User manual

Content

  1. Registration
  2. Settings (Account menu)
  3. Sending and receiving mail
  4. File storage
  5. Safe (Password Manager)
  6. Contacts
  7. Subscription and packages
  8. Using your own domain

Registration

We try to keep our registration form as simple as possible. We ask for only the most basic information, and we check only to confirm that you have used a valid e-mail address.

Account types

We offer two account types: single user accounts and multi-user accounts. A single user account is a simple user account with only one user login. A multi-user account is an administrator account. It gives the account administrator the power to add additional user accounts that are connected to this main account. An administrative user can log into a connected user account, can open its email and file storage, and can access its password manager without the password corresponding to the user account. An administrator user can also send email on behalf of the connected user account. However, this is always clearly shown in the sent mail. Please note that you cannot change the account type after registration.

Registration form

You need to provide a name and a login name. Your login name will be your user name and email address in the form of "username@confidesk.com". You also need to create a password for your account. You can use any kind of password. You can use a notification email address if you like, but it isn't mandatory. Please note that we can't help you in some support cases if you don't have a confirmed notification email. If your notification email is a Confidesk one, we don't send there notifications about incoming mails, you will only get our system information messages. If you have coupon, you may use it at registration. You must tick the checkbox indicating that you accept our terms. We recommend that you carefully review these terms, as they describe our privacy policy and outline your obligations.

The First Steps

The system will automatically log you in after registration and ask you if you would like to switch to image authentication. It is advised to do so.
The next step is to review your basic and most important settings. You will also be able to change these settings later in mail settings. Next you will be logged in to your mailbox. You will find a welcome mail in your inbox with a few useful instructions. The upper menu shows the main functions of our service: storage, mail, safe, contacts, account and subscription. You can find your mail folder list on the left. Under it there is a referral form, which can be used to invite friends in exchange for free space. There is also an information bar on the bottom. It shows how much space you are using, as well as the total space you have (mail and storage combined).

Logging In

To log into your account, you can use your user name alone, or you can use your full Confidesk email address (username@confidesk.com). Even if you have your own domain and your primary address is one of your domain aliases, you always need to use the user name you chose at registration.


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Settings (Account menu)

Most of the options in your account menu are only available on your web-based account. Your associated client side encryption accounts will inherit the web-based configuration.
Please note that if a setting is not available on our mobile or PC application that means that your connected accounts have the same configuration as your web account. For example your subscriptions or domains are shared between your associated accounts. All settings are automatically applied in mobile and PC/Mac apps.

Details

The details tab shows the details of your account: your name, sender name, address, notification mail and mobile number. Your name and address is used for billing, your notification email is used to send you important information, and your mobile number is used if you use mobile authentication. When you change your mobile or notification mail you need to provide your password. If the sender name is filled, this name appears in the mail you send instead of your first and last name, which are always used on your invoices.

Mail Settings

This tab contains the most important mailbox settings.

Main Settings

  • Encrypt subject: the subject of your emails are not stored encrypted by default to access your mail faster. If this is ticked, the subject is decrypted on the fly when you open your mail folders, which makes the process a little slower.
  • Mobile notification: if you have SMS subscritpion, you can choose to receive an SMS notification each time you receive an email.
  • Allow other Confidesk users find you by your notification email: When a Confidesk user tries to send a message to the email address you use as notification address we will let him or her know that you have a Confidesk mail address, so the mail can be sent securely there.
  • Enable autoreply: An out of office automatic reply can be set up with this option.
  • Session timeout: The system will automatic logs you off automatically if there is no activity in your account after a pre-determined amount of time.
  • Email notification: If this is on, every time you get a mail, you get a notification to your notification mail address.
  • Allow images in emails: If ticked, we show all images as embedded. We strongly recommend not switching this on.
  • Automatically save new recipients in contacts: If on, recipients not already listed in your contact list are saved there automatically.
  • Items on page: This regulates how many items appear on one page when you list your mail folders. The less you choose, the faster the service. Mobile always shows 50 and it can't be changed.
  • Offer to save recipients to contacts, if they are not in the contact list: If this is on, we ask you if you want to save a contact if it is not already on your contact list.
  • SMS authentication: If you have an SMS subscritpion, you can choose to receive a one-time password on your mobile device at every login. This one-time password will be required to log in to your account.
  • Language for messages/notifications: The default system language.

