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)

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

If this window is shown, click link to

Read mail using Horde or [ Enable Autoload ]

2.

Reading eMails

Your email Inbox should now be shown as below

FAKE emails!

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)

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.

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 !

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

3.

Replying / Forwarding

For valid Replies, click the Reply button or for other options click the down arrow

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

To Forward, click on the down arrow and choose the appropriate action

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

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:

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

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

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) 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

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.

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

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.

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

Advanced

1.

View Drafts and Sent Items folders (if not already shown below the Inbox)

Click ‘Folder Actions and then ‘Show All

Mailboxes’

2.

Adding a standard ‘signature’

To add a text ‘signature’ for each new email message, click on the ‘cog’ icon and select Global Preferences / Mail

Click on Personal Information under ‘General’ on left-hand side

Enter your ‘signature’ as appropriate in text box

If HTML option is to be used (see below), then enter details / formatting here

Once details added -

Click ‘Save’ then ‘return to Main Screen’

3.

Sending & saving options

Embedded pictures and/or formatted text etc. using HTML

Text formatting allows the usual change of font, size, colour, bold, italics and highlighting etc.

4.

Adding pictures in the body of emails

To add pictures, click icon for ‘Image’ and window shows options for Image

Properties (see below)

Ie

Image / Upload / Choose File / Select & Open / Send to Server / OK

Click the

Upload button and then the

‘Choose File’ button

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

5.

Setting priority for email (Low / Normal / High)

Select High/Normal/Low Priority required from the drop-down Options

6.

Requesting ‘Read Receipt’ to get acknowledgement that the email has been opened and read by recipient(s)

Select ‘Read Receipt’ from the dropdown under ‘Other Options’

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

Select ‘Folder options’, then

‘Create Mailbox’

Enter mailbox name and OK

Mailbox name is now shown in the list of ‘folders’

To create sub-folders

Right-click on relevant folder for menu options and select ‘Create subfolder’

Enter mailbox name and OK

Subfolder name is now shown offset under its’ parent folder/mailbox

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

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

8.

Saving emails (including attachments)

which will also save space on email system when subsequently deleted!

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.

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

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’

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.