What Is The 'mailbox Rule" And How Does It Apply To Business?

How to use Tutanota

Login, shortcuts & header info

• Here you login to our mail client.
• Please enter your full email address and password and click 'Log in'.
• If you tick 'Store password', your password will be stored in the browser for easier login. Only choose this option if you are using your own device.
• Click on 'More' to see more options. 'Sign up' to register a new account, 'Switch color theme' to switch to the dark theme (shown in the screenshot above), and 'Lost account access' to open a help article on how to recover your account.
• If you have saved your password, you will see two more options under 'More': 'Different account' to login with another Tutanota email address and 'Delete credentials' to delete the password you have previously saved in the browser.

• Tutanota supports lots of keyboard shortcuts. You can display all shortcuts available in any given section of Tutanota by pressing F1 (fn+F1). You can also use HTML shortcuts to design your mails such as Ctrl+b, Ctrl+i, Ctrl+u. Watch our YouTube tutorial on shortcuts here.
• Show header info: You can show the email header of received emails by pressing H.
• Tutanota strips headers from emails sent to protect your privacy.
• If the technical sender is different from the header info, Tutanota warns you about this. The differing sender information could be a sign that this email is coming from a scammer.

Setting up a second factor (2FA) in Tutanota

We recommend setting up 2FA because of its security benefits. Learn in our online security guide how 2FA helps you to keep your emails safe from hackers.

Registering your second factor

You can connect your second factor with Tutanota in Settings -> Login. As admin you can setup second factors for your users in Settings -> User management.

Tutanota currently supports the following second factor types:

• Security keys (U2F), e.g. Yubikey. U2F is currently supported by Chrome, Opera, and Firefox.
• TOTP with an authenticator app such as FreeOTP+, andOTP, Authenticator, Authy etc. If setting up a second factor with TOTP fails, please make sure that the time is synced between your devices.
• We plan to support more second factor types. Please let us know via social media which ones you prefer!

Second factors can be added by administrators and users, but only admins can remove assigned second factors.

Note: If you lose your second factor, you will no longer be able to login to your account. To prevent this, you can add multiple second factors. Additionally, please note down the recovery code shown to you when adding a second factor.

Authenticating with your second factor

During login you have to authenticate with one of your second factors. Alternatively, you may also accept that session from another logged in client. If your browser does not support the second factor you had registered, you can only accept the session from another client.

How to reset your second factor if you lose it

For resetting your second factor, you will need your personal recovery code and your password. You can view and also update your recovery code in Settings -> Login.

If you have lost your second factor, click on More -> Lost account access on the login page. There you will have to enter your recovery code as well as your password to delete all your second factors.

How do I reset my password or second factor?

When you create a new Tutanota account, our secure password reset feature empowers only you to reset your account yourself. Please make sure that:

• You write your password down and keep it somewhere safe.
• You write down your recovery code to never lose access to your Tutanota account.

In case you can't login to Tutanota, please make sure that:

• You have entered your email address with the correct ending, e.g. ".de" or ".com".
• The caps lock key is disabled.
• The time on your TOTP device is synchronized correctly (only applies if second factor authentication with TOTP fails).

We do not know your password and can't modify your second factors. However, there are different ways on how to regain access to your mailbox in case of a lost password or a second factor.

Administrator is available

If you are a member of an organization or a business: Ask your administrator to reset your password. Each administrator can reset the passwords of other users and admins. If you want to make sure to never lose your paid account, it's best to have at least two administrators.

Recovery code is available

Your recovery code is your personal code to resetting your account. If you did write it down when you created your account, you can reset your password or second factor using your personal recovery code by clicking on More > Lost account access on the login page.

You can view and also update your recovery code in Settings > Login. You can also find more information on this secure reset feature on our blog.

With 2FA enabled, you will need 2 out of 3 to reset your Tutanota account:

Click here to reset your password. You will need your second factor (if 2FA enabled) and your recovery code.

Click here to reset your second factor. You will need your login password and the recovery code.

Please note: If you lose your password and your second factor, there is no option to reset your Tutanota account with the recovery code.

In addition to the top menu - search field, Emails, Contacts, Calendar - there is a menu on the left side of your mailbox. These items are explained further down in the How-to.

• Click on 'Premium' to easily upgrade to a paid plan.
• Click on 'Invite' to open a pre-written email in Tutanota, which you may use to invite your friends to join Tutanota. Please do so! :)
• Click on 'Settings' to open the Settings menu.
• Click on 'Logout' to log out. Please note: If you have previously saved the password, you are now logged out, but the password is still saved in your browser. To 'unsave' the password, please log out. The login screen appears, click on 'More' and 'Delete credentials'.

How to improve my search results?

To search your encrypted mailbox, simply click on the top search field or press F.

When you press enter, Tutanota takes you to a more detailed search mask. The free search feature goes back one month into the past.

The detailed search mask lets you specify the time frame which should be searched (one month for free users). The unlimited search feature also lets you filter your search, e.g. who sent the email, to whom did you send the email, was the search query contained in the subject or in the body, what folder should be searched.

As all data in Tutanota is encrypted, using our innovative search feature causes a lot of traffic. This is why unlimited search is only available to paying users. Learn here how you can benefit by going Premium for only €1 per month.

Please note: You can only search emails and contacts, thus, the search field is not shown when you are browsing the 'Settings' of your mailbox.

