5 - Glass Bead Software
Contents
1.2. nen glassbead software Snap Malil 5 1993 2007 Glass Bead Software Windows Version N Eric Harris Braun Adam King amp Lisa Sawin 2007 Glass Bead Software LLC All Rights Reserved http www glassbead com Rev 10 7 06 v5 0 CHAPTER 1 GETTING STARTED nest iei annie victa asse ebd as Du cu E uoc aetna 1 e CORE NIEDATET Bing r M 1 e Trying Buying and Registering SnapMail 4 eere eee eese esee eee tn sensns enata stas tn stas anane ene season ene nenen ene sens tassa sens tn sensn sensn sensn 2 LEM NI ana KI an a M M 3 e Anstalling SnapMalll E M 3 Running SrapM ail Pt 4 e On hne Help aud adt elei Ea eed e eee tuae ea ei e agan aga aa ORE REA E AREE REVENU Y a aga ag eel e qe asana naas ee een 4 CHAPTER 2 SENDING MAIL 4i vk arena age auta dabas a aaa nak dada uci daa sa ag agan ap aa d 5 BASICS H 5 Sending SMAPS 6 e Sending Attachments ssecsissscsccsscccdsecscesdasc cesscacsascesssdsesdascdsesdonsssscdsesscessesstcendesdsasceoesddasseseassesonosesenseessaosusensocecaessscgessdcesdasctescees desonsoussnssesesese 7 6i lt GIC PAD CC QMOLTO ec 7 ei Using Templates M M
3. and then start typing the name of the person you want to send the message to You will see that as you type SnapMail will automatically start selecting the user whose name matches what you type Your typing will appear above the Groups pop up along with SnapMail s guess for which user you re selecting As soon as the correct user has been selected press return to confirm that user and start typing in another user You can press shift return if you want to deselect the highlighted user name and start over Send the Mail To send your mail to all selected recipients click on the Send button keyboard shortcut Ctrl return To send mail to one person you can simply double click on the person s name Sending Snaps Snaps are mail that bring up an alert box on the recipient s screen This gives the recipient immediate notification of your message and also provides the ability to reply back very quickly with minimal work interruption To send a Snap use the Snap button instead of the Send button keyboard shortcut Ctrl Alt return or hold down the Alt key and double click on the name of the recipient en SnapMail 5 Sending Attachments ly The paper clip pop up menu is used for sending attachments along with your mail Uy To attach files or folders with your mail simply drag them from the desktop onto the SnapMail window anywhere other than input TextBox Or click on the paper clip and select Add Attachment from the
4. 12 New IP Address Comments 10 10 1 1 255 Sales Team Downstairs 10 17 12 45 Peter at home Adding and Editing IP Addresses To add an IP address or range of addresses into your scanning list click the New button For a single IP address enter the address and do not click the Range checkbox The comment field is useful for notes regarding the IP address For a range of IP addresses enter the start of the range as the address click the Range checkbox and then enter the end of the range for the last IP number To edit an IP address or range of addresses select the address s and click on the Edit button To delete an entry select the address s and click on the Delete button 32 SnapMail 5 TCP IP Scanning Address Active Address 65 32 11 15 Range Comment lf SERI E STI Note for firewalls and Network Address Translation NAT Many networks are connected to the Internet via cable DSL modems or firewalls that share a single IP address for the entire LAN This technique is called Network Address Translation NAT If your LAN uses NAT you can connect your SnapMail users to external SnapMail users or to entire remote SnapMail networks that are themselves behind a NAT firewall by following the instructions in the Using a Server section below Maximum Simultaneous Connections When SnapMail is scanning the TCP IP list it will create as many simultaneous connections as it can to speed up the scann
5. M SEEE iai 7 CHAPTER 3 RECEIVING MAIL 5554 saa nisan an aana kenawan an bor Eas Han awan abenan gina aaa eag Edu vs usu Suas cuu E ED NR RR RENE 9 Un nr C 9 MDUnDUU T O 10 jUBnnnrn 10 e Irashime Malle eie Yee ee ve EET HAY NIN ANANG AE NG GA GA ERN Due eee eve ATENE SESSE NEEESE NA a AG ngana Yaa TENTE NES 11 Receiving Attachments peer aan Kinen 11 LAE uo IDEE PCR M e aaanan 11 LE Printing and Saving AR 12 Organizing Mail with Folders sicsiccdcecsccsscssccesscesseceosesscesenssecesseasecssesssscesenssecesesssecscesssesesenssecsaseposeseassosesosuseassesessanssassbsscseassecessesseaseeesseces 13 CHAPTER 4 SNAPMAIL FEATURES wiciss cette ct niin cients 15 s Searching Mil sasa isa s n devi sl cds ach ech ach ach AUD A MM d 15 6 gt Return Receipts aiiis aea maan a UA DEA URL E A A EARN JM E DA m M M M UI JM CR M m AM e RU 15 EUIS i tind aiaiaaeo aaa E A AAA 16 c Spell ee eta ssc staat ai antc rato ne adandana band adandana and andana ent eno edu ento ent ern una tacet 16 Anto EAR Olt esses RT MES 17 CHAPTER 5 CUSTOMIZING SNAPMAIL eeeee eee reeeee e
6. a file Ctrl O Open Close the selected mail item Ctrl P Prints the selected mail item s Ctrl Q Quit SnapMail Ctrl R Reply to the selected mail item Ctrl return Send as mail Ctrl Alt return Send as Snap Ctrl S Saves the selected mail items s to a file Ctrl T Open the Templates window Ctrl U Open the Users window Ctrl Open the Preferences window 37 men Snap 5 Editing shortcuts Ctrl C Copy the selected piece of text to the clipboard Ctrl V Paste the current contents of the clipboard Ctrl X Cut the selected piece of text to the clipboard Ctrl Z Undo the last thing you did if possible Template shortcuts Ctrl 1 Select the first template Ctrl 9 Select the ninth template e Keyboard Navigation in the Main Window In SnapMail s main window tab moves the focus between the Outbox text area the Outbox user list and the Filebox and the icon list The Outbox text area Ctrl A selects all of the current text of the Outbox text area The Outbox user list The TJ arrows moves between different users Ctrl A selects all of the users 38 men Snap The Filebox The T J arrows moves between different messages The Return key opens or closes the currently selected message The delete key trashes the selected message Ctrl A selects all of the messages in list view and the text of a mail item in read view The Alt Key Holding down t
7. from our Web site and you will get a new registration code for nineteen users Buying a license is easy Select Purchase SnapMail from the Help menu in SnapMail and you will be taken to the Web site to purchase You can also visit us directly at www glassbead com buy After purchasing online you will be sent a valid registration code by e mail Enter this code along with your registration name by choosing Registration from the Edit menu in SnapMail You only need to enter the registration code on one computer all others will share this license Note If you are men SnapMail 5 connecting remote LAN s you will need to enter the registration code on one computer in each LAN e Requirements SnapMail requires a TCP IP network You do not need to be connected to the Internet for SnapMail to work but you must configure a TCP IP network in your Network Connections control panel e Installing SnapMail 4 SnapMail Install Program Welcome to the SnapMail Install program This program allows you to install SnapMail on your hard drive It is strongly recommended that before proceeding you ensure that no other Windows programs are running If you do not wish to install SnapMail click Exit now otherwise click Next to continue To install SnapMail for Windows 1 Launch the SnapMail exe file that you downloaded from the Glass Bead Software web site 2 Follow the on screen instructions If you need a
8. network No system administration is ever needed Powerful and Flexible SnapMail features include Inaddition to regular mail messages send Snaps that notify the recipient with an alert pop up Respond to Snaps directly or with a single mouse click using preconfigured SnapBacks e g Take a message for me Yes Tell them to hold etc Send attachments with your mail including folders Search for old mail items with Find Determine if your sent mail has been read a checkmark appears in the Sent Mail folder Create folders to organize your mail Proofread your messages using a while you type built in spell checker with a 90 0004 dictionary and spelling suggestions Create templates for text or forms that you send often including their intended recipients e Snap 5 Identify these templates with color icons that give your mail a personal touch Print and save messages Customize SnapMail with many preferences Track mail that you have sent in the Sent Mail folder Create groups so you can send mail to a number of people with one easy selection Send reminder messages to yourself or others that will arrive at some future time Don t forget your dentist appointment Decide how you will be notified of mail delivery with sounds icons and alert boxes Access Web links in mail items by clicking on them Find other users on your local network automatically and connect to remote users or an entire remote office
9. over the Internet SnapMail also supports Apple s Bonjour technology available as a free download Administrate other computers on the network This feature is secured and requires access to the product registration code Capabilities include transmitting of defined groups general preferences templates networking settings SnapBacks user lists and templates Fast In House and Secure SnapMail does not rely on Internet servers to send mail within your local network This makes SnapMail very fast and particularly useful as an in house messaging system that can complement your Internet mail system All of your messaging can be conducted without fear of accidentally sending mail out of your company In addition with SnapMail there is no junk mail and no non company e mailing You can be sure that everything in SnapMail is company business e Trying Buying and Registering SnapMail You can download the most recent version of SnapMail from our web site at www glassbead com SnapMail will run for 30 days After this you will need to purchase a license SnapMail is sold on a per user basis Registration codes will work for either the Mac or the Windows version For example you might buy a fifteen user license in which case you will be sent a fifteen user registration code This code could be used with any combination of Mac or Windows users If you later need to add four more users to your system purchase another four user license
10. remove the sent mail folder since that is where pending mail is kept Return undeliverable mail after If mail you have sent cannot be delivered SnapMail will hold the mail and attempt to send it later The Return undeliverable mail after time specifies how long SnapMail will keep trying before returning the mail to you as undelivered To change this time simply change the number in the text box and then choose minutes hours or days from the pop up menu The default retry period for mail is three days 21 a SnapMail 5 Text Style Preferences Notification Mail Text Styles Colors Misc Text Style For Message Body Mi Font System Size 10 Bold C Italic The quick brown fox jumps over the lazy dog SnapMail allows you to display text in a variety of fonts and sizes You can select either to change the message body text the text used to list mail items or the text used to display user names Select the font that you want from the Font pop up menu and then select from the available sizes in the Size pop up menu A sample of the font and size will appear in the window below the pop up menus Changing the default font and size selection only affects the way you that you see your mail it does not affect the way your outgoing mail looks to other users 22 e AIA WY_ SnapMail 5 Display Preferences Notification Mail Text Styles Display Misc Mail Header From Joe Mon Oct 2 2
11. still check the spelling of an outgoing message by selecting Check Spelling from the Tools menu keyboard shortcut Ctrl Launch at system startup Check this preference if you want to launch SnapMail automatically when you start up your computer 24 mem SnapMall 5 in the background When launching SnapMail at start up you may also want to SnapMail to bring up its main window If you do uncheck this preference Place icon in System Tray Check this preference if you want to have SnapMail place an icon in the System Tray minimize to System Tray icon Check this preference if you want to have SnapMail only minimize to the System Tray Groups Groups allow you to easily select multiple recipients by using a single name Defining Groups Groups Users in Marketing Lunch Gan Andrea La Charles Sales Ellen TBC Acount Maria Mark Peter Sara Terrance Victoria v To create modify or delete groups select Groups from the Edit menu shortcut Ctrl J To add a new group click on the New button and give the group a name To add or remove users select the group you want to modify from the left side of the window and then select or de select the desired users from the right side of the window 25 E SnapMail 5 Defining single person groups can be very useful They can give you immediate access to the people you send to most frequently eliminating the need to scroll to them on a long user
