ABG Webmail Mail.adityabirla.com

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1 ABG Webmail User Guide Birla Management Centre Services Limited (BMCSL)

2 Document Control Document Details Document Title: Prepared By: Mithi Support team Status: Final version 1.0 Classification: Document Company Confidential Reviewed By: Harshad Raut Approved By: Prashant Agarwal Document Owner :Mithi Support team Distribution List Sr. No. Version Location BMCSL Revision History Sr. No. Version Date Remarks st December 2014 Final Version Company Confidential Page 2 of 150

3 Contents 1. OVERVIEW LOGGING IN TO WEBMAIL USER INTERFACE ACCESSING AN ACCOUNT UNDERSTANDING FOLDERS... 8 SYSTEM FOLDERS... 9 Inbox... 9 Drafts Sent Items Trash Spam PERSONAL FOLDERS Create a personal folder Delete a personal folder VIEWING AN Add contacts to Personal Contact List Reply an Reply All Forward an Forward an as attachment Print an Flag or unflag an for follow-up Mark an Delete an Move an to specific folder View next /previous mail from current folder View all headers of an Download message Preview or download the attachment View mail with Stripped Attachment COMPOSING A MAIL Write an Add one or more files as attachments to the Send an Save as a draft Cancel Composing an Understanding Read Receipt Feature MANAGING MAILS Select s Mark s Delete s Company Confidential Page 3 of 150

4 Un-delete s Purge s Move s to other folders SEARCHING FOR AN Fuzzy Search Quick Search Advanced Search ACCESSING CONTACTS UNDERSTANDING CONTACTS Personal Contacts Shared Contacts Understanding User Interface VIEWING PERSONAL CONTACTS View Shared Contacts MANAGING CONTACTS Adding Contacts Modifying Contacts Deleting Contacts SEARCHING FOR A CONTACT Fuzzy Search Quick Search Sorting Contacts Sending from Contacts application Sending an to a single contact Sending an to multiple contacts USING AUTO-COMPLETE PERSONAL ADDRESSBOOK How to export contacts from third party applications? Import Contacts in Webmail Account Locate and choose the type of file to be imported: Decide action to be taken for validated data like duplicate contacts and invalid data: Import Contacts: VCard Files: ACCESSING PERSONAL AND SHARED CALENDARS MANAGING CALENDARS AND FOLDERS Add a Calendar/Folder: Modify Calendar Properties: Delete a Calendar: Upload a Calendar: Export a Calendar: Set Calendar Preferences: SCHEDULING A MEETING Schedule a meeting and send invitation: Processing a meeting request: Setting alarm from the calendar view: Company Confidential Page 4 of 150

5 7. UPDATING THE CONNECTXF SETTINGS UPDATE PROFILE INFORMATION Update Primary Details: Update Personal Details: Update Home Details: Update Business Details: UPDATE ACCOUNT INFORMATION Update Password: Update Account Preferences: Update Signature: UPDATE MAIL MANAGEMENT SETTINGS Mail Filters: Configure Vacation Reply Settings: QUOTA MANAGEMENT Updating Quota: Company Confidential Page 5 of 150

6 1. Overview Webmail () is the web interface bundled with Mithi Connect Xf mail system. Using Webmail, users can access all the applications of Connect Xf via a single login. The sections below explain the steps to login to Webmail. To increase the security of Webmail, users can now see the last login details. The last login details give the date, time and the IP used to login to Webmail before this login. If you find that the details look suspicious, then you can contact your system administrator to investigate further. It is also a good idea to immediately update your account password. 2. Logging in to Webmail 1. From the browser (For example: IE, Mozilla Firefox, or Netscape), enter the URL for Webmail. URL: A login screen similar to the one shown besides will be displayed on your screen. A login screen has your company logo and graphics and information relevant to your domain. Fig 1 2. Enter your User ID Company Confidential Page 6 of 150

7 3. Provide the Password associated with the account. 4. If your domain administrator has enabled Captcha for your domain, below the password field, you will see a box with some distorted text. You have to enter the text that you see in this box in the edit control below. This method increases the security of the application by ensuring that only a human is logging into Webmail. 5. Click the Login button. If all the credentials provided by you are correct then the Inbox page is displayed otherwise you are prompted to re-enter the credentials. **after 5 unsuccessful attempts your account will be locked. 3. User Interface In Connect Xf 3.14+, the user interface of Webmail has been improved to make it more usable and efficient. All the applications of Webmail follow a standard layout. Different elements of the layout such as the left and right pane, the top pane have consistent behavior across all the applications. The table below explains the elements common across all the applications: No. Pane Description 1 Top Pane 2 Application Pane / Left Pane 3 Details Pane / Center Pane 4 More details pane / Right Pane 5 Arrow Heads The Top Pane of Webmail is common to all the applications and contains the company logo and details, links to useful sites, the User Panel and the Webmail logo. The application or left pane contains the application switch and application related menu options. The details pane displays the application bar and details of the application menu selected from the left pane. Displays further details of the option selected in the center pane. The arrow heads between the center and left/right panes are used to minimize the left and right panes respectively. See the section below on the working of the panes. Company Confidential Page 7 of 150

8 4. Accessing an Account Fig 2 After successful login to Webmail, you can start working with your mailbox. In addition to reading and sending messages, you can customize your messages by, for example, adding attachments, requesting receipts when a message is read or delivered, and adding a category to a message. Using folders, you can organize your mails. You can easily sort the mails received by using rules to categorize them into different folders. It also helps you to search a particular mail quickly. 4.1 Understanding Folders By default, all the messages received by you are stored in your Inbox. In addition to the Inbox, the application provides you with other system folders like Drafts, Sent Items, Trash, and Spam. For more information, see System Folders But in addition to system folders, you may need some more folders to organize your messages. You can create personal folders to form your own folder structure to organize your mail. For more information, see Personal Folders Company Confidential Page 8 of 150

9 System Folders By default, you are provided with Inbox, Drafts, Sent Items, Trash, Spam, and Chat as system folders. You are not allowed to add any new folder to this list or delete any of the folders from this list. Inbox This folder holds all the received messages including read or unread. The unread messages are displayed in bold text. Company Confidential Page 9 of 150

10 Refreshing Inbox: You can click on the Check new mails page command to refresh your inbox. On refreshing, the contets of the Inbox are updated to reflect the new received mail. Drafts The Draft folder as the name suggests holds the draft messages to be sent in the future. While composing mail, the system will automatically save the message to the drafts folder at the predefined interval set by you. You can also save a message to the Draft folder by clicking on the Save button. To send a mail in the Drafts folder, open the folder and click on the mail. The mail contents are loaded in the compose page. You can then finalize your mail and send using the Send button. Sent Items This folder stores a copy of all messages sent. Note: You need to configure for the Save Sent Messages property in Account Preference settings to save a copy of an sent in the Sent Items folder. Company Confidential Page 10 of 150

11 Trash This folder stores all the deleted messages. Note: You need to configure for Save Delete Messages property in Account Preference settings to save all the deleted messages in Trash folder. To empty the Trash folder, hover the mouse over Trash folder header in the left pane and select the Empty folder icon. Spam This folder stores all spam messages received. To empty the SPAM folder, hover the mouse over Spam folder header in the left pane and select the Empty folder icon. Personal Folders In addition to the pre-configured system folders, you can also create your own folders. These folders are listed under Personal Folders header. You can create as well as delete these folders as needed. Then, you can categorize your messages received and store in your personal folders. Company Confidential Page 11 of 150

12 Create a personal folder Following steps describe how to create your personal folders. To create a folder: 1. Click the Edit personal folders icon. The Manage Personal Folders page displays showing a list of all the personal folders with details like Folder Name, Total Messages, Unread Messages, and Size of that folder. 2. Click the Add a personal folder icon which opens a dialog box. Company Confidential Page 12 of 150

13 3. Enter the name of the folder you wish to add. 4. Click the OK button. A folder with specified name is created as a sub-folder to the Inbox folder. Once the folder is created, you can move required messages to this folder. Note: You can create sub-folders under these personal folders. Delete a personal folder Following steps describe how to delete a personal folder from the Personal Folders list. To delete a folder: 1. Click the Edit personal folders icon. Company Confidential Page 13 of 150

14 The Manage Personal Folders page displays showing a list of all the personal folders with details like Folder Name, Total Messages, Unread Messages, and Size of that folder. 2. Click the Delete folder "Inbox.<Folder-name>" icon present in the row of folder to be deleted. A confirmation message displays on your screen. 3. Click the OK button to delete the folder. Before deleting the folder, you can move all the messages from that folder to another folder if required. Company Confidential Page 14 of 150

15 4.2 Viewing an A successful login to Webmail displays the Inbox folder showing all the read/unread received s. You can click the required mail to view its details. Similarly clicking on an in any of the system or personal folders will open the mail in the view mail page where you can see the mail contents and perform actions on the such as replying to the mail, forwarding, printing etc. Add contacts to Personal Contact List You can add the sender and/or recipients in the mail as new contacts to your personal address book. To add contact to Personal Contacts: 1. On View Mail page, drop down the more menu and click the Add to Contact option. Company Confidential Page 15 of 150

