User Guide - CC Communications
Contents
1. 7 Click the OK button 8 Torun the filter click the filter name and then click the Run Now button Otherwise click the Close kJ button located in the upper right corner of the window Note To make changes to a filter select Tools Message Filters Select the filter you want to edit and then click the Edit button If necessary you may need to first select a different account from the Filters for drop down menu Searching for a Message Subject or Sender contains To search for a message enter the words you want to search for in the Subject or Sender contains or Subject or Recipient contains field located above the Message List As you type Netscape Mail will begin displaying matching items Click the Clear button to clear the search Note For more advanced searching tools select Tools Search Messages Tools Using Sending Features When you are composing a message you can make changes to the default sending options For example you can request a Return Receipt or assign a priority level In the Compose window select one of the following from the Options menu e Select Addresses Allows you to select addresses from the Address Book e Check Spelling Checks the spelling of Sms Tools Window Hel Select Addresses the text in your message Check Spelling Cir K Quote Message e Quote Message Places quote H Retum Receipt markings around the original text when Fomat you are rep2. When you receive a message you can add the sender to the address book 1 To add a sender to the address book click the sender s name as it appears in the message 2 Select Add to Address Book from the resulting menu 3 Click the Add to drop down menu to select the address book where you want to store the new card 4 Enter the contact s information in the fields provided 5 Click the OK button Copyright 2006 Document Authors Some Rights Reserved Creating a Mailing List When sending messages regularly to a group of recipients it is convenient to create a mailing list 1 Inthe Address Book window click the New List EJ button 2 Click the Add to drop down menu to select the address book where you want to store the mailing list 3 Enter the list name nickname and description of the mailing list in the fields provided 4 Enter the email addresses you want to include in the mailing list Press the Enter key after each entry 5 Click the OK button Note To edit the mailing list double click the mailing list name as it appears in the card list Searching for an Entry To search for an address book card enter the name or email address you want to search for in the Name or Email contains field located above the card list As you type Netscape Mail will begin displaying matching items Click the Clear button to clear the search Note For more advanced searching tools select Tools Sear
3. Create as a subfolder of drop down menu and select a folder from the resulting list 4 Click the OK button Renaming a Folder 1 Right click the folder you want to rename as it appears in the Mail Folders pane 2 Select Rename Folder from the pop up menu 3 Enter a new name in the field provided 4 Click the OK button Filing a Message e To file a message into a folder click and drag the message from the Message List into a folder in the Mail Folders pane Move To ra j smith mydomain com p Label E Local Folders a C Drafts Mark EA Templates Save As ER Sent Print Preview Print Delete Message Trash e To place a copy of a message into another folder leaving the original in place right click the message and select Copy To from the pop up menu Then select a destination account and folder from the resulting menu Sorting and Threading Messages e To sort the messages in your Message List click the Subject Sender Date Priority or other column heading located at the top of the Message List e To group or ungroup related message threads click the Thread E column heading Flagging a Message Use the Flag tool to mark messages that need your attention For each message you want to flag click once in the message s Flag column A Flag F icon will appear Note If the Flag column is not displayed click the Show Hide Columns amp icon located on the Message List column h
4. Using Netscape Mail 7 2 Technical Manual User Guide The Netscape Mail Window FW Scheduling Software Online Leaming News and Reviews Inbox for john smith webmail_us Netscape 7 2 DOR Menu Bar SSS SS Sa Sr Mail Toolbar bi SHG Bt Farhad eons Search Bar o 1 30 2005 8 54PM o 1 30 2005 9 42PM gt 1 30 2005 9 43PM P m FW Features on hold Peterson 1 30 2005 9 43PM o Message List ta Beta 7 1 released K Benn e 1 90 2005 9 44PM i new and improved Smii e 1 30 2005 9 44PM o Case studies and photos gt J Wa o 1 30 2005 9 44PM e e 1 30 2005 9 45PM P 1 30 2005 9 45PM gt Mail Folders A s J Wa 1 30 20059 46PM o Pane z K Bennett lt kbennett xyz com gt Date 11 01 AM To john smith webmail us ie LEARNING NEWS AND REVIEWS nformation and ide Fe SHA ry 1 S00 Pa br Message Pane go yy ae Receiving Messages To manually check for incoming mail at any time click the Get Msgs lt P button New messages will appear in the Message List Opening and Closing a Message e To open a message in its own window double click the message name as it appears in the Message List e To close a message select File Close or click the Close Eg button located in the upper right corner of the window Printing a Message 1 Select or open the message you want to print 2 Select File Print or press Ctrl P Note By default the Print i but
