MyFAU ADVANCED

Transcription

1 MyFAU ADVANCED Prepared by: Information Resource Management Last revised: March 25, 2004

2 In this course you will learn about Functions Creating Mail Accounts 4 Editing Mail Accounts 7 Auto Forward and Auto Reply 8 Blocking Mail 10 Display Settings 11 Message Preferences 13 Searching for Messages 14 The Address Book Accessing the Address Book 17 Creating Contacts 18 Editing Contacts 20 Grouping Contacts 21 Editing Group Information 22 Address Book Preferences 22 Importing and Exporting 23 Searching for Addresses 25 Filters and Folders Creating a Message Filter 28 Editing Filters 30 Prioritizing Filters 31 Moving Your Messages 32 2

3 FUNCTIONS 3

4 CREATING MAIL ACCOUNTS Within the MyFAU Center you have the ability to retrieve mail messages from other accounts such as the account provided by the Internet Service Provider (ISP) you use at home. Any additional accounts you set up will appear as mailboxes in the Center window. Each additional account will contain an Inbox subfolder by default and you can create any additional folders you might need. Your ISP must, however, support either IMAP or POP mail delivery. After logging into MyFAU, click on the application icon in the upper right corner. The Center will open in a separate window. Click on the Options tab in the upper left corner. Figure 1 Click on Retrieve Other in the column of options on the right side of the window. A list of all your accounts will display in the window. For most individuals there will only be one account shown. Figure 2 4

5 Figure 3 Scroll to the bottom of the page where you will see the heading Add Other Account. Enter the account name, or address, in the text box provided. Select the appropriate account type by clicking on the radio button to the left of either IMAP or POP. Click on the Add button. The form for adding all the relevant account information will display in the current window. The same information is required for either POP or IMAP accounts. The example in figure 4 shows the Add POP Account form. YOU MUST CONTACT YOUR INTERNET SERVICE PROVIDER (ISP) FOR THE ACCOUNT TYPE AND THE NAME OF THEIR EXTERNAL MAIL SERVER. MOST WILL PROVIDE THIS INFORMATION ON THEIR WEB SITES. 5

6 Figure 4 Enter the External Mail Server name in the text box beneath the account name. Enter the account name again in the text box labeled Address. Enter the User ID you use to connect to your ISP. This should be the same as your address. Enter your password in the text boxes labeled Password and Confirm Password. Click on Yes or No next to Leave Mail on Server. If you want the ability to read e- mail within MyFAU and your POP account, select Yes. LEAVING MAIL ON THE SERVER IS AN OPTION ONLY FOR POP ACCOUNTS. BY LEAVING YOUR MESSAGES ON THE SERVER YOU WILL BE ABLE TO ACCESS THEM FROM MyFAU AND YOUR ISP. Click OK in the lower right corner. You will be returned to the Retrieve Other E- mail window where you will see the account information you just added. Click on OK in the lower right corner to return to Options. If you have changed your mind about retrieving this account s through MyFAU, you can select the delete button above and to the right of the account information. 6

7 Figure 5 EDITING MAIL ACCOUNTS Click on the Options tab in the upper left corner of the application. Select the option link. Under the Accounts section (See figure 5.) you will see information about each of your existing accounts. Click on any text box where changes are required and enter your changes. If you want to delete the account information altogether, click on the Delete button above and to the right of the appropriate account information. 7

8 To save your changes, click the OK in the lower right corner. You will return to the Options window. To exit without saving your changes, click on Done. AUTO FORWARD AND AUTO REPLY Within the Options, Auto forward gives you the ability to automatically forward your messages to another account if, for example, you will be unable to access MyFAU for a prolonged period of time. Auto reply can respond automatically to messages sent to your MyFAU account when you are out of the office. The automated message can be used to inform individuals that you will not be able to respond personally to their messages until you return. AUTO FORWARD Click on the Options tab in the upper left corner of the application. Select the option link in the column on the right. Figure 6 Enter the address where you want your messages sent in the text box provided. Be sure to include the complete address. CORRECT: INCORRECT: janedoe@prodigy.net janedoe Click OK to enable auto forwarding. Click on Cancel if you have decided not to forward your mail. 8

9 To Cancel Auto Forward Click on the Options tab in the upper left corner of the application. Select the option link. Delete the address shown in the text box labeled. Click OK. AUTO REPLY Click on the Options tab in the upper left corner of the application. Select the option link from the column on the right. Figure 7 Select the date and time that you want to begin sending the automatic reply from the drop down menus provided to the right of Start on. Select the date and time that you want to stop sending the automatic reply to the right of End on. Click on the check box next to. Enter the text of the auto reply message in the text box provided. Click on the Attach Signature button, in the lower left corner, if you want a signature file appended to the automated reply message. Click OK to save your changes. Click Cancel if you have changed your mind. 9

10 YOUR CURRENT SIGNATURE FILE WILL BE APPENDED TO THE AUTOMATIC MESSAGE REPLY. IF YOU CHANGE YOUR SIGNATURE FILE AND LATER USE THE AUTOMATIC REPLY FEATURE YOU MUST REATTACH THE SIGNATURE FILE. BLOCKING MAIL MyFAU provides you with the ability to avoid receiving unsolicited mail messages by blocking the delivery of messages from previously identified addresses. When you receive an unwanted mail message you can immediately add it to your list of blocked addresses or you can add and delete blocked addresses by using the Block Addresses link within the message header. To add an address to your list of blocked addresses directly from the window you use to view or read your messages click on the Block Address link next to the sender s address as shown in figure 8. Figure 8 After you click on this link you will receive a message confirming that this address has been added to your list of blocked addresses. Click OK to continue. 10

11 If you want to remove an address from your list of blocked addresses or add one or more addresses to this list you must use the option link. Click on the Options tab in the upper left corner of the application. Select the option link from the left column. Enter the complete address you want to block in the text box on the left side of the window. Figure 9 Click on the Block Address button immediately below the text box. The address you have just entered will now appear in the right panel under Blocked Addresses. Click OK to save your changes or Cancel to exit without saving any changes. To remove addresses from the blocked addresses list, click on the address you want to remove under Blocked Addresses on the right. Click on the Remove button immediately below. Click OK to exit and save your changes. DISPLAY SETTINGS MyFAU Center options also allow you to specify how deleted messages are handled, how many messages to display per page and how much of the message header information is 11

12 displayed when you read your messages. To modify these attributes you will use the Display Settings option. Click on the Options tab in the upper left corner of the application. Select the option link from the options on the left side of the window. Under you can chose to Send to the Deleted folder where you can verify that you want to delete them before deleting them permanently from the system or you can choose to skip this intermediate step and delete them permanently with one click of the mouse by selecting Delete from system. Click on the radio button to the left of the preferred option. Figure 10 Under you can choose the number of messages to display from 20, 50 or 100. Keep in mind that the greater the number of messages you display at one time the more you will have to use scrolling to see all your messages. Click on the radio button to the left of your choice. The setting controls how much of the routing information you see when reading your messages. Choosing All will display all the routing information associated with each message. As the route any given takes to arrive in your account can be quite lengthy, most of the time you will want to select Brief. The All option is primarily useful for trouble-shooting problems with . Click OK to save you changes and exit back to the Options window. Click Cancel to exit without making changes. 12

13 MESSAGE PREFERENCES Message Preferences control how your messages are sent in the following ways. OPTION DESCRIPTION Selecting this preference will cause you to be sent a message confirming that the message recipient has read your message. Selecting this preference will send a copy of all messages you send to your Sent folder. Selecting Confirm will generate a message confirming that your message was successfully sent out. Click on the Options tab in the upper left corner of the application. Select the option link from the options on the left side of the window. Click on the radio buttons to the left of your choices. Click OK to exit and save your changes. Click on Cancel to exit without making changes. Figure 11 13

14 SEARCHING FOR MESSAGES The Center provides you with a comprehensive search function for finding specific messages. You can specify individual folders, groups of folders or all folders to search. The search function will search the sender, subject, recipient and/or body of your messages. Click on the tab in the upper left corner of the application. Click on the icon below the navigation tabs at the top of the window. The Search for Messages screen will open to the right of your accounts and folders. Figure 12 Click on the down arrow to the right of the search folder box. Refer to figure 12. Select the individual folder(s) you want to search or All to search every folder. Click on the down arrow to the right of the search field box. Select which field within your messages you want to search. You can choose among sender, subject, recipient or body. Click on the down arrow to the right of the search type box. Select either contains or does not contain. Enter the character string you will use in your search. If you want to add additional search criteria click on. Another instance of the search field and search type boxes will display. Also included will be a search operator box. Refer to figure 13. Click on the down arrow to the right of the search operator box. 14

