GETTING STARTED. Address Book Attachments Browse Cc: Conferences Directory Forward Internet Address Mailbox

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1 Sheffield Hallam University, Corporate Information Systems Getting Started with FirstClass ❶ GS29 ❶ Version 3 ❶ August 1999 Address Book Attachments Browse Cc: Conferences Directory Forward Internet Address Mailbox FirstClass is an integrated and group conferencing package. This document is for those using FirstClass, or conferencing for the first time and others who may want to know more about this release of FirstClass Intranet Client version 5.5. A basic knowledge of Windows is assumed. GETTING STARTED MailTo Messages News Personal Address Personal Mail-list Postbox Reply Résumé Threading To: More Corporate Information Systems

2 Contents Sheffield Hallam University, Corporate Information Systems Introduction...1 Who should read this document?...1 What is ?...1 What is conferencing?...2 Registering for access to FirstClass...2 What an address looks like...3 Offensive messages: A message from the Principal...4 Introducing FirstClass and FCIC...5 Logging into FirstClass...5 The FirstClass Desktop...5 Your FirstClass Mailbox...7 The FirstClass Directory...8 Closing and Exiting FirstClass...9 FirstClass as an system...10 Reading your messages...10 Creating new messages to send...11 Replying to your messages...13 Forwarding messages...14 Using Attachments...16 Attaching a file to a message...16 Viewing and Saving attachments...17 FirstClass Conferencing...18 Looking through conferences...18 Contributing to conference items...19 Adding a Conference to your Desktop...20 FirstClass Mailbox Folders...21 Creating a new Folder in your Mailbox...21 Your Personal Address Book...21 Other FirstClass features...24 Searching conferences and folders...24 Bookmarks...25 Editing your Résumé...26 Message History...26 Unsending sent messages to correct mistakes...27 Deleting and conference items...27 Saving and conference items to files...27 Printing and conference items...28 Customising FirstClass...29 The Preferences Form...29 Available Help...30 Glossary...31 Author: Vanessa James and Gordon Walker With thanks to Mary Elder and David Elliott

3 Introduction Sheffield Hallam University, Corporate Information Systems Who should read this document? What is ? This document is for people who are using and conferencing for the first time, and for those want more information on FirstClass Intranet Client (FCIC). FirstClass will handle your messages and conference postings for you. Essential items covered include: 10 how to start using FirstClass 10 how to read and send 10 how to read and add new conference items 10 how to organize your mail and conference folders on your FirstClass Desktop. Words that you may find unfamiliar are in italics; use the glossary at the back of this document to check their meaning. Typically with most Windows applications, there are a number of ways you can execute actions within FirstClass. This guide will concentrate on the menu commands, rather than referring to the Toolbar, the shortcut menus and shortcut keys. is now the generally accepted name for "electronic mail". It has also become a verb; for example, people talk of " ing" each other. All this means is that they are sending a message to each other in electronic form. They use software, such as FirstClass or Microsoft Outlook, to write, and post, an electronic message to another person without moving from their computer. The recipient of the message must, of course, be another computer user also running software. Sending works when computers are connected to networks. Networks are the communications channels linking computers together so they can share data and software. messages can be sent to other Sheffield Hallam University users or to other users with an address on the Internet. Your postbox exists on a FirstClass Intranet Server (FCIS) which is located on the university network and you can use any computer in the CIS - Computer Services open access PC rooms to send and receive . Introduction 1

4 What is conferencing? Sheffield Hallam University, Corporate Information Systems You do not need to know how it works. Compare writing a letter on paper; you simply post it and leave the mail companies to follow the address. As long as the address on your is valid, the international address system on the Internet will look after delivery for you. Conferencing is similar to in that a Conference is like a public Mailbox; many people access it to read and send messages on a particular topic. When reading posted items that are grouped together by their subject fields (a particular thread), you feel as though you are part of a conversation; except that the discussion is electronic and not oral. The conferences you are likely to join are those related to your course. Your tutor may decide on the topic you should discuss, create the Conference and then welcome you to the forum. You may even be assessed on how well you have used conferencing with your colleagues. It is also possible to have conferences with other users of the Internet by means of newsgroups. If you want to do this then you probably will need to use different software read the CIS document Getting Started with Netscape and the Web (GS4). Registering for access to FirstClass Before you can send and use conferencing you must be registered for a code with CIS - Computer Services. After registering, you will be assigned an Internet/ address and a FirstClass account that will provide you with a postbox for all your . You should have received your network username (for logging into the CIS - Computer Services networks) and a password with your enrolment slip before you start your course. If not, you will need to register at one of the CIS - Computer Services open access PCs; you will be assigned your network username and you will have to type in a password. If you have problems logging in, go to your nearest CIS Computer Services Help Desk where your registration details can be checked. This network username is also your FirstClass userid that you use to log onto the FirstClass Intranet Server (FCIS). 2 Introduction

