Reference
Every button, explained
What each button on each web screen does. Use the filter to find one fast.
Parts: Mail and All inboxes · Calendar, Contacts, Chat, Drive and apps · Call Officially and Settings · The admin console
Mail and All inboxes
The inbox, the open email, Compose and All inboxes.
| SIDEBAR | |
|---|---|
| Make the menu smaller / Show the full menu | Shrinks the sidebar to icons, or shows it in full again. |
| Compose | Opens a new email. |
| Opens your mailbox. | |
| All inboxes | Shows your team inboxes and shared mailboxes in one place; on Enterprise, your other businesses' addresses too. |
| Chat | Opens Chat. |
| Drive | Opens Drive, where your files are kept. |
| Call | Opens video meetings in a new tab. |
| People | Opens your contacts. |
| Calendar | Opens your calendar. |
| Tasks | Opens your tasks. |
| Forms | Opens forms and surveys. |
| Notes | Opens your notes. |
| Wiki | Opens your company wiki. Seal · Crest |
| Flows | Opens Flows, automatic actions for your work. Seal · Crest |
| Settings | Opens your settings. |
| Admin | Opens your company's admin console. Shown to company admins only. |
| Show app names / Hide app names | Shows the apps as a compact icon row, or with their names. |
| Inbox, Sent, Drafts, Archive, Trash, Spam, Snoozed | Opens that folder. Drag emails onto a folder to move them. |
| Arrow next to a folder | Shows or hides the folders inside it. |
| Scheduled | Shows emails waiting to be sent later. |
| Subscriptions | Lists your newsletters and promotions, to unsubscribe or clean up. |
| Attachments | Shows every file and photo you have received. |
| Trips and deliveries | Shows packages, flights and hotel stays found in your emails. |
| Saved searches | Shows or hides your saved searches. |
| A saved search | Runs that search again. |
| Remove this saved search | Takes the saved search out of the sidebar. |
| Folders | Shows or hides your own folders. |
| New folder | Adds a box to name a new folder. |
| Add | Creates the folder with the name you typed. |
| Rename or delete | Opens the folder menu: rename, delete or pick a color. |
| Labels | Shows or hides your labels. |
| New label | Creates a new label. |
| Organize settings | Opens settings for labels, inbox sections, nudges and sweep. |
| A label | Shows every email with that label. |
| Add a label | Creates your first label. |
| Account (your name) | Opens the account menu to switch, add or sign out. |
| Notifications | Opens your notifications. A number shows how many are new. |
| Keyboard shortcuts (?) | Shows all keyboard shortcuts. |
| Sign out | Signs you out of this account. |
| Menu | Opens the sidebar on a phone or small screen. |
| FOLDER MENU (RIGHT-CLICK A FOLDER) | |
| Rename | Gives the folder a new name. |
| Delete folder | Deletes the folder and its emails, after you confirm. |
| Folder color (color dots) | Colors the folder's icon. |
| None | Removes the folder's color. |
| ACCOUNT MENU | |
| Another signed-in account | Switches to that account without signing in again. |
| Add another account | Signs in to one more account in this browser. |
| Combine into one inbox | Shows your other accounts' mail together in All inboxes. Enterprise |
| Open All inboxes | Opens All inboxes with every combined account. Enterprise |
| Sign out / Sign out of this account | Signs you out of the account you are using. |
| Sign out of all accounts | Signs you out of every account in this browser. |
| CHOOSE AN ACCOUNT (NEW TAB) | |
| Continue as (your name) | Keeps using the account you are signed in to. |
| Switch to (name) | Switches to another account signed in on this browser. |
| Add another account | Signs in to one more account. |
| Combine into one inbox | Shows every account's mail together, grouped by organization. Enterprise |
| Don't ask again on this browser | Stops this question appearing in new tabs. |
| MAIL LIST - TOP BAR | |
| Clear search (X) | Empties the search box. |
| Search options | Opens a form to search by sender, subject, date and more. |
| Ask your inbox by voice | Ask a question out loud and hear the answer. EMA |
| Ask your inbox | Type a question about your email and get a short answer. EMA |
| Filter: unread, starred, with attachments | Each click shows only unread, then starred, then with attachments, then all. |
| Refresh | Checks for new mail now. |
| Clear | Turns the filter off and shows all emails again. |
| SEARCH OPTIONS | |
| Has attachment | Finds only emails with files attached. |
| Unread | Finds only emails you have not read. |
| Search all folders | Searches every folder, not just this one. |
| Cancel | Closes the form without searching. |
| Search | Runs the search you filled in. |
| SEARCH RESULTS BAR | |
| (Folder name) | Shows matches from the current folder only. |
| All mail | Shows matches from every folder. |
| Save search | Keeps this search in the sidebar for later. |
| Search all mail | Searches every folder when nothing matched here. |
| INBOX TABS AND BANNERS | |
| All, People, Updates, Newsletters, Receipts | Shows only that kind of email in your inbox. |
| Review | Shows new senders waiting for you to accept or block them. |
| Everything | Shows your whole inbox again instead of one section. |
| Your inbox sections (VIP, My company and others) | Shows only emails from the people in that section. |
| Add a section / Edit your sections | Opens settings to add or change your inbox sections. |
| Empty Spam now / Empty Trash now | Deletes everything in Spam or Trash forever, after you confirm. |
| Pinned | Shows or hides the emails you pinned to the top. |
| Unpin | Takes an email out of the pinned group. |
| EMAIL ROW | |
| Select (checkbox) | Checks the email so you can act on several at once. |
| Star | Stars the email, or removes the star. |
| Copy this code | Copies the one-time code from the email. |
| Received ... ago. Reply? / Sent ... ago, no reply yet. Follow up? | Opens a reply or a follow-up to this email. |
| Archive | Moves the email out of the inbox into Archive. |
| Delete | Moves the email to Trash. |
| Mark read / Mark unread | Marks the email as read or unread. |
| Snooze | Hides the email until a time you pick. |
| Move | Moves the email to another folder. |
| Not spam | Moves the email from Spam back to your inbox. |
| EMAIL ROW - RIGHT-CLICK MENU | |
| Labels… | Adds or removes labels on the email. |
| Pin to top / Unpin | Keeps the email at the top of the folder, or stops. |
| Set aside | Puts the email in your Set aside tray for later. |
| Reply later | Puts the email in your Reply later tray. |
| Take out of Set aside / Take out of Reply later | Removes the email from that tray. |
| Add a private note / Edit private note | Writes a note on the email that only you can see. |
| Rename subject for me | Gives the email your own subject, only in your view. |
| Sweep emails from (sender)… | Clears out many emails from one sender at once. |
| SELECTION BAR (EMAILS TICKED) | |
| Select all (checkbox) | Checks or unchecks every email on the page. |
| Archive (e) | Archives the checked emails. |
| Delete (#) | Moves the checked emails to Trash. |
| Mark read | Marks the checked emails as read. |
| Mark unread (u) | Marks the checked emails as unread. |
| Snooze (h) | Hides the checked emails until a time you pick. |
| Move to (v) | Moves the checked emails to another folder. |
| Labels | Adds or removes labels on the checked emails. |
| Pin to top / Unpin | Pins the checked emails to the top, or unpins them. |
| Set aside | Puts the checked emails in your Set aside tray. |
| Reply later | Puts the checked emails in your Reply later tray. |
| Quick steps | Runs one of your saved multi-step actions on the checked emails. |
| Spam (!) | Reports the checked emails as spam. |
| Not spam (!) | Moves the checked emails from Spam to your inbox. |
| Select all (number) in (folder) / that match | Selects every email in the folder or search, not just this page. |
| Clear selection | Unchecks everything. |
| SET ASIDE AND REPLY LATER TRAY | |
| Set aside | Opens the list of emails you set aside. |
| Reply later | Opens the list of emails to reply to later. |
| Focus | Goes through the list one email at a time. |
| Close | Closes the list. |
| An email in the list | Opens that email. |
| Reply | Opens a reply to the email in focus. |
| Done | Takes the email out of the tray. |
| Next | Moves on to the next email in the tray. |
| Stop focus | Ends focus mode. |
| SNOOZE MENU | |
| Later today, Tomorrow morning, Tomorrow afternoon, This weekend, Next week, In 2 weeks, In an hour | Hides the email until that time, then brings it back. |
| Set | Snoozes until the date and time you picked. |
| MOVE MENU | |
| Move to… (search box) | Finds a folder by name. |
| A folder | Moves the email into that folder. |
| OPEN EMAIL - TOP BAR | |
| Back (Esc) | Goes back to the list. |
| Archive (e) | Moves the email out of the inbox into Archive. |
| Delete (#) | Moves the email to Trash. |
| Mark unread (u) | Marks the email unread and goes back to the list. |
| Star (s) | Stars the email, or removes the star. |
| Snooze (h) | Hides the email until a time you pick. |
| Move to (v) | Moves the email to another folder. |
| Report spam (!) | Moves the email to Spam. |
| Not spam | Moves the email from Spam back to your inbox. |
| Labels | Adds or removes labels on the email. |
| Pin to top of this folder / Unpin | Keeps the email at the top of the folder, or stops. |
| Organize | Opens more ways to sort this email. |
| Quick steps | Runs one of your saved multi-step actions on this email. |
| Share as a link | Makes a link so others can read a copy of this email. Seal · Crest |
| More | Opens more actions: print, original, mute, block and report. |
| OPEN EMAIL - MORE MENU | |
| Opens a clean version of the email to print. | |
| Show original | Shows the email's full original text and sender checks. |
| Read aloud | Reads the email out loud to you. |
| Download message (.eml) | Saves the email as a file. |
| Save as note | Saves a copy of the email in Notes. |
| Mute conversation (m) | Archives the conversation and keeps new replies out of your inbox. |
| Unsubscribe | Asks the sender to stop sending you these emails. |
| Block (sender) | Sends this sender's emails to Spam from now on. |
| Report | Reports the email as phishing or abuse to your company's admins. |
| OPEN EMAIL - ORGANISE MENU | |
| Set aside | Puts the email in your Set aside tray. |
| Reply later | Puts the email in your Reply later tray. |
| Take out of Set aside / Take out of Reply later | Removes the email from that tray. |
| Add a private note / Edit private note | Writes a note on the email that only you can see. |
| Rename subject for me | Gives the email your own subject, only in your view. |
| Merge with another conversation | Shows two conversations as one, only in your view. |
| Sweep emails from (sender)… | Clears out many emails from this sender at once. |
| QUICK STEPS MENU | |
| A quick step | Runs that quick step's actions in order. |
| Manage quick steps / Make a quick step | Opens settings to create or change quick steps. |
| OPEN EMAIL - MESSAGE | |
| Sender line (collapsed message) | Opens or closes an earlier message in the conversation. |
| Show details / Hide details | Shows who it was sent to, the date, size and sender checks. |
| Reply (r) | Replies to the sender. |
| Reply all (a) | Replies to everyone on the email. |
| Forward (f) | Sends the email on to someone else. |
| Download .eml | Saves the email as a file. |
| Unsubscribe (in details) | Opens the sender's unsubscribe page. |
| Show images | Loads the pictures that were hidden to protect your privacy. |
| ••• (Show trimmed content) | Shows or hides the earlier quoted messages. |
| Unsubscribe (under the subject) | Asks the sender to stop sending you these emails. |
| Copy code | Copies the one-time code found in the email. |
| OPEN EMAIL - CALENDAR INVITATION | |
| Yes | Accepts, adds it to your calendar and tells the organizer. |
| Maybe | Answers maybe and tells the organizer. |
| No | Declines and tells the organizer. |
| Join | Opens the meeting link. |
| OPEN EMAIL - DELIVERY AND TRAVEL CARDS | |
| Track | Opens the carrier's tracking page. |
| Copy the number | Copies the tracking or order number. |
| Copy the booking reference / Copy the booking number | Copies the flight or hotel booking reference. |
| OPEN EMAIL - UNDER THE SUBJECT | |
| Take off (label X) | Removes that label from the email. |
| Done: take it out | Takes the email out of Set aside or Reply later. |
| Undo | Brings back the original subject you renamed. |
| Unmerge | Separates conversations you merged. |
| Reply / Follow up | Opens a reply or a follow-up for this reminder. |
| Don't remind me about this email | Hides the reply reminder for this email. |
| Edit (private note) | Lets you change your private note. |
| Clear | Empties the note box. |
| Cancel | Stops editing and keeps the note as it was. |
| Save | Saves your private note. |
| OPEN EMAIL - ATTACHMENT CARD | |
| File name | Opens a picture or PDF, or downloads other files. |
| Open | Opens the file in a new tab. |
| Download | Saves the file to your device. |
| Drive | Saves a copy of the le to your Drive. fi |
| Sign | Opens the PDF in Sign Officially to sign or send for signature. |
| OPEN EMAIL - REPLY AREA | |
| Reply | Replies to the sender. |
| Reply all | Replies to everyone on the email. |
| Forward | Sends the email on to someone else. |
| Invite to a call | Sends a calendar invitation with a video call link. |
| Quick replies (short reply chips) | Opens a reply with that text filled in. EMA |
| Suggest replies | Writes a few short reply ideas for this email. EMA |
| A suggested reply | Opens a reply with that text. EMA |
| Translate to… | Translates the email into the language you pick. EMA |
| Hide | Hides the suggested replies. EMA |
| Hide translation | Closes the translation. EMA |
| OPEN EMAIL - EMA SUMMARY | |
| Summarize / Summarize conversation | Writes a short summary with key points and things to do. EMA |
| Make a new summary | Writes the summary again. EMA |
| Collapse / Expand | Shrinks the summary to one line, or opens it fully. EMA |
| Hide summary | Closes the summary. EMA |
| A suggested reply | Opens a reply with that text. EMA |
| Use it | Opens a reply with the draft EMA wrote for you. EMA |
| Hide draft | Hides the drafted reply for this email. EMA |
| OPEN EMAIL - TEAM COMMENTS | |
| Add a team comment | Opens a box to comment for your team. Seal · Crest |
| Add comment | Posts your comment. Type @ to mention a colleague. Seal · Crest |
| A person (mention list) | Mentions that colleague so they get a notice. Seal · Crest |
| Delete your comment | Removes your comment. Seal · Crest |
| LIVE CHECKLIST OR TABLE (IN AN EMAIL) | |
| Mark as done / Mark as not done | Checks a checklist line on or off for everyone. Seal · Crest |
| Remove this line | Deletes a checklist line. Seal · Crest |
| Add a line | Adds a new line to the checklist. Seal · Crest |
| Add a column / Remove this column | Adds or deletes a table column. Seal · Crest |
