NEOMIN Webmail Instructions Lisa Collins Created: Nov 10 th, 2009 Revised: Jan 25 th, 2010 1
Table of Contents Logging In 3 Viewing your Inbox/Emails 4-5 Printing & Deleting Emails 5 Replying & Forwarding 7 Composing a New Email 7-8 HTML Editor 9 Attachments 9-10 Address Book Adding Contacts one at a time 11-12 Address Book Editing a contact 12 Address Book Importing an existing address book 13 Address Book Adding the sender of a message 14 Address Book Creating Groups 15 Calendar 16-17 Preferences 18 19 Searching for a Message 20 - Features applicable for staff who only use WebMail Creating Folders 21 Moving Emails to Folders 22 Create Filters to automatically move emails to certain Folders 22 23 Viewing Quota Usage & Folder Size 24 2
)1) Logging Into WebMail - Log in using the same username and password as you always have. - The advanced interface is the most intuitive * Pop up blockers (IE, Yahoo, etc) need to allow newmail.neomin.org This is the start page you see once you have logged in. * If you prefer to not see this start page on future logins, you can go directly to your Inbox by checking this box. 3
2) Viewing your Email - To view your email, click on the Inbox. - This will bring you to a listing of all your messages in the Inbox. - Your screen should look similar to the screen on the right 4
- If you click once on the emails in your Inbox, you can preview them at the bottom of the screen. - If you double click on the emails in your Inbox, the message will open in a new window. 3) Printing & Deleting Emails - You may print an email while viewing it by clicking on the print icon This will bring up the Printer box where you can choose a printer to print to. - You can delete emails one at a time or multiple emails all at once. Just click on the check box of the emails you want to delete. Then click on the delete icon (Red X) to the left of the print icon 5
You can SELECT ALL the emails shown on the page with one click! By clicking the checkbox that contains a checkbox, all emails will be selected. Then click on the delete icon (Red X) at the top of the screen. You can (and should frequently) delete messages from your trash. The easiest way to do this is in your preferences. Go to the preferences menu and choose Account Preferences From the Preferences screen, you can check Delete Trash on Logout. Then click the Save Settings button at the bottom of the page. Go back to your trash by clicking on the Trash folder. You ll see there are messages there. Go ahead & logout of WebMail then log back in. Check your Trash folder. You should see the Trash is empty. You can go back to Preferences & uncheck the Delete Trash on Logout if you prefer that WebMail not delete the Trash on every logout. Remember to click Save Settings 6
4) Replying & Forwarding When viewing a received email you have various options. - Reply (Replies just to the sender) - Reply All (Replies to everyone the sender sent the message to.) - Forward (Forwards entire email including original headers and any attachments 5) Composing a New Email - Click on the Write Message Icon. Choose New Message from the sub menu that appears. This will bring you to a new window where you may compose a message 7
Addressing the email - You can start typing an email address. If a similar address is found in your address book, the software will prompt you with like addresses for you to choose from. - You can also add email address from the address book by clicking on the Add Recipients icon Then you choose who you want the email to go to by clicking peoples names (you can choose multiple names by holding down the Ctrl key while clicking the names) and then click on the TO: or CC: or BCC: arrows that are shown to the right (with red circles around them) When finished adding addresses, just click the Add Icon at the top left (pink circle around icon) 8
6) HTML Editor - You have the option to emphasize the emails you write by using different colors, font sizes, font styles, etc. Just use the HTML menu bar 7) Attachments When creating a new message or replying to an email, click on the attach icon along the top. A new window will open. Click on the browse button Browse to find the location of the file you want to attach. Click on the file you would like to attach. Click open. 9
Your file name will appear in the empty space to the left of the browse button. Click upload and then return when you are finished attaching your document. If you would like to attach more than one document, just click on the browse button again to locate another file before you click return. Once you are done adding an attachment(s) and have clicked return, you will see the name of your attachment(s) appear above the subject line 10
8) Address Book The address book will hold information (such as work and personal information phone numbers, email addresses, physical addresses, etc) about people you would like to add. It will also allow you to build distribution lists. There are 2 ways to add information to your address book. You can - Manually add contact information - Import information from an existing address book (data needs to be in a comma delimited file) Address Book Cont d Adding contact info one contact at a time - Click on New Contact A new window will appear - Enter Name & Email Address etc in the fields provided. - Click Add The email address will appear in the box at the bottom of the screen - Click OK 11
You will now be back to the main page of your address book To add additional information such as work and personal information (phone numbers, email and physical addresses) you can Edit the profile. - Editing a Contact - Choose who to Edit and click the Edit Icon A new window will appear - You can choose a tab from the top to choose what information you are going to add/edit (Personal, Business, etc) - When you are done adding information, click on the OK button. - You will then return to the main page of the address book. 12
