Example.com will be used as the working example throughout this manual. Substitute your own domain name where you see example.com
Note: If unsure about accessing the Internet, using a web browser or the web address for accessing web mail, contact the IT department or Administrator.
Login settings
The following login selections are made available. Username and password must be entered to login.
Field
Explanation
Username
The username is supplied by the server administrator and is usually the first section of the email address.
Password
The password is supplied by the server administrator.
Language
The language drop down arrow will show the following languages by default; English, German, French, Italian, Spanish.
Logging In
After entering username, password and other settings, select the login button.
Remember my settings for this computer
Tick this box if you want save your username, skin and language settings for the next time you log-in on the same machine.
The web mail interface can perform various email tasks including maintenance and storage. The interface operates in a similarly to other email clients, allowing email to be sent, received, deleted, created and managed.
The web mail sidebar has various functions as detailed in the table below.
Feature Button
Explanation
Compose Button
Creates a new email.
Calendar Button
(Enterprise Edition only)
Creation and management of appointments, meetings etc.
Contacts Button
Management of server level stored contacts.
Folder Button
Management and creation of mail folders (as shown in the left hand display panel of web mail). The folders list is collapsible by clicking on the heading to hide details.
The message management toolbar has options for deleting
and viewing mail messages. The functions are explained in the table
below.
Field
Explanation
Current Folder
This is a display of the folder that is currently being accessed.
This is relevant to the messages that are being displayed in the
message list.
Delete Selected
To the left hand side of each message
there is a tick box. Each time you place a tick in the box by
clicking the email is classed as being selected. After a
tick is placed in the box(es) the option, Delete Selected
is made available.
Move Items to Folder
Then select the drop down box adjacent to the ÒMove Items to
FolderÓ heading and select a folder to move the messages to by
clicking on it. Select the ÒGoÓ button.
Page
If there are a large number of emails in the current display
folder, the list will be divided into pages. Navigate between these
pages by using this Go to Page feature. Select a page number by selecting
the drop down box adjacent to the number and select the number of
the page to navigate to. You are able to set the amount of messages
to be displayed per page in the Options window
The search toolbar appears at the top of the message list. Search the message list for messages that contain specific words OR sentences (enclosed in double quotes, e.g. "this is a test message"). The search can be done on the "From" field, "Subject" or the actual "Body" (message content). The result of the search will be a new list of messages that contains those words/sentences. The list of matching messages can be navigated through as if it were a list of messages from either the Inbox or other folders.
When doing a word search, the search words must be separated by spaces. The results list will contain any message that has any of those words in the specified search field (i.e. "From", "Subject" or Body).
When doing a hard search (i.e. searching for whole sentences), the search string must be enclosed inside double quotes. The search will only return a list of messages that contain that entire sentence (enclosed in double quotes).
Selecting the Inbox folder from the sidebar (available after clicking the Folders button, also on the sidebar) will display the message list. The message lists displays email summary details such as sender, subject, the date of delivery and the size of the message. Clicking the heading items in the list will sort by priority, attachments, sender, subject, date and size. Click the heading item twice to reverse the order of the list. The following table describes options for the message list.
Field
Explanation
Select Checkbox
To the left hand side of each message there is a tick box. Each time you place a tick in the box by selecting the email is classed as being selected. After a tick is placed in the box(s) you can then use the options Delete Selected or Move Items to Folder. In the message display heading line you will also see a tick box. If you place a tick in this box it will select every message in the current folder on the current page.
Priority
This indicates whether the message was set with a priority.
Open Message
Select the mail icon to open the message and the message display window will be shown.
View Attachment
When a message contains an attachment, select the attachment icon in the message list to open or run the file.
Read Message (Open in same page display view)
To view a message in the message display window, click on it.
Selecting Messages
A single message can be selected by clicking on it. More messages can be simultaneously selected by either:
ticking the Select Checkboxes of those messages, or
Holding down the ctrl key and clicking those messages or
Holding down the shift key and clicking another message to select all of the messages between that message and the first message.
