Composing new E-Mails

In order to write a new E-Mail, click on the E-Mail icon underneath the New panel entry. This opens a window where you can write your new E-Mail.

In the v split and list view you can also open the New E-Mail window by double-clicking on the empty field below the E-Mail list.

From

In order to display the From drop-down list, activate the "From"-Field checkbox in the View panel section.

In the Von drop-down list select the address to be used as sender address. When having set up additional E-Mail accounts they will be offered in the drop-down list. Information on how to set up additional E-Mail accounts can be found in the section called “Additional E-Mail accounts”.

To

Enter the E-Mail address of the recipient into the To input field. If the message should be sent to several recipients, enter the E-Mail addresses into the field separated by commas. Recipients in the To line can see which other recipients were entered in the To and CC fields. The recipients entered under To cannot, however, see any recipients who are entered into the BCC field. If you enter two or more characters of an E-Mail address you will get a list with E-Mail addresses that contain those characters. The list is sorted after the frequency an E-Mail address is used by you. Internal users are listed first though. Select the wanted recipient by left-clicking on it or by selecting it with the arrow keys. It only works though if the respective option is activated. Please refer to Enable auto completion of E-Mail addresses?. You can search for specific recipients by clicking on the To button. This opens a dialog box with a Search field. Enter the name of the recipient or the initial letters and start the search via Go. The field underneath shows a listing of the search results. Select the desired recipient with a left click and then click on Add To. With OK you accept the selection and close the window.

If the Search all contact folders control field is activated, addresses are searched for in all contact folders. To search in a specific contact folder deactivate the control field. Then click on the Contact folders button. Select a contact folder.

If you compose an E-Mail with a sender address that is not saved in the contacts folders this address will automatically be saved in the Collected addresses folder. You can deactivate this function in the E-Mail settings, please refer to Automatically save E-Mail addresses in the Collected addresses folder?.

Figure 2.3. Adding E-Mail recipients

Adding E-Mail recipients

CC

To display the Cc field, activate the checkbox "Cc" field in the panel section View.

If you want to send a copy of the E-Mail to another recipient as an FYI, enter the relevant E-Mail address into the CC field. CC stands for carbon copy. If you want to enter multiple E-Mail addresses, you have to separate them by commas. Recipients entered in the CC line can see the addresses of the other recipients. Only recipients entered under BCC cannot be seen by recipients who are entered into the CC field. You can search for E-Mail addresses by clicking on the CC button. This opens a dialog box with a Search field. Enter the name of the user who is supposed to receive a copy of the E-Mail or the initial letters and start the search via Go. The field underneath shows a listing of the search results. Select the desired recipient with a left click and then click on Add To. With OK you accept the selection and close the window.

BCC

To display the Bcc field, activate the checkbox "Bcc" field in the panel section View.

E-Mail addresses entered in the BCC field are hidden from the other recipients. This is a so-called Blind Carbon Copy. In this field you can enter the E-Mail addresses of people to whom you want to send a copy of the current E-Mail for information. If you want to enter multiple E-Mail addresses, you have to separate them by commas. Recipients entered into the BCC line are not visible to the recipients in the To and CC fields. You can search for E-Mail addresses by clicking on the BCC button. This opens a dialog box with a Search field. Enter the name of the user who is supposed to receive a Blind Carbon Copy of the E-Mail or the initial letters and start the search via Go. The field underneath shows a listing of the search results. Select the desired recipient with a left click and then click on Add To. With OK you accept the selection and close the window.

E-Mail attachments

Via the Attachment panel section you can add attachments to your E-Mail. In order to insert an attachment click on the Add function. This opens a dialog box where you can select a file from your folder structure via the Browse button. The file to be attached are added to the list with Add. Once you have made your choice, confirm and save it with OK. If you want to cancel the selection and close the window, click on Cancel.

Priority

To display the checkbox Priority activate the Options field in the panel section View.

Via the Priority select list you can assign a priority to the message. This is shown to the recipient. Thus, the recipient knows how important the message is or how urgently a response is expected. There are three priority levels: Low, Normal, High. E-Mail with Low or High priority are displayed with a black or red exclamation mark respectively.

E-Mail delivery receipt

To display the checkbox Receipt notification activate the Options field in the panel section View.

If you want to receive a delivery receipt from the recipient, activate the Delivery receipt check box. Then, the recipient is asked upon opening the E-Mail whether a delivery receipt should be sent. If the recipient does not refuse, you as the sender will receive a confirmation that your E-Mail has reached the recipient.

