FirstClass For Web Browsers FirstClass Web Services 12.1 SP1 Email Annotated by Stewart Lynch CreaTECH Solutions https://www.createchsol.com v1.1 - Augist, 2015
Email... 1 Viewing Internet messages with images... 1 Message threads... 2 Sending messages... 2 The message form... 3 Inserting a signature... 4 Attaching a recording... 5 Setting message priority... 6 Setting message receipt options... 6 What happens when you send a message... 7 Unsending messages... 7 Replying to messages... 8 Changing your default reply recipients... 8 Automatically quoting original messages in all replies... 9 Replying automatically... 9 Forwarding messages... 10 Forwarding messages automatically... 10 Message stationery... 12 Changing your mailbox view... 12 Dealing with spam... 13 Annotated by Stewart Lynch - CreaTECH Solutions!i
Annotated by Stewart Lynch - CreaTECH Solutions!ii
Email If your organization is using FirstClass as its mail system, you'll have a FirstClass mailbox containing all the private messages you have sent and received. Whether you are using FirstClass mail or not, you'll see messages in FirstClass conferences. Viewing Internet messages with images When you receive a message over the Internet, Your FirstClass system may block images for security reasons. If this is the case, you will see a yellow bar. To display these images, select the yellow bar. To open the message with all images in a separate tab, use the View Original button. Annotated by Stewart Lynch - CreaTECH Solutions page! 1 of 13!
Message threads Messages with replies are grouped into threads. A message thread consists of a message plus all the replies that have been made to it. The oldest (original) message is at the bottom of the thread, and the most recent reply is at the top. If you have read all the messages in a thread, all but the most recent message is collapsed to a single line that indicates how many more messages are in the thread. If a thread consists of a mixture of read and unread messages, only the read messages are collapsed. You can expand and collapse message threads just as you do groups of objects in columns. Sending messages To send a message, use the New Message button in your mailbox or a conference, or at the top of the MAILBOX pane. Note Depending on your preferences, addressing a message to someone who isn't in your organization will automatically create a contact representing that person in your Contacts folder. If you don't want this behavior, clear the Auto create contact for external recipients checkbox in your preferences. Annotated by Stewart Lynch - CreaTECH Solutions page! 2 of 13!
The message form The message form consists of a top pane (envelope), where you provide information such as the message subject and recipients, and a bottom pane, where you enter and format your message content. Note Your spelling is checked as you type. To see suggestions for a word that is underlined in red, Control(Command)/right-click it. On a tablet device, use your device's standard method. Field Icon Picker 1 Subject 2 To 3 Description The icon that will be associated with this message. To change the icon, select the existing icon, then the icon you want from the popup list. To see additional icons, choose All Icons from the popup's menu. The subject of the message. The recipients' names. Type the name as it appears in the Directory (or type an Internet email address), then tab. For recipients who are in the Directory, you can also type a partial name, tab, then choose the person you want from the list of matches. If you type an email address that is in the Directory, the name will resolve to the recipient's Directory name. You can add multiple recipients. You can enter conference names just as you would enter a person's name. If you created this message in a conference, the message is automatically addressed to the default conference recipients (typically just the conference itself). Annotated by Stewart Lynch - CreaTECH Solutions page! 3 of 13!
Cc 4 Bcc 5 Attach 6 Send 7 menu 8 Recipients who will be copied on the message. To reveal this and the Bcc field, use the disclosure button beside To. Enter their names just as you would enter To names. Recipients who will be blind copied on the message. These recipients won't see the names of any other recipients, and their names will likewise be hidden from the other recipients. Enter their names just as you would enter To names. Attaches a file that is on your device to the message. Browse for and select the file, or if your device supports it, take a picture. For desktop computers, to attach an object that is on your server (such as a FirstClass document or an uploaded file), drag the file or other object to the message's envelope. You can also use this method as a shortcut to attach files that are on your desktop device. Sends the message and closes it. Delete deletes the message, if you decide you don't want to send the message after all. If you want to keep the message, but not send it yet, close the message form. It will be saved as a draft. Print prints the message using your device's standard print method. Inserting a signature When you create a message, you can add a pre-existing signature to the bottom of the message body. Signatures can be used to repeat your name, indicate your title or email address, provide required legal statements, and so on. You can add a signature only to selected messages or make FirstClass add it automatically to every message you create. In addition, you can create multiple signatures and choose the appropriate one for each purpose. Creating signatures To create a signature, choose Preferences from the application menu, then go to the Signatures section. Type an identifying name for your signature at Signature name. If you want this signature to be added to every new message, tick the Add this signature to new messages checkbox. Type and format your signature content. Your signature name is created right away. The content of the signature is saved when you select the Save button on the preferences form. If you want multiple signatures, use the Add Signature button, name your new signature, then type and format the signature content. You can display and update a signature by choosing it at Signature name. If you want to delete a signature, display it, then use the Delete Signature button. Annotated by Stewart Lynch - CreaTECH Solutions page! 4 of 13!
