Preside Reading Emails FAQ The App Store
Preside Reading Emails FAQ

 

Reading Email

Attachments

Moving Emails

Tags, Exchange Categories, & IMAP Keywords

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ReadingEmail


  • How do I mark an email unread?

    To mark an email as unread, please do the following:

    1. Tap on the body of an email while viewing the email
    2. A toolbar will appear near the bottom of the screen
    3. Tap the button (with the white circle) on the far left of the toolbar

    You can also mark and email unread directly from your Inbox. To do that, please do the following:

    1. Swipe across the email preview in your Inbox
    2. A toolbar will appear over the email preview
    3. Tap the button (with the white circle) on the far left of the toolbar

  • Why can I only see 1 attachment?

    Attachments, like most fields in the app, are horizontally scrollable. If something seems chopped off or missing, try swiping across the item to scroll it.


  • How can I delete multiple emails?

    If you tap on the Batch Operations button batch, at the top of your Inbox, you will be presented with the Batch Operations screen. On that screen you can 'check' emails. Then tap the Organize Button at the top right and choose 'Trash'. You can 'Select All' by tapping on the Menu button menu at the top and choosing 'Select All'.


  • Do I need to wait until all the catching up and indexing is done to move messages into folders?

    No. Absolutely not. Once the initial sync has completed, you should never wait for the app. The app prioritizes its downloading based on what you are doing. If you tap on an Inbox, that Inbox that you are viewing will be downloaded before everything else. Similarly, if you tap on a half-downloaded email, the downloading of that email will be prioritized over other downloads. Also, you do not need to wait for the entire email to finish downloading before you move or delete it.


  • I can only see the headers when I tap on an email. Why is the body portion of the email blank?

    Preside tries to hide the 'quoted' text when viewing an email. Instead it offers the prior messages in a conversation style format. Unfortunately, sometimes Preside can do this incorrectly. This usually happens with bottom quoted emails. When that occurs, you can tap on the downward pointing arrow that appears on the line at the bottom of the email that says "Message History". That should reveal the portions of the message that are not displaying.


  • After reading and moving a mail it goes back to the inbox and I have to open the next mail. Can't it just automatically open the next mail?

    If you navigate to More > Filing and you enable the 'Advance after filing' option, the app will automatically proceed to the next mail after the current email is filed or moved to the Trash. Please also note that you can move to the next (or previous) email without filing it by swiping across the body of the email.


  • How can I view & send emails in 'landscape' mode?

    You can enable Landscape mode on the More > Appearance screen. It is the second (or so) option down.


  • How can I see the HTML version of an email?

    Tap on this button: html


  • Why do I have to tap the 'HTML' button? Is there any way the app can always show me the HTML version of an email?

    Yes. Please navigate to More > Appearance > Layout. On that screen, in the 'Email Details' section, you can set the 'Viewer' to "Prefer HTML".


  • Is it possible to block remote images when viewing html emails?

    Unfortunately, it is NOT possible to block remote images at this time. If you're concerned about security, you can work around this issue by viewing the Text versions of emails by default. To do that, please navigate to More > Appearance > Layout and set the Viewer to "Text".


  • My emails are no longer appearing in the correct order. How can I fix this?

    Please navigate to More > Behaviors. In the 'Sorting' section, please change Order By to 'Sent Time', and set the 'Reverse' switch to On. It is also advisable to set the 'Tap to sort' option to OFF. The issue might have arisen because that option was On, which makes it very easy to change the sorting through an accidental tap.


  • Is there a quick way to sort emails in a folder by date, name, or subject?

    Yes. Please navigate to More > Behaviors and set the "Tap to Sort" option to "ON". Once that has been enabled, tapping on the Time, Subject, or Sender of the first email in your Inbox or Folder will change the sorting to be based on that field. Tapping the same item again will reverse that sorting.

    That can sometimes lead to accidental changes. To prevent that, you can enable the "Confirm Change" option that appears directly below the "Tap to Sort" option in the Behaviors preferences.


