WebMail 6 Online User Guide Introduction to Webmail The ... - SaskTel

WebMail 6 Online User Guide
Introduction to Webmail
Webmail allows you to perform a variety of e-mail related tasks, such as viewing,
composing, and sending e-mail messages. Individuals who have used e-mail
clients and word processors will find Webmail's layout and functionality familiar;
however, Webmail also provides control over many other aspects of your e-mail
account that desktop e-mail clients are unable to provide, such as:
• Changing your e-mail account password
• Setting up mail forwarding
• Changing spam filter settings
For detailed information on these options and more, please read the appropriately
titled topic in this help document.
The Webmail toolbar
The webmail toolbar, located along the top of the screen, displays the following
options:
• Home
Use this option to return to the home page where you will be able to view the
number of new messages under the “Unread Messages” section along with
the Tasks planned for the current day (“Tasks” section). In addition, you will
be able to check new calendar events under the “Calendar” section. There is
also a “Statistics” section showing the space usage of your mailbox.
• Inbox
This option takes you to your inbox (default). You can view the contents of
other mail folders, such as the Junk E-mail, Trash, Drafts and Sent mail
folders. You can also reply to, forward or compose e-mail messages through
this interface.
• Contacts
This option takes you to your contact list, also known as an address book. In
this interface, you can view, edit, add or delete entries in your contact list.
• Calendar
Selecting this option takes you to an electronic calendar/day planner, which
can be used to keep track of events such as birthday parties, meetings and
appointments. If you subscribe to the applicable e-mail package you can
share these events with other users on your custom domain.

WebMail 6 Online User Guide
• Notes
This option allows you to compose and store any notes which you would like
to access through webmail. If you subscribe to the applicable e-mail package
you can share these notes with other users on your domain.
• Mobile
This option allows you to download a copy of the SyncSuite client for mobile
devices, desktops or laptop PCs. The Syncsuite client allows you to
synchronize your contacts, calendar events, notes and tasks between
Webmail and Outlook, Outlook Express, Blackberries, or other SyncMLenabled
mobile devices.
Note: Not available with all e-mail packages.
• Preferences
In the preferences interface, you can change your account configuration; you
can change your password, SPAM filter settings, mail forwarding, auto reply
messages, and more.
The Mailbox interface
The Inbox interface is comprised of six sections.
1. Mail options
The mail options allow you to do the following:
• Automatically receive new e-mail messages
• Compose a New message
• Reply to a selected message
• Reply to All recipients in a selected message
• Forward a selected message to another e-mail address
• Move the selected messages to the Junk folder
• Delete one or more selected messages
• Search for a specific e-mail message.
• Select a Horizontal/Vertical view pane
To move copy or delete messages, you must first select one or more messages
by highlighting the messages you want to affect.

WebMail 6 Online User Guide
2. Folder list
A list of all of your mail folders are displayed along the left-hand side. Click on a
folder in the list to display its contents. You can also perform the following folder
management tasks by right-clicking on the folders in the list:
• Mark all messages as read: Selecting this option will mark all unread
messages as read.
• Mark all messages as unread: Selecting this option will mark all
messages as unread.
• Empty folder: This command will permanently delete all mail in the
selected folder. If you only want to move certain items to the trash, use the
mail options described in section (1) above.
3. Folder contents
This is a list of all read and unread e-mail messages which are in the folder you
have currently selected. By default, the mail interface displays the contents of
your inbox.
4. Preview pane
The preview pane displays the contents of the currently selected e-mail
message. If no message is currently selected, nothing is displayed.
5. Search
The search function allows you to search through the contents of the currently
selected folder. To do so, type a full or partial keyword, and press "enter" on
your keyboard. You can choose to search by "Subject", "Sender", "Subject or
Sender", "To or CC" and "Entire Message".
6. Horizontal/Vertical View of the messages
The preview pane (Item 4 above) allows you to view the content of a selected e-
mail. If you like, you can hide the preview pane, providing more space to display
the e-mail list. Note: whether or not you hide the preview pane, double-clicking
on an e-mail will display its contents in a new window.
In order to simplify the moving of the selected messages a “Drag and drop”
feature is accessible. Mentioned function allows you to move messages to
different subfolders within the Inbox. To perform this operation select a message
you want to move and drag it to the destination folder.

