1 Introduction to Webmail Webmail allows you to perform a variety of related tasks, such as viewing, composing, and sending messages. Individuals who have used clients and word processors will find Webmail's layout and functionality familiar; however, Webmail also provides control over many other aspects of your account that desktop clients are unable to provide, such as: Changing your account password Setting up mail forwarding Changing spam filter settings For detailed information on these options and more, please read the appropriately titled topic in this help document. The Webmail toolbar The webmail toolbar, located along the top of the screen, displays the following options: Home Use this option to return to the home page where you will be able to view the number of new messages under the Unread Messages section along with the Tasks planned for the current day ( Tasks section). In addition, you will be able to check new calendar events under the Calendar section. There is also a Statistics section showing the space usage of your mailbox. Inbox This option takes you to your inbox (default). You can view the contents of other mail folders, such as the Junk , Trash, Drafts and Sent mail folders. You can also reply to, forward or compose messages through this interface. Contacts This option takes you to your contact list, also known as an address book. In this interface, you can view, edit, add or delete entries in your contact list. Calendar Selecting this option takes you to an electronic calendar/day planner, which can be used to keep track of events such as birthday parties, meetings and appointments. If you subscribe to the applicable package you can share these events with other users on your custom domain.
2 Notes This option allows you to compose and store any notes which you would like to access through webmail. If you subscribe to the applicable package you can share these notes with other users on your domain. Mobile This option allows you to download a copy of the SyncSuite client for mobile devices, desktops or laptop PCs. The Syncsuite client allows you to synchronize your contacts, calendar events, notes and tasks between Webmail and Outlook, Outlook Express, Blackberries, or other SyncMLenabled mobile devices. Note: Not available with all packages. Preferences In the preferences interface, you can change your account configuration; you can change your password, SPAM filter settings, mail forwarding, auto reply messages, and more. The Mailbox interface The Inbox interface is comprised of six sections. 1. Mail options The mail options allow you to do the following: Automatically receive new messages Compose a New message Reply to a selected message Reply to All recipients in a selected message Forward a selected message to another address Move the selected messages to the Junk folder Delete one or more selected messages Search for a specific message. Select a Horizontal/Vertical view pane To move copy or delete messages, you must first select one or more messages by highlighting the messages you want to affect.
3 2. Folder list A list of all of your mail folders are displayed along the left-hand side. Click on a folder in the list to display its contents. You can also perform the following folder management tasks by right-clicking on the folders in the list: Mark all messages as read: Selecting this option will mark all unread messages as read. Mark all messages as unread: Selecting this option will mark all messages as unread. Empty folder: This command will permanently delete all mail in the selected folder. If you only want to move certain items to the trash, use the mail options described in section (1) above. 3. Folder contents This is a list of all read and unread messages which are in the folder you have currently selected. By default, the mail interface displays the contents of your inbox. 4. Preview pane The preview pane displays the contents of the currently selected message. If no message is currently selected, nothing is displayed. 5. Search The search function allows you to search through the contents of the currently selected folder. To do so, type a full or partial keyword, and press "enter" on your keyboard. You can choose to search by "Subject", "Sender", "Subject or Sender", "To or CC" and "Entire Message". 6. Horizontal/Vertical View of the messages The preview pane (Item 4 above) allows you to view the content of a selected e- mail. If you like, you can hide the preview pane, providing more space to display the list. Note: whether or not you hide the preview pane, double-clicking on an will display its contents in a new window. In order to simplify the moving of the selected messages a Drag and drop feature is accessible. Mentioned function allows you to move messages to different subfolders within the Inbox. To perform this operation select a message you want to move and drag it to the destination folder.
4 Composing a message 1. Mail options The following options are available: 2. Mail details Send Clicking this button sends your message. Save Draft Choose this option if you want to stop composing a message and save it for later revisions. Your message is saved in the "Drafts" folder. Priority Choose a priority for your message, from Lowest, Low, Normal, High and Highest priority settings. Options Use this option to request read receipts, save a copy in the Sent Mail folder and to show the BCC field. Attach Use this option to attach a file. A dialog box will appear, allowing you to locate the file on your computer. Click the Browse button to search for the file that you wish to attach to the message. Spell check For your convenience, WebMail comes with a built-in spell checker. After typing your message, click the spellchecker icon to check for spelling errors. Spelling errors, if any, will be underlined. Click on the misspelled word and a list of suggested words displays for you to select from. In this section you will indicate the recipients of your message, as well as the subject heading. You can choose whether or not you want to save a copy of this message in your "Sent mail" folder after sending, as well as indicate the message type (plain-text or HTML). Below is an explanation of the different addressing methods: To Enter the address of one or more primary recipients, separated by commas. CC Short for "carbon-copy"; enter the address of one or more people who should receive a copy of this , but are not considered a primary recipient.
