Personal Settings

Click on Options in the Web Mail menu list to change the email module to meet your personal needs. You can set up the email editor, your personal signature or even your own mailing list in the hierarchical menus that appear.

Changing the Presets

You can configure the general settings for the Web Mailer under the first menu option.

Layout

Set the layout to define the font, font size and font color you want to use. Once you have chosen a specific layout, confirm your selection by clicking the "Accept" button.

Page Size

If you receive a lot of emails, it can make it easier to keep track of them by displaying them on separate pages. You can use this field to determine whether all of your emails are always displayed at once, or if the display should be limited to a certain number of them at once. Limiting the number displayed may make sense especially if you are accessing your emails over a slow internet connection, because a limit would mean a smaller amount of data per query.

Deleting Emails immediately

Whenever users delete their emails right after reading them, they are first moved to the trash folder, where they can still be accessed if needed. If you want, you can change this behavior and have the emails deleted immediately by setting the option "Delete emails immediately" to Yes.

Standard Email Address

The administrator can assign access to multiple email accounts to any user. This option allows you to determine which of these multiple accounts you want to be your default account for sending emails.

Reply Address (Reply-To)

When you send an email, you often also receive replies to it. Normally these are sent to the sender address. If you would like the replies to go to another address, you can enter this in the Reply-To address line.

Quotation Reply

If you set this option to Yes, the original text of the email you are replying to is copied and marked as a quotation in the reply email. This option allows you to reply to the individual lines of the message you received.

Forwarding

It is easy to forward emails you receive to other users. Here, the original text you received is copied into the new message to be forwarded. There are two different ways to copy this forwarded text. The original message can be copied as text in the message or attached to the new email. This configuration option lets you decide which of these options you wish to choose.

Save after Sending

If you want to keep a copy of the emails you send in the Sent mail folder, set this option to Yes.

Inline HTML

In principle, it is possible to send messages in HTML format alongside purely text-based emails. For the received HTML version of the text to be displayed in as it was written, set the Inline HTML option to Yes.

Attaching a vCard

If you want each email you send to include your vCard as an automatic attachment, set this option to Yes.

Email Header

When viewing an individual email, you can add additional header fields. Simply enter the title of additional headers to be displayed into the text field. If you want to show more than one header, separate each with a semicolon.

Color-coding Quoted Text

Activate this option to mark the message quoted in a reply in color. This can help to simplify everyday correspondence considerably.

Graphic Emoticons

When you activate this option, the most commonly used emoticons are converted to graphic images in the email display. This makes it easier to interpret emoticons in everyday work. You have to activate this option before the emoticons are converted.

Automatic Text Wrap around

The Web Mail client automatically adds line breaks after a certain number of typed characters when you write messages. This is necessary for the spell checker to work correctly. You can manually adjust this option to set the number of characters that are typed before a line break is added.

Return receipt

You have to activate this option if you want to be notified that you have received an email with a request for a return receipt. As soon as you open an email requesting a return receipt, a popup window opens to allow you to return this receipt automatically.

Preview

Activate this option if you want to view an automatic preview of the active email in the lower frame. This is typically part of the common default settings.

Selecting default Folders

In the personal settings menu, click on Folder to select the folders where your sent and deleted emails are stored. The default folder for sent messages is the folder Inbox.sent; for deleted messages and folders it is the folder Inbox.trash. If you change these folders, click the Save button to confirm the changes. You can also subscribe to individual email folders here. It is, of course, also possible to create, rename or delete individual folders, too.

Deleting Folders

To delete an existing email folder, proceed as follows: First, choose the folder you want to delete from the list Here you can create / rename / delete folders Finally, click on the button Delete. Please note that is normally unwise to delete any of the default folders: Spam, Trash, Sent, Inbox and Draft.

Renaming Folders

You can rename an existing email folder in the same way as you would delete it. First select the folder you want to edit from the list field. Enter the new name of the folder in the text field next to the drop-down list. Click on the Rename button to accept the name you have entered for the selected folder.

Creating Folders

The Web Mail front-end of course also lets you create new additional email folders. Additional email folders can be useful to you, especially if you use complex filtering options to sort individual emails automatically into different suitable subfolders. To create a new folder, first select the higher-level folder where you want the new folder to be created. Do this with the drop-down folder list. Then enter the name of the folder you want to create in the text field and click on the Create button.

Exporting Folders

The Web Mail client allows you to export whole email folders to the mBox format. Select the desired folder from the list field Export folder and click the Export button. Now you can use the file manager that opens to determine where the export file should be saved on your system. Please note that exporting whole folders can take some time. This is particularly true for large extensive folders with many emails or messages with very large attachments. The export folders function allows you to import folders from the Web Mail client to other email client programs that support the mBox format.

Administering Signatures

You can use signatures to sign your emails automatically. The Web Mail client option Options | Signatures allows you to create, delete and administer your signatures.

To create a new signature, you first have to enter a name for it in the field Name. Afterwards, you can select the signature saved under this name. Enter the actual text of the signature under Description. Normally, the signature contains a closing and your name, but quotes and slogans are also added as signatures to emails. Once you are satisfied with your signature, click on the Save button to save the signature.

If you want to edit an existing signature, choose the signature you want to edit from the drop-down list of signatures in the above field. The description and the text of the selected signature then appear in the lower fields. This is where you edit the signature. Once you are finished, click on the Save button to save your changes. If you want to delete an existing signature, choose the appropriate signature from the drop-down list of signatures in the field above. Once the name and text of the signature appear, click on the Delete button to delete the signature.

To select the signature you want to use as the default signature for all your emails, choose the desired signature from the list above. The signature becomes the default when you click on the button Save. If you want to turn off the automatic signature, select the list entry -DO NOT INSERT A SIGNATURE-.

Synchronizing or Replicating with Outlook and Palm

You can synchronize or replicate important information saved in the groupware section of the Open-Xchange Server (calendar dates, contacts, tasks) with Microsoft Outlook or the Palm client. This involves data mapping to take the different concepts – especially the different permission systems – sensibly into account. The procedure allows you to work with the data offline using the Microsoft Outlook or Palm clients after synchronizing or replicating the Open-Xchange Server data. You can create, edit data both on the Open-Xchange Server and on the Outlook or Palm client depending on your permissions. Since nearly all handheld devices on the market can be synchronized with Microsoft Outlook, the Open-Xchange Server data are accessible to these devices as well. For more information on synchronization and replication, consult the Open-Xchange Maintenance Web. There you will find both the client software for the replication along with the related manuals.