WebMail 6 Online User Guide
Composing a message
1. Mail options
The following options are available:
2. Mail details
Send
Clicking this button sends your message.
Save Draft
Choose this option if you want to stop composing a message and save it
for later revisions. Your message is saved in the "Drafts" folder.
Priority
Choose a priority for your e-mail message, from Lowest, Low, Normal,
High and Highest priority settings.
Options
Use this option to request read receipts, save a copy in the Sent Mail
folder and to show the BCC field.
Attach
Use this option to attach a file. A dialog box will appear, allowing you to
locate the file on your computer. Click the Browse button to search for
the file that you wish to attach to the e-mail message.
Spell check
For your convenience, WebMail comes with a built-in spell checker.
After typing your e-mail message, click the spellchecker icon to
check for spelling errors. Spelling errors, if any, will be
underlined. Click on the misspelled word and a list of suggested
words displays for you to select from.
In this section you will indicate the recipients of your e-mail message, as well as
the subject heading. You can choose whether or not you want to save a copy of
this message in your "Sent mail" folder after sending, as well as indicate the
message type (plain-text or HTML). Below is an explanation of the different
addressing methods:
To
Enter the e-mail address of one or more primary recipients, separated by
commas.
CC
Short for "carbon-copy"; enter the e-mail address of one or more people
who should receive a copy of this e-mail, but are not considered a
primary recipient.

WebMail 6 Online User Guide
BCC
Short for "blind carbon-copy", recipients who are entered into this section
are not "seen" by the primary and CC recipients (i.e. no other recipients
will be able to tell that a copy of your e-mail was sent to a BCC
recipient).
Any of the fields listed above can be filled in using your contact list by clicking
on the plus sign + beside the associated field; you will be provided with a list of
your personal contacts to choose from.
3. HTML formatting toolbar
This toolbar does not display when composing a plain-text message. The
HTML formatting toolbar allows you to format your text by changing the font
colour, size, or type. You may also set the alignment and use formatting such
as boldface, italics and underlining. To identify the purpose of a button in the
toolbar, move your mouse pointer over the button and leave it there; in a
moment, a small "tool tip" caption will appear, identifying the purpose of the
button.
4. Attachments
This section identifies what files have already been attached to your e-mail
message. Use this option to attach a file. A dialog box will appear, allowing you
to locate the file on your computer.
5. Message body
The message body is the actual text of your message. Click once in this area in
order to begin typing your message.

WebMail 6 Online User Guide
Synchronizing your data
If you subscribe to the applicable e-mail package, webmail is able to synchronize
your contact lists, calendar events, task lists and notes with Outlook, Outlook
Express, Blackberries and other SyncML-enabled mobile devices using SyncSuite.
To download the applicable client program, click the "mobile" tab located at the top
of the Webmail interface, and select the appropriate client to download. The
"installation instructions" link on the download page will provide you with step-bystep
instructions, detailing how to download and install the client on your computer
or compatible mobile device.
Note: Not available with all e-mail packages.
Introduction to Contacts
The contacts section allows you to view, edit, and manage everyone in your
address book.
1. Contact options
This section of the interface allows you to create a New contact, new group or
new address book. Depending on the type of e-mail package you subscribe to,
you may be able to share your contacts with other users in your custom
domain.
2. Contact groups
A contact group is a method of categorizing your contacts. For example, you
could have two contact groups, "Business" and "Personal". If you wanted to
view your personal contacts, then you would just click on the "Personal" entry in
your group list. To assign contacts to a group (or move contacts from one group
to another), select the contact or if you are entering a new contact click on
"New Contact", enter their details and place a checkmark beside the group
where you want to assign your contact to and then
click on "Save".
To create a new group, click on the plus sign (+) to the
right of “Groups”. Enter a name for the new group and
then click "Save".
3. Contact display
When you select a group or list of contacts the contacts within that group are
displayed. To view or edit the details of a specific contact, click on the name of
the contact. The contact's details will be displayed on the same page.

WebMail 6 Online User Guide
4. Contact details
When you select a contact for editing, or are adding a new contact, the
contact's details are displayed on the same page. A variety of information can
be entered about a contact; however, for your convenience it is only necessary
to enter a name and an e-mail address to save a contact. Complete or modify
required fields, then click the “Save” button.
5. Send and receive encrypted e-mail
Webmail 6 allows you to send and receive encrypted e-mail with the PGP Key
Manager feature. Using this feature you will be able to Create, Delete and
Import/Export PGP keys.
Sharing Contacts
If you subscribe to the applicable e-mail package any contact that you create can
be shared with other users in your custom domain. Users who share your domain
includes anyone whose e-mail address after the "@" symbol is the same as yours.
For example, if your e-mail address is "mye-mail@calendardomain.com", then any
user whose e-mail address ends in "@calendardomain.com" is in your domain.
Note: Not available with all e-mail packages.
To share a selected contact:
1. Log in to Webmail.
2. Click the "Contacts" tab at the top of the screen.
3. Select the individual contact that you would like to share.
4. Where the selected contact's details are shown, uncheck the "Hide this
contact from the shared address book" box.
5. Scroll down and click "save".
If you have a shared contact that you wish to make private, follow the steps above,
except check the "Hide this contact from the shared address book” box.

