M+NetMail Client User Guide

Transcription

1 M+NetMail Client User Guide

2 Trademarks...M+NetMail TM, MyRealBox Apple Inc....Safari Microsoft Corporation...Outlook Express Mozilla... Thunderbird Novell, Inc...GroupWise QUALCOMM... Eudora Copyright 2007 All rights reserved. Disclaimer reserves the right to make changes in specifications at any time and without notice. The information provided by this document is believed to be accurate and reliable. However, no responsibility is assumed by for its use; nor for any infringements of patents or other rights of third parties resulting from its use. 180 Peel, Suite 333 Montreal, QC Canada H3C 2G7 Tel: Fax: World Wide Web:

3 About M+NetMail Using Internet-based messaging and security protocols, M+NetMail is compatible with all standards-based clients to provide users with uninterrupted access to and enhance internal and external communication. M+NetMail is a powerful, multi-featured messaging system that offers you a scalable communication infrastructure that stays in step with your growing business. About this User Guide This user guide is intended for the M+NetMail end user and assumes that you have a working knowledge of your computer and its operating system. The guide is structured in a series of tasks to help you learn how to use M+NetMail as quickly as possible. The guide will walk you through each of the tasks you can perform in M+NetMail. Style Conventions The following style conventions are used in this guide: The names of files, directory paths, and guides appear in italics. For example, The data is stored in the sample.xml file. The file is located in your C:\Program Files\ folder. Please refer to your M+NetMail Administration Guide. Menus and commands that you need to choose are displayed in the form Menu > Command. For example, File > Save means click the File in the menu bar, then click Save in the menu that appears. The names of keys are displayed in small capital letters, such as CTRL key. A plus (+) sign is used to indicate combinations of keys and/or mouse operations. For example: CTRL+C means to hold down the CTRL key while pressing the C key. SHIFT+click means to hold down the SHIFT key while you click an item with the mouse. Symbols Throughout the guide, you will sometimes see special symbols in the margins. The symbols are intended to supplement the information in the section where they are found. These symbols serve different functions based on the icon used to represent them. The types of symbols are: Tip: Note: This symbol provides supplemental information and/or configuration tips. Look for this symbol if you want to find additional information for the subject that is being discussed. Important: This symbol indicates that the information described in the corresponding section is important. Pay attention to this symbol when you encounter it. Warning: This symbol lets you know when something requires caution. The goal of this symbol is to let you know about the potential errors into which you might run when using the function in question. This symbol provides additional configuration tips. Look for this symbol if you want a tip on how to accomplish something.

4 Your Notes

5 Contents Contents... v 1 Introducing M+NetMail Configuring M+NetMail Using M+NetMail Logging in to M+NetMail Using Mail Messages Viewing Received and Sent Messages Viewing Images in Received and Sent Messages Using Message Actions in the Item List Viewing and Saving Attachments Sending Mail Messages Using Appointments Viewing Appointments Scheduling Appointments Performing Busy Searches for People and Resources Accepting, Declining, and Delegating Appointments Showing Appointments as Free or Busy Using Tasks Viewing Tasks Assigning Tasks Accepting, Declining, and Delegating Tasks Marking Tasks Complete Using Notes Viewing Notes Writing Notes Accepting and Declining Notes Forwarding Items Forwarding Individual Items Replying to Items Replying to Individual Items Managing Items Setting Item Priority Marking an Item As Public or Private Marking Items Unread (Read Later) Moving and Copying Items Between Folders and Calendars Deleting and Undeleting Items from Folders Deleting Items from Calendars Permanently Deleting Folder Items Managing Folders and Calendars Opening Folders and Calendars Adding Folders, Sub-Folders, and Calendars Renaming Folders and Calendars Deleting Folders and Calendars Using Contacts Adding Contacts to your Personal Address Book Modifying Contacts in Your Personal Address Book Using Contacts to Add Addresses to Items Creating Personal Groups Advanced Configuration Changing M+NetMail Settings Changing Your Password Changing the Timeout Setting Providing a Different Address for Replies Changing Encoding Settings v

6 vi Changing Language Settings Changing from M+NetMail to WebAccess or Webmail Changing the Number of Items Listed Per Page Configuring a Public LDAP Server Setting Privacy Settings Setting the Time Zone Setting the Short or Long Date Format Setting the Time Format Setting the First Day of the Week Mailbox Management Enabling and Disabling Immediate Purging of Deleted Messages Setting Up and Removing Automatic Forwarding Setting Up and Removing an Automatic Reply Adding and Removing a Signature on Outgoing Items Defining a Folder for Sent Messages Defining a Folder for Drafts Using Rules Creating Rules in M+NetMail Changing a Rule s Position Enabling and Disabling Rules Deleting Rules Downloading Messages from Other Accounts (Mail Sync) Working with Shared Folders and Calendars Hiding Folders and Calendars Giving Other Users Access to Your Mailbox (User Proxy) Giving Users Proxy Access to Your Mailbox Using Proxy Rights to Access a Mailbox Index... 67

7 1 1 Introducing M+NetMail Welcome to M+NetMail, the premier Internet standards-based messaging system. M+NetMail is compatible with all standards-based clients to provide end users with uninterrupted access to and enhance internal and external communication. This version of M+NetMail introduces a brand new browser-based client interface that makes the system easy to use. The new NetMail client interface is designed to ensure all functions are readily available, clear, and intuitive. This provides quick access to features so users can navigate easily through the messaging system. With M+NetMail, end users have the flexibility to use their existing POP or IMAP mail client or one of the browserbased client interfaces included with M+NetMail. For more information on configuring a POP or IMAP client, see Configuring M+NetMail on page 9. NetMail NetMail provides an easy-to-use, web-based interface that features improved collaboration tools, such as a Message Preview window in the main M+NetMail window, the ability to double-click a message in the Item List to open it, right-click functionality for many common tasks, an auto-save draft feature, and right-click functionality to proxy to another user. New contact management features include a Contacts folder containing address book items available from the main M+NetMail window, the ability to create groups within the address book, and the ability to select multiple users from the system address book to create groups. Enhanced calendaring includes a new streamlined look and feel, a Calendar quick view window available from the main M+NetMail window, and left-click functionality to drag and create a new appointment. Powered by AJAX Technology, the new NetMail interface features enhanced responsiveness through increased interactivity, speed, and usability. It is for use with browsers that support Java scripting and is geared for high speed connections. Figure 1-1: NetMail Client Interface 7

8 Your Notes 8

9 2 2 Configuring M+NetMail With M+NetMail, end users can configure their mail client to send and receive messages through M+NetMail. The following procedures describe how to create a new IMAP4 account in Outlook Express, GroupWise, Thunderbird, and Eudora, but these procedures can be modified to create a new IMAP4 or POP3 account in any mail client. For information on configuring other clients, refer to the client s configuration guide and contact your system administrator for the host names of your client and SMTP servers. To configure Microsoft Outlook Express to send and receive via M+NetMail: 1 Start Outlook Express. 2 If you already have an existing Outlook Express account, click Tools > Accounts > Add, then select Mail to start the Internet Connection Wizard. Figure 2-1: Adding an Account 3 The Internet Connection Wizard prompts you for your name. 9

10 Figure 2-2: Configuring your Display Name 4 Type your name as you would like it to display on your messages, then click Next. Figure 2-3: Configuring your Address 5 Type your address, then click Next. 10

11 Figure 2-4: Configuring the Incoming and Outgoing Mail Servers 6 From the drop-down list box, select POP3 or IMAP, depending on the agents that are available on your M+NetMail messaging server. 7 In the Incoming mail server field, specify the host name of the server where the POP or IMAP Agent is running. 8 In the Outgoing mail server field, specify the host name of the server where the SMTP Agent is running, then click Next. Depending on the configuration of your M+NetMail system, the incoming mail server and outgoing mail server can be the same or different messaging servers. Figure 2-5: Creating an Account 9 Type your POP or IMAP account name and password, then click Next. 11

12 Figure 2-6: Account Setup Complete 10 Click Finish. Now you can use Outlook Express to send and receive messages through M+NetMail. To configure Novell GroupWise to send and receive via M+NetMail: 1 Start your GroupWise mail client. 2 Choose Accounts > Account Options. Figure 2-7: Account Options 3 In the Accounts dialog box, choose Add. 12

13 Figure 2-8: Adding an Account 4 In the Create Account dialog box, enter a name for your new account. 5 In the Account type field, select POP3 or IMAP, depending on which gents that are available on your M+NetMail messaging server, and then click Next. Figure 2-9: Create New Account 6 In the Incoming mail server field, specify the host name of the server where the POP or IMAP Agent is running. 7 Under Login name, enter the login name you use to log in to your mail client and access your GroupWise mailbox, followed by your address, such as maxm@messagingarchitects.com. 8 In the Outgoing mail server field, specify the host name of the server where the SMTP Agent is running, then click Next. 9 In the address field, enter the name you use in your address, such as maxm. 10 In the From name field, enter a display name, and then click Next to continue. 13

