Subscribe to a New Feed

To get started with an RSS feed; click the Workspace button on the main toolbar, then select Root from the tree view. This will display a list of your RSS Feeds.

Click a specific RSS Feed in the Root folder to view the contents of that feed.

Subscribe to a New Feed

This can be accomplished two different ways:

1. Click New Feed from the left tree view, or
2. Click the New icon from the actions toolbar.

Adding a feed requires two pieces of information:

• Name – Enter a friendly name for the feed. Typically, you’ll want to make this a short name so you can easily find it. You can use a backslash character to make the feed appear in a subdirectory, such as in News\Fox News or Technology\Microsoft Updates.

URL – The feed URL must be entered exactly as it is written in the web site you want to track. Some sites do not offer RSS, and those that do usually have a link from their web site to the RSS feed.

Manage RSS Folders

Adding a Folder – A folder can be added a couple different ways. You can click the Plus Sign icon on the Folder toolbar; or move your mouse above a current folder, right-click, and choose New Folder. In both instances a new window will pop-up, allowing you to name your new folder.

Go To Folder – Click on a folder name to see the messages contained in the folder.

Rename a Folder – You can rename a folder by clicking on the folder you would like to rename and then clicking the Pencil icon on the Folder toolbar; or by moving your mouse over the folder that you would like to rename, right-click, and choose Edit. A new window will pop-up showing the current name of the folder, and a blank space will be available for a new folder name.

Delete a Folder – First choose the folder you would like to delete. Then either click the Trash Can icon on the folder toolbar; or right-click and choose Delete. A new window will pop-up asking you to confirm your deletion. At that point you may either continue with the delete, or cancel it.

Custom Reports

The use of custom reports allows a user to accumulate data using very specific parameters. For example, a CEO of an organization may want to group related report items into one report to get an executive report of all their managers. To get started, click the Reports button on the main toolbar, then select Add Custom Report from the Custom Reports folder tree view.

Once you click on add custom report, you will be asked two things:

1. Custom Report Name
2. Default Date Range

Once you complete those two fields, click the Next icon from the actions toolbar.

Report Items

You will see four icons on the actions toolbar in this tab—Save, Add Item, Edit, and Delete.

Save – Clicking this icon will allow you to save your custom report as you go along.

Add Item – This allows you to add what parameters you would like your report to follow.

Report Item – Choose the report you would like to use from the drop down list.

Delete – This icon will let you delete a custom report.

Global Address List

The Global Address List, sometimes referred to as “GAL”, is a dynamic list containing all users on your domain. The Global Address List can be managed by your domain administrator in order to hide users that may not represent real people (like support@example.com, for example).

Contact information for the Global Address List is pulled from individual profiles of users. To update your listing, click on the Settings button, click the Settings control bar in the left pane and choose Account Profile in the My Settings tree.

Note: All information you enter into your profile can be seen by all other members of your domain.

The Global Address List functions in a way almost identically to My Contacts.

Create a New Message

There are several ways to begin composing a new message in SmarterMail. The most common method is to click on New Message in the sidebar. The only field that is absolutely required to send an email is the To address.

Action Buttons

Send – Sends your message out to the recipients.

Save as Draft – Saves the message in its current state to the Drafts folder. If you do not have a Drafts folder, one will be created automatically the first time you choose this option. You will then be able to go back to your Drafts folder and continue composing this email.

Cancel – Cancels the new message and returns you to where you came from. Clicking the Cancel icon will delete the draft you were working even if you have not clicked the Save as Draft icon.

Tabs

Options – Click on this tab to request a read receipt and/or declare what the importance level of this message is—Normal, Low, or High. Normal is the default level chosen.

Attachments – Click on this tab to add attachments to your email. Remember to hit Upload once you have found the file what you want to attach. Please bear in mind that there are limits to the size of attachments imposed by many email systems on the internet today.

Message Envelope Items

To – Enter a recipient’s email address, or click on the “To:” link to select a recipient from your contact list. Separate multiple contacts with a semicolon (;).

Enterprise Edition Only: You can also add members of your Global Address List to an email by clicking on the “To:” link and changing the list source from My Contacts to Global Address List.