WebMail 6 Online User Guide
Introduction to Calendars
The "Calendar" section of Webmail allows you to schedule meetings, appointments
and other events on a personal calendar, providing a convenient means of tracking
important events which require your attention. Webmail supports multiple
calendars which display on the same daily, monthly or weekly view, allowing you to
further organize and colour code various types of events.
If you subscribe to the applicable e-mail package webmail also allows you to share
calendars between users on the same custom domain. For example, if your e-mail
address is myname@company.com, you can create one or more calendars which
are viewable by others whose e-mail address end in @company.com. You can
also choose to restrict access to your calendar to individual users only. This allows
others to see when you are free or busy, facilitating the scheduling of meetings and
other events. Depending on the access level you allow, you can even allow others
to add, edit or delete scheduled events on your shared calendar.
Note: Sharing calendars is not available with all e-mail packages.
1) Calendar view
The calendar view allows you to see all of your scheduled events in a particular
month, week, or day, depending on the viewing method selected in the Calendar
Options bar. If you have created or subscribed to more than one calendar, all
events are displayed in the same interface; events from each calendar are
colour-coded to help you identify which calendar a particular event has been
scheduled on.
2) Calendar list
You can click on an event in the Calendar View to see the full details,
such as location, description, status, and attendees.
The calendar list shows all calendars you have created (Personal Calendars) or
subscribed to (Subscribed Calendars).
Place a checkmark beside the calendars you wish to see in the Calendar
View.
To delete a calendar, click on the name of the calendar. A new window
will open where you will be able to delete the calendar by clicking on the
"Delete” button.
To edit a calendar's preferences, such as the calendar name, how it is
shared and what colour will be used to represent it, click the calendar's
name. Note that calendars you have subscribed to can only have the
name and the colour changed; these changes are not applied to other
subscribers or the calendar owner.

WebMail 6 Online User Guide
3) Calendar Options
The Calendar Options section is a set of toolbar buttons. The following functions:
New Event: allows you to add a new event to a calendar.
New Task: creates a new task in the chosen calendar.
Search: allows you to search for a specific calendar event.
Day/Week/Month Views: changes the calendar view to a daily, weekly, or
monthly view.
Creating a calendar
The calendar interface can support the existence of multiple calendars. In this way,
you can further organize your appointments and events. Individual calendars can
be colour-coded. You can also choose which calendars will be displayed.
To create a new calendar, follow these steps:
1. From within Webmail, click on the "Calendar" tab at the top of the screen.
2. In the Calendar section on the left hand side, click on the plus sign (+) to the
right of Personal Calendars. A form displays that you will have to fill out in
order to create a new calendar.
3. Enter a name for the new calendar.
4. Choose a colour for your calendar by clicking on the colour icon. A colour
palette will open where you will be able to choose a colour.
5. If sharing calendars is available with your e-mail package, click on the
“Sharing” tab if you would like to share your calendar. Here you can share
your calendar with the entire domain or specify the e-mail accounts you
wish to share your calendar with.
6. Click “Save” to save the changes or click “Cancel” to dismiss the changes.
The new calendar will appear in the left panel under the list of calendars.

Adding an event
From within the calendar interface in Webmail:
WebMail 6 Online User Guide
1. Click the plus sign (+) that appears when you hover over a specific date or
click the "New Event" button, located on the secondary menu. The “New
event” form displays.
2. Using the drop-down menu provided, select which calendar the event will be
associated with.
3. Enter the title of the event, e.g.: "Quarterly Finance Meeting", "Bob's
Birthday", etc.
4. Enter the location where the event will take place.
5. Using the drop-down menus provided, set the start and end times for the
event.
6. You may also enter additional details concerning the event in the description
space provided.
7. If you would like to set a reminder for your event, click the “Advanced” tab;
and place a checkmark next to Alarm. You will then have the option to enter
how much time prior to the event that you want to be notified.
8. If you would like to make this event recur on a regular basis, click on the
“Advanced” tab and select from the drop-down provided, a daily, weekly,
monthly or yearly recurrence. Once selected, you will have the option of
specifying the number of days, weeks, months or years between each
recurrence. For example, to set an event that occurs every other day, select
"daily" from the drop-down list, and then select "every 2 day(s)" from the
additional field which appears.
9. Under the “Attendees” tab, you can create a list of attendees using your
Webmail contact list. To do so, click on the Attendees tab. Click on the
green plus sign (+) to open your webmail list of contacts. Select the
contact(s) from this list that you would like to attend the event. When you
are done adding attendees, click the "X" located in the top-right corner of
the contact list, to close the list. You can also add new attendees by
entering the e-mail address in the blank field, then clicking on "Add".
10. Select whether or not Attendees can invite others or see the guest list.
11. Set the status of the event. The event status can be set to "Confirmed",
"Tentative", or "Cancelled". Note that setting an event to "Cancelled" will not
delete an event from a calendar.

