Frequently Asked Questions

Conversations are a new feature introduced in eM Client 7.0.

This feature is a view option which can show your messages and replies to them in threads that enable you to easily read through the previous conversation on the topic in the given message thread.

Conversations are always created from messages in the given Account folders. The messages are not combined across multiple accounts.  

IMPORTANT: Deleting the conversation from message list when Conversation view is enabled in all views deletes the whole conversation.

You can change your Conversations setting in Menu > View > Conversations section to these options:

1. Conversations in All Views 

2. Conversation in Message detail only

3. Conversations disabled

 

  Read more in our blog: Conversations and in the Documentation: Conversations

Local Folders are folders that eM Client doesn’t synchronize with the server, meaning their content is stored locally in the application’s database. There are various reasons why you might want to store emails in Local Folders.

For example, you can move or copy your emails there to make space on the server or to secure them in the event of a server failure. You can also move messages there so you can access them while offline. Just don’t forget that you can also use the ‘Download messages for offline use’ function that downloads the content of selected IMAP folders or of the whole account into the application’s local database.

These folders can be enabled/disabled in Menu > Settings > General > General via the 'Show Local Folders' option. The Local Folders will be shown in the left-side folder list under your other account folders.

Favorite Folders are virtual folders that display all messages from a certain folder type (such as Inbox, Outbox, Sent, Unread, Flagged messages, Search Folders or folders based on Tags) from all of your email accounts at once. They can be found in the left pane in the Mail tab, above the folders for your individual accounts.

This feature allows you to check all emails without having to go through each separate account individually. 

You can also pin any of the other folders from your accounts into this section, so the folders you use most often are easily accessible.

These folders can be enabled/disabled in Menu > Settings > General > General via the 'Show Favorite folders' option.

Read more in our blog: Smart folders in eM Client or in our Documentation: About Favorite Folders

You probably already know that you can link several accounts to eM Client. But you might also decide that, for whatever reason, you don't want a specific account linked to eM Client after all. Luckily, you can remove an account from eM Client in just a few seconds.

Go to Menu > Accounts.
In the left-hand side of the dialogue box, you'll see the list of accounts you've linked to eM Client. Select the one you want to remove and click the Delete button in the toolbar at the top.

Read more in the Documentation: Accounts

eM Client can automatically find duplicate items in your accounts or local data. The tool that helps you do this is called Deduplicator.

Open the Menu > Tools > Deduplicator.. section. In the window that pops up, you can choose if you want to run the Deduplicator tool on your emails, events, tasks, or contacts. Select the item type, and click next.

You can choose to search either in individual folders or in groups of folders. Make sure that you select the folders/accounts you want to be deduplicated. Otherwise, you will receive an error message and will not be able to continue. Once you have selected the folder(s), click next.

In the next step, you can choose the action to be performed with the duplicates - either delete them permanently or move them into a specific folder. If you want to sort our the data and double-check before you remove it, sorting them to a custom folder first might be a good idea. 

Then just let eM Client find and take care of the duplicates for you.

eM Client is currently localized in the following languages:

•          English
•          Czech
•          Italian
•          German
•          Greek
•          Spanish
•          French
•          Hungarian
•          Danish
•          Japanese
•          Korean
•          Dutch
•          Norwegian
•          Polish
•          Portuguese
•          Portuguese (Brazil)
•          Russian
•          Slovak
•          Swedish
•          Turkish
•          Chines (Simplified)

Note that some of the translations were created with the help of our users and may contain some translation errors. If you come across an error like that, please make sure to report it to us as we'll be more than happy to improve the localizations.

If you'd like to volunteer to create a localization for a language we're missing, please contact us at [email protected].

We believe that Spam should be filtered directly on the server so eM Client includes only one default Spam rule that moves messages marked by SpamAssassin as spam to the Junk folder.

Besides this option, you can always blacklist an email address/domain by clicking the button "Move to Junk" and choosing the option "Move to Junk and blacklist email/domain". This Blacklist is then saved as a Rule in the Rules section.

You can view and manage the Blacklist rule in Menu > Rules. Just select the Blacklist and click the 'Edit' button.

A new window with all the domains and addresses in your blacklist will pop up and you can add new items or remove any of the email addresses and domains already in it.

If your server does not provide any spam filtering options, we can also recommend using an external Spam filtering program, like MailWasher, Spamihilator or others.

Yes, you can use a number of variables in your messages while sending mass mail from eM Client.

To add variables, right-click the message body while composing a new message and select Insert > Variable. Then you can select a number of variables from a list of available variables.

The content of the variable will be replaced by either data from your computer (such as date and time options) or from your contact's details.

Note: If you use Variables in your message and try to send it to more recipients it will always be sent as Mass Mail (PRO feature).

All official themes are already included inside eM Client. You can view those in Menu > Settings > Appearance > Themes.

In eM Client 8, we introduced a new Theme editor with a direct WYSIWYG mode.

You can find all steps and tips in this article.
For example, if you want to enable wider scrollbars, you can now easily find the setting under Elementary controls > Scrollbars, and check the UseSystemScrollbar option.

Don't have the time to design your own theme right now but the official themes don't fit your style?

You can also choose from our user-created Theme gallery.

After creating or downloading your new theme, you still need to Import it in Menu > Settings> Appearance > Themes and then select it from the Theme list to apply it.

LEGACY OPTIONS

Steps to follow for eM Client 7 and older:

1.        Select the theme you want to base your own theme on.
2.        Click the ‘Advanced’ button and select "Save current theme as..." – the theme file will be the saved as a .emtheme file.
3.        Open the .emtheme file in any text editor
4.        Adjust or recreate your theme using the available tags, each item is explained in the comment inside the file
5.        Save your theme file
6.        Go back to Themes settings
7.        Click the Import button and import your new theme
8.        Select it and Apply it
9.        You have successfully changed your eM Client theme! 

Example for direct XML edit:

If you just want to make a small change, for example, enable wider scrollbars, find the relevant line and change the True/False value.

<UseSystemScrollbar description=""Use system scrollbars with no automatic hiding"">False</UseSystemScrollbar>

Colors are saved in HEX codes, there are many sites that provide color pickers and provide you with the code - for example Color-Hex.