| Add a row / Remove this row | Adds or deletes a table row. Seal · Crest |
| Copy link | Copies a view-only link to the block. Seal · Crest |
| Remove from this email | Takes the live block out of the email you are writing. Seal · Crest |
| READ ALOUD PLAYER | |
| Pause / Play | Pauses or carries on reading the email aloud. |
| Stop | Stops reading. |
| Speed | Changes how fast the email is read. |
| BLOCK AND REPORT DIALOGS | |
| Block (address) | Sends this sender's emails to Spam from now on. |
| Block everyone at @(domain) | Sends all emails from that company's domain to Spam. |
| Phishing or scam | Reports the email as phishing and moves it to Spam. |
| Abusive or offensive | Reports the email to your admins and moves it to Spam. |
| Cancel | Closes without doing anything. |
| ORIGINAL MESSAGE | |
| Copy | Copies the full original email text. |
| Download | Saves the original email as a file. |
| Close (X) | Closes the original message. |
| SHARE AS A LINK | |
| This email / Whole conversation | Chooses to share just this email or the whole conversation. Seal · Crest |
| People in my company | Only signed-in colleagues can open the link and comment. Seal · Crest |
| Anyone with the link | Anyone with the link can read it, no sign-in. Crest |
| Link works for | Picks how long the link keeps working. Seal · Crest |
| Make link and copy | Creates the link and copies it. Seal · Crest |
| Copy | Copies the link again. Seal · Crest |
| Make another | Starts a new link for this email. Seal · Crest |
| Done | Closes the window. Seal · Crest |
| Copy link | Copies an earlier link for this email. Seal · Crest |
| Who opened it | Shows who opened the link and when. Seal · Crest |
| Turn off | Stops the link working straight away. Seal · Crest |
| All your shared links | Opens the list of every link you shared. Seal · Crest |
| Cancel | Closes without making a link. Seal · Crest |
| INVITE TO A CALL | |
| Remove (guest X) | Takes that person off the invitation. |
| Add | Adds the email address you typed as a guest. |
| Send from | Picks which of your addresses sends the invitation. |
| Cancel | Closes without sending. |
| Send invitation | Sends the calendar invitation with a video call link. |
| Close | Closes the window. |
| ORGANISE DIALOGS | |
| Move all to Trash / Archive all / Keep only the newest | Picks what Sweep does with that sender's emails. |
| Also do this for future emails from them | Applies the same sweep to their new emails as they arrive. |
| Sweep | Clears out the sender's emails as you chose. |
| Use the original | Brings back the email's real subject. |
| Save | Saves your note or new subject. |
| Clear | Empties the private note. |
| A conversation (Merge) | Merges this email with the conversation you pick. |
| Color dots | Picks a color for the label. |
| Add label | Creates the label. |
| Cancel / Close | Closes without saving. |
| ORGANISE SETTINGS | |
| Labels, Inbox sections, Nudges, Sweep | Switches between the settings tabs. |
| Move up / Move down | Changes the order of labels or sections. |
| Change color | Picks a new color for the label. |
| Delete label | Deletes the label. The emails stay. |
| New label | Creates a new label. |
| Delete section | Removes the inbox section. |
| People or domains / VIP / My company | Adds a new inbox section of that kind. |
| Save VIP list | Saves the people on your VIP list. |
| Show nudges | Turns reply and follow-up reminders on or off. |
| After how many days | Picks how long before a reminder appears. |
| Stop | Stops sweeping future emails from that sender. |
| LABEL PICKER | |
| A label | Adds that label to the email, or takes it off. |
| New label | Creates a new label and adds it. |
| Manage labels | Opens label settings. |
| COMPOSE - WINDOW | |
| Minimize | Shrinks the email to a small bar. Click the bar to open it. |
| Expand / Restore | Makes the email full screen, or back to normal size. |
| Close (saves draft) | Closes the email and keeps it in Drafts. |
| From | Picks which of your addresses sends the email. |
| Add your name | Opens settings to add the name people see. |
| Cc / Bcc | Adds a Cc or Bcc line. |
| X (next to Cc, Bcc or Reply-to) | Removes that line. |
| X (on a person) | Takes that person off the email. |
| A suggested contact | Adds that person to the email. |
| COMPOSE - FORMATTING BAR | |
| Bold | Makes text bold. |
| Italic | Makes text italic. |
| Underline | Underlines text. |
| Text color and highlight | Changes the color of text or its highlight. |
| Text color / Highlight | Switches between coloring text and highlighting it. |
| Default color / No highlight | Removes the color or the highlight. |
| Custom | Picks any color you like. |
| Bullets | Starts a bulleted list. |
| Numbered | Starts a numbered list. |
| Quote | Formats text as a quote. |
| Code | Formats text as code. |
| Link | Adds or changes a link. |
| Clear formatting | Removes all formatting from the selected text. |
| Insert a picture into the message | Puts a picture inside the email text. |
| Voice typing / Stop voice typing | Types what you say into the email. |
| Voice typing language | Picks the language you will speak in. |
| Help me write | Lets EMA draft or improve your email. EMA |
| Templates | Inserts one of your saved templates. Advanced |
| Gray suggested words (Tab) | Adds Smart Compose's suggested words to your email. EMA |
| COMPOSE - HELP ME WRITE | |
| Write from a prompt | Describe the email and EMA writes it. EMA |
| Improve my text | Makes what you already wrote better. EMA |
| Write it | Writes the email from your description. EMA |
| Shorter, More formal, Friendlier, Fix grammar | Rewrites your text in that style. EMA |
| Translate to… | Translates what you wrote into the language you pick. EMA |
| Insert | Adds EMA's text where your cursor is. EMA |
| Replace | Replaces your text with EMA's. Your signature stays. EMA |
| Try again | Asks EMA for another version. EMA |
| Back | Goes back without using the text. EMA |
| Close | Closes Help me write. EMA |
| COMPOSE - BOTTOM BAR | |
| Send / Send confidential | Sends the email. You can undo for a few seconds. |
| Send later | Picks a time for the email to go out. |
| Attach files (over 25 MB they go to Drive as a link) | Adds files from your device. |
| Attach from Drive | Adds files from your Drive. |
| Add a Call link (video meeting) | Adds a video call link to the email. |
| Confidential | Sends a protected email that opens with a code and expires. |
| More options | Opens priority, read receipt, reply-to and reminder options. |
| Discard | Deletes this draft. |
| COMPOSE - SEND LATER | |
| Tomorrow 9:00, Tomorrow 14:00, Monday 9:00, In 1 hour | Schedules the email for that time. |
| Schedule | Schedules the email for the date and time you picked. |
| COMPOSE - MORE OPTIONS | |
| Mark as high priority / Normal priority | Marks the email as important, or back to normal. |
| Ask for a read receipt / Don't ask for a read receipt | Asks to be told when they open it, or stops asking. |
| Sign with my certificate (S/MIME) / Don't sign | Adds or removes your digital signature. |
| Encrypt (S/MIME) / Don't encrypt | Encrypts the email with certificates, or stops. |
| Set a reply-to address / Remove reply-to | Chooses where replies should go. |
| Check accessibility | Checks the email is easy for everyone to read. |
| Insert a live checklist | Adds a checklist that people you send it to can check. Seal · Crest |
| Insert a live table | Adds a small table that people you send it to can fill in. Seal · Crest |
| Remind me if nobody replies: In 1, 2, 3, 5 or 7 days | Reminds you to follow up if there is no reply. |
| COMPOSE - OPTIONS AND ATTACHMENTS | |
| X on an option chip | Turns off encryption, signing, confidential, priority, read receipt or reminder. |
| Code sent to their email / I'll share a passcode myself | Chooses how people open it: a code sent to their email, or a passcode you give them another way (stronger). |
| Can be opened for | Picks how long a confidential email can be opened. |
| Remove (attachment) | Takes the file off the email. |
| Sign (on a PDF) | Signs the PDF in Sign Officially. The signed copy replaces it. |
| X on Original attachments will be included | Leaves the original files out of the forward. |
| ••• (Show the earlier message) | Shows or hides the email you are replying to. |
| Edit the quoted text | Lets you change the earlier message in your reply. |
| COMPOSE - SENSITIVE INFORMATION CHECK | |
| Edit the email | Goes back to change the email. |
| Send anyway | Sends the email as it is. |
| Send protected | Sends it as a protected email that opens with a code. |
| Back | Goes back to the earlier choices. |
| COMPOSE - ACCESSIBILITY CHECK | |
| Add | Saves a description for a picture. |
| It's only decoration | Marks a picture as decoration, with no description needed. |
| Change the link words / Change | Replaces vague link words with clear ones. |
| Use the normal color | Changes hard-to-read text back to the normal color. |
| Change to normal letters | Changes ALL CAPITALS text to normal letters. |
| Make it heading 2 / 3 | Fixes the heading level. |
| Edit the email / Close | Closes the check so you can keep writing. |
| Send anyway / Send | Sends the email. |
| POP-UP MESSAGES | |
| Undo | Reverses what you just did, such as a move or a send. |
| Send now | Sends the email straight away instead of waiting. |
| Open | Opens the item the message is about. |
| SCHEDULED | |
| Edit | Opens the scheduled email so you can change it. |
| Send now | Sends the scheduled email straight away. |
| Cancel | Stops the email being sent. |
| Remove | Removes an email that failed to send. |
| ALL INBOXES | |
| Menu | Opens the sidebar on a phone. |
| Businesses & addresses | Opens the list of your businesses and addresses. Enterprise |
| Alerts | Turns on notifications for new mail on this device. |
| Filters (e.g. hide DMARC reports) | Opens filters and alerts settings. |
| Ask your inbox by voice | Ask a question out loud and hear the answer. EMA |
| Show all inboxes | Goes back to mail from every address. |
| Inbox / Sent / More folders… | Opens that folder of the chosen address. |
| Unread only | Shows only unread emails. |
| Show filtered | Also shows emails hidden by your filters. |
| Load older mail | Loads older emails. |
| Copy this code | Copies the one-time code from the email. |
| ALL INBOXES - BUSINESSES LIST | |
| All inboxes | Shows mail from every address. |
| A business | Shows or hides that business's addresses. Enterprise |
| All (business) mail | Shows mail for every address of that business. Enterprise |
| An address | Shows only that address's mail. |
| Pin to top / Unpin | Keeps an address at the top of the list, or stops. |
| Close (X) | Closes the list. |
| ALL INBOXES - OPEN EMAIL | |
| Back | Goes back to the list. |
| Mark unread | Marks the email unread and goes back. |
| Show details / Hide details | Shows who it was sent to and when. |
| Show images | Loads the hidden pictures. |
| Who handles this | Assigns the email to a teammate. Advanced |
| Add (team note) | Adds a note only your team sees. Advanced |
| Delete note | Removes your team note. Advanced |
| Reply as (address) / Reply | Replies from the address the email was sent to. |
| Reply all | Replies to everyone on the email. |
| Invite to a call | Sends a calendar invitation with a video call link. |
| Open / Download / Sign (attachment) | Opens, saves or signs the attached file. |
| ALL INBOXES - FILTERS & ALERTS | |
| Sender contains / Subject contains / Everything to… | Picks what the new filter looks at. |
| Add | Adds the filter. Matching mail is hidden and sends no alert. |
| Remove filter (X) | Deletes that filter. |
| Alerts switch (per address) | Turns new-mail alerts on or off for that address. |
| Close (X) | Closes the window. |
| NOTIFICATIONS | |
| Mark all read | Marks every notification as read. |
| Notification settings | Opens your notification settings. |
| Close | Closes the notifications panel. |
| A notification | Opens what the notification is about. |
| Remove | Removes that notification. |
| Show older | Loads older notifications. |
| Try again | Loads your notifications again. |
| I've read this | Confirms you read a company announcement. |
| Read | Opens the full announcement. |
| Hide | Hides the announcement banner. |
| OK | Closes the announcement. |
| KEYBOARD SHORTCUTS | |
| Close | Closes the shortcuts list. |
| ASK YOUR INBOX | |
| Example questions | Asks that example question for you. EMA |
| Ask | Asks your typed question. EMA |
| Numbered source (1, 2, 3) | Opens the email the answer came from. EMA |
| An email in the answer | Opens that email. EMA |
| Close | Closes the panel. EMA |
| Mute the voice / Read answers aloud | Turns spoken answers off or on. EMA |
| Ask / Done (microphone) | Starts listening to your question, or stops. EMA |
| Play again | Reads the answer aloud again. EMA |
| COMMAND BAR (CTRL/CMD+K) | |
| Archive, Delete, Mark read, Mark unread, Star, Remove star, Report spam | Does that to the open or selected emails. |
| Snooze until later today, tomorrow, the weekend, Monday, next week | Snoozes the open or selected emails. |
| Move to (folder) | Moves the open or selected emails to that folder. |
| New email | Opens a new email. |
| Search mail for… | Searches all your mail for the words you type. |
| Go to (place) | Opens a folder, app or page, like Calendar or Drive. |
| A quick step | Runs that quick step on the open or selected emails. |
| SUBSCRIPTIONS | |
| Check for new senders | Looks through your mail again for newsletters. |
| Unsubscribe | Asks the sender to stop, in one click or by email. |
| Delete all | Moves all emails from that sender to Trash. |
| Block | Sends that sender's new emails to Spam. |
| Send it | Sends the unsubscribe email from your address. |
| Cancel | Closes without doing anything. |
| ATTACHMENTS PAGE | |
| Check for new files | Looks through your mail again for files. |
| All, Photos, PDFs, Documents, Spreadsheets, Other | Shows only that kind of file. |
| Date (Any time, Last 7 days and more) | Shows files from that time. |
| A file (picture or icon) | Opens the file. |
| Open the email | Opens the email the file came with. |
| Download | Saves the file to your device. |
| Save to Drive | Saves a copy of the file to your Drive. |
| TRIPS AND DELIVERIES | |
| Open email | Opens the email the card came from. |
| Remove from this list | Takes that email off the list. |
| Track | Opens the carrier's tracking page. |
| Copy the number / Copy the booking reference | Copies the number from the card. |
| SHARED LINKS | |
| Copy link | Copies the shared link. Seal · Crest |
| Open the shared copy | Opens the shared copy and its comments. Seal · Crest |
| Who opened it | Shows who opened the link and when. Seal · Crest |
| Turn off | Stops the link working straight away. Seal · Crest |
| Add comment | Posts a comment on the shared email. Seal · Crest |
| Delete your comment | Removes your comment. Seal · Crest |
Calendar, Contacts, Chat, Drive and apps
Calendar, Contacts, Chat, Drive, Docs, Tasks, Notes, Forms, Wiki and Flows.