WebMail 6 Online User Guide
12. Click the “Save” button to add the event to your selected calendar. You will
be presented with the following message:
13. Click “Send” if you want an invitation sent out to new attendees, or “Don‟t
send” if you do not want invitations sent out. Click “Cancel” to return to the
event.
14. A "new event" will display in the calendar on the chosen date.
Deleting an event
To delete an event from a calendar:
1. First, locate the event in your calendar. Please note that if the event is on a
calendar that you have subscribed to, you will only be able to delete the event if
you have been granted sufficient access by the calendar owner.
2. Once you have found the event you wish to delete, double click on the event
and then click on the "delete" button.
Editing an event
There are three ways to view and edit an event in your calendar:
1. Week View: In Week View, select and click the Event Title to edit an event.
2. Day View: In Day View, select and click the Event Title to edit an event.
3. Month View: In Month View, select and click the Event Title to edit an
event.
Any one of these methods will display the Edit Event window. This is the same as
the New Event window however the selected event‟s information will be displayed.
You may edit any of the event‟s information.
Please note you are only permitted to edit your own Calendar, as well as shared
calendars that you have permission to edit.

WebMail 6 Online User Guide
To edit an event on a calendar:
1. First, locate the event in your calendar. Please note that if the event is on a
calendar that you have subscribed to, you will only be able to edit the event if
you have been granted sufficient access by the calendar owner.
2. Once you have found the event you wish to edit, select and click on the name
of the event.
3. After modifying the event as desired, click "Save".
To cancel event editing, click on the “Undo” button.
Sharing a Calendar
If you subscribe to the applicable e-mail package any calendar that you create can
be shared with other users in your custom domain. Users who share your domain
includes anyone whose e-mail address after the "@" symbol is the same as yours.
For example, if your e-mail address is "mye-mail@calendardomain.com", then any
user whose e-mail address ends in "@calendardomain.com" is in your domain. It is
also possible to restrict access (or assign special access) to individual users in
your domain.
Note: Not available with all e-mail packages.
To turn a private calendar into a shared calendar:
1. From within Webmail, click on the "calendar" tab at the top of the screen.
2. Double click on the name of the calendar you want to share and then click on
the "Sharing" tab.
3. If you want to share your calendar with everyone on your domain, next to
Sharing use the drop-down menu and select either "low", "medium", or "high"
and then click "Save". An explanation of these settings is as follows:
Low: This share level lets others see only that you are busy during your
event times. This setting is most useful for allowing meetings to be
scheduled without revealing full details about all the calendars involved.
For example, say that you book a Marketing Meeting with Jack and Sue
from 10 a.m. to 11 a.m. on Tuesday. If you share your calendar with the
Low share level settings, others can see that you are busy between 10
a.m. and 11 a.m. on Tuesday and they will be able to see the event title
but will not be able to click on it.

WebMail 6 Online User Guide
Medium: This is the recommended share setting. This setting allows
others to see the full details of your shared events, but they are unable
to edit the events.
High: This setting is designed for teams working on projects together
and using the same calendar. With this setting, others can view the full
details of your events, edit them, delete them or create new ones.
4. If you want to create custom access settings for individual users in your
domain, click the plus sign + under the "Individual Collaboration".
5. To assign a custom access level to a specific user, enter their e-mail address
under "individual collaboration", select a collaboration level (low, medium or
high), and click the plus sign + to add more e-mail addresses. When done click
on "Save".
6. Using a combination of settings in the "sharing" and "individual collaboration"
sections, you can assign a company-wide level of access to your shared
calendar, and assign special (usually higher, although lower is permitted)
access to your shared calendar for specific users. You can also use these
sections to restrict access to only a few trusted users.
Subscribing to a shared calendar
If you subscribe to the applicable e-mail package, subscribing to a shared calendar
will allow you to access another user's shared calendar. Depending on the access
level set by the calendar's owner, the amount of information on the calendar, and
whether or not you can edit those entries, will vary.
Subscribing to a shared calendar is fast and easy:
1. From the Webmail interface, click on the "calendar" tab near the top of the
screen.
2. Click the plus sign (+) to the right of “Subscribed Calendars” in the Calendar
list on the left side of the screen.
3. You will be presented with a list of calendars which other people have set
up for sharing, sorted by the user offering the calendars.
4. Place checkmarks beside the calendars you want to subscribe to, and click
"Save".
Note: Not available with all e-mail packages.

