Managing and using Yola Mail

This tutorial is our how-to guide for using Yola Mail. You will find more detailed tutorials in the Yola Mail section.

Which browsers are best to use?

Yola Mail supports the following browsers:

  1. Microsoft Internet Explorer 9.0 and higher
  2. Mozilla Firefox 2.0 and higher
  3. Chrome 1.0 and higher
  4. Safari 3.2 and higher
  5. Konqueror 3.5 and higher

Note: You may be able to view the Yola Mail interface on other, unsupported browsers; however, some features may produce unexpected results.

 

What are email storage limits?

All email accounts provide 5 GB of server-side storage for archiving messages. You can send messages up to 25 MB in size.

The maximum size for email messages, including any attachments, is 35 MB; however, when attachments are sent over the Internet, they must be encoded, and this encoding increases the size of the message. The size increase can sometimes be more than 25 percent.

We recommend that you not try to send attachments that are larger than 25 MB. If you want to share large files, we recommend that you use the Files feature that is part of Yola Mail.

In addition, some mail servers will not accept large email messages, so if you attach a large file to your message, it may not reach its intended recipient.

 

How to compose a new message

1. In the left-hand vertical menu, click Compose.

2. In the To field, enter the email addresses to which you want to send the message. Separate multiple addresses with a comma. Alternatively, click the "group" icon to activate the Contacts pane on the left side, select one or more addresses from your saved contacts list, and then click the To button at the bottom of the pane.
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3. You can send a copy of the message to other addresses by clicking the + icon.
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To add a recipient who will receive a copy of the email, click on the Cc option in the list and enter the address in the new field:
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You can also send a blind carbon copy of the message to other addresses by clicking on Bcc in the drop-down menu and adding their addresses in the Bcc field as described above.

4. In the Subject field, enter a subject for your email message.
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5. In the large text area below, type the body of your message. You can choose the font size, font family, add images, links, and even emoticons. To spellcheck, click the Spell icon at the top. You can also choose one of the 40+ languages for spellchecking. 
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6.  When you are finished writing your message, click Send to send your message.
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How to add attachments to the message

1. While composing an email message in Webmail, click Attach a file. You can find this option in the toolbar and in the message area, and you can click either one.
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2. From the pop-up window, select the file you want to attach to your message, and then click Open.

3. You will see the file in the window. Click on the arrow to choose options to download or rename the file.
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4. Proceed with the rest of your email. Your files are now attached to the message. 

 

How to add links to the message

You can insert hyperlinks in your messages so that when the recipient clicks on the link, the associated web page
opens.

To insert a hyperlink in an email:

1. In the body of your message, enter the text that you want to make into a hyperlink. This can be the actual location or URL (such as http://www.example.com) or any text (such as click here).

2. Highlight the text by holding down the left mouse button as you drag the cursor over the text.

3. Click the Insert/Edit link icon.
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4. The Insert/Edit Link window appears. In the Link URL field, enter the link destination, for example, http://www.example.com

5. Optionally, from the Target drop-down list, choose whether you want the link to open in the same window or in a new window. Additionally, if you wish, in the Title field, enter a description that will be displayed when the recipient moves their cursor over the link.  Click Insert.
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Searching for messages 


This section will show you how to search for a specific message in Yola Mail. Follow these steps:

1. In the Mail section, select the folder that you want to search and navigate to the Search area at the top of the email list.

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2. From the Search drop-down list in the top-right corner of the window, select the type of search criteria you want to use.
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3. Press Search. Any messages in the selected folder that match your search criteria are displayed.


Downloading emails from a POP3 account


Instructions on how to download messages from another email account into Webmail using POP3:

1. Click Settings > Preferences > Other Accounts.
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3. In the Other Accounts pane, click + Add button:
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4. Complete the fields on the Add POP3 Account page as follows:

  • Email - Enter the full email address of the other account.
  • Username - Enter the username you use to log into your other email account.
  • Password - Enter the password you use to log in to the other email account.
  • Provider - From the drop-down list, choose the account's service provider.
  • Server Address - The server address can be obtained from the provider of the email account you are trying to download.
  • Server Port - Use port 110 if you do not put a check in the SSL box. Use port 993 if you do put a check in the SSL box.
  • Use SSL - Putting a check in this box will make Webmail access your other email account through an encrypted connection.
  • Leave a copy of the message on the server - Put a check in this box if you want to leave a copy of the messages you download in the original email account.
  • Default Folder - Select the folder to which you want to download the messages from your other email account.
  • Test connection on save - Click to put a checkmark in this box if you want to test the connection to this account when you save the configuration.
  • Import old messages - Click to put a checkmark in this box if you want to import all existing messages from the account. If you don't select this option, only new, unread messages will be imported.

