WebMail Control Center - This document will guide you through the set-up of your web-based email and POP mailboxes.

What is WebMail?
WebMail is a Web-based tool that allows users to check their email remotely. Web Mail can be configured and monitored using any web browser the User-friendly interface makes it easy to self-administer multiple accounts.

WebMail - Logging In To access your WebMail, you will need to go to a specific website address. Instead of going to your company’s website, for instance, http://www.yourcompany.com, you will need to replace the www with pop3 – like this http://pop3.yourcompany.com

Enter your User Name and Password and click on Enter. Your User Name and Password are case sensitive.

WebMail- Checking Mail To check your email, click on the Mailboxes link.

To open one of the mailboxes, simply click on the name of that mailbox.

You will notice that the last column indicates if there are any new messages in any of the mailboxes. In this instance, the Inbox has 1 new message.

WebMail-Checking Mail  Within the mailbox, new messages are flagged with a green indicator in the left column. To open a message, simply click on the name of the person that the message is from.

WebMail-Checking Mail  Once you have opened a message, several options are available to you.

Next Unread: clicking this option will open the next unread message in the mailbox.

Reply: this option allows you to reply to a message that was sent to you.

Reply to All: use this option to reply to multiple recipients of a message.

Forward: to send a copy of the message to another email address, click on this option.

Delete: click on this option to delete the message from the current mailbox and move it to the Trash mailbox.

Close as Unread: returns you to the mailbox main menu and marks the message as unread.

Back to Inbox: clicking this option will take you back to the mailbox main menu.

Set Flag: to flag a message, click this option. A red flag will appear beside the message on the main page of the mailbox.

Take Address: saves the email address of the person who sent the message into your address book.

Copy to: If you’d like a copy of this message in one of the other mailboxes, select the appropriate mailbox from the drop-down menu and click on Copy to.

Move to: If you’d like to move the message entirely into a different mailbox, choose the appropriate mailbox from the drop-down menu and click in Move to.

Redirect to: To redirect the email to a different email address, type the address into the box on the lower right of the screen and click on Redirect to.

WebMail- Filtering and Searching  Two options exist to make finding certain messages easier. The Filter function will sort messages by the subject or the From field, whereas the Search function will search the entire message for specified keywords.

To initiate either function, first choose the maximum amount of messages you’d like to display from the drop-down menu (in this case, up to 20 messages will appear). Enter the keyword into the Filter or Search field, and then click on Display.

WebMail- Setting and Clearing Messages  Besides the green flag that appears beside new messages, there are also several other indicators that appear in mailboxes: the Read indicator and the Flagged indicator.

The Read indicator specifies whether a message has been read or not (as indicated by the open or closed envelope in the Status column). In the following example, the first message has been read.

This indicator automatically changes once you have opened a message and returned to the main menu of the mailbox. To manually change this indicator, click on the box or boxes in the far left column of the messages you would like to mark as read and click on the Set button beside Read. The messages will now be marked as read. To mark messages as unread, click in the boxes beside the selected messages and click on Clear beside Read. The messages will be marked as unread.

The Flagged indicator marks messages with a red flag (usually used to indicate a message is important). To mark messages with a red flag, click on the box or boxes beside the message or messages to be flagged and click on Set beside Flagged. The selected messages will now have a red flag beside them. To remove the red flag, click on the box or boxes of the selected messages and click on Clear beside Flagged.

WebMail- Replying to a Message  To reply to a message in any of the mailboxes, click on Reply. If the message was sent to multiple recipients and you would like to send a reply message to everyone, click on Reply to All. A new screen will appear and you will be able to compose a message. The reply-to email address is automatically filled in.

When you have finished writing your message, click on send. Once the message has been sent, you will be automatically returned to the original message.

WebMail- Deleting Messages   To delete a message in a mailbox, click on the box in the left hand column beside the message you would like to delete.

Click on Delete. The message is moved to the Trash folder. To delete all of the messages in a folder, click on Mark All then click delete. All of the messages will be moved into the Trash folder. To permanently delete all messages from the Trash folder, click on Mailboxes to access the main page, and then click on Empty Trash. Any messages that were in the Trash folder will be permanently deleted.