Creating a task list
WebMail 6 Online User Guide
Task lists allow you to create and organize your tasks by priority and due date,
providing a convenient means of keeping track of important tasks.
If you subscribe to the applicable e-mail package webmail also allows you to share
tasks between users on the same custom domain. For example, if your e-mail
address is myname@company.com, you can create one or more tasks which are
viewable by others whose e-mail address end in @company.com. You can also
choose to restrict access to your tasks to individual users. This allows others to
view your tasks, facilitating the completion of any tasks which are shared between
users. Depending on the access level you allow, you can even allow others to add,
edit or delete tasks on your shared calendar.
Note: Sharing tasks is not available with all e-mail packages.
Task Options
Tasks are listed to the right of the calendar, and can be sorted by one of the
following:
Due Date
Priority
Title
Calendar
As well you can decide which tasks to display:
Show Incomplete Tasks: Displays only tasks which are not yet completed.
Show All Tasks: Displays all tasks.
Show Completed Tasks: Displays only the tasks that have been marked
as complete.
Show Today’s Tasks: Displays only the tasks for the current day.
To create a new task, follow these steps:
1. In the Webmail interface, under the Calendar section click on the "New
Task" button, located on the secondary menu.
2. Fill in the following information:
Title (Name of Task)

WebMail 6 Online User Guide
3. Click “Save”.
Completed: Check the “Completed” box if you want to add a task
that‟s already been completed.
Priority: Select the priority of None, Very Important, Important or
Not Important.
Due Date: Check this box to enter a due date.
Alarm: Check this box to enter a date and time for an alarm.
Calendar: Choose the calendar (from the drop down menu) where
you want this task to belong to.
Description: Enter a brief description for the task.
Sharing a task list
With Shared Tasks, users can:
• Access both Personal and Shared Tasks in one location while giving
permissions as to what tasks are viewed by others within the company
domain.
• Outline individual responsibilities and timelines within the tasks description.
• Create different task lists with different colleagues associated to each task.
• Set due dates and notification alarms for specific tasks.
Note: Not available with all e-mail packages.
Introduction to notes
The "Notes" section of Webmail allows you to create and organize a list of notes,
providing a convenient means of keeping track of important information. Webmail
supports multiple notepads, which display as a single master list. Each notepad
can be tagged with a specific colour, allowing you to further organize and colour
code various types of notes.
If you subscribe to the applicable e-mail package webmail also allows you to share
notepads between users on the same custom domain. For example, if your e-mail
address is myname@company.com, you can create one or more notepads which
are viewable by others whose e-mail address end in @company.com. You can
also choose to restrict access to your notepads to individual users. This allows
others to view your notepads, facilitating the sharing of important notes between
users. Depending on the access level you allow, you can even allow others to add,
edit or delete notes on your shared notepads.

WebMail 6 Online User Guide
Note: Shared notepads is not available with all e-mail packages.
1) Note Listing
This is a list that combines all notes from all notepads that you have selected for
display. Each note is colour coded in order for you to see which notes are from
which notepad. This overall view allows you to logically group your notes by
context.
2) Notepads
You can click on a note in the Note Listing to see the full details, such as
category (name of the notepad), creation date and note contents.
The Notepads section shows the names of all of the individual notepads you
have created (Private Notepads), shared (Shared Notepads), or subscribed to
(Subscribed Notepads).
Place a checkmark beside the notepads that you wish to display in the
main Note Listing.
To delete a notepad, click the name of the notepad, a new window will
open and there click on the "delete” button. Shared notepads which you
have been granted access to cannot be deleted.
To edit a notepad's preferences, such as the notepad name, how it is
shared and what colour will be used to represent it, click on the name of
the notepad. Shared notepads belonging to another user can only have
the name and the colour changed; these changes are not applied to
other subscribers.
Creating a notepad
The Notes interface can support the existence of multiple notepads. In this way,
you can further organize your notes by subject or any other context you choose.
Individual notepads can be colour-coded. You can also choose which notepads will
display their notes.
To create a notepad, follow these steps:
1. In the Webmail interface, click on "Notes", located at the top of the screen.
2. In the Notepads section on the left hand side, click on the plus sign (+) next to
Personal Notepads. A form displays that you will have to fill out in order to
create a new notepad.
3. Enter a name for your notepad.
4. Select a display colour for your notepad, by clicking on the colour palette.

WebMail 6 Online User Guide
5. If you subscribe to the applicable e-mail package, click on the “Sharing” tab if
you would like to share your notepad with other users, and select a
collaboration level from the drop down list.
6. Click "Save".
Note: Shared notepads is not available with all e-mail packages.
Adding a note
From within the "Notes" interface in Webmail:
1. Click the "New Note" button, located on the secondary menu at the top of the
screen.
2. Using the drop-down menu provided, select the notepad that the new note
should belong to.
3. Enter the full details of your note in the Note text space provided.
4. Click "Save" to add the new note.
Viewing a note
From within the "Notes" interface in Webmail, click the name of the note you wish
to view in the Note Listing. A new window will open, displaying all details of the
selected note.
In this new window you can make the necessary changes.
If you wish to delete the note, click the "Delete” button.
When you are finished viewing the note, close the window by clicking the "Cancel"
button.
Deleting a note
From within the "Notes" interface in Webmail, click the name of the note you wish
to delete from the Note Listing. A new window will open, displaying all details of the
selected note. Click the "Delete" button to permanently remove the note.
Editing a note
From within the "Notes" interface in Webmail, you can open a note for editing.
Select and double click on the name of the note you wish to view in the Note
Listing. A new window will open, displaying all details of the selected note.