Cc – The Cc field should contain recipients that should receive “carbon copies” of the message, but are not the primary intended recipients of the message.

Bcc – Bcc represents people who should receive “blind carbon copies” of the email, addresses that are not the primary intended recipients of the message where but nobody else can see that they received it.

Note: When entering addresses into the “To:”, “Cc:”, and “Bcc:” fields, SmarterMail will auto-complete addresses when possible by referencing your contacts list or the Global Address List (GAL)if applicable.

Subject – Enter the primary subject of the message.

Compose Area

Depending on your browser and your configuration settings, you may see an HTML editor or a text-only editor. Enter the content of your email in the box.

How to Login to SmarterMail

You will need to obtain the link to your SmarterMail server’s web site from your Administrator or Domain Administrator.

To login to SmarterMail, type in your full email address and password on the login screen. If everything matches up, you will be presented with the welcome page and a view of all folders in your mailbox. Alias names cannot be used to log in.

One thing to notice on the Login page is the “Remember Me” checkbox. By checking this box SmarterMail encrypts your login and password, then you can close the browser window and not have to re-log in when you return. This function works as long as you do not “log out” of SmarterMail prior to closing your browser window. If you do log out, you will have to log back in upon your return, regardless of whether the “Remember Me” box was checked or not. You will need cookies enabled on your browser for this feature to work.

If you have issues with your email account, first contact your domain administrator for troubleshooting help. The Domain Administrator is usually the owner of the domain or the person who set up your email account.

Welcome to SmarterMail

The first time you log in to SmarterMail, you will be presented with several options. These options can be modified at any time through the My Settings page once you are logged in, but are required to be set in order to provide you with a better email experience.

Time Zone – Setting your time zone will make it so that all emails show the correct time they came in. SmarterMail automatically adjusts for Daylight Saving time. By default, this should be set to the time zone that your domain administrator has chosen.

My Today Page

The My Today page gives you an overview of your entire account.

Calendar – lists upcoming events on your calendar.

Latest RSS Items – list recent updates to RSS feeds you are subscribed to.

Inbox – lists how many unread messages you have.

Disk Space Limits – lists how much space is available and how much space is being used in your account. Press the “Clear Junk E-Mail Folder” link to remove all items from your Junk e-mail box.

Tasks – lists unfinished tasks.

The My Today page is the default page to load when logging into your account. If you would rather go straight to your Inbox you can change it by clicking on the Settings button on the main toolbar, then selecting Account Settings in the My Settings tree view, and finally choosing the Webmail tab and changing the “Initial Page on Login” setting.

Reading a Message

The Read Message page in SmarterMail allows you to view the contents of an email message and perform various actions on the message. To read a message, click on it from the list of messages in a folder.

At the top right hand corner of the reading pane, there are four icons—Reply, Reply All, Forward, and Print. Each of these icons are actions that can be performed on the message you are currently viewing. To the left of these you will see the header of the email. This contains information about the email message like the sender, subject, and the date the message was sent. Underneath the header you’ll find the body of the message. Each of these sections will be explained below.

Action Buttons

Reply – Opens up the compose page that lets you respond to the sender of this message. In addition, the text of this message will be filled in to the new message as well.

Reply All – Operates similarly to the Reply button, but it also adds any email addresses in the To or CC fields to the response as well.

Forward – Opens up a new window and allows you to forward this message to someone else. The method used to forward the message can be customized by several settings in the Settings page.

Print – Prints the contents of the email without all of the extra navigation controls on the page.

Email Information Header

Date – Time and date the message was sent.

From – Email address from which the message was sent.

To – The email address(es) of the primary recipients of the message.

Cc – The Cc field should contain recipients that should receive “carbon copies” of the message, but are not the primary intended recipients of the message.

Subject – The subject of the message.

Attachments – If any attachments are included in the email, they will show up as links here. Be very careful when opening attachments in emails. Ensure that you know the sender and do not open any attachments you are not expecting.

HTML link – Displays the message in HTML format, which allows for colors and fonts. The default method of viewing messages is HTML, but it can be changed from the Account Settings page.

Text link – Displays the message in plain text, which only allows text content with no special formatting or graphics.

