Messages

From help.officedesktop.com

Messages: Send, receive, store, and organize your email.

Add Folders

Description: You can add Personal folders to organize your messages based on whatever projects or accounts you’re working on. You can move or copy messages to folders.

Directions:

Click the Tools icon and select Folders. Alternatively, click the square to the right of the Folders header above the folder directory tree.
From the Folders pop-up window, click New.
Select the desired location of the new folder. It can be a subfolder of an existing folder.
Type in the name of your folder.
Click Save and Exit.
Click Close.

You may also give permissions to a folder by highlighting the Permissions link in the Folders pop-up window. See Folder Permissions for more details.

Advanced Search

Description: Advanced Searches allows you to define specific criteria and/or exceptions within a search. You can also define the specific order for the criteria and exceptions.

Directions:

Click the Search icon.
Select the Advanced Search icon in the top right hand corner of the Search box (Gray triangle). Alternatively, click the Tools icon and select Advanced Search.
Choose the type of message, and the folder(s) or subfolder(s) you want to search
Define the criteria and/or exceptions and click Add. You will see that the rules appear in the box.
Click Search.
To clear or edit the search criteria and/or exceptions, click Clear or Edit.
To save this search for future use, click Save.
To load a previously saved search, click Load.

Arrival and Sending

Description: Allows you to customize how new incoming and outgoing messages should be handled by the system. You can change settings for notification of new messages, responding to messages with receipt requests, and including original text when replying and forwarding messages.

Directions:

Click the Tools icon.
Select Message Options.
To automatically respond to Delivery Receipt and Read Receipt requests, check the appropriate boxes. This features only available for the members of the organization.
If you want replies to exclude the original message, or include it in the reply or as an attachment, select the appropriate choice from the drop-down list.
If you want forwarded messages to include the original in the forward or as an attachment, select the appropriate choice from the drop-down list.
When finished, click Save and Exit.

Auto Forward Email

Description: Automatic forwarding of an email to another account allows you to have office email forwarded to a home email account, PDA, or smartphone.

Directions:

Select the Tools icon and select Auto Forwarding.
Highlight the email account and click the Edit button.
In the Forwarding instructions select Forward Messages to radio button.
Enter the email address to which you want to forward messages.
Click Save and Exit.

Select checkbox "Send message to message space even if it has been forwarded" to keep a copy of forwarded message in your workspace space.

Auto Reply Email

Description: Auto Reply sends an automatic email notifying your contacts that you are away or confirming incoming email messages. This feature is also known in other systems as “Out of Office.”

Directions:

Select the Tools icon and select Auto Reply.
Select address to which you want to set up Auto Reply and click Edit button.
Select the Auto Reply message from the dropdown.
To crate or edit a new Auto Reply message click "Create or edit auto replies"
Click New and type your message (e.g., “I will be out of the office until Monday, June 3. If you need immediate assistance, please contact John Smith at ext. 123”)
Give the message a name by which you will identify the message and click Save and Exit.
Select the appropriate Auto Reply from the Select Auto Reply drop-down menu.
Click Save and Exit.

Check POP3 Mail

Description: Checks POP3 account(s) for new incoming messages.

Directions: Click the Check POP3 button on the Command Row.

Copy to

Description: Copying a message allows you to create a copy of the message in a folder specified by you. Copying is different from moving in that the original message is retained in the original location.

Directions:

Select the message(s) you want to copy.
Choose the menu under the Actions button
Select Copy To.
Select the destination folder in which to place the copy of the selected message(s).
Click Copy to complete copying of the messages.

New Email

Description: Allows you to create and send email messages.

Directions:

Click New action button from the Command Row.
Enter the recipient(s) in the To or Cc field(s). To send to multiple people, separate their addresses with a semicolon or a comma. You can also send email to a distribution list that you have previously defined within your contacts.
To access your personal and corporate address books, click To or Cc.
To blind copy a recipient(s), click the Actions button at the top of the message and select Show Bcc.
You can include one or more attachments with the email by clicking Attachments. Attachments can be uploaded from either the computer/network that you are using or from your Online Office workspace.
You can add a signature, click the Actions button at the top of the message, select Add Signature and select a signature. The signature will be added to the end of your message.
You can save an unfinished message as a draft by clicking the Keep as Draft button. Draft messages are saved in your Drafts folder.
After creating the body of the email and specifying recipients, press Send button to send the message immediately.
By default, sent messages are kept in the Sent folder.