5. ceipt Using the Netscape Junk Mail Filter Netscape Mail will detect incoming junk mail and mark the message with a small Junk Mail icon You can train Netscape Mail to recognize items that are truly junk mail by adding or removing the Junk Mail fH label as needed Click once in the message s Junk Mail column to add or remove the label Assigning Preferences To assign your preferences to Netscape Mail select Edit Preferences Expand the Mail amp Newsgroups section and make changes to the preferences as desired When you are done click the OK button Message List Shortcuts Command Shortcut Ctrl Cmd S Ctrl Cmd O Delete Message Del Ctrl Cmd Z Ctrl Cmd A slash key Expand All Threads Next Message Save Message as File Open Message Undo Delete Message Select All Messages Collapse All Threads Next Unread Message Find Again Insert Edit Link Decrease Indent Increase Indent Discontinue Text Styles Discontinue Link Decrease Font Size Increase Font Size Bold Text Italic Text Underlined Text Ctrl Cmd G Ctrl Cmd L Ctrl Cmd Ctrl Cmd Ctrl Cmd Shift T Ctrl Cmd Shift K Ctrl Cmd minus Ctrl Cmd Ctrl Cmd B Ctrl Cmd Ctrl Cmd U Copyright 2006 Document Authors Some Rights Reserved Next Unread Thread Previous Message Previous Unread Message Reply to Sender Reply to All Forward Message Edit as New Mark as Read Unread Mark Thread a
6. ch Addresses Addressing Tools Sending a Carbon Copy or Blind Carbon Copy 1 To send a carbon copy ora blind carbon copy of a message you are composing click the To button located in the Addressing area 2 Select Cc or Bcc from the resulting menu 3 Enter email addresses in the area to the right of the Cc or Bcc button separating multiple email addresses with a comma Note After entering an email address in the first address field press the Enter key and a new To button will appear on the next line Using Address AutoCompletion As you type an email address in the Addressing area 2 Planning Team lt Planning Team gt 2 T Peterson lt tpeterson xyz com gt of the Composition e Od 5 personal tnt choca Leres window Netscape Mail will attempt to complete the address with a matching address in your address book To accept the suggested match press the Enter key Or if several matches appear select the desired address and press the Enter key Organizing Messages Creating a Folder Your mail account will by default have five folders Inbox Drafts Templates Sent and Trash To further organize your email you can create new folders 1 To create a new folder select File New Folder The New Folder dialog box will appear gt a ciscape Mail oy Work Account FG Inbox Lj Personal Mail EB Work Mail E Drafts 2 Inthe Name box enter a name for the folder 3 Click the
7. e or Link tabs to make changes to the image as desired If the Alternate text button is selected you will need to enter a description of the image Or you can click the Don t use alternate text button to bypass this requirement Click the OK button Attachments Attaching a File 1 To attach a file to a message you are composing click the Attach Bz button The Attach Files window will appear mad Locate and select the file s you want to attach Click the Open button The filename s will appear in the Attachments area Opening Attachments Attachments cy Appendix 1 Product List doc wt Appendix 2 Process Diagram doc HF Appendix 3 Update05 doc A report_2005 pdf To open an attachment double click the attachment as it appears in the Attachments area of the Message window If your computer has the necessary software installed for opening the attachment the attachment will open Otherwise you will be prompted to select an appropriate application for opening the attachment Saving Attachments 1 To save an attachment you have received right click the attachment and select Save As from the pop up menu To save all attachments right click the first attachment and select Save All Select the location where you want to save the attachment s Click the Save button Copyright 2006 Document Authors Some Rights Reserved Address Book Opening the Address Book To open the Addre
8. eadings bar and then select Flag from the resulting menu Copyright 2006 Document Authors Some Rights Reserved Labeling a Message e To apply a priority label to a message right click the message and select Label Then select a label from the resulting menu e To apply a priority label using keyboard shortcuts select the message s you want to label and then press 1 2 3 4 or 5 on your keyboard To clear a priority label select the message and then press 0 Customizing Labels 1 To customize label colors and descriptions select Edit Preferences 2 Expand the Mail amp Newsgroups category and select the Labels link 3 Make changes to the labels and colors as desired 4 Click the OK button Note If the Label column is not displayed click the Show Hide Columns icon located on the Message List column headings bar and then select Label from the resulting menu Creating and Using Message Filters Netscape Mail s message filters can automatically organize your incoming email 1 To create a new filter select Tools Message Filters 2 Click the Filters for drop down menu and select the mail account for which you want to create a mail filter 3 Click the New button 4 Inthe Filter name box enter a name for the filter 5 Indicate the types of messages you want to filter and the actions the filter should perform 6 Click the More or Fewer button to display more or fewer filter options
