Settings

Click Settings in the top bar to adjust grommunio Web to the way you work. The categories are listed on the left; the Search settings field at the top finds any option by name. Click Apply to save your changes or Discard to throw them away. If you leave the settings with unsaved changes, grommunio Web asks whether to apply them.

Note

Plugins add their own categories, such as AI Assistant, Files or Meet, and your administrator may hide some settings. Your list may therefore look slightly different.

General

Profile

At the top you see your photo, name and e-mail address. Click the photo to Upload a picture… or to get it from Gravatar or Libravatar; a crop dialog lets you choose the visible part. Personal information opens your entry in the address book.

Option	Description
Language	the language of the interface (needs a reload)
Startup folder	the view that opens after sign-in
Theme	the color scheme, for example Basic, Teal or High Contrast
Appearance	Light, Dark or System
Icons	Breeze or Classic

Display

Option	Description
Date & Time	short or long date format, 12-hour or 24-hour clock
Favorites	hide favorites, unpin them from the top, and show them only in Mail, in every list of the same type or in all lists
Interface	colored border for unread items, comfortable or compact list spacing, the Help button, the unread counter in the browser tab title

Inbox navigation: Infinite Scroll (more items load as you scroll; default) or Pagination (items on pages), and the number of items loaded at a time.

File previewing: whether documents open in the built-in viewer, the default zoom for documents and PDFs, and whether previews open in a Dialog, a grommunio Web tab or a Browser window.

Undo and redo: tick Enable undo and redo of message actions to use Ctrl+Z and Ctrl+Y. See Undo and redo.

Address Book: the address list that opens by default and whether names are shown as Last Name, First Name or First Name Last Name.

Mailbox Usage: how much of your mailbox quota is used.

About: the versions of grommunio Web and Gromox, how you are signed in and your browser, which helps your IT support. Reset all settings to defaults resets everything, closes the shared mailboxes you opened and reloads grommunio Web. Migrate legacy categories adds categories found on older items to your category list.

Mail

General mail settings

• Open or compose a mail item in a: grommunio Web tab or browser window.
• Location of preview pane: No preview, Right or Bottom.
• Use subject prefixes in accordance with RFC 5256/5322: always use Re: and Fwd:, whatever the language.
• Close original message on reply or forward.
• Show quick actions when hovering over a list item.
• Move items deleted in delegate's store: to the owner's or to your own Deleted Items.

Compose mail settings

• Compose mail in this format: HTML or Plain Text.
• Default font and Default font size.
• Save emails sent by delegate: in your Sent Items, in the owner's, or in both.
• Always request a read receipt.
• Activate attachment reminder: warns you when your text mentions an attachment but none is attached.
• AutoSave unsent mail every … minute(s).
• Also autosave while encryption is selected: off by default, because drafts are stored unencrypted.

Cc recipients: addresses that are added automatically to new mails and/or replies, for example a team mailbox.

Incoming mail

• How to respond to requests for read receipts: always, never, or ask me (default).
• Automatically mark mail as read after … second(s).
• View mail in this format: HTML or Plain Text.

New Mail Notifications: show notifications for All folders, Only my own mailbox or Only the folders I choose.

Conversation view settings: Enable conversation view, collapse a conversation when you select another mail, and show the entire conversation in the reading pane. See Conversation view.

Signatures

1. Click New below the list of signatures.
2. Give the signature a name, for example Anna – default.
3. Write the signature in the editor. You can use formatting, pictures and links.
4. Click Save Signature.
5. Choose which signature is added automatically to New messages and to Replies/forwards.
6. Click Apply.

You can insert any signature into a mail with Add signature in the compose toolbar.

Placeholders

Signatures can contain placeholders that are replaced with your details from the address book, so that one signature works for a whole team. Write the name of the field in curly brackets with a percent sign, for example {%displayname}:

Placeholder	Replaced with
{%firstname}, {%lastname}, {%initials}, {%displayname}	your name
{%title}, {%company}, {%department}, {%office}	job title, company, department, office
{%primary_email}	your e-mail address
{%phone}, {%phone_business}, {%phone_business2}, {%phone_mobile}, {%phone_home}, {%phone_home2}, {%phone_fax}, {%phone_pager}	your phone numbers
{%assistant}, {%phone_assistant}	your assistant and their phone number
{%address}, {%city}, {%state}, {%zipcode}, {%country}	your address

Empty fields are left out. Which details are available is maintained by your administrator.

S/MIME

Upload your personal certificate and manage the certificates of your contacts. See Signing & Encryption › S/MIME.