5 Sheffield Hallam University, Corporate Information Systems However, within FirstClass you are referred to by your actual name and not your userid; that is, when someone sends you a message they do not address the message to your userid, they address it to your actual name. What an address looks like Remember: An Internet address never contains spaces. Note: You will have to use the Internet address for staff or students whose FirstClass accounts are not on the same FCIS as you. Outside the University you are referred to by your Internet address; and it is this address you tell your friends and family if they want to you. Other students within the university may have to use this address to you as well if they are not on your FCIS. Your Internet address specifies your postbox's full Internet location. This is made up of your registered Internet username and the location of your postbox within the University. Your Internet username looks like your FirstClass name and it is separated from the rest of the Internet address by (pronounced "at") sign. For example, usergroup; location of postbox academic community virginia.woolf@student.shu.ac.uk Internet username institution country This address would be pronounced as: virginia dot woolf at student dot S H U dot A C dot U K Introduction 3

6 Sheffield Hallam University, Corporate Information Systems Offensive messages: A message from the Principal Sheffield Hallam University prides itself on being a welcoming and caring institution, committed to enabling all students to reach their full potential. In order to make this possible, each of us has a responsibility to treat other staff and students with the respect which they deserve. In the past this has been demonstrated by the way in which we interact with one another in the classroom and in social spaces throughout the University. With the increased use of CIT (Communications and Information Technology) for teaching and learning, we are becoming aware of the importance of this medium as a channel for social interaction too. Although the CIT facilities are provided primarily for academic use, a limited amount of this social use is acceptable. In some ways, however, the use of CIT for communications can be more problematic than traditional face to face situations: an inexperienced user may inadvertently send messages to a wider audience than intended; there is no body language or tone of voice to indicate whether something is serious or in jest. Difficulties such as these can easily result in situations where offence is caused to the readers of an message, and would be as unacceptable as making offensive remarks elsewhere within the University. The use of racist or sexist material and the harassment of others on whatever basis, is covered by University Regulations, outlined in the Student Handbook, and is likely to result in serious disciplinary action against offenders. Please report anyone who you feel is abusing the CIT facilities of the University to a Corporate Information Systems Help Desk or a Learning Centre Information Desk. If you feel that you have been offended or harassed contact an academic tutor or seek advice from your School Office in the first instance. Help us to keep Sheffield Hallam University a place where everyone feels welcome and is enabled to participate fully in the academic and social life of the University. 4 Introduction

7 Sheffield Hallam University, Corporate Information Systems Introducing FirstClass and FCIC Logging into FirstClass To start the FirstClass Intranet Client (FCIC): 10 Click the Start button on your taskbar. 10 In the top section of the Start menu, select FirstClass. The following Login dialog box will then appear: Close button Note: This button looks different; it is the active button. By pressing the Enter ( ) key, you will choose it. Alternatively, you could use the mouse pointer to click and, thus, select it. The FirstClass Desktop 10 Click in the User ID: field and type your userid / network username assigned to you at enrolment. 10 Press the Tab key to move to the Password: field (or use your mouse). 10 Type your password. 10 Press the Enter ( ) key. If you have entered your User ID and password correctly you will log in and the FirstClass Desktop window will open. Desktop window title bar Menu bar Close button Toolbar Desktop Window Conference icons Status bar - a description of whichever menu option or Toolbar button the mouse pointer is currently over. Highlighted icon Introducing FirstClass and FCIC 5

8 Mailbox Sheffield Hallam University, Corporate Information Systems The FirstClass Desktop window is the top level window of the FirstClass environment. This desktop will include the following default icons for everyone: MailBox Used to store your sent and received . News This icon will open the conference where the latest information on your FirstClass Intranet Server (FCIS) will be posted; for example, messages informing of the status of the FCIS, a document containing the SHU I.T. Regulations, and so on. Help This folder will contain more conferences and folders giving you access to a variety of help facilities. School This conference will be different depending on your School or Department. It will be maintained by the lecturers and technical support staff in your School and will contain items specific to your course. Emergency Messages SHU Address Book Bookmarks When important notices are sent out they will be automatically opened when you login. After that they are stored in this conference for the next 2 days. This is the University's public conference icon. Most of the nested conferences and folders beneath this conference will be accessible by all FirstClass users (that is, both staff and students) which means everyone can contribute to the same shared topics. This will not show the first time you use FirstClass, but will appear as soon as you use your Address Book (see page 20). This will also not appear until you create it - contains shortcuts of locations through FirstClass (see page 24). The Toolbar enables you to select the most common menu commands quickly and easily. When you pass the mouse pointer over a button, the mouse pointer changes from an arrow to an hand and a short description of the button will shortly appear in a tooltip balloon as well as on the Status bar at the bottom of the window. Desktop Up One Level Exit New Message Disconnect Address Book Bookmarks Directory Find Delete When you go to any other level in FirstClass - i.e. when you open conferences, folders or read or write messages - a new window will open with its own Toolbar and menus. The set of buttons above are the defaults and will appear on nearly all of these windows, although you won't necessarily be able to use all of them everywhere. The buttons are mostly self-explanatory but will also be described throughout this document. Note all these commands and many more can also be accessed via the menus. 6 Introducing FirstClass and FCIC

