Help Center

Once you start the mail client for the first time you'll first be prompted to choose an account to login with. Instructions on how to set-up your account can be found here (you will be redirected to OfficeSuite website).

1. Open Mail.
2. On the File tab, click Info.
3. Click Add Account.

You can create one or more signatures for your emails.

Add signature

1. Click the File tab.




2. Click Settings.





3. Select Mail Preferences.





4. Click Mail.





5. Choose Manage Signatures.





6. Click Add Signature, and type a signature (all your previously added and not deleted signatures will be saved here).





7. Confirm with OK.


*You can change fonts and font properties: colors, sizes, text alignment. You can add a bulleted or numbered list.



*In the Select default signature for account drop-down menu, choose an email account to associate with the signature. You can have different signatures for each email account.

*If you want your signature added to all new emails by default, in the Signature for new email drop-down menu, select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This doesn't add a signature to any messages you reply to or forward.

*If you want your signature to appear in the messages you reply to and forward, in the Replies/forwards drop-down, select one of your signatures.

Add a signature to an email

1. Open a new email message, and click Signatures.




2. Select your signature, or click Signatures to create or customize a signature.

You can modify your email signature or create a new one to include hyperlinks to your website or social media profiles. 

1. Right-click in the Edit Signature field,
   
   
2. Click Insert Link, or 
   click Edit Link to adjust an existing link. 
   
   
   
3. In the Address box, enter the web address (URL). 
   The selected text will appear in the Text to display: field above. You can change this text if you want.

Your signature can include not only text, but also images.

In OfficeSuite version 4.90 or higher: 

1. On the File tab, click Settings,
   
   
2. click Mail preferences, Manage signatures.
   
   
3. Select an existing signature or click Add Signature. 
   
   
4. On the toolbar under Edit Signature, click the Insert Picture icon. 
   Y
   
   
5. In File Explorer, locate your image file, and click Open.
   
   

1. Select the image, then
   
   
2. Drag a corner handle. 

To create an email: 

1. Click CTRL+N or click 'New Email' in the top left. 
   
   
2. If multiple email accounts are configured in OfficeSuite Mail, the From button appears and the account that will send the message is shown. To change the account, click From and pick the account. 
   
   
3. In the Subject box, type the subject of the message.
   
   
4. Enter the recipients' email addresses or names in the To, Cc, or Bcc boxes, or click Add recepients to bring up your Address book. 
   
   Optionally, click Signatures to add a custom signature. 
   Click Attachments to add an attachment.
   
   
5. After you finish composing your message, click Send.

1. In a new message, a reply, or a forwarded message, click Attachment from the mail ribbon or the Insert ribbon.

2. In Windows File Explorer, navigate to the file you want to attach.
   Note that you can rename the file in File Explorer on right-click. 

1. Select a file you want to attach. Press CTRL+C.
2. In Message window, press CTRL+V.

To insert an image inline: 

1. Open the image in an image viewer. 
2. Right-click. Select Copy on the menu. 
3. Place the cursor in the body of the email. Right-click and select Paste, or 
   press CTRL+V. 

There are several actions you can take with a received email. 

• To reply to only the sender, select Reply.

• To reply to the original sender and all other recipients on the To and Cc lines, select Reply All.

• To send the message to someone not on the To or Cc lines, select Forward.

1. From a message you have received, select Reply, Reply All, or Forward from the OfficeSuite Mail ribbon. 

2. Write your message.

3. Recipients can be added or removed in the To, Cc, and Bcc boxes.

   • Add a recipient. Click To, Cc or Bcc, and then select a recipient. You can also type the recipient’s name or email address in the box.

   • Remove a recipient. Place the cursor in the box, press Backspace or click the X icon. 

   • Check the subject line. The subject line for a Reply is automatically set to show “RE:” in front of the original message subject. You can change this by simply typing in the subject box or you can leave it as is. Forwarded messages have “FW:” in front of the original subject.

4. Click Send. 

OfficeSuite Mail gives you the option to save an email as a file on your PC or cloud. 

Save as EML 

1. Double-click to open the message you want to save. 
2. On the ribbon, click Save.
   
3. In the Save as dialog box, in the Folder pane, choose a folder, and then the location in that selected folder where you want to save the file.
4. In the File name box, type a name for the file.
5. Click Save. 

