WebMail User's Manual

WebMail is a web-email gateway which allows you to read and process your email from a web browser running on any
machine with access to the internet. It is a full featured email client package which provides facilities to read new mail, send and forward messages, send and view attachments, use folders to organize your messages etc.

WebMail talks to a POP server but leaves your messages on the POP server so they can still be seen by any normal POP email client. However you can delete or reply to your messages or move them to WebMail folders, in all these cases they will be removed from the POP server as you would expect.

WebMail can also use IMAP protocol and talk to an IMAP server. In this case your messages and folders are all stored on the IMAP server. You can thus see and manipulate all the same email messages and folders you can access from any standard IMAP email client, but from any web browser anywhere on the net. You can also swap backwards and forwards between any other IMAP client and WebMail.

Briefly . . .

To use WebMail, point your World Wide Web browser at the appropriate URL such as:

http://nice.co.nz/cgi-bin/webmail.cgi

Then enter your Username and Password to login and process your new mail. It's that simple but for more details read on...


Manual Contents:

For quickly getting started...

  1. How Do I get my Mail?
  2. How do I login?
  3. How do I read mail?
  4. How do I send mail?

For more details...

  1. User Options
  2. Folder Management
  3. Pick List Management
  4. Distribution List Management
  5. Address Book Management

This User Manual guides you through the various pages of WebMail, noting the functions of all of the Buttons, Links, Check Boxes and Text Fields. For new users there is also a glossary of terms. Words or acronyms which have a glossary entry are shown thus URL* clicking on them will take you to the relevant glossary entry.


How can I get my Mail?

Here is the instant three step guide...

1. Start your web browser  - e.g. Netscape, Internet Explorer etc.
2. Point it at the WebMail page - your Internet Service Provider (ISP) or Computer Department will have told you the URL to use, e.g. http://nice.co.com/cgi-bin/webmail.cgi.
3. Depending on how they have setup WebMail you might see a login page if so enter your username and password
(then click the 'Login' button)
- again you will probably have been given a username and password to use
Bingo - you're at your Mail!

For more detailed information please read through the next few sections.


How do I login?

Before you can use WebMail you need to login. When you run WebMail you will be presented with the login page:

WebMail - Web Mail Client

Netwin Gif
Enter Username:
Enter Password:
Use Frames

General Help

WebMAil is a web based email system, it lets you read / delete / forward / file the new mail that is waiting on your local mail server, attachments can be viewed or downloaded, and new messages can be sent, including attachments.

If you are the system administrator of this site and you wish to register this copy of WebMail then you should click here WebMail v1.4s to enter order details.

To login you must first supply a valid username and password. This username and password should have been supplied to you by your computer service center or ISP.

The Login page may also contain a box in which you can enter the name of an email host to connect to, this is optional. The WebMail Administrator will have assigned a default POP or IMAP server for use with WebMail. So, as a user, as long as you use the correct URL* in your web browser then you'll automatically log in to the correct location. So you do not have to enter anything in the 'Enter Host' box.

Once you have  logged in, WebMail will check the POP/IMAP server and will display a list of  messages that are available. You should see a screen something like this:

WebMail from Netwin
lynden INBOX 8 messages (POP)
    folder
Read Sel Subject From Fwd Date Time Bytes Attach Host
DFax test 1. lynden@161.29.2.41 Fwd 03/23/00 01:42 pm 785 0 lynden@161.29.2.41
HTML TEST ### lynden@161.29.2.41 Fwd 03/24/00 02:10 pm 3887 1+ lynden@161.29.2.41
FInial HTML test lynden@161.29.2.41 Fwd 03/24/00 02:24 pm 3891 1+ lynden@161.29.2.41
FWD: FInial HTML test (WORK????) lynden@161.29.2.41 Fwd 03/27/00 02:30 pm 4952 1+ lynden@161.29.2.41
Testing what is Sent from WebIMAP. lynden@161.29.2.41 Fwd 03/29/00 09:19 am 696 0 lynden@161.29.2.41
Finial Test "Lynden Sherriff" Fwd 03/29/00 09:29 am 693 0 lynden@161.29.2.41
TXT attachment "Lynden Sherriff" Fwd 03/29/00 11:43 am 12247 1+ lynden@161.29.2.41
Testing DFax file thing. :-) "Lynden Sherriff" Fwd 03/29/00 04:33 pm 792 0 lynden@161.29.2.41
  Select all
/   = unread/read
  = new
= attachment
  = replied
  = Deleted
  = Filtered
Page 1 of 1

The screen is divided into two portions, the Menubar and the email List Page. The Menubar contains buttons to take you to other pages for setting up user options, creating messages etc. The menu buttons are described briefly below:

Menubar

Inbox
This button selects the INBOX or "New Mail"  folder and displays   a list of messages in that folder. This is called the list page.
 
