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You can define basic settings for e-mails such as the assignment of e-e-mailboxes or forwarding in the basic settings. For more information about e-mails and the setup, click here.

In the user settings you define the defaults for your e-mail dispatch. You can get there via Tools >> Settings >> Users >> E-mail tab .

Absence note

Here you store absence notes for the individual mailboxes located at onOffice and mailboxes integrated via Microsoft Graph (for other, external mailboxes please use the mailbox management at the corresponding provider). Select the corresponding e-e-mailbox via the drop-down menu and activate the out-of-office notification. In the lower area, enter the appropriate text for the selected e-e-mailbox.

You can define a fixed time period via the “active from to” setting.


In the Signature area you can create as many signatures as you want. You can find detailed instructions in the tutorials.

To create a signature, click the “Create new signature” button. You will be prompted to enter an abbreviation for your signature. Please enter the abbreviation and confirm with “OK”. Note that you have the option to include a signature using appropriate macros.

e-mail settings abbreviation signature

It is possible to change the format of the signature to HTML. Only in this mode it is possible to format the font or insert images and logos. Use the HTML editor to add further formatting or upload logos and images.

User e-mail HTML Signature

To change a signature, select the signature using the abbreviation. Now you can change the signature in the text field. Please remember to save afterwards.

Switch from text to HTML

If you want to change the default signature, first select the new default signature and save it. After that you need to set the signature from text to HTML or the other way around and make a textual change in the signature. Save the signature and it should be in the appropriate format. The textual change can now be reversed if necessary.

To delete a signature, select the signature using the shortcut, clear the text field, and then save the change.

More options

e-mail accounts for onOffice app

Specify which e-mail accounts you want to use on the go in the app.



If multiple identities (e-mailboxes) are available to the user, you can specify here the e-e-mailbox with which the user sends by default. The mailbox set here is used as the sender for system mails, such as automatically sent appointment reminders.

This option controls whether the message “An e-mail has been sent” appears when a e-mail is sent. 

  1. No: Message comes
  2. Yes: Message does not come

Here you can choose whether you want to compose your e-mails basically in HTML or text format.

Display the repeated text of the original e-mail when replying.

Write your e-mails in different fonts. You can choose from Arial, Comic Sans MS, Courier News, Georgia, Lucida Sans Unicode, Tahoma, Times New Roman, Trebuchet MS, Verdana.

Select the respective default font size for your HTML e-mails here.

Here you can specify whether texts that you copy, e.g. from Word, into an e-mail are pasted with or without formatting. If texts with formatting (=yes) are inserted into an e-mail, the font, font size, etc. are taken from the original document. If texts are inserted into an e-mail without formatting (=no) , the format defaults from your e-mail settings are applied.

Select the abbreviation here before the text in your subject line when forwarding your e-mail. WG for “forwarded”, FW for “forwarding” or user defined.

Select the abbreviation here before the text in your subject line when replying to an e-mail. AW for “reply”, RE for “return” or user defined.


HTML or text as a representation of all e-mails.

In the e-mail text, the Internet contacts are underlined.

Write your e-mails in Arial or Courier font.

Define how many e-mails should be displayed in the list view.

Spam protection

Attention, in case of spam level changes, please check your spam folder regularly afterwards for incorrectly sorted e-mails.

Here they set the threshold above which an e-mail is categorized as spam. A common value for spam is 3. You should set a lower threshold only if the setting doesn’t seem rigorous enough, otherwise just click on the recommended value.

More detailed:
The spam level defines at which spam score e-mails are considered spam. Each e-mail receives a spam rating, the spam score- If the spam score is above the selected level, the system marks the e-mail as spam. Only e-mails with a spam score below the level will reach the inbox.
You can also find a detailed explanation in the spam settings video.

Spam level 1 is therefore the strictest spam setting, i.e. all e-mails with a spam score of 1 or higher are recognized as spam. With this, most e-mails are marked as spam – often even e-mails that are not spam, so after a change, the spam folder must also be checked regularly… 

e-mails detected as spam are not deleted, but moved to the spam folder.
e-mails in the spam folder of onOffice mailboxes are automatically deleted after 7 days.
For mailboxes from other providers, their conditions apply, please contact your provider if you have any questions.