WebMail- Creating a New Mailbox  Besides the default mailboxes that are automatically created in WebMail, the option to create new mailboxes exists. If you’d like to create a new mailbox, enter the preferred name beside Mailbox Name. In the example below, the new mailbox will be called “New”. Click on Create Mailbox.

The new mailbox now appears in the list.

WebMail- Deleting/Renaming a Mailbox  To delete a mailbox and all of its contents, you will first need to open the mailbox. Once open, click on Mailbox Management.

Click on Remove Mailbox and the current mailbox will be deleted along with all of its contents. If any submailboxes exist, you can choose whether or not to remove them by checking or unchecking the Remove Submailboxes option.

While in Mailbox Management, you also have the option of renaming a mailbox. Enter the new name of the mailbox into the box provided and click on Rename Mailbox. You also have the option of renaming any submailboxes that exist by checking or unchecking the Rename Submailboxes option.

WebMail-Vacation Message  Choosing the vacation message option sends an automated response to any message that is sent to your email address. This tool is useful if you will be on vacation or if you will be unable to check your email for an extended length of time. From the main menu, click on the Vacation Message link. The new screen that appears looks like:

Click the box beside Vacation Message at the top of the screen. In the box below, type in the automated message that you would like to be sent out during your absence. If you would like to redirect any email that you receive during your absence to a different email address, check the box beside Redirect All Mail to and enter the email address in the box provided. Once you have completed all of the necessary steps, click on Update.

To disable the vacation message upon your return, uncheck the Vacation Message box (and Redirect All Mail box if it was chosen) and click on Update.

WebMail-Composing Email  To write a new email message, click on Compose.

In the To field, enter the email address of the person to whom you’d like to send a message. You may also send a copy of the email to someone by entering an address into the Cc (carbon copy) field. If you’d like to send a blind carbon copy (where the recipient in the To field will not see the other recipients of the email), enter the address or addresses into the Bcc field. To send a message to multiple recipients, enter the email address separated by comas. Write your message in the box below. When you are ready to send your message, click Send. A copy of the sent message will be kept in the Sent mailbox.

The other options that exist on the Compose page are:

Save as Draft: if you would like to send your email at a later time, clicking on Save as Draft will save a copy of the email into the Drafts mailbox.

Attachment: If you would like to attach a file to your email, you may do so by directly typing the file name and location in the attachment box or by clicking browse to search for the file on your computer.

Address Book: If you have addresses saved in your address book, this option allows you to enter them automatically into your email. Click on Address Book and choose the address to where you would like to send the email. Then, click on To, CC, or Bcc according to your preference.

WebMail- Settings  The Settings option retrieves the page where you can make changes to the default settings.

Signature: choosing this option will attach a signature with your personal information at the end of each new message that you compose. Type in the information that you would like to appear in your signature (e.g. name, title, address, phone number etc) in the box provided.

Sent Messages in: the Sent folder is the default folder to where sent messages are saved. To change this setting, choose a new folder in the drop-down menu beside Sent Messages in.

Store Drafts in: the Drafts folder is the default folder to where draft messages are saved. To change this setting, choose a new folder from the drop-down menu beside Store Drafts in. Click on Update to save any new changes you have made.

WebMail-Changing Your Password  For security purposes, it’s always a good idea to periodically change your password. To do this, scroll to the bottom of the Settings page. Fill in the boxes beside Old Password, New Password and Reenter New Password. Also, enter an alternate email address in the Email Password to: box. Should you ever forget your email address, we will be able to send it to the address indicated in this box. Click on Modify to update the changes.

WebMail-Checking External Accounts  WebMail has the capability of checking any external email accounts that you may have. Click on External to enable this function within WebMail.

The following information needs to be filled out:

Poll every: this is how often you would like WebMail to check your external account. The time length varies from never to once a week.

Account: this is the user name of your external e- mail account – meaning everything before the @ sign.

At Host: this is the name of the external host where your email will be checked.

Password: the password for your external email account (not your WebMail account).

Leave: check this box if you would like to leave a copy of the message on the external server.

Once the information is complete, click on Update.

WebMail-Logging Out  To log out of WebMail, click on Log Out. 
You can access the login page from here by clicking on Login again.