Adding of custom email domains

If you own one or more domain names that you want to use with Tutanota, you can add these domains to your paid subscription of Tutanota. The setup wizard for your custom email domain will guide you through the process in just four small steps. In each step the wizard will explain, which configuration changes you have to make. If you don't have a Tutanota account, you can register here.

The setup wizard for your custom email domain can be found in 'Settings' -> 'Global settings' -> 'Custom email domains' by clicking the '+' button.

In order to send and receive emails with your custom domain in Tutanota, you need to configure the following types of DNS records in the settings of your domain name provider. Prior to configuring those DNS records the wizard will allow you to create new users or email aliases for your custom domain in order to have a smart switch to receiving emails in Tutanota.

• a TXT record to prove that you are the owner of the domain
• an MX record with any priority
• a TXT record for SPF
• CNAME records (_domainkey) for DKIM
• CNAME records for MTA-STS
• a TXT record (_dmarc) for DMARC is recommended

The exact values that these DNS records should point to will be shown to you in the setup wizard.

The MX record is necessary to relay emails for your domain to the Tutanota servers. The SPF TXT record marks the Tutanota server as valid sender of emails from your domain. The _domainkey and _dmarc records make sure your emails are signed with DKIM and sender spoofing of your domain's email addresses can be detected automatically by the recipient mail servers. The MTA-STS records make sure that transport encryption and authentication is used between different mail servers.

Tutanota will indicate if the DNS records are fine for all your domains or if there is something that has to be changed.

Please note that with some domain name providers it may take up to a few hours before changes to your DNS records become visible for other mail servers. You can check your DNS settings here.

How can I use Tutanota in my organization or company with my custom email domain?

1. Register any paid Tutanota account here. This will create your initial administrator user. Once you have added additional users to your account, you can mark all - or just some - as admins. Your administrator(s) can configure all general settings and manage users, e.g. reset their passwords. As we at Tutanota can not reset passwords, we recommend to have at least two admins and/or to note down the recovery code during the signup process. You have to choose one of the Tutanota domains for your initial admin user email address. You can later add an alias of your custom email domain to this user.
2. Add your custom email domain in "Settings" -> "Global settings" -> "Custom email domains". You have to set a DNS record for your custom email domain in order for us to verify that the domain is yours. You will find the exact instructions in Tutanota when setting up your domain but you can also read about it here.
3. Add users (i.e. mailboxes) for your domain in "Settings" -> "User management". If you have a large number of users, you can import a CSV file containing user name, email address and password. This is useful to automatically create all users in one step.
4. Set the DNS records (MX, spf, DKIM, DMARC) for your custom email domain in order to be able to send and receive emails with your custom domain in Tutanota. If it does not work, you will see a list of missing or bad DNS records in "Settings" -> "Global settings" -> "Custom email domains".
5. Provide the user passwords to the users, so they can log in into their mailboxes.

Please note that we do not support email import, yet. We plan to enable import in the coming months. For now, we recommend to keep your old mailboxes as a reference when moving to Tutanota from another provider.

On our business site, there is a summary of all available features of Tutanota's secure business emails.

How to book Secure Connect?

How to send an encrypted message via Secure Connect?

When someone starts to communicate with you via the encrypted contact form Secure Connect, the entire communication will be encrypted end-to-end. Encryption takes place locally in the browser so that no third party - not even we as the provider of Secure Connect - can access this information.

Here is how to start an encrypted communication channel via Secure Connect:

1. Click on Create Request.
2. Enter a subject line.
3. Choose a password and repeat the password. In case you want to check for replies later, write down the password somewhere safe.
4. Enter your message.
5. Drag and drop files into the message field or click on the symbol in the top right corner to attach files. They are automatically attached to the message.
6. In case you want to be notified about replies, enter an email address at the end. This is optional. If you want to stay anonymous we recommend not entering an email address here.
7. Click on Send in the top right corner.
8. A random email address for your encrypted communication channel has been created. Write down this email address (and the previously chosen password) to re-access your encrypted communication channel later.

While sending the encrypted message via Secure Connect, Tutanota automatically creates a mailbox for the sender with an automatically generated email address of your whitelabel domain. The sender can login with the selected password to read your reply and also reply again. With Secure Connect an encrypted communication channel has been established that is both easy to use and secure.

When do I need encrypted emails?

Email encryption is needed whenever you want to send a confidential email. That is whenever your email contains personal information that should not become public. The following examples show the differences between end-to-end encrypted, confidential emails and emails that are not being end-to-end encrypted in Tutanota.

In this YouTube tutorial we demonstrate how you can send an encrypted email in seconds.

Alice is registered with Tutanota, Bob may be registered with Tutanota or an external recipient and Carol is not registered with Tutanota. In any case all emails (including attachments) are stored encrypted on the Tutanota servers. Independent of the end-to-end encryption, the transport between client and Tutanota servers is secured with TLS to maximize security.

Sending and receiving end-to-end encrypted emails
The email is encrypted on Alice's client, stored encrypted on the server and can only be decrypted by Alice or Bob.

Sending non-confidential emails
The email is sent via SMTP to the recipient. Still, the sent email is encrypted for Alice on the server and then stored.

Receiving non-confidential emails
When the SMTP email is received by the Tutanota server, it is encrypted for Alice and then stored on the server.

Instruction on updating WebView on Android

Updating WebView is usually as simple as installing an app. For devices with Android older than Nougat, this is usually the app called Android System WebView, which you can download from the PlayStore here.