  • What is the meaning of the red dot that sometimes appears next to the email count?

    This dot appears when there are unseen emails that have arrived while you are reading your email. To see those emails and clear the dot, scroll to the top of your Inbox. The intention of this dot it to indicate that there are new emails without interrupting your workflow. Older versions of the app automatically scrolled to the top of the Inbox when new emails arrived, but that was disconcerting and interruptive. Without that automatic scrolling, newly emails could be missed by users who thought they were already viewing the top of the Inbox. As such, we added the dot.


  • Can I color emails in by Inbox based on their account, sender, ...?

    Yes. Preside has a robust coloring rule system that can allow to configure colors based on various criteria. Use the following steps to color emails based on their account.

    • Go to the Appearance preferences
    • Tap on the 'Coloring Rules' line, which is the third line on that screen.
    • On the next screen tap on the + button at the top right
    • On the following screen, use the top two lines to assign the foreground and background color to use for the tag. It should usually be enough to change only the foreground color, but, if you'd like more distinction between tags, you can change the background color too.
    • Scroll down a bit on that screen and tap the 'Account' line.
    • Select the account for which you would like the rule to apply
    • Tap the back button at the top left to get back to the Coloring Rules screen.
    • Tap 'Save' at the top right
    • Add colors for other account by tapping the + button again and repeating the previous steps

    To color based on sender, follow the previous steps, but enter the sender's email address into the 'From' field insteading of selecting an account when defining the coloring rule. To color based on other criteria, enter the constraints into the various fields on the coloring rule screen.


Attachments


  • Why can I only see 1 attachment?

    Attachments, like most fields in the app, are horizontally scrollable. If something seems chopped off or missing, try swiping across the item to scroll it.


  • How do I view an attachment?

    You should see a button with the name of the attachment in the header section near the top, while viewing an email. If you don't see that line, it might be the case that you need to expand the email headers. Do that by tapping on the gray arrow to the left of the top line that shows the From and Subject information.

    After the attachment button is exposed, it will show a download arrow to the left of the name if it still needs to be downloaded. Tapping on the button will download the attachment. After it is downloaded, the download arrow should disappear. The next tap on the attachment button will show the attachment.


  • Do I need to tap on each attachment, or can I download all of the attachments for an email at once?

    Yes. You can download all of the attachments for an email at once. To do that, you would perform a 'pull-to-refresh' gesture while viewing an email. That is done by placing your finger on the screen and dragging it down. The line at the top will, at first, show an upward pointing arrow and the words, 'Pull to refresh'. As you drag down further, that arrow will flip and the text will say, 'Release to refresh'. At that point, you can raise your finger and the app will download the email, in full, including all attachments.


  • Can Preside automatically download attachments?

    Preside will automatically download attachments for emails that it considers small enough. The determination of whether an email is small enough is dependent on whether a WiFi connection is available, the type of folder the email is in, the Attachements-Downloading setting and the Storage preference on the Syncing preferences screen.

    Your best bet for getting Preside to download attachments more often is to change the "Attachments" setting in the Syncing preferences. The other option is to increase the 'Storage' setting from that same Syncing preferences screen. That will have will have some other ramifications, though.


  • Why do I sometimes see a blank screen when I try to view an attachment?

    Some types of files are not viewable within Preside. For those files, a blank screen will be displayed. At the top of that blank screen will be a 'Share' button that can be used to open the file in another app. There will also be a 'Save' button near the top right that can be used to save the file to iCloud or another file provider.


Moving Emails


  • How can I 'Undo' an accidental move of an email to the Trash or another folder?

    Shake your phone. That will present a prompt asking you to confirm the 'Undo'. Tapping 'OK' will procede with the undo operation.

    Please note that it might take a minute or 2 to accomplish this action. It also places the email back in its position within the Inbox (or original folder) so you might need to scroll a little to find it.

    It should also be noted that the 'Undo' feature of the app is recursive. Shaking the phone again will undo the prior move, and so on. You can undo every move you've made since the app was last started.