1. Open the message you want to save as PDF. 
2. On the ribbon, click Print.
3. On the Printer dialog, choose Microsoft Print to PDF.
4. Choose Print. In the File name box, type a name for the file.
5. Click Save. 

To save a draft of a message

1. Click the Message tab, 
2. Click Save Draft, or 
   Press CTRL+S. 

You can easily operate your OfficeSuite Mail app via keyboard shortcuts.

1. Open your OfficeSuite Mail app on your Windows PC and click the File tab.





2. Click Settings, then Mail Preferences.





3. Select General, then Shortcuts.





Here you can keep up with all the keyboard shortcuts you can use in OfficeSuite Mail.

1. Open your Mail app.
2. Click on an email you want to translate.
3. For immediate translation to the default language, click the Translate button in the main ribbon.




*Alternatively, right-click in the email and choose the language you want to translate the email to.

         


To return to the original email, simply click on the Translation button again.


If you want to add more languages for quick translation:
1. Click the Translate button dropdown.




2. Hover over the default language, then click More Languages.




3. Select the languages you want to add for quick translation and confirm with OK.





If you want to change the default translation language:
1. Click the Translation button dropdown.



2. Click Translation Preferences.




3. Click the Default language for translation dropdown and select the language you want. Confirm with OK.

The basic way to search is to simply type in a word or phrase in the Search box. You can type a number of phrases in the Search box.

When a simple keyword search can't find the e-mail you're looking for, you can use various operators, punctuation, and keywords to narrow your search results.

You can use the Address Book on the ribbon, or search while composing a new message or event. 



To search the Address Book

1. Click Address Book on the OfficeSuite Mail ribbon.
   
   If you have more than one account added to OfficeSuite, you can narrow your search to a specific Address Book. Define the search scope by clicking the default All Contacts. 
   
   
2. Start typing in the Search field. As you type, OfficeSuite Mail will continually refine your search results. 

1. Open OfficeSuite Mail and expand the Folder Pane.



2. Click New Items.



3. Click Folder.




4. Type a name of your new folder.



5. Drag and drop emails to the wanted folder.


If you have more than one email account in OfficeSuite Mail, you can move emails to folders without pinning the Folder Pane.

You can send a meeting request - one-off or recurring - to one or more people. When you create a meeting request, you can add attachments, set a location, set up one or more reminders. 

Schedule a meeting

1. On the Calendar tab, click Calendar
2. Click New meeting, or
   Press CTRL+SHIFT+Q. 
   
   
3. Add your attendees to the Attendees line of the meeting request, or click Add Attendees to bring up your Address book.
   
   
4. Add a meeting subject, start time and end time, and location.
   Optionally, to attach a hyperlink to a meeting request, on the Insert menu, select Hyperlink. You can make a meeting reccur. 
   
   
5. Click Send. 

You can remove a meeting from your OfficeSuite Mail calendar when the meeting is not necessary and you want to let the meeting attendees know the meeting is cancelled.

1. On the Calendar tab, double-click the meeting to open it. 
   Note that you can cancel one or all meetings that are part of a recurring series. 
   
2. On the ribbon, click Cancel meeting. 
3. Click Send Cancellation. 

To forward a meeting or meeting series that is on your calendar:

1. On the Calendar tab, double-click the meeting to open it. 
   Note that you can forward one or all meetings that are part of a recurring series. 
   
   
2. On the ribbon, click Forward.
   
3. In the To box, enter the email address or addresses of the people you want to forward the meeting to, add a note, then click Send.

1. On the Calendar tab, double-click the meeting to open it.
   Note that you can invite someone to one or all meetings that are part of a recurring series. 
   
   
2. Click the Attendees box to enter their email, or
   click Add Attendees on the ribbon to bring up your Address book. 
   
   
3. Click Send. 

You can switch between day, next seven days, work week, week, or month views. You can also change the calendar color. 

• On the Calendar ribbon, click the view you want.

1. In the Calendar pane, right-click on the calendar whose color you want to change. 
2. Click Calendar color, pick a color. 

