Preferences

You can use the Preferences link under the figure icon that is located at the top right corner of the page to:

• change your password and idle timeout
• change your name and reply email address
• turn on or turn off your signature, out-of-office automatic reply, and automatic forwarding
• set calendar time format and default view
• set your FortiMail webmail display preferences, including language
• set your antispam preferences
• add secondary email accounts whose Bulk folders you can manage through your primary email account

Changing your password and idle timeout

To keep your email secure, it is important to choose a strong password, keep it secret, and change it regularly. This reduces the possibility that others could guess your password and access your FortiMail webmail account.

In addition to your password, the idle timeout can also affect your email account’s security. If you do not click any buttons or links in FortiMail webmail, by default, after one hour, it assumes that you are away from your desk and automatically logs you out. This helps to prevent others from being able to use your email account while you are away from your computer. For security reasons, Fortinet recommends that you do not increase or disable the idle timeout.

To change your password

1. Click the figure icon, then Preferences.
2. In the Account Settings section, click Change Password.
3. In Enter current password, type your current password.
4. In Choose a new password and Confirm new password, type a new password.

If your password is not complex enough, it may be easy for others to guess your password and access your email. For better security, choose a password that is at least 8 characters long and contains a mixture of upper and lower case letters, numbers, and symbols. If you write down your password, be sure to store it in a safe place where others cannot find it or read it.

Be sure to remember your new password. If you forget your password, you must ask your network administrator to reset it.

5. Click OK.

The new password will take effect when you next log in. To test your new password, click Log Out, then log in again using your new password.

To change your idle timeout

1. Click the figure icon, then Preferences.
2. In the GeneralSettings section, from Idle timeout, select the length of time that FortiMail webmail will wait for activity from you before it assumes that you are away from your computer and automatically logs you out.

If you increase this value, be sure that you log out of or lock your computer whenever you are away from it. If you do not, others may be able to physically use your own computer to access your email account.

If you choose a low idle timeout, but occasionally compose longer email, you can periodically save a draft to prevent changes from being lost in case you are automatically logged out due to being idle. For details, see Composing email.

3. Click OK.

The new idle timeout will take effect when you next log in.

Changing your display name, identity, and reply address

When your network administrator created your email account, he or she may have configured your name. A display name is a name that identifies you to recipients. It is often your first name, last name, and title. It often appears in double quotes ( “ ), and appears near to but is separate from your email address.

For example, if you receive an email whose From: line is:

"User One" <user1@example.com>

User One is the display name.

When someone responds to an email that you have sent to them, by default, the reply will be sent to the same email address from which you sent it. If you want replies to be sent to a different email address, configure the Reply-to: address.

For exceptions where you do not want to use a separate reply address, you do not need to temporarily empty the reply address before you compose the email; instead, just delete the Reply To address from the email before you send it.

If the SMTP mail server allows multiple user identities, you can configure up to three secondary identities that you can use to send your email. The default identity (as you set) will be used to send email and auto-reply messages. If the SMTP server does not allow multiple identities, as the webmail user, you can only use the primary identity to send email.

To change your display name

1. Click the figure icon, then Preferences.
2. In the Account Settings section, in Display name, enter your name as you want it to appear to recipients. Usually this is your first name, middle initial, surname, and title, if any.
3. Click OK.

To see how your name will appear to recipients, you can click Compose Mail and send an email to yourself. When the email appears in your Inbox, verify the From column.

To configure secondary identities

1. Click the figure icon, then Preferences.
2. In the Account Settings section, in Secondary accounts, click Edit.
3. Add up to three secondary identities.
4. Set one as default.

To change the default reply email address

1. Click the figure icon, then Preferences.
2. In the Identity Management section, in Reply to, enter the email address to which replies should be sent.

You can include a display name with the reply address. For example, you could enter:

"User Two" <user2@example.com>

3. Click OK.

To test your reply address, click Compose Mail. A new field, Reply To, should appear underneath your From email address.