Additional optional settings changes

The Android N default WebView is usually tied to the Chrome browser. If you don't want to install Chrome, you can install another provider and later select another WebView implementation in the developer settings.

To enable developer settings:

• Open up your Settings app.
• Scroll all the way down to find "About Phone" (or "About Tablet")
• Scroll down again and find the entry with the Build number.
• Start tapping on the "Build number section", Android will now pop up a message informing you that in x amount of clicks you will become a Developer. Keep tapping until the process is complete.

Note for LeEco device owners: LeEco made changes to some devices which prevents changing WebView. We don't know of a workaround, yet. We recommend using the web browser to access your Tutanota mail account.

Emails

Navigation menu: Emails and Folders

Depending on the width of your browser Tutanota displays the left Settings menu, your folder list, your mail list, and the selected mail.

• To add folders, please click the plus symbol in the left folder view. A pop-up opens where you can enter the folder name. The newly created folder will be sorted alphabetically under 'Your Folders'. You can add as many folders as you need.
• To edit this folder later, click on the folder. Then click the symbol with the three dots next to the folder. You can 'Rename' this folder, or 'Delete' it.
• Please note: If you delete a folder all mails are immediately physically deleted. Make sure to have selected the right folder before hitting 'Delete'.
• If you are in the 'Trash' or 'Spam' folder, you can click the 'empty folder' symbol next to the folder to completely empty this folder. When you click this symbol, all mails are physically deleted. Physical deletion means that these mails can never be restored, not by you, not by us. They are wiped from our servers.
• Spam folder: Tutanota automatically puts suspected spam into this folder. If you delete a mail from this folder, it does not go to Trash, but it is physically deleted.

Multi-select, drag & drop, mark unread of mails

• You can use multi-select on desktop (press Shift or Ctrl while selecting and deselecting specific mails) and mobile (activated by a long press).
• You can move all selected mails with drag & drop to any folder.
• You can drag and drop all selected emails to your local file system by pressing ctrl or alt while dragging. In the desktop clients, you can decide whether to export emails as msg or eml files under 'Settings' -> 'Desktop' -> 'Email export file format'.
• You can click the symbols displayed to the right: 'Cancel', 'Move', 'Delete', or the three dots. When you click the three dots, you can choose one of the following options: 'Mark unread', 'Mark read' or 'Export'.
• In the Tutanota app you can swipe a mail left, then it goes to Trash. If you swipe a mail right, it goes to Archive.

When you select an email, these options show up to its top.

• The top email menu has the following options:

  • Arrow left = reply - Shortcut: Press R.
  • Double arrow left = reply all - Shortcut: Press ⇧ + R.
  • Arrow right = forward
  • Folders symbol = Move this email to a folder. When you click this symbol, a folder list opens where you can choose a folder to move the email to. You can also move a mail with drag & drop in the browser.
  • Delete symbol = The email is moved to Trash.
  • Three dot symbol = You can mark the email unread or export it.

• If you want to print an email as pdf, you can use the browser function for printing.

• In an opened email, you can click the sender. A pop-up opens where you can show and edit this contact in your address book.
• You can also click on 'Add inbox rule' (part of all paid plans) or 'Add spam rule' so that future mails from this contact are automatically moved to a specific folder.

• With a paid subscription, you can also click 'Add inbox rule' to send all new emails from this sender to a particular folder. Find more details on 'Inbox rules' under section 'Email'.

Sending of emails

Condensed email window.

• Click on 'New email' in the top left corner to compose a new email.
• When you enter an email address into the 'To'-field, Tutanota shows you the preview of matching email addresses from your address book. You can hit 'Enter' to choose the first email address shown or you can keep on typing.
• Once you have entered an email address in the 'To'-field, the 'Confidential'-button appears in the 'Subject' line. Click on it to send this mail not end-to-end encrypted. You may also switch the default to encrypted/not-encrypted here in your Settings→ 'Default delivery'. Emails to other Tutanota users are always end-to-end encrypted; there is no option to disable this.
• Below the recipient's email address of an encrypted mail, you enter the 'Password' for the recipient, which you need to share with your recipient via a different channel.
• Attach files by clicking on the file symbol in the subject line or by using drag & drop.
• Write your email like you are used to from other webmail services. When you click 'Send', Tutanota automatically encrypts subject, body and attachments for you.

Enlarged email window.

• Click on 'Show' in the 'To' field to enlarge/reduce the options shown. After enlarging it, you can enter Cc- and Bcc-recipients.
• If you have added an alias in 'Settings', you can also change the email address you want to send from by clicking on the pen symbol next to the 'Sender' email address. You can change the default sender here in your Settings→ 'Default sender'. This makes your alias the default sender, the Tutanota address will still remain the main account address (name in tab) which can't be changed.
• External recipients of an end-to-end encrypted email receive a notification mail from your Tutanota email address. You can choose the language of this notification email by clicking on the pen symbol on the right (in this screenshot: English is chosen).

When writing an email you can use these text editing tools

Please use mouse-over in the web client to see what symbol represents what function. The Tutanota text editing tools enable you to embed images, add lists (bullets and numbers), change texts to bold, italics, underline, monospace, add hyperlinks, align the text left, center, right and justified, change the text size, and remove all formatting from selected text.

Insert a template into an email

To insert a template into the mail editor, please login to Tutanota in the browser or in one of the Tutanota desktop clients:

1. Type "#" and the shortcut you defined when creating the template.
2. Hit tab.
3. The template gets inserted into the mail editor automatically.

