EASYMAIL WEBMAIL QUICK GUIDE EasyMail WebMail is a multi-featured, customizable, browser independent email system. Some of EasyMail WebMail's many features include: contact list, daily schedule, to do list, spell checker and web bookmarks. EasyMail WebMail can be accessed from any location with access to the Internet and a web browser. Cookies EasyMail WebMail uses cookies to keep track of user information, and therefore cookies must be enabled before logging onto EasyMail WebMail. Most modern browsers support cookies and include an option to enable and disable them. To find out more about cookies and how to control them, consult your browser's documentation. Optimizing Performance You can significantly increase the loading speed of your EasyMail WebMail account by limiting the size of your INBOX. Creating additional folders for messages that you would like to save will ensure that your access is as fast as possible. Logging In and Out of Your Account Your EasyMail WebMail username is your email address. In other words, your username is your mail account username plus your domain name in the form of: mailaccountusername@yourname.com. For example, if your mail account username is "bob" and your domain name is "carsales.com," your EasyMail WebMail username is: bob@carsales.com. To log in to EasyMail WebMail, enter your EasyMail WebMail username in the username field of the login page. Enter your email password in the password field. Click the "Log in" button to start the authentication process. Your password is not displayed for security purposes. Connection Time Limit No limits are placed on how long you can be logged into your account. EasyMail WebMail will not time you out of your session regardless of inactivity. Your session ends when you log out or close your browser. Logging Out To log out of EasyMail WebMail, click the "Logout" link on any page. Logging out of a EasyMail WebMail session ensures the security of your account. After you log out, another user cannot use your browser's back or history functions to access your account. Sending and Receiving Messages The Mail function allows you to view and manage your messages. This page expands on the simple mail reading capabilities of the main page. While the main page can be configured to show recently received messages, the Mail function allows access to all messages. Organizing messages using folders EasyMail WebMail allows you to place messages into user defined folders. The folder being viewed is displayed in the folders drop-down menu. To change folders, select a folder name from the drop-down menu and click the "Go" button. By default, there are three folders: inbox, drafts and sent-mail. When you log on to EasyMail WebMail, the inbox folder is automatically opened. The inbox folder stores all incoming messages. The drafts folder holds all messages that are saved as drafts. The send-mail folder stores a copy of all outgoing messages. To create new folders or to manage existing ones, click the "Folder management" link on the main Mail page. Description of the message summary Each message is divided into five sections, of which three can be used as sorting criteria: Status A message is either read or unread. An unread message is designated with an unopened envelope while a read message is designated with an opened envelope. If a message has been marked for deletion, a trash can is displayed. Date The date is a sort criteria. By clicking the "Date" link at the top of the message list, the messages will be displayed in order by date. From The sender of a message is a sort criteria. By clicking the "Sender" link at the top of the message list, the messages will be displayed in order by sender. Subject By clicking on the subject of a message, the message view page is displayed. The subject is a sort criteria. By clicking the "Subject" link at the top of the message list, the messages will be displayed in order by subject. Size The size of a message is displayed in bytes if under 1000 bytes or in kilobytes if over 1000 bytes. Managing Folders EasyMail WebMail gives you complete control over folders. To manage your folders, click the "Folder Management" link on the main mail page. A folder management page will be displayed. Deleting a folder To delete a folder, go to the main Mail page and click on the "Folder Management" link. Choose an existing folder from the drop-down menu beside the "Delete Folder" button. Clicking on the "Delete Folder" button will delete the selected folder, along with all of its contents. The deleted folder cannot be recovered. Adding a folder To add a folder, go to the main Mail page and click on the "Folder Management" link. Enter the name of the new folder into the text box beside the "Add Folder" button. Click the "Add Folder" button to finish adding the folder. Renaming a folder To rename an existing folder, go to the main Mail page and click on the "Folder Management" link.Select the folder to be renamed from the drop-down menu beside the "Rename Folder" button. Enter the new name for the folder in the text box beside the drop-down menu and click the "Rename Folder" button. Viewing folder statistics Go to the main Mail page and click on the "Folder Management" link. Click the "Folder Overview" link. The folder overview displays your folder names, the number of new messages, the total messages per folder and the size in bytes of the folders. To view the contents of a listed folder, click the folder name. Folder naming convention Group names follow standard UNIX filename conventions. Most characters are valid, but avoid spaces, tabs and characters that have a special meaning to the shell, such as: & ; ( ) | ? \ ' " ` [ ] { } < > $ - ! /. Viewing and Responding to Messages To view a message, click the message's subject and the message viewing page will be displayed. The message viewing page displays the selected message and several options relating to the message. Understanding the message header The message header is composed of several sections. Some of the sections are informational only, while others are links that provide extra functionality. The sections are: Date: The date the message was received by the system. From: The sender of the message. To: The recipient of the message. Reply-to: The email address you should reply to. Subject: The subject of the message. Full Headers: A link, if clicked which will show all the header details. The default setting is a brief display. Adding the sender to your contact list To add the sender of a message to your Contacts list, first view the message by clicking on the subject. Then click the index card image that appears to the right of the sender's email address. The contacts page will open with the sender's information automatically filled in. Using addresses and URLs in a message Email addresses and URLs included in a message are displayed as links. To use an email address in a message, click the address. A message editing page will be displayed and will automatically be addressed with the selected address. To view a URL in a message, click the URL. A new browser window will open and the contents of the selected URL will be displayed. Deleting