14 Figure 2-10: Configuring the Incoming and Outgoing Mail Server 11 In the next Create Internet Account dialog box, select the Connect through my local area network (LAN) option, and then click Next. Figure 2-11: Selecting Connection Options 12 In the Create IMAP Folder dialog box, provide a description of your POP3 or IMAP folder (optional), and then click Finish. 14

15 Figure 2-12: Create IMAP Folder Now you can use GroupWise to send and receive messages through M+NetMail. To configure Eudora to send and receive via M+NetMail: 1 Start your Eudora mail client. 2 Choose Tools > Options. Figure 2-13: Account Options 3 By default, the Getting Started category is displayed. 4 In the Real Name field, type your name as you would like it to display on your messages. 5 In the Address field, enter your address. 6 In the Mail Server (Incoming) field, specify the host name of the server where the POP or IMAP Agent is running. 7 In the User Name field, enter the login name you use to log in to your mail client and access your mailbox. 8 In the SMTP Server (Outgoing) field, specify the host name of the server where the SMTP Agent is running. 9 Select Allow authentication. 15

16 10 Click OK to close the Options dialog box and save your settings. You can now use Eudora to send and receive messages through M+NetMail. To configure Mozilla Thunderbird to send and receive via M+NetMail: 1 Start your Thunderbird client. 2 Choose Tools > Account Settings, and then click Add Account. 3 To set up your new accounts, select account, then click Next. Figure 2-14: Add Account Setup 4 In the Your Name field, type your name as you would like it to display on your messages. 5 In the Address field, enter your address, and then click Next. Figure 2-15: Configuring User Settings 6 Select POP3 or IMAP, depending on the agents that are available on your M+NetMail messaging server. 16

17 7 In the Incoming Server field, specify the host name of the server where the POP or IMAP Agent is running, and then click Next. Figure 2-16: Configuring Server Information 8 In the Incoming User Name field, enter your incoming user name, and then click Next. Figure 2-17: Configuring User Names 9 In the Account Name field, enter the name of the account, and then click Next. 17

18 Figure 2-18: Creating Account Name 10 Verify your configuration settings and then click Finish. Figure 2-19: Account Wizard Complete You can now use Thunderbird to send and receive messages through M+NetMail. 18

19 3 3 Using M+NetMail M+NetMail is an easy-to-use, web-based interface that provides a wide range of powerful communication and collaboration capabilities including resource scheduling, busy search, shared folders, and proxy. Powered by AJAX Technology, the new NetMail interface features enhanced responsiveness through increased interactivity, speed, and usability. It is for use with browsers that support Java scripting and is geared for high speed connections. By default, M+NetMail provides an Inbox, calendar, and, if enabled, personal, shared system, and public address books. You can customize your account by creating multiple mail folders and calendars. M+NetMail also provides the following features: Mail Messages allow you to create and reply to messages, carbon-copy (Cc) and blind-copy (Bcc) additional recipients, and send attachments. Appointments allow you to schedule the time, date, and place of an appointment with a recipient or schedule personal appointments. Appointments you receive can be accepted, declined, or delegated. Your calendar shows accepted and personal appointments. Tasks allow you to create and assign tasks for yourself and others. You can assign the date and time the task appears in the recipient s calendar or your own calendar along with the task s completion date and time. Tasks you receive can be accepted, declined, or delegated. Your calendar shows accepted and personal tasks. When you finish a task, you can mark the task completed. Notes allow you to create and assign notes for yourself and others. You can assign the date and time the note appears in the recipient's calendar or your own calendar. You can use notes as reminders for events such as days off, project deadlines, or birthdays. Notes you receive can be accepted or declined. Accepted and personal notes appear in your calendar. Contacts allow you to store addresses and information. You can use contacts to enter the To, Cc, and Bcc fields of messages, appointments, tasks, and notes. The NetMail client interface is for use with high-end browsers and fast connections. If your browser does not support Java scripting or if you have a slow connection, use another client interface. To change to the another client interface, see Changing from M+NetMail to WebAccess or Webmail on page Logging in to M+NetMail To access M+NetMail, open a standard web browser and enter the URL provided to you by your administrator. M+NetMail can be accessed from any workstation with access to this URL. When prompted, specify your username and password combination. Usernames (or User IDs) and passwords are not case sensitive. 19

20 Figure 3-1: M+NetMail Main Window Use Logout to properly log off, rather than just closing your browser. 3.2 Using Mail Messages The main M+NetMail mail system function is to view and send messages Viewing Received and Sent Messages Received messages are messages that arrive in your mailbox. Sent messages are messages you send to other recipients. You can view both received and sent messages. Copies of sent messages are not automatically retained in your mailbox. You must first create a folder and designate it as the sent messages folder before you can view sent messages. For more information, see Adding Folders, Sub-Folders, and Calendars on page 42 and Defining a Folder for Sent Messages on page 54. To preview a message in the Item List: 1 In the Folder List, click the folder containing the message you want to view. By default, the INBOX is the default folder for received messages. 2 In the Item List, click the message to preview the message in the Message Preview window. To view a received message: 1 In the Folder List, click the folder containing the message you want to view. By default, the INBOX is the default folder for received messages. 2 Double-click the message to open the message in a separate window where you can View, Reply to, Reply All, Forward, Delete, and Print the message. You can also navigate from this message to the next message or the previous message in the Item List by using the Previous and Next features. You can also click View Source to view the message source. 20

21 Figure 3-2: Viewing Messages To view a sent message: 1 In the Folder List, click the folder you designated for sent messages. 2 In the Item List, click the message to preview the message in the Message Preview window. Double-click the message to open the message in a separate window Viewing Images in Received and Sent Messages With M+NetMail, you can select to view images embedded in received and sent messages. To view images: 1 In the Folder List, click the folder containing the message you want to view. 2 Double-click the message to open the message in a separate window. 3 Use the drop-down menu to select the image option you want from the following list: Suppress images in this message, Suppress images from this sender, Suppress images from this domain, Suppress images by default, Display images in this message, Display images from this sender, Display images from this domain, or Display images by default Using Message Actions in the Item List There are several message actions you can perform on received and sent messages directly in the Item List. You can right-click the message on which you want to perform an action directly in the Item List or you can select actions to perform on messages directly from the main M+NetMail toolbar by using the More Actions drop-down menu. 21

22 Figure 3-3: Message Actions In To perform an action on a message: 1 In the Item List, click the message to preview the message in the Message Preview window. 2 Right-click the message on which you want to perform an action. From the list of available message actions, choose which action you want from the following list: Select All, Clear All, Reply, Reply to All, Forward, Delete, Undelete, Delete Permanently, Remove Deleted Messages, Mark Read, Mark Public/Private, Move/Copy to folder, Accept, Decline, Set Message Priority, and Print. For more information on message options, see Managing Items on page 36. the Item List, you can also use the keyboard shortcuts CTRL+A to select all messages, CTRL+click to select individual messages, and SHIFT+click to select a series of messages Viewing and Saving Attachments All M+NetMail items you send or receive can include one or more file attachments (for example, text, audio, image, video, and application files). When you view an message with an attachment, the Attachment field displays a link to the attachment. M+NetMail attempts to convert the attached file to HTML and display it in the message body. If the conversion is successful, the attachment displays in the message window. To view an attachment M+NetMail cannot convert: 1 In the message s Attachments field, click the attachment link. The browser opens a dialog box that provides options for handling the attachment. 2 Click Open to open the file. Your browser launches an application to view the file in its native format. If your browser cannot identify the attachment s file format, it opens a dialog box that allows you to select the application used to view the attachment. 22

23 To save an attachment: 1 In the message s Attachments field, click the attachment link. The browser opens a dialog box that provides options for handling the attachment. 2 Click Save. 3 Browse to the location where you want to save the file, then click Save. 4 The file is saved in the specified directory Sending Mail Messages M+NetMail allows you to compose messages, attach files, and set message priority and delivery notification options. Messages can include one or more file attachments (for example, text, audio, images, video, and application files). To attach files to a message, your browser must support attachments. NetMail encodes all attachments in base64, which increases the attachment size 25 to 30 percent from the original file. To send a message: 1 From the M+NetMail toolbar, click New Message. If you are using Microsoft s Internet Explorer or Apple s Safari, you can also use the keyboard shortcuts CTRL+N or ALT+N to create messages. Figure 3-4: Compose Window 2 Click To, Cc, or Bcc to add contacts from one or more address books to the To, Cc, and Bcc fields. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To, Cc, and Bcc fields. Separate multiple addresses with semicolons, commas, or spaces. 3 Type a subject and message in the Subject and Message fields. You can include Web site locations or addresses (URLs) in both the Subject and Message fields. 4 Click Attach to add attachments to the message. For each file you want to attach, do the following: Click Browse to locate the file to attach. Select the file, then click Open. To remove an attachment, select the Remove icon next to the file you want to remove. The attachments are displayed below the message s Subject field. 23