New Message
This will take you to the new message page which allows you to create and send a new email message.
 
Selected Multi-Host
This pull down Menubar displays the list of hosts you  have been set up in the user options. Changing the selected server and then clicking on the INBOX button will take you to the INBOX of that host.
 
User Options
This will take you to the user options page. Allowing you to change your signature, add additional email hosts as well as changing other user options. For more details see User Options.
 
Folder Management
This will take you to folder management page, where  you can delete, rename or create new folders. For more details see Folder Management.
 
Address Book
This will take you to the address book facilities available in WebMail. Also displayed here are the pick list and distribution lists. For more details see Address Book Management.
 
Empty Trash
This button will empty the WebMail trash. This will remove messages (from any folder) that has been marked as deleted. i.e. messages that have ' next to them.
 
Popup
This will bring up a popup window  with a list of new messages in it. It will check for new mail every 5 minutes. You can then use the main browser window to go to other web sites. While the popup window  is open your WebMail account will stay open.
 
Help
This button displays this help file.
 
Logout

This will log your out of WebMail. If you do not cleanly logout of WebMail then the message:
               Please Note: You did not Logout from last session.
will be displayed the next time you login.

Email List

When you first login you will be viewing your INBOX folder and will see a screen like this:

pn INBOX 8 messages (POP)
    folder
Read Sel Subject From Fwd Date Time Bytes Attach Host
red pn@161.29.2.53 Fwd 03/14/00 02:23 pm 678 0 pn@161.29.2.53
green pn@161.29.2.53 Fwd 03/14/00 02:24 pm 680 0 pn@161.29.2.53
blue pn@161.29.2.53 Fwd 03/14/00 02:24 pm 679 0 pn@161.29.2.53
purple pn@161.29.2.53 Fwd 03/14/00 02:24 pm 681 0 pn@161.29.2.53
a long subject line pn@161.29.2.53 Fwd 03/15/00 10:56 am 703 0 pn@161.29.2.53
a nother long subject line pn@161.29.2.53 Fwd 03/15/00 10:56 am 710 0 pn@161.29.2.53
ggggdfgsgs pn@161.29.2.53 Fwd 03/15/00 02:53 pm 696 0 pn@161.29.2.53
sdfsdsgf pn@161.29.2.53 Fwd 03/15/00 02:54 pm 701 0 pn@161.29.2.53
  Select all
/   = unread/read
  = new
= attachment
  = replied
  = Deleted
  = Filtered
Page 1 of 1

The buttons have the following functions:

This button will  reload the email list from the POP or IMAP server for the current folder. When viewing  the INBOX a reload will check for any new email.

 

If you select a folder from the pull down menu and press the 'Get Folder' button, WebMail will then display the emails in that folder.

 
email
  ***Welcome here to all lynden@1.2.3.4 Forward 11/30/99 9:39:29 am 179

This is a single email line. It shows the subject and sender of the email and icons representing status such as read/unread. Clicking on the subject of the email will display the entire email message. Clicking on  forward will take you to the "Forward" page so you can forward the message to someone else.
The flag icons have the following meanings:

(unread) (read) (new) (attachments) (replied) (deleted) (filtered)

the last three flags you can click on to toggle their status. e.g. change from   deleted to undeleted.

 
 

The list of email messages that have been ticked will be forwarded.

 
 
This will delete the selected messages, or flag them as deleted or move them to the trash can. Which of these three actions is taken depends on how the administrator has set up message deletion for WebMail.
 This button will empty the trash folder or delete messages which are marked as deleted.

The selected messages will be copied to the chosen folder. You cannot copy  messages to the  INBOX.

 

The selected messages will be moved to the chosen folder. You cannot move  messages to the  INBOX.


How do you read Mail?

In the Email List page above if you click on the subject of a message you will be shown the full message on a page similar to the one shown below:

Prev message Next Mail List Delete Save Reply Reply-All Forward 1 of 8
To: pn@161.29.2.53
Subject: red
CC:
Date: Tue, 14 Mar 2000 14:23:39 +1200
Status: Normal
From: pn@161.29.2.53
Reply-to: pn@161.29.2.53
--------------------------------------
   This email Was brought to you by
               WebMail
    A Netwin Web Based email Client
     http://netwinsite.com/webmail/
Prev message Next Mail List Delete Save Reply Reply-All Forward
Show Headers Variable width font Inline Images
Enable HTML Scripts, Forms, Applets Show 'alternative' parts Raw

WebMail v1.4s Copyright netwin Ltd.

A number of links are provided for moving to the previous or next message or returning to the Mail List page. You can also delete or save the message to disk.  You can also reply to the message or forward it to someone else. The difference between reply and reply-all is that the reply-all will send replies to all the addresses in the     To and Cc fields, while reply will only send the reply to the 'Reply-To' or 'From' addresses.