Below is an overview of the main options available in the top ribbon, where the primary options can be found:

	New Event - Create a new appointment and set up a date, time, attendence and reminders.
	New Items - Allows you to write a new email, create a new event, or a new Folder.
	Today - Returns you to the current date on the calendar.
	Next 7 Days - Shows today and the next 6 calendar days.
	Day - Toggles the Day View on, listing all your appointments for the specific day hour by hour.
	Work Week - Displays only work days (Monday-Friday) of the current week.
	Week - Displays the current calendar week (Monday-Sunday).
	Month - Shows the current month and all its respective events.

The main calendar can be found at the center of the screen and is where the majority of event management takes place. A number of features are in place to make calendar management as quick and intuitive as possible. Below we've detailed some best practices to save you time:

• Click on a cell in the calendar to quickly create a new event. This can be done by either clicking on the New Event button while the specific date of the calendar is marked, or by directly typing the name of the event into the cell. To select multiple dates use click and drag.
• Click on a cell followed by the Delete button will delete any events on that date. Alternatively, this can be done with a right-click on the date and selecting the Delete option from the drop-down menu.
• Double-click on a cell in the calendar to open the New event window. Alternatively, this can be done with a right-click and selecting the New event option.
• Double-Click on an event to edit its details or right-click and select Open.
• Events can be moved with a simple Drag & Drop. Moving an event will change its start date (in Month view) or start time (in Day view), while maintaining its duration and any additional details. Note that only one event can be moved at a time.
• Hovering over the edges of an event will show arrows you can Resize it with. In Month view resizing events is done by moving the arrows Left/Right, while in Day view this is done with the Up/Down arrows. Only one event can be resized at a time.

The mini calendar, located in the bottom left side of the screen, provides an at a glance view of your schedules.

• Dates containing events are marked with a dot under them.
• Hovering over a date with an event will show a pop-up with the event's details.
• A click in the mini calendar's Month view changes the period to display the clicked day.
• A double-click in the mini calendar's Month view switches to Day view and displays the double-clicked day.
• Click on the period name directly above the mini calendar and it will zoom out the period from Month to Year > Decade > Century.
• Click on a cell in the mini calendar to zoom in the period from Century to Decade > Year > Month.
• Dragging the edges of the mini calendar up or to the right will resize the mini calendar so that it shows more months.
• Use the arrow keys to navigate to the previous/next period of the same length.

Server Accounts - These are mail accounts which have a calendar server. Any change made to them is synchronized while online. Note that, users with a server account added before OfficeSuite version 3.0 may need to connect their calendar manually.

Local Accounts - These are calendars that remain locally on the user's computer. Any invitations received in mail accounts that don't have a calendar server are added to the local account. Creating a meeting in the local calendar sends invitations from the first mail account without a calendar server. Local calendars support a nested structure, meaning you can create a specific calendar inside another larger calendar.

The Calendar tree view, located on the upper left side of the screen, shows all currently connected calendars. Arrangement of the list is done by account type, Server accounts are at the top of the list, local ones are at the bottom. Management options are detailed below.

• Selection - The actively selected calendar is the Current one and any newly created events will be added to it by default.
• Check/Uncheck Calendars - Check a calendar to display its events in the calendar grid along with the others. Events are colored differently depending on the calendar they were added from. Note that you can not uncheck all available calendars, there must always be at least one.

• Change color - Customize the calendar's colors.
• Rename - Change the name of the calendar.
• Copy/Paste Calendar - Copy calendars from one account and paste them to another.
• Delete - Removes the selected calendar.

Note: Some of these options will not be usable on read-only calendars. The read-only settings can be configured on the calendar server.

If you want to refine your events search in Calendar, you can use special syntax - predetermined keywords, punctuation, and *operators.

Ex:
1. If you need to extract events organized by a specific person, type “from:” or “organizer:”, followed by the person’s name:

from:Zornitsa
from:“Zornitsa”
organizer:Zornitsa




2. If you need to extract event(s) organized by (or sent to) a specific person on a particular date, you can use a number of combinations of name and date.






The following reference table contains all the helpful Search predetermined keyword(s) and phrases (parameters).

