Quick Start to Webmail - What is Webmail?

Quick Start to Webmail - What is Webmail?

Getting Started with WebMail Tutorial ©Office of Information Technology 1 Quick Start to Webmail What is Webmail? Webmail is a web-based messaging tool that allows you to access and manage e-mail across the Internet. You can use Webmail with most Web browsers. You will use your University Directory ID and Directory Password to log in to view, compose, respond to, and manage e- mail in your Mail@umd account. This tutorial looks at the Webmail tools and strategies you can use for reading, writing, managing and streamlining communication via electronic mail. The links to the left will take you to four self-paced training modules that can be printed, or viewed while accessing Webmail in the second, separate browser window.

Modifying the Webmail Environment It is possible to view the Webmail environment in three different modes. The default mode, Frames, displays the Links menu on the left side of the screen and the Content window on the right. The No Frames option greatly changes the appearance of Webmail; it is useful with older browsers that do not support frames. Notably, the Links menu displays at top. The Frames with JavaScript option displays messages in two panes, with the message list in the top pane and the message content in the bottom frame, and the Links menu on the left side of the screen. You can select a mode by clicking on the Preferences link in the Links menu.

For the purposes of this Quick Start tutorial, we will be referencing Webmail functions and tools as they appear in the Frames mode. Ending a Webmail Session When you have completed an e-mail session it is important that you remember to click the Logout link in the Links menu. Be aware that closing the browser window (clicking the Close icon in the upper right corner) does not close the connection to the mail server and log you out. It is important to close the connection to your account when you are finished by logging out to prevent unnecessary process loads and possible security risks. Once the session is terminated, you are returned to the Webmail login page.

Getting Started with WebMail Tutorial ©Office of Information Technology 2 Working with Incoming Messages Opening and Reading a Message You can open a Webmail message in any of the following ways:  Select the Subject link in the Inbox Message List window. Messages in your Inbox that have not been read are denoted by a Unread Mail icon . Messages in your Inbox that you have read, but not deleted or moved to another folder, are denoted by a Read Mail icon .  Enter the number of the message you want to read in the Go to text box at the top of the Message window.

 Select the Prev link in the Message window to read the message before the message that is currently visible in your Message window.

 Select the Next link in the Message window to read the message that follows the message that is currently visible in your Message window. Opening the Message from the Inbox By default you can view a list of up to 20 messages in your Inbox. To view the message header and contents of a specific message, click on the Subject link or type the message number in the Go to text box. The message content replaces the Inbox Message List window. The basic message header indicates the date and time on which the message was sent, from whom the message was sent, the subject line, and to whom the message was sent.

If you'd like to have access to the full message header (which includes such information as the Return Path, the mail servers that the message traversed in order to get to you, the mail program used by the sender to generate the e-mail, and more), you can click on the Open link at the top of the Message window to display not only this information, but also any HTML code that was used to create the message. This expanded content will open in a separate window. Close it to return to the Message List window. [For more details about this feature, please select Help—›WebMail Tasks—›Messages—›Opening and Reading a Message from the Webmail Links menu.] The body directly follows the header and is the main content of the message.

If the message is too long to fit in the text window, use the scroll bar on the right to view the entire contents. Your options for manipulating the message, once you have read it, appear in the Command bar, which is located at the top AND the bottom of the message window (see graphic below). Links to message attachments appear at the end of the message.

Getting Started with WebMail Tutorial ©Office of Information Technology 3 Moving Between Messages Once you are viewing a message in the Message window, you can move on to another message by clicking on either the Prev (previous) or Next link in the Command bar at the top and bottom of the message window. Or, you can go to a specific message by typing the message number in the Go to text box and clicking on the Go to button. Deleting a Message Your Mail@umd account is allocated a certain amount of disk space; the quota status bar at the top of your Inbox indicates what percentage of your disk space your mail currently occupies.

Once it reaches maximum capacity, messages will be returned to their senders. For this reason, it is good practice to clean out and compact your folders on a regular basis, deleting messages that are outdated or have otherwise served their purpose. You can delete a message from either the Inbox Message List window or from the Message Content window.

Compact vs. Trash The Compact feature for removing messages that you delete manually is enabled by default. You can make the deletion process more streamlined and visual by enabling the Trash feature in your Mail@umd Preferences, instead. This action inserts a Trash link in the Links menu and a Delete button on the Inbox Command bar. All deleted messages go to the Trash folder and remain there until you click [Empty] next to the Trash link.  Click on the Preferences link in the Webmail Links menu.  Locate the Delete to Trash option and click on the Yes radio button.

 Scroll to the bottom of the Preferences window and click on the OK button.

