How-to for Your Secure Mail Service (Beta Client)
Tutanota is a secure mail service that automatically encrypts the entire mailbox and address book. In this how-to we present all functions available in our new beta mail client. While Tutanota is very easy to use, we still want to explain everything in detail, including the easiest steps like sending an encrypted email.
1. Login, Shortcuts & header info
Here you login to our new beta mail client.
Please enter your full email address and password and click login.
If you tick 'Store password', your password will be saved in the browser.
Click on 'More' to see more options. 'Sign up' to register a new account and 'Switch color theme' to switch to the dark theme (shown in the screenshot above).
If you have saved your password, you will see two more options under 'More': 'Different account' to login with another Tutanota email address and 'Delete credentials' to delete the password you have previously saved.
Tutanota supports lots of shortcuts. You can display all shortcuts available in any given section of Tutanota by pressing F1 (fn+1).
Show header info: You can show the mail header by pressing Ctrl+h.
Tutanota strips headers form emails sent to protect your privacy.
If the technical sender is different from the header info, Tutanota warns you about this. The differing sender information could be a sign that this mail is coming from a scammer.
2. Main menu
You can access all functions of Tutanota via the main menu.
To the left of the main menu there is a search field. Here you can search your encrypted mailbox. As all data on the Tutanota servers is encrypted, a search index has be created that is stored encrypted on your device. Find more details on how our innovative search feature for encrypted data works.
Click the three lines to the right to see all menu options. The menu items 'Emails', 'Contacts', 'Settings', and 'Premium' are explained further down.
If you click on 'Invite' a pre-written mail in Tutanota opens, which you may use to invite your friends to join Tutanota. Please do so! :)
If you click on 'Community', our website opens here in another tab and you can check out how you can get involved and support our open source project.
If you click on 'Logout', you log out. Please note: If you have previously saved the password, you are now logged out, but the password is still saved in your browser. To 'unsave' the password, please log out. The login screen appears, click on 'More' and 'Delete credentials'.
2.1 Main menu: Emails and Folders
Depending on the width of your browser Tutanota displays your folder list, your mail list, and the selected mail.
To add folders, please click the symbol in the left folder view. A pop-up opens where you can enter the folder name. The newly created folder will be sorted alphabetically under 'Your Folders'. You can add as many folders as you need.
To edit this folder later, click the folder. Then click the symbol with the three dots next to the folder. You can 'Rename' this folder, or 'Delete' it.
Please note: If you delete a folder all mails are immediately physically deleted. Make sure to have selected the right folder before hitting 'Delete'.
If you are in the 'Trash' or 'Spam' folder, you can click the symbol next to the folder to completely empty this folder. When you click this symbol, all mails are physically deleted. Physical deletion means that these mails can never be restored, not by you, not by us. They are wiped from our servers.
Spam folder: Tutanota automatically puts suspected spam into this folder. If you delete a mail from this folder, it does not go to Trash, but it is physically deleted.
2.1.1 Multi-select, drag & drop & mark unread of emails
You can use multi-select on desktop (press Shift or Ctrl while selecting and deselecting specific mails) and mobile.
You can move all selected mails with drag & drop to any folder.
You can click the symbols displayed to the right: 'Move', 'Delete', or the three dots. When you click the three dots, you can choose one of the following options: 'Mark unread', 'Mark read' or 'Export'.
In the Tutanota app you can move a mail left, then it goes to Trash. If you move a mail right, it goes to Archive.
2.1.2 Push notifications
Tutanota allows you to receive push notifications via other email addresses and via its Android and iOS apps. Push will be sent to your phone even when you are not logged in.
To manage what emails addresses and mobile devices should (or should no longer) receive push notifications, go to Settings → Email → Notifications.
You can also allow your browser to send push notifications for Tutanota in your browser settings, but only when your are logged in.
2.1.3 Mail menu
When you select a mail, these options show up to its top.
For writing a new mail, simply click the red pen symbol in the down right corner.
The top mail menu has the following options:
Arrow left = reply
Arrow right = forward
Folders symbol = Move this email to a folder. When you click this symbol, a folder list opens where you can choose a folder to move the email to. You can also move a mail with drag & drop in a browser or with sliding left and right in the apps.
Delete symbol = The mail is moved to Trash.
Three dot symbol = You can mark the email unread or export it.
If you want to print a mail as pdf, you can use the browser function for printing.
- In an opened email, you can click the Sender. A pop-up opens where you can show and edit this contact in your address book.
- As a Premium user you can also click 'Add rule' to send all new mails from this sender to a particular folder. Find more details on 'Inbox rules' under section '2.3.2 Email'.
Sending of mails
Condensed mail window.
Click on the red pen symbol in the down right corner to compose a new mail.
When you enter a mail address into the 'To'-field, Tutanota shows you the preview of matching mail addresses from your address book. You can hit 'Enter' to choose the first mail address shown.
Once you have entered a mail address in the 'To'-field, the 'Confidential'-button appears in the 'Subject' line. Click on it to send this mail not end-to-end encrypted. You may also switch the default to encrypted/not-encrypted in 'Settings' → 'Email' → 'Default delivery'. Mails to other Tutanota users are always end-to-end encrypted; there is no option to disable this.
Below the recipient's mail address of an encrypted mail, you enter the 'Password' for the recipient, which you need to share with your recipient via a different channel.
Attach files by clicking on the file symbol in the subject line or by using drag & drop.
Write your mail like you are used to from other webmail services. When you click 'Send', Tutanota automatically encrypts subject, body and attachments for you.
Enlarged mail window.
Click on 'Show' in the 'To' field to enlarge/reduce the options shown. After enlarging it, you can enter Cc- and Bcc-recipients.
If you have added an alias in 'Settings', you can also change the mail address you want to send from by clicking on the pen symbol next to the 'Sender' mail address. You can change the default sender under 'Settings' → 'Email' → 'Default sender'.
External recipients of an end-to-end encrypted mail receive a notification mail from your Tutanota mail address. You can choose the language of this notification mail by clicking on the pen symbol on the right (here: English is chosen).
2.2 Main menu: Contacts
Each time you send a mail to a new mail address, this address is automatically saved to 'Contacts'. This can be changed under 'Settings' → 'Email' → 'Create contacts'.
Select a contact and you will get the option to edit (pen symbol to the right) or delete (trash symbol to the right) this contact. You can also send an email to this contact by clicking on the mail button next to the contact's mail address.
You can add new contacts by clicking on the plus symbol in the down right corner. When you create a contact, you can enter all necessary information (see screenshot below).
The three dot button next to 'All contacts' allows you to import contacts via vCard.
Contacts are sorted alphabetically according to their last name.
Your entire address book is encrypted, thus, no one can access your contact database stored in Tutanota.
Create contact view.
2.3 Main menu: Settings
'Login' shows you several info items about your Tutanota account.
'Login credentials': You can check your mail address and your password. When clicking on the pen symbol next to 'Password', you can change your current password to a new one. Please write it down somewhere safe as we can't reset passwords.
'Second factor authentication': Click the plus symbol to the right to add a second factor. Tutanota supports UTF and TOTP for 2FA. Once added all second factors are displayed here. You can delete them by clicking the cross symbol next to each added key.
'Active sessions': This shows you the IP address currently being logged in to your account. We only store client and IP addresses encrypted so no one but yourself can access this information. Here you can remotely close sessions, for instance when you have lost your mobile phone and you are still logged in on your phone.
'Closed sessions': Click on 'Show' to see from where you have logged into your account recently. This lets you check whether someone else tried to access your Tutanota account. This information is stored encrypted and automatically deleted after one week.
Here you can configure how you want to send your mails.
'Default sender': All mails you send are being sent with this mail address. If you have aliases added to your account, you can change the default sender address by clicking on the pen symbol.
'Sender name': This is the name displayed with your sent mails. You can change it by clicking the pen symbol.
'Email signature': You can either use the 'Default' signature when sending mails or by clicking the pen symbol define your personal signature or use no signature at all.
'Default delivery': Click the pen symbol to decide whether new mails should be sent end-to-end encrypted ('Confidential') or not end-to-end encrypted ('Not confidential') by default. You can always change this for individual mails when writing an email.
'Formatting': Click the pen symbol to decide whether all mails should be sent including HTML formattings or converted to plain text.
'Create contacts': Click the pen symbol to decide whether contacts should be created when sending mails ('Activated') or not ('Deactivated').
'Search mailbox': Click the pen symbol to decide whether the search feature for your encrypted mailbox should be 'Deactivated' or 'Activated'. Please note: Search in Tutanota needs to be handled locally on your device as all data on our servers is encrypted. Thus, enabling search consumes memory on your device and might consume additional traffic.