  • Why can't I move some emails into my Exchange folders?

    Unfortunately, the Exchange ActiveSync protocol that the app uses to communicate with Exchange servers does not support the uploading of messages. As such, you cannot move an email from another account into an account on your Exchange server. For that reason, the Exchange account and any folders in that account are not shown when filing emails from other accounts.

    This is also the case for batch moves when filing to specific folders. Exchange folders will not be offered when filing multiple emails from different accounts.

    If your Exchange Server is configured to support IMAP, you can add the account as an IMAP account and have full functionality. You will probably need to contact your Exchange Server administrator to find out the IMAP settings in that case. You can read more about the advantages of IMAP over Exchange ActiveSync in this other answer

    If you're using a modern Exchange server, you can connect to that server with the EWS protocol. That is the now the default protocol used by Preside when connecting to Exchange servers. You can read more about the advantages of EWS in this other answer.


  • How do I add a new folder while filing an email?

    Sometimes when filing, you might discover that you need to create a new folder in which to file the email. To do that, tap on the "More ..." option from the initial action sheet. That will bring you to the main Folder Suggestions screen. From there, scroll to the bottom, and you should see your email accounts listed. Tap on the account in which you would like to create the folder. The next screen will present your list of folders. At the top left of that screen is a '+' button. Tapping on the '+' will allow you to create the new folder.

    That process will create the folder, but it will not simultaneously file the email. You can do that by finding the newly created folder in the list of folders that is presented after tapping Save. Or, you can go back one level to the Folder Suggestions screen. On that screen the newly created folder will be at the very top of the 'Recents' section.


  • When I file emails by searching, the search text remains when I try to file the next email. How do I avoid the need to manually clear that each time?

    You can change this behavior by enabling the 'Clear search text' option in the 'Filing' preferences screen. With that enabled, Preside will clear out the search text after an email is filed.


  • Why does it show the wrong folder?

    There are a few reasons why the right folder might not be shown:

    • There are stray emails filed in the wrong folder. 80% of the time, this is the problem when a totally unrelated folder shows up. The best way to see 'why' a particular folder shows up is to chose the More option and then tap the Refresh button at the top right. That will result in several more 'Suggestions' appearing. Under each suggestion will be some terms that influenced the suggestion. If you see any that are wildly out of place, you can go to your desktop and correct the mis-filed emails.
    • There is not enough information within the folder to relate it to the email. Most of the time this will occur as a result of the Days-to-sync option on the account (or folder) being set to a very low number. It can also occur due to the 64 email 'Historical Limit' in the folder settings. Lets say I have a Folder called 'Preside_Users', where I file all of my emails from John Doe. Let's also say that I delete and reinstall the app. When eMailganizer trains itself on the 'EmailGanizer_Users' folder it will only take the last 64 emails received. If there were no emails from John Doe within that last 64, then Preside won't know how to file the next one you send me. Once I file that one, however, the next one you send me should show the right folder. It should be noted that Preside will continue to learn as you file emails, even if you have chosen a very low Historical Limit and/or Days-to-sync
    • The suggestions for the current email were cached before newly learned data has been retrieved. An example of this is if a thread of emails are retrieved at the same time. The suggestions for all of those emails will be calculated before any of the emails are filed. This surpresses Preside's normal processing which favors folders that a member of the thread has already been moved into. We will someday have a fix for this issue. Until then, tapping on More and then the Refresh button at the top right will ignore the cache and recalculate the folder suggestions.

  • Is there anything else I can do to get the right folder to show up more often?

    One other thing you can do is to go to the More > Filing and set the number of Suggestions to 5. It is also helpful to set the 'Recents' to 1. This will show more folders in the action sheet, and increase the chances of showing the right one.


  • Do you support client-side rules/filters?

    No. If the app is working properly and your folders are organized in a consistent fashion, rules should not be needed. The app should be able to show you the 'right' folder almost all of the time.

