Webmail

 

Attachments

Your email allows you to send file attachments along with your outgoing email messages. The File Uploader window allows you to upload multiple attachments (depending on size and application) from both your computer and the File Cabinet application. The multiple File Uploader window will save you time by allowing you to multi-task. To send a file attachment with your email, please follows the steps below.

 

1)  In the New Email window, click the Attach files from button.
To the right of the “Attach files from” button is a drop-down list that allows you to select the type of files you would like to choose from. You may select files from “My computer” or “Online files.”

2)  Once you click the Attach files from button, a window labeled “Select file(s) from” will pop up. Click the Browse button in order to select the file(s) that you would like to attach, and click Open.

3)  Once you have chosen the first file, the Email Attachment window will update itself. It will list the file that you have selected and gives you the option to add more files. You may add more files by clicking the Browse button again. Continue this process for each additional file.

4)  You may remove any of the files that you have selected prior to uploading by clicking the Remove button located to the right of each file. After you have selected all files to be uploaded, click the Attach button in the Email Attachment window.
While the uploader is working, you may fill in the address fields as well as compose the message body.

5)  The attachment window will display the progress of your file upload(s). Your compose screen will refresh with the attached files displayed by name under 'Attachments'. The size of the files will also be displayed in kilobytes.

6)  To remove a file in the Email Attachment window, click the appropriate Remove button located next to the file name you wish to remove. This can also be done from the compose screen after the files are uploaded by clicking the Remove button. 

 

Composing Email

To successfully compose or create a new email message, please do the following:

 

1) Click the New Email button in your shortcuts, or the New button in the email application. A new window will pop up with a compose screen. Once the compose screen is up, enter the recipient's email address; to do this choose from the options below: 

 

A) Manually type in a username or email address, separating multiple entries with commas.

B) Use SimpleClick™ to enter individuals or groups without typing in addresses. To use SimpleClick™, click on the To button and your contact list will appear on the left-hand side of the window.

C) You may choose from personal, shared, and enterprise contacts (See SimpleClick™ tabs).  Simply click on the desired names to automatically insert them into the To field of your email.

 

2) To send carbon copies of your outgoing email to others, enter additional email addresses in the “CC” field by using SimpleClick™ or by manually typing them in.

 

3) To send a blind carbon copy that does not display the recipient's email address to other recipients, enter the email addresses in the “BCC” field by using SimpleClick™ or by manually typing in the address.

 

4) To compose the message text, start typing in the large box below. By default, your email message will be composed in Rich Text Format. Rich Text Format allows you to use font styles, multiple fonts, point sizes, etc.

 

5) To save the message in your Sent-Mail folder, check the Save Outgoing Message option before clicking Send.  By default, this button is unchecked. To automatically save all outgoing messages, this setting is available in email Preferences. 

 

6) Messages you are composing may be saved as a draft by clicking the Save icon . 

 

7) To view or to send messages from the Drafts folder, click on Drafts from either the Inbox, or the Folders view. Click on the recipient’s name. In the Compose view, click Send. To keep the draft without sending it, click Cancel.

 

8) As an option, you may spell check the message at any time by pressing the Check Spelling button. 

 

9) When you are ready to send the message, click Send. A written confirmation will appear. Click the OK button to close the window.

 

Deleting Messages

 To delete messages from one folder and send them to the Trash folder, please follow the steps below:

 

1) Highlight the message you would like to delete and click the red X icon.  You can also press the Delete key on the keyboard or drag the message to the Trash folder.

      a) To select multiple messages for deletion, you may select the messages with your mouse while holding the Ctrl key down on your keyboard. 

      b) To select and delete all the messages in a folder, hold down the Ctrl key and press the A key on the keyboard. 

      c) To set your Trash folder to automatically empty in time intervals, click Preferences and then click General Settings under the Email section.

 

Downloading Attachments

When an attachment is sent along with an email, a paperclip icon will be displayed next to the email in your inbox. To download an attachment from an incoming email, please do the following:

1) Click on the name of the attachment while previewing the email. 

2) To view the attachment, click Open.

3) To save the attachment, click Save and select the location where the attachment will be placed.

 

Email Preferences

This section provides a brief description for each Email preference in the web application

 

General Settings:

> Select the number of emails you would like to display on a page. 
> Enable or disable the preview pane, which permits you to view or display an email below the list of emails in a folder.   

> Select the frequency of new email notifications. These notices pop-up when new messages are received. 

> Choose whether or not you save outgoing emails to your Sent folder.
> Select the email composer (Rich text or plain text) for each new message you compose.
> HTML display preferences to be inline with text, or as an attachment.
> Choose the auto-save preferences for composing email; select  the desired time frequency and option to save to the Drafts folder. 

