Selecting recipients
BlueMind allows you to send emails to any type of recipient, whether internal or external, individual or group1.
View address fields
The recipient(s) of the email can be added to the To, Cc or Bcc fields, as well as to the optional Reply-To field:
The "To" text box is used to enter the main recipient(s) of the email
The "CC" ("Carbon Copy") text box is used to add carbon copy recipients
The "CCi" ("Invisible Carbon Copy") button is used to add hidden carbon copy recipients
The optional "Reply to" text box is used to Mandating a third party to manage answers
By default, the ‘To’ field is selected; click on ‘Cc’ or ‘Bcc’ to add recipients. The field will then appear in blue.
Just like the ‘From’ (sender) field, you can choose to display the ‘Cc’ field at all times.
To do this, go to Preferences > Mail App > Composing Emails > Composition (or type “cc” into the search box), then tick the option “Always show the ‘Cc’ field”.
The ‘Cc’ field is then displayed in blue for every new message, reply or forwarded email.
You can Add recipients directly into the fields or Search for recipients from your address books, without leaving the mail app.
Add recipients
To add a recipient, enter the first few characters. The To, Cc or Bcc fields will suggest recipients from all the contacts saved in the user’s personal address books and in the directory:
Once a recipient has been added, you can view their full contact details by clicking on their name.
The relevance score
Suggestions are sorted according to a relevance score.
A contact’s relevance score depends on the date and frequency of use of their email address. Therefore, for two contacts to whom the same number of emails has been sent, the one used most recently appears first in the list of suggestions. If a contact is no longer used, their relevance score decreases over time, regardless of the number of emails previously sent.
To reset the relevance system, go to the mail app settings: Preferences > Mail app > + Advanced > Suggested recipients and click on ‘Reset’:
To select a recipient from the list of suggestions, click on the desired contact (or type Entrée).
To remove an address from the list of suggestions, click on “x”. The address remains in the list but is no longer visible until it is used again. When you write to a contact who has been removed from the list, their address reappears in the suggestions.
To view addresses not visible in the suggestions list, click on ‘Expand search’.
Email receipt alerts
When one or more recipients are unable to receive or view the email, an icon appears next to their name and an alert appears above the message composer.
There are two possible scenarios:
- When a recipient has activated their out-of-office email, the alert displays the beginning of the automatic reply. Click on ‘Read reply’ to view the full email.
- When a recipient has exceeded their quota, the alert states that they cannot receive the email because their mailbox is full and suggests removing it
- Alerts apply only to users within the organisation. External contacts are not supported by this feature.
For further information see Identifying contact types. - To minimise the number of banners, alerts are grouped into a single banner for similar cases, i.e. where there are three or more recipients who are unavailable and two recipients who have exceeded their quota.
- When the recipient is a group, you must expand it to view its members’ alerts.
For further information see Add a group contact. - When emails are displayed in conversation mode, alerts appear at the top of the conversation.
For further information see Moving, Flagging and Marking Conversations. - In the contacts selector, alerts are displayed at the bottom of the window.
For further information see Search for recipients.
New e-mail addresses
To enter a new e-mail address, type (or copy and paste) the e-mail address and then confirm by pressing the Entrée key or using a separator character (space, comma, semicolon, etc.).
It is also possible to copy and paste several e-mail addresses at the same time. BlueMind automatically detects the different addresses.
As soon as an email is sent to an unknown address, the contact is automatically added to the “Collected Contacts” address book.
Search for recipients
BlueMind also allows you to search for and select one or more recipients from the user’s address books without leaving the mail app.
To do this, open the contacts selector by clicking on the relevant ‘To’, ‘Cc’ or ‘Bcc’ field:
In the contact selector, select the address book, then type the first few letters of a contact’s name in the ‘Search’ box or tick the desired contacts in the list provided:
For efficiency, the number of results displayed is limited up to 50 contacts.
If there are more results, we recommend refining your search.
If a recipient is absent or has exceeded their quota, Email receipt alerts appear at the bottom of the contacts selector.
It is also possible to select a group of contacts. To do this:
- Tick the first contact in the group
- hold down the key
Shift - Click on the row of the last contact in the list (do not click on its tick box as this only allows a single selection):
note: To deselect a contact from the list, click on the row whilst holding down theCtrlkey.
Once you have selected the contacts, click Done.
The selected contacts will then appear in the To, Cc and Bcc fields:
Add a group contact
BlueMind allows you to send emails to a group of contacts using distribution lists, groups (with or without e-mail addresses) and shared mailboxes.
These types of contacts can be added to the recipients in the same way as any other contact, either directly into the To, Cc or Bcc fields, or by searching for them in your address books using the contact selector. The shared mailbox, group or list will then appear in the recipients list:
For shared mailboxes, the email is sent to the mailbox address.
For distribution lists and groups without e-mail addresses, the email is sent individually to all members of the list or group – including invisible group members.
For groups with an e-mail address, the email is sent to the group’s e-mail address and then redistributed to all its members.
The + sign next to distribution lists and groups allows you to:
- on hover, view the number of members and the e-mail address of shared mailboxes and groups with an e-mail address
- By clicking on it, you can replace the list or group with its members in the recipients.
This can, for example, allow you to remove certain members or display Email receipt alerts the group’s members.
Note: Please note that in this case, non-visible members and the group’s e-mail address will not receive the email.
When saving an email as a template or draft (see Using drafts and templates):
- Distribution lists and groups without e-mail addresses are replaced by their members (visible only)
- E-mail addresses from shared mailboxes and groups that have an address are retained
- Group members with an e-mail address are not retained
- If there are a large number of recipients, only the first row is displayed, showing the number of additional recipients. Clicking on the numbers displays all the recipients:
Move a recipient
To change a recipient’s field – for example, to place them in the Cc field instead of the main recipients – simply drag and drop their name from one field to the other:
Delete a recipient
To remove a recipient, click on the delete cross in the box next to their name:
