Manage Email with Views, Attachments, Priority

Contents
1. Managing Your Email
a. View .............................................................................................................................................. 2
b. Attachments ................................................................................................................................. 4
c. Set priority Mail ............................................................................................................................ 4
d. Undo Send .................................................................................................................................... 5
e. Dumpster ...................................................................................................................................... 6
f. Add Personas (A role granted to the user) ................................................................................... 6
2. Search
3. Calendar
a. Calendar sync .............................................................................................................................. 14

b. To create a custom calendar event with the content of the mail .............................................. 24
4. Contact Book/Address Book
a. Share Address Book .................................................................................................................... 25

b. How to create a new contact and Address book (Contact book)?............................................. 26
c. Automatically add contacts to emailed contact lists ................................................................. 28
5. Folders
a. How to share your folder? .......................................................................................................... 29

6. Briefcase ................................................................................................................................... 33
7. Configuring POP3/IMAP Client
8. Reset your password
a. How to reset password ............................................................................................................... 46

9. Offline Mode
National Informatics Centre

Ministry of Electronics and Information Technology
Government of India
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1. Managing Your Email
a. View
i. You can view your email messages as single messages or as conversations and you can view
messages with the Reading Pane off, displayed at the bottom, or displayed on the right.
ii. To change how messages are grouped in your mailbox, on the toolbar click View and select
whether to view by conversation or by message and where you want the Reading Pane to
display.

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I. View Email Messages by Conversation
In the Conversation view your messages are grouped to make it easier to follow the thread of an email
exchange. A conversation thread begins when you send or receive an email and then send or receive
subsequent replies and forwards based on the original email. The subject displays only once in your
Inbox and the number of email messages in the conversation is shown. Conversations containing
unread messages are shown in bold.
Conversations can be in your Inbox another in your sent folder, and others in another folder. If you
move a conversation from one folder to another, all messages within that conversation are also
moved to that folder. Messages in the Sent folder and in the Trash folder are not moved.
To create a new conversation thread, you must create a new message, not reply to or forward an
existing message.
II. View Email Messages by Message

Email messages in your mailbox can be organized by selecting the date a message is received and by
Conversation.
i. On the Mail tab toolbar, click the View drop-down menu.
ii. Select either By Conversation or By Message.

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b. Attachments
Add Attachments using drag and drop
You can easily add an attachment to an email message by dragging the file from a folder into your
email.
i. Select one or more files from your desktop and hold down the cursor on the file(s) to
be attached.
ii. Drag the files to the message header area and release the cursor. The file names are
displayed in the header.
a. Removing an Attachment
i. To remove an attachment, click the x (cross) in the attachment bubble.
User can download/remove all attachments

You can download or remove all attachments individually as the per users choice by clicking on the file
or you can also download all the attachments as a zip file by clicking on “Download all attachment”
and remove all attachment by clicking on “remove all attachments”.
c. Set priority Mail

When you compose a new message you can set the priority of the new email. Click on options in
the window and set the priority of the message to high, normal or low. If you want your message
to be seen quickly and the reply should be given immediately you can set the priority to “HIGH”.
The sent message will have a high priority sign before the subject.

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d. Undo Send
In the mail folders go to the last folder named as Undo send (Inside Zimlets). Click on “undo send”.
You can enable and set the number of seconds after which your mail will be sent. Compose an
email and it will show a timer i.e. the number of seconds after which the mail will be sent. You can
click on OK to proceed further or Cancel the sending process. Please enable undo send before
proceeding.

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e. Dumpster
User can restore all the deleted mails from the trash folder within the defined number of days (i.e.
within the timestamp of 90 days).
f. Add Personas (A role granted to the user)

Creating different personas allows you to use multiple email addresses from your mailbox.
For example, you could use your primary account persona test<xyz@nic.in> for your business email
correspondence, and create a new persona for your personal email
correspondencetest1<xyz@gov.in>

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i. Go to the Preferences>>Accounts page.
Your default account and personal information is shown as the primary account.
ii. Click on Add Persona. The account name New Persona1 displays in the Account Name column.
Now, in the Persona Settings>Persona Name text box(you can change the name of the persona
accordingly)
iii. In the Persona Name text box enter a descriptive word to identify the persona in the “From”
list when you are composing an email. For eg: ABC (This is the from name of the persona). This
name does not appear in the email message.
iv. In the Settings for Sent Messages section, specify the “From” information for this persona.
In the “From” text box type the name that appears in the “From” field of your outgoing email
messages. This is the name that is shown before your email address.
In the drop-down menu next to the text box, select the email address from which to send
messages.
**If this field is not editable, you do not have additional external accounts identified.
v. To direct replies to email messages from this persona to a name and address different from
that which you configured in From, check Reply-to>Set the "Reply-to" field of email messages
to, and enter the name to use in the text box.

