Webmail

v7.0 - Last Mod.: 11/25/2011
With Webmail you have a personal administrative system for your emails. You can have several mailboxes at the same time and add as many folders as necessary. You can presort emails with agents and manage addresses and signatures.
Note: You need the user role "Webmail User", to be able to write and send mails. To create a new mailbox, q.v. 5.2 Add Mailbox.

1. Emails

You manage your emails in your inbox or further, own created folders. To compose, download or search emails please use the navigation on the left.

1.1 Compose

  1. In the navigation on the left, below My Emails click Compose Email.
  2. In the area Header choose from the selection box From the desired sender, as far as you have several mailboxes.
  3. Enter in the field To the address of the recipient.
    Note: You only need to enter a part of the name. A selection of all possible recipients according to the name gets displayed. Choose the desired recipient with the mouse. If your address book does not contain the recipient, you will be asked if you want to save the data of the recipient to the address book after sending the email.
    Warning: In each case seperate several recipients with a comma.
  4. Click the button Cc if you want to send a copy. Enter the recipient in the appearing field.
  5. Click the button Bcc if you want to send a blind copy (the actual recipient doesn't see the Bcc recipient). Enter the recipient in the appearing field.
  6. Click the button Priority to change the priority. By default the priority is "normal".
  7. Enter in the area Subject & Content the field Subject a subject appropriately to the email content.
  8. Enter in the field Content the text of the email.
  9. Click the button Signature to add your signature to the end of the email, q.v. 5.3 Edit Mailbox.
  10. Click the button GNU Privacy Guard to decrypt the email.
    Activate the option Encrypt this email with GNU Privacy Guard, q.v. 4. GNU Privacy Guard.
  11. In teh area Attachments click the button Browse if you want to upload an attachment.
    Select the file from the new window and click the button Open.
    To delete the attachment click the icon Delete on the right of the name of the attachment.
  12. Click the button Send to send the email.
TOP

1.2 Save

  1. In the navigation on the left, below My Emails click Compose Email.
  2. Compose your email, q.v. 1.1 Compose.
  3. At the bottom of the mask click the button Save when ready.
The email is saved in the folder "draft", q.v. 2. Folders. You can edit or send them any time.

TOP

1.3 Download

Note: Depending on your settings new emails get downloaded from the server automatically in a given interval, q.v. 5. Settings. In this case it is not necessary to download emails manually, but still possible.
  • Click in the folder structure below the calendar on the account name the corresponding mailbox, e.g. firstname.lastname@domain.com.
New emails get downloaded from the server and saved in the "inbox" of the particular mailbox and marked as new.

TOP

1.4 Read

  • Choose the desired email and click the Subject.
Below the action tabs "Replay", "Forward", etc. (q.v. 1.5 Use) are tabs with which you can influence the display of your email.
  • Details Shows details of the email like sender, date, priority, etc.
  • Text Shows the content of the email in pure text.
  • HTML Shows the content of the email in HTML as far as the email is written in HTML.
    Note: Click a second time on the link [Click here to force HTML view].
  • Header Shows the content of the header.
  • Original Shows the email in its original format. By clicking the link Download original email you can download and save the email.
TOP

1.5 Use

You can do divers actions with the emails.
  1. Click the folder Inbox.
  2. Select the desired email and click the subject of the email.
You have the following possibilities:

Reply to send an answer to the sender.
The email gets back to the sender. The exisiting text gets marked with the symbol ">". You can also send the email to other or further recipients. For details q.v. 1.1 Compose.

Reply all to send an answer to the sender and further recipients.
If the email was sent to several persons, you can send your answer with this option to all, not only to the sender. The exisiting text gets marked with the symbol ">". You can also quote other recipients or remove some.
For details q.v. 1.1 Compose.

Forward to transfer the email to another person.
Forward the email to others. Enter the desired recipient in the field To. The exisiting text gets marked with the symbol ">".
For details q.v. 1.1 Compose.

Edit to edit a draft.
An email which was saved as a draft can be edited (again) with this command. The content of the email looks exactly like when it was saved. Edit the email as desired and send it afterwards or save it again.

Delete to move the email to the trash.
If you don't need the email anymore you can delete it. The email gets moved to the trash, where you can still access it until the trash gets emptied.