a message while viewing it To delete a message from the viewing page, click the "Delete" link. The page will refresh, and the next message (as ordered in the message list) will be displayed. The deleted message will be designated with a trash can in the status section of the main mail page. Replying to a message To reply to a message, click the "Reply" link from the message viewing page. A message editing page will be displayed with the sender's address in the "To" field. The subject of the reply is automatically entered in the form of "Re: original message subject." The body of the original message is included in the reply with each line preceded by a ">" symbol. Text can be added to the body of the message if desired. To finish the reply, spell check it if necessary and click a "Send Now" button. Replying to all recipients of a message To reply to all the recipients of a message, click the "Reply to all" link on the message viewing page. The message editing page that opens is similar to the one opened by the "Reply to" link, except all the recipients are included in the relevant address fields. Text can be added to the body of the message as desired. To finish the reply, spell check it if necessary and click a "Send Now" button. Forwarding a message To forward a message, click the "Forward" link from the message viewing page. A message editing page will open with the subject field in the form of "Fwd: original message subject." The body of the original message is included in the reply with each line preceded by a ">" symbol. Text can be added to the body of the message if desired. To complete forwarding the message, fill in the appropriate address fields, spell check if necessary and click a "Send Now" button. Recomposing a message The recomposing option allows you to view a message in an editing page. The normal message viewing page does not allow direct editing of the message. The recompose option allows full editing control over a received message. To recompose a message, click the "Recompose" link on the message viewing page. A message editing page will open with the original message's fields and body text entered in the appropriate fields. Printing a message Messages can be printed using the browser's print function or can be cut and pasted to a word processor. The "Print View" link on the message viewing page allows just the message to be viewed. The viewing page's links and buttons are suppressed by "Print View" to allow for a clean print out. Once the "Print View" link has been clicked and the message is re-displayed, use the browser's built in print functions to print the message. Selecting or deselecting a message To select a message, click the check box that appears beside the message's size display. To deselect a message, click the message's check box and the check mark will disappear. The "Select None" button deselects all selected messages and the "Select All" button selects all the displayed messages. Deleting or undeleting a message To delete a message, select it and click the "Delete Selected" button. Multiple messages can be deleted with multiple selections. A deleted message is designated with a trash can in the status section. Once a message has been marked for deletion, it can be permanently deleted by clicking the "Empty Trash" link. There is no way to recover a permanently deleted message. A message marked for deletion can be undeleted by selecting it and clicking the "Undelete Selected" button. Copying and moving messages Messages can be copied or moved to a specified folder. Copying a message leaves the original in the source folder and an exact copy in the target folder. Moving a message transfers the original to the target folder. To copy or move a message from the main mail page: Select the desired message or messages. Click either the "Copy" or "Move" radio button. Select the target folder from the target folder drop-down menu located at the bottom right of the page. Click the "Go" button located beside the target folder drop-down menu. You can also move a message from within a message viewing page by clicking on the "Move" link. A message moving page will be displayed. Choose the target folder from the "Folders" drop-down menu and click the "Move" button. The main mail page will then be displayed. After moving a message, the original message remains in the source folder and is marked for deletion with a trash can. Confusing the folder viewing drop-down menu at the top left of the page with the target folder drop-down menu will make the operation fail. Creating a New Message To create a new message, go to the mail feature and click the "New Message" link. A message editing page will be displayed, which gives you full control over your message from addressing to creating attachments. Addressing message with or without contacts EasyMail WebMail allows you to directly access your contacts from within the editing window. To address your message using your contact list, select the required contacts from the "Contacts" list and click the appropriate "Add to" button. Email addresses can also be manually entered directly into the appropriate "To," "CC" and "Bcc" fields. Multiple entries must be separated with commas. Addresses entered into the "To" and "CC" fields are visible to all recipients of the message. Addresses entered into the "Bcc" field are not visible to any recipient. Entering a message subject The "Subject" field is a one line description of the message. If a subject is not entered into the field, the line "[no subject]" will be automatically be entered for you. Creating attachments Files of any kind can be sent via email as an attachment. The attachment can be downloaded by the recipient onto a local machine. To create an attachment, enter the complete path of the file to be attached in the "Attachment" field. If the desired file's path is unknown, click the "Browse" button and locate the file via the file chooser dialog box. After selecting a file and clicking the chooser's "Open" button, the file's complete path will be entered in the "Attachment" field. Multiple attachments can be sent by entering the number of attachments in the "Attachments" text box. Click the "Change" button to display the selected number of attachment text boxes. Add all recipients before you add an attachment. Adding recipients will cause the attachment to be lost. Presently, the maximum size of an attachment is 25 Megabytes. Entering the message body In the mail function, enter the body of the message into the large text area on the message composition page. Line wrapping is automatic, and the vertical scroll bars are enabled when the text reaches the bottom of the window. Spell checking EasyMail WebMail includes a spell checker for the message body. To spell check the text of the message body, click one of the "Spell Check" buttons. The edit page will refresh and the message will be re-displayed. The spell checked message will be labelled "Spell Checked Version." Only those words not found in the spell checker's dictionary will be editable. The editable words are displayed in drop-down menus. To edit a word in a drop-down menu, either erase the relevant