    As for rules that work on emails before they are read, these are best off done on the server where they can be set up once and affect every single device and email program. Most modern email providers provide a way of doing this through a 'Rules' or 'Filters' section of the webmail interface.


  • What settings do you recommend for someone that uses server-side filtering?

    Preside contains 2 mechanisms that help deal with folders that are used as part of server-side filtering. The mechanism that will help most with this is dependent on how the folder is used.

    If your server-side filtering moves emails into folders that are treated as inputs only, changing the folder type to List will be very useful. 'List' folders are, for the most part, treated like additional Inboxes. They are show on the Inboxes screen and they should generally not be left to collect old emails for reference.

    If your server-side filtering moves emails into folders that are used as both a recipient of new emails as well as a reference archive of older emails, then the 'smart folder' called 'Unread folders' can be very useful. Turning that feature on will show any folder with unread emails in your Inboxes tab. Once you've read all of the emails in that folder it will be remove from the Inboxes tab and treated as a reference folder.


  • What settings do you recommend for someone who files all or most of their email into a single-folder?

    Preside has various options that quickly allow you to file emails into a single folder. To make use of those options, you would first change the 'Folder Type' of that folder to a 'Repository'. To do that:

    • Navigate to the folder on the Folders screen
    • Tap on the Menu button menu
    • Choose Settings
    • On the next screen change the 'Folder Type' to 'Repository'
    • Tap Save

    In most cases, you will want a repository folder for each of your accounts. Once you've made those changes, tapping on the Repository button html or executing the "Archive" meta action will move emails into that folder.

    Next, you'll want to configure that Repository button to appear at the top of the screen and for swipes:

    On the iPhone:

    • Go to the More screen
    • Tap on the Appearance line
    • Tap on the Layout line
    • Tap on the 'Top buttons' line in the 'Email details' section
    • Check the "Repository' option
    • Go back to the "Layout" screen
    • Tap the 'Swipe buttons' line in the 'Email list' section
    • Check the 'Repository' option

    On the iPad:

    • Tap the Settings button at the top right
    • Tap on the Layout line
    • Enable the Show Tags option in the Email Details section

    Next, you'll want to add the ability to move an email into that folder with a swipe gesture:

    • Go to the Behaviors preferences
    • Scroll down to the 'Gestures' section
    • Tap on the 'Swipe right' line
    • Tap on 'Archive'

    If you use 'Force touch', you might also want to add a 'Peek' action that moves the email into the Repository folder:

    • Go to the Behaviors preferences
    • Scroll to the 'Force touch' section
    • Enable the 'Peek' option
    • Tap on the 'Peek actions'line
    • Check the 'Repository' option

  • How do I mark an email as 'spam' and move it into the spam folder?

    Unfortunately, the current version of the app does not support marking an email as junk or spam. We will be adding that to a future update. If you'd like to stay informed about new updates, please join our mailing list. Also, we prioritize new features based on feedback we receive. As such, if you'd like to see this added sooner, rather than later, please let us know that by sending an email to mail@preside.io.

    It is possible to quickly move an email into your spam folder (or any other folder), however. See the next answer for information about how to do that.


  • How can I quickly file emails into a specific folder?

    There are two options for doing that. The easiest one is to setup the folder as a 'Favorite' and then setup the 'Move actions sheet' to include favorites. Here's how to set that up:

    • Navigate to the folder from the Folders screen.
    • Tap the Menu button menu
    • Choose "Settings ..."
    • Enable the 'Favorite' option
    • Tap Save
    • Navigate to the More > Filing screen
    • Tap on Favorites
    • Set Favorites to 1 or more

    After making that change, the favorited folder will appear in the action sheet after you tap the Organize button to file an email.