15 If you want your search to find all messages including both search strings simultaneously, select and the. If you want to find all messages with either search string, select or the. Select the additional search field and search type. Enter the additional character string you will be using in your search. Figure 13 If you want to add additional search criteria, select again. If you want to remove the last row of additional search criteria, select. If you want to remove all of the search criteria and use different criteria, select. Click on, to execute your search. Click on the Search Results folder in the left frame of the window to view the results. Figure 14 15

16 THE ADDRESS BOOK 16

17 ACCESSING THE ADDRESS BOOK The Address Book is a tool to manage your frequent online contacts. To access the Address Book, click on the Address Book tab within the MyFAU Center. Figure 15 The contents of your address book will display in the current window. Included in the display are the name, primary address, display name and home phone for each contact. Figure 16 At the top of the window below the navigation tabs and icons is the Address Book s tool bar. Tool bar functions allow you to organize your contacts into groups, edit contact group information, send mail to a group, create new contacts and import or export your contacts to and from the address book in MyFAU and other applications. 17

18 Allows you to organize your address book by creating groups of contacts. Allows you to edit contact groups. Allows you to send mail messages to all members of a selected group. Allows you to add contacts to your address book. Allows you to import or export contact information to or from other applications. Beneath the tool bar are your viewing options. (Refer to figure 17.) You can view your contacts alphabetically by clicking on a letter of the alphabet or you can choose to view your contacts by group. By selecting a specific group of contacts you filter out all other contact information from the display. All of your contacts will display by default. CREATING CONTACTS Method 1 Click on the Address Book tab in the upper left corner of the application. Click on the New Contact button in the tool bar. The form for new contact information will display in the current window. Click within the text box labeled First Name and enter the first name of your new contact. To move from one field to the next you can click within the text box or use the tab key. Continue entering contact information until you have entered all necessary data. Click OK at the top or bottom right of the form to add the contact. Click Cancel at the top or bottom right, if you have changed your mind. THE ADDRESS BOOK WILL ALLOW YOU TO ADD A CONTACT WITH INCOMPLETE INFORMATION INCLUDING THE CONTACT S ADDRESS. IF THE ADDRESS IS BLANK YOU WILL RECEIVE AN ERROR MESSAGE WHEN COMPOSING A MESSAGE FOR THIS INDIVIDUAL. YOU WILL, HOWEVER, BE ABLE TO CONTINUE COMPOSING YOUR MESSAGE WHERE YOU WILL HAVE TO SUPPLY THE ADDRESS. 18

19 Figure 17 Method 2 While reading an message, click on the sender s address in the From field of the message window as shown in figure 18. The Add Contact window will open automatically with the sender s display name and address already entered. Add any additional information you have for this contact. Click OK to add this contact to your address book. 19

20 Click Cancel if you have changed your mind. Figure 18 EDITING CONTACTS Click on the Address Book tab in the upper left corner of the application. Click on the display name for the contact you want to edit. The Edit Contact form will open in the active window. The fields in this form are the same as those you found in the Add Contact form except some or all of the information about this contact is already there. Edit the fields as necessary. Click OK to save your changes or Cancel if you want to exit the edit function without saving any changes. Click altogether. in the upper left corner of the form to delete this contact You can also delete a contact from your list of contacts by doing the following. Click on the Address Book tab in the upper left corner of the application. Click on the checkbox next to the contact you want to delete or click on the checkbox next to Select All Contacts if you want to delete all your contacts. Click on in the top left corner below the navigation tabs. Figure 19 20

21 GROUPING CONTACTS The Center allows you to organize your Address Book contacts into logical groups. A contact group enables you to quickly all individuals interested in the same information. You can also add and delete contact groups to meet your changing needs without deleting the contacts within the group. For example, you may want to create a group of individuals serving on the same committee. To quickly notify committee members of meeting times select the group name from the Address Book View menu and click on the Group button. When the committee has completed its tasks and is disbanded you can delete the group. To create a group, complete the following steps. Click on the Address Book tab in the upper left corner of the application. Click on in the Address Book toolbar. The Add/Edit Groups screen will open in the active window. Enter the Group Name in the text box provided. Select contacts for the group from the list of All Contacts. You can select more than one contact at a time by holding down the Shift or Control keys. Figure 20 Click the right arrow to add the selected contacts to the group. Click on OK at top or bottom right, to save your changes and return to the Address Book. Click on Cancel to exit without creating a group. 21

22 To delete a contact group, do the following. Click on the Address Book tab in the upper left corner of the application. Click the down arrow to the right of the text box next to View, to display all of your group names. Select the group you want to delete. Click on active window. in the toolbar. The Add/Edit Groups form will display in the Click on above and to the left of the group name. Click on Cancel if you have changed your mind. EDITING GROUP INFORMATION Click on the Address Book tab in the upper left corner of the application. Click the down arrow to the right of the text box next to View to display all of your group names. Select the group you want to edit. Click on. The Add/Edit Groups screen will appear in the active window. To change the name of the group you have selected, enter your changes in the text box labeled Group Name. To remove members of the group, select the member or members you want to remove from the list of member names under New Group Contents. Click the left arrow to remove these members from this group. To add additional members to this group, select the member or members you want to add from the text box labeled All Contacts. Click the right arrow to add these members to this group. Click on OK to return to the Address Book or Cancel if you have changed your mind. YOU CANNOT EDIT INFORMATION FOR THE ALL CONTACTS GROUP. ADDRESS BOOK PREFERENCES Click on the Options tab in the upper left corner of the application. Select from the left column of options. Select the number of contacts you want to display per page from 20, 50 or

23 Figure 21 If you do not want your address accessible to other MyFAU users in global address searches click on the check box next to. Click OK in the lower right corner to save you changes or Cancel if you have changed you mind. IMPORTING AND EXPORTING The import/export function gives you the ability to import address books from other applications and export the MyFAU Address Book to other applications. Both Eudora and Outlook are supported. Click on the Address Book tab in the upper left corner of the application. Click on in the tool bar, far right. The Import/Export Contacts screen will open in the active window. The top panel contains the import function and the bottom panel contains the export function. 23

24 Figure 22 Importing Click on the down arrow next to the text box under item 2 in the top panel of the window. Select the application from which you are importing contacts. The choices are Microsoft Outlook, Netscape Messenger, GroupWise 5 or Eudora. Enter the contacts file name in the text box under item 3. You can browse for the file name by clicking the browse button to the right of the text box. Click on. To return to the Address Book at any time click on. IF THE APPLICATION YOU ARE IMPORTING CONTACTS FROM HAS CONTACT INFORMATION THAT IS NOT KEPT IN THE MYFAU ADDRESS BOOK THAT INFORMATION WILL NOT BE IMPORTED. Exporting Click on the down arrow next to the text box under item 1 in the bottom panel of the window. Select the application to which you are exporting your MyFAU contacts from among Microsoft Outlook, Netscape Messenger, GroupWise 5 or Eudora. Click on. 24

25 To return to the Address Book at any time click on. FOR DETAILED INSTRUCTIONS ON IMPORTING OR EXPORTING CONTACT INFORMATION FROM OR TO EACH OF THE APPLICATIONS LISTED ABOVE, CLICK ON THE HELP LINKS TO THE LEFT SIDE OF BOTH THE IMPORT AND EXPORT FUNCTIONS. SEARCHING FOR ADDRESSES When composing messages MyFAU gives you the ability to search for an individual s address if you do not already know it. You can use the address search utility to populate the To, Cc and Bcc fields of your message. From any tab within the Center click on in the upper left corner. Another window will open for composing your message. Click on to the right of the To field. The Address Message screen will open in the Compose window. Click on the down arrow to the right of the Address Source box. Select your personal address book or the MyFAU address book that contains all e- mail accounts within MyFAU. Click the down arrow to the right of Search for. Select either: First Name, Last Name, Address or Group Name. GROUP NAME MAY ONLY BE USED IF YOU ARE SEARCHING YOUR PERSONAL ADDRESS BOOK. Enter the character string you want to search for in the text box labeled that includes. You can use the * as a wild card in your search string. For example, to search for all addresses that begin with the characters CRI, use CRI* as your search string. Click on. The results of your search will display in the active window. 25

26 Figure 23 Select a range of addresses to view by clicking on the down arrow on the left immediately above your search results or select a specific page to view by entering the page number in the text box to the right, labeled page. Click on the To, Cc or Bcc link to the left of each address to include that address in the To, Cc or Bcc fields respectively. Your choices will appear in the boxes labeled To, Cc and Bcc on the right side of the window. Click OK to return to composing your message or Cancel if you have changed your mind. 26

27 FILTERS AND FOLDERS 27

28 CREATING A MESSAGE FILTER A message filter routes incoming messages to a particular folder that you specify. Before you create a filter you must make sure the folder where you want filtered messages to go already exists and you must have answers to these questions. What character string or strings will be used to sort incoming messages? What field is this character string typically associated with, the From, To/CC or Subject field? Will filtered messages be selected because the From, To/Cc or Subject field begins with, contains, does not contain or ends with this character string? Once a filter is created it will continue to sort incoming mail in this way until you change or delete it. Click on the Options tab in the upper left corner of the application. Select the Filters link from the options on the right side of the window. All previously created filters will be displayed in the Filters window. Click on window.. The Create/Edit Filter screen will open in the active Figure 24 Click on the down arrow to the right of From header, To/CC header, Subject header or any combination of these fields as appropriate. Select either begins with, contains, does not contain, or ends with from the drop down menus provided for each field. Enter the sorting character or characters in the text box on the far right. 28

29 If you want your search to be case sensitive, click on the checkbox to the left of match case. Click on. Figure 25 Click on the folder where you want the filtered messages sent. Click OK in the lower right corner. You will return to the Create/Edit screen (figure 25). Click OK to return to the Filters screen. Click to begin using the filter you have just created. In the example in figure 26 you see two message filters. The first sends mail with cdt.org in the From field to a folder labeled Policy. The second sends mail with IRM in the To field to a folder labeled IRM. Both filters are enabled or active. 29

30 Figure 26 EDITING FILTERS Editing filters can involve changing an existing filter, adding conditions to a filter, deleting a filter or disabling a filter so that it can be reused later. To change an existing filter Click on the Options tab in the upper left corner of the application. Select the Filters link from the options on the right side of the window. Click on the Edit link above and to the right of the filter you want to edit. The Create/Edit Filter screen will open in the active window as shown in figure 24. Figure 27 Make any appropriate changes in the From, To/Cc and/or Subject headers. To change the folder where this filter will send messages click on. Select a different folder. Click on OK. You will return to the Create/Edit Filter window. Click OK to return to the Filters window. 30

31 Click below and to the left of your list of filters. Click OK to return to the Options window. To disable a filter Click on the Options tab in the upper left corner of the application. Select the Filters link from the options on the right side of the window. To disable any filter click on the checkbox next to Enabled to the right of that filter. The checkmark there will disappear. Click below and to the left of your list of filters. Click OK to return to the Options window. To delete a filter Click on the Options tab in the upper left corner of the application. Select the Filters link from the options on the right side of the window. To delete a filter altogether, click on the Delete link to the right of the Edit link for that filter. Click OK to confirm the deletion or Cancel if you have changed your mind. Click on OK in the lower right corner of the Filters screen to return to the Options window. PRIORITIZING FILTERS If you have defined more than one filter, their order will determine how messages are routed. Using the filter examples shown in figure 26, all messages with cdt.org in the From field will be routed to the Policy folder before messages will be evaluated for irm in the To/Cc field. This means that if an message has cdt.org in the From field and irm in the To or Cc fields, it will be put in the Policy folder not the IRM folder. As a result, you must decide which filter is more important than the others and make that filter, Filter 1. Again using the example in figure 26, if it is more important that messages containing irm in the To/Cc field be placed in the IRM folder regardless of what the From field contains then that filter must be Filter 1. To change filter order execute the following procedure. Click on the Options tab in the upper left corner of the application. Select the Filters link from the options on the right side of the window. Click on the appropriate arrow to the right of the Edit/Delete links associated with each filter on the right side of the window, to move the filter up or down in priority. (See figure 27.) The first filter can only move downward in priority and the last filter can only move upward. All other filters will have both an up and down arrow. Click on to apply the new filter order. Click OK to return to the Options window. 31

32 MOVING YOUR MESSAGES Unless otherwise specified by a message filter, all new messages will go to your Inbox. However, once a message has been received you can move it to another folder. The folder must exist before you move messages into it. Click on the tab in the upper left corner of the application. Select the folder that contains the message(s) you want to move from your list of folders on the left side of the window. Click on the checkbox next to the message(s) you want to move to select the message. Figure 28 Click on in the row of icons at the top of the window beneath the navigation tabs. Select the folder where you want to move the message(s), in the Move Messages window. Click OK on the right side of the window, top or bottom. When you return to the message view the message(s) you selected will no longer be in the original folder. Click Cancel to exit without moving any messages. 32

33 Figure 29 33