16 The Personal Contact: Add Multiple Contacts page displays on the screen. The sender and the recipients of the mail from which the page was opened will be automatically added to the list of contacts to be added. 2. Edit the list by removing unwanted contacts. 3. Click the Submit icon to add the selected contacts to your personal address book. For more information, see Accessing Contacts. Reply an Choose the reply option to send your reply to the sender. When you choose the reply option, your reply is sent only to the sender of the original message. If you want to reply to sender and all the other recipients of the original then you should choose the reply all option. To reply to an 1. On the View Mail page, click Reply. Reply Icon- To send a reply to an Company Confidential Page 16 of 150

17 The Write new mail page displays with the original message. The id of the sender is populated in the TO recipient list. The Subject is copied from the original message and a prefix "Re: " is added to show that the message is a reply. You can leave the subject as it is, or edit it as required. All the attachments to the are removed. 2. Write your reply and click the Send button. For more information, see composing an section. Reply All In order to send reply to the sender and all the other recipients of the original you can choose reply all option. To reply all: 1. On View Mail page, click Reply to All. Reply All icon- To send reply to all recipients The Write new mail page displays the original message with All ids of recipients in TO, CC, BCC, and SMS list boxes All the attachments received are removed from the The Subject is copied from the original message and a prefix "Re: " is added to show that the message is a reply. You can leave the subject as it is, or you can edit it. 2. Write your reply and click the Send button. Company Confidential Page 17 of 150

18 For more information, see composing an section. Forward an You can forward the received to other recipients if needed. To forward an 1. On View Mail page, click the down arrow next to Reply and choose the Forward option. Forward icon- To forward an The Write new mail page displays the original message with All the attachments The Subject is copied from the original message and a prefix "Fw:" is added to indicating a forwarded message. You can leave the subject as it is, or you can edit it as needed. 2. Write the content, enter the recipient addresses in the To, CC, or BCC list boxes and then send to forward it to the said recipients. For more information, see composing an section. Forward an as attachment You can forward an message as an attachment to other recipients if required. To forward an as an attachment: 1. On the View Mail page, click the down arrow next to reply and choose the Forward as Attachment option. Company Confidential Page 18 of 150

19 Forward as attachment icon The Write new mail page is displayed with Original message as an attachment 2. Write the content, enter the recipient addresses and then send the . Your is forwarded as attachment to the said recipients. For more information, see composing an section. Print an You can print the contents of a mail using the Print option. The Printed mail will have the company logo and the mail details on the first page. To print an 1. On View Mail page, in the more menu choose the Print option. Print icon- To print an message Company Confidential Page 19 of 150

20 The Print Message window displays. 2. Configure the required printer settings and click the Print button to print your mail. Flag or unflag an for follow-up You can flag or unflag the opened message for follow-up. To flag an for follow-up: 1. On the View Mail page, click Mark Mail and choose the Star option. Link to flag an for follow-up On the Inbox page, a flag icon displays before the selected mail. To clear the follow-up flag of an Link to clear the follow-up flag of an You can select the mail from Inbox page, and click the Clear Flag icon to remove the follow up flag. Company Confidential Page 20 of 150

21 Mark an You can mark an opened message as spam or unread. Following steps describe how to mark an as read or unread. To mark as unread: 1. On View Mail page, click the down arrow next to Mark Mail and choose the Mark as Unread option from the list. Mark spma icon- To mark an as Unread To mark as a spam: 1. On the View Mail from INBOX page, click the down arrow next to Mark Mail and choose the Mark as Spam option from the list. Link to mark an as Spam The status of that mail is changed as per option selected. Note: Company Confidential Page 21 of 150

22 If you mark any mail as spam, the mail is moved to Trash folder, and the address of the sender is blocked. Delete an To delete an 1. On View Mail page, click Delete. The selected mail is stroked out in INBOX and moved to the Trash folder. The next mail from the Inbox displays in the details pane. Tip: You can click the Purge link to permanently remove s from the folder. Company Confidential Page 22 of 150

23 Purge icon- To purge mails from respective folder Move an to specific folder To move to specific folder: 1. On View Mail page, select the folder from list box and click the Move icon. Move icon- To move an to a folder All the s are moved to the selected folder and displayed as stroked out in the source folder. Tip: You can click the Purge link to permanently delete mail from the source folder. View next /previous mail from current folder From the view mail page, you can navigate to previous/next mail message in the source folder. To View next/previous mail: 1. On the View Mail page, click the either Previous or Next icon to view Previous/ Next from the folder. Company Confidential Page 23 of 150

24 Previous icon- To view Previous from the folder Next icon- To view Next from the folder View all headers of an To view all headers of an 1. On the View Mail page, click the down arrow next to more and choose the Show Headers option from the list. Show All Headers icon Company Confidential Page 24 of 150

25 All the mail headers are displayed on the screen. Download message You can download the message you are viewing in a.eml format to your computer. The.eml format can be opened by any desktop application such as Thunderbird or Outlook. To download the message: 1. On the View Mail page, click the down arrow next to More and choose the Download option from the list. Download Message icon Company Confidential Page 25 of 150

26 2. A dialog box displays on the screen. On the dialog box, choose Save File to save the file. 3. Click the Ok button. The message is downloaded and saved in Downloads folder present at the location C:\Documents and Settings on your computer. Preview or download the attachment When you open an with the attachment, a list of attachments is shown on the screen with the name and size of each attachment. You can view the attachments online or to download it on your computer. To see the preview of an attachment: 1. Click the required attachment file from the list of attachments. OR 1. Click the Preview icon displayed in right side of the row. Preview attachment icon on the Write new mail Page Preview of the attachment displays on the screen. Company Confidential Page 26 of 150

27 Example of an attachment preview on the screen To download the attachment: 1. Click the Download icon displayed in the right side of the required attachment. Download attachment icon Company Confidential Page 27 of 150

28 2. Choose the Open option to view the attachment or the Save option to download and save it on your computer. Example of a download attachment dialog box The attachment is saved in the My Documents\Downloads folder or the location you have configured to store the downloaded files. View mail with Stripped Attachment If the Single Instance Storage for Attachments (SISA) feature is configured on your Connect Xf server, mail having attachments larger than or equal to a threshold are stripped off the attachments. For more information, read Single Instance Storage for Attachments (SISA) Instead of the original mail with the attachment a mail without the attachments is delivered to your mailbox. Such mail instead contains a link to the original mail on the server which can be accessed by clicking on the link and giving the password. To access the original mail: 1. Open an with the stripped attachment. 2. Click the Click Here link to open the original mail with the attachment. Company Confidential Page 28 of 150

29 Original mail with attachment displays on the screen. You can either download the entire or the attachment to your computer if required. 4.3 Composing a mail The Compose page in the application of Webmail is where you compose a new mail to send to one or more recipients. Using the same page you can reply to one or more recipients of a mail received by you. To compose a new 1. Click the Compose new mail page icon on the Application bar. Company Confidential Page 29 of 150

30 Compose new The Write new mail page displays on the screen. 2. Compose the mail. For more information, see Write an section. Company Confidential Page 30 of 150

31 3. Add attachments. For more information, see Add Attachment to an section. 4. Send the mail to one or more recipients. For more information, see Send an section. OR Save the mail as a draft. For more information, see Save as a draft section. OR Cancel composing. For more information, see Cancel Composing an section. Write an Webmail provides you a clean and neat interface for composing a message. You can hide the Mail Headers Pane and the Formatting Toolbar to make more space for the edit box in which you write the contents. 1. Enter the recipient address in the To List. As you start typing the address the Auto-Complete feature populates all the matching ids. Select the required id from the list. Two or more addresses can be specified in each of the recipient list. 2. Enter the addresses in the CC and the BCC list. Note: Addresses entered in the BCC list are not visible to other recipients present in Enter mobile numbers or select mobile numbers from Contacts to send SMS to required -ids. 4. Enter the Subject for the . Company Confidential Page 31 of 150

32 5. Select the priority from Priority list box which decides the importance of your mail. You can set the importance of a message to Highest, High, Lowest, Low, or Normal. By default, messages are set to Normal importance. 6. Select the Request Read Receipt check box to get a receipt once the mail is read by recipients. 7. To generate the SMS content, select required check boxes Mail Subject, Mail Body, My Name, My , My Mobile. 8. To decide message format of your mail, click the link Plain or Rich. A confirmation message displays on the screen as it discards all the text formatting you have applied. Click the OK button to continue. Plain Message: If you select Plain message type, then you cannot format the text in it. Company Confidential Page 32 of 150

33 Rich Message: When you select Rich message type, you can format the text content of your message. Also, you are able to check the spellings of your message typed. If you select Rich message, a text formatting toolbar appears above the message body. You can use the toolbar to change the font and style of the whole message or the parts you select. Tip: You can add Signature in the end of outgoing . For more information, see Updating your Connect XF settings using Webmail. 9. Write the required message. To create more space as you start writing the message, you can hide the Message Headers Pane which provides you a large writing space. You can click the Expand or Collapse links to hide or view the headers. You can click the header to view the details you have entered. Gray colored message header indicates there is no content for the respective header. Company Confidential Page 33 of 150

