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NEW GENERATION WEBMAIL SYSTEM User Manual

1. 12 10 Searching for Messages Sent To or From the Recipient You can search for messages from or to a recipient of a message in one of the following ways e From the Sent or Drafts folders To column e Using advanced search filters When you search within a folder only results for messages within that folder are displayed When you use the advanced search option you can select which folders to search Results include messages from the folders selected for the search 12 10 1 Search Sent and Draft Folders 1 In the Sent and Drafts folders select a message with the name of the recipient you want to find 2 Right click the message and select Find Emails 3 Select either Received From Recipients or Sent To Recipients The search is executed and messages that meet your request display in the Content pane 12 10 2 Use Advanced Search 1 Inthe search text box click the magnifying glass The advanced search page displays 2 In the Navigation pane select from the advanced filters drop down select Received from or Sent to and enter the recipient s email address or domain The search syntax displays in the Search field at the top of the page The search is executed and messages that meet your request display in the Content pane Page 108 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 12 11 Search Examples When performing an advanced search you use different panes dependi
2. You can search for any item such as a word first name last name phone number or domain name When you are searching for content there are certain rules to keep in mind Searching for content searches the body of the message plus any system readable file attachments Exact text match If you search for phrases each word within that phrase must be an exact match Spelling variants are not allowed For example if you search for bananas messages with banana are not a match Case sensitivity Search is not case sensitive South south and SOUTH are all the same thing Special characters These special characters cannot be used in your search text amp _ CH 152 Wild cards The asterisk as a wildcard after a prefix is supported For example if you search for do it returns items with the word dog door etc Attachments System readable file attachments are searched A system readable file is one that can be converted to HTML such as Microsoft Office documents and text files Contacts in address books You must search for a whole word or number string For example to search contacts by phone number you must enter the full phone number as it appears in the contact entry You cannot search just by the area code Page 103 of 114 nom MPOB 12 5 Searching with Key Words Malaysian Palm Oil Board MPOB Webmail System User Manual Table 12 Search Key Words Option Descript
3. If you are over quota the following things might happen e You receive an email notification e Your email interface displays a notification when you log in e Email sent to you might be returned to the sender along with a notification that your mailbox is full 2 11 Reduce the Size of Your Mailbox e Delete old messages that are no longer needed e Delete large file attachments to messages Save the file attachments locally on your desktop if you want to preserve them e Empty the Trash folder 2 12 Folder Information If you hover your cursor over a folder the number of messages in the folder and the size of the folder display Page 13 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 13 Setting Up an Out of Office Message You can create a message that automatically replies to people who send you messages when you are out of the office The auto reply message is sent to each recipient only once in a specified interval of days regardless of how many messages that person sends during that period The default is 1 day but the administrator can change this 1 Goto the Preferences gt Out of Office page 2 Check Send auto reply message 3 In the Auto Reply Message text box type the response to send while you are out of the office eg This is an automated reply am away and will not be able to reply to you immediately will get back to you as soon as return 4 If
4. MPOB NEW GENERATION WEBMAIL SYSTEM User Manual TABLE OF CONTENTS TITLE PAGE NUMBER 1 LOGGING TO YOUR ACCOUNT 1 1 LogIn 1 2 Log Out 1 3 If Your Session Expires 1 4 Changing Your Password 1 5 Navigating the MPOB Webmail Web Client 1 6 Personalizing Your Account 1 6 1 Move the Reading Pane 1 6 2 Change the Pane Size 1 6 3 Change Your Default Time Zone 2 MANAGING YOUR EMAIL 2 1 View Email Messages by Conversation 2 2 Change the Message View 2 3 Using Reading Pane 2 4 Turn Reading Pane On or Off 2 5 Setting Desktop Alerts for New Email Messages 2 6 Automatically Forwarding Messages You Receive 2 7 Moving Email Messages 2 8 Sorting Messages in the Content Pane 2 8 1 Group Messages 2 9 Finding an Origin of an Email Message 2 10 Managing Your Account Quota 2 11 Reduce the Size of Your Mailbox 2 12 Folder Information 2 13 Setting Up an Out of Office Message 2 14 Reading Mail 2 14 1 Read a Message in Conversation View 2 14 2 Read a Message in Single Message View no aua nao ww N B BP BB Oo wo wo N N Q 10 11 11 12 13 13 13 14 15 15 15 TITLE PAGE NUMBER 2 15 Mark a Conversation or Conversation as Unread 2 16 Opening Attachments to an Email Message 2 16 1 View Attachments 2 16 2 Remove Attachments 2 16 3 Preview Attachments 2 17 How Address Bubbles Work 2 18 Returning Read Receipts 2 19 Printing an Email Message 2 19 1 Print a Conversat
5. Page 16 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 2 16 2 Remove Attachments Attachments to your email affect your quota You may want to remove larger attachments from the message Removing the attachment deletes the file from your mailbox If you downloaded the file you still have a copy e To remove an attachment open the message and click Remove 2 16 3 Preview Attachments If you have the Preview option you can quickly view the content of the attachment without having to download or open the attachment e To preview an attachment click Preview to open the attachment even if the application is not installed on your network 2 17 How Address Bubbles Work Names in the address field display in an email bubble rather than as text The bubbles are more interactive than email addresses displayed as text The following actions are available when using bubbles for email addresses e When addressing an email you can right click on a bubble to display a menu of options including Delete Edit Move to To etc e When reading an email message you can right click on a bubble to display a menu of options including Add to Contacts New Email Advanced Search e You can tab or use the left right arrow keys to navigate between bubbles e When auto complete is used to select a distribution list the bubble includes a plus sign to identify the address as a distribution list You can c
6. attachment Specifies any item with a certain type of attachment For example attachment word finds all messages with a Word file attachment Page 104 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB Table 9 Briefcase File Viewing Options Option Description is Searches for messages with a certain status Allowable values are unread read flagged unflagged sent draft received replied unreplied forwarded unforwarded anywhere remote in a shared folder local sent and solo For example is unread finds all unread messages is solo finds email messages that do not have a reply to them yet The Status drop down menu in the advanced filters includes these options date Use this keyword to specify a date You can use an absolute date mm dd yyyy or yyyy dd mm or a relative date nnnn hour day week month year Use the format that is default on your browser s locale For example US English format date 2 1 2012 finds messages dated February 1 2012 The greater symbol date gt DATE is the same as after DATE The less symbol date gt DATE is the same as the before Date after Specifies mail sent after a certain date For example after 2 1 2012 specify mail sent after February 1 2012 before Same as after except specifies mail sent before the specified date size Specifies messages whose total size
7. it bounces back to you with a message stating why it could not be delivered If you can resolve the problem try resending the email If you continue to have the following problems contact your administrator e Every email message you send is rejected e Email bounces back with user unknown or bad address messages for addresses that you have successfully used from your corporate address list e You receive bounce messages for email you did not send Page 28 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 4 EMAIL FILTERS You can define filters to manage incoming and outgoing email messages including Calendar related messages A filter consists of one or more conditions and one or more actions You can base a condition on a subject email messages from a specific person or messages for a particular date If the message matches the conditions the specified actions are performed You can create filters to do the following e Sort incoming messages into folders For example all email messages from your supervisor are automatically moved into your Management Directives folder on receipt e Tag messages For example email messages from the corporate events mailing list are marked with the Events tag e Forward or discard email For example all email messages received from a particular email address are moved to the Trash folder e Flag messages for importance Filters are applied in the
8. 00 Meeting 13 13 30 Test Figure 20 Calendar Page 54 of 114 hg Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 7 1 Set Your Default Calendar View The Work Week view is displayed by default You can change the view that displays when you open your calendar by 1 Goto the Preferences gt Calendar page 2 Select the view from the Default View drop down menu 3 Click Save Table 5 Calendar View Types Option Description Day View Displays activities for the day Work Week View Displays Monday through Friday activities 7 Day Week View Displays seven days of activities You can select which day is the first day of your week in Start Week on drop down menu Month View Displays activities for a month When you view a monthly calendar you can double click on a date and a fish eye view of the day s appointments displayed by the hour is displayed List View Displays a list of appointments within a specified date range for calendars selected in the Overview pane MPOBWEBMAIL Malaysian Palm Oil board Mail Contacts Calendar Save Cancel Undo Changes V Preferences GB General ammar mpob gov my Quota 0 542 46 KB of 10 00 GB amp Log Out U E Mait Work week sun V Mon Tue V wed M Thu M Fri C Sat FP Filters Work hours Normal 08 00 v to 17 00 v O Custom The timings follow
9. 43 Thursday 2 May Time Thursday 2 May 2013 14 00 15 00 GMT 08 00 Kuala Lumpur Singapore Location Bilik Mesyuarat Unit IT MPOB Organizer ammar mpob gov my Invitees qf _anuar deniel mpob gov my W Anuar Deniel has accepted the invitation Subject Meeting Organizer ammar mpob gov my 2 9 Location Bilik Mesyuarat Unit IT MPOB 2 Time Thursday May 2 2013 2 00 00 PM 3 00 00 PM GMT 08 00 Kuala Lumpur Singapore 30 Invitees anuar deniel mpob gov my Figure 5 MPOB Webmail View Option 2 3 Using Reading Pane You can use the Reading Pane to preview messages in your Inbox and other folders If you have the Reading Pane on when you click on an email message the message displays in the Reading Pane and the message is marked as read To adjust the size of the Reading Pane place your pointer on the divider bar and drag the bar Page 7 of 114 me Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 4 Turn Reading Pane On or Off The Reading Pane lets you read email messages from your Inbox without opening the email Depending on your view the Reading Pane can be at the bottom or on the right or turned off 1 On the Mail tab toolbar click the View drop down menu 2 Select the Reading Pane option 2 5 Setting Desktop Alerts For New Email Messages You can set up desktop alerts for new email notification To receive alerts your mailbox mu
10. Calendar Tasks Briefcase U Save Cancel Y Preferences amp General 6 Mail File Choose File No file chosen FP Filters _ Signatures amp Out of Office E calendar Sharing S import Export Destination Type Account O Calendar O Contacts Source All folders Advanced settings May 2013 gt SE 9 0 1 16 7 18 Figure 19 Export Contact Address Book Page 53 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 7 WORKING WITH CALENDARS You can use the MPOB Webmail Calendar to track and schedule appointments meetings and events You can maintain several calendars and move events from one calendar to another You can also share your calendars with others To open Calendar click the Calendar tab The Work Week is the default view Your working days and times are in white Your nonworking time is in gray MPOBWEBMAIL Malaysian Palm O m Mail Cont cts New Appointme ete Y Calendars M E Calendar OW trash VB HABHCatendar Find Shares Searches Tags May 2013 T Ww T vere Se Go a ea 12 13 14 45 16 Lee ets el aire eee 26 27 28 29 30 Briefcase Preferences May2013 a May 2013 ammar mpob gov my Quota 0 542 46 KB of 10 00 GB Log Out SSS Ss iS Day WorkWeek Week Month List Friday Saturday Sunday Tuesday Wednesday Thursday 28 29 3 1 5 1 14
11. ORGANIZING YOUR ACCOUNT 5 1 Using Folders 5 1 1 Create a Folder 5 1 2 Rename a Folder 5 1 3 Delete a Folder 5 2 Using Tags 5 2 1 Assign a Tag to an Item 5 2 2 Remove a Tag 5 2 3 Display Messages with a Specific Tag 5 2 4 Search for Items by Tag 29 30 31 31 32 33 34 35 35 35 35 35 36 36 36 36 37 37 38 39 40 40 41 41 42 42 42 TITLE PAGE NUMBER 5 2 5 Change a Tag Colour 5 2 6 Rename a Tag 5 2 7 Delete a Tag 5 3 Using Flags 5 3 1 Flag a Message or Conversation 5 3 2 Remove a Flag from a Message or Conversation 6 USING CONTACTS ADDRESS BOOK 6 1 Adding Contacts to an Address Book 6 1 1 Adda New Contact 6 1 2 Adda New Contact from an Existing Email Message 6 2 Viewing Contacts in Your Address Book Check if an Email Address is in Your Address Book 6 3 Creating a Contact Group 6 3 1 Creating a Contact Group from an Address Book List 6 3 2 Adding Members to an Existing Contact Group 6 4 Moving a Contact to Another Address Book 6 5 Editing Contact Information 6 6 Forwarding Contact Information 6 7 Printing a Contact or Name or Address Book 6 8 Deleting Contacts 6 9 Importing an Address Book 6 10 Exporting an Address Book 7 WORKING WITH CALENDARS 7 1 Set Your Default Calendar View 7 2 Create a Calendar 7 2 1 Organize Your Calendars into Groups 7 2 2 Add Colour to a Calendar 42 43 43 44 44 44 46 46 47 47 47 48 48 49 50 50 50
12. The message header details the path the message took from the sender to the recipients The header includes the IP addresses dates and spam flagging information e To find the origin of the message right click the message and select Show Original A new window opens with the information displayed mace RERA Q P10 00 B tog out Contacts Calendar Tasks Briefcase Pr va E4 New Message f r aem Folders o Sorted by Date T 2 messages gt amp Inbox a Postmaster Test Email 01 51 To view a message click on it B Sent Q Meeting rescheduled T EB Dratts E Spam E Hi how are you I hope everything work fine gey W Trash hig L Reply to an fal E Forward tf ark as Read my ep ex Test Email E Mark as Unread Imu fo Find Shares X Delete Backspace 8 Mark as Spam ms E Redirect f Edit as New Tag Message E Move amp Print L show Original dP New Filter f KEI May 2013 s mr T 34 create Appointment 2 E Create Task ye Clear Search Highlights 12 13 14 15 16 19 20 21 22 2 26 27 28 29 30 Figure 9 Show Email Origin Page 12 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 10 Managing Your Account Quota To manage disk and resource usage MPOB currently enforces quotas to limit the amount of disk space each user account can use Refer to the top right hand side of the Webmail System page to view your quota usage
13. You can change this from the Preferences tab gt General page 1 Right click on the message and select Print The message opens in a new window A standard print dialog appears 2 Choose a printer 3 Click OK The message is sent to the selected printer 4 Close the message window Alternately you can select Print from the Actions link on the toolbar 2 19 1 Print a conversation all messages 1 Right click the conversation to be printed and select Print The conversation opens in a new window A standard print dialog appears 2 Choose a printer 3 Click OK The conversation is sent to the selected printer 4 Close the conversation window Alternately you can select Print from the Actions link on the toolbar 2 19 2 Print one message in a conversation 1 Open the conversation and select the message to print 2 At the end of the message click the gear icon and select print The message opens in a new window A standard print dialog appears 3 Choose a printer 4 Click OK The message is sent to the selected printer 5 Close the message window Page 19 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 20 2 21 Deleting a Message You can delete specific email messages or a complete conversation thread e Right click the message or conversation to delete and select Delete Deleted messages are moved to your Trash folder You can recover files from Trash wi
14. a message is received and by Conversation 1 On the Mail tab toolbar click the View drop down menu 2 Select either By Conversation or By Message ammar mpob gov my MPOBWEBMAIL Search Quota 0 542 46 KB of 10 00 GB amp Log Out Malaysian Palm Oil Board Contacts Calendar Tasks Briefcase Preferences 2 New Message gt Reply ReplytoAll Forward Delete Spam hr v Actions 12 messages Rea aap Y Folders P t 2 From A subject Folder size amp inbox o NorZihan BintiYusot Re test tak yat ti IPOB amp f Techi 160 Code of Practice Seminar Inbox 2KB 07 May E sent Nur Atiqah Binti Nazi ERROR Nur At nit ah T at Ke 3Minbox 311KB 07 May EB Dratts Anuar Deniel Accept Meeting Yes will attend C Be ansfer of Te y MPO of Pra vis Inbox SKB 02 May R spam Anuar Deniel test auto reply test Inbox 02 May W trash Ammar ifwat test sending ail C MPOB amp 16 ero 60 Code eminar This is a nev Inbox 02 May Find Shares Anuar Deniel this is a test t Inbox 23 Apr Q Ammar Ifwat test signature at Na CT Eng n APOBR of Technol Inbox 02 May Ammar Ifwat mengapa be Inbox 23 Apr Q Anuar Deniel this is a test ple nore Inbox 23 Apr Tags G Ammar Ifwat test 2 test Inbox 23 Apr J Ammar Ifwat Testing Testing Ammat Inbox 23 Apr i Webmail System Adm test test mailing list Sinc Admin Inbox 22 Apr jl Accept Meeting 2 May 2013 11
15. after they are added You can also configure the spell check to ignore words right click on the word and click Ignore MPOB WEBMAIL Malaysian Palm Oil Board New Email Subje EJ Cancel Save cc Postmaster x Subject New Email Subject Attach v Tip drag and drop files from your desktop to add attachments to this message Professional 3 12pt JA Y B Z U ae li je This is a content with a wrong speling Figure 13 Spell Check Page 25 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 3 4 Replying to Email Messages 1 Select the email you want to reply to 2 Click Reply or Reply to All in the toolbar A new compose window is displayed with the address es in the header and the original message in the body If you view message in the Conversation view you can click reply at the bottom of the message 3 Type your reply 4 Click Options on the toolbar and select an option if you want to change how the original message is included in the reply 5 Click Send Note If you add your signature automatically to your messages it is placed in the message according to your preference settings Page 26 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 3 5 Forwarding Email Messages You can forward an email message to someone else Forwarding a message includes all file attachments 3 5 1 Forward an Email Me