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vi. (Optional) To associate a signature with the persona, click Signature: Manage your
signatures...
vii. To automatically Use this persona when replying to messages sent to a specific email address
or when forwarding messages from that address, select when replying or forwarding messages
sent to, and type the email address in the text box. If you are entering more than one email
address, separate the addresses with either a comma or a semi-colon.
viii. To automatically Use this persona when replying to messages in a specific folder or when
forwarding messages from this folder, select when composing, replying to or forwarding
messages in folder(s). Click the folder icon to select one or more folders or to create a new
folder. **If you are selecting more than one folder, separate the folder names with either a
comma or a semi-colon.
ix. Click Save.

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2. Search
User can search in respective folder by clicking on search tab on the top right corner of the page.
Search can be performed using various attributes with a colon (:) symbol.
a) You can use these attributes to search in all the folders or they can be combined with other
attributes to search in a specific folder.
b) In the search box type in:inbox from:test subject:Hello to:support cc:test, this will search in
respective folder “Inbox” with from, subject, to and cc specified and if you search using
from:test in the search box, without specifying any folder , this will search in all the folders for
the user “test” from which the mail is received.)
Few examples are listed below:-
i. from: Specifies a sender name or email address that is in the From header. This can be a
text, as in "Aruna", an email address such as xyz@gov.in or a domain such as "@gov.in".
ii. to: It specifies one of the people to whom the email was addressed in the To: header.
iii. cc: It specifies a recipient in the cc: header of the message.
iv. subject: It specifies text that must appear in the subject header of the message. An example
might be subject: new vacation policy.
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v. in: It specifies a folder in which search is to be performed. For example, in:sent would show all
items in your 'Sent' folder. Similarly in:Inbox, in: Draft, in:Trash etc. will search in the
respective folders.
vi. date: Use this keyword search messages for a specific date, using the format that is default
for your browser's locale (format is MM/DD/YYYY). For example, date:2/1/2007 would find
messages dated February 1, 2007. The greater than (>) or less than (<) symbols can be used
instead of after or before.
Please click here to view advance search keywords:-https://email.gov.in/public/docs/Advance-

Search.pdf

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3. Calendar
A new calendar can be created by clicking on the Calendar tab. On the left hand side of the page there
is a drop down available with the calendar function, click on the drop down and you can find the new
calendar option.
You can change the color of your calendar by clicking on new calendar, a window of create new
calendar appears. You can quick add the appointments by double clicking on the calendar screen.

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Select the color to personalize your calendar and save it with a desired name.
The calendar can also be shared with internal users or group, external users and public (view only, no
password is required).
For Internal Users or groups

You can assign the following role:
i. None- No rights
ii. Viewer – Only View right
iii. Manager – View, Edit, Add , Remove
iv. Admin- View, Edit, Add, remove, Administer

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The internal user (receiver) can accept or decline the request received through mail. If he accpets the request a
folder will be created under the calendar tab.
For external guests

i. Enter the email address of the guest (outside domain eg: @gmail.com, @hotmail.com etc.) you wish to
share your calendar. In this case the user only has the View, Edit, Remove and Add.
ii. You can also allow guest to see your private appointments.

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Share your Calendar externally
When the receiver accepts the external shared calendar, it will prompt him to enter a display name
and the password he wish to keep.
This external email address will be registered to email.gov.in. For the next login, enter your external
email address in the format (eg: username.gmail.com@nic.in)
This will redirect you to a page which will show the calendar shared.
a. Calendar sync
You can sync your calendar to and device in easy steps:

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For Web
A new calendar can be created by clicking on the Calendar tab. On the left hand side of the page there is a
drop down available with the calendar function, click on the drop down and you can find the new calendar
option. Go to calendar>Settings button>Add external calendar.
To add Yahoo calendar
Click on yahoo calendar and enter your yahoo email id and password to proceed.
Select from the drop down: iCal subscription or CalDAV account.

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To add external calendar
Enter your external email id and password to proceed further. Enter the CalDAV server as
cal.mail.gov.in
Enter a folder name to distinguish your calendar folder and you can also change the color of the
folder.

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Now, select iCal subscription from the drop down and enter the ICS URL.
Enter a folder name to distinguish your calendar folder and you can also change the color of the
folder.
A folder will be created on the left hand side of the page showing your calendar.

