Webmail Guide

Guide to Using Web Email


Email Preferences

General Settings
POP3 Accounts
Name and Signature
Spell Check Options
Junk Mail Controls
Message Filters
Out of Office Message
Email Forwarding
Flagging Messages
Keyboard Shortcuts
Managing Email Folders
Creating Email Folders
Moving Messages to Folders
Viewing Folders
New Email Alerts
Replying To and Forwarding Messages
Reporting Junk Mail
Retrieving External Email (POP) into Web Account
Rich Text and Plain Text Formatting
Saving Email To The File Cabinet
Saving Outgoing Mail
Searching Email
SecureSend™
Folder Options
Printing Email
Attachments
Composing Email
Deleting Messages
Downloading Attachments

Viewing Messages

Changing how many messages display on a page
Email Headers
Preview Pane
Show Recipients

Email Preferences

Viewing Emails
  • Select the number of emails you would like to display on a page.
  • Enable or disable the preview pane, which permits you to view or display an email below the list of emails in a folder.
New Message Notifications
  • Select the frequency of new email notifications. These notices pop-up when new messages are received.
Composing Emails
  • Choose whether or not you save outgoing emails to your Sent folder.
  • Select the email composer (Rich text or plain text) for each new message you compose.
  • HTML display preferences to be inline with text, or as an attachment.
  • Choose the auto-save preferences for composing email; select the desired time frequency and option to save to the Drafts folder.
Cleanup
  1. Choose to automatically delete messages in the Trash folder at a specific time frequency.
If you have a secondary email address that supports POP3 access, BlueTie can retrieve the email and place it in your BlueTie Inbox. Note: Before you proceed further, you will need to have your server settings, username, and password. If you do not have this information, please contact your Internet Service Provider or System Administrator. To set up another POP3 service to use with BlueTie, please do the following:
  1. Click on Preferences
  2. Click on POP3 Accounts
  3. Click on Create POP Account
  4. Fill in the required information:
    1. Account: Enter a general description of this account, such as Home Email Account.
    2. Username: Enter your Username for this email account.
    3. Password: Enter your Password for this email account.
    4. Timeout: Enter the number of seconds by which the server must respond.
    5. Port: Enter the POP3 port number. (Port 110 is the standard POP3 port).
    6. Leave Messages On Server: Use the drop-down list to select ‘Yes’ or ‘No’.
    7. Mail Server: Enter the name of the server. You can get this information from your System Administrator, or by contacting the Support Department for this email account.
  5. Click Save after all the information has been entered
Name
  • Enter your name exactly as you desire it to appear. Note: the name you enter will be the same name that appears in a person’s inbox.
Signature
  • Unless this feature is disabled, your signature will automatically be attached to every email you send. Your signature may consist of any information, including contact information, website, phone, etc.
Sender Address
  • To select or set the alias from which your emails are sent, select an address (from the list of available aliases) to use as a default.
Dictionary
  • Choose between the American, Canadian, UK and Australian English dictionaries according to your geographic location.
User Dictionary
  • Add words that are commonly used, but not misspelled and should be ignored by default when using Spell Check.
Spell Check Options
  • Customize your spell check by indicating what should or should not be caught and reported by spell check.
Safe and Block List Section:
  • When you add an email address or domain to your Safe list, it will never be delivered to your Junk mail folder. Click Add to make an entry, or highlight an address and click Remove to delete from your Safe List.
  • When you add an email address or domain to your Block list, it will always been delivered to your Junk mail folder. Click on Add to make an entry, or highlight an address and click Remove to continue receiving email from this address or domain in your inbox.
  • Your enterprise manager can also add domains and addresses at the enterprise level. These will be displayed in your lists but will be uneditable. Contact your enterprise manager if you need these entries edited.
Delivery and Cleanup Section:
  • Hide Embedded Images: If you are unable to see the images in your email, please adjust your junk mail controls using this setting to hide/unhide these images.
  • Handling Inbound Junk: Choose where you would like Junk mail to be delivered. It will normally go to your Junk mail folder, but if you are a POP user, it is recommended that it be delivered to your inbox and tagged as SPAM:.
  • Automatically Delete Junk Messages: In this sections you can choose to automatically delete junk mail messages that are of a certain age.
To set up a Message Filter to have your incoming emails directed to a folder within your email folder tree, or forwarded to an external email address, please follow the steps below. To add a filter:
  1. Click Add
  2. Name the filter you wish to create. (i.e. sales inquiries)
  3. Specify the traits of a message that should be filtered with the following options:
    1. Subject
    2. Message
    3. Sender Name
    4. From Address
    5. To Address
    6. Virus-infected attachment(s) removed
  4. Choose to either move the message or copy it to another folder within your Email, or forward the message to another address. Click Save when your preferences have been completed.
To Edit a filter:
  1. Click Edit.
  2. Make the appropriate changes to the filter you would like to change, and click Save.
To view a filter:
  1. Highlight the name of the filter to view how they are filtered, and the resulting action.
To Remove a filter:
  1. Highlight the filter you wish to delete and click Remove.
If you will be out of the office for a holiday, vacation, or other circumstance, set an auto-responding Out of Office message to alert those who try to contact you via email.
      1. Indicate specific start and end dates, or set your message to begin now and end indefinitely to turn off later.
      2. You may use the default Out of Office message by clicking Use Default Message, which looks like this:“I am currently out of the office and will not be checking e-mail. I will reply to your message as soon as I return.”
You may also customize your message to include emergency contact information, or any other important information.
  1. To turn your Out of Office Message on, click Turn Out of Office Message On.
  2. When you return to the office and would like to turn this message off, go to the Out of Office Message option in the Preferences menu and select Turn Out of Office Message Off.
To forward all incoming email to one external address:
  1. Turn On Email Forwarding
  2. Enter the address your email should be delivered to.
  3. Indicate if you would like to leave a copy of the message in your BlueTie account by checking the box.
  4. Click Save.
To flag a message, please do the following:
  1. Go the Email application
  2. Click on the Flag As button and select from the following: Read: Flagging a message as read will un-bold the message to indicate that it has been read. This will remain in the folder where it is located. Unread: Flagging a message as unread will change the message(s) to bold to indicate that it has not been read. This will remain in the folder where it is located.
From the Message List:
  • Enter or Ctrl-O (open message)
  • Esc (close preview pane)
  • Up/Down Arrow (move selection)
  • Ctrl-A (select all)
  • Ctrl-R (reply)
  • Ctrl-F (forward)
  • Ctrl-P (print)
  • Ctrl-Shift-R (reply all)
  • Del (delete message)
From message preview pop-up window:
  • Ctrl-R (reply)
  • Ctrl-F (forward)
  • Ctrl-P (print)
  • Ctrl-Shift-R (reply all)
Keep your email organized with folders.
To create, rename, or delete email folders, please do the following:
  1. Right click in the Folders pane and choose the appropriate action.
  2. To move a folder, follow these steps:
    • Select the folder and right-click in the Folder pane
    • Select the “Move to” option and choose the desired folder you wish to move it to.
BlueTie offers a drag drop feature that allows you to move messages to a speific folder. To access this feature, simply do the following:
  1. Left click on the message
  2. Then drag the message over the desired folder.
  3. Release the left click button.
In addition, BlueTie offers a secondary option to moving messages. To access this option, simply:
  1. Left click on the message
  2. Then click on the ‘Move To’ button (located at top on email section).
  3. Select the desired folder to move the message.
To view Folder simply click on Folder.
To receive new email notifications when new messages arrive, please do the following:
  • Click on Preferences
  • Click on General Settings (under Email section)
  • Under New message notifications
  • Use drop down and select desired Notify me: choose time and then click Save.
To Reply to email messages, just click on the Reply button located at the top of the message. To Forward a message, just click on the Forward button located at the top of the message as well.
If a message is received in your inbox and you suspect this to be junk you can click the Report Junk button and this will be reported to the appropriate team. If a message is received in your Junk-Mail folder and you believe this not to be junk then please click on the Not Junk button and this will ensure delivery from this address in the future.
If you have a secondary email address that supports POP3 access, BlueTie can retrieve the email and place it in your BlueTie Inbox. Mail Server: Enter the name of the server. You can get this information from your System Administrator, or by contacting the Support Department for this email account. Password: Enter your Password for this email account. Timeout: Enter the number of seconds by which the server must respond. Port: Enter the POP3 port number. (Port 110 is the standard POP3 port). Leave Messages On Server: Use the drop-down list to select ‘Yes’ or ‘No’.   Username: Enter your Username for this email account. Note: Selecting ‘Yes’ will allow you to view the messages from both your BlueTie account, and from the original email account servers. Selecting ‘No’ will remove the email message from your original email account server. Note: You will need to have your server settings, username, and password before continuing. If you do not have this information, you may ask your Internet Service Provider or System Administrator.
