Synology MailPlus Settings
Click your account in the upper-right corner and select Settings. In the pop-up window, you can configure Synology MailPlus settings related to mail layout and organization, mailboxes, protocols (e.g., SMTP and OpenPGP) for mail delivery,
and more to suit your needs.
General
At Settings > General, you can configure the following settings related to mail layout and organization:
- Items per page: Select the number of contacts and conversations to display per page from the drop-down list.
- External images: Select between Always display and Ask me before displaying. The latter option prevents malicious senders from exploiting externally linked images.
- Split pane mode: Select between Two columns and Three columns to fit your preference in viewing messages.
- For two columns, you can further select the format in which you want your emails to be displayed: One line without preview, One line with preview, and Two lines.
- Conversation view: Select between the conversation mode and the individual message mode. In the conversation mode, you will view a message grouped with all its replies.
- Language: Select the display language.
- Display density: Select the display density of the conversation list.
- Mark messages as read: Select how long it takes for a message to be marked as read after it is opened.
- Send cancellation period: Select an amount of time during which you can recall an email.
- Set mailbox as Archived: Once you set a mailbox as archived, all the emails you archive will appear in this mailbox.
- Reply from the recipient address the message was sent to: When you make an email reply, the system will automatically set your email address as the one where you receive the message. This feature only applies to email addresses specified at Settings > SMTP.
- Enable keyboard shortcuts: Use keyboard shortcuts to quickly and easily manage your email.
- Enable hover actions: You can perform the following actions simply by hovering the cursor over emails: archive, delete, mark as read, and add as a Synology Calendar task.
- Disable displaying the mailbox information of the message: Tick to disable showing mailbox tags in the upper-right corner of messages.
- Codepage: Select a language from the drop-down list. The language is used for combining multiple attachments into a .ZIP file. Please select the language the filenames are in.
- Delete mail in Trash: Select from the drop-down list to delete trash emails received before a specific time.
- Delete mail in Spam: Select from the drop-down list to delete spam emails received before a specific time.
- Archive mail in Inbox: Select from the drop-down list to archive inbox emails received before a specific time.
- Clear Trash on logout: Tick the checkbox to empty Trash when you sign out of Synology MailPlus.
- Clear Spam on logout: Tick the checkbox to empty Spam when you sign out of Synology MailPlus.
- Do not allow creating events in Synology Calendar from dates (Dates will not be highlighted): Select to disable creating events in Synology Calendar for the dates written in your messages.
- Use signature: Select to set a signature for your outgoing messages. Select an email account to use the signature and edit it in the text field with multiple text tools (e.g., Font size, Font color, and Insert image).
- Customize your Default Text Style by selecting your font style, font size, and color.
Theme Customization
At Settings > Theme Customization, you can choose a theme for your Synology MailPlus. There are built-in templates and background pictures to choose from.
Auto Reply/Forward
At Settings > Auto Reply/Forward, you can configure the following settings:
- Enable auto forwarding: Tick the checkbox to forward your emails to another email account automatically.
- Forward to: Enter an email account you want to forward your emails to.
- Keep original mail: Determine whether to keep original emails.
- Enable auto reply: Tick the checkbox to reply to messages automatically.
- Reply time: Set a time frame during which the auto-reply mechanism is active.
- Subject: Use the template directly or type a subject of your auto-reply message.
- Message: Use the template directly or type your auto-reply message.
- Click OK to save the settings.
Mailbox
At Settings > Mailbox, you can add new mailboxes, as well as edit, delete, and share previously created mailboxes.
If you want to hide a mailbox, tick the checkbox under Hide.
Shared Mailbox
A personal mailbox can be shared with internal users/groups to centralize the email communication of a specific project.
To share your mailboxes with others:
You can share your mailboxes with internal users/groups.
- Right-click one of your mailboxes on the left panel.
- Click Share on the menu.
- Select users/groups to share this mailbox with. To add a user/group, click Add; to remove a user/group, select the unwanted one and click Delete.
- Assign each user/group access permissions for the shared mailbox:
Permission |
Access Capability |
Owner (the creator of the shared mailbox) |
- View, manage, and reply to messages in the shared mailbox.
- Manage the shared mailbox and all the sub-mailboxes.
|
Manage |
- View, manage, and reply to messages in the shared mailbox.
- Create, delete, and rename sub-mailboxes.
- Delete the shared mailbox.
- Share the shared mailbox with other users/groups and assign access permissions to them.
|
Read/Write |
- View, manage, and reply to messages in the shared mailbox.
- Create sub-mailboxes.
|
Read only |
- View messages in the shared mailbox.
|
- Click OK to save the settings.
- The system will mark the shared mailbox with a group icon and send the intended users/groups an invitation to access the mailbox.
Note:
- After users with the read/write or higher permission reply to messages in the shared mailbox, their replies will be visible to those who share the same mailbox.
- When a sub-mailbox is created in a shared mailbox, a user will have the same type of permission over the sub-mailbox as over the shared mailbox by default. The user's permission over the sub-mailbox can be changed afterward.
To view mailboxes shared from you:
Go to the Mailbox section on the left panel. Mailboxes will be marked with a group icon if they are shared with others.
To view mailboxes shared to you:
At Settings > Shared Mailbox, you can see the mailboxes shared to you and their subscription status.
- Go to the Shared Mailbox tab to see the mailboxes shared to you and the corresponding subscription status.
- You can change the subscription status of each shared mailbox:
- Under subscription (with a check sign): The shared mailbox will show up in the Shared Mailbox section on the left panel.
- Out of subscription (without a check sign): The shared mailbox will not show up on the left panel.
- Click OK to save the settings.
Filter
At Settings > Filter, you can create, edit, and delete filters to make email management easier. All incoming or outgoing messages that meet the criteria will be marked or labeled according to your filter rules.
To create a filter:
- Click Add.
- Fill in at least one search criterion.
- Once you have added your criteria (and exceptions if needed), click Continue.
- Check the desired boxes so messages will be automatically marked or sent to specific mailboxes.
- Click OK to save your filter settings.
Note:
- All filters are case-insensitive.
- Separate multiple keywords with spaces. Only messages that match all the keywords will be fetched.
- To filter with a keyphrase (i.e., a multiple-word term), enclose it with quotation marks (""), such as "local cuisine recipe". If you have two or more keyphrases, you can type OR between them, such as "local cuisine recipe" OR "traditional home-style meals".
- When the keyword or keyphrase is made up of Chinese/Japanese/Korean characters and contains no space, only messages that match exactly will be fetched.
Priority Mailbox
At Settings > Priority Mailbox, you can set up a priority mailbox to display messages from various mailboxes or labels for centralized management.
- Tick the Enable priority mailbox checkbox.
- Click Edit to specify the settings below:
- Section: Select a specific Mailbox or Label to have its email messages show up in the section.
- Display: Select All to display all messages in the mailbox or those grouped under a label; select Unread to show unread messages only.
- Show up to: Decide the maximum number of messages to display in the section.
- Hide when empty: Select to hide the section when there are no new messages.
- To reorder the sections, click and hold a section and drop it to the desired position.
- Click OK to save the settings.
SMTP
At Settings > SMTP, you can add additional SMTP servers or edit existing ones. Your existing Synology MailPlus Server settings will be automatically set as the default SMTP server. No settings can be edited except for your Sender name.
Users can add other SMTP servers to send emails from Synology MailPlus. For example, you can add the Google SMTP server to send emails via your Google account on Synology MailPlus.
To add an SMTP server:
- Go to Settings > SMTP.
- Fill in the following information:
- SMTP server: Find the SMTP server from the help articles or tutorials of your email service providers.
- SMTP port: The port number will be automatically updated to the required value for SMTP connections over SSL/TLS. By default, port 587 is for SMTP connections over TLS, and port 465 is for SMTP connections over SSL. If you tick none of the SSL and TLS checkboxes, the standard port used for SMTP connections is 25.
- Authentication required: Tick the checkbox if your SMTP server requires authentication.
- Username: Enter your email address.
- Password: Enter your email password.
- Secure connection (TLS) required: Tick the checkbox to secure connections with TLS certificates.
- Secure connection (SSL) required: Tick the checkbox to secure connections with SSL certificates.
- Sender email: Enter your email address. Please note that if it does not match the email address entered in Username, your emails may be marked as spam.
- Sender name: Enter a sender name (also called "from" name) that can help your recipients recognize you.
POP3 Fetch
At Settings > POP3 Fetch, click Add and enter custom POP3 servers or use predefined ones (e.g., Gmail) to fetch e-mails from different POP3 servers to Synology MailPlus. In this way, you can collectively receive and read all your emails in Synology MailPlus. To further ensure effective management, you can even set a mailbox, to which all the incoming messages from a specific server (e.g., Gmail) will be sent.
Note:
- Admin can enable/disable POP3 settings in the Administrator Settings tab. This tab will only be visible when you sign in to Synology MailPlus with the admin account.
- When emails fetched via POP3 are sent to any mailbox other than Inbox, filters will not be applied.
- For step-by-step instructions on fetching external emails via POP3, please refer to this article.
OpenPGP
OpenPGP (Pretty Good Privacy) is a key-based encryption technology used for email encryption.
At Settings > OpenPGP, you can enable OpenPGP, manage OpenPGP keys, and adjust OpenPGP related settings.
To generate OpenPGP keys:
- Tick Enable OpenPGP and click the Key Management button.
- Click Generate to generate a new key pair.
- Name: Enter a name you like.
- Email: Enter your Synology MailPlus account.
- Passphrase: The passphrase is used to encrypt and decrypt your private key.
- Click OK to generate a pair of public and private keys.
To manage OpenPGP keys:
- Public key: You can click the Export button to export the public key and give it to the sender who should encrypt the emails to you.
- Private key: The private key is used to decrypt the emails sent to you. Please keep it to yourself.
- If you need to send others encrypted emails, click the Import button to import their public key from a file or text input.
Administrator Settings
At Settings > Administrator Settings, the Synology MailPlus administrator can manage the following settings for all users:
- Allow users to receive email from external POP3 mail servers: Tick to allow users to fetch external emails to Synology MailPlus via POP3. You can specify the fetch interval in minutes.
- Allow users to change the sender name on local SMTP server: Tick to allow users to edit the sender name on the local SMTP server.
- Disable OpenPGP for all users: Tick to disable OpenPGP for all users.
- Allow users to create shared links for large attachments: Tick to automatically turn large attachments into shared links to reduce mail size for smooth delivery. The following Control Panel settings should also be adjusted:
- Go to User > Advanced > User Home and select Enable user home service to create home folders for all users. Large attachments will be uploaded to users' home folders.
- To allow users to create or delete shared links, go to Privileges to allow all users to use File Station.
- Custom Logo: Upload an image here to change the Synology MailPlus logo in the upper-left corner of the window.
- Maximum image file size: 1 MB
- Logo dimensions: The suggested logo size is 128 x 40 pixels. If the uploaded image exceeds the size, it will be proportionally compressed.
- If no images are uploaded, the default Synology MailPlus logo will be used.
Note:
- The Administrator Settings page is not available on Synology MailPlus 2.2.0 or above versions. Please go to Synology MailPlus Server or ask your system administrator to adjust the settings. For details, please refer to this article.
Shared Contacts (Administrator Only)
The Shared Contacts page is not available on Synology MailPlus 2.2.0 or above versions because Synology Contacts takes over the features. For details, please refer to this article.
At Settings > Administrator Settings, all contact groups belonging to the account type of Synology MailPlus Server will appear on the Shared Contacts list. You can perform the following to customize the shared contacts that will be applied to all users of the same account type:
- Hide: Tick the checkbox to hide a specific group from client users.
- Text to display: Edit the field to rename a group for easy identification.
For Synology MailPlus Server with the account type set to Domain Users, the hierarchical structure of the organizational unit will be displayed under the Group field. Please follow the steps below if you want to set the account type to Domain Users:
- Sign in to the Synology NAS running Synology MailPlus Server with the administrator's credentials.
- Go to Control Panel > Domain/LDAP > Domain.
- Select Join domain and fill in the required information to join the Synology NAS to the desired domain.
- Click Apply to save the domain settings.
- Launch Synology MailPlus Server and go to Service > Protocol.
- Tick the checkbox of Enable SMTP and make sure the Account type is set to Domain Users.
- Click Apply to save the settings.
- All email addresses under the domain will appear under Shared Contacts.
Note:
- Only administrators can view and modify the settings.
- The settings will only be applied to users under the same account system.
Notification
At Settings > Notification, you can install extensions on your browser to receive push notifications from Synology MailPlus.
To enable push notifications:
- Click Install browser extension to let Synology MailPlus pair with your browser.
- For Chrome: Click Install Now to install the Chrome extension and log in to your Google account if you haven't.
- For Safari: Click Allow to authorize the notification service.
- After the installation, you can return to Synology MailPlus to specify which mailboxes, labels, and shared mailboxes need push notifications.
- Click Send a test message to see if your settings are correct.
Blacklist/Whitelist
At Settings > Blacklist/Whitelist, you can create a personal blacklist and whitelist to block or allow emails from specific addresses/domains.
To add an email address or a domain to the blacklist/whitelist:
- Click the Add button in the Blacklist or Whitelist page.
- Enter the email address/domain that you want to whitelist or blacklist.
- Click OK to save the settings.
To edit an email address or a domain on the blacklist/whitelist:
- Click on the email address/domain and click the Edit button.
- Click OK to save the settings.
To remove an email address or a domain from the blacklist/whitelist:
- Click on the email address/domain and click the Delete button.
- Click Yes in the confirmation dialog box.
- Click OK to save the settings.
Note:
- The maximum number of total items in the blacklist and whitelist is 10,000.