Question 1

What is SMASH Mail and who is it for?

Accepted Answer

SMASH Mail is a professional email service that lets you create and manage email addresses using your own domain name. Built for small businesses, freelancers, and associations, it combines simplicity, flexibility, and sovereignty: your data is hosted in Monaco 🇲🇨 on local, secure infrastructure. What you can do Create mailboxes (e.g., contact@yourdomain.com) Send and receive emails Organize your mailbox easily Manage access for your team Why choose SMASH Mail over Gmail or Outlook Unlike Gmail or Outlook, your data is never hosted abroad. You get better control and sovereignty over your data, centralized management for your organization, and a secure connection via SSO. Managing your domain name For SMASH Mail to work correctly, your domain name must be managed by our services: you can subscribe to a domain via SMASH DNS or transfer your existing domain to our offer. This lets us configure email correctly (MX records, security…) and guarantee deliverability.

Question 2

I created a mailbox, why does it say "Activating"?

Accepted Answer

A mailbox you have just created shows the "Activating" status until its owner signs in to the webmail for the first time. That first sign-in is what actually creates the mailbox on our servers. Until it happens, the address exists in your organisation but can neither send nor receive mail. Why this step exists Your SMASH credentials are handled by a single sign-on (SSO) service. The mailbox is only created once that service has confirmed its owner's identity — which is what guarantees a mailbox belongs to the right person. The step happens once and never repeats. How to trigger it If the mailbox is for someone else, that person has to sign in. They received an access code by SMS. Send them the webmail address and their full email address: those are their credentials. The "Welcome message" button next to their name in the user list prepares a ready-to-send message for you. If the mailbox is for yourself, use the "Activate mailbox" button next to the status. It opens the webmail and asks for the credentials of that new address, without signing you out of the marketplace. This is the step that trips up most people: see I created an email address for myself, how do I sign in to it? What happens next As soon as the first sign-in succeeds, the mailbox is created, the status turns to "Active" and the address starts receiving mail. Its owner can then set a permanent password, install the app, or configure a client such as Outlook. The status is not changing? Refresh the page — the status is updated on every load. If it stays stuck although the person did sign in, check that they signed in with the new address rather than another account: that is the most common mix-up. Otherwise, contact support.

Question 3

I received a code by SMS, how do I access my mailbox?

Accepted Answer

Your administrator has created a work email address for you, and you received an access code by SMS. That code is your temporary password. Go to mail.smash.mc, enter your full email address as the username and that code as the password. Your mailbox is created at that exact moment. Your credentials Username: your full work email address, for example firstname.lastname@yourcompany.mc. Not your first name alone, and not your personal address. Password: the code you received by SMS. If you are not sure of your exact work address, ask whoever created the account — they chose it. This first sign-in matters It is what actually creates your mailbox. Before it, your address receives no mail at all. Do not put this step off: anyone writing to you in the meantime will get an error. Next: choose your own password The code received by SMS is temporary. Set your own password on your first sign-in, from your account settings. Pick one you do not use anywhere else. Then Install SMASH Mail as an app on your computer and phone — this is the recommended way to use it: Web app or Outlook: which should I choose? If you prefer Outlook, Apple Mail or Thunderbird, that works too: Set up SMASH Mail in Outlook, Apple Mail or Thunderbird Can't sign in? Check that you are entering your full address and that the code was copied without spaces. If the code no longer works it may have expired — ask your administrator to issue a new one. See also Why can't I sign in to my account?

Question 4

Web app or Outlook: which should I choose?

Accepted Answer

We recommend the SMASH Mail app. It installs on Windows, Mac, iPhone and Android, launches from your desktop like any other program, and gives you the whole suite: mail, calendar, contacts and Drive. You can also use Outlook, Apple Mail or Thunderbird if you prefer — but those clients only retrieve your mail. Why we recommend the app It is always up to date, with nothing to reinstall. It gives you everything SMASH Mail can do, where a third-party client is limited to mail. And once installed it is indistinguishable from a regular program: its own window, its own icon, no address bar. Installing it as a real app Open mail.smash.mc in your browser, then: Windows, with Chrome or Edge - click the Install icon that appears on the right of the address bar. Mac, with Safari 17 or later - File menu, then Add to Dock. Mac, with Chrome or Edge - click the Install icon on the right of the address bar. iPhone, with Safari - Share button, then Add to Home Screen. Android, with Chrome - ⋮ menu, then Add to Home screen. It then appears in your Start menu, your Dock or your home screen, one click away. What a third-party client cannot do Outlook, Apple Mail and Thunderbird connect over IMAP, a protocol that only carries mail. You keep your emails, but you lose access to: the calendar and meeting invitations; your organisation's contacts; Drive and document editing; real-time notifications. One exception worth knowing: your sorting rules keep working. They run on our servers, so your mail arrives already sorted even in Outlook. You just cannot create or edit them outside the web app. Nothing stops you from using both: Outlook for mail, the web app for everything else. Setting up a third-party client The full procedure — app password, servers and ports — is described in Set up SMASH Mail in Outlook, Apple Mail or Thunderbird.