5 BCC Short for "blind carbon-copy", recipients who are entered into this section are not "seen" by the primary and CC recipients (i.e. no other recipients will be able to tell that a copy of your was sent to a BCC recipient). Any of the fields listed above can be filled in using your contact list by clicking on the plus sign + beside the associated field; you will be provided with a list of your personal contacts to choose from. 3. HTML formatting toolbar This toolbar does not display when composing a plain-text message. The HTML formatting toolbar allows you to format your text by changing the font colour, size, or type. You may also set the alignment and use formatting such as boldface, italics and underlining. To identify the purpose of a button in the toolbar, move your mouse pointer over the button and leave it there; in a moment, a small "tool tip" caption will appear, identifying the purpose of the button. 4. Attachments This section identifies what files have already been attached to your message. Use this option to attach a file. A dialog box will appear, allowing you to locate the file on your computer. 5. Message body The message body is the actual text of your message. Click once in this area in order to begin typing your message.
6 Synchronizing your data If you subscribe to the applicable package, webmail is able to synchronize your contact lists, calendar events, task lists and notes with Outlook, Outlook Express, Blackberries and other SyncML-enabled mobile devices using SyncSuite. To download the applicable client program, click the "mobile" tab located at the top of the Webmail interface, and select the appropriate client to download. The "installation instructions" link on the download page will provide you with step-bystep instructions, detailing how to download and install the client on your computer or compatible mobile device. Note: Not available with all packages. Introduction to Contacts The contacts section allows you to view, edit, and manage everyone in your address book. 1. Contact options This section of the interface allows you to create a New contact, new group or new address book. Depending on the type of package you subscribe to, you may be able to share your contacts with other users in your custom domain. 2. Contact groups A contact group is a method of categorizing your contacts. For example, you could have two contact groups, "Business" and "Personal". If you wanted to view your personal contacts, then you would just click on the "Personal" entry in your group list. To assign contacts to a group (or move contacts from one group to another), select the contact or if you are entering a new contact click on "New Contact", enter their details and place a checkmark beside the group where you want to assign your contact to and then click on "Save". To create a new group, click on the plus sign (+) to the right of Groups. Enter a name for the new group and then click "Save". 3. Contact display When you select a group or list of contacts the contacts within that group are displayed. To view or edit the details of a specific contact, click on the name of the contact. The contact's details will be displayed on the same page.
7 4. Contact details When you select a contact for editing, or are adding a new contact, the contact's details are displayed on the same page. A variety of information can be entered about a contact; however, for your convenience it is only necessary to enter a name and an address to save a contact. Complete or modify required fields, then click the Save button. 5. Send and receive encrypted Webmail 6 allows you to send and receive encrypted with the PGP Key Manager feature. Using this feature you will be able to Create, Delete and Import/Export PGP keys. Sharing Contacts If you subscribe to the applicable package any contact that you create can be shared with other users in your custom domain. Users who share your domain includes anyone whose address after the symbol is the same as yours. For example, if your address is then any user whose address ends in is in your domain. Note: Not available with all packages. To share a selected contact: 1. Log in to Webmail. 2. Click the "Contacts" tab at the top of the screen. 3. Select the individual contact that you would like to share. 4. Where the selected contact's details are shown, uncheck the "Hide this contact from the shared address book" box. 5. Scroll down and click "save". If you have a shared contact that you wish to make private, follow the steps above, except check the "Hide this contact from the shared address book box.
8 Introduction to Calendars The "Calendar" section of Webmail allows you to schedule meetings, appointments and other events on a personal calendar, providing a convenient means of tracking important events which require your attention. Webmail supports multiple calendars which display on the same daily, monthly or weekly view, allowing you to further organize and colour code various types of events. If you subscribe to the applicable package webmail also allows you to share calendars between users on the same custom domain. For example, if your address is you can create one or more calendars which are viewable by others whose address end You can also choose to restrict access to your calendar to individual users only. This allows others to see when you are free or busy, facilitating the scheduling of meetings and other events. Depending on the access level you allow, you can even allow others to add, edit or delete scheduled events on your shared calendar. Note: Sharing calendars is not available with all packages. 1) Calendar view The calendar view allows you to see all of your scheduled events in a particular month, week, or day, depending on the viewing method selected in the Calendar Options bar. If you have created or subscribed to more than one calendar, all events are displayed in the same interface; events from each calendar are colour-coded to help you identify which calendar a particular event has been scheduled on. 2) Calendar list You can click on an event in the Calendar View to see the full details, such as location, description, status, and attendees. The calendar list shows all calendars you have created (Personal Calendars) or subscribed to (Subscribed Calendars). Place a checkmark beside the calendars you wish to see in the Calendar View. To delete a calendar, click on the name of the calendar. A new window will open where you will be able to delete the calendar by clicking on the "Delete button. To edit a calendar's preferences, such as the calendar name, how it is shared and what colour will be used to represent it, click the calendar's name. Note that calendars you have subscribed to can only have the name and the colour changed; these changes are not applied to other subscribers or the calendar owner.
9 3) Calendar Options The Calendar Options section is a set of toolbar buttons. The following functions: New Event: allows you to add a new event to a calendar. New Task: creates a new task in the chosen calendar. Search: allows you to search for a specific calendar event. Day/Week/Month Views: changes the calendar view to a daily, weekly, or monthly view. Creating a calendar The calendar interface can support the existence of multiple calendars. In this way, you can further organize your appointments and events. Individual calendars can be colour-coded. You can also choose which calendars will be displayed. To create a new calendar, follow these steps: 1. From within Webmail, click on the "Calendar" tab at the top of the screen. 2. In the Calendar section on the left hand side, click on the plus sign (+) to the right of Personal Calendars. A form displays that you will have to fill out in order to create a new calendar. 3. Enter a name for the new calendar. 4. Choose a colour for your calendar by clicking on the colour icon. A colour palette will open where you will be able to choose a colour. 5. If sharing calendars is available with your package, click on the Sharing tab if you would like to share your calendar. Here you can share your calendar with the entire domain or specify the accounts you wish to share your calendar with. 6. Click Save to save the changes or click Cancel to dismiss the changes. The new calendar will appear in the left panel under the list of calendars.
10 Adding an event From within the calendar interface in Webmail: WebMail 6 Online User Guide 1. Click the plus sign (+) that appears when you hover over a specific date or click the "New Event" button, located on the secondary menu. The New event form displays. 2. Using the drop-down menu provided, select which calendar the event will be associated with. 3. Enter the title of the event, e.g.: "Quarterly Finance Meeting", "Bob's Birthday", etc. 4. Enter the location where the event will take place. 5. Using the drop-down menus provided, set the start and end times for the event. 6. You may also enter additional details concerning the event in the description space provided. 7. If you would like to set a reminder for your event, click the Advanced tab; and place a checkmark next to Alarm. You will then have the option to enter how much time prior to the event that you want to be notified. 8. If you would like to make this event recur on a regular basis, click on the Advanced tab and select from the drop-down provided, a daily, weekly, monthly or yearly recurrence. Once selected, you will have the option of specifying the number of days, weeks, months or years between each recurrence. For example, to set an event that occurs every other day, select "daily" from the drop-down list, and then select "every 2 day(s)" from the additional field which appears. 9. Under the Attendees tab, you can create a list of attendees using your Webmail contact list. To do so, click on the Attendees tab. Click on the green plus sign (+) to open your webmail list of contacts. Select the contact(s) from this list that you would like to attend the event. When you are done adding attendees, click the "X" located in the top-right corner of the contact list, to close the list. You can also add new attendees by entering the address in the blank field, then clicking on "Add". 10. Select whether or not Attendees can invite others or see the guest list. 11. Set the status of the event. The event status can be set to "Confirmed", "Tentative", or "Cancelled". Note that setting an event to "Cancelled" will not delete an event from a calendar.