Your public key

Your web account has a key pair (as a client side encryption account does). However, the web account's keys are created and stored on our servers. Because our system is compatible with any public key encryption service, you can download the public key of your account and you can give it to others who use public key cryptography, allowing anyone to send you encrypted mails. If the other parties use our service, it is useless to give them your public key, since they have access to it automatically.

Domain and Mail Alias Settings

You can use your own domain in our system, and you can even share a domain with others. This means that one domain can be used with an unlimited number of accounts. Please read our how-to pages regarding these settings:
How to use your domain on Confidesk
How to share a domain on Confidesk

Signatures

You can create multiple signatures to be used with your emails. You can configure one to be used as a default. The default signature is automatically selected and attached when you write a new email or reply to an email. However you may decide not to attach the default signature or to attach another signature during the mail editing process.

Filters

Filters are used to automatically move incoming messages to different folders in your mailbox. You can create the different criteria required to send different email types to different folders. The function works as any other filtering system does. Just choose an option in the available selection lists and you will be offered the possible configurations or asked to provide the filtering conditions.

Image Authentication

Image authentication functions as an extra layer of security. If image authentication is switched on you will need to correctly identify a pre-selected image in order to gain access to your account at each log-in. You can upload your own images, or you can use the images we have provided. In order to configure this setting please follow the instructions provided on the configuration page.
Please keep in mind that the image order is randomized at every login. Therefore you must be able to identify the exact image, not the place it was when you selected it during configuration.

Folder Synchronization

If you use our PC/Mac client to have your files on your machine on an encrypted local files, you can configure here which files should be copid to your computer. Only the selected folders and their content are copied to your local hard drive. Additional folders are kept on our servers only.
This option is not available for client side encryption enabled accounts.

Delete Account

You can delete your account but only if you can provide your passphrase. Please note that when you remove your account, we delete everything, with the exception of our system log. This process can't be reversed.

Aliases

You can set up your connected accounts for client side encryption. You can read about this process in detail in the dedicated section.


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Sending and Receiving Mail

Our mail servers do what other mail servers do: send and receive emails. However, there is one big difference. We use our own internal mail database system, which is not compatible with other mail server databases. Most mails go through our spam filter first. Encrypted mails can't be checked, because their content is available only to those who have the key to open them. These mails are the ones sent between Confidesk users, or sent encrypted in or out of our system.

Click on the “create mail” button to create a new email. You need to list the recipients one by one. This is needed because you can decide by recipient about the way the mail should be sent (encrypted or unencrypted). If you have saved contacts the possible recipients are listed as you type. This allows you to quickly and easily choose the intended recipients.

Attachments

There are two ways to attach files to your emails: you can attach files from your computer using the "browse" button or you can attach them from your Confidesk file storage by clicking on the "attach from storage". The second option offers you the files stored in your file storage on our servers. These files are available for you everywhere.

Sending Without Encryption

You can choose to send your mail without encryption. We will send the mail as if we were an everyday mail service provider.

Code Encryption

If you have sensitive data to send it is better to opt for encryption. Please note that messages sent this way are deleted automatically after 7 days. We offer you 2 kinds of encryption options by default::

  • Pass phrase: To use this option you need a password known by both you and the recipient. Please note that this is not your Confidesk password; this is a pre-agreed code. When you choose this option and provide a password the email is encrypted with a temporary key. It can be opened only with the given password. The recipient will receive a link to the message, and if he/she knows the password he/she will be able to open the mail.
  • SMS: If sending messages to North America (international calling code is +1), this service is free. If you will be sending SMS messages outside of North America, you will need to purchase an SMS subscription. SMS encryption works similarly to pass phrase encryption. The difference is that you not only need to provide the email address of the recipient, but also his or her mobile number. When you send the email we send a link to the recipient’s email address, providing him or her with access the email. We will also send the password required to open the message to the mobile number of the recipient. To open the message, the recipient has to click on the link and use the code provided in the SMS message.

Public Key Encryption

You can also connect public keys to your contacts if they use public key encryption. You can encrypt messages with these public keys. You only need to get their public keys, go to their contact details, and upload the key. You can upload 3 keys per a contact. If the recipient is in your contact list and we find an associated public key, this option is offered automatically. It is most like the encryption processes preferred by the recipient.

