Sending IncaMail messages Sending, types of sending and confirmation of delivery

Writing IncaMail messages
To write a message in IncaMail, click on «Write». 
 
Recipient file types and size restrictions
You can attach files in all common formats. In order to protect recipients, file formats with executable code (programs, macros, scripts) may not be sent via www.incamail.com. IncaMail permits messages up to a size of 30 MB. However, delivery depends on the maximum size accepted by the recipient. It should also be noted that encryption can double the original size of the message. If an IncaMail message cannot be delivered due to the recipient’s size limit, you will be notified by e-mail. Swiss Post therefore recommends that you limit the size of attachments to a maximum of 10 MB, particularly for important mail or mail subject to a time limit, such as legal documents (mailing option: Registered). With IncaMail’s large file transfer feature, customers with a domain connection (MGI) are able to send files of up to 1 GB. Files sent using large file transfer are not located directly within the IncaMail message attachment, meaning they only have a minor impact on message size. You can find more information on large file transfer in the «Business customers» section. 
 
Selecting a type of sending
Select your preferred type of sending by clicking on the relevant button. Find out more about the different ways of sending mail in the «Types of sending» section below.
 
Recipients 
You can enter multiple recipients. Separate them using a «;» (semi-colon), followed by a blank space. Example: a@domain.ch; b@domain.ch
 
Sending 
Click on «Send» to send the message. IncaMail is not a mailbox, so sent messages are not stored in a «Send» folder and are not searchable. If you want to save sent messages yourself, use «Free copy to me».

Free copy to me
If you want a copy of the messages you send, select the «Free copy to me» option. The sent e-mail is delivered to your e-mail address free of charge and in confidential format. You can change the default setting for this option under «Messages» in the settings.

Confidential message
The message is sent to the recipients in encrypted format, with the option of having a delivery confirmation sent to your e-mail address. To read the confidential message, the recipients must verify themselves by e-mail using a security code. Recipients with a business customer contract receive the message as a normal e-mail via an encrypted connection, which they can then read without any additional precautions. There is no need for the postal address to be verified in order to receive a confidential e-mail.

Personal message
The message is sent to the recipients in encrypted format, with the option of having a delivery confirmation sent to your e-mail address. To read the personal e-mail, recipients must register on a one-time basis and have their e-mail address verified using an activation code. Recipients who are not yet registered with IncaMail will be prompted to register when they open the personal e-mail. There is no need for the postal address to be verified in order to receive a personal e-mail.
The security level is higher than for confidential messages because recipients have to identify themselves using two factors: their e-mail account and their IncaMail password.

Registered
With the «Registered» sending type, senders and recipients are sent a digitally signed PDF receipt as proof that the message has been sent and received or as proof of expiry in the event of non-collection. Messages must be accepted by the recipient within seven days, otherwise they will expire. Every day, i.e. including Saturdays, Sundays and public holidays, counts in calculating the collection periods and availabilities.
Registered messages can be sent to any recipient.
If the sending type is used for communication with Swiss authorities, recipients must have given consent prior to receipt. The sending type complies with the relevant legislation. You can find more information in the «Registered» section.

IncaMail gives customers who have integrated IncaMail into their e-mail infrastructure (Mail Gateway Integration – MGI) the option of sending large volumes of data via large file transfer. Large volumes of data of up to 1 GB can be sent securely via IncaMail using the IncaMail add-in.

You can find more information in the «Business customers» section.

Delivery confirmation 
The sender of a confidential or personal message receives delivery confirmation by e-mail as standard. This is issued as soon as the e-mail has been delivered to the recipient’s system. It confirms that the e-mail has been delivered to the recipient’s inbox, but not that the e-mail has been opened. In the settings, you can indicate whether or not you wish to receive the delivery confirmation.
 
Submission and acceptance receipts
With the «Registered» sending type, the sender and recipient are sent various receipts. You can find more information in the «Registered» section.

The logbook is a record of all messages sent and received. However, it is not a mailbox and does not contain any information about the content of each e-mail. From the time a message is sent until it is opened, it passes through several statuses that are shown in the logbook:

• Received by IncaMail: The IncaMail message has been accepted by the platform, but has not yet been delivered to the recipient’s system. If the status remains unchanged for more than two hours, the sender is automatically informed by the platform. IncaMail will continue trying to delivery the message for a maximum of 72 hours. If the message has not been delivered after 72 hours, the message will be deleted in IncaMail and the sender will be notified by e-mail. The message is assigned the status «Not deliverable».

• Processed: IncaMail has processed the message and is waiting for acceptance by the recipient.

• Delivered: The IncaMail message has been received by the recipient’s system.

• Opened: The recipient has opened the IncaMail message and read it via the web interface. (Status not possible for recipients with a «Service integration» business customer contract and the «Confidential» sending type. In this case, the status remains set to «Delivered»).

• Not deliverable: The IncaMail message could not be delivered for various reasons. The reasons may include: inbox full, target system unavailable, e-mail address unknown. In this case, the sender receives a notification from IncaMail.

• Received by destination platform: An eGov registered message has been sent interoperably to another recognized delivery platform, from where it will be delivered to the recipient.

• Accepted (automatically): The «Accepted» status means that the recipient has accepted the registered IncaMail message.

• Delivery refused: The «Delivery refused» status means that the recipient has rejected the registered IncaMail message.

• Expired: The «Expired» status means that the recipient has neither accepted nor rejected the registered IncaMail message within a period of seven days. The recipient can no longer open the message.

• System message: After delivery of the message, IncaMail has received a delivery status message from the recipient’s mail system. This message is forwarded to the sender by e-mail and the message status is set to «System message». To determine the message status, please note the content of the forwarded message.

• Deleted: The message was deleted because security screening rejected it (for example because of viruses)
  
  For business customers who have integrated IncaMail into their e-mail client (e.g. Outlook), the logbook is available to users directly in Outlook.

For regulatory or corporate policy reasons, IncaMail messages can be received, but not sent in the following countries: