RMail Support – Outlook

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.

Short video

Learn how to send a Registered Email.


Step by Step

Need more details? Watch this!

Marked - Step 1

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

Prepare an email for sending with RMail

Marked - Step 2

Select the option "Marked as a Registered Email message" and click "Send".

Mark email as registered receipt

Marked - Step 3

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

Recipient view of registered email

Unmarked - Step 1

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

Prepare an email for sending with RMail

Unmarked - Step 2

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

Send an RMail as unmarked

Unmarked - Step 3

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

Receiving an unmarked RMail
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.

Short video

Learn how to send an email encrypted automatically.


Step by step

Need more details? Watch this!

Step 1

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

Creating a message for the automatic encryption.

Step 2

Choose the option "Encrypt" and press "Send". 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.

With the option

Step 3

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

Recipient view of an automatically encrypted e-mail.

Step 4

If the recipient can't open the document by TLS, he will receive a PDF-file protected with a password.

Password to decrypt protected email

Step 5

Open the PDF in the second email.

Link to open encrypted document

Step 6

You need the password in the first email to open the PDF-file.

Password to decrypt secure PDF

Step 7

You will find the appendix on the left side.

Secured PDF
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.

Short video

Learn how to send an email with passwort encryption.


Step by step

Need more details? Watch this!

Step 1

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

Pepare email for password encryption

Step 2

Click the option "Encrypt".

RMail automatic encrypt

Step 3

Activate "RPX" on the right side. Choose the option "Automatic" or "Custom", set a password and activate "Email custom password" if you want an email with the password to be sent in the receivers mailbox.

Automatic encrypt with RMAil and password protection

Step 4

This is what the email looks like in the recipient's inbox. The first email contains the password...

Password to decrypt protected email

Step 5

...and the second one the PDF-file.

Link to open encrypted document

Step 6

If you open the PDF-file, you get asked for the password, which is in the first email.

Password to decrypt secure PDF

Step 7

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

Secured PDF
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.

Short video

Learn how to sign a document by hand.


Step by step

Need more details? Watch this!

Step 1

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

Compose email for electronic signature

Step 2

Activate "E-Sign" and select the option "Hand Sign".

Activate hand sign in RMail

Step 3

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

Receive email for hand signature

Step 4

If you clicked on the link, this window will open up. Read the instructions.

eSignOff instructions

Step 5

When you have read the document, click on "Finish" on the top right.

Finish signing an eSign document

Step 6

There are two options for signing: An automatic signature...

Choose auto signature

Step 7

...or you can draw your signature by yourself.

Coose drawn signature

Step 8

Both sender and recipient will get a record.

Record after signing document
5. Electronic Signature (E-Mail)

FAQ

The FAQ for electronic signature can be found in section 4. "Electronic Signature (Hand)"


How can I sign a document by email?

With the electronic signature by email, you will send you signature (as the name says) by email. This way you accept the content of the affected contract and enter your name. This electronic signature is a qualified signature which is legally valid.

Short video

Learn how to sign an email by email.


Step by step

Need more details? Watch this!

Step 1

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

Create email for electronic signature

Step 2

Activate "E-Sign" and choose the option "Email Sign".

Activate electronic signature for email

Step 3

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

Recipient view electronic signature

Step 4

This window pops up if you clicked on the link. Write down your name and press "Send".

Sign direct in the email

Step 5

Both sender and receiver will get a certificate.

Certificate for sender and receiver
6. LargeMail (Sending large files)

FAQ


How can I send an email with large files?

To upload and send big files, RMail got the perfect solution: LargeMail. With this, you can send big files up to 1 GB with only one click.

Short video

Learn how to send an email with large files.


Step by step

Need more details? Watch this!

Transmission - Step 1

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

Compose email for using LargeMail

Transmission - Step 2

Activate "Large File Transfer" and click on "Add Files". You can now add your files to the email. After that, press "Send".

Activate LargeMail

Transmission - Step 3

This is what the email looks like in the recipient's inbox. Click on "Download Files" to download them.

Download LargeMail files

Settings - Step 1

To change the settings of LargeMail, klick on "File" on the top left.

Change LargeMail settings

Settings - Step 2

Then, klick on "RMail Options".

Change RMail options

Settings - Step 3

Along "LargeMail" you can change, from which file size the attachments shall be converted to a LargeMail.

Define to send an automatic LargeMail
7. 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".

Prepare email for SideNote

Step 2

Activate "SideNote". Select here if the note should go to the Cc, Bcc or both. After that, write your note and click "Send".

Activate SideNote

Step 3

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

Recipient view SideNote

Step 4

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

SideNote in Ccs or Bccs mailbox
8. More options

What can I set up there?

With the advanced options you have additional setting on how to send your email. For example, you can convert your attachments into a PDF file, compress it as a ZIP file, set a password and many more.

Step by step

Need more details? Watch this!

Step 1

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

Compose email for adding more options

Step 2

Open, if necessary, the options by clicking on the "More"-button. You will find these options on the right side.

Activate more options

Step 3

If you have something in the appendix, for example a word-document, you can convert it in a PDF-file and encrypt it too.

Convert word to PDF

Step 4

If you would like to remove the metadata out of your document, you can do this also..

Clean metadata from files

Step 5

If you want, you can also convert your file to a ZIP-file.

ZIP compress attachments

Step 6

If you await on an answer of the receiver just click on "Receive proof of content & time of replies to this email". With this checkbox active, the answer will automatically send registered.

Anwser automatically as registered

Step 7

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

View recipient inbox
9. Anti-Whaling

What is Whaling?

Trough the so-called "Whaling", one wants to get personal or corporate informations or tries to receive sums of money by posing as a trustworthy person to the victim. RMail analyzes the structure of the message to draw attention to whaling attacks if necessary.

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

Step by step

Step 1

Click "File".

Tab File

Step 2

Click "RMail Options".

RMail Options

Step 3

Click on "Support Request"

Support Request

Step 4

A hint appears that the support request can be found in the drafts. Click "OK".

Hint to drafts

Step 5

In the drafts you will find the email in which you can describe your problem. Send the email to one of the following addresses:
For the United Kingdom to
For the Netherlands to
Others to

Send Support Request