- 'Email aliases': Click on 'Show Email Aliases' to add alias mail addresses or activate/deactivate existing aliases. Before doing this, you need to upgrade to Premium or buy an alias package. Please note: Aliases with a Tutanota domain can only be disabled, but not removed. When you are using your own domain with Tutanota, you can delete aliases with your own domain and create new ones.
'Inbox rules': Click on 'Show Inbox Rules' and then on the plus-button. A pop-up with three option opens: 'Field', 'Value' and 'Target folder'.
- Field: Click on the pen symbol to define what field should be used for the inbox rule 'Sender', 'To recipient', 'Cc recipient', 'Bcc recipient', 'Subject contains', or 'Header contains'.
- Value: You can enter text such as a mail address, a domain name or required content of the subject or header.
- Target folder: Click the pen symbol to define what folder the specified mails should be moved to automatically upon hitting your inbox. Before being able to add inbox rules, you need to upgrade to Premium.
'Notifications': Click on 'Show' and the plus symbol. A pop-up opens where you can enter an email address that should be notified once a new mail arrives in your Tutanota mailbox.
2.3.3 User management
In 'User management' you can manage your account details. If you are using Tutanota Premium, you can also add and manage additional users.
126.96.36.199 Create a new user
Click the plus symbol in the down right corner. A pop-up opens where you can enter the 'Name' of the user, his 'Email address' and a 'New password' for logging in.
Please note: Each user gets their own mailbox and login so each user costs extra. If you simply want to add another mail address, you can also add it as an alias which is already included in the Premium package.
188.8.131.52 Manage an existing user
Click the user you want to manage to see all available 'User settings'.
Click the adequate pen symbol to change the 'Sender name', the 'Password', the 'Global admin' status (Yes/No), 'Administrated by' (Global admin/Local admin), and the 'State' of this user (Activated/Deactivated).
Global admins can access the user management and change the passwords of users that they have added to their Premium account. Local admins see only the users that they have been assigned to administrate. They can manage these users, including changing their passwords. Changning of passwords only works within one Premium account. We at Tutanota have zero access and cannot reset passwords.
'Second factor authentication': Click the plus symbol to the right to add a second factor for this user. Tutanota supports UTF and TOTP for 2FA. Once added all second factors are displayed here. You can delete them by clicking the cross symbol next to each added key.
'Groups': Click on the plus symbol to add this user to a group. Refer to '2.3.4 Groups: Shared mailboxes / Local admin' to learn how to set up a group.
'Contact forms': Click on the plus symbol to add this user to a contact form. Refer to '2.3.7 Contact forms' to learn how to set up a contact form.
'Email aliases': Click on 'Show Email Aliases' to add alias mail addresses or activate/deactivate existing aliases. Please note: Aliases with a Tutanota domain can only be disabled, but not removed. When you are using your own domain with Tutanota, you can delete aliases with your own domain and add new ones.
'Notifications': Click on 'Show' and you will see all mail addresses and the IDs of mobile devices (via the Tutanota app) that receive push notifications about new mails received in the mailbox of this user. You can delete an entry if you do not wish to receive notifications to a particular email address or mobile device anymore.
2.3.4 Groups: Shared mailboxes / Local admin
184.108.40.206.1 Create a shared mailbox
- Click the plus symbol in the down right corner. A pop-up shows up. The group type can be chosen as 'Shared mailbox' or 'local admin'. Choose 'Shared mailbox' if you want several users to see the same mailbox in addition to their own inbox. Set a name for this group. Set an email address for this group. Click OK. You have created your first shared mailbox that you can see underneath your own inbox:
220.127.116.11.2 Manage an existing shared mailbox
- Click the group you want to manage. To the right you have several option to manage this group.
- 'Name': Click the pen symbol to change the name of the group.
- 'Administrated by': Click the pen symbol to choose who administrates this mailbox: the global admin or a previously created local admin group (18.104.22.168.1).
- 'State': Click the pen symbol to activate/deactivate this group.
- 'Group members': Click the plus symbol to add as many group members as you like.
- 'Email settings': This shows you the email address of the group.
- Click the plus symbol in the down right corner to add a new group.
22.214.171.124.1 Create a local admin group
- Click the plus symbol in the down right corner. A pop-up shows up. The group type can be chosen as 'Shared mailbox' or 'local admin'. Choose 'Local admin' if you want one of your users (e.g. a project manager) to administrate all users working on this particular project. Set a name for this group. Click OK. You have created a local admin group. Refer to 126.96.36.199.2 to find out how to add users to this group.
