Assign / Create link. A pop-up window opens in which you can search for an existing record or create a new unknown address (only applies to assigning an address record).
You can also assign a project to an email if at least one address or property is linked to the email if you have activated the project management module.
The following pictures give a quick overview, in the chapter Assign email you will find more detailed information.
When creating an address record, mandatory fields are checked. However, only name and form of address are possible as mandatory fields, as often not all necessary information is available when creating addresses from an email.
You have the possibility to assign several addresses to one email. To do this, click on “Assign / Create” after you have assigned the first addresses.
Open activities from the email
If you want to open the activity of the email, click on the icon next to the solve button of the addresses and the property. The activity opens, which can be edited directly.
File attachments to emails are displayed at the end of the email. The area can be folded in / out, when folded in a paper clip is shown as an additional hint that attachments are present. The attachments are listed individually.
Functions for email attachments
You can download a ZIP file “attachments.zip” of the attachments under the finished email. If you have activated the field “Make email with attachments available for download” in the tab “Other” of the basic settings, the text of the email together with the attachments will also be made available for download.
In addition to downloading the attachments to your hard drive, you can also add the files to the linked property or address. The corresponding buttons appear as soon as the records are assigned.
You can import contacts / business cards or appointments that you have received by email into onOffice enterprise. For file attachments with a business card/calendar symbol, please click on “Create appointment” or the file name with the vcf extension next to the symbol.
For contacts, the “Create address” dialog opens, the data from the file is entered in the corresponding fields. You can now check the data and change it if necessary.
For appointment attachments, the appointment window is opened. The email addresses of the participants in the file are matched with the users and then with the addresses. Matching persons are added to the appointment. No recurring appointments are imported and no appointment reminders are imported.
Business cards and appointments can still be downloaded normally by clicking on the icon.
Email action bar
In the action bar at the very bottom you can answer, forward or delete the email currently selected in the email list.
In addition, a task, appointment or process can be started from the selected email via “Create”, which is then linked to the email.
When creating a task, the text of the email is inserted as task description, attachments are transferred to the task and can be found there in the Files section. The contact person and / or a property, if there is a link in the email, are automatically linked to the task. Please remember that if you link the email to the task, the person responsible for the task will be able to view it, even though they may not have access to the mailbox.
From the task, the email can then be read or a reply written directly from the linked email. If you want to open the task created from the email, you can click on the link to the task in the email in the email composer.
Other actions allow you to search or filter for emails, move the email to another folder or reply to all, i.e. the sender and all those entered as CC.