Clackmannanshire Council Education ICT Support Horde/IMP Web
Contents
1. Using Folders A good way to keep your Inbox from getting cluttered is to move messages from the Inbox to folders You have the ability to create new folders and define them as you wish For example if you want to save personal messages from friends and family you can create a folder called Personal and move or copy messages from your Inbox to the Personal folder To create a new folder Click the Folders icon in the Inbox window In the Folder Navigator screen click on the Choose Action pull down menu and select Create Folder 3 Enter the name of the new folder into the text box of the prompt window and click OK 4 The new folder will now be displayed in the Folder Navigator screen Click the Inbox icon to return to your Inbox Click these buttons to change how your messages are ordered Click to show drop down list of available folders Np Check box es to select a message to move copy or delete 3 E gt s a E i T gt ee el oe beo Neox Open Folder INBO lt Empty Trash Compose Folders Options Search Help Add essbook Logout a iti eee ern INBOX 1 to 3 of 3 Messages omlect Mark as Move Copy Messages to Delete Undelete Blacklist Iw F e pate From F Subject thread F size G3 2 031328 PM President s Office Message from President Walker 11kb TG 3 03 13 47PM DUCOPNS mail aubum edu System maintenance 27KB Today s Headlines from NYTimes com Sunday BAK F2. Attach field it is probably because the browser you are using does not support this feature you might need to upgrade your browser if this is the case g Subject Field This field is provided for you to enter the subject of your message This entry is normally what is displayed by most email programs on their New Mail Lists so that the user can see what the message is about Make your message subjects short and concise Often there isn t much room for it to be displayed in a mail list and so your subject will be cropped to fit the space h message body This big field is where you finally get to type your important message i Spell Check In link Clicking on this link once you have entered your message will initiate a spelling check of the message body in the language you select from the drop down list normally this will be the default of English The spell check will return a page indicating any words which it does not know or thinks are spelt incorrectly From there you can make corrections add the words to the dictionary etc j Cancel Message button If you change your mind about sending the message click the Cancel Message button k Save Draft button lf you are interrupted or have to leave the Compose message window before you are ready to send your message yo may want to save your incomplete message as a draft rather than lose all yout typing Click on the Save Draft button to save the message 1 Send Message
3. To delete an address select it from the drop down list and click B the click on the Delete Contact button e To update an address select it from the drop down list and click Select then change the details in the fields and click on Update Contact c CC Field Carbon Copy List This text box is provided for you to enter the addresses of other people who are to receive a copy of the email message that you are writing All recipients are aware that others have also received the message d BCC Field Blind Carbon Copy This allows you to enter an address or list of addresses for blind carbon copies Blind means that the main recipient of the message will not know that you have sent carbon copies to others e From Field Normally this will be your email address which will already be filled in f Attachments Field Attachments This field is for you to type in the full path to any files that you would like to send as an attachment Attachment is the term for a file that is sent to the receiver of your message along with your email The receiver can save the file when it arrives and then use it as if they had created it themselves To help you quickly find the file that you want to send you can click on the Browse button This will open a Find File or Upload File window in your web browser from which you can look around your machine or network to find the file you are after If the Browse button does not appear next to the
4. button When you have finished typing your message and are ready to send it click on the Send Message button Click to open Address Book Click to add attachment BSc Message Composition Fri 21 Feb 2003 12 06 43 PM CST Send Message Cancel Message Identity henrylat auburnedu Default Identity bs To Subject Options i ddress Book Expand Names Special Characters ttachments W Save a copy in sentmail Request a Return Receipt Send Message Cancel Message Tip The e mail system is not designed to sit idle for long periods of time After 5 or 10 minutes of inactivity you ll have to login to again If you are composing a message that will take you longer than 5 minutes to create you could lose the message if you are logged out To avoid this periodically save longer messages while you are writing them To save a message before you finish and send it click the Save Draft button a copy of the message will be saved in the Inbox You can open the copy and finish it later When you send a message the browser takes you back to the Inbox Replying to a Message To reply to a message you have received Tip It s a good idea to include the original message in your reply It helps people remember what you are talking about But if you don t want to send all of the original message you can highlight and delete the text before you send it back with your comments Reading Attachments lf a message has an attachment
