Tutorial for Horde eMail - Creative Support for Horde eMail.pdf · Tutorial for Horde eMail...

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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)

Transcript of Tutorial for Horde eMail - Creative Support for Horde eMail.pdf · Tutorial for Horde eMail...

Page 1: Tutorial for Horde eMail - Creative Support for Horde eMail.pdf · Tutorial for Horde eMail Contents Basics 1. Starting Horde 2. Reading eMails 3. Replying / Forwarding 4. New eMail

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)

Page 2: Tutorial for Horde eMail - Creative Support for Horde eMail.pdf · Tutorial for Horde eMail Contents Basics 1. Starting Horde 2. Reading eMails 3. Replying / Forwarding 4. New eMail

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

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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!

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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

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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

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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:

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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

Page 8: Tutorial for Horde eMail - Creative Support for Horde eMail.pdf · Tutorial for Horde eMail Contents Basics 1. Starting Horde 2. Reading eMails 3. Replying / Forwarding 4. New eMail

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

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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

Page 10: Tutorial for Horde eMail - Creative Support for Horde eMail.pdf · Tutorial for Horde eMail Contents Basics 1. Starting Horde 2. Reading eMails 3. Replying / Forwarding 4. New eMail

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

Page 11: Tutorial for Horde eMail - Creative Support for Horde eMail.pdf · Tutorial for Horde eMail Contents Basics 1. Starting Horde 2. Reading eMails 3. Replying / Forwarding 4. New eMail

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

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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.

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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

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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’