TOP

1.6 View Conversation

With this function you can view the email conversation between you and other persons.
  1. In the navigation on the left Search Emails.
  2. Click the tab View Conversation.
  3. Choose from the selection box the first contact.
  4. Enter in the field behind the second contact.
  5. Click the button Display.
All emails concerning the tweo users get listed.

TOP

1.7 Search

  1. In the navigation on the left click Search Emails.
  2. Enter either in the area Qucik Search in the field
    From a sender
    Subject word of the subject
    Content words of the contect
    and click the button Search.
  3. Or enter in the area Search with Query Parser Syntax in the field String the corresponding string and click the button Search.
All fitting emails get listed.

TOP

1.9 Delete Email

To delete one email
  1. select the corresponding email and click its subject.
  2. Click the Button Delete.
The email gets moved to the trash, where you can still access it until the trash gets emptied.

To delete several emails,
  1. go to the corresponding "inbox" or to "Latest Emails".
  2. Activate the desired emails by clicking the option at the beginning of the line.
  3. On the bottom click the button Delete.
The emails get moved to the trash, where you can still access them until the trash gets emptied.

TOP

2. Folders

By default you have the following folders in your directory tree:
  • inbox This is always the first folder. You cannot add folders above.
  • draft All saved emails are stored here.
  • sent All sent emails are stored here.
  • trash All deleted emails are stored here
You can add as many subfolders as you need. And you can interleave them. To get to a folder click it.

2.1 Add

  1. Click the folder in which you want to add a new folder.
  2. Click the tab Add.
  3. Enter in the field Folder Name a name for the folder.
  4. Click the button Save.
TOP

2.2 Rename

  1. Click the folder you want to rename.
  2. Click the tab Rename.
  3. Enter in the field Folder Name the new name for the folder.
  4. Click the button Save.
Note: You can only rename folders which you created by yourself. Default folders cannot be modified.

TOP

2.3 Delete

  1. Click the folder you want to delete.
  2. Click the tab Delete.
  3. Confirm the erasing procedure by clicking the button OK.
Note: You can only delete folders which you created by yourself. Default folders cannot be modified.

TOP

3. Address Book

Manage your contacts in the address book.
  • In the left navigation click Address Book.
All entries are listed. By clicking the letters of the alphabet you can select single entries faster.

3.1 Add

  1. In the left navigation click Address Book.
  2. Click the tab Add.
  3. Enter in the field Nickname a nickname for the contact.
  4. Enter in the field First Name the first name.
  5. Enter in the field Last Name the last name.
  6. Enter in the field Email the email address.
  7. If required enter in the field Note notes fitting to the entry.
  8. Click the button Save when ready.
TOP

3.2 Edit

  1. In the left navigation click Address Book.
  2. Choose the entry you want to edit.
  3. Click the icon Profile in the first column.
  4. Edit the entry as desired, q.v. 3.1 Add.
  5. Click the button Save when ready.
TOP

3.3 Import

  1. In the left navigation click Address Book.
  2. Click the tab Import.
1. Step: Upload File
  1. Click in the area *.csv-File the button Browse to select the file which contains the entries.
  2. Enter the Cell Delimiter which is used in the *.csv-file.
  3. Enter the Quoting Sign which is used in the *.csv-file.
  4. Enter the File Format which is used.
  5. Click the button Save.
2. Step: Import Settings
  1. Assign the headings of the *.csv-file to the corresponding foelds, e.g. "First Name/First Name".
  2. Click the button Save.
TOP

3.4 Delete Entry

  1. In the left navigation click Address Book.
  2. Choose the entry you want to delete.
  3. KClick the icon Profile in the first column.
  4. Click the button Delete Entry.
  5. Confirm the erasing procedure by clicking the button OK.
TOP

3.5 Delete Address Book

Warnning: All entries contained in the address book get deleted.
  1. In the left navigation click Address Book.
  2. Click the tab Delete Address Book.
  3. Confirm the erasing procedure by clicking the button OK.
TOP

3.6 Mailing List

  • In the left navigation click Address Book.
  • Click on the tab Mailing List.
  • In this overview you can edit or delete existing Mailing Lists.
  • Click on the tab Add to create a new Mailing List.
TOP

