Middlebury

Difference between revisions of "WebMail"

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==== A Brief Guide To WebMail Use  ====
 
==== A Brief Guide To WebMail Use  ====
  
*Note that WebMail has built-in documentation. You can access it by clicking on the “Help” button ([[Image:]]) located in the top right corner of any WebMail window.  
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*Note that WebMail has built-in documentation. You can access it by clicking on the [[Image:Webmail Help icon.PNG]]'''Help icon''' located in the top right corner of any WebMail window.
*Use the '''search bar''' to search your Contacts file or search for e-mail messages.  
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*Use the '''search bar''' to search your Contacts file or search for e-mail messages.
*Click '''Options''' (located in the top right corner of the WebMail window) to see the expanded capabilities available to you.  
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*Click '''Options''' (located in the top right corner of the WebMail window) to see the expanded capabilities available to you.
 
*Click '''Log Off''' to end your WebMail session.
 
*Click '''Log Off''' to end your WebMail session.
  

Revision as of 09:53, 19 November 2009

Webmail Using Internet Explorer Quick Reference

You can access your electronic mail using WebMail from any networked computer on or off the Middlebury College campus. This document reflects using WebMail on versions 6 and 7 of the Internet Explorer web browser. Documentation for other versions of Internet Explorer available at this link (TODO).

Before You Use Webmail For The First Time

  1. Launch Internet Explorer.
  2. From the Tools menu point to Pop-up Blocker and select Pop-up Blocker Settings from the submenu.
  3. In the Address of Web site to allow field, type mail.middlebury.edu.
  4. Click Add button.PNG.
  5. Click Close button.PNG.

Log Into And Out Of WebMail

  1. Click WebMail at the bottom of almost any Middlebury College web page. The WebMail login page opens.
  2. In the Enter your E-mail Address field, type your Middlebury College username.
  3. Click Continue button.PNG. The page changes to request your password.
  4. Click to bullet the radio button which reflects the location of the computer you are using
    • This is a Public or Shared Computer should be bulleted when you are using a computer in an academic lab or other shared computer. Note: With this setting you are disconnected from the mail server after 10 minutes of inactivity to provide security to your mail account. Be aware that you are not interacting with the mail server while you are composing a message. You should save your messages often during composition to maintain your connection to the mail server.
    • This is a Private Computer should only be bulleted when you are using a computer in a private office or dorm room and will not be leaving the computer unattended. This option allows you to leave your WebMail session inactive for a longer time period.
  5. In the Password field enter your password.
  6. Click Logon to Webmail. You will be logged into WebMail with your Inbox displayed.

CRITICAL: Click “Log Off” to end your WebMail session.

A Brief Guide To WebMail Use

  1. Use Contacts button.PNG to resolve addresses and access your Contacts file.
  2. Click Options to see the expanded capabilities available to you.
  3. Click the reading pane button to show/hide the reading pane or select its location.
  4. Click the display toggle button to toggle between single-line and multiple-line displays of your messages. Note that you need to toggle this to single-line in order to see the size of a message in addition to other details.
  5. Click Log Off to end your WebMail session.

Using the Navigation Bar

On a Windows computer, use the buttons on the navigation bar on the left to switch between views:

  1. The drag bar Webmail drag bar.PNG reduces and expands the navigation buttons.
  2. The Mail button.PNG Mail icon opens your Inbox and allows you to navigate between folders using a list in the left pane.
  3. The Calendar button.PNG Calendar icon opens your Calendar.
  4. The Contacts button.PNG button opens your Contacts folder.
  5. The Tasks button opens your Tasks schedule.
  6. The Folder List 2 button.PNG Public Folders button opens the Rules dialog box.

Reading Messages

  • Unread messages appear in the Inbox in bold print. Double-click a message to open it.
  • Use the arrows (Webmail Arrows.PNG) on the bottom-right to access other pages of messages.
  • Click the Refresh button (Check for new messages) to refresh your Inbox and display new messages.
  • When new messages arrive, a yellow “New Mail” indicator will appear near the Help Webmail Help icon.PNG button.