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35 You can also hide the Formatting Toolbar on the interface. Click the arrow on the Toolbar / for the same. Add one or more files as attachments to the You are allowed to attach multiple files at once. You can attach all the common files as an attachment to your such as doc, docx, rtf, odt, ppt, pps, pptx, odp, txt, html, css, xml, png, gif, jpg, and so on. Application displays a progress bar when the files are being uploaded. To add attachment to your 1. Click the Attach Files link on the Write New Mail page which opens File Upload dialog box. Add Attachment Link Company Confidential Page 35 of 150

36 2. Select required files from your computer and click the Open button. File Upload Dialog Box The selected files are attached to your mail. The list of attached documents will be shown along with their sizes. The page will also show the total number of files attached and the sum of size of all the attachments. Company Confidential Page 36 of 150

37 List of attachments You can click the cross next to an attachment to remove the selected file from the list of attachments. You can click the Remove All link to remove all the files attached to the mail. Send an After you are finished with writing the and adding attachments, you can send it to the required recipients. To send the 1. Click the Send button on the Write New Mail page to send your to all the recipients. The status of the send operation is displayed. Company Confidential Page 37 of 150

38 A copy of the sent is stored in the Sent Items folder, if you have configured for Save Sent Messages property in Account Preference settings. For more information, see Updating your Connect XF settings using Webmail. Save as a draft While writing an , if you come up with another job and not able to send the right away, then you can save that as a draft in Drafts folder. Later on you can open it from Drafts folder and send it. To save an as a draft: 1. Click the Save as draft link to save the unfinished . Company Confidential Page 38 of 150

39 Link to save an as a draft The is saved as it is in the Drafts folder. To send an from Drafts folder: 1. From the System Folders list, click the Drafts folder which displays the Inbox. Drafts page showing a list of s saved as drafts. 2. Click on the required to display the Write New Mail page with the content saved. 3. Complete the , insert address in the recipient boxes. 4. Click the Send button to send it to all recipients mentioned. The composed is sent and the Message Send Status page displays showing status. Company Confidential Page 39 of 150

40 Cancel Composing an To cancel an 1. Click the Cancel button to cancel an you are writing. A confirmation message displays. A confirmation message 2. Click the Leave Page button to close the Write new mail page. Company Confidential Page 40 of 150

41 Understanding Read Receipt Feature A read receipt is an notification delivered when a recipient opens (and presumably reads) an you send. The receipt confirms that the recipient saw your message and records the time. To get the read receipt notification, Click to select the Read Receipt check box. When recipient opens an you send, a message displays on the screen. If recipient confirms to send a notification of you will receive a read receipt mail. 4.4 Managing Mails On successful login to Webmail, you will be taken to the Inbox which contains all the mails received by you. It will list read and unread mail. Similarly the left pane will display the system folders and personal folders which contain mails sent by, draft mail, deleted mail and filtered mail. Using the different options on the folder pages, you can manage your folders and your mail box as explained in the sections below. Select s You can click the check-box displayed in the mail row to select that particular mail. Company Confidential Page 41 of 150

42 You can also click the check-box action bar to select all the messages displayed on that page. Select all s displayed on the page Mark s You can mark the s as read, unread, or spam if needed. Similarly, you can use flags to remind yourself to follow up on specific items in your mailbox. To mark s as SPAM: Company Confidential Page 42 of 150

43 1. On the Inbox page, select the s to mark. 2. Click the link Mark Mail > Mark as Spam icon to mark selected mails as spam and move those mails to Trash. Mark s as SPAM from Inbox To mark s as read or unread: 1. Select the s to mark. 2. Click the down arrow next to the Mark Mail link then choose the Mark as Read or Mark as Unread link as needed. Company Confidential Page 43 of 150

44 Read Icon - To mark selected s as Read from Inbox Unread Icon- To mark selected s as Unread from Inbox To Flag/Un-flag s: 1. Select the s to mark. 2. Click the Mark Mail > then choose Company Confidential Page 44 of 150

45 Star : To mark an for followup. Unstar: To clear the followup flag from an . Flag icon- To set follow-up flag to Clear icon- To clear the follow-up flag of s Company Confidential Page 45 of 150

46 Delete s When you delete unwanted s from a folder, they are marked for deletion (with a strike out) in the folder. A copy of the deleted mail is stored in Trash folder. If you change your mind, you can un-delete the . To mark as deleted: 1. Select s to be deleted. 2. Click the Delete link. Link to delete selected s form inbox folder The folder displays all the selected mails with a strike out indicating these mails are marked as deleted. Company Confidential Page 46 of 150

47 Example- Deleted Message Tip: To delete these marked s permanently from a folder, you need to use the Purge feature. Un-delete s If you delete a mail by mistake, then you can recover it. Unless you carry out the purge action, the deleted mails are listed in folder with a strike out. You can select the required mails from the folder and un-delete them. To restore deleted s: 1. Select the s which you want to recover. 2. Click the Undelete link. Company Confidential Page 47 of 150

48 Un-delete icon- To restore selected s The selected mails are listed in the folder again. Tip: You can click the Purge button to permanently delete mails from the folders. Purge s Using Purge option, you can permanently delete mails marked for deletion. To purge s: 1. In a folder where there are mail marked for deletion, the Purge icon will appear o the action bar. 2. Click the Purge icon to remove the selected mails from the folder permanently. Company Confidential Page 48 of 150

49 Link to purge selected s from inbox folder For example: If you have deleted few s from Inbox, then these mails are marked for deletion (with a strike out). When you click the Purge button, the s marked for deletion are removed from Inbox. Move s to other folders Manage your inbox folder by sorting and moving mails to various available folders. You can also create or delete the personal folders as per your requirement. For more information, see Personal Folders section. To move to a specific folder: 1. On the INBOX page, select required mails to move. 2. Click the Move link then select the folder from list box. Company Confidential Page 49 of 150

50 Move mails to folders All the selected s are moved to chosen folder. These moved s are marked as deleted (with a strike out) in the INBOX. Tip: To delete s permanently you can use the Purge feature. Company Confidential Page 50 of 150

51 4.5 Searching for an To get quick and accurate results, Webmail provides you three types of searches Fuzzy Search, Quick Search, and an Advanced Search. You can search mails from any of the system or personal folders. Fuzzy Search: Fuzzy search helps to find mails containing particular string from all the mails. Quick Search: Using Quick search, you can find all the mails of particular type like read, unread, flagged and so on. Advanced Search: Advanced search helps you to search a specific using your own criteria. Fuzzy Search Using Fuzzy search, you can find mails containing particular string from all the mails. By default, application searches and displays the matching s to fill up a page. To extend the search click on the Show next page link. To search mail using Fuzzy Search: Company Confidential Page 51 of 150

52 1. In the search box, enter the string to be searched. 2. Click the Fuzzy Search icon. Or 2. Press the Enter key. Fuzzy Search Application searches for the mails containing the string provided in the header as well as the body of the mail. For example: 1. In the search box, enter the string "csv". 2. Click the search icon. Application displays all the mails containing string "csv" in the folder. Company Confidential Page 52 of 150

53 Example: Fuzzy Search Quick Search Using Quick search, you can find a list of mails of a particular type like seen, unseen, deleted, starred, answered, to me, all, and so on. To search mail using Quick Search: 1. Click the down arrow next to Fuzzy Search icon. A list of all the search options is displayed. 2. Choose the required option to search mails of a particular type from the folder. Company Confidential Page 53 of 150

54 Quick Search Application displays mails as per the selected criteria. For example, following image displays all star marked mails present in the Inbox. Company Confidential Page 54 of 150

55 Search result showing all star marked mails in the Inbox Quick Search options: All: Displays the first page of the folder with all the mails in it. Deleted: Displays a list of all the mails which you have marked as deleted. Priority: Displays a list of all the mails which are marked as priority. Replied: Displays a list of all the mails for which you have sent an reply. Seen: Displays a list of all the mails which you have read. Starred: Displays a list of all the mails which you have flagged for followup. To me: Displays a list of all the mails which are sent to you only. Unseen: Displays a list of all the mails which you have not read. Advanced Search In order to search a specific , you can create your own criteria like received from a particular person, or received on any particular date or within a date range. You can also specify the specific folder, or some specific range of s from which you want to search the required . It narrows the search to find the required quickly. You can specify multiple parameters to create effective criteria. For example, received from particular person on particular date and with specific word in subject. To search for a required mail: 1. Click the Advanced Search link to display a dialog box with all the search options. Company Confidential Page 55 of 150

56 Advanced Search Options 2. Specify search options to narrow the search for quick and accurate result. Choose the Folder from the list box, in which you need to search an . Company Confidential Page 56 of 150

57 Advanced Search Options Under Sender, provide the sender's id. Company Confidential Page 57 of 150

58 Advanced Search Options Under Recipient, provide ids to whom mail was sent. Company Confidential Page 58 of 150

59 Advanced Search Options Under SMS, mention ids to whom sms was sent or from whom the SMS was received. Company Confidential Page 59 of 150

60 Advanced Search Options Specify the Keyword, a string you want to search as a content of the Subject or part of the Message of an to be searched. Note: You should specify the exact word or group of words, as only the exact matching s are searched and displayed. For example: If you are searching for 'India ' with a space at end then only the mails containing word India with a space following it are displayed. The s containing word like 'Indian' are not displayed. The search will not consider the case of the letters in the text. For example: If you are searching for s containing 'India' then all the s containing word like 'india', 'INDIA", or 'InDiA' are displayed. Company Confidential Page 60 of 150

61 Advanced Search Options Specify the search Range, - Specify the range if you want to narrow the search for Last 3 Days, 7 Days, 30 Days, or 1 Year. Company Confidential Page 61 of 150

62 Advanced Search Options OR - Choose the On option and specify the exact date on which you want to search the mail. Company Confidential Page 62 of 150

63 Advanced Search Options OR - Enter the date range within you want to search mail. Company Confidential Page 63 of 150

64 Advanced Search Options Specify the type of to narrow the search like if it is read, unread, starred, and so on. Company Confidential Page 64 of 150

65 Advanced Search Options Click the Search button to search for the required as per criteria specified. OR Click the Clear button to clear the criteria specified. OR Click the close icon to close the dialog box and return to the Inbox page. For Example: To search for all the messages received from user in last 7 days: 1. Click to open the Advanced Search box. 2. Choose the Inbox folder to search in. Company Confidential Page 65 of 150

66 3. Enter Sneha in the From box. 4. Keep the default search rage Last Week as it is. A list of all the s from Sneha which are received during last week are displayed. 5. Accessing Contacts Contacts hold all the information of a person or business to communicate with. These contacts could be friends, customers, suppliers, and so on. You can store Primary Information, Personal details, Business related information, and residence information of a contact. 5.1 Understanding Contacts In order to collaborate with peers, colleagues, partners, customers and suppliers, you need to have their contact details. Contact details include ids, phone numbers, addresses, designations, departments etc. In Connect Xf, each user has access to two contact or address lists, viz., Personal contact lists and shared contact lists. Personal Contacts As the name suggests, a personal contact list contains the list of contact which is important to you and with whom you communicate or collaborate on a regular basis. These contacts can include peers/coworkers/suppliers or friends and family. The personal contact list is maintained by you and is visible only to you. You can maintain your personal contact list using the Contacts application in Webmail. Shared Contacts The Shared Contacts hold organization-wise contacts like suppliers, customers, vendors, users on your domain, users on other domains, and users on external domains. The contacts stored in Shared Contacts are available to all the users on your network. You can search for and view details of a particular contact but you cannot add, update, or delete contacts from shared contacts. Only the domain administrator is the authorized user to add, delete, or update the shared contacts. In addition to single contact entry, administrator of your organization can create group ids of contacts like HR, Networking, Sales, and so on. When you send a message to a group id, it goes to every contact in the group. Understanding User Interface To understand the different elements of the Contacts application interface, refer to the following topic: User interface of the Contacts application Company Confidential Page 66 of 150

67 5.2 Viewing Personal Contacts To view your personal contacts, click on Personal Contacts in the contact switch in the left pane. A list of all the personal contacts sorted by Display Name is displayed in Contacts List View pane whereas Contact Details pane displays the detail information of the contact selected from the list. By default, whenever you open the Contacts application, you are shown the contacts in your personal contacts list. Personal Contacts View Shared Contacts To view shared contacts, click on Shared Contacts in the contact switch in the left pane. A list of all the shared contacts sorted by Display Name is displayed in Contacts List View pane whereas Contact Details pane displays the detail information of the contact selected from the list. For example, if your organization has two domains viz mithi.com, acmecorp.com, the application will display all the contacts present in the domain mithi.com and acecorp.com domain sorted by display name. You can narrow down the search by selecting the relevant option in the quick search option on the Application menu. Company Confidential Page 67 of 150

68 Shared Contacts 5.3 Managing Contacts Manage your personal contacts by updating contact details, deleting unwanted contacts, or adding new contacts. Only a domain administrator is allowed to manage the shared contacts list. You can click the link understanding contacts for information on personal and shared contacts. Adding Contacts You can add a new contact to your personal contacts using the Add New Contact option provided on the following pages: Personal Contacts page View mail page Adding new Contact/contacts from the Personal Contacts Page: 1. Click on the Add Contact icon on the Personal Contacts page. Company Confidential Page 68 of 150

69 Add New Contact icon on the Personal Contacts page 2. On the Add Contacts pop-up, provide Display Name and Id of the contact to be added to Personal Contacts and click on + icon. The details are appended to the list of contacts to be added. You can add more than one contact by repeating the above steps. Company Confidential Page 69 of 150

70 Add New Contacts Page 3. Once all the contacts to be added are entered, click the Continue button. Add New Contacts Page 4. If all the contacts are valid, a message box displays showing total number of contacts added to the Personal Contacts. Click the Done button to close the message box. You are navigated to the Personal Contacts page, which displays all the contacts including newly added contacts. 5. If the format of an id provided is not valid application considers it as an invalid id. If application finds any invalid contacts, it displays a message box showing total number of contacts containing invalid data where you can click the Show invalid contacts link for details. Invalid contacts will not be added to the contact list Company Confidential Page 70 of 150

71 Message box showing summary of contacts added to personal contacts Message box showing invalid contacts 6. If the contacts provided are already present in the Personal Contacts list, the application displays a message box showing total number of duplicate contacts found where you can click the Show invalid contacts link for details. Company Confidential Page 71 of 150

72 Message box showing summary of contacts added to personal contacts Message box showing invalid contacts You can decide the action to be taken for these duplicate contacts as given in the table below. Company Confidential Page 72 of 150

73 Action to be taken on duplicate fields Description Ignore All the duplicate contacts are ignored. Existing contacts are updated, and blank fields are ignored. For example: Update existing contact, ignoring blank fields Contact Deepa Joshi is present in Webmail Address Book with details id: Web Page: Contact Deepa Joshi is also present in the contacts to be imported with details and Web Page field is blank. If you choose the option Update existing contact ignoring blank fields, application updates all the details of the contact ignoring blank fields. In this example, all the details of the contact Deepa Joshi are updated, and the content of Web Page field remains same i.e. Existing contacts are updated, and blank fields are overridden. For example: Update existing contact, overriding with blank fields Create new contact for duplicates Contact Deepa Joshi is present in Webmail Address Book with details id: Web Page: Contact Deepa Joshi is also present in the contacts to be imported with details and Web Page field is blank. If you choose the option Update existing contact overriding with blank fields, application updates all the details of the contact. In this example, all the details of the contact Deepa Joshi are updated, and the content of Web Page field changes to blank. New contact are created for duplicates. Adding a Contact from the view mail page: 1. Click the application-switch to open your Inbox. Select the folder from which you want to select the mail. Company Confidential Page 73 of 150

74 2. Click to open the mail in the View mail page. 3. Click the arrow next to the More link and choose the Add to Contact option from the list. Add Contacts option from View Mail page 4. The Add Contacts pop-up will be displayed with the list of contacts filled in. Edit the list and click on Continue. As with adding new contacts from the Contacts application, the application will check for duplicate and invalid contacts before proceeding. Modifying Contacts 1. Search fo the contact to be modified from your Personal Contacts. 2. Click to select the contact from the Contact List View pane. Application displays the details of the selected contact in the Contact Details Pane. 3. Click on the required field to edit the details. Company Confidential Page 74 of 150

75 Personal Contact page 4. Click the Save button to update the contact with the modified details. You can click the Restore button to restore the changes you have made to the contact details since the last Save. Deleting Contacts 1. Search and select the contact to be deleted from your Personal Contacts. The application displays details of the selected contact in the Contact Details Pane. Click the Delete icon from the Contact Details pane. Company Confidential Page 75 of 150

76 Delete icon on Contact Details Pane Or Hover the mouse over the contact to be deleted from the Contact List View pane. The action bar with the delete option will be displayed. From the action bar, click the Delete icon to remove that contact from Personal Contacts. Company Confidential Page 76 of 150

77 Delete icon on the action bar Or Select multiple contacts from Personal Contacts. Click the Delete Contact icon from the action bar. Company Confidential Page 77 of 150

78 Delete icon on the action bar 2. To confirm the deletion, a warning message displays on the screen. A warning message Click the OK button to delete the selected contacts from your personal contacts. Application displays a message showing contact deleted successfully and navigates you to the Personal Contacts page. Company Confidential Page 78 of 150

79 Personal Contacts page 5.4 Searching for a Contact To get quick and accurate results, Webmail provides you two types of searches Fuzzy Search, and Quick Search. Fuzzy Search: Fuzzy search helps to find matching contacts containing the string provided. Quick Search: Using Quick search, you can find all the contacts as per group criteria provided. Company Confidential Page 79 of 150