11 12. Click the Save button to add the event to your selected calendar. You will be presented with the following message: 13. Click Send if you want an invitation sent out to new attendees, or Don t send if you do not want invitations sent out. Click Cancel to return to the event. 14. A "new event" will display in the calendar on the chosen date. Deleting an event To delete an event from a calendar: 1. First, locate the event in your calendar. Please note that if the event is on a calendar that you have subscribed to, you will only be able to delete the event if you have been granted sufficient access by the calendar owner. 2. Once you have found the event you wish to delete, double click on the event and then click on the "delete" button. Editing an event There are three ways to view and edit an event in your calendar: 1. Week View: In Week View, select and click the Event Title to edit an event. 2. Day View: In Day View, select and click the Event Title to edit an event. 3. Month View: In Month View, select and click the Event Title to edit an event. Any one of these methods will display the Edit Event window. This is the same as the New Event window however the selected event s information will be displayed. You may edit any of the event s information. Please note you are only permitted to edit your own Calendar, as well as shared calendars that you have permission to edit.
12 To edit an event on a calendar: 1. First, locate the event in your calendar. Please note that if the event is on a calendar that you have subscribed to, you will only be able to edit the event if you have been granted sufficient access by the calendar owner. 2. Once you have found the event you wish to edit, select and click on the name of the event. 3. After modifying the event as desired, click "Save". To cancel event editing, click on the Undo button. Sharing a Calendar If you subscribe to the applicable package any calendar that you create can be shared with other users in your custom domain. Users who share your domain includes anyone whose address after the symbol is the same as yours. For example, if your address is then any user whose address ends in is in your domain. It is also possible to restrict access (or assign special access) to individual users in your domain. Note: Not available with all packages. To turn a private calendar into a shared calendar: 1. From within Webmail, click on the "calendar" tab at the top of the screen. 2. Double click on the name of the calendar you want to share and then click on the "Sharing" tab. 3. If you want to share your calendar with everyone on your domain, next to Sharing use the drop-down menu and select either "low", "medium", or "high" and then click "Save". An explanation of these settings is as follows: Low: This share level lets others see only that you are busy during your event times. This setting is most useful for allowing meetings to be scheduled without revealing full details about all the calendars involved. For example, say that you book a Marketing Meeting with Jack and Sue from 10 a.m. to 11 a.m. on Tuesday. If you share your calendar with the Low share level settings, others can see that you are busy between 10 a.m. and 11 a.m. on Tuesday and they will be able to see the event title but will not be able to click on it.
13 Medium: This is the recommended share setting. This setting allows others to see the full details of your shared events, but they are unable to edit the events. High: This setting is designed for teams working on projects together and using the same calendar. With this setting, others can view the full details of your events, edit them, delete them or create new ones. 4. If you want to create custom access settings for individual users in your domain, click the plus sign + under the "Individual Collaboration". 5. To assign a custom access level to a specific user, enter their address under "individual collaboration", select a collaboration level (low, medium or high), and click the plus sign + to add more addresses. When done click on "Save". 6. Using a combination of settings in the "sharing" and "individual collaboration" sections, you can assign a company-wide level of access to your shared calendar, and assign special (usually higher, although lower is permitted) access to your shared calendar for specific users. You can also use these sections to restrict access to only a few trusted users. Subscribing to a shared calendar If you subscribe to the applicable package, subscribing to a shared calendar will allow you to access another user's shared calendar. Depending on the access level set by the calendar's owner, the amount of information on the calendar, and whether or not you can edit those entries, will vary. Subscribing to a shared calendar is fast and easy: 1. From the Webmail interface, click on the "calendar" tab near the top of the screen. 2. Click the plus sign (+) to the right of Subscribed Calendars in the Calendar list on the left side of the screen. 3. You will be presented with a list of calendars which other people have set up for sharing, sorted by the user offering the calendars. 4. Place checkmarks beside the calendars you want to subscribe to, and click "Save". Note: Not available with all packages.