24 5 Click Send Options to set the message priority and to request delivery notification. Under Priority, select either High, Normal, or Low to indicate the message s importance. Message Priority only affects how the message displays in the recipient s mailbox. High priority messages appear with a star icon. Normal priority and low priority messages appear with a small dot icon. Select Request Receipt, if you d like to be notified that the message was received. 6 Click Send if you d like to send the message immediately. If you do not want to send the message immediately, click Save as Draft. The message will be saved in the Drafts folder. If you are actively creating a message in the Compose Window, your connection to M+NetMail will never time out, however after three minutes of inactivity, the message will automatically be saved as a draft. A Drafts folder does not exist by default; you must first create a folder and then designate it as the Drafts folder. For more information, see Adding Folders, Sub-Folders, and Calendars on page 42 and Defining a Folder for Drafts on page 55. If you are actively creating a message in the Compose Window, your connection to M+NetMail will never time out, however after three minutes of inactivity, the message will automatically be saved as a draft. 3.3 Using Appointments Viewing Appointments There are several ways to view appointments. You can view accepted or personal appointments for a specific day in the Appointments window onscreen. You can also view all received appointments from the main M+NetMail Mailbox view. To view an appointment from the Calendar view: 1 In the Folder List, click the calendar containing the appointment you want to view. By default, MAIN is the default calendar for appointments. 2 In the calendar that appears below the Folder List, click the date for the appointment you want to view. The appointment appears onscreen in the Appointments window under the selected date. Figure 3-5: Viewing Appointments in the Calendar View 24

25 To view an appointment from the Mailbox view: 1 In the Folder List, click the folder containing the appointment you want to view. 2 In the Item List, click the appointment to view the appointment in the Preview window. 3 Double-click the appointment to open and view the appointment in a separate window Scheduling Appointments Use the Appointment feature to schedule appointments, people, and resources. The Busy Search Feature allows you to check people s schedules and resource availability to determine the best time to schedule an appointment. For more information on the Busy Search features, see Performing Busy Searches for People and Resources on page 26. When you create an appointment, you can specify recipients in the To, Cc, and Bcc fields to indicate your intent and expectations in inviting them to the appointment. Recipients can then accept, decline, or delegate the appointment. Accepted appointments appear in the recipients calendars. Use the To field to schedule resources, such as meeting rooms. To schedule an appointment: 1 In the Folder List, click the calendar where you want to schedule an appointment. 2 Use your mouse to select a block of time directly in the calendar where you want to schedule an appointment. 3 In the Compose Window, click To, Cc, or Bcc to add contacts from one or more address books to the To, Cc, and Bcc fields. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To, Cc, and Bcc fields. Separate multiple addresses with semicolons, commas, or spaces. You must include yourself in the To field to create an appointment for yourself. Figure 3-6: Scheduling Appointments By default, all recipients listed in the Bcc field, including the appointment organizer, are shown as free in busy search results, even if they accept the appointment. For information on changing your busy or free status, see Showing Appointments as Free or Busy on page

26 4 Specify a location for the appointment. The Location field is a text field that allows you to describe the location. To actually schedule a resource, you must include the resource s address in the To field. 5 Use the Start Time drop-down lists to specify the appointment s date and start time. 6 Use the Duration drop-down lists to specify the appointment s duration in days or hours. 7 Type a subject and message for the appointment. You can include Web site locations or addresses (URLs) in both the Subject and Message fields. 8 If the appointment is going to occur on a regular basis, define the recurrence settings. Specify how often you want the appointment to reappear in the recipients calendar by selecting Never, Daily, Weekly, Monthly, or Yearly. 9 Under Until, select one of the following options: No End Date The appointment recurs indefinitely. End after x occurrences The appointment recurs the specified number of times. The maximum value is 100. End by Month, Day, and Year Use the drop-down lists to specify the date you want the appointment s recurrence to end. 10 When finished scheduling the appointment, click Send. You can also schedule a new appointment by clicking New Appointment from the M+NetMail toolbar Performing Busy Searches for People and Resources Busy Searches check people and resource schedules for busy and free times. Knowing when people and resources are available helps you select the best appointment time. To perform a busy search: 1 In the Folder List, click the calendar where you want to schedule an appointment. 2 Use your mouse to select a block of time directly in the calendar where you want to schedule an appointment. 3 In the Compose Window, click To, Cc, or Bcc to add contacts from one or more address books to the To, Cc, and Bcc fields. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To, Cc, and Bcc fields. Separate multiple addresses with semicolons, commas, or spaces. You must include yourself in the To field to create an appointment for yourself. By default, all recipients listed in the Bcc field, including the appointment organizer, are shown as free in busy search results, even if they accept the appointment. For information on changing your busy or free status, see Showing Appointments as Free or Busy on page Specify a location for the appointment. The Location field is a text field that allows you to describe the location. To actually schedule a resource, you must include the resource s address in the To field. 5 Use the Start Time drop-down lists to specify the appointment s date and start time. 6 Use the Duration drop-down lists to specify the appointment s duration in days or hours. 7 Type a subject and message for the appointment. 8 Click Busy Search to check the scheduled participants and resources availability. The Busy Search results window indicates the available, selected, busy, and conflicting times for all scheduled participants. 26

27 You can perform busy searches only for users on your own messaging system. 9 Click Close to return to the Appointment window. You can include Web site locations or addresses (URLs) in both the Subject and Message fields. 10 When finished scheduling the appointment, click Send. You can also schedule a new appointment by clicking New Appointment from the M+NetMail toolbar Accepting, Declining, and Delegating Appointments When you receive an appointment, you can accept, decline, or delegate it. Figure 3-7: Accepting, Declining, and Delegating Appointments 27

28 You To accept an appointment: 1 In the Folder List, click the folder or calendar containing the appointment you want to accept. 2 In the Item List, right-click the appointment you want accept. From the list of available message actions, choose Accept to accept the appointment. can also accept appointments directly in the Message Preview window by clicking Accept, or you can double-click the appointment to open the appointment, then click Accept. When you accept an appointment, it is added to the Main calendar and deleted (but not permanently deleted) from your mailbox. If you delete the item from your mailbox, it appears only in your calendar. For more information, see Deleting Items from Calendars on page 40. You To decline an appointment: 1 In the Folder List, click the folder or calendar containing the appointment you want to decline. 2 In the Item List, right-click the appointment you want decline. From the list of available message actions, choose Decline to decline the appointment 3 To decline the appointment without comments, select the check box to the left of the appointment, then click Decline. can also accept appointments directly in the Message Preview window by clicking Accept, or you can double-click the appointment to open the appointment, then click Accept. When you decline an appointment from a mailbox folder, it is deleted (but not permanently deleted) from the Item List. If you permanently delete the appointment from your mailbox, it is no longer available and cannot be undeleted. When you decline an appointment, it is removed from the calendar. For more information, see Deleting Items from Calendars on page 40. To delegate an appointment: 1 In the Folder List, click the folder or calendar containing the appointment you want to delegate. 2 Click the appointment to open it, then click Delegate. 3 M+NetMail opens a message window. 4 In the Compose Window, click To to add contacts from one or more address books to the To field. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To field. Type any comments in the Comments field. 5 Click Send. When When you delegate an appointment from a mailbox folder, it is deleted (but not permanently deleted) from the Item List. If you permanently delete the appointment from your mailbox, it is no longer available and cannot be undeleted. For more information, see Deleting Items from Calendars on page 40. you delegate an appointment, it is removed from the calendar. If you need to add an additional person to a sent appointment, forward the appointment to the person rather than delegating the appointment. See Forwarding Individual Items on page 36 for more information Showing Appointments as Free or Busy By default, all recipients listed in the To and Cc fields are shown as busy in busy search results if they accept the appointment. Recipients listed in the Bcc field are shown as free in busy search results, even if they accept the appointment. You can specify that an appointment show as busy or free using the Busy/Free action. This option allows you to accept appointments for which you are an optional attendee and still allow others to schedule you for appointments during that time. 28

29 To change your busy or free status for a specific appointment: 1 From the calendar, open the appointment. 2 From the More Actions drop-down list, select Show Appointment as Free. 3 This option toggles between Busy and Free. The next time you open the appointment, the action in the dropdown list is Show Appointment as Busy. 3.4 Using Tasks Viewing Tasks There are several ways to view tasks. You can view accepted or personal tasks for a specific day in the Tasks window onscreen. You can also view from the main M+NetMail Mailbox view. To view a task from the Calendar view: 1 In the Folder List, click the calendar containing the task you want to view. 2 In the calendar that appears below the Folder list, click the date for the task you want to view. The task appears onscreen in the Tasks window. Figure 3-8: Viewing Tasks in the Calendar View 29