3.6.1 Edit Mailing List

  • In the left navigation click Address Book.
  • Click on the tab Mailing List.
  • Select an existing Mailing List in the overview and click on edit.
  • Here you can edit the name and description of the selected Mailing List. Under "Content" you can add new addresses or remove existing ones.
TOP

3.6.2 Delete Mailing List

  • In the left navigation click Address Book.
  • Click on the tab Mailing List.
  • Select an existing Mailing List in the overview and click on delete.
  • Confirm that you want to delete by clicking Ok.
TOP

3.6.3 Add Mailing List

  • In the left navigation click Address Book.
  • Click on the tab Mailing List.
  • Click on the tab Add.
  • Enter a name and description for your Mailing List and click on save.
  • Click on Add addresses.
  • Tick the box of each address that you want to add to your Mailing List.
  • Select "Assign addresses to existing mailing list under Mass operation.
  • Select the Mailing List that you want to add the addresses to and click Ok.
TOP

4. GNU Privacy Guard

The GNU Privacy Guard is for de- and encrypting emails and data as well as to create und check electronic signatures. You can generate keys on your own.

The Public Key is public, which means, that others, with whom you communicate, need the key to decrypt your encryptions.
The Private Key is private, which means, that only you have it to decrypt your emails.
Warning: Do not ever give the private kay away. This is your own private key which you have at your very own disposal.

Here you find further information about the GNU Privacy Guard.

To get to the GNU Privacy Guard, please do the following:
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Groupware > Webmail.
  3. In the navigation on the left click Settings.
  4. Click the tab GNU Privacy Guard.
The concept of the GNU Privacy Guard works as follows:
  1. User A generates a Private Key and a Public Key via GNU Privacy Guard > Generate New Key Pair. With the Private Key user A decrypts encrypted emails, which he received and he provides the Public Key to all people who want to send him an encrypted email. The Public Key is public, similar to a phone number. The Public Key can be posted on a website or in an email.
  2. Now user B wants to send an encrypted email to user A. Therefore user B needs the Public Key from user A. User A exports his Public Key via GNU Privacy Guard > Public Keys > Export and forwards it somehow to user B, e.g. in an email.
  3. User B imports the Public Key from user A via GNU Privacy Guard > Import Public Key.
  4. User B composes now the email for user A, which he wants to encrypt. To encrypt the email he clicks in the area Subject & Content below the content of the email the button GNU Privacy Guard and activates the checkbox Encrypt this email with GNU Privacy Guard. When the email is composed user B sends it out as usual.
  5. User A receives the email with the encrypted content. To read the content he clicks the locker icon above the encrypted text.
  6. User A has now to enter his password, which he used when generating a key pair. After the correct entry of the password the content gets decrypted and the email can be read.
  7. If user A also wants to send an encrypted mail to user B, then user A needs the Public Key from user B and he needs to import it.

4.1 Public Keys

All own Public Keys as well as imported Public Keys are listed:
  • Click the tab Public Keys.
All generated Public Keys get listed:
  • Valid Shows the validity of the key, green = valid, red = invalid.
  • User Shows the user and the corresponding email address.
  • Expires on Shows the expiration date of the keys.
  • Export By clicking the button you can export the key.
  • Delete By clicking the button you can delete the key.
    Note: A Public Key cannot be deleted before the belonging Private Key was deleted.
TOP

4.2 Export Public Key

You provide the Public Key to people who want to send you an encrypted email. To be able to provide the Public Key you need to export it. You can handle the Public Key like a phone number.
  1. Click the tab Public Keys.
  2. Choose the key you want to export.
  3. Click the icon Export.
  4. Copy the whole key in you clipboard, e.g.