12. the status icon will be cleared When mail has been read by the recipient the status icon will be changed to v 14 men Snap 5 Chapter 4 SnapMail Features e Searching Mail SnapMail allows you to search your mail Find To search choose Find from the Tools menu or click on the Find button keyboard shortcut Ctrl F SnapMail will search for any mail item containing the given text When a matching mail item is located the text that was found will be highlighted Match Text Case can be checked if you want to find only words that share the same usage of uppercase and lowercase as the search text Otherwise the case of the search text is ignored Search Subject Only can be checked if you want SnapMail to search only the subject lines of the mail items This produces a faster search If no match is found you will hear a beep Find Again To search for the next occurrence of your text choose Find Again from the Tools menu keyboard shortcut Ctrl G This allows you to quickly search through many matches until you find the correct one A beep will sound when SnapMail cannot find any more matches Find In Next Folder To search for the next occurrence of your text string and skip the current folder choose Find In Next Folder from the Tools menu keyboard shortcut Ctrl I A beep will sound when SnapMail cannot find any more matches e Return Receipts When you send mail to someone it is often useful to know if t
13. 006 9 00 4M Display Header at bottom of message Misspelled Words thees ar mispeld wordz Web Links htto wuww glassbead com Factory Defaults SnapMail will automatically color text of particular importance You can change the colors that are used for the mail header information Date From To CC etc misspelled words found by the spell checker and Web links Additionally you can choose to display header information at the bottom of the message top if this option is not checked 23 SnapMail 5 Misc Preferences Notification Mail Text Styles Display Misc Sort user list by last name Show on off status of users Confirm before exiting HOO Check spelling automatically Toggling user selection requires control key v v Launch at system startup in the background v Place icon in System Tray C minimize to System Tray icon Factory Defaults Cancel OK J Sort user list by last name Check this preference if you would like the user list to be sorted by last name Show off on status of users Check this preference to have SnapMail display on next to users who are currently running SnapMail and off next to those who aren t Confirm before exiting Check this preference to have SnapMail request confirmation before quitting Check spelling automatically Uncheck this preference if you don t want SnapMail to identify misspelled words as you type You can
14. 1 Connecticut Ave NW Suite 901 Washington D C 20036 Limited Warranty All implied warranties concerning this manual and media including implied warranties of merchantability and fitness for a particular purpose are limited in duration to ninety 90 days from the date of original retail purchase of this product In no event will Glass Bead Software be liable for direct indirect special incidental or consequential damages resulting from any defect in the software or manual even if Glass Bead Software has been advised of the possibility of such damages In particular Glass Bead Software shall have no liability for any programs or data used with SnapMail including the cost of recovering or reproducing these programs or data The warranty and remedies set forth above are exclusive and in lieu of all others oral or written express or implied No Glass Bead Software agent or employee or dealer is authorized to make any modification extension or addition to this warranty Some states do not allow the exclusion of limited or implied warranties or liability for incidental or consequential damages so the above limitation may not apply to you Trademarks Apple and Macintosh are registered trademarks of Apple Computer Inc Windows is a registered trademark of Microsoft Inc The names of other products and companies appear herein for identification purposes only and are trademarks and registered trademarks of their respective holders 43
15. 7 SnapMail 5 Editing AutoReplies 24 AutoReplies Name Text Unavailable l m not available right now Gone Home I ve gone home for the day Gone To Lunch I ve gone to lunch On Vacation l m on vacation For quick one time changes to the automatic reply messages simply edit them right in the active AutoReply box To permanently edit an AutoReply create a new AutoReply or delete an existing AutoReply select Edit from the AutoReplies menu This brings up the AutoReplies window Each AutoReply can have a text message associated with it To edit this message select the desired AutoReply and then click the Edit button This brings up a window in which you can change the name of the AutoReply and the associated text message To create a new AutoReply click the New button You can then enter the name of the AutoReply and the text message that will be sent when this AutoReply is active To delete an AutoReply select the desired AutoReply and then click the Delete button 18 men SnapMail 5 Chapter 5 Customizing SnapMail Preferences To customize how SnapMail is configured select Preferences from the Edit menu keyboard shortcut Ctrl The Preferences window is divided into five tabs Each tab has a Factory Defaults button that allows you to return the preferences to their original settings Notification Preferences Preferences Notification Mail Text Styles Colors Misc Notify Ma
16. IP address and the computers on your network have static IP addresses then all you need to do is add in the IP scanning range of your network in to the TCP IP scanning list of the remote user If your network is behind a NAT firewall you will have to volunteer one computer on your network as a server and make sure that the NAT firewall maps the SnapMail port number 3762 to the internal IP number of the server Additionally if your remote user is behind a NAT firewall you will have to do the same for that NAT firewall Note that you will manually have to type in your SnapMail registration number and code in on the remote computer Setting up SnapMail for use on multiple networks You can use SnapMail to communicate between multiple networks that are behind network address translation NAT firewalls such as cable and DSL modems and routers To do this you need to volunteer one computer as a server in each network and add the static IP address of the other external NAT firewalls into the TCP IP scanning list of each server Then set up the NAT firewalls to forward all incoming SnapMail data all TCP packets on port 3762 to the internal IP address of the SnapMail server on its network To do this you will have to refer to the user manual of your router For 34 on SnapMail 5 example if your firewall is an Airport Base Station what you need to do is use the Airport Admin Utility to log into the Base Station click on Show AII Settings and th
