WebMail User's Manual

WebMail is a web-email gateway which allows you to read and process your email from a web browser running on any machine with access to the internet ( or your intranet ). It is a full featured email client package which provides facilities to read new mail, send and forward messages, send and view attachments, use folders to organize your messages etc.

WebMail uses POP and IMAP protocol. When WebMail is talking to an IMAP server your messages are left on the server. You can see and manipulate all the same email messages and folders you can access from a standard IMAP email client, but from any web browser anywhere on the net. You can also swap backwards and forwards between any other IMAP client and WebMail.

Briefly . . .

To use WebMail, point your World Wide Web browser at the appropriate URL such as:

http://nice.co.nz/cgi-bin/WebMail.cgi

Then enter your Username and Password to login and process your new mail. It's that simple but for more details read on...


Manual Contents:

For quickly getting started...

  1. How Do I get my Mail?
  2. How do I login?
  3. How do I read mail?
  4. How do I send mail?

For more details...

  1. User Options
  2. Folder Management
  3. Pick List Management
  4. Distribution List Management
  5. Address Book Management

Notes on using these manual pages:

This User Manual guides you through the various pages of WebMail, noting the functions of all of the Buttons, Links *, Check Boxes and Text Fields that you will find on them. In addition to normal links to related information there are glossary definitions for many of the technical terms and acronyms. These links to glossary definitions are shown thus server *

New users in particular should find these links to the Netwin Glossary helpful.

For the experts who are just skimming, red text will generally contain interesting tips on getting the most out of WebMail. Also, see the Technical Details section.

If you are new to WebNEWS then still read the parts in red text but don't worry if you don't understand them immediately.


How can I get my Mail?

Here is the instant three step guide...

1. Start your web browser  - e.g. Netscape, Internet Explorer etc.
2. Point it at the WebMail page - your Internet Service Provider (ISP) or Computer Department will have told you the URL to use, e.g. http://nice.co.com/cgi-bin/WebMail.cgi.
3. Depending on how they have setup WebMail you might see a login page if so enter your username and password
(then click the 'Login' button)
- again you will probably have been given a username and password to use
Bingo - you're at your Mail!

For more detailed information please read through the next few sections.


How do I login?

Before you can use WebMail you need to login. When you run WebMail you will be presented with the login page:

WebMail - Web Mail Client

Enter Username:
Enter Password:
Enter Host: (optional)
Use Frames

To login you must first supply a valid username and password. This username and password should have been supplied to you by your computer service center.

The WebMail Administrator will have assigned a default Mail server for use with WebMail. So, as a user, as long as you use the correct URL* in your web browser then you'll automatically log in to the correct location. So you do not have to enter anything in the 'Enter Host' box.

Once you are login, WebMail will check the Mail server and will display the E-Mail that are available. You should see a screen like the following:

WebMail v1.4o Copyright NetWin Ltd

Please Note: You did not Logout from last session.

Mail List: lynden (INBOX 4 messages)

Folder:
/ = unread/read = new = attachment = replied = Deleted = Filtered
Page 1 of 1
Read Sel Subject From Forward Date Time Bytes
***Welcome here to all lynden@1.2.3.4 Forward 11/30/99 9:39:29 am 179
HTML Attachments Ralph@1.2.3.4 Forward 12/6/99 9:43:00 am 2628
Testing New Mail. John@1.2.3.4 Forward 12/17/99 9:04:46 am 177
FWD: Welcome here to all lynden@1.2.3.4 Forward 12/20/99 12:10:10 pm 1169
  Select all displayed messages
Page 1 of 1
Sel Destination Folder:

The screen is divided into two portions, the Menubar and the E-Mail List.

Menubar

Inbox ( )
This button is to automatically take you back to the INBOX folders.
 
New Message ( )
This will take you to the create message page allowing you to create and send an E-Mail.
 
Sepected Multi-Host ( )
This pulldown menubar displays the list of multi-host that have been setup in the user options. Changing the selected server and then clicking on the INBOX button will take you to the INBOX of that host.
 
User Options ( )
This will take you to the user options page. Allowing you to add extra multi-host, and signature as well as changing other user options. For more details on the user options see User Options.
 
Folder Manager ( )
This will take you to folder management screen, allowing you to mantain you current folders. Allows you to delete, rename or create new folders. For more details on the folder options see Folder Management.
 
