Introduction to Webmail for staff

Transcription

1 Introduction to Webmail for staff Contents: Starting Webmail Login screen Your inbox Composing a message Attachments Replying to s Forwarding a message Address book Deleting messages Automatic forwarding Setting up an out of office reply Logging out of Webmail Storage limitations Further help Starting Webmail You can access your Webmail account from any PC with an internet connection. Webmail is available both on and off campus. There are two methods available to access your Webmail account. These are: 1. Entering the Webmail address directly into your internet browser Logging in to the University of Greenwich Staff Portal at and clicking the icon. Login screen Once you start Webmail you will be presented with the following login screen: ILS August Horde v3.0

2 In order to access your you will need to know your Username and original Password. If you are unsure of your username or original password please contact the Staff Computing Help Desk on extension 7555 or from outside the university on Automatic maintenance After you login you may see mail maintenance operation prompt: You can allow the maintenance operation to continue or select Skip Maintenance. You will then be told when you last logged in. Click on the Mail option on the lefthand toolbar to go to your inbox. Your inbox ILS August Horde v3.0

3 The Webmail Inbox looks like this: Along the top you will find the main toolbar: This will remain on the screen no matter what function you are performing in Webmail. To open a message -- simply click on the subject line of a received . To return to the Inbox you can either click on the Inbox button at left hand end of the toolbar, or the Back to Inbox text link on the top right hand corner of your message. Composing a message To write a new , click on the Compose button along the top toolbar. The composition window contains standard controls for handling s -- for example To, Cc, Subject, and Attachments. ILS August Horde v3.0

4 Attachments To attach files to an you must scroll to the bottom of the composition window, use the Browse button to find the files you'd like to attach, and then click Update. A message will appear at the top of the screen to confirm that you have added the attachment. Remember: If you do not click the sent. button your attachment will not be Once you have finished composing your click on the Send Message button. Replying to s Once you open an , further options will appear. Amongst the options available are Reply, and Reply to All. Clicking on Reply will take you to the message composition window where you can compose your reply. Clicking on Reply to All ILS August Horde v3.0

5 will ensure that all the people addressed in the original message will be included in your reply. Forwarding a message If you wish to forward a message to another person - simply open the message and click on Forward. You will be taken to a composition window where you have the option to add further text to the message or just send it as it is. Address book One of the options available to you in a composition window is the use of the University Address book. This is accessible by clicking on the Address book icon below the subject line. Once the address book window has loaded, select the address book you would like to use and enter the surname of the person you are looking for. Webmail will now search the address book and return any results. Deleting messages ILS August Horde v3.0

6 Deleting s is a two part process. If you are viewing the Inbox you'll need to tick the checkboxes relating to the messages that you'd like to delete and then click the Delete button. You can also delete messages whilst viewing them by clicking on the Delete button. To completely remove the messages you will need to purge them. In order to do this you must return to the Inbox. The messages you have chosen to delete will appear in grey bands and will have a trash can icon next to them. In order to delete them click the Purge Deleted button to clear the messages from the server and your Inbox. Automatic forwarding If you would like to redirect your university s to another address you need to set up a forward. Click on the Forward button at the top of the screen. Further options will appear. Enter the address you wish to have your messages forwarded to. If you would like copies of the messages to also be kept in your university then ensure you tick the Keep a copy in your local mailbox option. You will then need to re-enter your password for security reasons. ILS August Horde v3.0

7 To remove the redirect -- follow the same procedure. However you must select the Unset/remove a forward box. Setting up an out of office reply Important: Before you set up an out of office reply you should be aware that this will overwrite any automatic mail forward you have set up. If you want to have both of these functions running concurrently then you will need to contact the Help Desk who will be able to arrange this for you. You will find their contact details at the end of this document. If you are not planning to check your for a length of time or are going to be away then you should set up and out of office reply. Click on the Out of Office button at the top of the screen. You will be presented with the out of office options. Select Set/install Out of Office notice to enable an out of office reply. Select Unset/remove Out of Office notice to disable the out of office reply. Enter the details of your out of office reply in the boxes provided. ILS August Horde v3.0

8 Important: You must enter your Mail ID in the From and Mail ID boxes. Your mail ID is the part of your address that contains your name. For example the Mail ID for the address would be j.smith. You will then need to re-enter your password for security reasons. Logging out of Webmail When you have finished browsing your s, you can logout via the logout icon located near the right-hand end of your toolbar. Storage limitations It is vital that you keep the amount of stored messages to a minimum as your space is limited. You can look after your Inbox by deleting old messages or messages containing large attachments. Your quota status is displayed on at grey banner below the toolbar. If you are running low on space you will receive a warning via . If you run out of space you will cease to receive new messages. If this happens you will need to contact the Staff Computing Help Desk (see below). Further help If you need further help with Webmail, contact the Staff Computing Help Desk on extension 7555 or from outside the university on You can also them at [email protected]. ILS August Horde v3.0