17. clicking in the template icon area and selecting Edit Templates keyboard shortcut Ctrl T meu SnapMail 5 Chapter 3 Receiving Mail e Reading Mail The upper part of the SnapMail window contains the Filebox and the reading area Here you can read file print and respond to mail that you have received SnapMail File Edit Mail Folders Templates AutoReplies Tools Window Help ma Who Subject Date Charles Sales numbers 4 12 2007 2 43 PM T Victoria Phone call from Dr Craig 4 12 2007 2 21 PM Charles Message To All Conference on Thursday 4 12 2007 2 13 PM Maria Look over these TBC files 4 12 2007 1 41 PM y 5 Maria Wanna grab lunch 4 12 2007 12 32 PM Vv Charles Check with Vicky about the film 4 12 2007 12 17 PM v Subject Look over these TBC files We really have to move fast on this Why don t we talk about this at Thursday s conference Mail From Maria at 1 41 57 PM Thursday April 12 2007 To Andrea Attachments TBC1 doc TBC2 doc Ml When you open SnapMail new mail will appear at the top of the window To the left of the mail is the mail status icon This will be e if the mail is unread Above the Filebox are buttons to execute all of the commands you can do to a mail item Alternatively you can right click on a mail item to bring up a contextual menu with the available commands When a mail item is selected you will see the text of the mail in the reading window You can page to the next or previ
18. copy of the latest installers you can get it at http www glassbead com download on Snap 5 e Running SnapMail The first time you run SnapMail it will request that you enter a user name This name can be changed at any time from the Edit menu SnapMail will be launched automatically when your computer starts up e On line Help This manual is available in PDF format or from the Web via the Help menu SnapMail 5 Chapter 2 Sending Mail The lower area of the SnapMail window is called the Outbox The Outbox is where you compose and send outgoing mail EZ Subject Let s Meet pee just got back Can we all meet for dinner to go over the new proposal about this months marketing ll Ellen plan How about in 20 minutes Maria Mark Andrea Pete Eso Basics To send mail follow these steps Choose the Template Pick the template you want by clicking on an icon in the icon list alae amp Type in the Text Type the text of your mail into the text area men SnapMail 5 Select the Recipients Pete To select one name from the user list simply click on it To select more than one name hold down the Ctrl key while clicking on each name you want to select Select from the TO pop up menu to choose whether you want to cc or bcc the recipient keyboard shortcut Ctrl shift T C B To select users with the keyboard change the focus to the user list by pressing the Tab key
19. ecognized by the spell checker it may be easiest to add them directly to this file 40 men SnapMail 5 Appendix C Administration SnapMail has an administration tool that lets a privileged user set other users settings To open the administration window choose Administration from the Tools menu You will be prompted to enter your registration code that you received when you purchased the software The Administrative Functions window appears as a separate window J Administrative Functions Add to Groups Replace Settings are transmitted to all users selected in Main Window From the main window first select the users to whom you wish to transmit changes From the pop up you can choose one of AutoReplies Groups Networking Preferences SnapBacks Templates or User list One you have chosen the item that you wish to transmit click on the transmit button All users selected in the main window will receive the settings of the selected item based on how they are set in your the administrator s SnapMail For the networking preferences and the user list you may only replace the selected users settings All of their setting will be updated to reflect your settings For AutoReplies Groups SnapBacks and Templates you can choose to either Replace or to Add to the users current settings If you choose to replace their settings will get completely overwritten with yours If you choose to add your settin
20. elcome to SnapMail the private mail and messaging system for Windows and Macintosh networks that s a snap to install and run flexible and fun to use SnapMail runs on any Windows computer running either XP Windows 2000 or Windows 98 and any Macintosh with either Classic Mac OS 9 x or OS X 10 1 and above SnapMail connects over your TCP IP network Although SnapMail allows seamless communication between Windows and Macintosh computers the interface has some platform specific differences This documentation covers the program for Windows users A similar manual for Macintosh users is available on our website at http www glassbead com download e What Makes SnapMail Unique SnapMail is the complete messaging and file transfer utility for your office Using peer to peer technology over TCP IP networks SnapMail keeps all of your messages and documents safely in house It doesn t require a mail server Internet connection or any administration SnapMail can also connect computers securely across the Internet producing a virtual LAN that keeps your messages private Send messages files folders reminders and alerts instantly Combining an intuitive user interface with trouble free installation and maintenance SnapMail offers a dynamic and friendly messaging system Easy to Install and Use SnapMail is plug and play software It installs in a minute and is immediately usable SnapMail configures itself and finds other users on the