Sending Messages

There are several ways to send messages in WebMail.

  • Click Reply while in a Mail folder.
  • Click the drop-down arrow next to New when in your Calendar or Contacts and select Message from the drop-down list.
  • Click Reply to reply to the selected message.
  • Click Reply to All to reply to everyone who received the selected message.
  • Click Forward to forward the selected message to one or more people.

Adding Attachments

  1. In a new mail message click on the Webmail Attach icon.PNG Attach button. The Attach Files dialog box open.
  2. Click Browse button.PNG. The Choose File dialog box opens.
  3. Navigate to the desired file and select it, then click Open 2000 button.PNG. The path to the file appears in the field next to Browse button.PNG.
  4. Click Attach.

Opening Attachments

A mail message with an attachment shows the Webmail Attach icon.PNG Attach icon next to it in the message list window and the attachment name is displayed above the text of an open message. Open the attachment in one of the following ways:

  • Click the filename link to either save the document to disk or open it with the application that created it (in this case Microsoft Word).
  • Click the Open as Web Page link to open it in a browser window.

Managing Messages

  • Click MANAGING-MESSAGES-ICON and then select Move to Folder from the drop-down list to move the selected message to another folder, or create a new folder.
  • Click the Webmail X Delete icon.PNG to move the selected message to the Deleted Items folder.
  • Right-click Deleted Items in the folder list and select Empty Deleted Items from the drop-down list to permanently delete its contents.

Using the Calendar

  • Click on the Calendar icon to open your Calendar.
  • To create a new calendar entry do one of the following:
    • Double-click a blank area in the time grid.
    • Click New while viewing your calendar.
    • Click the drop-down arrow next to New and select Appointment or Meeting Request from the drop-down list.
  • Use the Today, Day, Work Week, Week, and Month buttons to change the calendar display.
  • Select a calendar entry and then click Webmail X Delete icon.PNG to delete the entry.

Using Your Contacts List

  • Click on the Contacts Toggle button to toggle between single-line and multiple-line displays of your Contact entries.
  • Click the All, People, or Distribution Lists radio button to narrow the category of items to view.

Contacts:

  • To create a new contact listing do one of the following:
    • Click New while viewing your Contacts list.
    • Click the drop-down arrow next to New and select Contact from the drop-down list.
  • To modify a contact select it then click Edit.

Distributions Lists:

  • To create a new distribution list click the drop-down arrow next to New and select Distribution List from the drop-down list.
  • To modify a distribution list, select it then click Edit.

Webmail Using Firefox and Safari – Quick Reference

You can access your electronic mail using WebMail from any networked computer on or off the Middlebury College campus.

This document reflects using the “Light” version of WebMail and it applies to both Mac and PC computers. Note that browsers such as Firefox and Safari can only use this “Light” version of WebMail, which, unfortunately, lacks some features such as viewing Public Folders or creating Distribution Lists. You can access a more powerful and extended version of WebMail if you are using Internet Explorer version 6 or 7.

For complete instructions on using our e-mail services over the web, direct your browser to Webmail Complete Help Link (TODO).

Log Into And Out Of WebMail

  1. Click Webmail at the bottom of almost any Middlebury College web page. The WebMail login page opens.
  2. In the Enter your E-mail Address field, type your Middlebury College username.
  3. Click the button labeled “Continue”. The page changes to request your password.
  4. Click to bullet the radio button which reflects the location of the computer you are using
    • This is a Public or Shared Computer should be bulleted when you are using a computer in an academic lab or other shared computer. Note: With this setting you are disconnected from the mail server after 10 minutes of inactivity to provide security to your mail account. Be aware that you are not interacting with the mail server while you are composing a message. You should save your messages often during composition to maintain your connection to the mail server.
    • This is a Private Computer should only be bulleted when you are using a computer in a private office or dorm room and will not be leaving the computer unattended. This option allows you to leave your WebMail session inactive for a longer time period.
  1. In the Password field enter your password.
  2. Click the button labeled “Logon to WebMail”. You will be logged into WebMail with your Inbox displayed.

