Navigating Your Mailbox
In Synology MailPlus, you can read messages, manage mailboxes, add labels, compose messages, and more.
Basic Operations
This section will guide you through the basic operations of message management.
To compose a message:
- Click Compose in the upper-left corner.
- In the To field, enter the email address of your recipient. When you are entering the email address, Synology MailPlus will auto-complete it according to your contact list. To add more recipients, add a comma after the first recipient's address and continue entering addresses.
- In the From field, select an email address from the drop-down menu if you have added more than one SMTP server.
- If needed, click Cc or Bcc on the right. Email addresses in the Bcc field are hidden from other 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 text editing tools and formatting options 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 choose between Upload from my Synology NAS and Upload from my computer to select the image to insert.
- Attachment: Click the Attach file icon and choose between Upload from my Synology NAS and Upload from my computer to select the file to attach. Note that the MailPlus web client has a limit of 100 MB per attachment. If your file exceeds the limit, we recommend that you use a shared link.
- Stickers: Click the Insert sticker icon and choose from the Synology-designed stickers to express your emotions.
- If OpenPGP is enabled, you can use OpenPGP to encrypt or sign the message.
To manage drafts:
Synology MailPlus auto-saves drafts for you.
- You can find minimized unsent drafts at the bottom of the window.
- If you have closed the Compose window, find the draft in Draft on the left panel.
- If you want to discard a draft, tick the checkbox next to it and click the trash icon. Alternatively, you can open the message and click Discard in the bottom-right corner.
To reply to a message:
- Click Reply at the bottom of a message.
- If there are multiple recipients to the original message, click Reply all to respond to all those in the conversation thread.
- If you want to send the conversation to someone new without including the original recipients, click Forward.
Organizing Messages
You can sort messages by starring, archiving, moving to a customized mailbox, or adding a label.
At Settings > General, you can enable hover actions to perform the following with ease.
To select a message:
- To select specific messages, tick the checkboxes next to them.
- To select all messages, tick the checkbox in the toolbar above all messages.
- To select all messages of a certain type, click the arrow next to the checkbox and select a type from the drop-down menu.
To add a label:
- Hover over Label and click "+".
- In the pop-up window, specify the following settings:
- Nest label under: Select a parent label.
- Name: Enter a label name.
- Color: Choose a label color for easy identification.
- Click OK to save the label.
- Select the messages you want to label and click the label icon.
- Tick the desired labels and click Apply.
Note:
- The system uses "/" as a separator for nested labels. For example, when label "Meeting" is under label "Work", label "Meeting" will be recorded as "Work/Meeting" in the system. Therefore, we suggest changing the label names that contain "/" to avoid naming conflicts.
To add a mailbox:
- Hover over Mailbox and click "+".
- Select where you want to create the mailbox and name it.
- Click OK to save the mailbox.
To move a message:
- Select the message you want to move.
- Click the Move to icon.
- Select the destination mailbox from the drop-down menu or click Create to add a new one. The process could take some time depending on the number and the size of the moved items.
To star a message:
- Select the message you want to star.
- Star it in either way below:
- Click the Star icon on the left of the message. The star will turn from gray to yellow.
- When reading it, click the Star icon next to the subject.
To archive a message:
- Select the message you want to archive.
- Archive it in either way below:
- Click the Archive icon on the upper toolbar.
- Hover over the message and click the Archive icon that appears to the right of the message.
To mark a message as spam:
- Select the message you want to mark as spam.
- Mark it as spam in either way below:
- Click Mark as Spam (the stop sign icon) on the upper toolbar. The marked message will be moved to the Spam mailbox, and the system will learn from it to improve spam detection.
- Drag the message to the Spam mailbox. The system will not learn from it.
To restore a message mistaken as spam:
- Go to the Spam mailbox and select the message to restore.
- Restore it in either way below:
- Click Not spam (the mail icon) on the upper toolbar. The message will be moved to Inbox, and the system will learn from it to reduce the chances of marking legitimate messages as spam.
- Drag the message to Inbox. The system will not learn from it.
To mark a message as read:
- Select the message you want to mark as read.
- Mark it as read in either way below:
- Click the More icon and select Mark as read.