5. no one can read it over your shoulder so type carefully 4 Click on the Log In button Welcome to Horde Password sor Vents English British j wy ve Monthly maintenance Don t be surprised to see this screen the first time you login at the beginning of each month Mail Maintenance Operations Confirmation Warning Mail is ready to perform the maintenance operations checked below Check the box for any operationis you want to perform at this time iM The current folder s mailisent mail willbe renamed to mailfsentmail jan 2003 i All oald sent miail folders more than 12 months old will be deleted Il All messages in your trash folder older than 30 days willbe permanently deleted Skip Maintenance Choose any or all of the options and click either of the blue buttons to continue to your Inbox Tip Be sure to logout or close the Web browser when you finish with IMP or leave the computer to ensure that no one else may access your account SECTION 2 Reading Mail The Inbox The Inbox is where all your new mail messages are stored After you login you ll see a window similar to the one below This is a folder window that shows your Inbox To read one of the messages just click on the text in the From or Subject column for that message Click these buttons to change how your messages are ordered Click to show drop down Check box es to select a message to move copy or delete list of availab
6. the Forward link loads the Forward Messages page so that you can type in the address of the person to whom you wish to forward the message Clicking the Bounce link loads the Bounce page so that you can type in the address of the person to whom you wish to bounce the message Clicking the Resume button takes you back to edit the previous message you composed Clicking the Save as button allows you to save the message on your local computer You can also Move or Copy the message to another folder Select the folder from the drop down list and the click on either Move or Copy depending on whether you want to keep a copy of the message in your INBOX folder Copy or not Move You can move between message by clicking on the arrows next to the Back to INBOX link or click on the link itself to return to the listing of your incoming mail in your INBOX After you have read the message you have several options including deleting the message filing the message in a folder for future reference replying to the message forwarding the message to someone downloading or saving attachments proceeding to the next or previous message using the forward and back icons i gt To return to the Inbox from the Message window you can e click the Inbox icon e click either of the Back to Inbox links e click the Open Folder icon while Inbox is selected from the drop down list SECTION 3 Sending a Message Click on the Compose button to bri
7. the Part s field will appear below the Subject field in the message window You will see the name of the file attached followed by the Download Elicon Be aware that your computer won t be able to open an attached file unless it has the appropriate software for that file type To read an attachment 1 Click on the Download licon in the Part s field of the message window A window will appear asking if you want to open the file from its current location or save the file to disk 2 Select Open this file from its current location to view the file immediately or Save this file to disk to save it to a location on your computer 3 Click OK Warning Don t open files attached to e mail messages from people you don t know Sometimes viruses are sent as attachments to e mail messages Attaching a File to a Message You can attach files such as graphics and word processing documents to your e mail messages Be aware that the recipient will only be able to open the files if she has the appropriate software Tip If the recipient of your message can t open the attachment he or she may not have compatible software To attach a file to your message 1 Click on the Attachments icon or scroll down to the bottom of the screen in the Message Composition window 2 Enter the filename in the the Attachment text box If you don t know the exact filename you can use the Browse bution to select a file to attach Select the file you wis