14 Creating a task list WebMail 6 Online User Guide Task lists allow you to create and organize your tasks by priority and due date, providing a convenient means of keeping track of important tasks. If you subscribe to the applicable package webmail also allows you to share tasks between users on the same custom domain. For example, if your address is you can create one or more tasks which are viewable by others whose address end You can also choose to restrict access to your tasks to individual users. This allows others to view your tasks, facilitating the completion of any tasks which are shared between users. Depending on the access level you allow, you can even allow others to add, edit or delete tasks on your shared calendar. Note: Sharing tasks is not available with all packages. Task Options Tasks are listed to the right of the calendar, and can be sorted by one of the following: Due Date Priority Title Calendar As well you can decide which tasks to display: Show Incomplete Tasks: Displays only tasks which are not yet completed. Show All Tasks: Displays all tasks. Show Completed Tasks: Displays only the tasks that have been marked as complete. Show Today s Tasks: Displays only the tasks for the current day. To create a new task, follow these steps: 1. In the Webmail interface, under the Calendar section click on the "New Task" button, located on the secondary menu. 2. Fill in the following information: Title (Name of Task)
15 3. Click Save. Completed: Check the Completed box if you want to add a task that s already been completed. Priority: Select the priority of None, Very Important, Important or Not Important. Due Date: Check this box to enter a due date. Alarm: Check this box to enter a date and time for an alarm. Calendar: Choose the calendar (from the drop down menu) where you want this task to belong to. Description: Enter a brief description for the task. Sharing a task list With Shared Tasks, users can: Access both Personal and Shared Tasks in one location while giving permissions as to what tasks are viewed by others within the company domain. Outline individual responsibilities and timelines within the tasks description. Create different task lists with different colleagues associated to each task. Set due dates and notification alarms for specific tasks. Note: Not available with all packages. Introduction to notes The "Notes" section of Webmail allows you to create and organize a list of notes, providing a convenient means of keeping track of important information. Webmail supports multiple notepads, which display as a single master list. Each notepad can be tagged with a specific colour, allowing you to further organize and colour code various types of notes. If you subscribe to the applicable package webmail also allows you to share notepads between users on the same custom domain. For example, if your address is you can create one or more notepads which are viewable by others whose address end You can also choose to restrict access to your notepads to individual users. This allows others to view your notepads, facilitating the sharing of important notes between users. Depending on the access level you allow, you can even allow others to add, edit or delete notes on your shared notepads.
16 Note: Shared notepads is not available with all packages. 1) Note Listing This is a list that combines all notes from all notepads that you have selected for display. Each note is colour coded in order for you to see which notes are from which notepad. This overall view allows you to logically group your notes by context. 2) Notepads You can click on a note in the Note Listing to see the full details, such as category (name of the notepad), creation date and note contents. The Notepads section shows the names of all of the individual notepads you have created (Private Notepads), shared (Shared Notepads), or subscribed to (Subscribed Notepads). Place a checkmark beside the notepads that you wish to display in the main Note Listing. To delete a notepad, click the name of the notepad, a new window will open and there click on the "delete button. Shared notepads which you have been granted access to cannot be deleted. To edit a notepad's preferences, such as the notepad name, how it is shared and what colour will be used to represent it, click on the name of the notepad. Shared notepads belonging to another user can only have the name and the colour changed; these changes are not applied to other subscribers. Creating a notepad The Notes interface can support the existence of multiple notepads. In this way, you can further organize your notes by subject or any other context you choose. Individual notepads can be colour-coded. You can also choose which notepads will display their notes. To create a notepad, follow these steps: 1. In the Webmail interface, click on "Notes", located at the top of the screen. 2. In the Notepads section on the left hand side, click on the plus sign (+) next to Personal Notepads. A form displays that you will have to fill out in order to create a new notepad. 3. Enter a name for your notepad. 4. Select a display colour for your notepad, by clicking on the colour palette.
17 5. If you subscribe to the applicable package, click on the Sharing tab if you would like to share your notepad with other users, and select a collaboration level from the drop down list. 6. Click "Save". Note: Shared notepads is not available with all packages. Adding a note From within the "Notes" interface in Webmail: 1. Click the "New Note" button, located on the secondary menu at the top of the screen. 2. Using the drop-down menu provided, select the notepad that the new note should belong to. 3. Enter the full details of your note in the Note text space provided. 4. Click "Save" to add the new note. Viewing a note From within the "Notes" interface in Webmail, click the name of the note you wish to view in the Note Listing. A new window will open, displaying all details of the selected note. In this new window you can make the necessary changes. If you wish to delete the note, click the "Delete button. When you are finished viewing the note, close the window by clicking the "Cancel" button. Deleting a note From within the "Notes" interface in Webmail, click the name of the note you wish to delete from the Note Listing. A new window will open, displaying all details of the selected note. Click the "Delete" button to permanently remove the note. Editing a note From within the "Notes" interface in Webmail, you can open a note for editing. Select and double click on the name of the note you wish to view in the Note Listing. A new window will open, displaying all details of the selected note.
