Rich Web Mail Guide v4.8

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2. Accessing your Web Mail

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3. Enabling/Disabling Rich Web Mail

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4. Web Mail Features

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5. Navigation Pane

The Navigation Pane lists your folders. You can resize the Navigation Pane width by dragging the vertical divider to the left or right.

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5.1 How to Drag and Drop

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6. Inbox

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6.1 Resizing columns

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6.6 Navigating through Messages

From within the Inbox

1. Click on a message to preview it in the Reading Pane.

From within the Message:
Using the navigational arrows in the upper right hand corner of your message:

1. Select the Left arrow to navigate to the previous message
2. Select the Right arrow to navigate to the next message
3. The current message number out of the total messages in your folder is displayed

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6.7 Replying to a Message

Reply Button

This action is available when a single message is selected

1. Select the desired message
2. Select Reply from the menu

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6.8 Replying to All

Reply All Button

This action is available when a single message is selected

1. Select the desired message
2. Select Reply All from the menu

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6.9 Forwarding a message

By default your when you forward a message, the forwarding email will be shown as an attachment. To forward the message in the body of your message please change this to Inline in the Preferences page.

Forward Button

1. Select the desired message(s)
2. Select Forward from the menu
3. A new message will appear with the forwarded message attached.
   NOTE: The Subject line will be automatically filled in.
4. Enter the email address(es) of your intended recipient(s). At least one email address is required.
5. Add to the message if you desire or click the Send Message button.

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6.10 Printing a message

This action is available when a single message is selected. Also if you are using a pop-up blocker, we recommend you always allow pop-up from our site as Printer View opens in a new window.

Printing the message

Print Button

1. Select the desired message
2. Select Print from the menu
3. A new browser will open, select Print

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6.11 Deleting Messages

If your account reaches the maximum, you will not be to receive new messages. You will receive a Quota Warning message when you near your storage limit.

Delete Button

1. Select the desired message(s)
2. Select Delete from the menu

To permanently delete emails from the Trash folder:

1. Select the Trash folder
2. Click on the Folder Actions button
3. Select Empty Folder. This removes all mails from the Trash folder.

Empty Folder from the Folder Actions Menu

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6.12 Moving Emails between Folders

1. Select the desired message(s)
2. Select Move from the menu
3. Select the destination folder

Using Drag and Drop:

1. Select the desired message(s)
2. Drag the message(s) to from the Message list to the destination folder
3. Drop the message(s) into the folder

Folder selection after clicking on Move Button

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6.13 Checking External Mail

You may check message from other email addresses via your Web Mail. For instructions on how to do this please review the Check External Accounts under the Options section. Once set up you can check these external accounts by clicking on the Check External Mail link.

Check External Mail Button

1. Select Check
2. Select the desired account or check all to check all email accounts

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7. The Actions Menu

This menu contains several Message Actions which can be applied to one or more email messages.

Actions Menu

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7.1 Flagging a message for Follow-up

1. Select the desired message(s)
2. Select Flag for Follow up

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7.2 Clearing a Flag

1. Select the desired message(s)
2. Select Clear Flag

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7.3 Marking a message as Read

1. Select the desired message(s)
2. Select Mark as Read

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7.4 Marking a message as Unread

1. Select the desired message(s)
2. Select Mark as Unread

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7.5 Viewing the Message Source

This is accessible when a single message is selected.

1. Select the desired message
2. Select View Message Source

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7.6 Saving a message to your computer

This feature is available when a single message is selected

1. Select the desired message
2. Select Save to Computer

NOTE: You may receive a security message from your browser; please follow the prompts allowing the file to download on your computer.

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7.7 Adding a Contact

This feature is available when a single message is selected

1. Select the desired message
2. Select Add Contact

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7.8 Approving Sender(s)

1. Select the desired message(s)
2. Select Approve Sender

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7.9 Reporting messages as Spam & Deleting

This will automatically report the message(s) as Spam and moves the message to the trash or Spam folder

1. Select the desired message(s)
2. Select Report Spam & Delete

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7.10 Showing/Hiding Reading Pane

Select “Show Reading Pane” to view the message of a selected email without opening the email message

Select “Hide Reading Pane” to hide the body of email messages from within the Inbox

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8. Message Flagging

This displays an icon which indicates the state of the message. The following is a list of message icons which you may see displayed.