Delete Folders

Description: You can delete Personal folders. This action also deletes any messages and subfolders within the folder. You can also delete shared folders and public folders if you have the permission to do so (i.e., Manage permission). The deleted folder will be in the System Folder Deleted.

Directions:

Click the Tools icon and select Folders. Alternatively, click the square to the right of the Folders header above the folder directory tree.
From the Folders pop-up window, highlight the folder you wish to delete and click Delete.
Confirm your request.

To permanently delete a folder, access the Delete folder, select one or more folders and click the Delete button from the Command Row.

Delete

Description: One or more messages can be deleted from any of the messages folder. It is generally a good practice to delete messages that are old and/or unimportant (especially those with big attachments). You must have Delete permission to delete a message from a Shared or Public Folder.

Directions:

Select one or more messages from the main Messages section.
Click on the Delete button on the Command Row at the top. The deleted messages will be moved to the system Deleted folder. Accidentally deleted messages can be moved back to any personal folder destination or any shared/public folder for which you have Create permission.

To permanently delete a message, access the Delete folder, select one or more messages and click the Delete button from the Command Row.

Display Settings

Description: Display Settings define the fields, their placement, and their order to be displayed within the three system-defined field lists: Sent Messages, Received Messages, and Search Results. You can also create a Custom List in which you can also choose which fields you wish to view.

Directions:

Click the Display icon.
Select Settings.
Select the list you wish to modify from the drop-down list or select Custom List.
To move a field, highlight it and use the up and down arrows at the bottom to change the placement of the fields. In a Custom List, you can use the right and left arrows to select which fields you want displayed.
To change the sort order, click Sorting.
Choose up to three fields to sort by, and whether you want them displayed in ascending or descending order.
To restore to the defaults, click Reset.
Select the folders for which these settings apply. You can choose to apply these settings to the current folder only, the current folder and its corresponding subfolders or all folders and subfolders. You can also specify whether this should apply to new folders or subfolders.
When finished, click Save and Exit.

Email Templates

Description: Email Templates are saved email language. This can be useful if you have a standard response for a customer service question you get asked a lot.

Directions:

Select the Tools icon and select Email Templates.
Click New.
Enter the template name, email subject and compose/format your message.
You can share your template with other system users by clicking the Visibility link.
Click Save and Close.

Personal email templates will be saved in your Templates folder, accessible from the folder tree directory.

Email Accounts (POP3)

Description: You can have two types of email accounts in your workspace: emails with custom domain (ex. john@mycompany.com) or POP3 email accounts, such as those from home Internet Service Providers or other web-based systems. Emails with custom domains can be created only by Admin. POP3 accounts can be created by individual users.

Directions:

Select POP3 Email Accounts from Tools menu and choose "POP3 Accounts" from its sub-menu.
Click New.
Enter your account information including the email address, user name, password as well as the incoming and outgoing mail server information.
Click "Validate Receive Settings" button to make sure all information entered is correct.
Select "Turn On"
Click Save and Exit.

Your external email address will show up in the From drop-down list for new messages.

Flag

Description: You may use flags to color-code messages so that they stand out among the other messages in a folder. For example, you might assign a blue flag to every message in the Inbox folders that requires a follow-up phone call, or a red flag denotes situations that require attention within the next 24 hours. You can also add a Reminder to set a date and time for the required action. Once the action has been taken, you can then mark the reminder as Complete, or simply clear the flag.

Directions:

With the message open, select Flag from the menu at the top. You can also highlight the message and select Actions > Flag.
Select the color flag you wish to assign to the message.
If you wish to set a reminder, click Add Reminder and fill in the date and time, and action required.
Click Save and Exit.

You can flag multiple messages from within the folder by using the Flag section of the Actions button and assign both flag status and reminder. You can add a reminder to the flagged message by clicking Add Reminder once within the Flag drop-down list.

