Introduction to Webmail for staff - University of Greenwich

Introduction to Webmail for staff 

Contents: 

• Starting Webmail 

• Login screen 

• Your inbox 

• Composing a message 

• Attachments 

• Replying to emails 

• Forwarding a message 

• Address book 

• Deleting messages 

• Automatic email forwarding 

• Setting up an out of office reply 

• Logging out of Webmail 

• Storage limitations 

• Further help 

Starting Webmail 

You can access your Webmail account from any PC with an internet connection. 

Webmail is available both on and off campus. 

There are two methods available to access your Webmail account. 

These are: 

1. Entering the Webmail address directly into your internet browser - 

http://staffmail.gre.ac.uk/ 

2. Logging in to the University of Greenwich Staff Portal at 

http://portal.gre.ac.uk and clicking the e-mail icon. 

Login screen 

Once you start Webmail you will be presented with the following login screen: 

ILS – August 2008. 1 Horde v3.0

In order to access your email you will need to know your Username and original 

Password. 

If you are unsure of your username or original password please contact the Staff 

Computing Help Desk on extension 7555 or from outside the university on 020 8331 

7555. 

Automatic maintenance 

After you login you may see mail maintenance operation prompt: 

You can allow the maintenance operation to continue or select Skip Maintenance. 

You will then be told when you last logged in. Click on the Mail option on the lefthand 

toolbar to go to your inbox. 

Your inbox 


The Webmail Inbox looks like this: 

Along the top you will find the main toolbar: 

This will remain on the screen no matter what function you are performing in 

Webmail. 

To open a message -- simply click on the subject line of a received email. 

To return to the Inbox you can either click on the Inbox button at left hand end of the 

toolbar, or the Back to Inbox text link on the top right hand corner of your message. 

Composing a message 

To write a new email, click on the Compose button along the top toolbar. 

The composition window contains standard controls for handling emails -- for 

example To, Cc, Subject, and Attachments. 


Attachments 

To attach files to an email you must scroll to the bottom of the composition window, 

use the Browse button to find the files you'd like to attach, and then click Update. A 

message will appear at the top of the screen to confirm that you have added the 

attachment. 

Remember: If you do not click the 

sent. 

button your attachment will not be 

Once you have finished composing your email click on the Send Message button. 

Replying to emails 

Once you open an email, further options will appear. Amongst the options available 

are Reply, and Reply to All. Clicking on Reply will take you to the message 

composition window where you can compose your reply. Clicking on Reply to All 


will ensure that all the people addressed in the original message will be included in 

your reply. 

Forwarding a message 

If you wish to forward a message to another person - simply open the message and 

click on Forward. You will be taken to a composition window where you have the 

option to add further text to the message or just send it as it is. 

Address book 

One of the options available to you in a composition window is the use of the 

University Address book. This is accessible by clicking on the Address book icon 

below the subject line. 

Once the address book window has loaded, select the address book you would like to 

use and enter the surname of the person you are looking for. Webmail will now 

search the address book and return any results. 

Deleting messages 


Deleting emails is a two part process. If you are viewing the Inbox you'll need to tick 

the checkboxes relating to the messages that you'd like to delete and then click the 

Delete button. You can also delete messages whilst viewing them by clicking on the 

Delete button. 

To completely remove the messages you will need to purge them. In order to do this 

you must return to the Inbox. 

The messages you have chosen to delete will appear in grey bands and will have a 

trash can icon next to them. In order to delete them click the Purge Deleted button to 

clear the messages from the server and your Inbox. 

Automatic email forwarding 

If you would like to redirect your university emails to another address you need to set 

up a forward. Click on the Forward button at the top of the screen. 

Further options will appear. 

Enter the email address you wish to have your messages forwarded to. If you would 

like copies of the messages to also be kept in your university email then ensure you 

tick the Keep a copy in your local mailbox option. You will then need to re-enter 

your password for security reasons. 


To remove the redirect -- follow the same procedure. However you must select the 

Unset/remove a forward box. 

Setting up an out of office reply 

Important: Before you set up an out of office reply you should be aware that this will 

overwrite any automatic mail forward you have set up. If you want to have both of 

these functions running concurrently then you will need to contact the Help Desk who 

will be able to arrange this for you. You will find their contact details at the end of 

this document. 

If you are not planning to check your email for a length of time or are going to be 

away then you should set up and out of office reply. Click on the Out of Office button 

at the top of the screen. 

You will be presented with the out of office options. 

Select Set/install Out of Office notice to enable an out of office reply. Select 

Unset/remove Out of Office notice to disable the out of office reply. 

Enter the details of your out of office reply in the boxes provided. 


Important: You must enter your Mail ID in the From and Mail ID boxes. Your mail 

ID is the part of your email address that contains your name. For example the Mail 

ID for the email address j.smith@gre.ac.uk would be j.smith. 

You will then need to re-enter your password for security reasons. 

Logging out of Webmail 

When you have finished browsing your emails, you can logout via the logout icon 

located near the right-hand end of your toolbar. 

Storage limitations 

It is vital that you keep the amount of stored messages to a minimum as your space is 

limited. You can look after your Inbox by deleting old messages or messages 

containing large attachments. Your quota status is displayed on at grey banner below 

the toolbar. 

If you are running low on space you will receive a warning via email. If you run out 

of space you will cease to receive new messages. If this happens you will need to 

contact the Staff Computing Help Desk (see below). 

Further help 

If you need further help with Webmail, contact the Staff Computing Help Desk on 

extension 7555 or from outside the university on 020 8331 7555. You can also email 

them at helpdesk@gre.ac.uk.

Introduction to Webmail for staff - University of Greenwich

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