tutorial for horde · pdf filetutorial for horde email contents basics 1. starting horde 2....
Post on 17-Mar-2018
233 Views
Preview:
TRANSCRIPT
Tutorial for Horde eMail
Contents
Basics
1. Starting Horde
2. Reading eMails
3. Replying / Forwarding
4. New eMail
5. Attachments
6. Save as Draft
7. Address books – Adding contact details and accessing
8. Sorting with column headings
9. Deleting and purging (which will save on size within the set quota)
10. Logout
Advanced
1. View Drafts and Sent Items folders (if not already shown below the Inbox)
2. Adding a standard ‘signature’
3. Sending & saving options
4. Embedded pictures and/or formatted text etc.
5. Setting priority for email (Low / Normal / High)
6. Request receipt
7. Creating a folder structure / filing emails
8. Saving emails (including attachments) – which will also save space on email system!
9. Exporting Address Book contacts to a spreadsheet (.csv format)
1. Starting Horde: Open Internet Explorer (or Chrome) by clicking the icon
Click Internet Explorer
icon on Desktop / Start
menu / Taskbar
Click the shortcut (if shown) or
enter the address
www.creativesupport.org.uk
Then the option Login Here to
Webmail For org.uk
Enter the Email Address and
Password for relevant account
2. Reading eMails
Your email Inbox should now be shown as below
The highlighted email will show a preview in the bottom of the screen – if not required, select Other / Hide (or Show)
Preview on top right-hand side
To open an email in a new window, just double-click the relevant mail in the Inbox.
If this window is
shown, click link to
Read mail using Horde
or [ Enable Autoload ]
CAUTION Although the Administrator
account is more susceptible to
receiving suspect emails, always be
very cautious when opening emails
from unknown sources or prone to
being fake (particularly from
financial organisations – as in the
‘American Express’ example which
has links to false websites)
FAKE
emails!
NB
Unfortunately, spam emails possibly containing dubious links to viruses etc. can still be received in your Inbox.
If in doubt, or a warning given – DO NOT CLICK THE LINKS, particularly if from an unknown sender or containing
suspicious messages.
The ‘Hyperlink’ address can be viewed by just hovering over the link and the destination will be shown at the
bottom – AGAIN, DO NOT CLICK !
3. Replying / Forwarding
For valid Replies, click the Reply button or for other options click the down arrow
To Forward, click on the down arrow and choose the appropriate action
Warnings given if suspected of
having a fake message /
hyperlinks
Hovering (NOT CLICKING) will
show the link to an address
totally unrelated to that
suggested by the text eg
www.freemycellular.com/nqagi
mrupx/wggvjbqnpv.html is
obviously NOT the link to
American Express
Please ensure that you do
REALLY want to Reply To All, as
some responses to emails are
not appropriate and can ‘spam’
users in email groups
unnecessarily
4. New eMail
For sending a new email message, click either the green New Message or Mail down arrow / New Message
A blank New Message window will appear, showing you as the sender
Add email address(es) for recipients, with any to receive Cc: (Carbon Copy) or Bcc: (Blind Carbon Copy – so others do
NOT see who the email sent to)
To attach a file,
click on the link to
open a browser
window – see
below
5. Attachments
If necessary, attachments can be added by clicking on the ‘Add Attachment’ next to the paperclip icon, which will open
a browser window to navigate to the location of the file to be sent.
Select relevant file(s) and click ‘Open’
These attachments will then be shown below the Subject:
6. Save as Draft
Should you wish to prepare an email but need to add a file later (eg. after completing a spreadsheet etc.), then the
email can be saved as a Draft – to be opened later and file(s) added.
Drafts are saved in the ‘Drafts’ folder and can be opened for completion by double-clicking the relevant email.
Viewing Drafts and Sent Items - if not shown under the Inbox, click Folder Actions and select
Show All Mailboxes
7. Address Books
Your contacts can be created or accessed by selecting the Address Book and clicking your address book to view the
existing, where you can also add or edit the details
OR adding by clicking New Contact in your Address Book and completing details to suit on each tab for
Personal / Location / Communications / Organisation / Other, but must include at least Surname and email address
on the relevant tabs to enable selection for sending messages
To add the senders’ email addresses from messages received, click on their name and options are shown under their
email address to either send them a new message or Add to Address book – select that to add to your personal
Address Book for easier selection
Selecting address from your existing Address Book – click the To: button to find and select for sending emails
With Address Book open, select to highlight each recipient and click the button to add for either To: / Cc: / Bcc
Once selected, click OK to return to the email for sending
8. Sorting the email list
Your email list can be grouped by the default of Date, but also From (useful for grouping emails from same person),
Subject & Size by clicking on the column header and either ascending or descending values (the arrow next to the
header indicating direction of sorting)
View below shows sorting by date with latest at the top (arrow pointing up)
9. Deleting and Purging
House-keeping of emails should be on-going, particularly when the quota limit is approaching (this includes sent and
‘filed’ as well as those received). If space is becoming critical, it is good practice to view the larger emails first (as these
will have the larger attachments).