Note: To end your WebMail session, click the button “Log Off” in the top right corner of the WebMail window.

A Brief Guide To WebMail Use

  • Note that WebMail has built-in documentation. You can access it by clicking on the Webmail Help icon.PNGHelp icon located in the top right corner of any WebMail window.
  • Use the search bar to search your Contacts file or search for e-mail messages.
  • Click Options (located in the top right corner of the WebMail window) to see the expanded capabilities available to you.
  • Click Log Off to end your WebMail session.

Using the Navigation Bar

On a Windows computer, use the buttons on the navigation bar on the left to switch between views:

  • Drag the drag bar [[Image:]] reduces and expands the navigation buttons.
  • The Mail icon opens your Inbox and allows you to navigate between folders using a list in the left pane.
  • The Calendar icon opens your Calendar.
  • The Contacts icon opens your Contacts folder.
  • Unfortunately it is not possible to access your Tasks or Public Folders with Firefox and Safari or when using the “Light” version of WebMail. These features are only available on the Microsoft products Internet Explorer or Outlook.

Reading Messages

  • Unread messages appear in the Inbox in bold print. Double-click a message to open it.
  • Use the arrows ([[Image:]]) on the bottom-right to access other pages of messages.
  • Click Check Messages to refresh your Inbox and display new messages.

Accessing and Managing Folders

  • By default, the navigation bar on the left displays the following folders: “Deleted Items”, “Drafts”, “Inbox”, “Junk E-mail” and “Sent Items”.
  • If you want to access folders and subfolders other than these, click on Click to view all folders. Then select the folder you’d like to open and click the green next arrow ([[Image:]]). When you open a folder using this procedure, WebMail will add this folder to an easily accessible list on the left side.
  • If you’d like to create, rename, move or delete a folder, click Manage Folders on the left.

Sending Messages

There are several ways to send messages in WebMail.

  • Click New Message while in a Mail folder.
  • Click Reply (in an opened message) to reply to that message.
  • Click Reply to All (in an opened message) to reply to everyone who received that message.
  • Click Forward (in an opened message) to forward the opened message to one or more people.
  • When composing a message, you can look-up addresses in your contacts file or in the global address book by using the To, CC, or BCC buttons.
  • When composing a message you can save it as a draft by clicking Save. It is also recommended to save often if you’re composing a longer message or if you need to do some other task outside of WebMail.

Adding Attachments

  1. In a new mail message click on the paper clip icon. The Attach Files dialog box will open on the left side of the WebMail window.
  2. Click Browse. The Choose File dialog box opens.
  3. Navigate to the desired file and select it, then click Open. The path to the file appears in the field next to Browse.
  4. Click on Attach. If you’d like to attach more files, follow the same steps.
  5. When done adding attachments, click Done.
  6. Note that clicking Remove removes the selected attachments.

Opening Attachments

A mail message with an attachment has a paper clip icon associated with it in the message list window. The attachment name is shown above the text of an open message. Open the attachment in one of the following ways:

  • Click the filename link to either save the document to disk or open it with the application that created it (in this case Microsoft Word).
  • Click the Open as Web Page link to open it in a browser window.

Managing Messages

  • To “select” a message for moving or deleting, click on the rectangular box of that message: [[Image:]]
  • After selecting a message to take an action on, click Move to move the selected message to another folder (you will be given a list of folders to choose from). Note that this “move” button is also available when you’re reading a message.
  • Click the X button to move the selected message to the Deleted Items folder. This button is also available when you are reading a message.
  • Deleted items stay in the “trash” for a few weeks by default. To permanently delete all items that are currently in the trash, click Deleted Items in the folder list on the left and click on the trash can button from the menu bar.

Using the Calendar

  • Click the Calendar icon to open your Calendar.
  • To create a new calendar entry click on New Appointment or New Meeting Request
  • Unfortunately you can only view one day at a time in the calendar. By default, the current day’s calendar entries are displayed. Use the mini-calendar on the left to select different days.
  • Click on the title of a calendar entry and then click the X button to delete the entry.

