To log on to Web Messaging:

1. In your Web browser, open the Web Messaging page for your mail server.

Your CySpaceCity Mail system administrator can provide the Web address for the page. The following is an example Web Messaging address: http://mail.domain.com:8383

After opening the Web Messaging page in your Web browser, you can save it as a favorite (or hotlist ) item.

2. In the UserID text box, enter your mail userid.

3. In the Password text box, enter your mail password.

4. Click Logon

If there is a news message, it appears on a separate page. You can read the news and then scroll to the bottom of the page and click Continue when you are ready.

Your mailbox list and the menu for accessing mail functions appear. See the "Reading Mail" section for more information.

Note: If your mail account is inactive for more than 12 minutes, your session is placed in a rollover queue that holds up to 50 users. On low use systems, your mail session is not likely to time out, but if there are many users on your system, it may time out. To log out of your mail account at any time, click Logoff

Because the rollover queue is used, users must click on Logoff to be sure they have logged out of the Web Messaging session. The Logout function will remove the user from the rollover queue and the standard connect tables. Users can also clear the browser’s history if the browser is in a common use area.

The Read Message page in SmarterMail allows you to view the contents of an email message and perform various actions on the message. To read a message, click on it from the list of messages in a folder.

Along the top of the reading pane, there are several buttons, like Reply, Reply All, Forward, etc. Each of these buttons are actions that can be performed on the message you are currently viewing. Below these, you will see the header of the email. This contains information about the email message like the sender, subject, and the date the message was sent. Underneath the header you'll find the body of the message. Each of these sections will be explained below.

Action Buttons

Prev / Next - Allows quick navigation between messages.

Reply - Opens up the compose page that lets you respond to the sender of this message. In addition, the text of this message will be filled in to the new message as well.

Reply All - Operates similarly to the Reply button, but it also adds any email addresses in the To or CC fields to the response as well.

Forward - Takes you to the compose page and allow you to forward this message to someone else. The method used to forward the message can be customized by several settings in the My Settings page.

Move to Folder - Moves this message to the folder chosen from the drop-down list. After the message is moved, you will remain in the same folder and will navigate automatically to the next message.

Mark as Spam - Moves this message to the Junk E-Mail folder and adds it to the list of Spam messages that are processed for statistical filtering. The more spam messages you identify using "Mark as Spam," the better the filter will get over time. This button will not appear while viewing the Junk E-Mail folder.

Unmark as Spam - Adds the message to an approved email list, adds the sender to your trusted sender list, and moves the message to the Inbox. This button only appears in the Junk E-Mail folder.

Delete - Deletes a message from your mailbox. After a message is deleted, the next message in your folder is displayed. Note that there are several methods of deleting a message in SmarterMail. Please refer to the My Settings topic for more information.

Print - Prints the contents of the email without all of the extra navigation controls on the page.

Back - Takes you back to the folder you were in prior to reading the message.

Email Information Header

From - Email address from which the message was apparently sent.

Date - Time and date the message was sent.

To - The email address(es) of the primary recipients of the message.

Subject - The subject of the message.

HTML link - Displays the message in HTML format, which allows for colors and fonts. The default method of viewing messages is HTML, but it can be changed from the My Settings page.

Plain Text link - Displays the message in plain text, which only allows text content with no special formatting or graphics.

Header link - Displays the header of the message, which indicates the path the email took to get to your email account, along with several other pieces of information.

Raw Content link - Displays the content of the email exactly as the server received it. This is helpful if you cannot view the message in any other display mode.

Attachments - If any attachments are included in the email, they will show up as links here. Be very careful when opening attachments in emails. Ensure that you know the sender and do not open any attachments you are not expecting.

If a mail message contains a full Internet address, it will be displayed as a highlighted hyperlink, which you can click to go to the linked Web page. The Web page displays within the Web Messaging page. You can click your browser’s Back button to return to the mail message.

SmarterMail has two different methods for deleting messages. First, you can delete a message while viewing it by clicking on the Delete button. Second, you can delete multiple messages at once by checking them in the message list page and choosing Delete from the action menu.

The action SmarterMail takes when you delete a message depends on the option you choose in My Settings. Below are the options available for the option "When messages are deleted."

• Move to Deleted Items folder - (default) - When items are deleted they are moved to a folder called Deleted Items. If the deleted items folder does not exist, it will be created automatically the first time you delete a message.
• Auto-Purge folder - When using IMAP or webmail and messages are deleted from a folder, they are only marked as deleted. Messages are not physically removed from the folder until they are purged. This option will automatically purge the folder after deleting the message. NOTE: When deleted messages are purged, the action is final. You will not be able to retrieve these messages later.
• Mark as deleted - When the message is deleted with this option, the message remains in the current folder, but will be crossed out and marked as deleted. If the folder is then purged, all items marked for deletion will be removed.
• Mark as deleted and hide - With this option, any message that has been marked as deleted will be hidden from view in webmail. This will allow you to keep deleted messages without seeing them every time you log into your mailbox. Note: It is important to keep an eye on your email account disk usage when using this option, as your mailbox may be more full than you realize.