16. click New Appointment In the Subject text box add a brief description of the meeting The text added here becomes the description in the calendar Define the start and end day and time If the appointment is recurring in Repeat select the how often this appointment should be scheduled Select All day event to make this appointment all day In the Attendees text box type the email addresses separating addresses by a semicolon As you enter names the Scheduler opens and the attendees free busy information is displayed a To help you find a time when all attendees are available click Suggest Time A calendar displays with the availability As you enter attendee names the scheduling tool begins to suggest times that all the attendees are available b If some attendees are not required to be at the meeting but you want to invite them select Show Optional and type email address in the field You can also do this in the Scheduler Click the icon next to the name and select Optional Attendee When the invite is sent their names are listed as optional In the Location text box enter where the meeting is If the location is in the company directory when you start to type locations that match are listed You can also click Suggest a location to see a list of available locations in your company Click Show Equipment if you want to reserve equipment resources that have been identified in your company s directory In the Display
17. color for displaying the Calendar s activities 5 To prevent others from seeing your calendar when scheduling appointments select Exclude this calendar when reporting free busy times 6 Click OK The new calendar displays in the Calendar list 7 2 1 Organize your Calendars into Groups If you manage multiple calendars you can group the calendars in a hierarchical display For example you could group all shared Calendars under a Calendar folder you call Shared e In the Calendar Overview pane select a calendar and drag it to the calendar to be nested under e Alternately right click the calendar to move and select Move In the Choose Folder dialog box select the calendar to move under 7 2 2 Add Colour to a Calendar You can colour code calendars so that activities for that calendar always display in the selected colour which is helpful when you are looking at activities from multiple calendars in one view You can use a colour more than once 1 Right click on the calendar and select Edit Properties 2 Select a colour from the drop down menu 3 Click OK Page 56 of 114 E3 73 V Malaysian Palm Oil Board MPOB Webmail System User Manual iew Multiple Calendars Meetings display in the selected Calendar view in the calendar color selected If meetings are scheduled that are not in the current time view an arrow displays on the calendar s page indicating that there are meetings scheduled that are
18. disable access to a shared folder without revoking the share privileges by selecting None 4 Choose whether you want to inform the user via email 5 Click OK 11 5 Removing User Access to a Shared Folder 1 Right click the shared folder and select Edit Properties The Folder Properties dialog box displays the names that share the folder 2 Click Revoke next to the user name that is being removed 3 In the Revoke Share dialog box select whether to send a standard message or to add a note to your message 4 Click Yes The user can no longer access your folder 11 6 Accepting an Invitation to Share Items If you receive an email notice that you have been granted access to share another person s mail folder you can accept or decline the share If you accept the shared folder displays in the specified application s list in the Overview pane This information is not actually saved in your mailbox Page 95 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual To accept the invitation click Accept Share In the Accept Share dialog box you can change the folder name and select a color to highlight the folder Choose whether to send a confirmation to the person who sent the invitation Click Yes The folder is added to your Overview pane and the message is moved to your Trash folder 11 7 Finding Items Shared With You Sometimes you might not get an email notification that an item is
19. enter user s email addresses External guests are sent an email message with a link to the shared item They create a display name and password the first time they view the shared item e For the Public enter the URL to use 7 Inthe Message area select which type of message to send to those who you are granting access This message can be sent to internal users and external guests Note If you select Public you must notify the public of the URL 8 Click OK Page 98 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual 11 8 2 Change Access from the Preferences Sharing Page 1 In the Folders shared by me section on the Sharing page select the name of the user to change 2 Inthe Actions column you can edit revoke or resend a shared item Table 10 Sharing Actions Options Description Edit To open the Shared Properties dialog and change the role Revoke To open the Revoke Share dialog and cancel the shared folder Resend To resend the share notice 11 9 Sharing with a Distribution List Instead of creating individual share requests you can share items with a distribution list mailing list Everyone in the distribution list has the same share privileges When new members are added to the distribution list they can be automatically notified about the items that are shared with the list and users can click Find Shares in the Overview pane to see the shared items
20. expand its list Note You may have two FOLDERS listed If the one you expand doesn t contain your email folders expand the other one Select the IMPORT folder and click OK 9 Click on the IMPORT button on the far right side of the screen 10 You should see a pop up window stating that he import succeeded Click OK 11 In MPOB Webmail System click on the MAIL tab then go into the IMPORT folder to view your imported email messages Page 114 of 114
21. h changepass om Change password Figure 3 Change Password Page 1 5 Navigating the MPOB Webmail Web Client After a successful log in you see a screen view similar to the one below This view is the Mail view The view changes when you use other applications such as Contacts Calendar Task or Briefcase Application Window header Toolbar MPOB WEBMAIL Applikcation Tabs GQ New Message Reply Content Pane Replyto An Forward Delete Spam Search Bar Reading Pane Bar amp Actions Read More View v v Folders y amp invox 6 Overview Pane ED Anstatt ED mros as GB nadi E sent GB prats o EB spam W trash Find Shares o m v Searches E anuar Tans a May 2013 Mini Calendar 5 a a 5 s 9 10 15 16 17 2 B3 2 2 30 3 Option Description O Sorted by Date 15 messages Webmail System Administrator isMar test test Sincerely Administrator Co P Webmail System Administrator E test 110 Sincere Administrator Co admin EJ Service sasi started on zimbra mpob P admin 14 Mar EJ Service mta started on zimbra mpob P admin 14 Mar EJ Service antivirus started on zimbra m P admin 14 Mar EJ Service spell started on zimbra mpot admin 14 Mar E Service snmp started on zimbra mpo admin 14 Mar Q Serice stats started on zimbra mpob P Webmail System Administrator tast 14 March 2013 13 29 F
22. including attachments is a specified number of bytes kilobytes or megabytes For example size 12 kb finds messages that are exactly 12K in size The greater than gt or less than lt symbols can be used instead of bigger or smaller larger Similar to size except specifies greater than the specified size smaller Similar to size except specifies smaller than the specified size tag Finds messages which have been tagged with a specified tag For example tag amber finds message that have a tag called amber applied Page 105 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MP OB 12 6 Using as a Wildcard in Search The asterisk after a prefix can be used as a wildcard in a search to find content with words that have similar spellings For example do returns items with the word dog door etc 12 7 Setting Search Folders and Items Preferences Trash Spam and Shared folders are by default not included in search settings You can set your preferences to include these folders and items in your search 1 Goto Preferences gt General page 2 Select Search Settings gt Include Spam Folder in Searches Include Trash Folder in Searches and Include Shared Items in Searches to include these folders in any search you perform By default these folders are not searched 3 Click Save 12 8 Saving a Search Query If you create a search that you want to use agai
23. list and you can create other task lists to organize your to do lists by more specific activities such as by work or personal projects 9 1 Creating a Task List When you create a new task you select a Task folder also referred to as Task list for which to track the task By default the Tasks list gives you a list view of all your tasks in the Tasks folder You can create different task lists in addition to the default Task list and configure the lists to synchronize with the tasks from a remote iCal To Do list 1 Goto the Tasks page 2 Inthe Overview pane click the Tasks gear icon and select New Task List 3 Enter a Name and select a Colour for the new task list To Synchronize tasks from a remote service select the check box and enter the URL 4 Click OK The task list is displayed in the task list ammar mpob gov my seen Paim oS CED Quota 0 542 46 KB of 10 00 Ge E Log Out Mail Contacts Calen HL fase Preferences M New Task d fei amp Mark as Completed Y Tasks O Sorted by Date 3 Documentation E Tasks y lick here to add a new Task Location MPOB HQ W trash Upcoming Start Date 8 May 2013 Find Shares C Documentation 23 5 2013 Due Date 23 May 2013 Priority High Searches Status In Progress Te n Completed 70 Reminder 16 May 2013 12 00 This is for top management Figure 22 Tasks Page 74 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User
24. name is required to create a contact or you can create detailed contact forms that include full name multiple email addresses work home and other addresses phone numbers and an image You can also create group contact lists The Emailed Contacts address book is populated automatically when you send an email to a new address that is not in one of your other address books When you compose an email message the auto complete feature displays a list of names from your address books that match the text you are typing ammar mpob gov my CO aaa weer ED O G togou Tasks Briefcase Preferences Edit Delete hy v apr Actions 2 contacts All 173g Ad WB A E EW WE WG E ia AM Ok Ml ON ld is I Distribution Lists lm Qhatid P Emailed Contacts a o Anuar Location E contacts W trash Email anuar deniel mpob gov my Email Find Shares 1 agepart Searches Tags Figure 16 Contacts Address Book Page 45 of 114 MPOB Malaysian Palm Oil Board MPOB Webmail System User Manual 6 1 Adding Contacts to an Address Book 6 1 1 Add a New Contact Go to the Contacts page and select New Contact Enter the contact information and optionally upload a photo e Aplus sign next to a text box indicates that you can add more than one entry For instance in the Phone text box you can add mobile home work and other phone numbers To add a custom text box select Other from the drop down menu
25. order that they are listed You can change the order at any time 4 1 Filter Conditions A filter can contain one or more conditions For example if someone sends you email messages from more than one email address and you want to direct all messages from the person into one folder you can create one filter that has two conditions one for each email address and one action to move the email messages to the same folder The order of the conditions is not important You can choose whether the email message must match all conditions or just meet any one of the listed conditions You can also use a negative condition For example you can filter an email message that does not contain a particular word Filter conditions are not case sensitive Page 29 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual You can base a filter condition on the following Specific email addresses in the From To or Cc fields Email messages that are under or over a specific size Dates Presence or absence of file attachments Words in the message subject or body Calendar invitation Email messages that are marked by importance 4 1 1 Filtering Using Any Versus All You can group conditions within a filter rule using the terms any or all The use of these terms is similar to the AND versus OR type searches described under the Search feature with any being OR and all being AND If you choose any when defining condi
26. organize your incoming and outgoing email messages You can create your own folders or use the system defined folders e User defined folders Folders you create to organize your email are displayed in the Folders list in the Overview pane Top level folder names cannot be the same as any other top level folder in your email calendar or address book folders e System folders System folders cannot be moved renamed or deleted The following are system folders Inbox New email arrives in the Inbox Sent A copy of each message you send is saved in the Sent folder Drafts Messages you have composed but have not sent are saved in the Drafts folder Spam Most filtering of unsolicited automated email also known as spam or junk mail is handled by a spam filter before those email messages reach your Inbox Email that might possibly be spam mail but isn t certain to be Spam can be placed in your Spam folder Trash Deleted items are placed in the Trash folder and remain there until you manually empty the trash or until the folder is purged automatically Page 38 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 5 1 1 Create a Folder You can create a standalone user defined folder or a folder inside another folder Sub Folder including system folders You cannot create two folders with the same name within the same parent folder For example you cannot have two folders named Shoppin
27. remember what folder you have placed email received from him in 1 From the search drop down menu select Mail 2 Click the magnifying glass in the search text box to display the advanced search page 3 Select Received from and enter the email address of your manager in the Address box 4 Select Status gt in any folder 5 Click Search Page 110 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 13 ARCHIVING YOUR EMAIL DATA There are several options for archiving your email off of the MPOB Webmail System These options are useful when you need to either free up space on the mail server or to save your email data to your Desktop Below are the instructions for e Exporting email from MPOB Webmail System to a Zip file so it can be archived off the mail server e Saving your exported email to your Desktop eg C MyDocuments folder e Importing mail from your desktop eg C MyDocuments back into MPOB Webmail System 13 1 Exporting Your Email to a ZIP File In MPOB Webmail System click on the PREFERENCES tab In the column of options on the left side of the screen click on Import Export Under Export gt Type click the radio button Account Next to Source click on the All Folders button nu PF we NN PF Scroll down to Mail Folders If the list of folders is not expanded click on the arrow next to Folders to expand its list 6 Sel
28. select the Free Busy option for this appointment which calendar the appointment should be added to and whether this appointment should be marked as Private In the Reminder drop down menu set an alarm notification to remind invitees of the appointment In the text box below Scheduler type an email message that is included in the appointment invitation To add attachments click the paperclip icon on the toolbar Page 64 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 10 The default is to ask the attendees to reply to your invitation If you do not want a response from the attendees in the Calendar toolbar click Options gt Request Response to remove the check mark 11 If you do not want to send the invite out at this time click Save Otherwise click Send 8 2 1 Send Invites to Attendees in Different Time Zones If the time zone is displayed in the appointment page it reflects the time zone that you are in You usually do not need to change this When you schedule meetings with attendees in different time zones the invitation is sent reflecting the meeting time in their time zone For example if you create a meeting with attendees in California and New York the invitation displays Pacific time for attendees in California and Eastern time three hours later for attendees in New York 8 3 Using the Scheduling Tool to Set Location Preferences If you always want to reserve rooms that ar
29. toggled back on off e Click on the thick line below the header row to display the appointments 7 4 Displaying Your Free Busy Information The free busy feature allows others to see meeting times scheduled on your calendars The free busy feature is on by default but you can turn it off or limit who can see the information 1 Go to the Preferences gt Calendar page 2 Scroll to the Permissions section select the Free Busy option that you want to set for this calendar If you select Allow only the following internal users to see my free busy information in the text field enter the email address of the internal users 3 Optional In the Invites section specify who can invite you to meetings If you select Allow only the following internal users to see my free busy information in the text field enter their internal user names or full email address 4 If you limit who can invite you to meetings you might want to select Send to send an auto reply to users who are denied from inviting me 5 Click Save Note These settings do not affect calendars that you have configured to not display free busy information Page 58 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 7 4 1 Send Your Free Busy Status to Others You can email a link of your free busy status that shows appointments in your personal and shared calendars 1 Click the Calendars tab 2 Inthe Calendar Overv
30. whether to Print selected task s or to Print Task Folder 5 Inthe Print dialog click OK 9 10 Importing a Task Lists You can import task lists that are saved to a tgz file 1 Go to Preferences gt Import Export 2 In Import gt File click Browse to locate the task list tgz file to import 3 For the Destination click All folders and select the task list that the tasks will be imported into or create a new task list 4 Click Import Depending on the size of the tgz file the import might take a few minutes 9 11 Exporting a Task List Your task list is exported and saved in a tgz file format 1 Go to Preferences gt Import Export 2 Select the Source and check the Advanced Settings box 3 Remove the check box from all applications except Tasks 4 Click Export 5 Check Save to disk 6 Click OK Page 80 of 114 hg Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 10 WORKING IN BRIEFCASE Briefcase can be used to share and manage documents that you create in Briefcase or documents and images that you upload to your Briefcase folders Use Briefcase to save files in your MPOB Webmail System account so that you can access these files whenever you log in to your account from any computer You can share your briefcases folders with others who can view and edit the files in the shared Briefcase You can create multiple briefcase folders and then upload any type of file from your compute