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For Devices
Sync with Phone
You can sync your calendar to your phone whenever required. All the data will automatically sync to
your phone’s calendar. There are two type of devices in which you can sync your calendar.
a. Android
b. Iphone(IOS)
i. Steps to configure CalDav Sync in Android device –
 Download application for CalDav sync (You can download Caldav Sync Adapter from Google
play store). It is just an adapter which will sync your email calendar to your local android
calendar
 URL to access application from Google play store-

https://play.google.com/store/apps/details?id=org.gege.caldavsyncadapter
1) Configure the CalDav account.
a) Open play store in your android mobile, and download CalDav sync free beta.
b) Click on settings and select account. Now, click on add accounts. Select CalDav sync adapter.
c) A window will prompt which will ask for username and password.

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d) Enter username, password and account name
e) Server URL – cal.mail.gov.in

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After successful sign in you will be redirected to sync page. You will have to select the button to sync
calendar.
f) Select calendar sync and then open calendar from the menu and check for synced calendars –

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ii. Steps to sync calendar in iPhone device –
a) In your Iphone, go to settings and select calendar.
b) Now select accounts in calendar

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c) The next step would be to add accounts
d) It will prompt you to add CalDav account
g) Enter Username, password and Description

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h) Now, switch on the calendars and save the settings
i) Open Calendar in the menu of the phone to verify the synced appointments –
b. To create a custom calendar event with the content of the mail

User gets a mini calendar on the left to view his/her calendar events/User can drag an email to the
mini calendar to create a customer calendar event with the content of the mail.

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4. Contact Book/Address Book
a. Share Address Book

You can share any of your address book with internal and external users. Sharing your address book is
useful for giving others access to contacts. You can choose to make the address book view-only or
allow internal users to edit, add, and delete names.
You can share your contact folder with internal users or group, external users or with public.
They are given different rights. An internal can view, add, remove, edit or administer the address book
whereas an external guest and public have the right to view the address book.
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b. How to create a new contact and Address book (Contact book)?
i. On the top left corner of the window click on “New Message” drop down. Then click on
contact option to create a new contact. Fill the details in the form as displayed.

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New Contact page:-
ii. Click on save after filling the details in the form.
Contact group
i. You can make a list of contact group by selecting the contact group option from the “New
Message” drop down.
ii. You can name the group and select the email id’s from the global address book or you can also
enter the email id’s in the space provided using a comma separator.

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iii. Click on Add or Add all button to add the contacts individually or in a group.
iv. The group made can be directly used while composing an email and entering the group name.
All the email address present in the group will be added to the “TO” of the new message. You
can edit the list by removing the email addresses as per your choice.
C. Automatically add contacts to emailed contact lists

You can automatically save the email addresses to which you send an email to, in your email contact
list. Any time you respond to, or compose a message that includes an address that is not in your
address books, it is added to your Emailed Contacts list. If you are using the auto-complete feature,
maintaining an Emailed Contacts list helps you quickly find addresses that you have emailed to in the
past. You can go to contacts>Emailed Contacts and the list will be displayed on the right hand side.

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5. Folders
a. How to share your folder?

Right click on the folder you want to share. There is an option to share folder. Click on it and a new
window will open which will show “Share Properties”.
You can share your folder with the following:
1. Internal users
2. External guests
An internal and external user can have the following roles:
i. None-None
ii. Viewer-View
iii. Manager-View, Edit, Add, Remove
iv. Admin- View, Edit, Add, Remove, Administrator
Once the folder is shared with the internal user (eg: xyz@nic.in), the receiver can then accept or
decline the request from the email received.
If accepted by the receiver then he can change the color of the folder shared. Select an option
from the drop down.

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 Do not send mail about this share
 Send standard message
 Add note to standard message
The receiver can also decline the folder shared by the user.

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In case of External guests
Select external guest from the list of share properties when you select to share your folder.
When the receiver accepts the external shared folder, it will prompt him to enter a display name and
the password he wish to keep.
This external email address will be registered to email.gov.in. For the next login, enter your external
email address in the format (eg: username.gmail.com@nic.in)
This will redirect you to a page which will show the folder’s shared.

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Folder Properties
I. Every folder has a property defined. Right click on any folder and click on edit properties. This
will open a window which will prompt you to enter the name of the folder with the folder
color.
II. You can share your folder from here also. Just click on Add share and it will prompt to share to
internal user or external guest.
III. There is an option for retention of messages in a specific folder.
IV. You can either enable message retention or enable message disposal. The difference is the
message in the retention folder will ask for permission before deletion but the messages in the
disposal folder will be automatically deleted/cleaned up after a certain period of time.

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6. Briefcase
This feature allows you to share and manage documents that you create in Briefcase or documents
and images that you upload to your Briefcase folders. Go to the briefcase tab on the top of the page.
You can access the files saved in briefcase from any computer at any point of time. You just have to
login to your account and use the feature.
a) This feature enables you to upload files upto 1000MB which cannot be attached in the normal
attachment while composing an email.
b) Click on upload file
c) A window will appear which will prompt you to upload your file. You can add multiple files or
remove them accordingly.
d) You need to add files from your personal computer. This will be added in the form of
attachment.
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You can also share your briefcase to internal, external users. This would help others to access files in
your folder.
You can send files from your briefcase in the following ways:-
 Send an Email with a Link to a File

 Send a File as an Email Attachment
Share your Briefcase Internally and Externally

 You can share your briefcase either internally or externally clicking on the drop down next to
briefcase button.