18 To modify any of the information in the note, just start making the necessary changes. When done click "Save". With this interface, you can modify any aspect of the note, such as additional details, or assigned notepad. Sharing a notepad If you subscribe to the applicable package any notepad that you create can be shared with other users in your custom domain. Users who share your domain includes anyone whose address after the symbol is the same as yours. For example, if your address is then any user whose address ends in is in your domain. It is also possible to restrict access (or assign special access) to individual users in your domain. Note: Not available with all packages. Editing Shared Notepad Information 1. Fill in/change the following information: a. Name (Name of your Notepad, i.e. Notepad1 ) b. Colour (To the right trail your mouse over the colour gradient, click on your preferred colour) 2. Click the Sharing button (This is where you enable your shared Notepad options). a. A new screen will appear. b. You can share your notepad with the entire domain or specify the accounts you wish to share your notepad with. If you want to share your notepad with everyone on your domain, use the "collaboration" drop-down menu and select either "low", "medium", or "high". And then click "Save". An explanation of these settings is as follows: Low: This share level lets others see your notes, but they are unable to edit or view specific details. Medium: This is the recommended share setting. This setting allows others to see the full details of your shared notes, but they are unable to edit them. High: This setting is designed for teams working on projects together and using the same notepad. With this setting, others can view the full details of your notes, edit them, delete them or create new ones. c. Click Save to accept the changes.
19 Subscribing to a shared notepad Unlike calendars, all shared notepads are automatically shared with their intended recipients. It is not necessary for users to subscribe to notepads which have been shared. Note: Not available with all packages. Introduction to Mobile. Mobile Mobile allows you to forward your address so that you can receive e- mail on your wireless device or alternative address. Set Forwarding 1. Click on the Mobile tab; enter the address you wish to forward your e- mail account to. 2. Check Keep a copy of forwarded mail in my inbox, if you wish to retain a copy of the mail in your box. 3. Click Save. Preferences Preference categories, along with a description of what each category controls, are detailed in the topics that follow: Mail Preferences Spam Preferences Change Password Auto Reply Messages Filtering Preferences Highlighting Messages Image Rules
20 Mail Preferences WebMail 6 Online User Guide Full name: The name that appears in place of your address when your is received. Your Signature: This is where you can enter text for your signature file. Your signature is automatically appended to the end of every . Signature files usually contain your name and contact information. You can choose to place a line of dashes (-) before your signature as a separator. You also have the option to place your signature ahead of any forwarded message text, as well as text appended from an you are replying to. Select preferred language: This menu allows you to change the language used in Webmail's interface. What to do when messages are deleted: Set this to either Move to trash to move deleted messages to trash or to Permanently delete them. Time format: Select your preferred time format from the list provided. Date format: Select your preferred date format. Time zone: To set your local time zone, select the nearest city to your location. This is used to append the correct time stamp to any messages you send. Set up mail forwarding: To receive on your wireless device or to an alternate address, enter alternate address in the space provided. You also have the option of keeping a copy of all forwarded mail in your inbox by placing a checkmark for that option Keep a copy of mail in my Inbox: You also have the option of keeping a copy of all forwarded mail in your Inbox by placing a checkmark for that option. Play sound when new mail arrives: Check this if you want a sound played when new mail arrives. After login, go directly to my inbox: Select No to be taken to your webmail homepage. Select yes to go directly to your Inbox. Mail folder configuration: If you are using another client, other than webmail, select it from the drop down menu. Webmail will display the content of system folders for that application. Default compose mode: Select text to compose messages in plain text or HTML to be able to apply different formats to your message (such as font type, font size, bold, underline, etc.). System Windows: Selecting this box, will use the regular system pop up boxes, instead of the nice styled alert boxes that Webmail uses by default. The advantage of using the regular system alert boxes is that these boxes are able