| CALENDAR - TOP BAR | |
|---|---|
| Day | Shows a single day. |
| Week | Shows the whole week. |
| Month | Shows the whole month. |
| Agenda | Lists upcoming events in order, day by day. |
| Show the calendar list / Hide the calendar list | Shows or hides the calendar list on the left. |
| Calendars | On a phone, opens the calendar list. |
| Today | Jumps back to today. |
| Previous | Goes back one day, week or month. |
| Next | Goes forward one day, week or month. |
| Search events | Opens a search box to find events. |
| Event | Starts a new event, set for the next full hour. |
| More calendar tools (new) | Opens newer tools: meeting polls, working location, rooms, time insights. |
| CALENDAR - SEARCH | |
| Search | Finds events that match your words. |
| Clear search | Empties the search box. |
| Back | Closes search and returns to your calendar. |
| CALENDAR - CALENDAR LIST | |
| Previous month | Shows the previous month in the small calendar. |
| Next month | Shows the next month in the small calendar. |
| (a date in the small calendar) | Jumps to that day. |
| New calendar | Creates a new calendar. |
| (calendar name) | Shows or hides that calendar's events. |
| Tasks with a due date | Shows or hides tasks with a due date in the calendar. |
| Open Tasks | Opens the Tasks app. |
| Booking pages | Opens your booking pages, where people can book time with you. |
| Calendar settings | Opens working hours, second time zone and task options. |
| Close | Closes the calendar list on a phone. |
| CALENDAR - CALENDAR MENU | |
| Options | Opens the menu for that calendar. |
| Show only this one | Hides every other calendar so only this one shows. |
| Rename and color | Changes the calendar's name and color. |
| Change color | Changes the color of a calendar shared with you. |
| Share with people | Lets people in your organization see or edit this calendar. |
| Subscribe link | Makes a private link other calendar apps can follow. |
| Import an .ics file | Adds events from a calendar file. |
| Export (.ics) | Downloads this calendar as a calendar file. |
| Delete calendar | Deletes this calendar and its events. |
| Remove from my list | Removes a calendar someone shared with you from your list. |
| CALENDAR - MONTH AND AGENDA VIEWS | |
| N more / N items | Opens that day to see all its events. |
| Show more | Shows the next 30 days in the agenda. |
| CALENDAR - EVENT WINDOW | |
| Delete | Deletes the event. |
| Remove from my calendar | Removes an invitation from your calendar. |
| Close | Closes the event without saving. |
| Event | Makes this a normal event. |
| Out of office | Marks you as away; colleagues see you as unavailable. |
| All day | Switches between an all-day event and set times. |
| Change time zone | Sets which time zone the event's times are in. |
| Custom… | Lets you build your own repeat pattern. |
| S M T W T F S | Picks the weekdays a custom repeat happens on. |
| Add Call | Creates a Call video meeting link for this event. |
| Add a room / Change / Done | Picks meeting rooms or equipment for the event. Seal · Crest |
| Remove | Takes a chosen room or equipment off the event. Seal · Crest |
| Move to (time), when everyone is free | Moves the event to the next time all guests are free. |
| Add a reminder | Adds another reminder by email or notification. |
| Remove this reminder | Deletes that reminder. |
| Join | Opens the event's video meeting link. |
| Yes | Tells the organizer you are going. |
| Maybe | Tells the organizer you might go. |
| No | Tells the organizer you are not going. |
| Cancel | Closes the window without saving. |
| Save / Save and send invitations | Saves the event and emails invitations to new guests. |
| CALENDAR - REPEATING EVENT QUESTION | |
| This event | Applies the change to this one occurrence only. |
| This and following events | Applies the change to this and later occurrences. |
| All events | Applies the change to every occurrence. |
| Cancel | Goes back without changing anything. |
| OK / Delete | Confirms the change or deletion. |
| CALENDAR - NEW OR EDIT CALENDAR WINDOW | |
| Color (swatch) | Picks the calendar's color. |
| Cancel | Closes without saving. |
| Create / Save | Creates the calendar or saves your changes. |
| Close | Closes the window. |
| CALENDAR - SHARE CALENDAR WINDOW | |
| People | Shows who the calendar is shared with. |
| Subscribe link | Shows the private subscribe link for other calendar apps. |
| Share | Gives that person access with the chosen permission. |
| Stop sharing | Removes that person's access to the calendar. |
| Make a subscribe link | Creates a private link other calendar apps can follow. |
| Copy | Copies the subscribe link. |
| Make a new link | Replaces the link; the old one stops working. |
| Turn off | Turns off the subscribe link. |
| CALENDAR - SETTINGS | |
| Working hours | Shades the hours you don't work in day and week view. |
| S M T W T F S | Picks which days are your working days. |
| Second time zone | Shows a second time zone next to yours. |
| Tasks in the calendar | Shows tasks that have a due date. |
| Done | Closes calendar settings. |
| CALENDAR - TASK DETAILS | |
| Mark as done / Mark as not done | Checks the task off, or opens it again. |
| Open in Tasks | Opens this task's list in Tasks. |
| CALENDAR - BOOKING PAGES | |
| Change name | Changes the web address of your booking page. |
| Cancel | Stops changing the name. |
| Copy link | Copies the booking page link to share. |
| Open | Opens the booking page as visitors see it. |
| Edit | Changes the booking page's settings and hours. |
| Taking bookings | Turns bookings on or off for that page. |
| Delete | Deletes the booking page. |
| New booking page | Creates a new booking page. |
| Cancel (under Coming up) | Cancels that booking. |
| Back | Returns to the list of booking pages. |
| Add hours | Adds another time range on that day. |
| Remove | Removes that time range. |
| Save | Saves the booking page. |
| CALENDAR - MEETING POLL | |
| Meeting poll | Opens meeting polls, where people vote on a time. |
| New poll | Starts a new meeting poll. |
| All polls | Goes back to your list of polls. |
| Add a time | Adds another time option to vote on. |
| Remove this time | Removes that time option. |
| Cancel | Closes without sending the poll. |
| Send poll | Sends the poll to the people you chose. |
| Book | Books that time as an event in your calendar. |
| Remind people who haven’t answered | Sends a reminder to people who have not voted. |
| Close poll | Stops voting; the poll links stop working. |
| Open again | Reopens a closed poll for voting. |
| Delete | Deletes the poll; a booked event stays. |
| CALENDAR - WORKING LOCATION AND TIME | |
| Working location and time | Opens your working location, focus time and out of office. |
| Where I work | Sets whether you work from the office, home or elsewhere. |
| Focus time | Blocks time for focused work. |
| Out of office | Adds time away from work. |
| Not set / As usual | Clears the location for that day. |
| Office | Sets that day to the office. |
| Home | Sets that day to working from home. |
| Other | Sets that day to another place you describe. |
| Save my usual week | Saves your usual weekly working locations. |
| Cancel | Discards your changes. |
| Add focus time / Add time off | Starts adding a focus block or time off. |
| Every week | Repeats the block every week. |
| Once | Adds the block one time only. |
| (day buttons) | Picks the days the block applies to. |
| Add to my calendar | Saves the block to your calendar. |
| Decline new / Stop declining | Turns automatic declining of new invitations on or off. |
| Remove | Deletes that block. |
| CALENDAR - ROOM CALENDARS | |
| Room calendars | Shows when your company's rooms are booked. Seal · Crest |
| Previous week | Shows the previous week. Seal · Crest |
| Next week | Shows the next week. Seal · Crest |
| CALENDAR - TIME INSIGHTS | |
| Time insights | Shows where your time goes in meetings. |
| This week | Shows time insights for this week. |
| This month | Shows time insights for this month. |
| CONTACTS - TOP BAR | |
| Clear | Empties the search box. |
| New | Starts a new contact. |
| More | Opens import, export, groups and select options. |
| Import contacts | Adds contacts from a vCard or CSV file. |
| Export all (vCard, .vcf) | Downloads all your contacts as a vCard file. |
| Export all (CSV for Google or Outlook) | Downloads all your contacts as a spreadsheet file. |
| New group | Creates a new contact group. |
| Select contacts / Stop selecting | Turns on or off picking several contacts at once. |
| CONTACTS - TABS | |
| Contacts | Shows your contacts. |
| Directory | Shows everyone in your organization. |
| Other | Shows people you emailed who aren't in your contacts. |
| Merge | Shows duplicate contacts to merge and fix. |
| CONTACTS - GROUPS | |
| All | Shows all contacts, not just one group. |
| (group name) | Shows only the contacts in that group. |
| Group | Creates a new group. |
| Email this group | Starts an email to everyone in the group. |
| Group options | Opens the menu for this group. |
| Rename group | Changes the group's name. |
| Export group (.vcf) | Downloads the group as a vCard file. |
| Export group (CSV) | Downloads the group as a spreadsheet file. |
| Delete group | Deletes the group; the people stay in your contacts. |
| Cancel | Closes without saving. |
| Create / Rename | Creates the group or saves its new name. |
| CONTACTS - SELECTING SEVERAL | |
| Stop selecting | Ends selecting and clears your picks. |
| All / None | Selects every contact shown, or none. |
| Email them | Starts an email to the selected people. |
| Add to group | Opens the list of groups for the selected people. |
| Add to (group) / Remove from (group) | Adds the selected people to that group, or removes them. |
| New group with these | Creates a new group with the selected people. |
| Export them (.vcf) | Downloads the selected contacts as a vCard file. |
| Delete them | Deletes the selected contacts. |
| CONTACTS - LIST | |
| Email (name) | Starts an email to that person. |
| Chat with (name) | Opens a chat with that person. |
| Add to contacts | Saves that person to your contacts. |
| Merge all | Merges every set of duplicates at once. |
| Try again | Reloads your contacts after a problem. |
| New contact | Starts a new contact. |
| Import | Adds contacts from a file. |
| CONTACTS - CONTACT DETAILS | |
| People | Goes back to your contact list. |
| Edit | Opens the contact for editing. |
| Delete | Deletes the contact. |
| Starts an email to this person. | |
| Chat | Opens a chat with this person. |
| Export | Downloads this contact as a vCard file. |
| (email address) | Starts an email to that address. |
| Groups | Shows the groups and lets you add or remove this person. |
| Create and add | Creates a new group and adds this person to it. |
| Block / Unblock | Stops or allows this person's chat messages to you. |
| CONTACTS - DIRECTORY AND OTHER PEOPLE | |
| Directory | Goes back to the directory list. |
| Starts an email to this person. | |
| Chat | Opens a chat with this person. |
| Add to my contacts | Saves this person to your contacts. |
| Other contacts | Goes back to the other contacts list. |
| Add to contacts | Saves this person to your contacts. |
| Remove from suggestions | Stops suggesting this person. |
| CONTACTS - CONTACT EDITOR | |
| Add email / Add phone / Add address | Adds another email, phone or address line. |
| Remove | Removes that line. |
| Add photo / Change photo | Picks a photo for the contact. |
| Remove photo | Removes the contact's photo. |
| (group name) | Adds or removes the contact from that group. |
| Add | Adds the contact to a new group you typed. |
| Cancel | Closes without saving. |
| Save | Saves the contact. |
| CONTACTS - IMPORT AND MERGE | |
| Import N contacts | Adds the contacts found in your file. |
| Cancel | Closes without importing. |
| Done | Closes the import window. |
| Close | Closes the import window. |
| Merge and fix | Goes back to the list of duplicates. |
| Merge | Combines the duplicates into one contact. |
| Not the same person | Keeps them separate and stops suggesting the merge. |
| CHAT - CHAT LIST | |
| Mentions of you | Shows messages where someone mentioned you. |
| New chat | Starts a chat with a person. |
| Create a space | Starts a group chat space. |
| CHAT - NEW CHAT WINDOW | |
| Message a person | Switches to starting a one-to-one chat. |
| Create a space | Switches to creating a group space. |
| (person) | Opens a chat with them, or adds them to the new space. |
| Create space | Creates the group space with the people you chose. |
| CHAT - YOUR STATUS | |
| Set your status | Opens your availability and status options. |
| Automatic | Shows you as active while you use the app. |
| Do not disturb | Pauses chat alerts for the time you choose. |
| Set as away | Shows you as away. |
| Emoji | Adds that emoji to your status. |
| (suggested status) | Fills in a ready-made status. |
| Clear status | Removes your current status. |
| Save | Saves your status. |
| CHAT - CONVERSATION TOP BAR | |
| Start a video call (everyone here gets a ring) | Starts a video call and rings everyone in the chat. |
| Pinned messages | Shows the messages pinned in this chat. |
| Mute (you still get @mentions) / Unmute | Turns this chat's alerts off or back on. |
| Details | Shows the people and settings for this chat. |
| More | Opens more options, including delete and block. |
| Block (name) / Unblock (name) | Stops or allows messages from that person. |
| Delete chat for me | Removes the chat from your list only. |
| Delete chat for everyone (admin) | Deletes every message and file for everyone. |
| Jump to latest messages | Goes back to the newest messages. |
| CHAT - MESSAGE BOX | |
| Attach a file | Adds files to your message. |
| Start a poll | Starts a poll in this chat. |
| Record a voice message | Starts recording a voice message. |
| Send voice message | Stops recording and sends the voice message. |
| Cancel | Stops recording without sending. |
| Send (Enter) | Sends your message. |
| everyone | Mentions and notifies everyone in the chat. |
| CHAT - MESSAGE ACTIONS | |
| React | Adds an emoji reaction to the message. |
| (emoji with count) | Adds or removes your same reaction. |
| Reply in thread | Opens a thread to reply to this message. |
| N replies | Opens the thread for this message. |
| Quote in reply | Replies with this message quoted. |
| Pin / Unpin | Pins the message for everyone, or unpins it. |
| Edit | Changes your message. |