part of the word or choose one of the words offered in the drop-down menu's list. When you are satisfied with the spelling of the message, click the "Recompose" button. The page will refresh and will return to the regular editing mode. Sending a Message To send a message, click the "Send Now" button. Saving a message draft To save a draft of a message for future editing, click the "Save draft" button. A copy of the message will be stored in the designated folder. By default, the folder is called Drafts. To view or change the folder used to store drafts, go to the Preferences page for Mail and change the "Save draft items in" option. Saving a message externally To save a message to a floppy disk or hard drive, you must use the browser's save function. The message will be saved as HTML and can be viewed later in a browser. There is no direct way to save a plain text version of a message from EasyMail WebMail. If you want to save a plain text version of a message, you can cut and paste the text of the message into a word processor. Another option is to use an HTML editor's "strip tags" function to remove the HTML tags of a message saved by the browser. Refreshing the message list Refreshing the message list will show any new messages that have been received since the page was last refreshed. To refresh the message list, click the "Refresh" link on the main mail page. Organizing Your Daily Schedule EasyMail WebMail provides a personal organiser called "Schedule." A summary of the day's scheduled items appears on the main page while a more detailed display can be obtained from the Schedule function. To view dates and add schedule items, click the "Schedule" link on any EasyMail WebMail page. Date viewing methods EasyMail WebMail provides several ways to navigate and view dates. You can view the entire year, different months, weeks, days and the present day. Year From the main schedule page, you can view the calendar for the entire year by clicking the "Yearly view" link. Month From the main schedule page, months can be viewed by clicking the calendar's forward and reverse arrows. The reverse arrow displays the month previous to the one currently displayed while the forward arrow displays the next month. For a larger, more detailed display of the entire month’s schedule items, click the "Calendar" link. Week You can view your schedule a week at a time by clicking the weekly view link. Day You can view a specific day by clicking the desired day on the calendar. You can also choose a day by using the fields at the bottom of the main schedule page. To use the field method, select the desired month, day and year. Click the "Go" button at the bottom right of the page to view the selected day. Current day To view the current day, click one of the "Go to today" links on the main schedule page. The current date is controlled by the server and cannot be set by the user. You can toggle between daily, weekly and monthly views by clicking on the "Daily View," "Weekly View," and "Monthly View" links. Display of schedule entries Schedule items for the day are displayed beside the calendar on the main schedule page. They may also appear at the bottom of the main EasyMail WebMail page depending on your preferences. An item's time, group and description are displayed. To view the complete details of an item, click its description. Selecting a viewing method The schedule has several viewing modes: daily view, weekly view, monthly view, calendar, yearly view and list view. To switch between modes, click the links in the menu. The daily mode displays a single day divided into hours. The weekly view displays all schedule items for the week. The monthly mode displays a calendar of the month and the schedule items for a selected day, while the calendar view gives a larger more detailed view of all of the month’s schedule items. The yearly view shows a calendar for the entire year, and the list view shows all schedule items for different days in one list. Adding a schedule item To add an item to the schedule, click the "Add Item" link. The item editing page will be displayed. Once the item editing page is displayed, fill in the appropriate fields and click the "Add" button. The text entered in the "Subject" field will appear as the "Description" text when the item is displayed. If you would like to make this a recurring schedule item, you must save the item first. Editing a recurring schedule item To edit an existing schedule item’s recurrence, click on the item’s description to view the item. Then click the "Edit Item" link. The item editing page will be displayed. Check the "Recurring Item" checkbox, and click the "Edit Recurrence" button. Select the appropriate time period for recurrence from the daily, weekly, monthly or yearly radio buttons, and enter the appropriate information. Select an end date for the recurrence. If you select "Never," the recurrence will continue indefinitely. Deleting a schedule item To delete a schedule item, click the item's description to view the item. Then click the "Edit Item" link. An item editing window will be displayed. To delete the item, click the "Delete" button at the bottom of the page. Once an item is deleted, it cannot be recovered. Updating a schedule item To update a schedule item, click the item's description to view the item. Then click the "Edit Item" link. The item editing window will be displayed. Edit the item as desired and click the "Update" button at the bottom of the page. Using groups to organize schedule items Schedule items can be assigned to groups. An item can be assigned to a group at the time of creation or afterwards. An item can only be assigned to an existing group. Until assigned a group, an item is listed as "Unfiled." Unfiled is not literally a group but a statement about the item's group status. To assign an item to a group at creation, select the desired group from the "Group" drop-down menu as you are filling in the fields on the item editing page. To assign an existing item to a group, please see "Moving Schedule Items." Moving schedule items You can move a schedule item from one group to another. To move an item, click its description to view the item. Then click the "Edit Item" link. The item editing page will be displayed. Select the target group from the "Group" drop-down menu and click the "Update" button at the bottom of the page. Range of dates supported Dates are based on a UNIX time function. The schedule presently supports years in the range of 1970 to 2035. Performing scheduled maintenance The scheduled maintenance function allows you to delete a range of schedule items. To perform schedule maintenance, click the "Maintenance" link from the schedule page. Choose the range of dates to delete from the "Delete records older than" drop-down menus. To preview the items that will be deleted, click the "Preview" button. To permanently delete the selected items, click the "Delete" button. Once an item or range of items are deleted, they cannot be recovered. You can also view a specific day's schedule items by filling out the "GoTo" drop-down menus and clicking the "Go" button. The Main Page - Your Account Overview By