    -----BEGIN PGP PUBLIC KEY BLOCK-----
    Version: GnuPG v1.4.5 (GNU/Linux)

    mQGiBEdWj1QRBADN87W2/36pItdx1JZyLDtJ73lO5hINH/XthLojYiW3yVPAbTXV
    phg5bI5bLmmO7BaBiH4l1KOspjGmMXnOMJzCdTq2loSdhN1g0OpPM4UgCphoOv04
    Ed30G0ciZynTNhh5GsnEnBsuDv6aoGn12SE3RP0NTrURybr3kOTV5tM3fwCgu1o6
    RS3mkx43UX+upBB5W/yRy78D/1APPzacUveg4BiftyLiHCJyb+I/whOn/jvnxn6s
    xYiempzkPLJ91Es+EzMNxEyZQFKv5YhIWz1pFluIPUY0PSUYXdnF1Kt1ez0/Vwdm
    jYJCXOqRHApESScPB56wKvXifovIDvYMQGzUQDeQXtlTT2sHV0rtdet0IzpBSRKZ
    Cf/cA/9v/1ZnjC13++WRUdSedAh3NqidaCEOM6QSTMYMNH6ZsoHcyab/+FHFr0aK
    Tp2/98TFqErHdmDD7528qDnMZhlhv5mZ+LJL24NXSaOTpcDcj9ZhWSuee8GP+73b
    HEsmTK1TYfR/CyMp9QOhZADGN+JRJkvhOe4oVc3gOGvcYgMZXrQfTGVpbGEgKC0p
    IDxsZWlsYUBzaXRlZm9ydW0uY29tPohmBBMRAgAmBQJHVo9UAhsjBQkAA/SABgsJ
    CAcDAgQVAggDBBYCAwECHgECF4AACgkQQHd7bUyvB37m8gCfUoayoKo/yzFjlsPu
    huAbufAjO0iSBi3P+6dLlWMFVYsFXcImzdpdq6zVPXpuhOlyOFwr6GAMyzZvA5br
    nSOuvqlxCMgLAAMGB/wKsx5Yl4D0HEErdrw43bjbW29zZAsyPSS8qcS/WRCiUswF
    2Ua8x1HjK6K9eYzd2eLma5uDqtGLspC+3yQCngtXfAbOMRtKpbT0KcYNDjINoQzk
    eyNMDKz99Ym2yehEJSf0KsLRypyQ6ji6bUCzFJlpJzSovCm30IP15xXQQVkqkFsB
    qzXkqiy4KtWcSgoIqULa8T8Znf+ZxpfZH79uHUwGVF8Oz3/Bkah7APDzgJF/Uk4m
    Cs4UY5akeI4ooyeprBUwuTKNd5SMnb+2XguNJH5DbTl359M3TV7TQtYr2fJ+m3pN
    rQ/dKMUSFwnJt0L5/ZA3W/P9Eb1Fwh6IEdddrX1riE8EGBECAA8FAkdWj1wCGwwF
    CQAD9IAACgkQQHd7bUyvB34vugCgmXwOcmvQN7NPZUd73LKZFmZJi7MAn2nGELeA
    knFP/Mv2+1TqP2ngK6+D
    =8R8b
    -----END PGP PUBLIC KEY BLOCK-----
  5. Paste the complete key to the desired place.
TOP

4.3 Import Public Key

A Public Key needs to be imported before it can be used for encryption of emails.
  1. Click the tab Import Public Key.
  2. Copy in the field ASCII-armored public key the Public Key you got from the receiver of the encrypted email.
  3. Click the button Import when ready.
TOP

4.4 Delete Public Key

Note: A Public Key cannot be deleted before the belonging Private Key was deleted, q.v. 4.8 Delete Private Key.
  1. Click the tab Public Keys.
  2. Choose the key you want to delete.
  3. Click the icon Delete.
  4. Confirm the erasing procedure by clicking the button OK.
TOP

4.5 Private Keys

Your own Private Keys are listed here.
  • Click the tab Private Keys.
All generated Private Keys are listed:
  • Valid Shows the validity of the key, green = valid, red = invalid.
  • User Shows the user and the corresponding email address.
  • Expires on Shows the expiration date of the keys.
  • Export By clicking the button you can export the key.
  • Delete By clicking the button you can delete the key.
TOP

4.6 Import Private Key

Import your Private Keys when you used another email client before.
  1. Click the tab Import Private Key.
  2. Copy in the field ASCII-armored public key the Private Key.
  3. Click the button Import when ready.
TOP

4.7 Export Private Key

  1. Click the tab Private Keys.
  2. Choose the key you want to export.
  3. Click the icon Export.
  4. Enter in the field Password your password.
  5. Click the button Export.
    Warning: The Public Key as well as the Private Key are dispplayed. Consider necessarily the labeling befor you make the key public.
  6. Copy the whole key in your clipboard, e.g.

    -----BEGIN PGP PRIVATE KEY BLOCK-----
    Version: GnuPG v1.4.5 (GNU/Linux)

    mQGiBEdWj1QRBADN87W2/36pItdx1JZyLDtJ73lO5hINH/XthLojYiW3yVPAbTXV
    phg5bI5bLmmO7BaBiH4l1KOspjGmMXnOMJzCdTq2loSdhN1g0OpPM4UgCphoOv04
    Ed30G0ciZynTNhh5GsnEnBsuDv6aoGn12SE3RP0NTrURybr3kOTV5tM3fwCgu1o6
    RS3mkx43UX+upBB5W/yRy78D/1APPzacUveg4BiftyLiHCJyb+I/whOn/jvnxn6s
    xYiempzkPLJ91Es+EzMNxEyZQFKv5YhIWz1pFluIPUY0PSUYXdnF1Kt1ez0/Vwdm
    jYJCXOqRHApESScPB56wKvXifovIDvYMQGzUQDeQXtlTT2sHV0rtdet0IzpBSRKZ
    Cf/cA/9v/1ZnjC13++WRUdSedAh3NqidaCEOM6QSTMYMNH6ZsoHcyab/+FHFr0aK
    Tp2/98TFqErHdmDD7528qDnMZhlhv5mZ+LJL24NXSaOTpcDcj9ZhWSuee8GP+73b
    HEsmTK1TYfR/CyMp9QOhZADGN+JRJkvhOe4oVc3gOGvcYgMZXrQfTGVpbGEgKC0p
    IDxsZWlsYUBzaXRlZm9ydW0uY29tPohmBBMRAgAmBQJHVo9UAhsjBQkAA/SABgsJ
    CAcDAgQVAggDBBYCAwECHgECF4AACgkQQHd7bUyvB37m8gCfUoayoKo/yzFjlsPu
    +GA8FBJ1qwoAnR4anCnjI4njn6oA/C4BBms+7Ut9uQINBEdWj1wQCACQE/odVhnM
    c/vS/yOcGNwQ1cwpczho80RlXURNquLyfN0/o0koFnmbXJiN8WKZCaJKVGafFuzV
    2Ua8x1HjK6K9eYzd2eLma5uDqtGLspC+3yQCngtXfAbOMRtKpbT0KcYNDjINoQzk
    eyNMDKz99Ym2yehEJSf0KsLRypyQ6ji6bUCzFJlpJzSovCm30IP15xXQQVkqkFsB
    qzXkqiy4KtWcSgoIqULa8T8Znf+ZxpfZH79uHUwGVF8Oz3/Bkah7APDzgJF/Uk4m
    Cs4UY5akeI4ooyeprBUwuTKNd5SMnb+2XguNJH5DbTl359M3TV7TQtYr2fJ+m3pN
    rQ/dKMUSFwnJt0L5/ZA3W/P9Eb1Fwh6IEdddrX1riE8EGBECAA8FAkdWj1wCGwwF
    CQAD9IAACgkQQHd7bUyvB34vugCgmXwOcmvQN7NPZUd73LKZFmZJi7MAn2nGELeA
    knFP/Mv2+1TqP2ngK6+D
    =8R8b
    -----END PGP PUBLIC KEY BLOCK-----
  7. Paste the complete key to the desired place.
TOP

4.8 Delete Private Key

  1. Click the tab Private Keys.
  2. Choose the key you want to delete.
  3. Click the icon Delete.
  4. Confirm the erasing procedure by clicking the button OK.
TOP

4.9 Generate New Key Pair

Note: You always generate a pair of keys, thus a Private Key and a Public Key.
  1. Click the tab Generate New Key Pair.
  2. Enter in the field Name the name.
  3. Enter in the field Email Adresse the desired email address.
  4. If required enter in the field Comment a comment.
  5. In the area Key Size choose the desired key size. If your focus lies on security we recommend a 2048 bit key.
  6. Enter in the field Expires the number, when the keys is supposed to expire and choose the unit from the selection aside.
    Note: If you leave the field empty the key is not going to expire.
  7. Enter in the field Password a password.
  8. Repeat in the field Password Confirmation the password.
  9. Click the button Generate when ready.
You get a message when the pair of keys is created.