Please note that no matter which method you choose to delete a message (manual deletion or Delete to Trash), the message does not actually get removed from the mail file. It is marked as deleted and becomes invisible from within the application, even after you empty the Trash. For example, when you delete a message from your Inbox and empty the Trash, those messages are marked as deleted and made invisible, but they still, in fact, exist and take up space in the file named "Inbox". It is only when you compact folders that the "deleted" messages are really erased from the mail file. You should get in the habit of routinely compacting folders from which you delete messages on a regular basis, say once or twice a week or as you see the impact of their presence reflected in your quota status.

Getting Started with WebMail Tutorial ©Office of Information Technology 4 [To learn more about deleting messages using the Compact feature, please select Help—›WebMail Tasks—›Folders—›Deleting Messages from the WebMail Links menu.] To delete messages from the Inbox Message List: 1. Select the messages you want to delete by clicking in the checkboxes corresponding to their message number. 2. Click the Delete button in the Command bar. The messages are immediately moved to your Trash folder where you can retrieve them before logging out, if you want. 3. To retrieve messages you deleted, click the Folders link and then click the Trash link.

Find the message(s) you want to keep and move it (them) to a different folder. 4. To permanently remove messages from your Trash folder, click [Empty] next to the Trash link. You should always "empty the trash" prior to logging out of your Mail@umd account.

To delete a message from the Message Content window: 1. Click on the Delete link in the Message window Command bar. The message is immediately moved to your Trash folder where you can retrieve it before logging out, if you want. (See #2 above.) 2. To permanently remove the message from your Trash folder, click [Empty] next to the Trash link. Replying to a Message Webmail provides an easy response mechanism for replying to messages. It automatically provides a Compose window with the address fields filled in. You can instruct Webmail Preferences to include the original message inline, or to add it as a file attachment.

The default state, however, is not to include the original message.

[For details, please select Help—›WebMail Tasks—›Setting Preferences —›reply message options from the WebMail Links menu.] To reply to a message: 1. Within the Message window, click on one of the following links in the Command bar: (a) Reply: Only the e-mail address of the sender of the message appears on the To: line. (b) All: The sender and all recipients of the message appear on the To: and Cc: fields. (Note: Anyone who initially received a Bcc: will not receive your reply.) A Compose window appears with the specified addresses in the correct address text boxes. The Subject is automatically filled in with Re: preceding the original subject

Getting Started with WebMail Tutorial ©Office of Information Technology 5 line to show that this message is "in regards" to the message to which you are replying. 2. Enter your message in the Compose window. Click the Send link in the Command bar. [See Composing a Message below for more information about creating and formatting messages.] Once the message is sent, you are returned to the Message Content window. When you return to the Inbox Message List, the Answered icon appears next to the message. [See the Legend in the Links menu.] Vacation or Auto Response Messages Also referred to as "vacation" mail, Automatic Reply responds to incoming messages with a customized reply.

It continues to respond to your incoming mail until you specifically turn it off.

The customized reply is sent only to messages addressed directly to you on either the To: or Cc: lines; messages sent through distribution lists or sent to you on the Bcc: line are not replied to. An automatic reply message is sent only once to a recipient during the specified reply interval; the default interval is seven days. To specify a message and start automatic reply: 1. Select the Options link from the Links menu. 2. Click on the Automatic Reply link at the top of the Options window. 3. Enter the data for the following options: Subject: Text for the Subject line of your reply; for example, Away from my mail until May 5.

Message: Text for the message body of the reply; for example, Please direct urgent issues to Joe User. All messages sent to you directly on the To: or Cc: lines receive your reply.

4. Click the Start button. The automatic reply is enabled and your custom reply is sent in response to incoming mail, until you stop it (see below). To stop automatic reply: 1. Return to the Options window and click the Automatic Reply link. 2. Click the Stop button. Your custom automatic reply message is canceled.

Getting Started with WebMail Tutorial ©Office of Information Technology 6 Forwarding a Message When you forward a message you have two options for including the original message. You can include the original message as part of your own message, in which case you can't edit the original message.

Or, you can include the forwarded message "inline", in which case your own message will appear first, followed by the inline message, that you can edit, if you like. This second option is useful if you only wish to share a portion of the original message with others. You can delete the pieces of the original message that are inappropriate or unnecessary for your intended recipient(s) to view.

To forward a message: 1. From the Message window, click either the Forward or Inline link in the Command bar. If you click Forward, the Compose window opens with the original message below the Compose window; you cannot edit the original message. If you click Inline, the Compose window opens with the original message in the Compose window, which makes it available for editing. In both cases, the Subject field is appended with Fwd: and filled in with the original message's subject. 2. You should provide the following information: (a) Addresses of the recipients of the message in the To:, Cc:, and Bcc: text boxes.

(b) Any text you want to include in the Compose window.