*Operators(must be always in upper case): AND, OR, NOT, <, >, =, ()

You can further narrow your search in Calendar by using concrete phrases in quotes.

1. On an opened Calendar, click in the Search bar.
2. Type the wanted phrase in quotes.
Example: “Get to know meeting”.



*Please, consider that if you enter the phrase without the quotes, Search will display all the events that contain at least one or more of the words you have entered.

1. Open OfficeSuite Mail app on your Windows PC.

2. Click Calendar.






3. Click File.





4. Click Settings, then Mail Preferences.





5. Click Calendar.





6. Select the first day of your week. Confirm with OK.

• Not All-day events - Configure how many Minutes/Hours/Days before the start of the event will reminders start to appear.
• All-day events - Configure how many Days/Weeks before the start of the event will reminders start to appear.
• Reminder Window - Above we explained the logic behind setting up a reminder, here we're detailing what you see when a reminder activates.
• The window appears when:
• The time for an event's reminder comes.
• On OfficeSuite Mail start up (if there are any non-dismissed alarms).
• On changing an upcoming event with an alarm which has activated.
• An alarm entry shows an event's Title, Start and End Date/Time and how much time remains until (or has passed since) the event's start time.

• Alarms with the icon are for passed events, while those with a icon are for upcoming events.
• Users can Snooze or Dismiss alarms one at a tap or all at once.
• For recurrent events, alarms are shown only for the latest occurrence.

• Start on - Start date of the first occurrence.
• Repeats - Fine tune when the event will be repeated, these are the available patterns of repetition:
• Daily - Configure it so it repeats after a set number of days. For example, Every two days.
• Weekly - Every (configure the number of weeks between occurrences), On (choose week days). For example, repeat Every 2 weeks or repeat On Fridays.
• Monthly - Every (configure the number of months between occurrences), On: Day (on the same date), The 'th week day (on the same week day of month), The last week day (on the last week day of month). Below we've given examples to better understand the patterns.
• Every two months.
• On: Day 14. The event will repeat on the 14th day of the months selected for repetition.
• The 'th Week Day. For example, The 4th Wednesday of the month.
• The Last Week Day. For example, The Last Friday of the month.
• Yearly - Every (five years, for example), On (the same date each year).
• End on - In other words, start date of the last occurrence. Never (repeats forever), On a date (set the date of the last occurrence manually), After (select the number of occurrences for the event to repeat).

Note: When modifying aspects of an existing recurrent event you will have the option to choose whether you want the operation to be performed on a single occurrence or on all occurrences of the recurrent event. Change on a single occurrence makes it a recurrence exception. This means that the next time you try to modify it, you won't be asked whether to Open/Edit/Delete the whole recurrence. On the other hand, if you decide to apply the change to all recurrent events of the same group this will revert any previously created recurrence exceptions.

• Add Location - Include the location where the event will take place.
• Start/End Date - Specify when the event will start and end. All day events appear in the all-day section (on the top) of the Day views (Day, Work week, Week)
• Description - Here's where you can enter important information regarding the event.
• Calendar - Choose a calendar in which the new event will be added.

Upon creating an event with attendees an invitation email will be sent to all invited parties and the creator will become the Organizer.

• Updating meetings - This can be done by the Organizer only. They can change every aspect of the meeting, with the exception of which calendar the event is housed in. (Moving events between calendars is not yet available.)
• Changing the time of the meeting is a Rescheduling update - Replies sent before the update are invalidated (their status is reverted to "Pending Response") and the invitees that have already replied to the Invitation should reply again.
• On Save - Once the event is changed and the Organizer clicks Save Invitation Update emails will be sent to all invitees.
• Cancelling meetings - Once the event is changed and the Organizer clicks Save Invitation Update emails will be sent to all invitees.
• Mettings can be cancelled only by the Organizer.
• Upon deleting a meeting a Cancellation email will be sent to all invitees.
• Invitation Replies - Upon receiving an invitation to an event, invitees can send back replies detailing their status of attendance.
• Reply Status: Accept, Tentative, Decline - An email will be sent to the Organizer with the selected attendance status. (The status will later appear in the Organizer's People tab).
• Propose new time - Invitees can suggest a new time for the meeting to the organizer. An email is sent to them with the suggested new time for the meeting. The event is not changed until the proposed time is accepted by the organizer. The available replies to the proposal are:
• Accept - Invitation Update email is sent to all meeting invitees with the rescheduled time.
• Reject - Proposal Decline email is sent to the attendee that sent the New time proposal.