Question 5

How do I set up SMASH Mail in Outlook, Apple Mail or Thunderbird?

Accepted Answer

You can read your SMASH Mail mailbox from Outlook, Apple Mail or Thunderbird over IMAP/SMTP. Because SMASH Mail uses a secure sign-on (SSO), your usual password will not work in those clients: you need to create a dedicated app password. Before you start, be aware that a third-party client only retrieves your mail — no calendar, no contacts, no Drive. See Web app or Outlook: which should I choose? Create an app password Open your SMASH Mail settings, then the Profile menu. Go to App passwords. Click Add a password and give it a name (e.g. Outlook Mac, Mail iPhone). Copy the generated password: it is only shown once. Create one per client, so you can revoke a single one without reconfiguring the others. Add the account in your client Add an IMAP account, then enter your full email address and, as the password, the app password — not your usual one. If automatic setup fails, enter the settings manually: Incoming server (IMAP) - jmap.smash.mc, port 993, SSL/TLS encryption Outgoing server (SMTP) - jmap.smash.mc, port 587, STARTTLS encryption Username - your full email address, for both incoming and outgoing Password - the app password created in step 1 Outgoing server requires authentication - yes Your sorting rules keep working Good news: the sorting rules you created in the web app run on our servers. Your messages therefore arrive already sorted in Outlook. You simply cannot edit them from that client — you have to go back to the web app for that. If the connection doesn't work Check that you're using the app password (not your usual password), that your full email address is entered as the username, and that the app password hasn't been revoked. Also check that your mailbox is active: a newly created mailbox has to be opened once in the webmail first. See I received a code by SMS, how do I access my mailbox? You can delete an app password at any time from your mailbox settings; the client will then need to be reconfigured with a new one.

Question 6

How does the SMASH Mail subscription and billing work?

Accepted Answer

SMASH Mail offers a monthly plan with no commitment and an annual plan that renews automatically on its anniversary date. Both plans renew automatically and can be adjusted at any time from your account dashboard, with prorated billing when mailboxes are added mid-period. Monthly or annual Monthly: no commitment, cancellable anytime, billed every month. Annual: one-year commitment, billed once a year, renews automatically on the anniversary date. All mailboxes on the same subscription follow the same billing type: you cannot mix monthly and annual mailboxes, and any new mailbox created on an annual subscription is automatically attached to it. Cancellation and switching plans On monthly, cancellation takes effect before the next billing date. On annual, the commitment remains due until the end of the period, even if you cancel. You can switch plans at any time: switching to annual applies at the next billing cycle, while switching to monthly takes effect on the anniversary date of the current annual period. To stop your subscription, unsubscribe the users who no longer need a mailbox, then adjust your capacity: once no license is active, the subscription stops and is no longer renewed. Billing and refunds The price of a mailbox added mid-year is prorated until the next anniversary date. No refunds are offered for periods already committed to, particularly on annual plans.

Question 7

How do I migrate my emails to SMASH Mail?

Accepted Answer

You can migrate your emails to SMASH Mail directly from your Settings > Mail migration area. Several options are available depending on your current provider: Gmail, Office 365/Outlook, any IMAP-compatible service, or file import (.eml, archives). Migration can take from a few minutes to several hours depending on volume. From Gmail or Outlook / Microsoft 365 Go to Mail migration. Click "Connect to Gmail" or "Connect to Microsoft". Sign in to your account and authorize access. Start the migration. Depending on the permissions granted, the migration retrieves your emails, folders, contacts, and calendars. You can keep using your mailbox normally throughout the process. From another provider (IMAP) You can migrate from any IMAP-compatible service (OVH, Gandi, Monaco Telecom, Namebay, iCloud, Yahoo…) using the "Connect via IMAP" option. Have your current email address and mailbox password ready, select your provider from the list (or "Custom configuration"), enter your credentials, then connect and start the migration. IMAP retrieves emails and folders, but generally not contacts or calendars. File import You can also import .eml files or archives exported from Thunderbird or Proton Mail using the "Select files" option - useful if you're switching from a service that doesn't support IMAP or restoring a backup. Good to know Signatures, sorting rules, and other settings are not migrated automatically: you'll need to recreate them in SMASH Mail. It's recommended to keep your old service active during migration and to migrate your emails before switching your domain, to avoid any interruption. Our support team can assist you via the contact form or at contact@smash.mc.

