Attachments

1)  In the New Email window, click the Attach files from button.
To the right of the “Attach files from” button is a drop-down list that allows you to select the type of files you would like to choose from. You may select files from “My computer” or “Online files.”

2)  Once you click the Attach files from button, a window labeled “Select file(s) from” will pop up. Click the Browse button in order to select the file(s) that you would like to attach, and click Open.

3)  Once you have chosen the first file, the Email Attachment window will update itself. It will list the file that you have selected and gives you the option to add more files. You may add more files by clicking the Browse button again. Continue this process for each additional file.

4)  You may remove any of the files that you have selected prior to uploading by clicking the Remove button located to the right of each file. After you have selected all files to be uploaded, click the Attach button in the Email Attachment window.
While the uploader is working, you may fill in the address fields as well as compose the message body.

5)  The attachment window will display the progress of your file upload(s). Your compose screen will refresh with the attached files displayed by name under 'Attachments'. The size of the files will also be displayed in kilobytes.

6)  To remove a file in the Email Attachment window, click the appropriate Remove button located next to the file name you wish to remove. This can also be done from the compose screen after the files are uploaded by clicking the Remove button. 

Composing Email

Deleting Messages

Downloading Attachments

When an attachment is sent along with an email, a paperclip icon will be displayed next to the email in your inbox. To download an attachment from an incoming email, please do the following:

1) Click on the name of the attachment while previewing the email. 

2) To view the attachment, click Open.

3) To save the attachment, click Save and select the location where the attachment will be placed.

Email Preferences

This section provides a brief description for each Email preference in the web application

Flagging Messages

To flag a message, please do the following:

1. Go the Email application,

2. Click on the Flag As button and select from the following:

Junk: The email will be sent to your Junk mail folder and the address will be added to your Block List. Once added to your blocklist the email address will always go to your Junk-Mail folder

Not Junk:  This option will be available when browsing messages in the Junk-Mail folder. Clicking this option will send the message(s) to your Inbox and add the sending email address to your safelist which will allow messages from that sender to always be delivered to your Inbox.

Read: Flagging a message as read will un-bold the message to indicate that it has been read.  This will remain in the folder where it is located.

Unread: Flagging a message as unread will change the message(s) to bold to indicate that it has not been read.  This will remain in the folder where it is located.

Keyboard Shortcuts

ONmail Keyboard Shortcuts

From the message list

• Enter or Ctrl-O (open message)
• Esc (close preview pane)
• Up/Down Arrow (move selection)
• Ctrl-A (select all)
• Ctrl-R (reply)
• Ctrl-F (forward)
• Ctrl-P (print)
• Ctrl-Shift-R (reply all)
• Del (delete message)

From message preview pop-up window

• Ctrl-R (reply)
• Ctrl-F (forward)
• Ctrl-P (print)
• Ctrl-Shift-R (reply all)

Managing Email Folders

Keep your email organized with folders.

New Email Alerts

To receive new email notifications when new messages arrive, please do the following:

1) Click on Preferences
2) Click on General Settings (under Email section)
3) Under New message notifications 
4) Use drop down and select desired Notify me: choose time and then click Save.

Printing Email

To print an email, please do the following:

1) Click on Email.
2) Click on Print icon (located at top of email section).

Replying To and Forwarding Messages

Retrieving External Email (POP) into Web Account

Note: You will need to have your server settings, username, and password before continuing. If you do not have this information, you may ask your Internet Service Provider or System Administrator.

Rich Text and Plain Text Formatting

Saving Email To The File Cabinet

To save email messages in your email account to your file cabinet:

1. Select an email by highlighting, viewing in the preview pane, or double-clicking to pop up in a seperate window

2. From the toolbar at the top of the email, click on the disk icon (found directly next to the print icon)

3. A file cabinet folder tree will appear

4. Select the desired folder or create a new folder

5. Click 'Save'

6. Next, choose whether you want to save the entire message, just the email attachments, or both

7. Click 'Continue' to finish

Saving Outgoing Email

Searching Email

- To search your email messages, click on the Search button in the email application. You may then enter a keyword or words that you are searching for, and may specify which email folder you would like the system to search within (if any need be specified).

Viewing Messages

This section provides how-to instructions on viewing email messages

Calendar Sharing

-

Calendar Sharing Preferences

To access calendar sharing preferences:

1) Click the Preferences link in the top right corner of your account screen
2) Click the Calendar Sharing link under the Calendar section

Free Busy Sharing (Time Blocks Only)
Free-Busy access allows you to share your calendar with reserved time blocks only.  All other details of your calendar are restricted. 

Read-Only Sharing (Time Blocks plus Details)
Read-only sharing allows you to share your calendar with time blocks and details, without allowing editing.

Full Sharing (Administrative Access)
Full sharing access allows you to not only share your calendar, but give editing and scheduling capabilities to those users you've shared with. *This access level is restricted to members of the system and is not available to non-members.

