MessageOne EMS User Manual
Contents
1. Insert addresses from Address Book or enter addresses separated by commas From John Jones lt jjones acmetd com gt E p Cos Bs Expand Addresses Subject ho Attachments rT ad Attach cl John Jones Purchasing Manager Acme Tool amp Die Company 123 Elm Street Centropolis TX 78787 Ph 555 465 4657 Em JjJones acmetd com sena Spell Check Inserting Addresses Using the EMS Address Book The EMS Address book should contain a complete list of employee s contact information and depending on the company s primary email system may contain a list of each user s personal contacts information If the company uses Microsoft Exchange as their primary email system personal contacts should be regularly synchronized with EMS so that they will appear in the appropriate user s EMS Address Book in the event of activation If the primary email system is Lotus Notes with iNotes each user will need to manually synchronize personal contacts with the local address book on a regular basis in order for them to appear in the EMS Address Book 1 Click Insert Addresses to open the Addresses screen as shown in Figure 2 6 below 2 Type a name into the Find box select the contact type from the drop down menu and click Search All matching names will appear in the window on the left NOTE Select Global Address List from the drop down menu to view company contacts or My Contacts to view personal contact2. MessageOne Be prepared EMS User Manual MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 Table of Contents T OLS OC Oy a wet lt 0 a m ge eae ere ROE EP Sa tt an A A dd bios aa are Pe OCC O ea eed a ees Ee a es cere ee ere OG ee eh eee earls ore ba dw ayes Gutter ere a Chapter le 10g91 19 04 10 EMS usina tio ake Galea Ge We SE ose ARAS Y Chapter 2s Using EMS Web mall 4 464 ee OSA RAR AOS SEN AAA eke OEP RASS VISWINd Oe ADO as a AROS alpacas phot ads Viewing a Mess ad Sir AA er a hh ee a eS A DA RS Res Replying CoO MESS i lancia as Daria ura a ca Di aca EOL Ward ng Me SS ages a aaa A AA as aa COMmPOs ng New Messages ias cid ps a a Inserting Addresses Using the EMS Address Book o oo o o o Attaching Files to Messages is ade ae SARA AS AA A Deleting Message sus ai ESE A See ees Create a Customized S1Gnature ss asad hew re dd a Sb ew eee we Ae ee de rl LOS G WING DEE adn dr thes Aer Meee A A AS Chapter 3 Advanced Features of EMS exista rea e Resetting sa FOOL ren PASS WwoOLd seseratan waketi nerie taae AAA ss Selecranga New Password sisas A e a AS VEE RS TAOS ago O o A ERNEST Updating Personal Intormation In EMG dd dd RARAS AA O EROS Rrequente ly Asked Questions ys aid ba tai dic edi sa esoo tas MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call
3. 2 Viewing a Message in EMS DJ Mail C Contact Check Mail TER Logout Search Mail Mail Options Previous Next Back to Messages Pont Message Source ES nbo Reply Reply al Move 0 6 Trash This message is not flagged Date Mon 30 Jun 2003 14 47 31 0500 From Peter Sachs lt peter sachsi dlwidgets com gt To jj CO FM Subject Redirect your order Good afternoon John I was reading about the flooding in Centropolis and since your warehouse is close to the river I was wondering whether you wanted us to have your order 107 5651 delivered to an alternate location or to delay shipment for a few days until you can assess the situation Sorry to hear about the flooding 1 guess when it rains it pours Please let me know what ve can do to help out Regards Pete Peter Sachs sales Director Central Region Deluxe Widgets Ine Ph 402 525 4973 Delete Reply Reply All Forward Mowe to Move Delete Reply Reply all Forward Move to I Move Previous Next Back to Messages pave Message Text Check Mail Search Mail Mail Options From an email message click the appropriate button or link to accomplish the Following actions Reply to the sender Reply to all email addresses on the message Forward the message Print the message Compose a new message Delete the message Go to previous or next message if applicable Re
4. activation process Users can however update their notification options home address emergency contact list and EMS password To learn more about updating the EMS profile please refer to the EMS User Setup Guide available from the EMS administrator Figure 1 3 EMS Main Screen EMS Inactive A EMS sy tiessazeone ACME TOOL amp DIE EMS is not Active The Emergency Messaging System for Acme TD is not active at this time In the event of a disaster or mail system outage you can use this web site to access your corporate mailbox from any web enabled location Use the links below to update your personal information and notification options Ea b 77 Notification Options Home Address Emergency Contacts Change Password MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 4 Chapter 2 Using EMS Web mail EMS Web mail may be familiar to anyone who has used any of the popular Web mail Sites such as Hotmail Yahoo and MSN The following sections cover the basics of using the EMS Web mail system Viewing the Inbox los 24 Click EMAIL to access the Inbox as shown in Figure 2 1 below The Inbox lists all the messages that were received by EMS from the point when the company s primary email system was disrupted or if the company has completed a partial activation from the time that EMS was activated for the individual