9. g mail Unable to connect to SMTP server SMTP outgoing server name The server may be down or may be incorrectly configured Please verify that your Mail News account settings are correct and try again Possible cause Incorrect misspelled SMTP server name Possible solution Confirm that you are using the correct outgoing server name Secure Connection Server Name Port No None smtp emailsrvr com 25 or 587 SSL secure emailsrvr com 465 or 587 Copyright 2006 Document Authors Some Rights Reserved Alert message Sending of message failed The message could not be sent because connecting to SMTP server SMTP outgoing server name failed The server may be unavailable or is refusing SMTP connections Please verify that your SMTP server setting is correct and try again or else contact your network administrator Possible causes Correct SMTP server name but incorrect port number using SSL settings for SMTP server that does not accept SSL settings Possible solution Refer to the outgoing server settings on this page to confirm that you are using the correct port number You may want to try using non SSL settings Alert message An error occurred while sending mail The mail server responded recipient email address Relay access denied Please verify that your email address is correct in your Mail preferences and try again Possible causes You may receive this message when your Internet Service Provider ISP does not all
10. lick the Send D button to send the message HTML Using HTML Format When you use the HTML editing format for creating your message you have access to advanced formatting tools For example you can use a variety of fonts and font colors create bulleted and numbered lists and insert images and tables Compose Customer Testimonials a Eile Edit View Insert Format Send Options Tools Window Help W VS amp Q eed Address Attach Spel Security Save lt Se e w Attachments M aa a What Makes A Really Happy Customer I spent more hours than I care to admit surfing blogs one week not too long ago I had made a PubSub feed on the words customer service I read through everything it hithundreds of items My goal was to find patterns of root causes of customers reactions to customer service experiences Here is what I can share in order of importance 1 Successfully resolving the problem 2 Meeting explicit or implied commitments N R OF ED Setting HTML or Plain Text as the Default Editor Since some recipients cannot receive HTML formatted messages you may prefer to use Netscape Mail s plain text editor 1 To indicate HTML or plain text as your preferred default editor select Edit Mail amp Newsgroups Account Settings 2 Select and expand your mail account located in the left sidebar pane 3 Click the Composition amp Addressing link 4 Choose one of the following e If
11. lying to a message Priority Send a Copy To e Return Receipt Attaches a return Security receipt to the message e Format Allows you to control the editing format of your message e Priority Assigns a priority label to your message marking the message as Lowest Low Normal High or Highest priority e Send a Copy To Sends a copy of the sent message to a folder other than your default Sent folder e Security Provides various security options for sending your message including encryption and digital signatures Shortcuts The following are keyboard shortcuts for Windows Linux and Mac users Mac uses a Cmd key instead of Ctrl and also Return instead of Enter Shortcuts below display Cmad Ctr and Enter Return to accommodate all users Composition Window Shortcuts Command Shortcut Ctrl Cmd Enter Return Ctrl Cmd S Ctrl Cmd W Ctrl Cmd F Send Message Now Save Message Close Message Find in Message Requesting Receipt Confirmation Return Receipts display a confirmation request when recipients open your message You will receive an email message as each recipient opens and confirms receipt of your message To attach a Return Receipt to a message you are composing select Options Return Receipt A check mark will appear next to the Return Receipt line in the Options menu Note Not all mail programs accept this feature and recipients can also ignore or refuse to send a confirmation re
12. ough everything it hit hundreds of items My goal was to find patterns of root causes of customer s reactions to customer service experiences Here is what I can share in order of importance 6 When you are 1 Successfully resolving the problem ready to se n d 2 Meeting explicit or implied commitments yo ur mess ag eC Resconding a context appropriate amount of time click the Send BS button Send Saving and Editing a Draft If you do not have time to finish composing your message you can save it as a draft e To save a message as a draft click the Save sve button The message will be saved in the Drafts folder e To edit a draft click the Drafts folder located in the Mail Folders pane Double click the draft to open and begin editing the message Replying to a Message 1 Select or open the message to which you want to reply 2 Click the Reply amp button or click the Reply to All cy button to reply to all message recipients 3 Enter your reply message in the message body 4 Click the Send D button to send the message Forwarding a Message 1 Select or open the message you want to forward 2 Click the Forward Z button Forward 3 Enter recipient email address es in the Addressing area located to the right of the To button Separate multiple email addresses with a comma 4 Make changes to the description in the Subject box as desired 5 Enter any accompanying text in the message body 6 C
13. ow third party SMTP outgoing servers Or you may need to enter your user name in the Outgoing Server SMTP settings area Possible solution Use the outgoing server settings provided by your ISP Or go to Tools Account Settings click the Outgoing Server SMTP link check the Use name and password box and enter your email address in the User Name box Security Error Domain Name Mismatch message You have attempted to establish a connection with SMTP server name However the security certificate presented belongs to Secure server name It is possible though unlikely that someone may be trying to intercept your communication with this web site Possible cause Using the SMTP server name i e smtp emailsrvr com instead of the secure server name i e secure emailsrvr com when the SSL button is selected Possible solution Refer to the outgoing server settings on this page to confirm that you are using the correct server name Copyright 2006 Document Authors Some rights reserved This work is licensed under a Creative Commons License http creativecommons org licenses by nc sa 2 0 Netscape is a registered trademark of Netscape Communications Corporation in the United States and other countries
