Guides
Step-by-step guides on corporate email usage, security and teamwork.
- Team collaboration
How is the info@ address managed?
The info@ address is managed as a shared mailbox that is the responsibility of the team, not a single person: it is visible who is looking at which email, access is granted individually per person, and replies go out under a single corporate identity. In this guide, we explain step by step why general addresses such as info@ become chaotic and how they are kept organized by the team in SmartMail.
6 min read - Sending
How is the email approval process set up?
The email approval process is established by presenting an email that will be sent on behalf of the organization to one or more authorised persons before it is sent: the approver sees the entire email, approves it, requests a revision or rejects it; every step is recorded. In this guide, we explain which emails must go through approval, how the process should be designed, and how it works in SmartMail.
6 min read - Team collaboration
How is response time to customer emails shortened?
Response time to customer emails is shortened by assigning each email a visible owner and a deadline: emails awaiting a reply are filtered separately, a reminder is sent for an email nearing its deadline, and the team can see who is handling it. In this guide, we explain why response times get longer, which target is reasonable, and how unanswered emails are tracked in SmartMail.
6 min read - Security
What is email quarantine, why does a suspicious email end up in quarantine?
Email quarantine is the holding of an email deemed suspicious in a separate area before it reaches the inbox: the email is not deleted; an authorised person reviews it and, if necessary, releases it. In this guide, we explain how quarantine works, why an email ends up in quarantine, and which signals and rationale SmartMail uses to make the quarantine decision.
6 min read - Administration
What should a corporate email signature look like?
A corporate email signature should be short, legible and consistent across every mailbox: the organization name, the name of the person or department, a reachable phone number and web address are enough; the signature is defined centrally and not left to the employee. In this guide, we explain the elements of a good signature, how to set up a signature in shared mailboxes and how signatures are managed in SmartMail.
6 min read - AI
Summarising a long email thread: how to generate an email summary with AI?
The fastest way to summarise a long email thread is to use an AI summary that reads the thread and its attachments: who asked for what, which decision was made, what remains open, all visible in a few lines. In this guide, we explain what a good email summary should include, when and how to use the summary, and how summary and attachment analysis work in SmartMail.
6 min read - Sending
How is a large file sent by email?
A large file is sent by email not as an attachment but as a secure download link: the file is uploaded to storage, only its link is added to the email, and the recipient downloads it with one click. In this guide, we explain where the email attachment size limit comes from, how to send files that exceed the limit, and how files up to 250 MB are transferred in SmartMail.
6 min read - Team collaboration
How is work divided in a shared email mailbox?
Work division in a shared email mailbox is done by handing the email over to the relevant person without forwarding it outside the mailbox: the email stays in place, the teammate's attention is drawn, and who is looking at it becomes visible through notes and tags. In this guide, we explain how work is shared in a shared mailbox, the most common handover mistakes, and how work division works in SmartMail with attention drawing, team notes and activity log.
6 min read