In this case emails are sorted by the size column, preferably with the largest at the top, so that the biggest can be
determined for deletion first, reducing the quota more effectively. In this example however, the email are very small
without any attachments.
When as many emails as possible have been deleted, these will temporarily kept in the ‘Trash’ folder (and if any
mistakes are made, these can be restored back), but to fully clear them to save space, they will need purging.
Column sorted by size,
although these are small
without attachments.
Highlight those to be deleted
and hit the delete button
(trashcan icon) on screen or
the delete key on the
keyboard
eMails which have NOT yet
been seen are shown with
an envelope icon and a grey
background
eMails which have been
seen are shown with an
envelope icon and a white
background
Select Trash & highlight the relevant email(s), then click Other / Undelete OR Purge Deleted
10. Logout – click button on right-hand side to exit email and return to the Webmail Login screen
Advanced
1. View Drafts and Sent Items folders (if not already shown below the Inbox)
2. Adding a standard ‘signature’
To add a text ‘signature’ for each new email message, click on the ‘cog’ icon and select Mail
Click on Personal Information under ‘General’ on left-hand side
Enter your ‘signature’ as appropriate in text box (adding Name, Job Title, Location, Landline & Mobile numbers etc.)
Click ‘Folder Actions
and then ‘Show All
Mailboxes’
Once details added -
Click ‘Save’ then ‘return
to Main Screen’
If HTML option is to be
used (see below), then
copy details above /
format as required here
3. Sending & saving options
Embedded pictures and/or formatted text etc. using HTML
4. Adding pictures in the body of emails
Ie
Image / Upload / Choose File / Select & Open / Send to Server / OK
To add pictures, click icon
for ‘Image’ and window
shows options for Image
Properties (see below)
Click the
Upload button
and then the
‘Choose File’
button
Text formatting allows the
usual change of font, size,
colour, bold, italics and
highlighting etc.
5. Setting priority for email (Low / Normal / High)
6. Requesting ‘Read Receipt’ to get acknowledgement that the email has been opened and read by recipient(s)
7. Creating a folder structure for filing emails
Should you wish to file specific emails in one location, folders can be created to move relevant emails into
To create sub-folders
Select the file
and click Open
The selected file name is now
shown next to ‘Choose File’ –
Click Send it to the Server
Click OK for image
to appear in email
Select High/Normal/Low Priority
required from the drop-down Options
Select ‘Read Receipt’ from the drop-
down under ‘Other Options’
Right-click on relevant folder for menu
options and select ‘Create subfolder’
Select ‘Folder options’, then
‘Create Mailbox’
Enter mailbox name
and OK
Mailbox name is now
shown in the list of ‘folders’
Enter mailbox name
and OK
Subfolder name is
now shown offset
under its’ parent
folder/mailbox
Filing emails in folders from Inbox
Select email(s) by clicking the left hand box next to email to check box and click-drag to the relevant mailbox/folder
8. Saving emails (including attachments)
which will also save space on email system when subsequently deleted!
9. Exporting Address Book contacts to a spreadsheet (.csv format)
To convert your address book to a spreadsheet file, click Address Book and select your email Address Book
Once file is opened in Excel (default), then you will see all available columns within the Address Book, but with data
only shown for that currently entered, so a lot of these columns will be blank and may also not be needed for your
requirements – therefore these can be ‘hidden’ or deleted for reports etc.
Select, then
click/hold&drag
to relevant folder
When dragging, prompt
shows ‘Move’ number of
messages into location
The moved emails will
now be shown in the
relevant folder
In the email
‘preview’ window,
click Other
Options & ‘Save’
Or in email Open
window, click
‘Save’
The email is then ‘downloaded’ to your PC Download
folder – Click the arrow for menu to ‘Show in folder’ and
that will show the file, which can be opened or moved etc.
Click Address Book
and select your
email Address Click top check box for all entries
or select individual if appropriate
Once selected, click the ‘Export’ button and the csv file will
be downloaded – click the arrow to select ‘Show in Folder’
top related