Address Book ( )
This will take you to the address book facilities available in WebMail. Also displayed here is the pick list and distribution lists. For more details on the address book and the look of the popup address see Address Book Management.
 
Empty Trash ( )
This button will empty the trash out of WebMail. This will remove any EMail in any folder that has been marked as deleted. ie messages that have '' next to them.
 
Popup ( )
This will bring up the popup E-Mail list and will check your mail every 5 mins for any new E-Mails. While the popup screen is open the account will stay open.
 
Help ( )
This button displays this help file.
 
Logout ( )

This will log your out of WebMail. If you do not cleanly logout of WebMail then the message:
               Please Note: You did not Logout from last session.
will be displayed the next time you login.

E-Mail List

Reload ( )

This button will automaticly reload the E-Mail from Mail server again. When you are on the INBOX a reload will check for any new E-Mail available.

 
Select Folder (

)

If you select a folder from the pulldown menu and press the 'Get Folder' button, WebMail will then display the E-Mails in that folder.

 
E-Mail (
***Welcome here to all lynden@1.2.3.4 Forward 11/30/99 9:39:29 am 179
)

This is a single E-Mail line, display a quick details about the E-Mail. Clicking on the subject of the E-Mail will display the entire E-Mail to read. Clicking on the forwarding will forward the E-Mail.
On the right most side will be varies flags:
               ( (unread) / (read) / (attachments) / (replyed) / (deleted) / (flagged) / (new))
the last three flags you can click on to change these if you wish to.

 
Select Folder ( )

The list of E-Mail messages that have been ticked will be forwarded.

 
Select Folder ( )

This will mark the E-Mail messages to be deleted or move then to the Trash Can is one has been setup by the admin. To Empty the trash or delete the messages you need to press the button ''.

 
Select Folder (

)

The E-Mail messages that have been selected will be copied to the folder selected. You can not copy E-Mail messages to the currently selected folder or the INBOX.

 
Select Folder (

)

E-Mails messages that are selected will be moved to the selected folder.You can not move E-Mail messages to the currently selected folder or the INBOX.


How do read Mail?

When you first login you will be viewing your INBOX folder. Any E-Mail what has '' is new. Clicking onthe subject name of the EMail will display a screen like the following:

Prev message Next message Mail List Delete Item
Save to Disk Reply Reply-All Forward 3 of 4
To: lynden@1.2.3.4
Subject: Testing New Mail.
CC:
Date: Fri, 17 Dec 1999 09:04:46 +1200
Status: Normal
From: lynden@1.2.3.4
Reply-to: lynden@1.2.3.4

This is only a test E-Mail to show you.

--------------------------------------
   This EMail Was brought to you by
               WebMail
    A Netwin Web Based EMail Client
     http://netwinsite.com/WebMail/

Raw
Headers
Variable width font
Inline Images
Enable Attach HTML
Scripts, Forms, Applets

From this screen you can goto the previous E-Mail, next E-Mail and Mailing List pages. You can also delete, save to disk, reply, reply-all, and forward this message. The difference from reply and reply-all is that the reply-all will replay to all the To and Cc fields while the reply will only send the reply to the 'Reply-To' or 'From' address of the E-Mail.

You can also change the viewing options of the E-Mail selected. There are 5 options available:

  1. Raw
    This forces the body of the message to be display as it is is stored on the IMAP or POP server.
  2. Headers
    This forces the complete headers of the E-Mail to be display like the following
    Return-Path: lynden@1.2.3.4
    Received: from 1.2.3.4 ([1.2.3.4]) by 1.2.3.4; Fri, 17 Dec 1999 09:04:47 +1200
    Sender: lynden@1.2.3.4
    From: lynden@1.2.3.4
    Reply-to: lynden@1.2.3.4
    To: lynden@1.2.3.4
    Subject: Testing New Mail.
    X-Mailer: WebMail to Mail Gateway v1.4o
    Date: Fri, 17 Dec 1999 09:04:46 +1200
    Message-id: <385945de.ba.41@1.2.3.4>
    X-Rcpt-To: <lynden@1.2.3.4>;
  3. Variable width font
    This will display the body of the message in a variable width font instead of a fixed width font.
  4. Inline Images
    This will tell WebMail to try and display images, and html inline.
  5. Enable Attach HTML, Scripts, Forms and Applets
    When viewing HTML inline, WebMail for security reasons automatically removes out scripts, forms and applets, checking this box will get these to be left on the HTML. This setting unlike the others will not be saved and you need to check this each time you want to see the srcipt, forms and applets

How do send Mail?

