Kean University E-Mail System Guide cougar.kean.edu www.kean.edu Your window to the world
USING KEAN UNIVERSITY E-MAIL SYSTEM (COUGAR) This document is divided into three sections: Messenger Express Basics: provides all the information you need to log into and use your new email account. Advanced Email Topics: covers additional subjects such as reading and sending attachments, using distribution lists, and the address book. Viewing and Managing your Account: shows you how to make changes in the appearance or operation of your email account.
MESSENGER EXPRESS BASICS The following information on how to use your email account is found in Messenger Express Basics: Logging into your account Receiving new messages Reading a message Sending a message Replying to a message Forwarding a message Printing a message Filing a message Deleting a message Logging out of your account Logging into your Messenger Express email account Use any Web browser. Enter the URL: cougar.kean.edu (The Login page will appear and look like the picture below). Enter your Username and Password : (Remember, usernames and passwords are case sensitive).
Click on Login or press Enter. Receiving New Messages The default screen for your email account is the Inbox. The Inbox displays a list of messages, showing the date or time each was sent, the sender, size and subject of the message. Messages that are highlighted have not yet been read. The number of read and unread messages is also displayed at the lower left of the screen, along with the amount of disk space currently in use (Note: The Kean University E- Mail system has limited all user space to 25 Megabytes. A message will appear when you have reached 80% of that capacity). The system does not notify you when you receive new mail. To check for incoming messages, click on the Get Mail icon. Reading a Message Click on the Subject of the message you want to read. Click on the Inbox tab to return to the list, or on the Next or Prev arrows to read other messages. Sending a Message Click on the Compose icon.
The "Compose Message" window appears, with the cursor in the Add Recipient box. Type an email address in the Add Recipient box. Enter only the username when sending messages within Cougar. For messages sent outside Kean University you must use the full email address (Whoever@turbo.kean.edu and Whoever@hotmail.com). Click on one of the options following as: To = Send the message directly to this person Cc = Send a copy of the message to this person Bcc = Send a blind copy (Other recipients cannot see that you have sent a copy of the message to this person). The Add Recipient dialog box will reappear. You may add as many addresses as you wish. Click in the Subject box to enter a subject for your message. Click in the message text box to write your message. If you wish, you may: Select a delivery priority from the "Priority" drop-down menu. (If you select "High", a red exclamation point will appear to the left of your message when it is received). The default is "normal".
Select a receipt option from the "Request receipt" drop-down menu. (You will be notified when your message is received and/or read). The default is "none". To send your message, click on the Send icon at the top of the window. If you decide not to send a message, you can click on the Cancel icon at any time. Then click on OK to confirm (Note: If there is no subject line you will not be prompted to click on OK to confirm Cancel). Replying to a Message With the message on the screen, click on the Reply icon to reply to the sender, or on Reply All to reply to the sender and all other recipients. The "Compose Message" window appears, containing the name of the recipient(s). The subject of the original message is retained. The cursor is in the message text box. Type your reply. (If you don't want to include the original message when you Reply, see Viewing and Managing Your Account for instructions on how to remove it). Select "Priority" and/or "Request receipt" options if you wish. Click on the Send icon. Click on Inbox to return to the list of messages. Forwarding a Message With the message on the screen, click on the Forward icon. Address the message as described in Sending a Message. The subject of the original message will be retained, prefaced with Fwd. Any attachments that came with the original message will be forwarded.
Click in the message text box if you wish to add your comments to the original message. The message being forwarded does not appear on the screen. Select "Priority" and/or "Request receipt" options if you wish. Click on the Send icon. Click on Inbox to return to the list of messages. Printing a Message Use the Print button on your Web browser or File - Print Frame to print a copy of an email message. Filing a Message If you wish, you can move messages from the Inbox to another folder. Otherwise, they will remain in the Inbox. With the message on the screen, click on the down arrow next to "Move message to Folder". The message will be removed automatically from Inbox and saved in the folder you select. You can also move messages without opening them. Click in the checkbox to the left of the message(s), and then select a folder as described above. Deleting a Message By default, your account moves deleted messages to the Trash folder and empties the Trash folder when you log out. To delete a message from the screen, click on the Delete icon.