3. Click the Send link in the Command bar. The message will be sent; the Message window will display the original message again. Note on Forwarding Attachments: You can only forward attachments when you use the Forward command discussed above. You cannot forward attachments if you use the Inline command. In order to forward an attachment AND edit the original message, you must first save the attachment to your local computer, then select Inline from the Message window Command bar, make your edits, and add the attachment to the message. [For details on adding an attachment to a message, see Adding an Attachment below.] Unattaching Attachments With Webmail you can send and receive various file types as attachments to e-mail messages, including image, sound, movie, html, and other file types.

In your Inbox, messages with attachments will be denoted by a paperclip icon ( ) in the Attachment: field. When you open a message with attachments, they appear in one of the following ways: displayed inside the message or as a link or button directly below the body text; e.g.,

Getting Started with WebMail Tutorial ©Office of Information Technology 7 Attachment: abstractevaluation.doc (28k bytes) Open Opening and Saving an Attachment: 1. Select the attachment Open link or button to open the attached document in a separate window. (Note that if the document was created in an application that is not available on your computer, the attachment will not open.) 2. Depending upon the attachment file type, you may be prompted to either Open or Save the document. If you choose to Open the attachment, the application used to create the file will be launched and the file will appear in its window.

Once you have viewed the file, you can use the application's Save command to save a copy of the document to your computer, or you can close the open window housing the file in order to return to the Message window.

If you choose to Save the attachment, you will be prompted to choose a directory on your computer into which to save the file. Once you complete the saving process, you should click on the Attachment window Close button in order to return to the Message window. You will need to open the saved document file outside of the Webmail environment in order to view it contents. Checking for New E-mail Webmail does not automatically "refresh" your view of the contents of a folder if new messages are delivered to it. However, you can check your Inbox or a specific folder for messages that may have arrived since you logged into Webmail by clicking on the Check Mail link.

To check for new messages, do one of the following:  From any Webmail page, click the Inbox link in either the Links menu or the Message window Command bar. Your Inbox will open including a list of the messages just retrieved from the Mail@umd server; or  From the folder currently displayed in your Message window (e.g., Junk Mail, Inbox), click the Check Mail link at the top of the Links menu to see if any new mail has been directed to it.

Getting Started with WebMail Tutorial ©Office of Information Technology 8 Composing a Message Composing a message can go beyond simply typing a message and sending it. This unit reviews steps for creating a message as straight text or in HTML format, checking it for spelling errors, personalizing it with your electronic signature, adding attachments, and saving a copy of the message for your own archival purposes. Creating the Message To replace the Contents window with the Compose window click on the Compose link in the Webmail Links menu. To alternatively open the Compose window in a new window, right click on the Compose link and choose the Open in New Window option.

In this case, a Compose window only (without the links or command menus) opens. You will then close the window after you send the message.

By default, the messages you create will be plain text. You can change that default setting for all messages through Webmail Preferences, or you can choose to create a message in HTML format on a message by message basis. (Note: in order to use the HTML Text compose feature you must have an Internet Explorer™ browser more recent than 4.x with JavaScript enabled; this feature is not available in the Netscape browser.) HTML Text button is not available in Netscape. To compose a message: 1. Select the Compose link in the Links menu. A text entry cursor is automatically placed in the To: field.

Press the Tab key on your keyboard to move between fields.

Getting Started with WebMail Tutorial ©Office of Information Technology 9 2. Type the e-mail addresses of your intended recipients in the To: field. For more than one recipient, separate the entries by commas and spaces; e.g., johndoe@umd.edu, janedoe@umd.edu [See Using the Address Book, Accessing the Address Book When Composing a Message, below for more information.] 3. Provide a brief subject statement in the Subject: field. Be as concise as possible; some browsers only display a limited number of characters. (Note: many mail servers will not post or accept e-mail messages that lack a Subject line.) 4.

The Cc: and Bcc: fields enable you to enter e-mail addresses to send a copy of the message to someone else. The recipients of your message will see the e-mail addresses listed in the To: and Cc: fields; however, the Bcc: (blind carbon copy) recipient names will be hidden from message recipients.

5. Press the Tab key to move your cursor to the message text field. Text-only Message: to create a simple text message just type in the message text field. HTML Text Message: to create a message with HTML formatting options, click the HTML Text button at the lower right of the Compose window (Internet Explorer only). The Compose window will "refresh" to display these options at the top of the window: Paragraph: Use the drop down list to select from standard HTML paragraph style options including Normal, Headings 1-6, and Preformatted. Font Style: Use the drop down list to select from standard HTML font style options including Arial, Times New Roman, Courier New, and so forth.

Size: Use the drop down list to select different font sizes. These formatting styles can only be applied to the text if you first select it. You will also see some additional options at the bottom of the composition window: Edit HTML: Use this option to directly work with the HTML source of your composition.

