Receiving E-mails

This section describes how to receive e-mails.
Depending on the settings configured by the system administrator, you may automatically receive e-mails on a regular basis.
For details, refer to Setting to Receive E-Mails Automatically.
If you chose not to receive e-mails automatically, or if you want to immediately check the latest e-mails since the last time you received them, you need to manually receive the e-mails.

If you receive an error e-mail from the e-mail server after sending an e-mail, see the article "I received an error e-mail after sending an e-mail. What can I do?" in FAQs.

Steps:
  1. Click the app icon in the header.

  2. Click "E-mail".

  3. Click "Receive" in "E-mail" screen.

    If you have more than one account, select the e-mail account you want to use from the drop-down list.
    To receive e-mails for all accounts in bulk, click the down arrow in the right side of "Receive" and click "Receive All". Depending on your system administrator settings, you may not be able to receive e-mails in bulk.

    • When preview is shown

      Image of receiving e-mails on a window with preview

    • When preview is hidden

      Image of receiving e-mails on a window without preview

  4. Select the e-mail you want to view and confirm the details.

Showing Recipients

If you have more than one recipient, the following icons and links are displayed in the "To:" field.

  • Show All recipients:
    All recipients set to "To:" and "Cc:" are displayed.
  • Hide Recipients:
    Only the first recipient that is set to "To:" is displayed.

If no recipients are set in "To:" and "Cc:", "To:" and "Cc:" field will not appear.
The "Bcc:" field is not displayed for recipients of incoming e-mails.

Show Attachments
  • When preview is shown
    Attachments are displayed above and below the body of the e-mail. Image of attachments on a window with preview
  • When preview is hidden
    Attachments are displayed only below the body of the e-mail. Image of attachments on a window without preview
Displaying E-mails in HTML Format

When you click "Display in HTML format", HTML e-mail that is displayed as plain text is displayed in HTML format. Appears when the system administrator has selected "Displays only text" for the "Default HTML e-mail view" setting.
If an image is embedded in the body of an e-mail, clicking "Show embedded images" allows you to view the embedded images.

Image of the action link for displaying in HTML format

When you click "Show Images", the linked images of the HTML e-mail are displayed. This field is displayed when the system administrator allows users to view images in an HTML e-mail.

Image of the action link for displaying images

When You Receive External Notifications

If your system administrator has configured the external notifications, notification e-mails sent from systems other than Garoon are sent.
A message appears on the "E-mail" screen indicating that you have received an external notification.

Image of the E-mail screen receiving external notifications

You can view the details of the incoming external notifications from the "Notifications" portlet.

Notifications Portlet

When You Receive E-Mails Requesting Read Receipts

By using the e-mails requesting read receipts, senders can confirm whether recipients view the e-mails or not.
When you receive e-mail requesting a read receipt, the message below may be displayed above the e-mail sender column.

Image when you receive e-mail requesting a read receipt

If you click "Reply", a read receipt is sent to notify the sender of the e-mail that you have viewed the e-mail.
Once you click either "Reply" or "Dismiss", the message is not displayed again.

Split E-Mails

Garoon does not support split e-mails.
In the e-mail body, you see a message saying that the received e-mail was split for sending.

Image of the message which is displayed when receiving split e-mails

If this message is displayed, you can take either of the following approaches.

  • Display the e-mail source to confirm its contents.
    For details, see View e-mail source.
  • Confirm the e-mail contents by using the other e-mail programs which support split e-mails.

When Incoming E-Mail Size Exceeds the Maximum Limit

If your system administrator configures the incoming e-mail maximum size, you cannot receive e-mails which exceed the limit.
In "E-mail" screen, you see a message saying that the e-mail could not be received.

Image of the message which is displayed when exceeding the maximum size of incoming e-mail

If this message is displayed, you can take either of the following approaches.

  • Delete e-mails in queue from the e-mail server.
  1. Click the app icon in the header.
  2. Click "E-mail".
  3. Click "Receive" in "E-mail" screen.
  4. Click "E-mails in queue" in the displayed message. Image of the 'E-mails in queue:' link
  5. In "Unreceivable E-mails" screen, select the check boxes of e-mails which you want to delete from the e-mail server.
  6. Click "Delete". Image of the 'Delete' button
  • Receive the e-mail which could not be received by using the other e-mail programs.

When Total E-Mail Size Exceeds the Maximum Limit

You cannot send/receive e-mails when your total e-mail size saved in Garoon exceeds the maximum limit which your system administrator has configured.
In "E-mail" screen, you see a message saying that the e-mail could not be sent/received.

Image of the message which is displayed when total e-mail size exceeds the maximum e-mail quota per user

When this message is displayed, completely delete unnecessary e-mails from Garoon to reduce the total e-mail size and receive e-mails again.
For details, see Deleting E-mails.

When E-Mails Cannot Be Received at a Time

If a large amount of e-mails has been delivered to the e-mail server, receiving all e-mails may not be completed at a time.
In "E-mail" screen, you see a message saying that receiving all e-mails is not completed.

Image of the message which is displayed when e-mails could not be received at a time

When this message is displayed, click "Receive" in "E-mail" screen and receive e-mails again.