Configuring email compose options

For the email compose options, you can:

• add a signature: If you usually add the same text to the end of every email that you write, instead of typing it manually, you can create a signature. Signatures, as the name implies, are often a closing farewell and your name, but could also be: contact information, a quote, or other text.
• specify email forwarding options: either "Inline" or "As Attachment".
• specify how to handle mailto links: If this option is turned on, when you click a mailto link in the mail body, the FortiMail webmail dialog will be launched for you to compose the new message; if this option is turned off, the default email client of the operating system will be launched for email composing.

Setting your FortiMail webmail general preferences

You can change the language and time zone of FortiMail webmail.

To change display preferences

1. Click the figure icon, then Preferences.
2. In the Account Settings section:

Right-to-left languages, such as Arabic and Hebrew, may not display completely correctly in all web browsers. You can try another web browser if your current one does not fully support your language.

• From Language, select one of the installed FortiMail webmail languages. Available languages may vary by which ones your network administrator has installed.
• From Time Zone, select your current time zone. When FortiMail webmail displays the Received Date of a message in your Inbox, for example, the time will be relative to your current time zone.

Click OK.

Setting email display

You can configure the time interval to check new emails and edit message tags and filters.

This option appears only if your network administrator has enabled this feature.

To set the time interval to check new emails

1. Click the figure icon, then Preferences.
2. In the General Settings section, click the dropdown list of Check new messages.
3. Select a time interval for checking new messages.
4. Click OK.

To add message filters for organizing emails

1. Click the figure icon, then Preferences.
2. In the General Settings section, click Edit for Message filters.
3. In the Message Filters pop-up window, click New and configure the following:

Field/Button	Description
ON/OFF	Select ON to activate this filter.
Name	Enter a name for the filter.
Filter rules	Configure the rules for filtering the emails by selecting Match all of the following or Match any of the following. In the left-hand side field, select a filter value such as from. In the middle field, select a filter value such as contains. In the last field, enter a filter value such as john doe. You can click + to add more filters. FortiMail webmail will take actions based on the filters and actions you configure.
Action	Configure the action on emails based on the message filters. You can configure to move or copy messages to a specific folder or simply delete the message.

4. Click Create, Close, and then OK.

Setting an auto-reply message

People sending you email will usually expect a prompt reply. If you know that you will be away for an extended period of time, such as if you will be traveling and unable to check your email, or if you will be on holiday, you can turn on an automatic reply to notify senders that you are unavailable.

When automatic replies are enabled, if you receive an email, FortiMail webmail will automatically reply to the sender with your out-of-office message.

To set an out-of-office message

1. Click the figure icon, then Preferences.
2. In the Auto Reply Settings section, next to Auto reply, select On.

Even if you provide an out-of-office message, if will not be used until you enable auto reply.

3. Click OK.
4. Click Edit Auto-Reply Message.

A pop-up dialog appears that enables you to type the message body that will appear in the automatic reply. Often, this includes the date when you expect to return, and an alternative email address or person that the sender can contact if the matter is urgent. The out-of-office message must be in plain text; it cannot contain HTML or images.

5. Click Edit next to Auto reply.
6. In Start date, enter the date you will leave, and in End date, enter the date when you expect to return.
7. Configure the Auto reply subject and Auto reply interval.

Auto reply interval is between 0 and 30 days. 0 means to always reply.

8. Configure the auto reply recipients by selecting an option in Auto reply:
   • Senders of the same domain: The auto reply message is only sent to senders of the your domain.
   • Senders in personal white list: The auto reply message is sent to senders included in your white list.
9. Optionally, select Only messages directly sent to me.
10. Click OK, then OK.

To test your out-of-office message, click Compose Mail and send an email to yourself. If automatic replies are turned on, you should receive your automatic reply in response.

Setting up email forwarding

If you want to receive email from this account at a different email address, you can configure email forwarding. Each time this email address receives an email, FortiMail webmail will automatically forward a copy to your forwarding email address(es). Of course, you can also manually forward email to different email addresses.