9 Your FirstClass Mailbox Sheffield Hallam University, Corporate Information Systems Your Mailbox contains all your personal messages received as well as messages you have sent - this includes items you have posted to conferences. Open the mailbox window by either: - from the File menu select Open then Mailbox, or - double-click its icon on your Desktop, or - click on the Mailbox button. Note the Mailbox toolbar now has extra buttons for dealing with messages: Forward Reply History Previous Unread Next Unread Previous in Thread Next in Thread Add to Bookmark Summarise Select Messages Some of these buttons are described in this section and others in later sections. You read a message by double clicking it with the mouse. You can move between messages using the navigation buttons on the toolbar when message windows are either open or closed. Note that there are even more buttons when reading messages - see page 10. Message Icons Message Icons Unread (red) flag. Unread message. Unsent (white) flag. Unsent message. File icon. File attached to message. These can be found to the left of the messages in your Mailbox. You may also notice some of them when browsing conferences. Unread flag You have not read the message. (red flag) Unsent flag Your message has not been sent to its intended (white flag) recipient. File icon The message has one or a number of files attached to it. Bold typeface. If the Subject: is bold; the message has been sent with URGENT priority. Upper pane : for folders you have created when organising your mailbox. columns' titles Unread message. Identified by red flag. File icon. Indicates a file is attached to the message. Subject: has bold typeface indicating an URGENT message. Unsent message. Identified by white flag. Introducing FirstClass and FCIC 7 Messages are grouped together by the Subject: thread. Represented by the indentation & the minus sign (-). When a group 'collapses', the minus sign becomes a plus sign (+). Lower pane : for messages in your mailbox before you either move or delete them.

10 Sheffield Hallam University, Corporate Information Systems Remember: A FirstClass conference or folder and your Mailbox can only store 1792 messages. If you subscribe to many mail-lists, or if you receive 'junk ', keep checking your Mailbox and delete the unwanted items. Once this limit is reached you will no longer receive . The FirstClass Directory The FirstClass Directory is similar to a local telephone directory in that it lists all the users, conferences, mail-lists on your FirstClass Intranet Server (FCIS). Searching the FirstClass Directory 10 Select Directory... from the Conferencing menu, or click the Directory button on the toolbar. The Directory window will appear - similar to the left window below the icons in this window are described on the next page. As there is nothing in the Pattern: field, the whole Directory is listed. Users on the same FCIS are listed because only the Local field is ticked. Conferences on the same FCIS are displayed because only Conferences is ticked. 10 Enter part of the name you wish to search for in the Pattern: field. 10 To shorten the search time, deselect one of the Show check boxes, if you wish. Any name listed in bold means they are currently logged in. Any user listed in bold and italics means they are logged in with chat turned off. 8 Introducing FirstClass and FCIC

11 Sheffield Hallam University, Corporate Information Systems Directory Icons Regular User Remote User Conference Gateway Mailing list or Personal Address The Directory Icons Regular User A user on the same FCIS as you. Remote User A user who is not registered on the same FCIS but one who can receive your via a gateway. Conference A discussion forum. Gateway Communication software between two systems. Public mail-list This icon could either refer to a Public mail-list or Address created by your FCIS Administrator or an object Book entry in your Address Book. Viewing Résumés from the Directory 10 Highlight the relevant name from the Directory list. 10 Click the Résumé button. If you wish to edit or change your own résumé, see page 25 for more details. Remember: FirstClass not only retrieves users' names from its Directory, it will also return the names of conferences and other objects which could match what you typed in. The object's icon will appear to the left of the name in the Directory window. Closing and Exiting FirstClass You can close FirstClass in 2 ways: you can Exit which means you close the program completely and have to restart it from the menu; or you can Disconnect which allows reconnection again in a couple of ways. 10 To Exit: - Click the Exit button, or, select Exit from the File menu. 10 To Disconnect: - Click the Disconnect button, or select Disconnect from the Connection menu. 10 To Reconnect: - if the FirstClass logout window is still on your screen click the Login button, or - right click the FirstClass icon on the taskbar and choose Connect.. Introducing FirstClass and FCIC 9