31. with a Specific Tag To find tagged message quickly click a tag in the Tag section of the Overview pane All messages with the selected tag are displayed in the Content pane 5 2 4 Search for Items by Tag To search for a specific tag type the following into the Search field tag lt tagname gt Displays all tags with this name Note If the tag name is two words you must use quotes around the tag name 5 2 5 Change a Tag Colour 1 Go to Overview pane gt Tags section 2 Right click the tag for which you want to change the colour 3 Select Tag Colour and click a new colour for the tag All tags with the previous colour are changed to the new colour Page 42 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 5 2 6 Rename a Tag 1 Go to Overview Pane gt Tags section 2 Right click the tag you want to rename and select Rename Tag 3 Enter the New Tag Name Tag names can include any character except a colon forward slash and quotation mark 4 Click OK 5 2 7 Delete a Tag Deleting a tag removes the tag from any item that has the tag The items themselves are not deleted 1 Go to Overview pane gt Tags section 2 Right click the tag you want to delete and select Delete 3 Click Yes to confirm the deletion Page 43 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 5 3 Using Flags The flag icon in the mes
32. your email 1 Select one or more files and hold down the cursor on the file s to be attached 2 Drag the files to the message header area and release the cursor The file names are displayed in the header 3 1 3 Removing an Attachment To remove an attachment click the X in the attachment bubble Page 22 of 114 MPOB Malaysian Palm Oil Board MPOB Webmail System User Manual 3 2 Using Signatures Automatically You can include an automatic signature at the end of an email A signature can include your name and any additional text You can create more than one signature For example you can have a formal signature for emails sent to customers and an informal signature for emails sent to friends 7 Go to the Preferences gt Signatures page In the Name text box type a descriptive name to identify the signature You can create multiple signatures so using an identifiable name here is helpful Optional To format in plain text click Format as HTML and select Format as Plain Text In the text box type the signature text as you want it to appear If you are using Format as HTML you can add images and create links to your signature text In the Using Signatures section select the default signature from the drop down menu to use with messages sent from your various accounts Select the placement of your signature in a message e Select Above included messages to add your signature at the end of your repl
33. 2 Printing an Appointment or Meeting 8 13 Responding to a Meeting Invitation 8 13 1 Forward a Meeting Invite 9 USING TASK LIST 9 1 Creating a Task List 9 2 Creating a Task 9 2 1 Adda Task Quickly 9 2 2 Create a Detailed Task 9 3 Viewing Tasks in the Reading Pane 9 4 Changing a Task 9 4 1 Marka Task Complete 9 5 Moving a Task to Another List 9 6 Sorting Tasks Within a Task List 9 7 Filtering Tasks by Status 9 8 Deleting a Task or Task List 9 8 1 Delete a Task 9 8 2 Delete a Task List 9 9 Printing a Task or Task List 9 10 Importing a Task List 9 11 Exporting a Task List 10 WORKING IN BRIEFCASE 10 1 Creating Briefcase Folders 10 2 Adding Files to Your Briefcase Folders 10 2 1 Upload Files to Briefcase 10 2 2 Upload Email Attachments to Briefcase 10 3 Checking Out and Checking In to Briefcase 72 72 73 73 74 75 75 75 77 78 78 78 78 79 79 79 79 80 80 80 82 82 83 84 84 TITLE PAGE NUMBER 10 4 Managing Version Control of Files in Briefcase 10 4 1 View Version History of Briefcase File 10 4 2 Restore a Document to the Previous Version 10 4 3 Delete a Document from Briefcase 10 4 4 Rename a File 10 5 Creating Documents in Briefcase 10 5 1 Format with the Rich Text Editor 10 6 Viewing Files in Briefcase 10 7 Working in Briefcase 10 7 1 Open Files in Briefcase 10 7 2 Move Files in Briefcase 10 7 3 Tag a File in Briefcase 10 8 Sending Files from
34. 51 51 52 53 55 56 56 56 TITLE PAGE NUMBER 7 3 View Multiple Calendars 57 7 3 1 View Calendar Activities in a List 57 7 3 2 Display All Day Appointments in Your Work Week View 58 7 4 Displaying Your Free Busy Information 58 7 4 1 Send Your Free Busy Status to Others 59 7 4 2 Import Your iCal Calendar 60 7 4 3 Export Your iCal Calendar 60 7 5 Adding an iCalendar from an Email Message 60 7 6 Adding External Calendars 61 7 7 Printing a Calendar 61 7 8 Deleting a Calendar 62 8 APPOINTMENTS MEETINGS AND EVENTS 8 1 Creating an Appointment 63 8 2 Creating a Meeting from the Appointment Page 64 8 2 1 Send Invites to Attendees in Different Time Zones 65 8 3 Using the Scheduling Tool to Set Location Preferences 65 8 4 Using the Scheduling Tool to Find Attendee Availability 66 8 4 1 View Availability in the Mini Calendar 66 8 5 Scheduling an All Day Appointment 67 8 5 1 Move All Day Events to a New Day 68 8 6 Creating an Appointment from an Existing Appointment 68 8 7 Scheduling an Appointment Within an Email Message 68 8 8 Using Email Messages to Set Up Meetings 69 8 8 1 Create a Meeting Request from a Contact 69 8 9 Changing Appointment or Meeting 70 8 9 1 Resend a Meeting Invitation 70 8 10 Cancelling a Meeting 71 8 10 1 Delete One Meeting in a Series 71 8 10 2 Delete All Meetings in a Series 72 TITLE PAGE NUMBER 8 11 Receiving a Permission Denied Message 8 1
35. Add ammar May 2013 A N 2 5 6 7 8 12 3 14 45 16 19 20 21 22 23 2 26 27 28 29 30 Figure 14 Using Filters 4 2 1 Create a Filter from an Email Message You can create a filter based on an email message in your Inbox The filter information is extracted from the message You can then modify the conditions and actions 1 Right click an email message and choose New Filter The Edit Filter dialog box appears populated with the information from the email message 2 Inthe Filter Name text box type a unique name for the filter 3 Change the conditions and actions as necessary using the drop down menus 4 Click OK Page 33 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 4 2 2 Create a Filter for Calendar Invitations You can create a filter to organize Calendar invitations that you receive and send 1 2 10 11 12 Go to the Preferences gt Filters page Click either Incoming Message Filters or Outgoing Message Filters Select New Filter In the Filter Name text box enter a unique name for the filter To make the filter active check the Active box in the upper right corner In the Subject drop down menu select Calendar Select an invite is replied not reply or invite is requested not requested condition from the drop down menu To add more conditions click the button and repeat the above steps The order of the conditions does no
36. KE of 10 00 GB webmail_zimbra_mpob_user pdf ga webmail_zimbra_mpob_user paf 1M rr 5 May 2013 11 08 by ammar mpob go ammar mark A Click Ox Upload New Files to Briefcase Choose file s to upload File Choose Files zimbra 8 en r guide pdf 2 MB Remove Add Notes Version 2 ts from Trash by di Note Attachments may not be larger than 49 MB rt email and you can search for all items with a pa tag You Create a Ta 1 Inth pane click the Tags gear icon and select New Tag Figure 25 Briefcase File Upload Page 83 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 10 2 2 Upload Email Attachments to Briefcase To add the attachment click the Add to Briefcase link in the message header next to the Attachments link In the Add to Briefcase dialog select the destination folder or create a new briefcase folder Click OK 10 3 Checking Out and Checking In Files to Briefcase You can open files in your Briefcase any time you log on to your account You must have the appropriate software application to open and read or updated files that you did not create with the documents tools in Briefcase If you have shared a briefcase with others you may want to use the check out and check in feature of Briefcase to manage editing of files The check out and check in process is slightly different depending on whether the file is one you uploaded t
37. Mail gt Folders page 2 Right click the folder you want to delete and select Delete Note The Trash folder is purged on a regular basis which is set by your administrator so items Trash do not stay there forever Using Tags You can use tags to help classify and organize your email messages conversations calendar contacts briefcase or tasks For example you can have a tag for Immediate Turnaround and ai for Medium Priority You can tag for tasks or a project tag to sort email and you can search for all items with a par tag You can also apply multiple tags to an item Create a Tag 1 In the Overview pane click the Tags gear icon and select New Tag Figure 24 Briefcase Page Page 81 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual Creating Briefcase Folders Go to Briefcase gt Folders Click the gear icon and select New Briefcase Enter a Name for the new briefcase folder The briefcase folder name must be unique within the hierarchy of your all of mailbox folders This name cannot match any top level folder in your mailbox calendar or address book For example if you have a calendar named Holidays you cannot name a top level briefcase Holidays Holidays could be a name of a briefcase within another briefcase Select the Colour of the new briefcase file Select the folder hierarchy either under Folders or under another briefcase folder You can create a new t
38. Manual MPOB 9 2 Creating a Task Create a new task by entering the task name in your tasks list or you can open a new task page and add detailed information about the task and include notes and attachments 9 2 1 Add a Task Quickly 1 Go to the Tasks page and in the Overview pane select the task list to which you want to add a task 2 In the Click here to add a new task text box in the Content pane enter the new task name 3 Press Enter This adds the task subject to your task list but it does not give any details To add details edit the task 9 2 2 Create a Detailed Task You can use your task lists to create and track the progress of a task In addition you can write notes and attach files for easy access from within the task Having all of the relevant information with your task is useful when you share your task list with others You can estimate the length of the project by entering the start date and the due date and set the priority When you start the task you can select the status such as Not Started or In Progress and select the percentage complete 1 Goto the Task page and select New Task 2 In the Details area enter the task information Only Subject is required to give the task a name 3 In the Progress area enter the information to track the progress of the task This information is not required for your task 4 Click Save Page 75 of 114 me Malaysian Palm Oil Board RE MPOB Webmail
39. Options gt Default Timezone drop down menu select the time zone you want to use 3 Click Save Page 5 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 MANAGING YOUR EMAIL This chapter describes how to customize your mailbox and how to handle messages you receive 2 1 View Email Messages by Conversation In the Conversation view your messages are grouped to make it easier to follow the thread of an email exchange A conversation thread begins when you send or receive an email and then send or receive subsequent replies and forwards based on the original email The subject displays only once in your Inbox and the number of email messages in the conversation is shown Conversations containing unread messages are shown in bold with a blue dot to the left of the sender s name Conversations can span folders For example one could be in your Inbox another in your Sent folder and others in another folder If you move a conversation from one folder to another all messages within that conversation are also moved to that folder Messages in the Sent folder and in the Trash folder are not moved To create a new conversation thread you must create a new message not reply to or forward an existing message Page 6 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 2 2 Change the Message View Email messages in your mailbox can be organized by the date
40. Search 12 10 Searching for Messages Sent To or From the Recipient 12 10 1 Search Sent and Draft Folders 12 10 2 Use Advanced Search 12 11 Search Examples 12 11 1 Search for a Specific Type of Attachment 12 11 2 Search by a Date Range 12 11 3 Search for Mail across All Folders 96 97 98 99 99 100 101 101 101 101 102 103 104 106 106 106 106 107 107 108 108 108 109 109 109 110 TITLE PAGE NUMBER 13 ARCHIVING YOUR EMAIL DATA 13 1 Exporting Your Email to a ZIP File 13 1 1 Export Your Email Based on Date 13 2 Importing Email From Your Desktop 111 113 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 1 LOGGING TO YOUR ACCOUNT 1 1 Log In 1 Open a browser window and enter this URL http webmail mpob gov my 2 When the Sign In screen appears type in your username and your password 3 Click Log In re MPOB LOGIN ee Figure 1 Login Page 1 2 Log Out To prevent others from having access to your email account always sign out when you are not using your computer If you browse to a different site without signing out first your session might sign out automatically when it reaches the specified timeout e Inthe top right corner select Log out 1 3 If Your Session Expires Your system might log you out if your session is inactive for at least 60 minutes If you are automatically logged out simply log in again and continue wor
41. System User Manual MPOB Table 5 Tasks Description Options Option Description Subject Required Enter a brief description of the task The text added becomes the description in the task list Location Enter where the task occurs Priority Select the priority for this task Task List Select the task list where you want this task displayed Table 6 Tasks Detailed Options Option Description Status Select the status for this task You can reopen this task and change the status at any time Percentage Select a percentage to go with the status of the task You can reopen this task and change the percentage at any time Start Date Define the start date for the task Due Date Define the due date for the task Reminder Set a reminder date and time e f you have configured an email address or SMS alert in your Preferences gt Notification page check the appropriate box for the reminder e If you have not configured a notification click Configure to go to the Preferences gt Notification page to set this up Add attachments Click Add Attachments on the tool bar to add any notes in the text field and to add attachments Page 76 of 114 v Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB Calendar Tasks Briefcase Preferences Save Cancel P X Options v Details ammar mpob gov my Quota 0 542 46 KB of 10 00 GB Progress Subje
42. System User Manual MPOB M 6 4 6 5 6 6 oving a Contact to Another Address Book You can move contacts from one address book to another 1 Go to the Contacts page and select the address book from which you want to move a contact Right click a contact and select Move Select the new destination address book Click OK Editing Contact Information Go to the Contacts page and select the address book that you want to edit Right click the contact you want to edit and click Edit Contact Make changes to the contact Click Save Forwarding Contact Information You can forward contacts in your address book as electronic business cards called vCards 1 Go to the Contacts page and select the address book that contains the contact you want to forward Right click the contact and select Forward Contact A compose pane opens with the vcf file attached Complete the message and click Send Upon receipt the recipient can download the vcf directly to their contact list Page 50 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 6 7 Printing a Contact Name or Address Book You can print a complete address book or just print the information for one contact 1 Go to the Contacts page and select an address book or contact to print 2 Click the Print icon and select Print selected contact s or Print Contacts 6 8 Deleting Contacts Any contact lists you
43. System User Manual MP OB 13 1 1 Export Your Email Based On Date ammar mpob gov my Seria dite Quota 1 20 63 MB of 2 00 GB Y Preferences D General Mail File Choose File No file chosen AY Filters uP signatures E Out of Office amp calendar Sharing Destination Type Account O Calendar O Contacts All folders Y Advanced settings Data types Include all folders from the following applications v ait fa Contacts FAcatendar Tasks C eriefcase r _ Only export content files exclude meta data WRR 7 s 9 10 1 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Figure 28 Advanced Option Export Preferences Page In MPOB Webmail System click on the PREFERENCES tab In the column of options on the left side of the screen click on Import Export Under Export gt Type click the radio button Account Next to Source click on the All Folders button OB Ww NB Scroll down to Mail Folders If the list of folders is not expanded click on the arrow next to Folders to expand its list Select the folder you wish to archive and then click on OK Check the Advanced Settings box Remove the check box from all applications except Mail oo No oO Select the date you wish to archive from when to when 10 Click on the Export button on the far right side of the screen 11 You will rece
44. Your Briefcase 10 8 1 Send an Email with a Link to a File 10 8 2 Send a File as an Email Attachment 11 SHARING YOUR ACCOUNT FOLDERS 11 1 Accessing Privileges 11 1 1 Roles for Internal Users 11 2 Type of Items to Share 11 2 1 Share Mail Folders 11 2 1 1 Scenario for Sharing a Mail Folder 11 2 2 Share Address Books 11 2 3 Share Calendars 11 2 4 Share Task List Folders 11 3 Sharing a Folder 11 4 Changing User Access to a Shared Folder 11 5 Removing User Access to a Shared Folder 11 6 Accepting an Invitation to a Shared Folder 85 85 85 85 85 86 86 87 87 87 88 88 88 88 89 90 90 91 91 92 92 92 93 93 95 95 95 TITLE PAGE NUMBER 11 7 Finding Items Shared with You 11 8 Managing Your Shared Items 11 8 1 Share a Folder from the Preferences Sharing Page 11 8 2 Change Access from the Preferences Sharing Page 11 9 Sharing with a Distribution List Mailing List 12 SEARCHING YOUR ACCOUNT 12 1 Finding an Item with Quick Search 12 1 1 Perform a Quick Search 12 2 Performing an Advanced Search 12 3 Search Filters You Can Use 12 3 1 Basic Filters 12 3 2 Advanced Filters 12 4 Searching Syntax 12 5 Searching with Key Words 12 6 Using as a Wild Card in Search 12 7 Setting Search Folders and Items Preferences 12 8 Saving a Search Query 12 9 Searching for Messages Sent To or From the Sender 12 9 1 Search From Messages That You Receive 12 9 2 Use Advanced