Plain Text: Use this option to compose in plain text if you selected HTML Text. 6. Once you finish your message, be sure to check it for spelling errors before sending it. Spell Checking After you enter your text in the Compose window check for spelling errors by clicking the Spelling button in the Compose Command bar. Check a composition for spelling errors: 1. Once you click on the Spelling button the Spelling page is displayed. The top of the window contains command buttons; the message text displays in the bottom part of

Getting Started with WebMail Tutorial ©Office of Information Technology 10 the window.

If you are checking a very large message, a page count displays at the right along with Prev and Next links so you can page through your message. Words whose spelling is in question are underlined and shown in color. The current word in question is highlighted in a different color and displays at the top as the Check word value. 2. For the current highlighted word, do one of the following by clicking on the corresponding button: From the Suggestions menu choose a correct spelling for the word, and click Accept. Enter the correct spelling of the word in the text box, and then click Replace.

Click Ignore to deselect the word along with all other occurrences in the text, and move to the next underlined word.

Click Next to skip to the next underlined word. If you are already on the last underlined word, no action is taken. Click Add next to Dictionary: to add the word to your personal dictionary. 3. Click Done to return to the Compose window with the corrected text is displayed. Electronic Signature An electronic signature is a useful device for providing recipients of your message with your complete "calling card". Electronic signatures usually include your name, title, department, University phone number and e-mail address.

1. To create an electronic signature, click on the Preferences link in the Links menu.

2. Scroll through the Preferences window to the Signature text box. Type the signature content you want to associate with your messages in this space; e.g., Your Name Your Title Department Department Phone Your E-mail Address 3. Click in the Yes radio button to include the Electronic Signature in your e-mail messages.

Getting Started with WebMail Tutorial ©Office of Information Technology 11 If you create an Electronic Signature but do not choose to automatically include it on all of your messages, you can still include it on individual messages. To add your electronic signature at the end of the message in the Compose window, select the Include signature check box below the Compose text box. Attachments To attach an external file to a message, browse your desktop for the file and add it to your message in the Compose window. You can add more than one attachment to a message, but attachments must be added one at a time.

To add a file as an attachment: In the Attachments: field at the bottom of the Compose window, specify the file you want to add as an attachment in one of the following ways:  Enter the name in the File: text box; or,  Click the Browse button to find the location of the file on your computer. Select it and click the Open button. The attachment name appears in the File: text box.  Click the Add button. A link for the attachment will then be displayed at the bottom of the window with a Trash can icon next to it. Click the attachment link to view the attachment. Click the Trash can icon to delete it.

Sent Mail When you have completed your composition, you can choose between sending the message, saving it as a draft, or canceling the message. If you click the Send button, the message and attachments (if any) are sent to the specified recipients.

Saving Drafts Click the Save Draft button to save a draft of the message to a Draft folder automatically provided in Webmail. Directing a message to the Draft folder saves the message so you can review it and send it later.

Getting Started with WebMail Tutorial ©Office of Information Technology 12 Sending a Saved Draft: 1. Click on the Folders link in the Links menu. 2. Click on the Draft folder, then click on the message Subject link to open the message. 3. Make message adjustments, as needed, then click the Send button. (Note: If you use another e-mail client (e.g., Netscape Messenger, Outlook Express) as well as Webmail, you may also have a Drafts folder.

Webmail uses the Draft folder, not the Drafts folder.) Save a Message Copy When you send a message you have the ability to additionally save a copy of the sent message. Webmail automatically provides you with a Sent folder into which you can direct copies of the messages you send.

To save a copy of the message for your files when it is sent, leave the Save copy of sent message check box selected (as it is by default).

Getting Started with WebMail Tutorial ©Office of Information Technology 13 Managing E-mail Messages Creating Folders In Webmail you can create folders for your e-mail messages. When a folder is no longer needed, you can delete it. Once you've created a set of folders, you can use filters to sort incoming messages and put them in specified folders. To add and delete folders: 1. Select the Folders link from the Links menu to open the Folders page in the Webmail Contents window.

All top-level folders are displayed in a "tree" view. The following data is available per folder: Total: The number of messages per folder. Unread: The number of messages in that folder that haven't been read. If you have message filtering capabilities, the Unread message column shows you when filtered messages have arrived in any of your subfolders.

2. To add a folder, enter a name in the text box, and click the Add button. The new name appears in the tree as a link to the new folder. 3. To delete a folder, first display it on the Folders page and then click the Delete icon for that folder. 4. In response to the resulting Confirm Folder Delete page, click the Delete button. The folder name is then removed from the folder tree. You will be returned to the Folders page. Note: You cannot delete system-created folders such as Inbox, Sent, or Draft; non-deletable folders do not have a clickable Delete icon.