WebMail 6 Online User Guide
To modify any of the information in the note, just start making the necessary
changes. When done click "Save".
With this interface, you can modify any aspect of the note, such as additional
details, or assigned notepad.
Sharing a notepad
If you subscribe to the applicable e-mail package any notepad that you create can
be shared with other users in your custom domain. Users who share your domain
includes anyone whose e-mail address after the "@" symbol is the same as yours.
For example, if your e-mail address is "mye-mail@notedomain.com", then any user
whose e-mail address ends in "@notedomain.com" is in your domain. It is also
possible to restrict access (or assign special access) to individual users in your
domain.
Note: Not available with all e-mail packages.
Editing Shared Notepad Information
1. Fill in/change the following information:
a. Name (Name of your Notepad, i.e. “Notepad1”)
b. Colour (To the right trail your mouse over the colour gradient, click on your
preferred colour)
2. Click the “Sharing” button (This is where you enable your shared Notepad
options).
a. A new screen will appear.
b. You can share your notepad with the entire domain or specify the e-mail
accounts you wish to share your notepad with.
If you want to share your notepad with everyone on your domain, use the
"collaboration" drop-down menu and select either "low", "medium", or "high".
And then click "Save". An explanation of these settings is as follows:
Low: This share level lets others see your notes, but they are unable to
edit or view specific details.
Medium: This is the recommended share setting. This setting allows
others to see the full details of your shared notes, but they are unable to
edit them.
High: This setting is designed for teams working on projects together and
using the same notepad. With this setting, others can view the full details
of your notes, edit them, delete them or create new ones.
c. Click “Save” to accept the changes.

WebMail 6 Online User Guide
Subscribing to a shared notepad
Unlike calendars, all shared notepads are automatically shared with their intended
recipients. It is not necessary for users to subscribe to notepads which have been
shared.
Note: Not available with all e-mail packages.
Introduction to Mobile
. “
Mobile E-mail
Mobile e-mail allows you to forward your e-mail address so that you can receive e-
mail on your wireless device or alternative e-mail address.
Set E-mail Forwarding
1. Click on the Mobile tab; enter the e-mail address you wish to forward your e-
mail account to.
2. Check “Keep a copy of forwarded mail in my inbox,” if you wish to retain a copy
of the mail in your e-mail box.
3. Click “Save.”
Preferences
Preference categories, along with a description of what each category controls, are
detailed in the topics that follow:
Mail Preferences
Spam Preferences
Change Password
Auto Reply Messages
Filtering Preferences
Highlighting Messages
Image Rules

Mail Preferences
WebMail 6 Online User Guide
Full name: The name that appears in place of your e-mail address when your
e-mail is received.
Your Signature: This is where you can enter text for your signature file. Your
signature is automatically appended to the end of every e-mail. Signature files
usually contain your name and contact information. You can choose to place a
line of dashes (-) before your signature as a separator. You also have the
option to place your signature ahead of any forwarded message text, as well as
text appended from an e-mail you are replying to.
Select preferred language: This menu allows you to change the language
used in Webmail's interface.
What to do when messages are deleted: Set this to either „Move to trash‟ to
move deleted messages to trash or to „Permanently delete‟ them.
Time format: Select your preferred time format from the list provided.
Date format: Select your preferred date format.
Time zone: To set your local time zone, select the nearest city to your location.
This is used to append the correct time stamp to any messages you send.
Set up mail forwarding: To receive e-mail on your wireless device or to an
alternate e-mail address, enter alternate e-mail address in the space
provided. You also have the option of keeping a copy of all forwarded mail in
your inbox by placing a checkmark for that option
Keep a copy of mail in my Inbox: You also have the option of keeping a copy
of all forwarded mail in your Inbox by placing a checkmark for that option.
Play sound when new mail arrives: Check this if you want a sound played
when new mail arrives.
After login, go directly to my inbox: Select No to be taken to your webmail
homepage. Select yes to go directly to your e-mail Inbox.
Mail folder configuration: If you are using another e-mail client, other than
webmail, select it from the drop down menu. Webmail will display the content
of system folders for that application.
Default compose mode: Select text to compose messages in plain text or
HTML to be able to apply different formats to your e-mail message (such as
font type, font size, bold, underline, etc.).
System Windows: Selecting this box, will use the regular system pop up
boxes, instead of the nice styled alert boxes that Webmail uses by default. The
advantage of using the regular system alert boxes is that these boxes are able