12 Sheffield Hallam University, Corporate Information Systems FirstClass as an system Reading your messages Note : New messages will have red flags next to them to signify they are Unread. When you have read a message and closed its message window, the red flag disappears. 10 Open your Mailbox by either - from the File menu selecting Open then Mailbox, or - double-clicking its icon on your Desktop, or - clicking the Mailbox button. 10 Your Mailbox window will open. If you have mail, you will see message summaries listed. 10 To read a message, double-click it. Another window appears this is referred to as the message window. It contains two panes separated by a split-bar. Postmark Close button High Priority message indicator Message Envelope pane Attached file Split-bar Message Body pane The top pane is known as the message envelope because it displays the addresses for the sender and recipient(s), the time and date of posting, and a postmark. This pane may also contain attachments (see page 16 for more details on attachments). The lower pane is referred to as the message body because it comprises the actual text of the message. 10 When you have finished reading the message, close the message window, by clicking the Close button (X) at the far right of the title bar. When you read messages, you should notice the following new toolbar buttons: Smaller (font) Larger (font) Reply With Quote Previous Next Print Save Attachment Add to Address Book Select All 10 FirstClass as an system

13 Creating new messages to send Sheffield Hallam University, Corporate Information Systems It is always good practice to send yourself a test message when you use a new system for the first time. You could try doing this as well as sending the test message below. Note you do not have to have your mailbox open to do this. 10 Select Message - New Message from menu bar or click the New Message button. A new message window will open. Like other windows it has its own toolbar with new buttons (described briefly overleaf). 10 The cursor will initially flash in the Subject: field. Type in a subject for your Press the Tab key to move to the To: field. 10 Type Virginia Woolf in the To: field and press the Tab key. 10 Press Tab again (or use the mouse) to move the cursor to the message body pane and type your message. 10 Send the message by either selecting Send and Close from the Message menu, or click on the Send and Close button. The window closes and the message is sent. Notice that a copy of this sent message will now be stored in your mailbox. Searching the Directory to send a message Note : There are many FirstClass users on the FCIS, so the more information you provide as the search pattern, the quicker the Directory will return a list. Notice when the Directory window appears, the Pattern: field displays the partial details you typed in the message window. If you want to send a message to someone who exists in the Directory but you are not sure of their full name, just enter part of their name. FirstClass will then search its Directory and provide a list from which you can select the person you require. 10 When in either the To: (or Cc:) field, type part of the name for the person you wish to . For example, type Virg Woo. 10 Press the Enter ( ) key FirstClass will now search its Directory and either: 1. If one name matches what you typed in, it will appear in the To: (or Cc:) field; or 2. If more than one name could be matched, the Directory window will appear listing all those possible. If the intended recipient is present in the list, double-click their name and it will appear in the To: field. If you cannot see the name you require, try changing the spelling of the name required. 10 Finish the message and send it in the usual way. FirstClass as an system 11

14 Sheffield Hallam University, Corporate Information Systems Sending a message to an Internet address IMPORTANT Points to Remember: 1. Before ing someone using their Internet address, MAKE SURE the address is correct. 2. Do NOT try guessing an address because your message could be sent to the wrong person. 3. The slightest error in an address WILL return an undelivery report. 4. An Internet address NEVER contains spaces or ends with a dot. 10 From the Message menu select New Message, or click the New Message button on the toolbar. 10 Type in a subject for your Move to the To: field. Type in the full Internet address for the person you wish to and press the Enter ( ) key. For example, to send a message to the address shown on page 3, type the following in the To: field virginia.woolf@student.shu.ac.uk After pressing the Enter ( ) key, you will notice a Remote User icon appear in the field. 10 Type the message content and send your message in the usual way. If you receive either an undelivery report or a message you do not understand, ask for assistance at the CIS - Computer Services Help Desk. New Message Toolbar The new buttons available for writing new messages are: Send and Close Plain Spellcheck Attach File Add to Address Book Cut Paste Copy Bold 12 FirstClass as an system

15 Replying to your messages Sheffield Hallam University, Corporate Information Systems After you have read a message in your mailbox, you can reply to the sender of the message in a number of ways. Sending a Reply using the default preference 10 Select or open the chosen message for replying in your Mailbox. 10 From the Message menu select Reply, or click the Reply button. 10 When the unsent message window appears, you will notice the message envelope has been completed. The message envelope pane already completed when the Unsent window opens. Your name is in the From: field; the Subject: field contains Re: followed by the subject of the original message; and the sender of the original message is in the To: field. 10 Type your reply to the original message. 10 Send your reply in the usual way. Sending quoted replies When sending an ordinary reply the original message is not included in the message body. To include the original text you need to use Reply With Quote. Note that this is only available with open messages. Quoting the original text is not always necessary in FirstClass as previous messages can be found and read easily using threading (see page 18). However it can be useful, especially when replying to non-fcis users, to return part, or all, of the original message in the message body of your reply. FirstClass as an system 13