- Hover over the message and click the Mark as read icon that appears to the right of the message.
- The message will no longer be shown in bold.
To add a message as a Synology Calendar task:
To perform this action, Synology Calendar with version 2.0.0-0238 or above must be installed on the Synology NAS that runs MailPlus Server and MailPlus. You can check with your system administrator.
- Select the message you want to add to Synology Calendar as a task.
- Add it as a task in either way below:
- Click the More icon and select Add as a Synology Calendar task.
- Hover over the message and click the Add as a Synology Calendar task icon that appears to the right of the message.
- The message will be added to the Synology Calendar plug-in.
To add a message as a Synology Calendar event:
To perform this action, Synology Calendar with version 2.0.0-0238 or above must be installed on the Synology NAS that runs MailPlus Server and MailPlus. You can check with your system administrator.
- Select the message you want to add to Synology Calendar as an event.
- Click the More icon and select Add as a Synology Calendar event.
- The system will lead you to Synology Calendar in a new tab and open up the Create Event window.
- Check the event information and click Save.
Search
The search bar helps you find specific messages with filters.
To use the search bar:
- Enter a keyword and Synology MailPlus will show the messages that contain the keyword.
- To refine search results, click the Search icon next to the search bar.
- Specify at least one condition.
- Tick the desired checkboxes so all incoming or outgoing messages that meet the conditions will be marked or labeled according to the filter rule. You can use the following search operators here:
- AND: Filters messages matching term A and term B.
- OR: Filters messages matching term A or term B.
- "" (Quotation marks): Filters messages containing the exact phrase.
- Click Add exceptions to exclude items matching specified conditions. You can also use search operators AND, OR, and "" (quotation marks) here.
- Click Create filter > Search.
- To clear the previously set criteria, click Reset.
To use search operators:
Use words or symbols as search operators to filter search results. You can even combine multiple operators to further narrow the results.
The table below lists the search operators supported by Synology MailPlus:
Search operator |
Search result |
Example |
from: |
Messages from the specified sender |
from:amy |
to: |
Messages sent to the specified recipient |
to:david |
subject: |
Messages with certain words in the subject line |
subject:dinner |
OR |
Messages that match multiple specified terms |
from:amy OR from:david |
- or NOT |
Messages that match the condition preceding - or NOT while not matching the condition following it |
dinner - movie |
( ) |
Messages containing multiple search terms |
subject:(dinner movie) |
in: |
Messages in the specified mailbox |
in:"work" |
label: |
Messages that have a certain label |
label:friends |
before: or after: |
Messages sent during a certain period |
after:2004/04/16 |
larger: or smaller: |
Messages larger or smaller than a certain size in MB |
larger:10 |
filename: |
Attachments with a certain name or file type |
filename:pdf |
has:attachment |
Messages with attachments |
has:attachment |
is:starred |
Starred messages |
is:starred |
is:unread |
Unread messages |
is:unread |
To use search history:
Synology MailPlus will display search history as suggestions in the drop-down menu when you search for a similar term.
- To delete a search item, click X on the right.
Note:
- All searches are case-insensitive.
- Separate multiple keywords with 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 the 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 when search operators are in the wrong format. For example, if you enter "after:12/18 larger:1", because "after:12/18" is in the wrong format, the system will skip the search for "after:12/18" and will only show the search results of "larger:1".
Keyboard Shortcuts
Keyboard shortcuts help you organize messages quickly and easily.
To use keyboard shortcuts:
- Enable keyboard shortcuts at Settings > General.
- The supported keyboard shortcuts are listed below:
- L: Open the label menu.
- E: Archive a message.
- D: Delete a message.
- S: Star a message.
- J: Move to the earlier message.
- K: Move to the later message.
- C: Compose a message.
- R: Reply.
- A: Reply all.
- F: Forward.
- U: Return to the message list.
- /: Search.
Saving Messages
You can save messages to Note Station using Synology Web Clipper (available in Chrome Web Store).
To save a message using Synology Web Clipper:
- Open the message you want to clip.
- Click the Synology Web Clipper icon in your browser.
- Select [Email content] from the drop-down menu and choose the destination notebook.
- Click Save.