Inserting signatures in selected messages To add a signature to a specific new message, use the Signature edit button and choose the signature you want to use. Attaching a recording If your device has a microphone, you can use FirstClass to record a spoken message, or any other sound, and attach this recording to a message as an MP3 file. Note You can also attach existing MP3, AIFF, GSM-610, and WAV files. WAV and AIFF files can contain many audio formats, such as PCM, ADPCM, IMA-ADPCM, MULaw, and A-LAW. To attach a recording to a message, choose Insert Voice from the message's menu. A sound player is displayed in the message envelope. Annotated by Stewart Lynch - CreaTECH Solutions page! 5 of 13!
Use the Record button and your microphone to record. When you are finished recording, use the Stop button. To review your recording, use the Play button. You can pause the recording and control the volume just as you would with other sound players. You can rerecord if necessary. When you are satisfied with the recording, use the Attach Voice Recording button to attach the recording as a sound file. If you want to replace this attachment with another recording, delete it and start the recording procedure over again. You can also record again to attach additional sound files. Setting message priority You set priority from an open unsent message's menu. In addition to the normal priority, you can make a message urgent or low priority. An urgent message appears in red bold when you send it or after you have read it. It may also result in special handling on route. A low priority message may also get special handling. Check with your administrator to see if making messages low priority has any effect in your organization. To make a message urgent make a message low priority Choose Priority > Priority Urgent Priority > Priority Bulk Setting message receipt options Limitation A message's receipt options control: the creation of notifications of your message's status (such as when it was read) the creation of nondelivery notices These options won't work with all mail systems. Normally, FirstClass notifies you when your message can't be delivered. If you don't wish to receive this notification for a message, you can tell FirstClass not to create it. Annotated by Stewart Lynch - CreaTECH Solutions page! 6 of 13!
You set the receipt option from an open unsent message's menu. To notify you that a message has been read For a message sent to a conference, you will receive a notification each time someone reads the message. This option won't work if a recipient toggles the red dot off before opening the message. notify you when a message has been delivered notify you each time your message is delivered to another server on its route prevent nondelivery notices Choose Receipt > Receipt on Read Receipt > Receipt on Delivery Receipt > Receipt on Route Receipt > Suppress NDN What happens when you send a message When you send a message, only one copy of the message is actually created. It is stored on the server, and you and your recipients have links to it. You can change the properties of your own link (for example, by changing the subject), and even delete it, without your actions affecting the others' links. The actual message stays on the server as long as there are any links to it, and it has not yet expired. This means that if you send a message to a conference, then want to delete it, you must first unsend it. Unsending messages In certain circumstances, you can unsend a message. This makes the message disappear from all FirstClass recipient mailboxes and conferences. It remains in your mailbox as an unsent message, where you can either delete it or update and resend it. Do be aware that the message may already have been read by recipients before you unsent it. Notes You can't unsend a message that was sent through the Internet or a gateway, or moved or deleted by the recipient. In most cases, you can't unsend a message directly from a conference. You must go to your mailbox to unsend it. To unsend a message, choose Unsend from its menu, or open it and use the Unsend button. Annotated by Stewart Lynch - CreaTECH Solutions page! 7 of 13!
Replying to messages To reply to a message, open the message, then use the Reply button. The reply is addressed to the recipients you specified in your preferences, as described below. Tip If you want to quote part of the original message, select the part you want to quote before using Reply. To open a menu of all reply options, use the Reply Options button beside Reply: Reply creates a reply message with a blank body Reply with Quote creates a reply message with a body that contains the original message as a quote If you select part of the message first, Reply with Quote works just like Reply, and quotes the selected part in your reply. Reply All replies to everyone in the original message's envelope Reply Sender replies to just the original message's sender Reply to Conference replies to just the conference in which the original message is located Reply Original Author replies to just the original author of a forwarded message Reply from Conference makes the reply seem to be from the conference in which the original message is located, instead of from you This reply option is often not allowed. It's only available in conferences where you have permission to use it. A reply message opens with the same subject and pre-addressed. You can update any of the information in the reply's envelope. Type your response in the body area below the envelope, then send the message. Note Depending on your preferences, replying to someone who isn't in your organization will automatically create a contact representing that person in your Contacts folder. If you don't want this behavior, clear the Auto create contact for external recipients checkbox in your preferences. Changing your default reply recipients When you choose Reply to reply to a message, FirstClass preaddresses the reply with your default reply recipients. You can change this default in your preferences. Exception Replies to messages in conferences are automatically addressed to the conference's default reply recipients. To change your default reply recipients, choose Preferences from the application menu, then go to the Messaging section. Update the Reply preference field: Annotated by Stewart Lynch - CreaTECH Solutions page! 8 of 13!