16 Sheffield Hallam University, Corporate Information Systems To send a quoted reply: Note the "(2)" following "Re"; indicating this is the second reply in a thread of messages. Message envelope already completed when Unsent window opened. Quoted-text from the message replying to Reply entered under quoted-text 10 Open the message. 10 From the Message menu select Reply Special then Reply with Quote or click the Reply with Quote button. A new message window appears with the message envelope completed, as above. Unlike an ordinary blank reply, the message body is not empty. The sender of the message you are replying to appears in bold at the top and beneath you will notice the original message in quoted-text typeface (by default, this is regular text on a grey background). 10 If necessary, add (or remove) names from the To: (or Cc:) field depending on who you want to receive the reply. 10 In the message body pane type your reply either underneath the quoted text or anywhere on the screen within the quoted text if you wish. 10 Send your reply in the usual way. Forwarding messages Note: Fwd; indicating the message will be forwarded. Senders of this message; last sender (i.e. you) at the top of the list. If you wish, you could add a comment to the beginning of the message body so that the recipients know why you are forwarding the message, i.e. Message body text is NOT quoted because it is forwarded. You can send a message on to other people (or to a conference) by forwarding it. 10 Highlight the message in your Mailbox, or open it. 10 From the Message menu select Forward, or click the Forward button on the toolbar. An unsent message window will appear containing the original message in the message body. 10 The cursor will flash in the To: field and you should notice that the Subject: field contains Fwd: followed by the subject of the message you are forwarding. 10 Type the address for the person who you are forwarding the message to. 10 Add any extra text to the message body you require. 14 FirstClass as an system

17 Sheffield Hallam University, Corporate Information Systems 10 Send the message in the usual way. FirstClass as an system 15

18 Using Attachments Sheffield Hallam University, Corporate Information Systems Remember : Word-processed or graphic files can be large (in size); you are advised NOT to send large messages across the Internet because they are often rejected when they reach other sites. The message body part of a message is usually sent between systems as text (ASCII) files. If you want to someone a word-processed document, spreadsheet or graphics file you will need to attach it to a message. It is also possible to send an attachment in a Conference item. The size of a message is displayed in the Mailbox folder in Kb (kilobytes). Its size (message + attached file sizes) is reported in your Mailbox after you have sent it, so if you want to attach files you will have to use your judgement when composing the message. Attaching a file to a message 10 Create a new message in the usual way. 10 From the File menu choose Attach File, or click the Attach File button from the toolbar. An Open dialog box appears. 10 If the Look in: box does not show the drive or folder where your file is stored: Click the mouse pointer in the Look in: box. Single-click the required disk drive's icon from the Look in: list now displayed. If you need to open folders on the drive, double-click them. When you are in the desired folder, select the file you wish to attach to the message by double-clicking it. A File Transfer Progress dialog box appears indicating that the file is in the process of attaching to the message. This may happen very quickly for small files. Broken icon indicates the files in not completely attached. 10 When the transfer is complete, the message window will show the Attachments field and the name of the file you have just attached to the message. If you need to attach more files to the message, repeat these last three steps. 16 Using Attachments

19 Icon indicates whole file is attached Attached file size Sheffield Hallam University, Corporate Information Systems 10 Move to the message body pane and type your message to accompany the attached files. 10 Send the message as usual. The file icon appears to the left of the sent message in your Mailbox (or conference) window indicating an attachment exists. If you have attached the incorrect file to a message, you can remove it by, first, highlighting the attachment and then pressing the Delete key. Viewing and Saving attachments Double-click the attached file to opening it in the appropriate application. To view an attachment in a message, you should be able to double click its icon. When you view an attachment, it also saves a copy to your own filestore in the folder : F:\ZENITH\FCICWIN\DOWNLOAD These files are not automatically deleted. So, remember to delete any files saved in this folder to keep your filestore allocation to a minimum. If an attachment does not open and you get an error message you need to save it explicitly. You can then open it later with the appropriate software application. 10 Open the message containing the attachment. 10 Choose Save Attachment from the File menu or choose the Save Attachment button from the toolbar. A Save As dialog box will appear. 10 The default location for attachments will be the DOWNLOAD folder as listed above. If you want to change this location, select another folder in the Save in: drop-down list. 10 Rename the file, if you wish, and press the Save button. A File Transfer Progress dialog box appears (sometimes very quickly) indicating the file is being saved to disk. When this has finished you should find the file in the chosen location in your filestore or on disk. Using Attachments 17

20 FirstClass Conferencing Sheffield Hallam University, Corporate Information Systems There are two types of conferences: public and private. Public Found within the SHU conference - located on all Desktops. These conferences are accessible to everyone within the University - that is, both staff and students - and there may be conferences linked to newsgroups outside the University. Private Restricted to a number of users and will generally be found within your School's or Department's conference - also located on your Desktop. When you open a conference you will notice it contains a list of messages, similar to your Mailbox. Conference messages are usually referred to as items. Unread items are marked with a red flag in the same way as your messages in your Mailbox. Items can also be opened, read, written and posted - similar to your personal . A conference window has a toolbar that is similar to the Mailbox toolbar. The only difference is an Add to Desktop button which is described later in this chapter. Reading items has the same toolbar as reading messages. Looking through conferences To browse items in a conference, first you will need to open it by double-clicking its icon. If you have been granted sufficient access rights, the conference window will appear containing a list of items (messages or documents, or both) and possibly more conferences or folders. Multiple windows open to reach desired conference Unread conference items exist within these nested conferences Nested conferences within current conference Thread Unread conference items 18 FirstClass Conferencing