default, EasyMail WebMail's main page allows access to all of EasyMail WebMail's features and displays EasyMail WebMail announcements. You can also set your preferences to include mail messages, schedule items, and To-Do list items on the main page. The features available under "Options" include Main, Mail, Contacts, Schedule, To-Do, Notes, Bookmarks, Search, Preferences, Help and Logout. Group and Preferences options are also accessible. To access any of the above features, click the appropriate link. If you click a mail message, schedule item, or To-Do item on the main page, the item will open, and you will no longer be on the main page. To return to the main page, click the Main link in the menu. Grouping Users and Items Introduction to groups Objects such as contacts, schedule items, To-Do items and bookmarks can be placed into groups enabling them to be shared between group members. The Groups page allows you to view groups, create groups, edit groups, and add group members. To begin working with a group, click the "Groups" link on the EasyMail WebMail main page. Adding a group To add a group, click the "Groups" link on the EasyMail WebMail main page. Click the "Add group" link and an add group page will be displayed. Enter the name of the new group in the text box and click the "Add" button. Group naming convention Group names follow standard UNIX filename conventions. Most characters are valid, but avoid spaces, tabs and characters that have a special meaning to the shell, such as: & ; ( ) | ? \ ' " ` [ ] { } < > $ - ! /. Viewing group information To view the members of a group, click the "Groups" link on the EasyMail WebMail main page. From the main group page, click the group's name. Placing an object in a group Please refer to the help information about contact lists, daily schedules, To-Do lists, notes, and Internet bookmarks for more information about using groups with these objects. Adding a member to a group You can place other EasyMail WebMail users (members) in a group to facilitate sharing common items and events. To add a member to a group, click the "Groups" link on the EasyMail WebMail main page. Click the name of the group from the main group page, and then click the "Add member" link. The add member page will be displayed. Enter the EasyMail WebMail email address of the member in the text box, and click the "Add" button. Once a user has been added to a group, that group appears in the user's group list. Any object that is placed in this group is accessible by all members of the group. A list of a group's members can be displayed by clicking the group name from the main group page. Editing a group The group editing function allows you to update or delete a group's name. To update the name of a group, click the "Groups" link on the EasyMail WebMail main page. Select a group and click the "Edit group" link. The group editing page will be displayed. Enter the new name for the group in the text box and click the "Update" button. To delete a group, select a group and click the "Edit group" link. Once the group editing page is displayed, click the "Delete" button to permanently delete the group. The deleted group cannot be recovered. Deleting a group EasyMail WebMail gives you two methods to delete groups. The first method is to use the edit groups function. The second method is to use the "Delete" link on the group viewing page. To use this method, click the "Groups" link on the EasyMail WebMail main page. Select a group by clicking its name. When the group viewing page is displayed, click the "Delete group" link to permanently delete the group. Once deleted, a group cannot be recovered. Configuring Your Account Setting preferences Many EasyMail WebMail functions can be customized from the preferences page. To access the preferences page, click the "Preferences" link on the main EasyMail WebMail page, or click the "Preference" link from the menu of any function. A set of tabs on the preferences page displays all of the customizable functions. The currently selected function's options are displayed. To view a function's options, click the appropriate tab. Preferences are updated by clicking the "Update preferences" button. Preference settings by function Bookmarks The preference settings for the Bookmarks function are: Default group for new items - The group that new bookmarks are placed into. The default is "Unfiled." Default group to view in feature – The group that is displayed when you view your bookmarks. The default is "ALL." Default sort order for contacts list - The default order in which to sort the bookmarks. Choices are: item, group and url. The default is item. Invert sort order - The default sort order is ascending. If you check this box, your sort order will be descending. Number of items to index on one screen – This is the number of bookmarks that will be displayed on the screen at once. The default is 20. Contacts The preference settings for the Contacts function are: Default group for new items - The group that new contacts are placed into. The default is "Unfiled." Default group to view in feature – The group that is displayed when you view your contacts. The default is "ALL." Default sort order for contacts list - The default order in which to sort the contacts. Choices are nickname, name, company, group and email. The default is nickname. Invert sort order - The default sort order is ascending. If you check this box, your sort order will be descending. Number of items to index on one screen - The number of contacts that can be viewed on one screen. The default number is 20. As the number of contacts displayed on a screen increases, the time to load the page increases. Global preferences Global preferences are options that affect the entire EasyMail WebMail application. The options are: Menu style 1 - This option controls the appearance of the EasyMail WebMail top level menu. This menu contains the options to navigate to the main EasyMail WebMail features including Main, Mail and Contacts. Some of the available options are: drop-down list, tabbed list and button bar. Menu style 2 - This option controls the appearance of the EasyMail WebMail secondary menu. This menu contains the options to navigate secondary, page specific EasyMail WebMail features including (from the main Mail page) New Message and Folder Management. Some of the available options are: drop-down list, tabbed list and button bar. Tab style – This option controls the appearance of tabs. Language - The language option allows you to choose the language in which to view your messages. Your browser will have to be properly configured before you can take advantage of this option. The default language is English. Disable new message indicator in footer - When a new message arrives, you have the option of a message being displayed at the bottom of the page you are presently viewing. This option allows you to turn this message on and off. To disable the message, check the option's checkbox. To enable the message, ensure that the option is unchecked. Prev/Next style - When a page contains more than one page of information, this option controls the form of the page navigation tool. An