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1 - Introduction to WebMail So what exactly is WebMail? It's a web interface to email that's written in PHP4. It was designed to allow email access from anywhere in the world via the Web. More information about exactly how it does this and the IMAP protocol can be found here. Go to: https://webmail.yourcompanyname.com/src/login.php enter your full email address as user and your password to login your WebMail. 1.1 - The Basics WebMail is laid out in two main sections called frames. The left frame lists the currently subscribed folders. More information about the left frame may be found under the "Folders" section of this help documentation. On the right is where most of the action will take place. At the top of the page is a menu bar. Sign out will safely log you out of the program when you are finished. The Current Folder displays which of the folders listed in the left frame you are currently in. Right after you log in, by default your INBOX will be shown. Under the top bar is a row of menu choices:
2 - Message Index The name may sound complex, but this is just the list of email messages that are in a particular folder. 2.1 - The Message Index After you click on a folder, you will be taken (in the right frame) to the message index. This lists messages in the selected folder. Below the menu choice is a line which informs you which mails you are viewing numerically and how many total you have. For example: Viewing messages 20 to 30 (45 total). Notice that the total message count might be different from the unread mail count which is to the right of the main mail folder. A bar containing four buttons is next. On the left side is a drop down list box. This box lists your currently subscribed folders. Any selected message will be moved to the selected folder when the move button is pushed. Multiple messages may be moved at once. On the far right side of this bar is a button used to delete selected messages. Just select the junk mail and press the button. To the left of the Delete button are two buttons which allow you to mark selected messages either as Read or as Unread. A bar containing three fields (From, Date, and Subject) is next. These headings separate the message table into logical parts. From tells you who sent you the message, or at least what email address it came from. Date shows the day which the email was sent. Subject displays what the sender entered as the subject. Note: Between the Date and Subject columns is a small column that is unlabeled. There could be a "+", "!" or an "A" in there. If you see the "+", that means that the message has attachments; if you see the "A", that means that you have answered the message, and if you see the "!", then the message was marked as urgent!
What remains is the actual message table. You will
notice that unread messages are bold while viewed messages
are in normal text. Four fields form this table. On the far left is
a select box. When selected, the message on the same line is subject
to the actions previously discussed (moving, marking (un)read and
deletion). The Toggle All link at the top of the list allows you to
check all select boxes at once. If your mailbox contains many messages, the list will by default be split into multiple pages and the first page will be displayed. To view other pages, use the Previous and Next links at the top and bottom of the message list. You can also jump to a specific page directly by clicking one of the numbers (each represents a page). If you click Show All you will disable the so-called paginating and all messages will be displayed on one big page. 3 - Reading an email message Click on the subject of a particular mail and that message is displayed. One thing you will notice is that email and web addresses are live links so you can click on them and send an email or open a page. Another really nifty feature is that mail threads are color coded. The standard for a reply is to quote the previous message with ">" before every line. WebMail sees this and color codes them. A replied message will have a different color on the reply than the new text. This works two layers deep. Another menu bar is now presented below the main menu choices. This bar is in three sections. On the left side you may delete or return to the summary. In the middle direct navigation between messages is made possible. On the right, various mailing functions are presented. 3.1 - Message List Click this link to return to the folder from which you came. 3.2 - Delete
Click this link to delete the message being currently
viewed. All attachments of deleted mail are deleted as well. You can
prevent the loss of attachments by Downloading them first (explained
further in this chapter). 3.3 - Navigation In the middle of the bar are navigation buttons. Previous will be an active link if it can be utilized and plain text otherwise. Clicking this link will display the previous message without the need to go back to the summary display of messages. The same goes for the Next link which will advance you to the mail immediately following the one currently being viewed. 3.4 - Forward On the right, the forward link, when pressed, opens the Compose page with the previously viewed email in the text box below a tag of "--Original Message--". "Fwd:" is pretended to the original subject line and placed in the correct field. The various fields for sending to an address await your completion. You may position the cursor in the text box in order to add comments to the already existing text. You may also use the attachment feature. 3.5 - Reply Click this link to return a new message to the originator of the previously viewed message. "Re:" is pretended to the original subject line and placed in the subject field. Again, the text of the original message is quoted in the text box. This time the ">" symbol is placed in front of the original text. You may note that some of the original text doesn't have the ">" symbol. This is due to line wrapping and may be unavoidable. Try setting the value of Wrap incoming text in the Options page to a larger number, this may help. Comments can be made anywhere in the text box in addition to the quoted message. You may also use the attachment feature. 3.6 - Reply All Same story here as "reply" with the exception that all addresses listed in the header will receive the mail. 3.7 - View all headers This will display the entire header for the email message. This includes the route that the message took to get here, and a lot more detailed information about the message itself. 3.8 - View Printable Version If you want to print a message, you might want to click this link. It presents you with a new window containing the message but with all unnecessary information and menus removed, ready to print. Clicking the Print button in this window will do so. Press Close to return to your message. 3.9 - Download this as a file At the bottom just above the bottom bar you will find this link. Clicking this link allows you to save this email to your local hard drive as a plain text message. A simple header will be attached to the top of the message as well. 3.10 - Attachments
Any attachments sent with a received email will be
displayed at the bottom of the message inside a colored box. The
file is presented as a link with a description of the file type to
its right. Clicking on the file name will either display the
attachment or present a download dialog depending on the file type.
If you wish to download the file (rather than possibly viewing it),
click on the "download" link on the right side. 4 - Compose The Compose menu choice will take you to a new Compose page. Here you will find several fields and a couple of buttons. Depending on how you got to the compose view, some of these fields may already be filled in. 4.1 - From The From: field will only be displayed if you have enabled multiple identities (through the Options, Personal Preferences menu). If you've done so you can choose which identity you want to use, i.e. which name and email address appear as the From-line of your message. 4.2 - To Next is the To: field. In this field you should enter the email address of the person or persons you are sending a message to. You may enter as many addresses as you like, separating them with a comma. One may also press the "Addresses" button to fill in the field. Don't worry if the entire address is not displayed. The field is a fixed length, but everything you put in it will be used, even though it might scroll to the right or left. 4.3 - Cc Next is the CC: field. CC is an abbreviation for Carbon Copy. If you wish to send someone else a copy of the message here is where you would do that. Think of this in the same way a memo is laid out. You can have as many people as you like in the To: CC: and BCC: fields. Only the people to whom the message has direct impact would be in the To: field while recipients to whom this is possibly only informative would be in the CC: and BCC: fields. 4.4 - Bcc BCC is an abbreviation for Blind Carbon Copy. Use this to send someone a copy of the email without the recipients in the To: or CC: fields knowing about it. 4.5 - Subject Type in a relevant heading here. Remember, email can be a great time saver and an accurate subject line is one big reason. 4.6 - Addresses Button This button will open the address book after a search box is presented. Something must be entered in the search box to retrieve a result. If all addresses in the address book are required, press the List All button. The address book has enough functionality that it deserves its own section. More detailed information is available in the "Addresses" chapter. 4.7 - Save Draft button If you've been composing a message but for some reason isn’t ready to send it yet, you can use this button to save the message in the Drafts folder. If later you want to finish the message and send it out, go to the Drafts folder, open the message and you will return to the compose page with your message filled in. 4.8 - Priority If enabled by your system administrator, at the right of the buttons a drop down list "Priority" is available. Here you can select, surprisingly, the priority of this message. A high-priority message might be presented in a different way by the recipient’s mail program. Note that excessive use of this function will devalue its effect. 4.9 - Message Body The large empty box is for whatever you want to put there. If a signature file has been saved it will appear here as well. This is where you type the body of your message. 4.10 - Attach Located at the bottom of the Compose page, this feature allows you to include a file with your email. The file must be located on your local machine or network to be attached. A browse button is present so you may search through your directory structure and click on the file to include. Alternatively you may type directly into the attach field if you know the full path and exact file name. Simply press the Add button to list the selected file as an attachment and it will appear below. Once at least one file is presented for attachment another button is revealed. Deletion of one or more attached files is accomplished by selecting the offending file or files and pressing the delete selected attachments button. 5 - Addresses Address books are a great time saving feature. Frequently used addresses may be stored here. LDAP servers (Often used in companies and universities to make organization-wide addresses easily available) are supported as well. If your Browser supports JavaScript then you might want to enable the JavaScript based address book under the Options menu item. It is a really nifty little pop-up thing. Pure HTML address lists are supported so even browsers without JavaScript support can use WebMail without any loss of function. 5.1 - Nick Name Put a familiar name here. Something to help jog your memory. Anything that will give you an accurate idea to whom this email address belongs. 5.2 - Email Address This must be the person's fully qualified email address. Guessing here just won't cut it. There are three parts to an email address. First is the recipients’ identifier, such as "johnq". Next is the domain name section, which could take the form "tayloru". Last comes the top level domain, which could be one of a ton of things like au, cc, us, com, org, net or might look like edu. So if we put all those together it must be in the form of johnq@tayloru.edu. If this is not correct you are likely to get your mail back in the form of a bounced message. 5.3 - Info This is another field where you can put something to remind you about who this person is. This is made to be longer than the "Nick Name". For instance, if you meet a business contact, you could put "Met at the BCS OFFICE". 5.4 - Edit or Delete These two buttons allow you to select a single address and then change any of the above fields, or delete the entry entirely. You are only allowed to select one entry at a time for the edit button. 5.5 - Add to Personal address book Fill in the fields as they are listed. The first three (Nickname, E-mail address, and First name) must be filled in. Both Last name and Additional info are optional. 6 - Folders You can store messages in different folders. This is especially useful if you have a lot of email and want to keep it organized. The folders option allows manipulation of your folders. 6.1 - Subscribed Folders and the Left Frame Currently subscribed folders are listed in the colored area to the left. This frame may be set to automatically refresh in the Options page. At the top of the left frame is large and bolded heading. If changes have been made to the subscribed folders using the folders menu item, this list can be refreshed with the link below the title. Oddly enough, this link is titled "refresh folder list". The first folder listed contains received mail. To the right of the first folder is a number in parentheses "( )" reflecting the count of unread emails. This number is likely to vary from the total number of emails displayed in the right frame. Under the main folder are likely to be other folders or subfolders. Colors for these folders will change with theme choices made in the options page. 6.2 - Delete You may delete any folder displayed in the drop down list box to the left of the Delete button. Notice that this list may not include all the folders displayed. The special folders such as your sent or your trash folder cannot be deleted, and of course, you cannot delete INBOX. 6.3 - Create Folders may be created by simply typing the desired name into the text box and pressing the Create button. If you wish that this folder be a subfolder of another one, you can choose that in the drop-down box with the list of folders. On some mail servers, there are two types of folders. One that contains messages and one that contains folders. You may see an option called "Let this folder contain subfolders." If you do and you check that, the folder you create will only be able to contain folders and not any messages. Otherwise, you will only be able to store messages in it and not folders. 6.4 - Rename You may rename any folder displayed in the drop down list box to the left of the Rename button. Notice that this list may not include all the folders displayed in the left frame. For obvious reasons, you cannot rename the sent, trash, or INBOX folders. 6.5 - Unsubscribe and Subscribe
Definitions:
You may choose as many folders as you wish from either the subscribe or the unsubscribe box, and then click the button under the box to make the action take effect. You will notice that the folders move to the other box. You can then re-subscribe to them, or unsubscribe again as you wish. 7 - Options One of the great things about WebMail is the degree to which it may be customized. There are at least five main parts to the Options: Personal, Display, Message Highlighting, Folders and Index Order. 7.1 - Personal Information
Full Name
Reply To
7.2 - Display Preferences
Theme
Language
Display Attached Images with Message 7.3 - Message Highlighting
The idea for this came because if you are subscribed
to many mailing lists, it is very hard to distinguish which messages
came from where while reading through the list of messages. With
Message Highlighting, you can have the background color of all
messages from one mailing list different than the color of another
list. 7.4 - Folder Preferences
Trash Folder
Draft Folder
Location of folder list 7.5 - Index Order
This section gives you control over the message list.
You can choose how much information you want in the message list and
in what order it should be displayed. 8 - Search With this useful tool, you can search through a specific folder for given criteria that match against different header fields. 8.1 - General Overview You simply choose the folder you wish to search, type in the search criteria, and then choose the part of the message to search. When you submit your data, the list of messages will come up below the search form. You can choose the message you wish to view, and read it just like a normal message. Notice that when you are reading messages and then go into the search section, your currently active folder will be the default to search through. For example, if you were browsing through your "Friends" folder and then click on "Search", "Friends" will already be selected for searching. 8.2 - What to search through To the left of the input field, you see a drop-down list of places that are possible to search through. This includes: Body, Everywhere, Subject, From, Cc, To. Body - Searches through the body of the message. This is the main part of the message where the important stuff is located. Everywhere - This searches everything, including the entire header for the message. Unless you are sure this is what you want, it probably isn't. It can return results that you wouldn't normally expect. Subject - Searches through the subjects for all the messages. From - Who the message is from. Note that this might be more than is actually displayed in the folder list. A normal "From" field includes the name AND email address, but WebMail usually only displays the name. If your criteria match the email address, but it is not displayed, that message will still return as having matched. To - Who the message was sent to. This can be many addresses, and is not always just one email address. Cc - Same as "To", except who the message was carbon copied to. 8.3 - Recent Searches If you've enabled this option, the Search page also displays an overview of up to 9 of your most recent searches for quick access. Click on Search next to the listed search to perform it again. With the Save link you can move a search to the Saved Searches which will be kept until you explicitly press Delete. Click Forget to remove a search from the list of recent searches. Helpdesk Services @ 1-866-352-3698 |Online Support |