Webmail manual

1. Before you start

Lua webmail is used right in the browser, with nothing to install on your computer. With it you reach your mailbox from anywhere with internet, and you can also set up the account in Outlook, Thunderbird and on your phone.

What you need

• The webmail address: https://webmail.lua.email/. If your company subscribed to webmail with its own branding, the address may be different, such as webmail.yourcompany.com. Save it in your browser bookmarks.
• Your full email address and your password.
• An up-to-date browser: Chrome, Edge, Firefox or Safari. It also works on phones and tablets.

How to use this manual

The chapters follow the order of everyday use: first signing in and getting to know the screen, then reading, writing and searching messages, and finally organizing and customizing. If you are in a hurry, go straight to Common problems (chapter 20) or to the Quick reference (chapter 21).

Button and menu names appear in bold, and menu paths use arrows, like Settings → Preferences. Text you should type appears like this: assunto:contrato.

Where to find more help

Webmail is at webmail.lua.email. Account information and technical details of the domain (DNS records, for example) are in the Lua panel, at painel.lua.email. For questions specific to your account, contact your company's support or Lua support.

2. Signing in and out of the webmail

How to sign in

1. Open your browser and go to https://webmail.lua.email/ (or your company's address).
2. In the Username field (1), type your full email address, for example maria@yourcompany.com.
3. In the Password field (2), type your password. The eye button (3) shows what you typed.
4. Click Sign in (4).

Below are the links User guide, Website and Contact. Forgot your password? See how to create a new one: whoever manages your company's email creates the new password in the admin panel.

How to sign out safely

Click Sign out in the sidebar (usually the last icon). Just closing the browser tab may leave your session open for a while.

Security tips

• Before typing your password, check that the address in the browser bar is exactly webmail.lua.email and starts with https://. Fake pages imitate the sign-in screen.
• Never share your password by email, phone or message. Legitimate support never asks for your password.
• Be wary of urgent messages asking you to click links, confirm data or download files.
• Hover over a link, without clicking, to see the real address before opening it.
• If you're unsure about a suspicious message, don't reply and contact support.

Checking your last access

The webmail tells you when and from where your account was last accessed. Depending on the theme, this information appears on the home screen or in Settings. If you see an access you don't recognize, change your password and let support know.

Change the password

1. Click Settings in the sidebar and then Password.
2. Type your current password and the new password twice.
3. Click Save. The next time you sign in, use the new password (including on your phone).

Prefer long passwords, such as a phrase with numbers and symbols, and don't reuse passwords from other sites.

When your company's password expires

Some companies require the webmail password to be changed from time to time (every 30, 60, 90, 180 or 360 days). If yours has this rule, you get a warning beforehand:

• During the 7 days before it expires, a daily notification says "Your webmail password expires in N days" (or "expires today"). It appears in the webmail notifications and in the Colabora notification center. If your mailbox doesn't use Colabora, the notice appears as a banner in the message list.
• The notice has no link or button and doesn't arrive by email, on purpose: messages like that are the most copied scam template. Sign in to the webmail as usual and change your password in Settings → Password. Once you change it, the notice goes away.

If the password expires, the webmail and Colabora on the web open only the new password screen until you set one. Type your current password and the new one twice, then save. If you use the Exchange account on your phone, you need to type the new password on the device: while the password is expired, the phone stops syncing, without deleting anything. The password for programs (Outlook, IMAP, POP and SMTP) doesn't expire.

Protecting your account with a second step

A password alone may not be enough: it leaks through phishing scams and break-ins at other sites. That's why the webmail offers two-step verification, which asks for a code in addition to your password. Chapter 3 explains what it is and how to turn it on.

Sharing passwords securely

Don't send passwords by email or WhatsApp. Those messages stay stored in the conversation and in backups, can be forwarded to other people and show up in the recipient's preview.

To give a password to a customer or a colleague, use the lua.email Password Pusher, at pwpush.lua.email. It creates a link that expires and deletes itself. You don't need an account to create the link, and it works for any sensitive information, not just email passwords.

1. Open https://pwpush.lua.email in your browser.
2. Paste the password in the text field. If you don't have one yet, click Generate password.
3. Choose the expiration. The default is 3 days or 3 views, whichever comes first. You can choose up to 30 days and 20 views.
4. If you like, fill in the Passphrase. The recipient will need to enter it to see the password.
5. Click Push it!
6. Copy the link and send it to the person.

Finally, send the link. The password doesn't travel with it: the content is stored encrypted on the service and shown only to whoever opens the link.

What the recipient sees

Whoever opens the link sees a page with the Click here to proceed button. Only after that click does the password appear, and it stays blurred until the person clicks to reveal it. This step exists so that bots that open links to generate previews, in emails and on WhatsApp, don't use up the view.

The person can click Delete this secret link now to delete the link right away. After it expires, the link and its content are permanently deleted.

Best practices

• Send the username through one channel and the password link through another. Whoever gets only one of the two can't sign in.
• Use a passphrase for very sensitive data and send the phrase another way, not along with the link.
• Choose a short expiration. The longer the link stays up, the greater the chance that someone without permission opens it.
• When only one person will use the password, choose 1 view. Once it's used, the link stops working.

What else the secure link is for

The same link works for any data that shouldn't stay stored in a conversation:

• Access to systems and sites: the username and password for the company system, the bank, a supplier's panel.
• Wi-Fi password for a visitor or a service provider.
• Integration keys and tokens, such as an API key or an app token.
• Recovery codes for two-step verification, when they need to go to another person at the company.
• Personal and banking details that someone asked for in order to complete a registration or a payment.

The lua.email team uses the same service when it needs to pass along a password during support. In the admin panel, whoever manages the mailboxes finds the Share via secure link button next to every generated password: the mailbox password, the app password and the panel user password. This link is valid for 15 days or 7 views.

3. Two-step verification (2FA)

Two-step verification, or 2FA, is the most effective protection against account theft. It's free, takes a few minutes to turn on and is found in Settings → Two-step verification.

What it is, in plain words

Signing in with just a password depends on a single secret. If it leaks, anyone can get into your mailbox. And passwords leak more often than it seems: on fake pages that imitate the sign-in screen, through viruses that record what you type and in break-ins at other sites where you used the same password.

Two-step verification adds a second step. Two different things become necessary:

• something you know: your password;
• something you have: your phone or access to a mailbox that receives a temporary code.

In practice, after you type your password the webmail asks for a six-digit code. This code changes all the time and is valid for only a few minutes, so writing it down is useless. Anyone who finds out your password but doesn't have your phone can't get in.

The two available methods

Click Two-step verification in the menu (1). The screen shows the two methods, each with its own Enable button:

Apps you can use

The standard used is the same in all apps (it's called TOTP), so any of these works. Pick one, install it from your phone's official store and you're set:

Turning it on with an authenticator app

1. Install the app you chose on your phone.
2. In the webmail, go to Settings → Two-step verification.
3. On the Authenticator app row, click Enable (2).
4. The screen shows a QR Code. In the app, tap add account and point the camera at the code. If the camera doesn't work, use the option to type the key manually, which appears on the same screen.
5. The app starts showing a six-digit code for your email address. Type that code in the webmail to confirm.
6. If recovery codes appear, store them before finishing (see the next section).
7. Save. From your next sign-in on, the webmail will ask for the code.

Turning it on by email

1. In Settings → Two-step verification, click Enable on the Email row (3).
2. Check the address that will receive the codes.
3. A test code is sent. Type it in the webmail to confirm and save.

If the code is slow to arrive, check the Spam folder before asking for another.

Keep your recovery codes

If the webmail shows a list of recovery codes, it is your backup key: each code works to sign in only once, in case you are left without your phone.

• Print the list, or save it in a password manager.
• Do not store the codes only inside the mailbox they protect.
• When you use a code, cross it off the list.

If your company requires two-step verification, the webmail won't let you turn off or remove the last method. To change methods, add the new one and remove the old one.

What signing in looks like day to day

Once it's on, signing in has one extra step: you type your username and password, and on the next screen you enter the six-digit code. If there's a remember this computer option, check it only on personal devices. On shared computers, never check it.

I lost or changed my phone

• Planned change: before wiping the old device, restore the app's backup on the new one (Authy and others offer this), or turn 2FA off and on again in the webmail to read a new QR Code.
• Loss or theft: use a recovery code to sign in and then set up 2FA again with the new device.
• No codes: contact support. Also change your password, since the lost device may have access to your mailbox.

2FA and email programs

2FA protects signing in through the webmail. Programs such as Outlook, Thunderbird and phone apps connect through IMAP and SMTP, which work differently and don't always ask for the code. If one of them stops connecting after you turn on 2FA, don't turn the feature off on your own: talk to support, who will tell you how to enable the program.

Important precautions

• Never give the six-digit code to anyone. Not to support, and not to anyone who calls saying they're from your bank or your company. This is a common scam: the person already has your password and only needs you to read the code aloud.
• Be suspicious of code requests that arrive when you haven't tried to sign in. If that happens, someone has your password: change it immediately.
• Keep your phone's clock on automatic adjustment. A clock that is slow or fast makes the app generate codes that the server rejects.

4. Getting to know the main screen

After you sign in, you'll see the mail screen, divided into areas. Understanding each one makes everything else easier.

Side panel

• Today's calendar: the day's appointments. Click one to open it in the calendar.
• Today's tasks: with lua Colabora active, the tasks due today or overdue (chapter 22).
• Weather: the forecast for your city. To change the city, use the gear on the panel or Settings → Preferences → Weather.
• Notifications: with lua Colabora active, the Drive and Chat alerts, at the bottom of the panel (chapter 22).

Each panel opens and closes with the little arrow. Hide, at the top, removes the panel from the screen, and under Settings → Preferences → Sidebar you choose which panels appear. The grid icon in the sidebar (Apps) is a shortcut to those settings: Signature, Calendar, Weather, Scheduled send, Sidebar, Background, and Two-step verification.

The Email icon in the sidebar shows how many unread messages are in the Inbox, on any screen: in the calendar, in contacts or in settings.

Almost-full mailbox warning

When the mailbox goes over 90% of its space, a banner at the top of the list warns you and explains how to free up space. It comes back at 95% and when the mailbox fills up, because once full it stops receiving emails.

• View folders and sizes opens the folder list with the space used by each one, so you can find where the volume is.
• The × dismisses the warning until the next day. If usage goes up a level (from 90% to 95%, for example), it appears again.

Appearance and layout (theme)

The look of the screen comes from the theme, under Settings → Preferences → User Interface → Interface skin. The most used are Lua+ and Outlook+ (similar to Outlook); the list may include others, such as Elastic. Button positions change a little between them, but the table areas exist in all of them. The step-by-step is in chapter 19.

Lua+ theme and its options

The Lua+ theme has a dark mode and a light mode. To switch, use the Dark mode button (or Light mode, when dark is already on), the moon icon at the bottom of the sidebar. The other options are under Settings → Preferences → Lua+:

After changing the options, click Save. To return to the original look, click Restore defaults.

In Lua+, the message action bar sits above the subject and, when you select several messages, a counter shows how many are checked.

Webmail with your company's brand

When the company subscribes to customization, the webmail stops showing the Lua brand:

• the address becomes the company's own, such as webmail.yourcompany.com;
• the logo appears on the sign-in and sign-out screens, in printing, in the sidebar and in the tab icon;
• the company name goes in the tab title and the sign-in screen can have a link to the website or support;
• the default theme and colors are set by the company and can be locked, so users can't change them.

At the top of the sidebar appear the profile name and the email in use. When you turn on categories (chapter 12), the Quick tags section appears below the folders.