> Choose to automatically delete messages in the Trash folder at a specific time frequency.

 

POP3 Accounts

If you have a secondary email address that supports POP3 access, Ioemail can retrieve the email and place it in your Ioemail Inbox.

Note: Before you proceed further, you will need to have your server settings, username, and password. If you do not have this information, please contact your Internet Service Provider or System Administrator.

To set up another POP3 service to use with Ioemail, please do the following:

1) Click on Preferences

2) Click on POP3 Accounts

3) Click on Create POP Account

4) Fill in the required information:

Account: Enter a general description of this account, such as Home Email Account.

Username: Enter your Username for this email account.

Password: Enter your Password for this email account.

Timeout: Enter the number of seconds by which the server must respond.

Port: Enter the POP3 port number. (Port 110 is the standard POP3 port).

Leave Messages On Server: Use the drop-down list to select ‘Yes’ or ‘No’.

Mail Server: Enter the name of the server. You can get this information from your System Administrator, or by contacting the Support Department for this email account.

5) Click Save after all the information has been entered

 

  Name and Signature:

> Enter your name exactly as you desire it to appear. Note: the name you enter will be the same name that appears in a person’s inbox.

> Unless this feature is disabled, your signature will automatically be attached to every email you send. Your signature may consist of any information, including contact information, website, phone, etc.

        > To select or set the alias from which your emails are sent, select an address (from the list of available aliases) to use as a default.

 

Spell Check Options:

        > Choose between the American, Canadian, UK and Australian English dictionaries according to your geographic location.

        > Add words that are commenly used, but not misspelled and should be ignored by default when using Spell Check.

        > Customize your spell check by indicating what should or should not be caught and reported by spell check.         

 

Junk Mail Controls:

 

Message Filters

To set up a Message Filter to have your incoming emails directed to a folder within your email folder tree, or forwarded to an external email address, please follow the steps below.

To add a filter:
    1) Click Add.
    2) Name the filter you wish to create.  (i.e. sales inquiries)
    3) Specify the traits of a message that should be filtered with the following options:

    4) Choose to either move the message or copy it to another folder within your Email, or forward the message to another address.  Click Save when your preferences have been completed.

To Edit a filter:
    1) Click Edit.
    2) Make the appropriate changes to the filter you would like to change, and click Save.

To view a filter:
    1) Highlight the name of the filter to view how they are filtered, and the resulting action.

To Remove a filter:
    1) Highlight the filter you wish to delete and click Remove.

 

Out of Office Message

If you will be out of the office for a holiday, vacation, or other circumstance, set an auto-responding Out of Office message to alert those who try to contact you via email.

    1) Indicate specific start and end dates, or set your message to begin now and end indefinitely to turn off later.

    2) You may use the default Out of Office message by clicking Use Default Message, which looks like this:

                  I am currently out of the office and will not be checking e-mail.  I will reply to your message as soon as I return.


You may also customize your message to include emergency contact information, or any other important information.

    3) To turn your Out of Office Message on, click Turn Out of Office Message On.

    4) When you return to the office and would like to turn this message off, go to the Out of Office Message option in the Preferences menu and select Turn Out of Office Message Off.

 

Email Forwarding

To forward all incoming email to an external address:
1) Turn On Email Forwarding
2) Enter the address your email should be delivered to.
3) Indicate if you would like to leave a copy of the message in your Ioemail account by checking the box.
4) Click Save.

 

Flagging Messages

To flag a message, please do the following:

1. Go the Email application,

2. Click on the Flag As button and select from the following:

Junk: The email will be sent to your Junk mail folder and the address will be added to your Block List. Once added to your blocklist the email address will always go to your Junk-Mail folder

Not Junk:  This option will be available when browsing messages in the Junk-Mail folder. Clicking this option will send the message(s) to your Inbox and add the sending email address to your safelist which will allow messages from that sender to always be delivered to your Inbox.

Read: Flagging a message as read will un-bold the message to indicate that it has been read.  This will remain in the folder where it is located.

Unread: Flagging a message as unread will change the message(s) to bold to indicate that it has not been read.  This will remain in the folder where it is located.

 

ioemail Keyboard Shortcuts

From the message list.

From message preview pop-up window

 

Managing Email Folders

Keep your email organized with folders.

 

Creating Email Folders

To create, rename, or delete email folders, please do the following:

1. Right click in the Folders pane and choose the appropriate action.

2.To move a folder, follow these steps:

        a. Select the folder and right-click in the Folder pane

        b. Select the “Move to” option and choose the desired folder you wish to move it to.