21 Sheffield Hallam University, Corporate Information Systems Browsing unread conference items Conferences can contain many items. To save time, you could just read those items you have not yet looked at. To do this, 10 Open the conference by double-clicking its icon. 10 From the Conferencing menu select Navigation then Next Unread, or click the Next Unread button from the toolbar. This will open the oldest unread message in this conference. 10 When you have finished reading that item, choose the Next Unread option again to move to the next unread item. Browsing unread threaded conference items When browsing a conference and only opening the next unread messages, as above, you may lose track of a particular subject. Messages using the same subject are grouped together in threads. Moving between non-threaded messages can be as confusing as having different conversations with more than one person at the same time! When browsing conferences, it is advisable you read all the unread messages in a particular thread and then move on to read the oldest unread message in another thread. To maintain threads when reading items: 10 Open the conference. 10 Open the oldest unread item, by choosing the Next Unread option as described above. 10 Move to the next unread item in the current thread, by choosing Next in Thread from the Navigation option of the Conferencing menu, or click the Next in Thread button from the toolbar. 10 Continue reading all the unread items in the current thread using this button until either the machine beeps, or the most recent message window has not changed. 10 Now choose the oldest unread item by using the Next Unread option again. 10 Continue in this way until there are no more unread items in the conference. Contributing to conference items There are two ways you can contribute to conference items: 10 Reply to the conference and maintain the thread; 10 Create a new conference item and so start a new thread. FirstClass Conferencing 19

22 Remember : Take care when replying to conference items if you want to maintain threads. New messages will not be included in the same thread. Sheffield Hallam University, Corporate Information Systems Replying to a conference and maintaining a thread 10 Open the conference. 10 After reading all the items in a particular thread, either highlight the last message in the thread or open it. 10 From the Message menu select Reply, or click either the Reply button or Reply with Quote button on the toolbar. The Subject: field should contain the subject of the thread and the To: field should contain the Conference to which you are replying. 10 Enter your contribution to the thread in the message body. 10 Send your conference item as you would a mail message using the Send and Close option. Starting a new thread If you had not opened the conference before creating this new unsent message, you would have to type the name of the conference in the To: field. 10 Open the conference. 10 Click the New Message button. 10 Enter the topic for discussion in the Subject: field. 10 Notice the conference name appears in the To: field. 10 Move to the message body pane and type your conference contribution. 10 Send your item in the usual way. Adding a Conference to your Desktop If a conference you regularly use is nested beneath many other conferences or folders, you can add it to your Desktop so that it can be seen immediately when you log in. To add a conference or folder to your Desktop; 10 Highlight the chosen conference's icon. 10 From the Edit menu select Add then Add to Desktop, or click on the Add to Desktop button. 10 The icon for that folder of conference will appear on your Desktop. 20 FirstClass Conferencing

23 Sheffield Hallam University, Corporate Information Systems FirstClass Mailbox Folders FirstClass folders have similar functions to those in Windows 95/NT. The main difference is that they are used to organise messages on the FCIS rather than files on, say, your local PC. You will probably want to create folders to organise your into suitable categories; for example, sent mail, coursework, personal, and so on. Creating a new Folder in your Mailbox 10 Open your Mailbox (as described on page 10). 10 From the File menu, select New, then New Folder. An icon will appear in the current window with the name New Folder. It is best if you customise this folder by, at least, giving it a name. choosing a new icon 10 Highlight the folder's icon. 10 From the File menu, select Properties... A New Folder Info window will appear. Your Personal Address Book 10 Type the new name for the folder in the Name: field 10 Enter a subject in the Subject: field, if you wish. 10 To select a new icon: Holding down the Ctrl key, click the icon in this window, A selection of other icons appear, Click your preferred choice. 10 Save the information by clicking the Close button (X). 10 Confirm your choice by clicking the Save button from the Save Changes? dialog box. Using drag and drop you can now create other folders within your Mailbox or move files and existing folders into it. You can also move this folder to within any other folder. Your Personal Address Book is a folder that can store the addresses of people who you regularly keep in contact with. You can also use it to create a mail-list that will hold a group of addresses under one name. Although part of your Mailbox, it is located on your Desktop window once created. It should never be moved from here. All items in your Address Book will appear at the top of a Directory window when opened. FirstClass Mailbox Folders 21