Out of Office

1. Select I am out of the office from and choose the start date and time.
2. Optionally tick I will be back on and choose the end. grommunio Web then switches the automatic reply off by itself.
3. Write the reply for colleagues on the Inside My Organization tab.
4. On Outside My Organization, tick Auto-reply to people outside my organization and choose My contacts only or Anyone outside my organization, then write the text.
5. Click Apply.

If you are allowed to manage the out-of-office message of a shared mailbox, choose it under Update Out of Office settings for. When you sign in while your out-of-office reply is still active, grommunio Web asks whether you want to switch it off.

OpenPGP

Create, import and verify OpenPGP keys and set the defaults for new mail. See Signing & Encryption › OpenPGP.

Rules

Rules handle incoming mail automatically: they move, copy, delete, forward or mark mails as read when they meet your conditions.

1. Click New.
2. Enter a Rule name.
3. Under When the message…, choose a condition and click the underlined text to fill in the details, for example the words in the sender's address. Add condition adds more conditions; all of them must apply.
4. Under Do the following…, choose what should happen, for example Move the message to folder….
5. Optionally add Exceptions.
6. Tick Stop processing more rules if later rules should not apply to these mails.
7. Click Save, then Apply.

Conditions	Actions
is received from…, is sent to…, is sent only to me	Move the message to folder…
includes these words in the sender's or recipient's address, subject, body or transport headers	Copy the message to folder…
has importance… / has sensitivity… / has an attachment	Delete the message
has my name in the To / Cc / To or Cc field	Redirect the message to…
is received before / after…	Forward the message to… / as attachment to…
size is at least / at most…	Mark the message as read…
is received (all messages)

Rules run in the order of the list; change it with Move Up and Move Down. Untick Active to switch a rule off without deleting it. A rule can also apply only when Out of Office is active, for example to forward urgent mail to a colleague while you are away.

Tip

You can create a rule straight from a mail: right-click it › Rules › Always move messages from ….

Calendar

• General calendar settings: first day of the week, start and end of the workday, calendar resolution, default appointment duration, default status of all-day events, working days, Show busy dates as bold in the date picker and Delete the meeting request from the inbox when answering from the calendar.
• Calendar view settings: show multiple calendars side by side or overlaid.
• Reminder settings: reminders for new appointments and the default reminder time for appointments and all-day events.

Delegates

A delegate can work in your mailbox on your behalf, typically an assistant who manages your calendar and answers invitations for you.

1. Click Add… and choose the person.
2. For each folder (Calendar, Tasks, Inbox, Contacts, Notes, Journal) choose Owner, Secretary, Only read or None.
3. Tick Delegate receives copies of meeting-related messages sent to me if your delegate should handle your invitations.
4. Tick Delegate can see my private items if they should also see private appointments.
5. Click Ok and Apply.

A delegate can send mails and invitations on your behalf. To change the permissions later, select the delegate and click Permission….

Note

If you only want to share a folder, without allowing anyone to send on your behalf, use Share folder… on the folder instead. See Folders & Permissions.

From Addresses

Save the addresses you regularly send from, for example a shared mailbox, so that you can pick them in the From field. For each address you choose whether it is used for new mails, replies or forwards. You can only send from addresses your administrator gave you the permission for.

Sender Lists

• Safe Senders: pictures and external content in mails from these addresses and domains are always shown. You add entries from a mail, via the blocked-content bar.
• Safe Recipients: mailing lists you subscribed to; their mails are trusted too.
• Blocked Senders: external content from these senders is always blocked.
• Also trust email from my Contacts.

The lists are the same as Outlook's junk e-mail lists, so they apply in both programs.

Mobile Devices

The phones and tablets that synchronize with your mailbox. See Mobile Devices.

AI Assistant

The preferences of the AI Assistant. See AI Assistant › Settings.

Change Password

Enter your Current password and the New password twice, then click Apply. A good password is long and contains upper- and lower-case letters and numbers. If you sign in through single sign-on, your administrator may manage passwords elsewhere.

Plugins

Switch optional plugins on or off. Some plugins are always on (This plugin cannot be disabled). Most changes take effect after grommunio Web reloads. An overview of all plugins is in More Plugins.

Keyboard Shortcuts

Choose Keyboard shortcuts off, Basic keyboard shortcuts on (default) or Extended shortcuts on, and see the list of all shortcuts. See Keyboard Shortcuts.

Plugin settings

Page	See
Files	Files › Adding an account
Chat	Open Chat at start, see Chat
Template Snippets	Template Snippets
Meet	Meet › Settings
Desktop Notifications	More Plugins › Desktop Notifications
Kendox InfoShare	More Plugins › Kendox InfoShare

Legal Information

Copyright and license notices of grommunio Web and the components it uses.