Note: The action taken for deleted items will ONLY be taken when deleting items through web mail. Deleting an item from Outlook Express or another email client will NOT use the setting that you choose.

Note to POP3 users: When your email client connects to SmarterMail via POP3, any emails that are marked as deleted are automatically purged. To prevent this from happening, use the "Move to Deleted Items folder" option to avoid accidentally purging deleted items.

Folder Auto-Clean is a method for limiting how much of your account disk space is used by the Junk E-Mail, Sent Items, and Deleted Items folders. By placing limits on the size of these folders, you can help ensure that your account does not fill up unnecessarily. Messages are deleted from the folders in the order that they were received so that older messages get deleted first.

Note: Depending on the policies your administrator has established, you may or may not be able to change the settings on this page.

Note: If auto-clean is active on a folder, messages will get deleted from it eventually, so do not keep messages in that folder if you want to keep them.

Options

Use default auto-clean settings - Choosing this option will let you adopt the policy of your email host or domain administrator. If the administrator changes the policy, yours will automatically change with it. You can see the current policy on the Folders tab when this option is active.

Override auto-clean settings for this account - Choose this option to override the settings set by your administrator. Any changes you make will not be affected if the administrator changes their policy, unless they disable user overrides.

Folder Settings

If you are using the default auto-clean settings set up by your administrator, they will appear on this tab.

In cases where you are able to override the settings, the following options appear once for each folder that can be auto-cleaned.

Enable auto-clean for this folder - If this box is checked, then auto-clean will be active for the specified folder.

Folder size BEFORE auto-clean - Once the folder reaches this size (in megabytes), the auto-clean process is started, and older messages (messages that were received the longest time ago) are cleaned.

Folder size AFTER auto-clean - This is the goal size for the auto-clean process. It will try to delete older messages until the folder gets to this size. This number should always be lower than the "before" number.

There are several ways to begin composing a new message in SmarterMail. The most common method is to click on New Message in the sidebar. The only fields that are absolutely required to send an email are the To address and the Subject.

Send - Sends your message out to the recipients.

Save as Draft - Saves the message in its current state to the Drafts folder. If you do not have a Drafts folder, one will be created automatically the first time you choose this option. You will then be able to go back to your Drafts folder and continue composing this email.

Spell Check - Pops up a spell-check that will help identify spelling errors in your email. Note that you can choose the dictionary to use from the My Settings page.

Add Files - Click on this button to add attachments to your email. Please bear in mind that there are limits to the size of attachments imposed by many email systems on the internet today.

Remove All Files - Removes all attachments from the current email. This button will only appear if you have added attachments to the email.

Cancel - Cancels the new message and returns you to where you came from.

To - Enter a recipient's email address, or click on the "To:" link to select a recipient from your contact list. Separate multiple contacts with a semicolon (;).

Enterprise Edition Only: You can also add members of your Global Address List to an email by clicking on the "To:" link and changing the list source from My Contacts to Global Address List.

Cc - The Cc field should contain recipients that should receive "carbon copies" of the message, but are not the primary intended recipients of the message.

Bcc - Bcc represents people who should receive "blind carbon copies" of the email, addresses that are not the primary intended recipients of the message where but nobody else can see that they received it.

Subject - Enter the primary subject of the message.

Attachments - If you have added any attachments to the message, they appear below the subject line for your reference.

Change your password to your email account

1)       Log into your SmarterMail web interface (mail.example.com)

2)       Click on Settings

3)       Click My Settings

4)       On the Mailbox tab (under the Username)

a.       Enter your Current Password

b.       Enter your new password

c.        Enter your new password again in the Confirm Password edit box

5) Click Save to save changes

You can set a forwarding e—mail address to which all of your mail will be sent.

1. Click the Change Mail Forwarding Information item.

2. Enter an e—mail address.

You can enter either an CySpaceCity Mail Server userid or a full Internet e—mail address, depending on whether the forwarding address is on your local system or network or on a remote system. The e—mail address must be a complete mail address that is valid from the CySpaceCity Mail Server host system.

3. Click Save.

This feature is disabled if the text box is empty.

A User can create an auto-responder that sends a custom message upon receipt of new email, when he/she is on vacation or out of the office.

To create an Auto-Responder in SmarterMail:

1)       Login to the web interface as a User

2)       Click Settings

3)       Click My Auto-Responder

4)       On the Options tab, click Enable auto responder

a.       Other options can be checked:

i.      Limit responses to direct mail only

ii.      Limit responses to one per day per sender

5)       Click the Auto-Responder Message tab

a.       Enter a Subject such as Vacation or Out of the Office

b.       Enter your message in the Option Message body

c.        Click Save when you done.

If you do not see the menu selection My Auto-Responder, in your User, Settings menu, you need to contact your System Administrator.