Address Book Cont d Importing a comma delimmited file from another address book. - Click on the Import Icon A new window appears - Uncheck the box that says First row contains description if you are importing your old WebMail address book that NEOMIN has supplied for you. - Browse to the location where the address book file is saved. - Once you have located the file, click Import File. You will then see the following screen. - Use the drop down menus to match up the field names with the corresponding fields Then click Import Entries A pop up box will confirm the additions 13
Address Book Cont d Adding the sender to the address book - If you double click on an email in your Inbox, the message will open in a new window. From the new window, you can easily add the sender of the message to your address book with the click on an icon. Simply click this icon to add the sender A brief confirmation (Alert) that the addition was successful will appear and then quickly disappear. 14
Address Book Cont d Adding a Group - To add a group, you click the New Group icon. This will open up a new window. - Name your list (you cannot have spaces in the name of the list. - Highlight addresses you want to add to the list. - Click the add button in the middle of the page. (This moves those addresses highlighted to the column on the right) - Click the Add icon at the top of the screen to finish creating your list. Editing a Group - Find the name of the group in your address book. - Click on the Edit icon. This will open up a new screen. - To remove an address from the list, highlight the address. Then click remove. - To save the edited group, click the Add icon at the top. 15
9) Calendar To get to the Calendar for keeping track of appointments and tasks, click on the Calendar icon This will open up the calendar where you will see the current day. If you would like to view the calendar differently, just click on the number icons at the top of the screen. You can choose a 5, 7 or 31 day view. Creating a Task - Click on the plus button to the right of the word Tasks A new task will appear - Double click on the new Task (anywhere on the text) to give the Task a name and give it description. 16
Use the boxes to - Name the Task - Add Date and Times - Choose a category - Describe what the task is - Click on Update Entry The screen to the right will close. You will see the updated information listed in the Task area Create an Appt - Click on the hour (in the yellow space) where you want to add the appt. A new box will appear - Enter the description of the appointment in the white space within the box - Click on done when you have finished. - Click the folder/envelope icon to get back to email 17
10) Preferences There are several preferences you might like to set on your account. - Click the Preferences menu & then click Account Preferences You will see many preferences that you have the ability to set. The ones circled in red are the more common ones that a user might want to set or change. 18
Some people prefer to always read their messages in a new window (vs. previewing them below their list of email in the Inbox) You can check the New Window Popup to force a message to open in a new window. The email signature file allows you to always close your emails the same way. Feel free to add job title, phone number etc. into the white text box. - Click Save Settings so that any changes will be saved in your preferences 19
11) Search Messages You can search for an email with the search feature - Click on the Edit menu and then click on Search messages. A new screen will pop up. Check Include All Folders if you want to search in more than the Inbox You can use search criteria based on the following: From Address To Address Subject Body of Message Date Attachment (Yes or No) Message Flagged (These fields are inside the orange rectangle) Click New Search (shown with a red circle) Results are shown in the bottom of this screen 20
12) Creating Folders - Go to the Tools menu. Click on Folder Manager - Click on New Folder - Type in a name for the new folder - Click Add The new folder will appear under your Personal folder 21
13) Moving Emails into other folders - Check the emails that you would like to move - Click on the Move to Folder icon. - Choose which folder to move the selected emails too. 14) Email Filters An email filter allows you to automatically send emails from certain addresses or with certain criteria in the subject line to a specified folder instead of the Inbox - Click on Email Filters 22
Filter on a sender s Email Address - You can specify an address from a certain sender in the Email Address box - Using the drop down menu beside Move Email to & pick a folder to automatically put this sender s emails into - Then click add Add Email Sort The filter/sort will show up under Email Sorting Filter on a Subject Line - You can specify a word or string of words in the Email Subject box - Using the drop down menu beside Move Email to, pick a folder to automatically put emails with this word or string of words in the Subject line into - Then click add Add Email Sort The filter/sort will show up under Subject Sorting 23
15) View Quota Usage Go to the Utilities menu & click Start Page. Here you will see how much of your quota you are using. 16) Folder Size Go to the Utilities menu & click Folder Manager. Here you can see how many messages are in a folder and also the size of the folder. 24