21. en click on the Port Mapping tab From there you can add in the mapping between the public and private side of the Base Station After your firewall has been set up the SnapMail servers will then automatically handle passing around the user lists from each network as well as forwarding messages to the correct server for delivery Please note that while registration information will be shared on your office LAN for security reasons it will not do so for remote LANs That means that the registration information will need to be entered on one computer on each LAN that you are trying to connect Name and Password SnapMail allows you to easily change your user name and to add password protection To edit the name and password settings select Name and Password from the Edit menu Changing Your User Name To change your user name enter your new name in the text box and click on the OK button All user names on the network must be unique Edit Name and Password User Name Andrea Don t use password f Use password enables Hide and Lock v when SnapMail is launched when SnapMail is hidden _ after SnapMail is inactive for 10 min Enter password seses Re enter sasana 35 men Snap 5 Password Protection If you would like to restrict others from reading the mail from your PC you can turn on password protection SnapMail provides four levels of password protection You may specify no protection yo
22. ene nnne enhn nnn nhan nnns n nana nana annu 19 6 PROP rein Gi Goosconcconone coL n UHR DA RUD S DAD ID DD DODGE A aa AA A Cult Ub UH 19 7 YOUR Concedes Tice tai oc aac ntn tat oC eie ibo tel A vacua eoe cei to ueber lid 25 65 E CP Ach ORIENT UE IR DRE DO IR DR I E E ag d UR DEOR IU I ea RID add 27 Oi StapBucke suns adt iaa ax aD aa qua adu qan adu RR A aaa nga aga ngga gga nga agan nga a aaa gag ag ai 28 9 Templates kaa A a UD la i ARUM UR AUR RU er AME RAUS I UU RURAL ATA A TU UA TU AAT RU RU 29 8 CNGbWORERNIB sarsana rena tnan angka kng en eg ek gd ena agi hg sedet ele AA kahan ank linea 31 e Name and Password phate Bea eich cacti ea ala aw aaa aaa eaaa eaaa eaaa eaaa ine anette 35 APPENDIX A KEYBOARD SHORT CUTS ccsessscceeeeeeeeeeeeeeesssnseeeeeseseeeeeassasseeeeesseeeoeaasseeeeeeesees 37 e Keyboard Navigation in the Main Window csssssssssssssssssssssssssssessssssesessssesessssesessssesessssesesssseseesssesessssessesssessssssessesssessasssesestes 38 5 UNS Ry Set baat ce eco cea cea cea aui ee LR el oe M DI a a a male eee alte 39 APPENDIX B SPELL CHECKING DICTIONARIES ccccssssssssceseeeeeeeseeeeeesseeeeeeessseeeeeeaseneeeeeesees 40 APPENDIX C ADMINISTRATION ee eeeeeeeee eene nennen nnn hn hun n nnn n ansa asas asas sana ssa nasa sauna sn nnn 41 APPENDIX D TECHNICAL SUPPORT iiio eue nS enr CHNERS EO FE CINE anengen nne ngana US ESRE ERI ES EDEN ue 42 men Snap 5 Chapter 1 Getting Started W
23. gs will be added to theirs That is if you pick Groups and then Add to then after transmitting all selected users will have their previously defined groups and additionally any groups that you had defined 41 men Snap 5 Appendik D Technical Support If you are experiencing any problems with SnapMail that you can t solve please visit our Web site where you can submit a question and many common questions are answered World Wide Web http www glassbead com support Internet e mail techsupport slassbead com 42 E Snap 5 Copyright c 1993 2007 Glass Bead Software LLC All rights reserved This manual and the SnapMail software are copyrighted by Glass Bead Software LLC None of the software may be copied or modified in whole or in part for distribution to or use by others Please Do Not Make Illegal Copies of this Software SnapMail was produced through the blood sweat toil and tears of many people designers artists programmers and other dedicated workers The costs of developing this and other software programs are recovered through software sales The unauthorized duplication of software raises the cost for all legitimate users Federal copyright law protects this software Your cooperation in upholding the law will insure continued low cost upgrades and new software Copying software for any reason other than to make a backup is a violation of federal laws Please report all copyright violations to SPA 110
24. h from the folder pop up or you can switch to the trash folder and delete them individually If you hold down the Alt key when trashing mail it will delete the mail item s permanently without placing them in the trash folder Before permanently deleting mail SnapMail will request confirmation Receiving Attachments File attachments are indicated by a in the rightmost column of the Filebox To extract attachments first select the mail item containing the attachment Any attachments will then appear at the top of the main window You can then click on the attachment icons to detach them in which case SnapMail will bring up a Save dialog box Once an attachment has been detached the paperclip icon will turn a gray color Accessing Web Links If you receive mail that contains a Web link SnapMail will underline and color the link Click on the link to open your Web browser 11 men Snap 5 Printing and Saving To print mail select the mail item s and click on the Print button keyboard shortcut Ctrl P To save the mail as a text file choose Save As from the File menu keyboard shortcut Ctrl S 12 en SnapMail 5 e Organizing Mail with Folders z Marketing Updates All In Sent Trash Marketing Updates k SpringExpa Mew Rename Delete Emptv Trash 1 Folders allow you to organize mail At the top left of the Filebox is a pop up menu initially titled In This is the folder pop up If t
25. he Alt key when choosing certain commands modifies how those commands will be executed Alt Reply Temporarily reverses the Copy Original Mail s Text to Outbox on Reply preference Alt Delete Deletes mail immediately without placing it in the Trash folder Alt Quit Quits SnapMail without requesting confirmation Alt Click on an icon Clears the current text message and chooses the new template Alt Select Users from the Edit menu Brings up the user list with details including what version of SnapMail mail each user is running and what computer is their server 39 men Snap 5 Appendix B Spell Checking Dictionaries To spell check your outgoing mail SnapMail uses two separate word lists These word lists can be found in the SnapMail application folder which is in the Program Files folder The word list files are plain text files which can be edited with any word processor make sure you save them as plain text files when you are done making changes The Dictionary file contains the main list of words You can replace this with an alternative list but note that the suggestions that SnapMail comes up with are based on English phonetics and they may be poor choices for other languages If you add words to the spelling dictionary from within SnapMail these will be added to a User Words file in the SnapMail Data folder in your preferences folder If you have a list of words that you use often that are not r