30 To view a task from the Mailbox view: 1 In the Folder List, click the folder containing the task you want to view. 2 In the Item List, click the task to view the task in the Preview window. 3 Double-click the task to open and view the task in a separate window Assigning Tasks Using the Task feature, you can assign tasks to yourself and others. When you assign a task, you can specify recipients in the To, Cc, and Bcc fields to indicate your intent and expectations in assigning them the task. Recipients can then accept, decline, or delegate the task. Accepted tasks appear in the recipients calendars. To assign a task: 1 From the M+NetMail toolbar, click New Message. 2 Use the drop-down list to select Task. Figure 3-9: Assigning Tasks 3 In the Compose Window, click To, Cc, or Bcc to add contacts from one or more address books to the To, Cc, and Bcc fields. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To, Cc, and Bcc fields. Separate multiple addresses with semicolons, commas, or spaces. You must include yourself in the To field to create a task for yourself. 4 Use the Start Date lists to specify the date and time that you want the task to appear on a recipient s calendar. 5 Use the Due Date lists to specify the date and time when you want the task completed. 6 Type a subject and message for the task. You can include Web site locations or addresses (URLs) in both the Subject and Message fields. 7 If the task is going to occur on a regular basis, define the recurrence settings using the Repeat list. Specify how often you want the task to reappear in the recipients calendar by selecting Never, Daily, Weekly, Monthly, or Yearly. 30

31 8 Select one of the following options: No End Date The task recurs indefinitely. End after x occurrences The task recurs the specified number of times. The maximum value is 100. End by Month, Day, and Year Use the drop-down lists to specify the date you want the task s recurrence to end. 9 When finished assigning the task, click Send Accepting, Declining, and Delegating Tasks When you receive a task, you can either accept, decline, or delegate it. Figure 3-10: Accepting, Declining, and Delegating Tasks You To accept a task: 1 In the Folder List, click the folder containing the task you want to accept. 2 In the Item List, right-click the task you want accept. From the list of available message actions, choose Accept to accept the task. can also accept tasks directly in the Message Preview window by clicking Accept, or you can doubleclick the task to open the task, then click Accept. When you accept a task, it is added to the Main calendar and deleted (but not permanently deleted) from your mailbox. If you delete the item from your mailbox, it appears only in your calendar. For more information, see Deleting Items from Calendars on page 40. You To decline a task: 1 In the Folder List, click the folder or calendar containing the task you want to decline. 2 In the Item List, right-click the task you want decline. From the list of available message actions, choose Decline to decline the task can also accept tasks directly in the Message Preview window by clicking Accept, or you can doubleclick the task to open the task, then click Accept. When you decline a task from a mailbox folder, it is deleted (but not permanently deleted) from the Item List. If you permanently delete the task from your mailbox, it is no longer available and cannot be undeleted. When you decline a task, it is removed from the calendar. For more information, see Deleting Items from Calendars on page

32 When To delegate a task: 1 In the Folder List, click the folder or calendar containing the task you want to delegate. 2 Click the task to open it, then click Delegate. 3 M+NetMail opens a message window. 4 In the Compose Window, click To to add contacts from one or more address books to the To field. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To field. Type any comments in the Comments field. 5 Click Send. When you delegate an task from a mailbox folder, it is deleted (but not permanently deleted) from the Item List. If you permanently delete the task from your mailbox, it is no longer available and cannot be undeleted. For more information, see Deleting Items from Calendars on page 40. you delegate an task, it is removed from the calendar. If you need to add an additional person to a sent task, forward the task to the person rather than delegating the task. See Forwarding Individual Items on page 36 for more information Marking Tasks Complete 1 In the Folder List, click the calendar containing the task you want to mark completed. 2 Click the day to which the task was assigned to locate the task. 3 In the Task List, click the task to open it. Figure 3-11: Marking Tasks Complete 4 To mark the task completed without comments, use the drop-down list to select Complete. To mark the task completed with comments: 1 Click the task to open it, then click Reply. 2 M+NetMail opens a window with a message addressed to the person who sent the task. 3 Type your comments about the completed task. 4 Click Send. When you mark a task completed, the task icon changes from to and the task anchors on the day you completed it; that is, it does not appear on subsequent days in your calendar. 32

33 3.5 Using Notes Viewing Notes There are several ways to view notes. You can view accepted or personal notes for a specific day in the Notes window onscreen. You can also view all notes from the main M+NetMail Mailbox view. To view a note from the Calendar view: 1 In the Folder List, click the calendar containing the note you want to view. 2 In the calendar that appears below the Folder list, click the date for the note you want to view. The note appears onscreen in the Notes window. Figure 3-12: Viewing Notes in the Calendar View To view a note from the Mailbox view: 1 In the Folder List, click the folder containing the note you want to view. 2 In the Item List, click the note to view the note in the Preview window. 3 Double-click the note to open and view the note in a separate window Writing Notes Use the Note feature to write notes to yourself and others. Because accepted notes are posted in calendars, you can use them as event reminders, such as days off, project deadlines, or birthdays. When you write a note, you can selectively address recipients in the To, Cc, and Bcc fields to indicate your intent and expectations in writing the note. Recipients can then accept or decline the note. Accepted notes appear in the recipients calendars. 33

34 Figure 3-13: Writing Notes To write a note: 1 From the M+NetMail toolbar, click New Message. 2 Use the drop-down list to select Note. 3 In the Compose Window, click To, Cc, or Bcc to add contacts from one or more address books to the To, Cc, and Bcc fields. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To, Cc, and Bcc fields. Separate multiple addresses with semicolons, commas, or spaces. You must include yourself in the To field to create a note for yourself. 4 Use the Date drop-down lists to specify the date and time that you want the note to appear in a recipient s calendar. 5 Type a subject and message for the note. You can include Web site locations or addresses (URLs) in both the Subject and Message fields. 6 If the note is going to occur on a regular basis, define the recurrence settings. Specify how often you want the note to reappear in the recipients calendar by selecting Never, Daily, Weekly, Monthly, or Yearly. 7 Select one of the following options: No End Date The note recurs indefinitely. End after x occurrences The note recurs the specified number of times. The maximum value is 100. End by Month, Day, and Year Use the drop-down lists to specify the date you want the note s recurrence to end. 8 When finished assigning the task, click Send Accepting and Declining Notes When you receive a note, you can either accept or decline it. 34

35 Figure 3-14: Accepting and Declining Notes You To accept a note: 1 In the Folder List, click the folder containing the note you want to accept. 2 In the Item List, right-click the note you want accept. From the list of available message actions, choose Accept to accept the note. can also accept notes directly in the Message Preview window by clicking Accept, or you can doubleclick the note to open the note, then click Accept. When you accept a note, it is added to the Main calendar and deleted (but not permanently deleted) from your mailbox. If you delete the item from your mailbox, it appears only in your calendar. For more information, see Deleting Items from Calendars on page 40. You To decline a note: 1 In the Folder List, click the folder or calendar containing the note you want to decline. 2 In the Item List, right-click the note you want decline. From the list of available message actions, choose Decline to decline the note can also decline notes directly in the Message Preview window by clicking Decline, or you can doubleclick the note to open the note, then click Decline. 3.6 Forwarding Items You can forward messages, appointments, tasks, and notes from your mailbox to other recipients or accounts in three ways: You can forward individual items to another recipient or account. You can set up automatic forwarding to forward all incoming items to another recipient or account. You can use the Rules feature to forward incoming items to specific folders, recipients, or accounts under defined conditions. For information on defining rules, see Using Rules on page 55. You can only forward items in a mailbox folder; you cannot forward items in a calendar. If you want to forward an accepted calendar item, you must locate the deleted item in your mailbox and forward it. 35

36 You Forwarding Individual Items 1 In the Folder List, click the folder containing the item you want to forward. 2 In the Item List, select the item you want to forward. From the M+NetMail toolbar, click Forward. 3 A new message is created that includes the original item as an attachment. 4 In the Compose Window, click To, Cc, or Bcc to add contacts from one or more address books to the To, Cc, and Bcc fields. For more information, see Using Contacts on page 43. You can also type the recipients addresses directly in the To, Cc, and Bcc fields. 5 Type a message if needed. 6 Click Send. can also right-click the item you want to forward and from the list of available message actions, choose Forward. Or you can double-click an item in the Item List to open the message, then click Forward. 3.7 Replying to Items When you receive messages, appointments, tasks, or notes, you can reply in one of three ways: You can send an individual reply to an item s sender or to the sender and all original recipients. You can set up an automatic reply to the sender or sender and recipients of all incoming mailbox items. You can use the Rules feature to automatically reply to specific messages under defined conditions. For more information, see Using Rules on page 55. When you receive replies to messages that you send, by default they are received in your current mailbox. M+NetMail allows you to specify a different Reply To address if you want to receive replies in another mailbox. For more information, see Providing a Different Address for Replies on page Replying to Individual Items You To reply to an item: 1 From the M+NetMail Mailbox view, click the folder or calendar containing the item to which you want to reply. 2 In the Item List, select the item you want to reply to. From the M+NetMail toolbar, click Reply. 3 Reply sends your response only to the item s sender. 4 If you want to send your response to the item s sender and all original recipients, click Reply to all. 5 A new message is created that includes the original item as an attachment. 6 Type your message in the Message field. 7 Click Send. can also right-click the item you want to reply to and from the list of available message actions, choose Reply or Reply to all. Or you can double-click an item in the Item List to open the message, then click Reply or Reply All. 3.8 Managing Items Setting Item Priority The priority setting can be used to indicate an item s importance. You can set item priority for messages you send or for messages, appointments, tasks, and notes you receive. To set message priority when sending an message: 1 In the M+NetMail toolbar, click New Message. 2 In the message window, click Send Options. 36