To delete messages from a list Click in the checkbox by each message you wish to delete (To select all messages for deletion, click in the "Select All Messages" checkbox). Click on the Delete icon. For information about other delete options; see Viewing and Managing Your Account. Logging out of email Click on Logout at the upper right of the screen. Click on OK to confirm. (Kean University is not responsible for any emails that are lost and/or deleted. If you do not logout of your e-mail account).
ADVANCED EMAIL TOPICS Advanced Email Topics covers the following information on using your account: Attachments: Viewing attached files Saving attached files to disk Sending an attachment Collecting email from another account The address book: Adding a name to your address book Searching for an address Distribution lists: Creating a new distribution list Sending a message to a distribution list Displaying the names in a distribution list Editing a distribution list Deleting a distribution list Searching message content Folders: Creating a new folder Deleting a folder Renaming a folder Using vcard Drafts: Composing and saving a draft Retrieving and sending a draft Attachments Viewing Attached Files If you receive a message containing an attachment, a paperclip icon will appear to the left of the "Size" column. To view the attachment: Open the message by clicking on its subject.
Click on the name of the attachment, in the message header or within the message itself. In the window that opens, click on the Attachment. A new window will open to display the attached file. Saving Attached Files to disk If you receive a message containing an attachment, a paperclip icon will appear to the left of the "Size" column. To save the attachment: Open the message by clicking on its subject. Click on the name of the attachment, in the message header or within the message itself. Click on the File and Save as in the windows that open, find where you want to save the file. Enter a name for the file and destination. Click on Save. Sending attachments To send an attachment: Click on Compose. Address and write your message as described in Sending a Message. Click on the Attach icon. In the "Attach File" window, click on Browse. Find and highlight the file you want to attach. Click on Open. The "Attach File" window will reopen. Click on the Attach button. The "Attach" window closes when the file is sent, and the name of the file appears in "Attachments" in your message header. Click on Send. (Note: There is a 10 Megabytes limit size to attached files, the system will not let you send files over 10 Megabytes).
The Address Book Adding a name to your address book. Click on the Addresses tab. Click on the New Entry icon. Enter the first name, last name and email address of the person you wish to add. "Display name" is entered automatically when you type in the first and last names. Other information is optional. Use the "More" and "Notes" tabs if you wish to enter additional information. Click on OK to confirm changes or Cancel to discard the entry. Searching for an address Click on the Addresses tab, then on the Search icon. Select the directory you want to search from the first drop-down menu. "Search addresses", the default, contains the names in your personal address book. "Search the local directory" contains all names in the Kean University e-mail system. (The other options search Web directories). If you wish, use the other drop-down menus to narrow your search. Click in the dialog box and type the terms to be searched. Click on the Search button. If a match is found, the name(s) will be displayed. To send email to the person(s) whose address you have found, click in the checkbox for To, Cc or Bcc by each name. Then click on the Compose Message button.
The "Compose message" window will reappear with the name(s) already in place. Distribution Lists Creating a new distribution list. Click on the Addresses tab. Click on the New Group icon. Enter a name for the distribution list in the Group Name dialog box. Use the Notes tab to create notes about the distribution list you are creating. In the "Other Entries" panel, highlight the name of a person you want to include in the distribution list. Click on the left arrow button (<) to add the name to the distribution list. (Repeat for each name you wish to include). Click on OK to create the distribution list or Cancel to discard. Sending a message to a distribution list Click on the Inbox tab. Click on the Compose icon. Type the name of the distribution list in the Add recipient dialog box (If needed, click on the Address icon and search for the distribution list name). Click in the appropriate checkbox and on "Address message". Compose and send the message as described in Sending a message. Displaying the names in a distribution list Click on the Addresses tab. Highlight the distribution list in the "View Group" drop-down menu. A list of the names included in the list will display. Editing a distribution list Click on the Addresses tab. Select the distribution list to be edited from the "View Group" drop-down menu. Click on the Edit Group icon. To add new names to the list, highlight them in the "Other entries" panel. Click on the left arrow (<) to add the name to the list. To remove a name from the list, highlight the name in the Group Includes: box; then click on the right arrow(>).
