Manage Folders

Utilizing folders in SmarterMail is the general method of storing messages that are both sent and received, either from within the web interface or, if you set it up properly, from your email client. Several folders have specific purposes, and you can also add other folders to store specific categories of mail. Common folders include Inbox, Drafts, Sent Items, Deleted Items, and Junk E-Mail. Some folders will be automatically created when you perform certain actions, such as the Sent Items folder after sending the first new message from a new email account. For more information about the specific purposes of the folders, see below.

To add or edit your email folders simply click on the Email icon on the main toolbar.

My 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. Renaming folders is unavailable on folders that have specific purposes, like Inbox or Deleted Items.

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. Deleting folders is unavailable on folders that have specific purposes, like Inbox or Deleted Items.

Entering a Folder Name

Folder Name – Enter the name of the new folder. Using a backslash character ‘\’ when naming a new folder(e.g. Family\mom) will create a sub-folder, which can be useful if you wish to sub-categorize your email. Only lower ASCII characters are supported in the folder name due to limitations with certain protocols.

Note: In order for the folders you create to become available from within your email client (e.g. Microsoft Outlook) you will need to create a mail account with IMAP set as your incoming mail server type. If you use POP mail, you only have access to your mail account Inbox, not any folders that are created for storing mail. IMAP accounts are different than POP because they are directly connected to the server from the time you open an interface until the time the connection is closed. For this reason, deleted messages are crossed out until they are “purged” from the folder. This is different from a POP account where when the messages are deleted, they are gone from the folder or erased.

Special Folders

Drafts – When you are composing a message, you have the option to “Save as Draft”, which is located on the top of the New Message pop up screen. Choosing this option will save the email in this folder, but after a certain amount of time (which can be set by the user), it will automatically save to the Drafts folder. Later, you can click on the email in the drafts folder to edit or send it.

Deleted Items – You can set up your account to save deleted items in this folder from Settings. If you choose this option, ensure that you frequently clean out the messages in the folder to keep your disk space usage to a minimum.

Inbox – Incoming mail will usually come to this folder unless you have specific content filters that redirect the email to another folder. Users that connect to their email via POP3 will only be able to download messages from this folder.

Junk E-Mail – Email that is likely to be spam may get sent to this folder, depending on your spam filters. You should review this folder regularly to ensure that no valid email is contained in it, and “Unmark as spam” any message that gets put here when it should not.

Sent Items – Any emails you send from the webmail will get placed in this folder if you have enabled the option in Settings. Note that email sent from an email client, like Outlook Express, will not get saved in this folder.

Create a New Contact

There are two methods of adding a new contact:

1. Click the Collaborate button on the main toolbar, then click the Contacts control bar, and finally click New Contact from the left tree view; or
2. Click the Collaborate button on the main toolbar, then click the Contacts control bar, then click All Contacts from the My Contacts tree view, and finally click the New icon from the actions toolbar.

For ease of use, the contact page is separated into tabs that group related information. This information is outlined below.

Personal Info

• Display Name
• Title (Mr./Mrs./etc.)
• First Name
• Middle Name
• Last Name
• Suffix
• Email Address
• Instant Messenger
• Home Page
• Date of Birth
• Additional Info

Contact Info

• Phone Numbers
• Fax Numbers
• Address Information

Company Info

• Company Name
• Job Title
• Department
• Office
• Address Information
• Website

Categories

• Select which category or categories you would like to add this contact to
• To add a category simply click the Master Categories button and add comma(,) separated categories to the list

Importing Contacts

SmarterMail supports importing contacts from two different types of files: vCards (VCF) and comma-separated text files (CSV). SmarterMail also supports importing from a .zip file containing any combination of these files.

Importing vCard or zipped vCard files

1. Click All Contacts from the My Contacts tree view.
2. Move your mouse over the Import/Export icon from the actions toolbar and choose Import Contacts.
3. Link to the file you wish to upload and click on OK.
4. If any conflicts occur, you will be asked to resolve them by performing one of the actions below:
   • Add as a New Contact – As it states, this option adds a completely new contact record with the information in the vCard.
   • Replace Existing Contact – Replaces the contact in the box with the new one being uploaded. To examine the properties of the close match contacts, hover your mouse over the magnifying glass icon in the list at the bottom of the page.
   • Skip this Contact – Jumps over this contact and does not perform an action.
5. Once all conflicts are resolved, the process is complete.

Importing CSV or zipped CSV files

1. Click All Contacts from the My Contacts tree view.
2. Move your mouse over the Import/Export icon from the actions toolbar and choose Import Contacts.
3. Link to the file you wish to upload and click on OK.
4. Map the contact fields from your CSV to SmarterMail fields by choosing them from the dropdown boxes.
5. If any conflicts occur, you will be asked to resolve them by performing one of the actions below:
   • Add as a New Contact – As it states, this option adds a completely new contact record with the information in the vCard.
   • Replace Existing Contact – Replaces the contact in the box with the new one being uploaded. To examine the properties of the close match contacts, hover your mouse over the magnifying glass icon in the list at the bottom of the page.
   • Skip this Contact – Jumps over this contact and does not perform an action.
6. Once all conflicts are resolved, the process is complete.

Exporting Contacts

Contacts can be exported in an easy fashion in SmarterMail. When viewing a contact list like All Contacts or the Global Address List (Enterprise Only), move your mouse over the Import/Export button. Choose one of the options from the drop down list—export all contacts or just the selected ones.

Contacts are downloaded as a zip file containing vCard files. These files can be imported into Outlook or back into another SmarterMail account using Import Contacts.

To import contacts into Outlook, just drag one or more vCard files into your contact list in Outlook and confirm each one by clicking on Save and Close for each one.

Recurring events

SmarterMail’s calendaring allows you to add events that recur over time. Recurring events can include:

• Personal Occasions (Birthdays, Anniversaries)
• Holidays
• Regular Meetings/Business Appointments
• Important Reminders (Seasonal Appointments)
• Much More

When adding an appointment, it can be converted to a recurring event by clicking on the Recurrence Information tab. Use the options on the tab to schedule how often an event recurs. Recurrence is very flexible, and can be as simple or as complex as you want. Examples include:

• A birthday that occurs every 7th of August.
• A meeting that happens the second Monday of every month.
• An appointment that occurs every 4 days for up to 3 weeks.

Create a New Appointment

There are two methods of adding a new appointment to a calendar:

1. Click the Collaborate button on the main toolbar, then click the Calendar control bar in the left pane, and finally click New Appointment from the left tree view; or
2. Click the Collaborate button on the main toolbar, then click the Calendar control bar, then select the calendar you want to view (Daily, Weekly, or Monthly), and finally click the Add Appointment icon from the actions toolbar.

For information about inviting attendees, please refer to the help topic Inviting Attendees.

Appointment

The Appointment tab records the common information about the appointment. The available settings are explained below.

• Subject – This is the short description of the appointment, and is what will appear on calendar pages and reminders.
• Attendees – Enter the email addresses of the people who you want to have attend this event. You can click on the attendees link to pop up a window that lets you quickly add members of your contact list or Global Address List. You can also check your attendees’ availability by clicking on the Availability link to the right of the box. (Enterprise Edition Only). Once you save your appointment, the attendees will receive an email invitation to the event. If they accept, you will receive a notification back. Additionally, if they accept from within SmarterMail, the event will get added to their calendar as an appointment.
• Location – The physical location of the appointment. This field is optional.
• Start Date and Time – Enter the start date of the event. If the event will go all day, check the “All Day Event” box. You may click the calendar and/or the clock to the right of the box to help with this.
• End Date and Time – If the appointment does not have a scheduled end time, you may leave the end time blank.
• Reminder – This will allow you to choose if you want to be notified with an email, and at what time before the event starts. For more information about reminders, please see the help topic Reminders.
• Email Notification – Enter the email address that you would like notified of this appointment.

Note: Appointments will span multiple days and times if needed.

Recurrence Information

A recurring appointment is one that will happen again at some future date, and usually follows a pattern. A good example of a recurring event is a birthday. For more information about this, please refer to the help topic Recurring Events.

Description

Enter the full description of the appointment, if needed.

Categories

You may select which category the event should belong to or uncheck them all to specify an event with no category. To add a new category click on the Master Categories button to bring up the categories popup You may add categories by either using a comma(,) to separate them or putting one category per line.

Reminders

Reminders may be added to appointments in calendaring by setting the reminder drop-down box to a value other than None in the Appointments tab when making a New Appointment. When a reminder is activated, a popup window will appear that reminds you of the event. At the bottom of the popup window you have the following options—Snooze, Dismiss All, Dismiss, and Close the Window.

You can also choose to activate an email reminder to send an email when the reminder activates. This can be your own email address, or can optionally be an alternate email address, like a cell phone SMS or pager email address.

Create a New Task

To add a task to your task list, either click on New Task in the tree view on the left hand side, or click the New icon on the actions toolbar

If you wish to add a task to a shared task list (Enterprise Edition Only), you must be viewing the list, then use the New icon from within the page.