| Delete for everyone | Deletes the message for everyone in the chat. |
| Delete for me (hide it on your devices only) | Hides the message on your devices only. |
| Report | Reports the message to your company's admins. |
| Block (name) | Hides that person's messages and stops new chats from them. |
| Download | Downloads the attached file. |
| CHAT - REPORT WINDOW | |
| Cancel | Closes without reporting. |
| Report | Sends the report to your company's admins. |
| CHAT - POLLS | |
| Add an answer | Adds another answer to the poll. |
| Remove answer | Removes that answer. |
| Cancel | Closes without starting the poll. |
| Start poll | Posts the poll in the chat. |
| Vote / Change vote | Sends your vote. |
| Change my vote | Lets you pick a different answer. |
| Close poll | Stops voting on the poll. |
| CHAT - SPACE DETAILS | |
| Save | Saves the space's new name. |
| Block (name) / Unblock (name) | Stops or allows messages from that person. |
| Remove | Removes that person from the space. |
| Add people | Adds people to the space. |
| Leave space | Leaves the space. |
| CHAT - BOTS | |
| Add a bot | Starts adding a bot that can post in this space. Seal · Crest |
| Picture (optional) | Picks a picture for the bot. Seal · Crest |
| Add bot | Creates the bot and shows its secret address. Seal · Crest |
| Cancel | Closes without adding the bot. Seal · Crest |
| Copy | Copies the bot's secret address. Seal · Crest |
| Done | Closes the secret address. Seal · Crest |
| New secret address | Makes a new address; the old one stops working. Seal · Crest |
| Remove bot | Removes the bot from the space. Seal · Crest |
| DRIVE - NEW MENU | |
| New | Opens the menu to add folders, files and drives. |
| New folder | Creates a folder here. |
| Document | Creates a new document. |
| Spreadsheet | Creates a new spreadsheet. |
| Presentation | Creates a new presentation. |
| Upload files | Uploads files from your computer. |
| Upload a folder | Uploads a whole folder from your computer. |
| New shared drive | Creates a drive your team owns together. |
| DRIVE - SIDEBAR | |
| My Drive | Shows your own files. |
| Shared with me | Shows files others shared with you. |
| Recent | Shows files you used recently. |
| Starred | Shows files you starred. |
| Trash | Shows files you deleted. |
| (shared drive name) | Opens that shared drive. |
| Open the Drive of (mailbox) | Opens the Drive of another mailbox linked to your inbox. |
| DRIVE - TOOLBAR | |
| List view / Grid view | Switches between a list and large tiles. |
| (folder path) | Jumps back to that folder. |
| N members | Shows and manages who is in this shared drive. |
| Rename or delete this shared drive | Renames or deletes the shared drive. |
| Share folder | Shares this folder with people. |
| Empty trash | Deletes everything in the trash forever. |
| Go to My Drive | Goes back to your own files. |
| DRIVE - SELECTED FILES | |
| Download / Download .zip | Downloads the selected items, several as one zip file. |
| Move | Moves the selected items to another folder. |
| Trash | Moves the selected items to the trash. |
| Restore | Brings the selected items back from the trash. |
| DRIVE - FILE MENU | |
| Open in Docs / Sheets / Slides | Opens the file in the editor. |
| Open | Opens the folder. |
| Download | Downloads the file. |
| Download as .zip | Downloads the folder as one zip file. |
| Share | Shares the file or folder with people or by link. |
| Rename | Changes the name. |
| Move | Moves it to another folder. |
| Make a copy | Makes a copy in the same place. |
| Add star / Remove star | Stars it so it shows in Starred, or unstars it. |
| Versions | Shows earlier versions of the file. |
| Details & activity | Shows details and who did what with it. |
| Move to trash | Moves it to the trash. |
| Restore | Brings it back from the trash. |
| Delete forever | Deletes it for good; this can't be undone. |
| DRIVE - FILE PREVIEW | |
| Share | Shares the file with people or by link. |
| Edit in Docs / Open in Docs | Opens the file in Docs, Sheets or Slides. |
| Download | Downloads the file. |
| DRIVE - SHARE WINDOW | |
| Can view / Can edit | Picks what the people you add can do. |
| Send an email | Emails the people you share with. |
| Share | Shares the file with the people you typed. |
| Remove | Takes away that person's access. |
| Password | Protects the link with a password. |
| Create link | Creates a download link and copies it. |
| Copy | Copies that link. |
| Turn off link | Stops that link from working. |
| DRIVE - MOVE WINDOW | |
| My Drive | Shows folders in your own Drive. |
| (shared drive name) | Shows folders in that shared drive. |
| All drives | Goes back to the list of drives. |
| (folder) | Opens that folder. |
| Cancel | Closes without moving. |
| Move to (folder) | Moves the items into the chosen folder. |
| DRIVE - VERSIONS AND SHARED DRIVES | |
| Download this version | Downloads that earlier version. |
| Restore | Makes that earlier version the current one. |
| Add | Adds people to the shared drive. |
| Manager / Can edit / Can view / Remove | Changes a member's role, or removes them. |
| Delete shared drive | Deletes the shared drive. |
| Cancel | Closes without saving. |
| Save / Create | Saves the name. |
| DRIVE - UPLOADS | |
| Cancel | Stops that upload. |
| DRIVE - ATTACH FROM DRIVE | |
| My Drive | Shows files in your own Drive. |
| Recent | Shows files you used recently. |
| Shared with me | Shows files others shared with you. |
| (file) | Selects the file to attach. |
| Cancel | Closes without attaching. |
| Attach | Attaches the selected files to your email. |
| DOCS, SHEETS AND SLIDES - TOP BAR | |
| Back to Drive | Closes the file and returns to Drive. |
| Download | Downloads the file to your computer. |
| EMA | Opens EMA help: summarize, rewrite, formulas, slide outlines. EMA |
| DOCS, SHEETS AND SLIDES - EMA PANEL | |
| Summarize | Shows the summary tool. EMA |
| Rewrite | Shows the rewrite tool. EMA |
| Formula | Shows the formula tool in Sheets. EMA |
| Slide outline | Shows the slide outline tool in Slides. EMA |
| Summarize this document / Summarize again | Writes a short summary of the file. EMA |
| Rewrite | Rewrites the text you pasted. EMA |
| Shorten | Makes the text you pasted shorter. EMA |
| Make an outline | Turns your notes into a slide outline. EMA |
| Write the formula | Writes a formula for what you described. EMA |
| Put in selected cell | Puts the formula in the selected cell. EMA |
| Copy | Copies the result. EMA |
| Add to the file / Replace selection | Puts the result into your file. EMA |
| Close | Closes the EMA panel. EMA |
| TASKS - LISTS | |
| Calendar | Opens the Calendar. |
| New list | Creates a new task list. |
| (list name) | Opens that task list. |
| List options | Opens the menu for this list. |
| Rename list | Changes the list's name. |
| Delete completed tasks | Removes all checked-off tasks from this list. |
| Delete list | Deletes the list and its tasks. |
| Cancel | Closes without saving. |
| Create / Save | Creates the list or saves its new name. |
| TASKS - TASKS | |
| Add | Adds the task you typed. |
| Mark as done / Mark as not done | Checks the task off, or opens it again. |
| Completed (N) | Shows or hides finished tasks. |
| TASKS - TASK DETAILS | |
| Today | Sets the task to be due today. |
| Tomorrow | Sets the task to be due tomorrow. |
| Next week | Sets the task to be due in a week. |
| Add a time | Adds a time to the due date. |
| Remove the time | Keeps the date but removes the time. |
| No date | Removes the due date. |
| Delete | Deletes the task. |
| Done | Closes the task details. |
| NOTES - SIDEBAR | |
| Notes | Shows your notes. |
| Reminders | Shows notes with a reminder. |
| (label) | Shows notes with that label. |
| Edit labels | Adds, renames or deletes labels. |
| Archive | Shows notes you archived. |
| Trash | Shows notes you deleted. |
| Empty trash | Deletes every note in the trash for good. |
| Clear search | Empties the search box. |
| NOTES - NEW NOTE | |
| New list | Starts a new note with checkboxes. |
| Remind me | Sets a reminder for the note. |
| Background color | Changes the note's color. |
| Show checkboxes / Hide checkboxes | Turns the note into a checklist, or back to text. |
| List item | Adds another line to the checklist. |
| Remove | Removes that checklist line. |
| Close | Saves the note and closes it. |
| NOTES - NOTE CARD AND OPEN NOTE | |
| Pin / Unpin | Keeps the note at the top, or unpins it. |
| Done | Checks off that checklist item. |
| Opens the email this note was saved from. | |
| Archive / Unarchive | Moves the note to the archive, or back. |
| Delete | Moves the note to the trash. |
| Restore | Brings the note back from the trash. |
| Delete for good | Deletes the note forever. |
| Labels | Adds or removes labels on the note. |
| Create “(name)” | Creates a new label and adds it. |
| Remove reminder | Removes the note's reminder. |
| Remove (label) | Takes that label off the note. |
| Open the email | Opens the email this note was saved from. |
| Close | Closes the note. |
| NOTES - REMINDERS AND LABELS | |
| Later today | Reminds you later today. |
| Tomorrow morning | Reminds you tomorrow morning. |
| Next week | Reminds you next week. |
| Save | Sets the reminder for the date and time you chose. |
| Remove | Removes the reminder. |
| Add | Creates the label you typed. |
| Delete label | Deletes the label; your notes stay. |
| Done | Closes label editing. |
| NOTES - FROM AN EMAIL | |
| Save as note | Saves the open email as a note. |
| SIDEBAR - APPS | |
| Notes | Opens Notes. |
| Wiki | Opens your company wiki. Seal · Crest |
| Flows | Opens Flows, your automatic actions. Seal · Crest |
| FORMS - FORM LIST | |
| New form | Starts a new form from a template. |
| (template) | Creates a form from that template. |
| Make a copy | Copies the form. |
| Delete | Deletes the form. |
| Cancel | Closes the template list. |
| FORMS - FORM EDITOR | |
| Back to forms | Goes back to your list of forms. |
| Preview | Opens the form as people will see it. |
| Questions | Shows the form's questions. |
| Settings | Shows who can answer and when. |
| Share | Shows the form's link and QR code. |
| Answers | Shows the answers people sent. |
| + Add a question... | Adds a new question of the type you pick. |
| Section | Adds a section heading. |
| Move up | Moves the question up. |
| Move down | Moves the question down. |
| Duplicate | Makes a copy of the question. |
| Delete | Deletes the question. |
| Add option | Adds another answer choice. |
| Remove option | Removes that answer choice. |
| Required | Makes people answer this question. |
| FORMS - SETTINGS | |
| Anyone with the link | Lets anyone with the link answer. |
| Only people in my company, signed in | Lets only signed-in people in your company answer. |
| Accepting answers | Opens or closes the form for answers. |
| No closing date | Removes the closing date. |
| One answer per person | Allows each person only one answer. |
| Collect email addresses | Asks people for their email address. |
| Email me on each answer | Emails you a notice when someone answers. |
| FORMS - SHARE | |
| Copy | Copies the form link. |
| Open | Opens the form in a new tab. |
| Download | Downloads the QR code picture. |
| FORMS - ANSWERS | |
| Summary | Shows all answers summed up with charts. |
| Each answer | Shows answers one by one. |
| CSV | Downloads all answers as a spreadsheet file. |
| Delete all | Deletes every answer. |
| Delete this answer | Deletes that one answer. |
| Show more | Loads more answers. |
| WIKI - PAGES LIST | |
| Pages | Opens the page list on a phone. Seal · Crest |
| New page | Creates a new top-level page. Seal · Crest |
| Trash | Shows deleted pages. Seal · Crest |
| Create the first page | Creates your wiki's first page. Seal · Crest |
| Fold / Unfold | Hides or shows the pages inside. Seal · Crest |
| (page) | Opens that page. Seal · Crest |
| Add a page inside | Creates a new page inside this one. Seal · Crest |
| More | Opens moving options for the page. Seal · Crest |
| Move up | Moves the page up the list. Seal · Crest |
| Move down | Moves the page down the list. Seal · Crest |
| Move to… | Moves the page under another page. Seal · Crest |
| Cancel | Closes without moving. Seal · Crest |
| (search result) | Opens the page you searched for. Seal · Crest |
| WIKI - PAGE | |
| (breadcrumb) | Opens that parent page. Seal · Crest |
| Edit | Opens the page for editing. Seal · Crest |
| Share | Sets who can see and edit the page. Seal · Crest |
| More | Opens more options for the page. Seal · Crest |
| Page history | Shows earlier versions of the page. Seal · Crest |
| Add a page inside | Creates a new page inside this one. Seal · Crest |
| Copy link | Copies a link people in your company can open. Seal · Crest |
| Move to trash | Moves the page to the trash. Seal · Crest |
| (sub-page) | Opens a page inside this one. Seal · Crest |
| WIKI - PAGE EDITOR | |
| Bold | Makes text bold. Seal · Crest |
| Italic | Makes text italic. Seal · Crest |
| Underline | Underlines text. Seal · Crest |
| Strike-through | Crosses text out. Seal · Crest |
| Heading | Turns the line into a heading. Seal · Crest |
| Quote | Formats the text as a quote. Seal · Crest |
| Code | Formats the text as code. Seal · Crest |
| Line | Adds a dividing line. Seal · Crest |
| Link to a website | Links the selected text to a web address. Seal · Crest |
| Link to another wiki page | Links to another page in the wiki. Seal · Crest |
| Add a picture (up to 5 MB) | Adds a picture to the page. Seal · Crest |
| Undo | Undoes your last change. Seal · Crest |
| Redo | Redoes what you undid. Seal · Crest |
| Cancel | Stops editing without saving. Seal · Crest |
| Save | Saves the page. Seal · Crest |
| WIKI - HISTORY, SHARING AND TRASH | |
| Restore this version | Brings back the chosen earlier version. Seal · Crest |
| Close | Closes the window. Seal · Crest |
| Everyone in the company | Lets everyone in your company see the page. Seal · Crest |
| Only these people | Limits seeing or editing to the people you add. Seal · Crest |
| Everyone who can see it | Lets everyone who can see it also edit. Seal · Crest |
| Save | Saves who can see and edit the page. Seal · Crest |
| Cancel | Closes without saving. Seal · Crest |
| Restore | Brings the page back from the trash. Seal · Crest |
| Delete for good | Deletes the page forever. Seal · Crest |
| FLOWS - FLOW LIST | |
| New flow | Starts a new automatic action. Seal · Crest |
