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.
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.
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: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.
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. |
Click Save.
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.
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.
You can attach documents, spreadsheets, pictures, slide shows, and other types of files to an email message.
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.
You can easily add an attachment to an email message by dragging the file from a folder into your email.
To remove an attachment, click the x in the attachment bubble.
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.
Click Save.
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.
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.
Email messages in your mailbox can be organized by the date a message is received and by Conversation.
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.
Folders are used to organize your incoming and outgoing email messages. You can create your own folders, or use the system defined folders:
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
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.
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.
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:
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.
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.
Address Book is where you can store contact details. Two types of address lists are supported in the Web Client:
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.
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.
You can export your address books to a comma-separated (.csv) file.
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. |
Click Export.
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.
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.
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.
The Work Week view is displayed by default. You can change the view that displays when you open your calendar,
Option | Description |
---|---|
Day View | Displays activities for the day. |
Work Week View | Displays Monday through Friday activities. |
7 Day Week View | Displays seven days of activities. You can select which day is the first day of your week in Start Week on drop-down menu. |
Month View | Displays activities for a month. When you view a monthly calendar, you can double-click on a date and a fish-eye view of the day’s appointments displayed by the hour is displayed. |
List View | Displays a list of appointments within a specified date range for calendars selected in the Overview pane. |
Click Save.
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:
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.
Depending on the size of the .ics file, the import might take a few minutes.
You can export calendars in the .ics format.
Depending on the size of the .ics file, the import might take a few minutes.
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.
Click OK. The task list is displayed in the task list.
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.
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
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.
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. |
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. |
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.
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"
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.
The theme for your mailbox interface can be changed. Carbon is the default theme.
Change the language used to display text.
Change the direction of your typing composition from right to left.
If you make a change to the composition direction of your account, when you click Save a warning displays asking if you want to reload your account now. Click OK to immediately change the compose direction.
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 .
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.
Many of the functions and commands have keyboard shortcuts.
If you want to leave the shortcut window open while you work in your account, click New Window.
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.
Option | Description |
---|---|
Window header |
The Window header displays:
|
Application tabs | The applications that you can access are listed in the tabs on this row, such as Mail or Calendar applications. |
Overview pane |
The Overview pane displays:
|
Mini-calendar | The mini-calendar is optional. You can disable the mini-calendar using the Preferences>Calendar page. |
Toolbar | The toolbar shows actions available for the application you are currently using. |
Content pane | The Content pane area changes depending on what application is in use. In the Inbox view, it displays all messages or conversations in your Inbox. |
Reading pane | Email messages are displayed in the Reading pane if you have this feature enabled. Enable this feature from the View drop-down menu on the mail toolbar. |
Search bar | Search options are displayed in this area. You can also save searches from here. |
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.
If you hover the cursor over a folder, the number messages in the folder and the size of the folder display.
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.
If you do not want to send the message immediately, click Save Draft. The message is saved in your Drafts folder.
Email messages can include attachments. You can attach documents, spreadsheets, pictures, slide shows and other types of files.
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.
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.
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.
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.
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.
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:
The filter is applied automatically to all new incoming mail messages as they arrive.
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.
The new address book is listed in the Overview pane.
You can import contact lists that are in .csv format.
Click Import.
You can export contact lists. It is saved in the .csv format.
Select where to save the file.
The Calendar lets you track and schedule your appointments, meetings, and events.
Calendar includes the following features:
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.
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.
Click Create Calendar.
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:
Click Close.
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.
Click OK.
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.
You can sort the task list by subject, status, percentage complete, and due date.
Click Save.
Update your task
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.
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.
Keyboard shortcuts let you use the application without going to the mouse. The list shows all the existing keyboard shortcuts.
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.
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:
The following steps can be repeated to set up multiple conditions and actions within a single filter.