Using Your Contacts List

  • The Contacts button opens your Contacts folder.
  • To create a new contact listing, go into the Contacts folder and then click New Contact.
  • To modify a contact, open it (by double-clicking it) and then click Edit.
  • Click on the title of a contact and then click the X button to delete the entry.
  • Unfortunately, it is not possible to create or edit Distribution Lists when using Firefox and Safari or the “Light” version of WebMail. Distribution Lists can still be used and viewed in the “Light” version of WebMail.


Managing Distribution Lists in Webmail

You must be logged into the account that owns a distribution list (your personal account, a departmental account, or organizational account) to manage the list using WebMail. Personal distribution lists are stored in the Contacts file.

You can only manage distribution lists using Webmail in Internet Explorer. In Safari or Firefox these steps will not work. This document was written for a Windows computer accessing WebMail using Internet Explorer.

Creating a New Distribution List

  1. Log into the account that will own the distribution list.
  2. Click New and then select Distribution List from the drop-down list. The Untitled Distribution List page opens.
  3. In the List Name field type a name for the distribution list.
  4. Click Members.... The Address Book page opens.
  5. In the left pane, select the address book desired.
  • Click Global Address List to use the Middlebury College address book.
  • Click Contacts to use your personal Contacts list.
  1. In the search field to the right type part of the name of the person to add to the list and then click on the magnifying glass.
  2. Add the entry desired to the distribution list using one of the following methods:
    • Double-click the correct entry.
    • Select the correct entry and then click Members ->.

The entry is added to the Member selections list.

  1. Repeat steps 5, 6, and 7 for each member to be added (switching from Global Address List to Contacts as necessary).
  2. When the list is complete click OK (Button). The addresses will appear in the Members field.
  3. Click Add to List. The added members appear in the larger field below. (SEE IMAGE)
[[Image:]]
  1. Click Save and Close to complete the list and save it to the Contacts list.

Editing a Distribution List

  1. Log into the account that owns the distribution list.
  2. Click Contacts in the pane on the left. The pane changes from Mail to Contacts.
  3. Click the Distribution Lists radio button to see only the distribution lists in your Contacts file.
  4. Double-click the distribution list you want to edit to open it.
  5. To delete a distribution list member do the following:
    1. Select the member from the list.
    2. Click Remove from List.
  6. To add a distribution list member do the following:
  1. Click Members. The Address Book page opens.
  2. In the left pane, select the address book desired.
      • Click Global Address List to use the Middlebury College address book.
      • Click Contacts to use your personal Contacts list.
        1. In the search field to the right type part of the name of the person to add to the list and then click on the magnifying glass icon [[Image:]] (INSERT THIS).
        2. Add the entry desired to the distribution list using one of the following methods:
    • Double-click the correct entry.
    • Select the correct entry and then click Members ->.

The entry is added to the Member selections list.

        1. Repeat steps b, c and d above for each member you want to add.
        2. Click OK. The addresses will appear in the Members field.
        3. Click Add to List.
        4. Click Save and Close to complete the list and save it to the Contacts list.

Deleting a Distribution List

  1. While logged into the account that owns the distribution list, click Contacts in the pane on the left. The pane changes from Mail to Contacts.
  2. Click the Distribution Lists radio button to see only the distribution lists in your Contacts file.
  3. Select the distribution list you want to delete and then click the X.


Features Missing in the Light version of WebMail

(MISSING) Recover Deleted Items, Public Folders, Can't create or edit distribution lists, Reminders, Composing HTML Messages, Rules, Tasks, Notes. See full list in Outlook Premium vs Light. Univesity of Indiana has a nice article on this: http://kb.iu.edu/data/avsg.html


Displaying more messages per folder

Problem:

Webmail is only displaying a small number messages in each folder

Solution:

  1. Click on Options (top right corner of the window)
  2. In the "Messaging" options section find "Number of items to display per page" and select the number desired (5-100)
  3. Click on "Save and Close"
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