Question 8

How do I manage my SMASH Mail mailboxes and licenses?

Accepted Answer

Each SMASH mailbox corresponds to one license on your subscription (1 license = 1 mailbox). You can add mailboxes at any time from your account dashboard, and reuse a freed-up license by unsubscribing a user to assign it to someone else, without paying for an extra license. The license system Your subscription includes a set number of licenses, which determines how many mailboxes and users can have an email address. For example, with 3 licenses, you can create up to 3 active mailboxes. If you reach your maximum capacity, you can't create a new mailbox: add more licenses or free one up by unsubscribing a user. There's no minimum - you can start with just one mailbox. Adding or deleting a mailbox You can delete a mailbox at any time. The license stays active until the end of the current period, with no refund. Once deleted, access to the mailbox is suspended and its data is kept for 10 days before permanent deletion. On an annual plan, any mailbox you add is automatically attached to the subscription and billed until the next anniversary date. Unsubscribing or deleting a user Unsubscribing frees up a license while temporarily keeping the account: the user loses access and can no longer log in, but their data is kept for 10 days. You can reassign their license to another user or resubscribe them at any time to restore access. Deleting is irreversible: the account and all its data are permanently erased. Unsubscribe if the user may come back later or you want to reuse the license; delete if the user won't return and you want their data permanently erased.

Question 9

How do I create an alias or an additional email address?

Accepted Answer

You can create generic addresses on your domain (contact@, info@, support@…), useful for centralizing customer requests and giving your organization a professional image. There are two options: create a dedicated mailbox with its own inbox, or use an alias, which forwards emails to an existing mailbox - up to 5 aliases per mailbox. Dedicated mailbox or alias: what's the difference? A mailbox is a full address with its own inbox, storage space, and login access (1 mailbox = 1 license). An alias is a secondary address with no inbox of its own - it simply forwards emails to an existing mailbox. Create an alias Go to Services > Mailbox. Open User management for this service. Find the relevant mailbox and click "Manage aliases" on its row. Enter only the desired prefix (e.g., contact, support…) - the domain is added automatically. Click Add to confirm. A notification email is automatically sent to the associated mailbox to confirm the alias was created, and every email sent to that alias will then arrive in the main mailbox. Using your alias Once created, you can set up sorting rules to automatically organize emails received on the alias, give it its own signature, and use it to communicate with different contacts.

Question 10

How do I create and customize my email signatures?

Accepted Answer

A signature is a block automatically added to the end of your emails. In SMASH Mail, you can customize it freely, create as many signatures as you need, and link them to a specific mailbox or alias, to match your tone to the context (personal, support, sales…). Customizing your signature You can create signatures in two ways: in HTML for advanced formatting, or as plain text. You can add text, use HTML, and format the content freely. Multiple signatures You're not limited to a single signature: each one can be linked to a specific mailbox or alias, so you could, for example, have a different signature for your support and sales conversations. Editing or deleting You can edit an existing signature or delete it at any time.

Question 11

How do I create an automatic sorting rule?

Accepted Answer

Sorting rules let you automatically organize your emails based on conditions you define, such as the sender or the message content. They apply automatically to new emails, and you can choose to apply them to existing emails as well. Create a rule Open your mailbox settings, click "Sorting rules", then "New rule". Give your rule a simple name (e.g., Invoices, Newsletters, Clients). Under "When an email arrives and…", set the conditions: filter by sender, by message content, with multiple conditions possible (e.g., sender contains invoice@). Under "Then do this", choose the action to perform (e.g., move to a folder). Add multiple actions if needed (e.g., move + mark as read). Enable "Stop other rules after this one" if you want only this rule to apply to the email. Click "Save" to activate the rule. Useful rule examples Send all invoices to an "Invoices" folder. Automatically sort newsletters. File a client's emails into a dedicated folder. Good to know You can edit or delete a sorting rule at any time, without affecting the existing organization of your mailbox.