In order to enable Auto-Responders on your SmarterMail server:

1)       Login as the System Admin

2)       Click on General Settings

3)       Click the Security tab – and click Enable

a.       Enable

b.       Disable

c.        Require message passed SPF

d.       Require message passed SPF if SPF exists

4)       Click Save

If the System Administrator wants to limit the Auto-Responder to once per day then do the following:

1)       Click Manage

2)       Click Manage Domains

3)       Click Action for the Domain you want to enable Auto-Responder

4)       Click Edit Domain

5)       Click the Technical tab

6)       Check the Restrict Auto-responder (once per day) 

7)       Save

An extended menu containing remote administration functions is available to you if your mail account has Host Administrator and/or CySpaceCity Mail System Administrator access enabled.

To login to SmarterMail, type in the system admin username and password on the login screen. By default, the username and password are both "admin" (without the quotes). If everything matches up, you will be presented with the manage domains page or the activation wizard (if you have yet to activate SmarterMail).

One thing to notice on the Login page is the "Remember Me" checkbox. By checking this box SmarterMail encrypts your login and password. You can then close the browser window and not have to re-log in when you return. This function works as long as you do not "log out" of SmarterMail prior to closing your browser window. If you do log out, you will have to log back in upon your return, regardless of whether the "Remember Me" box was checked or not. You will need cookies enabled on your browser for this feature to work.

An email user account represents a person's actual mailbox. User accounts can receive email, send email, and log in to the web mail interface.

Managing Users

As a domain administrator, you can manage email accounts from the Email Users page in the Settings menu.

Add User - Clicking this button will let you add a new email user. More information about adding users can be found in the topic Adding a User Account.

Edit a User - Edit an account by clicking on the username of the account in the table.

Deleting a User - To delete an account, click on the delete link next to the user's name. Note: Deletions are permanant, and once a user is deleted, the mail cannot be retrieved from it.

CySpaceCity Mail Server for Windows NT supports three types of aliases:

• Standard aliases that point to an e—mail address on the local system, a remote system, or another alias
• List aliases that point to a file containing a list of mail addresses
• Program aliases that point to an executable program on the host system

A user alias represents a forward to an actual email account. The sole purpose of a user alias is to forward email to other accounts. Aliases may not send mail, and may not log into the web mail.

Managing Aliases

As a domain administrator, you can manage email aliases from the Email Aliases page in the Settings menu.

Add Alias - Similarly to adding a user, clicking this button will allow you to add a new user alias. More information about adding aliases can be found in the topic Adding a User Alias.

Set Catch-All - A Catch-All is a special option set for a single alias. The alias assigned the catch-all will receive all email for a domain that is not targeted to an existing user or alias. Using a catch-all is usually not advised, as it gives spammers the idea that the email addresses are valid, and you may receive more spam as a result. Note: The system administrator may have disabled catch-all functionality.

Edit an Alias - Edit an alias by clicking on the name of the alias in the table.

Deleting an Alias - To delete an alias, click on the delete link next to the alias name.

The List server will accept the following commands from the body of an email message:

Subscribe listname your_name
Unsubscribe listname your_name
Help
Help listname
List
List listname
Set mode digest listname
Set mode standard listname

When sending email to the List server to perform any of these commands, you must always address the email to "listserv@your_ CySpaceCity Mail_server_hostname".

The following examples assume there is a list called "sample" on the CySpaceCity Mail Server for Windows NT server:

To subscribe to the "sample" list located on domain.com, you send mail to the listserver and enter the Subscribe command in the body of the message, as follows:

TO: listserv@domain.com
Subject:

Subscribe sample Fred Farkle

To unsubscribe from the list:

TO: listserv@domain.com
Subject:

Unsubscribe sample Fred Farkle

To get general help from the List server:

TO: listserv@domain.com
Subject:

help

To get help for a specific list:

TO: listserv@domain.com
Subject:

help sample

To display all of the "lists" on the CySpaceCity Mail server:

TO: listserv@domain.com
Subject:

list

To get a list of users subscribed to a specific list:

TO: listserv@domain.com
Subject:

list sample

To receive a digest of messages sent to the list (the user must already be a subscriber to the list):

TO: listserv@domain.com
Subject:

set mode digest sample

To cancel digest mode and receive messages as they are sent to the list (the user must already be a subscriber to the list):

TO: listserv@domain.com
Subject:

set mode standard sample

Also, the list owner can subscribe another user by forwarding a message from that user to the listserver.

The list owner can also unsubscribe a user by sending a message to the List server with a message in the form: unsubcribe listname user@domain.com
For example:

TO: listserv@domain.com
Subject:

unsubscribe sample ethel@acme.com

You can set up a program alias to allow automatic subscribes and unsubscribes for a mailing list. For example:

sample-add@domain.com = | listsrv -add domain.com sample

Note: You must be able to forward a message unmodified (i.e. with the headers unchanged) in order for this to work; otherwise you will end up adding or removing yourself from the list.

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For additonal help contact support at support@cyspacecity.net