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The mail portlet allows you to send, receive, and manage your email.
In a single portlet instance, clicking on the small mail icon will bring up the mail summary view. This page lists the most recent messages in your mail inbox. The default setting is the five most recent. All types of messages are visible, including email messages, meeting requests and tasks assignment alerts. Unread messages are highlighted, in bold and display a closed envelope icon. Read messages are denoted with open envelope icons. Meeting invitations are denoted with a two person icon. From this window you can also see the message priority (high, normal, or low), whether there are any attachments (paperclip icon), the message sender, subject and date the message was received.
You can also compose a new message by clicking New Message.
Clicking on any mail message or the arrow icon to the right of the mail icon will maximize the mail portlet. In this view you have access to all available mail features.
In the mail maximized view, all new messages and messages that have not been filed in folders are displayed in your inbox. This view acts as the starting point for all your mail portlet features and navigation. You can move to another folder in your Inbox by selecting it from the Go to folder drop-down menu at the top of the portlet.
By default, email messages in your inbox are sorted by the most recent date received. You can change sorting by clicking on the arrow icon next to the Date column to see the oldest email message first, by message sender by clicking on the From header, or by message subject by selecting the Subject header. Get new messages off the mail server by clicking Check Mail.
In addition to sorting, filter messages in your inbox by All, High Priority or Unread by clicking on the applicable header at the top of the portlet (Exchange Only). If you want to mark a message as read or unread, select it, and click Mark as. You can also flag messages for follow up by selecting the message, the desired follow up action and then clicking OK.
Also by default, 10 email messages are listed on a single page. Navigate to additional email messages, by clicking on the First, Previous, Next, or Last links to the far right of the portlet. The number of messages that appear on the first page, as well as other mail options, can be personalized. For more information, see Personalizing the Portlets on page 7-1.
Click on the message subject to read a message. This opens the Read Mail page. In the Read Mail page, you can reply to the message sender (or reply to all), forward, or delete the message by clicking on the appropriate button at the top of the page. File the message in a personal folder by selecting it from the Move to folder drop-down menu on click OK.
If the message has a file attached, click on the link to the attachment and either open it or save it to your local hard drive.
If the message is a meeting request, you will be able to accept, tentatively accept, decline or delete the request by clicking on the appropriate button. A meeting request is sent to you when a person invites you to a calendar appointment. When you accept a meeting request, the appointment is automatically added to your calendar and is viewable in the calendar portlet. If you created the meeting request, you will receive a meeting response in your inbox from each recipient. You are able to reply or delete meeting response messages.
Other features on the Read Mail page include the ability to add the message sender's name and email address to your personal address book and a printable view link. Once you have replied to or forwarded a mail message you will be returned to the main inbox view. You can also get back to this view by clicking Back to Messages.
To send a new mail message, click New Message. This button is found on most pages in the Mail portlet.
In the To or Cc fields, type the names of the recipients. Separate multiple email addresses with semicolons (;). You may also add an address by clicking To or Cc. This will open the Address Book dialog box, which allows you to select or search through your company's address list. You can also choose your personal address book from the drop-down menu at the top of the dialog.
Once you have found the intended recipient, select the name and click To >> or Cc >> then click OK. This will add the person's email address to your message.
To blind carbon copy recipients, type their email addresses in the Bcc: field or click Bcc: to open the Address Book dialog. Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients nor can they see the names of other blind copy recipients.
Another way to add email address is to type in the first letter or name of the intended recipient and click Check Names. This will check the company address book for matches and list possible entries (MS Exchange only).
In the subject field, type a brief subject line.
Type your message in the message body. Format the message by selecting one of the format options in the tool bar above the body. Formatting options include:
Before sending your message, click the spell check icon in the toolbar above the message body. The spell checker will offer suggestions to replace the unknown or misspelled word.
Add any attachments by clicking Attachments. Browse to and select the intended file on your computer and hit Attach. Once the file is successfully attached, it will appear on the right side of the Attachments dialog box. Remove the attachment by clicking the trash can icon.
If desired, set the importance level to high, normal, or low.
Check of any of the desired mail options, from saving the message in your sent folder, to receiving notifications when the message has been delivered and/or read.
Click Send to send the message or Save as Draft to save the message to be sent at a later time.
Manage large amounts of email messages by filing them personal folders. Your personal folder tree appears on the left side of the Inbox page. You can create, rename, copy, move, and delete folders from the Manage Folders page by clicking on the appropriate link under the folder name. Navigate to this page by clicking Manage Folders or the Edit link at the top of the folder navigation tree.
Type a new folder name in the input box under Create Folder. File this folder under an existing one by clicking on the Advanced link. Complete the process by clicking Create Folder.
You can search mail by the Subject, From, and Date fields. Type in a keyword found in the message subject, a name, or email address in the From field or select a date range.
Searches can be limited to a specific folder or sub-folder by selecting it under Look in.
| Note: | Searching sub-folders and the message body is only supported with Microsoft Exchange only. |
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