Question 12

What's the difference between folders and labels?

Accepted Answer

A folder files an email in a single place: the email is moved into it. A label lets you attach multiple categories to the same email, which can carry several labels at once (e.g., Urgent, Client). Use folders for your primary sorting, and labels for cross-cutting categories. Folders You can create as many folders and subfolders as you need. To move an email, select it, click "Move to", and choose the folder - this also works for multiple selected emails at once. Filing can also be automated with sorting rules, based on sender or content. An email can only be filed in one folder at a time. Labels A label is a tag you add to an email to organize it better; a single email can carry several labels. To add one, select the email, click "Labels", then choose or create a label. You can create as many labels as you need, delete one (without deleting the associated emails), and combine them with automatic rules so they're applied without manual action. Good to know If an email has disappeared from your inbox, it was probably moved to a folder or filtered by a rule. To find the same email under several categories without duplicating it, use labels rather than folders.

Question 13

How do I use favorites in SMASH Mail?

Accepted Answer

Favorites give you quick access to your important items: you can favorite an email or a folder to find it easily without searching through your entire mailbox. A favorite is simply a shortcut - it doesn't organize your emails the way a folder does. Adding an item to favorites For an email: click the ⭐ icon next to the message; it's immediately added to your favorites. For a folder: click the three dots to the right of the folder, then select "Add to favorites". Even simpler: right-click an email or folder, then click "Add to favorites". You'll then find all your favorites in the Favorites section, in the left-hand menu of your interface. Favorite vs. folder: what's the difference A folder organizes your emails, while a favorite gives you quick access to an item that's already filed. Favoriting an email doesn't move it: it stays in its original location. You can remove an item from favorites at any time without deleting it.

Question 14

How do I set up my SMASH Mail notifications?

Accepted Answer

Notifications let you know immediately when you receive a new email, even if you're not currently viewing your mailbox. Three types are available: browser notifications, notification sound, and push notifications, each of which can be adjusted independently from your settings. Types of notifications Browser notifications: an alert appears on your computer as soon as a new email arrives, even if the SMASH Mail tab isn't active. Notification sound: a sound plays for each new email; you can turn it on/off, choose a sound, and adjust the volume. Push notifications: these alert you even when the app is closed, so you stay informed in real time. Testing and disabling notifications You can test the notification display and sound to make sure everything works correctly, or fully disable visual, sound, and push notifications if you'd rather keep complete control over your alerts. I'm not receiving notifications There are several possible reasons: notifications aren't enabled in SMASH Mail, they're blocked by your browser, or push notifications aren't authorized on your device. Check your browser settings and permissions.

Question 15

How do I schedule an email to be sent later?

Accepted Answer

You can schedule an email to be sent at a specific date and time: the message is sent automatically at the chosen moment, up to 7 days in advance. Even if you're offline at the scheduled time, the system sends it automatically. Schedule a send Write your email. Click "Schedule" instead of sending immediately. Choose a date and time. Click Confirm. You can schedule as many emails as you need, and find all your scheduled sends in the "Scheduled" section. Editing or cancelling a scheduled send As long as the email hasn't been sent, you can edit it, change the send date, or cancel it at any time before the scheduled time - the email will then not be sent.

Question 16

Can I cancel an email right after sending it?

Accepted Answer

Yes: after clicking "Send", you have three seconds to cancel the send. A message appears showing "Sending…" along with a "Cancel" button during this short window. The cancellation window As soon as you send, a three-second countdown begins. During this time, you can click "Cancel". After that, the email is sent for good and can no longer be recalled. What happens if I cancel The email isn't sent and you're returned to your editor. You can then edit it, fix it, or send it later.

Question 17

How do I use the SMASH Mail calendar?

Accepted Answer

SMASH Mail lets you manage your events and appointments directly from your account: create events, invite participants, share with collaborators, and import an existing calendar. Your calendar data is hosted in Monaco, on secure infrastructure. Creating and managing events You can create events by setting a date, time, and description, and receive reminders. To invite others, add their email address: they'll receive an invitation they can accept or decline. You can also import existing events via an .ics file. Sharing your calendar Open your calendar. Click "Share calendar". Enter the email address of the person to add, then click Add. Choose their access level. Click Save. Access levels 👁 Viewer: can only see events. ✏️ Editor: can create and edit events. 🔑 Admin: has full rights, including deleting the calendar. You can change a user's access level or remove them from sharing at any time. Only people you've added can access your calendar: you keep full control.