37 Figure 3-15: Setting Item Priority 3 Under Priority, select High, Normal, or Low. Normal priority is the default selection. 4 When you complete your message, click Send. To set the priority for a received message, appointment, task, or note: 1 In the Folder List, click the folder containing the item for which you want to set the priority. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Add Star to mark the item as important. 3 In the Item List, the item now appears with a yellow star next to the item. Hover your mouse over the star to change the item s status from important to normal. 37

38 You can also select actions to perform on items directly from the main M+NetMail toolbar by using the More Actions drop-down menu Marking an Item As Public or Private You can mark received messages, appointments, tasks, or notes as Public or Private. Public items can be viewed by all users sharing the mailbox folder where the items are located. Items are marked Public by default. Private items are viewable by the mailbox folder s owner. For more information on shared folders, see Working with Shared Folders and Calendars on page 61. You To change the privacy setting for a received message, appointment, task, or note: 1 In the Folder List, click the folder containing the item for which you want to change the privacy setting. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Mark as private/mark as not private to mark the item as private or public. can also select actions to perform on items directly from the main M+NetMail toolbar by using the More Actions drop-down menu Marking Items Unread (Read Later) You can mark received messages, appointments, tasks, or notes that you have opened as unread. For example, if you open a mail message and are interrupted, you could mark the message as unread to ensure that you read it later. You To mark received messages, appointments, tasks, or notes as unread: 1 In the Folder List, click the folder containing the items you want to mark as unread. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Read Later to mark the item as unread. 3 In the Item List, the item now appears with an icon next to the item. Hover your mouse over the star to change the item s status from unread to read. can also select actions to perform on items directly from the main M+NetMail toolbar by using the More Actions drop-down menu Moving and Copying Items Between Folders and Calendars You can move or copy items to different mailbox folders as needed. You can also move or copy calendar items (such as appointments, tasks, and notes) to different calendars. To move and copy items between folders, right-click the item on which you want to perform an action. From the list of available message actions, select an appropriate action. You can also use the Rules feature to move incoming items to specific folders under defined conditions. For more information, see Using Rules on page 55. To move items to another folder or calendar: 1 In the Folder List, click the folder containing the items you want to move. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Move to Folder... to move the item to a new folder or calendar. 38

39 Figure 3-16: Moving Items Between Folders and Calendars 3 Select the folder where you want to move the items. 4 Click Move. The items are moved to the specified folder. To copy items to another folder or calendar: 1 In the Folder List, click the folder containing the items you want to copy. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Copy to Folder... to copy the item to a new folder. Figure 3-17: Copying Items Between Folders and Calendars 3 Select the folder where you want to copy the items. 4 Click Copy. The items are copied to the specified folder. 39

40 You Deleting and Undeleting Items from Folders When an item is deleted from a mailbox folder, the text is crossed out. The item is not permanently removed from your mailbox until you select to permanently delete it. As long as an item is not permanently deleted, you can still undelete the item. When an item is undeleted, the item appears as normal. To delete and undelete items from folders, right-click the item on which you want to perform an action. From the list of available message actions, select an appropriate action. can also select actions to perform on items directly from the main M+NetMail toolbar by using the More Actions drop-down menu. Figure 3-18: Deleting and Undeleting Items From Folders To delete items from a folder: 1 In the Folder List, click the folder containing the items you want to delete. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Delete to delete the item. To undelete items in a folder: 1 In the Folder List, click the folder containing the items you want to undelete. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Undelete to undelete the item Deleting Items from Calendars When you accept an appointment, task, or note, it is added to the Main calendar and the original folder item is deleted (but not permanently deleted) from your mailbox. When you delete a calendar item (such as an appointment, task, or note) from a calendar, it is automatically deleted from the calendar, however, the original folder item remains in your mailbox until you permanently delete it from the folder. recommends that you use care in deleting accepted appointments, tasks, and notes from calendars. When an item is deleted from a calendar, you cannot undelete it unless the item still exists 40

41 in the mailbox folder. For information on undeleting folder items, see Deleting and Undeleting Items from Folders on page 40. To delete items from a calendar: 1 In the Folder List, click the calendar containing the items you want to delete. 2 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Delete to delete the item Permanently Deleting Folder Items When you delete an item from a mailbox folder, it is not removed from the folder until you permanently delete it. To permanently delete specific items from a folder: 1 In the Folder List, click the folder containing the items you want to delete. 2 An item does not have to be deleted before it is permanently deleted. You can select any item in the folder. 3 In the Item List, right-click the item on which you want to perform an action. From the list of available message actions, choose Delete Permanently to delete the item. The item is permanently deleted from the folder. To remove deleted items from the Item List: 1 In the Item List, right-click the item that has already been marked deleted. 2 From the list of available message actions, choose Remove Deleted Messages to remove the deleted items from the list. You can also set up to immediately purge deleted items so you do not need to manually purge them. For more information, see Enabling and Disabling Immediate Purging of Deleted Messages on page Managing Folders and Calendars M+NetMail provides folders and calendars to help organize the items you send and receive. Folders store the mail messages, appointments, tasks and notes that you send and receive. By default, the INBOX is the only folder in your mailbox where items are stored when you first receive them. However, you can add additional folders or sub-folders to help you further organize your items. For example, you can add a folder to store all the messages you receive regarding a specific project. You can also add and designate a folder for sent messages and drafts of messages in progress. Calendars display the appointments, tasks, or notes you accept from others or create for yourself. Only the MAIN calendar is created by default, however you can create and use multiple calendars. For example, you can add a calendar to schedule and track items associated with a specific project. With M+NetMail, a Calendar quick view window is available on the left-hand side of the main M+NetMail window to allow you to quickly see all the calendar items for the selected day. Left-click functionality has also been added to help you quickly highlight a block of time to create a new appointment. M+NetMail also allows you to share folders and calendars with other users on the system. Using shared folders and calendars, you can easily distribute correspondence and scheduling information to multiple users Opening Folders and Calendars The Folder List in M+NetMail displays a list of all your folders and calendars. To open a folder: 1 To open the Inbox folder, click INBOX in the Folder List. 2 To open another folder, click the folder name in the Folder List. The items in the currently opened folder are displayed in the Item List. 41

42 To open a calendar: 1 To open the Main calendar, click MAIN in the Folder List. 2 To open another calendar, click the calendar name in the Folder List Adding Folders, Sub-Folders, and Calendars You can add new folders, sub-folders, and calendars to your mailbox as needed. 1 In the Folder List, select your login name, and then right-click to select Create Folder or Create Calendar. Figure 3-19: Adding Folders, Sub-Folders, and Calendars 2 Type the folder or calendar s name in the Folder Name field. 3 If you want to create a sub-folder, select the folder where you want to create the new sub-folder. For example, to create the folder or calendar inside the Inbox folder, right-click INBOX and then select Create Folder or Create Calendar. 4 Click OK Renaming Folders and Calendars 1 In the Folder List, right-click the folder you want to rename. For example, to rename the Drafts folder, rightclick Drafts and then select Rename Drafts. Figure 3-20: Renaming Folders and Calendars 2 Type the new name for the folder or calendar in the New Name field. 3 Click OK Deleting Folders and Calendars You can delete an entire folder, sub-folder, or calendar and all its contents. 42

43 recommends that you use care in deleting folders, sub-folders, and calendars. When a folder or calendar is deleted, you cannot undelete it. 1 In the Folder List, right-click the folder you want to delete. For example, to delete the Trash folder, right-click Trash and then select Delete Trash. Figure 3-21: Deleting Folders and Calendars 2 Click OK Using Contacts M+NetMail stores address book information about users and organizations in a Contacts folder. Using Contacts, you can search for contact information and add addresses to messages, appointments, tasks, and notes. When you are sending, forwarding, or replying to a message, appointment, task, or note, you can use the contacts to address recipients. Within M+NetMail, there are three types of address books containing contacts: Personal Contacts Stores information about your personal or professional contacts. System Contacts Typically a directory that contains the names and addresses of users within your messaging system. Your administrator must configure the system-wide address book and give you rights to use it. Public Contacts Typically a public LDAP server on the Internet (such as the Bigfoot directory service). Your administrator can define a default LDAP server and give you rights to define your own public address books. For more information, see Configuring a Public LDAP Server on page