Note: User-made themes can also be found on our Forum, just search for 'Theme'.

With 'Send Later' (PRO feature) you can set a specific time when you want your message to be sent.

You can either use the drop-down menu under the Send button or via Menu > Message > Send later.

 Until the message is sent it is kept in your local Outbox folder.

The Outbox folder can be accessed through Local or Favorite Folders. If neither of these is available, you can enable them in Menu > Settings > General > General (Show local/favorite folders).

If you want to change or stop the 'delayed' message from being sent, you can edit or remove it from the Outbox.

Note: You can also set a 'default' Send later time for all your messages in Menu > Settings > Mail > Send. 

Yes, you can easily navigate between the left-side menu items (Mail, Calendar, Tasks, Contacts, Attachments, Notes, Widgets) using the CTRL and 1 - 7 keys.

You can change these shortcuts in Menu > Settings > General > Shortcuts.

Unfortunately, the Outlook rules have their own specific structure which has no public technical documentation. Because of this, importing these rules is not a trivial feature that could be added to our program.

You can re-create your rules in Menu > Rules section, though.

Yes, if you need to quickly zoom in or out of a message detail, simply click on the message (to make sure the focus is in there) and either

a. Press Ctrl and use the mouse scroll button to zoom in/out or

b. Press Ctrl and use either the '+' button to zoom in or '-' to zoom out.

Ctrl + 0 button will reset the zoom to the original size.

Yes, you can definitely use a number of startup parameters.

Here is a short overview:

    /dblocation PATH

    This parameter will determine which folder will eM Client load the main database from. If the given folder does not exist, eM Client will create the folder and a new, empty database in it. Without this parameter, eM Client will load the database from the currently set default location.

    /localmutex

   Use this parameter when deploying the application in a Remote Desktop Services or Terminal Services environment where accessing global mutexes (short for „mutual exceptions“ in programming) is forbidden – the application will use local ones instead.

    /mailurl RECIPIENT

    Use this parameter to create a new message with a pre-defined email address compliant with RFC 6068.
Example: MailClient.exe /mailurl "mailto:[email protected]?subject=hello&body=bodytext"

    /open PATH

    With this parameter you can open any .eml, .msg, .vcf, or .ics file in eM Client.

    /newmail

    This parameter will open a window to compose a new mail.

    /newcontact

    This parameter will open a window to create a new contact.

    /newevent

    This parameter will open a window to plan an event.

    /newtask

    This parameter will open a window to create a new task.

    /importsettings PATH [-s] [-p PASS]

    This parameter defines a file which contains eM Client settings and its password, which needs to be used to import the data. It needs to be an .XML file and can contain application settings, account configuration, templates, quicktexts, and rules. PATH is the location of the file. The rest of the parameter options are optional. [-s] stands for "silent" and means that the settings will be imported without opening the UI. [-p PASS] is for inserting the password, if there is one protecting the file.
Example: MailClient.exe /importsettings "c:\Temp\settings.xml" -s -p MyPassword

    /activate

    You can easily activate your eM Client using this parameter and activation key.

    This parameter can also be used without the Activation key, but for activation to be possible in this case eM Client needs to have a LastActivationKey entry in its database with a valid Activation key. Usually, the LastActivationKey value is set using the /importsettings parameter.

    /deactivate

    This parameter will deactivate the license in your device. This can be useful when you have a set number of seats on your license and want to quickly free up the space by deactivating the device you no longer plan to use.

Note: This answer applies only to Windows version.

Read more in the Documentation: Startup Parameters

The current style of conversations we implemented is inspired by Gmail, so the order is currently only from the Oldest at the top to the Newest at the bottom. The messages marked as read will be collapsed by default so you will always be able to read the newest messages comfortably, but if you want to read the whole thread you can do so in a natural order.

The order currently CANNOT be changed, but it's being considered for the future versions of eM Client.

eM Client supports two specific kinds of Archiving features:

• Local automatic archiving inside the eM Client program and
• Server-side archiving.

Automatic Archiving

eM Client archiving can be found in Menu > Settings > Mail > Automatic Archiving.

The way eM Client archiving works is that the program will create a special set of local folders called 'Archive'. Archive folders will be shown below all your other account folders and Archived messages will be only available in your device. If you will choose to archive messages from a synchronized account (set up with IMAP or EWS protocols) the messages will be removed from the server as well, so you will no longer be able to access them using webmail.

To make the automatic archiving actually work you need to enable it, set how often the Archiving should happen (Archive every X days), set how old the messages should be (Archive messages older than X days) and most importantly, select which accounts/folders you want to perform the Archiving on (Account Preferences).

Click the ‘Archiving Scope’ field for each Account to select which folders should be included.

You can also perform the archiving manually by clicking the 'Perform Archiving' button. This function can be used even without enabling the Automatic archiving in the top checkmark (Enable Automatic Archiving).

Server-side Archiving

For IMAP and EWS accounts the Archive feature will move messages into a single folder called 'Archive', which will be among the other special folders like Inbox, Sent, Drafts, etc.
You can select a message (messages) and use the Archive option via right-click, toolbar button or the default shortcut Ctrl+Shift+A.

The shortcut can be changed in Menu > Settings > General > Shortcuts.

An exception to this is the Gmail Archive. This is a specific function which removes the 'Inbox' label from a message in Inbox, leaving the message accessible in the 'All Mail' folder. You can read about Gmail's native archiving and what it means on Google support. 

Read more in the Documentation: Automatic Archiving

Starting with eM Client 8, you can open eM Client in more than one instance. So, if you want to have Mail open in one window and Calendar in the other, you can!

Just right-click any of the left pane items and select the option "Open in New window..".

eM Client 8 can use server-side search for all Exchange accounts and also IMAP accounts whose servers support this feature. This way you can get more complex results quicker without having to download your messages for offline use.

For IMAP accounts your mail server needs to support these two extensions:

• RFC 7377: IMAP4 Multimailbox SEARCH Extension (https://tools.ietf.org/html/rfc7377)
• RFC 6203: IMAP4 Extension for Fuzzy Search (https://tools.ietf.org/html/rfc6203)

You do not need to enable any setting for server-side search to work, so if it does not seem to behave as expected, check with your server provider or your admin if these extensions are available for your account.