example is the main Mail page. If you have many messages, they will be divided into pages. To move from page to page, you click the navigation tool. The tool comes in many forms including: tabbed lists and drop-down menus. Time Format – Features such as Mail, Schedule and To-Do include time settings. This option allows you to select the way these settings will be displayed. Choices are AM/PM Format and 24 Hour Format. Mail The preference settings for the Mail function are: Your Real Name - This field holds your name. This is not your email address or your username, but your real name. Reply-To - Fill in this field with an email address if you need to have replies to your messages sent to an address other than the one your messages are sent from. Automatic Signature when composing new mail - An automatic signature is a block of text that is appended to the end of your messages. Do not confuse an automatic signature with a written signature. The automatic signature is always in text form. Use it to personalize your messages with your name, place of work, a favorite quote, etc. Wrap Lines at this many characters - This option controls how many characters are entered before wrapping to the next line. Alter this option if your display is too large or too small for the present setting. The default setting is 80 characters. Number of Messages to index on one screen - The number of messages that can be viewed on one screen. The default number is 20. As the number of messages displayed on a screen increases, the time to load the page increases. Default sort order for mail list - This option controls the default order in which to sort messages. Choices are date, from and subject. Invert sort order - The default sort order is ascending. If you check this box, your sort order will be descending. Delete and Expunge simultaneously - By default, when you delete a message, it remains in its folder and is marked with a trash can. To permanently delete the message, you click the "Empty Trash" link. By checking this option, you will skip the empty trash process, and the delete command permanently deletes the message without warning. Set this option with care, because once a message is deleted, it cannot be recovered. Move and Expunge simultaneously - By default, when you move a message, it remains in its original folder and is marked with a trash can. Another copy is made in the folder the it was moved to. To permanently delete the original message, you click the "Empty Trash" link. By checking this option, you will skip the empty trash process, and the move command permanently deletes the original message. Set this option with care, because once a message is deleted, it cannot be recovered. Save sent items - If this option is checked, a copy of each sent message will be stored in the "sent-mail" folder. Save sent items in - If the "Save sent items" option is checked, this option allows you to choose the folder in which the sent mail copy is stored. The default is "sent-mail." Save draft items in - This option allows you to choose the folder in which draft messages are stored. The default is "Drafts." Display second command bar at bottom - The second command bar holds the "New Message," "Preferences" and other links. This option will allow this command bar to be displayed at the bottom of the page as well as its default top position. Display messages in separate window - This option allows you to view your messages in a separate browser window. The default setting displays messages in the same window as the main Mail window. Show contacts list when composing new messages - The contacts list by default is displayed at the top of the message editing page. If you prefer that the contacts list not be displayed on this page, ensure that this option is not checked. If this option is disabled, you will have to add your contacts one by one by continuously loading your "Contacts" page. Default number of attachments on new messages – This option allows you to select the number of attachments that new messages can automatically accept. Show mail tree in main view – This option will make a display of your existing mail folders available on the main Mail screen. Expand mail tree by default – If the "Show mail tree in main view" option is checked, this option will expand the list of your existing mail folders so that they are automatically visible on the main Mail screen. Request Read Receipts – This option allows you to request a read receipt from people who receive your email messages, so that they can notify you when they receive your email. Returning a read receipt is always voluntary, so you may not receive one. Respond to Read Receipts – This option allows you to decide how you will respond when someone requests a read receipt from you. Choices are Never, Manual and Always: Never – You will not know that a read receipt has been requested, and you will not have a chance to respond to it. Manual - A "Send RR now" button will appear when you view a message for which a read receipt has been requested. If you click the button, you will send a read receipt back to the person who sent you the email. Always – When you view a message for which a read receipt has been requested, you will automatically return a read receipt, and will be notified that "A Read Receipt has been automatically returned to the sender." Include attachments when replying – This option allows you to decide what will happen when you reply to a message that contains an attachment. If this option is checked, the attachment will be included with your reply. Include attachments when forwarding – This option allows you to decide what will happen when you forward a message that contains an attachment. If this option is checked, the attachment will be included with your forwarded message. Number of body lines to display while composing a message – This option allows you to control the size of the text box in which you compose your email messages. This does not limit the length of your messages. The default is 30 lines. Always return to message list after deleting when viewing a message – By default, when you delete the message you are viewing, you will view the next message. If this box is checked, you will return to the message list when you delete the message you are viewing. Main Page The preference settings for the Main page are: Features to display – Options/EasyMail WebMail and Announcements will always be displayed on your main page. To add mail messages, schedule items, or To-Do items to your main page, highlight the appropriate feature, click the ">>" button to move the feature to the "Selected" list, and click "Update Preferences." To remove one of these features from your main page, highlight the feature, click the "<<" button to move the feature to the "Unselected" list and click "Update Preferences." Maximum mail messages to display – This option is only effective if mail is selected as one of the feature to display. Enter the number of email messages that you want displayed on your main page and click "Update Preferences." Maximum schedule item to display - This option is only effective if schedule is selected as one of the feature