188.8.131.52.2 Manage an existing local admin group
- Click the local admin you want to manage. To the right you have several option to manage this group.
- 'Name': Click the pen symbol to change the name of the group.
- 'Administrated by': Local admin groups have to be administrated by a Global admin.
- 'State': Click the pen symbol to activate/deactivate this group.
- 'Group members': Click the plus symbol to add as many group members as you like. This should be at least one as the Group member is the local admin of all added administrated groups/users.
- 'Administrated groups': This list contains all users and shared mailboxes that the local admin(s) added under 'Group members' administrates.
- Log in with the group member account (here: Bob) to see all Setting options of the local admin.
184.108.40.206.3 Login with the local admin account
- Go to Settings → User management. You see all users that this local admin administrates. Please refer to Section '220.127.116.11 Manage an existing user' to see all available administrative options.
- Go to Settings → Groups.
- Click the shared mailbox or local admin you want to manage.
- Manage a local admin: To the right you have several options to manage this local admin. The local admin
has less options compared to the global admin who originally set up this group. You can see this by comparing the local admin options with
'18.104.22.168.2 Manage an existing local admin' (global admin options).
- 'Name': Click the pen symbol to change the name of the group.
- 'State': Click the pen symbol to activate/deactivate this group.
- 'Group members': Click the plus symbol to add as many group members as you like. This should be at least one as the Group member is the local admin of all added administrated groups.
- 'Administrated groups': This list contains all users and shared mailboxes that the local admin added under 'Group members' administrates. The local admin cannot add anything here.
2.3.5 Global settings
'Spam rules': Click on 'Show' to show all defined spam rules. Click the plus symbol to add rules. You have the option between 'No spam', 'Always spam' or 'Discard' depending on a specified email address or domain name. Please find more details on the configuration of spam blacklists and whitelists in our FAQ.
'Custom email domains': Click on 'Show' to show all added custom domains. Click the plus symbol to add your custom domains. You can add as many domains as you need. Please find details on using custom domains with Tutanota in our FAQ. Next to each custom domain is a three dot symbol. When you click it you can 'Set a catch all mailbox' or 'Delete' this domain. If you select 'Set a catch all mailbox', you have to choose which email address catch-all mails should go to. This is usually your main admin user, but can be any user that you have added to your Premium account. All emails that are being sent to your own domain that do not match any existing email address will be delivered to the catch-all mailbox.
'Security': By Clicking the pen symbol, you can force your users to change their password after an administrator has reset the password. Please note: Only administrators of Premium accounts can reset passwords of their own users, e.g. all users of a custom domain. Tutanota as the mail service provider cannot reset your passwords for security reasons.
'Audit log': This log is only visible to admins of Tutanota Premium accounts. It contains important administrative actions, e.g. if you have added a second factor to one of your user accounts, or if you have changed the password of one of your user accounts.
- When you order the whitelabel upgrade, you can activate the Tutanota login on your own domain (a subdomain), change the look of Tutanota according to your needs (e.g. corporate identity) and create secure contact forms for your clients.
'Whitelabel domain': Click the pen symbol to activate the whitelabel option for your own domain. A pop-up shows up where you have to enter the following information (also shown in the screenshot above):
- Choose a subdomain of your own domain, at which you would like to reach the Tutanota login. This must be a subdomain, a main domain is technically not allowed. Set the CNAME DNS entry for that domain to point to login.tutanota.com. Keep in mind that the DNS changes may take a while until propagated.
- Upload your domain's SSL certificate chain and
- your domain's private key to enable the Tutanota login at your domain. Both must be provided in PEM format (base64 coded).
'Custom logo': Click the pen symbol to upload your logo. It will be shown in the top left corner (38x280 pixel) when you load Tutanota at your own domain.
'Custom colors': Click the pen symbol to set the colors according to your own corporate design. If you don't set a color, the default color from the Tutanota style sheet will be taken.
'Custom meta tags': Click the pen symbol to enter a meta tag.
Now you can open your custom domain in your browser and see the Tutanota login with your own logo and own colors. You can find more details on this in our FAQ.
2.3.7 Contact forms
Contact forms allow you to be contacted confidentially as all messages are automatically end-to-end encrypted.
22.214.171.124 Create a new contact form
- Click the plus symbol in the down right corner. A pop-up shows up which lets you create a new contact form.