| Make your first flow | Starts your first automatic action. Seal · Crest |
| On / Paused | Turns the flow on or pauses it. Seal · Crest |
| FLOWS - FLOW EDITOR | |
| All flows | Goes back to your list of flows. Seal · Crest |
| Test run | Runs the flow now on a recent example. Seal · Crest |
| Save / Make flow | Saves the flow. Seal · Crest |
| New email | Runs the flow when a new email arrives. Seal · Crest |
| Form answer | Runs the flow when someone answers a form. Seal · Crest |
| Event soon | Runs the flow shortly before an event. Seal · Crest |
| Schedule | Runs the flow at set times. Seal · Crest |
| Add a condition | Adds a rule the item must match. Seal · Crest |
| Remove | Removes that condition. Seal · Crest |
| + Add a step… | Adds an action for the flow to do. Seal · Crest |
| Up | Moves the step earlier. Seal · Crest |
| Down | Moves the step later. Seal · Crest |
| Remove this step | Deletes that step. Seal · Crest |
| Delete flow | Deletes the flow. Seal · Crest |
| FLOWS - STEPS YOU CAN ADD | |
| Move the email | Moves the email to a folder. Seal · Crest |
| Add a label | Adds a label to the email. Seal · Crest |
| Mark as read | Marks the email as read. Seal · Crest |
| Forward it (inside the company) | Forwards the email to someone in your company. Seal · Crest |
| Post in a chat space | Posts a message in a chat space. Seal · Crest |
| Create a task | Adds a task to your tasks. Seal · Crest |
| Send me a notice | Sends you a notice. Seal · Crest |
| Send an email (inside the company) | Sends an email to people in your company. Seal · Crest |
| Call a webhook | Sends the details to an outside web address. Crest |
Call Officially and Settings
Every control in a meeting, and every settings page.
| CALL - WELCOME PAGE | |
|---|---|
| Start a meeting | Signs you in or creates a free account, then starts a meeting. Free account |
| Sign in | Opens sign-in for your MailOfficially or Call Officially account. |
| My meetings | Takes you to your meetings home when you are already signed in. |
| Join | Opens the meeting from the code or link you pasted. |
| Voice first / Features / Security / FAQ | Scrolls down to that part of the page. |
| FAQ questions | Opens or closes the answer to that question. |
| CALL - SIGN IN | |
| Continue | Checks your email and moves to the password or code step. |
| Continue with WorkOfficially | Signs you in with your WorkOfficially account. |
| Create my account | Creates your free Call Officially account using the emailed code. Free account |
| Sign in | Signs you in with the code or password you entered. |
| Send a new code | Emails you a fresh 6-digit code. |
| Change | Goes back so you can fix the email address. |
| Use a different email | Starts sign-in again with another email address. |
| Forgot password? | Opens MailOfficially so you can reset your password. |
| Verify | Checks your 2-step code and finishes signing in. |
| Use a recovery code instead | Lets you type a saved recovery code instead of an app code. |
| Use the authenticator app | Switches back to typing your authenticator app code. |
| Use my passkey | Continues on mailofficially.com to sign in with your passkey. |
| Continue on mailofficially.com | Signs in with your passkey there and brings you straight back. |
| Continue as (your name) | Signs you in with one tap using the account already open. |
| Use another account | Opens sign-in so you can pick a different account. |
| Close | Closes the sign-in box. |
| CALL - MEETINGS HOME | |
| New meeting | Opens the menu for starting or planning a meeting. |
| Start an instant meeting | Creates a meeting and opens it right now. |
| Create a meeting for later | Creates a meeting link you can share and use later. |
| Invite people by email | Sends people a calendar invitation with the meeting link. |
| Open in Calendar | Opens your calendar to pick a time for the call. |
| More options | Sets a name, custom link, encryption and who can walk in. |
| Join | Opens the meeting from the code or link you typed. |
| Copy / Copy link | Copies the meeting link so you can paste it anywhere. |
| Share link | Shows the link with quick ways to share it. |
| Invite by email | Opens the email invitation form for this meeting. |
| Start | Opens your personal room so you can start a call. |
| Invite | Emails people an invitation to your personal room. |
| Customize link / Change link | Gives your room or meeting an easy name in its link. |
| Change short name | Changes your company's short name used in meeting links. |
| Join / Rejoin | Opens that meeting, or goes back into a recent call. |
| Invite people by email (envelope icon) | Emails a calendar invitation for that meeting. |
| Customize the link (pencil icon) | Changes the easy-to-remember name in that meeting's link. |
| Delete this meeting link (trash icon) | Deletes the meeting link so nobody can join with it. |
| Close | Hides the new meeting link card. |
| About Call Officially | Opens the page explaining Call Officially. |
| MailOfficially | Goes back to your MailOfficially mailbox. |
| Sign out | Signs you out of Call Officially. |
| CALL - NEW MEETING AND LINKS | |
| Name (optional) | Gives the meeting a title people will see. |
| Custom link (optional) | Picks an easy name for the link and checks it is free. |
| Change (company part) | Changes the company part of your meeting links. |
| Save company name | Saves the new company part used in links for everyone. |
| Who can walk in without asking | Chooses who joins straight away and who must ask first. |
| Encrypt end to end | Encrypts the meeting end to end: the key is only in the full link, so our servers can't see or hear it. Recording, transcripts, AI notes and dial-in are off. |
| Get a link | Creates the meeting and shows its link without starting it. |
| Start now | Creates the meeting and opens it straight away. |
| Remove name | Removes the custom name; the code link keeps working. |
| Save | Saves your changes. |
| Cancel | Closes without saving. |
| CALL - INVITE AND SHARE | |
| Share link (tab) | Shows the meeting link to copy or send. |
| Invite by email (tab) | Shows the form for emailing a calendar invitation. |
| Remove (x on an address) | Takes that person off the invitation list. |
| When / Length | Sets the date, time and length of the meeting. |
| Send from | Chooses which of your addresses sends the invitation. |
| Send invitation | Emails a calendar invitation with the join link. |
| Copy | Copies the link and joining text. |
| Share | Opens your device's share menu with the meeting link. |
| Opens WhatsApp with the meeting link ready to send. | |
| Text message | Opens a text message with the meeting link ready to send. |
| Done | Closes the share window. |
| Cancel | Closes without sending. |
| CALL - BEFORE YOU JOIN | |
| Turn on / Turn off microphone | Switches your microphone on or off before you join. |
| Turn on / Turn off camera | Switches your camera on or off before you join. |
| Background and effects | Shows background blur and picture choices. |
| Microphone / Speaker / Camera / Check | Opens your audio and video device choices. |
| Microphone, Speaker, Camera lists | Chooses which device to use in the call. |
| Test / Test speaker | Plays a short tune so you can check your sound. |
| Reduce background noise | Filters out keyboard, fan and street noise from your microphone. |
| Close | Hides the device or background panel. |
| Use | Uses the full link you pasted to unlock an encrypted meeting. |
| Join now | Joins the meeting straight away. |
| Ask to join | Asks someone in the call to let you in. |
| Cancel | Stops asking to join. |
| Ask again | Sends a new request to join after being declined. |
| Were you invited by email? Check it’s you | Lets invited guests confirm their email to walk straight in. |
| Send code | Emails a 6-digit code to the invited address. |
| Change | Goes back so you can fix the email address. |
| Send a new code | Emails you a fresh 6-digit code. |
| Sign in | Signs in so you join with your own account. |
| CALL - TOOLBAR | |
| Turn off / Turn on microphone | Mutes or unmutes you (Ctrl + D). |
| Audio settings (arrow) | Picks your microphone or speaker, or opens audio settings. |
| Turn off / Turn on camera | Stops or starts your video (Ctrl + E). |
| Video settings (arrow) | Picks your camera, or opens backgrounds and video settings. |
| Switch camera | Swaps between your phone's front and back camera. |
| Raise hand / Lower hand | Lets the host know you want to speak. |
| Send a reaction | Shows quick emoji reactions you can send to everyone. |
| React (emoji) | Floats that emoji across the screen for everyone. |
| Present your screen / Stop presenting | Shares your screen, a window or a tab with everyone. |
| More options | Opens layout, recording, captions, settings and more. |
| Leave call | Leaves the meeting; hosts can also end it for everyone. |
| Minimize call | Keeps the call in a small window while you use other apps. |
| Meeting details | Shows the joining link and ways to invite people. |
| People | Shows everyone in the call and anyone waiting (Ctrl + Alt + P). |
| Chat | Opens in-call messages (Ctrl + Alt + C). |
| Host controls | Opens meeting safety and permission settings for hosts. |
| Your connection (signal bars) | Opens details about your connection quality. |
| CALL - MORE OPTIONS MENU | |
| Polls and Q&A | Opens polls and audience questions for this call. |
| Whiteboard / Close the whiteboard | Opens or closes a shared drawing board. |
| Breakout rooms | Lets hosts split the call into smaller rooms. Seal · Crest |
| Ask the host for help | Asks the host to come to your breakout room. Seal · Crest |
| Record the call | Starts recording the call; hosts only. |
| Stop recording | Stops the recording and saves it to Drive. |
| Turn on the transcript / Turn off the transcript | Starts or stops writing down what people say. |
| Show captions / Hide captions | Shows live captions on screen while the transcript is on. |
| Auto / Tiled / Spotlight / Sidebar | Changes how people's videos are arranged on your screen. |
| Hide my own tile | Hides your own video from your screen. |
| Backgrounds and blur | Opens background blur and picture choices. |
| Audio only (saves data) | Stops receiving video so voice stays clear on slow internet. |
| Present your screen | Shares your screen with everyone (on phones). |
| Full screen | Fills your whole screen with the call. |
| Picture-in-picture | Pops the call into a small always-on-top window. |
| Connection details | Shows your connection quality and speeds. |
| Settings | Opens audio, video, background and connection settings. |
| Keyboard shortcuts | Lists the keyboard shortcuts for calls. |
| Tiles per page | Changes how many people fit on one page of tiles. |
| CALL - LEAVING | |
| Leave the call | Leaves the meeting; it carries on for everyone else. |
| End the call for everyone | Ends the meeting for all participants; hosts only. |
| Rejoin | Goes back into the meeting you just left. |
| Return to Call home | Takes you to your meetings home. |
| Back to Call | Takes you to your meetings home from a broken link. |
| Try again | Tries connecting to the call again. |
| CALL - VIDEO TILES | |
| Options (on a tile) | Opens pin, full screen and host options for that person. |
| Pin for me / Unpin | Keeps that person large on your screen only. |
| Full screen | Shows that person's video on your whole screen. |
| Stop presenting | Stops sharing your screen. |
| Minimize / Show yourself | Shrinks or brings back your own small video. |
| Previous people / More people | Moves between pages of video tiles. |
| CALL - HOST CONTROLS | |
| Spotlight for everyone / Remove spotlight | Makes one person large on everyone's screen. |
| Mute microphone | Mutes that person's microphone. |
| Ask to unmute | Asks that person to turn their microphone back on. |
| Turn off camera | Turns off that person's camera. |
| Make co-host / Remove co-host | Gives or takes away host powers; meeting owner only. |
| Remove from call | Removes the person; they cannot rejoin this meeting. |
| Stop this presentation | Stops someone else's screen share. |
| Lock the meeting | Stops anyone new joining without a host letting them in. |
| Who can walk in without asking | Chooses who joins straight away and who waits. |
| Send chat messages | Lets everyone, not just hosts, send chat messages. |
| Present their screen | Lets everyone share their screen; off means hosts only. |
| Mute their microphone | Mutes people automatically when they join. |
| Email the notes to | Chooses who gets the notes email after the call. |
| Add an AI summary with decisions and action items | Adds an AI summary to the notes email. EMA |
| Recording (chip) | Shows the call is recorded; hosts can click to stop. |
| Transcript (chip) | Turns live captions on or off. |
| Everyone who joined / Only me | Chooses who receives the recording after the call. |
| Start recording | Starts recording; everyone sees that the call is recorded. |
| Cancel | Closes without recording. |
| CALL - PEOPLE AND WAITING ROOM | |
| Search for people | Finds a person in the call by name. |
| Mute everyone | Mutes every microphone in the call; hosts only. |
| Lower all hands | Puts down every raised hand; hosts only. |
| Admit / Deny | Lets one waiting person in, or turns them away. |
| Admit all / Deny all | Lets everyone waiting in, or turns them all away. |
| View all | Opens the People panel to see everyone waiting. |
| Options | Opens host actions for that person. |
| CALL - IN-CALL ALERTS | |
| Audio only | Stops receiving video so your voice stays clear. |
| Turn video back on | Starts receiving video again. |
| Turn sound on | Plays call sound after your browser paused it. |
| Unmute | Turns on your microphone when the host asks. |
| Stay muted | Keeps your microphone off and closes the request. |
| Open / Vote / Join | Jumps straight to the chat, poll, whiteboard or room mentioned. |
| CALL - CHAT AND FILES | |
| Share a file | Sends a file up to 64 MB to everyone in the call. |
| Send | Sends your message to everyone in the call. |
| File in chat | Downloads the shared file to your device. |
| Close | Closes the side panel. |
| CALL - MEETING DETAILS | |
| Copy link | Copies the meeting link. |
| Email invite | Opens a new email with the meeting link filled in. |
| Share | Opens your device's share menu with the meeting link. |
| Ring | Rings colleagues' phones and browsers with a button to join. |
| CALL - POLLS AND Q&A | |
| Polls (tab) | Shows the polls in this call. |