If you have created several language versions for this template, you can choose the correct one after hitting tab (step 2).

Alternatively, you can access your templates by typing ctrl+space, or from the editor toolbar. There you can search for the correct template and insert it.

Tutanota blocks automatic image loading to protect your privacy. To load external images, please click on 'Show' above the mail body to load the image for now or on 'Always trust sender' to always load all images sent from this email address. Please note that you have to allow images from a trusted sender on all your devices once. In the case that mail authentication fails or is non-existent, images will not be loaded even if the sender has been allow-listed. Inline images are displayed directly as no external content needs to be loaded.

Encrypted email to external recipient

When sending an encrypted email to an external recipient, you need to specify a password when composing the email.

Once set, the password will be automatically saved along with the contact in your Tutanota address book, which makes your encrypted address book the password manager for your external contacts. Next time you write an email to that recipient, you simply specify the email address and Tutanota automatically enters the password. The password needs to be exchanged via a second channel. If you would like to change the password, you can either do this within the contacts view or when composing a new email to this external recipient.

The external recipient

• receives a notification email with a link to Tutanota (browser opens up),
• enters the exchanged password,
• can read the automatically decrypted email, reply confidentially, export all exchanged messages and save them locally.

Note: The link within the notification email contains a salt which is needed for decryption along with the password. Thus, someone who wants to intercept your encrypted messages needs the exact link and the password. (An old link gets deactivated as soon as you send a new email to the same email address.)

Watch our YouTube tutorial on how to send an encrypted email to external recipients.

Spam detection in Tutanota is multi staged. For incoming unencrypted SMTP emails, the received email is checked against DNS spam lists first. In a second stage we filter emails by executing content checks and mark emails as spam or not. Emails that have been marked as spam will be moved to the spam folder of your mailbox. In a third stage we filter spam on the base of user defined email sender lists. This list provides the possibility to classify email addresses as spam or not as spam. The check is active for all incoming emails and can be configured by the administrator. The rules are valid for all users.

As administrator for a Tutanota account you can configure the email address list here in Settings.

Within a received email, please click on 'Show more', then click on the From address to assign the email address, the domain, or the top level domain with one of the following spam rules:

• Not spam - Emails from this sender email address are always stored in the inbox.
• Always spam - Emails from this sender email address will always be stored in the spam folder.
• Discard - Emails from this sender email address will be silently discarded. The sender does not get any information about it.

The "No spam" rule has a higher priority than "Always spam" and "Discard" has the lowest priority.

You can set spam rules for sender addresses (highest priority), domains (lower priority), and top level domains (lowest priority). To add a spam rule for a domain, just enter the domain like xyz.com without putting an @ in front. This rule will also apply to emails sent from a subdomain. To add a spam rule for a top level domain, just put in com - for example - no dot is needed before this.

Rules for domains are restricted. You are not able to assign the rules "Always spam" and "Discard" to Tutanota domains, neither to your custom domains.

You also have the option to allow all emails. To do this, create a spam rule and put in an asterisk * where you would usually put in the email address that the rule should apply to.

Allow emails blocked due to spam

How to receive blocked emails.

Go to 'Settings' -> 'Global Settings' -> 'Rejected email senders' to check whether any email to your account has been blocked due to the sender being listed on a spam list. You can click 'Refresh' to refresh the list in case you are waiting for a registration email. If a blocked email is shown here, you can allow the sender so that emails from this sender will reach your inbox in the future.

Report an email for phishing

To report an email for phishing, please click on the three-dot button to the right in an opened phishing email. Then click on 'Report phishing'.

Contacts

Navigation menu: Contacts

• Each time you send a mail to a new email address, this address is automatically saved to 'Contacts'. This can be changed here → 'Create contacts'.
• Select a contact and you will get the option to edit (pen symbol to the right) or delete (trash symbol to the right) this contact. You can also send an email to this contact by clicking on the mail button next to the contact's email address.
• You can add new contacts by clicking on 'New contact' in the top left corner. When you create a contact, you can enter all necessary information (see screenshot below).
• The three dot button next to 'All contacts' allows you to import or export contacts via vCard and to merge contacts automatically.
• You can also merge contacts manually: Press Ctrl while selecting two contacts that should be merged. At the top right two buttons appear: 'Delete' and 'Merge'. Click 'Merge' to merge the selected contacts.
• Contacts are sorted alphabetically according to their First Name.
• Your entire address book is encrypted, thus, no one can access your contact database stored in Tutanota.

Create contact view.

Calendar

Navigation menu: Calendar

You can access the encrypted calendar in Tutanota directly via the top menu bar. You can choose between monthly and daily view. When you click on a date, the calendar switches to week view. If you double-click on a date, you can create a new event.

User Settings

Login info and session handling

'Login' shows you several info items about your Tutanota account.

• 'Login credentials': You can check your email address, your password, and your recovery code. When clicking on the pen symbol next to 'Password', you can change your current password to a new one. The pen symbol next to 'Recovery code' lets you view and update your recovery code. For this, you need to enter your password. As we can't reset your password, it is important that you keep your recovery code somewhere safe.
• 'Second factor authentication': Click the plus symbol to the right to add a second factor. Tutanota supports U2F and TOTP for 2FA. Once added all second factors are displayed here. You can delete them by clicking the cross symbol next to each added key.
• Activate session handling to see who has accessed your Tutanota account. This information is stored encrypted and automatically deleted after one week.
• 'Active sessions': This shows you the IP address currently being logged in to your account. We only store client and IP addresses encrypted so no one but yourself can access this information. Here you can remotely close sessions, for instance when you have lost your mobile phone and you are still logged in on your phone.
• 'Closed sessions': Click on 'Show' to see from where you have logged into your account recently. This lets you check whether someone else tried to access your Tutanota account.