to display. Enter the number of today’s schedule items that you want displayed on your main page and click "Update Preferences." Maximum To-Do items to display - This option is only effective if To-Do is selected as one of the feature to display. Enter the number of To-Do items that you want displayed on your main page and click "Update Preferences." My Contact The preference settings for the My Contact function are the same information that can be collected about other contacts. Enter your personal information here, and you will automatically be added to the contact lists of the other people in your group. The following fields are available: Nickname, Group, URL, e-Mail, E-Mail 2, E-Mail 3, First Name, Last Name, Title, Spouse, Birthday, Company, Office, Department, Home Phone, Home Fax, Mobile, Work Phone, Work Fax, Pager, Home Address, Home City, State, Zip Code, Country, Work Address, Work City, Work State, Zip Code, Work Country and Description. Notes The preference settings for the Notes function are: Default group for new items - The group that new notes are placed into. The default is "Unfiled." Default group to view in feature – The group that is displayed when you view your contacts. The default is "ALL." Default sort order for notes list - The default order in which to sort the notes. Choices are: item and group. Invert sort order - The default sort order is ascending. If you check this box, your sort order will be descending. Width of text field - Width of the note body. Units are in characters. Height of text field - Height of the note body. Units are in characters. Number of items to index on one screen - The number of notes that can be viewed on one screen. The default number is 10. As the number of notes displayed on a screen increases, the time to load the page increases. Schedule The preference settings for the Schedule function are: Default group for new items - The group that new schedule items are placed into. The default is "Unfiled". Default group to view in feature – The group that is displayed when you view your schedule. The default is "ALL." To-Do The preference settings for the To-Do function are: Default group for new items - The group that new To-Do list items are placed into. The default is "Unfiled". Default group to view in feature – The group that is displayed when you view your To-Do list. The default is "ALL." Default sort order for To-Do list - The default order in which to sort the To-Do list. Choices are item, group and priority. Invert sort order - The default sort order is ascending. If you check this box, your sort order will be descending. Default priority for new items - To-Do list items are assigned a priority from zero to ten. This option sets the default priority. Number of items to index on one screen - The number of To-Do list items that can be viewed on one screen. The default number is 10. As the number of To-Do items displayed on a screen increases, the time to load the page increases. Default due date type – This option allows you to select the way the due date will be selected by default for your To-Do list items by default. This due date will be displayed on the main To-Do list page next to each list item. Choices are Never, On date and On date/time. Managing Your Contact List EasyMail WebMail uses the Contacts function to store and manage email addresses. You can create your own contacts or import them from Microsoft Outlook 2000/98/Express or Netscape 4.6. To access the Contacts function, click the "Contacts" link found on any EasyMail WebMail page. Description of the contact summary Each contact is divided into five sections, all of which can be used as sorting criteria: Nickname A nickname is a short (usually one word) field which identifies the contact. Clicking the nickname displays the contact editing page. Click on the "nickname" link at the top of the contact list to display the contents alphabetically by nickname. Name The name is a combination of the contact's last and first name. Click on the "name" link at the top of the contact list to display the contents alphabetically by name. Company Click the "company" link at the top of the contact list to display the contacts alphabetically by company. Group Click the "group" link at the top of the contact list to display the contacts alphabetically by group. Email Click the "email" link at the top of the contact list to display the contacts alphabetically by email address. Creating a contact To create a contact, go to the main contacts page and click the "Add item" link. The contact editing page will be displayed. This page holds information regarding the contact. None of the fields are required, however to be useful, at least an email address should be entered. Only some of the information will be visible from the main contacts page. To view all of a contact's information, click the desired "nickname" link from the main contacts page. Using groups to organize contacts Contacts can be assigned to groups. A contact can be assigned to a group at the time of creation or afterwards. A contact can only be assigned to an existing group. If no group is specified, the contact is listed as "Unfiled." Unfiled is not literally a group but a statement about the contact's group status. To assign a contact to a group at creation, select the desired group from the "Group" drop-down menu as you are filling in the fields on the contact editing page. To assign an existing contact to a group, please see "Copying and moving contacts." Selecting or deselecting a contact To select a contact, click the check box that appears beside the contact's email address. To deselect a contact, click the contact's check box and the check mark will disappear.The "Select None" button deselects all contacts and the "Select All" button selects all the contacts. Deleting a contact To delete a contact from the main contacts page, select it and click the "Delete Selected" button, or click its trash can image. Multiple contacts can be deleted with multiple selections. There is no way to recover a deleted contact. A contact can also be deleted from the contact editing page by clicking on the "Delete" button. Copying and moving contacts Contacts can be copied or moved to a specified group. Copying a contact leaves the original in the source group and an exact copy in the target group. Moving a contact transfers the original contact to the target group. To copy or move a contact from the main mail page or the main contacts page: Select the desired contact or contacts. Click either the "Copy" or "Move" radio button Select the target group from the target group drop-down menu located at the bottom right of the page. Click the "Go" button located beside the target group drop-down menu. You can also move a contact from within the contact editing page by selecting the target group from the "Group" drop-down menu and clicking the "Update" button. Importing contacts from Outlook and Netscape Contacts can be imported from Microsoft Outlook 2000/98/Express and from Netscape 4.6/4.7x in CSV (comma separated values) format. To import contacts into EasyMail WebMail, click the "Import" link on the main contacts page