| Questions (tab) | Shows questions people asked the host. |
| New poll | Starts writing a new poll; hosts only. |
| Add an answer | Adds another answer choice to the poll. |
| Remove answer | Deletes that answer choice. |
| People can pick more than one | Lets voters choose several answers. |
| Anonymous (nobody sees who voted for what) | Hides who voted for which answer. |
| Start poll | Sends the poll to everyone in the call. |
| Vote / Change vote | Sends your choice, or updates it. |
| Change my vote | Lets you pick a different answer while the poll is open. |
| Close poll | Stops voting and keeps the results. |
| Delete | Deletes the poll and its results. |
| Ask without my name | Posts your question without showing your name. |
| Ask | Posts your question for the host. |
| Thumbs up / Remove thumbs up | Votes a question up so it rises to the top. |
| Mark answered / Not answered | Marks a question as answered or reopens it; hosts only. |
| Hide / Show | Hides a question from others or shows it again; hosts only. |
| Cancel | Closes without saving. |
| CALL - WHITEBOARD | |
| Pen / Highlighter / Line / Arrow | Picks a drawing tool. |
| Rectangle / Circle / Text | Draws a shape or adds text to the board. |
| Eraser (removes whole lines) | Rubs out a whole line you tap. |
| Color | Chooses the drawing color. |
| Thin / Medium / Thick | Chooses the line thickness. |
| Undo | Takes back your last change (Ctrl + Z). |
| Clear for everyone | Wipes the whole board for everyone; hosts only. |
| Save as image | Downloads the board as a picture. |
| Save to Drive | Saves the board to Drive and shares it in the chat. |
| Show to everyone | Opens the whiteboard on everyone's screen; hosts only. |
| Close the whiteboard | Closes the board; hosts can put it away for everyone. |
| CALL - BREAKOUT ROOMS | |
| Rooms | Chooses how many breakout rooms to make. Seal · Crest |
| Timer | Sets how long rooms stay open before everyone returns. Seal · Crest |
| Split people automatically | Shares people evenly across the rooms at random. Seal · Crest |
| Room for (person) | Puts that person in a chosen room. Seal · Crest |
| Open the rooms | Opens the rooms and moves people into them. Seal · Crest |
| Send to everyone | Sends your message to every breakout room. Seal · Crest |
| Done | Clears a help request once you have handled it. Seal · Crest |
| Join this room | Moves you into that breakout room. Seal · Crest |
| Back to the main room / Main room | Takes you back to the main meeting. Seal · Crest |
| Move (person) | Moves that person to another room. Seal · Crest |
| Bring everyone back | Closes the rooms and returns everyone to the main room. Seal · Crest |
| Ask for help | Asks the host to come to your room. Seal · Crest |
| Manage | Opens the breakout rooms panel; hosts only. Seal · Crest |
| CALL - CALL SETTINGS | |
| Audio / Video / Backgrounds / Connection (tabs) | Switches between the settings pages. |
| Microphone / Speaker / Camera | Chooses which device the call uses. |
| Test / Test speaker | Plays a short tune through your speaker. |
| Reduce background noise | Filters out keyboards, fans and street noise. |
| Video quality I send | Chooses auto, high quality or data saver for your video. |
| Mirror my video | Flips your own view of yourself; others are not affected. |
| None / Slight blur / Blur | Removes your background effect or blurs your room. |
| Background pictures | Puts a picture behind you. |
| Your picture | Uses your own photo as your background. |
| Close | Closes the settings window. |
| SETTINGS - TABS | |
| General | Theme, reading pane, time zone and everyday options. |
| Appearance | Colors, fonts, inbox list, sidebar and sounds. |
| Signature | Your email signature for each address. |
| Sending | Sender name, undo send and addresses you send from. |
| Templates | Saved replies you can insert while writing. Advanced |
| Rules | Sorts incoming mail automatically. |
| Blocked people | People blocked in chat and email. |
| New senders | Screens email from people you have never written to. |
| Hide my email | Random addresses that hide your real one. |
| Forwarding | Sends a copy of all new mail elsewhere. |
| Out of office | Automatic replies while you are away. |
| Delegation | Lets a colleague read or reply to your mail. |
| Team inboxes | Shared mailboxes like support@ for a team. |
| Mail merge | Sends a personal email to each person on a list. |
| Move my mail | Copies mail from your old provider. |
| Notifications | Chooses how each kind of alert reaches you. |
| Features | Shows which features your plan includes. |
| EMA | Turns AI email helpers on or off. EMA |
| Download my data | Makes a zip copy of your data. |
| Security | 2-step verification, passkeys, app passwords and sign-ins. |
| Account | Profile photo, recovery email and password. |
| Quick steps | Buttons that do several email actions at once. |
| SETTINGS - GENERAL | |
| Theme | Chooses light, dark or match your device. |
| Density | Shows the email list roomy or compact. |
| Reading pane | Shows emails beside the list, below it, or full screen. |
| Open Appearance | Opens the Appearance tab for more look options. |
| Time zone | Sets the time zone used for your times and dates. |
| Use (detected zone) | Switches to the time zone of this device. |
| Date format / Time format | Chooses how dates and times are shown. |
| Conversation view | Groups replies together with the original email. |
| Remote images | Chooses whether pictures from other websites load in emails. Advanced |
| Keyboard shortcuts | Turns mail keyboard shortcuts on or off. |
| Desktop notifications | Shows alerts for new mail while MailOfficially is open. |
| Daily summary | Sends a short weekday morning email of what needs you. |
| SETTINGS - APPEARANCE | |
| Light or dark | Chooses light, dark or match your device. |
| Style | Picks a ready-made color style. |
| Accent color / Custom | Chooses the color of buttons and highlights. |
| Background | Chooses the color or picture behind your mail. |
| Upload a photo / My photo | Uses your own photo as the background. |
| Change photo / Remove photo | Replaces or removes your background photo. |
| Sidebar color | Makes the sidebar light, dark or your accent color. |
| Text size / Font / Corners | Changes text size, typeface and button corner shape. |
| Density / Reading pane | Changes list spacing and where emails open. |
| Profile pictures | Shows or hides people's pictures in the list. |
| Preview line | Shows the first words of each email. |
| Attachment clip | Shows a clip on emails with attachments. |
| Quick buttons when pointing at an email | Shows archive, delete and other buttons on hover. |
| Unread emails | Marks unread emails in bold, with a dot, or both. |
| Order | Shows newest or oldest emails first. |
| Unread on top | Keeps unread emails at the top of the list. |
| Inbox tabs | Chooses which inbox tabs appear; uncheck all for one list. |
| Week starts on | Sets the first day of the week in your calendar. |
| Move up / Move down | Reorders apps in the sidebar. |
| Hide / Show | Hides or shows an app in the sidebar. |
| Font / Size / Text color (writing) | Sets how your new emails look. |
| Reply button | Makes Reply answer just the sender or everyone. |
| New email window opens | Opens new emails small, large or full screen. |
| Mark as read | Chooses when opened emails count as read. |
| After archive or delete | Chooses what shows after you archive or delete. |
| Text size of emails | Changes the text size inside open emails. |
| New mail sound / Play | Chooses the new mail sound and plays a sample. |
| Only for emails from people | Skips sounds and pop-ups for newsletters and receipts. |
| Quiet hours | Silences sounds and pop-ups during the times you set. |
| Reset to the standard look | Undoes all your appearance changes. |
| SETTINGS - SIGNATURE AND SENDING | |
| Signature for | Chooses which address's signature you are editing. |
| Add logo or picture | Adds a logo or picture to your signature. |
| Save signature | Saves the signature for that address. |
| Also add on replies and forwards | Adds your signature to replies and forwards too. |
| Display name (sender name) | Sets the name people see when you email them. |
| Delay before sending | Gives you a few seconds to undo a sent email. |
| Send as | Lists your other addresses you can send from. |
| Default address | Chooses which address new emails come from. |
| SETTINGS - TEMPLATES | |
| New template | Starts a new saved reply. Advanced |
| Edit | Changes that template. Advanced |
| Delete (trash icon) | Deletes that template. Advanced |
| Save / Cancel | Saves the template, or closes without saving. Advanced |
| SETTINGS - RULES | |
| Add rule | Adds a new rule for sorting incoming mail. |
| On/off switch | Turns that rule on or off. |
| Up / Down arrows | Changes the order rules run in. |
| Delete (trash icon) | Removes that rule, condition or action. |
| all / any | Chooses whether every condition or just one must match. |
| condition | Adds another condition to check. |
| action | Adds another thing the rule should do. |
| Save rules | Saves and switches on your rules. |
| SETTINGS - BLOCKED PEOPLE AND NEW SENDERS | |
| Block | Sends all mail from that address or domain to Spam. |
| Unblock | Lets that person's email or chat messages reach you again. |
| Screen new senders | Holds email from unknown senders until you decide. |
| Accept all | Lets every waiting sender into your inbox. |
| Accept | Lets this sender's emails come straight to your inbox. |
| Block (new sender) | Sends this sender's emails to Spam. |
| SETTINGS - HIDE MY EMAIL | |
| New address | Makes a new random address and copies it. |
| Copy | Copies that address. |
| Pause / Turn on | Refuses mail to that address for now, or allows it again. |
| Delete | Deletes the address for good; mail to it will bounce. |
| SETTINGS - FORWARDING AND OUT OF OFFICE | |
| Forwarding | Turns forwarding of all new mail on or off. |
| Keep a copy here too (recommended) | Keeps forwarded mail in this mailbox as well. |
| Auto-reply | Turns your out-of-office reply on or off. |
| First day / Last day | Sets when the auto-reply starts and stops. |
| Reply to the same sender at most every | Limits how often one person gets your auto- reply. |
| Save | Saves your changes. |
| SETTINGS - DELEGATION AND TEAM INBOXES | |
| Can read and reply / Can only read | Chooses how much access the colleague gets. |
| Give access | Lets that colleague handle your mailbox. |
| Read and reply / Read only | Changes an existing helper's access. |
| Remove | Takes away that person's access to your mailbox. |
| Open | Opens the shared mailbox in All inboxes. |
| New team inbox | Shares a company mailbox with a team; admins only. |
| Edit | Changes the team name or members; admins only. |
| Stop sharing | Stops sharing that mailbox; no email is deleted. |
| Save / Cancel | Saves the team inbox, or closes without saving. |
| SETTINGS - MAIL MERGE | |
| Open a CSV file | Loads your list of people from a file. |
| {{column}} buttons | Inserts that person's detail into your message. |
| Send to (number) people | Sends each person their own personal email. |
| Stop | Stops sending the rest of the list. |
| Sent list | Shows who each email went to and who replied. |
| SETTINGS - MOVE MY MAIL | |
| Move from | Chooses your old email provider. Seal · Crest |
| Keep copying new mail every 20 minutes while I switch over | Keeps bringing new mail across until you switch. Seal · Crest |
| Start import | Starts copying your old mail into this mailbox. Seal · Crest |
| Log | Shows the details of that import. Seal · Crest |
| Pause / Resume | Pauses or restarts ongoing copying. Seal · Crest |
| Delete (trash icon) | Removes the import; mail already copied stays. Seal · Crest |
| Close | Hides the import log. Seal · Crest |
| SETTINGS - NOTIFICATIONS | |
| Bell only / Bell + phone / Bell + phone + email backup | Chooses how each kind of alert reaches you. |
| Try again | Reloads your notification settings. |
| SETTINGS - EMA | |
| Summarize button | Shows a Summarize button at the top of emails. EMA |
| Help me write | Drafts or rewrites your emails from a short instruction. EMA |
| AI summaries in phone notifications | Shows a one-line summary in new mail alerts. EMA |
| Smart Compose | Suggests the next words in gray while you write. EMA |
| SETTINGS - DOWNLOAD MY DATA | |
| Included items (checkboxes) | Chooses what goes into your download. |
| Select all / Clear | Checks or unchecks everything. |
| Create export | Starts making your zip file. |
| Download | Downloads your finished zip file. |
| Stop / Delete | Stops making an export, or deletes a finished one. |
| SETTINGS - SECURITY | |
| Add a passkey on this device | Lets you sign in with Face ID, Touch ID or fingerprint. |
| Remove (passkey or app) | Removes that sign-in method after you confirm your password. |
| Set up an authenticator app | Shows a QR code to link an authenticator app. |
| Verify | Checks the 6-digit code and finishes app setup. |
| Make new codes | Creates new recovery codes; old ones stop working. |
| Copy / Download | Copies or saves your recovery codes. |
| I’ve saved them | Closes the recovery codes window. |
| Confirm / Cancel | Confirms with your password, or cancels. |
| Sign every email I send | Adds your certificate signature to every email. |
| Add certificate | Adds your email certificate for signing and encryption. |
| Remove (certificate) | Removes your email certificate. |
| Create | Makes a new app password for a mail app. |
| Copy | Copies the new app password. |
| Done | Closes the app password window. |
| Revoke | Stops that app password from working. |
| Sign out | Signs out that other device. |
| Sign out everywhere else | Signs out every device except this one. |
| SETTINGS - ACCOUNT | |
| Add photo / Change | Uploads or replaces your profile photo. |
| Remove photo | Removes your profile photo. |
| Save recovery email | Saves the address used to reset a forgotten password. |
| Change password | Changes your sign-in password. |
| SETTINGS - QUICK STEPS | |
| New quick step | Creates a button that does several email actions. |
| Move up / Move down | Changes the order of your quick steps. |
| Edit | Changes that quick step. |
| Delete | Deletes that quick step. |
| Add a step | Adds another action to the quick step. |
| Remove this step | Removes that action. |
| Save / Cancel / Close | Saves the quick step, or closes without saving. |
The admin console
For company owners and admins.