Rich Text: To compose the message text, start typing in the Text box. When your email message is composed in Rich Text Format this allows you to use font styles, multiple fonts, point sizes, etc. Plain Text: To compose the message text, start typing in the Text box. When your email message is composed in Rich Text Format you will be limited to only one type of font. No active links, can not change font color, font style, point size, etc.
To save email messages in your email account to your file cabinet:
  1. Select an email by highlighting, viewing in the preview pane, or double-clicking to pop up in a seperate window
  2. From the toolbar at the top of the email, click on the disk icon (found directly next to the print icon)
  3. A file cabinet folder tree will appear
  4. Select the desired folder or create a new folder
  5. Click ‘Save’
  6. Next, choose whether you want to save the entire message, just the email attachments, or both
  7. Click ‘Continue’ to finish
To save the message in your Sent-Mail folder, check the Save Outgoing Message option before clicking Send. By default, this button is unchecked. To automatically save all outgoing messages, this setting is available in email preferences.
The email application allows you to utilize a search function and search all of your saved email messages.
  • To narrow your search even further, you may perform an Advanced Search, which allows you to specify Sender or receiver information, subject, dates, message body (includes attachments) and sizes of messages to be searched.
  • Once you have made any and all specifications, click Search and all relevant messages will appear.
  • To return to your Inbox or any other email folder, click on that folder in the Folder pane on the left-hand side of your screen.
  • To search your email messages, click on the Search button in the email application. You may then enter a keyword or words that you are searching for, and may specify which email folder you would like the system to search within (if any need be specified).
SecureSend™ is BlueTie’s encrypted file transfer system, which lets you send files with complete confidence, knowing that your confidential data will remain secure. To Send a File using SecureSend:
  1. Within the Email Application, click the down arrow next to New. A dropdown will display, giving the option for Email, SecureSend, Folder or Email Marketing. Highlight and select SecureSend. The SecureSend interface will open within the application.
  2. Click the Send File button located in the top-right corner of the interface.
  3. Enter the entire email address of the intended recipient(s). If entering multiple addresses, separate each address by a comma.
  4. If desired, enter a personal message to be sent with the file.
  5. If you would like to be notified when the file has been downloaded, check the “Request notification upon download” box.
  6. If you would like to postpone the file delivery, enter the appropriate date and time you desire.
  7. When you are satisfied that the entered information is accurate, click Send File at the bottom of the interface.
  8. Enter and confirm the desired password for the file. The password must be at least 5 characters long, and the recipients must enter this password to gain access to the file upon download. Click Send File.
  9. The SecureSend Upload window will open. Choose the file you would like to upload, and click Open. SecureSend will encrypt the file as it uploads (this may take a few minutes, depending on the size of the file being uploaded).
  10. Once the upload is complete, the SecureSend Upload window will display a message stating, “Your SecureSend has finished uploading successfully and has been sent.”
  11. Click OK. The transfer is now complete.
View Allows user to view current contacts of that particular folder Create folder Allows user to create a sub folder (To create a root folder click here) Rename Allows user to rename folder Delete Allows user to remove folder from folder tree Empty Allows user to empty contents of folder (Only works on Junk and Trash folders) Save to File Allows user to move folder and contents of folder to Files Move To Allows user to move folder and contents as a sub folder
To print an email, please do the following:
  1. Click on Email.
  2. Click on Print icon (located at top of email section).
Your email allows you to send file attachments along with your outgoing email messages. The File Uploader window allows you to upload multiple attachments (depending on size and application) from both your computer and the File Cabinet application. The multiple File Uploader window will save you time by allowing you to multi-task. To send a file attachment with your email, please follows the steps below.
  1. In the New Email window, click the Attach button. To the right of the “Attach files from” button is a drop-down list that allows you to select the type of files you would like to choose from. You may select files from “My computer” or “Online files.” or vCard information
  2. Once you click the Attach button, a window labeled “File Upload” will pop up. Select the file(s) that you would like to attach so they appear in the file name field, and click Open.