Once you have logged in to WebMail correctly, you will be presented with a menubar will be displayed at the top of the screen. On this menubar is the button '' pressing this will cause the following screen to be displayed.

Create new message.

To:
CC:
BCC:
Reply-To:
Attach:
Pick List (and Distribution List)
Clear Address Book
Subject:
Enter your message text here: (press enter at the end of each line)




Content-type:
Add Sig file Attach 2:
Send CC to self for confirmation Attach 3:
Save a copy in copies to self folder

This screen will allow you to enter the E-Mail deatils and then send the E-Mail.

E-Mail Recipients ( To, Cc and Bcc )

There are three ways a person can receive an E-Mail depending on which field you enter their E-Mail address.

  • The 'To' field is who will receive this E-Mail message
  • 'Cc' stands for carbon copy and these E-Mail address receive a copy of this E-Mail, the recipients do see who gets sent a carbin copy.
  • 'Bcc' is Blind Carbon Copy, which is very simular to 'Cc' expect that the recipients do not get told who gets a Blind Carbon Copy.

You can enter an E-Mail, distribution label or an address book nick name. The distribution label and address book nick names are expanded out before they get sent.

ie. If you entered:
        Lynden@1.2.3.4, ralph, work_people
Into any of the three fields were, ralph is an address nick name for 'ralph@1.2.3.4' and work_people is a a distribution label for 'lynden@4.3.2.1,john@4.3.2.1' then the finial field will be:
        Lynden@1.2.3.4, ralph@1.2.3.4, lynden@4.3.2.1,john@4.3.2.1
 
Reply Address ( Reply-To )

This is the address that people will reply any response to this E-Mail message to.

 
Subject ( Subject )

This is the subject line of the message. This is suppose to give an indication about what the E-Mail is about so that the recipients can determine if they wish to read the E-Mail or not.

 
Attachments ( Attach )

You are allowed to attach any file to your E-Mail. Some admins have limited the size of E-Mails that can be sent and you should talk to your admin about this.

 
Clear ( Clear )

This button will clear the last selected 'To, Cc or Bcc' field. Removing all the addresses typed in.

 
Address Book ( Address Book )

This button will popup the quick address book. Allowing you to select people from your address book, to enter directly into the 'To, Cc or Bcc' fields. For more details on the address book and the look of the popup address see Address Book Management.

 
Pick List and
Distribution List (

)

This lists the most commonly user 30 E-Mail address and also the users distribution list. Clicking on an item in this list will copy the address to the selected 'To, Cc or Bcc' field. This allows quick selection of who should receive this E-Mail.

 
Check Spelling ( )

This will take you to the spell checking that is available in WebMail. Allowing you to change misspelt words or add new words to your user dictionary.

 
Save Draft ( )

E-Mails that you plan to use over and over again, or E-Mails that you do not have time to finish you can save. Saving the message as a draft will store the message on the Mail server until you are ready to send it. You need to select a folder to store the draft message in.

 
Sending Options (
Add Sig file
Send CC to self for confirmation
Save a copy in copies to self folder
)

These 3 check boxes you can select and will be remembered from session to session.

  • The first one 'Add Sig' will add your signature to the end of the body of E-Mail.

  • 'Send CC to Self' will also send a copy of the E-Mail to your E-Mail account so that you can see the E-Mail being sent.

  • 'Save to copies to self folder' This will save the E-Mail message to the copies to self folder the admin has setup.

 
Send E-Mail ( )

Once you have finish writting the E-Mail message you can press this button and the message will be sent.


User Options?

Pressing the button '' pressing this will cause the following screen to be displayed.

Configuration Options

Your Name
POP Diskuse 0 / bytes
Default reply address
Auto refresh newmail screen (seconds)
New mail sound file <
Host Username Password(*) New Password IMAP Prefix
1.2.3.4:143 lynden  

* When entering new hosts they are only saved if a password is supplied
To remove an entry delete just the username.

Signature File

New Mail Filtering Rules

If Header Contains Action Dest Folder Dest Address Case


The above screen displays all the user options that you can setup. Allowing you to setup your Real Name, Signature, Multi-Host and Mail Filtering Rules. This screen could vary from one displayed above.