| SIDEBAR | |
|---|---|
| Organization | Switches the console to another organization you manage. |
| Menu | Opens the sidebar on a phone or small screen. |
| Open webmail | Opens your own mailbox in webmail. |
| Sign out | Signs you out of the admin console. |
| Close | Closes the open window without saving anything new. |
| Copy | Copies a password, key or address so you can paste it elsewhere. |
| UNIFIED INBOX | |
| Set up for someone | Starts bringing one person's own addresses together into one inbox. Enterprise |
| Who gets the unified inbox | Chooses the person whose addresses are brought into one inbox. Enterprise |
| All | Checks every address of that business for this person. Enterprise |
| None | Unchecks every address of that business for this person. Enterprise |
| Save (N addresses) | Links the checked addresses into the person's All inboxes view. Enterprise |
| Edit | Changes which of their addresses appear in that person's All inboxes. Enterprise |
| Turn off | Removes the unified inbox and its links for that person. Enterprise |
| OVERVIEW | |
| Mailboxes | Opens People, showing everyone with a mailbox. |
| Aliases | Opens Aliases & forwarding. |
| Admins | Opens the list of people with admin roles. |
| Access | Opens Security to see who can open mail and from where. |
| PEOPLE | |
| Search people | Filters the list by name or email address. |
| Import CSV | Adds many people at once from a spreadsheet file. |
| Add person | Creates a new mailbox for someone in your company. |
| Set the password myself | Lets you type the first password instead of a generated one. |
| Make them an admin of this organization | Gives the new person an admin role straight away. |
| Create mailbox | Creates the mailbox and shows the sign-in details once. |
| Choose CSV file | Picks the spreadsheet of people to check before importing. |
| Download template | Downloads a sample spreadsheet with the right columns. |
| Create N mailboxes | Creates every mailbox from the file that passed the check. |
| Download sign-in details | Downloads the new addresses and passwords as a spreadsheet. |
| Save changes | Saves the person's sender name and mailbox size. |
| Keep a copy in this mailbox | Keeps forwarded mail in this mailbox as well. |
| Save forwarding | Forwards this person's incoming mail to the addresses you entered. |
| Reset password | Makes a new password and signs them out everywhere. |
| Unlock sign-in | Lets them try again after too many wrong passwords or codes. |
| Reset 2-step | Clears their 2-step setup so they set it up again. |
| Suspend | Blocks sign-in and signs them out everywhere; mail is kept. |
| Reactivate | Lets a suspended person sign in again. |
| Make admin | Gives this person the Admin role. |
| Remove admin role | Takes away their admin role; the mailbox stays. |
| Remove app passwords (phones and desktop mail apps) | Also signs out mail apps on phones and computers. |
| Also reset the password | Also gives them a new password when signing them out. |
| Also reset 2-step verification (if the lost phone was their second step) | Also clears 2-step when their phone was lost. |
| Sign out everywhere | Ends every sign-in for this person right away. |
| Start offboarding | Opens the step-by-step Someone is leaving guide for this person. |
| Delete | Deletes the mailbox and all its mail after you type the address. |
| Sign out | Ends one browser, app, alert or app password sign-in for this person. |
| Recent sign-ins | Shows where and when this person signed in lately. |
| SOMEONE IS LEAVING | |
| Copy their email to | Chooses a colleague who receives a copy of the leaver's mailbox. |
| Hand Drive files to | Chooses a colleague who receives the leaver's Drive files. |
| Send it to someone else (for example their manager) | Sends new mail for the leaver to a colleague. |
| Send an automatic reply | Replies to senders that this person has left. |
| Remove from every group | Takes the leaver out of all company groups. |
| Suspend the account | Keeps the mailbox but nobody can sign in to it. |
| Delete the account | Deletes the mailbox and frees the user on your plan. A backup is kept for 30 days, then erased. |
| Next | Goes to the next step of the guide. |
| Back | Goes back one step to change your choices. |
| Start offboarding | Runs all the chosen steps and shows their progress. |
| GROUPS | |
| Create group | Makes a team address like sales@ that reaches every member. Seal · Crest |
| Remove | Takes one member or allowed sender off the group. Seal · Crest |
| Members can send and reply as | Lets members send and reply from the group address. Seal · Crest |
| Anyone | Lets people outside the company write to the group. Seal · Crest |
| Only people in the organization | Refuses mail to the group from outside the company. Seal · Crest |
| Only group members | Only members can write to the group. Seal · Crest |
| Only these people | Only the people or domains you list can write to it. Seal · Crest |
| Yes, add them | Confirms adding a member from outside your company. Seal · Crest |
| Delete group | Deletes the group; mail to its address stops arriving. Seal · Crest |
| Save | Saves the group's name, members and sending rules. Seal · Crest |
| ALIASES AND FORWARDING | |
| Add alias | Creates an extra address that delivers to one or more people. |
| Active | Pauses or turns back on an alias. |
| Edit | Changes who an alias delivers to and its note. |
| Delete | Deletes the alias; mail to it stops arriving. |
| Save | Saves the alias. |
| ADMINS | |
| Role | Changes the admin role of that person. |
| Remove | Takes away the person's admin role; their mailbox stays. |
| Grant | Gives the chosen person the chosen admin role. |
| Save details | Saves the organization name and recovery email. |
| SECURITY | |
| Require 2-step verification | Makes everyone add a passkey or authenticator app at next sign-in. Seal · Crest |
| Minimum password length | Sets the shortest password people may choose. Seal · Crest |
| Letters, numbers and symbols | Requires every new password to mix letters, numbers and symbols. Seal · Crest |
| Block passwords found in data breaches | Refuses passwords known from public data breaches. Seal · Crest |
| Passwords expire | Makes people choose a new password after the chosen time. Seal · Crest |
| Don’t reuse recent passwords | Stops people reusing their recent passwords. Seal · Crest |
| Change password at first sign-in | Makes new people pick their own password before reading mail. Seal · Crest |
| Save sign-in rules | Saves the sign-in rules above. Seal · Crest |
| Tracker protection | Removes tracking pixels and holds outside pictures until someone loads them. |
| Anywhere | Lets people open mail from any network. Crest |
| Company network only | Lets people open mail only from your office or company VPN. Crest |
| Add it | Adds the network you are on now to your company networks. Crest |
| Add | Adds the network address or range you typed. Crest |
| Trash icon | Removes that network from the list. Crest |
| Apply to phone & desktop mail apps | Also blocks mail apps outside your company networks. Crest |
| Save security settings | Saves who can open mail and from where. Crest |
| DEVICES | |
| Filter chips | Shows all devices, or only those needing approval, blocked, waiting wipe or breaking rules. |
| All kinds | Shows only Android, iPhone, Mac or Windows devices. |
| More | Shows more details about the device. |
| Approve | Lets a new device open company mail. |
| Block | Stops the device opening mail until you unblock it. |
| Unblock | Lets a blocked device open mail again. |
| Wipe | Removes company mail and files from the app on that device. |
| Cancel wipe | Cancels a wipe that has not happened yet. |
| Lost | Opens the steps for a lost or stolen device. |
| Mark as lost | Signs out, blocks and wipes the device, and tells the person. |
| Sign out | Ends the sign-in on that device or browser. |
| Remove | Removes the device from the list. |
| Use these | Fills in the recommended rules for healthcare companies. |
| Require a screen lock | Blocks devices without a PIN, password, fingerprint or face unlock. |
| Turn on App Lock | Makes the app ask for the phone unlock before showing mail. |
| Lock the app after | Sets how soon the app locks in the background. |
| Block rooted or jailbroken phones | Stops phones with removed protections opening company mail. |
| Off | Lets new devices open mail without approval. |
| New devices | Makes new devices wait for an admin to approve them. |
| Save rules | Saves the device rules. |
| Undo changes | Puts the device rules back as they were. |
| ANNOUNCEMENTS | |
| New announcement | Writes a message shown to everyone or chosen people. |
| Information | Marks the announcement as calm news. |
| Important | Marks the announcement in amber so it stands out. |
| Urgent | Marks the announcement in red for things that need action now. |
| Banner | Shows the announcement across the top of the app. |
| Pop-up | Shows the announcement in the middle of the screen. |
| People must click I've read this | Keeps showing it until each person confirms reading it. |
| Everyone in | Sends it to everyone in the organization, including people added later. |
| Chosen people and groups | Sends it only to the people and groups you pick. |
| Add | Adds the typed person to the audience. |
| Remove | Takes a person off the audience. |
| Send now | Publishes the announcement right away. |
| Schedule | Publishes the announcement at the start time you chose. |
| Save changes | Saves your edits to the announcement. |
| Not yet | Lists people who have not read it yet. |
| Seen / Confirmed | Lists people who have seen or confirmed it. |
| Remind | Sends a phone alert and email to everyone who has not read it. |
| Edit | Changes the announcement. |
| End now | Stops showing the announcement. |
| Delete | Deletes the announcement and its read history for everyone. |
| Keep | Cancels deleting the announcement. |
| OFFBOARDING | |
| Someone is leaving | Starts offboarding: choose who is leaving, then follow the steps. |
| Continue | Opens the Someone is leaving guide for the chosen person. |
| Stop the email copy | Stops copying a leaver's email; what was copied stays. |
| REPORTS | |
| 7 days / 30 days / 90 days | Changes the period the report covers. |
| People (CSV) | Downloads per-person usage as a spreadsheet. |
| Per day (CSV) | Downloads daily email totals as a spreadsheet. |
| Sent / Received / Storage / Last sign-in | Sorts the people list by that column. |
| MAIL SECURITY AND SPAM | |
| Alerts | Shows mailboxes slowed down for unusual sending and recent alerts. |
| Quarantine | Shows suspicious incoming mail held back from delivery. |
| Allow & block | Manages senders always allowed or always treated as spam. |
| Message trace | Finds out what happened to a particular email. |
| DMARC reports | Shows how mail claiming to be from your domains passes checks. |
| Let it send again | Lifts the sending slowdown on a mailbox that looked hacked. |
| Refresh | Reloads the list of held messages. |
| Not spam, deliver | Delivers the message and teaches the filter it is fine. |
| Deliver | Delivers the held message to its recipient. |
| Delete | Deletes the held message for good. |
| Block / Allow | Chooses whether the sender you add is blocked or allowed. |
| Add | Adds the sender or domain to the chosen list. |
| Remove | Takes a sender or domain off the list. |
| Search | Searches delivery results by address or message ID. |
| SECURITY ALERTS | |
| Sign out everywhere | Signs the person out everywhere and removes their app passwords. |
| Devices | Shows where that person is signed in. |
| Open Admins | Opens the Admins page to check a new admin. |
| Open People | Opens People to check the person's forwarding. |
| Resolved | Marks the alert as dealt with. |
| Dismiss | Closes the alert or report without action. |
| Reopen | Puts a closed alert or report back on the list. |
| Block sender | Sends this sender's email to Spam for the whole company. |
| Block domain | Sends email from that whole domain to Spam for everyone. |
| Delete from every mailbox | Finds the reported email in every mailbox and moves it to Trash. |
| Not phishing | Marks the reported email as safe. |
| Download email (.eml) | Downloads the reported email to look at it. |
| Remove message | Removes a reported chat message for everyone in the chat. |
| Check links when they are clicked | Turns safe links on or off for the whole company. |
| Save pictures when email arrives | Loads pictures privately so senders cannot tell when mail is opened. |