TOP

5. Settings

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Groupware > Webmail.
  3. In the navigation on the left, below My Emails, click Settings.

5.1 My Mailboxes

  • Active Shows if the mailbox is active or inactive; green = active, red = inactive.
  • Email Shows the email address.
  • Details Shows details of your mailbox.
  • Autocheck Shows if emails are downloaded automatically by background process; green = background process is active, yellow = background process is inactive.
  • Copy Shows if email copies are kept on the server; green = copy is created, yellow = copy is not created.
  • Get Emails By clicking the icon emails get downloaded for this mailbox.
  • Settings By clicking the icon you can take the settings.
TOP

5.2 Add Mailbox

In this area you can add another mailbox. Therefore you need information about the mail server. If neccessary ask your administrator.
  1. Click the tab Add Mailbox.
  2. Enter in the field Server Mailbox Login the login of the mailbox on the mail server.
  3. Enter in the field Email Address the corresponding Email address, e.g. john.q@public.com.
  4. Enter in the field Incoming Server the name of the incoming mail server, e.g. 123.123.123.0.
  5. Enter in the field Outgoing Server the name of the outgoing mail server, e.g. 123.123.123.1.
  6. Enter in the field Password the password of the user for the mail account.
  7. Activate the option Status to enable the mailbox.
  8. Activate the option Copy to keep an email copy on server.
  9. Activate the option Autocheck to automatically download mails by background process.
  10. From the selection box Interval select the desired interval, in which the autocheck should take place.
  11. Click the button Save when ready.
TOP

5.3 Edit Mailbox

  1. In the navigation on the left, below My Emails, click Settings.
  2. Choose the desired mailbox and click the icon Settings.
Tab General

Here you can change settings concerning your mailbox directly, q.v. 5.2 Add Mailbox.

Tab Signatur

Here you can add a signature, which you can insert in your emails.
  1. Enter in the field your signature.
  2. Click the button Save.
Tab Filter

Here you can add or edit a filter, to sort and move incoming emails in given folders.
  1. Click the button Add Filter.
  2. Enter in the field Name a namen for the filer, e.g. Management.
  3. Choose in the area Add Rule the desired rule, e.g. If "From" contains "Smith" and
  4. click the button Add.
  5. If required combine the rule with another one (AND/OR).
  6. Afterwards choose the folder in which the emails should be moved, e.g. Executives.
  7. Activate the option Active.
  8. Click the button Save.
The rule for this filter now is:
"If the name of the sender of the email contains Smith, the email gets moved automatically to the folder Executives."

Tab Delete

By clicking this tab you can delete the chosen mailbox.
  • Confirm the erasing procedure by clicking the button OK.
TOP

6. Webmail Users

Only as user with the roles "Portal Master" or "Webmail Manager" you have access to this submenu, to assign users the role "Webmail User" so they can use Webmail.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Intranet & Backoffice > Webmail.
  3. In the navigation on the left, below Webmail User, click Overview.

6.1 Overview

A table with all existing Webmail Users opens up:
  • Status Shows the status of the user.
  • Name Shows the name of the user.
  • Email Shows the email address of the user.
  • Company Shows the company of the user.
  • Boxes Shows how many mailboxes the user has.
    By clicking the + respectively the number, you can add a new mailbox or view/edit an exisiting one.
  • Edit By clicking the icon you get to the editing mode.
TOP

6.2 Add

  1. Click the tab Add.
a) User does already exist in the portal
  1. Enter in the field a part of the name of the user.
  2. Choose the desired user from the list.
  3. Click the button Save.
b) Add new user to this portal
  1. Enter in the field Salutation the salutation.
  2. Enter in the field First Name the first name.
  3. Enter in the field Last Name the last name.
  4. Enter in the field Email the email address.
  5. Click the button Save.
Note: Now you have to add a mailbox for the user, q.v. 5.2 Add Mailbox.

TOP

Contact Sales Now

Want further information right now?

Contact us sales@siteforum.com

Phone Germany: +49 (361) 666 15810
Contact form

Fax: +49 361 2445050