Skip to main content
Version: 5.7

Organising and flagging emails

Performing actions on one or more emails​

BlueMind’s mail app allows you to quickly perform a wide range of actions on one or more emails simultaneously, such as flagging, organising, deleting, etc.

Possible actions are:

Performing actions on an email​

To perform an action on an email from the email list, right-click on the email and then select the desired action.

Quick actions

The main actions are also accessible by hovering over an email in the email list

To perform an action on an open email, use the action bar above it:

Performing actions on multiple emails​

To perform an action on multiple emails:

  • Select emails from the message list
  • Right-click in the email list or click on the action in the action bar or in the main display area:

For more information on email selection or previewing, see Managing the Message List.

Flagging an email​

The actions available to flag and highlight specific emails are:

  • Mark as read/unread: click this button in the action bar whilst viewing an email, or select one or more emails and then click this button to mark them as read or unread without opening them.

  • Follow-up: marks emails with a ‘Follow-up’ or ‘Completed’ flag; click the button on the action bar once to flag the email as ‘Follow-up’, twice to flag it as ‘Completed’, and a third time to stop following it:

    Tracking can also be carried out via the email menu, which offers the available actions depending on the current tracking status:

    💡 The corresponding icon allows you to view the tracking status in the email list:

Filters and automation

It is possible to mark as read or flag it for follow-up messages that meet certain conditions automatically. For further information see page Applying sorting and action filters.

Please note that unread or flagged emails can also be quickly found using the filters at the top of the email list. For further information see the documentation Managing the Message List > Selecting messages.

Tagging an email​

Adding tags​

Adding one or more tags to an email allows you to quickly assign it a theme, subject or project, or even to indicate that action is required.

To do this, click on ‘Tags’ in the action bar or in the email menu to open the list of tags.

You can then:

  • Search within existing tags by typing the first few letters into the ‘Search’ box

    💡 The list displays up to 7 tags, starting with those already assigned to the email and then in alphabetical order of the existing tags.

  • Tick one or more tags from the list

    💡 As soon as a tag is ticked, it is immediately added to the email.

  • Create a new tag by typing text into the “+ New Tag” field, then confirm by pressing Entrée

    💡 The new tag is immediately added to the email and to your list of personal tags.

domain tags

Domain tags cannot be added to emails. Only personal tags can be used.

Filters and automation

It is possible to to add tags to messages that meet certain conditions automatically. For further information see page Applying sorting and action filters.

Tags appear at the top of the email and in the list of emails.

To remove a tag from an email, click on the cross next to the tag or untick it in the list.

Managing tags

To edit or delete a tag from the list, click on "Manage tags".

View emails in a tag​

To quickly view all emails marked with a tag, open an email containing the desired tag and then click on the tag.

All emails in the mailbox marked with this tag are then displayed in the message list.

To clear the search results and reset the list of emails, click on the cross in the search box

For a more precise search, use the Multi-criteria search.

shaded tag

Shaded categories are categories that have been assigned to an email, but no longer exist in the user account preferences. This may be due to the deletion of the category or a change in its name. This is also the case when a user moves an email with personal categories from their mailbox to a shared folder or a group folder where the category does not exist.
View emails in a tag shaded is still possible, but is no longer available at Multi-criteria search.

. For more information on shared folders, see Managing shared folders and Using a group mailbox for group folders.

Move an email​

To optimise the organisation of your email, emails can be filed in any folder for which the user has write access.

There are two ways to do this:

  • simply by dragging and dropping the email into the desired folder

  • by clicking ‘Move’ in the email menu or on the action bar. A popup window will open, allowing you to search for the folder by typing the first few letters or to create a new one if necessary:

    💡 Shared mailboxes and folders
    All folders for which the user has write access are automatically suggested.
    For further information see Subscribing to and using shared mailboxes and Managing shared folders.

To move several emails to the same folder, Selecting messages in the list and then click Move in the action bar, or simply use drag-and-drop.

A confirmation message indicates that the operation has been completed. Click on the folder name in the message to be automatically redirected to the destination folder:

Filters and automation

It is possible to to move messages that meet certain conditions automatically. For further information see page Applying sorting and action filters.

Copy an email​

As well as moving an email, you can also duplicate it and file the copy in a different folder.

There are two ways to do this:

  • by dragging and dropping the email into the desired folder, whilst holding down the Ctrl key

    ℹ️ Holding down the Ctrl key activates the “Copy” option. Otherwise, the email is moved without being copied.

  • by clicking ‘Copy’ in the email menu, or in the ‘More’ menu on the action bar. A popup window will open, allowing you to search for the folder by typing the first few letters or to create a new one if necessary:

    💡 Shared mailboxes and folders
    All folders for which the user has write access are automatically suggested.
    For further information see Subscribing to and using shared mailboxes and Managing shared folders.

To copy several emails into the same folder, Selecting messages in the list, then click ‘Copy’ in the ‘More’ menu on the action bar, or simply use drag-and-drop whilst holding down the Ctrl key.

A confirmation message indicates that the operation has been completed. Click on the folder name in the message to be automatically redirected to the destination folder:

Limitations and use cases

Whilst copying an email makes it accessible from several folders, this also has two significant drawbacks.
Each copy of an email is, in fact, treated as a separate email in its own right. Consequently:

  • Each time you copy an email, the storage space used by your mailbox increases accordingly, which can have significant consequences for emails containing attachments. The quota is therefore reached more quickly when this feature is enabled by the administrator.
  • Any actions carried out on a copy of an email – such as adding a tag, deleting the email or forwarding it – are not applied to the original email, and vice versa. Duplicating emails therefore significantly increases the risk of losing information or retaining obsolete information.

Delete an email​

Selecting the ‘Delete email’ option in the action bar or when hovering over the email in the list moves it to the trash.

Restoring deleted emails

Thanks to the double-bottom trash can, it is possible to restore deleted emails.
For further information see Deleting and recovering messages.

To delete it permanently (without sending it to the trash), there are several options:

  • Go to the “More” menu and click on “Delete permanently”:
  • Use the keys Maj + Suppr
  • Hold down the Maj key and click on the trash in the email’s quick actions menu or in the menu bar:
  • Delete it from the trash or Empty the trash

To move several emails to the trash or delete them permanently, Selecting messages and then follow the same procedure.

Filters and automation

It is possible to to permanently delete messages that meet certain conditions automatically. For further information see page Applying sorting and action filters.

Import one or more emails in EML format​

Emails saved in EML format on your workstation can be imported into a mailbox via webmail in several ways.

Importing folders

The import function only allows you to import files; it does not allow you to import a folder or a folder tree.

  1. Using drag-and-drop from the workstation’s file explorer.
    Select one or more emails and drag them:
    • onto the list of emails in the folder you are currently viewing, to import them into that folder:
    • on a folder in the folder list to import them directly into it:
  2. Via the menu of the desired folder.
    Click on “Import an EML file”:

    Using the file chooser that opens, browse for and select the emails on your workstation, then validate.
Shared mailboxes

These actions can be carried out in the user’s mailbox as well as in any mailbox to which they have write access.

For further information On how to obtain an email in EML format see:

Administrators

Administrators can import batches of emails contained within a folder tree using the bm-cli command-line tool.

For further information see Importing messages in EML format with bm-cli.

Find out more​

Related BlueMind documentation pages