Folders, Subfolders

You have a few default folders: inbox, unread, important, drafts, sent and junk. Unread and important are virtual folders; the emails listed here are actually stored in their original folders. You can create other folders using the “my folders menu,” and you can also create subfolders under folder inbox, sent and under folders created in My Folders. The only restriction is that you can have only unique folder names. Two folders cannot have the same name.

Additional Functions

You can always change a mail's properties between important and not important; Read and Unread.Important and unread mails are also listed in the Unread and Important folders, while they can also be found in their original folders.

Spam

We have a spam filter which checks incoming and outgoing email. If an incoming mail is deemed to be spam it will be moved to your junk folder. If we determine that an outgoing mail is spam we will send it back to you in order to prevents our users from sending spam. Please note that we can't check encrypted messages. If a message is sent between Confidesk users, or the mail is sent out encrypted or sent in with public key encryption, the message is not checked by the spam filter.


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File Storage

Along with our mail service we offer cloud file storage. This service is similar to other cloud storages with a few differences. We encrypt all of the files stored on our servers. We can't access these files. Only the owner (who has access to the password) is able to do so. Our main function is storing files on the servers, like you store your valuables in a safe. Synchronization is a secondary function. The uploaded files are available on supported platforms by dedicated applications and on the web via browser. However, the latter is only available in case of server side encryption. The storage is accessible from the mail function, so it is possible to directly attach files from storage to emails.

Server Side Storage

In order to ensure that you have access to your files anywhere at anytime we store all of your encrypted files on our servers. Files are available to you wherever there is an Internet connection. These files are available for you even in the case of client side encryption, if you have your private key on your device which you use to log in. If you access the files with the client side account, the data is downloaded to your device first, and decrypted there.

Local Storage (PC and Mac)

If you use our client programs for Windows, OS X and Linux, you will be allowed offline access to your files. This enables you to access and work on your files as if they were on your computer. The program creates a local encrypted drive and stores a copy of your files there. You can choose which folder should be copied to the local drive.

Mobile Access

Our Android and IOS app can access your files on the servers. While you can access your files from these mobile devices please note that mobile apps don't have offline storage.

Uploading Files and Working on Them

You can upload files to the storage via browser or mobile apps. However, it is more convenient to use our Windows, OS X or Linux client, which automatically copies the files from your local storage to our servers in the background. Just copy the files on to the drive. Everything else is automatic. You can open the files, edit them, and save them.

Synchronization

The PC program automatically synchronizes the changes and new files with our servers. This facilitates encrypted cloud storage, which is available on the go.

Sharing

File sharing is only available for users who use server side encryption. To share a file, just choose the local menu in the mobile app or in the browser, type in the Confidesk user's user name, and click on “share.” The file will be available in the user's "shared items" folder within a few minutes. If the user is in your contacts he or she is automatically offered as you type the name. Shared files can't be edited by the user with whom you share them, as the access is read only.


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Safe (Password Manager)

Our password manager stores your password in your encrypted online cloud storage. This means that every change goes directly to the cloud and is instantly accessible on all of your devices. You can create an unlimited number of databases (for example for your work, for your private data, or for sharing account information with others).
It contains a password generator to help you create strong passwords.
The mobile apps automatically copy the password into the device's clipboard when you touch the field in reading mode.

Databases

Password databases are stored in a special folder in the file storage. The folder name is PasswordSafe. If you open this folder you will find all of your databases. These are XML files; you can't directly open them from here. If you try to do so, your app or browser will either offer to download the file, or open it and show you the content in txt format.
A database can easily be moved between accounts. You only need to copy the file to the PasswordSafe folder of another account. It will instantly be available in the Safe function. You need to be careful; the database file should not be sent in email or shared via unencrypted cloud storages. Since it is compatible only with our safe function, it should only be shared or sent between Confidesk accounts.
If you'd like to make a backup of your databases, just copy the database file to an other folder in your file storage.

Categories and Entries

Our password manager uses pre-defined categories; you can't add any additional categories. These categories are access codes, bank accounts, credit cards, devices, email accounts, identity cards, web logins, vehicles, and general. The latter is for entries that do not fit into the other categories. Each category has its own unique field set, and each has a note field for storing additional information.
The password manager works as any similar product; there is only one mandatory field, the title of an entry. All other fields can be left empty.


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Contacts

Our contacts manager is closely connected to our mail function.