26. he recipient has received and read the mail In your Sent folder the mail status icon will be if the mail has not yet been delivered This status icon will disappear when the mail is delivered When the recipient has read the mail the status icon will be changed to y 15 SnapMail 5 e Reminders In SnapMail you can send reminders to yourself or others that will be delivered some time in the future To send a reminder select the time you would like to be reminded from the clock pop up The clock icon will change to red to indicate that you are sending a reminder You may send the reminder as either a Snap or a regular piece of mail Reminders will be placed in your Sent Mail folder until they are delivered and they will marked with a UD You can trash a reminder if you decide that you don t want it sent Spell Checking As you compose outgoing messages SnapMail will underline and colorize words that it suspects are misspelled These words will not appear colorized or underlined if the message is sent Subject Thusday Meeting ls that conferance going to be with the whole comitee Andrea v Right click on a word to see a list of suggested spellings SnapMail primarily suggests words that sound like the word you typed If you have no idea how to spell a word try to sound it out the best you can before requesting suggestions You may also select Add Word To Dictionary from the pop up if the marked word i
27. here is a blinking to the left of the folder pop up then you have mail in your In folder that you haven t seen yet You can jump right to the new mail by clicking on the blinking The Basic Folders There are a number of built in folders that are always available All A special folder that displays the contents of the In Sent and all user created folders In This is the folder where new mail appears Sent This folder holds a copy of mail items that you have sent out Note attachments are not saved with the sent mail Trash Mail will be transferred to this folder when you trash it To permanently delete all mail in your trash folder choose Empty Trash from the bottom section of the folder pop up Creating and Deleting Folders You can create your own folders by choosing New Folder from the folder pop up 13 E Snap 5 To delete a folder select the folder and then select Delete Folder from the bottom section of the folder pop up A folder must be empty in order for you to delete it To rename a folder select the folder and then select Rename Folder Moving Mail to Folders To move mail from one folder to another select the mail item s you want to transfer and then click on the Move pop up to select the destination folder Sent Mail When mail is placed in the Sent folder it will initially have its status icon set to This indicates that the mail has not yet been delivered Once the mail has been delivered
28. il Flash Window Alert Box Pop SnapMail to front Sound SnapMail Strum Volume Soft Factory Defaults SnapMail can signal the arrival of new messages in four different ways To change these preferences first pick the type to be configured Mail or Snaps from the Notify pop up menu New messages can be indicated by Flash Window The SnapMail window will flash Alert Box An alert window will appear with SnapBacks Pop SnapMail to front SnapMail will become the active window Sound SnapMail will play the selected sound 19 men SnapMail 5 Mail Preferences Preferences Confirm when deleting mail Copy original message when replying Reply to all original recipients Lock message list header override with alt click s NOW Play sound on send SnapMail Zoom Volume Soft Trash options Delete after one month Sent mail options Delete after one month Return undeliverable mail after 3 Days v Factory Defaults Confirm when deleting mail If this preference is checked SnapMail will request confirmation before permanently deleting mail Copy original message when replying If you would like the text of the message to which you are replying to always be included with your reply check this preference To temporarily reverse this preference hold down the Alt key when clicking on the Reply button Reply to all original recipients When this preference is checked repl
29. ing process If you are using older hardware you may need to set this value lower 33 tu Snap 5 Connection Timeout When SnapMail is scanning the IP list it has to know when to give up if it doesn t receive information back If you are on a fast local area network LAN this number can be very small 1 or 2 seconds If you are trying to connect to somebody over the Internet in a distant country you ll want to allow at least 10 seconds for a connection Using a Server Volunteer this computer as a server You can volunteer a computer to be a Server that is to hold mail for delivery to other computers that may be off To do this simply choose one computer that will always be left on and check the Volunteer this computer as a server check box Messages sent to users whose computers are off will be forwarded to that computer for later delivery Only one computer should be designated as a server unless networks are being connected over the Internet and there is no VPN Send all mail directly to server Check this box if you would like all mail to be immediately sent to the server This is useful if you either you want to make sure that no outgoing mail stays on your computer or if you want to keep records of all mail sent in one place Setting up SnapMail to connect remote users to a network You can configure SnapMail to allow remote users to connect into the network over the Internet If all of the remote users have a static
30. list To rename the currently selected group click on the Rename button To remove the currently selected group click on the Delete button Using Groups To select a group choose its name from the Groups pop up menu You may still toggle individual names on or off by Ctrl clicking on them You may also select additional groups by holding down the Ctrl key as you select them from the Groups pop up menu All Lunch Gang Sales TBC Acount Edit Groups 26 non SnapMail 5 Users The users window allows you to hide users from the main user list delete users who are no longer on your network and view the on off status of the user s as well as their current IP address To open the users window select Users from the Edit menu keyboard shortcut Ctrl U E Users Name Status Andrea server on at 10 0 1 2 Charles off Ellen off Maria off Mark off Peter off Sara off Terrance off O v v 2 v v CO D To prevent users from appearing on the user list in the main SnapMail window simply uncheck the checkbox next to the user s name If you are a server the users window will include a Delete button You can use this button to delete users of all user lists on your network To delete users select the name s of the user s and click on the Delete button Click on the OK button and all of the selected will be deleted 27 SnapMail 5 SnapBacks E SnapBacks Name Text l