Moving Messages
Messages can be moved to a different folder by clicking on them and holding the mouse button down, then dragging the message over the destination folder (listed in the sidebar) and releasing the mouse button.
Right-click Menu Options
The following list of options becomes available upon right-clicking a message:
Option
Function
Open
This opens the message for viewing.
Reply
This will compose a new message in reply to the right-clicked message.
Reply All
This will compose a new message in reply to the right-clicked message and will be sent to all recipients of that message.
Forward
This will compose a new message which contains the right-clicked message for forwarding.
Delete
This will delete the right-clicked message.
Mark as unread
This will mark the right-clicked message as unread.
Flag
This will mark the right-clicked message as flagged.
Report as spam
This will report the right-clicked message as spam.
Whitelist
This will add the sender of the right-clicked message to your whitelist.
View headers
This will open a new window displaying the header information for the right-clicked message.
Download source
This will prompt the web browser to save the message's source to disk.
Copy
This will copy the right-clicked message into webmail's clipboard. It can then be pasted into another folder using the Paste option.
Paste
Note: this option will only be available if an other message has been copied using the Copy option.
This will paste the message from the clipboard into the currently open folder. The paste option is also available upon right-clicking folders in the sidebar.
When a mail message is selected in the message list, the message details and body of the message is displayed. From here you can Reply, Reply All, Forward or Delete a particular message. Message attachments and message headers can be viewed. The message can also be printed.
There is also a setting to open/compose a message in a new window. This setting is described in the Settings tab section. The table below describes the various options available in message view mode.
Field
Explanation
Reply
To reply to a sender select the reply button. This will invoke a reply message window that acts similar to a Òcompose new message windowÓ except the address of the recipient and sender are automatically entered.
Reply all
The Reply all button is used when to reply to a message when the message was sent to several users and the reply is required to be sent to all original recipients. These users are automatically entered in the ÒToÓ field of a reply when Reply All is used. The Reply All button will also include the senders address in the new message.
Forward
When an email is received and the message is to be sent on to another email address, the forward button can be used. This is similar to replying to a message, however instead of a blank window, a new window already containing the original message to be sent on is displayed. From here, enter any recipients that are to receive the message in the TO, CC or BCC text boxes.
Delete
If a message is to be deleted or moved to the Deleted Items folder, select the delete button to remove the file from the current folder list.
Attachments
Selecting this button will allow the viewing and saving of attachments.
Print
The printing of an email can be done through this screen as long as a working printer and driver are installed. After selecting the button a print preview screen is displayed. To continue to print this message, select the Print link in the top right hand corner of the print preview screen.
View Headers
This button will allow the header properties of the current message to be seen. This can assist with the detection of forged email and spam messages.
Headers show the message receipt details and more advanced details such as;
Message-ID Ð this is the message number or name of file stored on the server in the mailbox inbox.
X-Mailer Ð This is the client that the current message is being viewed with.
MIME-Version Ð This is the version of the MIME encoding method.
Content-Type Ð This is the format of the message and outlines what boundaries can be expected to be found within the message.
X-Read: 1 Ð X-Read: 1" indicates that a message has been read
Back to messages
This button will return to the inbox message list display of the current mailbox.
Sender Options
When previewing a message, there are also two options available in the From field after the contact's address:
Add to Contacts: this will open a Contact Details dialog in a new window, allowing you to add the sender to your list of contacts. Once all the desired fields have been filled, click the Save button to add the contact.
Whitelist: this will add the sender to your whitelist, ensuring that all future messages from this address are never marked as spam.
Slideshow Option
When previewing a message which contains attached images, the View as Slideshow option will be available on the end of the Attachments field. Clicking on it will start a slideshow with the images with controls at the bottom. Next and Previous allow you to cycle through the images; Start will cycle through the images automatically; Close will exit the slideshow.