For both automatic and manual email forwarding, you can choose to forward the email message as an attachment or an inline message.

To set up email forwarding

1. Click the figure icon, then Preferences.
2. Next to Auto forward, select On.

Even if you provide an email address to receive forwarded mail, it will not be used until you enable forwarding (Auto forward).

3. Click Edit.

A pop-up dialog appears that enables you to enter one or more email addresses that will receive copies of forwarded email. You can enter up to five (5) email addresses.

4. Click Close.
5. If you want to keep forwarded email at this account, enable Leave a copy in mailbox. Otherwise, disable the option to have FortiMail webmail delete email after it forwards a copy to your forwarding address(es).
6. Click OK.

To test email forwarding, send an email to your FortiMail webmail account. You should receive a copy at your forwarding address(es).

Setting default webmail calendar

Click Calendar, then the figure icon to set calendar time format and default view and click OK.

Customizing your antispam settings

FortiMail webmail provides extensive antispam services that work to prevent unwanted (spam) email from reaching your inbox. Most of these will be managed by your network administrator, and require no effort from you.

Some features, however, can be configured with your own personal preference.

To configure your antispam preferences, click the figure icon, then Preferences, go to the Antispam Management section, and configure the following:

Setting Name	Description
Block/Safe lists	Click Block or Safe to manually manage the block or safe list. In the popup dialog box, you can add or delete email addresses in the block or safe list. You can also backup or restore the block/safe list. Note: In addition to your personal safe list and personal block list, your network administrator may have configured FortiMail webmail with system-wide or per-domain safe lists and block lists, which have priority over your personal settings. If your block list or safe list is not working as you expect, ask your network administrator.
Add outgoing email addresses to Safe list	If the people to whom you send email can be trusted to never send spam to you, you can safelist their email addresses. This guarantees that replies or other email they send to you is never accidentally marked as spam, and therefore will not be rejected, discarded, or quarantined (that is, sent to your Bulk mailbox folder). To safelist the recipients of email that you send, turn this option on. Tip: Alternatively, you can manually add individual email addresses to your personal white list or personal block list. For details, see Block/Safe lists.
Receive spam report	Depending on the configuration your network administrator has chosen, you might notice that spam email appears in your Bulk mailbox folder, also known as a personal quarantine. Related to this, you might periodically receive a quarantine report that lists recent additions to the personal quarantine, and enables you to release or delete email in the quarantine. To receive your personal quarantine reports, turn this option on.

Accessing the Bulk folder of your secondary email accounts

If you have multiple email accounts, you also have multiple personal quarantines (also known as the Bulk mailbox folder) – one for each email account. As a result, you may also receive multiple quarantine reports, one for each account.

To simplify management of your multiple personal quarantines, you can configure one email account as your primary email account. This primary account will have access to the personal quarantines of all secondary accounts in addition to its own.

After configuring a primary account, you will still be able to log in to each secondary account and access its Bulk folder directly, but you will also have the option of managing all of your Bulk folders through your primary email account.

To configure your primary account with access to your secondary accounts

1. On FortiMail webmail, log in to your primary email account.
2. Click the figure icon, then Preferences.
3. In the Account Settings section, next to Secondary accounts, click Edit.

A pop-up dialog appears that enables you to enter the email addresses and passwords of secondary accounts.

All secondary email accounts must be on the same FortiMail network appliance. If you are unsure, ask your network administrator.

4. Click Close.

To access a secondary account’s Bulk folder

1. On FortiMail webmail, log in to the primary account.

At the top of the page, next to the Next Theme button, there is a drop-down list that contains your primary account and all secondary accounts.

2. From that drop-down list, select a secondary email account.
3. In the list of mailbox folders, click Bulk.

To determine if an account is a secondary account

1. Click the figure icon, then Preferences.
2. In the Account Settings section, next to Primary accounts, if this account is a secondary account, its primary account’s email address appears. Otherwise, None appears.