Webmail User Guide

1Accessing your webmail

Your webmail works in any modern browser on any device — nothing to install. You can reach it three ways:

• Your branded address (recommended): go to webmail.yourdomain.com — replacing yourdomain.com with your own domain. Bookmark it; this is the easiest address to remember.
• Direct server address: replace the dots in your domain with a double dash and go to yourdomain--com.w.emailarray.com. For example, howm.org becomes howm--org.w.emailarray.com.
• Universal login: login.emailarray.com works for every Gridmail mailbox from anywhere.

Sign in with your full email address and your mailbox password.

2Make it yours

Your administrator sets sensible global defaults (timezone, date formats), but the "Look & feel" of your own mailbox is fully in your control.

Open your personal settings

1. Log in to your webmail.
2. Click the user icon in the top-right navigation bar.
3. Select My account from the menu.
4. Open the Look & feel tab in the left sidebar.

Themes & layout

• Theme: Paper for a classic, high-readability look, or Compact to fit more on screen.
• Mode: Light, Dark, or System (follows your device setting).
• Start in module: choose which app opens first — E-mail, Calendar, or Tasks.
• Rows in lists: show up to 50 items per page.
• Sort names by first or last name, and toggle smilies (text emoticons converted to graphics).

Region & language

• Language: the interface is available in 30+ languages.
• Timezone: keeps calendar invites and timestamps accurate.
• Date & time format: Day-Month-Year or Month-Day-Year; 12- or 24-hour clock.
• First day of week: start your calendar on any day you like.

Notifications & sounds

• Mute all sounds with one switch, or mute only reminder sounds or new-mail alerts.
• Mail reminders: enable browser notifications so you're alerted even when the webmail tab isn't active.

Customize the message list

Click the three vertical dots in the message-list header (next to the Date column) to:

• Choose visible columns — toggle Date, From, Labels, Size and more; the list updates instantly.
• Change grouping — group messages by Date received, Date sent, or choose None for one continuous list.

Create an email signature

1. Click your profile image → My account.
2. In the left pane open the Email tab and scroll to Templates. Click Add.
3. Compose your signature — paste your logo if you like. To edit the HTML source, click the three dots in the editor.
4. Use the Autodata values on the right to insert personalized fields automatically.
5. Click Save.

To use it: in a Compose window, click the Templates icon (the last icon before the three dots), pick your signature, and optionally choose Set current template as default for this email account so it loads on every new message.

Send from an alias

If your address has aliases (e.g. info@ alongside you@), you can send mail as the alias. The alias must already exist — your administrator creates those.

1. Go to the E-mail tab, click the three dots on the right of the email panel, then Accounts.
2. Double-click the account that has the alias, then click Aliases.
3. Fill in the Name (what appears in the From field), the full alias Email address, and an optional Signature.
4. Click Save. The alias is now selectable in the From field when composing.

3Staying organized

Show, hide and create folders

Your folder list (left side of the E-mail tab) shows only the folders you're subscribed to.

• Show or hide a folder: right-click the folder list → Subscribe to folders → check a folder to show it, uncheck to hide it.
• Create a folder: right-click the folder list → Add folder → name it → OK.

Mark spam & block senders

• Mark as spam: in your Inbox, right-click the unwanted email → Move to spam folder. The filter learns, and future mail from that sender goes to Spam.
• Block a sender completely: in the Spam folder, right-click the message → Blacklist. All future mail from that sender is rejected outright — no copy is kept.
• Rescue a legitimate email: in the Spam folder, right-click it → Move to Inbox folder. That whitelists the sender so future mail arrives normally.

4Calendar import & export

Moving your schedule in or out takes a minute — useful when switching apps or keeping a backup.

Export your calendar

1. Open the Calendar tab and click the cogwheel icon to list your calendars.
2. Double-click the calendar you want to export.
3. On the Properties page, scroll down and click Export. You'll download an .ics file that virtually every calendar app can read.

Import a calendar

1. Open the Calendar tab → cogwheel → double-click the destination calendar.
2. Click the Import tab at the top of the settings window.
3. Click Import and choose your file — .ics works best, and .csv files are accepted too. Events appear in your calendar as soon as the upload finishes.

5Chat & video meetings

Live chat and video are built into your webmail and active by default — the chat panel is right in the interface every time you log in.

Add a contact

1. Find the CONTACTS section in the chat panel.
2. Click the hamburger menu (three horizontal lines) next to CONTACTS → Add a contact.
3. Colleagues on your domain: search by name or email address.
4. People outside your domain: enter them manually in the exact format Full Name <email@otherdomain.com> — for example John Doe <john@otherdomain.com>.
5. Optionally assign the contact to one or more Groups (comma-separated), then click Add.

Start a chat or video meeting

• Chat: click a contact's name — a chat window opens, start typing.
• Video: in a chat window, click the camera button, optionally name the room, and hit Start Meeting. A secure room is created and the link is shared with your contact.
• Invite anyone: the meeting link works for people outside your contact list too — share it by email or chat, and start now or use the link later.
• Stay multitasking: run the meeting inside the webmail window (minimize/maximize as needed) or pop it into its own browser tab.

Meeting features

• HD video and audio, screen sharing (full screen or a single window), and text chat during the meeting.
• Recording, when enabled for your organization.
• Security: password-protect the room, or enable a lobby so participants wait for approval before joining.
• Grant moderator rights to other participants to help run larger meetings.