E-Mail draft

The panel function Save draft allows you to save an E-Mail for later editing. cThe E-Mail is moved into the Custom Drafts folder. If you want to edit it later, open the Custom Drafts folder, select the desired E-Mail and click on the Edit draft panel function. After you switch to the drafts folder, this function is available in the E-Mail panel section.

Auto-save E-Mail draft

While composing an E-Mail the text is automatically saved in the drafts folder in regular intervals. As soon as the E-Mail was sent the automatically saved draft will be deleted. This is to prevent loss of data. If the browser crashes while composing an E-Mail the last saved draft remains on the system.

You can activate or deactivate this function and define the intervals for the auto-save function. Information can be found in Auto-save E-Mail draft?.

HTML-Editor for E-Mail messages

You can format your text using the tool bar underneath the subject. The tool bar will only be visible if the option for formatting E-Mails as HTML is activated in the E-Mail options. Please refer to Format message as. Several icons and list boxes are available to you then.

Delete text

To delete your entered text and create a new one click on the sheet symbol New document. Your entries will be reset and you can newly create the E-Mail.

Font

This drop-down list lets you manually set the font within an E-Mail.

Size

You can define the font size of a text section using the drop-down list in the editor. You can choose from font sizes ranging from 1 to 7 for the preinstalled fonts. 1 is the smallest and 7 is the largest font size.

Formatting

Bold You can use this button to mark individual text sections in your E-Mail in bold.

Italics You can use this button to mark individual text sections in your E-Mail in italics.

Underline You can use this button to underline individual text sections in your E-Mail.

Crossed out You can use this button to cross out individual text sections in your E-Mail.

Align Left You can use this button to align individual text sections against the left margin.

Center You can use this button to center individual text sections.

Align Right You can use this button to align individual text sections against the right margin.

Justify Full You can use this button to justify individual text sections.

Select text color You can use this button to change the color of the font in sections of text. First mark the section of text you want in a different color and then press this button. Then choose one of the colors offered by the color chart that opens up. The hexadecimal number is a typical six-figure hexadecimal number. By manually editing the source text, you can choose from an even wider range of text colors.

sELECT Background color You can use this button to change the background color for sections of text. First mark the section of text you want in a different color and then press this button. Then choose one of the colors offered by the color chart that opens up. The hexadecimal number is a typical six-figure hexadecimal number. By manually editing the source text, you can choose from an even wider range of background colors.

Cut With this icon you can cut previously marked text and copy it to the clipboard.

Copy With this icon you can copy previously marked text.

Paste With this icon you can paste text from the clipboard.

Unordered List You can use this button to include text sections into a bulleted list.

Ordered List You can use this button to include text sections into a numbered list.

Indent/Outdent Unfortunately, you cannot use the tab key when writing an E-Mail in HTML mode. As an alternative, you can use the buttons Indent and Outdent to achieve the effect. The former is nearly the same as pressing the Tab key. The latter deletes or decreases the indentation previously added to the E-Mail.

Redo/Undo These two arrows allow you to undo or redo your changes.

Insert/edit image You can insert pictures into your text with this button. Clicking on it opens a dialog box where you can enter a link to an image or browse to a picture on your local hard drive. If you confirm your selection with Insert, the image is pasted in the text.

Insert/edit link To add working Internet or E-Mail addresses to your text, use the Insert/edit link icon. Clicking on the icon opens a small window where you can enter the new address. Click on the Insert button for the link to be inserted into your E-Mail. With the icon Unlink you can remove the link.

Insert horizontal ruler By selecting this icon you paste a horizontal line into your text field.

Insert special character Clicking on this icon opens a select window offering several special characters. You insert one of these characters by clicking on it with the left mouse button. The character is pasted into your text field at the location of your cursor.

Copying web site contents

You can copy a web pages's content to an E-Mail. To do so select the complete web page content by using the <ctrl>+<a> key combination. Copy the content to the clipboard by using the <ctrl>+<c> key combination. In the E-Mail window paste the text by using the <ctrl>+<v> key combination.

Note: On Mac systems use the <cmd> key instead of <ctrl>.

Note: Depending on the web page's structure some formattings might not be kept.

Sending E-Mail messages

To send the E-Mail message click on the icon in the Send panel section.

Note: If there is no subject text a warning is displayed. To send the E-Mail with a subject enter the subject text and click OK. If you do not enter a text, the E-Mail is sent with the subject "(No subject)". To abort the action click on Cancel.