WebMail 6 Online User Guide
to be read by a screen reading program like JAWS for the visually impaired.
JAWS will read what is on the screen and verbally announce it to the user.
Reply/forward mode: Select the compose mode you want applied to your
„reply to‟ or „forwarded‟ e-mail messages. Choose from Original, Text or HTML.
Click the „Save‟ button to apply any changes made to your Mail Preferences.
SPAM Preferences
Junk filter status: This option allows you to turn the spam filtration system on
or off. There are three levels to choose from when you turn on the spam filter:
light filtering, standard filtering and aggressive filtering.
Filtering levels: This section allows you to determine how strict the SPAM filter
is in determining whether or not an e-mail is considered SPAM. With light
filtering, there is very little chance of legitimate e-mail being tagged as SPAM;
however, the likelihood of SPAM evading the filter is slightly higher than the
recommended "standard" setting. With standard and especially aggressive
filtering, it is much less likely that SPAM will be able to bypass the filter. Please
note that the higher the filtration level, the more likely it is that legitimate e-mail
will be considered SPAM, although the likelihood of this happening is still very
low. Users are strongly advised not to set the SPAM filter to automatically
delete SPAM in conjunction with either standard or aggressive filtering.
I want SPAM filtering to: By selecting the file type, you can indicate what you
want the SPAM filter to do with e-mails which are considered SPAM. The
following options are available:
o
o
o
Delete Junk: All junk e-mail is automatically deleted.
Tag and Deliver Junk: E-mail which is considered SPAM has its subject
line tagged with **SPAM**, but is otherwise delivered normally.
Quarantine Junk: All e-mails which are tagged as SPAM will be
automatically placed in the "junk" folder.
Never Block and Always Block lists:
These are also known traditionally as "blacklists" and "whitelists". You can
enter specific e-mail addresses which will either bypass the SPAM filter (never
block list /whitelist), or will automatically be counted as SPAM (always block
list/blacklist).
To block any e-mail address from a given domain, enter an asterisk (*),
followed by an "at" symbol (@), and the domain you want to block. For

WebMail 6 Online User Guide
example: *@mydomain.com will block all e-mail addresses which end with
"@mydomain.com".
Never block the following e-mail addresses: E-mail addresses entered in
this field will not be blocked by the SPAM filtering settings. Enter the e-mail
address, and then click the „Allow‟ button for each e-mail address separately.
To remove an e-mail address from the „Never block‟ list, click the checkbox to
the left of the address, and then click the „Remove‟ button.
Note that the „Never block‟ list takes precedence over the „Always block‟ list; if
you entered "me@mydomain.com" in the „Never block‟ list, these e-mails would
bypass the SPAM filter, even if "*@mydomain.com" was entered in the „Always
block‟ list.
Always block the following e-mail addresses: E-mail addresses entered in
this field will always be blocked no matter how you set your SPAM filtering
settings. Enter the e-mail address, and then click the „Block‟ button for each e-
mail address separately. To remove an e-mail address from the „Always block‟
list, click the checkbox to the left of the address, and then click the „Remove‟
button.
To block any e-mail address from a given domain, enter an asterisk (*),
followed by an "at" symbol (@), and the domain you want to block. For
example: *@mydomain.com will block all e-mail addresses which end with
"@mydomain.com".
Click the “Save” button to apply any changes made to your SPAM Preferences.
Change password
You can change your Webmail password using this interface.
Note: To successfully change the password, you must enter your current
password, and the new password twice for confirmation. Click the “Save”
button to apply the new password.
This password change also requires you to change the password setting in any
other mail clients you use, such as Microsoft Outlook or Thunderbird.
Auto Reply Messages (Autoresponders)
An autoresponder is a predefined response to incoming e-mails. Autoresponders
can be set to automatically respond to incoming e-mail which matches a keyword
in the "to", "from", "CC", or "subject" heading. In this way, you can set up
autoresponders for a variety of purposes, such as automatically informing people

WebMail 6 Online User Guide
that you are away on vacation, or sending generic responses acknowledging
receipt of e-mail messages.
Creating an Autoresponder
Click on the "New Auto Reply Message" button and fill out the following fields:
Condition
Indicates what heading the autoresponder will "look" in to determine if it should
be triggered. You can choose "from", "to", "cc", "subject", or "all". Selecting "all"
will search under all fields for the condition text which will trigger the
autoresponder.
Condition text
Indicates what search key is used to determine if the autoresponder should be
triggered. For example, an autoresponder which has its condition set to "from",
with the condition text set to "someone@domain.com", will be triggered
whenever you receive an e-mail from that address.
Auto Reply Message
This is where the actual message (message body) sent by the autoresponder is
stored.
When you are done, click "Save". If you want to leave this interface without making
any changes, click "Cancel".
Note: The same fields will be displayed when editing an existing auto reply
message. In order to edit an existing message click on the existing message and
fill out the fields mentioned above.
Autoresponder Interface
The following options are available in the autoresponders interface:
List of autoresponders
This page contains a list of autoresponders you have created. Beside each
message there is a checkbox. A selected checkbox indicates that the message
is currently active. The following actions can be performed:
o
o
o
New Auto Reply Message
Choosing this option allows you to create a new autoresponder. Once
added, in order to activate it, you will have to select the checkbox beside
it.
Turn off an autoresponder
Selecting an autoresponder and de-selecting the check box beside it will
deactivate the autoresponder, making it inactive.
Activating an autoresponder
In order to activate an autoresponder select the checkbox beside it.