 

Folder Options

View
 Allows user  to view current contacts of that particular folder

Create folder
Allows user to create a sub folder

Rename
Allows user to rename folder

Delete
 Allows user to remove folder from folder tree

Empty
 Allows user to empty contents of folder (Only works on Junk and Trash folders)

Save to File
 Allows user to move folder and contents of folder to Files

Move To
Allows user to move folder and contents as a sub folder

 

Moving Messages to Folders

Ioemail offers a drag drop feature that allows you to move messages to a speific folder. To access this feature, simply do the following:

1. Left click on the message

2. Then drag the message over the desired folder.

3. Release the left click button.

In addition, Ioemail offers a secondary option to moving messages. To access this option, simply:

         a. Left click on the message

         b. Then click on the 'Move To' button (located at top on email section).

         c. Select the desired folder to move the message.

 

Viewing Folders

To view Folder simply click on Folder.

To view sub folders click on (+) symbol next to folder and click on desired folder

To view all sub folders right click on Email Folders then select Expand All.

To collapse folders right click on Email Folders then select Collapse All.

To make folder tree disappear Click on X symbol (located in upper Righthand corner of folder tree)

To make folder tree appear Click on Show Toolbar (in upper Lefthand corener of application)

 

New Email Alerts

To receive new email notifications when new messages arrive, please do the following:

1) Click on Preferences
2) Click on General Settings (under Email section)
3) Under New message notifications 
4) Use drop down and select desired Notify me: choose time and then click Save.

 

Printing Email

To print an email, please do the following:

1) Click on Email.
2) Click on Print icon (located at top of email section).

 

Replying To and Forwarding Messages

To reply to an email message, click the Reply button and a drop-down list will appear.

 

Retrieving External Email (POP) into Web Account

If you have a secondary email address that supports POP3 access, Ioemail can retrieve the email and place it in your Ioemail Inbox.

Mail Server: Enter the name of the server. You can get this information from your System Administrator, or by contacting the Support Department for this email account.

Password: Enter your Password for this email account.

Timeout: Enter the number of seconds by which the server must respond.

Port: Enter the POP3 port number. (Port 110 is the standard POP3 port).

Leave Messages On Server: Use the drop-down list to select ‘Yes’ or ‘No’.

Username: Enter your Username for this email account.

Note: Selecting ‘Yes’ will allow you to view the messages from both your Ioemail account, and from the original email account servers. Selecting ‘No’ will remove the email message from your original email account server.

Note: You will need to have your server settings, username, and password before continuing. If you do not have this information, you may ask your Internet Service Provider or System Administrator.

 

Rich Text and Plain Text Formatting

Rich Text: To compose the message text, start typing in the Text box. When your email message is composed in Rich Text Format this allows you to use font styles, multiple fonts, point sizes, etc.

Plain Text: To compose the message text, start typing in the Text box. When your email message is composed in Rich Text Format you will be limited to only one type of font. No active links, can not change font color, font style, point size, etc.

 

Saving Email

To save the message in your Sent-Mail folder, check the Save Outgoing Message option before clicking Send. By default, this button is unchecked. To automatically save all outgoing messages, this setting is available in email preferences.

  

Searching Email

The email application allows you to utilize a search function and search all of your saved email messages.

 - To narrow your search even further, you may perform an Advanced Search, which allows you to specify Sender or receiver information, subject, dates, message body (includes attachments) and sizes of messages to be searched.

-  Once you have made any and all specifications, click Search and all relevant messages will appear.

- To return to your Inbox or any other email folder, click on that folder in the Folder pane on the left-hand side of your screen.

- To search your email messages, click on the Search button in the email application. You may then enter a keyword or words that you are searching for, and may specify which email folder you would like the system to search within (if any need be specified).

 

Viewing Messages

This section provides how-to instructions on viewing email messages

 

Changing how many messages display on a page

To change the number of emails that are visible on a page, do the following:

1) Login to your account
2) Click on Preferences (located in upper right hand corner)
3) Click on General Settings (located under Email section)
4) Under the Viewing Emails section, you can select the number of emails you wish to display: 10, 20, or 50
5) Click Save

 

Email Headers

To access the headers of an email:

1) Select an email for which you wish to view the headers of
2) Click on the icon in the upper right corner of the email that looks similar to a lined piece of paper
3) This will display the full headers of the email

 

Preview Pane

Ioemail offers a Preview pane feature. To use this defaulted feature, single click on an email message. The message will appear in the preview pane. Once you have opened an email message, you can Reply, Reply All, or Forward a message. Ioemail also allows user to disable this feature through the prefernces menu.

 

Show Recipients

To display the Recipients in an email:

Click on the double-arrow icon located in the upper-right corner of the selected email.