Header link – Displays the header of the message, which indicates the path the email took to get to your email account, along with several other pieces of information.

Raw Content link – Displays the content of the email exactly as the server received it. This is helpful if you cannot view the message in any other display mode.

Folder Auto-Clean

Folder Auto-Clean is a method for limiting how much of your account disk space is used by the Junk E-Mail, Sent Items, and Deleted Items folders. By placing limits on the size of these folders, you can help ensure that your account does not fill up unnecessarily. Messages are deleted from the folders in the order that they were received so that older messages get deleted first.

To check your possible options, click the Settings button on the main toolbar, then select Folder Auto-Clean from the Filtering folders tree view.

Note: Depending on the policies your administrator has established, you may or may not be able to change the settings on this page.

Note: If auto-clean is active on a folder, messages will get deleted from it eventually, so do not keep messages in that folder if you want to keep them.

Options

Use default auto-clean settings – Choosing this option will let you adopt the policy of your email host or domain administrator. If the administrator changes the policy, yours will automatically change with it. You can see the current policy on the Folders tab when this option is active.

Override auto-clean settings for this account – Choose this option to override the settings set by your administrator. Any changes you make will not be affected if the administrator changes their policy, unless they disable user overrides.

Inbox auto-clean – Users can use the auto-clean feature, if permitted by the System Administrator.

Folder Settings

If you are using the default auto-clean settings set up by your administrator, they will appear on this tab. In cases where you are able to override the settings, you have the option of auto-cleaning folders based upon size or date.

These options will be visible if size is chosen:

• Folder size BEFORE auto-clean – Once the folder reaches this size (in megabytes), the auto-clean process is started, and older messages (messages that were received the longest time ago) are cleaned.
• Folder size AFTER auto-clean – This is the goal size for the auto-clean process. It will try to delete older messages until the folder gets to this size. This number should always be lower than the “before” number.
• Enable auto-clean for this folder – If this box is checked, then auto-clean will be active for the specified folder.

These options will be visible if date is chosen:

• Mail Age – Enter the maximum number of days mail will stay in the current folder. Once a message reaches that age, it will be deleted.
• Enable auto-clean for this folder – If this box is checked, then auto-clean will be active for the specified folder.

Deleting Messages

SmarterMail has two different methods for deleting messages. First, you can delete a message while viewing it by clicking on the Delete icon from the actions toolbar. Second, you can delete multiple messages at once by checking them in the message list page and clicking the Delete icon from the actions toolbar.

The action SmarterMail takes when you delete a message depends on the option you choose in Settings page. Below are the options available for the option “When messages are deleted.”

• Move to Deleted Items folder – (default) – When items are deleted they are moved to a folder called Deleted Items. If the deleted items folder does not exist, it will be created automatically the first time you delete a message.
• Auto-Purge folder – When using IMAP or webmail and messages are deleted from a folder, they are only marked as deleted. Messages are not physically removed from the folder until they are purged. This option will automatically purge the folder after deleting the message. NOTE: When deleted messages are purged, the action is final. You will not be able to retrieve these messages later.
• Mark as deleted – When the message is deleted with this option, the message remains in the current folder, but will be crossed out and marked as deleted. If the folder is then purged, all items marked for deletion will be removed.
• Mark as deleted and hide – With this option, any message that has been marked as deleted will be hidden from view in webmail. This will allow you to keep deleted messages without seeing them every time you log into your mailbox. Note: It is important to keep an eye on your email account disk usage when using this option, as your mailbox may be more full than you realize.

Note: The action taken for deleted items will ONLY be taken when deleting items through web mail. Deleting an item from Outlook Express or another email client will NOT use the setting that you choose.

Note to POP3 users: When your email client connects to SmarterMail via POP3, any emails that are marked as deleted are automatically purged. To prevent this from happening, use the “Move to Deleted Items folder” option to avoid accidentally purging deleted items.

Effects of Folder Auto-Clean

Your system administrator may have established auto-clean policies that may delete older junk e-mail, deleted items, and/or sent items when these folders get too large. However, they may have left the option available for you to override auto-clean settings. In order to see what folders are currently set to auto-clean and to change these settings (when possible), refer to the topic Folder Auto-Clean.