You can also change the viewing options of this email selected. There are 5 options available:

  1. Raw
    This forces the body of the message to be display as it is is stored on the POP or IMAP server.
  2. Show Headers
    This forces the complete set headers of the email to be displayed
    Return-Path: lynden@1.2.3.4
    Received: from 1.2.3.4 ([1.2.3.4]) by 1.2.3.4; Fri, 17 Dec 1999 09:04:47 +1200
    Sender: lynden@1.2.3.4
    From: lynden@1.2.3.4
    Reply-to: lynden@1.2.3.4
    To: lynden@1.2.3.4
    Subject: Testing New Mail.
    X-Mailer: WebMail to Mail Gateway v1.4o
    Date: Fri, 17 Dec 1999 09:04:46 +1200
    Message-id: <385945de.ba.41@1.2.3.4>
    X-Rcpt-To: <lynden@1.2.3.4>;
  3. Variable width font
    This will display the body of the message in a variable width font instead of a fixed width font.
  4. Inline Images
    This will tell WebMail to try and display any images and html contained in the email.
  5. Enable Attach HTML, Scripts, Forms and Applets
    When viewing HTML inline, WebMail for security reasons,  removes scripts, forms and applets. Checking this box will leave these with the HTML. This setting unlike the others will not be saved and you need to check this each time you want to see the scripts, forms and applets

How do I send Mail?

To create a new message to send to someone you press the "New Message" menu button which will display the following page:

To:
CC:
BCC:
Reply-To:
Attach:
Click entries to add them to the selected field

Subject:
Enter your message text here: (press enter at the end of each line)







Add Sig file Content-type:
Send CC to self for confirmation Attach 2:
Save a copy in copies to self folder Attach 3:

WebMail v1.4s Copyright netwin Ltd.

This screen will allow you to enter the address details, the message to send and then actually send the email.

email Recipients ( To, Cc and Bcc )

There are three fields in which you can enter addresses. You can use email addresses, distribution list names or nicknames in these fields.

  • The 'To' field is who will receive this email message
  • 'Cc' stands for carbon copy and these email address receive a copy of this email, the recipients do see who gets sent a carbon copy.
  • 'Bcc' is Blind Carbon Copy, which is very similar to 'Cc' expect that the recipients do not get told who gets a Blind Carbon Copy.

The distribution list or  address book nick names used in these fields are expanded out before the message is sent.

i.e. If you entered:
        Lynden@1.2.3.4, Ralph, work_people
Into any of the three fields where, Ralph is an address nick name for 'ralph@1.2.3.4' and work_people is a a distribution label for 'lynden@4.3.2.1,john@4.3.2.1' then the finial field will be:
        Lynden@1.2.3.4, ralph@1.2.3.4, lynden@4.3.2.1,john@4.3.2.1
 
Reply Address ( Reply-To )

This is the address that replies to this message will go to. So if you entered myothername@whatsit.com in the field when someone replied to your message the reply would go to myothername@whatsit.com

 
Subject ( Subject )

This is the subject line of the message. This gives an indication of what the email is about so that the recipients can tell if they want to read it.

 
Attachments ( Attach )

You are allowed to attach any file to your email. Some administrators have limited the size of emails that can be sent and you should talk to your admin about this before attempting to send very large attachments.

 
Clear Clear

This button will clear the last selected 'To, Cc or Bcc' field. Removing all the addresses typed in.

 
Address Book Address Book

This button will popup the quick address book. Allowing you to select people from your address book, to enter directly into the 'To, Cc or Bcc' fields. For more details see Address Book Management.

 
Pick List and
Distribution List

This lists the 30 most recently used email addresses and distribution list names. Clicking on an item in this list will copy the address to the selected 'To, Cc or Bcc' field. This allows quick selection of who should receive this email.

 
Check Spelling

This will check the spelling in your message. It allows you to change misspelled words or add new words to your user dictionary.

 
Save Draft

Messages which you plan to use over and over again, or emails that you do not have time to finish can be saved for later use. Saving the message as a draft will store the message on the server until you are ready to send it. You need to select a folder to store draft messages in.

 
Sending Options
Add Sig file
Send CC to self for confirmation
Save a copy in copies to self folder

These 3 check boxes you can select and will be remembered from session to session.

  • The first one 'Add Sig' will add your signature to the end of the body of the email.

  • 'Send CC to Self' will also send a copy of the email to your own email address so that you can see the email was sent.

  • 'Save to copies to self folder' This will save the email message to your "copies to self"  folder. This is similar to "Send CC to Self" but does not involve the overhead of actually sending and receiving the message.

 
Send email

Once you have finish writing the email message you can press this button and the message will be sent.


User Options?

takes you to the user options page shown below.