5. Reading and handling messages

Opening a message

Click a message once to see it in the preview pane. Double-click to open it in full screen. Once opened, it is considered read.

New message notice

When a message arrives in the folder that's open, a notice appears in the lower right corner, such as 1 new message, with two options:

• Show scrolls the list to the top and highlights the new messages.
• Dismiss closes the notice.

Opening any message also closes the notice. The Refresh button doesn't trigger a notice: the new messages simply appear in the list.

Marking messages

Select one or more messages and click Mark to choose:

• As read or As unread (useful to remind yourself to come back to a message later).
• As flagged highlights important messages (a flag appears).

To select several messages, hold Ctrl (or Cmd on a Mac) and click each one; to select a range, click the first, hold Shift and click the last.

Attachments

Attachments appear below or beside the message text. Click the file name to view it (when the browser supports it, as with PDFs and images) or use the Download option. Some versions also offer Download all in a compressed file.

Messages sent from some versions of Outlook arrive with the attachments inside a winmail.dat file. In the webmail, those documents already appear as regular attachments, ready to open. The winmail.dat stays with the message, but you don't need it.

Blocked images

For security, images that come from the internet (common in newsletters) are not loaded automatically: they can tell the sender that you opened the message. In their place you see empty spaces and the notice "To protect your privacy, remote resources have been blocked". If you trust the sender, click Allow to show the images in this message.

Suspicious address alert

A warning icon beside the sender or recipient (in the list and in the open message) indicates that the address deserves attention. It appears when:

• the domain uses letters from another alphabet that look like ours, to imitate a known site;
• the domain is in punycode (it starts with xn--);
• the display name contains an email address different from the real one (for example, "PayPal" with an address that isn't PayPal's).

In the open message, the warning also appears in the sender summary, with the real address highlighted in amber.

Bounced email, explained in plain language

When a message of yours doesn't reach its destination, the server sends back a technical notice, usually in English. The webmail reads that notice and shows a box at the top of the message in plain language:

• Not delivered to: the address that didn't receive it.
• What happened, in one sentence: address doesn't exist, mailbox full, block, message too large...
• What to do: the next step, for example check the address, send it another way or contact support.
• A label that says which side the problem is on (for example Sending server or Recipient).
• Technical details: the original text, for those who need it (support, for example).

The subject of the bounce also arrives in plain language ("Email not delivered, returned to sender"), including in Outlook and on the phone.

Other useful actions

In the More menu you'll find, depending on the version:

• Print the message.
• Download the whole message (.eml file), useful for keeping or sending as an attachment.
• Open in new window.
• Show source: support may ask for this information to analyze a suspicious message.
• Move to… or Copy to… another folder.
• Edit as new, which reuses the message in a new one (even keeping the delivery receipt request).
• Archive, which appears after you choose the archive folder in Preferences. No archive folder is set by default.
• Create task, Snooze and Always move messages from…, explained below.

Snoozing a message

Got something you can only deal with later? Snooze it. The message leaves the Inbox and comes back at the chosen time, as unread.

1. Select the message (or several).
2. Open the More menu (or right-click) and choose Snooze.
3. Click Later today, Tomorrow, This weekend or Next week, or choose the date and time and click Snooze.

• While it waits, the message stays in the Snoozed folder. To bring it back early, just drag it back.
• At the set time it comes back on its own, even with the webmail closed. When you open the webmail, a notice tells you what came back.

Always move messages from a sender

To send everything from a sender straight to a folder (a store's newsletters, a system's notices), you don't need to build a full filter:

1. Select a message from that sender and choose More → Always move messages from….
2. Choose the folder. Leave Also move messages from this sender that are already in this folder checked to tidy up what has already arrived.
3. Click Create rule.

The rule applies to future messages, even with the webmail closed. It appears in Settings → Filters, where you can change or delete it (chapter 11).

Right-click menu

Right-clicking a message opens a menu with the most used actions, so you don't have to look for them in the toolbar:

• reply, forward, delete, mark as spam and mark as read or flagged;
• Move to… and Copy to…;
• Download… the message as .eml or, with several selected, as .zip, mbox or maildir;
• print, edit as new, view source, open in new window and create filter;
• Create task, Snooze and Always move messages from…, inside More.

Full headers and sender verification

When you open a message's full headers, the webmail shows a Copy button at the top and a summary with Message-ID, From, To and Subject. The summary also includes the SPF, DKIM and DMARC results, which indicate whether the sender really is who they claim to be, and the route of servers the message passed through.

Collapsed conversation history

When you read a reply or a forward, only the new text appears. The conversation history (the On …, Someone wrote: lines and Original message) stays behind the ••• button, which opens and closes that part right there, without leaving the message.

Details that make reading easier

• Newsletter messages that have an unsubscribe link show an unsubscribe icon beside the subject (see also chapter 12).
• Senders without a photo get an avatar with the initials of their name.
• When you open an attached image, you can zoom and rotate it.

Deleting and recovering

Click Delete to send the message to the Trash. While it's there, you can recover it by dragging it back to the folder you want.

Recovering deleted messages (add-on)

With this add-on subscribed, everything permanently deleted is kept for 7 days, without using your mailbox quota. It applies to what you empty from the Trash, delete with Shift or delete through Outlook, Thunderbird or your phone.

1. Open the Trash folder.
2. In the top bar (Deleted a message from the Trash by accident?), click Recover deleted messages. The same item appears in the right-click menu on the Trash folder.
3. In the list (3), which shows what was deleted in the last 7 days, select the messages and click Restore (1): they go back to the folder they came from. If you prefer, drag them to any other folder.
4. To return to the normal view, click Back to Trash (2).

Spam: the filter learns from you

Your account's antispam filter isn't fixed: it learns from what you classify. Every message you put in the Spam folder, or take out of it, teaches the filter to get the next ones right more often. This learning applies only to your mailbox and changes nothing for other users.

There are two actions, and both teach:

In the webmail

1. Unwanted message in the Inbox: select it and click Junk (or Mark as junk) in the action bar. If your theme doesn't have that button, drag the message to the Junk folder in the list on the left.
2. Legitimate message that landed in Junk: open the Junk folder, select the message, and click Not junk, or drag it to the Inbox.

It also works in Outlook, Thunderbird and on your phone

The learning doesn't depend on the webmail. Since these programs connect through IMAP, the folders you see in them are the same ones on the server. So moving the message to another folder is already the classification:

• dragging a message from the Inbox to the Junk folder teaches the filter that it is unwanted;
• dragging a message from the Junk folder back to the Inbox teaches the filter that it is legitimate.

Since the folder is the same on the server, what you classify on your phone applies on your computer and in the webmail, and vice versa.

Best practices

• Always classify whenever something unwanted shows up, instead of just deleting it. A few minutes a week already improve the results a lot.
• Take a look at the Spam folder once in a while, to rescue anything that landed there by mistake. Remember that it is emptied automatically after 30 days.
• If an important sender keeps landing in Spam, take the message out of there and also add the sender to your contacts or create a filter that keeps them in the Inbox (chapter 11).
• Do not reply to spam or click unsubscribe links in clearly fraudulent messages: that only confirms your address exists. Unsubscribing only works for legitimate newsletters that you signed up for yourself (chapter 12).

6. Writing and sending messages

1. Click the pencil at the top of the sidebar.
2. In From (1), check which identity will be used (if you have more than one).
3. In To (2), type the recipient. Webmail suggests addresses from your contacts and the Directory as you type, and each address becomes a tag. On the right are Cc (carbon copy), Bcc (blind carbon copy), and the +, which also shows Reply-To.
4. Fill in the Subject (3) clearly.
5. Write the text in the editor (4).
6. To attach (5), use Attach a file or drag the file into the window. The limit is 25 MB per file. Attach vCard attaches a contact, and Attach from Drive appears when lua Colabora is active (chapter 22). Wait for the attachment to finish uploading.
7. Click Send (6), at the top. Beside it, the Draft saved notice shows that nothing will be lost.

To, Cc and Bcc: which one to use?

Features of the compose screen

• Save: stores the message in Drafts so you can continue later. The webmail also saves on its own, as explained below.
• Format: choose between HTML (with bold, lists, links and images) and plain text. This is under Options or in the editor itself.
• Signature: inserts the signature of the selected identity (see chapter 14).
• Responses: inserts ready-made texts that you use often. Create them first in Settings → Responses.
• Paste image: with Ctrl+V in the message body, the image goes in as an attachment and reaches the recipient.
• Emojis: the editor has an emoji picker for inserting into the text.
• Options: set the priority, request a read receipt and choose which folder to save the sent copy in.
• Send is only available once there is at least one recipient in the To field. If you try to send with nobody in To, the webmail warns you: Enter at least one recipient in To.
• Empty subject: when you send without a subject, the webmail asks Email without a subject, do you want to continue?. Choose Continue to send anyway or Cancel to go back and write the subject.
• Tab key in the recipients: in To, Cc or Bcc, Tab skips the buttons beside the field and goes straight to the next open recipient, then to the Subject (if it's empty) and finally to the message text. Shift+Tab goes back, passing through the buttons.

Automatic draft

The webmail saves the message on its own a few seconds after you stop typing, and shows Draft saved beside the Send button. You can refresh the page (F5) or switch to another message without losing anything: text and attachments are still there.

What happens to the draft depends on the button you use:

Attaching files

Click the paperclip or drag the file anywhere on the compose screen.

• Each file shows Queued, then the progress and a green OK when done. You can keep writing while the file uploads.
• If the file upload fails, Try again appears.
• When you drop the file onto the text, an image goes into the body of the message; any other type (PDF, spreadsheet and the like) becomes an attachment.

Differences between themes

Composing in a window in the corner of the screen

To write without leaving the message list, turn on Compose new message in a window in the corner of the screen in Settings → Preferences → Composing messages and click Save. The option comes turned off: without it, the pencil opens the full compose screen, as always.

With the option on, the pencil opens the New message window in the bottom right corner, over the list. Inside it is the same compose screen: identities, signature, attachments, Attach from Drive, automatic draft and Undo send all work the same. While you write, you can keep reading and organizing your messages.

What's in the window

While you write, the webmail saves the draft on its own and shows Draft saved beside Send.

More options

The ⋮ More options button, in the bottom bar, opens a menu with Save draft, Request read receipt, Request delivery receipt, Priority, Canned responses, Reply-To, Forward to, Choose from contacts, Switch to plain text (or rich text), All options and attachments and Open in new window. If you use encryption, Encrypt is also there.

• All options and attachments shows, over the text, the attachment list, the priority, the receipts, the sent folder, and scheduled sending. Use the panel's back arrow to return to the text.
• Open in new window takes the message, with its text, recipients and attachments, to a separate browser window. Good for writing with the whole screen or on a second monitor.
• Full screen (arrows, in the title) enlarges the window. Esc or the same button returns it to the corner.

Several messages at the same time

You can write more than one message. When you open a new one, the previous one minimizes and becomes a tab with its subject, beside the open window. Click the tab to go back to it. What was written and any attachments still uploading are still there.

Attaching by dragging files

Drag one or more files from your computer onto the window and drop them when Drop files here appears. Each file uploads right away and becomes an attachment tag. It also works on the full compose screen and in quick reply. If the file is too large to attach, the webmail offers to send it as a Drive link.

Nothing gets lost

• If you click another message, switch folders, search, open or reply to another message, or go to Contacts, Calendar or Settings, the window minimizes and the message is kept in Drafts. When you go back to the mailbox, it's there.
• If you reload the page (F5), close the tab or sign out of the webmail, the draft is kept and, the next time, the message comes back minimized in the corner.
• Quick reply and the window are separate screens: you can reply to one message while writing another, without mixing the text or the attachments.
• When you click Send, the window closes and the notice with Undo appears in the list. Undo brings the message back to the corner.