44 Figure 3-22: Contacts Folder Adding Contacts to your Personal Address Book You can add contacts to your personal address book in two ways: (1) you can go directly to the address book and add the contact s information, or (2) you can add a new contact s information from within a received item. To directly add a contact to your personal address book: 1 In the Folder List, click Contacts. 2 In the M+NetMail toolbar, click New Contact. Figure 3-23: Adding Contacts 3 Type the contact s name in the First Name and Last Name fields. 44

45 4 Type an address if you want to send items to the contact. 5 Type additional information in the other fields as needed. 6 Click Save. The contact is added to your personal address book Modifying Contacts in Your Personal Address Book 1 In the Folder List, click Contacts. 2 Under the Search For field, use the drop-down list to select Personal Contacts. 3 Specify the search criteria in the Search For field. 4 Type a first or last name in the Search For field to find a specific contact. Single letters function as wildcards. For example, if you type J in the Search For field, the search returns all entries beginning with J. The Search For field is not case sensitive. For example, Earl Nelson is the same as earl nelson. 5 Leave the Search For field empty to list all addresses from your Personal Contacts. 6 Press Enter. 7 M+NetMail displays the results matching your search criteria. Figure 3-24: Modifying Contacts 8 In the search list, double-click the contact name to view the contact information onscreen. If you want to modify the contact information, click Modify. 9 M+NetMail opens the contact information page. 10 Modify the information. 11 Click Save, then click Close Using Contacts to Add Addresses to Items You can use any available address book to add contact addresses to messages, appointments, tasks, and notes. 1 In the main M+NetMail window, click New Message. 2 Click the item field where you want to add the contact s address: To, Cc, or Bcc. Locate the contact you want to add to the item. For information on searching for contacts, see Adding Contacts to your Personal Address Book on page

46 Figure 3-25: Using Contacts 3 Click the contact s name to select it. M+NetMail automatically populates the To, Cc, or Bcc field with the contact s name. 4 Repeat steps three and four to add additional addresses to the item fields. 5 To remove a contact s address from the item, select the contact s name in the To, Cc, or Bcc field. Rightclick the contact s name and select Delete. 6 Type a subject and message in the Subject and Message fields. 7 When finished, click Send. For more information on messages, appointments, tasks, and notes, see Sending Mail Messages on page 23, Scheduling Appointments on page 25, Assigning Tasks on page 30, or Writing Notes on page Creating Personal Groups A group is a list of users you can send messages to by selecting the group name rather than by selecting or typing each individual s address. When you select a personal group as the recipient for a message, appointment, task, or note, all the individuals in the group receive the item. For example, a manager could create a personal group for a development team. The manager could then use the group to easily schedule appointments for team meetings, send tasks for project status reports, or communicate general information to the team. You can only create and store groups in your Personal Contacts. You are the only person who can access your personal groups. To create a personal group: 1 In the Folder List, click Contacts. 2 In the list of Contacts, CTRL+click to select specific contacts to include in the group, CTRL+A to select all contacts, or SHIFT+click to select a series of contacts. Using these keyboard shortcuts will automatically populate the Addresses field with the addresses of these contacts. 3 In the M+NetMail toolbar, click New Group. 46

47 You Figure 3-26: Creating a Personal Group 4 In the Group Name field, provide a name for the group. 5 In the Description field, provide a brief description for the group. 6 Verify the addresses in the Addresses field. 7 Click Save. The personal group now appears in your Personal Contacts. When you select a group as the recipient for a message, all the individuals in the group receive the message. can also create groups manually by entering specific addresses of each individual you want to include in your personal group. Enter each address on a separate line. 47

48 Your Notes 48

49 4 4 Advanced Configuration The Settings features of M+NetMail allows you to make advanced configuration changes to M+NetMail. To use this feature, choose Settings from the main M+NetMail window. By default, the Settings tab is displayed. 4.1 Changing M+NetMail Settings The Settings tab allows you to make display changes to the M+NetMail client interface. Figure 4-1: Settings tab Depending on how your administrator has configured your system, you might not be able to make all of the changes described below Changing Your Password To change your password: 1 Under Change Your Password, type your existing password. 2 Type a new password. 3 Retype the new password to verify it. 4 Click Save to save your new password, then click Close. 49

50 4.1.2 Changing the Timeout Setting If you do not click on a link or button within a specified period of time, M+NetMail logs you out. This timeout feature provides security for your and ensures that M+NetMail and the Web server run efficiently. If you attempt to perform an action after you have been logged out, you are prompted to log in again. You can change the timeout setting to any interval between 1 and 40 minutes. To change the timeout setting: 1 Under WebAccess Settings, type a timeout interval (from 1 to 40 minutes) in the Timeout field. 2 Click Save, then click Close Providing a Different Address for Replies If you do not want message recipients to send reply messages to your current mailbox, you can specify a different Reply To address. For example, if you your customer s a survey, you might want the survey responses returned to another address. By configuring a different Reply To address before sending the survey, respondents' replies are automatically sent to the designated address. To specify your Reply To address: 1 Under WebAccess Settings, specify your preferred Reply To address in the Reply to field. Specifying a different address for a reply does not automatically enable you to receive mail at that address. You must provide an existing Internet address. 2 Click Save, then click Close. To remove your Reply To address: 1 Under WebAccess Settings, delete the address in the Reply To field. 2 Click Save, then click Close Changing Encoding Settings M+NetMail uses the Default CharSet setting to encode all outgoing messages. Additionally, if a message does not identify the charset used to encode the message, M+NetMail uses the default charset to display the message. Most clients identify the charset used to encode a message within the message. However, some clients, such as Hotmail and Yahoo, do not include encoding information in their messages. To change encoding settings: 1 Under WebAccess Settings, use the Default Charset drop-down list to select the appropriate character-set encoding for your language. UTF-8 is the universal charset. While other charsets are limited, messages in any language can be encoded in UTF-8. Therefore, we recommend that you select UTF-8 as your default charset. 2 Click Save, then click Close. 3 To implement your changes, log out of M+NetMail and then log back in Changing Language Settings M+NetMail allows you to specify the language for the client interface. To select a different language for the M+NetMail client interface: 1 Under WebAccess Settings, use the Language drop-down list to select your language. 2 Click Save, then click Close. 50

51 3 To implement your language changes, log out of M+NetMail and then log back in Changing from M+NetMail to WebAccess or Webmail M+NetMail offers three web interfaces: M+NetMail, WebAccess, and Webmail to choose from. If your administrator has enabled it, you can choose to use any of the available interfaces. To change template settings: 1 Under WebAccess Settings, use the Select Template drop-down list to select a different template. 2 Click Save, then click Close. 3 To implement your changes, log out of M+NetMail and then log back in Changing the Number of Items Listed Per Page You can determine the number of items that appear per page in your folders Item Lists. The default number of messages per page is 10. You can choose to display from 10 to 50 messages per page. If the Item List spans multiple pages, click Next to view each successive page. To change the number of messages per page: 1 Under WebAccess Settings, use the Messages Per Page drop-down list to select the number of messages you want to display per page. 2 Click Save, then click Close. 3 To implement your changes, log out of M+NetMail and then log back in Configuring a Public LDAP Server If you want to access public address books, you need to configure a public LDAP server for your use. Public address books are derived from LDAP servers on the Internet (such as the Bigfoot directory service). To configure a public LDAP server: 1 Under Address Book Settings, specify the public directory s host name or IP address you want to use in the Public LDAP Server field. 2 Click Save, then click Close Setting Privacy Settings You choose how much system-wide address book information you want to share with other M+NetMail users. You can hide or share your name, address, and phone number. To set privacy settings: 1 Under Address Book Settings, use the Privacy drop-down list to select one of the following privacy levels: None: M+NetMail users can access your first and last name, address, and phone number if this information is specified. Limited: M+NetMail users can access only your name and address. Unlisted: M+NetMail users cannot access your information. 2 Click Save, then click Close Setting the Time Zone To ensure that the date and time is correct in messages, appointments, and other time-relevant information, you must set your location s time zone. The time is automatically adjusted for appointments sent between people in different time zones. 51