8. 5 am AND 12 00 noon AND IS SUBSECT TO GO DOWN WITHOUT WARNING Delete Reply Reply to All Forward Redtect Blacklist Message Source Save as Print Back to INB sl gt Moye Copy This mess 79e to Click to reply to message Click to open or save attachment Click to delete message Click to display previous or next message The main portion of this page simply contains the message The first few lines Known as the Header Lines give information on the message such as who it was addressed to who it was from time sent etc The Header Lines are then followed by the body of the message usually the part that you re actually interested in Clicking the Delete link underlined makes IMP delete the message you are viewing IMP automatically makes a copy of deleted messages in the Trash Can folder which is stored until the Trash Can is emptied The Trash Can is emptied either when you logout of IMP or when you click on the Expunge link on the INBOX page Clicking the Reply link takes you to the Create a Message page while automatically inserting the sender s address into the To field The body of the message being read will also be pasted into the new message s body in a commented out form i e with gt marks at the start of each line Clicking the Reply to all link is as per the simple Reply link but the reply that you write is sent to all of the addresses on the original message s To and CC fields Clicking
9. Clackmannanshire Council Education ICT Support Horde IMP Web Mail User Guide Contents 1 The Basics Reading Mail Writing Mail Address Book Distribution Lists D a PF WO PD Folders and Filters Section 1 The Basics What is IMP IMP is an electronic mail email system It works from any standard web browser and your electronic mail can be accessed from anywhere in the world It is part of a larger system called horde For the purposes of this document the words horde and imp mean the same thing This document is a basic guide to using IMP You can only really become familiar with all of IMP s functionality by using it The online help is quite good and should provide you with any additional information that you may want How do use IMP The best way to learn to use IMP is to explore it on your own IMP was designed to make it easy for you to learn to use email there are buttons to click on each screen for all common email tasks and there is an online users guide if you wish to read about it in more detail To login 1 Open a Web browser Firefox or Internet Explorer and go to the URL http nermes edu clacks gov uk mail 2 Type your User Name in the user name text box You can click on the box with the mouse so that the cursor appears in the box to begin typing Move from text box to text box by pressing the Tab key 3 Enter your password in the Password text box The password is not displayed in the box So
10. a carbon copy of your message to the recipient or the Bec button to send a blind copy the person you sent it To won t see that you sent this person a copy Click OK and you will be returned to the Message Composition screen with the recipient field s of your message filled in with the entries you selected To move WebMail addresses into the IMP address book 1 In WebMail send a message to the people you want in your IMP address book and Cc yourself The text of the message doesn t matter Do not send one message to more than 50 recipient addresses however In IMP open the message and click on the Add to Address book icon beside each address in the From field to add them to your Address book How to create use e mail distribution lists aliases in Horde IMP Creating e mail distribution lists 1 Choose Address Book from the Horde menu 7 m 6 Eel y Problem Help Mail Calendar Memos Tasks Address Book Lo gout 2 Choose Browse from the menu Fi TA TA oe ir Bm Browse Add Search Advanced Search ImportExport Options Problem Search on Name IDEGEI O ooo 3 On the right side of the new page select New List from the drop down menu Check all the contacts you would like to add to the new list and click on Add to Contents of My Addressbook Check the boxes next to the contacts you would like l to add to the new list Show Lists Show Co Select List al Name Email Doe Joe s
11. ce 2 of 3 May Delete Reply Reply to All Foagward Redirect Blacklist Message Source Save as Pr Date Mon 03 Feb 2003 151X47 0600 From DCUCOPNS aubum edu To username auburn edu amp Subject System maintenance A text box will appear above the message screen informing you that the address was successfully added to your Address book You can now use your Address book to easily add addresses when you are composing a message To add a recipient to your message using your Address book Click to open Address Book Click to add attachment Message Composition Fri 21 Feb 2003 12 06 43 PM CST Send Message Save Draft Cancel Message Identity heAryla auburn edu Default Identity Subject Options amp g E G Address Book Expand Names Special Characters Attachments M Save a copy in sent mail Request a Return Receipt Zi 2 Send Message Save Draft Cancel Message Attachments Attachment Browse Attach f Click Compose Inbox window or Reply in the message window to open the Message Composition screen Click on the Address book icon in the Options field of the Message Composition screen Type in all or part of the name of the person you re looking for into the Find field and press the Search bution to find the address or you can simply scroll down through the addresses to find the person you want to select Select the entry and click the To button You may also select the Ce button to send
12. ebruar Mesa Seen Answered Important ae Deleted TG 1 0214200 PM The New York Times Direct Delete Undelete Blacklist Select Mark as Move Copy Messages to Color codes prowde more information about the message To move or copy messages from the Inbox to a folder 1 In the Inbox window check the box to the left of the message s you want to move or copy 2 Click on the Messages to pull down menu top right and bottom right of the Inbox window and select the folder where the messages will be moved or copied 3 To move the message to the target folder click Move next to the pull down menu 4 To copy the message to the target folder click Copy next to the pull down menu Keep in mind that moving a message to another folder will take it out of your Inbox while copying a message to another folder will send a copy of the message to the folder while leaving the original message in your Inbox To view the contents of a folder 1 Click on the pull down menu next to the Open Folder icon in the Inbox window top right corner 2 Select the folder you wish to view 3 A screen similar to the Inbox will appear displaying the contents of your folder Click the Inbox icon to return to your Inbox Click these buttons to change how your messages are ordered Click to show drop down Check box es to select a message to move copy or delete list of available folders Pe o gt m 4 2 m 5 a Open F
13. h to attach and click Open 3 Click the Attach button Now when you send your message a copy of your file will be sent along with it Printing a Message Since IMP runs inside a Web browser it uses the browser s Print function Printing a copy of a message works the same as printing any Web page The print option is found under the File menu in both Netscape and Internet Explorer Deleting Messages Once you start using e mail junk may accumulate quickly in your Inbox Make it a habit to delete every message you do not want and to save in folders the ones you do The more messages in your Inbox the longer it takes to display them Not only that but if your Inbox gets too full the system administrator will move it to a mail folder for you in order to keep the system running smoothly There are two ways to delete a message e Inthe Inbox window check the box next to the message s you wish to delete Then click Delete located at the top left and bottom left of the Inbox window e Inthe Message window click Delete located at the top left and bottom left of the Message window Deleted messages are not automatically removed from your Inbox in case you change your mind about deleting the message s Deleted messages are displayed in the Inbox with a line through the Date From and Subject fields 4 ke his To remove deleted messages from your Inbox click Purge Deleted located at the top right and bottom right of the Inbox wind
14. le folders al fi Open Folder INBO s Empty Trash Compose Folders Options Search Help Add vessbook Logout RE SEG A oe INBOX 1 to 3 of 3 Messages oglect Mark as Move Copy Messages to Delete Undelete Blacklist z F f Date M From F Subject Thread F Size G3 2 03 13 28 PM President s Office Message from President Walker 11kb TG 3 0314347 PM DUCOPNS mail auburn edu System maintenance Zkh Today s Headlines from NYTimes com Sunday ta 1 021200 PM The New York Times Direct Februar B4kh Mew Seen Answered Important Delete Undelete Blacklist Select Mark as Move Copy Messages to Color codes provide more information about the message Reading a Message When you click on the From or Subject text of a message in the Inbox folder window the message displays in a window of its own similar to this Click to add sender to Address Book Pa is Ca 5 s 7 ea 5 gt INBOX El INBOX Empty Trash Ca oT pose Folders Options za rch Hal Addressbook Logout PEN Folder INBOX System maintenance 2 of 3 E This message to gt Delete Reply Reply to All Fagward Redirect Blacklist Message Source Save as Print Back to INBOX lt a gt Date Mon 03 Feb 2003 15 1447 0600 From CUCOPNS auburn edu amp To username auburn edu amp Subject System maintenance 2 HTML texthtml 0 45 KB THE JBM MAINFRAME IS SCHEDULERFOR MAINTENANCE BETWEEN THE HOURS OF 12 1
15. mith Jahn smithiae ail rath ariztrrer Wildcat Bill wWildcatm emall arizona edu 4 JavaScript Application iD You are creating a distribution list Please enter the name of the new list MyList EF Notice the addition of the new list in your Addressbook Contents of My Addressbook Select gt Bttrem Selectlist Delete Show Lists Show Contacts Show All I al Name Email O Doe Joe doememail arizona edu ge MyList Edit a Smith John smith mail math arizona edu O Wildcat Bill wWildcat ermnail arizona edu Using e mail distribution lists 1 To compose a new message using an alias go to your Inbox and select s oa Ee i i i T i e INBOX Compose Folders Options Search Problem Compose 2 Inthe new message dialog box enter the name of the desired list in the To field Then click on Expand Names Message Composition Sun Apr 10 17 01 21 2005 Send Message Save Draft Cancel Message Piva smithi math arnzona edu Default identit To MyList lt Enter list name here Cc Bcc LN MISS Options we ga Sddress Book Expand Names Spell Check Special Char M Save a copy in sentmail Request a Retu Horde will expand the name of the list into e mail addresses Compose a message Sun Apr 10 16 01 06 2005 Send Message Save Draft Cancel Message Pie smithiamath arzona edu Default Identity Ba ityList Joe Doe lt doefemail arizona edu gt John Sm
16. ng you to the Compose page Fill in the various fields and then click the Send Message button You can move between the various fields by using the tab key a To Field This field is for entering the address of the recipient of the piece of email you are about to send Mosily this will be a full email address such as bsmith edu clacks gov uk However if you know that your email is only going locally then you may just use the short form email address e g bsmith b Contacts how to use it Contacts is an address book which is there to allow quick access to email addresses that you use regularly To add an address from your Contacts list click on the book icon next to the address in the Read Message page Alternatively you can click on the Contacts button in the left hand menu or on the Contacts link on the Compose message page Simply select the contact from the drop down list and click Select then click on the button for the field you wish to paste the address into there are 3 buttons available Insert into To Insert into Cc and Insert into Bcc Each new address you add is placed at the end of the line with a comma separator so you will not always see the most recently added address Clicking the Clear button removes everything from the selected field You can add delete or modify an address in your Contacts list from the Contacts page e To add anew address fill in all the fields and click on the Add Contact button e
17. older INBO Empty Trash Compose Folders Options Search Help Add vessbook Logout RSE A einen INBOX 1 to 3 of 3 Messages Select Mark as Move Copy Messages to Delete Undelete Blacklist ca w pate M From F Subject Thread F size FE 2 03 13 28 PM President s Office Message from President Walker 11kb Go 3 031347 PM DUCOPNS email aubum edu System maintenance Zkb Today s Headlines from NYTimes com Sunday Bakh TG 1 02 1200 PM The New York Times Direct Februar hew Seen Answered Important ae Deleted Delete Undelete Blacklist Select Mark as Move Copy Messages to Color codes prowde more information about the message Filters You can use filters to automatically move mail to folders or to mark incoming mail as important To set up a filter Click Options button at the top of the page Click Filters under Mail Management Click Edit Filter Rules Setup the conditions Press Create button Click the Apply All Rules box above the Filter Rule block Click Options then Filters again Co D Yar ee le ee Check the first two options under Edit Filter Rules and press Save Options button
18. ow If you don t like the deleted messages staying in your Inbox until they re purged you can change your Mail Management Options To change your Mail Management Options 1 Click the Options SBicon in the Inbox window 2 Under Mail Management click Deleting and Moving Messages 3 Check the box labeled When deleting messages move them to your Trash folder instead of marking them as deleted 4 Choose a folder such as DELETED where the deleted messages will be stored 5 Click the Save Options bution 6 Anew Empty Trash Eicon appears on the main taskbar and messages disappear from the Inbox as soon as they re deleted The Address book When you are sending a message to someone you can simply type in the recipient s address if you know it But many people find that keeping an address book of e mail addresses is much easier To set up your Address book icon in the Inbox window Under Other Options click Address books Under Available Address books select My Address book Click the Add Source B amp icon Under Choose the address book to use when adding addresses select My Address book from the pull down menu 6 Click the Save Options button a I After setting up your Address book you can add addresses to it You can type new addresses directly into your Address book or you can save addresses from messages you have received To add a new address 1 Click on the Address book S icon in the Inbox wind
19. ow The Contents of My Address book screen will appear 2 Click the Add Eicon to open the Add a new contact window 3 Type in all the information you wish to provide for the new contact s TA nn Browse Add Search Advanced Search Import Export Options Help Mail Add a new contact Name Sara smith Email s1234 aubumedu Title PO Company E Home Phone 334 555 1212 Work Phone PO Cell Phone 334 555 4313 Fax O OE L67 University Street Home Address Apt 56 Auburn AL 36830 4 Click the Save button A screen will open showing the information for the new contact 3 3 Ta _ 9 i 1 mE 5 Browse Add Search Advanced Search Impory Export Options Help Mail Sara Smith Edit Delete Name Sara Smith Email 31234 auburn edu Title Company 167 University Street Home Address Apt 56 Auburn AL 36830 Work Address Home Phone 334 555 1212 Work Phone CellPhone 334 555 1313 Fax Notes Edit Delete 5 Click the Browse icon to return to the Contents of My Address book screen or click the Mail Jicon to return to your Inbox To save an address from a message you have received 1 Click on the message to open the message window 2 Click on the Add to Address book icon to the right of the address you wish to save Click to add sender to Address Book a 86 Ui gt amp Cc 2 FF 2 INEO Empty Trash Compose Folders Options Search Help Addressbook Logout INBOX System maintenan
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