Shortcuts and limits

• Esc minimizes the window (in full screen, it returns to the corner). Ctrl+Enter sends. In the message list, the C key opens a new message.
• You can have up to three messages open at the same time. When you try to open a fourth, the webmail tells you to send or close one of them.
• Reply, Reply all and Forward work as before (full screen or quick reply). On small screens, such as phones, and with Ctrl held down when you click the pencil, the full compose screen opens.

Sending limits

To protect the domain's reputation, each account has a limit on how many recipients it can reach per hour. The limit counts recipients, not messages: one email to 30 people uses up 30.

Internal messages don't count. Recipients on the same domain as the sender are left out of both limits, so you can write freely to your colleagues. Only external addresses count, and Cc and Bcc count the same as To: each address is one recipient.

Examples for someone writing from ana@yourdomain.com, within the same hour:

For large lists:

• Split the send into batches and spread them across the day.
• Use Bcc when writing to many people who don't know each other.
• For newsletters and mass announcements, use an email marketing tool. The webmail isn't made for that, and mass sends can hurt the delivery of everyday messages for the whole company.

Additional limits per domain

If your company's routine needs more than this, you can subscribe to additional limits for your domain. The increase applies to the whole company and can include accounts that send more than the others, such as billing, collections or customer service. To subscribe, talk to sales or to support.

Undo send

Forgot the attachment or sent it to the wrong person? Right after you click Send, the message closes and a notice in the corner of the screen shows Sending in 5 s… Undo. While the countdown runs, the message hasn't gone out yet.

• Undo (or Ctrl+Z) cancels the send and reopens the message as it was, so you can fix it. It is kept in Drafts.
• You can keep using the webmail during the countdown: open another message, go to the calendar, reload the page. If you close the tab, the message goes out normally when the time ends.
• It also applies to quick reply: the reply box closes right away and the notice stays in the corner.
• If sending fails after the countdown (an address that doesn't exist, for example), the message goes to Drafts and the notice shows Open, so you can fix it and send again.

The time is 5 seconds. To change it (10, 20 or 30 seconds) or turn it off, use Settings → Preferences → Composing messages → Undo send.

Schedule sending

Instead of sending right away, you can set the date and time when the message should go out.

1. Write the message as usual.
2. Below the editor, open Advanced items and, under Send message, choose a delay (for example, in 1 hour) or At a specific time.
3. Choose the date and time and confirm.
4. Click Schedule. The message waits and is sent on its own at the set time. To see the scheduled ones, use the Show scheduled messages button in the list; until then, you can edit it or use Cancel sending.

A scheduled message doesn't go through Undo: to change something, edit or cancel the scheduled send before the set time.

When to use: corner window, Undo, and scheduled sending

• Corner window: good for writing while looking at something else, like replying to a quote request while checking the supplier's email, or copying data from one message to another. For a long, formatted text, open Full screen with the window's own button.
• Undo send: keep it always on. People who send proposals and contracts often forget the attachment or get the recipient wrong: raise it to 10, 20 or 30 seconds and you gain time to check after clicking Send.
• Schedule sending: for a message that should arrive at the start of the customer's workday (you write at night, it goes out at 8 a.m.), for payment reminders on a set date, for greetings, and for people who work in another time zone. If you change your mind, edit or cancel the scheduled send before the set time.
• Which one? Scheduling is for what goes out later; Undo is for holding back what was just sent. A scheduled message doesn't go through Undo.

7. Replying and forwarding

Quick reply in the reading pane

In the Outlook+ and Lua+ themes, with the three-column reading layout, replying doesn't open a new screen: the reply box opens right below the message itself. The toolbar buttons and the keyboard shortcuts also open this box.

Below the open message you see Reply, Reply all (when there are other recipients) and Forward. Inside the box:

• To and Cc: each address becomes a tag with an × to remove it. Typing part of a name searches your contacts, and Enter, a comma or a semicolon confirms the address. Cc sits to the right of To.
• Send: with the Send button or Ctrl+Enter. The box closes right away and the Undo notice appears in the corner of the screen (chapter 6).
• Attachments: with the paperclip or by dragging the file onto the message. Each file shows its progress as a percentage and a green OK when done, and you can keep writing while it uploads. If it fails, Try again appears.
• Forward already brings the attachments of the original message, and each one can be removed.
• Automatic draft: Draft saved appears in the footer. You can switch to another message or press F5 and the text and attachments are still there.
• Expand icon: opens the full editor, with everything already written and attached.
• Trash can: discards the reply and deletes the draft.

Where your text appears in the reply

When you reply or forward, the cursor and your text go on top, and the original message appears quoted below, as in most email programs. This applies to all themes and is no longer an option in Preferences.

In Settings → Preferences → Composing messages you can still choose whether the signature goes into replies and forwards and where it sits.

8. Searching messages

The Search email box is above the message list. Typing a word solves most searches, and the operators below make the results much more precise.

Simple search

1. Select the folder where you want to search (for example, Inbox).
2. Type a word in the search box and press Enter. A single word, such as boleto, searches the subject, the sender and the recipient.
3. To return to the full list, click the X in the search box or switch folders.

Search operators

Write the operator, a colon and the value, with no space between them. It works in Portuguese or in English. Values with spaces go in quotes, like de:"acme loja".

The accepted categories are social, lojas, updates, promocoes and forums (see chapter 12).

Practical examples

Choosing where and in which fields to search

Instead of typing the operators, click the arrow beside the search field (1):

• Where to search (2): turn on the switches Subject, Sender, Recipient, Content or Entire message.
• Type, Date and Scope (3): only unread, flagged or with an attachment, a time period, and whether the search covers the current folder or all folders.
• Click Search (4). Right above the button, the webmail reminds you of the operators you can type directly, in English or Portuguese.

Searching conversations

If you use stacked conversations (Settings → Preferences → Displaying messages → Group conversation messages in a stack, chapter 12), you see the search result across all folders grouped by conversation: what you received and what you replied appear together, as in a real email exchange.

• Above the list, the webmail shows how many messages and how many conversations it found, for example "12 messages found in 4 conversations".
• Open the conversation to read the messages in order. Each one shows the folder it's in (Inbox, Sent or another).
• With the conversation closed, download (.zip), move, archive and the other actions apply to the whole conversation. It's the fastest way to keep the complete history of a subject.

Quick list filters

The list beside the search box (2) narrows what appears on screen. Common options: All, Unread, Flagged, Unanswered and, in some versions, With attachment and by priority.

Inside the search box are two shortcuts: the envelope shows only unread messages and the flag shows only flagged ones. Click again to see everything.

9. Organizing with folders

System folders

Managing folders

Go to Settings → Folders.

Creating a folder

1. Click Create (2), at the top.
2. Type the Folder name and choose the Parent folder (3). To create a subfolder, for example Financeiro/Notas Fiscais, select Financeiro as the parent folder.
3. Click Save (4).

Renaming, moving, emptying or deleting

Click the folder, change the name or the parent folder and save. The Empty and Delete buttons are on the same screen.

Showing or hiding folders

The switch beside each folder (1) defines whether it appears in the mail list (also called subscribing to the folder). If a folder has "disappeared", check that this switch is on.

Creating a subfolder without leaving mail

Right-click a folder in the list and choose New subfolder…. It is created inside the folder you clicked, without having to open Settings.

Moving messages

• Drag and drop: drag the message from the list to the folder you want.
• From the menu: select the message and use More → Move to….
• Automatically: create a filter (chapter 11).

10. Sharing folders and the account

You can give another person at the company access to one of your folders, or to your whole mailbox, without handing over your password. Everything is in Settings → Folders.

Two ways to share

The permissions

Sharing the whole account

1. Go to Settings → Folders.
2. Above the folder list, click Share account… (1).
3. Under Who already has access (2) appear the people who already have access and each one's permission.
4. In Users (3), type the full email address. You can enter more than one, separated by commas or spaces. The screen confirms with Account found.
5. Check the Permissions (4). Read comes checked already.
6. Click Save (5).

To change what someone can do, use Update beside their name. To remove access, use Remove.

Sharing a folder

1. Go to Settings → Folders and click the folder you want, in the middle list.
2. In the panel on the right, check the Folder name and the Parent folder (1).
3. Under Information, the Access permissions field (2) shows your level on that folder. On your own folders it appears as Full control.
4. In the Sharing section (3), the table lists who already has access, with a column for each permission.
5. Click Add (4), enter the email address and check the permissions. The Actions button is for changing or removing an existing access.
6. Click Save (5).

How the other person sees it

• Shared folders appear on their own in the person's folder list, grouped under your account name. There's no need to turn anything on in Settings → Folders.
• New or removed folders appear or disappear from the list in about a minute, without signing out and back in to the webmail.
• It also works in Outlook, Thunderbird and on the phone, because sharing is handled by the IMAP server itself. In those programs, you may need to refresh the folder list.

Replying from the shared account

When someone shares the account or a folder with you, that account's address becomes an option in the From field on the compose screen.

• When you reply, reply all or forward a message that is in a shared folder, the From field is already filled in with the shared account's address. The recipient sees the reply coming from the right account.
• In drafts and in Edit as new, the From field stays as it was in the message.
• The copy of what you sent goes to the shared account's Sent folder when you have the Save permission on it. With Read permission only, the copy goes to your Sent.

Stopping sharing

When to use it and use cases

• Assistant who looks after the executive team's mailbox: share the whole account. They read, organize and reply from the shared account, without knowing anyone's password. Give Read only at first, and add Save and Delete if needed.
• Team that serves customers from a shared address (such as atendimento@): share the mailbox with the team. Everyone sees the same history, and the reply goes out from the team's address.
• A subject's folder for the right department: the "Contratos" folder with Read only for the legal team, without opening the rest of the mailbox.
• Vacations and leave: share with whoever will cover for you and stop sharing when you return.
• Don't use it to send messages to people outside the company (use forwarding) or to send files: for that, Drive in the webmail creates a link with an expiration date and a password.

11. Automatic filters

Filters perform actions on their own when a message arrives: move to a folder, mark as read, forward and much more. Find them in Settings → Filters.

Creating a filter step by step

1. Go to Settings → Filters and click Create (1).
2. Give it a name that explains its purpose, such as "Invoices" (2).
3. Choose how the rules will be evaluated (3) (see the table below).
4. Build the rules: field, operator and value (4). Use + to add more rules.
5. Define the actions (5). Use + to add more than one action.
6. Confirm the filter is enabled and click Save (6).
7. Test it: send yourself (or ask someone to send) a message that meets the rules.

How the rules are combined

Rule operators

Available actions

Ready-made examples

Invoices in a folder

Name:   Invoices
Rules: all rules
  Subject  contains  "nota fiscal"
Actions: Move message to  Finance/Invoices

Everything from one supplier

Name:   ABC Supplier
Rules: all rules
  From  contains  "@fornecedor.com.br"
Actions: Move message to  Clients/Supplier

Billing messages with several terms

Name:   Billing
Rules: any rule
  Subject  contains  "boleto"
  Subject  contains  "fatura"
  Subject  contains  "NF"
Actions: Move message to  Finance
        Stop evaluating rules

Contracts from a specific client

Name:   Client contracts
Rules: all rules
  From     contains  "@cliente.com.br"
  Subject  contains  "contrato"
Actions: Move message to  Clients/Contracts
        Set flag  Flagged

Filter screen details

• When no rule is open, the Add filter button appears in the center of the screen.
• In the rule's field list, the old "…" option is now called Other header….
• Besides the traditional fields, there are the Category, List and Unsubscribe options, useful for handling newsletters and mailing lists.
• When you use Create filter from a mailing list message, the rule comes ready with the list identifier (List-Id), which is more precise than filtering by sender.
• If an action is out of order (for example, something after Stop evaluating rules), the screen warns you before saving.