5. Click Save.
 

 

Email forwarding

To forward email from your email account to another email address:
 

1. Click Settings. In the Settings pane, click Mail Forwarding.
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3. Toggle the Enabled box and enter the addresses to which you want to forward your messages in the Forwarding Recipients field. 
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5. Optionally, to leave a copy of forwarded messages in your Yola Mail account, toggle the Keep local copy switch.

6. Click Save.

Creating email folders

Your folders are listed in the left-hand side column of the Mail window. Click a folder to view its messages.
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You can manage folders via the menu accessed via three-dot icons at the top of the messages list.
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To move multiple messages from one folder to another folder:
 

1. Click the folder that contains messages you want to move.

2. Select the messages that you want to move by selecting a checkbox next to each of the emails.

3.  Go to More, then Move to:
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4. Choose the folder to which you want to move the files.
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Managing contacts


Adding contacts

1. Click Contacts.
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2. To add a contact, click the Create icon.

3. Enter the relevant contact information, then click Save.
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Addressing email messages to contacts

There are several ways to use the Address Book to address email messages.

1. Click Mail and then click Compose to start a new message. In any of the recipient fields (To, Cc, Bcc,
Reply-To, and Followup-To), start typing the name of a contact that is in your address book. A list of the contacts whose name includes those letters appears in a list format. Click the name you want to add to that field.

2. Click Mail and then click Compose to start a new message. Click the Contacts list in the left pane to display all of the contacts that are saved in your Address Book, and then choose one or more contacts.

To select multiple contiguous contacts, select the first one, hold down the Shift key, and then click the last one. To select multiple non-contiguous contacts, hold down the Ctrl key and click on each one that you want to select. Click an icon at the bottom to choose whether to put the selected contact addresses in the To field, the Cc field, or the Bcc field.

3. Click Address Book, and then from the Contacts list, select one or more of the contacts to whom you want to send a message. Click on the email address and compose your message.
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Importing and exporting contacts


Exporting contacts

Contacts can be exported in vCard format; the filename ends with. vcf.

To export contacts:

1. Click Contacts.

2. From the Groups pane, choose the group that contains the contacts that you want to export. Select Contacts if you want to export all of the contacts in the Address Book.

3. Optionally, click to select the individual contacts that you want to export. To select multiple contiguous items, select the first item, hold down the Shift key, and then click the last item. To select multiple non-contiguous items, hold down the Ctrl key and click on each of the items that you want to select.

4. From the Export drop-down list, choose Export all or Export selected.
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5. Choose where to save the exported file if prompted; otherwise, check the Downloads folder on your computer for a file called contacts. vcf.

Importing contacts

To import contacts

1. Click Contacts. Optionally, select the group into which you want to import the contacts. If you don't select a group, the contacts will be imported into the Contacts group only.

2. Click the Import icon.

4.  Click Browse and navigate to the contacts file that you want to import. Select the file, and then click Open.
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5. Select which address book the contacts should be imported to. If you toggle the Replace the entire address book option, it deletes all contacts from the selected address book during importing. Be careful with this, the deletion cannot be undone!

6. Click Import.

Viewing email headers

 
Viewing headers is useful for email troubleshooting, including email delays, spam, viruses, and abuse issues.
 
1. Open the message and then click Details at the top of the message.  
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Then click the All headers link:

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2. A window appears that contains the Internet headers as well as the content of the email message. If the email was sent as HTML you will also see the HTML source of the message. Scroll down to examine the header code.
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Creating signatures

An email signature automatically inserts a standard footer at the bottom of all outgoing email messages.
 
1. Click Settings > Identities, and then click the account for which you create a signature.
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3. Enter your email signature in the Signature text box. 

4. If you primarily send formatted (HTML) messages, you can enable the HTML signature option which allows you to add formatting of your signature; when the HTML signature is selected, the Signature text box displays a formatting toolbar.

