How to Navigate the Web Mail Module

The Web Mail module itself has an easily understood structure. Notice at first that the window is arranged in three frames with different functions.

Figure 12.2. Overview of the Web Mail Client

Overview of the Web Mail Client

The Web Mail Menu Bar

The left side of the Web Mail client has two frames. The upper frame contains a small menu to allow you to access the different functions of the Web Mail interface directly.

Figure 12.3. The Menu Bar of the Web Mail Client

The Menu Bar of the Web Mail Client

New Message -Use this link to open a window where you can create a new email. This automatically opens a new window. For more information on composing an email, see the section on writing email messages.

Retrieve - Use this link to open the folder with the emails you have received. This is the default window that is automatically displayed whenever you open the Web Mail client.

Options - Use this link to get to the configuration menu where you can personalize your settings for the Web Mail client. The configuration menu is automatically opened in a new window. For more information on personalizing your Web Mail settings, see the section on personal settings.

Search - Use this icon to access the global search function that enables you to search multiple folders and offers a variety of search criteria.

Close - Use this link to logout of the Web Mail client (but not out of the whole program).

Web Mail Directory Overview

The left frame in the Web Mail client has two sections. The lower section provides a hierarchical overview of the email directory. You can directly click on the following contents and folders as the default choices:

Figure 12.4. Email Directory Folder for your Account

Email Directory Folder for your Account

<Account Name> The top entry in this frame shows the name of the account you used to login to the system at present. This corresponds to the email address where you receive emails in the Open-Xchange Server. In the illustration above, this would be the account name mustername@mustercompany.com. All the other directory entries you see here are stored under this account name.

Inbox - You can think of the "Inbox" folder as the mailbox for your email account. It contains all the emails that have come to your account. After the name of the folder, the display shows two different numbers, for instance (14/0). The first number is the number of emails located inside this particular folder. In this example, you currently have 14 messages in your inbox. The second number is the number of emails you have not yet read or opened in this folder. In the example, you have no new emails in your inbox. By clicking on this folder with your mouse, you will see the contents of the inbox in the upper-right frame of this module's window.

Drafts -The Drafts folder holds a collection of templates to help you create emails more easily. You can move or copy all the emails you may want to use as templates for everyday messages to this folder. After the name of the folder, the display shows two different numbers, for instance (10/0). The first number is the number of email templates currently saved inside this particular folder. In this example, you currently have 10 messages in your drafts folder. The second number is the number of emails you have not yet read or opened in this folder. In the example, you have no unread emails in your drafts folder. By clicking on this folder with your mouse, you will see the contents of the drafts folder in the upper-right frame of this module's window.

Sent -The Sent folder contains all the emails you have sent through your account. After the name of the folder, the display shows two different numbers, for instance (14/0). The first number is the number of emails currently located inside this particular folder. It is the number of messages you have sent so far. In this example, you currently have 14 messages in your sent folder. By clicking on this folder with your mouse, you will see the contents of the sent folder in the upper-right frame of this module's window.

Spam -The Spam email folder contains all the messages you have received through your account, but which the email filter has identified as spam, blocked and automatically routed to this folder. After the name of the folder, the display shows two different numbers, for instance (14/0). The first number is the number of emails currently located inside this particular folder. It is the number of messages that have been identified as Spam so far. In this example, you currently have 14 messages in your spam folder. The second number is the number of emails you have not yet read or opened in this folder. By clicking on this folder with your mouse, you will see the contents of the spam folder in the upper-right frame of this module's window.

How is Spam detected?

Use your personal configuration settings of the intranet portal to determine which emails are identified as Spam. Here you can also determine whether or not messages identified as "spam" are move to this folder.

Trash -The Trash folder is the trashcan for your Web Mail client. All the emails you have deleted from your other folders are automatically placed here. If you delete messages from this folder, they will be permanently erased. After the name of the folder, the display shows two different numbers, for instance (14/0). The first number is the number of emails currently located inside this particular folder. In this example, you currently have 14 messages in your trash folder. The second number is the number of emails you have not yet read or opened in this folder.

Other folders -Other, additional folders are sometimes displayed in the overview. These are folders you can create for yourself, perhaps so you can save your own private emails there. To create additional folders, go to your personal configuration settings for the intranet portal.

Overview of a Mail Directory

Figure 12.5. Contents of the Active Email Folder

Contents of the Active Email Folder

This frame displays a table of all the email messages presently located inside the email folder you have selected to view. You can find out how to view different email folders in the section Web Mail directory overview. All the emails you have received are displayed here when you open the Web Mail client. The page title on the gray background shows you which folder you are currently viewing. Inside the window list of the e-mail messages, you can scroll in order to find a desired e-mail message. If a folder contains more e-mail messages than can be displayed at one time, then you can use the list field displayed at the top border of the image to reach the additional e-mail messages. The display is divided into pages, where certain, set number of messages are displayed in the overview.

Searching for Emails

You can also use the title bar for a quick search for emails within the folder. Select a search field from drop-down list to the left to choose a criterion for the search. Enter the actual search term in the text field to the right of the drop-down list. You can select from among the following search criteria:

From

If you select this criterion, the Web Mail client will search for all emails in the active folder that come from the sender you enter as a search term. You can simply enter a desired email address as the search term.

To

If you select this criterion, the Web Mail client will search for all emails in the active folder that were sent to the recipient you enter as a search term. You can simply enter a desired email address as the search term.

CC

CC stands for "carbon copy", which is a copy of the email you not only sent as a message to the intended recipient but also as information to another person. If you select this criterion, the Web Mail client will search for all emails in the active folder that were sent as a copy to the person you enter as a search term. You can simply enter a desired email address as the search term.

Subject

If you select this criterion, the Web Mail client will search for all emails in the active folder that contain certain content in the Subject line. You can simply enter the content of the Subject line you wan to find.

Mail text

If you select this criterion, the Web Mail client will search for all emails in the active folder that contain certain content in the body of the email. You can simply enter the words you want to find in the contents of an email.