This option Automatic Reply All Reply Sender Does this Either addresses a reply directly to the sender and puts all other recipients of the original message in the Cc field, or uses the reply preference set for the user group to which you belong. Addresses a reply directly to the sender and all other recipients of the original message. Addresses a reply directly to the sender only. Automatically quoting original messages in all replies No matter what reply option you choose, you can make FirstClass always quote original messages in your replies. This also changes the default Reply button to Reply with Quote. To always quote original messages, choose Preferences from the application menu, then go to the Messaging section. Tick the Use "Reply with Quote" for all reply types checkbox. Replying automatically If your organization uses FirstClass as its email application, you can make FirstClass reply automatically to messages that are sent to you. This is useful, for example, if you want to inform message senders that you are on vacation. To turn on automatic reply, choose Preferences from the application menu, then go to the Messaging section. Update the fields under Automatically reply to: Annotated by Stewart Lynch - CreaTECH Solutions page! 9 of 13!
This field Local mail Internet mail Reply text Does this Choose No if you don't want automatic replies generated for mail sent from others on your server. Yes generates replies for all local mail. Urgent Only just generates replies for mail that senders marked as urgent. Choose No if you don't want automatic replies generated for mail sent over the Internet. Yes generates replies for all Internet mail. Urgent Only just generates replies for mail that senders marked as urgent. Be careful about replying automatically to Internet mail. Spam mailers are often looking for replies to verify that an address is genuine. The text that you want in your automatic replies. Forwarding messages To forward a message to someone else, open it, then use the Forward button. A forwarded message opens, containing the original message in the body. Update the envelope as desired. You can also add your own text in the body. Forwarding messages automatically If your organization uses FirstClass as its email application, you can make FirstClass forward your messages automatically. This is useful, for example, when you aren't available and want your mail answered by someone else. To turn on automatic forwarding, choose Preferences from the application menu, then go to the Messaging section. Update the fields under Automatically forward: Annotated by Stewart Lynch - CreaTECH Solutions page! 10 of 13!
This field Local mail Internet mail Voice/fax mail Method Forward to Does this Choose No if you don't want mail sent from others on your server to be forwarded. Yes forwards all local mail. Urgent Only just forwards mail that senders marked as urgent. Choose No if you don't mail sent over the Internet to be forwarded. Yes forwards all Internet mail. Urgent Only just forwards mail that senders marked as urgent. If you receive messages from an automated listserver, be careful about forwarding Internet mail. Every message you receive from the listserver will be forwarded. Choose No if you don't voicemail and faxes to be forwarded. Yes forwards all voicemail and faxes. Urgent Only just forwards voicemail and faxes that senders marked as urgent. Redirect shows the original message sender as the sender of the forwarded message. The original list of recipients is retained for information purposes only. Forwarding doesn't send these recipients duplicate copies. Forward shows you as the sender of the forwarded message. The new recipient replaces the original list of recipients. This is the same behavior you see when you manually forward a message. The email address to which you want to send forwarded or redirected mail. Annotated by Stewart Lynch - CreaTECH Solutions page! 11 of 13!
Message stationery Your administrator may create partially completed messages as stationery. Stationery often contains information such as the recipient's address. Depending on how your administrator set up stationery, you may not be able to change prefilled information. You'll find a container's stationery in its Pinned flyout. To use it, simply select it. It works just like a paper pad of message forms; you "tear one off" and complete it. If you send a lot of messages to the same recipient, or with the same information, you can create personal stationery that works just like this as a shortcut. To create stationery, use the New Message button in a container just like you normally would when creating a message. Fill in the information that you want your stationery to contain, then close the message without sending it. In your mailbox, choose Properties from the unsent message's menu, then tick the Stationery checkbox. The message is converted to stationery and moved to your mailbox's Pinned flyout. Note If you want to update or move your stationery, use the FirstClass client. Changing your mailbox view Using your mailbox's menu, you can list: only mail sent to you (Show Incoming) only unread mail (Show Unread) only mail you sent (Show Outgoing) only mail you have drafted but not yet sent (Show Unsent) To show all items again, choose Show All. Annotated by Stewart Lynch - CreaTECH Solutions page! 12 of 13!
Dealing with spam You can tell FirstClass whether to accept or delete mail that FirstClass considers spam. To do this, choose Preferences from the application menu, then go to the Messaging section. Choose the option you want at Junk mail handling. Annotated by Stewart Lynch - CreaTECH Solutions page! 13 of 13!