All Attachments View is a new section in the left pane. In this section you can load all attachments from your accounts and messages and easily search for the ones you need.

This feature is available only to the Pro license users.

Read more in the Documentation: Attachments 

Starting with eM Client 8 attachments can be uploaded to Dropbox, OneDrive and Google Drive and attached to your message as a link. OwnCloud and Nextcloud support was added in eM Client 8.2.

To use this feature, you need to have either of these apps installed on your device and login to both the app and login again via eM Client when you first attempt to use it. You can also set up the storage providers in Menu > Settings > Mail > Attachments.

When you attach a file from the Cloud storage folders you will get to decide if you want to insert the file or just the link.  

Tap and swipe are two common gestures that allow the user to perform primary actions on their mobile devices. It's like a keyboard shortcut, but instead, you drag the message to the side.
And you can use the same gestures in eM Client on your touch device.

You can use left and right swipe gestures in the Message list and in Notes.
The actions for both right and left swipe can be set in Menu > Settings > General > Swipe.

This feature does not work on touchpads, it's only for touch screens right now.

Favorite folders are a set of folders available at the top of your mail folder list.

The Favorites include global pre-defined folders, formerly known as Smart folders, that unify your accounts' inboxes, sent folders, drafts, etc. They also contain special folders for all unread messages, all messages with a flag, Snoozed emails and important messages that have Watch for reply enabled.

You can also add your existing folders from any of your accounts to the Favorites, simply drag&drop the folder into this section or via right-click > Add to favorites.

This way you can have folders that you use often right at hand.

If you pin folders with the same name into the Favorite folders (for example specific Inboxes) you can rename them. The name change in the Favorite section will not affect the original folder name.

Read more in the Documentation: About Favorite Folders

Yes, eM Client supports Notes feature. This feature is available only to the Pro license users.

The Notes are a new left pane section that you can use. In addition to Local Notes (saved in Local folders), you can also synchronize Notes for Exchange, Office365, IceWarp and other CalDAV accounts, if they have a Notes folder on the server.

You can create, edit and delete notes, manage them with folders and tags but also forward them as a message. When you forward a note the Title is used as Subject while the body of the note will be used as the message body.

Please mind that these Note services cannot currently be implemented:

• Google Keep does not allow access from external apps
• Evernote plans to shut down the API access for external apps soon
• iCloud notes - no public API available for access from external apps

Read more in the Documentation: About Notes

You can assign an image to each of your accounts during the account setup or change the image at any time in Menu > Accounts. These avatars will help you determine which account your messages belong to in mixed views and search results.

These avatars are currently only stored locally they are not the same as contact avatars downloaded from the domain or Gravatar.

To change the avatar your contacts might see when they receive your messages read this FAQ article: How do I change my own email account avatar?

Tags are labels you can use to attach a detail or category to a specific item.
You can then use this tag to search for these items, look through special tag folders or just use the colors to make your data more organized.

You can manage tags in Menu > Tags section.
You can manage tags for all items in eM Client - Mails, Events, Tasks, Contacts and Notes.

When you create a tag you can give it a name, assign a color and even a keyboard shortcut.

You can then specify if the tag can be used for messages, events, tasks, contacts or notes or any combination of these.

If your items are synchronized with a server that supports the tags feature, they will be synchronized across your devices. Otherwise, the tags will be kept locally.

Gmail labels are treated as Tags in eM Client.

Note: Tags have been called Categories in eM Client 7 and all older versions of eM Client.

Read more in the Documentation: About Tags

AttachmentName and AttachmentContent keywords have been added to the search in the Mail section of the program, so you can now look for words directly contained in the attachments.

You can use full text search in eM Client for documents such as Word, Excel, PDF etc.

In the new All Attachments view (PRO) you can easily sift through the files directly - you can sort through files based on type, account or the item type it was originally attached to.

The Watch for Reply feature is a new button available in the toolbar of the New message window.
If you expect a reply to an important email you can set up a special reminder in eM Client.

You can either get a reminder for when such a reply is received to draw your attention to it or you can get reminded after a specific time frame that your message was not replied to, so you can reach out to the recipient again.

After you enable watching for reply a copy of the message will be saved in a special Favorites folder called Unreplied, so you can check which replies you're waiting for at any time.

You can also disable the reminder from this folder, should the recipient reach out to you via other means and the reminder is no longer needed.

Read more in our blog: Never miss important emails with eM Client's Watch for Reply feature and in the Documentation: Watch For Reply

Note: These same steps can be used to downgrade from a BETA version to the current eM Client official version - just uninstall the BETA and reinstall current version from the website

Our databases are not backward compatible for older versions and once you upgrade your database to accommodate the new version, you cannot just simply install an older version over it.

If you have a backup of your database from eM Client 8 or older you can skip any export. If not, you will need to export local data before the downgrade to keep them.

For accounts set up with IMAP or EWS protocol this is not an issue, as setting these accounts anew will synchronize messages and folders back from the server.

For POP accounts and any data in Local folders, export them first via Menu > File > Export and once you downgrade, you can import them back via Menu > File > Import.

The steps to downgrade on Windows are to:

• Export any local data you need to keep (Menu > File > Export)
• Uninstall eM Client 9
• Either delete the database or rename it
• Install your preferred older version of eM Client (You can find older versions in our Release history)
• Restore from the backup (Menu > File > Restore) or create your accounts anew and import your local data back in (Menu > Tools > Accounts, Menu > File > Import)

If you want to just rename your database, the default location is in C:\Users\%username%\AppData\Roaming\eM Client

The steps to downgrade on macOS are to:

• Export any local data you need to keep (File > Export)
• Uninstall eM Client 9
• Either delete the database or rename it
• Install your preferred older version of eM Client (You can find older versions in our Release history)
• Restore from the backup (File > Restore) or create your accounts anew and import your local data back in (eM Client > Add account, File > Import)

If you want to delete or rename your database, the default location is in /Users/User Name/Library/Application Support/eM Client

If you upgraded by accident and aren't sure if you need to downgrade manually, please see the article on this topic - This version of eM Client is newer than what your current license permits.