52 For example, if you are located in New York and schedule a conference call with people in Los Angeles for 4:00 p.m. your time, the appointment received by the Los Angeles recipients shows the conference call at 1:00 p.m. their time. For your message to appear with the correct time stamp, you must ensure that your time zone is set correctly. To change your time zone setting: 1 Under Time and Date Settings, use the Time Zone drop-down list to select the appropriate time zone. 2 Click Save, then click Close Setting the Short or Long Date Format To change the short date format: 1 Under Time and Date Settings, use the Short Date Format drop-down list to select the format of your choice. 2 Click Save, then click Close. To change the long date format: 1 Under Time and Date Settings, use the Long Date Format drop-down list to select the format of your choice. 2 Click Save, then click Close Setting the Time Format To change the time format: 1 Under Time and Date Settings, use the Time Format drop-down list to select the format of your choice. 2 Click Save, then click Close Setting the First Day of the Week To change the first day of the week: 1 Under Time and Date Settings, use the First Day of Week drop-down list to select the first day of the week. 2 Click Save, then click Close. 4.2 Mailbox Management The Mailbox Management tab allows you to customize the messaging features of the M+NetMail client interface. To use this tab, choose Settings from the main M+NetMail window, and then click the Mailbox Management tab. 52

53 Figure 4-2: Enabling and Disabling Immediate Purge of Messages Depending on how your administrator has configured your system, you might not have access to all of the Mailbox Management features Enabling and Disabling Immediate Purging of Deleted Messages To enable immediate purging of deleted folder items: 1 Select Immediate Purge of Deleted Messages to immediately purge deleted folder items. 2 Click Save, then click Close. To disable immediate purging of deleted folder items: 1 Deselect Immediate Purge of Deleted Messages to disable immediate purging of deleted folder items. 2 Click Save, then click Close Setting Up and Removing Automatic Forwarding You can use the Automatic Forwarding feature to automatically forward all incoming items to another recipient or account. To set up automatic forwarding: 1 Select Forward All New Messages. 2 If you want to keep copies of the forwarded items in your mailbox, select the Keep Copy option. 3 If you do not select the Keep Copy option, forwarded items are removed from your mailbox. 4 In the Forward To field, type the address where you want to forward all your items. 5 If you specify multiple addresses, list one address per line. 6 Click Save, then click Close. 53

54 To remove automatic forwarding: 1 Deselect Forward All New Messages. 2 Click Save, then click Close Setting Up and Removing an Automatic Reply When you are unavailable or cannot retrieve your mailbox items for an extended period of time (such as when you are away at a conference, on vacation, or tied up in meetings), you can set up a message that is automatically sent in response to all incoming items. When you return or are again available, be sure to remove the automatic reply. To set up an automatic reply: 1 Select Automatically Reply to All New Messages. 2 In the Message field, type the message you want to use as your reply. For example: I am on vacation from April 1 to April 15. If you need anything during that time, please contact Brian Thompson at bthompson@mycompany.com. 3 Click Save, then click Close. To remove an automatic reply: 1 Deselect Automatically Reply to All New Messages. 2 Click Save, then click Close Adding and Removing a Signature on Outgoing Items The Signature feature automatically appends specified text to the bottom of each message that you send. To add a signature to all outgoing messages: 1 Select Add signature to outgoing message. 2 In the Signature field, type the text you want added to the bottom of each message you send. For example: Sam Marshall smarshal@messagingarchitects.com Click Save, then click Close. To remove the signature from outgoing messages: 1 Deselect Add signature to outgoing message. 2 Click Save, then click Close Defining a Folder for Sent Messages By default, copies of sent messages are not retained in your mailbox. However, you can designate a folder to store copies of sent messages. You can either use an existing folder for the sent message folder or add a new folder specifically for sent messages. For more information on adding folders, see Adding Folders, Sub-Folders, and Calendars on page 42. Saved copies of sent messages occupy space in your mailbox and count against your mailbox quota. If you use both an IMAP mail client and M+NetMail, the IMAP client automatically creates a folder for sent items on the server. To enable M+NetMail to use the sent items folder, you must select that folder as your Sent folder in M+NetMail. Matching the Sent folder names in M+NetMail and your IMAP mail client 54

55 enables the folders to synchronize when you switch back and forth between mail clients. Some IMAP mail clients might work differently. To define a folder for sent messages: 1 From the Sent Folder drop-down list, select the folder where you want to store sent messages. 2 Select Keep copy of generated messages to enable the sent folder option. 3 Click Save, then click Close Defining a Folder for Drafts By default, draft copies of messages in progress are not retained in your mailbox. However, you can designate a folder to store copies of drafts. You can either use an existing folder for the drafts or add a new folder specifically for drafts. For more information on adding folders, see Adding Folders, Sub-Folders, and Calendars on page 42. Saved copies of drafts occupy space in your mailbox and count against your mailbox quota. If you are actively creating a message in the Compose Window, your connection to M+NetMail will never time out, however after three minutes of inactivity, the message will automatically be saved as a draft as long as you have created and designated a folder for Drafts. To define a folder for sent messages: 1 From the Drafts Folder drop-down list, select the folder where you want to store drafts. 2 Click Save, then click Close. 4.3 Using Rules The Rules tab allows you to define actions you want automatically performed on the messages, appointments, tasks, or notes you receive or send. To use this tab, choose Settings from the main M+NetMail window, and then click the Rules tab. Rules can help you organize your mailbox, automate your mailbox while you are away, delete unwanted items, and save you time. When setting up rules, you define the conditions under which you want a specific action performed. For example, if you want to move all new items sent by your supervisor to a specific folder, you can define a rule that moves messages with your supervisor's name in the From line to that folder. A single rule can contain multiple conditions. The conditions within a rule are executed in sequential order, first to last. When defining the rule, you can move the conditions up or down in the list. If you define multiple rules, the rules are also executed in sequential order, first to last. 55

56 Figure 4-3: Rules tab Creating Rules in M+NetMail When you create a new rule, you must: 1 Define the conditions for the rule. For example, you can define your supervisor s address in a message s From line as a rule condition. 2 Define the action or actions you want the rule to run when the conditions are met. For example, when an incoming message arrives in your mailbox and includes your supervisor s address in the From line, you can have the message forwarded to a specified folder. Move To: Moves an item to the folder or calendar you specify. For example, if you receive a monthly newsletter, you can define a rule that moves it to a specified folder when it arrives, making it easy to find when you want to read it. Delete: Marks an item you specify as deleted. For example, if you want to automatically delete messages that contain certain advertisements, you can set up a rule to delete incoming s containing key words specific to those advertisements. Forward To: Forwards an item to the recipients you specify. For example, when you are away on vacation, you can have a rule automatically forward specified to a co-worker. Cc To: Adds a designated address to the Cc field. For example, when you send messages about a specific project, you can create a rule that automatically copies project team members. Accept: Accepts specified appointments, tasks, or notes. For example, when you receive an appointment from your supervisor, you can define a rule that automatically accepts the appointment and adds it to your calendar. Decline: Declines specified appointments, tasks, or notes. For example, if you are copied on team meetings for informational purposes, but you do not need to attend, you can create a rule that automatically declines these appointments. Stop Processing: Stops processing the current and subsequent rule s conditions. M+NetMail executes all the conditions within a rule and the subsequent rules until a Stop Processing condition is found true. When a Stop Processing condition is found true, M+NetMail stops processing any additional conditions or rules. 56

57 To create a rule: 1 Click Create. The Create New Rule page opens.. Figure 4-4: Create New Rule dialog box 2 Use the drop-down list to specify whether Any or All rule conditions must be met. 3 Define the rule conditions. In the first drop-down list, define which item parameter you want to monitor, such as From, To, or Subject. For example, if you want to move all messages from a specific sender to a separate folder, select From as the monitored item parameter. In the second drop-down list, define the rule s condition. For example, when you select From as the item parameter, the second drop-down list allows you to select Contains or Does Not Contain. If you select Contains, all items that contain the specified address are subject to the rule. The condition options vary depending upon the item parameter that you selected. For example, if you selected Size for the item parameter, the condition options are More Than or Less Than. In the text field, specify the condition criteria. For example, if you selected From as the item parameter and Contains as the condition, you would type the appropriate sender s address in the text field. The following table shows you the available condition options and formats for each item parameter: Condition Drop-Down List (Item Parameter Options) Condition Drop-Down List (Secondary Condition Options) Variable Information From Contains or Does Not Contain text To Contains or Does Not Contain text Subject Contains or Does Not Contain text Subject Contains or Does Not Contain text 57