45. bject lines such as white bandanna or whose bandanna but not whose bandanna is this Page 36 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 4 7 2 Question mark The question mark is a placeholder for exactly one character Example subject line search string banana boat With Matches Subject lines such as bananasboat banana boat banana boat or banana boat 4 7 3 Escape character is Slash There may be times that you will want to specify an exact match on a string that contains characters that normally are considered wildcards For example you might want to specify a match on a subject line where the main heading is surrounded on both sides by three asterisks such as MORE MONEY or FREE GIFT To specify a wildcard as itself rather than a substitution for other characters use the backslash immediately before the character For example the comparison string specifies a subject with three asterisks before and after any string in the middle including spaces Page 37 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 5 ORGANIZING YOUR ACCOUNT MPOB Webmail System provides several ways to organize items in your account You can use these features such as folders tags and flags along with the Search feature to quickly locate and retrieve messages 5 1 Using Folders Folders are used to
46. c or to send a blind copy Bcc without the recipient s knowledge enter email addresses in the Cc and Bcc fields 5 Inthe Subject field tell the recipient what the message is about 6 Click Send to send the email message A copy of the message you sent is saved in your Sent folder MPOB WEBMAIL Malaysian Palm Oi Board Mail Contacts Calendar Tasks Briefcase Send Cancel Save Draft Options v Ws Anuar Deniel x ce Qhalid x Subject Majlis Sambutan Maulidur Rasul Attach v Tip drag and drop files Professional 3 12pt Assalamualaikum Sekian Terima Kasih Ammar Ifwat Software Engineer aa Preferences Majlis Sambutan EJ r desktop to add attachments to this message Figure 11 Compose A New Mail Interface ammar mpob gov my Quota 0 542 46 KB of 10 00 GB Page 21 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 3 1 1 Add an Attachment to a Message You can attach documents spread sheets pictures slide shows and other types of files to an email message 1 Compose the email message 2 Below the Subject field click Attach and select My Computer 3 Select the files and click Open The file names displays below the Subject text box 4 Click Send to send the message and the attachments 3 1 2 Add Attachments Using Drag and Drop You can easily add an attachment to an email message by dragging the file from a folder into
47. ch folder name indicates the number of unread messages within that folder 2 14 1 Read a Message in Conversation View 1 To read a message in the Conversation view double click the conversation containing the message The individual messages display in the Reading pane e To expand the message to see all the conversations click Show quoted text at the end of the message e To collapse the conversation view so only the last message is displayed click Hide quoted text at the end of the message e To collapse all messages to view only the sender s name and the snippet of the first line of the message click the icon in the message header 2 To open the message click the line that contains the message you want to read If you have Reading Pane enabled the message body appears in the Reading Pane Otherwise double click the message The message is displayed in the Content pane 2 14 2 Read a Message in Single Message View e f the Reading Pane feature is enabled click the message and read it in the Reading Pane e f the Reading Pane feature is not enabled double click the message The message is displayed in the Content pane Page 15 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 2 15 Mark a Message or Conversation as Unread Conversations containing unread messages are shown in bold with a blue dot to the left of the sender s name e To mark an entire conversation as un
48. chment type ammar into the search box and click Search The drop down arrow on the left of the search text box allows you to select which type of items to search for Page 100 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 12 1 1 Perform a Quick Search 1 In the Search text box type the search text 2 Select which part of your account to search from the drop down menu next to the search text box 3 Press Enter When you are finished with the search you can clear the search by clicking the X on the search tab 12 2 Performing an Advanced Search Instead of typing your keyword and criteria in the search text box on the advanced search page you can select from search filters to add more detailed criteria for your search 1 Inthe search text box click the magnifying glass The advanced search page displays 2 In the Navigation pane select from the advanced filters drop down links to create your search The search syntax displays in a bubble in the search field at the top of the page You can select from any of the filters 3 You can further refine your search criteria by adding AND OR or NOT search conditions 12 3 Search Filters You Can Use When you click the magnifying glass in the search text box you can select to use basic and advanced filters to build search queries 12 3 1 Basic Filters On the advanced search page select Basic Filters such as has attachment is
49. ck Edit and make the changes to the task information 3 Click Save 9 4 1 Marka Task Complete 1 Goto the Tasks page and select one or more tasks that you want to mark as complete 2 Inthe Task page header select Mark as Completed The task information remains in your task folder until you delete the task 9 5 Moving a Task to Another List 1 Right click a task and select Move 2 Select the destination list to where you want to move the task e Enter the task list name or use the keyboard arrows to navigate to the destination list e Click New to create a new task list 3 Click OK 9 6 Sorting Tasks within a Task List You can sort a task list to quickly see tasks by status 1 Goto the Tasks page 2 Inthe Overview pane select the task list you want to sort 3 Inthe header of the Content pane right click the Sorted by drop down menu 4 Click how you want to sort the task list Page 78 of 114 me Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 9 7 Filtering Tasks by Status You can filter tasks in your task list to quickly see tasks by status e In Filter by drop down menu on the Task toolbar select which type of tasks you want to view Table 8 Tasks Filter Options Option Description Not started Shows tasks that are not started Completed Shows tasks that are complete In Progress Shows tasks that are in progress Waiting for someone else Shows task
50. create can be deleted When contact names are deleted they no longer appear in your address book and information is not available from the name tool tips for the address auto completion or from the address search dialog in the email compose window Contacts can be deleted in one of three ways e From an address book select the contact to be removed and click Delete on the toolbar e Drag the contact name to the Trash folder e Right click on the contact and select Delete Page 51 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 6 9 Importing an Address Book You can import contact lists and address books that are saved in a comma separated csv file After the contacts are imported they are alphabetized by last name in your address book 1 Go to Preference gt Import Export page 2 Inthe Import gt File text box Browse and locate the csv file to import 3 Select the Type of contact list you are importing You can select to auto detect the contact list or select from the contact lists in the drop down menu 4 Select the Destination address book to import the contacts or create a new address book If creating a new address book click New and enter a name color and location for the new folder 5 Click OK 6 Click Import Depending on the size of the csv file the import might take a few minutes When the import is complete the Status Box shows the number of contacts successfully im
51. ct System Failure Report Location Unt T Priority f High Task List Tasks Professional 3 12pt JA YV B 7 u mli je This is a report about system failure Status In Progress Start Date 1 5 2013 Due Date 18 5 2013 Reminder Configure 2 gt Mas Figure 23 Tasks Option Interface 9 3 Viewing Tasks in the Reading Pane You can enable a Reading pane to view the content of a task without opening the task The Reading pane can display at the bottom of the Content pane on the right of the Content pane or you can turn it off so there is not reading pane 1 Goto the Tasks page 2 Click View on the Task toolbar to select how to display the Reading pane Table 7 Tasks View Options Option Description Reading Pane At The Bottom The task list view displays at the bottom of the pane Reading Pane On the Right The task list view does not show the status of a task and the percentage completed is shown as a progress bar Reading Pane Off The reading pane does not display Page 77 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 9 4 Changing a Task As you progress on a task you might want to add information change the status and percentage completed or mark the task complete Option Description Update a Task 1 Go to the Tasks page and select the task that you want to edit 2 Cli
52. dressees one by one 1 Go to the Contacts page and open an Address book 2 Select the contacts from the selected address book you want to be in your contact group 3 Go to Actions gt Contact Group gt New Contact Group 4 Enter a group name and click OK A contact group is created within the address book you selected Page 48 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual 6 3 2 Adding Members to an Existing Contact Grou 1 Goto the Contacts page and select the contact group to add members 2 Right click the contact group and select Edit Group 3 Find a new group member You can select new group members from the following options e Type a name into the Find text box and select the address book from the in drop down menu to search Click Search Names that match your entry are listed in the address list box Select the names from the list that you want to add to the group and click Add or Add All e Select an address book you want to search in the in drop down menu Select the names from the list that you want to add to the group and click Add or Add All e Type the email address in the Or enter addresses below text box Separate addresses with either a comma or semicolon or pressing Return Click Add Email addresses you type are not verified The selected names are added to the Members list 4 Click Save Page 49 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail
53. e New Folder Menu Page 39 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 5 1 2 Rename a Folder You can rename user defined folders but not system folders 1 2 3 Go to the Mail gt Folders page Right click a folder and choose Rename Folder Enter the new folder name Folder names can include any character except a colon forward slash and quotation mark Click OK 5 1 3 Delete a Folder You can delete user defined folders but not system folders When you delete a folder the folder and its contents are moved to Trash If you want to save some of the messages in a folder before you delete the folder move the messages to another folder You can recover a folder and its contents from Trash by dragging and dropping the folder to another folder 1 2 Go to the Mail gt Folders page Right click the folder you want to delete and select Delete Page 40 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 5 2 Using Tags You can use tags to help classify and organize your email messages conversations calendar items contacts briefcase or tasks For example you can have a tag for Immediate Turnaround and another for Medium Priority You can tag for tasks or a project tag to sort email and you can search for all items with a particular tag You can also apply multiple tags to an item Create a Tag 1 Inth
54. e Overview pane click the Tags gear icon and select New Tag 2 Enter the new Tag name and select a Color for the tag Tag names can include any character except a colon forward slash and quotation mark 3 Click OK The new tag is listed under Tags 5 2 1 Assign a Tag to an Item After you create a tag you can apply it to an item You can assign more than one tag to an item to classify it under different categories If an item has multiple tags the tag icon is multicolored Only tags that are not already applied to the item are listed 1 Inthe Content pane right click an item 2 In the drop down menu select Tag lt topic gt For example the topic can be a Conversation which displays as Tag Conversation 3 Click the tag to apply to the item A tag icon displays next to the item Page 41 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 5 2 2 Remove a Tag 1 Right click an item that is tagged 2 In the drop down menu select Tag lt topic gt For example the topic can be a Conversation which displays as Tag Conversation 3 Select Remove Tag If the item has multiple tags select the tag you want to remove or choose All Tags to remove all tags You can remove a tag from a message when you have the message open in a reading pane The tag displays in the message header under Tags and you can click the X on the tag to delete the tag 5 2 3 Display Messages
55. e in a specific location you can use the Suggested Location tool in the Calendar application to suggest the availability of those rooms when you create an appointment 1 Inthe New Appointment page click Suggest a location 2 Inthe pane that opens click the gear icon 3 In the Suggestion Preferences dialog box Location Preferences section enter the information about the location You can enter just the name of the location or you can be more specific 4 Click OK The column on the right displays locations that meet your requirements Room locations are displayed if they have been configured in the company directory Once you set this up for an appointment this information is saved and available when you make other appointments Page 65 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MP OB 8 4 Using the Scheduling Tool to Find Attendee Availabilit When you schedule meetings you can check to see when attendees are busy or free so you can find a good time for all attendees to meet As you add attendees to the Attendees field a suggestion panel in the Overview pane shows availability in 30 minute time slots for the attendees The default time preference is to suggest time within your working hours and within the attendee s working hours e Only include my working hours This is the work week and hours you set in your Calendar preferences e Only include other attendee s working hou
56. e saved in your mailbox and if the user deletes something from your mailbox or marks it as spam the message is moved to your Trash folder or Junk folder If the user has access to more than one of your folders the user can e Move the contents from one folder to another folder in your mailbox e Copy an email message from your folders to their mail folders Your folder also retains a copy e Create folders within the shared mail folder The new folder appears in the your mailbox Page 91 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 11 2 1 1 Scenarios for Sharing a Mail Folder e Your sales department wants one central mailbox for all email messages requesting information about a product and everyone in sales should be able to view email messages when they come in You can give everyone in the department permission to view the mail folder and they can copy the messages to their mailbox You could also give them permission to manage the mail folder and reply on behalf of this address e A manager is often out of the office and does not have time to respond to email messages so access is granted to the manager s assistant The assistant can respond to email on the manager s behalf create folders to organize messages and delete messages e Instead of sending email messages to dozens of addresses every time you have an announcement you can identify one of your folders as a public fold
57. ect the folder you wish to archive and then click on OK 7 Click on the Export button on the far right side of the screen 8 You will receive a pop up window Click to choose to SAVE the file This process will export your messages to a TGZ file Make note of the file name and then click on OK Your email has now been saved into your Desktop Computer Note If you cannot find the file on your desktop go back to your browser and click on TOOLS and then DOWNLOADS You will see the TGZ file in your list of downloads You can right click it and choose OPEN CONTAINING FOLDER This will take you to the location to where your file was downloaded Page 111 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB MPOBWEBMAIL Malaysian Pe ard Calendar Tasks Brief ee ene B Save Cancel Undo Changes E Mail File No file selected FP Filters Destination AJl folders Lp Signatures gt Out of Office E Calendar s aring Import Type Account Calendar Contacts ou an be exported to a Tar GZipped tgz format which can be imported back into the system O settings a October 2013 gt SM Winans 2 30 1 S3 4 5 GoT 26 I we ae 13 14 15 16 17 18 19 20 21 22 23 24 2 26 dae Diy Nine ie aa UE E Sb 7 Bs Figure 27 Import Export Preferences Page Page 112 of 114 w Malaysian Palm Oil Board MPOB Webmail
58. eeting scheduled E To Postmaster Test Email EB Drafts I 3 O Postmaster Test Email ark as Re mq Borne Mark as Unread mu Trash Eaa EI Reply In gues E Reply to an t and have a nice day E Hin all team members that the meeting scheduled for last week has been ji how are you d ate anis E Forward n Tags X Delete Backspace E Mark as Spam ms E Redirect J Edit as New E Launch in a separate window E Show Original u my3 gt snow Conversation L tt New Filter 22 4 E Create Appointment Bc ic Se oat mere E Create Task 12 13 14 15 16 iv 18 i 19 20 21 22 23 24 25 Clear Search Highlights 26 27 28 29 30 31 Figure 7 Move Email Messages Page 10 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 2 8 Sorting Messages in the Content Pane You can sort your email messages in a folder by Subject Size Date Attachment Flag and Priority You can only sort by one column at a time To sort right click on the Content pane header and select the sorting option 2 8 1 Group Messages In each of your folders you can group message by date or by size in ascending or descending order When you group messages by date messages display grouped by messages received today yesterday last week two weeks ago three weeks ago last month and older When you group messages by size messages display grouped by enormous messages la
59. eges using roles The user or group must have a valid address in your company s mail server e Viewer Can read the contents of the shared folder but cannot make changes to the content e Manager Can view and edit the content of a shared folder create new sub folders edit and delete files in the shared folder e Admin Can view edit add remove accept decline and administer content e None Temporarily disables access to a shared folder without revoking the share privileges Users still have the shared folder in their mailbox but cannot view or manage the content Page 90 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 11 2 Type of Items to Share 11 2 1 Share Mail Folders You can share any of your mail folders including your Inbox folder with internal and external users You cannot share the Trash and Junk folders Users that you share with can see the content of the folder but the information is not saved to their mailboxes Users that have the manager role have full permission to view and edit the contents of the shared mail folder create new sub folders send email on the your behalf and delete email messages Users with the admin role have full permission to view edit the content of the mail folder create new sub folders send email on your behalf delete email messages and share your mail folder with others Copies of the messages the user sends on your behalf ar
