RMail Support – 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)


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


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".

Create email for track & proof

Marked - Step 2

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

Send marked RMail

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.

Activate secure reply for the recipient

Marked - Step 4

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

Recipient view inbox

Unmarked - Step 1

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

Create email for track & proof

Unmarked - Step 2

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

Send unmarked registered email

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.

Activate secure reply for the recipient

Unmarked - Step 4

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

Recipient view inbox
2. Automatic encryption

FAQ


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".

Compose mail for automatic encryption

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.

Activate TLS transmission

Step 3

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

Encrypt attachments in RMail

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.


Step by step

Need more details? Watch this!

Step 1

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

Prepare email for password encryption

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 "Only use password encryption". Your mail is transmitted with a password. Then press the "Save" button.

Activate password encryption

Step 3

Next, activate "Encrypt message and any attachments".

Encrypt message and attachments

Step 4

You have two options to choose from: RMail generates a password itself or you can choose your own. If "Email custom password" it active, the password set by you will sent to the recipient in a seperate email. If this option isn't active, you can inform the recipient about the password by telephone for example. Click the "Send Registered" button.

Select password option

Step 5

The first email contains the password...

Password for decryption

Step 6

...and the second one the encrypted PDF-file. The orange note can be ignored by the recipient if it's an email sent via RMail.

Link to decrypt email

Step 7

To open the PDF-file you need to enter the password.

Enter password to decrypt PDF

Step 8

You will find the document on the left side in the PDF-file.

Decrypted PDF which was encrypted with a password
4. Electronic Signature (Hand)

FAQ


How can I sign an electronic document by hand?

With the electronic signature by hand, you can sign a PDF. The PDF is also called electronic contract. RMail uses the so called esign feature. To proof that the document was signed, both sender and recipient will receive an email certificate.


Step by step

Need more details? Watch this!

Step 1

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

Compose email in Gmail for electronic signature

Step 2

Activate in the E-Sign tab the option "Send your attachments for electronic signature". You can also set, if the signing order is whether "first come"-principle or sequential. Click the "Send Registered" button.

eSignOff instructions

Step 3

The email the recipient receives contains a link. By clicking on this, he will be forwarded to a secure web-plattform.

Receive email for hand signature

Step 4

An instruction will appear..

eSignOff instructions

Step 5

The recipient can click on "Click to Sign" and enter his name.

Sign document

Step 6

After pressing the "Done" button he can move his signature per drag and drop to the desired position.

Move signature with drag and drop

Step 7

The insertion of text works according to the same principle.

Text insertion eSign

Step 8

If all the required elements are set, the signer clicks on the top right on "Finish".

Finish signing document

Step 9

The signer can create his signature. Either typed...

eSign auto signature

Step 10

...or drawn by hand.

eSign drawn signature

Step 11

Both sender and recipient will get a confirmation email.

eSign confirmation

Step 12

The appendix contains a proof of the signature.

Proof of signature
5. SideNote

What is a SideNote?

A SideNote is a private message, which can only be read by Cc or Bcc recipients, but not by the original email receiver. The SideNote looks like a yellow stickynote.

Step by step

Need more details? Watch this!

Step 1

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

Write an email and send it in Gmail as a registered email.

Step 2

Go to the SideNote tab. Now, you can choose, who (Cc- and / or Bcc-recipient) will recieve the email and write your message. Click the "Send Registered" button.

Write SideNote text in RMail with Gmail.

Step 3

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

Receive a registered email with RMail.

Step 4

This is what the email looks like in the Ccs or Bccs mailbox.

View when you receive an email via RMail to which a SideNote has been added.
6. PDF conversion

What happens with PDF conversion?

With this function, you can compress your files such as Word, Excel or PowerPoint into a PDF with just a few clicks.

Step by step

Need more details? Watch this!

Step 1

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

Use of RMail in Gmail.

Step 2

In the PDF Convert Tab you can set individual file formats or all file formats to be converted to PDF.

Screenshot of how to convert your email attachments to PDF using RMail. Works even if you use Gmail.
Screenshot of how to convert Word and Excel files to PDF using RMail. Works even if you use Gmail.

Step 3

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

RMail converts your attachments into PDFs. In this example, RMail is used with Gmail.

You would like to learn how to create support documents and send them to our support team? Then take a look at this video or guide.

Step by step

Step 1

In Google Chrome, click the three dots at the top right, then click "More tools" and "Developer tools".

Open Developer tools

Step 2

Right-click anywhere in the console on the left and then click "Save as".

Save Browser Console

Step 3

Save the file as "Browser Console - Your Name".

Save Browser Console with name

Step 4

Enter "chrome://extension" in the search bar, activate the "Developer mode" in the upper left corner and click on "background page"

Open background page

Step 5

Repeat step 2.

Save Console Log

Step 6

Save the file as "Console Log - Your Name"

Save Console Log with name

Step 7

Send both files to one of the following addresses:
For the United Kingdom to
For the Netherlands to
Others to

Send files