21 to be read by a screen reading program like JAWS for the visually impaired. JAWS will read what is on the screen and verbally announce it to the user. Reply/forward mode: Select the compose mode you want applied to your reply to or forwarded messages. Choose from Original, Text or HTML. Click the Save button to apply any changes made to your Mail Preferences. SPAM Preferences Junk filter status: This option allows you to turn the spam filtration system on or off. There are three levels to choose from when you turn on the spam filter: light filtering, standard filtering and aggressive filtering. Filtering levels: This section allows you to determine how strict the SPAM filter is in determining whether or not an is considered SPAM. With light filtering, there is very little chance of legitimate being tagged as SPAM; however, the likelihood of SPAM evading the filter is slightly higher than the recommended "standard" setting. With standard and especially aggressive filtering, it is much less likely that SPAM will be able to bypass the filter. Please note that the higher the filtration level, the more likely it is that legitimate will be considered SPAM, although the likelihood of this happening is still very low. Users are strongly advised not to set the SPAM filter to automatically delete SPAM in conjunction with either standard or aggressive filtering. I want SPAM filtering to: By selecting the file type, you can indicate what you want the SPAM filter to do with s which are considered SPAM. The following options are available: o o o Delete Junk: All junk is automatically deleted. Tag and Deliver Junk: which is considered SPAM has its subject line tagged with **SPAM**, but is otherwise delivered normally. Quarantine Junk: All s which are tagged as SPAM will be automatically placed in the "junk" folder. Never Block and Always Block lists: These are also known traditionally as "blacklists" and "whitelists". You can enter specific addresses which will either bypass the SPAM filter (never block list /whitelist), or will automatically be counted as SPAM (always block list/blacklist). To block any address from a given domain, enter an asterisk (*), followed by an "at" symbol and the domain you want to block. For
22 example: will block all addresses which end with Never block the following addresses: addresses entered in this field will not be blocked by the SPAM filtering settings. Enter the address, and then click the Allow button for each address separately. To remove an address from the Never block list, click the checkbox to the left of the address, and then click the Remove button. Note that the Never block list takes precedence over the Always block list; if you entered in the Never block list, these s would bypass the SPAM filter, even if was entered in the Always block list. Always block the following addresses: addresses entered in this field will always be blocked no matter how you set your SPAM filtering settings. Enter the address, and then click the Block button for each e- mail address separately. To remove an address from the Always block list, click the checkbox to the left of the address, and then click the Remove button. To block any address from a given domain, enter an asterisk (*), followed by an "at" symbol and the domain you want to block. For example: will block all addresses which end with Click the Save button to apply any changes made to your SPAM Preferences. Change password You can change your Webmail password using this interface. Note: To successfully change the password, you must enter your current password, and the new password twice for confirmation. Click the Save button to apply the new password. This password change also requires you to change the password setting in any other mail clients you use, such as Microsoft Outlook or Thunderbird. Auto Reply Messages (Autoresponders) An autoresponder is a predefined response to incoming s. Autoresponders can be set to automatically respond to incoming which matches a keyword in the "to", "from", "CC", or "subject" heading. In this way, you can set up autoresponders for a variety of purposes, such as automatically informing people
23 that you are away on vacation, or sending generic responses acknowledging receipt of messages. Creating an Autoresponder Click on the "New Auto Reply Message" button and fill out the following fields: Condition Indicates what heading the autoresponder will "look" in to determine if it should be triggered. You can choose "from", "to", "cc", "subject", or "all". Selecting "all" will search under all fields for the condition text which will trigger the autoresponder. Condition text Indicates what search key is used to determine if the autoresponder should be triggered. For example, an autoresponder which has its condition set to "from", with the condition text set to will be triggered whenever you receive an from that address. Auto Reply Message This is where the actual message (message body) sent by the autoresponder is stored. When you are done, click "Save". If you want to leave this interface without making any changes, click "Cancel". Note: The same fields will be displayed when editing an existing auto reply message. In order to edit an existing message click on the existing message and fill out the fields mentioned above. Autoresponder Interface The following options are available in the autoresponders interface: List of autoresponders This page contains a list of autoresponders you have created. Beside each message there is a checkbox. A selected checkbox indicates that the message is currently active. The following actions can be performed: o o o New Auto Reply Message Choosing this option allows you to create a new autoresponder. Once added, in order to activate it, you will have to select the checkbox beside it. Turn off an autoresponder Selecting an autoresponder and de-selecting the check box beside it will deactivate the autoresponder, making it inactive. Activating an autoresponder In order to activate an autoresponder select the checkbox beside it.
24 o o Edit selected Clicking on an autoresponder will display the autoresponder's details, allowing you to edit the message text or conditions under which the autoresponder will trigger. Delete selected Click on the "Delete" icon (+) beside the autoresponder you wish to remove. Deleted autoresponders are permanently removed from your list. Filtering Preferences This section of the preferences allows you to set up special rules which will sort your into specific folders. For example, if you want to put from a specific person into a special folder, then you can set up a rule which will automatically place those messages into the desired folder. Note: Not available with all packages. How to set up a rule: 1. Click the "Preferences" icon at the top of the screen. 2. Once the Preferences interface loads, click "Filtering Preferences" on the lefthand side of the screen. 3. Click the "New Message Rule" button. 4. Select All or Any of the following conditions to be met. 5. Select a field from the drop-down menu provided. This is the field which will be used to sort messages. You can select any of the following fields: To Subject From CC Priority 6. Select a "match" condition. This determines how the key text you enter will be used. The following match conditions can be selected: Contains Doesn't contain Equal to Not equal to
25 Begins with Doesn't begin with Ends with Doesn't end with 7. Enter a value. This is the key text which will be used to sort your messages. 8. Under the "Perform the following actions" section, select an action. The following actions can be selected: Copy Move Forward Delete If you selected "Copy" or "Move" in step 8, select a folder from the drop-down menu, indicating where you want the message copied to or moved to. If you selected "Forward", you must indicate an address that the message will be forwarded to. 9. If you want to set more than one condition, click on the plus sign (+) to create an additional "field" drop-down. In this manner, you can select any number of conditions. At the top of the screen, you can also indicate if all of the conditions have to be met or only one of them. Sample rules Below are some examples of rules that can be set up: Field Match Value Do This To Contains Move: Bobmail Subject Begins with RE: Forward: BCC Equals Delete Note: Not available with all packages. Highlighting Messages This section of the preferences allows you to set up special rules which will highlight your messages. For example, you can set up a rule to highlight e- mail in blue from a specific person.
26 How to set up a rule: 1. Click the "Preferences" tab at the top of the screen. 2. Once the Preferences interface loads, click "Highlighting Messages" on the left-hand side if the screen. 3. Click the "New Highlighting Rule" button. 4. Enter a name for your rule. 5. Select a field from the drop down menu. The possible fields are: To, Subject and From. 6. Enter the data relevant to the field selected. For example if you have selected Subject enter the subject(s) of s that you wish to be highlighted when received. 7. Next, select the colour to be highlighted with the message containing the subject line that you have entered in the previous step. In order to select a colour, click on the colour icon. A colour palette will be displayed from where you will be able to select a colour. 8. Click Save to save the Highlighting rule or to save changes you have made. Beside each highlighting message there is a checkbox. A selected checkbox indicates that the message is currently active. Image Rules The Image Rules preferences allow you to define what images and styles will be shown in messages when they arrive in your inbox. You can control the level of trust when images will be displayed by checking on or off various options. For a higher level of control you can also create custom filters for specific senders or when specific text appears in the subject line of messages. There are several options available to choose from: Trust sources in address book: Show unsafe images for messages from anyone in your address book Trust anything I send: Show unsafe images for all messages you send. Trust defined sources: Show unsafe images from sources in the new rule that you set up. In order to enable these options check off the corresponding checkbox. In order to create a new rule, click on the New Image Rule button. An extended page will display where you can set up your rule.
27 1. Select from the Field drop down menu one of the following: To, From, CC, Subject and To or CC. The condition set will apply to the field selected here. 2. From the Match drop down menu select one of the conditions provided. For example if you want the To: field containing specific text, you would choose contains and under value enter the text that would be contained in the field selected. 3. When done click the Save button to save your work. Once you click Save you will be able to see your rule. 4. Click on the delete icon (X) to delete the rule.
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