60. er that contains the email announcements You can assign shared access to only specific email addresses and set a password that must be entered to view the content Or you can create a URL and anyone who has the URL can view the content 11 2 2 Share Address Books You can share any of your address books with internal and external users Sharing your address book is useful for giving others access to contacts for a specific project You can choose to make the address book view only or allow internal users to edit add and delete names 11 2 3 Share Calendars You can share your calendars with internal and external users Sharing our calendar is a way to let others see or handle your schedule You can choose to make the calendar view only or allow someone to create meetings and manage invites When you share your calendars with internal users you can select the type of access the internal users can have e Manager gives full access to view and modify the calendar e Administrator gives full access to view modify share and revoke calendar shares e Viewer gives read only access External guests and the public have read only access Page 92 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB The calendar you share shows your private appointment time as busy but does not show details about the appointment When you create the share you can select to allow internal users or groups and external gu
61. ests to see your private appointment details 11 2 4 Share Task List Folders You can share your Task List folders with internal and external users You can choose to make the task lists view only or allow someone to edit add or delete tasks 11 3 Sharing a Folder You can share your mail folders address books calendars and task lists folders You invite a user to share and the user can accept or decline the invitation Note you cannot share the Trash or Spam folders 1 Right click the folder that you want to share 2 Click Share Folder 3 In the Shared Properties dialog box select whether you want to share with internal external or public users 4 Depending on with whom you share do the following e For Internal users or groups enter the user s email addresses In the Role area select the access privileges e For External guests enter user s email addresses External guests are sent an email message with a link to the shared item They create a display name and password the first time they go to view the shared item e For Public enter the URL to use Page 93 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 5 Inthe Message area select which type of message to send to those who you are granting access This message can be sent to internal users and external guests Note If you selected Public you must notify the public of the URL 6 Click OK 7 If t
62. file and enter a file name 6 Click Save 7 5 Adding an iCalendar From an Email Message When you receive an email message containing a link to an ics file you can add the calendar to your Calendar list in the Overview pane 1 Inthe message right click the ics calendar link 2 Select Create New Calendar 3 Enter the calendar name and select the colour for the calendar 4 If you do not want this calendar included in reporting your free busy times select Exclude this calendar when reporting free busy times 5 Click OK Page 60 of 114 nom MP OB Malaysian Palm Oil Board MPOB Webmail System User Manual 7 6 Adding External Calendars You can add your external Google or Yahoo CalDAV calendars and your iCal calendars subscriptions to your Calendars list Changes to your external calendar are synced to the CalDAV calendar you added Note Only CalDAV calendars that have SSL enabled and use port 443 are able to sync calendar events to your account In the Calendar Overview pane click the gear icon and select Add External Calendar Select the calendar type to add and click Next Select the type of calendar to add either CalDAV account or an iCal Subscription Enter your email address and password for this account Click Next In the Name text box type the name for this calendar and select a color If you want to exclude this calendar from reporting your free busy time select Exclude this cale
63. file to open 2 Click Download Browse to the application to open the file or save the file to your computer Page 87 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 10 7 2 Move Files in Briefcase You can move files from one briefcase to another 1 Goto the Briefcase tab 2 Right click the file you want to move 3 Click Move and select the destination folder or create a new briefcase folder 4 Click OK 10 7 3 Tag a File in Briefcase 1 Goto the Briefcase tab and select a file to tag 2 Click the Tag drop down menu and select a tag Tags only display in the Detail view 10 8 Sending Files from Your Briefcase 10 8 1 Send an Email with a Link to a File You can send an email that has a link to a file in briefcase The recipient must have appropriate share permission to work with the file and the appropriate software to open the file Any modifications they make to a linked file are reflected in the file in your Briefcase folder 1 Goto the Briefcase tab and select the file to share 2 Click Actions and select Send link s A confirmation pane opens reminding you that the recipient must have permission to view the content of the folder Click Yes to proceed 3 A new compose email message opens with the link displayed in the body of the message Complete the email message and click Send to mail the message Page 88 of 114 ae Malaysian Palm Oil Board RE MPOB Webma
64. flagged and is unread to perform a general search for messages matching your selected criteria Page 101 of 114 me Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 12 3 2 Advanced Filters To build more complex and detailed search queries use the advanced filters as described in the table below Table 11 Advanced Filters Queries Option Description Received from Search for certain domains in the message header From To and Cc The domains that you can search for are predefined Sent to Search for certain domains in the message header From To and Cc The domains that you can search for are predefined Date sent Search for messages received after before or on a selected date To search between dates select Date sent is before and then select Date sent is after and enter the date range Attachments Search for email based on whether it has an attachment If you are searching for a particular type of attachment select the type from the list of formats displayed Size Search for messages by size KB or MB Status Search for messages or contacts based on their status such as read unread forwarded or replied to Tag Search for messages or contacts that have a specific tag Folder Limit search to selected folders Page 102 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 12 4 Searching Syntax
65. for the text box and enter the information Select how and where you want to save the contact in the upper right of the screen e For File as select how to file the name The default is by last name first name e For Location select which address book to save the contact Click Save ammar mpob gov my Quota 0 542 46 KB of 10 00 GB Save Cancel ca Mohd Khair Arief File as Last First Arief Mohd Khair gt Location Ej contacts Project Manager Nadi Email arief nadi it com Phone 012 3456789 IM Arief Address Strest E Bitnaay Figure 17 Add New Contact Address Book Page 46 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 6 1 2 fields 6 2 Add a New Contact from an Existing Email Message You can add email addresses to an address book directly from the Sent By To Cc and Bcc In an email message right click the name to add and choose Add to Contacts A new contact form opens pre populated with the information available from the email header Add additional information and check the pre populated fields for accuracy Choose how and where you want to save the contact e For File as select how to file the name The default is by last name first name e For Location select which address book to save the contact Click Save Viewing Contacts in Your Address Books Go to t
66. g inside your slnbox folder but you can have one folder named Shopping inside your Inbox folder and another folder with the same name inside the Sent folder 1 Goto the Mail gt Folders page and click the Folders gear icon 2 Select New Folder 3 Enter the new folder Name and select a folder Color 4 Inthe Folders tree select the placement of the new folder e Click Folders to have the new folder displayed at the top of the list e Click an existing folder to place your new folder within that folder 5 Click OK newmail mpol MPOB WEBMAIL Sem Quota 0 10 20 KB o 0 GB amp Log Out Malaysian Palm Oil Board e tacts Calendar Tasks Briefcase Preferences U I E4 New Message Z Reply Replyto All Forward Delete Spam farted Actions Read More View Y Folders at are inbox cw E New Folder inn A E sent gt Activity Stream BB Oratts Expand all E spam 2messages Meeting rescheduled 17 May 2013 01 51 From Postmaster Test Email To Postmaster Test Email Bie are you This is to inform all team members that the meeting scheduled for last week has been T Tash ETE SEE moved to anew date Find Shares Please take note and have a nice day Searches Thank you Tags H Come and join us 1 MPOB Transfer of Technology This email is sent by MPOB Webmail System ad May 2013 We Wy Vote Bra eh de 12 13 14 15 16 19 200 21 22 B 26 27 2 29 30 Figure 15 Creat
67. he Contacts page and select the address book you want to view The content pane updates with the address book content 6 2 1 Check if an Email Address is in Your Address Book Hover your mouse over an email address The information associated with the name displays If the name is already in one of your address books the contact information displays If the name is not in one of your address books only the email address displays Page 47 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 6 3 Creating a Contact Grou You can combine multiple email addresses into a Contact Group when you want to send the same message to everyone The Contact Group is assigned a name called an email alias When you email a group contact name everyone whose address is included in the contact group list is added to the address field 1 Go to the Contacts gt New Contact drop down menu and select Contact Group 2 Enter a name for the group 3 Add members to your group using your address books or enter an email address 4 Click Add or Add All 5 Click Save 6 3 1 Creating a Contact Group from an Address Book List You can create a contact group within a selected address book Select members of the address book to become a member of a contact list within the selected address book This makes it convenient for you to send messages to a particular group of people within an address book instead of selecting ad
68. he ability to right click to create an appointment Text such as today tomorrow a day of the week i e Thursday or an exact date are highlighted in messages 1 Hover the mouse over this type of text to see if you have an appointment scheduled 2 Click on the highlighted text to open your calendar 3 Create the appointment Page 68 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 8 8 U sing Email Messages to Set Up Meetings You can quickly create a meeting request by dragging and dropping a message conversation to a date on the mini calendar When you drag and drop a message or conversation the information in the message is used to populate many of the fields on the Appointment page 1 Click a specific message or conversation and drag it to a date on the mini calendar The Add Attendees dialog opens The appointment page opens with many of the fields populated from information in the message e The Subject of the appointment is the subject of the message e The attendees are all the email addresses in the To and Cc fields of the message or the most recent message in conversations When you drag a contact from your contacts lists the mini calendar the contact s first email address is added to the attendee field e The text of the message becomes the text of the invitation Message attachments are not attached to the appointment request In the appoi
69. he user accepts the invitation to share the folder a copy of the folder is put in the user s account MPOB WEBMAIL Malaysian Board Calendar Save Cancel Preferences General B mail FP Filters UP Signatures May 2013 gt w T 5 Tasks Brie ase Undo Changes gov my z Quota 0 542 46 KB of 10 00 GB B Log Out U Folders that have been shared with me but not yet accepted A O Show folders shared with me through a distribution list Show folders shared with me by the following user anuar deniel mpob gov my Find Shares wpe Rote Actions No results found Folders shared with me that I have accepted Owner Item i tye Role Folder No results found Type No results found Share A Folder To share a folder choose the type and then press the Share button Figure 26 Sharing Option Page Page 94 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 11 4 Changing User Access to a Shared Folder You can change the share privileges that you have assigned to a user or group 1 Right click on the shared folder to change and select Edit Properties The Folder Properties dialog box displays the names that share the folder 2 Under Sharing for this folder click Edit next to the name to change 3 Inthe Share Properties dialog box change the privileges You can temporarily
70. iew pane click the gear icon 3 Click Send Free amp Busy Link As and select to send the information as either HTML ICS or an ICS Event 4 In the Compose Email page that opens complete the address and subject line The calendar link is in the text area Add more information if you want 5 Click Send to send the email to the users The recipients can click the link to view your schedule Your calendar updates itself for the recipients when you add new events to your calendars Page 59 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 7 4 2 Import Your iCal Calendar You can import iCalendars that are saved in the ics format iCalendars are the standard for calendar data exchange over the Internet and ics is the standard format for iCalendar information 1 Go to the Preferences gt Import Export page 2 Browse to the ics file on your computer 3 Select the folder for the file or create a new folder 4 Click Import 7 4 3 Export Your iCal Calendar You can export calendars in the ics format 1 Goto the Preferences gt Import Export page 2 In Export select Calendar as the type You export your appointments in the standard ics format To import them to another calendar program see the documentation in the other program for help importing the file 3 In Source select the calendar to export 4 Click Export Select Save to Disk and click OK 5 Select where to save the
71. il System User Manual 10 8 2 Send a File as an Email Attachment You can send a file as an attachment to an email directly from Briefcase The recipients must have the appropriate software to open the file 1 Goto the Briefcase tab and select the file to attach 2 Click Actions and select Send as attachment s The email compose page opens with the file attached 3 Add the recipient s email address and complete the email message 4 Click Send Page 89 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 11 SHARING YOUR ACCOUNT FOLDERS Sharing lets you give others access to folders in our account You specify which items to share and the level of access You invite a user to share and the user can accept or decline the invitation The Sharing page under Preferences helps you manage your shared items This page shows the folders you shared with others and folders that are shared with you 11 1 Accessing Privileges You can share your folders with specific internal users and external users or make a folder public External and public users can only view content they cannot make changes When you share a folder with internal users you determine the type of access privileges to give the user You can set permissions per user or group You can edit the access rights and revoke permissions at any time 11 1 1 Roles for Internal Users You assign internal users or groups privil
72. in the Drafts folder To retrieve a draft open the Drafts folder and click on the message When the message is sent the message is removed from the Drafts folder 3 3 2 Mark the Priority Level of a Message You can indicate a message s level of importance For example if you have a request that needs to be replied to as soon as possible e Before you send the message in the Priority drop down menu in the message header select the priority option high normal or low The recipient sees the message priority flag in their mailbox and in the message Page 24 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 3 3 3 Spell Check a Message You can use the spell check feature at any time to check your spelling 1 On the toolbar click the Abc link Words in the email message that are unknown to the spell checker are highlighted 2 Right click on a highlighted word A drop down menu displays suggested corrections 3 Select the correct word The word is highlighted in another color 4 To accept your changes and close the spell checker click Resume editing Before you close the spell checker you can change a corrected word back to the original spelling Click on the highlighted word and select the initial spelling from the top of the pop up 3 3 4 Adding Words to the Spell Dictionary e Right click on the correctly spelled word and click Add You cannot remove words from your dictionary
73. ion content Specifies text that the message must contain For example content bananas finds all items containing the word bananas from Specifies a sender name or email address that is in the From header This can be text as in Anuar Deniel an email address such as anuar nadi it com or a domain such as mpob gov my to Same as from except that it specifies one of the people to whom the email was addressed in the To header cc Same as from except that it specifies a recipient in the Cc header of the message subject Specifies text that must appear in the subject header of the message An example might be subject new vacation policy Specifies a folder For example in sent shows all items in your Sent folder has Specifies an attribute that the message must have The types of object you can specify are attachment phone or url For example has attachment finds all messages which contain one or more attachments of any type filename Specifies an attachment file name For example filename query txt finds messages with a file attachment named query txt type Specifies a search within attachments of a specified type The types of attachment you can specify are text word excel and pdf For example type word hello finds messages with attachments that are Microsoft Word documents and searches within those attachments for the word hello
