For people using their mailbox

Somebody has given you an address on a mail server they run. This is what you can do with it.

Reading and writing mail

Your mail is at https://webmail.<your server's domain> — for a server called mail.example.com, that is https://webmail.example.com. Your administrator can tell you the exact address. There is one for everyone on the server, even if your address is at a different domain. Sign in with your email address and password. An older link ending in /mail still gets you there.

• Webmail — conversations are threaded, search covers the body of a message and not just the subject, coloured labels file a message under more than one heading, and new mail arrives without a refresh. Press ? for every action and its key.
• Writing — rich text by default (or plain text, in your settings), drafts save as you type, attachments drag in, and there is an undo window after you press send.
• Install it as an app — from the browser, on a phone or a laptop. Mail you have already read stays readable with no connection.

Using another mail app

You do not have to use the webmail. Apple Mail, Thunderbird and Outlook will set themselves up from your address and password alone — the server publishes the settings, so there is nothing to type. See client autoconfiguration if your app asks anyway.

Use an app password rather than your real one for each app you connect. They are individually revocable, so losing a phone means revoking one password rather than changing the one you use everywhere.

Making mail handle itself

• Rules and out-of-office — file mail into folders, forward some of it, or answer automatically while you are away. You build these in the interface; nothing here asks you to write a script.
• Your settings — signature and display language, and whether the AI features may read your mail.

Protecting the account

• Two-factor authentication is under Settings → Security, and only you can turn it on or off — your administrator cannot. Turn it on, and save the recovery codes it shows you once — each signs you in once if you lose your phone. Mail apps then need app passwords; your own password still signs in to webmail.
• App passwords for every device, as above.
• Nobody administering the server can read your password. They can reset it, and on a server you do not own they can in principle reach your mail — that is true of every mail system, and worth knowing rather than assuming otherwise.

The AI features, if they are switched on

They are off until you turn them on, and your administrator decides whether they are available at all. Nobody else can turn them on for you — not your administrator either. The switch is under Settings → AI features. If there is no such card, the features are not available to you: either no provider is configured on the server or your domain has them switched off. When you do turn them on, requests go from your server to whichever provider your administrator configured, on their key — or to a model running on the server itself, in which case nothing leaves the machine.

Attachments are left out unless your administrator allows them, and no feature reads one yet. Nothing composed by a model is ever sent without you pressing send. What is recorded is that a feature was used, not what it was used on.

What they do · what leaves the server.

Something is wrong with my mail

Ask whoever runs the server — they have tools you do not, and mail problems are usually about DNS or reputation rather than about your mailbox. Useful things to tell them: the exact address you sent to or expected mail from, the time, and any bounce message in full.