Contact details

Each entry can have 3 mail addresses, 3 phone numbers and an address card. A minimum of one name and one email address is mandatory. If you opt for automatic saving of contact information, the email address is used as a contact name.

Groups and Group Mails

You can use groups to organize your contacts. These groups are used to list only the contacts they contain. You can also use the groups to easily send messages to multiple people. To do so, open the contacts function, select a contact group, and click on “compose message” button. This opens a mail editor form where the recipient fields are automatically filled with the contacts in the group. You can also select multiple contacts from a contact list and send them group messages. If a contact has multiple mail addresses, the primary one is used. 20 is the maximum number of recipients allowed in a group email in order to prevent spamming.

Public Keys

Each contact can have three associated public keys. This is important if your contact uses public key encryption. To add a public key to a contact, open its details page and click on “public keys.” If you use browser, you can upload the key file to connect it to the contact. If you use one of our app, then you need to copy the content of the public key file into the appearing field. When you send an email to a contact that has a public key, this form of encryption is automatically offered. If the contact has multiple public keys, the ID of the key is shown to easily pick up the one you want to use.

Using Contacts

When you create an email in your browser our service automatically checks your contacts as you type the recipient name or mail address into the to, cc or bcc fields, and lists the possible recipients so that you can easily pick the one you need. You can also write a mail to a contact if you open the details page and click on the email address link, which opens a mail editor form. If you use mobile you need to open the contacts from the mail editor to easily add the contact as recipient.


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Subscriptions & Packages

Your subscription type only determines the size of your storage space. All functions are available for all of our users regardless of their subscription package.
The drive size that is created by our PC/Mac program on your computer is always the size of your subscription package. This means that the operating system will deny any attempt to copy more data than available space can hold.

Free basic package

The basic package is free. However it only offers a small amount of storage space. This amount is enough to test our service or to use for basic email.

Paid Subscritpions

If you run out of space, you can subscribe to one of our paid packages, which provide additional space. You can check out available options on our package list page.

Read Only Accounts

If you use all of the space you have, your account automatically becomes a read only account. A read only account can still receive mail, but it cannot send mail and cannot upload files to storage. Please note that no data is lost when an account transitions to read only. All of your mail and files are still kept in your storage.

SMS Subscritpions

You can buy SMS credits, which can be used in several different ways:

  • Mobile authentication: You can set up mobile authentication. This means that you will receive a login code via SMS to your mobile device at every log in. The system will ask for this code before it allows you to log into your account.
  • SMS notification: You can choose to receive an SMS notification each time you receive an email.
  • Mobil encryption: Instead of using the pre-agreed passphrase, you can use mobile codes to encrypt/decrypt messages sent to your recipients if you know their mobile number. When creating an email, choose SMS encryption and provide the recipient's mobile number. When you send the mail, a link is sent to the recipient. This link opens your message, and the password to open the message is sent via SMS. These messages are deleted after 7 days.
SMS credits can't be used for authentication and notification if you don't add your mobile number to your account details.
If you send the message to North American number (international calling code is +1), mobile encryption is free.

Referral program

You can expand your account’s storage capacity by referring our services to others.
You can find a referral link in your account's settings on the "account/details" page on the web, as well as in the "account" menu in the PC/Mac program's mail function.
On mobile, you will find an “invite friends" function, which opens a mail editor form with a pre-defined mail text and your referral link. This function is also available on the mail page of our web application, situated in the bottom left corner.
If you send this referral link to others and they register an account using the referral link, you will earn free space.
Please note that the maximum space that can be earned this way is limited and usually smaller than the smallest paid package.

If you are a resident of the European Union and you pay for our service as a private person, we may need to add VAT to your subscription fee.


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Using Your Own Domain

You can use custom domain in our system for your email. This means that you can change your primary mail address from username@confidesk.com to anythingelse@yourdomain.com.
You can use up to six email addresses in one account. Of these six email addresses you can establish one as a primary address. This primary address is automatically used when sending a mail, though this can always be changed in the mail editing form. If you have multiple addresses they are listed in a selection list in the "from" line while creating an email, and the sender mail address can be changed here.
Even if you have your own domain, you need to use your Confidesk user name when you log in to your account.

Registering a Domain

We don't register domain names and we cannot tell you which service provider is the best to use. You must already have your own domain name in order to use it in our system.

Adding a Domain to Your Account

Please read our How-to page.

Sharing Your Domain with Others

Please read our How-to page.


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