All settings options for your emails

Here you can configure how you want to send your mails.

• 'Default sender': All mails you send are being sent with this email address. If you have aliases added to your account, you can change the default sender address by clicking on the pen symbol. You can also change the sender every time you are composing an email.
• 'Sender name': This is the name displayed with your sent mails. You can change it by clicking the pen symbol.
• 'Email signature': You can either use the 'Default' signature when sending mails or by clicking the pen symbol to define your personal signature or use no signature at all.
• 'Default delivery': Click the pen symbol to decide whether new mails should be sent end-to-end encrypted ('Confidential') or not end-to-end encrypted ('Not confidential') by default. You can always change this for individual mails when writing an email.
• 'Formatting': Click the pen symbol to decide whether all mails should be sent including HTML formatting or converted to plain text.
• 'Create contacts': Click the pen symbol to decide whether contacts should be created when sending mails ('Activated') or not ('Deactivated').
• 'Search mailbox': Click the pen symbol to decide whether the search feature for your encrypted mailbox should be 'Deactivated' or 'Activated'. Please note: Search in Tutanota needs to be handled locally on your device as all data on our servers is encrypted. Thus, enabling search consumes memory on your device and might consume additional traffic.

• 'Email aliases': Click on 'Show Email Aliases' to add alias email addresses or activate/deactivate existing aliases. Click on the plus symbol to add aliases. A pop-up opens where you can type the alias you want to add. Click on the three-dot button to choose the domain for your alias. This can be any of the Tutanota domains or of your own domains that you have added to your Tutanota account. Before doing this, you need to upgrade to a paid subscription. Please note: Aliases with a Tutanota domain can only be disabled, but not removed. Deactivated aliases must remain linked to your account in case you want to activate them again in the future. When you are using your own domain with Tutanota, you can delete aliases with your own domain and create new ones.

• 'Inbox rules' (filter): Click on 'Show Inbox Rules' and then on the plus-button. A pop-up with three options opens: 'Field', 'Value' and 'Target folder'.

  • Field: Click on the pen symbol to define what field should be used for the inbox rule 'Sender', 'To recipient', 'Cc recipient', 'Bcc recipient', 'Subject contains', or 'Header contains'.
  • Value: You can enter text such as an email address, a domain name or required content of the subject or header. Refer to 'Login, Shortcuts & header info' to learn how to view the header of an email in Tutanota.
  • Target folder: Click the pen symbol to define what folder the specified mails should be moved to automatically upon hitting your inbox. Before being able to add inbox rules, you need to upgrade Tutanota.
  • For inbox rules we support javascript regular expressions. You have to enclose the expression with slashes / like the literal definition of regular expressions. More information can be found here.

• 'Notifications': Click on 'Show' and the plus symbol. A pop-up opens where you can enter an email address that should be notified once a new mail arrives in your Tutanota mailbox.

Push notifications

• Tutanota allows you to receive push notifications via other email addresses and via its Android and iOS apps. Push will be sent to your phone even when you are not logged in.
• To manage what email addresses and mobile devices should (or should no longer) receive push notifications, click here→ 'Notifications'.
• You can also allow your browser to send push notifications for Tutanota in your browser settings, but only when your are logged in.

Appearance: language, theme, time format

In Settings -> Appearance you can change the language of Tutanota, switch to the light or dark theme, change the time format and the start of the week of the calendar.

My templates: Creating email templates

Please login to Tutanota in the browser or in one of the Tutanota desktop clients. In Settings -> My Templates you can create templates to answer repetitive requests faster. Click on 'New template' to create new template.

For your template, enter a Title, a Shortcut, select the language (here: English), the content. When using templates, you will need the shortcut to find the correct template. The content will be added to the mail editor automatically.

Here we explain how to add templates to an email or you can watch our YouTube tutorial on email templates.

Admin Settings

In 'User management' you can manage your account details. If you are using a paid subscription, you can also add and manage additional users.

• Click 'Add user' at the top of the user list. A pop-up opens where you can enter the 'Name' of the user, his 'Email address' and a 'New password' for logging in.
• Please note: Each user gets their own mailbox and login so each user costs extra. If you simply want to add another email address, you can also add it as an alias which is already included in the Premium package.

• Click the user you want to manage to see all available 'User settings'.
• Click the adequate pen symbol to change the 'Sender name', the 'Password', the 'Global admin' status (Yes/No), 'Administrated by' (Global admin/Local admin), and the 'Status' of this user (Activated/Deactivated).
• Please note: Users can not be deleted. If you deactivate users, you are no longer billed for these. You can also add the email address(es) of deactivated users as aliases to your account.
• Global admins can access the user management and change the passwords of users that they have added to their account. Local admins see only the users that they have been assigned to administrate. They can manage these users, including changing their passwords. Changing of passwords for other users only works within one paid account. We at Tutanota have no access and cannot reset passwords.