Reserved Characters in Folder Names Every folder must have a unique name (e.g., January04Mail, Mail_from-mgt) made up of characters from the following set:  Letters ("A" through "Z" and "a" through "z")  Numbers ("0" through "9")

Getting Started with WebMail Tutorial ©Office of Information Technology 14  Space " )  Hyphen ) Underscore " ) Special Characters You Cannot Use in Folder Names Dot : The dot (or period) is used as a hierarchy separator in folder paths. Folder paths cannot start or end with a dot, nor can they contain two dots in a row. Semi-colon : This character may be construed as a hierarchy separator. Front slash : This character is also used as a hierarchy separator. Plus sign : This character is used to denote subfolders of user Inboxes. Quotation marks , asterisks , and percent signs : These characters are limited by IMAP; if you will be using an IMAP connection as an alternative to Webmail, these characters cannot be used.

[To learn more about editing folder properties or adding subfolders within a folder, select Help—›WebMail Tasks—›Folders—›Working with Folders from the Webmail Links menu.] Moving or Copying Messages to a Folder It can be cumbersome to try to manage all of your messages in the Inbox. We recommend that once you have read a message, should you choose to keep a copy of it (rather than deleting it), you should move it into another folder (that you have already created). To copy or move messages between folders: 1. With the contents of your Inbox Message List window displayed, do one of the following: Select the check boxes of the messages you want to move to a folder; or, Click the Select link to select all of the messages displayed in the Inbox Message List window.

If there are a few messages you do not want to include, you can click the check boxes for those messages to remove the check marks. 2. From the Folder menu at the right end of the Command bar, choose the name of the folder into which you are placing the messages and click either the Copy or Move button.

Getting Started with WebMail Tutorial ©Office of Information Technology 15 a. If you click Move, all of the selected messages are transferred to the selected folder. b. If you click Copy, copies of the selected messages are transferred to the specified folder. This process leaves the original messages in place, resulting in two copies of the messages: one in the selected folder and one in the Inbox. (This is the less desirable option.) Creating Message Filters A filter is a set of conditions, or rules, associated with an action. These rules are applied to incoming e-mail messages and attachments, and the messages and attachments are processed accordingly.

For instance, let's say you have a folder for mail about or received from "Campus Parking". You can create a set of rules that will automatically filter any e-mail you receive with the words "Campus Parking" in the subject, sender or message body fields directly into the Campus Parking folder. It will not take up space in your Inbox, but you will need to remember to look at your Folder list to see if you have new messages in the Campus Parking folder.

Setting Up a Filter Condition 1. Click on the Options link in the Links menu. From the Options page click on the Message Filters link. Once you have existing filters, their order and profile display at the top; you may have to scroll down to reach the Filter Conditions - Add New Filter area.

Getting Started with WebMail Tutorial ©Office of Information Technology 16 2. In the Filter Conditions - Add New Filter area specify the following: a. The first radio button sets an initial parameter for the conditions you must specify; choose from the menu either: i.

If all of these conditions are met: Filter action is done only if all of the specified conditions are true. ii. If any of these conditions are met: Filter action is done if at least one of the specified conditions is true. b. Or you can select the other radio button: i. Apply to all incoming messages: Filter action is done on all messages regardless of conditions. This option is deselected (disabled) by default.

c. Next, choose a "filter object" (below are the most frequently used filtering criteria): i. From: filters on the e-mail address of the person who sent the message. ii. To/CC: filters on the e-mail address(es) of the recipient's (does not include BCC recipients). iii. Subject: filters on text in the subject line. iv. Body: filters on the text of the message and text attachments including Plain text, HTML text, and Rich Text. v. Return-path: filters on the message return-path address. vi. X-Junkmail: you can use this parameter to have all system-identified junkmail filtered.

vii. Attachment MIME Type: filters on the attachment media type.

Choices include text, multipart, message, application, image, audio, video, and model; use the matches rather than the contains content condition (next bullet item) and search for something specific like " application/vbs " or " image/jpeg ", and so on.

Getting Started with WebMail Tutorial ©Office of Information Technology 17 viii. Attachment file name: filter on the attachment name. You can use the asterisk wildcard (only with the matches and does not match options); for example, *.vbs. [For more information on MIME and filtering attachments, see Help—›WebMail Tasks—›Message Filters—›About MIME and Filtering Attachments in the Webmail Links menu.] d. Next, choose a content condition for the "filter object" (below are the most frequently used filtering conditions): i. contains: The specified parameter must contain the text you enter. Wildcards are not honored; for example, the filter condition: " contains " " doc " would be met with any of these words: "doc", "document", "undocumented", "doctor", and so forth.

ii. does not contain: The specified parameter must not contain the text you enter. Wildcards are not honored. iii. matches: The specified parameter must match the text you enter. Wildcards may be useful; for example, the condition " matches " " Dr. Spock " would only be met by "Dr. Spock," but the condition " matches " " Dr. Sp* " would be met by "Dr. Spock", "Dr. Spark", "Dr. Sproul", and so forth. iv. Does not match: The specified parameter must not match the text you enter. Wildcards may be useful.

e. Your final filter condition option is a value for the filter object. Enter the text, integers, MIME type, or file name you want searched for and acted on in the appropriate box.

