Provincial User Manual

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1 PROVINCIAL DIRECTOR OF HEALTH SERVICES, WESTERN PROVINCE Provincial User Manual Version Planning Unit, PDHS & RDHS (Colombo) 5/2/2013 Revisions in 1.0.2: Corrected spelling errors

2 Contents 1. Login to Configure your account General Layout Change the existing password Forwarding the mail to your personal account Web Mail Interface Checking new mail Composing a new mail Replying Adding contacts to the Address Book... 9

3 1. Login to Open an internet browser. It is government policy to use an open source web browser such as Google Chrome or Mozilla Firefox In the browser go to this address: You will now be in the login screen as shown below: Figure 1: Login Screen 1.4. Enter your given address and password and click Log in 1.5. If you are having trouble logging in please follow procedure item no. 3(d) in Provincial Circular No: 2013/01 to recover your /password.

4 2. Configure your account 2.1. General Layout After you enter the correct you will see the configuration window as shown below. Figure 2: Configuration Window This area has the following main features Software (See Fig. 2 - A) For the purpose of this manual please use roundcube Features (See Fig. 2 - B). The features are mentioned from left to right respectively Change Password: Allows the user to change the password. See section 2.2. for more details Forwarding Options: Allows the user to forward s to another address Auto Responders: Allows the user to create an automatic response to an received Advanced Features: Configure Mail Client: Contains advanced settings for the user to download directly to PC BoxTrapper: Advanced Spam Manager Filtering: Advanced Mail Management Trace: Advanced Behavior Search

5 2.2. Change the existing password You are required to change your given password immediately Click the Change Password button (See Fig. 2 - B & Item ) In the next screen (shown below) type a new password: Figure 3: Change Password / Password Generator Select a password as per item no. 3(c) in Provincial Circular No: 2013/01 or click Password Generator to create a random password Select a strong password with a mixture of upper case letters, lower case letters, numbers and special character Forwarding the mail to your personal account You can use the forwarding service if you would like to manage your personal and government from your personal address Please note that the Provincial Web Administrator is only responsible for troubleshooting s inside the domain of healthdept.wp.gov.lk Click the Forwarding Options button (See Fig. 2 - B & Item ) In the next screen click Then type your required forwarding Click Add Forwarder Figure 4: Forwarding

6 3. Web Mail Interface 3.1. Checking new mail Once logged in click roundcube (See Fig. 2 - A) Click Inbox in the next screen (Fig. 5) Compose Button Address Book Inbox Double click any subject (shown below) to enter the . Figure 5: Web Mail Layout Figure 6: New

7 3.2. Composing a new mail Once logged in click roundcube (See Fig. 2 - A) As shown in Fog. 5 click Compose Use the guide below & item nos. 4-6 in Provincial Circular 2013/ When composing a mail: Figure 7: Composing an To should be the main address the user wishes to write to. Add Cc should be the additional addresses to be sent. Add Bcc is to send a blind copy. It should not be used as per Provincial Circular 2013/01 Subject & Main Text should be as per item nos. 4-5 in Provincial Circular 2013/01. Attach a file is to attach a document to the . It should be used as per item no. 6 Provincial Circular 2013/01

8 3.3. Replying Follow instructions in section 3.1 to check new mail Use the guide below & item nos. 4-6 in Provincial Circular 2013/01. Reply replies the To address field or main sender. (See Fig. 7) Reply All all in the . Forward allows you to forward an . (See Fig. 7)

9 4. Adding contacts to the Address Book 4.1. Once logged in click roundcube (See Fig. 2 - A) 4.2. As shown in FIg. 5 click Address Book 4.3. Follow the instructions below: A - Click the + sign B Enter the name C Enter the address D Click Save

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