'Receiving mailbox': Click the user symbol (left) to select one user who should receive all emails sent via the contact form. Or click the multi-user symbol (right) to select a shared mailbox that should receive all emails sent via the contact form.
'Responsible Persons': If you choose a shared mailbox as the receiving emails address, you can limit the users that the receiving mailbox can pass contact requests on to. If you do not enter anything here, contact requests can be passed on to all users on your domain by the receiving mailbox.
'Path': Enter a path to the link where your contact form should be displayed.
'Language': Click the three-dot symbol to add another language to your contact form (i.e. French, German, Spanish). The visitor of your website will automatically see the language defined in his browser settings. Once you have added another language a cross symbol appears so that you can delete any language you do not need anymore.
'Page title': Enter a title for your contact form to be displayed on the website. A page title needs to be entered for all added languages.
'Header', 'Footer', 'Help page': You can enter three different text fields either in rich text format or as HTML source code. You can switch between rich text and HTML by clicking on the pen symbol to the right. The entered text will be displayed on the contact form on your website.
126.96.36.199 Manage existing contact forms
Click the contact form you want to manage.
Click the pen symbol to the right to edit this form. The pop-up shown above opens. You can manage all fields described under 188.8.131.52.
Click the copy symbol to copy this form. A new contact form pops up where you can change all required fields shown under 184.108.40.206. At least the 'Path' and the 'Receiving mailbox' must be changed as the new form must have its own web link and its own recipient.
Click the delete symbol to delete this contact form.
Click the Export button further down to export a CSV log of all contact form requests in a given period of time.
2.3.8 Setting the administrator of users, shared mailboxes and contact forms
The global admin can create a local admin group to add as well as manage administrators of users, shared mailboxes and contact forms. Please refer to '220.127.116.11.1 Create a local admin group' for details.
The user who creates a user account, shared mailbox or contact form becomes the administrator of the created entity. More precisely, the admin group in which the user is member will become the admin of the entity. If the user is a global admin, then the entity is administrated by the global admins. If the user is a local admin (i.e. member of a local admin group), then that local admin group becomes the admin.
The global admin can change the administrator of a user or shared mailbox by selecting a local admin group under 'Administrated by'. Please refer to '18.104.22.168.2 Manage an existing shared mailbox' for details.
Local administrators only see those users, shared mailboxes and contact forms that they administrate.
Even if an entity is administrated by a local admin group, the global admins can still administrate the entity.
A contact form is always administrated by the administrator of its receiving mailbox. So if a global admin changes the receiving mailbox of a contact form, the admin of this user mailbox or shared mailbox becomes the administrator of the contact form.
2.3.9 Subscription: Book all Features for your Tutanota mail account
- Click on 'Upgrade' to upgrade your free Tutanota account to Premium or Pro. Got to the screenshot below to view the upgrading process.
Once upgraded you can add 'Extensions':
'User accounts': You can manage your current user by clicking on the pen symbol or you can add more users to your account by clicking on the plus symbol.
'Storage capacity': Click on the pen symbol to add another storage package to your account.
'Email aliases': Click on the pen symbol to add another alias package.
'Groups': Click on the plus symbol to add a shared mailbox or a local admin. Refer to '2.3.4 Groups: Shared mailboxes / Local admin' to learn how to set up a group.
'Whitelabel': Click on the pen symbol to add the whitelabel package to your account. This allows you to customize your account: login via your website, add custom logos & colors.
'Contact forms': After adding whitelabel, you can also add contact forms to your website. These allow visitors of your website to directly get in touch with you via Tutanota's end-to-end encrypted contact form.
'Delete Account': Here you can delete the account. Your email address and aliases will be deleted and can't be reactivated. If you want to use your Tutanota email addresses in another account, it is important to enter the 'Take over email address' here. Then you can add the deleted email addresses to the stated Tutanota take over email account.
Choose whether you are using Tutanota for 'Private' use of for 'Business' use. This differentiation is necessary for tax regulations.
Choose whether you want to pay 'Yearly' or 'Monthly'. When you choose 'Yearly', you get two months for free.
Click on 'Select' of the package you want to upgrade to. This takes you to the payment procedure.
Choose your payment method: Credit card or PayPal.
Enter you payment details.
Choose your country of residence.
Once all payment data is entered, a booking summary will be shown.
Check the summary and click 'Buy' to complete your order.