You can use the following wildcard characters with the matches or does not match options only: i. Asterisk : Matches any sequence of zero or more characters. Example: to find all attachments with filenames ending in ".vbs", use these filter conditions: Attachment file name: matches " *.vbs " ii. Question mark : Matches any single character. Example: to find all messages from "Maria" or "Marie", use these filter conditions: From: matches " Mari? "

Getting Started with WebMail Tutorial ©Office of Information Technology 18 Setting Up a Filter Action 1. In the Filter Action area specify a response, select one: a. Move to (default): Matching messages are moved to the specified folder. b. Forward to: Matching messages are forwarded as specified. c. Forward excerpt to: The first several lines of matching messages are forwarded as specified. This option is useful in conjunction with wireless devices. d. Discard (message is irrevocably lost): Matching messages are deleted. [OIT does not recommend choosing "Discard" due to the possibility of losing valid messages that match the filter condition(s).

Instead, move items to a folder where you review and delete them manually.] 2. Additionally, you may specify: a. Remove attachments that meet attachment conditions: Attachments that meet the specified attachment conditions are removed and a message is appended to the body indicating that the attachment was removed. This option is deselected (disabled) by default. To enable this feature, select the checkbox. b. Do not apply any more filters to this message if action is taken: If the message qualified for action by the filter, any filters listed below the newly created filter are not applied.

This option is selected (enabled) by default. To disable this feature, clear the checkbox.

3. Once you have created your filter, click the OK button. Webmail accepts the settings and a description of the filter appears above the Filter Conditions box. Incoming messages and attachments are filtered and acted on as directed. Controlling Junk Mail The Webmail environment offers controls to help manage Junk Mail. These controls analyze the characteristics of incoming mail to gauge the probability that a message is junk mail and

Getting Started with WebMail Tutorial ©Office of Information Technology 19 then filter it accordingly. This helps you to manage your mail The Office of Information Technology has pre-set the Webmail environment to the levels recommended by the vendor.

You can use the Junk Mail Control page Junk Mail Filter View to add other controls specific to your account. Note: You may have previously opted-in to the Junk Mail Analyzer (JMA) provided by OIT. While JMA and the Webmail Junk Mail controls will work simultaneously, we do not believe a significant advantage is obtained by running both. Instead, they may complicate the filtering of your mail. For these reasons we recommend you turn off the previously set Junk Mail Analyzer by going to: https://www.oit.umd.edu/email/junkmail/login.cfm, entering your Directory ID and password, and selecting the Stop Scoring My Mail option.

Editing the Junk Mail Filter Note: "White List" and "Black List" are common terms in the software industry for "pre- approved" and "blocked" addresses. Mirapoint, the product vendor, has acknowledged our request to replace these with color neutral terms in a future release.

1. Click on the Options link in the Links menu, then click on the Junk Mail Control link in the Options Content window. 2. Click on the Junk Mail Filter link to define the conditions under which Junk Mail will be identified and how it will be removed from your Inbox. 3. Your filtering conditions include the following, one of which can be selected by clicking in the radio button associated with it: a. Off: don't perform any Junk Mail filtering. b. Normal (Junk Mail only): Only e-mail identified by the mail server as Junk Mail is subject to the filter actions you specify below. c. Exclusive (any mail from sender not on White List): All of your mail from senders not on your White List is subject to your specified filter action.

4. In the Filter Action area specify what should be done with a message identified as Junk Mail by selecting one of the following actions: a. Move to the junk mail folder (default): Messages are moved to your Junk Mail folder. Note: You can change the name of your junk mail folder via Webmail Preferences.

b. Discard (message is irrevocably lost) : Messages are deleted. [OIT does not recommend choosing "Discard" due to the possibility of losing valid messages that match the filter condition(s). Instead, move items to a folder where you review and delete them manually.]

Getting Started with WebMail Tutorial ©Office of Information Technology 20 5. Additionally, you may specify: a. Do not apply any more filters to this message if action is taken: If the message qualified for action by the Junk Mail filter, any filters in order below the Junk Mail filter are not applied.

This option is selected (enabled) by default. 6. Once you have created your filter, click the OK button. White List You can create a list of senders who are protected from antispam scanning or Junk Mail filtering by selecting the "White List" option from the Junk Mail Control page. Messages from senders on your White List are always sent to your Inbox. Note: White List entries override Black List entries.