Folder Permissions Description: You can give permissions to their personal folders to other system users. There are four levels of permissions that can be granted: Read Only, Read/Create, Read/Create/Edit, and Read/Create/Edit/Delete.

Directions:

Click the Tools icon and select Folders. Alternatively, click the square to the right of the Folders header above the folder directory tree.
From the Folders pop-up window, click the Permissions link.
Select the users to whom you want to give permissions.
To assign the permittee(s) permissions, highlight the permittee(s) name and select the appropriate permissions from the permission drop-down list.
To define the Permissions for new permittees, click the Specify link.
Click OK.

Forwarding

Description: You can manually forward a message to someone who was not one of the original recipients. For example, if you received a price quote from a vendor in an email and you want to forward this information to your co-worker or boss, you can forward the email to them.

Directions:

With the message open, select Forward from the menu at the top. You can also highlight the message from the Folder and then click the Forward button on the Command Row.
Enter the recipient(s) in the To or Cc field(s). To send to multiple people, separate their addresses with a semicolon or a comma. You can also send email to a distribution list that you have previously defined within your contacts.
To access your personal or the corporate address book, click To or Cc.
To blind copy a recipient(s), click the Actions button at the top of the message and select Show Bcc
You can include one or more attachments with the email that you send. Attachments can be uploaded from either the computer/network that you are using or from your Online Office workspace.
You can save an unfinished message as a draft by clicking the Keep as Draft button. Draft messages are saved in your Drafts folder.
After creating the body of the email and specifying recipients, press Send button to forward the message immediately.
By default, forwarded messages are kept in the Sent folder. You can change this by clicking the Tools icon and choosing Message Options. Select the Message Processing tab, and uncheck the Automatically save box for forwarded messages.

Keep as New

Description: When a message is changed to New, the row containing information about the message becomes bold. This can be used to remind you that the message must still be dealt with in some form. A message whose status was changed to New will also appear in the System View named New Messages. Only incoming messages can be kept as new.

Directions:

With the message open, select Actions from the menu at the top. You can also highlight the message(s) from within the folder and then click the Actions button on the Command Row.
Select Keep as New. All incoming messages selected will now have the status New and will appear in bold.

Prioritizing

Description: The sender and/or recipient can prioritize a message with different levels of priority and/or sensitivity. Priority assigns a degree of importance (Normal, High, Low) to the message so that others will know that it should be read immediately.

A message can also be sent with a Sensitivity level (Normal, Personal, Confidential) to limit the number of actions that can be performed. The administrator of the organization will decide on these limits based on certain policy requirements. For example, forwarding confidential messages may not be allowed. Once a message has been sent, its sensitivity cannot be changed.

Directions:

From the Actions button, select Priority.
Determine whether the Priority level is Normal (default), High, or Low.
Determine whether the Sensitivity level is Normal (default), Personal, or Confidential.

Message Address Defaults

Description: If you have multiple email accounts (internal or external) in your Online Office, you can change the default settings for the address displayed in the From field of an email or text message. For example, if you receive email through both a “name” account (e.g., bsmith@corporate.com) and a generic account (info@corporate.com), you can choose to have one or the other displayed as the default sender.

Directions:

Click the Tools icon.
Select Message Options followed by Address Defaults.
Change the appropriate information using the drop-down lists.
When finished, click Save and Exit.

Message Rules

Description: Message Rules is a way for you to manage incoming messages by creating a system of rules for each type of message to be organized or marked in a special way. Message Rules is intended to fit the preference of the individual.

For example, all emails from your boss should be assigned high priority. Or, all emails from Client ABC should go directly to the "Client ABC" folder (in this case make sure you have create folder "Client ABC").