24 Sheffield Hallam University, Corporate Information Systems Creating your Address Book You do not have an Address Book until you create one. Once created, you will not have to follow this procedure again. 10 From the File menu, choose Open then Address Book, or click the Address Book button. The Address Book window will appear and you may notice a new icon appear on your Desktop. 10 Close the Address Book window by clicking the Close button (X) at the top right of its title bar. Creating a Personal Address You can create a Personal Address in a two ways: either store an address located in a From: field or create one from scratch. If you want to store an address from a received The Name: box should have chosen name in it - you can alter this if you want. Click each tab & then add extra information about this address, if you wish. 10 Open your Mailbox and open the message containing the address. 10 Point and click the mouse on the sender s name in the From: field to highlight it. 10 From the Edit menu select Add then Add to Address Book, or click the Add to Address Book button. The New Personal Address form will appear. If the address is an internet address, a Gateway icon will appear to indicate this. 10 You could enter more information about the address for future reference by selecting the additional Tab options - that is, Contact info, Phone Numbers, Notes. 10 When you have completed the New Personal Address form, press the Close button (X) and select the Save button from the Save Changes? dialog box. Gateway icon to show external address. If you want to store an address from scratch: 10 From the File menu choose New, then New Personal Address. 10 The Name: field should be selected so type the name you wish to use when ing this personal address in future. For example, type V.Woolf test. 10 Press the Enter ( ) key. 22 FirstClass Mailbox Folders

25 You can also create a New Personal Address from the toolbar button within your Address Book. Enter the address for each member of the group. Alternatively, you could use the Directory button to find the address if the member of the group exists on your FCIS. Sheffield Hallam University, Corporate Information Systems 10 Click the Tab (if it is not already selected) and then click the mouse pointer somewhere in the address: field. 10 Enter the actual address. In this example it would be virginia.woolf@student.shu.ac.uk and then press the Enter ( ) key. Open your Address Book by double clicking the icon on your Desktop, or click the Address Book button. Your stored personal address will now be listed in your Personal Address Book list. Creating a Personal Mail List If you want to a group of people regularly you can save time by creating a mail list. With a mail list you only need to type the mail-list name in the To: field instead of each individual address and FirstClass will send your message to all the members of your list. 10 From the File menu select New then Personal Mail List or open your Address Book and click the Personal Mail List button on the toolbar of that window. The New Personal Mail List form will be displayed. 10 The cursor will flash in the Members: field. Enter the addresses for the individuals in this field in the same way as entering addresses in a message envelope field. 10 Move the cursor into the Name: field and give your maillist a name which you will use when sending messages to the group. 10 Save the mail-list by closing the New Personal Mail List form in the usual way. FirstClass Mailbox Folders 23

26 Other FirstClass features Sheffield Hallam University, Corporate Information Systems Searching conferences and folders FirstClass offers a powerful search tool to help you find items within your Mailbox or any conferences you are subscribed to. Performing a search 10 Open the conference or folder where you wish to begin the search. (If in doubt, search from your Desktop, but remember this can take some time.). 10 Select Find from the Edit menu, or click the Find button on the toolbar. The Search dialog box appears. 10 Enter the search text in the Search for: field. 10 Select your desired search option(s) by single-clicking its check box - a tick will appear. (Single-click again to remove the tick.). 10 Click the Search... button. When FirstClass finds the first occurrence of the search text in a message, the Search Summary window will appear displaying that message. Similarly, for all other occurrences found, their messages will be listed in this window. 10 Double-click a message in the Search Summary window to open its message window. If you want to cancel the search at any stage, click the Close button (X) on the title bar of the Search Summary window. Search options You can select one or more of the following six options from the Search dialog box in order to specify where FirstClass should look for the search text: 10 Search Subject/File Name. 10 Search sub conferences & folders. Extend the search to look within all conferences and folders that exist "beneath" the current window. If this option is not ticked, only the selected conference (or folder) is searched. 24 Other FirstClass Features

27 Sheffield Hallam University, Corporate Information Systems 10 Search content of documents. Look in the message body for the search text. This search can take a long time if there are many items to be looked at. 10 Search attachment names. 10 Search From name. 10 Search To/Cc names. 10 List only items containing all words Only use this to search for an exact message. The search dialog box also allows you to specify the search to be just in the last day, week, month or year. Bookmarks Name supplied by FirstClass Subject typed in by user. Bookmarks are shortcuts to items within FirstClass which you may want to return to without having to search the whole system. They may be conferences, conference items, Mailbox folders or perhaps an important message you want to return to quickly. Bookmarks can even be URLs (web page links), accessed using your web browser. All bookmarks are stored in your Bookmarks folder which is automatically created when you store the first one. Like your Address Book this folder is created on your Desktop and should never be moved. Creating a Bookmark 10 Highlight the item. 10 From the Edit menu choose Add, then Add to Bookmark, or click the Add to Bookmark button available on the Mailbox and Conference toolbars. 10 An info window will appear for that bookmark, in which you can edit the name and add a subject. 10 Close the info window by clicking the Close button (X) on its title bar. If this was the first bookmark you created your Bookmarks folder will now exist on your Desktop. Other FirstClass Features 25