To create a White List Entry: 1. Click on the Options link in the Links menu, then click on the Junk Mail Control link in the Options Content window. 2. The White List view is the default view on this page. (Note: You can open this page directly by clicking the Add To White List link next to the sender's name in the From line of any message in your Junk Mail folder.) 3. In the E-mail address or Domain Name text box enter the e-mail addresses of senders who you want on your White List and click Add To White List. Mail sent from senders on your White List is forwarded to your Inbox with a header, X-Junkmail-Whitelist: YES (by user at ), added; such mail never treated as junkmail.

4. To remove a sender from your White List, highlight the sender's e-mail address or domain name and click the Remove button. The sender will then be subject to antispam scanning and specified Junk Mail filtering. Examples of valid White List entries:  myfriend@example.com: Specifically adds the user myfriend from example.com to your White List.  @umd.edu: Adds any address at umd.edu to your White List.  @*.example.com: Adds any address at any host within the example.com domain to your White List.

Black List You can create a list of senders who are always subject to Junk Mail filtering by selecting the "Black List" option from the Junk Mail Control page.

Important!: White List entries override Black List entries.

Getting Started with WebMail Tutorial ©Office of Information Technology 21 To create a Black List: 1. Click on the Options link in the Links menu, then click on the Junk Mail Control link in the Options Content window. 2. Click on the Black List link to display the Black List page. Note: You can open this page directly by clicking the Add To Black List link next to the sender's name in the From: line of any message in any folder except your Junk Mail folder. 3. In the E-mail address or Domain Name: text box enter the e-mail addresses of senders who you want on your Black List and click Add To Black List.

4. Mail sent from senders on your Black List is acted on by the Junk Mail filter (if enabled) or forwarded to your Inbox with a header, X-Junkmail-Blacklist: YES (by user at ), added; additionally, your system administrator may configure a message to be automatically added.

5. To remove senders from your Black List, highlight the sender's e-mail address or domain name and click the Remove button. Example valid Black List entries:  mynemisis@example.com: Specifically adds the user mynemisis from example.com to your Black List.  @freestuff.com: Adds any address at freestuff.com to your Black List.  @*.example.com: Adds any address at any host within the example.com domain to your Black List. Labeling Mail as Spam From time to time messages will make it into your Inbox Message List that neither your own or server junk mail filters have identified as junk or spam.

When you view the message in the Message List window you will have the opportunity to flag it as spam.

Getting Started with WebMail Tutorial ©Office of Information Technology 22 1. Open the message in the Message window. 2. Click on the This is Spam link. 3. The "This is Spam" window opens from which you can choose to a. Add the Sender to your Black List (future attempts by the sender to send you e-mail will be handled through the rules you set up in your Junk Mail filter). b. Move the message to your Junk Mail folder (will move the current message into your Junk Mail folder) c. Report the spam to system support 4. Select the desired options and click on the OK button to enact them. Common Virus Attachment Names The following is a list of file extensions that often have viruses in them.

"File extension" refers to the last three letters after the period in the file name (i.e. the file word.doc has the file extension of .doc). Note: Not all viruses have these extensions; this is just a list of common types.

.Trojan .scr .vbs .pif .hta .reg .bat Searching for Messages You can search for the following items in relation to your messages:  Who sent a message.  Who the message was addressed to, or who received a copy of the message.  How large or small the message is (in kb).  The text in the Subject line.  A text string in the body of the message. You can refine the focus of the search by specifying either of the following:  Search only the unread messages in the current folder.  Search only the messages that were the results of a previous search.

Getting Started with WebMail Tutorial ©Office of Information Technology 23 Search queries are case-insensitive.

This means that a query for all messages from Brad would return the same results as a query for all messages from brad. To search for a message: 1. Click the Search link in the Links menu. 2. Define the parameters for your search in the fields at the top of the Search window using any of the following: a. Enter a name in the From: text box. You can use Boolean operators to search for a combination of names; e.g., dmote@umd.edu OR wdestler@umd.edu. b. Enter a name in the To/Cc: text box. You can use the AND, OR, NOT Boolean operators to search for a combination of names; e.g., jdoe@umd.edu OR doej@umd.edu.

c. Enter a number for message size (kb) in the Larger than: and/or Smaller than: text boxes. d. Enter a text string in the Subject: text box. e. Enter a text string in the Body: text box. f. Optional: Select the Search in unread only check box to only search in the unread messages in the current folder. If this option is not selected (default), the search is performed on all the messages in the current folder. 3. Click the Search button. The results are shown below the search parameter options. If the result of your first search is too large, you can refine the search by performing another search on the results you just received.

Follow the steps above and select the Search in results check box to narrow your search to look only in the results of a previous search. Note: Webmail allows you to use the following Boolean operators in a search: OR, AND, NOT. For example, in the From field you could search for Brad OR Mike. The OR, AND, NOT operators are case-sensitive, meaning they must all be uppercase. If they are lower case, or a mixture of upper and lower case, your query will search for those words explicitly instead of treating them as operators.