80 Fuzzy Search Using Fuzzy search, you can find contacts matching to the string provided. A text string entered in the search box is searched in all the fields shown in the contact list. To search for a contact using Fuzzy Search : 1. In the search box, enter the text or string to search for. 2. Click the Search icon. A list of all the contacts containing search text in the fields shown in the contact list is displayed in the Contacts List view pane. Search Criteria and Search icon on the Personal Contact Page Quick Search The quick search option is available only for the Shared address book. The contents of the Shared address book are customizable by the domain administrator. Company Confidential Page 80 of 150

81 The Shared address book is a list of contacts of 1. The users of your domain 2. The group ids of your domain 3. The user and group ids of the other domains hosted on your server. Typically sister domains of the same organization. 4. External address which are shared with all users of the domain. The Quick search allows you to narrow your search with any of the following filters: Users Groups Users other domain Groups other domain Contacts All To search for a contact using Quick Search: Click to select the criteria from the list box provided. A list of users is displayed on the screen as per criteria selected. Company Confidential Page 81 of 150

82 Search Criteria and Search icon on the Personal Contact Page The following example illustrates the working of the quick search option. Company Confidential Page 82 of 150

83 Search Criteria and Search icon on the Personal Contact Page If the user doing the search is john.smith of the acmecorp.com and his shared address book is customized to show: a. all users of his domain, i.e. acmecorp.com b. all groups of his domain c. all users and groups of the mithi.com domain d. Some contacts which are to be shared hosted on public domains such as gmail, yahoo and mithisky connect Following table provides search option and result For example, if an organization has two domains viz mithi.com and acmecorp.com. And, john.smith is a user of acmecorp domain. Company Confidential Page 83 of 150

84 Search Option Users Groups Users- Other domain(s) Groups- Other domain(s) Contacts All Sample Result Displays a list of all the users in acmecorp.com domain Displays a list of all the groups in acmecorp.com domain Displays a list of all the users in mithi.com domain Displays a list of all the groups in the mithi.com domain Displays a list of contacts on external domains like gmail, yahoo, and so on. A list of all users in both the domains as well as external users. Sorting Contacts To sort the contacts, you can use the Sort by option on the Personal and Shared Contacts pages. By default, the contacts are sorted in the ascending order of the Display Name field. To change the sort field and/or order, select the field name and the sort order using the drop down list. The drop down list will show all the fields that can be used to sort. On the Personal / Shared Contacts page, choose the sort criteria from the list box. Company Confidential Page 84 of 150

85 Sort criteria options A list of contacts sorted by the option chosen is displayed on the screen with the field used for sorting is highlighted. For example, if you choose to sort the contacts list by First Name: A ascending list of contacts sorted by first name is displayed. First name of each contact is highlighted. Company Confidential Page 85 of 150

86 Contacts sorted on Sending from Contacts application You can compose and send an to a particular contact or a group of contacts from the Contacts application. Sending an to a single contact 1. Hover over a contact to which you want to send an and click the link from the action bar. Or Click the icon on the Contact Details pane to compose an . Company Confidential Page 86 of 150

87 Contacts Interface The Write new mail page displays with the contact selected in the To box. Company Confidential Page 87 of 150

88 Write new mail page 2. Compose the message and click the Send button to send the composed . Sending an to multiple contacts 1. Select contacts from the contacts list pane. 2. Click the link on the action bar which displays recipient field options. 3. Choose from the options to insert the selected ids in To or CC or the BCC box. Company Confidential Page 88 of 150

89 Contacts Interface The Write new mail page displays with the contact selected in the appropriate box. Write new mail page 4. Compose the message and click the Send button to send the composed Using Auto-Complete While composing an , when you type first few characters of the name or address of required recipient, Webmail populates all the matching addresses from your personal as well as shared contacts. You can select the required address from the list. Company Confidential Page 89 of 150

90 The auto complete feature is available in the Calendar and chat application as well. To use the auto-complete feature 1. Click the Compose icon to write a new . The Write new mail page displays on the screen. 2. Enter first few characters of the required address in either To, CC, or BCC box. Matching addresses from your personal as well as shared Contacts are populated. Write new mail page 3. Select the appropriate address to insert it in the selected box. Company Confidential Page 90 of 150

91 5.6 Personal Addressbook To keep your personal address book on Webmail uptodate, you can use the Import address book feature. A csv or vcard contact list exported from a third party application can be easily imported to Webmail as shown below. How to export contacts from third party applications? You need to create a VCF/CSV file by exporting the contacts from the third party app. While creating a CSV file, make sure you are choosing the recommended file format. If you are creating a CSV file, refer the following table which provides you the required details. For example: If you are exporting contacts from Gmail, you should choose the Outlook CSV format option. Client Reference Link CSV format to be chosen Web Client * Gmail * Yahoo Desktop Client * Outlook * Thunderbird Mobile Client export and save the contacts list from your gmail account Import-Export Contacts in Yahoo account Import- Export Contacts in windows Import-export contacts in Thunderbird Outlook CSV format Yahoo CSV Format CSV (DOS) Format CSV Format * Android Using ExcelContacts application 1. Download ExcelContacts Lite application from Google Play Store Outlook/ Thunderbird CSV format Company Confidential Page 91 of 150

92 2. Export contacts in Outlook format and save it in CSV format. 3. Click here to view document on exporting contacts. Using Contacts Export application 1. Download Contacts Export application from Google Play Store 2. Export contacts in Thunderbird format with Comma as a separator 3. Click here to view document on exporting contacts. Using Gmail account 1. Sync Android contacts in Gmail 2. Export contacts from Gmail in Outlook CSV format Using ExcelContacts application * Apple 1. Download ExcelContacts Lite application from Apple Store 2. Export contacts in Outlook format and save it in CSV format. 3. Click here to view document on exporting contacts. Outlook CSV format Using Gmail account 1. Export iphone contacts in Gmail 2. Export contacts from Gmail account in Outlook CSV format Company Confidential Page 92 of 150

93 Import Contacts in Webmail Account 1. Locate and choose the type of file to be imported: 1. On the Personal Contact page, click the Import Contacts icon. Personal Contact page An Import Contacts dialog box displays on the screen. Import Contacts dialog box 2. Choose the type of file to be imported from the list. Company Confidential Page 93 of 150

94 * Webmail Address Book CSV: A csv file created by exporting contacts from Webmail web Client. * Outlook Address Book CSV: A csv file created by exporting contacts from Outlook mail client. * Thunderbird Address Book CSV: A csv file created by exporting contacts from Thunderbird desktop mail client. * Gmail Address Book CSV: A csv file created by exporting contacts from Gmail account. * Yahoo Address Book CSV: A csv file created by exporting contacts from Yahoo account. * VCARD: vcard is a file format standard for electronic business cards. Import Contacts dialog box 3. Click the Select File link which opens the File Upload dialog box. 4. Locate the required.csv or vcard file on your machine and click the Open button. Company Confidential Page 94 of 150

95 Import Contacts dialog box 5. Click the Continue button to proceed. Import Contacts dialog box Note: Application is unable to import contacts if there is mismatch in the file-format you have chosen and the format of the CSV file to be exported. For example: You have chosen the Outlook CSV File format from the list Company Confidential Page 95 of 150

96 Actual CSV file on your machine is in Thunderbird CSV format (created by exporting contacts from Thunderbird). When you try to import these contacts application gives a warning message saying invalid file format or considers these contacts as invalid. 2. Decide action to be taken for validated data like duplicate contacts and invalid data: Application validates all the contacts present in the csv file and provides following information. Duplicate Contacts Unsupported Fields Invalid Contacts Figure:Import Contacts dialog box Duplicate Contacts: After validation, application gives a list of duplicate contacts if found. Company Confidential Page 96 of 150

97 You can decide the action to be taken for these duplicate contacts. Action to be taken on duplicate fields Description Ignore All the duplicate contacts are ignored. Existing contacts are updated, and blank fields are ignored. For example: Update existing contact, ignoring blank fields Contact Deepa Joshi is present in Webmail Address Book with details id: Web Page: Contact Deepa Joshi is also present in the contacts to be imported with details and Web Page field is blank. If you choose the option Update existing contact ignoring blank fields, application updates all the details of the contact ignoring blank fields. In this example, all the details of the contact Deepa Joshi are updated, and the content of Web Page field remains same i.e. Existing contacts are updated, and blank fields are overridden. For example: Update existing contact, overriding with blank fields Create new contact for duplicates Contact Deepa Joshi is present in Webmail Address Book with details id: Web Page: Contact Deepa Joshi is also present in the contacts to be imported with details and Web Page field is blank. If you choose the option Update existing contact overriding with blank fields, application updates all the details of the contact. In this example, all the details of the contact Deepa Joshi are updated, and the content of Web Page field changes to blank. New contact are created for duplicates. Company Confidential Page 97 of 150