Click on OK to confirm changes, Cancel to discard. Deleting a distribution list Click on Addresses. Click on the "View Group" drop-down menu and highlight the name of the distribution list to be deleted. Click on the Edit Group icon. Click on the Delete button in the bottom left hand corner dialog box, then on OK to confirm. Message Search Use Message Search to find messages on a particular subject or sent by a specific person. Click on the Inbox tab. Click on the Search icon. In the "Search for messages in " drop-down menu, highlight the folder you want to search. Use the 2nd drop-down menu to indicate which field you want to search: sender, subject, body or recipient. Use the 3rd menu to indicate whether your terms should be included in or omitted from your search. Click in the dialog box and enter the text to be searched. Click on the Search button. The results of your search are displayed. (The Search icon is now labeled Revise. Click and repeat the operation to do another search). Using Folders Creating a new folder: Click on the Folders tab. Click on the New icon. Type the name for the new folder in the Create new folder... dialog box.
Click on OK. The new folder will appear in the Folders list and in the "Move messages to folder" dropdown menu. (To create a "sub folder" under an existing folder, follow the instructions above, but click on the radio button next to the existing folder where you want to add the lower-level folder). Deleting a folder Click on the Folders tab. Click on the radio button to the left of the folder you want to delete. Click on the Delete icon. Click OK to confirm. Renaming a folder Click on the Folders tab. Click on the radio button to the left of the folder you want to rename. Click on the Rename icon. Type a new name for the folder in the Rename Folder to dialog box. Click on OK. Using vcard If you receive email from someone who is using the vcard option, you can add his or her personal data directly to your address book. See Viewing and Managing Your Account for instructions on creating a vcard. To save vcard information from a message you have received, click on the vcard attachment in the message header. To see the data, click on View Complete Card. To add the data to your address book, click on Add to Address Book. A "New Card" window will open. Click on OK to add the data. Additional information may be added using the Contact and Notes tabs. To return to Messenger Express, click on File, then on Close. Collecting Email from Another Account When you click on the Folders or Inbox tabs you will see a link to Collect External Mail on the bottom right-hand side of the screen. The purpose of this link is to import email from other accounts into your Kean University E-mail Account. (NOTE: This will work only if the host you are accessing has a "POP Mail" server). Click on Collect External Mail. The "POP Collection" window will open.
In the POP Server dialog box type the server address of the email account you want to access (for example, www.hotmail.com). Type your username for the account In the POP User ID dialog box. (The default is your Kean University e-mail username). Enter your password for the account in the Password dialog box. The default setting will delete the messages from your other account. To leave them there, click in the checkbox to remove the check mark. By default, messages will be sent to Inbox. You can send them to a different folder (perhaps one you have created for this purpose) by selecting the folder name from the "Save To Folder" drop-down menu. Click on Collect. All unread email from the account you accessed will be sent to your Kean University E- Mail account. Using Drafts Composing and saving a draft: To write a draft of a message to be sent later, click on the Compose icon. When the "Compose Message" window appears, the cursor will be in the Add recipient box. You can enter the address now, or wait until you are ready to send the draft. Compose your message as you normally do. Click on the Save Draft icon at any time to save the message without sending it. The "Compose Message" window remains open, but the message is saved in the Drafts Folder. Click on the Folders tab to return to your other messages.
Retrieving and sending a Draft Click on the Folders tab, then on the Drafts folder. Click on the Subject of the draft you want to retrieve. The "Compose Message" window will open, containing your draft. If you haven't already done so, enter the recipient name(s) in the Add recipient box. Make any revisions you wish and click Send. You can return your draft to the Drafts folder as many times as you wish.