5. cme Tool amp Die Company 123 Elm Street Centropolis TX 78787 ha Spell Check MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 NOTE To add more attachments repeat the steps above until all desired files have been attached To remove a file click the checkbox preceding the file s name and then click Remove Selected Deleting Messages Follow these steps to delete items from a list of messages 1 Click on the folder that contains the messages to be deleted Inbox Drafts or Sent 2 Check the boxes next to the messages to be deleted as shown in Figure 2 10 below 3 Click Delete Figure 2 10 Selecting Files for Deletion E Ms Subject Thread DO Kenneth J Walker Centropolis Downtown Flooding Update v Peter Sachs Redirect your order v EMS Administration Acme Tool amp Die EMS system has been activated Select ETE E To delete a message after reading it click the Delete button as shown in Figure 2 11 below Figure 2 11 Deleting a Message After Reading Click the Delete button to delete a message while viewing it Contacts 5 DJ Mail Check Mail nere uet Next Back to Messages i This message is not flagged Folders Ce Inbox A Trash Date Mon 30 Jun 2003 14 47 31 0500 From To ii Subject Redirect your order Good afternoon John MessageO
6. or enter addresses separated by commas From John Jones lt jjones acmetd com gt To Peter Sachs lt peter sachsidlwidgets com gt Ce Bec Expand Addresses Subject Re Redirect your order Attachments o Browse Attach Hi Peter Thanks for having the foresight to ask For now please hold the shipment until further notice I ll get back to you mid week with an update John Jones Purchasing Manager Acme Tool amp Die Company 123 Elm Street Centropolis TX 78787 Ph 555 465 4657 Save asa Draft MM Spell Check MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 7 Figure 2 4 EMS Inbox Screen with Sent Folder J Mail C Contacts Logout Check Mail Search Mail Mail Options dint Inbox CP Inbox C Sent 6 Trash View All Unread Messages 1 3 of 3 First Previous Select Zf Mekes resa I ox Move to folder Zif Move e From Subject Thread Date Size Tu Kenneth J Walker Centropolis Downtown Flooding Update 03 19 30 PH 978 E Peter Sachs Redirect your order 02 47 31 PM 1kb EMS Administration Acme Tool 01 12 03 PM 2kb Mark as Read OK Move to folder Move Messages 1 3 of 3 First Pre Next Last Check Mail Search Mail Mail Options Composing New Messages 1 Click Compose to open an empty email form shown i
7. 1 1 EMS Main Login Screen A EMS by MessageOne Please Login _ MA Username jonesBacmetd com Password o Login Forgot your password N Type the work email address into the Username box 3 Type the password selected for EMS during initial profile set up into the Password box See the EMS User Setup Guide for information about setting up a profile NOTE EMS can generate a new password and send it to the external email addresses and messaging devices previously configured in a user s EMS profile supported messaging devices include SMS capable mobile phones and text pagers For information on how to reset a password read Chapter 3 Resetting Forgotten Passwords 4 Successfully logging on will open the main screen with a big red Email button Shown below in Figure 1 2 MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 3 Figure 1 2 EMS Main Screen EMS Active ACME TOOL 4 DIE The Emergency Messaging System for Acme TO has been activated All e mail to your account is being forwarded to your emergency mailbox Access your emergency mailbox Notification Options Hame Address Emergency Comtats l Change Password NOTE If the administrator hasn t yet activated EMS the main screen will look like Figure 1 3 below User cannot access email through EMS until an administrator completes the
8. 367 0777 or 512 652 4500 11 J Mail _ Contacts Logout E Message Composition Insert addresses from Address Book or enter addresses separated by commas From John Jones lt j TE E xi To anthony Edwa Ce Larry Lewis lt Expand Address E Subject Temporary war MIA Attachments i Desktop All ae Please be MA i ime today to discuss t eed to idiscuss t to assess the Please be ile Emergency Contact List AN Files 7 gt Cancel Purchasing Manager cme Tool amp Die Company 123 Elm Street Centropolis TX 78787 Spell Check Figure 2 9 Composition Window Showing Attachment Name CI Mail C Contacts Logout Message Composition Send Insert addresses from Address Book or enter addresses separated by commas From John Jones lt jjones acmetd com gt To anthony Edwards Jr lt aedwards acmetd com Charlie Cook lt ccook acmetd Ce Larry Lewis lt llewis acmetd com gt Bcc X a lit Subject Temporary Warehouse Planning Meeting Scheduled _ Attachments ZA Emergency Contact List xls Browse Attach All Please be available for a teleconference call at 3 30 PM Central time today to discuss the flooding problem at the Elm Street building We will need to discuss temporary warehouse space during this flooding and begin to assess the damage and losses incurred to date Please be prompt John Jones Purchasing Manager