    The other way to quickly file emails into a specific folder is to setup a 'Meta-action' to do exactly that. Here's how that is accomplished:

    • Navigate to More > Advanced > Meta actions
    • Tap the Add button menu
    • Enter a name for the meta action
    • Tap on the sub-actions section
    • Tap the Add button menu
    • Tap on the 'Command' line and select 'Move'
    • Tap on the 'Item' line and select 'Original'
    • Tap on the 'Folder' line and select a folder
    • Tap the back button at the top left
    • Tap the back button (again) at the top left
    • Tap Save

    After the meta-action has been created, you can setup a gesture to invoke that action by navigating to the More > Behaviors screen and tapping on one of the gestures in the 'Gestures' section and select your new meta action. You could also configure the 'Meta actions' button to appear while viewing mail, and use that to invoke your new meta action. You can learn more about how to configure buttons at this answer.


Tags, Exchange Categories, & IMAP Keywords


  • Does Preside support Exchange Categories?

    Yes. Preside refers to Exchange Categories as 'Tags'.


  • Does Preside support IMAP Keywords?

    Yes. Preside refers to IMAP Keywords as 'Tags'.


  • Does Preside support MailTag Tags?

    Not at this time. We will be supporting this in a future update, but it is currently of a low priority. If you'd like for us to support MailTags tags sooner, please send an email requesting that to mail@preside.io


  • Why does Preside refer to Categories & Keywords as 'Tags'?

    This was done in order to avoid duplication of what is essentially the same functionality for the two different account types. Rather than having a 'keywords' button for IMAP accounts and a 'categories' button for Exchange accounts, we thought it best to combine them. We do understand that this can be confusing, however. As such, we might revisit this decision in a future update.


  • I'm connecting to my Exchange Server through IMAP. Can I assign Exchange Categories by using IMAP Keywords?

    No. Exchange Servers do NOT support IMAP Keywords. If Microsoft ever does add this support, it is doubtful they will connect the keywords to categories.


  • What are some limitations of IMAP Keywords?

    There are a couple of issues to be aware of when using IMAP Keywords. The first of these is that many IMAP servers do not support them. That means that you might lose all of your carefully added tags if you change email providers. The second issue with IMAP keywords is that the entire list of keywords for a folder is transmitted every time the folder is 'selected'. That can be a lot of extra data and slow down the app. As a rule, you should try to keep the number of keywords used in particular folder to a minimum.


  • How do I show the tags for an email?

    On the iPhone:

    • Go to the More screen
    • Tap on the Appearance line
    • Tap on the Layout line
    • Enable the Show Tags option in the Email Details section

    On the iPad:

    • Tap the Settings button at the top right
    • Tap on the Layout line
    • Enable the Show Tags option in the Email Details section


  • How do I show tags for emails in my Inbox and folders?

    On the iPhone:

    • Go to the More screen
    • Tap on the Appearance line
    • Tap on the Layout line
    • Enable the Tags option in the 'Email list' section

    On the iPad:

    • Tap the Settings button at the top right
    • Tap on the Layout line
    • Enable the Tags option in the 'Email list' section


  • How do I add a tag to an email?

    You can add a tag to an email by tapping on an existing tag while viewing and email and choose 'Edit'. You can also add tags to emails by configuring a Tag button to appear in on one or more of the screens within Preside.

    If you're just starting out with the app, and you make extensive use of Categories, one option is to use the Presets mechanism. At the very top of the More screen is a Presets option. One of those presets is labelled 'Tagger'. We've tried to set that up specifically for people that make extensive use of Exchange Categories. After selecting that preset, Preside will show the 'Tag' button at the top of the screen when viewing an email. It will also show the Tag button when an email is swiped while viewing your Inbox or folder.

    If you've been using the app for a while, and you've already changed various other options within the app you should NOT use the presets, since that will remove those other customizations. Instead, you should manually configure the button to appear.

    Once you've configured the Tag button to appear while viewing an email, tapping on it will show present a screen that shows all of your tags along with a field up top that shows the existing tags for the email. You can add a tag by tapping on one of the ones displayed or by typing an entirely new tag. Typing will also filter the displayed tags so that only tags with matching text are displayed.


  • How do I view all emails with a specific tag?