Yes, it's possible to lower the row height or change the font of your inbox by going to Menu > Settings > Appearance > Lists

After uploading your Public Key to eM Keybook, you might have received a message saying:

Uploaded Public Key not Verified

Public Key John Doe for email address [email protected] was uploaded to eM Keybook, but has not been verified yet. Should eM Client keep monitoring for incoming verification emails?

This occurs when you have not yet checked your email to confirm that you would like to upload your Public PGP Key to eM Client. The message you should be looking for is called "Verification email from eM Keybook" and it will be sent from [email protected].

Furthermore, some email accounts (such as @seznam.cz, @yahoo.com, or @aol.com) have a problem if checking the message through normal means does not trigger the confirmation.

The workaround for this problem is as follows:

1. Right-click on the "Verification email from eM Keybook" message in your list of emails in your inbox and select "Save as" and then save the email as a .eml file.
2. With this .eml file you exported, go to your file explorer in Windows where you've saved it on your computer and open the file with eM Client.
3. When the .eml file is open click Menu > Message > Copy to Folder
4. Choose where you want to save a copy of the message in eM Client.
5. Navigate to where you saved the file within eM Client, and it should be displaying/working correctly and the verification will trigger.

Individual emails can now be saved as a PDF file – just right-click the message and use the 'Save as' option. You can then choose if you want to save the message into an EML or PDF file.

The convenient 'Move to Archive' button and shortcut is now available for all IMAP and Exchange accounts, the feature will create an Archive folder directly inside that account so your messages stay on your mail server.

To get more space for your message list and message detail, you can now minimize the left pane as well.

You will still be able to access your favorite folders, inboxes of all the accounts and all the left pane sections like Calendar, Contacts, Tasks, Notes and the All Attachments View.

Yes, the settings have a handy search field in the top left corner.

Yes, there is a calendar item in the right sidebar which contains just the 'Today' column from the Calendar section and you can keep it at hand when working on your emails or any other part of the program.

You can set up and manage some of the rules directly on the server for Exchange, Gmail and IceWarp accounts.

Next to the 'New rule' button in the Rule window toolbar you can now select from Local rules and your accounts' specific server rules.

When the rules are on the server instead of just in eM Client they will be applied to new messages, even when eM Client isn't running. And if you use eM Client on numerous devices, you don't need to set up or copy the rule to each device separately.

The Snooze feature is available in the main toolbar and can be used to remove a new message from your Inbox for a specific amount of time before returning it back into the Inbox as a new message. This makes Inbox zero easier as you can deal with messages once you are ready or have time for them instead of having them clutter your incoming mail folder.

Read more in the Documentation: Snooze

eM Keybook is a public encryption key directory managed by the company eM Client.
It’s an online service where you can upload and manage your public keys so anyone can easily send you encrypted messages and you can easily get public keys of the recipients you want to send encrypted messages to.

eM Keybook stores Public keys that you upload and allows for the exchange of Public keys between all eM Client users. If the contact you’re writing a new message to has a Public key in the eM Keybook directory, eM Client will automatically download and apply it for you when you enable encryption for your message.

eM Keybook does not save nor have access to any of your Private keys or passwords. It does not give anyone access to your encrypted messages or save any of your encrypted messages on our servers.

Check out the article about Signing and Encryption for additional information.

Read more in our blog: eM Keybook: Email privacy for everyone and in the Documentation: About eM Keybook.

During the account setup you will be offered PGP encryption for your account.
With PGP keypair you can digitally sign your messages, so the recipients of your emails can be sure the message from you was not tampered with and they can send you encrypted messages that only you can read!

Read our manual on how to use email encryption.

Read more in our blog: PGP: Encrypt & sign emails in a few clicks and in the Documentation: PGP.

You can change the Reply-to address for your messages via the Menu>Message>Reply to address option in the Compose message window.
You can either select one of your eM Client accounts or use a custom address.

By default, eM Client will show all messages with HTML formatting. This means you will be able to view the font type, color, inline images, links, and other formatting details as the sender designed them.

If you prefer to view all messages in Plain text, ie. all colors, formatting removed, for easier reading you can do so in Menu > Settings > Mail > Read by checking the option to "Read all messages in Plain text".

Starting with eM Client 8.2, you can also switch the view of a single message on demand and view it in a different format than your default setting.

Simply right-click the message and switch the Format to HTML or Plain text, depending on which one you need to take a look at. You can also find the same setting in Menu > Message > Format.

You can start an Online meeting instantly via the New > Online meeting option.

However, to plan one in advance, you need to use the New > Event option instead.
On the first run you can decide whether you want to create a standard event or online meeting.
You can also select a default for future cases or just pick each

You can of course then choose which Online meeting provider should be user or even change your mind about the event type while creating the event itself.

Read more in our blog: How to set Online Meetings in eM Client

This article applies to eM Client 9 BETA.

With the introduction of Avatars in the message list the behavior of marking message as read/unread and assigning a flag has changed. 

At first, you see the unread orange dot as usual:

But if you hover, the Flag option shows up instead so you can easily flag the message in one click.

The flagged/unread message then looks like this:

So that means you can easily add or remove the flag in a single click, but this functionality is not available for switching the unread state of the message to read and vice versa.
Once the message is marked as read, you cannot set it back via the message list icons - only through the mark options via right-click, toolbar button or the keyboard shortcuts (Ctrl+Q for Read, Ctrl+U for Unread).

Many cons and pros of having both buttons available and clickable were considered, but in the end, a design decision was reached - the unread dot does not look good when it is not centered with the avatar (and only one icon is shown at the top).
When trying to display the unread dot and flag only on hover (same way as in eM Client 8) it causes the icons to change positions and may lead users to click the wrong icon by accident. This is why we decided to show only one centered icon in this situation.

You can also enable the option to "Always show "read" and "Flagged" icons on mouse hover" in Menu > Settings > Mail > Read under the Message List settings.

If you would like to avoid this completely you can return to the same setup as in eM Client 8 if you disable the Avatars in the message list. 
Simply right-click the top of the message list and open Columns configuration. 
Select the Avatar from the "Show these columns" list on the right and then click the Remove button, which will move it to the list on the left, "Available columns".