Filter order

Filters are applied from top to bottom in the list. You can drag them to change the order. Put the most specific ones first and use Stop evaluating rules when you do not want a later filter to act on the same message.

12. Conversations, categories and newsletters

Features that organize the Inbox. You turn each one on in Settings → Preferences → Displaying Messages, and the choice applies only to your account.

How to turn them on

1. Go to Settings → Preferences → Displaying Messages.
2. Check the options you want (table below).
3. Click Save.

Conversation stack

With the option on, when you open a conversation with several messages they appear stacked: the most recent on top and the earlier ones in an accordion that you expand with a click. In the list, the newest reply sits right below the first message of the conversation. This option also turns on grouping by subject in the Inbox.

What the buttons do depends on whether the conversation is collapsed or open in the list:

• Collapsed conversation (only the conversation row in the list): mark as read, flag, delete, move, copy, mark as spam, archive and download (.zip) apply to all messages in the conversation. The same goes for search.
• Open conversation: they apply only to the selected message.

With the stack on, searching all folders also shows whole conversations, with received and sent messages together (chapter 8).

Categories and Quick tags

The server sorts messages into five categories: Social, Shopping, Updates, Promotions and Forums. With the categories option on, these messages stay in the Inbox, with the category label in the list, below the subject, and also next to the subject when the message is open. Nothing is moved to another folder.

Below the folders is the Quick tags section. When you click a category, the list shows only the messages in that category; clicking Inbox shows everything again. The number next to each name is the count of unread messages:

• Inbox: all unread messages, with or without a category.
• Each category: only its unread messages.

Take messages with a category out of the Inbox

If you prefer to see only messages without a category in the Inbox, turn on Take messages with a category out of the Inbox in Settings → Preferences → Displaying Messages. It is off by default. When on, each message with a category goes to the category folder (Social, Shopping, Updates, Promotions, Forums) as soon as it arrives. Messages that were already in the Inbox stay where they are. If you turn the option off, new messages stay in the Inbox again.

Social filters

In Settings → Social filters you create, in a few clicks, the folders and filters for each category. For each filter, the page shows what it does: only tags, stays in the Inbox (the default) or moves to the folder (when the option to take messages out of the Inbox is on).

Each category has three buttons:

• Create folder: creates only the folder.
• Create filter: creates only the rule, pointing to an existing folder.
• Create folder and filter: does both.

There is also a button that creates all the missing folders and filters at once. If a folder with a similar name already exists (for example, Shopping), the filter uses that folder instead of creating another. The filters only tag the message with the category; whether it leaves the Inbox is decided by the option in the previous section. Afterward, everything can be adjusted in Settings → Filters.

Newsletter management

After you turn the option on, the Settings → Newsletter management menu lists the newsletters and marketing messages recently received in the Inbox, grouped by sender. The screen shows the sender, how many recent messages arrived, the date of the latest, and the Unsubscribe button, which triggers the sender's own unsubscribe (a page or an automatic email).

If No newsletters found in the Inbox appears, it's because there are no recent messages with an unsubscribe option: the screen only looks at the Inbox.

In the list, messages with an unsubscribe link also show an unsubscribe icon next to the subject.

Sender larger than subject

With this option on, the name of who sent the message is highlighted and the subject is smaller (useful if you find messages by person). When off, the subject stays highlighted.

When to use each feature

• The Inbox is always full of notices, stores and social networks: start by turning on only the categories. Nothing changes folders, but each message gets the label and you filter by Quick tags when you want to see, for example, only what comes from Shopping.
• After a few days, you hardly ever open the promotions: turn on Take messages with a category out of the Inbox. The Inbox keeps only what comes from people and work; check the category folders from time to time, to make sure nothing important ended up in them.
• Long conversations with clients and suppliers: the stack shows the newest on top and gathers the history, and actions on the collapsed conversation apply to the whole thing (archive or delete at once).
• Subscribed to too many newsletters: use Newsletter management and the Social filters to decide what stays and what goes.
• Do not use categories if you depend on seeing everything in a single list and do not want to look in other folders: leave them off, and the Inbox stays as it has always been.

13. Out of office and forwarding

Webmail has two dedicated screens for this under Settings: Out of office (called Away in some themes), to automatically reply to anyone who writes to you, and Forward, to send messages to another address.

Automatic out-of-office reply

1. Go to Settings → Out of office.
2. Fill in the Subject (for example, "Out of office until Sep 30") and the reply text.
3. If there are start and end dates, fill them in so the reply turns itself off.
4. If available, adjust the resend interval (in days) so you do not reply several times to the same person.
5. Check the option that enables the reply and click Save.

Example message:

Subject: Out of office until Sep 30

Hello! I am out of the office until Sep 30, with limited access to email.
For urgent matters: comercial@yourcompany.com.
I will reply as soon as I return. Thank you!

Forward all messages

In Settings → Forward, enter the destination address and save. The screen accepts one address. If you need more than one destination, or to forward only some of the messages, create a filter (chapter 11) with the action Send copy to, which keeps the message with you, or Redirect to, which does not.

14. Identities and signature

The identity defines how you appear to recipients: name, address and signature.

Edit your identity

1. Go to Settings → Identities and click your identity. Shortcut: in Settings → User information, the Edit identity link opens your default identity directly.
2. Adjust the Display name (how it will appear in the From field), the Organization and, if needed, the Reply-To address.
3. In the Signature field, write your text. Turn on the HTML editor if you want formatting.
4. Click Save. The form closes by itself and the identity list is updated.

To leave without saving, click Cancel, next to Save, press Esc or click an empty area of the list. If you changed anything, the webmail first asks whether you want to discard the changes.

Example of a simple signature:

Maria Souza
Sales Analyst | Sua Empresa Ltda.
(47) 3000-0000 | www.yourcompany.com

Automatic signature

In Settings → Preferences → Composing Messages, choose when to insert the signature automatically (new messages, replies and forwards).

Aliases for sending

An alias is a company address that delivers messages to your mailbox, such as comercial@yourcompany.com. In Settings → Identities, you add these aliases as identities and can then choose one of them in the From field when you write. The people who receive the message see the alias as the sender.

When to use it: when you answer for a team address and prefer not to reply from your personal address. Example: Carla is on the sales team and receives quote requests at comercial@. She adds that alias, chooses it in the From field and replies as "Sales Team", without disclosing her personal address.

Add an alias

1. Go to Settings → Identities. Below the list of identities, the Aliases for sending section shows how many you have added, in the format 2 of 5.
2. Click Add alias as identity. A window opens with the Search aliases field.
3. Type part of the address or name. Results appear as you type and show only the aliases that deliver messages to your mailbox.
4. Click Add next to the alias you want to use.
5. Check the Display name, which the webmail already suggests, and change it if you like. It is the name the people who receive the message will see.
6. Click Add alias. The alias appears in the list in the section and becomes available in the From field. To go back, click Back.

If the alias you are looking for does not appear: click the i button in the window. The explanation says: "To use an alias as an identity, your account must be one of the destinations of that alias. Ask your domain administrator to add your account to the alias in the admin panel. You can add up to 5 aliases."

Writing with the alias: when you create a message, open the From field and choose the alias. The signature of the chosen identity is inserted in the text, as with your other identities. To use the alias in Outlook or another email program, see Send as an alias in Outlook and other programs.

Edit or remove an alias

• To change the display name, edit the field on the alias row. The name is saved when you leave the field or press Enter.
• To change the signature and the other options, click the alias address.
• To remove it, click Remove next to the alias and confirm. The alias stops being a sender option on your account, but it keeps existing and delivering messages to your mailbox. You can add it again later.
• The alias email address cannot be changed.

Rules and limits

• You can have up to 5 aliases per account. This limit does not include your main address or shared mailboxes. With 5 aliases, the Add alias as identity button warns that the limit was reached; remove one to add another.
• Only aliases that deliver messages to your mailbox appear in the search. You cannot type a free address.
• The administrator of your domain, in the admin panel, is the one who adds your mailbox to the destinations of an alias (chapter 7 of the admin panel manual).
• In the webmail and on the phone (Exchange account), Lua only accepts sending as your own address, as an alias that delivers to your mailbox, or as a shared mailbox you have access to.

When the administrator removes the alias

If the administrator deletes or deactivates the alias, or removes your mailbox from its destinations, the address leaves your identities and you can no longer send with it. If you try to send a message with that address in the From field, the webmail does not send it and warns: "This address is no longer available for sending. Choose another sender." Choose another address in the From field and send again.

15. Contacts

Click Contacts in the sidebar. Before adding anyone, it is worth understanding the address books: they decide whether the contact will also show up on your phone and in Outlook.

Address books

The address books appear in the left column and come in three types: the webmail's local one, your synced address books and the company directory.

• Address books that start with Synced live on the server and are the ones your phone, Outlook and Thunderbird see through CardDAV (chapter 18). Use them for the contacts you want at hand on any device.
• Personal Addresses is a local webmail address book. It is for notes that only matter to you, but what is in there does not go to other programs.
• Sent Contacts and Received Contacts are usually filled in automatically, with the addresses you write to and the ones that write to you. They are useful for finding someone quickly, but they tend to pile up addresses you do not want to keep forever.

Company address books (read-only)

Besides your own address books, the webmail can show company lists, synced via CardDAV for the whole team:

• Domain directory: automatically gathers the active accounts and group addresses (aliases) of your company's domain, with name, email and phone when registered. It appears as Synced (Directory yourdomain.com). Nobody needs to add coworkers: an account that is created or deactivated enters or leaves the directory by itself. It also appears on the phone, in Thunderbird and in Outlook, and the addresses are suggested as you type in the To field.
• Global address books: lists named by the administration, such as Sales, Support or Partners. They appear as Synced (Sales) and similar.

Move contacts between address books

1. Open the address book where the contact is now.
2. Select the contact, or several of them by holding Ctrl (Cmd on a Mac).
3. Drag the selection to the destination address book, in the list on the left. In some themes there is also a Copy to… option in the actions menu.

If you prefer a sure path, use Export in the source address book, saving the vCard (.vcf) file, and then Import, choosing the destination address book.

Common tasks

16. Calendar and events

The webmail calendar keeps appointments and meetings, invites people, reminds you ahead of time and can have several calendars (personal, team, project), shared with coworkers and synced with the phone and Outlook (chapter 18).

The calendar screen

To change an event's day or time, drag the event in the grid. To change the duration, drag the bottom edge.

Create an event

The event screen has no tabs: it is a page of cards, with everything in view. From top to bottom are Event details, Attendees and availability and, side by side, Repeat and Notifications. Scroll the page to see them all. Save and Cancel are always at the bottom.

1. Click New event or an empty time slot in the grid. The event opens on the day you chose in the mini calendar (or the day the screen shows) and, for today, starts at the next full hour.
2. Fill in the Title, the start and the end. When you change the start day, the end day follows; if you change the end, your choice stands. Check All day for birthdays, holidays and deadlines.
3. If you want, add the Location and a Description.
4. To invite people, use Add attendees (see Inviting people).
5. Check which Calendar the event will go to.
6. Click Save.

Repeating events

In the Repeat card, choose Repeat (daily, weekly, monthly or yearly), the interval (Repeat every) and when it ends: Never, After a number of occurrences or On date. At the top of the card, a summary in words confirms what you chose, such as "Every month, on the 2nd Thu · until Mar 31, 2027".