28 Editing your Résumé Sheffield Hallam University, Corporate Information Systems Using your Bookmarks Once you have stored a bookmark, you can use it to go directly to the location or object you have stored. 10 Open your Bookmarks folder by either - selecting Open from the File menu and then choosing Bookmarks, or - click the Bookmarks button on the toolbar, or - double-click the Bookmark icon on your Desktop. 10 Double-click the required Bookmark from the list. The item will open in a new window. To add a web page link to your Bookmarks, open the web page with the URL displayed whilst your Bookmarks folder is open, and then drag and drop the link into your Bookmarks folder. Put your photograph here Put your name here 10 From the File menu, select Open then Résumé. The My Résumé window will appear. 10 If you have not yet created your résumé, the contents of this window will be blank. The three areas to edit are: Put any personal information you other users to see about you here. Message History Photograph panel Name panel Résumé Information Available for BMP files no greater than 64Kb in size. your name. personal information you want to share with others. To find out if someone has read your message or to see who has read a particular posted conference item, you will need to view the message history. 10 Highlight the message. 10 Select the History option from the Message menu, or click the History button from the toolbar. The Message History window will appear listing when the message was created; who sent it; when it came via a gateway or route (if applicable); who has read it; and so on. 26 Other FirstClass Features

29 Sheffield Hallam University, Corporate Information Systems Unsending sent messages to correct mistakes Within FirstClass you can remove a message from the recipient's mailbox, as long as their Mailbox exists on the same FCIS as you. You can then choose to either delete it or to make any necessary alterations to the message (e.g. attach a file) and re-send it. It is worth checking the Message History first to check it has not been read already. 10 Open your Mailbox and either select or open the sent message. 10 From the Message menu, select Unsend. The message has now disappeared from the recipient's mailbox and appears in your Mailbox as an unsent message (i.e. the white flag now appears next to the message). 10 You can now decide whether to delete it or make the necessary changes and then send it again. Deleting and conference items 10 Highlight the message or open the message to be deleted. 10 From the File menu, select Delete, or click the Delete button from the toolbar. 10 Confirm your action when the Delete dialog box appears. Note that you can only delete conference items if you have the certain privileges. Saving and conference items to files Although you can move messages into different folders (see page 20), they still have a limited life in FirstClass. To keep permanent copies of messages you need to save them as text files, either individually or collectively in a summarised group. Saving an individual message 10 Open the message you want to save. 10 From the File menu, select Save As... A Save As dialog box appears. 10 Move to the folder where you want to save the message in the usual way. 10 You can rename the file by highlighting everything in the File name: field and typing the new name followed by.txt. 10 Now press the Save button. Other FirstClass Features 27

30 Note : If you do NOT have the message window open, you might end up saving the selected window. Sheffield Hallam University, Corporate Information Systems When the message has been saved you can open it later in Notepad or Wordpad. It will contain the message envelope information as well as the message body. Saving groups of messages You can group together multiple messages into one file for saving by using the Summarise Selected Message feature. 10 Open the desired folder (e.g. your Mailbox or a conference) 10 Select messages you want to group together. You can select multiple messages by either: holding the Shift key down whilst selecting the first and last message of a list, holding the Ctrl key down whilst clicking on each required message, holding Ctrl and Shift down together then clicking on either someone s name or a subject. This will highlight all matching messages to do with that name or that subject. 10 From the Conferencing menu click Summarise Selected Messages, or click on the Summarise Selected Messages button on the toolbar. 10 A Summary window will appear with all selected messages concatenated together. This summary can now be saved to a file or printed as required. Printing and conference items Note : If you do NOT have the message window open, you will be asked what you want to have printed - the selected window or the selected message. With the item you want to print open: 10 From the File menu, select Print, or click on the Print button. 10 Click OK to print when the Print dialog box appears. 28 Other FirstClass Features

31 Customising FirstClass Sheffield Hallam University, Corporate Information Systems Remember : The View Properties form changes the selected pane within a particular window and the Preferences form changes your whole FirstClass environment. You can change the appearance of your FirstClass environment by changing the sorting and grouping options, displaying certain windows differently, or altering how you view all the FirstClass windows from the default. This section will just summarise the tabs in the Preferences form. There is the Change View Properties form that alters a selected window. For the full information on these forms and the other options in the View menu, use the available Help. The Preferences Form Changes made in this form are saved and retained the next time you log on. To display the Preferences form, 10 Select Preferences... from the Edit menu. The form has a number of tabs and four buttons at the bottom of the form: OK Exit the form and save the changes you have just made. Cancel Exit the form and ignore changes you have just made. Apply Do not exit the form but save any changes immediately. Default Reset all changes back to the defaults - not only those recently set. A summary of the Preference tabs is given below: 10 Appearance for controlling the overall look of all FirstClass windows. 10 Document Editing - for controlling your default message writing settings. 10 Document Viewing for controlling your default message viewing settings. 10 Home - for controlling a number of network settings. You are unlikely to need to change any of these. 10 Mailbox - set up reply defaults and chat preferences (if chat is allowed for you). Available Help 29