Tutorial for Horde . Contents

Transcription

1 Tutorial for Horde Contents Basics 1. Starting Horde 2. Reading s 3. Replying / Forwarding 4. New 5. Attachments 6. Save as Draft 7. Address books Adding contact details and accessing 8. Sorting with column headings 9. Deleting and purging (which will save on size within the set quota) 10. Logout Advanced 1. View Drafts and Sent Items folders (if not already shown below the Inbox) 2. Adding a standard signature 3. Sending & saving options 4. Embedded pictures and/or formatted text etc. 5. Setting priority for (Low/ Normal / High) 6. Request receipt 7. Creating a folder structure / filing s 8. Saving s (including attachments) which will also save space on system! 9. Exporting Address Book contacts to a spreadsheet (.csv format)

2 1. Starting Horde: Open Internet Explorer (or Chrome) by clicking the icon Click Internet Explorer icon on Desktop / Start menu / Taskbar Click the shortcut (if shown) or enter the address Then the option Login Here to Webmail For org.uk Enter the Address and Password for relevant account

3 If this window is shown, click link to Read mail using Horde or [ Enable Autoload ] 2. Reading s Your Inbox should now be shown as below FAKE s! CAUTION Although the Administrator account is more susceptible to receiving suspect s, always be very cautious when opening s from unknown sources or prone to being fake (particularly from financial organisations as in the American Express example which has links to false websites) The highlighted will show a preview in the bottom of the screen if not required, select Other / Hide (or Show) Preview on top right-hand side To open an in a new window, just double-click the relevant mail in the Inbox.

4 NB Unfortunately, spam s possibly containing dubious links to viruses etc. can still be received in your Inbox. If in doubt, or a warning given DO NOT CLICK THE LINKS, particularly if from an unknown sender or containing suspicious messages. The Hyperlink address can be viewed by just hovering over the link and the destination will be shown at the bottom AGAIN, DO NOT CLICK! Warnings given if suspected of having a fake message / hyperlinks Hovering (NOT CLICKING) will show the link to an address totally unrelated to that suggested by the text eg mrupx/wggvjbqnpv.html is obviously NOT the link to American Express 3. Replying / Forwarding For valid Replies, click the Reply button or for other options click the down arrow Please ensure that you do REALLY want to Reply To All, as some responses to s are not appropriate and can spam users in groups unnecessarily To Forward, click on the down arrow and choose the appropriate action

5 4. New For sending a new message, click either the green New Message or Mail down arrow / New Message A blank New Message window will appear, showing you as the sender Add address(es) for recipients, with any to receive Cc: (Carbon Copy) or Bcc: (Blind Carbon Copy so others do NOT see who the sent to) To attach a file, click on the link to open a browser window see below

6 5. Attachments If necessary, attachments can be added by clicking on the Add Attachment next to the paperclip icon, which will open a browser window to navigate to the location of the file to be sent. Select relevant file(s) and click Open These attachments will then be shown below the Subject:

7 6. Save as Draft Should you wish to prepare an but need to add a file later (eg. after completing a spreadsheet etc.), then the can be saved as a Draft to be opened later and file(s) added. Drafts are saved in the Drafts folder and can be opened for completion by double-clicking the relevant . Viewing Drafts and Sent Items - if not shown under the Inbox, click Folder Actions and select Show All Mailboxes 7. Address Books Your contacts can be created or accessed by selecting the Address Book and clicking your address book to view the existing, where you can also add or edit the details

8 OR adding by clicking New Contact in your Address Book and completing details to suit on each tab for Personal / Location / Communications / Organisation / Other, but must include at least Surname and address on the relevant tabs to enable selection for sending messages To add the senders addresses from messages received, click on their name and options are shown under their address to either send them a new message or Add to Address book select that to add to your personal Address Book for easier selection Selecting address from your existing Address Book click the To: button to find and select for sending s With Address Book open, select to highlight each recipient and click the button to add for either To: / Cc: / Bcc Once selected, click OK to return to the for sending