VIEWING AND MANAGING YOUR ACCOUNT The following administrative options can be used to verify or change the way your email account looks or operates. They are found under the Options tab. Account summary Personal information Reply-to address Signature file vcard Password change Settings Copy every message you send Folder for message drafts Mail forwarding Reply quoting Appearance Color scheme Font Message display Toolbar Vacation message Account Summary Account Summary provides information for viewing purposes only. If you wish to change these settings, contact your system administrator. The email address(es) from which you can receive email. Your name as it appears on outgoing email. Your disk quota and the amount of disk space you currently have in use. Personal Information Use this form to change personal information in your email account. Language This option is not currently enabled. Reply-to Address If you want replies to your email sent to a different address, enter the address here.
Password Signature This is your "signature file". Type personal information you want to include with your messages in the text box. Click in the "Include this text in each message you compose" checkbox If the box is checked, this text will be included with every message you send. vcard The vcard is a longer and slightly different form of the "signature file". If you fill in the items on the form that you wish to include and click in the box next to "Attach vcard to messages" this information will be sent as an attachment with every message you send. Recipients of the message can transfer the information in the vcard directly into their personal address book (See Advanced Email Topics). ** Click on Save Changes to retain the changes you have made in Settings. If you made changes and decide not to keep them, click on Reset. The page will revert back to the original information. ** Enter your old password in the 1st dialog box. Enter your new password in the 2nd dialog box. Re-enter your new password again in the 3rd dialog box, for confirmation. Click on Change Password to confirm your new password or Reset to retain the old one (Passwords: May be up to 15 characters in length, May contain alpha, numeric and special characters and are case-sensitive). Settings Deleting Mail There are two options for deleting email: 1) Move deleted messages to the Trash folder: Click on the radio button next to "Move deleted messages totrash". Setting this option moves the messages you delete to the Trash folder (or any other folder you select). If you click in the "Empty folder on logout" checkbox, your Trash folder will be emptied automatically each time you log out of your account. Otherwise you must remember to empty your Trash folder frequently. (This is the default setting for your account).
2) Mark messages deleted: If you click on this radio button, messages are marked with an X when you click on the Delete icon. When you click on the Expunge icon, the messages are removed immediately, without being sent to Trash. If you click on the checkbox "Remove deleted messages from Inbox on logout", marked messages will be removed automatically when you log out of your account. Click on Save Changes to retain the changes you have made in Settings. If you made changes and decide not to keep them, click on Reset. The page will revert back to the original information. Sent Messages Click in the checkbox to save a copy of every message you send. Click in the box to remove the check mark if you don't wish to save copies of messages you send. By default, these messages go to the Sent folder. Use the drop-down menu to save them to a different folder. If you enable the Sent Messages option, you must remember to delete your old messages. Message Draft This option lets you choose the folder in which you want to save drafts (See Advanced Email Topics). By default, drafts are saved in the Drafts folder. Use the drop-down menu if you wish to save drafts to a different folder. Reply Quoting Click in the checkbox to include the text of the original message when you use Reply. If you prefer not to include the original message in your replies, click in the box to remove the check mark. Mail Forwarding Use this option to send copies of the messages you receive to another email address. ** When you have finished making changes to Personal Settings, click on Save Changes. If you make changes and decide not to save them, click on Reset. **
Appearance Use these options to customize the appearance of your email account. Color Scheme To change page text and background color, click on the radio button next to the color scheme you prefer. Toolbar To customize the appearance of the toolbars, click on the radio button next to one of the following: Show icons and text (the default). Show icons only. Show text only. Message List View Use the drop-down menus to select the number of messages you want to display on each page (20 is the default) and the way messages should be sorted (Oldest message first is the default). Display Font To customize the font, size and spacing used to display messages, make a selection from the drop-down menus. ** Click on Save Changes to retain or view these changes, or Reset to retain the previous setting. ** Vacation Message This option will automatically send a message in response to email received when you are away from your office. Click in the "Enable automatic vacation reply" checkbox to turn on the vacation message. To turn off the message, click in the box to remove the check mark. Use the default message, or type your own message in the text box. This message will be sent only if the "Enable automatic vacation reply" box is checked. ** Click on Save Changes to keep changes in the Vacation Message, or on Reset to retain the old settings. **