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Encrypted email

When you receive a secure email notification, you can log on to the FortiMail webmail to view your secure email. You will find that your secure email is either in the Encrypted Email mailbox or displayed directly, depending on the email delivery method the administrator chose for your email.

After logging in to the FortiMail unit, you can see your secure email either in the Encrypted Email mailbox or the temporary mailbox your administrator set up for you, depending on the email delivery method the administrator chose for your email. The name of the temporary mailbox is the same as the subject line of your secure email.

Checking your email

Depending on the mailbox you view, you can perform the following tasks:

Compose Mail

Select to write a new email. The FortiMail webmail will use policies and mail delivery rules to determine if this mail needs to be encrypted.

The mail recipient’s domain must be a protected one, otherwise an error message will appear. For more information, contact your system administrator.

This option is available only if your system administrator has enabled it.

Delete

Click to select an individual email, or shift-click to select multiple email, then click this button to move them.

Save As

Select an email. Click More > Save As to open a selected email in another window or save it to another location.

Reply

Click to open an email, then click this button to compose a reply to the sender.

This option is available only if your system administrator has enabled it.

Forward

Click to open an email, then click this button to send a copy to a recipient.

This option is available only if your system administrator has enabled it.

Mark As Read

Select an email. Click More > Mark As Read to mark it as previously read.

Email that have been previously read are not displayed in a bold font in the list of email messages, and are not included in the count of unread email that appears next to each mailbox folder.

Mark as Unread

Select an email. Click More > Mark As Unread to mark it as unread.

Email that have not been read are displayed in a bold font in the list of email messages, and are included in the count of unread email that appears next to each mailbox folder.

Quick Filter

Use the filter to display specific type of email messages.

To display a folder’s list of email messages in a specific order, click the right-hand side of a column heading to sort the display by either ascending or descending order of that column.

If you still cannot immediately find the email that you want to display, you can search for it. For details, see Searching for an email.

Searching for an email

If you cannot immediately find the email that you want to display, you can search for it.

You can only search for email in the Encrypted Email mailbox. You cannot search for email in the temporary mailbox.

To search for an email
  1. Click the blue magnifying glass icon located at the top of the page.
  2. Enter the exact word or phrase to display a list of all email that contain that exact phrase.
  3. Click Search Configuration and turn on the check boxes of the email attributes, such as Subject and Mail Body, that you want to search for a matching word or phrase.
  4. For best performance and results, also clear the check boxes of email attributes in which you do not want to search.

  5. Click OK.
  6. Click Search.
  7. A list of email appears that contains the exact phrase in any of the attributes that you enabled. To clear the search results and display all of the folder’s email again, empty the search field, then click Search again.

Managing your email account’s storage space

The storage capacity of your email account can vary by the number of email users, total amount of storage space available on the FortiMail network appliance, disk space quota assigned by your network administrator, and other factors.

If your email account runs out of storage space, senders may not be able to deliver email to you. To prevent this problem, regularly compact your mailbox.

Until you compact all folders, deleted email messages could still be consuming disk space.

To compact a folder
  1. Go to a folder and click the icon that goes with your cursor.
  2. Select Compact.
  3. FortiMail webmail expunges all email that you had previously marked for deletion and shrinks the folder to its most compact size.

Encrypted email

When you receive a secure email notification, you can log on to the FortiMail webmail to view your secure email. You will find that your secure email is either in the Encrypted Email mailbox or displayed directly, depending on the email delivery method the administrator chose for your email.

After logging in to the FortiMail unit, you can see your secure email either in the Encrypted Email mailbox or the temporary mailbox your administrator set up for you, depending on the email delivery method the administrator chose for your email. The name of the temporary mailbox is the same as the subject line of your secure email.

Checking your email

Depending on the mailbox you view, you can perform the following tasks:

Compose Mail

Select to write a new email. The FortiMail webmail will use policies and mail delivery rules to determine if this mail needs to be encrypted.

The mail recipient’s domain must be a protected one, otherwise an error message will appear. For more information, contact your system administrator.

This option is available only if your system administrator has enabled it.

Delete

Click to select an individual email, or shift-click to select multiple email, then click this button to move them.

Save As

Select an email. Click More > Save As to open a selected email in another window or save it to another location.

Reply

Click to open an email, then click this button to compose a reply to the sender.

This option is available only if your system administrator has enabled it.

Forward

Click to open an email, then click this button to send a copy to a recipient.

This option is available only if your system administrator has enabled it.

Mark As Read

Select an email. Click More > Mark As Read to mark it as previously read.

Email that have been previously read are not displayed in a bold font in the list of email messages, and are not included in the count of unread email that appears next to each mailbox folder.

Mark as Unread

Select an email. Click More > Mark As Unread to mark it as unread.

Email that have not been read are displayed in a bold font in the list of email messages, and are included in the count of unread email that appears next to each mailbox folder.

Quick Filter

Use the filter to display specific type of email messages.

To display a folder’s list of email messages in a specific order, click the right-hand side of a column heading to sort the display by either ascending or descending order of that column.

If you still cannot immediately find the email that you want to display, you can search for it. For details, see Searching for an email.

Searching for an email

If you cannot immediately find the email that you want to display, you can search for it.

You can only search for email in the Encrypted Email mailbox. You cannot search for email in the temporary mailbox.

To search for an email
  1. Click the blue magnifying glass icon located at the top of the page.
  2. Enter the exact word or phrase to display a list of all email that contain that exact phrase.
  3. Click Search Configuration and turn on the check boxes of the email attributes, such as Subject and Mail Body, that you want to search for a matching word or phrase.
  4. For best performance and results, also clear the check boxes of email attributes in which you do not want to search.

  5. Click OK.
  6. Click Search.
  7. A list of email appears that contains the exact phrase in any of the attributes that you enabled. To clear the search results and display all of the folder’s email again, empty the search field, then click Search again.

Managing your email account’s storage space

The storage capacity of your email account can vary by the number of email users, total amount of storage space available on the FortiMail network appliance, disk space quota assigned by your network administrator, and other factors.

If your email account runs out of storage space, senders may not be able to deliver email to you. To prevent this problem, regularly compact your mailbox.

Until you compact all folders, deleted email messages could still be consuming disk space.

To compact a folder
  1. Go to a folder and click the icon that goes with your cursor.
  2. Select Compact.
  3. FortiMail webmail expunges all email that you had previously marked for deletion and shrinks the folder to its most compact size.