The usage display (on left-hand panel) shows the size of the mailbox and how much space has been used. The usage display is collapsible by clicking the heading.
To compose a new email, select the Compose button in the sidebar. After selecting this button a new message window will be displayed, allowing an email to be created, addressed and sent.
The only requirement for sending a message is at least one recipient in the To: entry box. The body of the message can be written in the large text box at the bottom of the screen as shown above. The table below describes the message fields in detail.
Field
Explanation
From
Once an email address is selected here it will be displayed in the ÔFromÕ address at the recipients address. Some mailboxes will simply have one address, not allowing this to be changed. If several mailboxes are linked to an account the ÔFromÕ address of the email can be changed by selecting the drop down arrow.
To
The TO entry box is where a destination email address is entered. It is important that the address is correctly typed as one incorrect keystroke of a letter or number in this combo box will mean that an email may not reach its destination. You can select an email address(es) from your contacts list by clicking on the To..: link.
Note: webmail has an address auto-complete feature which will suggest addresses you may intend to enter into this box based on the contacts in your contact list and what you have typed so far
Cc
The CC entry box is similar to the To: text box, in that any email address entered here will receive the email message along with any attachments. Cc: is an abbreviation of Carbon Copy and in business terms is usually equated to ÒFor Your InclusionÓ or ÒFor Your PerusalÓ.
Bcc
The BCC text box has the same functionality as the Cc: combo box and any address entered here will also receive a copy of the message. The difference between the CC: and Bcc: is that any recipients of a message will not be aware of the recipients in the Bcc: address list. Bcc: is an abbreviation of Blind Carbon Copy and when a person receives a message only the address in the To address list will be visible.
Subject
The subject text box is where a short description of what the message to be sent is about or what it contains.
Attachments
The attachments text box simply displays what attachments are associated or are attached to the message. After clicking the attachments, a further screen will appear where you can browse your computer in a Windows Explorer window for files to attach (one at a time).
After clicking on the Attachments link as previously mentioned, a window will be shown to allow attachments to be added. Click on Browse in the window and using the Windows file browser, select the file to add as an attachment (one at a time).
Once a file has been selected the Attachments window will contain the filename of the document chosen. Select the add button and the file attachment will be complete.
If, after selecting a file to attach, it is required to be removed, click the Delete button in main display window.
Within the compose new message screen, a contact can be selected from the personal contacts address book. At the beginning of each text box in the compose screen you can see the links To:, CC: and BCC: click on these items to bring up the address book as shown below.
It is important that the Contacts address book is selected in the top right hand corner as highlighted below in orange.
Select the contact name of the person to send the email to and then select the Add button. When the Add button has been selected the name will be shown in the right hand recipientÕs panel.
It is also possible to select multiple entries from the address book (hold down CTRL or SHIFT while selecting addresses) and use the Add button to add all the selected entries to the Recipients list.
If you add recipient(s) by mistake they can be removed by clicking in the right hand Recipients panel to select the recipient you would like to remove then clicking the Remove button.
Once you have selected all the required email recipients click on the update button and you will be returned to the compose window with all the recipients in the text box that was selected i.e. TO:, CC, BCC.
If you change you mind or clicked the text box button in error you can select the Cancel button to be returned back to the compose screen with no recipients added.
MailEnable Enterprise Edition has the option to select contacts from a Global Address List. Global Address Lists are configured by the manager or server operator. The Global Address list can be seen by all of the mailboxes within the post office that it is configured for.
The selection of contacts in this list is the same as the personal contact address book except that the selection box on the top right hand side has ÒGlobal Address ListÓ Selected (as shown below circled in orange). You can swap between both personal contact lists and the Global Address List by clicking on this combo box.