74. ion all messages 2 19 2 Print one message in conversation 2 20 Deleting a Message 2 21 Empty Your Trash Folder 3 COMPOSING AND SENDING EMAILS 3 1 Composing a New Email Message 3 1 1 Add an Attachment to a Message 3 1 2 Add Attachments Using Drag and Drop 3 1 3 Removing an Attachment 3 2 Using Signatures Automatically 3 3 Using Rich Text Format to Compose Messages 3 3 1 Save a Message as a Draft 3 3 2 Mark the Priority Level of a Message 3 3 3 Spell Check a Message 3 3 4 Adding Words to the Spell Dictionary 3 4 Replying to Email Messages 3 5 Forwarding Email Messages 3 5 1 Forward Message as the Originator 3 5 2 Forward a Message as a Redirected Message 3 6 Undeliverable Email 16 16 16 17 17 17 18 19 19 19 20 20 21 22 22 22 23 24 24 24 25 25 26 27 27 27 28 TITLE PAGE NUMBER 4 EMAIL FILTERS 4 1 Filter Conditions 4 1 1 Filtering Using Any versus All 4 1 2 Filtering Using Contains Matches and Is Options 4 1 3 Filter Rule Actions 4 2 Creating a Filter 4 2 1 Create a Filter from an Email Message 4 2 2 Create a Filter for Calendar Invitations 4 3 Viewing Filters 4 3 1 View Existing Filters 4 3 2 Change Filter Order 4 4 Applying a Filter 4 4 1 Apply a Filter to a Contact 4 5 Editing a Filter 4 6 Making a Filter Active or Inactive 4 7 Filtering Using Wildcards 4 7 1 Asterisk 4 7 2 Question Mark 4 7 3 Escape Character is Slash 5
75. isplays all messages or conversations in your Inbox Reading pane Email messages are displayed in the Reading pane Search bar Search options including the Advanced Search feature are displayed in this area You can also save searches from here Page 4 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 1 6 Personalizing Your Account You can use the actions in this section to personalize your account Most options are set on the Preferences gt General page 1 6 1 Move the Reading Pane You can change the display to a three pane view with the Overview pane on the left the Content pane in the centre and the Reading pane on the right e On the toolbar click View and select the reading pane to display and where 1 6 2 Change the Pane Size For split pane windows such as the Conversation view you can increase or decrease the size of the upper and lower panes e Click and drag on the bar separating the panes up or down 1 6 3 Change Your Default Time Zone In the advanced client the time zone setting on your computer is used as the time stamp for received messages and calendar activities In the standard client the time zone setting is used to localize the time for received messages and calendar activities The time zone for your account using the standard client can be different from your computer time zone 1 Go to the Preferences gt General page 2 In the Sign in
76. ive a pop up window Click to choose to SAVE the file This process will export your messages to a TGZ file Make note of the file name and then click on OK Your email has now been saved into your Desktop Computer Page 113 of 114 Ea MPOB Malaysian Palm Oil Board MPOB Webmail System User Manual 13 2 Importing Email From Desktop MPOB WEBMAIL dhalaysian balm Oil board P Signatures amp Out of office E calendar vw PF we N ammar mpob gov my Quota 1 20 63 MB of 2 00 GB Destination Figure 29 Import Preferences Page In MPOB Webmail System create a new folder calling it Import To create a new folder in MPOB Webmail System on the left side of the screen above your list of current mailboxes click on the folder icon Give the folder a name and then in the list below click once to select Folders and then click OK In MPOB Webmail System click on the PREFERENCES tab In the column of options on the left side of the screen click on Import Export Click on the CHOOSE FILE button Select your M MyDocuments folder by clicking on your M drive then selecting My Documents Select the TGZ file you wish to import back into MPOB Webmail System Click on OPEN Next to Destination click on the ALL FOLDERS button A CHOOSE FOLDER window will open Scroll down to Folders If the list of folders is not expanded click on the arrow next to FOLDERS to
77. king Page 1 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 1 4 Changing Your Password You can change your password If you have trouble changing your password or have forgotten your password or if the Password option is not displayed please contact MPOB Webmail Administrators at these numbers 1 Pn Nor Zihan Yusoff 03 8769 4795 2 En Mohd Farid Masarin 03 8769 4529 3 Cik Nur Atiqah Nazari 03 8769 4823 To change your password please follow the following steps 1 Go to the Preferences gt General page 2 In the Sign in Options gt Password click Change Password w Enter your new password and click Change password Click Save gt ammar mpob gov my PAROE ER A v Search Quota 0 542 46 KB of 10 00 GB EAER REAS CD Mail Contacts Calendar Tasks Briefc se Save Cancel Undo Changes Preferences Sign in Opti General m E man FP Filters L Signatures Default Timezone GMT 08 00 Kuala Lumpur Singapore amp Out of Office TEE E Calendar ib sharing Cn S import Export Display names in place of email addresses when available Show email addresses in bubbles takes effect the next time you view or compose a message May 2013 T 7 4 22 23 29 30 Figure 2 Change Password Menu Page 2 of 114 hg Malaysian Palm Oil Board MPOB Webmail System User Manual OB 161 142 141 31
78. le creating an appointment you can see if attendees are free before inviting them 8 1 Creating an Appointment Right click on either the mini calendar or the start time in one of your calendar views You can select to create a New Appointment or a New All Day Appointment In the Subject text box add a brief description of the meeting The text added here becomes the description in the calendar In the Location text box enter where the meeting is In the Display drop down menu select the Free Busy option for this appointment If this appointment should be added to a calendar other than the default Calendar select the calendar In the Mark As drop down select where the appointment is private or public Details about events that are marked private do not display in a grantee s shared calendar Only the start and end time duration recurrence information and the organizer s identity are shown in the shared calendar Define the start and end day and time If the appointment is recurring in Repeat select the how often this appointment should be scheduled Optional If you want to add other attendees schedule a resource or add notes to the appointment click More Details Click OK Page 63 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 8 2 C reating a Meeting from the Appointment Page You can create an appointment from the Calendar tab 1 2 On the Calendar header
79. lick the to expand the list to display distribution list members You can also click on an address in the list to send an individual email to the selected addresses Bubbles are enabled by default You can enable or disable bubbles by going to the Preferences gt General page Other section Page 17 of 114 me Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 18 Returning Read Receipts Messages you receive from other MPOB Webmail users can be marked to request a return receipt message to be sent back when you open your message You can specify how to handle return receipt requests 1 Go to the Preferences gt Mail page Receiving Messages section 2 Inthe Read Receipt section select how you want read receipt requests to be handled 3 Click Save Table 3 Read Receipt Option Option Description Never send a read receipt When a message is received with a return read receipt request the request is ignored You are not informed of the request Always send a read receipt message A return read receipt message is sent when you open an email flagged for a return receipt Ask me You are given the option to send a receipt when you open an email flagged for a return receipt Page 18 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 19 Printing an Email Message The default font size used when a message is printed is 12 points
80. ment is immediately removed from your calendar An email is sent to the attendees and the appointment is deleted from their calendars Page 71 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 8 10 2 Delete All Meetings in a Series 1 Right click on the appointment and select Series 2 Select Delete Series 3 Select either to delete all occurrences of the meeting from your calendar both past dates and future dates or to delete all references from this date and future dates Click Yes 4 Click Edit Message to edit the email sent to attendees Click Send to send the cancellation message The appointment is immediately removed from your calendar An email is sent to the attendees and the appointment is deleted from their calendars You cannot undo a delete 8 11 Receiving a Permission Denied Message If you send out an invitation to a meeting and you receive an email message that says You do not have permission to invite this users to a meeting from an attendee the attendee has set up their Calendar permissions preferences to limit who can invite them to a meetings 8 12 Printing an Appointment or Meeting You can print the appointment details 1 Open the appointment 2 Click the Print icon on the toolbar 3 Click OK Page 72 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 8 13 Responding to a Meeting Invitation Invitati
81. n you can save it 1 Create the search query 2 Next to the Search button click Save 3 Enter a Name and select a Colour for the search 4 Select where to save the search in the menu tree 5 Click OK 12 9 Searching for Messages Sent To or From the Sender You can search for messages received from or sent to the sender of a message in one of the following ways e By right clicking a message that was sent or received from the sender e Using advanced search filters Page 106 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual 12 9 1 Search From Messages That You Received 1 In your Inbox or other personal folder select a message received from the sender you want to find 2 Right click the message and select Find Emails 3 Select either Received From Sender or Sent to Sender The search is executed and messages that meet your request display in the Content pane 12 9 2 Use Advanced Search 1 Inthe search text box click the magnifying glass The advanced search page displays 2 In the Navigation pane from the advanced filters drop down select Received from or Sent to and enter the sender s email address or domain The search syntax displays in the search text box at the top of the page The search is executed and messages that meet your request display in the Content pane Page 107 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB
82. names the Scheduler opens and the attendees free busy information is displayed a To help you find a time when all attendees are available click Suggest Time A calendar displays with the availability As you enter attendee names the scheduling tool begins to suggest times that all the attendees are available b If some attendees are not required to be at the meeting but you want to invite them select Show Optional and type email address in the field You can also do this in the Scheduler Click the icon next to the name and select Optional Attendee When the invite is sent their names are listed as optional 5 Inthe Location text box enter where the meeting is If the location is in the company directory when you start to type locations that match are listed 6 Inthe Display select the Free Busy option for this appointment which calendar the appointment should be added to and whether this appointment should be marked as Private 7 Reminder Set an alarm notification to remind invitees of the appointment If you have configured an email address or SMS alert in your Preferences gt Notification page check the appropriate box Email or SMS If you have not configured a notification click Configure to go to the Preferences gt Notification page to set this up 8 In the text box below Scheduler type an email message that is included in the appointment invitation To add attachments click the paperclip icon on the t
83. ndar when reporting free busy times Click OK The calendar is added and meetings on the external calendar are synced to the calendar you added 7 7 Printing a Calendar You can print your calendars in any of the calendar views You can select a single calendars or multiple calendars to be included in the printed view 1 2 Click the print icon on the Calendar toolbar In the Print calendar dialog box select how the printed copy should be printed e Select which calendars to print e Set the date or date range e Select the which view to print e Set the options based on the view to print Click Print A preview of the view that will be printed is displayed Page 61 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 7 8 Deleting a Calendar You can delete any calendar in your Calendars list except your default calendar When you delete a calendar the meetings created from this calendar are not deleted from the calendars of the invited attendees Before you delete a calendar you should cancel any invitations that you have sent out 1 Inthe Calendars Overview pane right click on the calendar to be deleted 2 Click Delete The calendar is moved to the Trash folder Page 62 of 114 nom MPOB Malaysian Palm Oil Board MPOB Webmail System User Manual 8 APPOINTMENTS MEETINGS AND EVENTS You can create single or recurring appointments meetings and events Whi
84. ndees 8 9 1 Resend a Meeting Invitation As the organizer of a meeting you can resend a meeting invitation e In Calendar view right click a meeting that you organized and select Re invite Attendees The invitation is immediately re sent to all attendees Page 70 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 8 10 Cancelling a Meeting If you created a meeting you can cancel it If you created a recurring meeting you can delete one occurrence or the entire series An email is sent to attendees to inform them of the cancelled meeting Deleting a meeting is permanent you cannot undo the deletion Note Only the originator of an appointment can cancel the appointment Attendees can remove the appointment from their own calendars but they cannot cancel the entire appointment 1 In the calendar view right click the meeting and select Cancel A confirmation box appears 2 Click Edit Message to edit the email sent to attendees 3 Click Send to send the cancellation message The appointment is immediately removed from your calendar An email is sent to the attendees and the appointment is deleted from their calendars 8 10 1 Delete One Meeting in a Series 1 Right click on the appointment and select Instance 2 Select Delete Instance 3 When deleting an instance click Edit Message to edit the email sent to attendees Click Send to send the cancellation message The appoint
85. ng on the search criteria The following examples demonstrate which search panes to use for particular types of searches 12 11 1 Search for a Specific Type of Attachment You are looking for a message with a picture attached You don t remember who sent it or when but you recall that it was either a PDF or JPEG file 1 From the search drop down menu select Mail and click the magnifying glass in the search text box to display the advanced search page 2 Click the magnifying glass in the search text box to display the advanced search page 3 In the Attachments Filters drop down menu choose Attachments and then select both Adobe PDF and Image 4 Click Search 12 11 2 Search by a Date Range Someone who sends you a lot of email claims to have sent you a specific message in early February Rather than look through all your emails you can search by the contact name and the date range 1 From the search drop down menu select Mail 2 Click the magnifying glass in the search text box to display the advanced search page 3 Select Date sent to set the date range 4 Select is before and specify an end date 5 Select is after and specify a start date 6 Click Search Page 109 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual 12 11 3 Search for Mail across All Folders For example you are looking for email from your manager You know your manager s email address but don t
86. not in the current view In the Calendar list in the Overview pane check the boxes for the calendars you want to view Select the view Day view shows the calendars side by side The calendar name is at the bottom of the page The Work Week Week and Month views show appointments on the calendar by the color associated with the calendar 7 3 1 View Calendar Activities in a List The List view gives lets you view details that are not available in the other Calendar views You can change how the information is presented When using the List view you can Show appointments in a specific date range Set the from through dates in the Show appointments text boxes Click the Calendar column header to arrange the appointment by individual calendars Click the Status column header to see appointment by your status Click the Subject column header to see an alphabetic view of the Subjects Select multiple appointment check boxes to act upon more than one message at a time Right click and select the action to perform Page 57 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 7 3 2 Display All Day Appointments in Your Work Week View All day events are displayed in the first row of the calendar with no time specified You can hide all day events in your calendar e In Work Week View click on the thick line in the first row The first row is hidden e Viewing all day appointments can be
87. ntment page review the meeting request details and make any necessary changes Set the time for the meeting and if this meeting recurs set any recurrence Click Send 8 8 1 Create a Meeting Request From a Contact Click on a name from your Address Book contact list and drag the name to a date on the mini calendar The appointment page opens with the contact name in the Attendees field Enter the subject location time and other attendees if this meeting recurs set any recurrence Click OK to send the invitation Page 69 of 114 ae Malaysian Palm Oil Board ER MPOB Webmail System User Manual MP OB 8 9 Changing an Appointment or Meetin You can change meeting or appointment information If you created a recurring meeting you can change one occurrence or the series of meetings You can select to send or not send an email to attendees to update the meeting details 1 Double click on the meeting that you want to change If the meeting is recurring the Open Recurring Item dialog opens You can change either a single instance of a recurring meeting or the entire series 2 Click OK to open the Appointment page 3 Change any information necessary 4 The default is to ask the attendees to reply to your invitation If you do not want a response from the attendees in the Calendar toolbar click Options gt Request Response to remove the check mark 5 Click Send to send the revised meeting details to the atte