• Weekly: check the days of the week. The start day is already checked.
• Monthly or yearly: choose in Repeat by how the event comes back:
  • Day of the month: always on the same date, such as "every 10th" (payments, closings);
  • Day of the week: always on the same weekday, such as "every first Monday" or "every last Friday" (team meetings, committees).

Both options come pre-filled from the start date. An event that starts on Monday, October 5, suggests "day 5" and "First Monday". If you change the start date, the suggestion follows, until you pick another value.

When you change or delete a repeating event, the webmail asks whether it applies only to this occurrence or to all of them.

Marking out-of-office times

To let coworkers know you are unavailable (lunch, appointment, leaving early, travel), create the appointment as usual and, in the Event details, choose Show as → Out of office. Combined with recurrence, lunch is marked every day at once.

• In the calendar, these times appear striped and with an airplane, easy to tell apart from meetings.
• Anyone who sees your shared calendar with availability only, or the published calendar, sees the time as Out of office.
• In the calendar synced with Outlook (chapter 18), the time appears as Out of office. On the phone and in other programs, it appears as Busy. An appointment marked as out of office in Outlook reaches the webmail the same way.

Holidays and working hours

When the domain administrator turns on holidays in the panel, the Holidays calendar appears in your calendar list, next to your own. It brings national holidays and the ones your company registered (the city's anniversary, a year-end break). Click a holiday to see its name and type. They are for reference only: they do not take up your calendar and cannot be edited. The same calendar reaches the phone and calendar programs.

Holidays also appear in the side mini calendar: a discreet dot under the day, blue for a national holiday, green for your company's and gray for an optional day off. Hover over the day to see the holiday's name.

To hide holidays, uncheck the Holidays calendar in the calendar list (the mini calendar dots disappear with it) or turn off Show holidays on the calendar in Settings → Calendar.

Working hours. On the same screen, in Settings → Calendar, you choose Follow company hours or Use my own hours: the working days, the start and end of each one and, if you want, a break (lunch). Outside those hours, your calendar shows those hours dimmed.

For people who schedule meetings with you. On the event screen, the attendees' availability timeline has its own striped legend, Outside working hours, different from Busy and from Out of office. That way, whoever is inviting sees, before sending, that the time is outside someone's working hours. Only the times appear: the details of appointments stay private. People with no hours defined show as free all day.

Reminders

• In the Notifications card, each reminder can be a window in the webmail (Popup) or an email, before or after the start or end of the event, or at a set time. Add notification creates more than one.
• Every new event comes with a reminder 10 minutes before. To change the default, use the calendar settings.
• When the time comes, the reminder opens a window with sound, on any webmail screen, with the buttons Open event, Snooze (5 min) (reminds you again in 5 minutes) and Dismiss. For an online meeting, the first button is Join meeting. With more than one reminder at the same time, Dismiss all also appears.

Inviting people

1. In the Event details, click Add attendees. The screen goes to the Attendees and availability card, with the cursor in the email field.
2. Start typing the email. The list of contacts and the company Directory filters as you type, and does not suggest you or anyone already on the list. Choose the person and press Enter (or click Add attendee).
3. Choose the Role (Required or Optional) and leave Notify checked so the person receives the invitation by email.
4. Save the event. The webmail asks whether to send the invitations and lets you write a message with them.

Availability shows up by itself. Below the list, the Availability chart shows, hour by hour, when each coworker in the same domain is busy or out of office. If someone is busy at the event time, the webmail tells you who and suggests up to three times when everyone is free: click one and the event moves there, with the same duration. People outside the company appear as "availability not available". Only the times appear: the details of each person's appointments stay private.

The Attendance column shows each person's response: Will attend, Might attend, Will not attend or Awaiting confirmation. When you change the date or time, save again so everyone receives the update.

Replying to an invitation

Invitations arrive as regular messages, with the appointment details highlighted and the buttons Accept, Tentative and Decline. When you reply, the event goes into your calendar and the person who invited you receives the response. Updates and cancellations also arrive by email, with a button to update or delete the event in your calendar.

View, edit or delete

Click the event to see the summary: location, description, time, calendar and attendee responses. The Edit and Delete buttons are at the bottom.

Meeting notes

With lua Colabora active, the event itself creates the meeting notes: a document in your Drive, already with the event's title, date, location, attendees and agenda, for the team to write together. The organizer creates it, with the Create meeting notes button, next to Online meeting. See also the usage example, with a team's weekly meeting.

How to create the notes

1. Create the event as usual: title, day, time, attendees and, in the Description, the agenda. If you want, turn on Online meeting.
2. Click Create meeting notes. A panel opens with the Coworkers in the same domain who will be able to read, comment on and edit the notes.
3. If you are going to show the notes to people outside the company, turn on Guests can view with the link (see below). It is optional.
4. Click Create and open notes. The notes open in a new tab, in Colabora, and their links are added at the end of the event description.
5. Save the event. From then on the button becomes Open notes, and Guest link and Remove notes appear.
6. If the event has Online meeting, when you save, the notes link also goes to the meeting chat, in a message from you (with the guest link, if it is on). Nobody gains new access: coworkers open it through the notes shared with them, and people outside only through the guest link.

Who can edit and who can only read

Guest link

Lets a client or partner read the notes without having an account. They can only read, not edit. In the panel you can set:

• Password (optional). The password is not included in the invitation or the event description: send it through another channel, such as WhatsApp.
• Valid until. Drive accepts up to 30 days. The panel shows the rule ("Up to 30 days") and does not let you pick a date beyond it. With no date, the link is valid for 30 days.

The guest link appears in the description as Notes for guests (read-only), right below the notes link. To change the password or the validity, or to turn the link off, use Guest link in the event. The current password is never shown: leave the field blank to keep it.

Where the notes are stored

In your Drive, in the Meeting notes folder, as a .docx file with the date in front of the name, such as 2026-11-03 Weekly team meeting.docx. It opens in the browser, through Colabora, and also in Word. The document has the title, the full date, the location, the attendee table (name, email and attendance), the agenda and spaces for Discussion, Decisions, Next steps (action, owner and deadline) and Next meeting.

What happens when you save the event

• The notes' file name, title and date follow the event.
• Access follows the attendee list: whoever joins the list (from the same domain) gets access, and whoever leaves loses it. A share you made by hand in Drive stays as it is.
• In the document's attendee table, people who stay keep their row as it was (the marked attendance is kept), people who left are removed and people who joined get a row.
• If someone saved the notes in the meantime, nothing is overwritten: the adjustment waits for the next time the event is saved.

Open the notes

In the event, click Open notes. In the event preview (when you click it in the calendar), the Open notes button appears for all attendees who have access.

Remove the notes

Only whoever created the notes sees the Remove notes button. It asks for confirmation, removes access and sends the file to the Drive trash, from where it can be restored. The notes block is removed from the event description. Deleting the event does not delete the notes. Each person can create up to 30 sets of notes per hour, with up to 100 attendees in each.

Month and list views

In Month, each day shows the first events and "+N more" when they do not all fit. In Agenda, appointments appear as a list, one under the other, good for seeing the whole week at once.

Several calendars

Separate your appointments into different calendars, each with its own color: personal, team, a project. In the + next to Calendars, click Create calendar, give it a name and choose the colors. To change a calendar, hover over it and click the pencil. Editing has five tabs:

• Summary: name, description, colors and the default visibility of events.
• Share calendar: gives access to coworkers (see below).
• Publish calendar: creates a link for people outside to view the calendar, with all information or availability only (free/busy).
• Sync calendar: creates the connection for the phone and Outlook (chapter 18).
• Import / Export: brings in events from an .ics file (from another calendar, for example) or downloads all events of this calendar as an .ics.

Delete calendar, at the bottom, deletes the calendar and all its events.

Share a calendar with coworkers

Sharing gives other people access to one of your calendars. It stays a single calendar, yours: the people you share it with see the same events, and what you change shows up for everyone. You choose, person by person, what each one can do. You can only share with mailboxes on the same domain as yours; for people outside the company, use Publish calendar.

1. Hover over the calendar, click the pencil and open Share calendar.
2. Type the email address the person uses to sign in to webmail, from a mailbox on your domain. Use each person's mailbox address: aliases and distribution lists do not work (see "Limits and common questions").
3. Choose the person's permissions (table below). The Read only and Read and write buttons above the table tick the boxes for the most common combinations at once.
4. Click Share: the person joins the list. Repeat for the others and click Save. With Notify ticked, each person gets an email letting them know.

Example: the Sales calendar

Ana keeps the Sales calendar with the team's visits and meetings. She shares it with Bruno, who also schedules appointments (Edit events and See details), and with Carla, who only needs to follow along (See details). This is what Figure 61 shows.

Example: the executive team calendar

Ana also keeps the Executive team calendar. Yara, the executive assistant, edits and sees everything. Bruno and Carla have See details unticked: they see when the executives are busy, without knowing what it is about.

Example: vacations and absences

The Vacations and absences calendar lets the whole team know who is away. Ana shares it with Bruno, Carla and Yara, each with Edit events: everyone enters their own time off, and before promising a deadline to a client, everyone checks the calendar.

What the person sees when they receive the calendar

Whoever receives a shared calendar sees a red number on the + next to Calendars and, if Notify was ticked, gets an email with the subject "(owner's address) shared a calendar with you". To see the calendar:

1. Click the + next to Calendars and then Add shared calendar.
2. In the list, click Add next to the calendar you want. Unshare declines the invitation: the calendar leaves the list, and webmail warns that the person will not be able to add it again.
3. The calendar appears in the Calendars list as "Sales (Shared)". Click its name to show or hide its events.

What the person can do depends on what the owner ticked:

• View only (See details): clicking an event opens its details, with no buttons. This is Carla in the Sales calendar (Figure 65).
• Edit events: the details gain the Edit, Delete and Options buttons, and the person can also create events in the calendar. This is Bruno (Figure 66). What he changes shows up for the owner and for everyone else.
• Without See details: events appear as Busy, with the time only, like the executive team's calendar for Bruno (Figure 67).

The person receiving the calendar can change the name and colors of their own copy (pencil, Summary tab) without affecting anyone. The Share calendar and Publish calendar tabs only appear for them if the owner ticked the matching permissions.

Changing or removing access

The owner can change things whenever they want. Hover over the calendar, click the pencil and open Share calendar:

• Change what a person can do: tick or untick the boxes on their row and click Save.
• Remove access: click Delete on the person's row and then Save. The next time they open the calendar, it is no longer in their list.

On the row of a person who was already saved, the Notify box appears unticked: it only applies at the moment you share.

Publishing the calendar for people outside

To show your times to someone who does not have a lua.email mailbox, such as a client or a supplier, use the Publish calendar tab. It creates a public link, with no password, in the calendar file format (.ics) that calendar programs can subscribe to:

• Publish all the event information: whoever has the link sees the title, location and description.
• Publish the free/busy information only: whoever has the link sees only the times, as Busy, with no title or location. It is the right choice for a client to book a visit without seeing what is on your calendar.

Click Create on the option you want. Once created, the link appears with three buttons: Copy to clipboard, Reset (creates a new link, and the old one stops working) and Remove (turns publishing off). Private events never appear in the link, in either option.

Example: the calendar for the client

Ana wants clients to see when the sales team is free. In the Sales calendar, she creates the free/busy link and sends it to the client. The client subscribes to the link in their own calendar and sees only the busy blocks, without knowing with whom or where. When the contract ends, Ana clicks Remove and the link stops working.