This article applies to eM Client 9 BETA.

eM Client 9 introduces contact avatars in the message list, but this can make other details harder to see in a more compact view or on smaller monitors.
You can easily disable the avatar feature or at least resize the avatars to take less space.

Resize Avatars:
Go to Menu > Settings > Mail > Read and scroll down to the Message List settings.
There is an Avatar size: option which you can set to Regular or Small.

Remove Avatars:
Right-click the top of the message list and open Columns configuration.
Select the Avatar from the "Show these columns" list on the right and then click the Remove button, which will move it to the list on the left, "Available columns".

This article applies to eM Client 9 BETA.

When you assign a tag via right-click on the message, using the Mark button in the top toolbar, or even using the Tag bar above the message list, the menu closes once you click one of the available tags.
But sometimes you might want to add more than one tag and this can cause a lot of tiresome clicking around - not anymore. Simply hold the Ctrl or Shift button while selecting a tag and the menu will stay open until you assign all the tags you want and lift your finger off the Ctrl or Shift button.

When creating a custom rule in Menu>Rules you might have tried to use a condition to find specific word in a mail header.

Trying to add a single word will produce the error: Header words must be specified as "Name: Value" pair.

This is because emails have a numerous mail headers which contain specific information - these include From: or Sender: for original sender of the message, Date:, Received: information, etc. If you're creating your rule based on a specific message, you can check the actual headers by right-clicking inside the email > Open Mail Header... and find which header name your word is in.

Then just use both the header name and the word in the format Name: Value in the rule, for example From: John will affect all messages where 'John' is part of the visible name or email address of the sender.

All official themes are already included inside eM Client. You can view those in Menu > Settings > Appearance > Themes.

In eM Client 8, we introduced a new Theme editor with a direct WYSIWYG mode.

You can find all steps and tips in this article.
For example, if you want to enable wider scrollbars, you can now easily find the setting under Elementary controls > Scrollbars, and check the UseSystemScrollbar option.

Don't have the time to design your own theme right now but the official themes don't fit your style?

You can also choose from our user-created Theme gallery.

After creating or downloading your new theme, you still need to Import it in Menu > Settings> Appearance > Themes and then select it from the Theme list to apply it.

LEGACY OPTIONS

Steps to follow for eM Client 7 and older:

1.        Select the theme you want to base your own theme on.
2.        Click the ‘Advanced’ button and select "Save current theme as..." – the theme file will be the saved as a .emtheme file.
3.        Open the .emtheme file in any text editor
4.        Adjust or recreate your theme using the available tags, each item is explained in the comment inside the file
5.        Save your theme file
6.        Go back to Themes settings
7.        Click the Import button and import your new theme
8.        Select it and Apply it
9.        You have successfully changed your eM Client theme! 

Example for direct XML edit:

If you just want to make a small change, for example, enable wider scrollbars, find the relevant line and change the True/False value.

<UseSystemScrollbar description=""Use system scrollbars with no automatic hiding"">False</UseSystemScrollbar>

Colors are saved in HEX codes, there are many sites that provide color pickers and provide you with the code - for example Color-Hex.

Note: User-made themes can also be found on our Forum, just search for 'Theme'.

Starting with eM Client 8, you can open eM Client in more than one instance. So, if you want to have Mail open in one window and Calendar in the other, you can!

Just right-click any of the left pane items and select the option "Open in New window..".

eM Client 8 can use server-side search for all Exchange accounts and also IMAP accounts whose servers support this feature. This way you can get more complex results quicker without having to download your messages for offline use.

For IMAP accounts your mail server needs to support these two extensions:

• RFC 7377: IMAP4 Multimailbox SEARCH Extension (https://tools.ietf.org/html/rfc7377)
• RFC 6203: IMAP4 Extension for Fuzzy Search (https://tools.ietf.org/html/rfc6203)

You do not need to enable any setting for server-side search to work, so if it does not seem to behave as expected, check with your server provider or your admin if these extensions are available for your account.

All Attachments View is a new section in the left pane. In this section you can load all attachments from your accounts and messages and easily search for the ones you need.

This feature is available only to the Pro license users.

Read more in the Documentation: Attachments 

Starting with eM Client 8 attachments can be uploaded to Dropbox, OneDrive and Google Drive and attached to your message as a link. OwnCloud and Nextcloud support was added in eM Client 8.2.

To use this feature, you need to have either of these apps installed on your device and login to both the app and login again via eM Client when you first attempt to use it. You can also set up the storage providers in Menu > Settings > Mail > Attachments.

When you attach a file from the Cloud storage folders you will get to decide if you want to insert the file or just the link.  

Tap and swipe are two common gestures that allow the user to perform primary actions on their mobile devices. It's like a keyboard shortcut, but instead, you drag the message to the side.
And you can use the same gestures in eM Client on your touch device.

You can use left and right swipe gestures in the Message list and in Notes.
The actions for both right and left swipe can be set in Menu > Settings > General > Swipe.

This feature does not work on touchpads, it's only for touch screens right now.

Favorite folders are a set of folders available at the top of your mail folder list.

The Favorites include global pre-defined folders, formerly known as Smart folders, that unify your accounts' inboxes, sent folders, drafts, etc. They also contain special folders for all unread messages, all messages with a flag, Snoozed emails and important messages that have Watch for reply enabled.

You can also add your existing folders from any of your accounts to the Favorites, simply drag&drop the folder into this section or via right-click > Add to favorites.

This way you can have folders that you use often right at hand.

If you pin folders with the same name into the Favorite folders (for example specific Inboxes) you can rename them. The name change in the Favorite section will not affect the original folder name.

Read more in the Documentation: About Favorite Folders

Yes, eM Client supports Notes feature. This feature is available only to the Pro license users.

The Notes are a new left pane section that you can use. In addition to Local Notes (saved in Local folders), you can also synchronize Notes for Exchange, Office365, IceWarp and other CalDAV accounts, if they have a Notes folder on the server.

You can create, edit and delete notes, manage them with folders and tags but also forward them as a message. When you forward a note the Title is used as Subject while the body of the note will be used as the message body.