31. m busy right now Please try again later Take Message Please take a message for me I ll Take It I ll take the call please put it through Hold Please tell them to hold SnapBacks let you assign text to buttons that can be used for single click replies to Snaps To edit the SnapBack buttons and messages choose SnapBacks from the Edit menu To edit a particular SnapBack select it and then click the Edit button Change the name of the SnapBack button and its associated text message Click the New button to add a Snapback Set the name of the SnapBack button and its associated text message To delete a SnapBack select the SnapBack and then click the Delete button You can change the order that the SnapBack buttons appear in the SnapBacks window by selecting a SnapBack in the list and clicking either the Up button or the Down button You can also just drag the SnapBacks where you want them 28 nen SnapMail 5 e Templates E Templates Name Mail Subject Eg Phone Phone call from Broadcast oe Message To All Funny Face EF Silly With SnapMail s Templates feature you can define pre configured messages including the message s icon and its recipients Templates can be edited by choosing Edit from the Templates menu or right clicking in the template icon area and selecting Edit Templates keyboard shortcut Ctrl T To edit a particular Template select it and then click the Edit button or double click on i
32. menu keyboard shortcut Ctrl N A file selection window will appear in which you can find the file you want to attach You may add as many attachments as you like A number next to the paper clip indicates how many files and folders are attached The files names will be added to the attachment pop up menu To clear the attachments select the Clear Attachments option from this menu If you hold down the alt key when clicking on the pop up menu you will see the full path of each attached file and folder Clearing the Outbox Use the Clear button to clear the text box clear all attachments and deselect all users at once This allows you to quickly start over if you are not happy with what you have composed e Using Templates Templates are preconfigured text forms that can be selected from the main window Subie Phone Ctrl 2 Broadcast Ctrl 3 Sales Ctrl 4 Edit Ctrl T To use the Templates menu click on a particular template icon or right click in the template icon area to select the desired template the first 9 templates can also be selected using the keyboard shortcuts Ctrl 1 Ctrl 9 The template will fill the Outbox with its preconfigured text and also pre select any recipients that are part of the template b Snap 5 Any word in the text of a template that ends with is considered a field Fields can be navigated using the tab key Templates can be edited by choosing Edit from the Templates menu or right
33. ous message by pressing the arrow keys Setting the Mail Status To the far left of each mail item is an icon that indicates the mail s status When mail is first received its status is unread indicated by e When mail is read the is removed A indicates that you have replied to this message SnapMail also lets you set the mail status This gives you the ability to mark your mail with a graphic that has meaning to you To set the status select the mail click on the Status pop up and select the desired icon Options s r no icon Y 7 and 5 mem SnapMall 5 e Replying to Mail If you want to reply to a message select the message in the Filebox and then click on the Reply button keyboard shortcut Ctrl R SnapMail will select the person who sent the mail as well as any other people who received the mail If you don t want to include the text of the original mail item in your reply hold down the Alt key when clicking on the Reply button A preference can be set to make this the default action If you reply to a message its status icon on the far left will be changed to 5 e Responding to Snaps When someone sends you a Snap their message will pop right up on your screen in an alert box c9 Snap From Maria at 2 58 09 PM 1 5 2004 Should come down for lunch v ver Ns BK Thank nosy Take Message Take d How about in 5 min Trash after sending The pop up allows you to resend the Snap
34. s one that you do not want SnapMail to mark as misspelled Any words that you have added to your dictionary can be removed by right clicking on them again in which case the option to remove the word will appear on the pop up See Appendix B for more information on using spell checking dictionaries Subject Thusday Meeting A ls that Iconferancel ning ta he saith the whole comitee conference Andr conformance a conferencing conveyance b H Jl Clear dd Word To Dictionary If you have turned off automatic spell checking in the preferences then you can check the spelling of your outgoing message by selecting Check Spelling from the Tools menu keyboard shortcut Ctrl 16 SnapMail 5 Auto Replies I SnapMail AutoReply File Edit Mail Folders Templates AutoReplies Tools Window Help The Gone To Lunch AutoReply is currently active I ve gone to lunch l m at Joe s Eats if you need me Deactivate amp utoReply Turning on an AutoReply will let SnapMail automatically respond to received messages This is useful if you are going to be away for a while or if you simply don t want to be disturbed To activate an AutoReply select the desired reply from the AutoReplies menu Once selected a window will pop up telling you that an AutoReply is active and indicating the message that will be automatically sent back when you are mailed Click the Deactivate AutoReply button when you are ready to answer calls again 1
