PROVINCIAL DIRECTOR OF HEALTH SERVICES, WESTERN PROVINCE Provincial Email User Manual Version 1.0.2 Planning Unit, PDHS & RDHS (Colombo) 5/2/2013 Revisions in 1.0.2: Corrected spelling errors
Contents 1. Login to email... 3 2. Configure your email account... 4 2.1. General Layout... 4 2.2. Change the existing password... 5 2.3. Forwarding the mail to your personal email account... 5 3. Web Mail Interface... 6 3.1. Checking new mail... 6 3.2. Composing a new mail... 7 3.3. Replying Email... 8 4. Adding contacts to the Address Book... 9
1. Login to email 1.1. Open an internet browser. It is government policy to use an open source web browser such as Google Chrome or Mozilla Firefox. 1.2. In the browser go to this address: http://healthdept.wp.gov.lk/webmail 1.3. You will now be in the login screen as shown below: Figure 1: Email Login Screen 1.4. Enter your given email address and password and click Log in 1.5. If you are having trouble logging in please follow procedure item no. 3(d) in Provincial Circular No: 2013/01 to recover your email/password.
2. Configure your email account 2.1. General Layout 2.1.1. After you enter the correct email you will see the email configuration window as shown below. Figure 2: Email Configuration Window 2.1.2. This area has the following main features 2.1.2.1. Email Software (See Fig. 2 - A) 2.1.2.1.1. For the purpose of this manual please use roundcube 2.1.2.2. Email Features (See Fig. 2 - B). The features are mentioned from left to right respectively. 2.1.2.2.1. Change Password: Allows the user to change the password. See section 2.2. for more details 2.1.2.2.2. Forwarding Options: Allows the user to forward emails to another email address. 2.1.2.2.3. Auto Responders: Allows the user to create an automatic response to an email received. 2.1.2.2.4. Advanced Features: 2.1.2.2.4.1. Configure Mail Client: Contains advanced settings for the user to download email directly to PC. 2.1.2.2.4.2. BoxTrapper: Advanced Spam Manager 2.1.2.2.4.3. Email Filtering: Advanced Mail Management 2.1.2.2.4.4. Email Trace: Advanced Email Behavior Search
2.2. Change the existing password 2.2.1. You are required to change your given password immediately. 2.2.2. Click the Change Password button (See Fig. 2 - B & Item 2.2.2.1) 2.2.3. In the next screen (shown below) type a new password: Figure 3: Change Password / Password Generator 2.2.4. Select a password as per item no. 3(c) in Provincial Circular No: 2013/01 or click Password Generator to create a random password 2.2.5. Select a strong password with a mixture of upper case letters, lower case letters, numbers and special character. 2.3. Forwarding the mail to your personal email account 2.3.1. You can use the email forwarding service if you would like to manage your personal email and government email from your personal email address. 2.3.2. Please note that the Provincial Web Administrator is only responsible for troubleshooting emails inside the domain of healthdept.wp.gov.lk. 2.3.3. Click the Forwarding Options button (See Fig. 2 - B & Item 2.2.2.2) 2.3.4. In the next screen click 2.3.5. Then type your required forwarding email: 2.3.6. Click Add Forwarder Figure 4: Email Forwarding
3. Web Mail Interface 3.1. Checking new mail 3.1.1. Once logged in click roundcube (See Fig. 2 - A) 3.1.2. Click Inbox in the next screen (Fig. 5) Compose Button Address Book Inbox 3.1.3. Double click any email subject (shown below) to enter the email. Figure 5: Web Mail Layout Figure 6: New Email
3.2. Composing a new mail 3.2.1. Once logged in click roundcube (See Fig. 2 - A) 3.2.2. As shown in Fog. 5 click Compose 3.2.3. Use the guide below & item nos. 4-6 in Provincial Circular 2013/01. 3.2.4. When composing a mail: Figure 7: Composing an Email To should be the main email address the user wishes to write to. Add Cc should be the additional email addresses to be sent. Add Bcc is to send a blind copy. It should not be used as per Provincial Circular 2013/01 Subject & Main Text should be as per item nos. 4-5 in Provincial Circular 2013/01. Attach a file is to attach a document to the email. It should be used as per item no. 6 Provincial Circular 2013/01
3.3. Replying Email 3.3.1. Follow instructions in section 3.1 to check new mail. 3.3.2. Use the guide below & item nos. 4-6 in Provincial Circular 2013/01. Reply replies the To address field or main sender. (See Fig. 7) Reply All all email in the email. Forward allows you to forward an email. (See Fig. 7)
4. Adding contacts to the Address Book 4.1. Once logged in click roundcube (See Fig. 2 - A) 4.2. As shown in FIg. 5 click Address Book 4.3. Follow the instructions below: A - Click the + sign B Enter the name C Enter the email address D Click Save