Use chat in other apps (XMPP)

Your chat account speaks the open XMPP protocol, so desktop apps like Thunderbird and eM Client can connect to it:

• eM Client: Menu → Accounts → + Add account → Chat / Group Chat → XMPP / Jabber → choose Use existing Jabber account, then enter the details above (untick auto-detect so you can type the server manually).
• Thunderbird: open the Chat tab → Get started → network XMPP → username is the part before the @, domain is the part after → password → in XMPP options set the server and port above → Finish.

6Files & document editing

Your Personal Drive lives in the Files section of the webmail. What you can do with documents depends on your mailbox type: Basic mailboxes upload and view; Enhanced mailboxes edit and collaborate in real time — Word documents, spreadsheets, presentations and PDFs, right in the browser.

Share a folder with your team

Folder sharing is for people within your domain.

1. Right-click the folder → Properties.
2. Check Activate sharing. Optionally enable Notify me about changes in this folder or Apply the folder's display settings for everyone.
3. Open the Permissions tab, click + to add users or groups (new users start read-only; you can also share with your whole group at once).
4. Double-click a user's permission level to change it, use the trash icon to remove someone, then Save.

Folders shared with you appear under the Shared section of your file sidebar — a natural home for your team's central document library.

Share a single file by link

1. In Files, right-click the file → Share Externally.
2. Click Create Share.
3. Choose the access level and an expiration date, then copy the link and send it by email or chat.

• Download only — recipients save the file to their device.
• View in browser — read-only viewing online.
• View and edit collaboratively — multiple people edit at once; each verifies their email and shows up by name.

Right-clicking a file also offers Email files — attach it straight to a new message.

7EasyMeet scheduling ENHANCED

EasyMeet is appointment scheduling built into your webmail — share one link, and clients book a slot that's open for both of you. It syncs with your calendars to prevent double-bookings. No separate apps, no data sharing.

Turn it on

Click the EasyMeet tab in the top navigation. First time in, you'll see an enablement screen — click Enable EasyMeet.

Set your availability

1. Open the Availability section in the left sidebar.
2. Toggle the days you're available and set time slots for each (e.g. 9:30 AM – 5:00 PM).
3. Pick your Timezone so bookings land correctly for both sides, then Save.
4. For holidays or one-off changes, click Add an override, choose the date, and mark yourself Unavailable (all day) or set custom hours for just that day.

Create event types

Event types are the kinds of meetings people can book — a 15-minute "Quick chat," a 60-minute "Consultation," and so on.

1. Go to Event Types → + New.
2. Set a Title, Description, Duration, and Location (e.g. Video Meeting), and customize the URL slug.
3. Click Save to publish.

Share your link & manage bookings

• View public page (bottom-left) shows exactly what your guests see; Copy public page link grabs the URL for your email signature or chat.
• New bookings email you and appear in your calendar automatically.
• The Bookings tab lists everything — filter Upcoming, Past or Canceled, jump into the video meeting, or Reschedule/Cancel from the booking details.

Fine-tune an event type

• Setup: AI-translate the title/description to the visitor's browser language, set the booking-page language, let bookers pick their own duration, and choose the meeting location.
• Limits: add buffers before/after meetings, require minimum notice (e.g. 2 hours), control time-slot intervals, and cap bookings per day or how far ahead guests can book.
• Booking rules: require manual confirmation, email verification before booking, disable guest cancel/reschedule, redirect to a custom URL after booking, or offer multiple seats for group sessions.
• Privacy: generate private links with expiry and usage limits, hide your email or event notes, lock the timezone for in-person events, and set a custom reply-to address for confirmations.

8AI Assistant

The AI Assistant is included with every Gridmail mailbox and already set up — no API key, no configuration, nothing to install. If you don't see the AI Assist button, ask your administrator to enable the AI permission on your account.

What it does

• Draft messages: turn brief notes or bullet points into complete, polished emails.
• Smart reply: generate professional, context-aware responses based on the conversation.
• Summarize: distill long threads into the key takeaways in seconds.

Where to find it

Look for the AI Assist button in the Compose window (drafting), in Reply windows (suggested responses), and on messages for summaries of long threads. Enhanced mailboxes with document editing also get AI assistance inside the office document editor.

9Enhanced mailbox extras ENHANCED

All your mailboxes in one webmail

An Enhanced mailbox can consolidate other accounts — Basic, Enhanced, or even external addresses — so you read and send from every address in a single interface. Have the other account's email address, password, and server names ready.

1. Click the user icon → My account → E-mail Accounts & Aliases tab → Manage E-mail Accounts and Aliases.
2. Click the + button (top right) to add an account.
3. On Properties, fill in the display Name and full E-mail address.
4. On Server, choose SSL encryption for incoming and outgoing mail, then enter the servers and the account's username and password. For outgoing mail, check Use IMAP credentials.
5. Click Apply, then Ok.

Edit files from the free ONLYOFFICE apps

You don't need the webmail open to work on your files. The free ONLYOFFICE desktop and mobile apps connect straight to your Personal Drive:

1. In the ONLYOFFICE app, add a cloud of type OnlyOffice.
2. Enter your webmail URL — e.g. https://yourdomain--com.w.emailarray.com.
3. Log in with your email address and password. Your webmail Files section appears in the app, kept in sync.

Allow deletes via calendar & contact sync

To protect against a known Android bug that mass-deleted contacts, deletes made on a synced device (CalDAV/CardDAV) are ignored by default. If you understand the risk and want deletes to sync:

1. Click the user icon → My account.
2. Open the Synchronization tab and find Allow delete via synchronization.
3. Enable the checkmark and click Save.