• Unread
• Read – no icon
• Replied
• Forwarded
• Flagged for Follow-up
• Event Invitation (Business Calendar only)

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9. Composing Email

Compose Page

Compose a Message:

1. In the Navigation Pane select Compose
2. The compose page will open

Below you will find a brief summary of the fields and features available when you compose a message. By default your auto-save draft option will save messages every minute.

To	Here you can enter the email address(es) of your recipients. Please keep in mind that an email address consists of username@domain.com.
Cc	This field is to be used when you wish to send copies of the message to people other than the recipient. Your recipient will then see that the person(s) who received the copy. Hence the name carbon copy (Cc).
Bcc	Blind Carbon Copy works similar to Cc, however none of the recipients will see any email addresses entered in this field.
Use Address Book	You can use the Address Book to look up and select names, email addresses, and groups when you send email messages. While on the compose page, click the “Use Address Book” link. Your contacts will appear in a pop up window. Next to the contact or group that you are sending email to, click the To link, the Cc link, or the Bcc link, to add their email address(es) to the appropriate box(es). Compose your email message, and then click the Send Message button. NOTE: If you are sending email to a recipient who is not currently in your Address Book, after clicking the Send Message button, click the box next to each recipient you wish to add to the Address Book to place a check mark in it, click the Add Contacts button, then click the Return To Inbox button.
Subject	Enter the subject of your message.
Add Attachment	The email attachment feature allows you to send files/pictures along with email messages. An attachment can be word processor documents, spreadsheets, graphics, photographs, and sound files. To Send an Attachment: Below the Subject: box, click the Add Attachment link. Click the Browse button. Open the folder which contains the file to be attached and click the desired file. The name of the file will automatically appear in the File Name box. Click the Open button. The Choose file window will close and the exact path of the file attachment will appear. Click the OK button. Once the file is displayed on attachments list, click the OK button. Compose and address your message, then click the Send Message button. NOTE: You can send up to 25 MB of attachments per email, either as a single file or group of smaller files.
Save copy to Sent folder	Check the box next to Save Copy if you wish to save a copy of the email message in your Sent Folder.
Spell Check	This feature allows you to check the spelling of the message you are composing.
Plain/Rich Text	This feature allows you to change the formatting of the message from Rich Text to Plain Text and vice-versa. Note: All formatting changes will be lost when you switch from Rich to Plain text.
Font	This feature allows you to select a font from the list. To change the font at the beginning of the message: While in the body of the message select the desired font from the list To change the font for certain text: Select the text Select the desired font from the list To change the font after creating the message: Select the font Select the desired font from the list
Font Size	This feature allows you to select a font size from the list. To change the font at the beginning of the message: While in the body of the message select the desired font size from the list To change the font for certain text: Select the text Select the desired font size from the list To change the font after creating the message: Select the font Select the desired font size from the list
Font Color	This feature allows you to select a font color from the list. To change the font at the beginning of the message: While in the body of the message select the desired font color from the list To change the font for certain text: Select the text Select the desired font color from the list To change the font after creating the message: Select the font Select the desired font color from the list
Highlight Color	This feature allows you to highlight text within the message. To highlight text: Select the text Select then select the desired color from the chart
Bold	This feature allows bold the text within a message. To bold text: Select the text Select then click on the Bold icon To use bold for new text: Click the Bold icon Type your text To turn off bold: Click on the Bold icon again.
Italics	This feature allows you to change normal text to italic within a message. To make text italic: Select the text Select then click on the Italics icon To make new text italic: Click the Italics icon Type your text To turn off italic: Click on the Italics icon again.
Underline	This feature allows underline the text within a message. To underline text: Select the text Select then click on the Underline icon To use underline new text: Click the Underline icon Type your text To turn off underline: Click on the Underline icon again.
Strikethrough	This feature allows strikethrough for the text within your message. To strikethrough text: Select the text Select then click on the Strikethrough icon
Superscript/Subscript	This feature allows you to create superscript and/or subscript text. To superscript/subscript text: Select the text Select then click on the Superscript/Subscript icon Select the option from the drop down list
Paragraph Alignment	This feature allows you to change the alignment for different paragraphs or the complete email. To change the paragraph alignment: Select the paragraph Select then click on the Paragraph Alignment icon Select the option from the drop down list
Indent/Outdent	This feature allows outdenting or indenting of certain text. To indent text: Select the text Select then click on the Indent/Outdent icon Select the option the Indent option To outdent text: Select the text which has already been indented. Select then click on the Indent/Outdent icon Select the option the Outdent
Bullet List/Numbered List	This feature allows creates a bullet or numbered list within your message. To create a bullet or numbered list: Select the text Select then click on the List icon Select the option from the drop down list
Horizontal Rule	This feature allows you to add a horizontal line to your email messages by selecting the Horizontal Rule Icon.
Background Color	This feature allows you to change the background color for the message. To select a Background Color: Click on the Background Color Icon Select the color from the chart To deselect the Background Color: Click on the Background Color Icon Select the “white/transparent” color from the chart
Background Image (optional)	If this feature is available, you can chose from one of the many backgrounds available to you. NOTE: This feature must be enabled by the account administrator. To remove the background Click on the Back Ground image button Select None
Emoticon	This feature allows you to select from a chart of faces which are symbols for different expressions and emotions. To select an image: Move your cursor to the location where you would like to place your emoticon Click on the Emoticon button Select the image
Link Image	This feature allows you enter images which are found on the internet. To insert pictures as embedded images: Click on the Link Image button Enter the location of the image which must be available online. Click OK NOTE: This is a script prompt. Your browser may request permission to use this feature. Also the URL entered must be the location of the image. If you see a box with an X instead of the image, this is because the URL entered is invalid.
Link URL	This feature allows you to link selected text to a website. To add a link: Type the word(s) you will be linking to the URL Select the word(s) by highlighting these Click on the Link URL button Enter the URL Click OK NOTE: This is a script prompt. Your browser may request permission to use this feature.

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9.1 Sending Messages

To send your message:

1. Ensure you have enter the email address(es) of your intended recipient(s) in the To field. At least one email address is required.
2. Click Send Message when you are finished composing your message.

Send Message

A confirmation message will appear notifying you that your message was sent.

To Save All Sent Messages to your Sent Folder

1. On the left of the page, click the Options link.
2. Under the Additional Options button, click the Preferences link.
3. Next to the Save Sent Messages setting, choose the Yes option by clicking it, then click the Save button.

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9.2 Creating Drafts

Saving a message as a draft allows you to compose a message and return to it later without sending. By default your auto-save draft option will save messages every minute.

To save a message as a draft:

Draft Rich Web Mail

1. Click on the Save Draft button

To retrieve the drafted message:

1. Click on Folders
2. Select the Draft Folder
3. Select the message

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9.3 Canceling a message

Once a message has been sent you can not stop the delivery. However, you can cancel an email when you are in the process of composing this.

To cancel a message:

Cancel Rich Web Mail

1. Click on the Cancel Icon

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9.4 Adding Contacts While Sending a Message

The Address Book has a feature which allows you to automatically add a new contact when sending an email message. This feature detects when the email recipient is not already added to the Address Book and gives you the option to add them.

1. Compose your email message, and then click the Send Message button.
2. On the Compose page, click the box next to each recipient you wish to add to the Address Book to place a check mark in it, and then click the Add Contacts button.
3. Click the Return to Inbox button.

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10. Address Book

In your address book you will find the contact details, such as email addresses, names, and phone numbers to contacts which you have added. All services come with the default Personal Address Book. However Business Mail has a Shared Address Book which contains shared contacts for that domain.

Address Book Page

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10.1 Accessing your Address Book

1. Click on the Address Book button

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10.2 Selecting an Address Book

If you have Business Mail you may have more than one address book you can select between these by selecting this from the drop down menu.

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10.3 Searching the Address Book

There are several features which allow you to search the address book based on the criteria entered

10.3.1 Using Find contacts

1. Select the criteria from the drop down menu.
2. Enter the text you would like to search for into the box
3. Click on Find

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10.3.2 Using Browse by contacts

1. Select the criteria from the drop down menu
2. Select All or a letter from the list.

The list will now be sorted by selection.

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10.3.3 Sorting the address book

1. Click on the link for the category you wish to sort your address book by.

The list will sort automatically.

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10.3.4 Selecting the number of contacts to list

You can adjust the number of contacts that will show up per page.

1. Click on the List drop down menu located above the Mail Button.
2. Select the amount or all.

The page will automatically load with the selected amount.

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10.3.5 Selecting list type

You can select the type of contacts that will be displayed on the page.

1. Click on the Contact drop down menu.
2. Select the type.

The page will automatically load with the contact type.

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10.4 Adding a New Contact

1. Click the Addresses link.
2. Click the New Contact button.
3. In the Email Address(es) section, in the Primary: box, type the email address you wish to add.
   NOTE: The email address is the only information required when adding a contact to the Address Book. You may also add any additional information about your contact in the other optional fields.
4. Click the Save Changes button.
5. Click the Back to List button.

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10.5 Adding a New Group

You can create a single group name to send a message to several contacts at once.

1. Click the New Groups link. Your current list of groups will appear.
2. Click Add Entry from Address Book, and then click the Done button.
3. In the Group Name field, type the name.
4. Add Contacts to your group. The Contacts field will list all of the contacts in your Address Book. Click on the contact that you want to add to your group.
5. To insert the contact into the Current Group Member field, click Add (Contact) to Group. Repeat the steps 5 and 6 for to include all the contacts in your group.
6. Click Add Group.
7. Click Save Changes to take you back to your email.

Add New Group

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10.6 Importing Contacts

In order to import contacts into your address book, you will first have to export the contacts from a supported mail client. Once you have that file, you can add this to your Web Mail address book.

Import Contacts

To import the address book:

1. Select the application that exported the contacts.

Supported application list:

• Microsoft Entourage for Mac OS (Tab-delimited text file)
• Eudora 5.x for Mac OS (CSV text file)
• Netscape Communicator 4.77 for Windows (CSV text file)
• Microsoft Outlook 2000-2003 for Windows (CSV text file)
• Microsoft Outlook Express for Windows (CSV text file)
• Yahoo! Export Format (CSV text file)

2. Upload the file from the hard drive that contains the file.
3. Submit the file.

NOTE: Entries will only be imported once. Duplicate or invalid entries will be ignored.

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10.7 Editing a Contact

From within Address Book:

1. Under the Edit column, next to the contact you want to edit, click the Edit icon (yellow notepad with a pencil).
2. On the appropriate boxes, type the required changes, then click the Save Changes button

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10.8 Viewing a Contact

From within Address Book:

1. Under the View column, next to the contact you want to view, click the View icon (magnifying glass).

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10.9 Deleting a Contact

From within Address Book:

1. Under the Delete column, next to the contact you want to delete, click the Delete icon (trash can).
2. A pop up will appear to confirm the deletion of this contact. Click OK to proceed. Cancel to cancel the request.

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10.10 Sending Mail to a contact

To send to a single contact:

1. Click on the email address from the address book list.

To send to multiple contacts:

1. Select the contacts by placing a check in the box next to the contact’s name.
2. Click on Mail button.

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11. Rich Web Mail Folders

The Navigation Pane displays a list of available folders. From this pane you can easily drag and drop messages and folders. You can also access and create new folders.

Folder Navigation Pane

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11.1 Selecting a Folder

To select a folder click on the Folder’s name

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11.2 Selecting a Subfolder

To view a sub-folder:

1. Click on the arrow next to the Top Level Folder. This will expand the folder allowing you to view all subfolders.
2. Select the desired folder from the list

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11.3 Creating Top Level Folders

To create a top Level folder

1. In the Folders Actions, select new
2. A new untitled folder will appear. At this time you can enter the new name of the folder and hit enter.