Limits and common questions

• "I shared it, but the person does not see the calendar." Check that the address you typed is the same one they use to sign in to webmail. The system accepts any address on your domain, but only the person with exactly that login receives the invitation: aliases, distribution lists and addresses that do not exist have no effect, and webmail does not warn you. Then the person has to add the calendar from the + next to Calendars.
• "I got 'You can only share with mailboxes in your own domain'." The address you typed belongs to another domain (or to a subdomain). Sharing only works with mailboxes on the same domain as yours. For people outside the company, use the Publish calendar tab, which creates a link.
• "I only see Busy." The owner did not tick See details for you. Ask them to tick the box and save.
• "I cannot edit an event." The Edit events permission was not ticked for you.
• "An event that exists does not show up." It must be set to Private, and private events never appear to people who receive the calendar.
• "I want to see the calendar on my phone or in Outlook." Over CalDAV (chapter 18), your phone and Outlook show the calendars of your own mailbox. A calendar someone shared with you stays in webmail. To follow it on your phone, ask the owner to publish the calendar and subscribe to the link.
• "I removed someone's access. What happens to the events?" Nothing: the calendar and its events remain the owner's. The person just stops seeing them.

Import and export

To bring in a calendar from another service, export it there in .ics (iCalendar) format and use Import from file. Export to file does the opposite, and also works as a backup. An .ics file received by email can be added to the calendar directly from the message.

Calendar settings

In Settings (on the calendar bar), or in Settings → Preferences → Calendar:

• Initial view, the day the week starts, the day interval (how often the grid is divided) and the time it scrolls to when opened;
• the Default calendar for events, where new events are created;
• week numbers, category colors as borders, and sunrise and sunset in the month view;
• the Categories: rename the built-in ones (Personal, Work, Family), change the colors and create others;
• the sound and the default reminder for new events, and whether Today's agenda appears in the mail side panel.

17. Setting up email in other programs

Besides the webmail, you can read and send messages with Outlook, the phone app or Thunderbird. In most of them you only need to enter your email and password: the program finds the rest by itself (this is called Autodiscover).

Server details

Use this table when automatic setup fails or when the program asks for the details manually. The servers are the same even if your address is on another domain.

App password

Lua.email has two kinds of password, and each works in different places. The webmail password is the one you type to sign in to webmail. It also works for the Exchange account on your phone, lua Colabora, lua Talk and lua Conector. The app password works in Outlook and other email programs (IMAP, POP3 and SMTP, on mail.lua.email), for calendar and contacts in programs (dav.lua.email) and in lua Sync. It is different from the webmail password on purpose: if it leaks, it does not give access to webmail.

Some people call the app password a "password for applications" or a "token". It is the same thing.

Webmail password: this is your mailbox password, set by whoever manages your company's email when they create the account or reset the password in the admin panel. You use it to sign in to webmail, the Exchange account on your phone, lua Colabora, lua Talk and lua Conector.

How to get the app password. Whoever manages your company's email creates this password in the admin panel. See Generate the app password and send it through a secure link. It appears only once, so write it down or save it in a password manager right away. It can also be sent to you through a secure link that expires. If you lost it, ask for a new one: the old one stops working, and the programs that used it need the new one.

Outlook, iPhone and Mac Mail

1. Open the program and choose Add account.
2. Type your full email address and the app password (it is not the webmail password).
3. If the program asks for the account type, choose IMAP. Do not choose Microsoft 365. On the phone, the Exchange account also works and brings email, calendar and contacts together: see chapter 23.
4. Wait: the program queries Autodiscover and fills in mail.lua.email on ports 993 and 587 by itself.
5. If the automatic search fails, choose manual setup and use the table above.

Manual Outlook setup (IMAP)

If Outlook does not set up the account automatically, do the manual IMAP setup. The screens below are from Outlook for Windows, in Portuguese, with the email address hidden. If your Outlook is in English, use the names in parentheses.

1. On first launch, Outlook shows Entre para começar a usar o Outlook (Sign in to start using Outlook). Click Ignorar por enquanto (Skip for now).
2. On the screen with the Endereço de email (Email address) field, type your full email address, click Opções avançadas (Advanced options), check Configurar minha conta manualmente (Set up my account manually) and click Conectar (Connect).

3. Under Configuração avançada (Advanced setup), choose IMAP. Do not choose Microsoft 365.

4. On the Configurações de Conta IMAP (IMAP Account Settings) screen, fill in the servers:
   • Emails de entrada (Incoming mail): Servidor (Server) mail.lua.email, Porta (Port) 993 and Método de criptografia (Encryption method) SSL/TLS.
   • Emails de saída (Outgoing mail): Servidor mail.lua.email, Porta 587 and Método de criptografia STARTTLS.
   • Exigir logon usando Autenticação de Senha de Segurança (SPA) (Require logon using Secure Password Authentication): leave it cleared for both incoming and outgoing.
   Click Avançar (Next).

5. On the next screen, type the app password, which is different from the webmail password (see the difference), and click Connect. Outgoing mail uses the same username and the same app password as incoming mail, so there is nothing else to set up.

6. Conta adicionada com êxito (Account successfully added) appears. If you do not want to set up your phone now, clear Configurar o Outlook Mobile em meu telefone também (Set up Outlook Mobile on my phone too). Then click Concluído (Done).

7. In the Caixa de entrada (Inbox), the Mensagem de Teste do Microsoft Outlook (Microsoft Outlook Test Message) arrives. It confirms that sending and receiving work.

Thunderbird

Enter the email address and the app password (not the webmail password; see the difference) on the new account screen. If Thunderbird does not find the settings automatically, click Configure manually and fill in the data from the table: IMAP incoming at mail.lua.email:993 (SSL/TLS) and SMTP outgoing at mail.lua.email:587 (STARTTLS), with the username equal to the full email address. Sending uses authentication, with the same username and the same app password as incoming mail.

Android

The most complete way is the Exchange account, which brings email, calendar and contacts at once (chapter 23). If you prefer email only, choose Other / IMAP account and enter the table details. On the outgoing server (SMTP), turn on authentication, with the same username and password as the incoming server.

Send as an alias in Outlook and other programs

The aliases you use in the webmail can also be your sender address in Outlook, Thunderbird and Mail on iPhone and Mac. As the sender, you can use your own address, an alias that delivers messages to your mailbox, or a shared mailbox you have access to.

Before you set it up in the program, check in the webmail which aliases you can use: in Settings → Identities, click Add alias as identity. The search shows exactly the aliases that deliver to your mailbox (chapter 14). If the alias you want does not appear, ask your domain administrator to add your account to its destinations in the admin panel.

Then add the alias address as a sender in the program. The account stays the same: incoming and outgoing mail use your full email address and your app password.

• Classic Outlook (Windows): when you write a message, click From → Other email address and type the alias. If the From button does not appear, turn it on in Options → Show Fields → From. Outlook remembers the address for your next messages.
• Thunderbird: in Account Settings, choose your account and click Manage Identities → Add. Fill in the name and email address of the alias. When you write a message, choose the identity in the From field.
• Mail on iPhone and iPad: go to Settings → Mail → Accounts, tap your account, then Account → Email → Add Another Email and type the alias. When you write a message, tap the From field to choose it.
• Mail on Mac: go to Mail → Settings → Accounts, choose your account and, in the Email Address field, use Edit Email Addresses to add the alias.

If the message does not go out: the program shows a sender rejected error ("Sender address rejected" or "not owned by user"). Check that the address was typed exactly like the alias and that it still appears in the webmail search. If the administrator deleted the alias or removed your mailbox from its destinations, it stops working in every program.

Contacts and calendar

Contacts and calendar are set up separately from email and are covered in chapter 18: server dav.lua.email, the full email address and the same app password (not the webmail password). On your phone, the Exchange account already brings contacts and calendar along with email, and it uses the webmail password.

Automatic setup (Autodiscover)

This is what lets you set up the account by typing only the email and password. The program asks the internet where the servers for that address are and gets back the details in the table above, with the username already filled in as the full email address. Each program makes this query in its own way:

For @lua.email addresses you do not need to set anything up: discovery already works. With your company's domain, the mailbox stays at Lua, but the domain's DNS needs a record pointing to Lua's Autodiscover. Everything that goes in the domain's DNS is in chapter 24.

If the program does not set up by itself

• In IMAP programs, check that you typed the full email address and the app password (not the webmail password). For the Exchange account on your phone, use the webmail password (not the app password).
• In desktop Outlook, if it asks for the account type, choose IMAP, not Microsoft 365.
• With your own domain, check the Autodiscover SRV record and the autodiscover.yourcompany.com and autoconfig.yourcompany.com addresses (chapter 24).
• Manual setup always works: use the details in the Server details table. The account ends up the same as one set up automatically.

18. Syncing contacts and calendar (CardDAV and CalDAV)

Your contacts and calendar are stored on the server and can be synced with Thunderbird, Outlook and your phone. What you change in one place shows up in the others. The company address books (Directory and global address books) also come along, read-only. See chapter 15.

Connection details

Thunderbird

Thunderbird syncs contacts and calendar without add-ons. Use version 102 or newer (check in Help → About Thunderbird). When you set up the email account with your @lua.email address, it may offer contacts and calendar by itself; otherwise, follow the steps below.

Contacts (CardDAV)

1. Open the Address Book (contacts icon in the sidebar or Ctrl+Shift+B).
2. Click the arrow next to New Address Book and choose Add CardDAV Address Book.
3. In User Name (1), enter your full email address.
4. In Location (2), enter https://dav.lua.email/ and click Continue.
5. When asked for the password, type the app password (not the webmail password) and select the option to remember it.
6. Check the address books found (3) and click Continue (4).

Calendar (CalDAV)

1. Open the Calendar (calendar icon in the sidebar).
2. Click New Calendar (or the + next to Calendars), choose On the Network and continue.
3. In User Name, enter your full email address; in Location, https://dav.lua.email/cal/.
4. Click Find Calendars and, when asked, type the app password (not the webmail password).
5. Check the calendars found and click Subscribe.

On your phone

Outlook with CalDav Synchronizer

Outlook has no built-in support for CardDAV/CalDAV. For that, use the free add-in Outlook CalDav Synchronizer (caldavsynchronizer.org), which syncs contacts, appointments and tasks in both directions.

1. Install the add-in

1. Close Outlook.
2. Go to caldavsynchronizer.org, click Download and download the file OutlookCalDavSynchronizer-(version).zip.
3. Extract the .zip file and run setup.exe. Keep the installation on the C: drive.
4. If the installer asks for the Visual Studio 2010 Tools for Office Runtime, install it from Microsoft's website and run setup.exe again.
5. Open Outlook. A new tab called CalDav Synchronizer should appear.

2. Create empty folders in Outlook

Each sync uses one Outlook folder. To avoid mixing or duplicating items, create new, empty folders: on the Folder tab, click New Folder, type the name (for example, Lua Contacts) and, under Folder contains, choose Contact Items. Repeat for the calendar (Lua Calendar), choosing Calendar Items.

3. Create the contacts profile

1. On the CalDav Synchronizer tab, click Synchronization Profiles.
2. Click Add new profile (green + icon) (1), choose Generic CalDAV/CardDAV and confirm.
3. In Profile name (2), enter a name, such as Lua Contacts.
4. In Outlook folder (3), click ... and select the folder Lua Contacts.
5. In DAV Url (4), enter https://dav.lua.email/card/.
6. In Username and Email address (5), type your full email address. In Password, type the app password, not the webmail password.
7. Click Test or discover settings (6) and select the address book found.
8. In Synchronization mode (7), keep Outlook <-> Server (Two-Way) and choose the interval in minutes.
9. Click OK (8) and then Synchronize now on the add-in tab.