Configuration Options

Your Name
POP Diskuse bytes
Default reply address
Auto refresh newmail screen (seconds)
New mail sound file <
Cookie Login:
Host Username Password(*) New Password IMAP Prefix
161.29.2.53:110 pn  

* When entering new hosts they are only saved if a password is supplied. To remove an entry delete just the username.

Signature File

New Mail Filtering Rules

If Header Contains Action Dest Folder Dest Address Case


The above screen displays all the user options that you can set. Allowing you to set your Real Name, Signature, Multi-Host and Mail Filtering Rules.

Multi-Hosts
Host Username Password(*) New Password IMAP Prefix

WebMail allows the users to setup multiple POP/IMAP servers by entering the Host, username and passwords.
The IMAP prefix is used only with IMAP servers. This determines where Email is stored on the IMAP server within the users home directory. Consult your computer services department about this setting.
The first line in this table is the default setting and normally does not get changed by users. This is setup by the administrator of the system.

 
Save Options

This saves the user options.

 
email Filter
If Header Contains Action Dest Folder Dest Address Case

These filters are applied to messages in your INBOX. When you check the INBOX every message that has not been filtered before will be checked against these filtering rules. Allowing you to more, copy or delete emails as they arrive..

 
Rebuild Message Indexes

This rebuilds the POP folder indexes. (This is a repair mechanism which should normally not be required).


Folder Management?

 

Pressing the folders menu  button  will take you to the "Manage Folders" page shown below:

Manage folders




Return to mail list
Folder Msgs Size (k) Read Draft Deleted Reply
INBOX 8 44224 (44) 8 0 0 0
Trash_Can 0 0 (0) 0 0 0 0
Sent 0 0 (0) 0 0 0 0
Drafts 1 83 (0.08) 0 1 0 0
fred_folder 14 9662 (9) 4 0 0 0

WebMail v1.4s Copyright netwin Ltd.

This page allows you to change and maintain your email folders. These folders are normally stored on the web server so are only visible from WebMail. When using IMAP hosts folders are stored on the IMAP server and hence are accessible from other IMAP clients as well as from WebMail.

You can  create, rename and delete folders.

WARNING: When you delete a folders it will also delete all the messages stored in that folder.

The Folder List at the bottom of the page shows for each folder: the number of messages, total size of all the messages and status totals for messages read,    drafts, messages marked for deletion and replied to.

Clicking on the folder name in this list will  take you directly to the mail list page for that folder.


ADDRESS BOOK MANAGEMENT

Pressing the "Address Book" menu button will take you to the address book page show below, this has three sections:

  • Edit Pick List
  • Distribution List
  • Address Books

These are described separately below:

Edit Pick List

Add addresses automatically

Distribution List

Example: Netwin=lynden, support-webmail@netwinsite.com

To create a group in the Distribution List above right, just click on 'Create Group'. A new window will show you the recent email addresses (pick list) that you typed or that you received messages from.

Address Book(s)

Edit Address Book

Use Public address book
You only need to enter the User Name. e.g. Lynden, Ralph
Note: Public Address Books are Named 'pub_xxxx'.

Nickname Email Address Full Name
fred fred@a.com  

 

Pick List Management

(Top left of Address Book page)

The pick list is just a list of your thirty most recently used email addresses. The list is updated automatically but you can edit it manually and then press save.

There is a tick box for "Add addresses automatically" if this is ticked when you send an email the addresses from the To, Cc and Bcc fields are added to the pick list. Similarly when you receive emails their From address is added to the pick list.

Distribution List Management?

(Top right of Address Book page)

Some times you have a small group of people you often want to send emails to, such as "my cousins" or "football team" You can give these groups names so that you can send email to everyone in the group just by entering the group name. The distribution list is where you can save time in retyping multiple email address. If you have a group of people that you are continually sending email to you can setup a label (e.g. work) where you just have to type this in instead of everyone's email address every single time. You can also use address book nick names in distribution lists.

Address Book Management

(Bottom of Address Book page)

This screen displays the email addresses in the selected address book, in this case the default address book. If you wish to change the details of a single entry, all you need to do is click on the nickname and enter the new details. The above example only allows you to enter Full name, email address and Address, but the system administrator can  add any additional fields required such as Fax, Notes or whatever.

To add a user to the selected address book, all you do is enter the details including the Nickname, which is the name that you will use instead of their email address. Then press

Each nickname must be unique. If the nickname already exists then the values will replace the old ones. Clicking on the nickname on the right will load that users details and display them.

The button is also available in the 'New Message' screen. This makes the following appear in a popup window.

Edit Address Book:
Nickname Email Address Full Name
lynden lynden@1.2.3.4 lynden
Ralph ralph@1.2.3.4 Ralph

Clicking on a nickname in this case will copy the nick name into the selected 'To, Cc or Bcc' field. Allowing you to quickly located and select the nicknames from your address book.