Please mind that these Note services cannot currently be implemented:

• Google Keep does not allow access from external apps
• Evernote plans to shut down the API access for external apps soon
• iCloud notes - no public API available for access from external apps

Read more in the Documentation: About Notes

You can assign an image to each of your accounts during the account setup or change the image at any time in Menu > Accounts. These avatars will help you determine which account your messages belong to in mixed views and search results.

These avatars are currently only stored locally they are not the same as contact avatars downloaded from the domain or Gravatar.

To change the avatar your contacts might see when they receive your messages read this FAQ article: How do I change my own email account avatar?

AttachmentName and AttachmentContent keywords have been added to the search in the Mail section of the program, so you can now look for words directly contained in the attachments.

You can use full text search in eM Client for documents such as Word, Excel, PDF etc.

In the new All Attachments view (PRO) you can easily sift through the files directly - you can sort through files based on type, account or the item type it was originally attached to.

The Watch for Reply feature is a new button available in the toolbar of the New message window.
If you expect a reply to an important email you can set up a special reminder in eM Client.

You can either get a reminder for when such a reply is received to draw your attention to it or you can get reminded after a specific time frame that your message was not replied to, so you can reach out to the recipient again.

After you enable watching for reply a copy of the message will be saved in a special Favorites folder called Unreplied, so you can check which replies you're waiting for at any time.

You can also disable the reminder from this folder, should the recipient reach out to you via other means and the reminder is no longer needed.

Read more in our blog: Never miss important emails with eM Client's Watch for Reply feature and in the Documentation: Watch For Reply

Individual emails can now be saved as a PDF file – just right-click the message and use the 'Save as' option. You can then choose if you want to save the message into an EML or PDF file.

The convenient 'Move to Archive' button and shortcut is now available for all IMAP and Exchange accounts, the feature will create an Archive folder directly inside that account so your messages stay on your mail server.

To get more space for your message list and message detail, you can now minimize the left pane as well.

You will still be able to access your favorite folders, inboxes of all the accounts and all the left pane sections like Calendar, Contacts, Tasks, Notes and the All Attachments View.

Yes, the settings have a handy search field in the top left corner.

Yes, there is a calendar item in the right sidebar which contains just the 'Today' column from the Calendar section and you can keep it at hand when working on your emails or any other part of the program.

You can set up and manage some of the rules directly on the server for Exchange, Gmail and IceWarp accounts.

Next to the 'New rule' button in the Rule window toolbar you can now select from Local rules and your accounts' specific server rules.

When the rules are on the server instead of just in eM Client they will be applied to new messages, even when eM Client isn't running. And if you use eM Client on numerous devices, you don't need to set up or copy the rule to each device separately.

The Snooze feature is available in the main toolbar and can be used to remove a new message from your Inbox for a specific amount of time before returning it back into the Inbox as a new message. This makes Inbox zero easier as you can deal with messages once you are ready or have time for them instead of having them clutter your incoming mail folder.

Read more in the Documentation: Snooze

eM Keybook is a public encryption key directory managed by the company eM Client.
It’s an online service where you can upload and manage your public keys so anyone can easily send you encrypted messages and you can easily get public keys of the recipients you want to send encrypted messages to.

eM Keybook stores Public keys that you upload and allows for the exchange of Public keys between all eM Client users. If the contact you’re writing a new message to has a Public key in the eM Keybook directory, eM Client will automatically download and apply it for you when you enable encryption for your message.

eM Keybook does not save nor have access to any of your Private keys or passwords. It does not give anyone access to your encrypted messages or save any of your encrypted messages on our servers.

Check out the article about Signing and Encryption for additional information.

Read more in our blog: eM Keybook: Email privacy for everyone and in the Documentation: About eM Keybook.

During the account setup you will be offered PGP encryption for your account.
With PGP keypair you can digitally sign your messages, so the recipients of your emails can be sure the message from you was not tampered with and they can send you encrypted messages that only you can read!

Read our manual on how to use email encryption.

Read more in our blog: PGP: Encrypt & sign emails in a few clicks and in the Documentation: PGP.

You can change the Reply-to address for your messages via the Menu>Message>Reply to address option in the Compose message window.
You can either select one of your eM Client accounts or use a custom address.

You can start an Online meeting instantly via the New > Online meeting option.

However, to plan one in advance, you need to use the New > Event option instead.
On the first run you can decide whether you want to create a standard event or online meeting.
You can also select a default for future cases or just pick each

You can of course then choose which Online meeting provider should be user or even change your mind about the event type while creating the event itself.

Read more in our blog: How to set Online Meetings in eM Client

Conversations are a new feature introduced in eM Client 7.0.

This feature is a view option which can show your messages and replies to them in threads that enable you to easily read through the previous conversation on the topic in the given message thread.

Conversations are always created from messages in the given Account folders. The messages are not combined across multiple accounts.  

IMPORTANT: Deleting the conversation from message list when Conversation view is enabled in all views deletes the whole conversation.

You can change your Conversations setting in Menu > View > Conversations section to these options:

1. Conversations in All Views 

2. Conversation in Message detail only

3. Conversations disabled

 

  Read more in our blog: Conversations and in the Documentation: Conversations

Although RFC 3501 (IMAP protocol) treats folder names as case sensitive (with the exception of the "INBOX" folder) the actual behavior varies with different servers. Some servers allow case-sensitive folder names, while others treat names differing only in lower/upper case letters to be equal. It may depend on the platform or file system the server is running on. Moreover, it may even depend on the folder hierarchy where some parts are case sensitive (eg. personal folders), while others are not (eg. archive stored on a different file system). RFC 3501 provides no provisions for detecting whether a server or particular folder hierarchy is case sensitive or not. This all stems from the original design of the IMAP to work on a variety of existing message stores. It doesn't accurately reflect the current situation where many IMAP implementations are deployed as cloud services or where a message store format is dictated by a particular server implementation.

Similarly, clients don't always handle case sensitivity correctly. For clients that use the local file system as folder storage, the case sensitivity of the file system could play a role. Traditional MBOX or MailDir storage systems will behave as case-sensitive on most Windows systems thus causing issues when the server contains conflicting folder names differing in a letter case.