The Hamburger icon at the top left side of the screen also holds some important options for managing your mail account. These include:

Info

Provides basic information such as what account is currently active (as well as an option to add a different one), the holder's name, some basic server information and more.

OfficeSuite Account

Logging into your OfficeSuite Account allows you to make the most of your OfficeSuite experience and take advantage of many perks such as free cloud storage for documents on MobiDrive, as well as synchronizing of all your documents with OfficeSuite for Android. For logged in users an option titled Manage Account will be visible, clicking on it will redirect you to the OfficeSuite Now website where you can view and change your account details.

Close

Closes the program altogether.

Settings

• Update Options - Pick whether updates will be automatically installed once available, receive a notification when an update is available or never update at all.
• Display Language - Choose the display language for the mail client.
• System Integration - Check whether OfficeSuite Mail is your default program for receiving emails and if it isn't you can quickly set it as the default.
• Shortcuts - Shows a list of available keyboard combinations for some of the most often used features of the mail client.

Contact Support

Redirects you to the OfficeSuite Now website, where you can contact our customer support team for any issues with the Mail client you may have.

Help

Opens this help documentation.

About

Shows you the OfficeSuite version you're using.

1. Open OfficeSuite Mail app.

2. Click View tab.






3. Select Show as Conversation.

1. Click the View tab.




2. Click Reading Pane and select between the options:





Right - when you click an email message, its content will appear on the right part of your screen.

Bottom - when you click an email message, its content will appear at the bottom of your screen.

Off - you will see your email messages as a list. To see the content, you have to double-click on a message.

1. Open OfficeSuite Mail and click Contacts.




2. Click New Contact.







3. Enter the new contact’s info.

*Click Save&Close to confirm and close the window.



*Click Save&New to save the connection and continue adding new connections to your Contacts list.

1. Open your OfficeSuite Mail and Click Contacts.




2. Click New Group.




3. Type a group name. Click Add members to start including contacts in the group. 





4. Select the contacts you want to add to the new group and click Add.




5. Click Save&Close.

*You can edit only contacts added by you in your Contacts list.
*You cannot edit a contact's details if it is part of a shared contact list.

1. Open your OfficeSuite Mail and click Contacts.




2. Click a contact.




3. Click Edit Contact.




4. Confirm with Save&Close.

1. Open your OfficeSuite Mail and click Contacts.





2. Right-click the contact you want to send an email to.





3. Click New Message.



*Alternatively:

1. Open OfficeSuite Mail and click Contacts.




3. Select a contact and click Add notes here.




3. Type a note. Confirm with Save&Close.

With Contacts, you can edit group information, update names, add or delete members anytime.

1. Open OfficeSuite Mail and click Contacts.




2. Right-click the group you want to edit information and select Edit Group.




3. After updating info, click Save&Close.

1. Open OfficeSuite Mail and click the Import Contacts button in the main ribbon.




2. Browse and select the .vcf files/vCard with contacts from your device you want to import to your Address books and confirm with OK.



3. Select the Address book you want to import the files to and confirm with Import.




*Alternatively, you can import contacts via File, then Import.

With Scheduling Assistant, you can check when a contact is available when arranging your meetings.

1. On Calendar, click New Meeting.




2. Click Scheduling Assistant.




3. Click Add Attendees and start typing the attendee’s name.




4. Click the attendee and click Add.




Scheduling Assistant will display the attendee’s availability by days/hours. (You can see the attendees' free/busy information only if they are on the same server).




*The Free/Busy option in Scheduling Assistant is available only for Google servers (e.g., Gmail account)

With Scheduling Assistant, you can view and operate your Calendar meetings and events easier, switching between week view/day view and vice versa.
 
1. On Calendar, click New Meeting.




2. Click Scheduling Assistant.




3. Click the Settings icon.




4. Click the which view you need for Scheduling Assistant.