CommuniGate Webmail Guide

Transcription

1 Login Screen CommuniGate Webmail Guide This is the webpage that greets you when you visit To login, type in your login username and password. In this example above, the login name is abc1 (please note that there is no need to add when logging in). The CommuniGate Home Page includes an Directory. If you want to reset your password (or perhaps you forgot it?), visit This will send you to a site that will help you reset your password. If you have not previously activated your account at this site by entering your secret challenge question answers (used if you forget your password in the future) and reset your password, please open and follow the instructions posted on the Password Change log-in page for first time log-in. Otherwise, use your SMC username and current password to log into the Password Change log-in page, or, if you have forgotten your password, click the Forget your password? link on Password Change page and enter the answers to the challenge questions as directed. Directory The Directory lists all SMC user accounts contained in the It does NOT contain a listing of SMC Alumni accounts with the You can search the directory for people s s.

2 You can search by their names ( RealName ) or by attributes in their address ( mail ). By clicking the More button, you can add more parameters to the search, narrowing the field of possible results. The second set of drop-down menus helps define what exactly you re searching for. The four options are Contains, Equals, Starts with, and Ends with. Contains will queue up results that contain any part of the search criteria (e.g.: dan will turn up Daniel and Sheridan ). Equals will only show results that exactly match the search criteria (e.g.: Dante Club will only return results that exactly match Dante Club ). Starts with will only return results that start with the search criteria (e.g.: da will return RealNames such as Dan, Daniel, Danny, etc.). Ends with will only return results the end with the search criteria (e.g.: dan will return RealNames such as Brendan). CommuniGate Features When you log into CommuniGate, your screen will look similar to the Inbox example below. There are three areas of interest in the CommuniGate window: the mail toolbar, the mailbox sidebar and the Main Message Window. Mail Toolbar The Mail Toolbar consists of several buttons that perform specific functions.

3 Mail: The mail button refreshes the Main Message Window, displaying s present in the Inbox. Clicking the Mail button ensures that new messages will be displayed in the Inbox (Note that the screen will also be refreshed automatically). Compose: Clicking on the Compose button, will open up the Compose Message screen where you can begin to write an . However, by clicking the small arrow on the lower right of the icon, a small menu pops up where several other options are available. These will be addressed later. Settings: This button establishes the settings and preferences that govern how CommuniGate works. Rules: This will create rules that govern how is redirected (to secondary e- mails) and sets up an automated response known also as an extended leave ( vacation ) message. Web Site: This feature is currently unsupported. Log Out: Logs you out of CommuniGate. Note: ALWAYS log out when you are on a public access computer. Help: Opens a link to on-line CommuniGate help pages. Mailbox Sidebar The Mailbox Sidebar is the visual representation of how your inbox is organized. Primarily, there are four folders that are concern: Drafts, Inbox, Sent Items and Trash. However, you can add additional folders for further organization of messages and Address Books. Main Message Window This section is where the contents of a selected folder (such as the Inbox) are displayed, messages composed, and configuration settings changed. There are four basic options: List of messages in a folder, by default, the Inbox Read messages

4 Compose Messages or Reply Configure Rules and You So, you re now logged in and you re greeted by the contents of your Inbox on the Main Message Window. Let s do a quick overview of what you initially see. Your account name will be listed at the top. Unread messages will be bold. Senders name will be in blue and the subject in black. (Note that when you select the Sent Mail mailbox, where copies of your outgoing are stored, for display in the Main Message Window, the username you sent the message to will be displayed instead. This is the only mailbox that displays this way.) The size of the document will also be listed with the date received.. Initially, s will be sorted by date received with most recent s on top. can be resorted by clicking on any of the column headings. Each message will be marked with one or more Message Icons (see below). Message Icons: All s are accompanied with an icon to relay status information about the . A paperclip icon means that there is an attachment in the . A green arrow pointing left means the has been replied to. A red arrow pointing right means that the has been forwarded.

5 An unopened envelope means that has not been opened or read. An opened envelope means that the has already been opened and read. Message List Options There are several buttons at the top of the message list that you will use every day: Display: This drop-down box allows you to select the number of messages displayed in the list Search: You can enter any term or partial term for a search of the in the box displayed The buttons in the next row (Delete, Read, Unread, etc.), will act upon any message that has been checked in the check box. See below under Message Options for an explanation of the functions of these buttons. Reading To read you click on the Sender s name or the date of the . The e- mail will be opened within the Main Message Window. To return to your inbox click on the red X on the Read Message tab or click on the Inbox in your Mailbox Pane Download an Attachment: An incoming with an attachment is marked with a paper-clip icon. Open the message and click on the attachment link at the bottom of the (it s usually in blue). Two options will be presented: o Open with allows you to open the file in the chosen application. o Save to Disk allows you to save the file. When opening the file, use Choose then Browse in the window that pops up. This is where the application to open the file can be selected. If you don t want to open it just click Save to Disk and then OK Message Options

6 At the bottom: Use the buttons to do the following with the message you have open: Delete: Click this button and the message will be sent to the Trash Folder Reply: A reply message composition screen will be opened in the Main Message Window, addressed only to the user who sent you the message. Reply to All will address the reply to all users who were included in the addressing of the original message Forward: A forwarded message composition screen will be opened in the Main Message Window. Redirect: The message will be sent directly to the address entered in the window to the left of the button. Previous and Next: Clicking these buttons will open the last or the next message in your list. Delete & Next Unread: The message will be sent to the Trash Folder and the next message with unread status will be opened. Next Unread does the same thing but does not delete the message. Print: A new browser window is opened with the message formatted for printing. Unread: Marks the message as Unread instead of Read. Take Address: The From address will be added to your Address Book Move and Copy: The message will be moved or copied to the folder selected in the drop-down window to the left on the bottom of the message list. Composing an Ready to write an ? Click on the Compose icon on the Mail Toolbar. This brings up the Composition window. To send a message, type in the address of the recipient in the To field, compose your message, and click on the Send button at the top of the Compose Message window. Points of Interest:

7 Address Books: Clicking on the icon next to the address window will bring up a pop-up address book, as will clicking the Address Book button on the right of the Compose Message window. You can search in your personal address book, the SMC domain (LDAP/Directory search) or Replied Addresses. After selecting the address book in the drop-down list on the top left, enter a search term (name, part of a name, address) in the box on the top right and press the Filter button. To add a new contact, click the Take Address button in a message window (see above) or just fill the form out at the bottom of the Address Book window. For example, replace Real Name with a name (such as, John Doe ). Then, put the address within the brackets (such as, <jdoe1@stmarys-ca.edu>). Finally, press the Add Contact button to add that address into your Address Book Please note that if you will be importing V-card data, such as the address book export from the obsolete IMP webmail, you must create a different address book folder (than [addressbook]) and make it the default address book. Please see the instructions posted under the My Account tab on SMCnet. If you ever need to recall it, just click on the drop down menu next to Display (as shown in the picture) and click [addressbook]. The default address books and any address book folders you have created will be displayed on the drop-down window. The contact will be listed there. To insert addresses from your personal [addressbook], [My Domain], or any personal Address Book folders, highlight the contact you desire and click the buttons on the far right to insert it into the field you desire. If you have John Doe selected, pressing the To button will put his address into the To field in the actual ; the same goes for Cc and Bcc. You can also click on the LDAP Search button to the right of the Address Book button to search the SMC Directory for SMC addresses. This search works the same way as the Directory search explained above at the top of this document.

8 Attachments: Uploading/Attaching Attachments: If you need to add files to your message, click on the Attachment button on the top row, on the right hand side of the Compose Message window. Clicking on the button will bring up a window where you can browse for the files you want to attach. Remember where you saved the file you need because you might need to navigate through files and folders to find it. When you re finished, click Done. When you actually send your , the files will begin to attach themselves to the outgoing message.. Check boxes: What do those checkboxes and menus on the right-hand side of the Compose Message screen do? Text Encoding: This might be helpful if you re using a foreign keyboard with foreign symbols. Notify when Delivered/when Read: These features notify the sender when an has been delivered and read. It will send the sender an receipt. Priority: A relatively unused feature that can define what type of priority you feel your deserves. HTML: Allows for some HTML to be embedded in the . However, the recipient needs HTML to be enabled to view it. Copy Sent In Sent Items: Checked by default, each outgoing message is saved in the Sent Mail folder. Folder and Quota Management You can create separate folders to store or organize s.

9 On the top of the Mailbox Sidebar, you will find a blue link that says [ Add New ]. The Folder Management screen opens in the Main Message Window, where you can create a new folder and name it accordingly. To delete a folder, click on the folder icon right next to the folder s name; from there, you can edit the name of the folder, clear out messages or delete it altogether. There are several kinds of folders you can create Mailbox: This is a folder in which you can store . Your InBox is a Mailbox folder Address Book: This is a folder where you can store addresses (see above). Calendar: This is folder that can be used for personal and shared calendars. Detailed instructions for the set-up and use of Calendar folders will be published in a future revision of this document. Please see the CaTS web site on SMCnet for the latest version. Tasks and notes folders: These folders will store personal task lists and notes. Quota: Your account can only hold a certain amount of data. Currently, a typical account can store up to 100 megabytes (MB) of information (this is including all attachments that are present in your account). A handy quota bar gives you a real-time measurement of how much space you are using; it also changes color depending the percentage of space you use. A green bar signifies that you are under 50% utilization, a yellow bar signifies that you are using over 50% of your quota and a red bar means that you are almost at the limit of your quota. Good management of old by deleting and archiving will keep your account storage below your quota. For help in archiving old , call the CaTS Help Desk at x4266

10 Rules How to redirect you SMC to another account Click on Rules icon on the mail toolbar. Now, the main window screen should say Mail Redirection (see the image above). In the Redirect All Mail to box, type in the address you want your SMc s to go. Check the Enable box to ensure that the redirection instructions are set. Click Keep a Copy if you wish to keep a copy of the forwarded in your SMC account (be sure to clean up regularly so you don t go over your storage quota. Most importantly, click on the Update button (in bold) to save the settings. If you wish to cease Mail Redirection, click the Rules icon. Now, uncheck the Enable box and click the Update button to save it. This will stop the mail redirection and all e- mails to your SMC account will be received in the Inbox but not forwarded. Vacation Message To begin, click on the Rules icon. Below the Mail Redirection box locate the Vacation Message space. Type in your automatic response or vacation message in the Vacation Message box. Click the Enable button to activate the message (which will turn into a checked Enable box). Click on the Update button to save it. This message will be automatically sent to anyone who sends you an . Be sure to click the Clear Replied Addresses List button when you activate a new vacation message. This list keeps track of addresses that the vacation message has been sent to so that repeat notices are not sent. If you want to turn off the Vacation message, click on the Rules icon. Uncheck the Enable box and click the Update button to save it. Now, there will be no vacation message sent out when an is received in your Inbox.