9. 500 16 A EMS py tiessageone ACME TOOL amp DIE EMS is not Active The Emergency Messaging System for Acme TD is not active at this time In the event of a disaster or mail system outage you can use this web site to access your corporate mailbox from any web enabled location Use the links below to update your personal information and notification options PESQ OS eE s Notification Options Home Address Emergency Contacts Change Password MessageOne EMS User Manual EMS Support Email support messageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 17 Frequently Asked Questions When I logged into EMS I couldn t find my email Where is it A Until the company s primary email system is disrupted and an EMS administrator activates EMS Web mail users will be unable to get email from EMS Check email through the regular work email account Q I can get into my work email using EMS Web mail but I can t find my personal folders or saved email Where is it A EMS provides continuity in the event of a disruption to the primary email system In other words users can continue sending and receiving email using their work email addresses and all email activity during an outage will be reflected in their work mailboxes once the primary email system is up and running again EMS doesn t keep a copy of pre existing email or folders Q Will I be able to include attachments in em
10. 888 367 0777 or 512 652 4500 2 Introduction Welcome to the MessageOne Emergency Messaging System EMS EMS is a high availability standby messaging system that ensures continuous flow of a company s business email in the event of an unexpected disruption of the primary email system If a disruption should occur users will gain access to company email via a secure web browser based interface Users will be able to send and receive email through this interface until normal service can be restored to the company s primary email system This guide will show users how to log on send and receive email during a service outage or emergency To set up EMS for the first time please refer to the EMS User Setup Guide available from the EMS administrator Chapter 1 Logging On to EMS If the company s EMS administrator advises that the company s email system has been disrupted log on to EMS to continue using company email If an email is partially written when the primary email system is disrupted MessageOne recommends that the user copy the text into a file so that he or she can paste it into a new message once logged on to EMS To log on follow these steps 1 After receiving an email with the EMS URL from the administrator click the embedded link to log on Otherwise open a browser and type http ems messageone com or the URL the EMS administrator includes for use in the address box The screen should look like Figure 1 1 Figure
11. By default messages are sorted in reverse chronological order with the newest messages at the top of the list To change this sort order follow these steps a Click From to sort alphabetically by the first letter of the sender s name b Click Subject to sort alphabetically by the first letter of the message subject c Click Date to sort chronologically d Click Size to sort by message size Click the column heading again to toggle the sort display NOTE Boldface type indicates that the message has not yet been read Figure 2 1 EMS Web Mail Inbox Screen DI Mail 7 Contacts Logout Check Mail search Mail Mail Options Folders n box En Inbox View All Unread Messages 1 3 of 3 First Previous Next Last CA Trash Markas sed E Move to folder ly From Subject thread Date Size T Y Kenneth J Walker Centropolis Downtown Flooding Update 03 19 50 PM 978 M G3 Peter Sachs Redirect your order 02 47 31 PM 1kb E EMS Administration Acme Tool amp Die EMS system has been activated 01 12 03 PM 2kb Marcas Read E voveo ade E Messages 1 3 of 3 First Previous Next Last Check Mail Compose Search Mail Mail Options Viewing a Message To open any item click the linked subject line The message will appear as shown in Figure 2 2 below MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 5 Figure 2