In eM Client we try to preserve the case of folder names as entered by the user or sent by the server. However, we do not allow two folders with the same name differing by the letter case to be present at the same level in a hierarchy as we have to work with a large variety of servers and interoperate with mailboxes accessed by multiple different clients (including mobile ones). In addition, we allow offline operation where we cannot immediately get feedback from a server on what operations succeeded and which ones didn't. This involves many use cases where interoperability problems could occur if full case sensitivity was allowed. The number of servers and clients properly supporting case-sensitivity folder names was deemed so small that we found supporting it was not worthwhile.

Local Folders are folders that eM Client doesn’t synchronize with the server, meaning their content is stored locally in the application’s database. There are various reasons why you might want to store emails in Local Folders.

For example, you can move or copy your emails there to make space on the server or to secure them in the event of a server failure. You can also move messages there so you can access them while offline. Just don’t forget that you can also use the ‘Download messages for offline use’ function that downloads the content of selected IMAP folders or of the whole account into the application’s local database.

These folders can be enabled/disabled in Menu > Settings > General > General via the 'Show Local Folders' option. The Local Folders will be shown in the left-side folder list under your other account folders.

Favorite Folders are virtual folders that display all messages from a certain folder type (such as Inbox, Outbox, Sent, Unread, Flagged messages, Search Folders or folders based on Tags) from all of your email accounts at once. They can be found in the left pane in the Mail tab, above the folders for your individual accounts.

This feature allows you to check all emails without having to go through each separate account individually. 

You can also pin any of the other folders from your accounts into this section, so the folders you use most often are easily accessible.

These folders can be enabled/disabled in Menu > Settings > General > General via the 'Show Favorite folders' option.

Read more in our blog: Smart folders in eM Client or in our Documentation: About Favorite Folders

We believe that Spam should be filtered directly on the server so eM Client includes only one default Spam rule that moves messages marked by SpamAssassin as spam to the Junk folder.

Besides this option, you can always blacklist an email address/domain by clicking the button "Move to Junk" and choosing the option "Move to Junk and blacklist email/domain". This Blacklist is then saved as a Rule in the Rules section.

You can view and manage the Blacklist rule in Menu > Rules. Just select the Blacklist and click the 'Edit' button.

A new window with all the domains and addresses in your blacklist will pop up and you can add new items or remove any of the email addresses and domains already in it.

If your server does not provide any spam filtering options, we can also recommend using an external Spam filtering program, like MailWasher, Spamihilator or others.

Yes, you can use a number of variables in your messages while sending mass mail from eM Client.

To add variables, right-click the message body while composing a new message and select Insert > Variable. Then you can select a number of variables from a list of available variables.

The content of the variable will be replaced by either data from your computer (such as date and time options) or from your contact's details.

Note: If you use Variables in your message and try to send it to more recipients it will always be sent as Mass Mail (PRO feature).

With 'Send Later' (PRO feature) you can set a specific time when you want your message to be sent.

You can either use the drop-down menu under the Send button or via Menu > Message > Send later.

 Until the message is sent it is kept in your local Outbox folder.

The Outbox folder can be accessed through Local or Favorite Folders. If neither of these is available, you can enable them in Menu > Settings > General > General (Show local/favorite folders).

If you want to change or stop the 'delayed' message from being sent, you can edit or remove it from the Outbox.

Note: You can also set a 'default' Send later time for all your messages in Menu > Settings > Mail > Send. 

Yes, you can easily navigate between the left-side menu items (Mail, Calendar, Tasks, Contacts, Attachments, Notes, Widgets) using the CTRL and 1 - 7 keys.

You can change these shortcuts in Menu > Settings > General > Shortcuts.

Unfortunately, the Outlook rules have their own specific structure which has no public technical documentation. Because of this, importing these rules is not a trivial feature that could be added to our program.

You can re-create your rules in Menu > Rules section, though.

Yes, if you need to quickly zoom in or out of a message detail, simply click on the message (to make sure the focus is in there) and either

a. Press Ctrl and use the mouse scroll button to zoom in/out or

b. Press Ctrl and use either the '+' button to zoom in or '-' to zoom out.

Ctrl + 0 button will reset the zoom to the original size.

Yes, you can definitely use a number of startup parameters.

Here is a short overview:

    /dblocation PATH

    This parameter will determine which folder will eM Client load the main database from. If the given folder does not exist, eM Client will create the folder and a new, empty database in it. Without this parameter, eM Client will load the database from the currently set default location.

    /localmutex

   Use this parameter when deploying the application in a Remote Desktop Services or Terminal Services environment where accessing global mutexes (short for „mutual exceptions“ in programming) is forbidden – the application will use local ones instead.

    /mailurl RECIPIENT

    Use this parameter to create a new message with a pre-defined email address compliant with RFC 6068.
Example: MailClient.exe /mailurl "mailto:[email protected]?subject=hello&body=bodytext"

    /open PATH

    With this parameter you can open any .eml, .msg, .vcf, or .ics file in eM Client.

    /newmail

    This parameter will open a window to compose a new mail.

    /newcontact

    This parameter will open a window to create a new contact.

    /newevent

    This parameter will open a window to plan an event.

    /newtask

    This parameter will open a window to create a new task.

    /importsettings PATH [-s] [-p PASS]

    This parameter defines a file which contains eM Client settings and its password, which needs to be used to import the data. It needs to be an .XML file and can contain application settings, account configuration, templates, quicktexts, and rules. PATH is the location of the file. The rest of the parameter options are optional. [-s] stands for "silent" and means that the settings will be imported without opening the UI. [-p PASS] is for inserting the password, if there is one protecting the file.
Example: MailClient.exe /importsettings "c:\Temp\settings.xml" -s -p MyPassword

    /activate

    You can easily activate your eM Client using this parameter and activation key.

    This parameter can also be used without the Activation key, but for activation to be possible in this case eM Client needs to have a LastActivationKey entry in its database with a valid Activation key. Usually, the LastActivationKey value is set using the /importsettings parameter.

    /deactivate

    This parameter will deactivate the license in your device. This can be useful when you have a set number of seats on your license and want to quickly free up the space by deactivating the device you no longer plan to use.

Note: This answer applies only to Windows version.

Read more in the Documentation: Startup Parameters

The current style of conversations we implemented is inspired by Gmail, so the order is currently only from the Oldest at the top to the Newest at the bottom. The messages marked as read will be collapsed by default so you will always be able to read the newest messages comfortably, but if you want to read the whole thread you can do so in a natural order.

The order currently CANNOT be changed, but it's being considered for the future versions of eM Client.

eM Client supports two specific kinds of Archiving features:

• Local automatic archiving inside the eM Client program and
• Server-side archiving.

Automatic Archiving

eM Client archiving can be found in Menu > Settings > Mail > Automatic Archiving.

The way eM Client archiving works is that the program will create a special set of local folders called 'Archive'. Archive folders will be shown below all your other account folders and Archived messages will be only available in your device. If you will choose to archive messages from a synchronized account (set up with IMAP or EWS protocols) the messages will be removed from the server as well, so you will no longer be able to access them using webmail.

To make the automatic archiving actually work you need to enable it, set how often the Archiving should happen (Archive every X days), set how old the messages should be (Archive messages older than X days) and most importantly, select which accounts/folders you want to perform the Archiving on (Account Preferences).

Click the ‘Archiving Scope’ field for each Account to select which folders should be included.

You can also perform the archiving manually by clicking the 'Perform Archiving' button. This function can be used even without enabling the Automatic archiving in the top checkmark (Enable Automatic Archiving).

Server-side Archiving

For IMAP and EWS accounts the Archive feature will move messages into a single folder called 'Archive', which will be among the other special folders like Inbox, Sent, Drafts, etc.
You can select a message (messages) and use the Archive option via right-click, toolbar button or the default shortcut Ctrl+Shift+A.

The shortcut can be changed in Menu > Settings > General > Shortcuts.

An exception to this is the Gmail Archive. This is a specific function which removes the 'Inbox' label from a message in Inbox, leaving the message accessible in the 'All Mail' folder. You can read about Gmail's native archiving and what it means on Google support. 

Read more in the Documentation: Automatic Archiving

Tags are labels you can use to attach a detail or category to a specific item.
You can then use this tag to search for these items, look through special tag folders or just use the colors to make your data more organized.

You can manage tags in Menu > Tags section.
You can manage tags for all items in eM Client - Mails, Events, Tasks, Contacts and Notes.

When you create a tag you can give it a name, assign a color and even a keyboard shortcut.

You can then specify if the tag can be used for messages, events, tasks, contacts or notes or any combination of these.

If your items are synchronized with a server that supports the tags feature, they will be synchronized across your devices. Otherwise, the tags will be kept locally.

Gmail labels are treated as Tags in eM Client.

Note: Tags have been called Categories in eM Client 7 and all older versions of eM Client.

Read more in the Documentation: About Tags

Note: These same steps can be used to downgrade from a BETA version to the current eM Client official version - just uninstall the BETA and reinstall current version from the website

Our databases are not backward compatible for older versions and once you upgrade your database to accommodate the new version, you cannot just simply install an older version over it.

If you have a backup of your database from eM Client 8 or older you can skip any export. If not, you will need to export local data before the downgrade to keep them.

For accounts set up with IMAP or EWS protocol this is not an issue, as setting these accounts anew will synchronize messages and folders back from the server.

For POP accounts and any data in Local folders, export them first via Menu > File > Export and once you downgrade, you can import them back via Menu > File > Import.

The steps to downgrade on Windows are to:

• Export any local data you need to keep (Menu > File > Export)
• Uninstall eM Client 9
• Either delete the database or rename it
• Install your preferred older version of eM Client (You can find older versions in our Release history)
• Restore from the backup (Menu > File > Restore) or create your accounts anew and import your local data back in (Menu > Tools > Accounts, Menu > File > Import)

If you want to just rename your database, the default location is in C:\Users\%username%\AppData\Roaming\eM Client

The steps to downgrade on macOS are to:

• Export any local data you need to keep (File > Export)
• Uninstall eM Client 9
• Either delete the database or rename it
• Install your preferred older version of eM Client (You can find older versions in our Release history)
• Restore from the backup (File > Restore) or create your accounts anew and import your local data back in (eM Client > Add account, File > Import)

If you want to delete or rename your database, the default location is in /Users/User Name/Library/Application Support/eM Client

If you upgraded by accident and aren't sure if you need to downgrade manually, please see the article on this topic - This version of eM Client is newer than what your current license permits.

Yes, it's possible to lower the row height or change the font of your inbox by going to Menu > Settings > Appearance > Lists

By default, eM Client will show all messages with HTML formatting. This means you will be able to view the font type, color, inline images, links, and other formatting details as the sender designed them.

If you prefer to view all messages in Plain text, ie. all colors, formatting removed, for easier reading you can do so in Menu > Settings > Mail > Read by checking the option to "Read all messages in Plain text".

Starting with eM Client 8.2, you can also switch the view of a single message on demand and view it in a different format than your default setting.

Simply right-click the message and switch the Format to HTML or Plain text, depending on which one you need to take a look at. You can also find the same setting in Menu > Message > Format.

If you are looking for these arrows in the message list, but cannot see them, don't worry - you can still enable them in eM Client.

Go to Menu > View > Conversations and change your setting from "Show Conversations in All Views" to either "Show Conversations in Message details only" or "Disable Conversations.

The feature cannot be used when Conversations are enabled in all views because the arrow is tied to a single, specific message while the full Conversations show the whole thread in the Message list, so it cannot show this icon.

When creating a custom rule in Menu>Rules you might have tried to use a condition to find specific word in a mail header.

Trying to add a single word will produce the error: Header words must be specified as "Name: Value" pair.

This is because emails have a numerous mail headers which contain specific information - these include From: or Sender: for original sender of the message, Date:, Received: information, etc. If you're creating your rule based on a specific message, you can check the actual headers by right-clicking inside the email > Open Mail Header... and find which header name your word is in.

Then just use both the header name and the word in the format Name: Value in the rule, for example From: John will affect all messages where 'John' is part of the visible name or email address of the sender.