Getting Started with WebMail Tutorial ©Office of Information Technology 24 Using the Address Book Address Book The Address Book is a component of Webmail that allows you to create, maintain, and use a customized database of contact information. The Address Book is housed on the Mail@umd server, and is available to you from any networked computer you use to access your Mail@umd account via Webmail. The content below is by no means a comprehensive review of all Address Book features or capabilities, but it provides an overview of more frequently used features and discusses the actions needed to link the Webmail Address Book to the University of Maryland Directory.

When you first access your Address Book there are no contacts, you have to create some contacts or import them from other address books. The maximum number of contacts you can add is 1000.

Adding Senders From the Compose Window A quick way to add the sender of a message to your contacts list is to use the Add to Address Book feature from within an open message. 1. Open a message in the Message window. 2. Click on the Add to Address Book link next to the From: field of the message. 3. The Message window will be replaced with an Add/Edit Contact form. You need to fill in at least one of the fields highlighted in yellow. All other fields throughout the rest of the form are optional to your own needs. (These fields are discussed more fully in item 3 below.) 4. Scroll down to the bottom of the form and click on the Done button to complete the process.

Please note: Do not use quotes when entering information in Add/Edit Contact text boxes. Using quotes causes problems when exporting Address Book information; other applications will not be able to read the file. Adding Address Book Contacts Address Book allows you to store a variety of information for each contact. You can later look for specific contacts alphabetically (by first letter of last name), by category, or searching with set parameters.

Getting Started with WebMail Tutorial ©Office of Information Technology 25 To add a contact to your Address Book: 1.

Click on the Address Book link in the Links menu. 2. From the Address Book Contacts page, click the Add Contact button. 3. The Message window will be replaced with an Add/Edit Contact form. You need to fill in at least one of the fields highlighted in yellow: a. Nickname: You can use a nickname or group name in the To:, Cc: and Bcc: fields in place of an e-mail address; e.g., rather than typing personname@umd.edu in the Message To: field, you could type personname and, provided their e-mail address is included in your contact information for the individual, the message will be directed to the appropriate location.

You can click the Expand button on the Compose Command bar to show the full e- mail address.

b. First Name c. Last Name d. Display Name: The default name display is First | Last. e. E-mail address To edit contact information: 1. From the Address Book Contacts page, do one of the following: a. Click the Edit icon for the contact whose information you want to change; or b. Click the name of the contact whose information you want to change; their Contact Profile page opens; then click the Edit link. 2. Change the contact information as necessary. Click the Done button to save the new information to the Address Book database.

To delete a contact: 1. From the Address Book Contacts page, do one of the following: a.

Click the Delete button for the contact who you want to delete; or b. Click the name of the contact who you want to delete; their Contact Profile page opens; then click the Delete link. 2. From the Confirm Delete page, click Delete to remove the contact from the Address Book database. Creating a Group Contact List You can create group mailing lists so you can send a message to all members simultaneously. Each group must have its own unique name within your Address Book. To create a group: 1. From the Address Book Contacts page, click the Groups link in the Command bar at the top of the page.

Getting Started with WebMail Tutorial ©Office of Information Technology 26 2. Click the Add Group button. The Add/Edit Group page displays with a list box of all your current contacts on the left side of the page. 3. Provide a unique Group Name in the text box at the top right of the page. You can then use this group name in place of e-mail addresses in the Webmail Compose window. 4. Click the Set button. 5. Add contacts for the group by selecting a name in the Contacts list box and clicking the Add button to move the name to the Group Name list box.

a. You can select multiple names by holding down the Ctrl key while you click on each name in the Contacts list box.

b. Click the Remove button to move names from the Group Name list box back to the Contacts list box. 6. When you have added all the contacts you want to the group, click the Done button. Sending E-mail to Address Book Contacts 1. From the Compose window, click on the Address Book button in the Compose Command bar. 2. Click on the e-mail address associated with the individual in your Contacts list to whom you wish to send a message.

3. In the resulting E-mail to: Window, click on the Back to Compose button again. Using this method, the contact's e-mail address will be inserted in the message To: field. To direct a selected contact e-mail address to the CC: or Bcc: field, follow these steps: 1. From the Compose window, click on the Address Book button in the Compose Command bar. 2. Click in the appropriate checkbox, CC: or Bcc: next to the Contact name and click on the Back to Compose button. 3. In the resulting E-mail to: Window, click on the Back to Compose button again. Making Multiple Contact Selections To select contacts across several Address Book pages and apply them as one selection, you must click the Save Selection button before moving from one page to the next.

1. From the Address Book Contacts page, select, as appropriate, from To:, Cc: and Bcc: for each contact: a. To select all contacts on a page, click the Select All link; to deselect all of the selections on a page, click Clear All.

2. Click the Save Selection button. The selections on the current page are entered to the system and retained.