14. s Read Mark All as Read Ctrl Cmd R Ctrl Cmd Shift R Ctrl Cmd L Ctrl Cmd E M R Ctrl Cmd Shift C Troubleshooting Trouble Receiving Messages Alert messages Sending of password did not succeed Mail server POP server name responded Login failed Or Login to server IMAP server name failed Possible causes Incorrect or incomplete user name incorrect password Possible solution Confirm that you are using the correct and complete email address as the user name for example myname mydomain com If you continue to get the alert message confirm that you are using the correct password Passwords are case sensitive Alert message Connection to server POP or IMAP server name timed out Possible cause Incorrect port number Possible solution Confirm that you are using the correct incoming server settings Server Type Server Name Port POP Mail Server pop emailsrvr com 110 IMAP Mail Server imap emailsrvr com 143 Or if you have checked the Use secure connection SSL box Server Type Server Name Port POP Mail Server secure emailsrvr com 995 IMAP Mail Server secure emailsrvr com 993 Alert message Failed to connect to POP or IMAP server name Possible cause Incorrect server name Possible solution Refer to the server settings above to confirm that you are using the correct server name Trouble Sending Messages Alert message Sending of message failed An error occurred sendin
15. ss Book select Window Address Book or click the Address Book J icon located in the lower left corner of the Netscape Mail window a File Edit View Tools Window Help ae 8 4 QO eS New Card New List Properties Compose IM Sync Delete Wa Ea Sam Miller smiller xyz com E3 K Bennett k_bennett xyz com Ea Kelly Smith ksmith xyz com i Outlook Ex dress Book G Personal List D 2 Contacts f E Planning Te E Collected Addresses 2 My Addresses 4 Card for J W Contact Display Name J Way Nickname Ms Way Email jway hotmail com 123 Main Street Sometown VA 24060 USA Creating an Address Book 1 In the Address Book window select File New Address Book 2 Inthe New Address Book window enter a name for the new address book 3 Click the OK button The address book will appear in the Address Book pane Note To edit the address book name double click the address book Creating an Address Book Card 1 In the Address Book window click the New Card Ke button 2 Click the Add to drop down menu to select the address book in which you want to store the new card 3 New Card for James Clark 3 Enter the contact s information in the fields provided 4 Click the OK button Note To edit the address book card double click the address book card as it appears in the card list Adding a Sender to the Address Book
16. ton is not displayed To display the Print button sisal Edit Preferences and then click the Mail amp Newsgroups link Check the Print box and then click the OK button Deleting a Message 1 Select or open the message you want to delete x 2 Click the Delete Eil button Note To retrieve a message from the trash click the Trash folder as it appears in the Mail Folders pane Then click and drag the message to another folder Creating a New Message oy 1 To create a new mail message click the Compose 4 button The Compose window will appear o 2 To send mail from a different account click the From drop down menu and select an account from the resulting list Copyright 2006 Document Authors Some Rights Reserved Document Updated 1 06 3 Enter recipient email address es in the Addressing area located to the right of the To button Separate multiple email addresses with a comma 4 Entera Compose Customer Testimonials description of a File Edit View Insert Format Options Tools Window Help your message in S S Sh Yo So So Attachments the Subject box Sao M z E3 jsmith mydomain com 5 Enter the text of your message in the message Subject Customer Testimonials What Makes A Really Happy Customer I spent more hours than I care to admit surfing blogs one week not too long ago I had made a body PubSub feed on the words customer service I read thr
17. you want to use HTML formatting by default check the Compose messages in HTML format box e If you want to use plain text editing by default clear the Compose messages in HTML format box 5 Click the OK button Switching Between HTML and Plain Text If HTML is your default editor you can switch between the HTML and plain text editors while creating your message Select Options Format and then select one of the following e Auto Detect Netscape Mail will automatically select an appropriate format e Plain Text Only Messages will be composed as plain text and can be opened and read with any mail program e Rich Text HTML Only Messages will be composed as HTML text only Some recipients may have trouble opening and reading the message e Plain and Rich HTML Text Messages will contain both plain text and HTML formatting information All recipients will be able to open and read the message but the message file size will be larger to accommodate the extra information Images Inserting an Image 1 To insert an image into the body of your message place your text cursor in the location where you want to insert the image Select Insert Image Click the Choose File button Locate and select the image file you want to insert Tooltip Alternate text Don t use alternate text Click the Open button Actual Size Width 800 Height 600 Click the Dimensions Appearanc
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