58 Condition Drop-Down List (Item Parameter Options) Condition Drop-Down List (Secondary Condition Options) Variable Information Cc Contains or Does Not Contain text Header Contains or Does Not Contain text1 text2 Body Contains or Does Not Contain text Size Is More Than or Is Less Than size in KB Calendar Item Does Not Conflict or Conflicts NA Attachment MIME Type Is or MIME Type Is Not MIME_type Apply to All Messages NA NA 4 Click the plus (+) and minus (-) operators to add or remove condition statements. A rule can have up to 15 condition statements. Do not include the colon (:) when using Header; only include the actual text. For example, If Header contains in the Received field then... 5 Under Perform the Following Actions, define the rule s actions. In the first drop-down list, define the action that you want performed, such as Move To, Delete, and Forward To. For example, if you want to move all messages you receive from a specific sender to a specific folder, select Move To. In the second drop-down list, define the action options. For example, if you select the Move To action, the second drop-down list allows you to select the folder to which to move the items. The following table shows the available options for each action: IMPORTANT: Do not use a colon ( : ) in the text2 field. For example, if you want the rule to act on a value in the message header s Received field, type Received, not Received:. Action Drop-Down List Move To Delete Forward To Cc To Accept Decline Stop Processing Action Options Drop-Down List/Field/NA Drop-down list of available folders, such as Inbox, Sent, etc. NA text field for address text field for address NA NA NA 6 Click the plus (+) and minus (-) operators to add and remove action statements. A rule can have up to 15 action statements. 7 When finished, click Create. The rule is added to the Rules list. The following is an example of an advanced rule that forwards then deletes messages that contain refinance in the subject field or mortgage in the message body. 58

59 Figure 4-5: Sample Rule Changing a Rule s Position Use position to specify the order in which multiple rules execute. Rule position can affect whether a rule performs as expected. You want to ensure that rules with specific criteria execute before general criteria rules since general rules could affect more messages and could result in the wrong action being performed on a message. To change a rule s position: 1 To move a rule up in the list, highlight the rule in the list and then click Move Up. 2 To move a rule down in the list, highlight the rule in the list and then click Move Down Enabling and Disabling Rules You can temporarily disable a rule. This allows you to enable it later when needed. If you want to completely delete a rule, see Deleting Rules on page 59. To enable a rule: 1 Under On, select the enabled box next to the rule you want to enable. 2 Click Save to ensable the rule. To disable a rule: 1 Under On, deselect the enabled box next to the rule you want to disable. 2 Click Save to disable the rule Deleting Rules Use care in deleting rules. When a rule is deleted, it cannot be undeleted. 59

60 To delete a rule: 1 Click Settings. By default, the Settings tab is displayed. 2 Click Rules to open the Rules tab. 3 To delete a rule in the list, highlight the rule in the list and then click Delete. 4.4 Downloading Messages from Other Accounts (Mail Sync) If you have multiple accounts, you can use the Mail Sync tab to routinely retrieve messages from your other accounts. For example, if you have accounts at work, home, and school, you can configure M+NetMail to copy or move any new messages from those accounts to your M+NetMail mailbox. You can also choose to leave copies of your incoming on those servers, allowing you to access your from all your accounts. To use this tab, choose Settings from the main M+NetMail window, and then click the Mail Sync tab. Before configuring mail proxy settings, you need to understand the following: Your other accounts must run on a POP3 or IMAP service. You cannot retrieve mail from Web-only services such as Hotmail or Yahoo. Message retrieval is not instantaneous. The proxy service runs at intervals set by your system administrator (such as, every 1, 2, or 3 hours). Updates to your account occur on this preset schedule. You can proxy up to three accounts. Some providers allow access to your mailbox only if you log in within a specified IP address range that belongs to the service. These providers assign you an IP address upon login. In these cases, mail proxy does not work even if the account is on a POP3 or IMAP service. You need to know the POP or IMAP server s host name for your account, such as imap.myisp.com, mail.myisp.com, or pop.mail.myisp.com. If you do not know the host name, contact your service provider. Figure 4-6: Mail Sync tab 60

61 Depending on how your administrator has configured your system, you might not have access to the Mail Sync feature. To download messages from another account: 1 In the Host Name field, type the POP or IMAP server s host name for your account 2 In the User Name field, type your account username. 3 In the Password fields, type and retype your account password. 4 Use the Type drop-down list to select IMAP or POP3. For Mail Proxy to work, the account must run on a POP3 or IMAP service. You cannot retrieve mail from Web-only mail services such as HotMail or Yahoo. 5 If you want to leave copies of your messages in the original mailbox, select the Leave on Server check box. Leaving copies of your on the server allows you to access those messages from the original account. When you leave on a server, it takes up server space. Because most accounts limit mailbox size, recommends that you do not select Leave on Server unless you monitor the account often or sufficient space exists. 6 Click Save, then click Close. 4.5 Working with Shared Folders and Calendars The Shared Folders tab allows you to easily distribute project information and correspondence to team members. A shared folder or calendar is like any other folder, except other people (subscribers) can access it. For example, team members can view and store items such as messages, plans, and documents in a shared folder, eliminating the need to send or forward multiple items to each member. Project schedules and deadlines can be tracked in a shared calendar. If new members join the team and are given rights to the team s shared folders, they immediately have access to all the messages and calendar items for the entire project. When you subscribe to a shared folder or calendar, a virtual copy of the folder or calendar is created in your mailbox. This allows you to mark and track items you have read without impacting the master folder or calendar. To share a calendar or folder, you can create a new folder or calendar or share an existing one. Because you own the master folder or calendar, you choose the users you want to share with and each person s rights. Available subscriber rights are as follows: Mark Read Allows subscribers to mark items as read in their virtual copy of a shared folder or calendar. This allows subscribers to track items they have opened. Read Allows subscribers to open and view the items in a shared folder or calendar. Insert Allows subscribers to copy items to the shared folder or calendar, which inserts the items into the master mailbox. The master mailbox then replicates the items to all subscribers' virtual copies of the shared folder. Delete Allows subscribers to delete and purge items from their virtual copy of a shared folder or calendar. If the owner of the master mailbox deletes an item within the master folder or calendar, the delete is not replicated to the virtual copies. However, if the owner of the master mailbox purges an item, it is removed from all subscribers copies of the folder or calendar. Shared folders work with IMAP clients, including GroupWise, Ximian Evolution, Microsoft Outlook Express, Microsoft Outlook, Eudora, and Mulberry. To use this tab, choose Settings from the main M+NetMail window, and then click the Shared Folders tab. 61

62 Figure 4-7: Sharing Folders or Calendars To share a folder or calendar with subscribers: 1 Under Add a Share, select the folder or calendar you want to share. 2 In the Add Share for User field, type the user name(s) to which you want to give rights to share the folder. Separate multiple usernames with semicolons, commas, or spaces. 3 Click Save, then click Close. To define subscribers rights to the shared folder or calendar: 1 Under Folders You Are Sharing, select Mark Read, Read, Insert, or Delete to define shared rights for each subscribed user: 2 Click Save, then click Close. To unsubscribe a user from a shared folder or calendar: 1 Under Folders You Are Sharing, click Delete next to the user you want to unsubscribe from the shared folder or calendar. 2 Click Save, then click Close. To stop sharing a folder or calendar with subscribers: 1 Under Folders You Are Sharing, click Delete next to any user that has rights to view a folder you do not want to share. 2 Click Save, then click Close Hiding Folders and Calendars Hiding a folder or calendar removes it from your Folder List so neither you nor your proxy users can see it. The folder or calendar is active, which allows rules to transfer messages into a hidden folder or hidden shared calendar subscribers to view the calendar. For more information on rules, see Using Rules on page

63 To hide a local folder or calendar: 1 Under Available Folders, deselect the checkmark next to the folder or calendar that you want to hide. 2 Click Save, then click Close. 3 Click your browser s refresh button to update the Folder List. 4.6 Giving Other Users Access to Your Mailbox (User Proxy) The User Proxy tab allows you to give other users proxy access to your mailbox. For example, if you have an administrative assistant who processes your incoming messages, appointments, tasks, and notes, you can give your assistant access to your mailbox to manage these items. You can hide some folders and calendars in your mailbox from proxy users. For more information, see Hiding Folders and Calendars on page 62. Two levels of rights exist: Read Only: The proxy user can view your personal folders, calendars, and contacts. Full: The proxy user can view, edit, add, and remove items contained in your personal folders and calendars, create rules, and add entries to your personal address book. To use this tab, choose Settings from the main M+NetMail window, and then click the User Proxy tab. Figure 4-8: User Proxy tab Giving Users Proxy Access to Your Mailbox To give a user proxy rights to your mailbox: 1 Click Add. 63

64 Figure 4-9: Giving Proxy Access to a User 2 In the Username field, type the username you want to give proxy rights. The person is automatically granted Read Only rights. 3 Click Save. The user s name appears in the list of usernames. 4 If desired, click the Full option to give the person Read, Compose, and Delete rights to your account. To restrict a proxy user s rights to Read Only: 1 In the list of usernames, disable the Full option next to the proxy s username. 2 The proxy user s rights are restricted to Read Only rights. To delete a user from proxy access: 1 In the list of usernames, highlight the proxy s username and then click Delete. 2 The user can no longer access your personal mailbox Using Proxy Rights to Access a Mailbox To access a mailbox to which you have proxy rights: 1 On the left-hand side of the main M+NetMail screen, right-click your username and choose Change User. 64

65 Figure 4-10: Change User 2 Under Accounts for Which You Have Proxy Rights, click the username for the mailbox you want to access. The mailbox opens in a new window. 3 When finished, click Logout to log out. 65