and the import contacts page will be displayed. Export your address book/contact list from either Netscape or Outlook in CSV format. Check your browser's documentation if you are unsure of how to complete the export process. Use the "Import from" drop-down menu to select the application from where the contacts will be imported. Enter the complete path of the CSV file containing the contacts into the "From file" text box or use the "Browse" button to locate the file. Complete the import process by selecting a group in which to store the imported contacts and click the "Go" button. If the process is successful, the contacts will be imported and will appear in the selected group. Introduction to the To-Do Function EasyMail WebMail provides a dateless To-Do list. The To-Do list allows you to add items and check them off as they are completed. The list can be sorted in a variety of ways and items can be grouped like schedule or contact items. To-Do list items appear on the main To-Do page, and they may also appear at the bottom of the main EasyMail WebMail page depending on your preferences. Description of the To-Do display The To-Do function displays the group that is being viewed as well as a list of To-Do items. Each list item is broken into five sections, some of which can be used as sorting criteria: Item The item is the name of the item and a sort criteria. By clicking the "item" link at the top of the To-Do list, the list will be displayed in order by item. Group The group is a sort criteria. By clicking on the "group" link at the top of the To-Do list, the list will be displayed in order by group. Priority The priority is a numerical rating (from zero to ten) given to a list item indicating its level of importance. Priority is a sort criteria. By clicking on the "priority" link at the top of the To-Do list, the list will be displayed in order by priority. Status An item's status has several states: "new," "complete," "working," "pending" and "canceled." Each status state is designated by a different symbol in the status field. New is a red dot, complete is a green check mark, working is a pair of glasses, pending is a yellow clock, and canceled is a gray ‘X.’ Due Date An item’s due date is displayed in the format that is selected when you create the item. Choices are Never, On date and On date/time. Adding a To-Do item To add an item to the To-Do list, click the "Add item" link on the main To-Do page. When the To-Do item editing page is displayed, fill in the appropriate fields and click the "Add" button. Deleting a To-Do item To delete a To-Do item, click the desired item from the main To-Do page. Then click the "Edit To-Do Item" link. The item editing page will be displayed. To delete the item, click the "Delete" button at the bottom of the page. Once an item is deleted, it cannot be recovered. Updating a To-Do item To update a To-Do item, click the desired item from the main To-Do page. Then click the "Edit To-Do Item" link. The item editing page will be displayed. Edit the item as desired and click the "Update" button at the bottom of the page. Using groups to organize To-Do items To-Do items can be assigned to groups. An item can be assigned to a group at the time of creation or afterwards. An item can only be assigned to an existing group. Until assigned a group, an item is listed as "Unfiled." Unfiled is not literally a group but a statement about the item's group status. To assign a To-Do item to a group at creation, select the desired group from the "Group" drop-down menu as you are filling in the fields on the To-Do item editing page. To assign an existing To-Do item to a group, please see "Moving To-Do Items." Moving To-Do items You can move a To-Do item from one group to another. To move an item, click the desired item from the main To-Do page. Then click the "Edit To-Do Item" link. The item editing page will be displayed. Select the target group from the "Group" drop-down menu and click the "Update" button at the bottom of the page. Searching EasyMail WebMail Introduction to the Search function The search function allows you to find an item in EasyMail WebMail based on a variety of criteria. You can search for bookmarks, contacts, mail messages, notes, schedule items and To-Do list items. You do not need to enter complete words into the search fields in order to have a successful search. If you enter more than one word in a search field, the search will only be successful if the words appear next to each other in the original item. To use the Search function, click the "Search" link on any EasyMail WebMail page. Click on the link that corresponds to the type of item you would like to search for. Searching for bookmarks To search for a bookmark, you can narrow your search using any of the following criteria: group, name, description and URL. Enter as much information as you wish into the search fields, and click the "Search" button. The results of your search will be displayed at the bottom of the screen. Click on the item’s name to view the item. Searching for contacts To search for a contact, you can narrow your search using any of the fields available for your contacts. If you do not know what group the contact is in, select "All" from the Group drop-down menu. By default, there is one additional search field. You can add search fields by clicking the "Add" button. If you add too many search fields, you can remove them by clicking the "Delete" button. Configure the search fields using the drop-down menus to create your search criteria. Enter as much information as you wish into the search fields, and click the "Search" button. The results of your search will be displayed at the bottom of the screen. Click on the item’s name to view the item. Searching globally To search for a more than one type of entry at once, you can do a global search. Check the boxes in the "Features" section to select the features you would like to search. You can narrow your search using any of the following criteria: group, containing text, after date and before date. Enter as much information as you wish into the search fields, and click the "Search" button. The results of your search will be displayed at the bottom of the screen. Click on the item’s name to view the item. Searching for mail To search for an email message, you can narrow your search using any of the following criteria: folder, from, to, cc, bcc, subject, containing text, after date, before date and flags. To select a flag, check the box next to the appropriate category. Enter as much information as you wish into the search fields, and click the "Search" button. The results of your search will be displayed at the bottom of the screen. Click on the item’s name to view the item. Searching for notes To search for a note, you can narrow your search using any of the following criteria: group, name and description. Enter as much information as you wish into the search fields, and click the "Search" button. The results of your search will be displayed at the bottom of the screen. Click on the item’s name to view the item. Searching for schedule items To search for a schedule item, you can narrow your search using any of