Directions:

Click the Tools icon.
Select Message Rules.
Click New to create a new rule.
Give the rule a name. For example "The Boss" or "Client ABC"
Click Criteria to determine the conditions that need to be met by this rule.
Here, in the Senders tab, select the person (or multiple persons) or email address (or multiple email addresses) based on which you want the rule to be triggered. For example, select your boss or all email addresses assigned to him for "The Boss" rule, or Client ABC or Client's email addresses for the client rule. You can also click Exceptions to create conditions under which this rule will not be met. Click OK.
Click Actions to determine what should be done with emails that meet the rule. For example, select checkbox "Assign priority" and select "high" from the dropdown for the boss rule. Or go to tab "Manage Messages", select checkbox "Place a copy in folder" and click on word "folder" to select the client's folder where the message should be placed.
Click OK to close the popup.
Click Save and Exit to save the new rule.
To move the rule up or down in priority, highlight the rule and click the up or down arrows.
To activate the rule, check the On checkbox.

If any your rules is set to place copy of a message in a different folder, you may chose to have that message delivered also to your Inbox. This would be useful if the destination folder of your rule doesn't belong to you (for example a Public folder or a shared folder). In this case you may want to have the message delivered to your Inbox as well to the other, selected folder.

To change Inbox folder options, click the Options link.
Check the box if you wish to keep a message in the Inbox even if a rule is defined to copy it to another folder.
If the box is checked, click the radio button to determine if the copy in the Inbox should be the original message, or one that reflects all rules that have been applied to it (Flag, Priority, etc.).
Click Save and Exit to save the Inbox Options.
Click Save and Exit when finished.

Message Preview

Description: The Preview Window is located directly below the list of messages in a folder. This allows you to see a portion of the message without having to open it.

Directions:

To increase or reduce the size of the Preview, click-and-drag the dividing border between the Inbox and Preview until you reach the desired size.
To turn off the Preview, click the Display icon and select Preview Off. Alternatively, you can also do this from the top right of the Preview Window.
To turn the Preview on, click the Display icon and select Preview On.

Message Processing

Description: You can change the way in which your Online Office automatically performs certain functions pertaining to your email messages. These are all handled by the Message Options. Within this feature you can:

1.Change how frequently the new, forward or reply emails are automatically saved to the Drafts folder. 2.Decide whether to open the next message after deleting or moving an open message. 3.Keep open an original message after you are replying to or forwarding it. 4.Set the default priority and sensitivity for sending messages. 5.Choose to automatically save sent, replied, and forwarded messages.

Directions:

Click the Tools icon
Select Message Options.
Click the Message Processing tab.
For tasks 1-4 above, use the drop-down list to set your preferences.
For task 5 above, check or uncheck the boxes to set your preferences.
When finished, click Save and Exit.

Status

Description: Message status indicates whether a message is New, Old, Saved.

Directions: Click Status under Action on the Command Row.

Views

Description: A Message View is a virtual folder which organizes and displays personal messages according to user-defined criteria/exceptions. Views are independent of folders and are similar to a Search Result.

System Views are pre-defined methods of organizing and displaying New or Flagged messages. Personal Views are created by you.

Directions:

Click the Tools icon or the square on the Views menu.
Click New.
Choose the type of message.
Define the criteria and/or exceptions.
Click Save and Exit. You will see that the rules appear in the box.
Sort the order of the Views using the arrows.
Click Save and Exit. The new View is displayed under Personal Views.

To hide the Views menu, click the upward arrow.

Move

Description: You can move a message from one personal folder to another personal folder. This feature allows you to better organize your messages.

Directions:

Highlight one or more messages.
Select the Move to To option under the Actions menu in the Command Row at the top of the Messages section. Alternatively, you can drag your highlighted message from the message list to the destination folder.
From the pop-up with the Folder directory, select the destination folder to which you want to move the messages.
Click Move at the bottom of the pop-up. You must have at least Create permission in the destination folder.

If you have the appropriate permissions you can also move messages to and from both Shared Folders and Public Folders.

Print

Description: Sends a hard copy of a message to the printer.

Directions:

Highlight specific message(s)
Click Print.
From the pop-up window, select Click to Print.
From the Print Dialog box, select the printer from the drop-down menu and click Print.

Reply

Description: Allows you to reply to email.

Directions:

From within a message, Click Reply. To respond to all recipients, click Reply To All. Alternatively, you can do this by highlighting message(s) and clicking Reply or Reply To All from the Command Row
If you wish to add more recipients, enter their address in the To or Cc field(s), separated by semicolon or a comma.
To access your personal or the corporate address books, click To or Cc.
To blind copy a recipient(s), click the Actions button at the top of the message and select Show Bcc.
You can include one or more attachments with the email by clicking Attachments. Attachments can be uploaded from either the computer/network that you are using or from your Online Office workspace.
You can add a signature, click the Actions button at the top of the message, select Add Signature and select a signature. The signature will be added to the end of your message.
You can save an unfinished message as a draft by clicking the Keep as Draft button. Draft messages are saved in your Drafts folder.
After creating the body of the email and specifying recipients, press Send button to send the message immediately.
By default, sent messages are kept in the Sent folder.

Reply To

Description: You can specify a different Reply To address than the address from which you are sending the message. This can be used if you are about to leave the office and would like the response sent to your home or mobile account.

Directions:

Click the Actions button from within the message you are writing.
Select Options.
Enter the address of your other account in the Reply To box.
When finished, click OK.

Receipt Request

Description: When sending a message, you can request a confirmation that the message has been delivered and/or read. This will be in the form of an email in your Inbox that will be triggered upon delivery or opening by the recipient. These will work only if the recipient is also an Online Office user.

Directions:

Click the Actions button from within the message you are writing.
Select Options.
Check the Request Delivery Receipt and/or the Request Read Receipt.
When finished, click OK.

Restore

Description: A Message that has been accidentally deleted can be restored. For example, if you deleted a folder without realizing that there was still a Message in it, the Message is not permanently lost.

Directions:

Select the Deleted folder from the list on the left.
Highlight the Message you want to restore.
Click the Restore button on the Command Row. The Message is moved into the Inbox.

Search

Description: Searches are performed to locate messages based on user-defined keywords. For example, if you are looking for emails pertaining to the annual holiday party, you can search for all messages containing the words “holiday party.”

Directions:

Click the Search icon. The Quick Message Search box appears.
For an Advanced Search, click the icon in the top right corner and follow the instructions for an Advanced Search. Otherwise, select the type of message from the drop-down list.
Click the Folder icon to select the folder(s) you want to search.
Enter the keyword(s).
Click Search.

Send/Receive

Description: You can change how frequently your Online Office sends and receives email. These are all handled by the Send/Receive section of General Options.

Directions:

Click the Tools icon.
Select Message Options followed by General Options.
Click the Send/Receive tab.
Use the drop-down lists to change the frequency of checks for new emails.
Check or uncheck the boxes to set whether your Online Office should automatically check for email messages upon logging in.
When finished, click Save and Exit.

Signatures

Description: A signature is a block of text at the bottom of an email that includes information about the sender. A signature can include your name, title, company, address, phone, fax, and email address. Creating a signature saves time from having to type the same information on every message.

Directions:

Click the Tools icon.
Select Signatures.
To assign a signature to an account, select the account name and specify the signature for new and reply/forward from the drop down list and click Save and Exit.
To create a new signature at Manage Signatures.
Click New.
Give your signature a name, like Official or Work. You may create multiple signatures for different purposes.
Type the appropriate information in the box. You can format the text with other fonts, sizes, styles and colors.
When finished, click Save and Exit.

Tag List

Description: You can modify the Tag List to suit your needs.

Directions:

Click the Tools icon.
Select Tag List.
To add Tags, type the name in the box and click Add. The new Tag will appear at the bottom in blue.
To delete Tags, highlight the category and click Delete. You cannot delete system Tags.
To restore the Tag List to the default, click Reset.
When finished, click Save and Exit.

Messages

From help.officedesktop.com

Contents

Add Folders

Advanced Search

Arrival and Sending

Auto Forward Email

Auto Reply Email

Check POP3 Mail

Copy to

New Email

Delete Folders

Delete

Display Settings

Email Templates

Email Accounts (POP3)

Flag

Forwarding

Keep as New

Prioritizing

Message Address Defaults

Message Rules

Message Preview

Message Processing

Status

Views

Move

Print

Reply

Reply To

Receipt Request

Restore

Search

Send/Receive

Signatures

Tag List

Tags

Views

Personal tools

Navigation

applications

helpful links

Search

Toolbox