98 Example screen showing duplicate contacts Unsupported Fields: Following table shows how fields are mapped from various CSV files to Webmail Personal Contacts. Field Mapping of a CSV file Webmail Personal Contacts Gmail CSV Outlook CSV Thunderbird Yahoo First name First Name First Name First Name First Last name Last Name Last Name Last Name Last Company Confidential Page 98 of 150

99 Display name - Display Name Display Name Nickname Address Address Primary Description Notes Notes Notes Comments Office Department Department Department Department - Job Title Job Title Job Title Job Title Title Join date End date Company Company Company Organization Company Company Phone Company Main Phone Company Main Phone Work Phone Work Company Mobile Company Fax - Business Fax - - Company Pager Pager Company Address Business Address Business Street Work Address Work Address Company City Business City Business City Work City Work City Company Confidential Page 99 of 150

100 Company State Business State Business State Work State Work State Company Pincode Business Postal Code Business Postal Code Work ZipCode Work ZIP Company Country Business Country Business Country/Region Work Country Work Country Company Web Page Web Page Web Page Web Page 1 Business Website Gender Gender Birth-date Spouse Name Spouse Spouse - - Children Children Children - - Anniversary Home Address Home Address Home Street Home Address Home Address Home City Home City Home City Home City Home City Home Pin-code Home Postal Code Home Postal Code Home ZipCode Home ZIP Home State Home State Home State Home State Home State Company Confidential Page 100 of 150

101 Home Country Home Country Home Country/Region Home Country Home Country Home Pager Pager Pager - - Home Phone Home Phone Home Phone Home Phone Home Home Fax Home Fax Home Fax - - Home Mobile Mobile Phone Mobile Phone Mobile Number Mobile Home Web Page Personal Website Following table shows how fields are mapped from a VCARD file to Webmail Personal Contacts Field Mapping of a VCARD file FN Display Name N ORG First Name Last Name Company Home City Home Country ADR Home Pin-code Home State Home Address Company Confidential Page 101 of 150

102 Company City Company Country Company Pin-code Company State Company Address Home Mobile Home Fax TEL Home Phone Company Mobile Company Fax Company Phone ANNIVERSARY Anniversary BDAY GENDER NICKNAME NOTE TITLE URL Birth-Date Gender Display Name Description Job Title Company Webpage Home Webpage Sample VCARD File: VCARD File Webmail Address Book Company Confidential Page 102 of 150

103 Display Name= Deepa Sharma BEGIN:VCARD VERSION:3.0 Last Name= Sharma First Name= Deepa FN:Deepa Sharma N:Sharma;Deepa;;; = Company Fax= TEL;TYPE=WORK;TYPE=FAX: TEL;TYPE=CELL: TEL;TYPE=WORK: ADR;TYPE=WORK:;;Rajiv Gandhi IT Park\, Hinjewadi\nPune ;;;; TITLE:HR Asst END:VCARD Company Mobile= Company Phone= Company Address= Rajiv Gandhi IT Park Hinjewadi Company City= Pune Company Pin-Code= Job Title= HR Asst Example screen showing unsupported fields Company Confidential Page 103 of 150

104 Invalid Contacts: Following table gives you the list of fields which are validated while importing. Application considers the contact invalid if the fields mentioned in the table are invalid. Importing contacts From Fields validated by Webmail Webmail Address Book Gender Join Date End Date Birth Date Anniversary Outlook Address Book Thunderbird Address Book Gmail Address Book Yahoo Address Book Id Id Id Id Note: It is advised not to import the invalid contacts. You can de-select the Ignoring invalid contacts option and click the Import button to proceed anyway. Company Confidential Page 104 of 150

105 Example screen showing invalid data 3. Import Contacts: 1. After deciding your action for duplicate contacts and invalid data, click the Import button to proceed. Export Contact Using the address book export feature of Webmail, you can keep your personal address books in other apps and devices uptodate. Webmail can be used to export the personal address book in a variety of CSV and the VCard format. Once exported, these contact details can be imported into a third party app on desktops such as Outlook or Thunderbird, hosted apps such as Yahoo or Gmail or into the native address books of mobile devices. Webmail exports address books to the following formats: Company Confidential Page 105 of 150

106 Webmail AddressBook CSV Outlook AddressBook CSV Thunderbird AddressBook CSV Outlook format CSV form Gmail Yahoo AddressBook CSV VCARD The following sections explain the formats of the CSV and VCARD file. VCard Files: vcard is a file format standard for electronic business cards which can be easily imported to various other mail providers and mobile devices. Webmail supports vcard version 3.0. If you want to import personal/shared contacts from Webmail to any mobile devices, it is advised to export them in VCard file format. As all the popular mobile devices are compatible with VCard file format and import VCard file easily. Following is the list of contact fields supported. Contact fields in Webmail Corresponding field in VCard File firstname lastname displayname mail description jobtitle N FN, NICKNAME NOTES ROLE company office ORG department companyphone companymobile TEL companyfax Company Confidential Page 106 of 150

107 companypager homephone homefax homemobile homepager companyaddress companycity companystate companypincode companycountry homeaddress ADR homecity homepincode homestate homecountry companywebpage homewebpage URL CSV File: CSV is a common, relatively simple file format that is widely supported by consumer, business, and other applications. Each mail provider has its own format for CSV file. Webmail provides you various options for exporting contacts which are compatible with other mail providers. You need to choose appropriate CSV format for exporting contacts as per your mail provider. Export Personal Contacts from Webmail: 1. On the Personal Contacts or the Shared Contacts page, click the Export Contacts icon. Company Confidential Page 107 of 150

108 Export Contacts Tip: You can extract required contacts from your personal contacts using search facility, and export only those contacts to create a CSV. For example: To export all the contacts having firstname/lastname 'smith', first search these contacts and then export into required file format. 2. Choose the appropriate file format(csv/vcard) in which you would like to export your personal/shared contacts. And, click the Export button. Company Confidential Page 108 of 150

109 Export Contacts Application exports all the contacts and displays a message box showing the status. 3. Click the Download button to download the CSV file on your machine. Export Contacts By default, the exported file is saved in the C:\Documents and Settings\<user>\My Documents\Downloads folder. 4. You can import this file into your personal mail account contacts. How to import contacts into third party apps? Importing VCard file Refer following links for Importing VCard file into Gmail contacts Importing VCard file into Yahoo contacts Importing VCF file into Windows Importing contacts in Thunderbird Importing CSV file The following table provides you links explaining steps for importing contacts by CSV file and type of CSV formatted file supported as per mail provider. For example: If you need to import contacts into Gmail, you should choose the Outlook CSV format for Gmail option. Company Confidential Page 109 of 150

110 Client Reference Link CSV format to be chosen Web Client * Gmail * Yahoo Desktop Client Ixport and save the contacts list to your gmail account Import-Export Contacts in Yahoo account Outlook CSV format for Gmail Yahoo AddressBook CSV * Outlook * Thunderbird Import- Export Contacts in windows Import-export contacts in Thunderbird Outlook AddressBook CSV Thunderbird AddressBook CSV Company Confidential Page 110 of 150

111 Import Contacts dialog box A message box showing progress bar is displayed on the screen. Import Contacts dialog box 2. Refresh the contacts application to view updated contacts. 6. Accessing Personal and Shared Calendars Your calendar is like a calendar on the wall, but with lots of extra features. You can add an event or task to your calendar. In addition to creating events and tasks, you can set up meetings. A meeting is just like an appointment, except you send an invitation to other people. Each person you invite gets an message with the details of the meeting. All the users of the domain are provided with a predefined Calendar. You can access this calendar using Webmail. In addition to this default calendar, you can create additional calendars, modify the existing calendar, delete calendar, or subscribe to calendars shared by other users present in the domain. For example, you can store all the official events, tasks and meetings in default calendar, and create a personal calendar to store your personal tasks, meetings, and events. Also, you can subscribe to other user's calendar in order to schedule meetings 6.1 Managing Calendars and Folders Webmail Calendar includes a fully realized, standards-based personal calendar system. Personal calendars allow users to carry out all standard calendaring functions. You are provided with a set of default calendars created when you first log in. One of these is the default calendar for events named calendar. Company Confidential Page 111 of 150

112 In addition a set of special calendars are created, Inbox and Outbox. The inbox and outbox are used for scheduling meetings. You can create your events, tasks, or meeting set-ups in that calendar. You can create your own calendars in addition to the default calendar. This way you can categorize your personal and business events, tasks or meetings in various calendars created by you. Also, you are allowed to subscribe the calendars of other users on the domain. Add a Calendar/Folder: 1. On the left pane, hover the mouse over the Calendars & Folders heading and click the down arrow next to it. Select the Add Calendar option from the menu. Note: Folder is a collection of calendars. You can create a folder within which you can add calendars in order to keep your events organized. 2. Choose from the options. Calendar to add new calendar to the list. Folder to add new collection of calendars to the list. 3. Enter the following fields: Name Note: You must provide the Name for the calendar to be added. Company Confidential Page 112 of 150

113 Summary Description Display Calendar Color 4. Click the Add button to add the calendar/ folder to the list. Company Confidential Page 113 of 150