    You can view your tags by going to the More screen and tapping on the 'Tags' line. Tapping on one of the tags from there, will show all of the emails with that tag. If you'd like quicker access to that Tags screen, you can configure it as a tab. To do that, go to the More screen. Then tap on 'Appearance' and then 'Tabs'. On that next screen, check the 'Tags' option.

    You can also view the tags for an email by tapping on the tag while viewing the email and choosing 'View'.


  • Can I persist a specific tag as a 'Smart Folder'?

    Yes. Here's how:

    • Go to the More screen
    • Tap on the Appearance line
    • Tap on the More line at the bottom of the Smart folders section
    • On the next screen, tap on the + button
    • Scroll to to the General section and tap on the Tags line
    • Select the tags you would like to include
    • Enter a name for the Smart Folder
    • Tap Save

  • When adding an Exchange task, Why don't I see any of my existing categories?

    Preside will import any existing category that has been assigned to one of your emails.

    Unfortunately, the current version of the app does NOT import the categories that have already been assigned to tasks. This will be added in a future update. Until then, you can work around the problem by doing the following:

    • Using Outlook on a desktop computer, add all of your categories to a single email
    • Open Preside and allow that email to sync
    • That should import all of your categories for use when creating tasks
    • You can then delete the email or remove all of those tags using either Preside or Outlook.


  • How can I add a tag that contains spaces?

  • Can I view my Inbox grouped by tag?

    Yes. Here's how:

    • Go to the More > Behaviors screen
    • Scroll to the bottom and enable the 'Show advanced settings' option
    • Tap on the 'Group by' line in the 'Sorting' section
    • Choose 'Tag'

    It is also possible to use that setting for only a specific folder or Inbox. Here's how you would do that:

    • Go to the specific folder or Inbox
    • Tap the Menu button menu
    • Choose "Settings ..."
    • Scroll to the bottom and enable the 'Show advanced settings' option
    • Tap on the 'Group by' line in the 'Sorting' section
    • Choose 'Tag'
    • Tap Save

    Finaly, if you have a relatively small number of tags, an alternative option is to setup a 'Filter bar' to appear at the top of your Inbox. This will allow you to quickly filter your Inbox to show only the emails in a specific tag. This would be setup by doing the following:

    • Go to your Inbox
    • Tap the Menu button menu
    • Choose "Layout ..."
    • Tap on the "Filter bar" line
    • For each of your tags, tap add
    • Enter the name of the tag for the Name
    • Tap on the Tags line and select the tag
    • Tap Save
    • Enable the switch next to the newly created filter

    Once that has been done, a bar will appear across the top of your Inbox that shows each of the tags you've added with the process above. Tapping on the tag in the bar will show only the emails in your Inbox that also have that tag. Please note that bar is horizontally scrollable, so it does support a good number of tags.

    Unfortunately, the Dashboard screen on the iPad does not currently support grouping emails or using the Filter Bar. We will be adding support for that in a future update. If you'd like to stay informed about new updates, please join our mailing list. Until we add that support to the Dashboard, you would need to enable additional tabs from the More > Appearance > Tabs screen and use one of the other tabs for grouping by tag.


  • Can I color emails in based on their tags?

    Yes. These are the steps for doing so:

    • Go to the Appearance preferences
    • Tap on the 'Coloring Rules' line, which is the third line on that screen.
    • On the next screen tap on the + button at the top right
    • On the following screen, use the top two lines to assign the foreground and background color to use for the tag. It should usually be enough to change only the foreground color, but, if you'd like more distinction between tags, you can change the background color too.
    • Scroll down a bit on that screen and tap the 'Tags' line.
    • On the next screen, select the tag for which you are assigning the color. If you have a lot of tags/categories, type its first few letters in order to find it.
    • Tap the back button at the top left to get back to the Coloring Rules screen.
    • Tap 'Save' at the top right
    • Add colors for more tags by tapping the + button again and repeating the previous 5 steps

    After you've done that, emails with matching tags will be colored in accordance with the rules you have setup when you view them in your Inbox or other mail lists.


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