Web mail has a comprehensive spell checker that supports all five languages (English, German, Spanish, French and Italian). This spell checker is integrated into all the different message editors, i.e. plain text editor, and the 2 HTML editors Ð Lightweight HTML & Heavyweight HTML, see the Settings tab section for more details on selecting message editors.
Once the previous steps are completed, as outlined in this section, the message is ready to be sent. Above the message, the compose screen will have the compose toolbar.
There are email sending or delivery options displayed after the compose button has been pressed. The options are outlined in the table below.
Field
Explanation
Send
When you are ready for an email to be sent, click on the send button and the email will be delivered.
Cancel
Clears all that has been created and returns back to the Inbox. There is no way to return to message you were working on so exercise caution when using the Cancel button.
Save as Draft
Will save the message as a draft message. A message saved as a draft can be found in the Drafts folder. Messages can be saved so they can be completed and sent later.
Attachments
Allows the user to enter the attachment screen and enable addition and deletion of attachments.
Message Priority
This is where a message priority tag can be set. This setting is displayed to a recipient and allows them to see the priority you have assigned to the email. Priority settings are High, Medium and Low.
Notify me when message is read
An email will be auto replied when a recipient reads the message. Please note that the recipient is able to prevent this from happening, if they have their client verify whether to send notification.
The Contacts feature stores contact details (e.g. name, phone number, email address) of people and/or organisations.
View contacts
To view all contacts that have been added, enter the contacts directory by selecting the Contacts button on the sidebar. After the Contacts button has been selected, a list of contacts will be shown in summary format. Both private contacts and the Global Address List can be viewed by selecting either item from the drop-down list at the top of the Contacts page.
Selecting a contact line will show a complete listing of information that has been entered about a particular contact.
Edit contacts
Contact details can be edited from the contact list screen. To open this screen click on the contact you wish to edit.
The contact details displayed in the subsequent screen can be edited by selecting a text box and adding or editing the text. To keep changes, select Save.
Add to contacts
Using the Add to Contacts link will add the sender of an email to the Contacts folder.
Once this link is clicked, the Add Contact entry form will be displayed with the fields of Full Name, Nickname and email address automatically entered as below. The Add To Contact link checks to see whether a contact with the same e-mail address already exists. If one already exists then it will load the details of that contact for modifications. Information can be edited by selecting the relevant text boxes. When changes are completed, select Save to keep them.
Contact Groups
A contact group is a list of contacts. Sending mail to a contact group sends mail to each contact on the list. Lists can be created by clicking the New Group... button and then using the Group Details dialog to add contacts to the group. Groups can be deleted in the same way as contacts by selecting them and clicking the Delete... button.
Delete a Contact
To remove a contact from the list, select the contact and click the Delete... button on the toolbar.
Search Contacts
To search for a contact, type the contact's name into the search box in the sidebar and click Search.
Import Contacts
Contact information can be imported from Outlook or Outlook Express. To do this (having first exported the list whilst in Outlook/Outlook Express), click the Import Contacts button on the sidebar, then complete the Contact Import Wizard.
Contact Import Wizard
To import contact information through the wizard, a CSV file must be selected. Select the file by either entering its path into the textbox manually or by clicking the Browse... button and selecting the file in the Choose file dialog that appears.
After logging into an email account all mailboxes assigned to the login will be viewable. Selecting the inbox will display all received emails. Web mail also has an automatic polling interval set by the system administrator and this check instantly updates the inbox.
Displaying messages
Once emails have been received into the inbox of an account holder, select a message to read by clicking on the email address or subject of an email. This will display the message content and message details. Message details include subject, senderÕs details, recipient address and the date and time the message was received. This information is all displayed within the header and underneath this header the written text is located.
Receiving attachments
An attachment is a file or document that is sent through with a message. To view, execute or view message attachments select the attachments icon as displayed in the message details. In the screen that follows, the name, type and size of the attachment file(s) appear. The attachment filename will appear as a download link. Select the link to either save the file to a directory or run the file in the relevant program.