9 8. Sorting the list Your list can be grouped by the default of Date, but also From (useful for grouping s from same person), Subject & Size by clicking on the column header and either ascending or descending values (the arrow next to the header indicating direction of sorting) View below shows sorting by date with latest at the top (arrow pointing up) s which have NOT yet been seen are shown with an envelope icon and a grey background s which have been seen are shown with an envelope icon and a white background 9. Deleting and Purging House-keeping of s should be on-going, particularly when the quota limit is approaching (this includes sent and filed as well as those received). If space is becoming critical, it is good practice to view the larger s first (as these will have the larger attachments). In this case s are sorted by the size column, preferably with the largest at the top, so that the biggest can be determined for deletion first, reducing the quota more effectively. In this example however, the are very small without any attachments. Column sorted by size, although these are small without attachments. Highlight those to be deleted and hit the delete button (trashcan icon) on screen or the delete key on the keyboard When as many s as possible have been deleted, these will temporarily kept in the Trash folder (and if any mistakes are made, these can be restored back), but to fully clear them to save space, they will need purging.

10 Select Trash & highlight the relevant (s), then click Other / Undelete OR Purge Deleted 10. Logout click button on right-hand side to exit and return to the Webmail Login screen

11 Advanced 1. View Drafts and Sent Items folders (if not already shown below the Inbox) Click Folder Actions and then Show All Mailboxes 2. Adding a standard signature To add a text signature for each new message, click on the cog icon and select Global Preferences / Mail Click on Personal Information under General on left-hand side Enter your signature as appropriate in text box If HTML option is to be used (see below), then enter details / formatting here Once details added - Click Save then return to Main Screen

12 3. Sending & saving options Embedded pictures and/or formatted text etc. using HTML Text formatting allows the usual change of font, size, colour, bold, italics and highlighting etc. 4. Adding pictures in the body of s To add pictures, click icon for Image and window shows options for Image Properties (see below) Ie Image / Upload / Choose File / Select & Open / Send to Server / OK Click the Upload button and then the Choose File button

13 Select the file and click Open The selected file name is now shown next to Choose File Click Send it to the Server Click OK for image to appear in 5. Setting priority for (Low / Normal / High) Select High/Normal/Low Priority required from the drop-down Options 6. Requesting Read Receipt to get acknowledgement that the has been opened and read by recipient(s) Select Read Receipt from the dropdown under Other Options 7. Creating a folder structure for filing s Should you wish to file specific s in one location, folders can be created to move relevant s into Select Folder options, then Create Mailbox Enter mailbox name and OK Mailbox name is now shown in the list of folders To create sub-folders Right-click on relevant folder for menu options and select Create subfolder Enter mailbox name and OK Subfolder name is now shown offset under its parent folder/mailbox

14 Filing s in folders from Inbox Select (s) by clicking the left hand box next to to check box and click-drag to the relevant mailbox/folder Select, then click/hold&drag to relevant folder When dragging, prompt shows Move number of messages into location The moved s will now be shown in the relevant folder 8. Saving s (including attachments) which will also save space on system when subsequently deleted! In the preview window, click Other Options & Save Or in Open window, click Save The is then downloaded to your PC Download folder Click the arrow for menu to Show in folder and that will show the file, which can be opened or moved etc. 9. Exporting Address Book contacts to a spreadsheet (.csv format) To convert your address book to a spreadsheet file, click Address Book and select your Address Book Click Address Book and select your Address Click top check box for all entries or select individual if appropriate Once selected, click the Export button and the csv file will be downloaded click the arrow to select Show in Folder Once file is opened in Excel (default), then you will see all available columns within the Address Book, but with data only shown for that currently entered, so a lot of these columns will be blank and may also not be needed for your requirements therefore these can be hidden or deleted for reports etc.