88. o a Contact 1 Go to the Contacts gt Contacts page and select a contact 2 Inthe contact s details in the right pane right click the contact s email address 3 Select Add to Filter and select the filter or create a new filter Page 35 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 4 5 Editing a Filter You can modify an existing filter 1 Goto the Preferences gt Filters page 2 Select the filter that you want to change 3 Click Edit Filter 4 Change the conditions and actions as necessary using the drop down menus 5 Click OK 4 6 Making a Filter Active or Inactive You can turn a filter on or off If a filter is inactive it is ignored Making a filter inactive allows you to keep it for later use rather than deleting it 1 Goto the Preferences gt Filters page 2 Click Edit Filter 3 Uncheck the Active box in the upper right corner to turn the filter off 4 Click OK 4 7 Filtering Using Wildcards You can use wildcards in comparisons that use the Matches pattern comparison operator The two wildcard characters are and 4 7 1 Asterisk The asterisk is a placeholder for zero or more characters of any type Example subject line search string banana float With Matches Subject lines such as bananafloat bananas banana leaf casserole float but not super banana float Example subject line search string w bandanna With Matches Su
89. o your briefcase or a document created in briefcase Go to the Briefcase tab and select the file that you want to check out Click Actions gt Check Out File In the dialog that displays select to save the file to your computer Because you checked out the file you must save it to your computer to edit it as the file has been marked as read only and changes to the file cannot be saved Edit the file with the appropriate tool and save it After you saved the file to your computer right click on the locked file from the Briefcase file list and select Check In File In the Check In File to Briefcase dialog that opens browse to the edited file on your computer If you want to add information about changes enter this is the Notes text area Click Check In The file is uploaded The lock is removed and the file details including a new version number and notes are updated in the file list Page 84 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 10 4 Managing Version Control of Files in Briefcase Version control lets you manage changes to your documents in Briefcase Each time you make a change to a file and save the file the version number is updated The latest version number is displayed in the file document list 10 4 1 View Version History of a Briefcase File e Click the arrow in the preview pane to see the version history and the authors If preview pane is turned off you
90. ons to meetings are delivered to your Inbox and if you have the Calendar preferences Automatically add received appointments to calendar enabled the meeting is also added to your default Calendar and marked New You can respond to the invitation either from the Inbox or from the Calendar pane 1 Open the message that contains the meeting request in either Inbox or right click the appointment in the Calendar 2 Select whether you want to accept or decline the meeting If you want to propose a new time the meeting organizer receives an email with the suggested time A reply is automatically sent to the meeting organizer After you respond to the meeting invitation the invitation is moved to the Trash and New is removed from the calendar notice Declined appointments display on your calendar in a faded view as a reminder of the meetings you declined You can delete the declined meetings any time 8 13 1 Forward a Meeting Invite You can forward invite emails you receive 1 In Calendar view select the appointment to forward 2 Inthe Actions drop down menu click Forward Instance 3 In the email that opens enter the forwarding addresses add any comments to the Compose text area and click Send Page 73 of 114 w Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 9 USING TASK LIST The Tasks feature lets you create to do lists and manage tasks through completion You can add tasks to the default task
91. oolbar 9 The default is to ask the attendees to reply to your invitation If you do not want a response from the attendees in the Calendar toolbar click Options gt Request Response to remove the check mark 10 If you do not want to send the invite out at this time click Save Otherwise click Send Page 67 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual 8 5 1 Move All Day Events to a New Da e To change the date for an all day event in the Calendar view select the event and drag it to the new date 8 6 Creating an Appointment from an Existing Appointment You can create appointment similar to an existing appointment and the existing attendees location notes and recurrent pattern can be quickly set up for new dates and times You can also modify any of the information before sending the invite 1 Right click on the appointment to copy and select Create a Copy The appointment compose page opens with all the information of the copied meeting added to the appointment page 2 To create an appointment exactly as the one you copied but on another date you only need to change the start and end date 3 Make any other changes to attendees location text etc 4 Click Send and an invite is sent to attendees and the appointment is added to your calendar 8 7 Scheduling an Appointment Within an Email Message Within an email message certain text is interpreted as a date and triggers t
92. op level briefcase or you can place it under an existing briefcase Click OK 10 2 Adding Files to Your Briefcase Folders Uploading a file copies a file from your personal computer to your MPOB Webmail System account This makes the file available any time you log into your account You can upload files in the following ways Clicking attachments you receive with your email messages Using the file upload tool when working in Briefcase Page 82 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 10 2 1 Upload Files to Briefcase 1 Go to the Briefcase tab and select the Briefcase to save the file 2 Click Upload File and Browse to find the file to upload 3 In the Notes text field add any information about the file This information is displayed in the file list 4 To add another file click Add You cannot upload a file with the same name to the same briefcase If a file is uploaded that already exists in the folder an Upload Conflict dialog displays You can either click Yes to upload the file overwriting the existing file or click No The version number is updated if a file is overwritten 5 When all files are uploaded click OK Note If you selected the wrong briefcase you can use drag and drop to move the file to the correct Briefcase folder If the file is too large a warning displays Files that you upload impact your account quota s RTINA Q Quota 0 542 46
93. ported ammar mpob gov ny ARRAN Quota 0 AL 4SHD of 10 00 references Save Cancel Y Preferences amp General E mail File Choose File No file chosen FP Fitters _ Signatures amp Out of Office E calendar i Sharing S Import Export Destination Type Account O Calendar O Contacts Source All folders Cl Advanced settings Figure 18 Import Contact Address Book Page 52 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 6 10 Exporting an Address Book You can export your address books to a comma separated csv file 1 Goto Preference gt Import Export page 2 Inthe Export gt Type section select what you want to export Table 4 Data Export Types Option Description Accounts All account data can be exported to a Tar GZipped tgz format which can be imported back into the system You have the option to select Advanced settings Calendar You can export your appointments in the standard iCalendar ics format then import them into another calendar program Contacts You can export your contacts in the standard Comma Separated Values csv format then import them into another contact manager program 3 Select the Source folder of the contacts to export 4 Click OK 5 Click Export ammar mpob gov my Jollee Quota 0 542 46 KB of 10 00 GB B Log Out alaysian Palm Oil Boar ee Mail Contacts
94. r or your computer networks save attachments sent with your email messages and create new documents Files in Briefcase are copies of the original file whether the file is on your computer or an attachment to your email Changes you make to files in your briefcase do not change the original file ammar mpob gov my sll ec p Sea Quota 0 542 46 KB of 10 00 GB amp Log Out Mail Contacts Calendar k v 3 New Document t Delete hr Mr Actions 2tiles FT view ares El SeA OR RES gt webmail_zimbra_mpob_user pdf E Briefcase ag gy webmail_zimbra_mpob_user pdt 1M8 Por 13 May 2013 11 08 by ammar mpob gov my W tesh ammar 15 5 2013 ERAS mark o zimbra 8 end user guide pdf 2MB 4 Click OK ammar 15 5 2013 Find Shares Tags Delete a Folder You can delete user defined folders but not system folders When you delete a folder the and its contents are moved to Trash If you want to save some of the messages in a folder you delete the folder move the messages to another folder You can recover a folder and its contents from Trash by dragging and dropping the folder to ai folder Important When you delete a folder a pop up displays at the top of the pane indicating the fc moved to Trash Click Undo if you want to revert the deletion This pop up displays for a ver time so click Undo immediately if you did not want to delete the folder otherwise you ll h manually recover the folder 1 Go to the
95. read in your Inbox click the blue dot When the conversation is expanded all messages within the conversation display as unread and with blue dot e To mark an individual message in a conversation as unread click the triangle to expand the conversation and click the dot next to the message you want to display as unread The conversation displays in your Inbox as being unread but when the conversation is expanded only the unread message displays with the blue dot 2 16 Opening Attachments to an Email Message Email messages can include attached files such as word processing documents spreadsheets text files ZIP files images executable applications or any other type of computer file that resides on the sender s computer network Messages that contain attachments display a paper clip next to the subject If the file type is one that is supported by the installed software on your computer you can typically double click the file and your computer automatically launches the right application for reading that file 2 16 1 View Attachments To view an attachment opens the message e Click the name of the attachment to open the attachment if you have the correct application available e Click Download to choose whether to open the file or save it on your computer If you choose Save to Disk a browser dialog box appears so that you can choose where to save the file The file is still attached to the message until you remove it
96. rger than 5MB and tiny messages less than 10KB Grouping message by size is a good way to manage your mailbox quota by finding the largest messages to remove from your account 1 Select the folder and in the Content pane header right click and select Group By 2 Select to group by date or size 3 Select the order that the messages should be displayed newmail mpob gov my Quota JO KB of 10 00 GB Preferences E4 New Message E view Y Folders Oo Sorted by Date T gt amp Inbox 1 lo Postmaster Test Email Sort by From E Sent 2 Meeting rescheduled t Sort by Subject BS pele Sort by Size O Postmaster Test Email Sort by Date To view a message click on it 3 spam W Trash Find Shares E Hi how are you G gE Sort by Attachment Sort by Flag Sort by Priority Sort by Read Unread Searches Tags Group By 4 May2013 2 SR 4 5 6 7 8 9 10 11 12 13 14 15 16 47 18 19 20 21 22 23 24 25 25 7 23 2 30 31 Figure 8 Sorting amp Group By Email Messages Page 11 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 2 9 Finding the Origin of an Email Message When you receive a message and you want to see message transport history you can right click on a message and select Show Original The text page displays header information along with the text of the body of the message The header is sometimes referred to as the envelope information
97. rom Webmail System Administrator To admin mpob gov my test Sincerely Administrator Come and join us 1 MPOB Transfer of Technology 2 MPOB Code of Practice Seminar This email is sent by MPOB Webmail System 34 Mar TIL Figure 4 MPOB Webmail Main Page Page 3 of 114 me Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPO B Table 1 Menu Items Description Option Description Window header The Window header displays Search box User Name under which you are logged in From the drop down menu of your user name you can access product help new features about change password and sign out features Application tabs The applications that you can access are listed in the tabs on this row such as Mail or Calendar applications Overview pane The Overview pane displays Folders including system folders Inbox Sent Draft Junk and Trash as well as customer folders you created Searches search queries that you created and saved for future use e Tags any tags you have created Click on a tag to quickly see all messages that are tagged with that tag Mini calendar The mini calendar shows the month s calendar in the bottom left corner Toolbar The toolbar shows actions available for the application you are currently using Content pane The Content pane area changes depending on what application is in use In the Inbox view it d
98. rs When searching for a location it takes into consideration everyone s working hours e Calculate availability using this number of instances You can change this 1 Inthe New Appointment page click Suggest a time 2 Inthe Suggest Times pane that opens click the gear icon 3 Uncheck the boxes you do not want used to calculate attendee availability 4 Click OK 8 4 1 View Availability in the Mini Calendar The mini calendar suggests attendee availability by colour code e Green in the calendar are the days that all attendees and at least one location is available e Orange means that not everyone can attend but more than half can and at least one location is available You can hover the cursor over the date to see the names of up to 10 people who are not available e Red means more than half of the attendees cannot attend the meeting on those days Page 66 of 114 ae Malaysian Palm Oil Board Ei MPOB Webmail System User Manual MPOB 8 5 Scheduling an All Day Appointment You can use the calendar to schedule an all day appointment which is called an event 1 On the Calendar header click New Appointment 2 In the Subject text box add a brief description of the meeting The text added here becomes the description in the calendar 3 Select All day and select the start and stop date 4 In the Attendees text box type the email addresses separating addresses by a semicolon As you enter
99. s all actions are applied in the order in which they appear in the filter Examples of filter rule actions are Keep the message in your Inbox Move the message to a specific folder Tag or flag the message Discard the message before it reaches your Inbox Forward or redirect the message to a specified email address Page 31 of 114 nom MPOB Malaysian Palm Oil Board MPOB Webmail System User Manual 4 2 Creating a Filter You can define filters to manage incoming and outgoing email messages A filter consists of one or more conditions and one or more actions If the message matches the conditions the specified actions are performed 10 11 12 13 14 Go to the Preferences gt Filters page Click either Incoming Message Filters or Outgoing Message Filters Select New Filter In the Filter Name text box enter a unique name for the filter To make the filter active check the Active box in the upper right corner Choose whether the message must meet any or all of the listed conditions e any means that if a message meets any one of the conditions the action is performed e all means that the message must meet all conditions for the action to be performed From the drop down menu select which part of the message to apply to the filter Choose how the item must match such as contains or does not contain Enter or select the information to compare against such as the date email address or phra
100. s that are waiting for someone else Deferred Shows tasks that are deferred All Shows all tasks no matter the status To Do List Shows tasks with the status of In Progress Not Started or if the task is overdue waiting for someone else 9 8 Deleting a Task or Task List 9 8 1 Delete a Task 1 Go to the Tasks page 2 Inthe Overview pane select the task list that contains the tasks you want to delete 3 In the Content pane select the task s to delete You can select multiple tasks by selecting the check box next to the task 4 Click Delete in the toolbar You can immediately undo this action by clicking the Undo link that appears at the top of the page The task is moved back to its original location 9 8 2 Delete a Task List When deleting a task list you can only delete task lists that you have created 1 Goto the Tasks page 2 Inthe Overview pane select the task list you want to delete 3 Inthe drop down menu select Delete Page 79 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 9 9 Printing a Task or Task List You can print all the tasks in your list or you can select specific tasks to print 1 Goto the Tasks page 2 In the Overview pane select the task or task list that you want to print To select multiple tasks use the check boxes next to the task 3 Inthe Content pane select the task list or tasks to print 4 On the Task toolbar click Print and select
101. sage list is a yes no indicator that denotes whether the email message has been flagged This can be used to indicate an action needed item or to distinguish the message or conversation from other items of lesser importance 5 3 1 Flag a Message or Conversation 1 Place your cursor over the flag column for a message or conversation The flag icon displays in a shadowed form 2 Click once directly over the flag icon The flag icon appears in its active form which turns the flag red in color 5 3 2 Remove a Flag from a Message or Conversation e Click an active flag icon to toggle the flag off The flag is disabled and the flag colour turns to a grey scale colour Page 44 of 114 w Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 6 USING CONTACTS ADDRESS BOOK Contacts is where you can store contact details Two types of address lists are supported in the Web Client e Your personal address books which consists of contacts you maintain By default a Contacts Distributions Lists and an Emailed Contacts address book are created in Address Book You can create additional address books and share them with others e A Global Address List GAL sometimes called Company Contacts is available to users within your organization The GAL may contain convenience features such as distribution lists to facilitate communicating with an entire department You can add contacts to any of your address books Only a
102. se Conditions are not case sensitive For example if you selected Subject and contains and entered Staff Meeting all messages containing Staff Meeting are filtered The filter also catches Staff Meetings or Today s Staff Meeting because you chose contains and not matches exactly To add more conditions click the button and repeat the above steps The order of the conditions does not matter Under Perform the following actions choose an action from the drop down menu such as Move into folder Depending on the action that you choose you might need to browse to locate a folder or tag name or enter an email address to redirect a message To add more actions click the button and repeat the above step The actions are applied in the order in which they are listed If you want more than one filter to be applied to a message uncheck Do not process additional filters When you are done creating the filter click OK Page 32 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB ammar mpob gov my Se Ee ts rc Quota 0 542 46 KB of 10 00 GB Contacts Calendar Tasks Brie Swe Save Cancel Y Preferences Pa ae E Note Changes to filter rules are saved immediately amp General Incoming Message Filters Outgoing Message Filters New Filter Edit Filter Delete Filter Run Filter Active Filters Available Filters amp Out of Office z amp calendar Sharing S import Export Test