12. EMS administrator To reset a lost password 1 Open a browser and type http ems messageone com in the address box 2 Click Forgot your password as shown in Figure 3 1 below Figure 3 1 Main Logon Screen Username Password Login Forgot your password 3 On the Forgot Password page type the work email address into the Email Address box as shown in Figure 2 2 below and click Submit The MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 14 screen will refresh to the logon page In a few moments a new password will be sent to all the notification channels identified in the profile and to the work email address 4 Type the work email address in the Username box Type or paste the new password into the Password box Click Login When prompted change the password to be more memorable and Secure OV Ul Figure 3 2 Forgotten Password A EMS by MessageOne Ernail Address Cancel Selecting a New Password After receiving a new password from the EMS system or just as a periodic security measure it is recommended that users replace their existing password with a new one 1 Click Change Password on the main EMS screen The work email address should be listed as the Username on the Change Password screen 2 Type an easily remembered but secure new passwor
13. ail supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 Figure 2 7 Composition Screen with Addresses D Mail _ Contacts Logout Compose a message Inzert addresses from Address Book or enter addresses separated by commas From John Jones lt jonestracmetd com gt To Anthony Edwards Jr lt aedweardsBacmetd com gt Charlie Cook ccook acmetd Cc Larry Lewis lt llewis acmetd com gt Bcc Expand Addresses Subject _ gt gt gt AA Attachments i Attach I John Jones Purchasing Manager cme Tool amp Die Company 123 Elm Street Centropolis TX 78787 Ph 555 465 4657 Em jjones Gacmetd com Send Spell Check Attaching Files to Messages 1 Add a file as an attachment by using one of the following methods a Click Browse to select a file as shown in Figure 2 8 below b When the correct file is located click to highlight it and then click Open The path to that filename will appear in the Attachments box OR a Type or paste the full path to the filename into the Attachments box as Shown in Figure 2 9 below 2 Click Attach Depending on the size of the file it may take a few moments for the screen to refresh and show the attachment Figure 2 8 Using the Browse Panel to Select Attachment MessageOne EMS User Manual EMS Support Email support messageone com EMS Activation or Emergencies Call 888
14. ail supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 18
15. ails sent through EMS A Yes EMS will accept attachments Q I have an extensive list of contacts in my Outlook Contacts folder at work Will they be available to me if EMS is activated A EMS preserves and updates each user s contacts automatically provided that they are stored in Outlook s Contacts folder on the company s Exchange server If the user creates any contact lists that are stored on the user s computer EMS will not be able to preserve them If EMS is ever activated all of the contacts stored in the Contacts folder in Exchange will be available Q I have an extensive list of contacts in my Lotus Notes address book at work Will they be available to me if EMS is activated A If the primary email system is Lotus Notes with iNotes users can manually synchronize personal contacts with the local address book on a regular basis EMS will retrieve contacts stored in the iNotes enabled email file located on the server but not from the address book stored on the user s computer If EMS is ever activated the most recent list of Contacts on the company s Notes server will be available This capability currently requires use of iNotes Q I have a question or a problem that isn t addressed here Who should I go to for help A Please direct any questions or problems to the company s EMS administrator The EMS administrator is usually the person who sent this document MessageOne EMS User Manual EMS Support Em
16. d in the New Password box as shown below in Figure 3 3 If the company has a password policy such as minimum password complexity guidelines please create an EMS password that complies 3 Re type the same password in the Confirm Password box 4 Click Submit When the new password has been accepted the main EMS screen will reappear Figure 3 3 Selecting New Password MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 15 Logout Change Password User Name New Password Confirm Password Submit Cancel Logging Out of EMS To log out of EMS simply click Logout As shown in Figure 3 1 it is located in the EMS banner at the top of every screen Figure 3 4 Logout Button in Banner ACME Updating Personal Information in EMS Please refer to the User Setup Guide for complete instructions on how to maintain an up to date profile including e Notification methods personal email SMS pager or phone supported wireless device etc e Home address e Emergency contacts e A memorable and secure password Each of these functions is available from the main EMS screen Shown in Figure 4 1 below regardless of whether EMS Web mail has been activated Figure 3 5 EMS Main Screen MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4
17. n Figure 2 5 below 2 To manually enter email address es a Type an email address in to To box At least one recipient is required b To send a copy of the email to another recipient enter the email address in the Cc box c To send a hidden or blind copy of the email to a recipient the email address in the Bcc box Each Bcc recipient is invisible to all of the other recipients of the message including other Bcc recipients NOTE For multiple recipients separate each address with either a comma or a semi colon OR Enter email addresses using the Insert Addresses feature as described in the next section 3 Type a subject title into the Subject box 4 If necessary insert attachments To learn how to insert attachments the Attaching Files to Messages section later in this chapter 5 Type a message into the text box NOTE If EMS Web mail is configured to automatically insert a signature it will be copied into the text box To learn how to automatically add a signature to messages please read Creating a Customized Signature later in this section 6 Verify that the recipient email addresses and the text are correct and click Send MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 Figure 2 5 Composing a New Message J Mail 2 Contacts Logout Message Composition sena
18. ne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 13 NOTE Although deleted messages are removed from view they are actually archived for potential regulatory compliance requirements Click the Trash folder to view deleted items Create a Customized Signature To have a standard signature included at the bottom of each outgoing email follow these steps 1 Click Mail Options in the upper right corner of any folder view 2 Click Personal Information 3 Click Edit Your Identities 4 Type or paste a signature into the text box and check either of the Formatting boxes that are relevant 5 Click Change Logging Off To log out of EMS click the Logout button or link on every screen in EMS Web mall EMS will automatically log users out after an extended period of inactivity Chapter 3 Advanced Features of EMS EMS contains both the Web mail functionality described in Chapter 2 and a variety of supporting features described in this chapter Resetting a Forgotten Password Because there likely will be a delay between the time the EMS account is set up and any disruption of the primary email system it is critical that users keep their profiles up to date with notification information For the following steps to work each user will need to have alternate notification information in their EMS profile Please refer to the EMS User Setup Guide available from an
19. s OR Scroll through the list of names NOTE Only the first 100 names will be displayed Users must search for names if they re not listed 3 Click the user s name to highlight it 4 Click the To Cc or Bee button to add the contact as the appropriate type of recipient 5 When the recipient list is complete click OK to insert it into the appropriate recipient boxes on the message as shown below in Figure 2 7 MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 9 Figure 2 6 Inserting Addresses from Address Book Mail Contact List Microsoft Internet Explorer Mail Address Book Logout Find from Global Address List Search Mess age Com Posi Mike Morrison Add these by clicking OK Neal Noble To gt gt To Anthony Edwards Jr Oscar O Brein To Charlie Cook Insert addresses from Cc Larry Lewis Peter J Steinfeld Ce Paul Peters From John Jones lt jjonesi Peter Steinfeld To Cs Quincy Quarter Rudolph Reindeer Ce Samy Aboel Nil _Bec gt gt Expand Addresses Steve Smith x Subject m Display Name Delete Selected Reset im n QQ EZ i 49 Internet z John Jones Purchasing Manager Acme Tool Die Company 123 Elm Street Centropolis TX 78787 Ph 555 465 4657 Em JjonesBacmetd com Le Spell Check MessageOne EMS User Manual EMS Support Em
20. turn to the Inbox Replying to Messages 1 Zs 3 Click Reply to compose a response The body of the message will be copied into the text box and the cursor will be placed above it Type a reply as shown below in Figure 2 3 and click Send After the reply is successfully sent the Inbox screen will reappear A copy of the email will be placed in the Sent Mail folder If this is the first sent message a new Sent folder will appear in the Folders panel on the left side of the screen Figure 2 4 shows the placement of the new folder MessageOne EMS User Manual EMS Support Email supportamessageone com EMS Activation or Emergencies Call 888 367 0777 or 512 652 4500 6 Forwarding Messages 1 Click the Forward button to send a message to a new recipient The body of the message will be copied into the text box and the cursor will be placed above it 2 Type the email address es into the To box or click Insert Addresses and select the email address es of the recipients from the list See the Inserting Addresses Using the EMS Address Book section later in this chapter for more information 3 Type a message if desired and click Send 4 After the forwarded email is successfully sent the Inbox will reappear A copy of the email will be placed in the Sent folder Figure 2 3 Composing Reply in EMS EJ Mail C Contacts Reply Re Redirect your order Spell Check Insert addresses from Address Book
Download Pdf Manuals
Related Search