# Change a user's settings for them

To change a user's settings for them, open the user from Manage Users and go to the tab named User followed by the email address. Open the box you need, such as Default Settings or Security, make your change, click View / Update Changes, check the values shown, then confirm.

## How to change a user's settings for them

1. Open **Manage Users** under your domain and click the user's login name.
2. Open the tab named **User** followed by the user's email address.
3. Open the box you want, for example **Default Settings**, **Security** or **Signature**.
4. Make your change and click that box's **View / Update Changes** button.
5. Check the previous and current values, then confirm.

This tab shows the same settings screen the user sees in their own mailbox, so you can fix or set things for them. Each box saves on its own. The boxes are collapsed until you open them, and the expand and collapse links at the top open or close every box.

At the bottom, **View / Save Changes** saves changes from several boxes together, and **Reset** reloads the saved values.

## Personal Details

| Field | What it does |
|---|---|
| **First Name** and **Last Name** | The user's name. Both are required. |
| **Middle Name** | Optional. |
| **Date of Birth** | Pick a date. |

## Change Password

This box is shown only when password changes are allowed for your domain.

| Field | What it does |
|---|---|
| **Change my password** | Switch on to enable the fields below. |
| **Mail** and **Secure Folder** | Choose which password you are changing: the mailbox password or the secure folder password. |
| **New Password** and **Confirm Password** | Type the same new password twice, then click **Update**. |

## Default Settings

| Option | What it does |
|---|---|
| **Save to Folder** | The folder sent mail is saved in. |
| **Enable Undo Send** | Lets the user take back a mail just after sending. |
| **Delivery Report**, **Reply Await**, **Read Receipt** | Request these by default on every mail. |
| **Add signature to all messages as default** | Adds the user's signature to every new mail. |
| **Show Mail Confirmation after sending email** | Shows a confirmation after each send. |
| **Allow Multiple Login** | Lets the user stay signed in on more than one device or browser. |
| **Show Mail List while viewing email (Concealed box)** | Keeps the message list visible beside an open mail. |
| **Message List View** | Mails per page, from 10 to 100 in steps of 10. |
| **Show Chat Window** | Shows the chat window in the mailbox. |
| **Outgoing Mail Display Name** | The name recipients see. |
| **On delete** | **Move to trash** or **Mark as delete**. |
| **Choose color scheme** | **Aqua**, **Plum** or **Gray**. |
| **Show right click menu** | **Yes** or **No**. |
| **Default Email Font** and **Size** | Font and size for new mail. |
| **Auto search** | Suggests addresses as the user types in To, Cc and Bcc. Choose whether to match **Anywhere**, **First Name**, **Last Name**, **Email Address** or **Domain Name**. |
| **Also search in** | Also look in the **Global Address Book** and the **Admin Address Book**. |
| **Notification Tone** | Choose the tone for new mail. **Play Tone**, **Stop Tone**, **Remove Tone** and **Upload New Tone** manage it. |
| **Email Alias** and **Add Alias** | See the next section. |
| **Email Tag** and **Add Tag** | Add, edit or delete tags the user can put on mail. Special characters are removed from tags. |
| **Enable Attendance and Tracking** | Lets the user's phone share location and mark attendance. Once on, you can set how often location is captured (5 to 60 minutes), the attendance hours, marking attendance from the mobile app, and the people the location is shared with. |

## Add or remove an email alias

1. In **Default Settings**, click **Add Alias** next to **Email Alias**.
2. Type the alias name, choose its domain and click **Add**. The alias appears in the list below.
3. To remove an alias, click its delete icon in the list.
4. To set which address is used by default, use the switch at the bottom of the window, choose the address from the list and click **Save**. **Delete** removes that default choice.

## Security

| Field | What it does |
|---|---|
| **Enable 2-Step Authentication** | The user must enter a code at each sign-in. Shown only when your domain has **Allow Dual Authentication** on. |
| **Alternate E-mail ID** | A personal address for password recovery. Up to 100 characters. |
| **Mobile** | The user's mobile number. |
| **Home IP** and **Office IP** | Known IP addresses for the user. |
| **Hint Question** and **Hint Answer** | Pick one of the listed questions and type the answer. |
| **Allowed Country** | Choose the countries the account can be used from. Sign-ins from other countries are refused. |

## Addresses

| Field | What it does |
|---|---|
| **Home** | **Address**, **City**, **Country**, **Pin Code** and **Phone**. |
| **Work** | **Address**, **Company**, **City**, **Country**, **Pin Code** and **Phone**. |

## Antispam

Choose one: **Receive email from everybody**, **Receive email from my address book**, or **Move to Quarantine folder if the sender is not in my address book**.

## Other boxes

| Box | What it does |
|---|---|
| **Encryption** | Shows the user's encryption key details. |
| **Enable POP/IMAP** | Switch on **Enable POP only for mail that arrives from** a date, and **Enable IMAP only for mail that arrives from** a date. A note appears if the POP or IMAP service is off for the user. |
| **Signature** | Choose **Official**, **Personal** or **Other**, write the signature and tick **Set as active signature**. Click **Update**. |
| **Out of Office** | Two tabs, **My Organization** and **Other Organization**, each with **Enable Out of Office Mail**, a from date, a to date and a message. |
| **Import Mails** | Starts the wizard that brings in mail from another mailbox. |
| **Timezone** | The time zone the user's mailbox uses. |
| **Connector** | **New Connector** adds an IMAP and an SMTP account of another provider (Google or Office 365 presets) with server, port and secure-connection details. **Verify**, **Save** and **Enable connector** manage it. **Active Connector** lists the saved ones. |
| **Filter** | Three tabs: **Rules** for mail rules, **Block-UnBlock** for blocked senders and **Advance Forwarding** for forwarding rules. |

## Example

> Anita at acme.in is on leave and forgot to set her auto reply. Rohit, the domain administrator, opens her **User : anita@acme.in** tab, opens **Out of Office**, switches on **Enable Out of Office Mail** for **My Organization**, sets the dates, types the message and clicks **View / Update Changes**.

## Good to know

- The box titles and fields match what the user sees in their own settings. Anything you change takes effect for the user.
- Support administrators see this tab but not the **Option**, **Settings**, **Logs**, **Copy** or **Device Access** tabs.
- The **Change Password** box is missing when password changes are switched off for the domain.

## Common questions

**How do I reset a user's password?**

Open **Change Password**, switch on **Change my password**, type the new password twice and click **Update**. The box is missing if password changes are switched off for your domain.

**How do I add an email alias for a user?**

Open **Default Settings**, click **Add Alias** next to **Email Alias**, choose a domain, type the alias name and click **Add**.

**Why do I not see the 2-Step Authentication option?**

It shows only after **Allow Dual Authentication** is switched on in your domain's **Option** tab. Then each user can turn it on in **Security**.


Source: https://docs.xgenplus.com/admin/change-user-settings/