the following criteria: group, subject, description after date and before date. Enter as much information as you wish into the search fields, and click the "Search" button. The results of your search will be displayed at the bottom of the screen. Click on the item’s name to view the item. Searching for To-Do list items To search for a To-Do list item, you can narrow your search using any of the following criteria: group, name, description, priority, status, due after and due before. Enter as much information as you wish into the search fields, and click the "Search" button. The results of your search will be displayed at the bottom of the screen. Click on the item’s name to view the item. Introduction to the Notes Function EasyMail WebMail's notes function allows you to write notes to yourself as well as make them available to group members. A note is similar to an email message as it has a topic and body. Writing a note To write a note, click the "Add New Item" link on the main notes page. After the note editing page is displayed, enter the note's name, group and description and click the "Add" button. Once created, the note will be displayed on the main notes page. Updating a note To update the information in a note, click the note's item name in the main notes page to view the note. Then click the "Edit Note" link. The note editing page will be displayed. Update the note information as necessary and click the "Update" button at the bottom of the note editing page. Deleting a note To delete a note, click the note's item name in the main notes page to view the note. Then click the "Edit Note" link. The note editing page will be displayed. Click the "Delete" button at the bottom of the note editing page to permanently delete the note. Once a note is deleted, it cannot be recovered. Viewing a note To view a note, click the note's item name in the main notes page. Using groups to share notes You can shared notes with other EasyMail WebMail users by placing them in groups. Notes are placed in groups on the notes editing page. To place a note in a group, click on the name of the note in the main notes page to view the note Then click the "Edit Note" link. The note editing page will be displayed. Select a group from the "Group" drop-down menu and click the "Update" button. The note will appear when you view the contents of the selected group. When a note is created, it can also be assigned to a group using the above procedure. Keeping Track of Internet Bookmarks EasyMail WebMail allows you to store bookmarks just like a web browser. A bookmark is a URL along with some descriptive information. When the bookmark is activated, a new browser window is opened and the content of the URL is displayed. Description of the bookmark display The Bookmark function displays the group that is being viewed as well as the list of bookmarks. Each list item is broken into three sections which can be used as sorting criteria: Item The item is the name of the bookmark and is a sort criteria. By clicking the "item" link at the top of the bookmark list, the list will be displayed in order by item. Group The group is a sort criteria. By clicking the "group" link at the top of the bookmark list, the list will be displayed in order by group. URL URL is an acronym for Uniform Resource Locator. A URL in the context of a web browser represents the location of a web page. See the glossary for more details. The URL is a sort criteria. By clicking the "url" link at the top of the bookmark list, the list will be displayed in order by URL. Adding a bookmark To add a bookmark, click the "Add item" link on the main bookmark page. When the bookmark editing page is displayed, fill in the appropriate fields and click the "Add" button. When entering the URL, you have the option of not adding the prefix "http://". Most modern browsers will add the prefix automatically. To be certain that the bookmark works with all browsers, add the prefix manually. Deleting a bookmark To delete a bookmark, click the desired bookmark's item name from the main bookmark page to view the bookmark. Then click the "Edit Bookmark" link. The bookmark editing page will be displayed. To delete the bookmark, click the "Delete" button at the bottom of the page. Once a bookmark is deleted, it cannot be recovered. Updating a bookmark To update a bookmark, click the desired bookmark from the main bookmark page to view the bookmark. Then click the "Edit Bookmark" link. The bookmark editing page will be displayed. Edit the bookmark as desired and click the "Update" button at the bottom of the page. Using a bookmark To activate a bookmark, click the desired bookmark's URL from the main bookmark page. A new browser window will open, and the content of the bookmark's URL will be loaded. Using groups to organize bookmarks Bookmarks can be assigned to groups. A bookmark can be assigned to a group at the time of creation or afterwards. A bookmark can only be assigned to an existing group. Until assigned a group, a bookmark is listed as "Unfiled." Unfiled is not literally a group but a statement about the bookmark's group status. To assign a bookmark to a group at creation, select the desired group from the "Group" drop-down menu as you are filling in the fields on the bookmark editing page. To assign an existing bookmark to a group, please see "Moving a bookmark" below. Moving a bookmark You can move a bookmark from one group to another. To move a bookmark, click the desired bookmark from the main bookmark page to view the bookmark. Then click the "Edit Bookmark" link. The bookmark editing page will be displayed. Select the target group from the "Group" drop-down menu and click the "Update" button at the bottom of the page. Anti-Spam Policy Spam is unsolicited email or newsgroup postings, usually advertising products or services. Spamming generates a very negative response from most recipients and can result in domain, list, IP, and/or mail server blacklisting. Since it is best to avoid this, we enforce a strict Anti-Spam Policy, which you agreed to abide by when you opened your account. According to our policy, if you send spam, your account will be terminated, without notice. To ensure that you do not unintentionally generate spam, please obtain permission from your intended recipients before you add them to your distribution lists. Professional and Advanced EasyMail WebMail Help To access the help files for the Professional and Advanced EasyMail WebMail interfaces: Log in to EasyMail WebMail, making sure to select the "Advanced" or "Professional" interface. Once you have logged in, click on the "Help" link at the top of the window.

QUICK LINKS Cookies Optimizing Performance Logging In and Out of Your Account Sending and Receiving Messages Managing Folders Viewing and Responding to Messages Creating a New Message Organizing Your Daily Schedule The Main Page - Your Account Overview Grouping Users and Items Configuring Your Account Managing Your Contact List Introduction to the To-Do Function Searching EasyMail WebMail Introduction to the Notes Function Keeping Track of Internet Bookmarks Anti-Spam Policy Professional and Advanced EasyMail WebMail Help