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11.4 Creating Subfolders

To create a sub-folder:

1. Select the desired Top Level Folder
2. In the Folders Actions, select New Subfolder
3. A new untitled folder will appear. At this time you can enter the new name of the folder and hit enter.

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11.5 Moving a Folder

To Move a Folder:

1. Select the desired Folder
2. In the Folders Actions, select Move which will open a submenu
3. Select the destination Folder

To move a Folder using Drag and Drop :

1. Select the desired Folder by clicking on the folder icon
2. Drag the folder to the destination Folder
3. Release the mouse/device button to drop the Folder into its new location

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11.6 Renaming a Folder

To rename a Sub-Folder:

1. Select the desired Folder
2. In the Folders Actions, select Rename
3. In the box edit/enter the new data and click away from the folder

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11.7 Deleting a Folder

To Delete a Folder:

1. Select the desired Folder
2. In the Folders Actions, select Delete
3. You will be asked to confirm the deletion of this folder. Click OK to proceed with deletion or click NO to cancel deletion

NOTE: The Inbox, Sent, Trash, and Spam folders cannot be renamed or deleted.

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11.8 Emptying a Folder

To Empty a Folder:

1. Select the desired Folder
2. In the Folders Actions, select Empty Folder

NOTE: This feature is only available for the Trash and Spam folders.

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11.9 Using Folder Janitor

This feature allows you to set automatic email deletion of email messages within folders.

Folder Janitor Properties Page

To use the Folder Janitor:

1. Select the desired Folder
2. In the Folders Actions Menu , select Properties
3. Choose the options you wish to use, then click the Save button.
4. Click the OK button.

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12. Searching for Messages

Select the desired Folder

1. In the Search Field enter your query
   
2. Click on Search

For a detailed search:

1. Click on the Magnifying glass in the Search Field, this will open a menu
2. Enter the search criteria into the search fields
3. Click on Search

Advance Search Menu

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13. Options

Options Page

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13.1 To Access the Options Page

Click on the Options link located in the upper right hand corner menu

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13.2 Personal Information

This section allows you to update your personal information for the account only. This information is not available to recipients of your email.

13.2.1 Updating your Personal Profile

Your personal profile is used for billing and account ownership verification. We recommend you update this information as needed.

To update your personal information:

1. On the left navigation bar, click Options.
2. Click the Personal Profile link. The information entered at the time of your initial email account sign up populates most of the fields.
3. Update the required fields, where the required fields are indicated by an asterisk (*).
4. Click Save.

13.2.2 Changing your Password

We recommend that you change your password periodically.

To Change your password:

1. On the left navigation bar, click Options
2. Under the Account Management section, click the Change Your Password link.
3. Enter current password [your current password], then type new password [your new password].
4. Enter your new password twice to check if the spelling is correct.
5. Click the Change Password button.

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13.3 Mail Handling Preferences

This section contains the features which will allow you to set your mail handling preferences.

13.3.1 Email Forwarding

You can forward all your email to another email address and optionally keep a copy in this mailbox too.

Choose a forwarding option

• Do not forward any new messages
• Forward all new messages to the email address(es) below
• Forward all new messages to the email address(es) below and save a copy in this mailbox

Enter one or more email forwarding email addresses separated by commas. For example; you@example.org for a single email address and you@example.edu, bob@example.com for a multiple email addresses entry.

13.3.2 Auto Response

This feature will send a custom message in response to all email that you receive for the duration of time that you specify. Also, your senders will only receive one notification in a 24 hour period. Therefore they can freely email you without constantly receiving your auto response message.

To turn off Auto Response:

1. Select the radio button Turn off Auto Response

To turn on Auto Response:

1. Select a Start date
2. Select an End date
   NOTE: Auto Responses will be sent until the end of this day.
3. Under Subject, enter the subject line for your message.
4. Under Message, enter the body of your message.
5. You have the option to save all incoming mail in your Inbox.
6. Select Yes if you wish to save all incoming mail in your Inbox.
7. Select No if you if you would like all email to be rejected until the end date specified.

13.3.3 Check External Mail

You can read e-mail from your other accounts (work, home, etc.) if your service provider or company provides a POP server.