| Forwarding to outside the company | Turns this alert on or off. |
| Mass delete | Turns this alert on or off. |
| Sign-in from a new country | Turns this alert on or off. |
| Many failed sign-ins | Turns this alert on or off. |
| New admin or owner | Turns this alert on or off. |
| 2-step verification turned off | Turns this alert on or off. |
| Dangerous link clicked | Turns this alert on or off. |
| Phishing reported | Turns this alert on or off. |
| MAIL RULES | |
| Show decided / Show waiting | Switches between emails waiting for approval and ones already decided. Seal · Crest |
| Open | Opens a held email to review it. Seal · Crest |
| Approve and send | Approves the held email and sends it. Seal · Crest |
| Don’t send | Starts refusing the held email, with an optional reason. Seal · Crest |
| Don’t send it | Refuses the email and tells the sender why. Seal · Crest |
| Add a rule | Creates a rule that holds matching email for approval. Seal · Crest |
| On / Off | Turns an approval rule or a copy on or off. Seal · Crest |
| Change | Edits an approval rule. Seal · Crest |
| Delete | Deletes an approval rule or a copy of mail. Seal · Crest |
| Save rule | Saves the approval rule. Seal · Crest |
| Add | Starts sending a copy of chosen email to another company mailbox. Seal · Crest |
| Don’t let people send these file types | Blocks sending the listed attachment types. Seal · Crest |
| Add the suggested types | Adds the usual risky file types to the blocked list. Seal · Crest |
| Save | Saves the blocked attachment types. Seal · Crest |
| SIGNATURES AND DISCLAIMERS | |
| Add a company signature | Adds one company signature to everyone's outgoing email. |
| Bold / Italic | Formats the selected signature text. |
| Add a link | Turns the selected signature text into a link. |
| Remove link | Removes the link from the selected text. |
| Name / Job title / Department / Phone / Email / Company / Logo | Inserts that person detail into the signature. |
| HTML | Shows or hides the signature's HTML to edit it directly. |
| Start again | Puts back the standard company signature. |
| Use the company signature instead of their own | Everyone signs with the company signature only. |
| Add it under their own signature | Adds the company signature below each person's own. |
| Only for people without their own signature | Uses the company signature only for people without one. |
| Also on replies and forwards (otherwise new emails only) | Adds the signature to replies and forwards too. |
| Add a notice at the bottom of outgoing email | Adds your disclaimer text to outgoing email. |
| Use the healthcare (HIPAA) confidentiality notice | Fills in a ready-made healthcare confidentiality notice. |
| Only on email going outside the company | Adds the disclaimer only to email leaving the company. |
| On all email, inside the company too | Adds the disclaimer to every email. |
| Save | Saves the signature and disclaimer settings. |
| A reply / To someone outside / They have their own signature | Changes the preview to show that situation. |
| Save (person row) | Saves that person's job title, department and phone. |
| CONNECTED APPS | |
| Any app | Lets people use any app with Continue with MailOfficially, except blocked ones. |
| Only apps we allow | Only apps you mark as Allowed can be used. |
| Show who uses it | Lists people who signed in to that app. |
| Allowed / Blocked | Allows or blocks one app for your company. |
| Remove | Removes one person's sign-in to that app. |
| Block mail programs outside your company network | Lets mail programs work only from company networks. Crest |
| Show app passwords per person | Lists each person's app passwords and when they were last used. |
| Devices | Opens the Devices page. |
| Remove all | Removes all of a person's app passwords. |
| SENSITIVE DATA | |
| Check outgoing email for sensitive data | Turns on checks for sensitive data in outgoing email. Crest |
| Social Security numbers | Looks for Social Security numbers. Crest |
| Credit and debit card numbers | Looks for card numbers. Crest |
| Bank account details | Looks for bank account and routing numbers. Crest |
| Patient and member IDs | Looks for patient, member and insurance ID numbers. Crest |
| Dates of birth | Looks for dates of birth. Crest |
| + (add) | Adds your own word, ID format or exempt address. Crest |
| Warn the sender | Shows the sender what was found and lets them choose. Crest |
| Only as a protected email | Lets it go out only as a passcode-protected email. Crest |
| Block it | Stops the email leaving the company. Crest |
| Only email going outside the company | Checks only email leaving the company. Crest |
| All email, inside the company too | Checks every email, including internal ones. Crest |
| Save | Saves the sensitive data settings. Crest |
| Check | Tests pasted text to see what would be caught. Crest |
| COMPANY SIGN-IN | |
| Microsoft / Okta / Google / Other (OpenID Connect) / SAML 2.0 | Chooses your company's identity provider. Crest |
| Copy | Copies a setup value to paste into your identity provider. Crest |
| Use company sign-in | Adds a sign-in button for your company work accounts. Crest |
| Save | Saves your company sign-in settings. Crest |
| Test sign-in | Opens a test sign-in with a work account in a new tab. Crest |
| Company sign-in only | Makes everyone sign in through your identity provider only. Crest |
| Make a token / Make a new token | Creates a token so your provider can add and remove people. Crest |
| Turn off | Stops your identity provider adding and removing people. Crest |
| ARCHIVE AND LEGAL HOLD | |
| Turn on archiving (keep 7 years) | Starts keeping a protected copy of every company email. Crest |
| Keep archived email for | Sets how long archived email is kept. Crest |
| Stop archiving | Stops archiving new email; what is archived stays. Crest |
| Search | Searches the archive by words, people, subject and dates. Crest |
| Export matching email (.mbox) | Downloads every archived email matching the search. Crest |
| Download original (.eml) | Downloads the archived email as a file. Crest |
| Place a legal hold | Keeps chosen people's email from ever being removed. Crest |
| Place hold | Saves the legal hold. Crest |
| Release | Ends a legal hold so normal retention applies again. Crest |
| HEALTHCARE (HIPAA) | |
| Read the BAA | Shows the Business Associate Agreement. Crest |
| Print or save as PDF | Prints the agreement or saves it as a PDF. Crest |
| Turn on HIPAA setup | Starts accepting the agreement and switching on the healthcare rules. Crest |
| Accept and turn on | Signs the agreement and turns on the healthcare rules. Crest |
| Turn off | Turns off the healthcare setup and ends the agreement. Crest |
| SWITCH TO MAILOFFICIALLY | |
| Copy | Copies a setup value to paste into Google. |
| Connect Google Workspace | Connects your Google Workspace so everyone can be brought over. |
| Grant access in Microsoft 365 | Connects your Microsoft 365 so everyone can be brought over. |
| Check again | Checks the connection and reloads the list of people. |
| Stop | Pauses the switch; starting again carries on where it stopped. |
| Disconnect | Disconnects the old provider; copied mail and files stay. |
| Mail / Contacts / Calendars / Files | Chooses what to bring over. |
| Select everyone | Checks or unchecks every person in the list. |
| Into this mailbox | Chooses which MailOfficially mailbox each old address goes into. |
| Start | Starts copying the checked people's data. |
| DATA MIGRATION | |
| Move from | Chooses the provider you are moving mail from. Seal · Crest |
| Keep syncing new mail every 20 minutes | Keeps copying new mail until you remove the import. Seal · Crest |
| Start import | Starts copying mail from the old mailbox. Seal · Crest |
| Log | Shows the import's progress log. Seal · Crest |
| Pause / Resume | Pauses or resumes an import. Seal · Crest |
| Remove | Stops and removes an import; copied mail stays. Seal · Crest |
| DRIVE | |
| Share with people outside the company | Lets people share files with other MailOfficially addresses. |
| Share by public link | Lets people share files by link; off stops every link. |
| Everyone can create shared drives | Lets everyone, not just admins, create shared drives. |
| Turn off | Stops one public link from working. |
| DOMAINS AND DNS | |
| Re-check | Checks every domain's DNS records again. |
| Add a domain | Adds a new domain or alias domain to your organization. |
| A new domain | Adds a domain with its own addresses. |
| An alias domain | Makes another domain deliver to the same people. |
| Continue | Shows the record that proves you own the domain. |
| Check now | Checks the ownership record and finishes adding the domain. |
| I’ll do it later | Closes the window; the domain waits on this page. |
| Cancel | Stops adding a domain that is waiting for proof. |
| Copy value | Copies a DNS record value. |
| Copy record | Copies the missing record needed to fix a failed check. |
| All DNS records | Lists every record the domain needs. |
| Add an alias domain | Adds a domain that delivers to this domain's people. |
| Remove domain | Removes a domain with no mailboxes after you confirm. |
| Remove | Removes an alias domain or confirms removing a domain. |
| Change key | Starts changing the domain's email signing key. |
| Check | Checks whether the new signing key record is visible. |
| Switch to the new key | Starts signing mail with the new key. |
| Done, hide this | Hides the finished key change note. |
| PLAN AND BILLING | |
| Choose a plan | Opens Plan & billing to pick a plan. |
| Fix billing | Opens Plan & billing to fix a payment problem. |
| Add card / Add payment | Opens Plan & billing to add a payment method. |
| Manage billing | Opens the secure billing portal to change plan, users or card. |
| Refresh | Reloads your plan and payment status. |
| Yearly / Monthly | Switches prices between yearly and monthly billing. |
| Plan cards | Chooses the plan to subscribe to. |
| Continue to payment | Goes to secure payment for the chosen plan and users. |
| Add AI for N users | Adds the AI add-on for everyone in your company. |
| Add for (price) | Con rms adding the AI add-on at the price fi shown. |
| Turn off | Turns off the AI add-on. |
| View | Opens an invoice. |
| Downloads an invoice as a PDF. | |
| DNS records for your domain | Shows the DNS records your domain needs. |
| BRANDING | |
| Upload logo / Replace logo | Adds your logo to the sign-in page and webmail sidebar. |
| Remove | Removes your logo. |
| Style / Sidebar color / Background / Font / Text size | Sets the standard webmail look for everyone. |
| Accent color | Picks the company accent color. |
| Clear | Removes the chosen color. |
| Apps hidden from the sidebar | Hides chosen apps from everyone's webmail sidebar. |
| Fixed / Their choice | Decides whether people can change this look setting. |
| Save | Saves the company webmail look. |
| API KEYS | |
| Create API key | Makes a key so your own systems can manage people and groups. |
| Create key | Creates the key with the permissions you checked. |
| I’ve copied it | Closes the window; the key is not shown again. |
| Revoke | Stops a key working right away. |
| Revoked keys | Shows keys that no longer work. |
| REFER AND EARN | |
| Copy | Copies your referral link. |
| Email it | Opens a new email with your referral link filled in. |
| DATA EXPORT | |
| Person | Chooses whose data to export. |
| Start export | Starts making a copy of the person's data. |
| Download | Downloads a finished export. |
| Stop / Delete | Stops an export being made, or deletes a finished one. |
| ACTIVITY | |
| Download audit log (CSV) | Downloads every recorded admin action as a spreadsheet. |
| MY SIGN-IN AND SECURITY | |
| Add a passkey on this device | Lets you sign in with Face ID, Touch ID or fingerprint. |
| Set up an authenticator app | Adds an authenticator app code as your second step. |
| Verify | Confirms the authenticator app with its 6-digit code. |
| Remove | Removes a passkey or your authenticator app. |
| Make new codes | Makes new recovery codes for when you lack your phone. |
| Download | Downloads your recovery codes. |
| I’ve saved them | Closes the recovery codes window. |
| Confirm | Confirms the change with your password. |
| Change password | Changes your own password and signs out other sessions. |
| Sign out | Signs you out of one other browser or device. |
| Sign out everywhere else | Signs you out of every other browser and device. |