114 Newly added calendar and folder is displayed under the list of calendars in the left pane. Modify Calendar Properties: To modify the properties of a calendar: Company Confidential Page 114 of 150

115 1. On the left pane, hover the mouse over the calendar to be edited and click the down arrow next to it. Select the Manage Calendar option from the menu. 2. Edit calendar entries to be modified. 3. Click the Update button to add the calendar/ folder to the list. Company Confidential Page 115 of 150

116 Delete a Calendar: You can delete the calendar which you are not using any more. Calendar holding events or tasks cannot be deleted. You must delete all the calendar entries from the calendar to be deleted. To delete the calendar: 1. On the left pane, hover the mouse over the calendar to be edited and click the down arrow next to it. Select the Manage Calendar option from the menu. Make sure the calendar to be deleted is empty and not holding any events or tasks in it. 2. Click the Delete button to add the calendar/ folder to the list. 3. Click the Confirm button to delete the calendar from the list. Company Confidential Page 116 of 150

117 Upload a Calendar: You can import events from external calendars by generating an.ics file and uploading it into your calendar. 1. On the left pane, hover the mouse over the calendar to which you wish to upload the events and click the down arrow next to it. Select the Upload Calendar option from the menu. 2. Click the Choose File button to locate the required file on your machine. 3. Choose one of the options to decide if it will affect the free/busy status. Accept the settings in the event (default) Yes: The uploaded events affect your free busy time No: The uploaded events have no effect on the free busy time. Company Confidential Page 117 of 150

118 4. Choose from the options to decide Status of the uploaded event. Accept events status Confirmed Tentative Canceled 5. Click the Upload button to merge the events from chosen file to your calendar or Click the Cancel button to exit the process. Export a Calendar: You can export calendars to icalendar files. To export calendar: Company Confidential Page 118 of 150

119 1. On the left pane, hover the mouse over the calendar to which you wish to upload the events and click the down arrow next to it. Select the Export Calendar option from the menu. 2. Choose from the Event Date Limits options. Today Forward: Export all events starting from today. All Dates: Export all the events in the Calendar. Date Range: Export all the events from the date range (Start Date - End Date) specified by you. 3. Click the Export button to merge all the events from the calendar file or Close to exit the process. Company Confidential Page 119 of 150

120 4. On the next window, decide to Open the selected calendar file using suitable available application on your machine. Save the selected calendar file on your machine. Set Calendar Preferences: You can customize the behavior of your calendar application by setting preferences as needed. To set calendar preferences: 1. On the left pane, hover the mouse over the Calendars & Folders heading and click the down arrow next to it. Company Confidential Page 120 of 150

121 Select the Set Preferences option from the menu. 6.2 Scheduling a Meeting You can schedule an event to meet your colleagues for discussion on certain topic. Meeting requests must have one or more attendees and one originator (usually the current user) who schedules an event. Pre-scheduling an event or meeting, you should decide attendees for the event and verify their Free/Busy status. As per suitable Date/Time and Place for all the attendees, you can Schedule a meeting and send meeting request or invitation These meeting requests are sent in the Inbox folder of the default calendar of all the Attendees. Where, all the attendees process these meeting requests manually or automatically as per preferences. Scheduling responses to external users go to the outbox. They may be immediately processed and at some point removed from the outbox. Schedule a meeting and send invitation: 1. On calendar, click the add button and select Schedule Meeting from the list box. Or Click any date box in your calendar and select Schedule Meeting from the list box. Or Click any box in Free/Busy map. The Schedule Meeting/task page is displayed. Company Confidential Page 121 of 150

122 2. Add New Attendees as the participants for the meeting. i. Type in an id of the attendees in Add Attendees box. The auto complete address book feature suggest the matching ids present in address book. ii. Specify the Role of the attendee from list box whether required participant, optional participant, chair or non-participant. iii. Select the Status from list box whether needs action, accepted, declined, tentative, delegated. iv. Click the Add button to add the user to the attendee list. The Free/busy schedule for all attendees displays available time for all attendees in the list. You can schedule the meeting as per their availability. If you are adding any external user (User from other domain) you need to confirm his/her Free/Busy status. As Free/Busy schedule for external users is not displayed. Company Confidential Page 122 of 150

123 3. Once all the attendees are decided, click the Continue button to provide further details. Company Confidential Page 123 of 150

124 Provide the meeting preferences like Basic, Details, Recurrence information. 5. Select the Scheduling tab to confirm the list of attendees. Edit Attendees if required. Save the meeting schedule. Or Save & send invitations to all the participants. Or Cancel the scheduling to exit the procedure. Company Confidential Page 124 of 150

125 Application stores all the invitations received in the Inbox folder of the calendar application. Attendees process the invitations received in their Inbox folder of Calendar application to decide their status for the event. The updated status of attendees is sent to the Calendar Inbox of organizer and all the other attendees of the event. You or the organizer can resend the invitation to confirm the status of the event scheduled. Once all the attendees confirm their attendance the event gets confirmed to be held on the date time and place mentioned in the event. Company Confidential Page 125 of 150

126 Processing a meeting request: As per user scheduling/meetings preferences, meeting requests are processed automatically. If time is available for the incoming request it will be accepted, otherwise it will be declined. It is also possible to indicate that acceptances will be automatically processed; a meeting will have the attendee status updated automatically when the incoming response is an acceptance. You can process these meeting requests received in your Inbox manually to decide whether you want to accept, decline or make it a tentative plan. Also, you can delegate it or send a request suggesting change in suitable Date/Time for you. Accepting the meeting request 1. Go to the Inbox folder in the Calendar application. 2. Select to open the unprocessed meeting request. 3. Click the Change My Status link to update your meeting request status. 4. Decide the Action to be taken either Company Confidential Page 126 of 150

127 You can Reply As : - Accepted to accept the event and send in your confirmation to the organizer and all the other attendees of the event. - Declined to decline the event and send in your status to the organizer and all the other attendees of the event. - Tentative to keep and send in the status of the event as tentative to the organizer and all the other attendees of the event. You can Delegate it to another user. Company Confidential Page 127 of 150

128 You can Delegate it to another user. You can Counter to send in your reply with comment suggesting new Date/Time/Location. Company Confidential Page 128 of 150

129 Setting alarm from the calendar view: Go to the calendar and choose the Calendar view Click the event/meeting scheduled and select the Set Alarm option. Company Confidential Page 129 of 150

130 Setting the alarm from the list view: Choose the List view Choose the event/meeting scheduled from the list and select the Set Alarm option. Updating the ConnectXf Settings Company Confidential Page 130 of 150

131 Setting the alarm: On clicking on the Set Alarm menu option, a dialog box will pop-up, giving you different time options at which to receive the alarm. Select an appropriate time and click on Save. Company Confidential Page 131 of 150

132 Webmail will send an alert to you and the other calendar subscribers at the selected time. Company Confidential Page 132 of 150

133 7. Updating the ConnectXf Settings Using Webmail, you can customize your mail box account by applying required settings to it. You are allowed to apply settings to your mail box, SMS, and calendar as well. Using settings feature, you can update your password, personal information, signature, and vacation reply. Also, you can decide the appearance of your mail box, manage s received by creating various mail filters, and manage spam s. Company Confidential Page 133 of 150

134 Additionally, you are allowed to upload calendar event, manage calendar preferences, and export calendar. Similarly, you can configure various SMS settings to decide SMS content and enable or disable SMS notifications. 7.1 Update Profile Information Your profile consists of your personal and official details. These details are shared with the users on your domain via the shared address book. The profile details are organized in the following sections: Primary - where you specify primary details such as your first name, last name etc Personal - where you can specify personal details such as the names of your children and spouse, birth-dates etc. Home - in this section you give the address and contact details of your home Business - this section is where all your official information such as Job title, office etc is maintained. To update profile information: 1. On the application bar, click the down arrow next to your id to display the User Panel. 2. On the User Panel, click the Settings option to display the Settings page. Settings page Company Confidential Page 134 of 150

135 Update Primary Details: Primary details hold your basic information like First Name, Last Name, Display Name, Id, and Description of the account. To update primary details: 1. On the left pane from the Settings menu, click Profile > Primary Details. 2. Update First Name, Last Name, description for the account if required. 3. Provide an Alternate ID for the account. This id is used while recovering your forgotten password. You will receive a verification code required in the process of resetting the password in this account. 4. Click the Save button to update the details. Update Primary Details Page Update Personal Details: Personal details hold information like Birth date, Anniversary, Gender, Spouse and Children details. To update personal details: 1. On the left pane from the Settings menu, click Profile > Personal Details. 2. Update your Birth-date, Gender, Spouse Name, Children Names, and Anniversarydate. Company Confidential Page 135 of 150

136 Note: Click the link to know the details on How to add multiple values to any field 3. Click the Save button to update the details. Update Personal Details Update Home Details: Home details hold information like Home address, phone, mobile, fax, pager, and website. 1. On the left pane from the Settings menu, click Profile > Home Details. 2. Update your Home Phone, Home Mobile, Home Fax, Home Address, Home City, Home State, Home Pin, Home Pager, and Home Webpage. Note: Click the link to know the details on How to add multiple values to any field 3. Click the Save button to update the details. Company Confidential Page 136 of 150