103. shared with you or your organization might have shared items with the public that you would like to find The Find Shares link helps you find items that can be shared with you The Find Shares link is at the bottom of the Folders section in the Overview pane 1 2 Click Find Shares In the Add Shared Folder dialog box select the item shared with you that you have not accepted or in the Finds Shares text box enter an email address to see if an item was shared with you from that address In the Include drop down menu select which application to search Select All Applications to search all applications for items shared with you Click Search Select the items you want to accept Click Add Page 96 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 11 8 Managing Your Shared Items The Preferences gt Sharing page shows items that are shared with you and items that are shared by you You can also find items that have been shared with you but you have not yet accepted the share This page is organized into the following sections e Folders that have been shared with me but not yet accepted In this section you toggle between two views Show folders shared with me through a distribution list This option is selected by default If folders are shared with you through a DL the fields are populated with the shared item information Show folders shared with me by the following
104. ssage 1 Select the email you want to forward 2 Click Forward on the toolbar The text of the forwarded message appears in the body of the compose page unless you have set your preferences to forward messages as attachments 3 Enter addressees 4 Click Send 3 5 2 Forward a Message as the Originator You can forward an existing message as if you are the originator of the message The forwarded notice is not added to the subject field and the header information shows you are the originator 1 Right click on the message and select Edit as New 2 Address the message remove existing address if necessary 3 Click Send 3 5 3 Forward a Message as a Redirected Message Redirecting a message lets you send an email message you received as if the original author sent the message Redirect a message instead of forwarding it makes it easier for the recipient to reply to the original sender 1 Right click on the message and select Redirect 2 Inthe Redirect text box enter the recipients addresses 3 Click OK Page 27 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MP OB 3 6 Undeliverable Email Sometimes a message cannot be delivered One reason is because the email address is not valid In this case verify that you have the correct address Other causes can be that the recipient s mailbox is full or the recipient s mail system is having problems If a message is rejected
105. st be opened 1 Go to the Preferences gt Mail page 2 In the Receiving Messages gt Message Arrival section select how you want to be notified when new message arrive Select any of these options Table 2 New Email Alert Options Option Description Play a sound You are notified by a beep If you have your volume set to mute you do not hear a sound For this to work you must have either QuickTime or Windows MediaCenter installed Highlight the Mail tab The Mail tab is highlighted if you are not working in the Mail tab at the time Flash the browser title Browser flashes until you open the Mail tab Page 8 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 6 Automatically Forwarding Messages You Receive You can configure your email preferences to automatically forward messages you receive to a different Email account 1 Goto the Preferences gt Mail page 2 In the Receiving Messages gt Message Arrival section Forward a copy to text box enter the email address where email messages should be sent 3 Click Save ammar mpob gov my ial eal D Search Quota 0 542 46 KB of 10 00 GB amp Log Out Mail Contacts Calendar Tasks Briefcase Preferences iS Save Cancel Undo Changes V Preferences amp General LJ Mail Message Arrival Play a sound requires QuickTime or Windows Media plugin Filters V Highligh
106. t matter Under Perform the following actions choose an action from the drop down menu Depending on the action that you choose you might need to browse to locate a folder or tag name To add more actions click the button and repeat the above step The actions are applied in the order in which they are listed If you want more than one filter to be applied to a message uncheck Do not process additional filters Click OK Page 34 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 4 3 Viewing Filters 4 3 1 View Existing Filters You can view the filters that you have defined and their status 1 Goto the Preferences gt Filters page 2 Double click a filter to view information about it 4 3 2 Change Filter Order Active filters are applied in the order that they are listed You can change the order 1 Goto the Preferences gt Filters page 2 Use the Move Up and Move Down buttons to change the order 4 4 Applying a Filter You can apply a filter to email messages that you have already received Using a filter is a quick way to organize email by moving messages into folders 1 Goto the Preferences gt Filters page 2 Click Run Filter 3 Select the folders to which to apply the filter 4 Click OK A Filter run complete dialog displays after the filter has completed The messages stated how many messages were processed and how many were affected 4 4 1 Apply a Filter t
107. t the Mail tab uP Signatures V Flash the browser tit A Out of Office Forward a copy to E calendar amp Sharing S import Export Read Receipt When receive a request for a read receipt O Never send a read receipt O Always send a read receipt Ask me Figure 6 Email Forwarding Option Page 9 of 114 Malaysian Palm Oil Board MPOB Webmail System User Manual MP OB 2 7 Moving Email Messages You can move email messages or entire conversations from a folder to a different folder You can either do the following e Drag and drop the item to the desired folder in the left hand Overview pane or e Right click the message and select Move The Move Message dialog shall appear Select the destination folder and click OK If you are moving a few messages within a conversation the conversation appears in both places The Conversation Detail View window shows the new location of the message that was moved Note You can immediately undo the move Click Undo that appears at the top of the page to move the message back to its original location Tasks Briefcase Preferences Reply ReplytoAll Forward Delete Phy 7 Actions v Read More GJ View v O Sorted by Date 2messages Meeting rescheduled 17 May 2013 01 51 Postmaster Test Email 01 51 From Postmaster Test Email 4 Meeting rescheduled This is to inform ail team members that the m
108. that were published in distribution lists they are members of When a member is removed from the distribution list the share privilege is revoked Page 99 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 12 SEARCHING YOUR ACCOUNT Searching lets you find messages contacts appointments tasks and files You can search by specific words dates time URL size tag whether or not a message has been read whether it has file attachments and more The MPOB Webmail System offers two types of searches e A quick search that executes whatever search query is currently displayed in the search text box You can enter one of the search key words in the search field and a list of possible search arguments is automatically displayed In addition the drop down arrow at the left of the search text box allows you to select which type of items to search for You can select to search within messages your contacts including contact lists appointments and files e Anadvanced search makes it easy to execute more complex searches You can group your search results e You can save your search queries and re execute them at a later date 12 1 Finding an Item with Quick Search A quick way to search is to type a name or word without any keywords in the search text box For example to find all mail containing the word ammar anywhere in the subject line To From Cc or Bcc lines message body or file atta
109. thin 30 days of deleting them After 30 days the items are permanently deleted e To permanently delete a message click Shift gt Delete e Messages are permanently deleted from your account Empty Your Trash Folder The Trash folder is available for each application in your account When you open the Trash folder from an application such as Mail only items for that application are displayed But when you select Empty Trash from any of your applications items from all applications are deleted You can empty your Trash folder any time e Right click on the Trash folder and select Empty Trash All messages are deleted Items deleted from Trash are removed from your account and your account quota is updated Page 20 of 114 hg Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 3 COMPOSING AND SENDING EMAILS You can compose and send your email messages as soon as you write them compose a draft and return to it later to finish and send 3 1 Composing a New Email Message 1 In the Mail tab click New Message 2 In the To text box enter the email addresses of the person or persons to whom you are sending the message Either type the address or click To to search through your contacts or the global address list 3 Optional In Options click Signatures and select the signature that should be added to the message 4 Optional To send a copy of the email to other recipients C
110. tions for a new filter rule then a message that meets any one of the conditions is considered a match However if you choose all every condition specified in that filter rule must apply in order for that message to match the filter Page 30 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 4 1 2 F iltering Using Contains Matches and Is Options Three of the comparison methods for filter conditions are Contains Matches pattern and Matches Exactly These options appear for some items such as the subject line Other comparison methods are available depending on your conditions selections Contains means that the specified line must contain somewhere within it the specified string For example specifying that the subject line contains bananas would match both Cooking with bananas and Bananas for breakfast Matches pattern means that the specified line must match the specified string which includes wildcards For example specifying bana would match banana and banana tree but not free bananas Is means that the specified line must exactly match the specified string with no wildcards or substitutions For example specifying that the subject line must match bananas would only match bananas and not Banana My bananas or Bananas 4 1 3 Filter Rule Actions A filter rule can contain one or more actions If the email message matches the specified condition
111. two row toolbar lets you easily format your page layout Select change or add the following e Font sizes faces and colours e Text styles e Background colours e Tables e Attachments e 6 Images These formatting tools work the same as many word processing tools Page 86 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 10 6 Viewing Files in Briefcase 1 Go to the Briefcase page 2 Click View on the Task toolbar to select how to display the file in the Preview Pane Table 9 Briefcase File Viewing Options Option Description Preview Pane At The Bottom The Briefcase preview pane displays at the bottom of the pane Preview Pane On the Right The Briefcase preview pane displays on the right Preview Pane Off The Preview Pane does not display 10 7 Working in Briefcase In Briefcase you can open files to work in them create new documents directly in the briefcase folder move files tag files and send an email with a link to a file in your Briefcase The toolbar is your direct link to many of these features 10 7 1 Open Files in Briefcase You can open files in your briefcase from any computer You must have the appropriate software application to open and read or update the file Common file formats such as text files HTML files and images such as gif or jpg files can be opened in a variety of programs 1 Go to the Briefcase tab and select the
112. user When you select this option enter a name of a user that has shared an item with you The information is displayed in one of the fields depending on whether you have accepted a share invitation or not You can view information from one user at a time The details are not saved e Folders shared with me that I have accepted In this section the folders that are shared with you are listed e Folders shared by me In this section your shared folders are listed with details about how the share was set up including the role you assigned the user and the item shared You can edit the share properties revoke permissions to your share and resend the invitation e Share a Folder You can share your email address book calendar tasks and briefcase folders from here as well Page 97 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 11 8 1 Share a Folder from the Preferences Sharing Page 1 Go to the Preferences gt Sharing page 2 In the Share a Folder section select the type of folder to share from the drop down menu 3 Click Share 4 Select the folder to share and click OK 5 In the Shared Properties dialog box select whether you want to share with internal external or public users 6 Depending on with whom you share do the following e For Internal users or groups enter the user s email addresses In the Role area select the access privileges e For External guests
113. will see a column with the version number 10 4 2 Restore a Document to the Previous Version e Right click on another version and select Restore as Current Version 10 4 3 Delete a Document from Briefcase 1 Go to the Briefcase tab and select the document you want to delete 2 Click Delete Each version of a file counts against your account quota 10 4 4 Rename a File Renaming a file creates another version of the file 1 Goto the Briefcase tab and select the document you want to rename 2 Right click on the file and select Rename The Name field is changed to an editable field 3 Edit this field to change the file name Remember to keep the same extension in the file name or it may not be editable later 4 Press Enter Page 85 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MP OB 10 5 Creating Documents in Briefcase You can create documents in Briefcase and design the content layout using the rich text format tools available in Briefcase 1 Go to the Briefcase tab and select the Briefcase folder where you want to create a new document 2 Click New Document A blank page appears 3 Compose the content of the page using the rich text editor You can add style color and tables to your page from the toolbar links 4 Enter the name of the new document in the Save field 5 Click Save 10 5 1 Format with the Rich text Editor When you edit using the rich text editor the
114. y and before the included messages e Select Below included messages to add your signature at the end of the message Click Save MPOB WEBMAIL ammar mpob gov my Mola ysian Palm Oil board Quota 0 542 46 KB of 10 00 GB B Log Out Mail Contacts Calendar Tasks Briefcase Preferences amp Save Cancel Y Preferences General E Mail FP Filters LP Signatures ib Out of Office E calendar i Sharing S import Export Undo Changes Name Ammar Format As HTML X Professional 3029 A 7 Y B Z U ae ic Ammar Ifwat Software Engineer AMMAS New Signature Delete Attach Contact as vCard Browse Clear New Messages Replies amp Forwards Primary Account Ammar Ammar Signature Placement Above included messages Below included messages Figure 12 Using Signatures Page 23 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 3 3 Using Rich Text Format to Compose Messages Messages created using the HTML Hyper Text Mark up Language editor can have text formatting numbering bullets coloured background tables and links However some email clients do not accept messages formatted in HTML You can change the editor for a specific message Note You do not need to know HTML to use the HTML editor 3 3 1 Save a Message as a Draft You can save a message to finish and send later e Click Save Draft The message is saved
115. you want this message enabled for a specific time frame select Send auto replies during the following time period and enter the start and end dates to send the auto reply message If you do not specify a specific time frame auto replies are sent until you select Do not send auto replies 5 Optional If you want to send a different message to users outside of your domain all addresses except mpob gov my select External Senders 6 Click Save ammar mpob gov my i mince COMA Quota 0 542 46 KB of 10 00 GB amp Log Out aE Malaysian Palm Oil Board Mail Contacts Calendar Tasks Brie Re Pierce 3 Save Cancel Undo Changes Y Preferences D General mail Out of Office C Do not send auto replies FP Fitters Send auto reply message cu Sharing import Export Auto Reply Message available Time Period V Send auto replies during the following time period Start 2 5 2013 v Midnight X End 23 5 2013 x 23 59 X Calendar _ Show free busy as External Senders Send different auto reply message to external senders Figure 10 Out Of Office Option Page 14 of 114 ae Malaysian Palm Oil Board MPOB Webmail System User Manual MPOB 2 14 Reading Mail By default new messages are placed in your Inbox If you have mail filter rules new messages can appear in folders other than your Inbox The number in parentheses next to ea
116. your timezone preferences Your preferred timezone is GMT 08 00 Kuala Lumpur Singapore Out of Office q calendar Sharing Note Users provided below must be on this mail system mpob gov my You may use the full email address or just the username Free Busy Allow both internal and external users to see my free busy information Allow only users of internal domains to see my free busy information O Allow only users of my domain to see my free busy information O Don t let anyone see my free busy information Allow only the following internal users to see my free busy information Invites Allow both internal and external users to invite me to meetings Allow only internal users to invite me to meetings Don t let anyone invite me to meetings O Allow only the following internal users to invite me to meetings C Send auto reply to users who are denied from inviting me Figure 21 Default Calendar View Page 55 of 114 ae Malaysian Palm Oil Board RE MPOB Webmail System User Manual MPOB 7 2 Create a Calendar One calendar is created for you You can create additional calendars to keep track of different type of functions For example you can create one calendar for work one for personal appointments and one for company activities 1 Click the Calendar tab 2 On the toolbar select New gt Calendar 3 Inthe Name text box type the name of the calendar 4 Selecta

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