5. Click Save.

To automate signature entry in the message:

1. In the Settings pane, click Preferences and then click Composing Messages.

2. In the Signature Options section, from the Automatically add signature drop-down list, choose the option to specify the way you want to display your signature:
  • never - Do not display the signature.
  • always - Display the signature on all messages, including new messages, replies, and forwards.
  • new message only - Display the signature in new messages, but not in replies or forwards.
  • replies and forwards only - Display the signature on replies and forwards but not on new messages.
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8. Click Save.
 

Enabling auto-reply messages

Auto-reply messages are a great way to let people know that you are away for an extended period of time.  To compose and enable an auto-reply message:

1. Click Settings.

2. In the Settings pane, click Autoresponder.
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3. Complete the fields in the Autoresponder pane as follows:
  • Click to put a checkmark in the box next to Enabled.
  • In the Interval field, enter the number of days before the same recipient will receive the auto-response message again. If not specified, the interval defaults to one day.
  • Click on the End Date field, and select the date when you want to stop the autoresponse message from being sent.
  • In the Autoresponse Text field, type the message you want to be automatically sent in reply to all incoming email messages.
4. Click Save.
 

Changing your email password

Here's how to change your email password while logged in to Yola Mail:
 
1. Click Settings > Password.
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2. Enter your current email password in the Current Password field, enter your new email password in the New Password and New Password (again) fields.

3. Click Save.
 

Changing your email password from My Yola

There are two ways that you can change your password for Yola Mail, either in My Yola or in your webmail.

Note: Your password is case-sensitive. We would advise that you choose a password with numbers and letters as this is considered a stronger password.

To change your password using My Yola, please follow these steps:

  1. Log in to My Yola.
  2. Click Email.
  3. If your details are not open for your mailbox, click on the mailbox link "mailbox@mydomain.com" to open the settings.
  4. Select Change mailbox password for 'mailbox' to open the change password settings.
  5. Enter the new password that you would like to change to in the "Password" field, and confirm this in the " Confirm password" field.
  6. Click Change password.
 

Changing Yola Mail language

Here's how to change the language of your Webmail account page:

1. Click Settings.

2. In the Settings pane, click Preferences, and then click User Interface.

3. From the Language drop-down list, choose your language and then click Save.
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Changing the time zone

You can change the time zone in your Webmail account. This allows the timestamps on your emails to be correct, and will keep your Yola Mail up-to-date if you are traveling:
 

1. Click Settings.

2. In the Settings pane, click Preferences, and then click User Interface.

3. Choose your time zone from the drop-down list, and then click Save.
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File sharing


File sharing allows you to share files outside of email. The largest file attachment you can send in your email is 25 MB. Using file sharing, you can share or store a backup copy of files larger than 25 MB.

Important: Files uploaded to Yola Mail count against your mail storage quota.

To access your file storage, click Files in the left-hand vertical menu.
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You can save up to 2000 files in the Files section, with up to 1000 files in any one folder.  Once a file is uploaded, you can share it with others by sending them a link to the file.

To upload a file:

1. Click Files.

2. Optional: select the folder where you want to store the file. If you don`t select a folder, the file will be stored at the top level, also known as the root.

3. Click the Upload file icon.
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4. Browse to the file that you want to upload, select it, and then click Open.

5. The selected file is uploaded to the folder.

Note: Large files may take a few minutes to upload.
 

Creating folders

You can create customized folders to organize your files.

To create your own folders:

1. In the Files section, click New.
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2. In the text box, type a name for the new folder and press the check key.

Your new folder is displayed in your Files list.
 

File and folder sharing

To share files and folders:

1. Mouse over the file or folder that you want to share and click Share.
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2. Click on the chain link. The box expands to display a link for the file or folder.
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3. Highlight and copy this link. You can now use the link to share the file or folder over email, instant messenger, social networking, and so on.
 

Restoring deleted email

Deleted email messages may be recovered by our customer service team if you contact us within 14 days of deleting the messages. Our engineering team saves backup images of mailboxes to allow us to recover deleted emails.

Note: We may be unable to recover your deleted messages if:
  • The email was deleted within four hours of being received. An email that has been stored on our mail server for less than four hours may not have been included in a backup image.
  • You download your email using a POP3 mail program. If you use a POP3 mail program and it is configured to download messages automatically and then remove copies from our server, we will be unable to save back-up images of your messages. We recommend that you switch to IMAP if you want us to be able to recover the deleted email.
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