Details

• Subject – This is the short description of the task, and is what will appear on task pages and reminders.
• Date and Time – Enter the start date and time of the task, as well as the due date of the task. You may leave the due date or time blank to indicate that there is no due date.
• Reminder – If you wish to have a reminder appear in SmarterMail, choose the amount of time beforehand that you want it to show.
• Priority – Higher priority tasks are more important. In My Tasks, you can sort by priority.
• Status – Choose the status of the task. This will show up in My Tasks so that you can easily track the status of your items.
• % Complete – This indicates the percentage that the task is completed.

Description

Enter the full description of the task, if needed.

Categories

You may assign one or more categories to each note to make for easier searching.

• To add a new category, click the Master Categories icon from the actions toolbar. Then list the categories you would like to add, one per line.

Create a New Note

To create a new note, either click on New Note in the tree view on the left hand side, or click the New icon on the actions toolbar.

• Color – Choose a color to make this note. You may wish to assign colors based on urgency or however you wish to color code.
• Note – The actual body of the note.
• Categories – You may assign one or more categories to each note to make for easier searching.
  • To add a new category, click the Master Categories icon from the actions toolbar. Then list the categories you would like to add, one per line.

Account Settings

The options in the Account Settings page allow end users to customize the way SmarterMail works for them. No changes are saved until you click on the Save icon in the upper left hand corner of the Action Bar. The options are each explained below, separated by the tab on which they reside.

To get started, click the Settings button on the main toolbar, and then select Account Settings under the My Settings tree view.

User

Username – Your email address as it should be entered in email clients to get your email

Display Name – Your full name will be included in the From field of emails

Reply-to Email Address – If you wish to have replies to your emails sent to a different email address, enter it here.

Time Zone – Choose the time zone that you wish to use in SmarterMail. Daylight Saving Time is automatically managed by SmarterMail. Your selection of the zone will impact how SmarterMail sends calendar items to others and how they are received by you.

Disable Greylisting – Check this box if you wish to disable greylisting spam filtering for your mailbox. Greylisting is an effective anti-spam method but does have possible disadvantages.

• What is Greylisting and how does it work?
  Greylisting is a new tool in the fight against spam. What it does is temporarily block incoming mail from a sender. It blocks the mail from the sender’s mail server with a message saying try again later. The sending server will then retry sending the mail a few minutes later.

Greylisting is effective because spammers will not usually bother to attempt a second delivery, but legitimate e-mail servers will.

• Why use Greylisting?
  Greylisting is a very effective method of spam blocking that comes at a minimal price in terms of performance. Most of the actual processing that needs to be done for Greylisting takes place on the sender’s server. It has been shown to block upwards of 95% of incoming spam simply because so many spammers don’t use a standard mail server which will do automatic retries.

Webmail

Initial Page on Login – Choose which page you would like to see upon first logging in.

• My Today Page – Gives you a nice overview of current items in your mailbox, RSS feeds, Calendar Items, etc.
• My Inbox – Takes you directly to your Inbox

Display Format – While you can choose to view a message in plain text or HTML while reading it, this option will allow you to choose the default viewing method.

• HTML – This option will display HTML content, if present in the email. This content can include stylistic elements, like fonts or colors, as well as hyperlinks and other formatting elements.
• Plain Text – This option will only display text. While it is less interesting (no fonts, images, etc), it is also much more secure and is faster to view than HTML.

Sort messages by – When viewing the messages in a folder, they will be sorted according to the option chosen in this drop down. Your options are—To, From, Subject, Size, or Date. By default, messages are sorted by date in descending order.

Auto Refresh Rate – The amount of time chosen in this box will determine the frequency that your page will refresh automatically. If “Never” is chosen, you will be required to click the Refresh icon in the upper right hand corner of the actions toolbar to determine if any new mail has arrived.

Items per Page – When viewing the messages in a folder, this option lets you customize how many emails will appear per page throughout SmarterMail.

Upcoming Appointments – This allows you to set the number of days you would like displayed when you select Upcoming Appointment in the My Calendar tree view and on My Today Page.

Delete Action – Choose what happens to messages when they are deleted. The options are outlined below. For more information about deleted items, refer to the help topic Deleting Messages.

• Move to Deleted Items folder – Deleted items will appear in the deleted items folder, which will need to regularly be emptied manually.
• Auto-Purge Folder – Remove the message and get rid of any other email messages that are marked for deletion.
• Mark as deleted – Does not actually delete the message. Flags the message for deletion, and it will not get removed until the folder is purged.
• Mark as deleted and hide – Does the same thing as “Mark as deleted” above. Be careful to monitor your disk space usage when using this option, as it may fill up with what appears to be a small number of messages.