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 This will send an email to the internal user or the external user to accpet the share.
 Internal user can accpet the share by clicking on accpet or decline, whereas external user will
be prompted to accept the briefcase share and enter a new display name with a new
password.
 The password should be of eight(8) character in length and should not exceed the limit.
 A new user id with the domain name of the external email id will created. (for example:-
username.yahoo.com@nic.in)

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Send as Link.
1. Go to the Briefcase tab and select the file to share.
2. Click Actions and select Send link. A confirmation pane opens reminding you that the recipient
must have permission to view the content of the folder. Click Yes to proceed.
3. A new composes email message opens with the link displayed in the body of the message.
Complete the email message and click Send to mail the message.
Send as an Attachment
1. Go to the Briefcase tab and select the file to attach.
2. Click Actions and select Send as attachment. The email composes page opens with the file
attached.
3. Add the recipient’s email address and complete the email message.
4. Click Send.
j) Sharing a briefcase to external user includes adding the email address to which the folder is to be
shared.
k) The external guest will open the email and click on the option to open the shared folder. This will
redirect the external user to a window which will prompt for entering a display name along with
the desired password.
l) This will register the user to email.gov.in where he will enter the user name (for example:-
username.domainname@nic.in, xyz.yahoo.com@nic.in).
m) The shared briefcase is now ready to be accessed by external guest.
7. Configuring POP3/IMAP Client

Please find the steps to configure the IMAP or POP3 account -
i. Go to settings>>Mail>>Accounts>>Add Account
ii. Enter valid Email ID
iii. Incoming mail serve : imap.mail.gov.in
iv. Outgoing mail server/ SMTP : smtp.mail.gov.in
v. IMAP Port: 993
vi. SMTP Port: 465

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I. Screenshots for mobile client IMAP (Iphone-IOS)
i. Click on settings>>Mail>>Accounts>>Add Accounts>>Others
(Step-1)
(Step-2)

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(Step-3)
(Step-4)
Incoming Server
(Step-5)

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Outgoing Server
II. Screenshots for mobile client POP (Iphone-IOS)

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III. Screenshots for mobile client IMAP (Android)
Incoming Server

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Outgoing Server
IV. Screenshots for mobile client POP3(Android)
(Step-1)

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V. Screenshots for IMAP Configuration in Microsoft Outlook
(Step-1)
(Step-2)
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(Step-3)
VI. Screenshots for POP3 Configuration in Microsoft Outlook
(Step-1)

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(Step-2)
(Step-3)
Note: - Please fill all the required fields as directed and if you require any help contact support
on 1800-111-555 (Toll Free) for help.

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8. Reset your password
a. How to reset password

Please ensure that you mobile number is updated. If you have forgotten your password, click on
forgot password on the login page of email.gov.in. You will be redirected to PASS-APP or follow the
URL https://passapp.emailgov.in/ . Using this application you can reset your password.
You will be redirected to PASS-APP to reset your password.

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i. Enter the email address for which you wish to reset your password.
ii. Also, enter the Captcha value as displayed in the box.
iii. Click on submit button to proceed further.
Enter the random number which is sent to your mobile number. You can also resend OTP if not
received at once (** Random number will be generated twice in 24 hours)
Now, enter the Captcha value and confirm your submission.
Now you will be redirected to a page which will prompt you to enter your new password twice. Enter
the Captcha value to confirm.

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You must follow the password policy as prompted to reset your password.
9. Offline Mode
 This feature allows you to access the data without network connectivity.
 The web client will be automatically restored to online mode when network connectivity is in
transition.
 The work performed in offline mode is stored in cache and synched with the server when
restored to online mode.
Note: - For any issues please contact support at 1800-111-555(toll free) or email at:
support@gov.in

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Configuration steps for installing Kavach
NOTE:
1. Please note that NIC does NOT send any mails under any
situation that requires you to submit your login credentials
(login/password) hence do not take any action on a mail that
asks for your login and password as it could be a fake mail and
may carry malicious malware to infect your devices.
2. If you receive any email with a link, please verify its

authenticity before clicking. It could be a phishing link.
With immediate effect installation of 2FA has been made mandatory as

per directive from Competent Authority. All users availing the email services
from NIC need to use 2FA to access their account.
Users are advised to install the same on their access devices

