Navigating Your Mailbox
Once you sign in to Synology MailPlus, you can read all your messages, manage your mailboxes, add labels to your messages, compose messages, and more.
On Synology MailPlus 2.1 or previous versions, Mail is the default page MailPlus will open on once you sign in. However, if you are in the Contacts page, you can navigate to it by clicking Mail in the upper-right corner.
Basic Operations
This section will guide you through the basic operations of managing your emails.
To compose a message:
- Click the compose button in the upper-left corner.
- Once you do so, a window will appear, allowing you to compose your message.
- In the To field, enter the email addresses of your recipient. As you are entering a recipient’s address, Synology MailPlus will use auto-complete to suggest addresses from your Contacts list.
- In the From field, you can select an email address from the drop-down menu if you have more than one SMTP server added.
- To add more recipients, simply add a comma after the first recipient's address and continue entering a new address. Alternatively, you can click Cc or Bcc (if you want to hide recipients' addresses and names from one another) on the right and enter more recipients.
- Enter a Subject for your message (optional).
- Click anywhere in the text field to begin composing your message.
- Synology MailPlus has a variety of rich text editing tools and formatting options you can use while composing your message. You can find these in the toolbar under Subject.
- You can add the following to your message:
- Link: Click the Insert/edit link icon and complete the URL and Text to display fields.
- Image: Click the Insert image icon and click the Upload from my Synology NAS or Upload from my computer button to select an image from your NAS or computer to insert.
- Stickers: Click the Insert sticker icon and choose from exclusive Synology stickers to express your emotions in your messages.
- You can use OpenPGP to encrypt/sign your emails if the OpenPGP option is enabled:
- Encrypt: Click the encrypt icon to encrypt your emails.
- Sign: Click the sign icon to sign your emails.
To manage drafts:
- While you are composing a message, Synology MailPlus will auto-save it for you.
- You can find minimized unsent drafts at the bottom of the window.
- If you have closed your Compose window, you can find your draft in Draft on the left. Simply click on it to start editing again.
- If you want to discard a draft, you can tick the checkbox next to a draft and click the trash icon. Alternatively, you can open the message and click Discard on the bottom right of the window.
To reply to a message:
- Click Reply at the bottom of the message once you have finished reading it.
- If there are multiple recipients to the original email, you can click Reply all to respond to all those in the conversation thread.
- To send the conversation to someone new without including the original recipients, click Forward.
Organizing Emails
You can sort your emails by starring or archiving it, moving it to different customized mailboxes, as well as adding labels.
To select conversations:
- Check the box next to the conversation you want to select.
- You can select several conversations at once if you wish.
- To select all conversations, you can tick the checkbox in the toolbar above all your messages.
- You can also collectively select all messages of a similar kind by clicking the arrow next to the checkbox and selecting from the list.
To add a label:
- Click the + that will appear next to Label when your cursor hovers over it.
- Enter a name for your label and select a label color.
- Click OK to save your label.
- Select the conversations you want to label and click the label icon. After checking the box next to the labels you want to apply, click Apply. You can also click Create to add new labels.
To add a mailbox:
- Click the + that will appear next to Mailbox when your cursor hovers over it.
- Select where you want to create your new mailbox in the drop-down menu and name your mailbox.
- Click OK to save your settings.
- You will now see your new mailbox listed on the left.
- Select the conversations you want to move and click the Move to icon. Select the folder you want to move it to or click Create to add a new mailbox. Depending on the number and size of the messages being moved, this action could take some time.
To star a conversation:
- Click the star icon on the left of the conversation you want to star. The star will turn from gray to yellow.
- The conversation will now be shown in the Starred mailbox.
- You can also do this while reading a message by clicking the star next to the message subject or by clicking the More icon and selecting Mark as starred.
To archive a conversation:
- Select the conversation you want to archive and click the Archive icon.
- You may also hover your cursor over the conversation and click the Archive icon in the toolbar that appears to the right of the conversation.
- The conversation will be moved to the Archived mailbox.
- You can also do this while reading a message.
To mark a conversation as spam:
- Select the conversation you want to mark as spam.
- Mark it as spam in either way below:
- Click Mark as Spam (the stop sign icon) on the top, and the marked conversation will be moved to the Spam mailbox. The system will learn from it to improve spam detection.
- Drag the selected conversation to the Spam mailbox. The system will not learn from it to improve spam detection.
To restore a conversation misidentified as spam:
- Go to the Spam mailbox and select the conversation to restore.
- Restore the conversation in either way:
- Click Not spam (the mail icon) on the top, and the conversation will be moved to the Inbox mailbox. The system will learn from it to reduce the chance of misidentifying regular emails as spam.
- Drag the selected conversation to the Inbox mailbox. The system will not learn from it to reduce the chance of misidentifying regular emails as spam.
To mark a conversation as read:
- Select the conversation you want to mark as read, click the More icon, and select Mark as read.
- You may also hover your cursor over the conversation and click the Mark as read icon in the toolbar that appears to the right of the conversation.
- The conversation will no longer be shown in bold in your mailbox.
- You can also do this while reading a message.
- If you have not selected any messages, you can click the More icon and select Mark all as read.
To add a conversation as a Synology Calendar task:
- Install Synology Calendar with version 2.0.0-0238 or above.
- Select the conversation you want to add to Synology Calendar tasks, click the More icon, and select Add as a Synology Calendar task.
- You can also hover your cursor over the conversation and click the Add as a Synology Calendar task icon in the toolbar that appears to the right of the conversation.
Note: At Settings > General, you can enable hover actions.
- The conversion will be added to the Synology Calendar task plugin.
To add a conversation as a Synology Calendar event:
- Install Synology Calendar with version 2.0.0-0238 or above.
- Select a conversation you want to add to Synology Calendar events, click the More icon, and select Add as a Synology Calendar event.
- You can also click the More icon and select Add as a Synology Calendar event after opening the email.
- The system will lead you to Synology Calendar in a new tab and open up the Create Event window.
To create a filter:
- Click the Search icon next to the search bar.
- Fill in at least one criterion.
- Click Create filter.
- Check the desired boxes so all incoming or outgoing messages that meet the desired criteria will be marked or labeled according to the filter rule. The following operators can be applied here:
- AND: Filter messages matching term A and term B.
- OR: Filter messages matching term A or term B.
- "" (Quotation marks): Filter messages containing an exact phrase.
- To refine filter results, click Add exception to specify conditions to exclude matched items. You can apply operators AND, OR, and "" (Quotation marks) here.
- Click Create.
Search
The search bar allows you to find specific messages easily by allowing you to set filters.
To use the search bar:
- Enter a keyword and Synology MailPlus will return messages that contain the keywords you entered in the search fields.
- You can refine your search by clicking the Search icon and filling in at least one search criterion (to, from, subject, etc.).
- If you wish to search for something new and want to clear any previously selected criteria, click Reset.
- You can narrow down your search using the following:
- AND: Search for messages matching term A and term B.
- OR: Search for messages matching term A or term B.
- "" (Quotation marks): Used to search for an exact phrase.
- To further refine search results, click Add exception to specify conditions to exclude matched items. You can apply operators AND, OR, and "" (Quotation marks) here.
- Click Search.
To use a search operator:
- Enter search operators in the search bar, Synology MailPlus will show the messages that match the criteria entered in the search fields.
- You can use words or symbols as search operators to filter your Synology MailPlus search results. You can also combine operators to filter your results.
Search operators you can use:
Search operator |
Usage |
Example |
from: |
Specify the sender |
from:amy |
to: |
Specify the recipient |
to:david |
subject: |
Words in the subject line |
subject:dinner |
OR |
Messages that match multiple terms |
from:amy OR from:david |
- or NOT |
Remove messages from your results |
dinner - movie |
( ) |
Group multiple search terms together |
subject:(dinner movie) |
in: |
Specify the mailbox |
in:"feature suggestions" |
label: |
Messages that have a certain label |
label:friends |
before: or after: |
Search for messages sent during a certain time period |
after:2004/04/16 |
larger: or smaller: |
Messages larger or smaller than a certain size in MB |
larger:10M |
filename: |
Attachments with a certain name or file type |
filename:pdf |
has:attachment |
Messages that have attachments |
has:attachment |
is:starred |
Search for starred messages |
is:starred |
is:unread |
Search for unread messages |
is:unread |
To use search history:
- Enter a keyword, or search operators in the search field to start the search. Synology MailPlus will keep the search entries in the search history, and display them as suggestions in the drop-down menu when you search for a similar term next time.
- To delete the search history, click the delete icon on the right of the drop-down menu.
Note:
- All searches are case-insensitive.
- Separate multiple keywords with a space. Only messages that match all the keywords will be fetched.
- To search a keyphrase (i.e., a multiple-word term), enclose it with quotation marks (""), such as "local cuisine recipe".
- 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.
- The system will skip the search for search operators in the wrong format. For example, if you enter "after:12/18 larger:1" in the search field, since "after:12/18" is in the wrong format, the system will skip the search for "after:12/18" and will only show the search result of "larger:1".
Keyboard Shortcuts
Keyboard Shortcuts help you organize your emails quickly and easily.
To use Keyboard Shortcuts:
- You can enable keyboard shortcuts from the General tab in Settings.
- You can use following keyboard shortcuts:
- L: Open the label menu.
- E: Archive a conversation.
- D: Delete a conversation.
- S: Star a conversation
- J: Move to the earlier conversation.
- K: Move to the later conversation.
- C: Compose a new email.
- R: Reply.
- A: Reply all.
- F: Forward.
- U: Go back to the conversation list.
- /: Search.
Saving Emails
You can save emails to Note Station using Synology Web Clipper (available via Chrome Web Store).
To save an email using Synology Web Clipper:
- Open the message you want to clip.
- Click on the Synology Web Clipper icon in your browser.
- Select [Email content] from the drop-down menu and select the notebook you want to save it to.
- Click Save, and your email will be saved to Note Station.