Preview Pane – This allows you to choose where you would like the preview pane displayed—Right side or Bottom. You can also choose to disable this feature, which will then require you to double click an email to view it.

Skin – If the domain administrator allows users to change skins, select the skin you would like to use from the drop down list.

Enable Automatic Preview - When this is checked a preview panel will display the first message available in the folder you are currently viewing.

Disable automatic image loading in the preview pane – Check this box if you do not want messages to show images when viewing them in the preview pane.

Disable scroll bars in pulldown menus – Certain drop down menus, such as Move, can grow rather long making it difficult to view all the menu items. Selecting the Scroll Long Menus checkbox will cause the possible options to display in a scrollable list. De-selecting this checkbox will cause the available options to display as one long continuous list even if the list length exceeds the available display area.

Enable popups when reading messages – When this is checked, your message will appear in a new popup window when a message is selected and double-clicked.

Enable popups when editing calendars – Enable this to have the ability to edit all calendar entries within a popup window.

Enable popups when editing contacts – Enable this to have the ability to edit contacts within a popup window.

Enable popups when editing notes – Enable this to have the ability to edit notes within a popup window.

Enable popups when editing tasks – Enable this to have the ability to edit tasks within a popup window.

Enable automatic popup when new reminders occur – When this is checked all reminders will appear in a new popup window rather than embedded.

Disable reminders for appointments and tasks – When this is checked you will not be reminded of upcoming appointments or tasks.

Enable Sounds – Checking this box will allow sound throughout SmarterMail.

Compose

Compose Format – Choose the method of email composing that you would like to use.

• HTML – Use this option if you wish to add stylistic elements to your emails.
• Plain Text – Use this for a simple method of email editing. You will not be able to change colors or fonts, but your emails will generally be much smaller and readable on more email clients.

Compose Font – This is the default font (type & size) that will be used when you are composing a message.

Text Encoding – Choose the encoding that you wish to use for outgoing messages. Encodings define what character sets are used in messages you compose through the web interface.

Spell Check Dictionary – Choose from any of the dictionaries that the administrator has installed on the server, or choose to auto-detect which dictionary to use from your browser’s language setting.

Forwarding Method – There are several methods by which a message can be forwarded. Please see the list below to understand each of them.

• Normal – Includes original content, including font styles from original message, as part of the new message.
• Plain text only – Inserts the plain text version of the original message into the new message. This is useful if you want to exclude links or fonts.
• Embed as attachment – Attaches the original message to the new one. The message will not appear in the body of your message.

Auto Save Frequency – When composing a new message, this will establish how often your message is saved automatically—Do not auto-save, 1 minute, 2 minutes, 3 minutes, or 5 minutes

Reply Header Type – Choose whether to include a shortened basic header in your replies, or the full header instead. For most users, basic headers will be sufficient. Basic headers include From, To, and Subject headings whereas the full header includes MIME type filter restrictions, etc.

Reply Text Indicator – If your compose method is plain text, this character will get added to each line of the original message in order to distinguish it.

Include previous replies in reply – If checked, the message you are replying to will get embedded in the new message.

Enable Sent Items folder – If checked, all messages you send from the web interface will get saved in the Sent Items folder. If you send many messages, you may need to regularly delete items from the sent items folder.

Enable popup for new messages and replies – Composing a new message or replying to a message will be performed in a separate pop up window.

Enable read receipts by default – Checking this will make read receipts for outgoing email your default.

Forwarding

Forwarding address – If you wish to send copies of all incoming mail to a different email address(es), enter that address(es) here. For example, if your mobile phone has an email account and you will be away from your computer, enter the mobile phone’s email address here to receive the emails on your mobile phone. To forward emails to multiple addresses, simply add a semicolon after each email address.

Enable Deletion of messages on forward – Enable this to delete the message from the inbox of the original email account after forwarding it to the new email address.

Plus Addressing

Plus Addressing is feature that allows you to automatically filter incoming email into folders without pre-creating the folders or filters to deal with them. A detailed description of this feature can be found in the topic Using Plus Addressing.

Action – When a plus addressed email comes in, SmarterMail can act on it in several ways. See the list below for a description of each:

• Move to folder – If the target folder exists, the incoming message will be placed into it. If the folder does not exist, it will be created. No more than 10 folders can be auto-created in this method during a six hour period to prevent abuse.
• Move to folder (if it exists) – If the target folder exists, the incoming message will be placed into it. Otherwise, the email will get placed in the Inbox.
• Leave in Inbox – Drops the message into your Inbox.

Enable Plus Addressing – Enable this to accept emails into the folder you specified.

Signature

Add text to this area for a ‘signature’ that will display at the bottom of each email message that is composed in the web interface.