(phone/laptop/desktop) immediately . Please note that if you choose to
install kavach only one device then please ensure that the device (for
instance if you choose to install on the phone ) is always available with you
as you will need to accept the notification for the access to email to be
enabled.
Note:
1. The ID of a user needs to be activated for Kavach in the mail server

prior to activation by the users. Hence , this procedure needs to be
followed by ONLY those users who receive a mail from
mailservices@nic.in. This mail is sent after the id has been enabled for
Kavach. If a user receives a mail forwarded by a
colleague/acquaintance, please do not try and activate as it will give
an error . User needs to wait to receive a direct.
2. Ensure the correct mobile no is mapped with your id as you will

receive a OTP for registration .
3. Contact your respective NIC coordinator / delegated administrator for

updation of your mobile no or any other assistance required in this
regard.
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4. Notification will be sent to all devices on which the app is installed
hence for ease of use please install on all (max 3) devices that are
used for accessing email services.
Video tutorial is available on https://email.gov.in (after logging in) under the

heading How to Install Kavach App on Android and iPhone.
Please find below the steps for installing Kavach.
(A) For Self:
1. How to Install Kavach on Mobile (Android or iPhone) & Desktop.
Desktop
 Download the Desktop App from https://kavach.mail.gov.in
 Minimum requirement for Desktop App
 Windows 7
 MAC 10.11
 Ubuntu 19.04
 CentOS/RedHat 6.9
Mobile
 Download the IOS and Android app from Apple App

Store and Google play store respectively.
 Please search for “Kavach Authentication” in the store
Screenshot of the correct App is shown below .
 Minimum requirement for Mobile App
 Android OS: 2.3 and above
 iOS: 7.0 and above
App Store
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Google Play Store
You can also download from the URL : https://kavach.mail.gov.in.
2. After Downloading, Install the same and accept the terms and
conditions.
3. Authenticate by giving your username & password
4. You will receive a 6 digit code OTP (One time password) via SMS on your
registered Mobile . Please insert the OTP and click on Submit to
complete the enrolment
(B) ADD A USER WITH YOUR ACCOUNT (PROVISIONED TO

ALLOW PS /GROUP MEMBER TO ACCESS YOUR ACCOUNT )
The person to whom you want to give access to your

account needs to follow these steps.
1. Please ensure that the user being added to the app also has
kavach enabled. Please ensure the same by asking your
respective Delegated Administrator/NIC Coordinator or send a
mail to mailservices@nic.in
2. The person (for instance your PS) will install the kavach app for
his/her own email address by following the steps mentioned
under “SELF” above.
3. After installing and enabling the app for self, he/she will Click on
“ADD NEW ACCOUNT” in the app .
4. Enter the ID and Password details of the user whose account
he/she wants to take access for ( in this instance YOU ).
5. Enter the OTP sent on the registered mobile number of the
person (in this case YOU and you will need to share the OTP
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received on your phone as this needs to be a informed decision
on the part of the user).
6. Enrolment will be complete and now Your PS /anyone else you
give this authorization to will be able to access your account .
7. Max 2 delegations are allowed.
(C) HOW TO USE THE APP
After successful installation follow these steps:
1. Login with your username /password and press enter

2. You will get a notification from the kavach app asking you to
“Accept”/” Deny”.
3. Pls “Accept” immediately. Any delay will result in “timeout”
4. Please note that you need to be in strong network signal zone for the
notification. If for any reason you are in a weak signal zone, then you
may not get the notification immediately . Please use the following two
option in such a scenario:
a) Use the “PULL” option to get the notification OR
b) Use the OTP and suffix it with your password and then press
“enter. OTP is the number that you see on the main screen of your
kavach App as shown below.
5. You can also apply the country policy using the kavach app
6. IMAP as a service can be enabled/disabled using the app
7. As informed user, it is recommended to check your logs for access
activity
8. You are advised to please go through all the options available on the
app for using it effectively
For any issues please call the 24x7 NIC Helpdesk 1800-111-555
or Contact the NIC Officers /Delegated Administrator in your
respective Ministry/Department .
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National Informatics Centre Internet Services Internal Documents
Government of India
Ministry of Electronics and Information Technology,
NATIONAL INFORMATICS CENTRE
Application for E-Mail/Auth [Tick √ ] account for a single user
(Please read the instructions given in the reverse of this page; The completed application form, duly signed by
the concerned Project Coordinator /HOD of the concerned NIC Cell, should be submitted to Support Center at
“iNOC, NIC, A4B2 Bay, A-Block C.G.O. Complex”) . Please use CAPITAL LETTERS.
1) Name of the applicant*:
(Dr./Mr./Ms. First name Middle Name Surname)
2) (a)Date of Birth: (b)Designation*:
3) Min./Dept./Org*:
4) Address for correspondence*:
City: Pin Code:

5) Telephone Number :(O)* (R) Mobile*:
6) Preferred Email/Auth id**: a)

b)
7) Alternate e-mail address for correspondence*:

8) Date of Retirement/Date of Completion of Contract (Contractual employees/Consultants)
(DD/MM/YYYY)*
This is to declare that I have read the terms and conditions and I agree to abide by them.
Signature of Competent Signature of the Applicant

Authority of the Department with date and seal
with date and seal
Account Category:
Free/ Paid If free, on What Basis:
If paid, Project No. :
Signature of NIC Coordinator/HOD

with date and seal
Name & Designation:

E-mail and Tel.
FOR OFFICE USE

Billing Division(RR Section):
File Number:
Payment Processed: Yes/ No Signature
User ID Creation:
Assigned login ID: Domain: Remarks(BO/PO):
Signature of iNOC incharge
Signature of the Operator
Name& Desig.:
* Entries are mandatory and need to be filled.
**The login ids will be generated based on the existing email address policy.
** Please check the policy https://mail.nic.in/docs/NIC_Policy_on_format_of_e-mail_Address.pdf
**A suffix may be added to make the email id uniq across the domain
NIC-INOC-Internet Services Version 7.1.5 Release Page 1of 2
National Informatics Centre Internet Services Internal Documents
E-MAIL TERMS AND CONDITIONS

1. Users are requested to keep the given userid and password a secret.
2. Please change your password at least once in every three months.
3. By not doing so (point no. 1 & 2 above) the account may be compromised by hackers and the
hacker can use the same account for sending spurious mails on the accounts behalf. NIC is
neither responsible nor accountable for this type of misuse of the compromised mail
accounts. Gross misuse might be detected by automated monitoring tools, which in turn
will automatically deactivate the account.
4. Do not open any attachments unless, it has come from a known source. In fact delete those
mails which are not relevant to you and still you have received them. They might contain a virus
that will corrupt your computer.
5. Users are requested to install the personal firewall software to secure their machine and e-mail
traffic.
6. Users are requested to install the Antivirus software with latest pattern update periodically and
OS patches in their system.
7. If using Outlook, Outlook Express, Mozilla Firefox on Microsoft WINDOWS, please apply the
appropriate patches announced by the Microsoft/ Mozilla from time to time.
8. NIC is not responsible for the contents that are being sent as part of the mail. The views
expressed are solely that of the originator.
9. NIC e-Mail Service is provided over secure channels only. WEB interface can be accessed over
HTTPs(port 443), POP service is over POP3s(port 995),IMAP service is over IMAPs(port 993) and
SMTP service is over SMTPs(port 465). Users are required to suitably modify the client software
settings to use the services.Please check the FAQ at: https://mail.nic.in/docs/POP.pdf
10. By default accounts will be given access over WEB only (https://mail.gov.in). If user wants
access over POP/IMAP, he/she has to send the request for the same to support@gov.in. For
security reasons either POP or IMAP will be allowed. NIC recommends use of IMAP.
11. NIC will take all possible measures to prevent data loss, however, due to unforeseen technical
issues, if the same happens, NIC cannot be held responsible.
12. User is responsible for his/her data. In case he/she accidentally deletes data, he/she will not
ask NIC to restore it.
13. Individuals are responsible for saving email messages as they deem appropriate. Messages
will be automatically purged from folders as follows:
Trash - 7 days
ProbablySpam – 7 days
14. NIC account will be deactivated, if not used for 90 days.
15. Email id will be deleted after a period of 9 months from the date of deactivation if no request for
activation is received.
16. Contact our 24x7 support if you have any problems. Phone 1800-111-555 or you can send mail to
support@gov.in
17. Please note that advance payment is a must for paid users.
18. NIC coordinator reserves the right to ask for supporting documents like copy of identify card
or any other document deemed appropriate to confirm the credentials of the applicant.
19. NIC will not share the details of Email Accounts and Email Addresses
with anyone unless authorized by Competent Authority of the
Department.
This is to declare that I have read the terms and conditions and I agree to
abide by them.
Signature of the Applicant

with date and seal
NIC-INOC-Internet Services Version 7.1.5 Release Page 2of 2

Table of Contents
1. What is quickSMS............................................................................ 3
2. How to Login to quickSMS..............................................................4
3. Send a New message......................................................................5
4. Sent SMS......................................................................................... 9
5. Draft SMS..................................................................................10
6. Scheduled SMS..........................................................................11
7. Contact Book.............................................................................. 12
8. Manage Group............................................................................ 13
9. Bulk Upload...............................................................................15
9.1. Bulk SMS...................................................................................15
9.2. Bulk Contact............................................................................... 15
9.3 Bulk groups and contacts............................................................16
10. More........................................................................................... 16
10.1 Allowed shared users.................................................................16
10.2 Send Mobile Numbers to your Handset.......................................17
11. Update Profile............................................................................. 18
12. Contact Us.................................................................................. 20
13. Glossary.....................................................................................21
1. What is quickSMS
“quickSMS” is a portal designed for Indian Government employees to send Official
SMS quickly and access rich features of contact books.
1.1 Major features at a glance:-
 SMS can be sent in all languages and all over the country (India)
 Contact Book and its management (creation, edition and deletion of contact)
and bulk contact uploading
 Group SMS: you can send an SMS to a group of contacts
 Group SMS management (creation, edition, deletion and sharing of groups of

contacts)
 Send SMS to official distribution lists managed by moderators, i.e. SMS to such
distribution lists will be sent only after approval of moderators.
 To search contact details of government employees and send it to your mobile
handset
 Control through your phone when you can't access web console
 Online tools for typing in Indian Languages
 Pull Services: Get your work done by just sending an SMS from your handset.
You need not be online and this facility works on the fly and very easy to use. You
just have to send the SMS in the below mentioned format to
+917738299899 (a 10 digit VMN (Virtual Mobile Number)). Message format should
be as shown below :-
i. gp<space><uid/email address> or getphone<space><uid/email
address> - This feature acts as a directory search, using this feature,
you can get the contact details of any indiviual from the LDAP
directory. Gp and getphone are the keywords and are case insensitive.
ii. Share<space><group_name><space><userid with whom group
is being shared>- Using this feature, you can share your group
created in QuickSMS with any other user of quicksms.
iii. list<space><group_name><space><message>- This is bulk SMS
facility. If you have any group in quicksms. You can send a message to
all the members in that group by just sending a single message in the
format mentioned above.
 SMS text should contain no images or graphics.

1.2 Additional Features:-
 We can schedule message and draft SMS for sending it later.

 We can also have a record of number of sent SMS.
 You can also insert mobile numbers into a file with the message to send directly from
the list.
2. How to Login to quickSMS

To login in to the quickSMS Portal, do the following:
Step1. Please open Enter your government official email id and password to login.
An OTP will be received on registered mobile no.
Step2. Enter the OTP (One time password).
Note: The received OTP can be entered four times in eight hours. Also if
your OTP is lost, you have an option to resend it twice and if it does not
work it can be regenerated twice.
3. Send a New message
3.1 Send SMS
1. QuickSMS gives a facility to send SMS.

2. The message can be sent to a group of people or a distribution list which is pre
defined by selecting the message sender Id from the drop down.

3. Select all the recipients in the group by checking the select box in front of the
recipient option or else enter UID or official email address or 10- Digit mobile
numbers.
4. You can also select a contact from the contact book.
5. Enter your message content in which ever language you need to enter. Click on the
“typing in other languages”, you will be redirected to a page where the drop down for
languages will have all the languages in which you want your message should
appear(Predefined character length- 2000 character per message)

6. A scheduler enables to set your date and time to send messages later.
7. SMS can be either be sent or emailed to mailbox or saved as a draft
4. Sent SMS
The messages which are sent using the registered id can be saved and viewed later.
But there is limit of viewing your sent SMS. You can only view the last 10 saved sent
SMS.
The history of sent SMS is displayed as:-
1. The count of total SMS sent from your account

2. The history of total messages sent for last 3 months
3. The message can also be forwarded as required by clicking on the forward button
next to the message displayed.
4. It will redirect the window to the home page where you can again add the mobile
number or user id of the person to whom the message is being forwarded.
4.1 SMS Settings
When sending a SMS a display name or a display number from which a message can
float is required, a choice to keep either both or have one option from the below:
1. Your name will be masked while sending a SMS which will be displayed on the phone.
2. An option to display only the number on a SMS can also be chosen.
5. Draft SMS
While drafting a new message, there is an option to draft an SMS which can be saved
to use later. A sample message can be drafted which can be sent later. You can also
search your messages which were saved in the draft folder by using the search tab
given.
Also, there is a limitation of saving the messages in the draft folder. Only 10 drafts
can be saved.
6. Scheduled SMS
 Click on new message and then enter the choice as (group, multiple group or
distribution list) or enter any recipients UID or official email address or 10- Digit
mobile number.
 Now enter the message content (restricted to 2000 characters).
 You can now schedule your SMS using “Schedule Date and time” option. A
Calendar with date and time will be displayed.
Note: - Please enter the scheduling time that is between 35 minutes to