Multi-Hosts (
Host Username Password(*) New Password IMAP Prefix
)

WebMail allows the users to setup multiple IMAP/POP servers by entering the Host, username and passwords.
The IMAP prefix is used only with IMAP servers. This is used to deteremine where abouts the Email is stored on the IMAP server within the users home directory. Consult your computer services deparment about this setting.
The first line in this table is the default setting and normally does not changed at all. This is setup by the administractor of the system.

 
Save Options (

)

This saves the user options.

 
E-Mail Filter (
If Header Contains Action Dest Folder Dest Address Case
)

These are E-Mail filters that only work on E-Mails in your INBOX. When every you check the INBOX every message that has not been filtered before will be check against these filtering rules. Allowing you to more, copy or delete E-Mail to other folders.

 
Rebuild Message Indexes (

)

This rebuilds the POP folders indexes. (normally not required at all).


Folder Management?

Pressing the button '' pressing this will cause the following screen to be displayed.

Manage folders




Return to mail list
Folder Msgs Size (k) Read Draft Deleted Reply
INBOX 4 6829 (6) 4 0 0 0
Trash_Can 588 401254 (401) 112 0 0 0
Sent 84 57322 (57) 16 0 0 0
Drafts 3 390 (0.39) 0 3 0 0

This screen allows you to change and maintain your Mail folders.

You can rename, create and delete folders.

WARNING: When you delete folders it will also delete all the E-Mail within the select folder as well.

The Folder List at the bottom of the screen display every folder and the number of message, total size of all the E-Mails as well as some status on the number of E-Mails that have been read, are drafts, marked for deletion and have been reply to.

Clicking on the folder name in this list will also take you directly to that folder.


Pick List Management?

Pressing the button '' pressing this will cause the following screen to be displayed on the top left of the screen.

Edit Pick List

Add addresses automatically

This is the 30 most commonly used E-Mail address. When the check box name 'Add addresses automatically' is checked then any from address of an E-Mail that is viewed or the To, Cc, and Bcc of any send E-Mail are also added automatically to this pick list.
You can manually change, remove or add new E-Mail address to this list and then press the '' button.
Also when you view any E-Mail their is also a button called '' when press the From address of the E-Mail is added to the pick list.


Distribution List Management?

Pressing the button '' pressing this will cause the following screen to be displayed on the top right of the screen.

Distribution List

Example: Netwin=lynden, support-webimap@netwinsite.com

This is the distribution list, where you can save time in retyping multiple E-Mail address. If you have a group of people that you are continually sending E-Mail to you can setup a label (ie work) where you just have to type this in instead of everyones E-Mail address every single time. You are also allowed to associated address book names in distribution lists.

The above example as setup 'work' to be associated with 'john@1.2.3.4' and lynden. Where 'lynden' whould be in an address book.


Address Book Management?

Pressing the button '' pressing this will cause the following screen to be displayed on the bottom of the screen.

Address Book(s)

Edit Address Book

Use Public address book
You only need to enter the User Name. eg. Lynden, Ralph
Note: Public Address Books are Named 'pub_xxxx'.

Nickname Email Address Full Name
lynden lynden@1.2.3.4 lynden

This screen display the E-Mails in the selected address book, in this case the default address book. If you wish to change the detail of a signle entry, all you need to do is click on the nickname and you will be display the users address book settings.

When viewing an entry or when you add address you will see the following screen:

Address Book (default)

Edit Address Book
Nickname:
Full Name:
EMail Address:
Address:
Nickname Email Address Full Name
lynden lynden@1.2.3.4 lynden
ralph ralph@1.2.3.4 ralph

The above only allows to enter Fullname, EMail address and Address, but the admin could added some fields.

To add an user to the selected address book, all you do is enter the details including the Nickname, which is the name that you will use instead of the E-Mail address. Then press the '' button to add to the address book.

Each nickname must be unique. If the nickname already exists then the new one will replace the old one. Clicking on the nickname on the right will load that users details in to be displayed.

The '' button is also available in the creating an E-Mail screen. This makes the following to come up in a popup window.

Edit Address Book:
Nickname Email Address Full Name
lynden lynden@1.2.3.4 lynden
ralph ralph@1.2.3.4 ralph

Clicking on a nickname in this case will copy the nick name into the selected 'To, Cc or Bcc' field. Allowing you to quickly located and select the nicknames from your address book.