You must enter the following information for your external account:

• POP Server Hostname
• POP ServerPort
• POP Account Username
• POP Account Password

NOTE: Check External Mail does not currently support SSL or IMAP accounts.

13.3.4 Email Rules

Email Rules route messages to the designated folders and can be used to approve or block senders based on advanced criteria.

To view Email Rules:

1. Click the Options link.
2. Click the Email rules link.

NOTE: If you do not have any rules set up there will be none listed on the page.

To Create a rule:

1. Click on Create a New Rule or New Rule button
2. Name the rule (optional)
3. Select the Condition(s) of the rule
4. Select the Action(s)
5. Click on Save

To Edit a rule:

1. Next to the email rule you want to edit, click the Edit icon (yellow notepad with a pencil).
2. Make the required changes, then click the Save button.

To Enable/Disable a rule:

1. Edit the rule by clicking on the Edit icon (yellow notepad with a pencil)
2. Enter a check mark in the Disabled box (located in the upper right corner)
3. Make the required changes, then click the Save button

To Remove a rule:

1. Next to the email rule you want to remove, click the Remove icon (red icon with an X).
2. A box will pop up asking you to confirm that you want to remove the rule. Click OK.
3. Make the required changes, then click the Save button.

To Edit the order of the rules:

1. Next to the email rule you want to move, click the up or down arrow icon.

13.3.5 Email Notification

You can set up your mailbox to notify you when a new email is received. You can receive notification on another mailbox even when you are not logged on to your account.

To set up mail notification:

1. On the main navigation bar, click Options.
2. Click Email Notification.
3. In the “Receive a notification of new mail at this address” field, type the address of a second email account. Leave the field blank to disable the feature.
4. Specify a preference for the “Receive no more than one notification every” field. The options are one hour, four hours, or one day.
5. Click the Save button.

13.3.6 SpamShield

SpamShield features powerful tools to block junk email. Your account may have either SpamShield Lite or SpamShield Pro. To learn more about this feature and its use, please review the SpamShield section.

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13.4 Additional Options

Some of the features in this section may not be available for your account type.

13.4.1 Checking your messages with Email Clients

Send and receive (POP) email with your favorite email software. To learn more about this feature and its use, please review the Email Client section.

13.4.2 Shared Address Book (only available for Business Mail)

This link will provide you with step by step instructions on how to setup Outlook or Other Software to access the Shared Address Book for your domain.

13.4.3 Customizing your Signature

This feature will allow you to customize your signature which you can append to all of your outgoing messages.

13.4.4 Preferences

You may customize your time your messages in this section. The following are the preferences you can change:

• The Name you would like displayed on the From line
• The Reply To address you would like to use for outgoing messages. Most email programs will automatically reply to the Reply to Address if it’s different than the From address.
• The form of Forwarded messages. Chose Inline to forward contents within the body of your message, or Attachment to forward content in its entirety.
• Auto Complete On or Off . AutoComplete suggest contacts from your Address Book
• Preferred Text Editor. The Rich Text Editor features document styles like a word processor, while the Plain Text Editor creates messages readable by most any email program
• Default font for your Rich Text Editor
• Save Sent Messages On or Off. Sent messages are saved in your Sent folder, which can be automatically synchronized with other email programs that use IMAP
• Time Zone, Date Format, and Time Format
• Amount of messages you want to see at a time when viewing a folder when using Classic Web Mail
• Navigation from after moving or deleing a message
• Auto-save draft option which saves messages every minute

13.4.5 Changing the Forwarding Mode

This will change the method emails are forwarded.

Choosing Forwarding as an attachment:

1. Select Options
2. Select Preferences
3. Under Forwarding Mode, select the radio button next to Attachment

13.4.6 Choosing Inline Forwarding

1. Select Options
2. Select Preferences
3. Under Forwarding Mode, select the radio button next to Inline

Please remember to save your changes by selecting the Save button

13.4.7 Changing the Default RTE Font

In the Rich Text Editor, you can choose a default font and size.

Choosing a default Rich Text Font

1. Select Options
2. Select Preferences
3. Under Default RTE Font, select the font type and size from the menu.

Please remember to save your changes by selecting the Save button.