4. Create the calendar profile

Repeat step 3 with these differences: name Lua Calendar, folder Lua Calendar (Calendar Items) and DAV Url https://dav.lua.email/cal/. In Test or discover settings, choose the calendar. For more than one calendar, create a profile for each.

5. Monitor the sync

Use the Status and Reports buttons on the CalDav Synchronizer tab to see when each profile last synced and whether there was an error. The 401 (Unauthorized) error means a wrong username or password: check the full email address and the app password (not the webmail password).

A calendar's own connection (optional)

To give a device access to a single calendar, with its own username and password that can be revoked at any time, create a connection on the calendar itself. It uses the address https://calendar.lua.email/, not dav.lua.email.

1. In Calendar, hover over the calendar, click the pencil and open Sync calendar.
2. Under Create new CalDav connection, give it a Name that reminds you of the device and a Password of at least 10 characters. Turn on Read-only if the device should only see the calendar.
3. Click Add and then Show details: use the URL (or the alternate URL), the Username (a code) and the password you created.

Sync problems

19. Settings and preferences

All settings are in Settings, in the sidebar. Appearance, language and behavior options are in Preferences and apply to your account on any computer.

Change theme, language and time zone

1. Click Settings in the sidebar and then Preferences (1).
2. In the middle column, click User Interface (2).
3. Under Main Options (3), adjust Language, Time zone, and the time and date formats.
4. Under Interface skin (4), choose the theme: Lua+, Outlook+, or another that appears in the list.
5. Click Save (5). The screen reloads with the new options.

User Interface screen options

Other Preferences sections

Profile photo

Your photo appears to coworkers in your domain in emails, contacts and lua Colabora. Without a photo, the webmail shows your initials.

1. Click Settings and then Preferences → Profile photo. In Settings → User information, the photo appears first, and the Edit profile photo link goes straight to this screen.
2. Click Add photo (or Change photo) and choose a JPG, PNG or WebP image.
3. Adjust the framing with Zoom in and click Use this photo.

Under Who sees my photo, choose People in my domain or Only me. The choice applies to the webmail and Colabora. People outside the platform never see the photo. To remove the photo, use Remove.

Other Settings menu items

20. Common problems and solutions

Before opening a ticket, check the items below. Many problems are solved in a few clicks.

When asking for help, include

• Your email address (never your password).
• What you tried to do and what happened, with the exact error message.
• Approximate date and time, the browser you used, and, if possible, a screenshot.

21. Quick reference

22. lua Colabora in the webmail

When lua Colabora is active for your mailbox, the webmail adds Drive, Chat, online meetings, and tasks. This chapter shows what changes in the webmail. Using Drive, Chat, and the other tools is covered in the lua Colabora manual.

Drive and Chat in the sidebar

• Drive (1), the cloud icon: opens your files in a new tab, already signed in.
• Chat (2), the speech bubble icon: opens your conversations and meetings, also already signed in.
• Space (3): the indicator adds up email and Drive files, because your plan's space is shared between the two. Part of it is always reserved so email keeps arriving (details in the Colabora manual).

The password is the same as your email password. When you sign out of the webmail, you also sign out of Drive and Chat.

Drive and Chat notifications

What happens in Drive and Chat shows up in the webmail itself: Chat messages and mentions, files shared with you, cards, and tasks.

• In the side panel: the Notifications box, at the bottom of the panel, shows the number of alerts next to the title. Click an alert to open it in Drive or Chat. The × on each one and Dismiss all clear them in Drive too.
• Panel closed: a bell appears next to the button that opens the panel, with the number of alerts.
• Chat button: shows how many Chat messages you haven't read yet.
• Desktop alert: with your browser's permission, each new alert also appears in the corner of the screen, even if another tab is open.

You can turn each one on or off in Settings → Preferences → Notifications. It works the other way around too: with Drive open, new email shows up in the bell there, with the sender and subject (Colabora manual).

Save and open attachments in Drive

In a received message, open the attachment's menu (the small arrow next to it):

• Download to Drive: saves the file to the Email attachments folder in your Drive, without going through your computer. A notice confirms it, with the Open in Drive link. If the same file is already there, the webmail uses the existing one ("Already in Drive"). If there is a different file with the same name, it asks what to do.
• Open in Drive: saves it and opens it right away in the Drive editor. Good for reviewing a spreadsheet or a contract you received and saving the changes there.
• Download: downloads to your computer, as usual.

Attach a file from Drive

1. In a new message, click Attach from Drive, next to Attach file. In quick reply, it's the cloud icon next to the paperclip.
2. Browse the folders or search by name, and check the files.
3. Confirm. The files are added as regular attachments. Files over the attachment limit are added as a link.

Large file becomes a link

The attachment limit is 25 MB. If you attach a larger file, the webmail offers Send via Drive:

1. If you want, type a link password (at least 4 characters) and send that password to the recipient by another channel.
2. Click Send via Drive. The file is uploaded to the Sent attachments folder in your Drive, goes through antivirus, and the link is added to the message text.
3. Send the message as usual. The recipient downloads it through the link, with no account needed.

• The link is valid for 30 days and comes with a QR code to open on a phone.
• If a file with the same name already exists in Sent attachments, the webmail asks whether you want to Update the file (the previous version is kept) or Keep both.
• Changed your mind about the message? When you discard it, the uploaded file is deleted. A draft with the link is kept for 7 days. A sent message keeps the file until the link expires.
• It also works in quick reply: the link is added to the reply text.

Send a Drive file by email

In Drive, in the file's three dots menu, Send by email opens the webmail with the message already prepared. Choose Attach the file (up to 25 MB in total) or Send the shared link. The subject comes with the file name.

Online meeting in the calendar

1. In Calendar, create the event (chapter 16).
2. Turn on the Online meeting switch, below Location. The room link is added to the location and the description ("Join the meeting: …").
3. Add the participants and save. The invitation arrives with the Join the meeting button.

• When it's time: open the event and click Join meeting, or use Copy link to send it to someone. The reminder notice also has Join meeting, Open event, and Snooze (5 min), which reminds you again in 5 minutes.
• Who joins directly: coworkers at the company, meaning people with a mailbox on the same domain as whoever scheduled the meeting. They join as moderators.
• Who admits outside guests: any moderator, not just whoever scheduled it. The guest opens the link in the browser, types their name, and waits in the waiting room until someone from the company lets them in.
• Changed your mind? Turning the switch off removes the link, and deleting the event deletes the room.
• Meeting minutes: next to the switch is the Create meeting minutes button, which creates the minutes document in Drive with the event's participants and agenda (chapter 16).

Tasks in the webmail

• On the email screen: the Today's tasks box, on the side, shows what is due today and what is overdue. Check the box to complete a task.
• In the calendar: the Tasks panel, on the left, lists open tasks (overdue ones in red). Type in New task, pick the date, time, and reminder if you want, and click +. Tasks with a date also appear on the calendar: all-day ones at the top of the day, and those with a time at their scheduled hour.
• Open in Tasks takes you to the Colabora tasks app, with priority, subtasks, and other lists (Colabora manual).

Create a task from an email

An email that turns into a to-do doesn't have to stay flagged in your inbox:

1. Select the message and choose More → Create task (or use the right-click menu).
2. The title comes with the subject already filled in. Adjust it if you like and pick the date, time, and reminder.
3. Click Save.

The task carries the sender, the subject, and a link that opens the email. In the tasks panel, the envelope icon next to the date takes you straight to the message.

Task reminder

A task with a reminder alerts you on time, like events do: the window appears on any webmail screen, with Open task, Complete, Snooze (5 min), and Dismiss. The reminder also reaches the Drive bell.

• You can choose the reminder when you create the task in the webmail, in the tasks panel, or in the Create task window: at the scheduled time, a few minutes before, a day before, or, with no set time, at 9 a.m. on the day or the day before.
• Completed or deleted the task ahead of time? The reminder won't appear.

Create and complete tasks from the calendar

If you spend your day in meetings, the quickest way to note a to-do is right in the calendar, at the time it needs to be done:

1. In the Day or Week view, click an empty time slot (or click and drag).
2. Choose Task on the card on the right. Event opens the event screen, as usual, already set to the day and time you clicked.
3. Type the task name and press Enter (or click Save). The short form already has the day, the task list (pick another one if you have more than one), and the reminder.

The task is created with the date and time of the slot you clicked, and appears on the grid with a checkbox (☐) before its name. In the Month view, it shows with the date, without a time. Esc closes the box without creating anything.

Click a task on the grid to see its due date and choose Mark as completed or View in panel. Tasks created in the calendar are the same ones as in the Colabora tasks app and on your phone. There, a task with subtasks shows the percentage completed, calculated from the subtasks (Colabora manual).

23. Exchange account on your phone (ActiveSync)

On iPhone and Android, you can add your mailbox as an Exchange account. A single account brings your email, calendar, and contacts, and new messages show up right away, without waiting for the app to check.

What comes with the Exchange account

What works on each device

The table shows what syncs in each app and how much we have seen it work. In use means devices of this kind are syncing on the platform. Not tested means the app should work through the protocol, but we haven't checked it on a device: if you test it, the result may vary with the system version.

Automatic reply from your phone and from Outlook

The device's automatic reply (out of office) is the same one as the Settings → Out of office screen in webmail (chapter 13). Turning it on on the phone turns it on in webmail, and the other way around.

• The device changes only whether the reply is on, the period, and the text. The subject and the other options stay as they are in the webmail, and your filters are not touched.
• The webmail has a single text. The device shows the same text as internal and as external, and when saving, the first text filled in is used.
• The period is in Brasília time. An end before the start is rejected.

Step by step: turn on the automatic reply from iPhone and Outlook

Before you travel, turn on the reply from your phone, without opening the webmail. It applies to the whole mailbox, everywhere.

On iPhone or iPad

1. Open Settings → Mail → Accounts (on newer versions of iOS: Settings → Apps → Mail → Mail Accounts).
2. Tap your company's Exchange account.
3. Tap Automatic Reply and turn the option on.
4. Fill in the end date, if the device asks, and write the message.
5. Go back to save. Within a few moments, the same reply appears in webmail, under Settings → Out of office.

In classic Outlook for Windows (Exchange ActiveSync account)

1. Click File → Automatic Replies.
2. Check Send automatic replies. If you want a period, check Only send during this time range and choose the start and end.
3. Write the message and click OK.

In Outlook for iPhone and Android: open the account settings and look for Automatic replies. If the app doesn't show this option for the account, turn it on from the webmail or from Outlook for Windows.

• There is a single text. The webmail has one message for everyone, and the device shows the same text as internal and as external. When saving, the first text filled in is used.
• The phone changes only whether the reply is on, the period, and the text. The subject and the other options stay as they are in the webmail, and your filters are not touched.
• The period is in Brasília time. An end before the start is rejected.
• To turn it off, turn it off on your phone or in the webmail: it applies to both.

According to the manufacturers, the Android email app (Automatic replies) and Samsung Email (Out of office) also have this option in the account. We haven't checked each screen on a real device yet: if the option doesn't appear, use webmail.

Step by step: see Colabora tasks on iPhone (Reminders) and in Outlook

The lists from the lua Colabora Tasks app appear as tasks on the device. Only for mailboxes with Colabora and Tasks turned on: if your device shows nothing, ask your administrator to check.

