Connections Email

 

Addressing

You can select an addresses for an e-mail message from your contacts list in the e-mail application. The Connections system also maintains searchable directories of e-mail account information, frequently called LDAP directories, on several servers throughout the system. The E-mail application lets you search these directories for the e-mail account information of any user with a Connections ID. You can search these directories using a user's first or last name to locate the user's e-mail address, or you can search by e-mail address to determine a user name. The search function also lets you search by group name in your personal address book. To address an e-mail message, use the following procedure:

  1. Click the Compose icon located at the top of the Luminus Platform E-mail Center window.

    Compose Icon
  2. Click the Address button located at the top of the Compose E-mail screen. You see the Address Message screen.
  3. To select an address from your contacts list, select the appropriate e-mail account from the All Contacts drop-down list, and then click either the To, Cc, or Bcc buttons to place the recipient's address in the corresponding address field.
To search for an e-mail address, use the following procedure:
  1. Select the name of the LDAP directory you want to search from the Address Source drop-down box.
  2. From the Search For drop-down box, select the criteria you want to use in your search. You can choose to search by the user's first name, last name, or e-mail address. Additionally, you can search by a group name, but group searches are limited to your personal e-mail address book.
  3. In the Search Criteria field, enter the first name, last name, or e-mail address you are searching for, and then click Search. You see a list of the e-mail accounts that match your search criteria. You can use the asterisk character (*) as a wild-card in your search criteria. For example, entering C* in the Search Criteria field would return a list e-mail accounts where the user's first name, last name, or the user's e-mail address begins with the letter C.

If your search returned several pages of matching accounts, you can browse through the search results either alphabetically or by page number. To browse alphabetically, select the appropriate page from the drop-down box displayed below the Search Criteria field. To browse by page number, enter a page number in the Page field displayed below the Search button and then click Go.

To address a message using an address returned by the search, click either the To, Cc, or Bcc link located next to the e-mail account record. The user's e-mail address will then appear in the appropriate address field on the Compose E-mail screen.

Check Spelling

The E-mail application allows you to check your messages for spelling errors prior to sending them. You can spell check your messages using one of two standard dictionaries: American English or British English. To spell check your message, use the following procedure.

  1. From the bar at the bottom of the Compose E-mail window, click the Spell Check button

    Spell Check Icon
  2. If there are no spelling errors in your message, the following alert appears above your message in the Composition window:

    No Errors
  3. If there are spelling errors in your message, The Check Spelling window opens. The body of your message is displayed, and the first incorrectly spelled word is flagged in red.

    Note: By default, the spell checker uses American English as its dictionary. To use the British English dictionary, select British English from the Current Dictionary drop-down list and click the Recheck button.

    Dictionary Drop-Down Menu
  4. The misspelled word is displayed in the Enter New Spelling field. You can type in a correction or select any number of alternatives displayed in the Suggestions menu.

    Spelling Suggestion
  5. Use the following buttons to select options for updating the misspelled word throughout your message.

    Change Allows you to change the specific misspelled word.

    Change All Allows you to change every occurrence of the misspelled word.

    Ignore Allows you to skip this word.

    Ignore All Allows you to skip every occurrence of this word.6. After it finishes checking the spelling, the spell checker returns you to the Message Composition window. You see the following alert displayed above your message.
    Completed
  6. If you want to exit without finishing the spell check, click Done. Any changes you have made to this point are saved. To exit without preserving any changes, click Cancel.

Compose

To compose (create) an e-mail message, you must open the Compose E-mail window, which provides the ability to address, write, spell check, add attachments to, save, and send your message.

  1. To open the Compose E-mail window, click the Compose icon located at the top of the E-mail Center window.

    Compose Icon
  2. In the Recipients section of the window, type information in the following fields:

    To: The e-mail address of the message recipient(s). This field is required. You can add multiple recipients by separating addresses with commas.

    Cc:
    The e-mail addresses of any individuals who must receive a carbon copy of the message.

    Bcc: The e-mail addresses of any individuals who must receive a blind carbon copy of the message, meaning others won't be able to see that this person has received the message.

    Note: If you are unsure about any of these e-mail addresses, you can use your address book to find and transfer previously saved addresses. Simply click the Address button. The Address Message window opens with the lists of contacts and groups that you have created. Highlight and add contacts or groups as message recipients in the To, Cc, and Bcc fields as necessary.3. In the Enter Subject field, type a topic for the e-mail message. This field tells recipients what the message is about.
  3. In the Enter Message field, type the message. The message will not support advanced text formatting (font styles, indenting, etc.). If text formatting is necessary, you can attach files that have been created in other applications to the message.
  4. If you want to spell check the message, click the Spell Check icon located below the message composition area of the window.

    Spell Check Icon
  5. If you want to save a copy of the message to your Sent folder, add a signature file that you have created, or obtain a read receipt, select these options. After you finish, click Send. If you are not finished, but want to preserve your work to send at a later date, click Save a Draft . The application will save a copy of your work into your Drafts folder.
  6. If you want to exit without saving or sending the message, click Cancel.

Delete

You can delete messages from any of your E-mail Center folders using the following procedure:

  1. From the left-hand folder view, select the folder that contains the e-mail message that you want to delete (folder changes color to indicate that it has been selected).

    Folder Display
  2. You see a list of messages organized and displayed by key identifying information.

    Message Listing
  3. From the display list, select the message you want to delete. You see a red arrow ( Arrow ) indicating that the message has been selected. The message itself appears in the preview pane located below the display list.

    Note: The checkbox next to the message allows you to select the message without previewing it or to select multiple messages to delete or move.
  4. From the E-mail Center tool bar, click the delete icon.

    Delete Icon
  5. Depending on the folder that you have selected and the way you have set your delete message option in your mail preferences , the message is deleted in one of two ways:
  • If you selected the Sent, Drafts, or Deleted folder, the message is permanently deleted. 
  • If you selected an Inbox folder ( either from the primary mailbox or any of your external accounts ) or another folder that you have created, and you have set your message delete preference to send deleted messages to the trash, the message is sent to the Deleted folder. This allows you to recover the message if necessary.

Note: If you need to delete multiple messages, you can use the checkboxes that preface each message in the display list to select multiple files to delete, and click delete. All selected messages will be permanently deleted or moved to the Deleted folder, depending upon where you are working. Messages selected via the checkboxes take precedence over any highlighted message for actions such as delete, or move.

Forward

Occasionally you may have to send a message that you received from one person to another person who also needs the message. This is called forwarding a message. To do this, use the following procedure:

  1. From the message display list, select the e-mail that you want to forward. In the preview pane above the message, you see a series of icons. Click the Forward icon.

    Forward Icon
  2. The Compose E-mail window opens. Notice that the Subject line contains the subject of the message that you are forwarding, prefaced by the abbreviation "Fwd."
  3. The message that you are forwarding is displayed in the Enter Message section of the window. The Attachments section of the window also indicates that you are forwarding a message.
  4. In the To, Cc, and Bcc fields, enter e-mail addresses for the recipients of the message you are forwarding.
  5. In the Message section, type any text necessary to indicate who you are forwarding the message from and why. You will type this above the message that is being forwarded.
  6. To spell check the message, click the Spell Check button located below the composition area of the window.

    Spell Check Icon
  7. Once finished, click Send. If you are not finished, but want to preserve your work to send at a later date, click Save a Draft . The application will save a copy of your work into your Drafts folder.
  8. If you want to exit without saving or sending the message, click Cancel.

Get/View

By default, the E-mail Center opens to display the messages contained in your Inbox. However, you can view messages that have been saved to any of your other e-mail folders ( Deleted, Sent, etc. ). In all folders, messages are marked as unread ( unopened ) or read ( opened ) using the following icons:

Unread Mail:
Unread Icon

Read Mail:
Read Mail

  1. To open the E-mail Center, you can click the e-mail icon that appears in the system's tool menu, or click the e-mail icon or a select message from witin your E-mail channel . When you launch E-mail Center, the system retrieves and displays the first 20 new messages that have been sent to your default account. You can set the number of messages that are displayed on each page through the Options tab.
  2. To retrieve additional messages that have been sent to the default account, or to navigate through older messages contained in this account, use the page menu that appears above the message list. This menu displays the message page that you are currently viewing and the number of pages available. A page will contain the number of messages that you have specified through the Options tab. To view additional messages, type a new page number in the box and click Go, or click the >> symbol to advance to the next page.

    Page Navigation
  3. To refresh your Inbox e-mail list at any time and display new messages, select the mailbox icon for the default account and click the Get Mail icon, which is located at the top of the E-mail Center window. If you have unread messages in any folder, the folder text will appear in a bold face font.

    Get Mail Icon
  4. To retrieve mail from any other IMAP or POP accounts , select the folder that you have set up to store these messages and click the Get Mail icon. The system will poll the other server and retrieve messages. As with the default account, these messages will be retrieved in pages containing the number of messages that you have specified. To retrieve additional messages that have been sent to this account, or to navigate through older messages contained in this account, type the page you want displayed in the menu box and click Go.

    Folder Display
  5. To view messages in other folders, click on the folder displayed in the left-hand folder view.

    Deleted - Contains messages that you have deleted from your Inbox.

    Drafts - Contains unfinished, unsent messages that you are still composing.

    Sent - Contains copies of messages that you have sent to others.

    Inbox - Contains messages that you have not moved to other folders.6. To open a particular message, highlight it in the display list. A red arrow indicates that the message has been selected. The body of the message appears in the bottom half of the e-mail window.

    Read Mail

    Note: The checkbox to the left of the read/unread icon is used to select a message to delete or move a message to another folder .

Print

  1. From the display list, select the message that you want to print.
  2. You see a red arrow ( Arrow ) indicating that the message has been selected. The message itself appears in the preview pane below the display list.
  3. In the preview pane above the message, you see a series of icons. Click the Print icon.

    Print Icon
  4. You see a dialog box specifying the name of the printer and options for printing the message.5. Set any necessary print options and click OK.

Recover

You can set the system to move deleted messages to the trash through your Display settings option . When this option is enabled, the system moves messages to the Deleted folder whenever you delete a message from one of your inbox folders, or any of the folders that you have created. You can recover any message in the Deleted folder using the following procedure.

  1. From the left-hand folders view, select the deleted folder (changes color to indicate that it has been selected).
  2. You see a list of messages organized and displayed by key identifying information.

    Message Listing
  3. From the display list, select the message you want to recover. You see a red arrow ( Arrow ) indicating that the message has been selected. The message itself appears in the preview pane located below the display list.

    Note: The checkbox next to the message allows you to select the message without previewing it. If you need to recover multiple messages, click the checkboxes next to each message in the display list.
  4. From the E-mail Center tool bar, click the Move icon.

    Move Message Icon
  5. From the left-hand folder view, highlight the destination folder where you want to move the message. ( The color of the destination folder changes to alert you that it has been selected .)

    Destination Folder
  6. Click OK. Your message is recovered to the destination folder. To view the message, click the destination folder.
  7. To exit without recovering a message, click Cancel.

Reply/Reply All

Often, you will need to provide an answer or an acknowledgment of receipt to an individual who has sent you an e-mail message or to all of the individuals who have received a message. In order to do this quickly and accurately, you can use the Reply and Reply All features of the E-mail Center.

  1. From the message display list, select the e-mail to which you want to reply.
  2. In the preview pane above the message, you see a series of icons. Depending on how you want to reply, click one of the two reply icons:

    Reply IconAllows you to reply only to the message sender.
    Reply AllAllows you to reply to the message sender and all message recipients (except Bcc recipients).
  3. The Compose E-mail window opens. Notice that the To line is filled in with the e-mail address of the individual who sent the message and, if "reply to all" has been selected, the addresses of any other recipients. The subject line contains the subject of the message that you are replying to, prefaced by the abbreviation "Re."
  4. In the Enter Message box, type any text necessary to reply to the message. The message will not support advanced text formatting. If text formatting is necessary, you can attach files that have been created in other applications to the message.
  5. To spell check the message, click the Spell Check button located below the Message box.

    Spell Check Icon
  6. After you finish, click Send. If you are not finished, but want to preserve your work to send at a later date, click Save a Draft. The application will save a copy of your work into your Drafts folder.
  7. If you want to exit without saving or sending the reply, click Cancel.

Save/Send a Draft

If you save a message as a draft, it is copied to your Drafts folder. After you save the draft, you can access and send it at any time. The names of the recipients ( To, Cc, and Bcc ) are preserved, along with the body of text and any attachments. To access and send drafts, use the following procedure.

  1. From the left-hand folder view, select the Drafts folder (folder changes color to indicate that it has been selected).

    Drafts Folder
  2. You see a list of messages organized and displayed by key identifying information.

    Message Listing

    To:
    The e-mail address of the primary designated recipient.

    Subject: The subject that you previously gave the message.

    Size: The size of the e-mail message.

    Date/Time: The date and time the message was saved.
  3. From the display list, select the message you want to work with. You see a red arrow ( Arrow ) indicating that the message has been selected. The message itself appears in the preview pane located below the display list.

    Note: The checkbox next to the message allows you to select the message without previewing it.
  4. From the preview pane, click the Edit Msg icon. This launches the Compose E-mail window.
  5. From the Compose E-mail window, edit the message as necessary. You can change or add recipient addresses, change or add to the subject or text body, or add and delete attachments.
  6. When you finish the message, click Send. The message will be sent to the recipient(s) and--depending on how you've set the system--transferred from the Drafts folder to the Sent folder. You can resave the message by clicking the Save a Draft button. The message will be sent to the Drafts folder once again, overwriting the previously saved version.
  7. To exit without making any changes to the draft, click Cancel. The draft will still be preserved in the Drafts folder until you delete the message.

Searching For

You can use the E-mail Center's search function to search your e-mail folders for specific messages. The fields on the Search For Messages screen let you specify which folders to search, and let you search the Sender, Subject, Recipient, and Body fields of your stored messages for specific words or phrases. To search your e-mail folders for specific messages, use the following procedure:

  1. From the E-mail Center navigation bar, click the Search icon.
  2. You see the Search For Messages screen containing the following fields.

    Search Fields
  3. From the Search Folder drop-down box, select the e-mail folder you want to search. You can also select the All option to search every folder in your folder hierarchy.
  4. From the Search Fields drop-down box, specify whether to search the Sender, Subject, or Recipient fields, or the message body for your search text.
  5. From the Search Type drop-down box, specify whether you want the search to identify messages that contain, or do not contain the search text.
  6. In the Search Text field, enter the text you want to use in your e-mail message search. Additionally, you can click the More button to display an additional row of Search Fields, Search Type, and Search Text fields, and a Search Operator drop-down box.

    Search Operator Box
  7. From the Search Operator drop-down box, specify how to include this second row of fields in your message search.You can add multiple rows of additional fields to construct compound searches. To remove the last row of additional search fields, click Fewer. To remove all of the additional search fields, click Clear Fields.
  8. Click Search. To view the results of your search, click the Search Results folder icon in the folder view.

Send

To send a message, you must address the message to at least one recipient with a properly formatted e-mail address. Your message should also contain a subject and body text. After you compose an e-mail message, use the following procedure to send:

  1. Verify that the addresses contained in the recipient fields (To, Cc, and Bcc) are correct.
  2. Verify the message's subject and text are correct.
  3. Verify that any attachments are correct.
  4. Select options for saving a copy of the message to the Sent folder, adding a signature file, or obtaining a read receipt as appropriate for your needs.
  5. Click Send.