35. server Send all mail directly to server Setting the Port By default SnapMail listens on port number 3762 This is the Internet Assigned Numbers Authority IANA port number for use by the SnapMail protocol You may change this setting but SnapMail can only communicate with users who have the same port setting Note that if you are using a firewall you will have to allow communication on this port for SnapMail to work Finding other Users SnapMail can discover other SnapMail users by sending a UDP broadcast over your local network by scanning a list of TCP IP addresses or by using Apple s Bonjour technology By default SnapMail uses UDP broadcast and Bonjour Uncheck either of these options if you do not want them active SnapMail automatically scans the network to look for other users when it is first launched To 31 non SnapMail 5 manually initiate a network scan select Scan Network from the Tools menu keyboard shortcut Ctrl K You may need to do this if you are not using UDP broadcast or Bonjour TCP IP scanning If you have more than one subnet on your network or you will be connecting to SnapMail users over the Internet you will need to check the TCP IP scanning checkbox and then enter IP addresses and or ranges of IP addresses into the TCP IP scanning list so that SnapMail can find the users at those IP addresses TCP IP Scanning Addresses Maximum Simultaneous Connections 50 Connection Timeout seconds
36. t Click the New button to add a new template To delete a template select the template and then click the Delete button You can change the order that templates appear in the template pop up triangle by selecting a template in the list and clicking either the Up button or the Down button or you can just drag it where you want Editing and Creating New Templates When editing or creating a new template set the name for the template and enter the text of the template in the Text box Any word ending with denotes a field Fields can be traversed using the tab key To set the template s icon you can simply paste or drag an image to the icon image well or 29 SnapMail 5 you can click the Capture Icon From Screen button Note that the icon size is 16x16 pixels If you paste or drag in a larger image SnapMail will only use the top left 16x16 pixels of the image You may also select a group or set of recipients that will be automatically chosen when the template is used Edit Template Charles Ellen Maria Mark Peter Sara Terrance Victoria Capture Icon From Screen 30 nor SnapMail 5 Networking SnapMail supports the TCP IP networking protocol To edit the networking details select Networking from the Edit menu I Networking Listen for connections on port 3752 Search for users with UDP broadcast on the local subnet TCP IP scanning Bonjour Volunteer this computer as a
37. to yourself in the future as a reminder Just choose the desired delay from the pop up The Trash button will trash the Snap and close the window The Reply button will open SnapMail and set up a reply for you The Open button will open the message in SnapMail The Ignore button 10 T Snap 5 will close the Snap window but not Trash the message it will still be in your In folder You can reply to Snaps by using the customizable SnapBack buttons These buttons allow you to respond to a Snap with a single mouse click Each button will send back a Snap with a predefined message SnapBacks can be customized by choosing SnapBacks from the Edit menu In addition you can respond to a Snap with another Snap just by typing your response into the text box and clicking on the Snap button You can also hide the text box by clicking on the disclosure triangle at the bottom right of the screen By default if you respond to a Snap directly or use a SnapBack button the record of the received Snap will be trashed At the bottom of the Snap alert window is a checkbox that you should uncheck if you want to save the Snap in your Filebox e Trashing Mail Mail items may be trashed directly from the main window by selecting them in the Filebox and clicking on the Trash button or hitting the delete key on the keyboard By default trashing mail causes mail items to be transferred to the trash folder To delete them permanently you can choose Empty Tras
38. u may have SnapMail request your password when the application is launched whenever it is unhidden or after a selected time of inactivity To select the desired level of security click on the appropriate radio button Password protection is initially set to be off If you choose to turn on password protection you must enter your password in both entry boxes Each character that you type will appear as a large dot to insure that no one sees your password If you turn password protection on you will not be able to leave the window unless your password has been successfully entered Once password protection has been turned on you will also be required to enter your password to have access to the Name and Password window again Once password protection is turned on you can select Minimize and lock keyboard shortcut shift ctrl H from the Help menu This will hide SnapMail and then later request your password regardless of the password settings WARNING Don t lose your password Keep it written down in a safe place so if you forget it you can still access SnapMail 36 men Snap Appendix A Keyboard Shortcuts Most commands in SnapMail have keyboard shortcuts General shortcuts Ctrl F Open the Find window Ctrl G Find again Ctrl H Minimize SnapMail Ctrl 1 Find again in the next folder Ctrl J Open the Groups window Ctrl K Scan Network for active users Ctrl L Open the Log window Ctrl N Attach
39. ying to a message will select all recipients that the message was originally sent to Uncheck this preference if you only want SnapMail to reply to the person who sent you the mail Lock message list header override with alt click Check this preference if you would like the fix the sorting order of the columns of the FileBox If the option is chosen you can still change the sorting order by alt clicking on the column header Play sound on send SnapMail plays a sound when you send mail To turn this feature off uncheck the Play sound on send checkbox You can also change the sound that you would like to hear and set the desired volume 20 T Snap 5 level Trash options This preference allows you to decide how your trash folder will work The following options are available No trash folder Deleted mail will be immediately and permanently deleted Empty trash when quitting AII trash will be automatically deleted when SnapMail quits Delete after Trashed mail that is older than the specified time period will be permanently deleted Never delete Trashed mail will never be deleted unless you empty the trash or delete mail items manually from the trash By default SnapMail will use a trash folder and delete any mail that is older than one month Sent mail options This preference allows you to decide how you would like the Sent Mail folder to work The options are the same as the Trash options see above but you cannot
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