Question 18

How do I manage my contacts and create groups?

Accepted Answer

You can create and organize your contacts directly within SMASH Mail: add, edit, delete, and use them automatically when composing emails (address auto-complete). Your contacts are hosted in Monaco, ensuring the sovereignty and security of your data. Managing your contacts You can import your contacts from a .vcf / vCard file. Export isn't available yet, but this feature will be added soon. Your contacts are automatically suggested when composing emails thanks to address auto-complete. Creating a contact group Groups let you organize your recipients by category (e.g., Team, Clients, Suppliers, Partners), with no limit on contacts per group. Go to Contacts. Click Create a group. Give the group a name. Select the contacts to add. Save. You can add or remove contacts, rename a group, or delete it at any time - deleting a group doesn't delete the contacts themselves. You can create as many groups as you need. Using a group to send an email When composing an email, type the group's name: all its contacts will automatically be added as recipients, saving you time when sending to multiple people.

Question 19

How do I attach a file from Drive to an email?

Accepted Answer

In the compose window, click the Drive icon right next to the paperclip. Tick your files, then click Attach: they are added to the email as regular attachments, with no need to download them first. Attach one or more files Write your email. Click the Drive icon to the right of the paperclip; hover over it and it reads Attach from Drive. On a computer it sits at the end of the toolbar below your message; on a phone, at the top of the screen. The window opens on My Drive, which matches My files in Drive. Click a folder to open it; the back arrow takes you up one level. Tick the files you want, across several folders if needed: your selection follows you as you browse. Click Attach, followed by the number of files ticked, for example "Attach (3)". Finding a file Type at least two letters in Search My Drive: the search looks at file and folder names across your whole Drive and shows where each result lives. The window only lists your own files. A file someone else has shared with you does not appear there: download it, then attach it with the paperclip. Maximum size A file too large to send as an attachment is grayed out, cannot be ticked and shows "Too large" followed by the current limit. The total size of an email's attachments is capped too: if you go over it, a message warns you when you send. Wait until the files are added Files are added one at a time. Meanwhile the Drive icon spins and the Send and Save Draft buttons stay grayed out: wait until your files show up among the attachments. Keep the compose window open until then, or the transfer stops. What your recipient gets A copy of the file, as an attachment. They get no access to your Drive, and any changes you make to the file afterwards will not reach them. So you can send it to any address, even outside SMASH. If the person has SMASH Drive and needs access to the file itself, share it instead: How do I share a file or a folder?. Can't see the Drive icon? It only appears if your organization's administrator has turned on SMASH Drive for your account: How to manage a user's roles and service access?.

Question 20

How do I save an attachment to Drive?

Accepted Answer

Click the Drive icon next to the attachment, pick a folder, then click Save here. A copy of the file lands in your Drive; the email keeps its attachment. From an open email Above the email's text, next to each attachment: the Drive icon, Save to Drive; for a Word, Excel, PowerPoint or LibreOffice document, a pencil icon, Open in editor. When the email has two or more attachments, the Save all to Drive link, to the right of the "Attachments" heading, copies them all into the same folder. Clicking the attachment itself still downloads it. From the email list On a computer, when no email is open, attachments are shown in the list, on each message's row. Hover over one and the same icons appear. On a phone, and for Save all to Drive, go through the open email. Choosing the folder The Choose a folder window opens: click a folder to open it, or find it by typing at least two letters in "Search My Drive"; to create one, click New folder, type its name, then Create: you are taken straight into it; click Save here. Next time, the window reopens on the last folder you used on that device. While and after saving A progress bar replaces the icon, and you can keep reading your email. Only one save runs at a time from the same email: the other Drive buttons wait until it is done. A notification then tells you which folder the file went to, with a View in Drive button. The file name may be simplified along the way (accents, spaces, special characters) and get a "-1" suffix if the folder already holds that name: Why did my file's name change?. Opening a document in the editor Open in editor first saves the document to the folder you choose, then opens it in a new tab: you are editing the Drive copy, not the attachment. If your browser blocks the tab, click Open in the notification. See How do I create and edit a Word, Excel or PowerPoint document online?. Not enough space If the file does not fit in your space, nothing is copied and a "Not enough Drive space for…" message appears. With Save all to Drive, everything has to fit, otherwise no file is saved. See How much space do I have and how do I keep track of it?. These icons only appear if SMASH Drive is turned on for your account.