On iPhone or iPad (Reminders app)

1. Open Settings → Mail → Accounts and tap your company's Exchange account.
2. Turn on Reminders. When you add the account for the first time, the same switch appears on the screen where you choose what to sync.
3. Open the Reminders app. In the account's section, a list appears for each list in the Colabora Tasks app. The tasks list is the default.
4. Tap the circle to complete a task, change the due date, or rename it: the change goes to Colabora, and the subtasks and other fields of the app are preserved.

In classic Outlook for Windows (Exchange ActiveSync account)

1. With the account already set up (see how), open Outlook.
2. In the account's folder pane, open Tasks. The Colabora lists appear as task folders.
3. Complete a task, change its due date, or create one. It appears in Colabora, and the other way around.

• It doesn't appear in every app. The Android email app and Outlook for iPhone and Android don't have Exchange account tasks. In Samsung Calendar, it depends on the version.
• Notes do not sync, even with the switch turned on (see why).
• According to the manufacturers, the table below applies to each app. We haven't checked each screen on a real device yet.

Colabora tasks on the device

The lists from the lua Colabora Tasks app appear on the device as tasks: the tasks list is the default, and the other lists come as extras. Completing, changing the due date, or renaming on your phone changes the task in Colabora, and the subtasks and other fields of the app are preserved. They only appear for mailboxes with Colabora and Tasks turned on.

Automatic reply and tasks, by device

Why notes don't sync

Only one app uses notes over ActiveSync: Notes on iPhone. It saves plain text and takes the title from the first line, while Colabora notes are files with formatting (task lists, links, images). Every edit on the iPhone would rewrite the note and erase the formatting for whoever edits in Colabora. To keep your content safe, notes are left out. On the iPhone, leave Notes turned off in the Exchange account; use Colabora for company notes.

If your company requires a phone password

The administrator can require, through the panel, that the phone have a screen lock and, if wanted, that it be wiped after several wrong passwords (panel manual). When you add the account, the device shows the security policy screen: you must accept it to sync. If the device has no screen lock, the system asks you to create one. Administrators can find the step-by-step guide in Require a password on employees' phones, and for a lost device, in Remove a lost device or one belonging to someone who left.

What the Exchange account doesn't do

Autodiscover: required for the account to set itself up

When you type the email address and password, the phone queries Autodiscover to find the server address (sync.lua.email). For @lua.email addresses this already works. With your company domain, the phone (Android with an Exchange account, Gmail or Samsung) looks for the autodiscover.yourcompany.com address, and Outlook also uses the record below. With DNS at Edgium, the panel creates everything on its own; with DNS at another provider, whoever manages the DNS creates, just once for all mailboxes and all devices, the SRV below and the two A records shown in the panel:

Step by step, with the DNS panel fields: chapter 24. The administrator can see the ready-made record and check that it is correct under Authentication → Validate DNS in the admin panel (panel manual).

iPhone and iPad

1. Open Settings and go to Mail → Accounts → Add Account (on newer versions of iOS: Settings → Apps → Mail → Mail Accounts).
2. Choose Microsoft Exchange, type the full email address and a description (for example, Company), and tap Next.

   

3. Tap Configure Manually. Don't use Sign In: that option takes you to the Microsoft screen.
4. Type the webmail password (not the app password) and tap Next. With the right Autodiscover, the iPhone finds the server automatically.
5. If the screen with Server appears, fill in: Server sync.lua.email, Domain blank, Username with the full email address and the webmail password (not the app password). Check the Username field: the iPhone tends to fill in only the part before the @ (name), and then the server rejects the password. Delete it and type the whole address (name@company.com.br).

   

6. Choose what to sync: turn on Mail, Contacts and Calendars; turn on Reminders if you want your Colabora tasks on the device; leave Notes off. Tap Save.

   

Large mailbox? In the Exchange account, under Mail Days to Sync, choose 1 Month (or less). The first sync is much faster, and older messages stay available in webmail.

Directory contacts on your phone

Your company Directory (the mailboxes and group addresses of your domain, the same as in the webmail) also arrives through the Exchange account. On the iPhone:

• In the Contacts app, tap Lists (top left corner), choose the account, and open Global Address List. Type at least three letters of the name or email to search the Directory.
• When you write the recipient in Mail, the iPhone also suggests Directory names as you type.

Android

Names vary by device and app. The two most common:

Android email app

1. Open the email app, tap your photo, and tap Add another account.
2. Choose Exchange and Office 365, type the full email address, and tap Next.
3. Type the webmail password (not the app password). With the right Autodiscover, the app finds the server automatically.
4. If it asks for the server settings, fill in: Server sync.lua.email, Port 443, Security type SSL/TLS, and Username with the full email address.
5. Choose the sync frequency and tap Next.

Samsung Email

1. Open the Email app, go to Settings → Add account, and choose Microsoft Exchange ActiveSync.
2. Type the full email address and the webmail password (not the app password) and tap Sign in.
3. If it asks for manual setup, fill in: Exchange server address sync.lua.email, Domain\Username with just the full email address (nothing before the backslash), Use secure connection (SSL) turned on, and Port 443. Scroll to the bottom to see the port: if it shows 993 (the IMAP port), change it to 443.

Outlook app (Android and iPhone)

1. Open Outlook, tap your photo or the account icon, then Settings → Add email account.
2. Type the full email address and tap Continue. If the app suggests IMAP, tap Set up account manually (or Change account provider) and choose Exchange.
3. Type the webmail password (not the app password).
4. Turn on Advanced settings and fill in: Server sync.lua.email and Domain\Username with just the full email address, for example maria@yourcompany.com. Don't write anything before the email address: not yourcompany.com\ and not sync.lua.email\.
5. Tap Sign in.

The Outlook app on the phone syncs the account through Microsoft's servers, not directly from the device. That's why the accesses show up with Microsoft addresses. The Android and Samsung email apps connect directly.

Outlook on your computer

On a computer, we recommend the IMAP account (chapter 17). Classic Outlook for Windows also accepts the Exchange ActiveSync account through manual setup, with the server sync.lua.email, but without shared folders. The new Outlook for Windows doesn't offer this type of account.

Details for manual setup

The Exchange account won't sign in (password rejected)

It's almost always one of these five points. Check them one by one before trying again:

• After several wrong passwords in a row, attempts are blocked for a while. Fix everything calmly and try just once. If it still won't sign in, wait a few minutes.
• If the same mailbox is already on your phone as IMAP, remove the IMAP account once Exchange works. With both, messages show up twice, and Exchange already brings email, calendar, and contacts.

Good to know

• Messages sent from the Exchange account go out with your own address. Lua only accepts sending as your address, as an alias that delivers to your mailbox, or as a shared mailbox you have access to. To add an alias as a sender, use the webmail (Settings → Identities, chapter 14).
• The phone doesn't ask to become a "device administrator." The device is wiped remotely only when that function is enabled for your company (available on request), and the request is made by an administrator in the panel, with confirmation and logging (panel manual). If you lose your phone, change your webmail password: the account stops syncing.
• Many wrong passwords in a row block attempts for a while. If the phone starts rejecting the password after a change, update the password in the device's account.

When to use the Exchange account, and when to prefer another option

• Field teams, salespeople, and technicians: the Exchange account brings email, calendar, and contacts together and alerts you right away when a message arrives. The company Directory comes on the device, so people on the road can find any coworker's phone number without calling the office.
• Switching phones: when you sign in with the same account on the new device, your email, calendar, and contacts come back on their own.
• Prefer IMAP or CardDAV/CalDAV if you only want email in a specific program (like Thunderbird), if the device doesn't have the Exchange option, or if you already use your own calendar app.

If it doesn't work

24. Domain settings (DNS)

If you use your company domain (for example, ana@yourcompany.com), you need a few records in that domain's DNS. This is done once per domain, by whoever manages the DNS (your company's IT or the domain provider), not by each user. @lua.email addresses come ready to go.

What each record does

Receiving and sending: MX, SPF, DKIM, and DMARC

The exact values for your domain, including the DKIM key, are in painel.lua.email, ready to copy. The format is this:

; receiving: the domain's email goes to Lua
yourcompany.com.                      3600  IN  MX   5 mx.secure.edgium-dns.net.

; sending: authorizes Lua (only one SPF record per domain)
yourcompany.com.                      3600  IN  TXT  "v=spf1 include:spf.lua.email -all"

; signature: selector and key for YOUR domain, copied from the panel
<seletor>._domainkey.yourcompany.com. 3600  IN  TXT  "v=DKIM1; k=rsa; p=<chave do painel>"

; policy and reports (start with p=none)
_dmarc.yourcompany.com.               3600  IN  TXT  "v=DMARC1; p=none; rua=mailto:dmarc@yourcompany.com"

Autodiscover: required for automatic setup

This is the record that lets you set up the account by typing only the email and password, in Outlook, on iPhone, and in the Exchange account on your phone (chapter 23). Without it, none of these devices can set themselves up with the company domain: the person has to type the servers by hand. Create it in your domain's DNS (in the example, yourcompany.com):

In zone file format (BIND and panels that accept text import):

; required: Outlook, iPhone and the phone's Exchange account set themselves up automatically
_autodiscover._tcp.yourcompany.com.  3600  IN  SRV  0 0 443 autodiscover.lua.email.

; optional: contacts and calendar through the domain (iPhone, Mac, DAVx⁵), at dav.lua.email
_carddavs._tcp.yourcompany.com.      3600  IN  SRV  0 1 443 dav.lua.email.
_caldavs._tcp.yourcompany.com.       3600  IN  SRV  0 1 443 dav.lua.email.

; optional, recommended: automatic email setup (phone and email programs); use the value shown in the panel
autodiscover.yourcompany.com.        3600  IN  A    <value shown in the panel>
autoconfig.yourcompany.com.          3600  IN  A    <value shown in the panel>

In the DNS panel, the SRV record usually asks for separate fields: service _autodiscover, protocol _tcp, priority 0, weight 0, port 443, and target autodiscover.lua.email. Some panels want the target with a trailing dot (autodiscover.lua.email.); others, like Cloudflare, without the dot.

Automatic email setup: the two A records

In the panel, the Automatic email setup block (marked Optional) is in the Validate DNS tab, inside the Autodiscover (automatic setup) card, after the SRV record and Contacts and calendar; Domain health shows just one alert line. With DNS at Edgium, the panel creates the two records on its own. With DNS at another provider, the setup turns on by itself and shows the records in cards, with Copy and Copy all (only what is missing; one card per name, with the two values, that is, two A records on the same name): you create just the two A records, autodiscover.yourcompany.com and autoconfig.yourcompany.com, and the certificate and HTTPS are automatic, on our side. Nothing is created until the name answers for Edgium. The states are Waiting for DNS, Activating and Completed; if there is an error, Open a ticket appears. Details in the admin panel manual.

What not to do

How to check

After you create the record, the change can take from a few minutes to a few hours to take effect, depending on the DNS cache time (TTL). To check, open a terminal and run:

nslookup -type=SRV _autodiscover._tcp.yourcompany.com

; expected response
_autodiscover._tcp.yourcompany.com  SRV service location:
priority       = 0
weight         = 0
port           = 443
svr hostname   = autodiscover.lua.email

dig +short SRV _autodiscover._tcp.yourcompany.com

# expected response
0 0 443 autodiscover.lua.email.

Whoever manages the domain also sees this in the panel: in Authentication → Validate DNS, the Autodiscover (automatic setup) box turns green when the record is right, and red, with the record ready to copy, when it is missing. The Automatic email setup block shows Completed when both addresses are ready.

If the response comes back empty, the record hasn't been created yet or hasn't propagated yet. If it shows a different target (for example, Microsoft's), it's the previous provider's Autodiscover.

Glossary

Screens may vary depending on the version and appearance of your webmail.