• 'Second factor authentication': Click the plus symbol to the right to add a second factor for this user. Tutanota supports U2F and TOTP for 2FA. Once added all second factors are displayed here. You can delete them by clicking the cross symbol next to each added key.
• 'Groups': Click on the plus symbol to add this user to a group. This option is only displayed once you have added a Group to your account. Refer to 'Groups: Local admin' to learn how to set up a group.
• 'Contact forms': Click on the plus symbol to add this user to a contact form. This option is only displayed once you have added a contact form to your account. Refer to 'Contact forms' to learn how to set up a contact form.
• 'Email aliases': Click on 'Show Email Aliases' to add alias email addresses or activate/deactivate existing aliases. Please note: Aliases with a Tutanota domain can only be disabled, but not deleted. When you are using your own domain with Tutanota, you can delete aliases with your own domain and add new ones.
• 'Notifications': Click on 'Show' and you will see all email addresses and the IDs of mobile devices (via the Tutanota app) that receive push notifications about new mails received in the mailbox of this user. You can delete an entry if you do not wish to receive notifications to a particular email address or mobile device anymore.

• 'Spam rules': Click on 'Show' to show all defined spam rules. Click the plus symbol to add rules. You have the option between 'No spam', 'Always spam' or 'Discard' depending on a specified email address or domain name. Please find more details on the configuration of spam lists in our FAQ.
• 'Custom email domains': Click on 'Show' to show all added custom domains. Click the plus symbol to add your custom domains. You can add as many domains as you need. Details on using custom email domains with Tutanota in our FAQ. Next to each custom email domain is a three dot symbol. When you click it, you can 'Set a catch all mailbox' or 'Delete' this domain. If you select 'Set a catch all mailbox', you have to choose which email address catch-all mails should go to. This is usually your main admin, but can be any user that you have added to your account. All emails that are being sent to your own domain that do not match any existing email address will be delivered to the catch-all mailbox.
• 'Security': By Clicking the pen symbol, you can force your users to change their password after an administrator has reset the password. Please note: Only administrators of paid accounts can reset passwords of their own users, e.g. all users of a custom domain. Tutanota as the mail service provider cannot reset your passwords for security reasons.
• 'Audit log': This log is only visible to admins of paid Tutanota accounts. It contains important administrative actions, e.g. if you have added a second factor to one of your user accounts, or if you have changed the password of one of your user accounts.

When you order the Whitelabel feature, you have two options: The Whitelabel feature is already included in the Pro subscription. Alternatively, you can order it separately in your paid account. Your whitelabel domain can be any subdomain, and might look like 'secure.mycompany.com' or 'email.mycompany.com'. In order to setup your whitelabel domain you must be able to set the CNAME DNS entry of that domain.

How to whitelabel your secure Tutanota mailbox for business use

• 'Status': Click the pen symbol to activate the Whitelabel feature for your Tutanota account.
• 'Custom notification emails': Click the plus symbol to add a custom notification email for external recipients. When configuring the custom notification email, the admin can add a {sender} placeholder in both subject and body of the email to include the sender name. The admin must include a {link} placeholder in the body of the email where the link to the encrypted mailbox of the external recipient is automatically being added.
• 'Whitelabel domain': Click the pen symbol to activate the Whitelabel feature for your own domain. A pop-up shows up where you have to add your domain (shown in the screenshots):

• Choose a subdomain of your own domain, at which you would like to reach the Tutanota login. This must be a subdomain, a main domain is technically not allowed. Create the subdomain by setting the CNAME DNS entry for that domain to point to login.tutanota.com at your domain hoster. The DNS entry should look like this: '< subdomain_name > CNAME login.tutanota.com'. Depending on your domain hoster you might have to set the fields 'name' to '< subdomain_name >', 'type' to 'CNAME' and 'value' to 'login.tutanota.com'. Keep in mind that the DNS changes may take a while until propagated.
• Enter this subdomain under 'Whitelabel domain'.

Whitelabel domain customizations

• 'Custom logo': Click the pen symbol to upload your logo. It will be shown in the top left corner (38x280 pixel) when you load Tutanota at your own domain.

• 'Custom colors': Click the pen symbol to set the colors according to your own corporate design. If you don't set a color, the default color from the Tutanota style sheet will be taken.
• 'Custom meta tags': Click the pen symbol to enter a meta tag: You can enter HTML code here to add a headline, text and a favicon.
• 'Link to legal notice': Here you can add a link to your Imprint.
• 'Link to privacy policy': Here you can add a link to your Privacy Policy.
• 'German language file': Selects the form of address for the login page on your whitelabel domain if someone opens it with a browser using the German language (Du/Sie).

Now you can open your custom domain in your browser and see the Tutanota login with your customizations.

Contact forms: How to add Secure Connect to your website

Secure Connect - our encrypted contact forms allow you to be contacted confidentially as all messages are automatically end-to-end encrypted.

Create a new contact form

• Click on 'Create contact form' on top of the list of contact forms. A pop-up shows up which lets you create a new contact form.

• 'Receiving mailbox': Click the user symbol (left) to select one user who should receive all emails sent via the contact form.
• 'Responsible Persons': If you do not enter anything here, contact requests can be passed on to all users on your domain by the receiving mailbox.
• 'Path': Enter a path to the link where your contact form should be displayed.
• 'Language': Click the three-dot symbol to add another language to your contact form (e.g. French, German, Spanish). Visitors of your website will automatically see the language defined in their browser settings. Once you have added another language, a cross symbol appears so that you can delete any language you do not need anymore.
• 'Page title': Enter a title for your contact form to be displayed on the website. A page title needs to be entered for all added languages.
• 'Header', 'Footer', 'Help page': You can enter three different text fields either in rich text format or as HTML source code. You can switch between rich text and HTML by clicking on the pen symbol to the right. The entered text will be displayed on the contact form on your website.

Manage existing contact forms

• Click the contact form you want to manage.
• Click the pen symbol to the right to edit this form. The pop-up shown above opens. You can manage all fields described under 'Create a local admin group'.
• Click the copy symbol to copy this form. A new contact form pops up where you can change all required fields shown under 'Create a local admin group'. At least the 'Path' and the 'Receiving mailbox' must be changed as the new form must have its own web link and its own recipient.
• Click the delete symbol to delete this contact form.
• Click the Export button further down to export a CSV log of all contact form requests in a given period of time.

Setting the administrator of users and contact forms

• The global admin can create a local admin group to add as well as manage administrators of users and contact forms. Please refer to 'Create a local admin group' for details.
• The user who creates another user or contact form becomes the administrator of the created entity. More precisely, the admin group in which the user is member will become the admin of the entity. If the user is a global admin, then the entity is administrated by the global admins. If the user is a local admin (i.e. member of a local admin group), then that local admin group becomes the admin.
• The global admin can change the administrator of a user by selecting a local admin group under 'Administrated by'.
• Local administrators only see those users and contact forms that they administrate.
• Even if an entity is administrated by a local admin group, the global admins can still administrate the entity.
• A contact form is always administrated by the administrator of its receiving mailbox. So if a global admin changes the receiving mailbox of a contact form, the admin of this user mailbox becomes the administrator of the contact form.

To upgrade a Free account (or downgrade from Premium to Free), please go to Settings -> Subscription -> Subscription and click on the pen symbol. Then you can pick another subscription (picture below).

Under Settings -> Subscription you can also sign the 'Order processing agreement' if you need to comply with the GDPR, switch your 'Subscription period' from monthly to yearly, check your price per year, and add more 'Extensions' or order gift cards.

Subscription: Book Extra Features for your Tutanota email account

• Click on 'Upgrade' to upgrade your free Tutanota account to Premium, Teams or Pro. Look at the screenshot below to view the upgrading process.

Once upgraded you can add 'Extensions':

• Please note: When you want to downgrade back to the free version, you have to disable all these extensions as they are only available to paying Tutanota users. This means, for example, that all your aliases must be deactivated. They will still be linked to your account so that you can reactivate them when you upgrade again at a later stage.
• 'User accounts': You can manage your current user by clicking on the pen symbol or you can add more users to your account by clicking on the plus symbol.
• 'Storage capacity': Click on the pen symbol to switch to another storage package in your account.
• 'Email aliases': Click on the pen symbol to switch to another alias package.
• 'Groups': Click on the plus symbol to add a local admin. Refer to 'Local admin' to learn how to set up a group.
• 'Whitelabel': Click on the pen symbol to add the whitelabel feature to your account. This allows you to customize your account: login via your website, add custom logos & colors.
• 'Sharing feature': Click on the pen symbol to book the sharing feature, which lets you share data (e.g. the calendar) with other Tutanota users.
• 'Business feature': Click on the pen symbol to book the Business feature, which lets you send out of office notifications, send calendar invites and add multiple domains to your account.
• 'Contact forms': After adding whitelabel, you can also add a contact form to your website. This allows visitors of your website to directly get in touch with you via Tutanota's end-to-end encrypted contact form.
• 'Delete Account': Here you can delete the account. Your email address and aliases will be deleted and can't be reactivated. If you want to use your Tutanota email addresses in another account, it is important to enter the 'Target account address' here. Then you can add the deleted email addresses to the stated target email account.
• Downgrade back to Free: You can unsubscribe from Premium, Teams or Pro here. Next to 'Subscription', click the pen icon and select the Free plan.

• Choose whether you are using Tutanota for 'Private' use or for 'Business' use. This differentiation is necessary for tax regulations.
• Choose whether you want to pay 'Yearly' or 'Monthly'. When you choose 'Yearly', you get two months for free.
• Click on 'Select' of the package you want to upgrade to. This takes you to the payment procedure.

• Choose your payment method: Credit card or PayPal. Note: When choosing Tutanota for Business, you can also pay via invoice. The invoice will be sent to your Tutanota account and must be paid within two weeks time. In case of no payment being made, two reminders will be sent before the account is closed.
• Enter your payment details.
• Choose your country of residence.
• Click 'Next'.

• Once all payment data is entered, a booking summary will be shown.
• Check the summary and click 'Buy' to complete your order.

Go to Settings -> Payment to view and update your payment details.

• 'Invoice data': Click on the pen symbol to update your address in case you are paying by invoice.
• 'Payment method': Click on the pen symbol to choose another payment method. You can pay by Credit card or PayPal. Business users can also choose 'Purchase on account'.

Local Admin Settings

Manage an existing local admin group

• Click the local admin group you want to manage. To the right you have several options to manage this group:
  • 'Name': Click the pen symbol to change the name of the group.
  • 'Administrated by': Local admin groups have to be administrated by a Global admin.
  • 'Status': Click the pen symbol to activate/deactivate this group.
  • 'Group members': Click the plus symbol to add as many group members as you like. This should be at least one as the Group member is the local admin of all added administrated groups/users.
  • 'Administrated groups': This list contains all users administrated by the local admin(s) added under 'Group members'.
  • Log in with the group member account (here: Bob) to see all Setting options of the local admin.

Create a local admin group

• Click on 'Add group' on top of the group list. A pop-up shows up. The group type can be chosen as 'Local admin'. Choose 'Local admin' if you want one of your users (e.g. a project manager) to administrate all users working on this particular project. Set a name for this group. Click OK. You have created a local admin group. Refer to 'Manage an existing local admin' to find out how to add users to this group.

Login with the local admin

Manage users

• Go to Settings → User management. You can see all users that this local admin administrates. Please refer to section 'Manage an existing user' to see all available administrative options.

Manage groups

• Go here in Settings .
• Click the local admin you want to manage.
• Manage a local admin: To the right you have several options to manage this local admin. The local admin has less options compared to the global admin who originally set up this group. You can see this by comparing the local admin options with 'Manage an existing local admin' (global admin options).
  • 'Name': Click the pen symbol to change the name of the group.
  • 'Status': Click the pen symbol to activate/deactivate this group.
  • 'Group members': Click the plus symbol to add as many group members as you like. This should be at least one as the Group member is the local admin of all added administrated groups.
  • 'Administrated groups': This list contains all users administrated by the local admin added under 'Group members'. The local admin cannot add anything here.

Desktop Clients

How do I install the Tutanota desktop client?

Mac: Double-click the installer and follow the instructions on your computer.

Linux: After download, right click the AppImage and give it execute permission. Alternatively, run chmod +x tutanota-desktop-linux.AppImage from a terminal window. Now you can run the App like any other executable, no further installation required. You may want to let it integrate itself with your desktop and app launcher.

Windows: Double-click on the Tutanota app and follow the instructions on your computer.

Enterprise mode (Windows): The desktop client can be installed on Windows in "enterprise mode" by passing the following flags to the installer:

• /S - Install silently (no wizard)
• /allusers - Install for all users on the system rather than just the current user (requires privilege escalation)
• /disableAutoUpdates - Disable automatic updates (updates would need to be done manually by an admin)

The application may also be uninstalled silently, by passing /S to the uninstaller (in the installation directory under Program Files).

How do I register the desktop client as the default email app?

Windows: Go to Settings -> Desktop -> set "Default Email Handler" to "Registered". Then hit the Windows key, type "default" and choose "Default App Settings". In the settings window, choose "Tutanota Desktop" in the email row.

Mac: Go to the Settings -> Desktop -> set "Default email handler" to "Registered".

Linux: This depends on your distribution. Please refer to the relevant documentation. Useful keywords are "mailto handler", "protocol handler"

On all platforms, you may have to tell applications like your internet browser to use the system default mail app.

What can I do if my browser does not recognize the desktop client as my mailto app?

Sometimes the browser does not recognize the newly installed Tutanota desktop client as the default mailto app. If clicking a mailto-link does not open an email in the desktop client, please make sure that the Tutanota desktop client is activated as the default email app in your system settings as described above.

If everything is set up correctly, these instructions might help to troubleshoot:

Firefox

• Enter "about:preferences" in the address field.
• Go to "Applications" -> mailto set to "Tutanota Desktop" or "Standard"
• Enter "about:config" in the address field
• Set "network.protocol-handler.expose.mailto = true"
• Set "network.protocol-handler.external.mailto = true"

Chrome

• Enter "chrome://settings/handlers" in the address field
• Deactivate all handlers for emails

How do I verify the signature of the desktop client?

How can I receive notifications with the desktop client?

You need to activate the 'Run in background' option to receive notifications from the desktop client. This option appears in your notification area on Windows and in the Tray on Linux.

When it is active, the desktop client will not terminate when all windows are closed and instead remain in the background to provide desktop notifications in case of incoming email or calendar alarms.

If you can't see the tray icon on Linux despite the app running and the 'Run in background' option being set to 'Yes', please refer to your distribution's documentation to enable tray icons or AppIndicators. On MacOS, this option is not visible, and the dock icon is always used to provide a context menu.

If you still do not receive notifications, please check that you do not have focus mode, alarms only, or do not disturb modes on. You can also check the desktop settings of the client.

How do I uninstall the desktop client?

Windows: Hit the windows key, type "apps", choose the entry "Apps & Features". In the settings window, search for "Tutanota Desktop". Click it and then click the "Uninstall" Button.

Mac: Right-click the Application in the Applications folder and select "Move to bin". To remove the app cache as well, you need to delete the directory ~/Library/Application Support/tutanota-desktop/, for example via the terminal:

              cd ~/Library/Application\ Support/ rm -r ./tutanota-desktop            

Linux:

• Delete the AppImage, then delete the file ~/.local/share/applications/appimagekit-tutanota-desktop.desktop and the directory ~/.config/tutanota-desktop/ if they're present.

• If you want to remove the icons, too, open a terminal window and type

                    cd ~/.local/share/icons/hicolor/ ls **/*/appimagekit-tutanota-desktop.png                

• Make sure the output only lists tutanota-desktop image files, then type

                    rm  -i **/*/appimagekit-tutanota-desktop.png                

What Is The 'mailbox Rule" And How Does It Apply To Business?

Source: https://tutanota.com/howto/

Posted by: torresthislumakin.blogspot.com

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