TDS

Standard Mail FAQs

Getting Started with Mail Standard Edition

The standard Web client offers you an easy to use email account with the following features..

Note: Your account may not include all the features mentioned. Check with your system administrator to see which features are enabled for your account.

Composing a New Email Message

1. On the Mail page toolbar, click Compose.
2. Enter the email address of the person or persons to whom you are sending the message in the To: text box. You can also add addresses to the Cc or Bcc text boxes.
3. To look up a person's email address, on the compose toolbar click Add Recipients. You can search the contact lists for specific names. Check whether the name should be added as a To, Cc, or Bcc address.

To look up a person's email address, on the compose toolbar click Add Recipients. You can search the contact lists for specific names. Check whether the name should be added as a To, Cc, or Bcc address.

• Enter the subject of the email in the Subject line.
• Enter the body of the message in the text box below the Subject line. If you configured a signature, your signature is added automatically to your message.
• To add an attachment, click Add Attachments.
• If you want the message flagged as high priority, change the priority selected. This is found on the right of the subject line.
• Click Send to send the message. If you have enabled, Save copies of messages to Sent folder, a copy of the message is saved in your Sent folder.

If you do not want to send the message immediately, click Save Draft. The message is saved in your Drafts folder.

Attaching Files to Your Message

Email messages can include attachments. You can attach documents, spreadsheets, pictures, slide shows and other types of files.

1. Compose the message as described in Composing a new email message.
2. Click Add Attachments. A new pane displays, allowing you to upload up to 10 attachments.
3. To upload a file, click Browse... to locate the file.
4. Select the file and click Open.
5. Upload additional attachments in the same way.
6. When all the attachments have been added, click Done. The attachments are listed under the subject line.
7. When the message is ready to be sent, click Send to send the message and the attachments.
a. Note: Recipients of your mail message must have the appropriate software to open and read the file. For files created in commonly used packages such as Microsoft Office, other users on a typical desktop system will be able to open them. Common file formats such as text files, HTML files, and images such as .GIF or .JPG files can be opened in a variety of programs. However, it depends on what type of system the user is on.

Adding Your Signature Automatically

You can create signatures for your email messages. Your signature can include your name and additional closing text to the maximum number of characters that your account allows. For example, your signature could read:

For example, your signature could read:

John Smith Vice President of Engineering Widgets Division Acme Corporation, Inc. 303-555-1212 x111 john.smith@example.com

If you create multiple identities, you can create multiple signatures and assign them to different addresses.

1. Open Preferences and select the Signatures tab.
2. Click Add Signature.
3. In the Signature Name text box enter your signature and identifiable name. This is not your signature, but a name to identify the type of signature. For example, you can have a signature name as "Formal" to describe that this type of signature includes your name, title, company name, etc.
4. In the Signature text box, enter the signature information exactly as you want it to appear in your messages. A logo or link can be added to the signature.
5. Click Save.
6. Go to the Accounts tab to select which signature to display in your messages by default. In Primary Account Settings, Signature field, select the signature name created in step 3.

Managing How Email is Displayed

You can view your email messages as either Messages or as Conversations.

To change how messages are grouped, go to the Preferences>Mail tab and change Group mail by.

You can also view messages in a three-pane view, with the Reading Pane on the Left.

Messages

Email grouped as messages are displayed with the most recent message first in your email folders. Unread messages are shown in bold. When you review the message line, you can see who the message is from, whether there is an attachment, the subject of the message, in which folder the message is saved, the size of the message, and when it was received. If messages have a flag enabled or tags, these are also shown.

Conversations

If you group mail by conversations, your messages are grouped by subject. A conversation is a group of messages that have the same subject. If the subject is changed, the message is not included in the conversation.
The subject displays only once in the Conversation pane. The number of messages in the conversation is displayed in parentheses after the subject. When new email comes in, the conversation is moved to the top of your email messages. The sender list displays the names of the last eight participants in the conversation. Conversations containing unread messages are shown in bold.

Conversation View

Double-click the conversation to display the messages within the conversation. Click on a message to display its contents in the Reading Pane below.

In the message toolbar, you can click the icon to display the message in a new window.

All messages related to the conversation are displayed, even if the messages are stored in other folders. The Folder column shows the folder where the message is stored. Conversations do not continue indefinitely. If the last message in the conversation is 30 days old or older, messages sent with the same subject begin a new conversation. Back to Index

Filtering Your Messages

Filtering applies a set of matching rules to incoming mail and then executes a specified action.
You can filter your incoming mail messages to sort them into folders, automatically tag them, forward them, or discard them. For example, you can create a rule as follows:

1. All mail from your supervisor goes in "Management Directives" folder.
2. All mail from the "corporate-events" mailing list is tagged with the "Events" tag.

Create or edit a new filtering rule

1. Click the Preferences tab.
2. Open the Mail Filters folder and click New Filter.
3. Enter a filter name.
4. In the If --- the following conditions are met area, select a condition. Now you build the condition.
a. The following steps can be repeated to set up multiple conditions and actions within a single filter.
5. Select from the first drop-down list which condition to use.
6. Select a comparison method. The options shown depend on your choice in the previous drop-down menu. For example, "is" or "is not" could be shown.
7. Enter a word or phrase to compare against in the text box.
a. Click add to add more conditions. You can continue to add more conditions or proceed to the next section, which is to add one or more actions.
8. In the Perform the following actions section, select an action from the drop-down list.
Specify a folder or tag name, if necessary. What you specify depends on the action you select.
Click add to add more actions. You can continue to add more actions or click OK to finish.
9. Check the active box next to the Filter Name to turn on the filter rule.

The filter is applied automatically to all new incoming mail messages as they arrive.

Contacts

Your Address Books

Address Book is where you can store contact details in personal address books. By default a Contacts and an Emailed Contacts address book are created for you, and you can create additional address books.

Only a name is required to create a contact in your address books, or you can create detailed contact cards that include full name, multiple email addresses, work, home, and other addresses, phone numbers, and notes about that contact. You can also create group contact lists.

The Emailed Contacts address book can be automatically populated when you send an email to a new address that is not in one of your other address books. You can disable this feature from your Preferences>Address Book tab. Remove the check from Enable auto adding of contacts.

Your email administrator can set a maximum limit for the number of entries you can have in all of your address books. When you reach this maximum, you cannot add any more contacts. However, you can delete unused contacts to free up space.

1. Open the Address Book tab. The Overview pane displays a list of your address books.
2. In the Address Book Overview pane, click edit.
3. Click New Address Book.
4. Enter the name and select the background color for the new address book.
5. Click Create Address Book.

The new address book is listed in the Overview pane.

Importing a Contact List

You can import contact lists that are in .csv format.

1. Select the Address Book tab.
2. In the Address Book Overview pane, click edit.
3. In the Import from .CSV field, browse to locate the contacts .csv file to import.

Click Import.

Exporting a Contact List

You can export contact lists. It is saved in the .csv format.

1. Select the Address Book tab.
2. In the Address Book Overview pane, click edit.
3. Select the Address Book to export
4. Click the link in the Export to .CSV field. The Opening < address book name> dialog appears.
5. click Save File and click OK.

Select where to save the file.

Calender

About Calendar

The Calendar lets you track and schedule your appointments, meetings, and events.

Calendar includes the following features:

1. Create different calendars
2. Subscribe to calendars
3. Create appointments, schedule all day events, and schedule meetings
4. Accept/Tentative/Reject an invitation with one click
5. View your calendar by various views, including day, 5-day work week, 7-day week, and month
6. View multiple calendars to see potential scheduling conflicts
7. Import and export calendars

To open the calendar view, select Calendar tab. The Work Week view is the default and is displayed when the calendar is opened the first time.

You can change which view is displayed when Calendar is opened from the Preference>Calendar tab.

You can change your view from the Calendar toolbar, to see activities for a day, work week, week, month to today.

Creating New Calendars

One calendar is created for you, and you can create additional calendars to keep track of different type of functions. For example, you can create a calendar for work, for personal, and for company activities, you can subscribe to a calendar that is available on the Internet, and you can link to a calendar that is being shared with you.

Create a calendar

1. Select the Calendar tab.
2. In the Calendar Overview pane, click edit.
3. In the toolbar click New Calendar.
4. Type the name of the calendar.
5. Select a color to display the Calendar activities. This lets color-code calendars in your mailbox so that activities for that calendar always displays in the selected color.
6. If you do not want the calendar activities to be viewed by others, check Exclude this calendar when reporting free/busy times.
7. By default Checked in UI is enabled. Activities for this calendar will display when you open the Calendar view. If you do not want to see this calendar along with the other calendar, uncheck the box. In that case, to see this calendar's activities, you select the calendar and open it.
8. Click Create Calendar>.

Subscribe to another calendar

1. Select the Calendar tab.
2. In the Calendar Overview pane, click edit. The default calendar information is displayed.
3. In the toolbar, click Subscribe to Calendar.
4. Enter the name of the calendar, a valid iCal file URL for the remote calendar, and select a color to display the Calendar activities.
5. If you do not want the calendar activities to be viewed by others, check Exclude this calendar when reporting free/busy times.
6. By default Checked in UI is enabled. Activities for this calendar displays when you open the Calendar view. If you do not want to see this calendar along with the other calendar, uncheck the box. In that case, to see this calendar's activities, you select the calendar and open it.

Click Create Calendar.

Importing iCalendars

You can import iCalendars (iCal) calendars that are saved in the .ics format. iCalendars are the standard for calendar data exchange over the Internet, and .ics is the standard format for iCalendar information.
You can import your iCal calendar to an existing calendar or create a new calendar and import the .ics file to it.

To import an iCal calendar:

1. Select the Calendar tab.
2. In the Calendar Overview pane, click Edit.
3. Select a calendar from the list or create a new calendar to receive the imported .ics file and click Edit.
4. In the Import from .ICS field, browse to locate the .ics file to import.
5. Click Import.

Click Close.

Exporting iCalenders

You can export calendars that are saved in the .ics format. iCalendars are the standard for calendar data exchange over the Internet, and .ics is the standard format for iCalendar information.

1. Select the Calendar tab.
2. In the Calendar Overview pane, click Edit.
3. Select the calendar to export
4. In the Export .ICS field, click the calendar link.
5. In the dialog box, select Save File.

Click OK.

Tasks

Using Task Lists

The Tasks feature lets you create to-do lists and manage tasks through completion. You can add tasks to the default task list, and you can create other task lists to organize your to-do lists by more specific activities, such as by work or personal projects.

As you progress on a task, you might want to add information, change the status and percentage completed, or mark the task complete.

Sort Tasks

You can sort the task list by subject, status, percentage complete, and due date.

1. In the Task view, select a task list and in the Content pane toolbar, click the heading to sort by.

Create a Task

1. In the toolbar click New Task.
2. In the Details section, enter the task information. Only Subject is required to give the task a name.
3. In the Date section, enter the start date and due date.

Click Save.

Changing a Task

Update your task

1. Open the Tasks list that has your task.
2. In the Content pane, select the task that you want to change.
3. Make the changes to the task information.
4. Click Save.

1. Check one or more tasks to be marked complete. Right-click a task line and select Mark as Complete. The % Complete is changed to 100%.
2. Check one or more tasks and click Mark As Complete.

Setting Your Preferences

Your default user preferences are configured when your account is created and they define how mail, address books, and compose work for you.

You can change these preference settings from the Preferences tab. If a preference described here is not visible in your view, the preference is not available for your account.

General

1. You are logged into the standard web client. To set this to be the default Client Type when you log in, select Standard (HTML). Standard is recommended when Internet connections are slow, when using older browsers, or for easier accessibility. Advanced offers the full set of Web collaboration features. This Web Client works best with newer browsers and faster Internet connections.
2. In Theme select the background color for your mailbox interface.
3. Select the time zone to set the date and time for messages that you send or receive and to render Calendar appointments correctly. This can be different from your computer time zone configuration.
4. If Change password is displayed, you can change your password. If you have trouble changing your password, contact you system administrator for the password rules.
5. In Search Folders, you can select to automatically include the Junk and Trash folders in any search you perform. By default these folders are not searched.
6. In Search Language, select Always Show Search String to show search string details in the search text box.

Mail

1. Select how many items (messages or conversations) to display per page. The default is to display 25 items per page, but you can select 10, 50, or 100 items per page.
2. Select how you want to group your mail, by conversation or message. Conversations is the default.
3. Specify whether to view mail as HTML, for messages that have been formatted as HTML. Turning this off causes mail to be displayed as plain text, showing the HTML tags themselves rather than applying them as markup.
4. The Reading Pane can be used to preview messages in your Inbox and other folders. When this is enabled, messages are displayed in the preview pane. The Reading pane can either be below the list of messages or displayed on the right in a three-pane view.
5. When Message Preview is enabled, the first several words of the email text display next to the Subject in the Subject column.
6. The search defined in the Default Mail Search text box defines the search to execute when you log in. The default search is your Inbox. When you sign in, the results of your Inbox display. You can change this text box to have another folder, tag, or a saved search displayed when you first open the Web Client.
7. Enable and specify an address to forward your mail. You can check the box to have the original email message deleted from your mailbox.
8. Enable and specify an address to send notification that you have received new mail.
9. Enable Send auto-reply message to reply to incoming mail with a message saying that you are out of the office. Type the text of this message in the text box, and set the start and end dates for using the message.
10. Configure Messages from me... to handle messages that you send that include your address as one of the recipients of the message or that go an address such as a mailing list that includes you.
11. If you are set up to use a POP3 client, you can configure the POP access behavior when messages are downloaded.

Composing

1. In Compose: select whether to compose your messages using HTML or as plain text. HTML lets you compose messages with text formatting options including font, size, and color.
2. In Reply/Reply All, select whether to include the original text in the body of your reply message.
3. In Forward, select how to include the original text of a message when you forward a message - in the body of the message, in the body of the message with a prefix, or as an attachment to the message.
4. Prefix character sets the prefix to use for reply messages and forwarded messages.
5. Sent Messages, select Save a copy to Sent Messages to have a copy of every message you send saved to your Sent folder.

Signatures

• You can create signatures for your email messages. Your signature can include your name and additional closing text to the maximum number of characters that your account allows. If you create multiple identities, you can create different signatures and assign them to specific addresses.
• Select the placement of the signature. This is the placement of the signature for replied-to messages. Do you want the signature above the messages that are included in the reply or at the end of the message?

Address Book

1. Select the number of contacts to display per page. The default is 25.
2. Enable the feature to automatically add addresses to your address book when you send mail. If this is enabled, addresses are saved to your Email Contacts Address Book.
3. The manage address books link takes you to the Address Book edit Contacts page where you can create new address books and link to shared address books, export and import contact lists and delete contacts in the address books.

Calendar

• Select how you want to view your calendar. The default is by work week.
• Specify which day of the week should be the first day of the week in your calendar.
• In the Day/Week View section, you can set what time your calendar day starts and ends.
• If you travel between time zones, you may want to select to Show the timezone list in the appointment view.
• The manage calendars link takes you to the Calendar edit page where you can edit an existing calendar, add new calendars, subscribe to calendars or link to a shared calendar.

Accounts

When you send new email, reply to, or forward an email message, one identity is always associated with the email. This is the default identity created as the account name. You can change the "friendly" name that displays in the From field of your email messages and you can select the signature to automatically be added to your email messages.

Mail Filters

Filtering applies a set of matching rules to incoming mail and then executes a specified action. Use this tab to define mail filtering rules as described in Filtering Messages.

Shortcuts

Keyboard shortcuts let you use the application without going to the mouse. The list shows all the existing keyboard shortcuts.

Filtering Your Messages

Filtering applies a set of matching rules to incoming mail and then executes a specified action.

You can filter your incoming mail messages to sort them into folders, automatically tag them, forward them, or discard them. For example, you can create a rule as follows:

1. All mail from your supervisor goes in "Management Directives" folder.
2. All mail from the "corporate-events" mailing list is tagged with the "Events" tag.

Create or edit a new filtering rule:

1. Click the Preferences tab.
2. Open the Mail Filters folder and click New Filter.
3. Enter a filter name.
In the If --- the following conditions are met area, select a condition. Now you build the condition.

The following steps can be repeated to set up multiple conditions and actions within a single filter.
• Select from the first drop-down list which condition to use.
• Select a comparison method. The options shown depend on your choice in the previous drop-down menu. For example, "is" or "is not" could be shown.
• Enter a word or phrase to compare against in the text box.
• Click add to add more conditions. You can continue to add more conditions or proceed to the next section, which is to add one or more actions.
4. In the Perform the following actions section, select an action from the drop-down list.
• Specify a folder or tag name, if necessary. What you specify depends on the action you select.
• Click add to add more actions. You can continue to add more actions or click OK to finish.
5. Check the active box next to the Filter Name to turn on the filter rule.

Advanced Mail FAQs

Getting Started with Mail Advanced Web Client

Mail is a full-featured messaging and collaboration application that offers reliable, high-performance email, address books, calendaring, task lists and document authoring capabilities.

Composing and Sending Email

You can compose and send your email messages as soon as you write them; compose a draft and return to it later to finish and send, or compose the message and specify a time in the future to send the message.

You can customize your options for composing messages in your Preferences>Mail page.

Composing a New Email Message

Depending on your mail preferences, when you click New Message either a Compose tab appears in the Application toolbar or the compose page opens in a separate window.

1. In the Mail tab click New Message. Depending on your email preferences, the blank compose page opens in a new tab or opens as a separate compose window.
2. In the To text box, enter the email addresses of the person or persons to whom you are sending the message. Either type the address or click To to search through your contacts or the global address list.Note: You can drag and drop the address bubble in the text box to the Cc or Bcc text boxes, and you can copy the address bubble by clicking CTRL+c.
3. If you have more than one email identity (also known as a persona) configured, From is displayed above the To: field. Select the identity to use for this email.
4. (Optional) In Options, click Signatures and select the signature that should be added to the message.
5. (Optional) To send a copy of the email to other recipients (Cc) or to send a blind copy (Bcc) without the recipient's knowledge, enter email addresses in the Cc and Bcc fields.Note: You can send a message without an address in the To field if there is an address in either the Cc or Bcc field.
6. In the Subject field, tell the recipient what the message is about.
7. Click Send to send the email message

A copy of the message you sent is saved in your Sent folder.

If you don't want to send the message immediately, instead of clicking Send, click the arrow next to Send and select Send Later. In the Specify Message Send Time dialog enter the date and time to send the message. The message is saved in the Draft folder and is automatically sent on that date and time.
See also:

• Customizing Your Options for Composing Messages
• Using HTML to Compose

Customizing Your Options for Composing Messages

From your preferences you can select to create simple plain text messages or create message with HTML styling, and you can set up signatures and personas that can be applied to messages you send.

In addition to the options for composing messages, other options you can set up include return receipt requests, whether to compose messages in a new window and to require that your message are spell checked before they are sent.

1. Go to the Preferences>Mail page, Composing Messages section.
2. Select how you want your messages to be sent, As HTML or As Text.
3. If you select As HTML, in the drop down menus, select the Font style, Size, and Color.
4. In Settings, select the options for how you want to manage composing messages.

Option	Description
Automatically save drafts of messages while you are composing	While you compose your message, a copy is periodically saved in your Draft folder.
Always request read receipt	All messages you send request a return receipt message sent back to you when the recipient opens your message. When you set this as your default, you can change this for individual email messages from the Options drop-down menu on the compose toolbar.
Reply/Forward using for­mat of the original message	Even if your default text editor is different from the message received, check this box to reply to the message in the same format as received. This is useful to make sure the recipient can get the message in the best format they can read.
Always compose in new window	A separate compose window opens. You can view and navigate within your mailbox while the compose window is open.
Mandatory spellcheck before sending a message	All messages are automatically spell checked before they are sent.
Save a copy to Sent folder	This is enabled by default. You can deselect this option.

5. (Optional) Click Accounts Page to go to the Accounts preferences page and set up your personas.
6. (Optional) Click Manage your signatures.., to go to the Signatures Preferences page and add signatures that can be used when sending messages.

Click Save.

Using HTML to Compose

Messages created using the HTML editor can have text formatting, numbering, bullets, colored background, tables, and links. However, some email clients do not accept messages formatted in HTML. You can change the editor for a specific message.

Note: You do not need to know HTML to use the HTML editor. To change the format for the message that you are sending, under Options, select either Format As HTML or Format As Plain Text.

Adding Attachments

You can attach any file on your file system that you can find using Browse.

You can open any file attachment directly from your mailbox, provided that you have the right application and the extension is not blocked by your administrator.

If the file type is one that is supported by the installed software on your computer, you can typically double-click the file and your computer automatically launches the right application for reading that file.

Computer viruses are often spread through file attachments. Therefore, system administrators might block incoming email containing certain types of attachments, often with the extension .EXE or .ZIP as part of their filename. If you send an email message to someone whose email system has been configured to block certain types of attachments, you might not receive any notification if the email was blocked.

Add an Attachment to a Message

You can attach documents, spreadsheets, pictures, slide shows, and other types of files to an email message.

1. Compose the email message.
2. Below the Subject field, click Attach and select My Computer.
3. Select the files and click Open. The file names displays below the Subject text box.
4. Click Send to send the message and the attachments.

Note: Recipients must have the appropriate software to open the file. Common file formats, such as text files, HTML files, and images such as GIF or JPEG files, can be opened in a variety of programs.

Add Attachments Using Drag and Drop

You can easily add an attachment to an email message by dragging the file from a folder into your email.

1. Select one or more files and hold down the cursor on the file(s) to be attached.
2. Drag the files to the message header area and release the cursor. The file names are displayed in the header.

Removing an Attachment

To remove an attachment, click the x in the attachment bubble.

Using Signatures

You can include an automatic signature at the end of an email. A signature can include your name and any additional text. If you are using an HTML editor, you can format your signature, add a link to a URL and add graphics.

You can create more than one signature. For example, you can have a formal signature for emails sent to customers and an informal signature for emails sent to friends.

If you create multiple email identities (also known as personas), you can create different signatures and assign them to specific addresses.

1. Go to the Preferences>Signatures page.
2. In the Name text box, type a descriptive name to identify the signature. You can create multiple signatures, so using an identifiable name here is helpful.
3. (Optional) To format in plain text, click Format as HTML and select Format as Plain Text.
4. In the text box, type the signature text as you want it to appear. If you are using Format as HTML, you can add images and create links to your signature text.
5. In the Using Signatures section, select the default signature from the drop down menu to use with messages sent from your various accounts.
6. Select the placement of your signature in a message.
• Select Above included messages to add your signature at the end of your reply and before the included messages.
• Select Below included messages to add your signature at the end of the message.

Click Save.

Managing Your Email - Conversations

You can view your email messages as single messages or as conversations and you can view messages with the Reading Pane off, displayed at the bottom, or displayed on the right.

To change how messages are grouped in your mailbox, on the toolbar click View and select whether to view by conversation or by message and where you want the Reading Pane to display.

View Email Messages by Conversation

In the Conversation view your messages are grouped to make it easier to follow the thread of an email exchange. A conversation thread begins when you send or receive an email and then send or receive subsequent replies and forwards based on the original email. The subject displays only once in your Inbox, and the number of email messages in the conversation is shown. Conversations containing unread messages are shown in bold.

Conversations can span folders. For example, one could be in your Inbox another in your Sent folder, and others in another folder. If you move a conversation from one folder to another, all messages within that conversation are also moved to that folder. Messages in the Sent folder and in the Trash folder are not moved.

To create a new conversation thread, you must create a new message, not reply to or forward an existing message.

Change the Message View

Email messages in your mailbox can be organized by the date a message is received and by Conversation.

1. On the Mail tab toolbar, click the View drop-down menu.
2. Select either By Conversation or By Message.

Organizing Your Account

You can view your email messages as single messages or as conversations and you can view messages with the Reading Pane off, displayed at the bottom, or displayed on the right.

To change how messages are grouped in your mailbox, on the toolbar click View and select whether to view by conversation or by message and where you want the Reading Pane to display.

Using Folders

Folders are used to organize your incoming and outgoing email messages. You can create your own folders, or use the system defined folders:

• User-defined folders. Folders you create to organize your email are displayed in the Folders list in the Overview pane. Top-level folder names cannot be the same as any other top-level folder in your email, calendar, or address book folders.
• System folders. System folders cannot be moved, renamed, or deleted. The following are system folders:
• Inbox. New email arrives in the Inbox.
• Sent. A copy of each message you send is saved in the Sent folder.
• Drafts. Messages you have composed but have not sent are saved in the Drafts folder.
• Junk. Most filtering of unsolicited automated email (also known as spam or junk mail) is handled by a spam filter before those email messages reach your Inbox. Email that might possibly be junk mail, but isn't certain to be junk, can be placed in your Junk folder.

You can review these messages and either move them or delete them. If you don't delete them, they will be purged after a period of time, as specified by your administrator

• Trash. Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically.

Using Tags

You can use tags to help classify and organize your email messages, conversations, calendar items, contacts, briefcase, or tasks. For example, you can have a tag for Immediate Turnaround and another for Medium Priority.

You can tag for tasks or a project tag to sort email, and you can search for all items with a particular tag. You can also apply multiple tags to an item.

Using Flags

The flag icon in the message list is a yes/no indicator that denotes whether the email message has been flagged. This can be used to indicate an action-needed item or to distinguish the message or conversation from other items of lesser importance.

Working with Email Filters

You can define filters to manage incoming and outgoing email messages, including Calendar-related messages and setting up the Activity Stream filter to manage less important messages. A filter consists of one or more conditions and one or more actions. A condition can be based on a subject, from a specific person, or messages for a particular date. If the message matches the conditions, the specified actions are performed.

You can create filters to do the following:

• Sort incoming messages into folders. For example, all email messages from your supervisor are automatically moved into your Management Directives folder upon receipt.
• Tag messages. For example, email messages from the corporate-events mailing list is marked with the Events tag.
• Forward or discard email. For example, all email messages received from a particular email address is moved to the Trash folder.
• Sort sent messages into specific topic-related folders.
• Flag messages for importance.

Note: An email message is evaluated by each active filter, unless you specify that a message is treated only by the first filter that it matches. Usually, you do not want other filters applied to a message once there is a match because the message can undergo multiple, perhaps contradictory, actions.

Setting Up Filter Rules

Filter rules consist of one or more conditions and one or more actions. If the message matches the conditions, the specified actions are performed.

You can also set Activity Stream rules. Activity Stream rules are set to move less important messages out of your Inbox and into an Activity Stream folder that you can check at your convenience.

Contacts

Using Address Books

Address Book is where you can store contact details. Two types of address lists are supported in the Web Client:

• Your personal address books, which consists of contacts you maintain. By default a Contacts, Distributions Lists, and an Emailed Contacts address book are created in Address Book. You can create additional address books and share them with others.
• A Global Address List (GAL), sometimes called Company Contacts, is available to users within your organization. The GAL may contain convenience features such as distribution lists to facilitate communicating with an entire department.

Note: You cannot edit GAL entries. You can, however, import an address once it appears in email you send or receive. You can add additional contact information when the name is in a list in your Address Book.

You can add contacts to any of your address books. Only a name is required to create a contact, or you can create detailed contact forms that include full name, multiple email addresses, work, home, and other addresses, phone numbers, and an image. You can also create group contact lists.

The Emailed Contacts address book is populated automatically when you send an email to a new address that is not in one of your other address books.

Your email administrator can set a maximum limit for the number of entries you can have in all your address books. When you reach this maximum, you cannot add any more contacts. You can delete contacts to free up space.

When you compose an email message, the auto-complete feature displays a list of names from your address books that match the text you are typing.

Importing an Address Book

You can import contact lists and address books that are saved in a comma-separated (.csv) file. After the contacts are imported, they are alphabetized by last name in your address book.

1. Go to Preference>Import/Export page.
2. In the Import>File text box, Browse and locate the .csv file to import.
3. Select the Type of contact list you are importing. You can select to auto-detect the contact list, or select from the contact lists in the drop-down menu.
4. Select the Destination address book to import the contacts or create a new address book.
If creating a new address book, click New and enter a name, color and location for the new folder.
5. Click OK.
6. Click Import.

Exporting an Address Book

You can export your address books to a comma-separated (.csv) file.

1. Go to Preference>Import/Export page.
2. In the Export>Type section, select what you want to export.

Option	Description
Accounts	All account data can be exported to a "Tar-GZipped" (.tgz) format, which can be imported back into the system. You have the option to select Advanced settings.
Calendar	You can export your appointments in the standard iCalendar (.ics) format, then import them into another calendar program.
Contacts	You can export your contacts in the standard "Comma-Separated Values" (.csv) format, then import them into another contact manager program.

3. Select the Source folder of the contacts to export
4. Click OK.

Click Export.

Calender

Create a Calendar

One calendar is created for you. You can create additional calendars to keep track of different type of functions. For example, you can create one calendar for work, one for personal appointments, and one for company activities.

If you manage multiple calendars, you can group the calendars in a hierarchical display. For example, you could group all shared Calendars under a Calendar folder you call Shared. You can also move the calendar.

• In the Calendar Overview pane, select a calendar and drag it to the calendar to be nested under.
• Alternately, right-click the calendar to move and select Move. In the Choose Folder dialog box select the calendar to move under.

Add a Calendar

1. Click the Calendar tab.
2. On the toolbar, select New>Calendar.
3. In the Name text box, type the name of the calendar.
4. Select a color for displaying the Calendar’s activities.
5. To prevent others from seeing your calendar when scheduling appointments, select Exclude this calendar when reporting free/busy times.
6. To synchronize this calendar with a remote calendar, select Synchronize appointments from remote calendar. Enter the URL for the remote iCal file.
7. Click OK. The new calendar displays in the Calendar list.

Color Coding Your Calendars

You can color-code calendars so that activities for that calendar always display in the selected color, which is helpful when you are looking at activities from multiple calendars in one view. You can use a color more than once.

• Right-click on the calendar and select Edit Properties.
• Select a color from the drop-down menu.

Working with Calendars

You can use Calendar to track and schedule appointments, meetings, and events. You can maintain several calendars and move events from one calendar to another. You can also share your calendars with others.

To open Calendar, click the Calendar tab. The Work Week is the default view. Your working days and times are in white. Your nonworking time is in gray.

You can change your calendar preferences from the Preferences>Calendar page.

Set Your Default Calendar View

The Work Week view is displayed by default. You can change the view that displays when you open your calendar,

• Go to the Preferences>Calendar page.
• Select the view from the Default View drop-down menu.

Click Save.

Scheduling Appointments, Meetings, and Events

You can create single or recurring appointments, meetings and events. While creating an appointment you can see if attendees are free before inviting them, reserve a room and equipment and write a message that is sent with the invite.

Activities you schedule include:

1. Appointments. An appointment is an activity that you schedule that does not include other people or resources. When you schedule an appointment, no email is sent to confirm the appointment. You can set recurring appointments. QuickAdd can be used to quickly create an appointment.
2. Events. An event is an activity that lasts all day. Events do not display as time on the calendar, they appear as banner at the top of the calendar schedule.
3. Meetings. Meetings are appointments that include other people. When you create a meeting, you select attendees and resources and send an email invitation to them. You can reschedule meetings and set up recurring meetings.

Import Your iCal Calendar

You can import iCalendars that are saved in the .ics format. iCalendars are the standard for calendar data exchange over the Internet, and .ics is the standard format for iCalendar information.

1. Go to the Preferences>Import/Export page.
2. Browse to the .ics file on your computer.
3. Select the folder for the file or create a new folder.
4. Click Import.

Depending on the size of the .ics file, the import might take a few minutes.

Export Your iCal Calendar

You can export calendars in the .ics format.

1. Go to the Preferences>Import/Export page.
2. In Export, select Calendar as the type. You export your appointments in the standard .ics format.
To import them to another calendar program, see the documentation in the other program for help importing the file.
3. In Source, select the calendar to export.
4. Click Export. Select Save to Disk and click OK.
5. Select where to save the file and enter a file name.
6. Click Save.

Depending on the size of the .ics file, the import might take a few minutes.

Tasks

Creating a Task List

When you create a new task, you select a Task folder, also referred to as Task list, for which to track the task. By default, the Tasks list gives you a list view of all your tasks in the Tasks folder. You can create different task lists, in addition to the default Task list, and configure the lists to synchronize with the tasks from a remote iCal To Do list.

1. Go to the Tasks page.
2. In the Overview pane, click the Tasks gear icon and select New Task List.
3. Enter a Name and select a Color for the new task list.
4. To Synchronize tasks from a remote service, select the check box and enter the URL.

Click OK. The task list is displayed in the task list.

Creating a Task

Create a new task by entering the task name in your tasks list, or you can open a new task page and add detailed information about the task and include notes and attachments.

Add a Task Quickly

1. Go to the Tasks page and in the Overview pane select the task list to which you want to add a task.
2. In the Click here to add a new task text box in the Content pane, enter the new task name.
3. Press Enter. This adds the task subject to your task list, but it does not give any details. To add details, edit the task.

Note: If you created a task in the wrong list, open the task and select the correct list from the Task Lists drop-down, or you can drag and drop the task on the Content pane to the correct list

Create a Detailed Task

You can use your task lists to create and track the progress of a task. In addition, you can write notes and attach files for easy access from within the task. Having all of the relevant information with your task is useful when you share your task list with others.

You can estimate the length of the project by entering the start date and the due date and set the priority. When you start the task you can select the status such as Not Started or In Progress, and select the percentage complete.

1. Go to the Task page and select New Task.
2. In the Details section, enter the task information. Only Subject is required to give the task a name.

Option	Description
Subject	(Required) Enter a brief description of the task. The text added becomes the description in the task list.
Location	Enter where the task occurs.
Priority	Select the priority for this task.
Task List	Select the task list where you want this task displayed.

3. In the Progress section, enter the information to track the progress of the task. This information is not required for your task.

Option	Description
Status	Select the status for this task. You can reopen this task and change the status at any time.
Percentage	Select a percentage to go with the status of the task. You can reopen this task and change the percentage at any time.
Start Date	Define the start date for the task.
Due Date	Define the due date for the task.
Reminder	Set a reminder date and time.
Notification	If you configured an email address or SMS alert in your Preferences>Notifications page, check the appropriate box for the reminder. · If you have not configured a notification, click Configure to go to the Preferences>Notifications page to set this up.
Add attachments	Click Add Attachments on the tool bar to add any notes in the text field and to add attachments.

4. Click Save.
Back to Index

Preferences

Customizing Your Mailbox Initial View

In your Preferences Mail page, Default Mail Search specifies the initial view when you log into your mailbox. The default search is your Inbox folder. Therefore, when you sign in, the results of your Inbox display.
You can change this to have another folder, tag, or a saved search displayed when you first open the web client.

1. Go to the Preferences>Mail page.
2. In the Displaying Messages>Default Mail Search text box specify which messages are displayed when you open your mailbox. Enter the search keyword, followed by a : (colon) and folder, tag, or a saved search name.

The following table lists some examples to enter in the text box.

is:unread	To display only unread messages
tag:<tagname>	To display email messages that are tagged with specific tags. For example, to display only messages marked with the ToDo tag, type tag:ToDo
in:<foldername>	To display messages that are sent to a specific folder via an email filter

Note: Use quotes if the folder or tag is more than one word. For example in:”Unread Email”

3. Click Save

Personalizing the View of Your Account

Your default user preferences are configured when your account is created. These preferences define how your Mail features work. You can change these settings from the Preferences>General page.

Change the Theme

The theme for your mailbox interface can be changed. Carbon is the default theme.

1. Go to the Preferences>General page.
2. In the Sign in Options>Theme section, select the theme you want to use.
3. Click Save.

Change the Language

Change the language used to display text.

1. Go to the Preferences>General page.
2. In the Sign in Options>Language section, select the language you want to use.
3. Click Save.

Compose Right to Left

Change the direction of your typing composition from right to left.

1. Go to the Preferences>General page.
2. In the Sign in Options>Compose Direction, select Left to Right or Right to Left.If you want to display this feature in the toolbar to be able to toggle, select Show direction buttons in compose toolbar.
3. Click Save.

Change the Type Face on Your Account Pages

The type of text face used on your account pages can be changed. Options include Standard, Modern, Classic, and Wide. The option you select changes the font face and font size in your view of the Mail .

1. Go to the Preferences>General page.
2. In the Sign in Options>Fontdrop-down menu, select the option you want to display.
3. Click Save.

Move the Reading Pane

You can change the display to a three-pane view, with the Overview pane on left, Content pane in the center and the Reading pane on the right.

• On the toolbar, click View and select the reading pane to display on the right, bottom or off.

Change the Pane Size

• For split-pane windows such as the Conversation view, you can use the sash to increase or decrease the relative sizes of the upper and lower panes. Click and drag on the bar separating the panes.

Using Keyboard Shortcuts

Many of the functions and commands have keyboard shortcuts.

View Shortcut Keys

• To view a list of shortcuts while working in your mailbox, press Ctrl+q.

If you want to leave the shortcut window open while you work in your account, click New Window.

Print Shortcut Keys

• Go to the Preferences>Shortcuts page for a list of shortcut keys. Click Print in the upper right to print the list.

Quick Navigation

Navigating the Mail

When you sign in you see a screen view similar to the one shown below. This view is the Mail view. The view changes when you use another application, such as Address Book or Calendar.

Get Help

Passing your mouse cursor over items, such as command buttons, conversations, or mail addresses in message headers, displays a small text box of descriptive information about the item.

Folder Information

If you hover the cursor over a folder, the number messages in the folder and the size of the folder display.