next 3 days from now
While drafting a new message, if you have saved any message to be delivered later
or have scheduled it using the date and time stamp, then the list will be displayed in
the scheduled SMS tab for you to view it.
The table has the following information to view.
1. Message content
2. Recipients
3. Scheduled Time
4. Action
5. There is an option to update the scheduled date and time.(While using the update
button you will be redirected to the New message window where you can update the
scheduled time and date).
7. Contact Book
7.2 Contact Book Management
You can add your contacts here. Click on contact book you will be redirected to
contact book management page. Add the details like (department name, your name,
your 10- digit mobile number and your email address).
Click on the add button which will display a message that your contact has been
added successfully.
You can add multiple contacts here, which will be displayed in the list below. The list
of contacts can be saved and deleted.
8. Manage Group
8.1 Group Management
1. Enter the name of the group as desired.
2. Then add the group.
3. The group contact with the name will be displayed in tabular form.
4. Various actions can be performed after creating a group.
a) Import a contact from the contact book

b) Share the group
c) Upload a group { This will redirect you to the bulk upload option where you can
upload a list of contacts in a file(file format- .txt and file size- 4MB)}
d) You can save a group detail by using the “Save group” option.
e) If any group is to be deleted, it can be done by using “Delete group” option.
9. Bulk Upload
9.1. Bulk SMS
This facility of quick SMS allows users to upload contacts in bulk through a specific
file type i.e. .txt. There is also a size limit of the file which is to be uploaded. It has to
be less than or equals to 4 MB.
9.2. Bulk Contact

9.2.1 Upload fi le to fi ll your contact book
You can upload a file to which will consist of contacts. These contacts will be
managed by quickSMS as contact book. If you want to upload a list of contacts you
can do so by uploading a file in the given format (Size limit: 4MB and Type: txt &
csv)
9.3 Bulk groups and contacts
9.3.1 Upload fi le to fi ll your contact book and Groups
 If you want to have the details of the mobile number from which you are
registered you can just enter a single UID or email address to which you want
to receive the details.
 Click on send mobile number to your handset or send mobile number to you
email, you will receive the information as desired.
10. More
10.1 Allowed shared users
The facility of adding a delegate and giving the person the rights to send message on
one’s behalf is also there in the features of quick SMS
10.2 Send Mobile Numbers to your Handset
 If you want to have the details of the mobile number from which you are
registered you can just enter a single UID or email address to which you want
to receive the details.
 Click on send mobile number to your handset or send mobile number to you
email, you will receive the information as desired.
11. Update Profile

11.1 User Profi le
1. A user’s name and user id is displayed by default on the screen.

2. By using the “Update Profile” setting, changes can be made in the gender,
designation and city, which will be displayed as the profile information in
future.
3. It also has the total count of the SMS Sent and the count history of the SMS
sent for last three months
4. It also has SMS settings where there are options to mask your name or number
while sending an SMS.
12. Contact Us
To have a communication regarding any query related to quick SMS services or to
give any feedback regarding the services, users can reply in the text box given.
13. Glossary
 Group- A list of phone numbers together makes a group. If a user

wants to send a message to multiple users then a group can be
created
 Distribution list-
 OTP- A one-time password (OTP) is a password that is valid for only

one login session or transaction, on a computer system or other
digital device.
****************************************END OF REPORT**********************************

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Contents

1. Managing Your Email

a. Calendar sync .............................................................................................................................. 14

a. Share Address Book .................................................................................................................... 25

a. How to share your folder? .......................................................................................................... 29

8. Reset your password

a. How to reset password ............................................................................................................... 46

National Informatics Centre

National Informatics Centre

II. View Email Messages by Message

i. On the Mail tab toolbar, click the View drop-down menu.

ii. Select either By Conversation or By Message.

National Informatics Centre

i. To remove an attachment, click the x (cross) in the attachment bubble.

User can download/remove all attachments

c. Set priority Mail

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f. Add Personas (A role granted to the user)

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ix. Click Save.

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Few examples are listed below:-

iii. cc: It specifies a recipient in the cc: header of the message.

Please click here to view advance search keywords:-https://email.gov.in/public/docs/Advance-

National Informatics Centre

National Informatics Centre

For Internal Users or groups

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For external guests

National Informatics Centre

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option. Go to calendar>Settings button>Add external calendar.

To add Yahoo calendar

Select from the drop down: iCal subscription or CalDAV account.

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National Informatics Centre

National Informatics Centre

i. Steps to configure CalDav Sync in Android device –

 URL to access application from Google play store-

1) Configure the CalDav account.

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e) Server URL – cal.mail.gov.in

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a) In your Iphone, go to settings and select calendar.

b) Now select accounts in calendar

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d) It will prompt you to add CalDav account

g) Enter Username, password and Description

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b. To create a custom calendar event with the content of the mail

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a. Share Address Book

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ii. Click on save after filling the details in the form.

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C. Automatically add contacts to emailed contact lists

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a. How to share your folder?

You can share your folder with the following: