Welcome to NETVIGATOR

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1 About NETVIGATOR Welcome to NETVIGATOR NETVIGATOR service is a full-featured messaging and collaboration application offering reliable, high-performance , contact lists, calendaring, tasks, and web document authoring capabilities. You can access the following features from NETVIGATOR mailbox. Compose and send mail Read and reply to mail Track mail exchanges using the Conversation feature or optionally switch to a traditional message view Include attachments with your mail Forward mail to one or more recipients Search mails and attachments by particular characteristics or specified text Create your own folders to organize mail Create tags with which to organize your mail Set up different account identities and addresses to manage different roles in your job or personal life Configure your account to receive from your POP3 or IMAP accounts directly into your NETVIGATOR mailbox Delegate permission to view or manage your mail folders Contact List Create and manage multiple contact lists Import and export contact lists Share personal contact lists Calendar Tasks Create and manage multiple calendars Create appointments, meetings, and events Delegate permission to view or manage your calendars See attendee's free/busy schedules, show your free/busy schedule Import and export other calendar programs Create multiple tasks Create to-do tasks Add attachments to your tasks Manage a task, set the priority and track the progress Delegate permissions to view or manager your tasks 1

2 About NETVIGATOR Documents Create multiple notebooks to organize your Web documents Design pages using an HTML editor, create tables and spreadsheets, add graphics, and create links to Web pages Delegate permissions to groups and individuals within your organization to create and edit your Documents notebooks Delegate permission to the public to view your Documents notebooks Briefcase Upload any type of file to your briefcase so that you can access the file whenever you log on to NETVIGATOR service Create folders to organize files that you upload Delegate permissions to view or manage your Briefcase folders Preferences Manage how your mailbox features work for Mail, Contact List and Calendar Manage your Share settings Import and Export items including mail folders, contact lists, calendars and more Manage your mobile devices from your account 2

3 Logging in and out Logging in and logging out You must log in and be authenticated in order to use the NETVIGATOR mailbox. To log in 1. Open a browser window and enter 2. On the login page, enter your Login ID and password. 3. Click LOGIN. To log out: To prevent others from logging in to your account, you should always use the Log Out link to logout from NETVIGATOR mailbox. 3

4 Changing your password Changing your password The first time login password by default is the first six digits of your HKID card. For example: If your HKID is A123456, your default login password will be a You may change to a desired password. Please follow the steps below to change your password: 1. Go to 2. On the left menu, click Change Password under My Profile. 3. On the right panel, enter your Login ID and Password, then click Login. 4. Enter your current password, your new password, and retype your new password to confirm. 5. Click Submit. Your password has been changed. 4

5 If you forget your password Forget your password? If you forget your password, you can contact us by sending or calling our hotline to reset it. Hotline : 1000 Service Hours : General Enquiry ( ) Technical Support ( ) 5

6 If your session expires If your session expires The NETVIGATOR is configured with a session time-out that automatically logs you out if your session is inactive for a configured period of time. Therefore, you may periodically see the log in screen, even if you are already logged in. If that happens, simply log in again and continue working. 6

7 Navigating NETVIGATOR Mailbox Navigating NETVIGATOR Mailbox When you log into the NETVIGATOR mailbox, you see a full screen view similar to the one shown below. The NETVIGATOR page includes the following areas: 1. Search Bar. The Search, Advanced Search function are displayed in this area. The right area shows your Login ID, English/Chinese selection, Help and Log Out. 2. Tabs. The available functions, including Mail, Contact List, Calendar, Tasks, Documents, Briefcase, Preferences, are listed in the tabs. 3. Toolbar. Shows actions for the function you are currently using. In this example, the Mail toolbar is displayed. 4. Overview Pane. You can view your mailbox usage. Displays your Folders, including the system folders Inbox, Sent, Drafts, Junk, and Trash, as well as any custom folders you may have created, Searches you may have saved, and Tags you created, Application links that may have been created to integrate with third-party applications from within your mailbox. When you are in Calendar, the Overview pane displays your calendar list and Applications. 5. A mini-calendar is displayed below the Overview pane. Displaying the mini-calendar is optional and can be enabled in Preferences, Calendar tab. 6. Content Pane. The content of this area changes depending on which function is in use. In the Inbox view, it displays all messages or conversations in your Inbox. You can change your view to a three-pane view that shows the Reading Pane on the right or you can turn off the Reading Pane completely from View on the Mail toolbar. 7

8 Setting your general preferences Setting your general preferences The General tab on left menu includes the following settings that you can change. Theme is the background color for your mailbox interface. In the General tab, Themes displays a list of different background color you can select. Default Timezone determines the date and time for messages that you send or receive and the time to display for Calendar appointments. This can be different from your computer time zone configuration. If the time zone displayed on this tab is not correct, change it here. In Search Settings, you can choose to automatically include the Junk and Trash folders in any search you perform. By default these folders are not searched. In Search Language, you may check to Show advanced search language in search toolbar at the top of the window. 8

9 Customize your view Customize your views You can customize your account view by changing the background color displayed when you log on to your account, and organizing the Content pane in your mailbox view, calendar view, and task view to display information in the order you would like. Changing background color You may have the option to change the background color of your mailbox from the Preferences, General Tab. In the Login Options section, the Theme field lists the themes you can select. Changing Mail view By default your mailbox opens in the Inbox view. You can customize this view in any of the following ways: Change the folder that is viewed when you first log on. The default is the Inbox view, which shows all mail in your Inbox. You can select any mail folder to be the initial view when you log on, your may want to select a specific search criteria, such as unread messages. In this case, only your unread messages would be displayed when you log on. See Customizing your initial page. Choose whether to have the Reading Pane on or off and whether you want the Reading Pane displayed at the bottom or on the right. These changes are made from the View link under the Mail toolbar. If your Reading Pane is off or at the bottom, you can select columns to display in the Content pane message list. You may not want to see all the possible details about a message on the Content pane. Right-click on the column header to display a menu of the column headings. To remove a column from your Content pane view, click on the column name. This is a toggle, so to add the column back, right click on the heading name again. Changing Calendar view You can change which view is displayed when Calendar is opened, Day, Work Week, 7-Day Week, Month, Schedule, or List view and you can select which day of the week you want your calendar week to start with. See Calendar_Views. Changing Tasks view You can select the columns to display in the Content pane when you view your Tasks. Right-click on the Tasks column header to display a menu of the column headings. To remove a column from the Content pane view, click on the column. This is a toggle, so to add the column back, click on the heading name again. 9

10 User interface features User interface features The NETVIGATOR interface includes many convenient features. Down-arrow menus. Some command buttons have a small down-arrow icon next to them. Clicking on the button performs one action, and clicking on the down-arrow icon displays additional menu choices. Drag and drop. Click on and drag messages or conversations between folders. Right-click menus. Right-click on items such as folders, conversations, messages, the "From" column in messages or conversations, or items in mail headers to display a menu of functions that you can perform on that item. Movable sash. For split-pane windows such as the Conversation view, you can use the sash to increase or decrease the relative sizes of the upper and lower panes. Click and drag on the bar separating the panes. Clickable items. Following standard browser conventions, the mouse cursor changes to a "hand" when it passes over an active link. Tool-tips. Passing your mouse cursor over items, such as command buttons, conversations, or mail addresses in message headers, displays a small text box of descriptive information about the item. 10

11 Right-click menus Right-click menus Many portions of the NETVIGATOR interface allow action menus that pop-up when you pass your cursor over an item (such as a folder) and click your right mouse button. The exact menu choices that appear depend on the type of item. Right clicking on the following displays right-click menus: Conversations. You can mark conversations as read or unread, apply tags to conversations, delete conversations, or move conversations between folders. Messages. You can reply to or forward the message, edit the message as new, mark it as read or unread, apply tags to the message, delete the message, move it to another folder, print, show original header information, and create a new filter. The option to edit the message as new lets you resend a message without having to forward. Names in message headers. You can perform searches on the name, begin composing a new mail message addressed to that person, or add the person to your personal Contacts list. If the name is an existing contact, you can edit the contact entry. Folders. You can create a new folder, mark all items within the folder as read, delete or rename the folder, move the folder, expand all folders, or search. You cannot delete system folders (Inbox, Sent, Trash, Junk, Drafts). Mail tab toolbar. You can select which columns to display in the mail Content pane. See Customize your view 11

12 Applying actions to multiple selections Applying actions to multiple selections When you view a folder by clicking on the folder name on the left, the contents of the folder display with one item selected (highlighted). You can select one or more items to perform actions as follows: Click to select one item at a time. Clicking on another item de-selects the previous one. Double-click to open an item. Right-click an item to display a menu of actions that can be applied to this item. You can also right-click after selecting multiple items, to apply the same action to all of them at once. Control-click selects multiple items. Can also be used to de-select the current item, leaving nothing selected. Shift-click selects multiple items in sequence. Click on one item and then Shift-click another item further down the list and all items between the two selected items are highlighted. You can select multiple items, and with one right-click on the mouse choose to Mark as Unread, Tag, Delete, or Move all selected items. 12

13 Using browsers Using browsers The NETVIGATOR mailbox is designed to work within an Internet browser. Microsoft Internet Explorer, Mozilla Firefox, and Macintosh Safari are three of the most popular. Not all browsers are supported, so check with NETVIGATOR administrator if you have questions. Some general guidelines when using the NETVIGATOR within a browser: The browser's Back button takes you to the previous page you were viewing. You can also use the Forward button. To log off, click. If you browse to a different site without logging out first, your session may remain active until it times out. If you share a computer, other users can access your account while the session is still active. Do not use the browser's Reload (Refresh) button. Doing so will download the client and start your session over, which is probably not what you meant to do. 13

14 Saving your work When do you need to save your work? The NETVIGATOR is a graphical user interface ( GUI) that includes windows, buttons, text entry, and mouse. With a GUI that uses Internet browser technology to display and operate the user features, it is not always possible for the application to detect when you have done something that you might want to save. Within NETVIGATOR , the following rules apply: If you are in the middle of composing an message and you click another portion of the screen, you will be prompted to save your work. You can subsequently find the message in your Drafts folder. Reloading the page from the same browser window will continue your mail session, but you may lose any unsaved changes. 14

15 Folders area Viewing the Overview Pane On the left-hand side of the NETVIGATOR interface are your Folders, Searches, Tags, and Applications. Folders Inbox is where new mail is placed by default. Sent contains messages that you have sent. Drafts contains composed messages that have not yet been sent. Junk contains messages that have been marked as spam either by you or by the system. Trash contains items that are deleted. Folders that you have created follow. If your mail account was migrated from another mail system such as Microsoft Outlook, you may see extra folders here that represent folders on the previous mail system. Unread Message Count. The number in parentheses next to each folder is the number of unread messages contained in that folder. Tags folders display unread message count as well. Any item with unread messages is bold. To see the number of messages and the total size of the folder, hover the cursor over a folder.. Searches This area contains search queries that you created and saved for future use. Tags This area shows the tags you have created. Click on a tag to quickly see all messages that are tagged with that tag. See Using tags to classify mail messages for more information. Applications Applications are created as a mechanism to integrate third-party information and content with the NETVIGATOR features. Applications let you interact with different content types in your messages. 15

16 Mail System Folders Mail system folders The system folders are Inbox, Sent, Drafts, Junk, and Trash. You cannot move, rename, or delete these folders. System folders are always displayed at the top of your folder list, followed by any folders you create. If you hover the cursor over a folder, the number of messages in the folder and the size of the folder are displayed. Inbox New mail arrives in the Inbox. By default, your Inbox is displayed after you log in. Sent A copy of each message you send is saved in the Sent folder. Drafts Messages you have composed but have not sent can be saved in the Drafts folder. If you open a message in the Drafts folder, it opens in the Compose view. Junk Most filtering of unsolicited automated mail (also known as "spam" or "junk mail") is handled by a spam filter before those mail messages reach your Inbox. Mail that might possibly be junk mail, but isn't certain to be junk, may be placed in your Junk folder. You can review these messages and either move them or delete them. If you don't delete them, they will be purged after a period of time. If you find that you are receiving a large number of unwanted mail messages, contact the NETVIGATOR administrator. Reporting mail as spam helps to fine-tune any spam filtering that may be in use. If you find a message that is clearly not relevant, you can highlight it and click Junk on the toolbar. The mail is moved to your Junk folder. Sometimes a message may be put in the Junk folder that is not really junk mail. Drag the message to another folder. You can empty the Junk folder by right-clicking the folder from the left-hand pane and choosing Empty Junk. Trash Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically. Mail is purged from this folder after a specified period of time, as specified by your administrator. You can empty the trash by right-clicking the folder from the left-hand pane and choosing Empty Trash. See also: Setting your user preferences 16

17 Managing your message view Managing your message view You can view your messages as single messages or as conversations, and you can view messages with the Reading Pane displayed at the bottom, displayed on the right, or turn it off. To change how messages are grouped in your mailbox, click View on the toolbar and select whether to view by conversation or by message and where you want the Reading Pane to be displayed. Message view The traditional view displays a list of messages with the most recent message displayed first. Unread messages are shown in bold. The information displayed on the one line includes flags, tags, from, attachment presence, subject, folder location, size of the message, and the time the message was received. Conversation view Conversation view displays your messages grouped by subject. The number of messages in the conversation is displayed in parentheses after the subject. Each conversation consists of the original message and all replies. Conversations containing unread messages are shown in bold. Double-click the conversation to display the messages within the conversation. Click on a message to display its contents. In the View link you can choose to show the oldest message or to show the newest message first. All messages related to the conversation are displayed even if the messages are stored in other folders. The Folder column shows the location where the message is stored. Navigating the Messages Content Pane Each message, in message or conversation view, has a separate line that displays the following columns of information: Conversation indicator. Is this part of a conversation? Flag indicator. Did the sender flag this message? Priority indicator. Did the sender mark this message as high priority? Tags. Did the message get marked by a Tag you defined? 17

18 Managing your message view Status. Open or closed envelopes indicate whether a message has been read. Bold text also indicates that a message has not been read. From. Name or address of the sender. Attachment indicator. A paper clip indicates that a message has an attachment. Subject. Brief description of the message. If Snippets is enabled in your account, the first line of an message is displayed. Folder. Shows the name of the folder where the message is located. For conversations, no folder name is displayed because messages can span multiple folders. Size. Size of the message or number of messages in the conversation. Received. Date or time the message was received. Sorting messages in the Content pane When viewing the contents of your mailbox with the Reading Pane at the bottom or off, you can sort your messages by From, Subject, Size or Received columns. To sort by a particular column, click the column title. The column shows an arrow indicating whether the sort is in ascending order (up arrow) or descending order (down arrow). You can sort by one column at a time. 18

19 Setting your mail preferences Setting your mail preferences The Preference > Mail tab includes the following preferences you can change. Check for new mail every. Select the polling interval, which is how often your computer checks for new . The default is every 5 minutes. It is not good practice to change this to less than 5 minutes, as checking for frequently causes a heavy load on the mail server and slows down the performance. If you are expecting an , you can click Get Mail on the Mail tab any time to receive new immediately. If you select Never, you must click Get Mail on the toolbar to get new . When I click Get Mail. This sets whether or not your mailbox view changes when you click Get Mail. o o o If Run my default search is selected, when you click Get Mail, the mail search described in the Default Mail Search field is run. If your default search is not the folder you are viewing, your view is automatically redirected to the default folder view. In most cases, this is your Inbox. If Update my current view is selected, when you click Get Mail from a folder, the Get Mail request searches for updates to your current folder view and for other new mail. Your current folder view does not change. If new mail is received to other folders, those folders are changed to bold and the number of unread messages is updated. Display Mail. Select As HTML (when possible) to display messages with HTML formatting, for example bold, colored, otherwise styled text. Select As Text to display messages in plain text format. In plain text format, HTML tags are displayed, not applied as markup to the message. Message Preview options Display snippets of messages. When on, the first line in the is displayed when the cursor is over the subject of a message. When off, only the first few words of the message are displayed. If Double-click opens messages in new window is enabled, when you double-click a message, it opens in a new window Enable Images to download pictures automatically to your HTML message. When this is enabled, you do not need to click the display image message to see the image. When I read a message in the reading pane sets the behavior for marking messages that are viewed from the Reading Pane as read or unread. You can configure to have messages marked as read immediately, marked as read after a defined number of seconds of viewing a message in the Reading Pane, or to always leave messages that are viewed in the Reading pane as unread. Default Mail Search defines the search to execute when you log in. The results of this search are displayed in the Content pane when you log into your mailbox. The default search is your Inbox. Therefore, when you log in, the results of your Inbox display. You can change this field to have another folder, tag, or a saved search displayed when you first open the NETVIGATOR mailbox. See Query language description for the syntax. When a message arrives. When receiving a message you can set how you want to be notified: play a sound, flash the Mail tab, flash the browser title. See Setting up desktop alerts. Forward a copy to. Specify an address to forward your to. You can have the original deleted from your NETVIGATOR mailbox. Specify whether to send an auto-reply message to incoming mail and set the start and stop date. This is frequently used as an away message or vacation message saying that you are out-of-office, and what the message should say. You can also specify a start and stop date for using this message. See Vacation message. Read Receipt. Specify how to handle messages you receive that are flagged to send a return read receipt message to the originator. Configure the Messages from me section to handle messages you send that include your address as one of the recipients of the message or that are included in an address, such as a mailing list that includes you. Junk Mail Options. You can identify up to 800 addresses that you always want to block messages from being added to 19

20 Setting your mail preferences your Inbox and 800 addresses you want to make sure are always added to your Inbox and not sent to Junk. If you are set up to use a POP3 client, you can configure the POP access behavior when messages are downloaded to your mailbox. The POP access options are Allow all mail, including old mail, to be downloaded. Allow only mail from now (today's date) to be downloaded 20

21 Categorizing your mail messages Categorizing your messages Several methods for categorizing messages are provided. You can use these along with the Search feature to quickly locate and retrieve messages. Methods you can use are: Folders. You can create folders to organize your messages and you can move mail from one folder to another, for example taking a mail out of a "To Do" folder and moving it to a "Done" folder. Tags. You can use tags as labels on messages and then use the Search feature to show all mail with a certain tag. Conversations. You can have messages grouped by conversation. This built-in feature automatically groups all sent and received messages with the same subject into a single conversation 21

22 Customizing your initial page Customizing your initial page By default, your mailbox opens with the Inbox view. All messages in your Inbox are displayed in the Content pane. You can change the initial view to be any of the folders, searches, or tags in the Overview pane. Make these changes from Preferences > Mail > Default Mail Search. Examples for how to display only specific messages when you open your mailbox: To display only your unread messages when you open your mailbox, type is :unread in the Default Mail Search field. To display messages that are tagged with specific tags, type tag:<tagname> in the Default Mail Search field. For example, to display only messages marked with the ToDo tag, type tag: ToDo. To display messages that you sent to a specific folder, type in:<foldername> in the Default Mail Search field. For example, to display messages in the Work folder, type in:work. Use quotes if the folder or tag is more than one word. For example in:"unread ." 22

23 How conversations work How Conversations work The conversation view displays your messages grouped by subject. Because all messages in a conversation have the same subject, the subject displays only once in the conversation view pane. All messages related to the conversation are displayed, even if they are stored in different folders. Grouping messages into Conversations You can read messages grouped together in context and ordered by date, including replies and forwarded messages. In order for a message to be grouped in a conversation, the subject of the message must be the same. For example, the following subject lines would be considered part of the same conversation. Who's in charge of the project? Re: Who's in charge of the project? Fwd: Who's in charge of the project? However, if you change the title to "who's in charge of the project? - ask Mike," the message would not be included in the conversation. It would be part of a different conversation. Conversations do not continue indefinitely. If the last message in the conversation is 30 days old or older, messages sent with the same subject begin a new conversation. Conversations can span folders If a conversation includes three mail messages, one of those messages could be in your Inbox, your reply (which is also part of the conversation) will most likely be in your Sent folder, and another message could be in a custom folder. What this means: If you search for mail messages and one message is found that matches your search, but that message is in a conversation with several other messages that do not match your search, the entire conversation and all messages within it are listed under the search results. When you open the conversation, only messages that match your search criteria are highlighted. The same conversation may appear to exist in more than one folder. This can happen if the mail messages are in different folders. Because a conversation is a group of related messages, if you move a conversation from one folder to another, all messages within that conversation are also moved to that folder. 23

24 Printing a conversation Printing a conversation To send all messages within a conversation to the printer: 1. In the Conversation view, right-click the conversation to be printed. 2. From the list, click Print. A separate window appears showing all the messages in the conversation in a single scrolling window 3. In the Print dialog, choose a printer and click OK, to send the conversation to the selected printer. 4. Close the message window. To change the font size before printing and then send the conversation to the printer: 1. Open the conversation to be printed and on the message toolbar, click Print. The message is displayed with the Print dialog. 2. Click Cancel on the Print dialog. 3. On the message print page, click the Font size + or - links in the upper right-hand corner. 4. On the browser toolbar, click the Print icon. 5. In the Print dialog, choose a printer and click OK. 6. Close the message window. 24

25 Moving mail messages between folders Moving messages between folders You can transfer messages or entire conversations from one folder to another. Drag and drop the item over the desired folder in the left-hand pane Select the items, right-click, select Move. In the Move Message box, select a destination folder, and click OK. If you are moving a few messages within a conversation, the conversation appears in both places. The Conversation Detail View window shows the new location of the message that was moved. 25

26 Setting a forwarding address Setting a forwarding address You can identify an address to forward your messages and choose to retain the message in your mailbox or automatically delete the message when forwarded. To forward your 1. Open the Preferences tab and select the Mail tab. 2. Scroll down to the Receiving Messages section and in When a message arrives, Forward a copy to, add the complete forwarding address. 3. If you want to automatically delete the from your account, enable Don't keep a local copy of messages. 4. Click Save. 26

27 Subscribe to RSS/Atom feeds Subscribe to RSS/Atom feeds You can subscribe to Web sites that provide your favorite RSS (Really Simple Syndication) and podcast feeds to send updated information directly to your mailbox. You create a folder for each RSS feed. Before proceeding, know the URL for the RSS. 1. Above the Folders heading in the Overview pane, click New Folder. 2. In the Name field, type the name of the RSS feed folder 3. Check Subscribe to RSS/ATOM feed. 4. From the folder menu select where to add the RSS feed folder. Choosing the root folder creates a folder that displays at the highest level in your folder view, that is the same level as your Inbox folder. 5. In the URL field, enter the URL for the feed. 6. Click OK. The RSS feed icon,, displays as the folder in your Overview pane. Open the RSS folder to access the link. Your RSS data feed is automatically updated every 12 hours. To update the content at any time, open there RSS folder and click Load Feed. 27

28 Managing different identities Managing your account identities When you send new , reply to, or forward an message, one identity is always associated with the . This is the default identity created as the account name and is used unless you set up different identities. Creating different identities, called personas, allows you to use multiple addresses from your mailbox. You might want to do this to manage different roles in your job and personal life from this single account. You can also add external account addresses to retrieve from your other POP or IMAP accounts, and you can configure the external account settings so that when you reply to those messages, the corresponding address is in the From field. If you have set up more than one persona or added external accounts, when you open a new compose window, your identities are listed in the From field in the header. Personas, external accounts, and signatures are configured from the Preferences, Accounts tab and from the Signatures tab. 28

29 Managing your Junk Folder Managing your Junk Folder Netvigator utilizes a powerful spam filter to determine whether messages from specific addresses or domains should be added to your Junk folder. Most filtering of unsolicited automated mail is handled by the spam filter before those mail messages reach your Inbox. If you find a message in your Inbox that is spam, you can highlight it and click Junk on the toolbar. The mail is moved to your Junk folder. Sometimes a message may be put in the Junk folder that is not really junk mail. You should check your Junk folder periodically to ensure that you are not missing any messages. Move messages that should not be marked as spam from your Junk folder. You can empty the Junk folder by right-clicking the folder from the left-hand pane and choosing Empty Junk. In addition, the contents of the Junk folder are automatically purged after an administration-configured number of days. In addition to automatic spam filtering, you can setup your mail preferences to identify specific addresses to block or not block in your Inbox. 29

30 Recovering deleted mail messages Recovering deleted mail messages When you delete messages and contacts, the file is moved to the Trash folder. You can recover files from the Trash by dragging and dropping them into another folder. Messages left in the Trash will be automatically purged after the configured number of days, and in this case you will not be able to recover them. 30

31 purging messages Purging messages To delete messages from Trash, right-click on the Trash folder and select Empty Trash. All messages are permanently deleted. 31

32 Reading mail Reading mail By default, all new messages are placed in your Inbox. If you have mail filter rules, new messages can appear in places other than your Inbox. The number in parentheses next to each folder name indicates the number of unread messages within that folder. If you are using the Conversation view, messages are grouped into conversations. When you pass the mouse over the conversation, a tool tip displays the first line from the body of the newest message. When you open your , the message is displayed in the reading pane below the listed message. To read a message in the Conversation view 1. Double-click the conversation containing the message. 2. The Content pane changes to show the individual messages in the conversation. The Fragment column shows the first line of the message body. To open the message, click the line that contains the message you want to read. If you have Reading Pane on, the message body appears in the Reading pane. Otherwise, double-lick the message in the message list and it will open to fill the Content pane. To read a message in Message view Double-click the message. See also The message body appears in the lower pane. If it does not display, double-click the message in the message list. How to tell when you have new mail 32

33 Reading Mail from the Reading Pane Viewing messages from the Reading Pane You can use the Reading Pane to preview messages in your Inbox and other folders. By default, viewing messages in the Reading Pane is on. You can turn it off on the toolbar View link. You can customize the location of the reading pane. Selecting the Reading pane view The Reading Pane can be displayed either at the bottom of the Content pane or on the right of the Content pane. 1. Click View on the Mail toolbar 2. Select where to display the Reading Pane, either on the bottom or on the right. You can also turn off the Reading Pane. Viewing messages in the Reading Pane The Reading Pane is empty until you click on a message. Adjust the size of the Reading Pane by placing your pointer on top of the line between the Content Pane and the Reading Pane. The pointer turns into an up-arrow/down-arrow. Click on this to drag and change the size of the Reading Pane area. When you click a message in the list, the message text displays in the Reading Pane. Marking messages as read from the Reading Pane In the Preferences Mail tab, you can configure whether you want messages you view in the Reading Pane to be marked as read or not marked as read Mark it read immediately. As soon as you click a message in the Reading Pane it is marked as read. Mark it read after "x " seconds. The default is 5 seconds. If you click on a message and view it for 5 seconds, the message is marked as read. Do not mark it read. Messages you read in the Reading Pane are never marked as read. 33

34 Setting up desktop alerts Setting up desktop alerts and reminders You can create desktop alerts for new notification and appointment reminders. To receive alerts, your mailbox must be opened. message alerts. You set your preferences in the Preferences > Mail folder. Following are the alert options: o o Play a sound. You are notified by a beep when a new arrives in the Inbox. If you have your volume set to mute, you will not hear a sound. You must have either QuickTime or Windows Media installed. Highlight the Mail tab. The tab is highlighted when new arrives in the Inbox if you are not working in the Mail tab. o o Flash the browser title. When new arrives in the Inbox, the browser flashes until you open the Mail folder. Show a popup notification. When new mail arrives, a message pops up. You must have Yahoo! BrowserPlus installed. Appointment Reminder alerts. You set your preferences in the Preferences > Calendar folder. Before you can set an alert, set the time to be reminded of your meeting. This can be up to 60 minutes before the meeting. A reminder dialog appears at the designated time before the meeting. If you set reminders to Never, you are not reminded of the meeting even if you have the reminder options enabled. The reminder does not pop up on the top of the page if you are not incalendar, enabling one of the following options helps to alert you of the pop-up: o o Play a sound. You are notified by a beep when an appointment reminder pops up. If you have your volume set to mute, you will not hear a sound. Flash the browser title. When an appointment reminder pops up, the browser flashes until you close the pop-up. 34

35 Marking mail as unread Marking mail as unread Messages that you have opened are marked as read. Conversations containing unread messages are shown in bold. You can set preferences for whether or not to mark a message as read when you read the message in the Reading Pane. You can set your preference to mark a message that you have reviewed in the reading pane as read or only mark a message as read if you open it in the Content Pane (or in a separate window). These can be set in the Preferences > Mail tab. You can change a message's status back from read to unread by right-clicking on the message and choosing Mark As Unread from the menu that appears. You can also mark a conversation as unread. Marking a conversation as unread marks all messages within that conversation as unread. Marking a single message as unread marks the conversation that contains the message unread. You can use the same method to mark unread mail as read. See also How to tell when you've got new mail 35

36 How to tell when you've got new mail Show Table of Contents How do I know when I receive a new message New messages are received when you log on, at automatic intervals that you set, and on-demand when Get Mail is clicked. You can set the new messages polling intervals from the Preferences > Mail tab to the how often you want new messages delivered to your mailbox. The default is every 5 minutes. You can enable desktop alerts for new mail notification. You set your preferences in the Preferences > Mail tab. Following are the alert options: Play a sound. You are notified by a beep when a new arrives in the Inbox. If you have your volume set to mute, you will not hear a sound. Flash the Mail tab. The tab is highlighted when new arrives in the Inbox while you are not working in the Mail tab. Flash the browser title. When new arrives in the Inbox, the browser flashes until you open the Mail tab. You can spot unread mail messages by looking for folders with a bold name and a number in parentheses next to the folder name. For example, Inbox (22) indicates that there are a total of 22 unread messages that are contained within conversations that appear in your Inbox. See Also... Setting your user preferences 36

37 Displaying HTML in messages Displaying HTML in messages You can view messages in two formats. Plain text. Plain text messages are messages that contain no HTML formatting code. Messages sent in plain text can always be read by other clients. You can view messages in plain-text mode even if it contains HTML. The HTML tags are displayed in the body of the message in the plain text view. HTML. HTML messages can have text formatting, numbering, bullets, colored background, and links which can make messages easier to read. Some clients may not accept messages formatted in HTML. To always view your messages in HTML, check the Display Mail: As HTML (when possible) option in the Preferences > Mail tab. Messages will be displayed in formatted layout if they were sent in HTML. See Also... Setting your user preferences 37

38 Opening file attachments Opening file attachments messages can include attached files such as word processing documents, spreadsheets, text files, ZIP files, images, executable applications, or any other type of computer file that resides on the sender's computer network. Messages that contain attachments display a paper clip next to the subject. Some types of files, such as JPEG images or text files, can be opened on almost any computer system. Others, such as Microsoft Word documents, must be opened using the same application that created them. When you receive a message containing file attachments, you can double-click on the item in the attachments section of the message header. A dialog appears asking whether you want to open or save the file first. If you choose to view the attachment, you must have an application on your workstation that can read that type of file. If you choose to download the attachment, a browse dialog appears showing your current file system. Choose an appropriate location and save the file. You can open the file at a later point outside of your client. Attachments can be deleted from your message. Clicking Remove all attachments deletes the files from your mailbox. When you remove an attachment, it is immediately deleted from your mailbox. Virus Safety Computer viruses can spread through attachments. Many of these viruses have been known to spread themselves using entries in users' contact lists. Therefore, we recommend that you handle with care when opening file attachments, even when they are sent from senders who appear to be known to you. 38

39 Printing a mail message Printing individual mail message You can select one or more messages to print and you can select an entire conversation for printing. To send a message to the printer: 1. Select the message, and click Print. The selected message appears in a separate window, along with a standard print dialog. When you select multiple messages, they are printed as one printed message. 2. In the dialog, choose a printer and click Print to send the message to the selected printer. Do not use the browser's File > Print feature. The page will not be well-formatted, and your message may be difficult to read. To change the font size before printing and then send the message to the printer: 1. Open the message to be printed and on the message toolbar, click Print. The message is displayed with the Print dialog. 2. Click Cancel on the Print dialog. 3. On the message print page, click the Font size + or - links in the upper right corner. 4. On the browser toolbar, click the Print icon. 5. In the Print dialog, choose a printer and click OK. 6. Close the message window. 39

40 Undeliverable mail Undeliverable mail Sometimes a message "bounces back", meaning it cannot be delivered for some reason, such as: Recipient is not a valid or existing address. Verify that you have the correct address. Recipient's mail system rejects the mail for one reason or another Recipient's mailbox is full If a message is rejected, you will receive an "undeliverable mail" message, with at least part of the contents of your original message plus some system-generated error messages that provide more information as to why the mail has bounced. Try to correct the problem and re-send the . If the mail bounces back due to a bad address, but you are certain that the address is valid, you will have to contact the recipients using other means, and have the recipients resolve the issue with their system administrators. Contact your system administrator if: Every mail message you try to send is rejected Mail bounces back with "user unknown" or "bad address" messages for addresses that you used from your corporate address list You start receiving bounce back messages for mail you never sent 40

41 Accessing your external accounts Accessing your External Accounts Instead of logging on to each of your external accounts, you can retrieve your accounts' messages directly from the NETVIGATOR . When you set up your external account on NETVIGATOR , you can specify where the messages will be saved and create your persona to be used when you reply to or forward a message received from that external account. Information you need to set up your external account When you set up your external account you need to know the following details about this account. You may need to contact your provider for this information. Account type. This is the type of your service provider uses, POP or IMAP. Username on the account. The username associated with this account. Sometimes your username is the part of your address before and other times it is your full address. server. This is the server name for your external account. Advanced settings. Your provider should let you know if they do not use standard IMAP (143) or POP (110) port. Enable Use an encrypted connection (SSL) when accessing this server when you need to connect securely to the external server. The port numbers will be changed. Receiving messages from your account When you retrieve your external messages, the messages and attachments are saved to the folder you specified when you configured your account information. Messages from your external account are not automatically received in your NETVIGATOR account. If you have configured the Inbox to be the folder to save the external account's messages, click Get Mail on the toolbar. Your Inbox folder is updated with all new messages including messages from your external accounts. If you have configured another folder for your external accounts, select that folder and click the Get Mail button from the toolbar. Messages are delivered to your folder. Click Refresh to see the latest messages. 41

42 Adding external accounts Adding external accounts Instead of logging on to each of your external accounts, you can check these accounts for messages directly from this account. See Accessing your external accounts. To add external accounts to your NETVIGATOR account 1. Open the Preferences > Accounts tab and click Add External Account. A new external account name is added to your account. Now you need to set it up. 2. In the Address field enter the exact address of the external account. (e.g. 3. In External Account Settings section Account Name field enter a name to identify this account. You can select this account name from the From address list when you compose new messages. 4. Now you configure the account settings. You may need to get this information from your provider. Check the account type, POP or IMAP. Username of Account. Enter the name of this account. (e.g. username) server. Enter the server host name. Password. Enter the password you use to log on to this external account. To see that the password you typed is correct, check Show password. Advanced Settings. If your service provider uses a different port then the default, change it now. If you use a secure connection, enable Use an encrypted connection (SSL) when accessing this server. 5. In the Download messages to section, select where the messages should be saved. The default is to create a new folder and enable it to receive the messages. But if you want the messages to be sent to your Inbox, select Inbox. 6. Enable Delete messages on the server after downloading them if you want the message to be deleted from your external account when it is sent to your NETVIGATOR account. 7. In the text box below From: type the name that should appear in the From field of your outgoing messages (for example, John). This is the name to be shown in front of your address. 8. If you want the replies to be sent to a name and address that is different from the one you configured in the From field, check Reply-to. Enter the name and address that should receive the replies for this identity. For example, replies to training messages from John should be sent to Team Training at 9. You can select a signature to be used for this persona. If you have not created the appropriate signature, you can come back and edit this account information later. If you do not want the signature to be applied automatically, select Do Not Attach Signature. 10. Click Save to save this external account. If you need to create the signature, go to the Signature tab after you click Save. See Using a signature. 42

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