SmarterTools SmarterMail Help Documentation

SmarterMail is a feature-rich Windows mail server that brings the power of enterprise-level features and collaboration to businesses and hosting environments. SmarterMail users have the ability to synchronize their mailboxes using any of the protocols discussed in this document.

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Help for Users & Domain Administrators

Logging in to SmarterMail

SmarterMail is a feature-rich Windows mail server that brings the power of enterprise-level features and collaboration to businesses and hosting environments. Because SmarterMail users access

SmarterMail through a Webmail interface, they can login to their SmarterMail mailbox from any computer with an Internet access, anywhere in the world.

SmarterMail users will need to obtain the link to the webmail interface login page from their domain administrator or system administrator. To login to SmarterMail, type your full email address and password in the appropriate fields and click Login .

SmarterMail also provides a mobile interface that was designed specifically for smartphones and other mobile devices. This is a light, yet fully functional interface that allows SmarterMail users to access their email, contacts, calendars, tasks and notes regardless of their location and connection speed. This mobile interface is accessible either from link provided on the main SmarterMail webmail interface login page or by appending "/mobile" to the end of the SmarterMail login URL that is provided by a domain or system administrator.

To stay logged in to SmarterMail even after closing the browser, be sure to select the Remember Me checkbox. This will allow SmarterMail to encrypt the email address and password. Note: Browser cookies must be enabled for this feature to work. In addition, SmarterTools does not recommend selecting this option if you use a public or shared computer.

You will be logged into your SmarterMail mailbox and depending on your settings, the My Today

Page or your inbox will display in the content pane. If you have trouble logging in or experience issues with your email account, contact your domain administrator for troubleshooting help. The domain administrator is usually the owner of the domain or the person who set up your email account.

Synchronizing with SmarterMail

Overview

SmarterMail is a powerful collaboration mail server that supports the synchronization of calendars, tasks, notes, and contacts on desktop applications like Microsoft Outlook and over-the-air synchronization for most popular mobile devices.

It should be noted that synchronization capabilities may vary depending on the edition of SmarterMail that you are using:

Help for Users & Domain Administrators

• For full synchronization capabilities, SmarterTools recommends upgrading to SmarterMail

Enterprise. SmarterMail Enterprise users have the ability to synchronize their mailboxes using any of the protocols discussed in this document.

• SmarterMail Professional users can download their email using IMAP or POP3 retrieval, but they cannot sync calendars, contacts, tasks or notes.

• SmarterMail Free users have the ability to synchronize their mailboxes using any of the protocols discussed in this document except Microsoft Exchange ActiveSync and Exchange

Web Services, which are only available as add-ons to SmarterMail Enterprise.

• NOTE: Regarding Windows 8 and Windows Server 2012, only the most current version of

SmarterMail was tested and validated for these operating systems. Previous versions may work as well but they may also require you to work around known issues. See the SmarterTools knowledge base for more information.

This document covers the synchronization methods and processes for the following applications and devices:

• Apple OS X

• Apple Address Book

• Apple iCal

• Apple Mail

• Microsoft Windows 8

• Windows 8 Mail

• Windows 8 People

• Windows 8 Calendar

• Cross Platform Options

• Microsoft Outlook

• Mozilla Thunderbird

• Mobile Devices

• Apple iOS

• BlackBerry

• Google Android

• Symbian

• HP WebOS

• Windows Phone

Help for Users & Domain Administrators

Note: This is not an exhaustive list of all compatible applications and mobile devices. SmarterTools recommends contacting the manufacturer for details regarding the available synchronization protocols for applications and/or mobile devices not listed in this document.

Who Should Use This Document

This document is intended to be used in conjunction with the SmarterMail Online Help, Knowledge

Base articles (KBs), and other SmarterTools reference sources as part of an overall solution. It should be used by:

• Hosting companies, Internet Service Providers (ISPs) and IT professionals as part of a complete SmarterMail communications solution for their customers

• Individual users of SmarterMail seeking to maximize the functionality and features of the

SmarterMail account

Synchronization Protocols

SmarterMail uses multiple synchronization technologies to sync mailbox items with email clients and mobile devices:

• Microsoft Exchange ActiveSync is an optional add-on that syncs SmarterMail mailboxes, calendars, contacts and notes with most mobile devices and many mail clients integrated in the latest operating systems (e.g., Windows 8).

• Exchange Web Services is an optional add-on that syncs SmarterMail messages, contacts, calendars and tasks to third-party email clients that support the protocol, including Outlook

2011 for Mac and Apple Mail.

• SyncML is a platform-independent synchronization standard that syncs SmarterMail mailboxes with Outlook 2007 and above (32-bit version), Thunderbird, and most mobile devices.

• CalDAV is an extension of the WebDAV protocol `that syncs SmarterMail calendars with

Macs, iPads, iPhones, Thunderbird, and other devices/applications that use the technology.

• CardDAV is an extension of the WebDAV protocol that syncs SmarterMail contacts with

Macs, iPads, iPhones, and other devices/applications that use the technology.

• The Add to Outlook (Sharepoint Sync) feature within the SmarterMail Webmail interface uses two-way synchronization technology to sync a SmarterMail mailbox with Outlook 2007 or higher and provides read-only capability for Outlook 2003, including a user's shared resources.

Calendars and contacts shared at the domain level are not supported. However, Sharepoint Sync does not support notification features, so items like SmarterMail calendar reminders will not be available within Outlook. For full integration, Microsoft Exchange ActiveSync (for mobile

Help for Users & Domain Administrators devices and Outlook 13 and above for Windows) or Microsoft Exchange Web Services (for

Outlook for Mac and Apple Mail) should be used.

Synchronized Devices

To view the devices and protocols used to synchronize your mailbox, log in to the SmarterMail interface and click the settings icon . Then expand the My Settings and Advanced Settings folders in the navigation pane and click Synchronized Devices . Logging of information, last successful synchronization and the ability to reset the synchronization state of devices is available from this area.

Desktop Applications

SmarterMail supports synchronization with many desktop applications and email clients, including:

• Apple Address Book

• Apple iCal

• Apple Mail

• Windows 8 Mail

• Windows 8 Calendar

• Windows 8 Contacts

• Microsoft Outlook

• Mozilla Thunderbird --%>

Apple OS X

Apple OS X is the primary operating system for the MacBook, Mac mini, iMac and Mac Pro lines of desktops and laptops.

Apple Address Book

Apple Address Book is an application for Mac OS X users built for managing contact data. It is intended to be used in conjunction with Apple’s Mail and iCal programs to provide Mac users with full email, calendar, and contact management.

CardDav

Users can synchronize their SmarterMail contacts with Address Book using the CardDAV protocol.

Support for CardDAV is built into both products, so there is no need to download and install additional applications to sync contact data.

For more information, refer to the KB article that applies to the OSX you are using:

• OSX 10.7 Lion: How To Sync SmarterMail with Apple Address Book and iCal

• OSX 10.6 Snow Leopard: How To Sync SmarterMail with Apple Address Book and iCal

Help for Users & Domain Administrators

SyncML

This method synchronizes contacts by using the Funambol Sync Client for Mac OS X, which is available for download at https://www.forge.funambol.org/download . The Funambol Sync Client uses the SyncML 1.2 protocol, which is included within SmarterMail.

Apple iCal

Apple iCal is an application for Mac OS X users built for managing calendar data. It is intended to be used in conjunction with Apple’s Mail and Address Book programs to provide Mac users with full email, calendar, and contact management.

CalDav

Users can synchronize their SmarterMail calendars with iCal using the CalDAV protocol. Support for

CalDAV is built into both products, so there is no need to download and install additional applications to sync calendar data. For more information, refer to the KB article that applies to the OSX you are using:

• OSX 10.7 Lion: How To Sync SmarterMail with Apple Address Book and iCal

• OSX 10.6 Snow Leopard: How To Sync SmarterMail with Apple Address Book and iCal

Apple Mail

Apple Mail is an email application for Mac OS X users. It is intended to be used in conjunction with

Apple’s Address Book and iCal programs to provide Mac users with full email, calendar, and contact management.

Exchange Web Services

The Exchange Web Services add-on is available as an optional add-on for SmarterMail Enterprise and can be purchased from the SmarterTools website. Users can use Exchange Web Services to sync messages with Apple Mail on computers running OSX 10.6 (Snow Leopard) or OSX 10.7 (Lion).

Once the Exchange Web Services add-on has been purchased, the system administrator will need to reactivate SmarterMail and enable the add-on for the domain. For more information, refer to the KB article How To Activate Exchange Web Services .

Once the add-on is activated for the domain, users can sync to Apple Mail using the protocol. For more information, refer to the KB article How To Synchronize SmarterMail with Apple Mail Using

Exchange Web Services .

NOTE: For mailboxes that will process and store large volumes of email, it is recommended that they

Help for Users & Domain Administrators be set up to connect to SmarterMail using IMAP as EWS performance suffers when processing large volumes of email.

Message Retrieval

For SmarterMail users with Exchange Web Services, messages will automatically be synchronized with the Apple Mail. SmarterMail users that are using any of the other technologies to sync their mailboxes should set up an account within Apple Mail using either IMAP or POP3.

IMAP is a robust protocol that easily handles mailboxes that process and/or store large volumes of email. In addition, IMAP idle is an optional feature of the IMAP protocol that pushes all new messages out as they are received by the mail server. Unlike POP, IMAP offers two-way communication between your SmarterMail mailbox and your email client(s). This means when you log in to the SmarterMail Web interface, actions you performed on email clients and mobile devices will automatically appear in the Web interface (and vice versa). In addition, IMAP keeps all messages and folders on the server whereas POP downloads all messages to an email client.

Microsoft Windows 8

Windows 8 is the latest operating system offered by Microsoft that is available for a variety of desktops, laptops and the Microsoft Surface tablet. Windows 8 includes an email client as well as both calendar and contacts applications as part of its default installation, similar to those same features offered by Apple's OS X operating system.

Windows 8 Mail

Windows 8 Mail is an email client that comes pre-installed with Windows 8. It allows users to set up accounts using a variety of methods.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

Enterprise and can be purchased from the SmarterTools website. Unlike the other synchronization methods, Exchange ActiveSync uses direct push technology to sync email, calendars, and contacts in real time, ensuring any changes to collaboration data are automatically recorded in both SmarterMail and within Windows 8 Mail.

Help for Users & Domain Administrators

With the release of Windows 8, Microsoft integrated Exchange ActiveSync with both Microsoft

Office 13 as well as within the Windows 8 Mail application that comes as part of the Windows 8 installation. Therefore, administrators and end users can set up Outlook 13 and/or Windows 8 Mail using the Exchange ActiveSync add-on as well as via IMAP or POP.

Once the Exchange ActiveSync add-on has been purchased, the system administrator will need to reactivate SmarterMail and enable the add-on for the user’s mailbox. For more information, refer to the KB article How To Activate Microsoft Exchange ActiveSync .

If SmarterMail is running under IIS, the system administrator will also need to disable Windows authentication before adding Exchange ActiveSync to specific mailboxes. For more information, refer to the KB article How To Configure IIS for Microsoft Exchange ActiveSync .

Message Retrieval

For SmarterMail users with Exchange ActiveSync, messages will automatically be synchronized with

Outlook. SmarterMail users that are using any of the other technologies to sync their mailboxes should set up an account within Windows 8 Mail using either IMAP or POP3, where possible.

With POP3, your mail is saved in a mailbox on the remote server until you check your mail. When you check your mail, all of the mail is downloaded to your computer and is no longer maintained on the server. If you use POP3 and are traveling or check your mail from multiple locations, you will not be able to view any of your old mail because the messages only exist on the computer on which you originally received your mail. (Note: If you have enabled Outlook to keep messages on the server, you will be able to access your messages and folders from any computer via the SmarterMail Web interface or your mobile device.)

Windows 8 People

Windows 8 People is an contacts system that comes pre-installed with Windows 8. It allows users to set up contacts within Windows 8 that can be used for a variety of purposes (e.g., emailing).

Help for Users & Domain Administrators

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

With the release of Windows 8, Microsoft integrated Exchange ActiveSync with both Microsoft

Office 13 as well as within the Windows 8 Mail, People and Calendar applications that come as part of the Windows 8 installation. Therefore, administrators and end users can set up Outlook 13 and/or

Windows 8 Mail using the Exchange ActiveSync add-on as well as via IMAP or POP.

Windows 8 Calendar

Windows 8 Calendar is an calendar application that comes pre-installed with Windows 8. It allows users to set up calendars within Windows 8 that can be used for a variety of purposes (e.g., keeping track of appointments).

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

With the release of Windows 8, Microsoft integrated Exchange ActiveSync with both Microsoft

Office 13 as well as within the Windows 8 Mail, People and Calendar applications that come as part of the Windows 8 installation. Therefore, administrators and end users can set up Outlook 13 and/or

Windows 8 Mail using the Exchange ActiveSync add-on as well as via IMAP or POP.

Help for Users & Domain Administrators

Cross Platform Options

Microsoft Outlook

Microsoft Outlook is an email client developed by Microsoft Inc. for managing messages, contacts, notes, tasks, and appointments and is commonly distributed as part of the Microsoft Office suite.

Outlook is offered on both the Windows and Mac OS X platforms. SmarterMail supports synchronization of email, contacts, calendars, tasks and notes with Outlook 2003 or higher, both on

Windows and OS X.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

With the release of Windows 8, Microsoft integrated Exchange ActiveSync with both Microsoft

Exchange Web Services

The Exchange Web Services add-on is available as an optional add-on for SmarterMail Enterprise and can be purchased from the SmarterTools website. Users can currently use Exchange Web Services to sync messages, contacts, calendars and tasks with Outlook 2011 for Mac and Apple Mail. Older versions of Outlook and Outlook for Windows do not offer support for EWS.

Help for Users & Domain Administrators

Once the add-on is activated for the domain, users can sync to Outlook using the protocol. For more information, refer to the KB article How To Synchronize SmarterMail with Outlook 2011 for Mac

Using Exchange Web Services .

NOTE: For mailboxes that will process and store large volumes of email, it is recommended that they be set up to connect to SmarterMail using IMAP as EWS performance suffers when processing large volumes of email.

Add to Outlook

The Add to Outlook (Sharepoint Sync) feature allows for two-way synchronization of calendars, contacts and tasks with Outlook 2007 or higher, including a user's shared resources. Calendars and contacts shared at the domain level are not supported. For more information, refer to the KB article

How To Synchronize SmarterMail with Outlook Using the Add to Outlook Feature . However,

Sharepoint Sync does not support notification features, so items like SmarterMail calendar reminders will not be available within Outlook. For full integration, Microsoft Exchange ActiveSync (for mobile devices and Outlook 13 and above for Windows) or Microsoft Exchange Web Services (for Outlook for Mac and Apple Mail) should be used.

SyncML

This method synchronizes contacts, calendars, tasks, and notes by using the Funambol Sync Client for

Microsoft Outlook, which is available for download at http://forge.ow2.org/project/showfiles.php?group_id=96 . The Funambol Sync Client uses the

SyncML 1.2 protocol, which is included within SmarterMail. Funambol SyncML works for Outlook

2007 and above (32-bit only).

For more information, refer to the KB article How To Synchronize SmarterMail Accounts with

Outlook Using SyncML

Message Retrieval

For SmarterMail users with Exchange Web Services, messages will automatically be synchronized with Outlook. SmarterMail users that are using any of the other technologies to sync their mailboxes should set up an account within Outlook using either IMAP or POP3.

Help for Users & Domain Administrators communication between your SmarterMail mailbox and your email client(s). This means when you log in to the SmarterMail Web interface, actions you performed on email clients and mobile devices will automatically appear in the Web interface (and vice versa). In addition, IMAP keeps all messages and folders on the server whereas POP downloads all messages to an email client.

Mozilla Thunderbird

Mozilla Thunderbird is a free, open source email client developed by the Mozilla Foundation.

SmarterMail supports synchronization of email, contacts and calendars with Thunderbird 3.

SyncML

Users can synchronize contacts and calendars with Thunderbird using the Funambol and the Lightning add-ons. Both add-ons are available for free from the Mozilla Thunderbird website. The Funambol add-on uses the SyncML 1.2 protocol to synchronize collaboration items and the Lightning add-on provides calendar functionality for Thunderbird.

After installing the add-ons, users will need to configure the Funambol add-on from within the

Thunderbird interface.

For more information, refer to the KB article How To Install and Configure Lightning and Funambol for Thunderbird

CalDav

Users can also synchronize their SmarterMail calendars with Thunderbird using the CalDAV protocol and the Lightning add-on. For more information, refer to the KB article Sync with Thunderbird Using

CalDAV for Lightning

Message Retrieval

For messages, users should set up an account within Thunderbird using either IMAP or POP3.

Mobile Devices

SmarterMail supports synchronization with most mobile devices on the market, including:

• Apple iOS

• BlackBerry

• Google Android

• Symbian

• HP WebOS

• Windows Phone --%>

Apple iOS

Apple iOS devices include the iPod Touch, iPhone and the iPad. SmarterMail supports synchronization of email, contacts, and calendars with iOS devices.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

Help for Users & Domain Administrators

For synchronization instructions for a specific mobile device, refer to the manufacturer’s website.

Additional information may be available in the SmarterTools Knowledge Base.

CardDAV and CalDAV

SmarterMail users that choose not to purchase the Exchange ActiveSync add-on can synchronize their

SmarterMail contacts and calendars with iOS devices using the CardDAV and CalDAV protocols.

Support for CardDAV and CalDAV is built into these products, so there is no need to download and install additional applications to sync contact and calendar data.

For more information, refer to the KB article that applies to the OSX you are using:

• OSX 10.7 Lion: How To Sync SmarterMail with Apple Address Book and iCal

• OSX 10.6 Snow Leopard: How To Sync SmarterMail with Apple Address Book and iCal

SyncML

A third solution is also available to sync contacts over-the-air. This solution uses the iPhone Sync

Client from Funambol, which is available for download in Apple’s App Store. The iPhone Sync Client uses the SyncML 1.2 protocol, which is included within SmarterMail.

For more information, refer to the KB article How To Synchronize SmarterMail with Mobile Devices

Using SyncML .

BlackBerry

BlackBerry is a line of smartphones developed by Research In Motion. SmarterMail supports synchronization of email, contacts, calendars, tasks, and notes with the BlackBerry.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

Although the Blackberry does not directly support over-the-air synchronization with Exchange

ActiveSync, there are two applications available for purchase that enable Exchange ActiveSync functionality on the Blackberry: AstraSync and NotifySync. For more information, refer to www.astrasync.com and www.notifysync.com .

Once the Exchange ActiveSync add-on has been purchased, the system administrator will need to

Help for Users & Domain Administrators reactivate SmarterMail and enable the add-on for the user’s mailbox. For more information, refer to the KB article How To Activate Microsoft Exchange ActiveSync .

For synchronization instructions for a specific mobile device, refer to the manufacturer’s website.

Additional information may be available in the SmarterTools Knowledge Base.

SyncML

For those users that choose not to purchase the Exchange ActiveSync add-on, an alternate solution is available to sync contacts, calendars, tasks, and notes over-the-air. This solution is to use the

BlackBerry Sync Client from Funambol, which is available for download at http://forge.ow2.org/project/showfiles.php?group_id=96 . The BlackBerry Sync Client uses the

SyncML 1.2 protocol, which is included within SmarterMail. The client supports most BlackBerry devices, and SmarterTools has tested models 8830, 8810, and Curve devices.

For more information, refer to the KB article How To Synchronize SmarterMail with Mobile Devices

Using SyncML .

Message Retrieval

For regular and push email usage, SmarterTools offers the following methods:

• The BlackBerry Internet Service is a free method to push email to your Blackberry and is a service provided by your mobile phone provider (Sprint, Verizon, etc.) and can be configured to check your SmarterMail mailbox and push all new and unread messages to your mobile phone.

Messages are normally pushed to the BlackBerry device with a short delay. This can configured with any version of SmarterMail as the BlackBerry Internet Service will connect to the mailbox via the IMAP protocol.

• An alternative free method to push messages to your mobile phone which is normally only delayed a couple minutes and simulates the expensive BlackBerry Enterprise Server (BES) which is often associated to Microsoft Exchange is to use the open source provider Funambol.

By signing up with the free Funambol service, you can (just as with the BlackBerry Internet

Service), configure Funambol to scan your SmarterMail mailbox for new and unread messages.

If a new message is found, the Funambol service will push the message to the BlackBerry device and the Funambol client program. When you sign up for the Funambol service, they will provide you the appropriate client that should be installed on your BlackBerry device. This method provides a significant cost savings over the formal BES method with only a modest diminishment in performance.

Help for Users & Domain Administrators

• Since the BlackBerry is focused on pushing email, many consumers who are familiar with

IMAP and PocketPCs miss the advantage of having access to all their messages that they see within Outlook or the webmail interface. For people who would like to log into the SmarterMail mailbox from the BlackBerry and see all of their messages as if they were in webmail, additional clients can be installed on the BlackBerry, such as the free open source application

LogicMail .

Google Android

Android is an operating system designed for use in a variety of smartphones and mobile devices.

Examples of devices that run on Google Android include the Motorola Droid 3, Samsung Galaxy Tab, and HTC Droid Incredible. In addition, the Kindle Fire runs on a modified version of the Android operating system. SmarterMail supports synchronization of email, contacts, and calendars with

Android devices.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

Note: Only Android devices running version 2.0 or later support synchronization via Exchange

ActiveSync. Support for Exchange ActiveSync may also vary by device. For example, Exchange

ActiveSync does not support Corporate Calendar or email applications for the Motorola Droid, Droid

2 or Droid X because they are custom applications that do not comply with Exchange ActiveSync specifications.

For synchronization instructions for a specific mobile device, refer to the manufacturer’s website.

Additional information may be available in the SmarterTools Knowledge Base.

Help for Users & Domain Administrators

Message Retrieval

For SmarterMail users with Exchange ActiveSync mailboxes, messages will automatically be pushed to their mobile devices as they are received. SmarterMail users that are using any of the other technologies to sync their mailboxes with a mobile device should set up an account within the mail application provided on the mobile device using either IMAP or POP3.

Symbian

Symbian is a mobile operating system and computing platform. Most devices utilizing the Symbian operating system are Nokia smartphones. SmarterMail supports synchronization of email, contacts, calendars, tasks, and notes with Symbian devices. Note: Not all Nokia smartphones utilize the

Symbian operating system. Please refer to the manufacturer's website for information on specific devices.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

Help for Users & Domain Administrators

For synchronization instructions for a specific mobile device, refer to the manufacturer’s website.

Additional information may be available in the SmarterTools Knowledge Base.

SyncML

For those users that choose not to purchase the Exchange ActiveSync add-on, an alternate solution is available to sync collaboration items. SmarterMail users can use the built-in SyncML capabilities of most Nokia phones to synchronize contacts and notes or the Symbian Sync Client, which is available for download at http://forge.ow2.org/project/showfiles.php?group_id=96 , to sync contacts, calendars and tasks. The Symbian Sync Client uses the SyncML 1.2 protocol, which is included within

SmarterMail.

For more information, refer to the KB article How To Synchronize SmarterMail with Mobile Devices

Using SyncML .

Message Retrieval

Help for Users & Domain Administrators

HP webOS

WebOS is an operating system designed for use in a variety of HP smartphones and mobile devices.

Examples of devices that run on webOS include the Palm Pre, Pixi and HP Touchpad. SmarterMail supports synchronization of email, contacts, calendars, tasks and notes with webOS devices.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

For synchronization instructions for a specific mobile device, refer to the manufacturer’s website.

Additional information may be available in the SmarterTools Knowledge Base.

Message Retrieval

Help for Users & Domain Administrators be able to view any of your old mail because the messages only exist on the computer on which you originally received your mail.

Windows Phones

Windows Phone is a compact operating system developed by Microsoft and designed for use in a variety of smartphones and mobile devices. Examples of devices that run on Windows Phone (or the

Windows Mobile OS) include the Samsung Focus, HTC HD7 and Nokia Lumia. SmarterMail supports synchronization of email, calendars, contacts, tasks and notes with Windows Phones.

Microsoft Exchange ActiveSync

The Microsoft Exchange ActiveSync add-on is available as an optional add-on for SmarterMail

For synchronization instructions for a specific mobile device, refer to the manufacturer’s website.

Additional information may be available in the SmarterTools Knowledge Base.

SyncML

SyncML For those users that choose not to purchase the Exchange ActiveSync add-on, an alternate solution is available to sync contacts, calendars, and tasks over-the-air. This solution is the Pocket PC

Sync Client or SmartPhone Sync Client Funambol, which are available for download at http://forge.ow2.org/project/showfiles.php?group_id=96 . These sync clients use the SyncML 1.2

protocol, which is included within SmarterMail.

For more information, refer to the KB article How To Synchronize SmarterMail with Mobile Devices

Using SyncML .

Message Retrieval

For SmarterMail users with Exchange ActiveSync mailboxes, messages will automatically be pushed to their mobile devices as they are received. SmarterMail users that are using any of the other

Help for Users & Domain Administrators technologies to sync their mailboxes with a mobile device should set up an account within the Pocket

Outlook application provided on the mobile device using either IMAP or POP3.

My Today Page

Upon logging in to SmarterMail, the My Today Page will load. This page provides is divided into five sections and gives users an at-a-glance view of their account:

• Calendar - Lists upcoming meetings and events for the week.

• Unread Messages - Lists the number of unread messages in your inbox and in your drafts and junk email folders.

• Disk Space Limits - Lists the amount of available disk space and the amount of space currently being used.

• Tasks - Lists any unfinished tasks.

• Latest RSS Items - Lists the most recent updates to the RSS feeds to which you are subscribed.

Note: Although the My Today Page is the default page upon login, users can configure SmarterMail to load their inbox upon login instead. For more information, please refer to Account Settings .

Email

Email Overview

SmarterMail users can send and receive email messages from anywhere in the world using any computer with a Web browser and Internet access. To login to SmarterMail simply use the link to the webmail interface login page provided by your domain administrator or system administrator. On the

Help for Users & Domain Administrators login page, type your full email address and password in the appropriate fields and click Login .

Depending on your account settings your SmarterMail inbox or the My Today Page will load.

To help you understand the different areas of your inbox, we created a simple inbox interface diagram that lists the various features and viewing areas of the SmarterMail webmail interface.

Navigating Your Inbox

To sort messages, click on the appropriate column header to sort messages in descending or ascending order by that column. For example, clicking the Size column header will sort items in order of size.

Click the header again and the sort will go in the opposite direction.

In general, the following columns are available in the content pane:

• Checkbox - Use these boxes to select multiple messages. Messages must be selected before choosing an action from the actions toolbar.

• Status Indicator - The five status icons inform the user of what actions have been taken for each message in their inbox. The icons are as follows: the yellow envelope indicates an unread message; the open envelope means the message has been read; the envelope with a blue arrow indicates a reply; the envelope with a red arrow indicates a forward; and the calendar indicates a new appointment invite or appointment invite response.

• From - The sender of the email message.

• Subject - The subject of the email message.

• Date - The date and/or time the mail system received the email.

• Size - The size of the email in kilobytes.

• Attachment Icon - If the message has an attachment(s), a paperclip icon will display next to the message size.

• Follow-up Flag - If the message is marked for follow-up, the flag icon next to the message size will be red. If the message is not marked for follow-up, the flag icon will have a gray outline.

Performing Email Actions

In general, the following options are available from the navigation pane toolbar:

• Actions - Click this button and select the appropriate option to create a new folder, rename a folder, or delete a selected folder.

In general, the following options are available from the content pane toolbar:

• New - Click this button and select the appropriate option to create a new message.

• Actions - Click this button and select the appropriate option to mark messages, move messages or forward multiple messages.

Help for Users & Domain Administrators

• Mark - Click this button and select the appropriate option to mark the selected message(s) as read, unread, follow-up, no follow-up, spam, or not spam.

• Read - Marks the selected message(s) as read and changes the status indicator appropriately.

• Unread - Marks the selected message(s) as unread and changes the status indicator appropriately.

• Follow-up - Marks the selected message(s) for follow-up and changes the color of the followup flag appropriately.

• No follow-up - Removes the selected message(s) as being marked for follow-up and changes the color of the follow-up flag appropriately.

• Spam - Marks the message as spam and moves it to the Deleted Items folder. Note:

SmarterMail uses Bayesian filtering to evaluate the header and content of an incoming message and determine the probability that it is spam. This type of spam filtering "learns" to differentiate real mail from unwanted junk mail by examining the words and punctuation in large samples of both types of messages. As a result, every time a user marks a message as spam, the Bayesian filtering improves. For users with the Commtouch Premium Antispam add-on, messages marked as spam will be sent to Commtouch for evaluation.

• Not Spam - Marks the selected message(s) as not spam and automatically adds the email address to your trusted senders list.

• Move - Moves the selected message(s) to any available inbox folder. Note: You can also dragand-drop messages to an available folder.

• Forward - Forwards the selected message(s). Note: This option is best used when trying to forward multiple messages as .eml attachments.

• Block Sender - Prevents the sender of the selected message(s) from sending any more messages to the account.

• Unblock Sender - Allows the sender of the selected message(s) to begin sending messages to the account again.

• Delete - Click this button and select the appropriate option to delete, undelete, purge deleted messages, or delete all messages in a folder.

• Delete - Moves the selected message(s) to the Deleted Items folder. Note: This is the default action taken when a message is deleted. Depending on your account settings, the delete action may be different. For more information, see Deleting Email Messages .

• Undelete - Retrieves deleted messages from your Deleted Items folder provided the system hasn't been purged yet. Note: After the system purges any items marked for deletion, you can't retrieve the deleted messages.

• Purge Marked as Deleted - Permanently deletes the messages in your Deleted Items folder.

Note: This action cannot be undone.

Help for Users & Domain Administrators

• Delete All Messages in Folder - Moves all of the messages within a selected folder to the

Deleted Items folder. This option takes the same action as delete, except that it will perform the delete operation on every email in the folder, regardless of whether the message is checked or not. This option is most useful in folders like Junk E-Mail or Deleted Items.

• View - Click this button and select the appropriate option to filter messages or refresh the content pane.

• Refresh - Manually refreshes the list of messages in the content pane.

• Filter - Filters messages by those that have been read, replied or forwarded.

In general, the following options are available from the preview pane toolbar:

• Reply - Addresses a response to the sender only.

• Reply All - Addresses a response to the sender and everyone else who received the message.

This includes all email addresses listed in the To and Cc fields, except your own email address.

• Forward - Sends the message to someone else.

• Delete - Moves the message to the Deleted Items folder. Note: This is the default action taken when a message is deleted. Depending on your account settings, the delete action may be different. For more information, see Deleting Email Messages .

• Add - Creates a new task and links it to the message. For more information, see Linking to

Email Tasks .

• Print - Prints the message.

Reading Email Messages

SmarterMail displays whether you have unread email in your inbox, or in any folders, a number of

different ways. Note: The first three notification types are demonstrated in the email interface diagram

• The number of unread messages will display next to the name of the folder in the navigation pane.

• The status indicator for unread messages displays as a closed, yellow envelope in the content pane.

• The number of unread messages in your inbox displays as part of the Email icon in the icon bar, to the left of the content pane.

• A new message notification, also known as a "toast notification," will temporarily display in the lower left corner of the webmail interface. Note: This feature can be disabled from the

Account Settings page.

Help for Users & Domain Administrators

To view the contents of a message, simply click the desired message and it will load in the preview pane. You can also double-click the message and it will open in a separate pop-up window.

In general, the following options are available from the preview pane toolbar:

• Reply - Allows you to compose a response to the sender only.

• Reply All - Allows you to compose a response to the sender and everyone else who received the message. This includes all email addresses listed in the To and Cc fields, except your own email address.

• Forward - Allows you to send the message to a third-party, not in the To or Cc fields.

• Add - Creates a new task and links it to the message. For more information, see Linking to

Email Tasks .

• View - By default, SmarterMail displays messages in HTML format because it provides formatting and markup capabilities that are not available in plain text. However, there may be times when you want to view the message in a different format or you need to view more than the message content. The different view options are as follows:

• HTML - Displays the message in HTML format, which allows for colors, fonts, graphics, and other formatting.

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

• Raw Content - 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.

• Header - 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.

• Print - Prints the message in whatever View you're in. For example, if you're viewing the raw content of the message then hit the print button, you will print the raw content.

Downloading Email Attachments

If the message has an attachment, a paperclip will display in the header of the message. In addition, an attachments tab will display under the message header in the preview pane. To view a file that was attached to a message, click the attachments tab and then click the appropriate file.

SmarterMail also makes it easy for users to search for messages with attachments. To quickly view all incoming and outgoing messages with attachments, click All Attachments at the bottom of the navigation pane.

Help for Users & Domain Administrators

Composing Email Messages

There are several ways to compose email messages in SmarterMail, whether you are writing a new message, replying to an existing message or forwarding a message.

Creating a New Message

To create a new message, click New in the navigation pane toolbar or click New Message from the icon bar. This will open a new message window that you will use to compose the email message.

The following fields will appear in the header of the message:

• From - Select the email address from which the message will be sent and/or the signature to use in this message. Note: This field only displays if the user has multiple addresses from which messages can be sent in SmarterMail (SMTP accounts or domain aliases) or has multiple signatures configured for the account. If the domain administrator has disabled the ability to override domain-level signatures, the user cannot choose an alternative signature for their

SmarterMail email address.

• To - Type the email addresses to which the message will be sent or click To to select email addresses from your address book. SmarterMail Enterprise users can change the list source to select email addresses from the Global Address List. Note: When entering addresses into the

To, Cc, and Bcc fields, SmarterMail will auto-complete addresses by referencing your contacts list, mailing lists, aliases or the Global Address List.

• Cc - Type the email addresses of recipients that should receive a carbon copy of the message or click Cc to select email addresses from your address book.

• Bcc - Type the email addresses of recipients that should receive a blind carbon copy of the message or click Bcc to select email addresses from your address book. Note: Emails listed in this field will be concealed from the complete list of recipients. For this reason, it is common practice to use the Bcc field when addressing a very long list of recipients or a list of recipients that should not (necessarily) know each other.

• Subject - Type the subject of the email.

The following options are available in the toolbar of the new message window:

• Send - Sends your message to the designated recipients.

• Save as Draft - Saves the message in its current state to the Drafts folder. This is useful if you need to continue writing the message at a later time.

• Attach Files - Allows you to attach files to the message. When files are attached to an outgoing message, a file manager will display at the bottom of the new message window. The file manager will display the name, size, and upload status of the file. Note: To remove an attached

Help for Users & Domain Administrators file prior to sending the message, click the trash icon in the file manager.

• Link From Storage - Uses SmarterMail's File Storage feature and inserts a link to a file saved on the server that the recipient can use to download the file. For more information, see File

Storage Overview .

• Flags - Specifies delivery options and/or marks the message for follow-up.

• Message Priority - Specifies the importance of the message. By default, messages have a normal level of priority.

• Request a Read Receipt - Sends an email confirmation to the sender when the recipient opens the message.

• Mark for Follow-up - Marks the message for follow-up. For more information, see Marking

Email for Follow-ups .

• Cancel - Cancels the message and closes the new message window.

Replying to Email Messages

Alternatively, you may want to reply to the sender or to all of the recipients of a message. SmarterMail gives users two options for replying to a message:

• Reply - Addresses a response to the sender only.

• Reply All - Addresses a response to the sender and everyone else who received the message.

This includes all email addresses listed in the To and Cc fields, except your own email address.

When replying to a message, SmarterMail automatically fills in the address fields with the email addresses of the recipients from the original message, the subject field with the subject from the original message preceded by "Re" (which means "regarding" or "in regards to"), and the text box with the text from the original message. All other message options are the same as when composing a new message.

Forwarding Email Messages

You may also want to simply forward a message to a third-party, someone not already copied on the original message. This is very easy to do:

• Forward - Allows you to send the message to a third-party, not in the To or Cc fields.

When forwarding a message, SmarterMail automatically fills in the subject field with the subject from the original message preceded by "Fwd" (which means "Forward"), and the text box with the text from the original message. All other message options are the same as when composing a new message.

Help for Users & Domain Administrators

Searching Email Messages

As time passes, finding a specific email can become increasingly difficult. Fortunately, SmarterMail's basic search tool allows users to find emails quickly and easily.

To perform a basic search, type the search criteria in the search bar located near the top of the content pane. Then click the magnifying glass or press Enter on your keyboard. SmarterMail will automatically search the the messages within the folder you are viewing for matches and display the results in the content pane. Note: Your search criteria may include letters and numbers. SmarterMail does not search for special characters such as "@," "#" or "%."

To search multiple folders at once or to search other areas of your SmarterMail mailbox, use the advanced search feature. For more information, see Advanced Search Overview .

Deleting Email Messages

SmarterMail has two different methods for deleting messages. You can either drag and drop messages from a folder to Deleted Items or delete them using the Delete menu.

The action SmarterMail takes when you delete a message depends on the option you choose in your account settings:

• Move to Deleted Items folder - When items are deleted they are moved to the Deleted Items folder. 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 fuller than you realize.

It is important to note that the action taken for deleted items will ONLY be taken when deleting items through webmail. Deleting an item from Outlook Express or another email client will NOT use the

Help for Users & Domain Administrators setting that you choose. Note: When your email client connects to SmarterMail via POP3, any emails that are marked as deleted are automatically purged. To prevent this from happening, select the Move to Deleted Items folder option to avoid accidentally purging deleted items.

Undeleting Messages

Didn't mean to delete a message? You can retrieve deleted messages from your Deleted Items folder as long as the system hasn't been purged yet. Just open the Deleted Items folder and select the desired message(s). Then drag the selected message(s) to your Inbox or another folder. Note: Your system administrator can permanently remove the messages in your Deleted Items folder at any time without warning, so don't delete messages if you might want them later. After the system purges any items marked for deletion, you can't retrieve the deleted messages.

Effects of Folder Auto-clean

Your system administrator may have established auto-clean policies that may delete older junk e-mail, deleted items, and/or sent items when these folders get too large. However, they may have left the option available for you to override auto-clean settings. For more information, see Folder Auto-clean .

Marking Email for Follow-up

One method for managing email messages in SmarterMail is by flagging them. For example, if you can't respond to an important message right away, you can flag that message as soon as you read it.

This allows you to easily see that the message requires follow-up action.

To flag a message, select the desired message and click the Actions menu in the content pane toolbar.

Then click Mark and click Follow-up . The flag icon will turn red and a the message will also appear in the follow-up view, giving you easy access to all messages that require a further action.

It should be noted that the ability to flag messages in SmarterMail is primarily intended to help users easily identify messages that need follow-up. The functionality is supported through the IMAP protocol and will sync with Outlook. Any email that is flagged in Outlook will be flagged in

SmarterMail and vice versa.

Finding Flagged Messages

Although flags help messages stand out in a list, it may be difficult to find a specific flagged message if you have a lot of messages in your inbox. To quickly view all messages marked for follow-up, expand By Type andclick Follow-up in the navigation pane.

Help for Users & Domain Administrators

Removing a Follow-up Flag

To unmark a message for follow-up, select the desired message and click the Actions meny in the content pane toolbar. Then click Mark and click No Follow-up . The flag icon will turn white and the message will no longer appear in the follow-up view. Note: Users can also toggle the follow-up flag on and off by clicking the flag from the content pane.

Linking Email to Tasks

Because email exchanges often result in new tasks, SmarterMail includes the ability to create a new task right from within an email message. This is called "linking" an email message to a task.

To link a task to a message, first you'll want to open and view the desired message. From the preview pane, click the Add menu and then click Task . This will open a new task window that you will use to create the task. Once the new task has been saved, a tasks tab will display at the top of the message window. Clicking on this tab will allow you to see all the tasks that are linked to the message.

Finding Messages with Linked Tasks

To quickly view all emails that are linked to tasks, expand By Type and click Linked to Tasks in the navigation pane.

Managing Email Folders

On first glance, SmarterMail users will notice that their mailbox has five special-purpose, permanent folders that can't be removed or renamed:

• Inbox - All incoming messages automatically go to your Inbox folder. You can read you mail in the Inbox, then delete it, move it to another folder, or leave it in the Inbox. Note: If you have set up content filtering for your mailbox, incoming messages may bypass your Inbox per your content filtering settings.

• Deleted Items - When you delete messages, they're moved to the Deleted Items folder.

Messages in the Deleted Items folder can be deleted at any time without warning (depending on the settings set by your system administrator), so don't delete messages if you think you'll want them later. Note: This is the default action taken when a message is deleted. Depending on your account settings, the delete action may be different. For more information, see Deleting Email

Messages .

• Drafts - This folder holds messages that you've composed but haven't sent yet. A message saved in your Drafts folder stays there until you either send it or delete it.

• Junk Email - Messages SmarterMail believes to be junk mail bypass your inbox and go to the

Junk Email folder. You should periodically check this folder to ensure that valid messages were

Help for Users & Domain Administrators not accidentally delivered to the Junk Email folder. When valid email is delivered to the Junk

Email folder, select the message and click the Actions menu in the content pane toolbar. Then click Mark and select Not Spam .

• Sent Items - All outgoing messages are automatically saved to your Sent Items folder, making it easy to review or resend a message if necessary. Note: This folder only displays if it has been enabled in account settings. In addition, messages sent from a third-party client such as Outlook

Express will not be saved in the Sent Items folder.

In addition, there are three special-purpose views that can't be removed or renamed:

• Follow-ups - When you mark a message for follow-up, the message appears in the follow-ups view for easy access. For more information, see Marking Email for Follow-up . Note: If you unmark a message for follow-up, it will no longer appear in the follow-ups view.

• Linked to Tasks - When you link a new task to a message, the message appears in the linked to tasks view for easy access. For more information, see Linking to Email Tasks .

• All Attachments - Any incoming or outgoing messages with files attached to them will appear in the all attachments view for easy access.

Creating Email Folders

To make your email easy to manage, SmarterMail lets users create as many personal mail folders as they want. Personal folders help users organize incoming and outgoing messages in ways that make sense to the individual user.

To create a new folder, click Actions in the navigation pane toolbar and select New Folder . This will open a new folder window. In the Parent field, select the appropriate directory to save the folder to. In the Folder field, type the name of the new folder. Folder names can include letters, numbers, and the hyphen (-), space ( ), and underline (_) characters only. Note: Using a backslash character (\)when naming a new folder will create a sub-folder. For example: Family\mom. Then click Save .

To make your SmarterMail folders available from a third-party email client such as Microsoft

Outlook, you will need to create a mail account with IMPA set as your incoming mail server type. If you use POP mail, you only have access to your SmarterMail inbox, not any personal mail folders you created to organize messages.

Moving Messages to Another Folder

Moving messages between folders in SmarterMail is easy. You can either drag and drop messages from one folder to another or move them using the Actions menu.

To move messages using the Actions menu, first open the folder containing the message(s) you want to move. Then select the desired message(s) and click the Actions menu in the content pane toolbar.

Help for Users & Domain Administrators

Click Move and select the name of the destination folder. The message(s) will automatically move into the folder you selected.

Renaming and Deleting Folders

You can change the name of a personal mail folder anytime or delete it completely when you no longer need it.

To rename a folder, select the appropriate folder in the navigation pane. Click Actions in the navigation pane toolbar and select Rename Folder . In the New Folder Name field, type the name of the new field. You can also change the directory that the folder is saved to by selecting another directory in the Parent field. Then click Save .

To delete a folder, select the appropriate folder in the navigation pane. Click Actions in the navigation pane toolbar and select Delete Folder . Then click OK to delete the folder and all of its contents.

Message Archive Search

This feature is available to domain administrators and/or system administrators using

SmarterMail Enterprise.

Message archiving is a method of storing all email traffic for a domain in a separate location on the mail server. Typically, this is a feature used for companies that need mail servers in compliance with the Sarbanes-Oxley Act of 2002.

Message archive search is availalbe to domain administrators when rules are set up individually for their specific domains. If archiving is set up for "all domains" on a server, then only the system admininstrator will be able to search the message archive.

When message archiving is set up for a specific domain, that domain's administrator will see a

Message Archive Search option in the navigation pane when they click on the Email icon. It will generally appear under My Today Page . Domain adminstrators can search for a message by date range, the sender's address, the recipient's address, or the subject.

System administrators can perform a message archive search by clicking on the manage icon and then clicking Message Archive Search in the navigation pane. System administrators can search for a message by date range, the sender's address, the recipient's address, or the subject.

For more information on archiving, see Message Archiving .

Help for Users & Domain Administrators

Chat

Chat Overview

This feature is only available in SmarterMail Enterprise.

SmarterMail's chat feature allows users on the domain to chat with each another, instantly and securely, right within the webmail interface or by using most third-party chat clients that support the

XMPP (Jabber) protocol. There's no doubt email is a great communications mechanism, but there are times when real-time communication is crucial. Note: If your SmarterMail installation is deployed using the default Web server, the chat functionality will not work. SmarterTools recommends converting to IIS for chat to function properly. For information on converting to IIS, refer to Running

SmarterMail as an IIS Site .

To access the chat feature, click the chat icon . For help understanding the different areas of chat, see the chat interface diagram .

Navigating Your Chat Contacts

The chat section of SmarterMail is divided into three main areas:

• The navigation pane displays the contacts on your domain you can chat with. To view details for a specific contact, simply click the desired contact.

• The content pane displays all available details about the selected contact.

• The preview pane displays a list of the most recent chat conversations related to the selected contact.

Note: The same information is available for any aliases you may be a member of. An alias of [email protected] may be used to send chat messages to all members of that department that are online and functions identically to an individual chat contact.

In general, the following options are available from the content pane toolbar:

• Chat - Starts a chat with the selected contact/alias in a new window.

Changing Your Chat Status

Users can manage their chat status within the webmail interface by clicking the chat status menu in the upper right corner. Users can change their status to one of the following:

• Available - You are available to receive and respond to chat messages via the webmail interface.

• Away - You are logged into chat, but are away from your computer and may not respond right

Help for Users & Domain Administrators away.

• Busy - You are logged into chat, but are busy and may not respond to right away.

• Offline You are logged out of chat and cannot receive chat messages. Note: If you are using a third-party client for chat, but still keep the webmail interface open for your email, calendars, etc., setting your chat status to offline in webmail will not affect your chat status in the thirdparty client. Therefore, chats will only display in your third-party client rather than in both the client and the webmail interface.

Viewing a Contact's Chat History

On occasion, you may need to refer to a previous chat conversation you had with a contact. To review the chats you've had with a specific contact, select the desired contact in the navigation pane. A Chat tab with the list of recent chat conversations will load in the preview pane, regardless of whether they occurred within the Web interface or using a third-party chat client. To view the details of the chat converation, simple select the desired conversation and click Open . The chat history will open in a new window.

In addition, as SmarterMail indexes all communication, other tabs are shown as well, including tabs for email Messages, calendar Appointments and Attachments.

Searching Chat Contacts

This feature is only available in SmarterMail Enterprise.

If there are a large number of users on the domain, finding a specific chat contact can become increasingly difficult. Fortunately, SmarterMail's basic search tool allows users to find chat contacts quickly and easily.

Note: Your search criteria may include letters and numbers. SmarterMail does not search for special characters such as "@," "#" or "%."

Connecting to Third-Party Chat Clients

This feature is only available in SmarterMail Enterprise.

If you prefer to use a third-party client to receive and respond chat messages, you will need to ensure the chat client supports the XMPP (or Jabber) protocol. Examples of chat clients that support XMPP include Adium, Digsby, iChat, Pandion, Pidgin, Trillian and Windows Live Messenger.

Help for Users & Domain Administrators

More information on integrating SmarterMail's chat feature with commonly used third-party clients may be found in the SmarterTools Knowledge Base .

Contacts

Contacts Overview

SmarterMail's contacts feature is an online contact manager that helps users organize and communicate with the people in their life. Users can view and manage their contacts from any computer with an Internet access, anywhere in the world.

To access your contacts, click the contacts icon . By default, the contacts in My Contacts will load.

Note: To view different contacts lists (such as the Global Address List, shared lists, or mapped resources), click the Contacts menu at the top of the navigation pane and select the desired list.

For help understanding the different areas of the contacts section, see the contacts interface diagram .

Navigating Your Contacts

When you view your SmarterMail contacts, the page is divided into three sections:

• The navigation pane displays the contacts in the list you are viewing. To view details for a specific contact, simply click the desired contact.

• The content pane displays all available details about the selected contact.

• The preview pane displays a list of the most recent messages, appointments, and attachments related to the selected contact.

In general, the following options are available from the navigation pane toolbar:

• New - Creates a new contact.

• Actions - Click this button and select the appropriate option to delete contacts, send email to contacts, import/export contacts, or add the contacts to Outlook.

• Select All - Selects all contacts in the list you are viewing.

• Delete - Deletes the selected contact(s).

• Send Email - Addresses an email message to the selected contact(s).

• Send vCard(s) - Allows you to send an email with the the selected contact(s) electronic business card(s) (vCard) attached.

• Add to Outlook - Connects SmarterMail to Microsoft Outlook and synchronizes contact information. Note: This feature is only available in SmarterMail Enterprise.

Help for Users & Domain Administrators

• Import/Export - Import or export some or all of your contacts in vCard or comma separated value (CSV) format. For more information, see Importing and Exporting Contacts .

• Import - Allows you to import contacts from another email system into your contact database.

SmarterMail can bulk import contacts in either vCard or CSV format.

• Export to vCard - Exports the selected contact(s) in vCard format.

• Export all to vCard - Exports all of your contacts in vCard format.

• Export to CSV - Exports the selected contact(s) in CSV format.

• Export all to CSV - Exports all of your contacts in CSV format.

• View - Click this button and select the appropriate option do filter contacts by category, sort contacts, or choose the details that are displayed about a contact in the navigation pane.

• Filter - Filters contacts by the selected category.

• Sort - Sorts contacts by display name, email, or company in ascending or descending order.

• Visible Fields - Choose which contact details are displayed in the navigation pane.

In general, the following options are available from the content pane toolbar:

• Edit - Edits the selected contact.

• Delete - Deletes the selected contact.

• Download vCard - Saves the contact information as an electronic business card, which can later be imported to another program such as Outlook or sent through email as an attachment.

Viewing Items Related to a Contact

To help users better understand their relationships and communications with each contact,

SmarterMail automatically displays a list of recent messages, appointments, and attachments related to contacts. This information can be found in the related items grid in the preview pane.

In general, the following options are available from the preview pane toolbar:

• Open - Opens the selected message, appointment, or attachment related to the contact.

• Edit - Edits the selected appointment related to the contact.

• Delete - Deletes the selected message, appointment, or attachment related to the contact.

To perform a basic search of the related items listed for a contact, type the search criteria in the search bar located near the top of the preview pane. Then click the magnifying glass or press Enter on your keyboard. SmarterMail will automatically search the related items for matches and display the results in the related items grid.

Help for Users & Domain Administrators

Creating New Contacts

There are several ways to add new contacts to SmarterMail, depending on whether you want to add a contact from an email message, import contacts from another provider, or add a contact by typing the name and other information directly in SmarterMail.

To add a contact from an incoming email message, simply view the desired message either by double clicking on it or viewing it in the preview pane. SmarterMail includes "touch and go" functionality that highlights all email addresses in the header of the message. By clicking on a highlighted address, a small window opens with three options: Email, Add/Edit Contact and Block Sender. Click the

Add/Edit Contact link and a new contact window opens up. SmarterMail will automatically complete the display name and email address fields, then you can enter additional details and save the contact.

To add a contact by typing the name and other information directly in SmarterMail, click New in the navigation pane toolbar and then click Contact . This will open a new contact window that you will use to add the contact to SmarterMail.

For information on adding new contacts by importing contacts from another email service, see

Importing and Exporting Contacts .

Saving Contact Details

When you add a new contact to SmarterMail, you can save as much or as few details about the person as you like. In general, contact details are divided into five sections:

• Personal Info - Type the contact's display name, title, first name, middle name, last name, suffix, email address(es), instant messenger, home page, and date of birth. Note: The display name is the only required field to save a contact.

• Contact Info - Type the contact's home phone number, work phone number, mobile phone number, pager number, home and work fax numbers, and home address.

• Work Info - Type the contact's company name, job title, department, office, work address, and website URL.

• Additional Info - Type any additional details about the contact.

• Categories - A category provides a way to organize your contacts into manageable groups. To add a category, simply click the Master Categories button and type the new category name.

Note: Be sure to separate categories with a comma.

Searching Contacts

If you have a large number of people in your contacts list, finding a specific contact can become

Help for Users & Domain Administrators increasingly difficult. Fortunately, SmarterMail's basic search tool allows users to find contacts quickly and easily.

To perform a basic search, type the search criteria in the search bar located near the top of the content pane. Then click the magnifying glass or press Enter on your keyboard. SmarterMail will automatically search the contacts list you are viewing for matches and display the results in the navigation pane. Note: Your search criteria may include letters and numbers. SmarterMail does not search for special characters such as "@," "#" or "%."

To search other areas of your SmarterMail mailbox, use the advanced search feature. For more information, see Advanced Search Overview .

Importing and Exporting Contacts

Because people often have multiple email accounts from different providers, SmarterMail makes it easy for users to securely transfer contacts to and from other online address books.

Importing Contacts to SmarterMail

SmarterMail supports importing contacts from two different types of files: vCards (.vcf) and commaseparated text files (.csv). SmarterMail also supports importing from a .zip file containing any combination of these file formats. For step-by-step instructions on importing contacts to SmarterMail, please refer to the KB article How To Import Contacts to SmarterMail .

Exporting Contacts from SmarterMail

Contacts can be exported individually in vCard or CSV format or in bulk as a .zip file containing either vCard or CSV files. These files can then be imported into Microsoft Outlook or into another

SmarterMail account. For step-by-step instructions on exporting contacts from SmarterMail, please refer to the KB article How To Export SmarterMail Contacts .

Sending Contacts from SmarterMail

SmarterMail also allows users to email contact data as vCard files. For step-by-step instructions, please refer to the Kb article How To Send a Contact as a vCard .

Global Address List

The Global Address List, sometimes referred to as "GAL," is a dynamic list containing contact information for all users on your domain. The Global Address List can be managed by your domain administrator in order to hide users that may not represent real people, such as [email protected].

Help for Users & Domain Administrators

Contact information for the Global Address List is pulled from the individual account profiles of users.

To update your listing, click the settings icon . Then expand the My Settings folder and click Account

Profile in the navigation pane.

Note: If the Global Address List is enabled for your domain, all information you enter into your profile can be seen by all other members of your domain.

The Global Address List functions almost identically as My Contacts.

Calendar

Calendar Overview

SmarterMail's calendar feature takes the burden out of organizing your schedule and is accessible from any desktop, laptop or mobile device with Internet access. SmarterMail's calendar system is extremely flexible and includes many options that make it easy to keep track of important events, including:

• Fully configurable appointments with optional recurrence rules.

• Email notification and notification within SmarterMail of upcoming appointments.

• Attendee and invitation status tracking.

• Conference room availability and scheduling.

• Availability information about attendees (Enterprise Edition only).

• Integration with Outlook (Enterprise Edition only).

To access your calendar, click the calendar icon . Depending on your account settings, the daily, weekly, monthly, or all appointments calendar view will load. Note: To view different calendars (such as shared calendars or mapped resources), click the Calendars menu at the top of the content pane and select the desired calendar.

For help understanding the different areas of the calendar, see the calendar interface diagram .

Navigating Your Calendar

When you view your SmarterMail calendar, you can toggle between four different views:

• Daily - The daily view is a planner-type view that displays all appointments scheduled for the day. If configured, this view also displays the weather forecast for the date you are viewing and any applicable start or due times for tasks.

• Weekly - The weekly view is intended as more of an agenda-type view and displays all appointments scheduled for the week. If configured, this view also displays the 7-day weather

Help for Users & Domain Administrators forecast and the start and due dates for tasks.

• Monthly - The monthly view displays all appointments and tasks scheduled for the month. It serves as an at-a-glance type of calendar that outlines a general idea of the upcoming events over the next 30 days.

• All Appointments - The all appointments view lists all appointments on your calendar and can be sorted by the appointment subject, start date, or end date.

To help you differentiate between different appointment types, SmarterMail assigns different colors to your calendar items. These colors are as follows:

• Blue - Regular appointments

• Yellow - All-day appointments

• Green - Tasks

In general, the following options are available in the content pane toolbar:

• New - Creates a new appointment.

• Actions - Click this button and select the appropriate option to edit an appointment, delete an appointment, or import all calendar appointments to Microsoft Outlook. Note: The ability to add your calendar to Outlook is only available in SmarterMail Enterprise and SmarterMail Free editions.

• View - Click this button and select the appropriate option to filter calendar items by category or choose the details that are displayed about an appointment in the calendar view.

• Filter - Filters appointments by the selected category or whether they are recurring or all day.

• Visible Fields - Choose which appointment details are displayed on the calendar.

• Print - Prints the data displayed in the current calendar view.

Creating New Calendar Appointments

To create a new calendar appointment, click New in the navigation pane toolbar. This will open a new appointment window that you will use to add the appointment to SmarterMail and to invite attendees.

Saving Appointment Details

When you add a new appointment to your calendar, you can save as much or as few details about the appointment as you like. In general, appointment details are divided into four sections:

• Appointment - Type the subject of the appointment and specify the attendees, the appointment's start date and time, end date and time, location, and a room assignment. You can also specify your availability (free or busy) and configure a reminder that will display in

Help for Users & Domain Administrators webmail prior to the appointment time, in addition to an email reminder. Note: The subject and start date are the only required fields to save an appointment.

• A note on attendees: When inviting attendees, you can either type their email address directly or simply click the "Attendees" field name to open your list of contacts. You can select contacts from your various contact lists, including the Global Address List, as well as cycle through contacts you have listed in categories.

• Recurrence Information - Use this section to indicate that the appointment occurs on a regular basis. Recurring events may include personal occasions (birthdays, anniversaries, etc.), holidays, and regular meetings or business appointments. The recurrence feature is very flexible and can be as simple or as complex as necessary. Examples include a birthday that occurs every

August 7th, a meeting that happens the second Monday of every month, or an appointment that occurs every four days for three weeks.

• Description - Type any important notes or a description of the appointment, if desired.

• Categories - A category provides a way to organize your appointments into manageable groups. To add a category, simply click the Master Categories button and type the new category name. Note: Be sure to separate categories with a comma.

Once the appointment is saved, attendees will receive an email appointment invitation and the appointment will appear on your calendar. When attendees accept or decline the appointment, you will also receive a notification email.

Checking the Availability of Attendees

SmarterMail users can check the availability of attendees prior to saving an appointment. This allows you to determine if there is a scheduling conflict and adjust the planned appointment time accordingly.

If one or multiple attendees have a conflict with the date/time you are scheduling an appointment, this information will display in the Conflicts field of the new appoinment window. To get more information on the specifics or the conflict or to check the availability of attendees, click the availability icon next to the Attendees field in the new appointment window.

Conference Room Scheduling

SmarterMail users also have the ability to select, and reserve, conference rooms. Just as with attendee availablity, if a conference room is already reserved for a specific day and time an appointment is to be set, this information will display in the Conflicts field of the new appointment window. Conference room availablity will also show when users click the availability icon next to the Attendees field in the new appointment window.

Regarding Room selection versus Location, these are mutually exlcusive, yet compatible fields.

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Separating them allows for users to specify more general locations, such as a geographical location or specific office building, while still being able to reserve confererence rooms at those locations.

Appointment Invitations

Once the appointment is saved, attendees will receive an email appointment invitation and the appointment will appear on your calendar. If they are viewing the appointment invitation from their

SmarterMail webmail, they can click the Check Availability button to view their availability in a popup window.

Managing Calendar Appointments

To view the details of an appointment, click on the appointment from any calendar view. The appointment details will load in a popup window.

Editing Appointment Details

To edit the details of an appointment, click on the appointment from any calendar view. The appointment details will load in a popup window. Make the appropriate changes and click Save . The appointment details will update on your calendar and any attendees will receive a new invitation notifying them of the change. Note: Editing a recurring appointment will update all instances of the appointment on your calendar. There is no way to edit a single date of a recurring appointment series.

Deleting an Appointment

On occasion, you may need to delete a calendar appointment. To delete and remove an appointment from your calendar, click on the appointment from any calendar view. The appointment details will load in a popup window. Click Delete . The appointment will no longer appear on your calendar and any attendees will receive a notification that the appointment has been cancelled. Note: Deleting a recurring appointment will delete all instances of the appointment from your calendar.

Tasks

Tasks Overview

SmarterMail's tasks feature is designed to help users keep track of things they need to do. Users can create lists of items, set due dates, and even link email messages to tasks.

To access your tasks, click the tasks icon . By default, the tasks in My Tasks will load. Note: To view different task lists (such as shared lists or mapped resources), click the Tasks menu at the top of the navigation pane and select the desired list.

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For help understanding the different areas of the tasks section, see the tasks interface diagram .

Navigating Your Tasks

When you view your tasks, the page is divided into two sections:

• The navigation pane displays the tasks in the list you are viewing. To view details for a specific task, simple click the desired task.

• The content pane displays all available details about the selected task.

In general, the following options are available from the navigation pane toolbar:

• New - Creates a new task.

• Actions - Click this button and select the appropriate option to select all tasks, delete tasks, or add the tasks to Outlook.

• Select All - Selects all tasks in the list you are viewing.

• Delete - Deletes the selected task(s).

• Add to Outlook - Connects SmarterMail to Microsoft Outlook and synchronizes task information. Note: This feature is only available in SmarterMail Enterprise.

• View - Click this button and select the appropriate option do filter tasks, sort tasks, or choose the details that are displayed about a task in the navigation pane.

• Filter - Filters tasks by the selected category or by whether the task is completed.

• Sort - Sorts tasks by subject, due date, percentage complete, or priority level in ascending or descending order.

• Visible Fields - Choose which task details are displayed in the navigation pane.

In general, the following options are available from the content pane toolbar:

• Edit - Edits the selected task.

• Delete - Deletes the selected task.

Creating New Tasks

To create a new task, click New in the navigation pane toolbar. This will open a new task window that you will use to add the task to SmarterMail.

Saving Task Details

When you add a new task in SmarterMail, you can save as much or as few details about the task as you like. In general, task details are divided into three sections:

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• Details - Type the subject of the task and specify the task's start date and time, due date and time, priority level, status, and the percentage of the task that is completed. You can also configure a reminder that will display in webmail prior to due date and time. Note: The subject, start date and due date are the only required fields to save a task.

• Description - Type any important notes or a description of the task, if desired.

• Categories - A category provides a way to organize your notes into manageable groups. To add a category, simply click the Master Categories button and type the new category name.

Note: Be sure to separate categories with a comma.

Once the task is saved, it will appear on your calendar. Note: Users can disable the display of task start and end times on the calendar. For more information, see Calendar Settings .

Searching Tasks

If you have a large number of tasks in your tasks list, finding a specific task can become increasingly difficult. Fortunately, SmarterMail's basic search tool allows users to find tasks quickly and easily.

To perform a basic search, type the search criteria in the search bar located near the top of the navigation pane. Then click the magnifying glass or press Enter on your keyboard. SmarterMail will automatically search the tasks list you are viewing for matches and display the results in the navigation pane. Note: Your search criteria may include letters and numbers. SmarterMail does not search for special characters such as "@," "#" or "%."

To search other areas of your SmarterMail mailbox, use the advanced search feature. For more information, see Advanced Search Overview .

Notes

Notes Overview

SmarterMail's notes feature provides users with the the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders or anything else you would write on note paper. This feature is especially convenient when used to save bits of information you may need later, such as directions or text you want to reuse in other items or documents.

To access your notes, click the notes icon . By default, the notes in My Notes will load. Note: To view different notes (such as shared or mapped resources), click the Notes menu at the top of the navigation pane and select the desired list.

For help understanding the different areas of the notes section, see the notes diagram .

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Navigating Your Notes

When you view your notes, the page is divided into two sections:

• The navigation pane displays the notes in the list you are viewing. To view details for a specific note, simple click the desired note.

• The content pane displays all available details about the selected note.

In general, the following options are available from the navigation pane toolbar:

• New - Creates a new note.

• Actions - Click this button and select the appropriate option to select all notes or delete notes.

• Select All - Selects all notes in the list you are viewing.

• Delete - Deletes the selected note(s).

• View - Click this button and select the appropriate option do filter notes, sort notes, or choose the details that are displayed about a note in the navigation pane.

• Filter - Filters notes by the selected category or color.

• Sort - Sorts notes by text, color, or date in ascending or descending order.

• Visible Fields - Choose which note details are displayed in the navigation pane.

In general, the following options are available from the content pane toolbar:

• Edit - Edits the selected note.

• Delete - Deletes the selected note.

Creating New Notes

To create a new note, click New in the navigation pane toolbar. This will open a new note window that you will use to add the note to SmarterMail.

Saving Note Details

When you add a new task in SmarterMail, you can save as much or as few details about the note as you like. In general, task details are divided into two sections:

• Details - Type the text of the note and specify the color of the note. Note: The color and text of the note are the only required fields to save a note.

• Categories - A category provides a way to organize your notes into manageable groups. To add a category, simply click the Master Categories button and type the new category name.

Note: Be sure to separate categories with a comma.

Help for Users & Domain Administrators

Searching Notes

If you have a large number of notes in your notes list, finding a specific notes can become increasingly difficult. Fortunately, SmarterMail's basic search tool allows users to find notes quickly and easily.

To perform a basic search, type the search criteria in the search bar located near the top of the navigation pane. Then click the magnifying glass or press Enter on your keyboard. SmarterMail will automatically search the notes list you are viewing for matches and display the results in the navigation pane. Note: Your search criteria may include letters and numbers. SmarterMail does not search for special characters such as "@," "#" or "%."

To search other areas of your SmarterMail mailbox, use the advanced search feature. For more information, see Advanced Search Overview .

RSS Feeds

RSS Feeds Overview

SmarterMail's built-in RSS feed reader makes keeping up with your favorite websites as easy as checking your email. Instead of checking a site repeatedly for updates, RSS feeds allow people to automatically be notified when a website contains new posts or entries.

To access your RSS feeds, click the RSS feeds icon .

For help understanding the different areas of the RSS feeds section, see the RSS feeds interface diagram .

Navigating Your RSS Feeds

When you view your RSS feeds, the page is divided into two sections:

• The navigation pane displays all of the RSS feeds you have added to SmarterMail. To view recent updates to a specific RSS feed, simply click the desired feed.

• The content pane displays the RSS feeds in the folder you are viewing.

In general, the following options are available from the navigation pane toolbar:

• Actions - Click this button and select the appropriate option to create a new folder, rename a folder, or delete a selected folder. Using folders makes it easy to keep your news items organized. For example, create folders for technology items, politics, business or other categories.

In general, the following options are available from the content pane toolbar:

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• New - Adds a new RSS feed to SmarterMail.

• Edit - Edits the selected RSS feed.

• Delete - Deletes the selected RSS feed(s).

Adding New RSS Feeds

Real Simple Syndication (RSS) is a way for website owners to make their content available for people to read and review. Websites publish lists of updates via "feeds" that indicate when new content is available. Rather than regularly visiting a website, you can add a new feed to SmarterMail (also called subscribing to a feed) and then see when new content is available from that site. Any new content posted to your feeds will appear in the RSS feeds section of your mailbox.

Using RSS, combined with orgainizing your feeds into folders, makes it easy to stay up-to-date on information from news sites, blogs, social media outlets, Google alerts, new forum topics and much more, right from within SmarterMail.

To subscribe to a new RSS feed, click New in the content pane toolbar. Adding a feed requires two pieces of information:

• Name - A friendly name for the RSS feed. Typically, you'll want to make this a short name so you can easily find it. You can use a backslash character to make the feed appear in a subdirectory, such as in News\Fox News or Technology\Microsoft Updates.

• URL - The URL for the website's RSS feed. Note: The RSS feed URL is not the same as the website URL. For example, the SmarterTools Blog can be found at blog.smartertools.com , but the RSS feed for the blog is at blog.smartertools.com/rss.aspx .

Finding a Site's RSS Feed

An RSS feed can usually be identified by an orange symbol. When you see it on a website, clicking will usually direct you to that site's feed. From there, you can either copy and paste the link to subscribe to the feed in SmarterMail. If the site does not have the orange RSS feed symbol, try looking for a text link to the RSS feed. Text links to feeds may include any of the following terms: subscribe, syndicate, feed, RSS, xml, or atom. Note: Not all sites offer RSS feeds.

For a list of sample RSS feeds you may be interested in subscribing to, please see Sample Feeds .

Sample Feeds

There are many RSS feeds on the internet today. This topic contains many of the more common feeds, although this list is by no means exhaustive.

Help for Users & Domain Administrators

The following links are either direct RSS feed URLs or links to web pages containing an RSS feed list.

To add a feed to SmarterMail, right-click on the link and select "copy shortcut" from the context menu. Then paste this value into the RSS URL in SmarterMail.

Feed lists (designated by [feed-list]) will typically have orange XML icons next to each feed. Follow the same procedure (copy shortcut) to get the URL of those feeds.

News and Information

• SmarterTools Blog

• Fox News [feed-list]

• CNN News [feed-list]

• Yahoo! News [feed-list]

• Reuters News Online [feed-list]

• CNET News [feed-list]

• Washington Post [feed-list]

• BBC News

Entertainment

• E! Online [feed-list]

• NY Times: Opinion

• Dictionary word of the day

Finance

• Kiplinger Personal Finance

• SmartMoney

Technology

• PC Magazine: New Product Reviews

• Slashdot News

• TheWHIR Web Host News

• Wired News

• AnandTech's DailyTech News

Sports

• ESPN News

• Fox Sports

• CBS SportsLine [feed-list]

• NY Times: Sports

Help for Users & Domain Administrators

Managing RSS Folders

To make your RSS feeds easy to manage, SmarterMail lets users create as many RSS folders as they want. RSS folders help users organize feeds in ways that make sense to the individual user.

Renaming and Deleting Folders

You can change the name of a RSS folder anytime or delete it completely when you no longer need it.

File Storage

File Storage Overview

SmarterMail's file storage feature allows users to upload files to the mail server and share them by sending out links to the files. Files can be public or private, can be eternal or have expiration dates and more. One benefit of using file storage versus sending attachments is that file storage reduces the stress on the mail server by keeping large files out of the server's email spool. Another benefit of using file storage is that it allows users to send larger files without worrying about hitting any attachment size restrictions that a domain administrator, system administrator or hosting company put in place.

Note: Files uploaded to the server are counted toward the user's disk space allocation, so users are encouraged to delete files that are no longer used from the server when possible.

To access the file storage area, click the file storage icon . A list of files uploaded to the server will load in the content pane and the following options will be available in the content pane toolbar:

• Edit - Edits the sharing settings for the selected file.

• Delete - Permanently removes the selected file(s) from the server.

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• Upload - Uploads a new file to the server.

• Download - Downloads the selected file(s).

For help understanding the different areas of the file storage section, see the file storage interface diagram .

Sharing Uploaded Files

Before a file can be shared you will first need to upload it to the mail server. After uploading your file, you will need to edit the file sharing settings by selecting the file and clicking Edit in the content pane toolbar. The file sharing settings will load and the following options will be available:

• Filename - The name of the file.

• Link Expires - The date and time that the public link to download the file expires. Leave this blank and the link will never expire.

• Enabled - Select this option to enable the link expiration date.

• Access Password - The password used to download the file. Leave this blank if you don't want to password protect the link.

• Enabled - Select this option to make the file password protected.

• Enable public access - Select this option to make the file available for sharing via a public link.

When you share a file by inserting the public link to the file into an email message, the recipient will be directed to a file storage download page with instructions on how to download the file.

Reports

Reports Overview

Using SmarterMail's extensive reporting engine and routinely generating and evaluating reports provides users, domain administrators and system administrators with the information they need to uncover issues before they become problems, discover and evaluate trends, identify the need for policy adjustment, and much more.

Summary and Trend Reports

SmarterMail includes dozens of predefined summary and trend reports and also allows users to generate their own custom reports.

• Summary reports display summarized data at the system, domain, and user level within a user defined block of time. Summary reports are especially useful for determining the overall usage

Help for Users & Domain Administrators and performance of systems, domains, and users relative to each other.

• Trend reports display data points—connected by trend lines—for a system, domain, or user over a selected time span. Trend reports are especially useful for determining the usages and performance month-by month, day-by-day, and hour-by-hour (etc.).

These reports can be grouped and filtered to create custom reports. With summary, trend, and custom reporting, SmarterMail provides domain and system administrators with the information they need to efficiently monitor the performance of their mail server software. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

For help understanding the different areas of the reporting section, see the reports interface diagram .

Scheduled Email Reports

This feature is only available in SmarterMail Enterprise.

SmarterMail Enterprise has the ability to email standard and custom reports on a daily, weekly, and monthly basis.

• Daily email reports are sent after 12:00 AM.

• Weekly email reports are sent after 12:00 AM Sunday.

• Monthly email reports are sent after 12:00 AM on the first day of the month.

The reports are generated and sent by SmarterMail according to the time zone configured for that particular user.

To see which reports are scheduled to be emailed, click the reports icon . Then click Scheduled Email

Reports in the navigation pane and select the desired report. A list of scheduled email reports will load in the content pane and the following options will be available in the content pane toolbar:

• New - Creates a new scheduled email report.

• Send Now - Emails a copy of the report to the desired recipient(s).

• Edit - Edit the email options for the report.

• Delete - Permanently removes the report from the emailed reports list.

Custom Reports

With custom reports, statistics from multiple reports can be combined to give administrators and users a comprehensive analysis of the mail server's performance.

To access custom reports that were already created, click the reporting icon . Then expand the Custom

Reports folder in the navigation pane and select the desired report. The report will load in the content pane and the following options will be available in the content pane toolbar:

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• New - Creates a new custom report.

• Edit - Edit the report's settings and configuration options.

• Delete - Permanently remove the report from the custom reports list.

Creating a Custom Report

To create a custom report, click the reporting icon . Then expand the Custom Reports folder in the navigation pane and click Manage Custom Reports and click New in the content pane toolbar. The following configuration tabs will be available:

Custom Report

Use this tab to specify the following options:

• Name - The name of the custom report.

• Default Date Range - The default time period from which report data is collected.

Report Items

Use this tab to specify which report items to include in the custom report:

• Report Items - The specific report to be added to the custom report. Note: Depending on the report item selected, some of the options listed below may not be available.

• Name - The name of the report item.

• Rows - The number of rows displayed in the report.

• Sort By - The sort order of the data.

• Chart - To specify a specific chart type, select the appropriate option from the list.

• Values - The values that will be charted.

• Group By - The timeframe for which rows are grouped.

Summary Reports

Disk Reports

Disk Usage Reports

This report provides statistics regarding input/output operations of the system's hard drive, also known as "disk i/o". System administrators may use this report to correlate high disk usage on the server with

SmarterMail activity and identify areas in which adjustments can be made. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

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The following report items are available:

• Avg. Read - The average size in KB/sec of disk reads.

• Avg. Write - The average size in KB/sec of disk writes.

Traffic Reports

Disk Space Usage

This report will tell you the amount of disk space currently being used by all domains on your server.

Domain administrators may run this report if the domain is nearing its storage limits to identify which users are using the most disk space. System administrators may run this report to identify domains that are utlizing the most server space. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Disk Usage - The number of MB that each folder is occupying on the server.

• Rank - The order users or domains are listed within the report.

• User - The specific user on the domain.

File Storage Disk Space Usage

This report informs users how much disk space is currently being used for file storage. Users may use this report to identify which file storage folder is utilizing the most disk space. This is especially useful if the user is nearing his mailbox disk space limits and needs to clear up space for new data. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Disk Usage - The number of MB that each folder is taking up on the server.

• Rank - Where each folder falls in terms over overall space used.

Message Traffic

This report will tell you the number of messages that are being sent and received by all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). System administrators may use this report for overage billing, to identify potential spammers on the server or to identify high-usage domains. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

Help for Users & Domain Administrators

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on a server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Incoming Messages - The total number of messages the account has received.

• Outgoing Messages - The total number of messages the account has sent.

• Incoming Spam Messages - The total number of spam messages delivered to the mailbox.

• Outgoing Spam Messages - The total number of spam messages sent from the account.

Message Data

This report tells you the amount of data that was sent and received in KB by all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). System administrators may use this report to identify potential spammers on the server or to identify highusage domains. Note: Not all reports are available for users and/or domains. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on the server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Data Sent - The total size in KB of all data sent by the account.

• Data Received - The total size in KB of all data received by the account.

Throttle Traffic

This report shows the number of messages that have been throttled on your server for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify issues with high usage customers. For example, if a user is sending a high number of bounced messages, that is an uneccessary use of system resources that can be easily corrected. Note: Not all reports are available for users and/or domains.

Consult your system or domain administrator for report availability.

Help for Users & Domain Administrators

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, a specific domain on the server.

• User - For domain admins, the specific user on the domain.

• Bounces Received - The number of bounced messages throttled.

• Messages Sent - The number of sent messages throttled.

• SMTP Out Bandwidth - The amount of bandwidth throttled.

Throttle Violations

This report shows the number of throttle violations on your server for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify issues with high usage customers. For example, if a user is sending a high number of bounced messages, that is an uneccessary use of system resources that can be easily corrected. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, a specific domain on the server.

• User - For domain admins, the specific user on the domain.

• Bounces Received - The number of bounced messages throttled.

• Messages Sent - The number of sent messages throttled.

• SMTP Out Bandwidth - The amount of bandwidth throttled.

SMTP In Usage

This report tells you the size of the bandwidth and the number of connections that have been made from SMTP incoming mail for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on a server.

• User - For domain admins, the specific user on the domain.

Help for Users & Domain Administrators

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Bandwidth - The bandwidth in KB for all incoming SMTP mail.

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

SMTP In Errors

This report tells if any errors occurred from SMTP incoming mail for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify users that are using faulty email clients or uneccessarily using system resources. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on a server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Blocked Connections - The total number of connections that were blocked.

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

SMTP Out Usage

This report tells you the size of the bandwidth and the number of connections that have been made from SMTP outgoing mail from all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, a specific domain on the server.

• User - For domain admins, the specific user on the domain.

Help for Users & Domain Administrators

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Bandwidth - The bandwidth in KB for all outgoing SMTP mail.

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

SMTP Out Errors

This report tells if any errors occurred from SMTP outgoing mail from all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on a server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

POP Usage

This report tells you the size of the bandwidth and the number of connections that have been made from POP incoming mail for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on a server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Bandwidth - The bandwidth in KB for all incoming SMTP mail.

Help for Users & Domain Administrators

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

POP Errors

This report tells if any errors occurred from POP incoming mail for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify users that are using faulty email clients or uneccessarily using system resources. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on a server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Blocked Connections - The total number of connections that were blocked.

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

IMAP Usage

This report tells you the size of the bandwidth and the number of connections that have been made from IMAP incoming mail for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on the server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Bandwidth - The bandwidth in KB for all incoming SMTP mail.

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

Help for Users & Domain Administrators

IMAP Errors

This report tells if any errors occurred from IMAP incoming mail for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify users that are using faulty email clients or uneccessarily using system resources. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on the server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Blocked Connections - The total number of connections that were blocked.

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

Trusted Senders

This report shows the number of messages received from email addresses listed as trusted senders for all domains on your server. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Account Type - The type of account the email address is associated with (user, domain administrator, or system administrator).

• Messages Trusted - The total number of messages received from addresses in the trusted senders list.

• Rank - The order in which users or domains are listed within the report.

• User - The specific user on the domain.

Spam and Virus Reports

Incoming Spam

This report tells you the number of spam messages which were received at different tolerance levels for all users of a domain (at the domain admin level) or all domains on your server (at the system

Help for Users & Domain Administrators admin level). Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on the server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Low Spam Messages - The total number of messages received with a low spam tolerance level.

• Medium Spam Messages - The total number of messages received with a medium spam tolerance level.

• High Spam Messages - The total number of messages received with a high spam tolerance level.

• Total Spam Messages - The total number of messages received will any spam tolerance level assigned to it.

Outgoing Spam

This report tells you the number of outgoing messages that were blocked due to spam for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Note:

Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on a server.

• User - For domain admin, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Blocked Messages - The total number of messages that were sent and blocked as spam.

Greylisting

This report tells you the number of connections which were allowed and delayed due to greylisting for all users of a domain (at the domain admin level) or all domains on your server (at the system admin level). Clicking on individual domains, or individual users, will display a more detailed view of each.

Help for Users & Domain Administrators

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Rank - The order in which users or domains are listed within the report.

• Domain - For system admins, the specific domain on the server.

• User - For domain admins, the specific user on the domain.

• Account Type - For domain admins, the type of account the email address is associated with

(user, domain administrator, or system administrator).

• Allowed Connections - The total number of messages that passed greylisting and were delivered to the mailbox.

• Delayed Connections - The total number of messages that were delayed due to greylisting.

• Total Connections - The total number of connections made to a particular server (i.e., SMTP,

POP, IMAP, etc.)

Viruses

This report tells you the number of viruses which were received through email for a specific domain

(at the domain admin level) or all domains on your server (at the system admin level). Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The day of the week covered by the report.

• Viruses - The total number of viruses detected from incoming mail.

Trend Reports

Traffic Reports

Server Status

This report will tell you the amount of memory currently being used on your server. System administrators may use this report to identify issues such as spool count spikes, thread count spikes, memory spikes etc. and troubleshoot ways to correct them. For example, if the average CPU spikes, the system administrator may want to check the spam check and indexing settings. If the average memory usage spikes, the system administrator may want to check indexing and greylisting settings

Help for Users & Domain Administrators and the max message size to content scan spam setting. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Avg. CPU - The average CPU usage percentage for the SmarterMail process.

• Avg. Memory - The average memory usage for the SmarterMail process.

• Avg. Nonpaged Memory - The average nonpaged memory usage for the SmarterMail process.

• Avg. Handles - The average number of handles used for the SmarterMail process.

• Avg. Threads - The average number of threads used for the SmarterMail process.

• Avg. Active Connections - The average number of active connections made by SmarterMail.

• Avg. Spool Count - The average number of messages in the spool.

Message Traffic

This report will tell you the number of messages that are being sent and received for a specific domain

(at the domain admin level) or all domains on your server (at the system admin level). System administrators may use this report for overage billing, to identify potential spammers on the server or to identify high-usage domains. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Incoming Messages - The total number of messages the account has received.

• Outgoing Messages - The total number of messages the account has sent.

• Incoming Spam Messages - The total number of spam messages delivered to the mailbox.

• Outgoing Spam Messages - The total number of spam messages sent from the account.

Message Data

This report tells you the amount of data which was sent and received in KB for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). System administrators may use this report to identify potential spammers on the server or to identify highusage domains. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

Help for Users & Domain Administrators

• Data Sent - The total size in KB of all data sent by the account.

• Data Received - The total size in KB of all data received by the account.

Throttle Traffic

This report shows the number of messages that have been throttled for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify issues with high usage customers. For example, if a user is sending a high number of bounced messages, that is an uneccessary use of system resources that can be easily corrected. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Bounces Received - The number of bounced messages throttled.

• Messages Sent - The number of sent messages throttled.

• SMTP Out Bandwidth - The amount of bandwidth throttled.

Throttle Violations

This report shows the number of throttle violations for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify issues with high usage customers. For example, if a user is sending a high number of bounced messages, that is an uneccessary use of system resources that can be easily corrected. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Bounces Received - The number of bounced messages throttled.

• Messages Sent - The number of sent messages throttled.

• SMTP Out Bandwidth - The amount of bandwidth throttled.

Traffic By Priority

This report shows how many messages going through the spool were assigned priority levels. For example, if the system administrator set mailing lists to a lower priority than regular messages, this report can be used compare mailing list traffic and normal traffic on the server. Note: Not all reports

Help for Users & Domain Administrators are available for users and/or domains. Consult your system or domain administrator for report availability.

Bandwidth By Priority

This report shows the bandwidth for all messages in each priority level. For example, if the system administrator sets mailing lists to a lower priority than regular messages, this report can be used to compare mailing list traffic and normal traffic on the server and that bandwidth usage is occurring as expected. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

SMTP In Usage

This report tells you the size of the bandwidth and the number of connections that have been made from SMTP incoming mail for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts. This report can also be used to find potentially compromised reports because the administrator would see a jump in SMTP connections over time.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Bandwidth - The bandwidth in KB for all incoming SMTP mail.

• Avg. Active Connections - For system admins, the average number of active connections made by Smartermail.

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

• Blocked Connections - For system admins, the total number of connections that were blocked.

SMTP In Errors

This report tells if any errors occurred from SMTP incoming mail for all domains on your server.

Domain and system administrators may use this report to identify users that are using faulty email clients or uneccessarily using system resources. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

Help for Users & Domain Administrators

• Day - The specified amount of time that the report data falls within.

• Blocked Connections - The total number of connections that were blocked.

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

SMTP Out Usage

This report tells you the size of the bandwidth and the number of connections that have been made from SMTP outgoing mail for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts. This report can also be used to find potentially compromised reports because the administrator would see a jump in SMTP connections over time.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Bandwidth - The bandwidth in KB for all incoming SMTP mail.

• Avg. Active Connections - The average number of active connections made by Smartermail.

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

SMTP Out Errors

This report tells if any errors occurred from SMTP outgoing mail from all domains on your server.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

POP Usage

This report tells you the size of the bandwidth and the number of connections that have been made from POP incoming mail for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify

Help for Users & Domain Administrators high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Bandwidth - The bandwidth in KB for all incoming SMTP mail.

• Avg. Active Connections - For system admins, the average number of active connections made by Smartermail.

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

• Blocked Connections - For system admins, the total number of connections that were blocked.

POP Errors

This report tells if any errors occurred from POP incoming mail for all domains on your server.

System administrators may use this report to identify users that are using faulty email clients or uneccessarily using system resources.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Blocked Connections - The total number of connections that were blocked.

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

IMAP Usage

This report tells you the size of the bandwidth and the number of connections that have been made from IMAP incoming mail for all domains on your server. Domain and system administrators may use this report to identify high usage accounts. This information can be used to evaluate whether to move such accounts to another server or to set limits on such accounts.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

Help for Users & Domain Administrators

• Avg. Active Connections - The average number of active connections made by Smartermail.

• Bandwidth - The bandwidth in KB for all incoming SMTP mail.

• Blocked Connections - The total number of connections that were blocked.

• Day - The specified amount of time that the report data falls within.

IMAP Errors

This report tells if any errors occurred from IMAP incoming mail for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Domain and system administrators may use this report to identify users that are using faulty email clients or uneccessarily using system resources.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Blocked Connections - The total number of connections that were blocked.

• Bad Commands - The total number of bad commands given.

• Terminations - The total number of terminations that occured for incoming mail.

SpamAssassin Servers

This reporst shows general data regarding connections to external SpamAssassin servers. System administrators may use this report to identify faulty SpamAssassin servers and troubleshoot ways to correct the issue. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The follow report items are available:

• Day - The specified amount of time that the report data falls within.

• Avg. Active Connections - This is the average number of active connections made by

SmarterMail.

• Connections - This is the total number of connections made to a SpamAssassin server.

• Failed Connections - The total number of failed connections to a SpamAssassin server.

SMTP Out Connections

This report tells you the number of SMTP out connections made for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Note: Not all reports are

Help for Users & Domain Administrators available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Avg. Active Connections - For system admins, the average number of active connections made by Smartermail.

• Connections - The total number of connections made to a particular server (i.e., SMTP, POP,

IMAP, etc.)

• Failed Connections - The total number of connections that failed.

ClamAV

This report tells you the number of connections your server has made to the ClamAV service. System administrators may use this report to identify and troubleshoot issues between SmarterMail and the

ClamAV service. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Avg. Active Connections - The average number of active connections made to ClamAV by

Smartermail.

• Connections - The total number of connections made to a particular server.

• Failed Connections - The total number of connections that failed.

Spam and Virus Reports

Incoming Spam Counts

This report tells you the number of spam messages which were received at different tolerance levels for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Low Spam Messages - The total number of messages received with a low spam tolerance level.

Help for Users & Domain Administrators

• Medium Spam Messages - The total number of messages received with a medium spam tolerance level.

• High Spam Messages - The total number of messages received with a high spam tolerance level.

• Total Spam Messages - The total number of messages received will any spam tolerance level assigned to it.

Outgoing Spam Counts

This report tells you the number of outgoing messages that were blocked due to spam for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). System administrators can use this report to determine if the server is sending out a large amount of spam.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Blocked Messages - The total number of messages that were sent and blocked as spam. Note:

The system administrator must enable outgoing spam checks or this report will not contain data.

Incoming Spam Percentages

This report tells you the percentages of spam messages which were received at different tolerance levels for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). System administrators may use this report to adjust spam weight settings. For example, if the system administrator notices a large percentage of medium spam messages, it is highly likely that these messages actually are spam. For this reason, the system administrator may want to adjust the spam weights so that many of these messages will be marked as a high spam tolerance level in the future. Doing so may decrease the amount of spam delivered to users' inboxes. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Low Spam Percentage - The total percentage of spam messages received with a low spam tolerance level.

• Medium Spam Percentage - The total percentage of spam messages received with a medium spam tolerance level.

• High Spam Percentage - The total percentage of spam messages received with a high spam

Help for Users & Domain Administrators tolerance level. Total Spam Percentage - The total percentage of spam messages received with any spam tolerance level assigned to it.

Outgoing Spam Percentages

This report tells you the percentage of outgoing messages that were blocked as spam for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Note:

Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Blocked Messages - The total percentage of outgoing messages that were sent and blocked as spam.

Greylisting

This report tells you the number of connections which were allowed and delayed due to greylisting for a specific domain (at the domain admin level) or all domains on your server (at the system admin level). Domand and system administrators may use this report to verify that greylisting is working.

Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Allowed Connections - The total number of messages that passed greylisting and were delivered to the mailbox without delay.

• Delayed Connections - The total number of messages that were delayed due to greylisting.

• Total Connections - The total number of connections made to a particular server (i.e., SMTP,

POP, IMAP, etc.)

Viruses

This report tells you the number of viruses which were received through email for a specific domain

The following report items are available:

Help for Users & Domain Administrators

• Day - The specified amount of time that the report data falls within.

• Viruses - The total number of viruses that were detected from incoming mail.

Commtouch Premium Antispam

This report tells you the number of messages that the Commtouch Detection Center classified as potential spam on your server. System administrators may use this report to verify that the

Commtouch Premium Antispam add-on is working, to gauge the amount of spam coming into the server and more. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Confirmed - The number of messages the Commtouch Detection Center confirmed as coming from known spam sources.

• Suspected - The number of messages the Commtouch Detection Center suspected might be spam because they were sent to a slightly larger than average distribution.

• Bulk - The number of messages the Commtouch Detection Center deemed as sent in bulk.

Note: Newsletters or mailing list messages may be included in this classification.

• Not Spam - The number of messages the Commtouch Detection Center deemed were not spam.

Commtouch Zero-hour Antivirus

This report tells you the number of incoming messages that the Commtouch Detection Center flagged as containing potential viruses. System administrators may use this report to verify that the

Commtouch Zero-hour Antivirus add-on is working, the number of viruses coming into the server and more. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The specified amount of time that the report data falls within.

• Virus Result - The number of messages in which the Commtouch Detection Center confirmed they contained a virus.

• High Result - The number of messages the Commtouch Detection Center deemed have a high likelihood of presenting a virus threat.

• Nedium Result - The number of messages in which the Commtouch Detection Center found a probable threat of viruses.

Help for Users & Domain Administrators

• Non-virus Result - The number of messages the Commtouch Detection Center confirmed did not contain viruses.

• Unknown Result - The number of messages in which the Commtouch Detection Center could not determine the threat for viruses.

Security Reports

Abuse Detection

This report shows the number of attacks on the server. For example, if a system administrator notices an increase in DOS or harvesting violations, he may review server logs to determine the IP address that is triggering the violations and consider permanently blocking the IP. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The day of the week coverd by the report.

• DOS Violations - The total number of DOS violations.

• Harvesting Violations - The total number of harvesting violations.

• Internal Spammer Violations - The total number of spam violations from users on the

SmarterMail server.

Blacklist / Whitelist

Tis report shows the number of connections made from blacklisted and whitelisted IPs. Note: Not all reports are available for users and/or domains. Consult your system or domain administrator for report availability.

The following report items are available:

• Day - The day of the week coverd by the report.

• Blacklisted Connections - The number of connections SmarterMail made to blacklisted IPs.

• Whitelisted Connections - The number of connections SmarterMail made to whitelisted IPs.

Events

Events Overview

SmarterMail can detect events as they occur, generate messages for those events, and deliver the messages to administrators and users that need the information. For example, users can receive

Help for Users & Domain Administrators notifications when a task is due or system administrators can receive notifications when the disk space for a domain reaches a certain percentage. With notifications, administrators don't have to query for the status of the items in the system--they just receive messages when specific events occur so they can take care of them.

There are two categories of events in SmarterMail: user-level events and system-level events:

• User-level events are specific to each user.

• System-level events can only be set by system administrators.

To view events, click the settings icon . For user events, expand the My Settings folder and click

Events in the navigation pane. For domain-level events, expand the System Settings folder and click

Events in the navigation pane. Events can also be viewed by event group or category (collaboration, email, domain, etc.). Any configured events will load in the content pane. Note: Only system administrators can access system-level events.

In general, the following columns are available:

• Checkbox - Use these boxes to select multiple events. Events must be selected before choosing an action from the content pane toolbar.

• Name - The name of the event.

• Event Category - The feature to which the event pertains (collaboration, email, security, etc.)

• Event Type - The event that triggers the action.

• Conditions - The criteria the event must meet to trigger the action.

• Actions - The actions that occur when an event is triggered.

The following actions are available from the content pane toolbar:

• New - Creates a new event.

• Edit - Allows the user/system administrator to make changes to an event's settings.

• Delete - Permanently deletes the selected event(s).

• Search - Allows the user/system administrator to search for a specific event.

To view the settings for a specific event, simply double-click the event and the event settings will load in the content pane.

Creating New Events

To add a new event, click the settings icon . For user-level events, expand the My Settings folder and click Events in the navigation pane. Then click New in the content pane toolbar. The new event settings will load in the content pane.

Help for Users & Domain Administrators

Saving Event Details

When you add a new event, event details are divided into two sections: options and actions.

Options

Use this section to specify the following event options:

• Name - The name of the event.

• Event Group - The folder in which to store/associate your event subscriptions

• Event Category - The feature to which the event pertains (collaboration, email, security, etc.)

• Event Type - The event that triggers the action.

Depending on the event category and type selected, different event action criteria will be available.

For more information on the various event action criterions, see the corresponding event category page of the online help.

Actions

Use this section to specify the following event actions:

• Action - The actions that occur when an event is triggered (or how the system notifies you).

• Maximum Frequency - To specify how frequently the action is performed, select the appropriate option from the list.

• Notification Profile - To specify which notification profile to use, select the appropriate option from the list.

• From Address - The email address the system uses to send the event notification

Subject, Short Body, and Body will all be populated by the system using the variables listed.

Additional fields may be available depending on the event category chosen.

Click the Save button in the actions popup window and then click Save in the content pane toolbar to save that event.

Notification Profiles

SmarterMail can detect events as they occur, generate messages for those events, and deliver the messages to system administrators and agents that need the information. For example, users can receive notifications when a task is due or system administrators can receive notifications when the disk space for a domain reaches a certain percentage. Notification profiles determine how those messages are sent.

Help for Users & Domain Administrators

To view a list of current notification profiles, click the settings icon . Then expand the My Settings and

Advanced Settings folders and click Notification Profiles . Your notification profiles will load in the cotent pane.

The following columns are available:

• Checkbox - Use these boxes to select multiple profiles. Notification profiles must be selected before choosing an action from the content pane toolbar.

• Notification Profile Name - The name of the profile.

• Type - The types of notification enabled for the selected profile.

The following options are available from the content pane toolbar:

• New - Creates a new notification profile.

• Edit - Edits an existing notification profile.

• Delete - Permanently deletes the selected notification profile(s).

To view a specific notification profile, simply double-click the appropriate profile. The profile will load in the content pane and the following fields will be available:

• Notification Profile Name - The name of the profile.

• Email Address(es) - The email address(es) to which notifications are sent.

• Enable - Checking this box will enable email notifications.

• SMS Email Address(es) - The mobile device email address to which notifications are sent.

• Enable - Checking this box will enable SMS notifications.

• Enable Reminders - Checking this box will display reminders for tasks and appointments in a popup window in webmail.

Event Categories

Alias Events

System administrators can receive notifications based on the following alias events:

• Alias Added - Notifies system administrators when a user creates a new email alias.

• Alias Deleted - Notifies system administrators when a user deletes an existing email alias.

Depending on the event selected, the following event criteria are available:

• Alias Addresses - The alias address that will trigger the event.

• Alias Name - The alias name that will trigger the event.

Help for Users & Domain Administrators

• Domain - The domain on which the event occurs.

• Time of Day - The time frame during which the event occurs.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use notification profile

Collaboration Events

Users and system administrators can receive notifications based on the following collaboration events:

• Calendar Reminder Occured - Notifies users that there is an upcoming appointment.

• Task Reminder Occured - Notifies users that a task deadline is approaching.

Depending on the event selected, the following event criteria are available:

• Email Address - The email address that will trigger the event.

• Description - The words that will trigger the event if found within the appointment or task description.

• Domain - The domain on which the event occurs.

• Location - The appointment location that will trigger the event.

• Subject - The words that will trigger the event if found within the appointment or task subject.

• Time of Day - The time frame during which the event occurs.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use default notification profile for user

• Use my notification profile

Domain Events

System administrators can receive notifications based on the following domain events:

• Domain Added - Notifies system administrators when a new domain is added to the server.

• Domain Deleted - Notifies system administrators when an existing domain is deleted from the server.

• Domain Disk Space Used - Notifies system administrators when a domain's disk space usage reaches a certain threshold.

Help for Users & Domain Administrators

Depending on the event selected, the following event criteria are available:

• Domain - The domain on which the event occurs.

• Domain Usage (%) - The percentage of disk space utilization that will trigger the event.

• Domain Usage (MB) - The disk space utilization in MB that will trigger the event.

• Domains Used - The number of domains that will trigger this event.

• Domains User (%) - The percentage of the total number of domains allowed that will trigger the event.

• Time of Day - The time frame during which the event occurs.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use notification profile

Email Events

Users and system administrators can receive notifications based on the following email events:

• Message Received - Notifies users that they received a new email message.

• Message Sent - Notifies users that the mail server sent a message.

Depending on the event selected, the following event criteria are available:

• To Address - The email address to which the message was sent.

• Alias Name - The alias name that will trigger the event.

• From Domain - The domain from which the email message was sent.

• From Domain - The domain to which the email message was sent.

• Intra Domain - Select this option to trigger the event when an email is sent/received from within the domain.

• Size - The message size in KB that will trigger the event.

• Subject - The words that will trigger the event if found within the subject of the message.

• Spam Level - The spam level of the message that will trigger the event.

• Time of Day - The time frame during which the event occurs.

Depending on the event selected, the following actions are available:

• Add recipient

• Execute command-line

• Send email

Help for Users & Domain Administrators

• Use default notification profile for user

• Use notification profile

Mailing List Events

System administrators can receive notifications based on the following mailing list events:

• Mailing List Added - Notifies system administrators when a new mailing list is created.

• Mailing List Bounce Removal - Notifies system administrators when an email address is removed from the mailing list due to bounced messages.

• Mailing List Deleted - Notifies system administrators when an existing mailing list is deleted.

• Mailing List Subscribe - Notifies system administrators when an email address subscribes to a mailing list.

• Mailing List Unsubscribe - Notifies system administrators when an email address unsubscribes from a mailing list.

• Message Sent to Mailing List - Notifies system administrators when a new message is sent to the mailing list.

Depending on the event selected, the following event criteria are available:

• Domain - The domain on which the event occurs.

• Email Address - The email address that will trigger the event.

• From Address - The email address from which the message is sent to the mailing list.

• List Name - The mailing list name that will trigger the event.

• Subscribe Method - The subscription signup method that will trigger the event.

• Time of Day - The time frame during which the event occurs.

• Unsubscribe Method - The subscription removal method that will trigger the event.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use notification profile

Security Events

System administrators can receive notifications based on the following security events:

• Abuse Detection Rule Triggered - Notifies system administrators when an abuse detection rule has been triggered.

• ClamAV Failure - Notifies system administrators when there has been a failure with the

ClamAV service.

Help for Users & Domain Administrators

• Outgoing Message Blocked - Notifies system administrators when an outgoing message is blocked.

• SpamAssassin Failure - Notifies system administrators when there has been a failure with the

SpamAssassin service.

• Virus Found - Notifies system administrator if a virus is found on the server.

Depending on the event selected, the following event criteria are available:

• ClamAV IP - The IP address of the ClamAV server that will trigger the event.

• ClamAV Port - The port of the ClamAV server that will trigger the event.

• Consecutive Failures - The number of consecutive failures that will trigger the event.

• File Name - The file name that will trigger the event.

• File Size - The size of the file in KB that will trigger the event.

• Full Name - The full name of the person that will trigger the event.

• IP Address - The IP address that will trigger the event.

• From Address - The email address from which the message was sent.

• Rule Name - The rule name that will trigger the event.

• Rule Type - The type of security rule that will trigger the event.

• Spam Weight - The spam weight of the message that will trigger the event.

• SpamAssassin IP - The IP address of the SpamAssassin server that will trigger the event.

• SpamAssassin Port - The port of the SpamAssassin server that will trigger the event.

• Subject - The words that will trigger the event if found within the subject of the message.

• Time of Day - The time frame during which the event occurs.

• To Address - The email address to which the message was sent.

• Virus Name - The virus name that will trigger the event.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use notification profile

System Events

System administrators can receive notifications based on the following system events:

• Gateway Failure - Notifies system administrators when a gateway server has failed.

• License Expiration - Notifies system administrators when a license is about to expire.

• Memory - Notifies system administrators when a domain's or user's memory usage reaches a certain threshold.

Help for Users & Domain Administrators

• New Version Available - Notifies system administrators when a new version of the product is available.

• Service Started - Notifies system administrators when a new service is started.

• Service Stopped - Notifies system administrators when a service is stopped.

• Spool Count - Notifies system administrators when the spool count reaches a certain level.

• System Settings Changed - Notifies system administrators when any settings have been changed.

• System Uptime - Notifies system administrators when the uptime for the system reaches a certain point.

• Threads - Notifies system administrators when the thread count reaches a certain level.

Depending on the event selected, the following event criteria are available:

• Days Left - The number of remaining days that will trigger the event.

• Gateway Address - The address of the gateway that will trigger the event.

• Memory Used (%) - The percentage of memory used that will trigger the event.

• Memory Used (MB) - The amount of memory used in MB that will trigger the event.

• Service - The service that will trigger the event.

• Spool Count - The number of messages in the spool that will trigger the event.

• Thread Count - The number of threads that will trigger the event.

• Time of Day - The time frame during which the event occurs.

• Uptime (Days) - The number of days the system has been running that will trigger the event.

• Version - The version that will trigger the event.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use notification profile

Throttling Events

System administrators can receive notifications based on the following throttling events:

• Domain Throttled - Notifies system administrators when a domain reaches the throttling threshold.

• User Throttled - Notifies system administrators when a license is about to expire.

Depending on the event selected, the following event criteria are available:

Help for Users & Domain Administrators

• Domain - The domain on which the event occurs.

• From Address - The email address from which the message is sent.

• Time of Day - The time frame during which the event occurs.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use notification profile

User Events

Users and system administrators can receive notifications based on the following user events:

• User Added - Notifies system administrators when a new user is added.

• User Deleted - Notifies system administrators when an existing user is deleted.

• User Disk Space Used - Notifies users when the mailbox space utilization reaches a certain threshold.

Depending on the event selected, the following event criteria are available:

• Domain - The domain on which the event occurs.

• Full Name - The full name of the person that will trigger the event.

• Mailbox Usage (%) - The percentage of mailbox space utilization that will trigger the event.

• Mailbox Usage (MB) - The mailbox space utilization in MB that will trigger the event.

• Time of Day - The time frame during which the event occurs.

• Username - The username that wil trigger the event.

Depending on the event selected, the following actions are available:

• Execute command-line

• Send email

• Use notification profile

Help for Users & Domain Administrators

Settings

My Settings

Account Settings

To edit your personal settings, click the settings icon . Then expand the My Settings folder and click

Account Settings from the navigation pane. The user settings will load in the content pane and the following tabs will be available:

User

Use this tab to specify the following user-based settings:

• Username - The identifier the user uses to login to SmarterMail.

• Password - The corresponding password used to login to Smartermail.

• Display Name - The name displayed on outgoing messages.

• Reply-to Email Address - The email address used in the reply-to header of messages sent through webmail. This address will be used by receiving email clients when replying to a message.

• Time Zone - The user's time zone.

• Backup Email Address - The email address to which password reset instructions will be sent if the user forgets his password.

• Disable Greylisting - Select this option to disable greylisting.

Webmail

Use this tab to specify the following webmail settings:

• Initial Page on Login - The page users will see upon logging in to SmarterMail.

• Display Format - To specify the default format in which messages are displayed, select the appropriate option from the list.

• HTML - This option will display HTML content, if present in the email. This content can include stylistic elements, like fonts or colors, as well as hyperlinks and other formatting elements.

• Text - This option will only display text. While it is less interesting (no fonts, images, etc), it is also much more secure and is faster to view than HTML.

• Sort Messages by - The order in which messages are displayed. By default, messages are displayed by date in descending in order.

Help for Users & Domain Administrators

• Delete Action - To specify the action performed on deleted messages, select the appropriate action from the list.

• Move to Deleted Items folder - Deleted items will appear in the deleted items folder, which will need to regularly be emptied.

• Auto Purge Folder - Permanently deletes 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 - Flags the message for deletion, but it will not be removed until the folder is purged.

• Mark as Deleted and Hide - Flags the message for deletion and hides it from view, but it will not be removed until the folder is purged. Note: Be careful to monitor your disk space usage when using this option, as it may fill up with what appears to be a small number of messages.

• Skin - The domain or system administrator may have enabled different skins for users to choose from. To specify which skin to use, select the appropriate option from the list.

• Preview Pane - To specify where the preview pane displays in the webmail interface, select the appropriate option from the list.

• Enable automatic mark as read for previewed messages - Select this option to automatically mark previewed messages as read.

• Disable automatic image loading in preview pane - Select this option to prevent images when viewing messages in the preview pane.

• Enable automatic reminder popup - Select this option to display reminders in popup windows.

• Enable sounds - Select this option to enable sounds in webmail (such as when a new chat message is received).

• Enable new message notifications - Select this option to display a temporary notification in the webmail interface when a new message is received. This notification will display no matter which section of the interface is selected.

• Disable reminders for appointments and tasks - Select this option to disable appointment and task reminders.

• Re-enable all warnings for deletions - Select this option to display a confirmation window when items are deleted. Note: The ability to hide deletion warnings is available in the confirmation window. This setting is cookie-based so the warnings will display again if the user clears cookies or uses different browser or computer to access webmail.

Compose

Use this tab to specify the following settings for writing emails:

• Compose Format - To select the default format in which messages are created, select the appropriate option from the list.

Help for Users & Domain Administrators

• HTML - Use this option if you wish to add stylistic elements to your emails.

• Text - Use this for a simple method of email editing. You will not be able to change colors or fonts, but your emails will generally be much smaller and readable on more email clients.

• Compose Font - To specify the default font and font size for emails, select the appropriate option from the list.

• Text Encoding - To specify the character set used in messages composed through the Web interface, select the appropriate option from the list.

• Spell Check Dictionary - To specify the default dictionary to use for spell-checking emails, select the appropriate option from the list.

• Forwarding Method - To specify the method by which messages are forwarded, select the appropiate option from the list.

• Normal - Includes original content, including font styles from original message, as part of the new message.

• Text - Inserts the plain text version of the original message into the new message. This is useful if you want to exclude links or fonts.

• Embed as Attachment - Attaches the original message to the new one. The message will not appear in the body of your message.

• Auto Save Frequency - To specify how frequently SmarterMail saves a draft of a message you are writing, select the appropriate option from the list.

• Reply Header Type - To specify the header type, select the appropriate option from the list.

Note: For most users, basic headers will be sufficient. Basic headers include From, To, and

Subject headings whereas the full header includes MIME type filter restrictions, etc.

• Reply Text Indicator - The character appended to the beginning of each line of the original message in a message reply.

• Enable inclusion of previous replies in reply - Select this option to embed the text of the original message in a message reply.

• Enable sent items folder - Select this option to save all outgoing messages in the Sent Items folder. Note: If you send many messages, you may need to delete items from this folder regularly.

• Enable read receipts by default - Select this option to create read receipts for all outgoing messages.

• Enable trusted sender for webmail recipients - Select this option to add email addresses to which you have sent mail to your trusted senders list.

• Enable exclusion of X-Originating_IP header - Select this option to remove your IP address from the X-Originating_IP header when sending messages via webmail.

Help for Users & Domain Administrators

Forwarding Use this tab to set up SmarterMail to forward received messages to another email account.

• Forwarding Address - The email address to which messages will be forwarded.

• Enable deletion of message on forward - Select this option to automatically delete messages from your SmarterMail inbox after they are forwarded.

Plus Addressing

Plus addressing is a feature of SmarterMail that allows you to automatically filter your incoming email without creating content filtering rules first. Plus addressing also allows users to use special email addresses if they do not want to give out their real email address. For example, if [email protected]

needs to provide a valid email address to sign up for a newsletter, he can sign up for the newsletter using the address [email protected]. When the newsletter is delivered, it will automatically be routed to the Technewsletter folder. If the folder does not exist, it will be created automatically. Note: For plus addressing to work, it is important that the folder name appears AFTER the username, but BEFORE the domain name. So the format should be: username+foldername@domain .

• Action - The action SmarterMail should take when a plus-addressed email is received.

• Move to folder - If the target folder exists, the incoming message will be placed into it. If the folder does not exist, it will be created. No more than 10 folders can be auto-created in this method during a six hour period to prevent abuse.

• Move to folder (if it exists) - If the target folder exists, the incoming message will be placed into it. Otherwise, the email will get placed in the inbox.

• Leave in Inbox - Drops the message in to your inbox.

• Enable plus addressing - Select this checkbox to enable plus addressing.

Account Profile

The information contained in your account profile is publicly available to other users on the domain if the system adminstrator has enabled the Global Address List (GAL). Users can access your public contact information only by accessing the GAL through webmail or LDAP. Note: LDAP is a feature available to SmarterMail Enterprise users only.

To view or edit your acount profile, click the settings icon . Then expand the My Settings folder and click Account Profile in the navigation pane. Your contact details will load in the content pane.

In general, contact details are divided into four sections:

Help for Users & Domain Administrators

• Personal Info - Your display name, title, first name, middle name, last name, suffix, email address, instant messenger, home page, and date of birth.

• Contact Info - Your home phone number, work phone number, mobile phone number, pager number, home and work fax numbers, and home address.

• Work Info - Your company name, job title, department, office, work address, and website

URL.

• Additional Info - Type any additional details about yourself.

Auto-responder

Users can set up auto-responders to automatically send a prewritten response when an email message is received. They are commonly used to notify senders that the recipient is out of the office or on vacation.

To set up an auto-responder, click the settings icon . Then expand the My Settings folder and click

Auto-Responder in the navigation pane. The auto-responder settings will load in the content pane and the following tabs will be available:

Options

Use this tab to specify the following options:

• Enable auto-responder - Select this checkbox to turn the auto-responder on.

• Disable responses to indirect mail - By selecting this checkbox, the auto-responder will only be triggered by email sent directly to you. Any email you receive through a mailing list, forward, or an alias will not trigger the auto-responder.

• Limit responses to once daily - Select this checkbox to ensure an email address only receives the auto-responder message once per day, even if they send you multiple messages. If you disable this option, every email a particular address sends to will get responded to. It is

HIGHLY recommended that you keep this option turned on to avoid the potential of your email address, your domain, or even potentially your entire mail server from becoming blacklisted by an ISP.

Auto-Responder Message

Use this tab to specify to customize the auto-responder message. Note: This tab is only available if the auto-responder is enabled.

• Subject - The words or phrase that appears in the subject of the auto-responder message (e.g.

Out of Office).

• Compose Format - To specify whether the auto-responder displays in plain text or HTML,

Help for Users & Domain Administrators select the appropriate option from the list.

• Message - Type the text of the auto-responder in this field. For example: I will be out of the office from June 1 to June 15. I will respond to your message upon my return to the office on

June 16. If you need immediate assistance, please contact Jane Doe at [email protected].

Trusted Senders

This setting allows users to list specific email addresses (such as [email protected]) or domains

(such as example.com) that will be exempted from spam filtering. Email addresses or domain names can be added to your list of trusted senders. This can prevent mail from friends, business associates, and mailing lists from being blocked and lets the system know that these messages come from a trusted source. Note: The email address for messages that you unmark as spam are automatically included on your trusted senders list.

To view your trusted senders list, click the settings icon . Then expand the My Settings folder and click Trusted Senders in the navigation pane. A list of trusted senders will load in the content pane and the following options will be available in the content pane toolbar:

• New - Creates a new trusted sender.

• Edit - Edits an existing trusted sender.

• Delete - Permanently deletes the selected trusted sender(s).

Signatures

An email signature is a block of text automatically appended at the bottom of an email message.

Signatures may contain the sender's name, address, phone number, disclaimer, or other contact information.

To access your signature settings, click the settings icon . Then expand the My Settings folder and click Signatures in the navigation pane. The signature settings will load in the content pane and the following tabs will be available:

Mappings

Use this tab to assign a signature to your mailbox. Note: Domain administrators can enforce signatures on a domain-wide basis. In such cases, users may not be able to map a signature to their SmarterMail mailbox. Users will still be able to map signatures to SMTP mailboxes added to their account.

Signatures

Use this tab to create or edit signatures. To create a new signature, click New in the content pane

Help for Users & Domain Administrators toolbar and complete the appropriate fields. To edit an existing signature, select the desired signature and click Edit in the content pane toolbar.

Events Overview

SmarterMail can detect events as they occur, generate messages for those events, and deliver the messages to administrators and users that need the information. For example, users can receive notifications when a task is due or system administrators can receive notifications when the disk space for a domain reaches a certain percentage. With notifications, administrators don't have to query for the status of the items in the system--they just receive messages when specific events occur so they can take care of them.

There are two categories of events in SmarterMail: user-level events and system-level events:

• User-level events are specific to each user.

• System-level events can only be set by system administrators.

To view events, click the settings icon . For user events, expand the My Settings folder and click

Events in the navigation pane. For domain-level events, expand the System Settings folder and click

In general, the following columns are available:

• Checkbox - Use these boxes to select multiple events. Events must be selected before choosing an action from the content pane toolbar.

• Name - The name of the event.

• Event Category - The feature to which the event pertains (collaboration, email, security, etc.)

• Event Type - The event that triggers the action.

• Conditions - The criteria the event must meet to trigger the action.

• Actions - The actions that occur when an event is triggered.

The following actions are available from the content pane toolbar:

• New - Creates a new event.

• Edit - Allows the user/system administrator to make changes to an event's settings.

• Delete - Permanently deletes the selected event(s).

• Search - Allows the user/system administrator to search for a specific event.

To view the settings for a specific event, simply double-click the event and the event settings will load in the content pane.

Help for Users & Domain Administrators

Synchronized Devices

SmarterMail Enterprise uses multiple data synchronization technologies to sync mailbox data with email clients and mobile devices:

• Microsoft Exchange ActiveSync is an optional add-on that syncs SmarterMail mailboxes with most smartphones.

• Exchange Web Services is an optional add-on that seamlessly syncs SmarterMail messages, contacts, calendars and tasks to third-party email clients like Microsoft Outlook 2011 for Mac and Outlook 2012 for Windows.

• SyncML is a platform-independent information synchronization standard that syncs

SmarterMail contacts, calendars, and tasks with Outlook, Thunderbird, and most smartphones.

NOTE: As of SmarterMail 10.x, SyncML support is no longer being updated as there are fewer and fewer SyncML clients that are continuing development and support. That being said,

SyncML will continue to work "as-is" in current and future versions of SmarterMail.

• CalDAV is an extension of the WebDAV protocol that syncs SmarterMail calendars with

Macs, iPads, iPhones, and other devices/applications that use the technology. Windows Phone 8 will include native support for CalDAV and there are apps for Android that support CalDAV as well. More information on CalDAV implementations can be found on Wikipedia

• CardDAV is an extension of the WebDAV protocol that syncs SmarterMail contacts with

Macs, iPads, iPhones, Thunderbird and other devices/applications that use the technology.

Windows Phone 8 will include native support for CardDAV and there are apps for Android that support CardDAV as well. More information on CardDAV implementations can be found on

Wikipedia

• The Add to Outlook feature within the SmarterMail webmail interface uses two-way synchronization technology to sync SmarterMail calendars, contacts, and tasks with Outlook

2007 or higher and provides read-only capability for Outlook 2003. --%>

For more information regarding the different synchronization methods available for SmarterMail and/or your device, please refer to Synchronizing with SmarterMail .

To view a list of devices synced with SmarterMail, click the settings icon . Then expand the My

Settings folder in the navigation pane and click Synchronized Devices . A list of all previous sync connections will load in the content pane and the following columns will be available:

• Name - The identifier for the device or protocol connecting to SmarterMail. Note: Users may not be able to edit the name of some devices.

• Type - The synchronization protocol used to connect with SmarterMail. Examples include

Exchange ActiveSync, Exchange Web Services, SyncML and Add To Outlook. Some protocol

Help for Users & Domain Administrators types may match the Name. Description - A description of the synchronized device. --%>

• Last Sync - The date the device or protocol last connected to SmarterMail.

In general the following options are available from the content pane toolbar:

• Edit - Edits the device connection information. Note: Some devices, such as CardDav or

CalDav, cannot be edited.

• Delete - Deletes the selected sync connection(s). Note: In general, users should not delete a sync connection, as this may cause the device to stop functioning with SmarterMail. Deleting a connection is only recommended if you are experiencing issues and want to completely reconfigure the device's connection to SmarterMail.

Filtering

Folder Auto-clean

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.

To acces the folder auto-clean settings, click the settings icon . Then expand the My Settings and

Filtering folders and click Folder Auto-Clean in the navigation pane. Note: Depending on the policies your administrator has established, you may or may not be able to change the settings on this page.

The folder auto-clean settings will load in the content pane and the following tabs will be available:

Options

Use this tab to specify the following options:

• Use default auto-clean settings - Select this checkbox to adopt the auto-clean policy set by your email host or domain administrator. Note: If the administrator changes the policy, yours will automatically change with too.

• Override auto-clean settings for this account - Select this checkbox 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

Help for Users & Domain Administrators tab. If you chose to override the settings, you can click Add Rule in the content pane toolbar to create your own auto-clean policies based upon size or date.

These options will be visible if size is chosen:

• Folder Size Before Auto-clean - The maximum size of the folder. Once the folder reaches this size, the auto-clean process is started and older messages (messages that were received the longest time ago) are deleted.

• Folder Size After Auto-clean - The goal size of the folder. When auto-cleaning, SmarterMail will delete older messages until the folder reaches this size. Note: This number should aways be lower than the "before" number.

• Enable auto-clean for this folder - Select this box to activate auto-cleaning of the selected folder.

These options will be visible if date is chosen:

• Mail Age - The maximum number of days mail will stay in the selected folder before deletion.

• Enable auto-clean for this folder - Select this box to activate auto-cleaning of the selected folder.

Content Filtering

Content filtering is an advanced method of performing actions on emails that meet specific criteria.

For example, you can use content filters to delete messages with certain attachments, forward messages from a specific email address to another account, or even alter the subject of specific types of email. Content filtering is very flexible in order to allow you to filter messages the way you want to.

To access your content filtering settings, click the settings icon . Then expand the My Settings and

Filtering folders and click Content Filtering in the navigation pane.

To add a new filter, click New in the content pane toolbar. The content filter wizard will load in the content pane.

To edit an existing filter, select the desired filter and click Edit in the content pane toolbar.

Note: Content filters are executed in the order in which they show up in the list. When a content filter gets triggered and performs an action,no other content filtering is performed on that message. To change the order, click on the arrows next to a filter.

Content Filter Wizard

The New Content Filter wizard is three pages long, and it will walk you through each step necessary to create the filter.

Help for Users & Domain Administrators

Step 1 - Filter Criteria

In this step of the wizard, choose the type of things that the filter will look at. Possible filter criteria types are listed at the end of this help topic. Multiple criteria can be chosen, and you can choose in the next step whether all criteria must be met, or only one of the criteria for the filter to activate.

Step 2 - Filter Type and Criteria Details

Choose whether this filter requires one criterion to be met from each and every section, or just one of the criteria in any section to be met, before an action is performed. Then choose whether you will be using any wildcards in your search strings. Usually, wildcards will not be necessary, but there are times when some people may want them.

For each of the criteria you chose in step 1, you will be able to enter details. Many types of content filters allow lists of items to be entered in, and these will be indicated. For example, if you chose to filter on From Address, you can enter multiple email addresses in the box (one per line) and if a message is from any of them, that criteria will be met.

You also have the ability to reverse the logic of a specific criteria item by changing the "matches" box to "does not match."

Step 3 - Rule and Actions

A summary of your content filter rule will appear near the top of the page. Check that it is filtering the way you intend, and enter a name for the rule so that you can easily identify it later.

Choose one or more actions to take when a message matches this filter. The available actions are explained below:

• Delete message - Deletes the message so that it will never arrive at your Inbox. Messages deleted through content filtering are not recoverable.

• Bounce message - Sends a message back to the sender of the email saying that the message was bounced. Note that the message is still delivered to you unless you choose to delete it as well. Note: If the system administrator has disabled bouncing, this option will function the same as the delete action.

• Move message to folder - Delivers the incoming message to the folder you choose from the drop-down list. If you later delete that folder and leave the content filter active, the filter will automatically create the folder when the action is triggered.

• Prefix subject with comment - Useful for categorizing emails, the subject line will be altered to include the text you specify in the Comment box.

• Embed header line into message - Includes an email header into the message, which can be

Help for Users & Domain Administrators useful when performing additional filtering through Outlook or another email client. Headers should be formatted like "X-someheadername: value"

• Copy message - Forwards a copy of the message to another email address and leaves a copy of the message in your account as well.

• Reroute message to another email address - Forwards the message to another email address instead of this one. Will not store a copy of the email in your own account.

Content Filter Types

From Address

• From specific addresses

• From specific domains

• From trusted senders

Contains Specific Words or Phrases

• Subject

• Body Text

• Subject or Body Text

• From Address

• To Address

• Email Headers

• Anywhere in Message

To Address

Attachments

• Has any Attachment

• Specific Filenames

• Specific Extensions

• Over Specific Size

Other

• To Specific Addresses

• To Specific Domains

• Only to Me

• My Address in To Field

• My Address not in To Field

• My Address in To or CC Field

Help for Users & Domain Administrators

• Message over Size

• Message under Size

• Received in Date Range

• Sent through a Specific Server (by IP)

• Spam Probability

• Flagged as High Priority

• Flagged as Normal Priority

• Flagged as Low Priority

• Message is Automated (no return address)

Spam Filtering

SmarterMail includes many antispam measures that will help keep your inbox free of unwanted mail.

Your domain administrator has probably already set up some basic spam filtering options.

To view your spam filtering settings, click the settings icon . Then expand the My Settings and

Filtering folders and click and click Spam Filtering in the navigation pane. The spam filtering settings will load in the content pane and the following tabs will be available:

Options

Use this tab to specify the following settings:

• Use default spam settings - Select this checkbox to accept the default spam options provided by your domain administrator.

• Override spam settings for this account - Select this checkbox to customize the way spam is handled and to override the settings created by the domain administrator.

Actions

When you override the spam options set by your system administrator, you can choose the actions that are taken when email comes in that has a low, medium, or high probability of being spam. For each spam level, choose the action you wish to have taken. If you choose to add text to the subject line of messages, type the text in the box below the action drop down. Note: If you are using the default spam options that were set up by your administrator, these settings cannot be edited.

Current Weights

Each type of spam check has an associated weight that factors into the spam probability of a message.

When an email comes in, all of the checks listed are run, and for each check that the message fails, the weight is added to the overall score of the email. The thresholds for each spam probability are examined, and the email is placed into the appropriate category.

Help for Users & Domain Administrators

Sharing

Shared Resources

This feature is only available in SmarterMail Enterprise.

SmarterMail Enterprise allows users to share their email folders and collaboration items with other users on the domain. If you share any of the following items, they are called shared resources:

• Email folders

• Contacts

• Calendars

• Tasks

• Notes

To see a list of items you are sharing with others, click the settings icon . Then expand the My Settings and Sharing folders and click Shared Resources in the navigation pane. A list of shared resources will load in the content pane.

In general, the following options are available in the content pane toolbar:

• New - Creates a new shared resource.

• Edit - Edits an existing shared resource.

• Delete - Permanently deletes the ability to share the selected item(s).

Mapped Resources

This feature is only available in SmarterMail Enterprise.

SmarterMail Enterprise allows users to share their email folders and collaboration items with other users on the domain. If a user shares any of the following items with you, they are called mapped resources:

• Email folders

• Contacts

• Calendars

• Tasks

• Notes

To see a list of items other users are sharing with you, click the settings icon . Then expand the My

Settings and Sharing folders and click Mapped Resources in the navigation pane. A list of mapped resources will load in the content pane.

Help for Users & Domain Administrators

In general, the following options are available in the content pane toolbar:

• Attach - Attaches the selected mapped resource(s) to your account so they are accessible. For example, if you attach a co-worker's calendar to your account, you can access this mapped resource from the contacts area of the webmail interface by clicking the contacts selector and choosing the appropriate option.

• Detach - Edits an existing mapped resource.

• Edit - Permanently removes the selected item(s) from the mapped resources list.

Advanced Settings

Auto-complete

Because most users send email to the same recipients, SmarterMail automatically pulls email addresses from your Sent Items folder, your contacts, the Global Address Directory (GAL), aliases and mailing lists and saves them separately from emails in your contacts list. These auto-saved email addresses are then used to auto-complete the To, Cc and Bcc fields when applicable.

To view the list of email addresses used for the auto-complete feature, click the settings icon . Then expand the My Settings and Advanced Settings folders and click Auto-complete in the navigation pane. A list of email addresses will load in the content pane.

Addresses that were pulled from your Sent Items folder can be deleted from the auto-complete list by selecting the addresses and clicking Delete in the content pane toolbar. Note: Addresses pulled from the GAL, aliases, mailing lists or your contacts list cannot be deleted from the auto-complete list.

Calendar Settings

To view your calendar settings, click the settings icon . Then exapnd the My Settings and Advanced

Settings Folder and click Caledar Settings in the navigation pane. The calendar settings will load in the content pane and the following tabs will be available:

Options

Use this tab to specify the following settings:

• Default Calendar View - To specify the default calendar view (daily, weekly, monthly, or all appointments), select the appropriate option from the list.

• Enable display of weekends in the weekly view - Select this option to set the weekly calendar view to include the weekends.

Help for Users & Domain Administrators

• Enable display of weekends in the monthly view - Select this option to set the weekly calendar view to include the weekends.

Tasks

Use this tab to specify the following task-related settings:

• Enable display of task start times in the calendar view - Select this option to view the date and time a task is scheduled to start on the calendar.

• Enable display of task due times in the calendar view - Select this option to view the date and time a task is scheduled to be completed on the calendar.

• Disable display of completed tasks - Select this option to remove completed tasks from the calendar view.

Weather

U.S. users can view the 7-day weather forecast on their calendar. To enable this option, type your postal code in the appropriate filed and select the Enable weather checkbox. Weather forecasts are provided by the National Weather Service.

Visible Hours

SmarterMail users can use this tab to customize their calendar to display their typical hours. For example, if you typically schedule appointments from 8 a.m. to 5 p.m., you can configure the visible hours to correspond with those times. Users can also configure the visible hours for each day of the week to allow for flexibility in your schedule.

Mailbox Migration

The mailbox migration tool makes switching email providers easy by importing email, contacts, calendars, tasks, and notes to SmarterMail from most third-party mail servers.

To access the mailbox migration tool, click the settings icon . Then expand the My Settings and

Advanced Settings folders and click Mailbox Migration . The mailbox migration tool will open in a new window.

Follow the on-screen instructions to import email and collaboration data from a third-party mail server to your SmarterMail mailbox. Depending on the mail server you are migrating from, you may be asked to provide the mailbox protocol (POP, IMAP), the server address, port, username and password.

Note: It may take some time for your mailbox data to import. You can continue using SmarterMail during this time as the migration process happens in the background. In addition, they type of items that are available for migration are purely dependent upon the service you're migrating from.

SmarterMail can not migrate any item that is not allowed by the service provider.

Help for Users & Domain Administrators

A Note for Office 365 Users - Migrating from Office 365 is easy. However, there are a few things that aren't as clear-cut as moving from an Exchange server. Below is a step-by-step for anyone migrating from Office 365 to SmarterMail:

• When asked for the mailbox protocol, select "Exchange 2007 SP1 or Later".

• On the Account Settings portion of the migration you will need to log in to your Office 365 account and to get the Server Address for your Office 365 account. To do this, simply log in to your account and get it from the log in URL. For example, if your log in URL is something like https://ch1prd0412.outlook.com/owa, you will want to use "chr1prd-412.outlook.com" as the

Server Address you're migrating from.

• Use the full email address you use to log in to Office 365 as your Username . For example,

[email protected].

• Use your domain name as the Domain for the migration. For example, if you log in with

[email protected] you'll just need to use example.com for the domain.

• You will need to check the Requires SSL checkbox.

• From there, the rest is easy. Just finish up the migration wizard and your Office 365 information will now be in SmarterMail.

Message Retrieval

Message Retrieval allows users to access email on another server through the SmarterMail Web interface. Note: This feature is only available to users if their system administrator has enabled message retrieval.

To view your message retrieval settings, click the settings icon . Then expand the My Settings and

Advanced Settings folders and click Message Retrieval in the navigation pane.

POP Retrieval

SmarterMail's POP retrieval service will download email messages from another server via POP3 and deliver them to your SmarterMail mailbox. When creating a new account for POP message retrieval, the following options are available:

• Server Address - The address for the email server for which you want to connect.

• Port - The port used to connect to the email server. By default, the port is 110.

• Username - The identifier used to authenticate with the email server.

• Password - The corresponding password used to authenticate with the email server.

• Retrieval Method - The method by which SmarterMail checks for new messages on the server.

Note: If you choose to manually retrieve messages, you will have to load the Message Retrieval page and click Retrieve to check for new messages.

Help for Users & Domain Administrators

• Destination Folder - The folder in which messages downloaded from the server are saved.

• Enable APOP Authentication - Select this option if the server requires additional login security.

• Leave Messages on Server - Select this option to keep your messages on the server after they are downloaded to your SmarterMail mailbox.

• Requires SSL - Select this option if the connection to the server must be SSL.

• Enable Spam Filtering - Select this option to apply your SmarterMail spam and content filtering settings to any messages downloaded from this server

IMAP Retrieval

SmarterMail's IMAP retrieval service will download email messages from another server via IMAP and deliver them a your SmarterMail mailbox. When creating a new account for IMAP message retrieval, the following options are available:

• Server Address - The address for the email server for which you want to connect.

• Port - The port used to connect to the email server. By default, the port is 143.

• Username - The identifier used to authenticate with the email server.

• Password - The corresponding password used to authenticate with the email server.

• Retrieval Method - The method by which SmarterMail checks for new messages on the server.

Note: If you choose to manually retrieve messages, you will have to load the Message Retrieval page and click Retrieve to check for new messages.

• Folder Transfer Method - The method by which SmarterMail imports any email folders from the server.

• Requires SSL - Select this option if the connection to the server must be SSL.

Notification Profiles

To view a list of current notification profiles, click the settings icon . Then expand the My Settings and

Advanced Settings folders and click Notification Profiles . Your notification profiles will load in the cotent pane.

The following columns are available:

Help for Users & Domain Administrators

• Checkbox - Use these boxes to select multiple profiles. Notification profiles must be selected before choosing an action from the content pane toolbar.

• Notification Profile Name - The name of the profile.

• Type - The types of notification enabled for the selected profile.

The following options are available from the content pane toolbar:

• New - Creates a new notification profile.

• Edit - Edits an existing notification profile.

• Delete - Permanently deletes the selected notification profile(s).

To view a specific notification profile, simply double-click the appropriate profile. The profile will load in the content pane and the following fields will be available:

• Notification Profile Name - The name of the profile.

• Email Address(es) - The email address(es) to which notifications are sent.

• Enable - Checking this box will enable email notifications.

• SMS Email Address(es) - The mobile device email address to which notifications are sent.

• Enable - Checking this box will enable SMS notifications.

• Enable Reminders - Checking this box will display reminders for tasks and appointments in a popup window in webmail.

SMTP Accounts

Setting up an SMTP account allows you to send email from an external server from within

Smartermail. Generally, you will also want to set up the corresponding Message Retrieval information.

To view your message retrieval settings, click the settings icon . Then expand the My Settings and

Advanced Settings folders and click SMTP Accounts in the navigation pane.

When creating a new SMTP account, the following options are available:

• Server Address - The address for the external email server for which you want to connect.

• Port - The port used to connect to the email server. By default, the port is 25.

• Display Name - The name that appears in the From field of emails.

• Email Address - The email address that corresponds to the external email server.

• Username - The identifier used to authenticate with the external email server.

• Password - The corresponding password used to authenticate with the external email server.

• Encryption - The type of encryption required by the external email server.

• Enable Authentication - Selec this option if SMTP authentication is required to send mail from this email address.

Help for Users & Domain Administrators

Domain Settings

General Settings

This settings page is only available to domain administrators.

Domain administrators will use this section to adjust any general domain settings. To access this section, click the settings icon . Then expand the Domain Settings folder and click General Settings in the navigation pane. The general settings will load in the content pane and the following tabs will be available:

Skin

Use this tab to choose a default skin for all of the mailboxes on a specific domain. Note: If the system administrator does not allow users or domain administrators to override the system settings, this tab will not be visible.

• Default Skin - Select the skin you wish to set as the default from the list.

• Enable Users to Override Skin - Select this option to allow users to choose their own mailbox skin.

Sharing

Use this tab to specify the following settings for shared resources:

• Enable public availability for all users - Select this option to give all end users the ability to share calendars, task, notes, and contacts.

Mailing Lists

Use this tab to specify the following mailing list settings:

• Webmail URL - The URL for the SmarterMail login page. Note: URLs should include the http:// prefix. For example: http://mail.example.com/

• Enable - Select this option to override the server's configured hostname for use in mailing list communications.

• Deletion Bounce Threshold - The number of times a message to a specific subscriber may bounce before the subscriber removed from the mailing list. By default, the threshold is set to 5.

• Enable - Select this option to enable the deletion bounce threshold. By default, this setting is enabled.

Help for Users & Domain Administrators

Users

This settings page is only available to domain administrators.

An email user account represents a person's actual mailbox. User accounts can receive email, send email, and login to the Webmail interface.

To view a list of users on a domain, click the settings icon . Then expand the Domain Settings folder and click Users in the navigation pane. A list of users will load in the content pane.

To edit a user's settings, select the desired user and click Edit in the content pane toolbar. The user settings will load and the following tabs will be available:

User

Use this tab to specify the following user-based settings:

• Username - The identifier the user uses to login to SmarterMail.

• Authentication Mode - The authentication method used to login to SmarterMail.

• Password - The corresponding password used to login to Smartermail.

• Display Name - The name displayed on outgoing messages.

• Reply-to Email Address - The email address used in the reply-to header of messages sent through webmail. This address will be used by receiving email clients when replying to a message.

• Time Zone - The time zone the used.

• Mailbox Size Limit - The maximum size of the mailbox. By default, the maximum mailbox size is 100 MBs.

• Disable user - Select this option to disable the account.

• Enable domain administrator access - Select this option to allow the user to edit domain settings.

• Disable password changes - Select this option to prevent the user from changing the login password.

• Enable ActiveSync - Select this option to allow this account to sync via the Exchange

ActiveSync add-on.

• Hide from Global Address List - Select this option to remove the user from the Global Address

List. Use this option on accounts that are not tied to real people, such as [email protected].

• Enable POP retrieval - Select this option to allow users to download email from POP mail servers.

• Enable IMAP retrieval - Select this option to allow users to download email from IMAP mail

Help for Users & Domain Administrators servers.

• Enable outgoing mail signing - Select this option to enable mail signing for outgoing messages.

Webmail

Use this tab to specify the following Webmail settings:

• Initial Page on Login - The page users will see upon logging in to SmarterMail.

• Display Format - To specify the default format in which messages are displayed, select the appropriate option from the list.

• HTML - This option will display HTML content, if present in the email. This content can include stylistic elements, like fonts or colors, as well as hyperlinks and other formatting elements.

• Text - This option will only display text. While it is less interesting (no fonts, images, etc), it is also much more secure and is faster to view than HTML.

• Sort Messages by - The order in which messages are displayed. By default, messages are displayed by date in descending in order.

• Auto Refresh Rate - How frequently SmarterMail checks for new messages.

• Items per Page - The number of emails that appear on each page.

• Upcoming Appointments - The number of days that appear in the Upcoming Appointments section of the My Today Page.

• Delete Action - To specify the action performed on deleted messages, select the appropriate action from the list.

• Move to Deleted Items folder - Deleted items will appear in the deleted items folder, which will need to regularly be emptied.

• Auto Purge Folder - Permanently deletes 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 - Flags the message for deletion, but it will not be removed until the folder is purged.

• Mark as deleted and hide - Flags the message for deletion and hides it from view, but it will not be removed until the folder is purged. Note: Be careful to monitor your disk space usage when using this option, as it may fill up with what appears to be a small number of messages.

Reports Chard Type - To specify how reports are displayed, select the appropriate option from the list. --%>

• Enable automatic preview - Select this option to automatically display the first message of the folder you are viewing.

• Disable automatic image loading in preview pane - Select this option to prevent images when

Help for Users & Domain Administrators viewing messages in the preview pane.

• Enable automatic reminder popup - Select this option to display reminders in popup windows.

• Disable reminders for appointments and tasks - Select this option to disable appointment and task reminders.

• Enable animations - Select this option to enable animation for items in the webmail interface.