Support Documents using RMail in Gmail

Support topics

Would you like to know how to use a specific function of RMail? Then take a look at our videos, instructions and FAQs.

0. Registered Receipt

What is a registered receipt?

Whenever you send any email message with RMail, you will automatically receive proof of delivery within a maximum of 2 hours. This proof of delivery (compliance record) represents a complete receipt and is sent by email to the sender or archived centrally with the sender. The proof of delivery contains all the information required to prove delivery, content, time and compliance. Only the sender receives and manages his proof of delivery. The information collected is not stored permanently on any server.

Explanation of proof of delivery (Registered Receipt^™)

1. HTML Receipt

The attachment "HTMLReceipt" of the Registered Receipt contains the actual receipt. This file consists of the original email including all attachments, the facts of delivery (Audit Trail), proof of delivery, digital fingerprints and the respective time data in encrypted and digitally signed form. All information is thus tamper-proof.

2. Verification

In the event of a dispute involving information sent by email, or if compliance with the data protection laws is challenged, the facts of sending can be restored with the Registered Receipt. The sender can send the receipt to the opposite party at any time so that they can verify the integrity of the email and compliance themselves.

3. Delivery Status

The Registered Receipt contains the proof of delivery and the delivery status. If the message has not been received and opened by the recipient before the receipt has been sent, the sender will be informed about the opening of the message by a read confirmation.

4. Audit Trail

e-communications: RMail records the track & trace information of the email. This includes the server logs as well as further transmission data and thus the verifiable course of delivery.

1. Track & proof

FAQ

Registered Email ▾

What is the difference between a registered letter and a registered email?

With a registered email you receive a receipt for the delivery, similarly to a registered letter. With RMail, however, this receipt is stored digitally. In addition, this Registered Receipt contains a digitally signed and encrypted version of your original email. This allows you to authenticate the integrity and originality of the entire process at a later date.
This allows you to prove the content of your message, including the email addresses involved. RMails are emails with high evidential value when it comes to who said what, when, how and to whom.
Additionally, whenever you send an RMail message, you economise delivery costs compared to postal shipment.

Why can’t I just use the Outlook read confirmation?

Many users have disabled this feature. Furthermore, you cannot prove the content of your original message. Outlook confirmations (“Delivered” and “Read”) can be manipulated. The Registered Receipt of RMail cannot be manipulated and contains an encrypted version of the original content.

Can I send “normal” emails in addition to RMail?

Yes, RMail is a solution that complements your current email solution. Whenever you send an email, you can opt for a transmission method. To use RMail, simply click on “Send Registered” button instead of the usual “send” button.

How do I know that my email has been sent?

You will first receive a confirmation that your message is on its way to the recipient. Within 2 hours you will receive a receipt (Registered Receipt) proving where and when your email was delivered to the recipient. If the recipient has opened the email before you get the receipt, this is also apparent.

How can I prove that my email has been delivered?

When you send an RMail message, you automatically receive a Registered Receipt, which documents the delivery path of the email to the recipient. This record also includes an embedded version of your original message, including attachments. This way, you can always prove who sent what, when and to whom.

Will my Registered Receipts be organized automatically?

Yes. RMail creates a subfolder in your email archive for the Registered Receipts.

Do RMail or other service providers save my registered messages and attachments?

No. The content and attachments of your messages are embedded in the Registered Receipts which are in your local email archive.

Can the recipient of my emails verify the content?

Yes, you can forward the receipt (Registered Receipt) to your recipient. He can restore the original content and verify its authenticity by forwarding it to (the address is noted in the receipt).

What is SideNote?

A SideNote is a private notice visible only for CC or BCC recipients. This eliminates the necessity to send additional emails with comments intended only for CC or BCC recipients.

Can I send SideNote comments also (exclusively) to BCC recipients?

Yes. You decide who receives your SideNote.

Can the recipient of my registered email likewise reply with a registered email?

Yes. RMail allows your recipients to reply with a registered email.
With a single click, you allow your recipient to reply registered to your email. Without the need of licenses, certificates etc.

How can I prove my email?

With RMail you can send your email correspondence securely by registered email. Email tracking and the receipt confirmation with information on content, attachments, time and recipient offer you full data security. The RMail proof of delivery guarantees compliance with international data protection acts like GDPR and HIPAA.

Step by Step

Need more details? Watch this!

Marked - Step 1

First, create a new email and press "Send Registered".

Marked - Step 2

Select the option "Marked" and click "Send".

Marked - Step 3

Optionally, you can activate "Receive proof of content and time of replies to this message". If the recipient replies to you, his answer will be sent registered.

Marked - Step 4

This is what the email looks like in the recipient's inbox.

Unmarked - Step 1

First, create a new email and press "Send Registered".

Unmarked - Step 2

Choose the option "Unmarked" and click "Send".

Unmarked - Step 3

Optionally, you can activate "Receive proof of content and time of replies to this message". If the recipient replies to you, his answer will be sent registered.

Unmarked - Step 4

The email appears unmarked as a normal email in recipient's inbox.

2. Automatic encryption

FAQ

Email encryption ▾

How can I encrypt emails?

This works via the so- called TLS-encryption. RMail transmits the email encrypted. If the recipient cannot receive the email with TLS, it becomes a secure email automatically, which only can be opened with a password that comes in a separate email.

Step by step

Need more details? Watch this!

Step 1

First, compose a new email and press "Send Registered".

Step 2

Click on the small gear wheel at the bottom in the middle. Go to the Encrypt tab. Now, you can set the encryption mode to "Use transmission encryption when available". Your mail is transmitted via a forced encrypted connection (TLS). If this is not possible, the email will be sent encrypted via a secure PDF. Then press the "Save" button.

Step 3

Next, activate "Encrypt message and any attachments" and click the "Send Registered" button.

Step 4

This is what the email looks like in the recipient's inbox.

Recipient view automatic encrypted email

3. Password encryption

FAQ

The FAQ for email encryption can be found in section 2. "Automatic encryption"

How can I encrypt an email password protected?

If you like to send a password encrypted email directly as a “secure mail”, you can set this with RMail. Thus the content of the email is sent as a secure PDF and it is encrypted, so it can only be opened with a password.