137 Update Home Details page Update Business Details: Business details hold information like job title, Company address, phone, mobile, fax, pager, and website. 1. On the left pane from the Settings menu, click Profile > Home Details. 2. Update your Job Title, Employee Number, Join Date, Office, Department, Company, Company Address, Company City, Company Pin, Company State, and Company Phone. 3. Click the Save button to update the details. Update Business Details page Company Confidential Page 137 of 150

138 7.2 Update Account Information Update your account details like password, preferences, or signature text. To update account information: 1. On the application bar, click the down arrow next to your id to display the User Panel. 2. On the User Panel box, click the Settings option to display the Settings page. Settings page Update Password: For better security, it is advised to change your password periodically. 1. On the left pane from the Settings menu, click Account > Update Password. 2. Enter Old Password. 3. Enter New Password. Note: Password should be minimum of 8 and maximum of 30 characters long. Password should contain at least 1 character, 1 digit, and 1 symbol and so on. 4. Enter the new password in the Re-type Password box. 5. Click the Save button to update the password. If the password is successfully updated, you will be automatically logged out and will have to login using the new password. Company Confidential Page 138 of 150

139 Update Password Update Account Preferences: Customize Webmail as per your needs. For example, you can decide on the number of messages to be displayed in the folders, whether to automatically move deleted mails to the Trash folder etc. 1. On the left pane, from the Settings menu click Account > Account Preferences. 2. Update the preferences as required: Choose to decide Number of messages to be displayed per page. You can set to display minimum 5 and maximum up to 50 messages per page. Turning on the Save Sent Messages option keeps the copy of each sent mail to the Sent Items folder. Turning on the Save Deleted Messages option keeps the copy of each deleted mail to the Trash folder. Turning on the Quote Original Message in Reply/Forward option inserts the text from original mail in your reply/forward which helps you to refer the original mail. Turning on the Open Message in New Window option opens your message in new window. Time Interval In Seconds Between Successive Saves is used to define the time interval between successive auto saves. Auto save option is used to automatically save mails being composed to the Drafts folder. 3. Save the changes. Company Confidential Page 139 of 150

140 Update Account Preferences Update Signature: A signature is the text that you can add to the end of an outgoing message. The signature may comprise of your name, your job title or even your favorite saying. You can create a default signature or modify the existing signature. 1. On the left pane, click the Account > Signature to open Update Signature page on the screen. 2. Enter the signature text. For Example: Thanks and Regards, You can also add your name, mobile and other details. Tip: * You can apply formatting to the text entered using formatting toolbar provided. * You can insert an image to your signature. For that, you need to open the image in picture editor then copy and paste the image in signature box. 3. Click to turn on the Insert Signature in New Mails option to ensure that all new mail composed in Webmail go with the signature. 4. Click to turn on the Insert Signature in Forwards and Replies option to ensure that mails which are replied to or forwarded go with the signature. Company Confidential Page 140 of 150

141 5. Click the Save button. 7.3 Update Mail Management Settings Using the mail management features, you can set automatic mail forwarding and filtering. The vacation reply page allows you to set autoresponses. To access the mail management settings pages: 1. On the application bar, click the down arrow next to your id to display User Panel. 2. On the User Panel box, click the Settings option to display the Settings page. Settings page Company Confidential Page 141 of 150

142 Mail Filters: Manage mail in your inbox, by creating your own filters to programmatically delete, move / copy to a specific folder and reroute incoming messages. On the left pane, click the Mail Management > Mail filters link. The Mail Filters page displays on the screen with a list of filters created by you. Manage Filters Page Adding a new filter Click the Add Filter link which displays the Edit mail filter page. 1. Enter Filter Name. 2. Define the rule From the Fields list box, select the required field on which you want to define the rule. From the Condition list box, choose the appropriate condition. Enter the specific text as Data for comparison. Click to select or deselect the Case Sensitive check box for more specific result. Click to select or deselect the Invert Rule check box to negate the rule. Company Confidential Page 142 of 150

143 Note: Repeat the steps mentioned above to create another rule. All these rules are combined together for filtering the mail. 3. Click the Attachment Present check box to decide whether the filter should be applied to the mail with attachment. 4. Decide the action to be taken from the Action and Action paramlist box. 5. Click the Save button to create the named filter which you can view in the list of filters on the Mail Filters page. Add Filter 6. On the Mail Filters page, click the Toggle Filter to enable the filter Note: The filter will be applied to all the new messages receiving to the mailbox. It will not affect the messages already present in the mailbox. For Example: Following steps explain to create and apply the filter. This filter applies to all the messages with high priority. If the high priority message is received in the mailbox is forwarded as an SMS. Steps to add a filter named Forward as SMS if high priority : Company Confidential Page 143 of 150

144 1. Enter Forward as SMS if high priority in the Filter Name box. 2. Select Priority from the Fields list box. 3. Select IsHigh from the Condition list Box. 4. Select ForwardasSMSto from the Action list box. 5. Click the Save button. Forward as SMS if high priority filter is added to the list of filters. 6. Click the Toggle Filter to turn On and apply to new messages receiving in the mailbox. Editing a filter 1. Click the Edit link in the row of the filter to be modified. The Edit mail filter page displays on the screen. Figure:Edit Filter 2. Make all the required changes to the filter. 3. Click the Save button to update the filter. Enable a filter 1. Turn on the Toggle Filter option present in the row of the filter to be enabled. 2. Click the Save button. This means the filter is enabled and messages receiving in the inbox will be filtered as per the rules defined in the filter. Company Confidential Page 144 of 150

145 Disable a filter 1. Turn off the Toggle Filter option present in the row of the filter to be disabled. 2. Click the Save button. This means, though the filter is present in the list of filters, is disabled and messages receiving in the inbox will not be filtered as per the rules defined in the filter. Figure:Enable/Disable Filter Delete a filter 1. Click the Delete link in the row of the filter to be deleted. A confirmation message displays. After confirmation, the selected filter is deleted and related message displays in summary bar. Note: If you plan to delete a filter, its a good idea to disable it first and then delete later. Using this method you get a option to revert your decision. Configure Vacation Reply Settings: Configure an automated reply to the messages when you are away for a vacation and unable to respond. 1. On the settings menu, click Mail management > Vacation Reply link. The Vacation reply page displays on the screen. Company Confidential Page 145 of 150

146 Update Vacation Reply 2. Click to select the check box, to choose reply message automatically. 3. Enter the text in the Subject box. The entered text displays in the Subject box of your vacation reply mail. 4. Enter the text in the Message box. The entered text displays as a message of your vacation reply mail. 5. Enter Time interval in hours during which responses to a sender are counted. 6. Specify Maximum number of messages to be replied to a sender in the above time interval. 7. Click the Save button. The vacation reply message is generated as per the settings Quota Management For better performance, Webmail controls the mailbox size (that is quota for the mailbox) used on the server. Your system administrator defines quota policies for all users on the server. Under these policies you are allowed to use certain amount of mailbox space on the server. Company Confidential Page 146 of 150

147 Webmail displays the quota size used by the of the mailboxes on the server. This value is calculated after each 6 hours of the day. Or, the time decided by the system administrator. As per policies defined, if the mailbox space used on the server crosses the threshold, You will receive alerts in your mailbox. Quota Crossing Threshold Alert You will receive quota full alert in the user panel. Quota Full Alert Either, you will be blocked for Sending mail messages from your mailbox. Company Confidential Page 147 of 150

148 Block sending message OR You will be blocked receiving mail messages to your mailbox. All the mail messages will be bounced and sender will receive Failure Notice. Updating Quota: In case, the quota allocated for your mailbox is full, and you are blocked for sending/receiving messages, you can create space on the server by deleting unwanted mail messages from your mailbox. After that, you can update the quota size on the server immediately to unblock the sending/receiving messages. For example, You are allocated 30MB of quota size on the server. Your mailbox size becomes 33MB which crosses the limit of 30MB. As per policy configured, you receive an alert in the user panel and get blocked for sending an because of your quota size is full. As a solution, you can 1. Create space in your mailbox by deleting unwanted heavy sized mail from your mailbox to reduce the quota size to 20MB 2. Update this quota size on the server Company Confidential Page 148 of 150

149 After updating the latest quota size i.e. 20MB on the server, Webmail allows you to send from your account. To create space in mailbox You can delete messages from personal as well as system folders other than Trash to create some mailbox space on the server. As the size of the Trash folder is not counted while calculating quota size used by the mailbox. You can sort messages on size of the mail received to find out heavy sized mail and delete unwanted one. To calculate and update quota size of the mailbox 1. Go to Settings 2. Click the Update Quota button. Company Confidential Page 149 of 150

150 Update Quota Settings Webmail calculates the size of your mailbox and updates it in the database. You can refresh the inbox page to view the quota size used by your mailbox. Company Confidential Page 150 of 150