  3. Once you have chosen the first file, the Email Attachment window will update itself. It will list the file that you have selected and gives you the option to add more files. You may add more files by clicking the Attach button again. Continue this process for each additional file.
  4. The attachment window will display the progress of your file upload(s). Your compose screen will refresh with the attached files displayed by name under ‘Attachments’. The size of the files will also be displayed in kilobytes. While the uploader is working, you may fill in the address fields as well as compose the message body.
  5. To remove a file in the Email Attachment window, delete the file name of the selected attachment before pressing Open. This can also be done from the compose screen after the files are uploaded by clicking the Remove button.
To successfully compose or create a new email message, please do the following:
  1. Click the New Email button in your shortcuts, or the New button in the email application. A new window will pop up with a compose screen. Once the compose screen is up, enter the recipient’s email address; to do this choose from the options below:
    1. Manually type in a username or email address, separating multiple entries with commas.
    2. Use SimpleClick™ to enter individuals or groups without typing in addresses. To use SimpleClick™, click on the To button and your contact list will appear on the left-hand side of the window.
    3. You may choose from personal, shared, and enterprise contacts (See SimpleClick™ tabs). Simply click on the desired names to automatically insert them into the To field of your email.
  2. To send carbon copies of your outgoing email to others, enter additional email addresses in the “CC” field by using SimpleClick™ or by manually typing them in.
  3. To send a blind carbon copy that does not display the recipient’s email address to other recipients, enter the email addresses in the “BCC” field by using SimpleClick™ or by manually typing in the address.
  4. To compose the message text, start typing in the large box below. By default, your email message will be composed in Rich Text Format. Rich Text Format allows you to use font styles, multiple fonts, point sizes, etc.
  5. To save the message in your Sent-Mail folder, check the Save Outgoing Message option before clicking Send. By default, this button is unchecked. To automatically save all outgoing messages, this setting is available in email Preferences.
  6. Messages you are composing may be saved as a draft by clicking the Save icon .
  7. To view or to send messages from the Drafts folder, click on Drafts from either the Inbox, or the Folders view. Click on the recipient’s name. In the Compose view, click Send. To keep the draft without sending it, click Cancel.
  8. As an option, you may spell check the message at any time by pressing the Check Spelling button.
  9. When you are ready to send the message, click Send. A written confirmation will appear. Click the OK button to close the window.
To delete messages from one folder and send them to the Trash folder, please follow the steps below:
  1. Highlight the message you would like to delete and click the red X icon. You can also press the Delete key on the keyboard or drag the message to the Trash folder.
    1. To select multiple messages for deletion, you may select the messages with your mouse while holding the Ctrl key down on your keyboard.
    2. To select and delete all the messages in a folder, hold down the Ctrl key and press the A key on the keyboard.
    3. To set your Trash folder to automatically empty in time intervals, click Preferences and then click General Settings under the Email section.
When an attachment is sent along with an email, a paperclip icon will be displayed next to the email in your inbox. To download an attachment from an incoming email, please do the following:
  1. Click on the name of the attachment while previewing the email.
  2. To view the attachment, click Open.
  3. To save the attachment, click Save and select the location where the attachment will be placed.

Viewing Messages

To change the number of emails that are visible on a page, do the following:
  1. Login to your account
  2. Click on Preferences (located in upper right hand corner)
  3. Click on General Settings (located under Email section)
  4. Under the Viewing Emails section, you can select the number of emails you wish to display: 10, 20, or 50
  5. Click Save
To access the headers of an email:
  1. Select an email for which you wish to view the headers of
  2. Click on the icon in the upper right corner of the email that looks similar to a lined piece of paper
  3. This will display the full headers of the email
BlueTie offers a Preview pane feature. To use this defaulted feature, single click on an email message. The message will appear in the preview pane. Once you have opened an email message, you can Reply, Reply All, or Forward a message. Bluetie also allows user to disable this feature through the preferences menu.
To display the Recipients in an email: Click on the double-arrow icon located in the upper-right corner of the selected email.
  • When the double-arrow is pointed up the recipients are displayed
  • When the double-arrow is pointing down the recipients are hidden

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