WebMail 6 Online User Guide
o
o
Edit selected
Clicking on an autoresponder will display the autoresponder's details,
allowing you to edit the message text or conditions under which the
autoresponder will trigger.
Delete selected
Click on the "Delete" icon (+) beside the autoresponder you wish to
remove. Deleted autoresponders are permanently removed from your
list.
Filtering Preferences
This section of the preferences allows you to set up special rules which will sort
your e-mail into specific folders. For example, if you want to put e-mail from a
specific person into a special folder, then you can set up a rule which will
automatically place those e-mail messages into the desired folder.
Note: Not available with all e-mail packages.
How to set up a rule:
1. Click the "Preferences" icon at the top of the screen.
2. Once the Preferences interface loads, click "Filtering Preferences" on the lefthand
side of the screen.
3. Click the "New Message Rule" button.
4. Select “All” or “Any” of the following conditions to be met.
5. Select a field from the drop-down menu provided. This is the field which will be
used to sort messages. You can select any of the following fields:
To
Subject
From
CC
Priority
6. Select a "match" condition. This determines how the key text you enter will be
used. The following match conditions can be selected:
Contains
Doesn't contain
Equal to
Not equal to

WebMail 6 Online User Guide
Begins with
Doesn't begin with
Ends with
Doesn't end with
7. Enter a value. This is the key text which will be used to sort your messages.
8. Under the "Perform the following actions" section, select an action. The
following actions can be selected:
Copy
Move
Forward
Delete
If you selected "Copy" or "Move" in step 8, select a folder from the drop-down
menu, indicating where you want the message copied to or moved to. If you
selected "Forward", you must indicate an e-mail address that the message will
be forwarded to.
9. If you want to set more than one condition, click on the plus sign (+) to create
an additional "field" drop-down. In this manner, you can select any number of
conditions. At the top of the screen, you can also indicate if all of the conditions
have to be met or only one of them.
Sample rules
Below are some examples of rules that can be set up:
Field Match Value Do This
To Contains bob@domain.net Move: Bobmail
Subject Begins with RE: Forward:
eddie@frank.edu
BCC Equals fred@domain.org Delete
Note: Not available with all e-mail packages.
Highlighting Messages
This section of the preferences allows you to set up special rules which will
highlight your e-mail messages. For example, you can set up a rule to highlight e-
mail in blue from a specific person.

WebMail 6 Online User Guide
How to set up a rule:
1. Click the "Preferences" tab at the top of the screen.
2. Once the Preferences interface loads, click "Highlighting Messages" on the
left-hand side if the screen.
3. Click the "New Highlighting Rule" button.
4. Enter a name for your rule.
5. Select a field from the drop down menu. The possible fields are: “To”,
“Subject” and “From”.
6. Enter the data relevant to the field selected. For example if you have
selected “Subject” enter the subject(s) of e-mails that you wish to be
highlighted when received.
7. Next, select the colour to be highlighted with the message containing the
subject line that you have entered in the previous step. In order to select a
colour, click on the colour icon. A colour palette will be displayed from where
you will be able to select a colour.
8. Click “Save” to save the Highlighting rule or to save changes you have
made.
Beside each highlighting message there is a checkbox. A selected checkbox
indicates that the message is currently active.
Image Rules
The Image Rules preferences allow you to define what images and styles will be
shown in e-mail messages when they arrive in your inbox. You can control the
level of trust when images will be displayed by checking on or off various options.
For a higher level of control you can also create custom filters for specific senders
or when specific text appears in the subject line of messages.
There are several options available to choose from:
Trust sources in address book: Show unsafe images for messages
from anyone in your address book
Trust anything I send: Show unsafe images for all messages you
send.
Trust defined sources: Show unsafe images from sources in the new
rule that you set up.
In order to enable these options check off the corresponding checkbox.
In order to create a new rule, click on the “New Image Rule” button. An extended
page will display where you can set up your rule.

WebMail 6 Online User Guide
1. Select from the “Field” drop down menu one of the following: To, From, CC,
Subject and To or CC. The condition set will apply to the field selected here.
2. From the “Match” drop down menu select one of the conditions provided. For
example if you want the “To:” field containing specific text, you would choose
“contains” and under “value” enter the text that would be contained in the field
selected.
3. When done click the “Save” button to save your work. Once you click “Save”
you will be able to see your rule.
4. Click on the delete icon (X) to delete the rule.