Creating a New Event

You can create a new calendar event by doing any of the following:

• From anywhere in the application, click New Event from the Shortcuts window
• From anywhere in the application, click Quick Add from the Shortcuts window 
• From the Calendar screen, click the New Event icon
• From the Calendar screen, right-click on the day of the event and choose New Event
• From the Contacts screen, right-click on a group or individual, and select New Event

DETAILS

Attendees: Enter the username(s) or group of contacts who should be attending.

Subject: Enter a descriptive title of the event or meeting.

Location:  Insert location where all attendees should report for the event.

Notes: Include a description of meeting goals, discussion topics, phone numbers, and other important information.

Mark as Private: Restrict other users who have access to your account from viewing the details of a personal event.

TIME

First Available: A scan of the attendees calendars will find the first commonly available time to schedule.

Duration: Select the amount of time for the event to last.

Start and End Dates: Indicate dates of the new event.

RECURRENCE

Occurs: Set a recurring event daily, weekly, monthly, or yearly.  Set an End on or After date to end the recurrence.

Click Save to include the new event into your Calendar.

Editing a Recurring Event

To edit a single instance of an already scheduled recurring event:

1) Hover your mouse over the appointment and right-click
2) Select Edit Instance
3) Edit the instance and click the Save button

Note: all other instances will be preserved.

To edit all instances of a recurring event:

1) Right-click on the event and select Edit Event or double-click on the event
2) Click the Edit button found in the tools menu at the top of the window
3) Edit the event and click the Save button

Editing an Existing Event

To make an edit to a single existing event, right click on the event and select Edit Event. You can also double click on the event and use the Edit button found in the tools menu at the top of the window.

If you wish to edit one instance of a recurring event, see Editing a Recurring Event

General Settings

1) Click on the Preferences link in the upper right hand of the screen

2) In the Calendar section, click General Settings

Calendar Name: This is the name of your calendar, and is the name seen in the Caledars window when shared. The default format is last name, first name, but can be edited at any time.

Default View: This drop down menu allows you to choose from daily, weekly, and monthly views for your default calendar application view.

Remind: If you wish to use reminders for appointments, either by email or pop up window, use the dropdown menu to select the reminder increment.

Work Days: Check the boxes to create your work days. When another user is searching for a first availabe time slot in your calendar, non-work days will be excluded.

Work Hours: Select your work day start and end times. When another user is searching for a first availabe time slot in your calendar, non-work hours will be excluded.

First day of week: Your default view will begin with the day of the week selected from this menu.

Calendar View Increment: Use this menu to select the default time increment in you calendar. This applies to daily and weekly views only.

Free/Busy Access and URL: Once this is enabled, you can share your URL with users of external calendars, such as Outlook. This allows non-members to seach for available time slots, even if they aren't in the ONmail  system.

Inviting Meeting Attendees

You can invite both members and non-memebers*.  These invitations are also referred to as Meeting Requests.

To Invite Attendees:

1) Open a new or existing event window. For an existing event, click Edit

2) To add a contact from your address book into the Attendees field, select Contact List from the tool bar and click on the name of the contact(s)

3) To invite a contact that is not in your address book, simply type a valid email address(s) into the Attendees field

*Members will be receive your meeting request directly their own account. Non-members will be invited via email.

Meeting Requests

Meeting requests are received when another member has invited you to an event. Meeting requests are visible in multiple locations in your account.

My Day - Universal Inbox

Meeting requests are visible in the Universal Inbox. Clicking on the bold text Meeting Requests will take you to the the details of the request. At this point you can choose to Accept, Decline, or mark the meeting as Tentative.

Scheduler

From inside the Calendar application, you can find the Scheduler window to the left (default) of your main Calendar window.  The Meeting Request view is found just above your above your yearly calendars. Clicking on the bold text Meeting Requests will take you to the the details of the request. At this point you can choose to Accept, Decline, or mark the meeting as Tentative.

Bolded Calendar Appointment

Meeting requests are also placed directly inside of  your calendar, in the corresponding time slot. They are distinguishable by bold text. By right clicking on the request , you can choose to view the Details of the request, Accept, Decline, or mark the meeting as Tentative.

Notifications / Reminders

Choose to have either an email or pop-up reminder prior to an event.  This can be chosen for all events, or one individual event.

To receive a reminder for all events:

1) Click Preferences.

2) Go to General Settings under Calendar.

3) Next to Remind, select the time interval you would like to receive the reminder prior to the event. 

4) Indicate either Popup or Email for the type of reminder you would like to receive.

5) Click Save.

If you have reminders turned off for all events, but would like a reminder for a particular event:

1) For an event that has already been scheduled, double click on the event in your Calendar.  Click the Remind button and select the interval in which you would like to be reminded.

2) For a new event, while scheduling click the Remind button and select the interval in which you would like to be reminded.  Click Save.

Printing a Calendar

You may print your Calendar in any view you have set as your default, or any view you choose. 

1) Click the Print icon in the chosen view of the Calendar application.

2) You will be given a printing preview.  Continue in your normal printing process.

Quick Add Appointments

The following keywords can be used with Quick Add to add appointment to the calendar. Quick add will only work for the current week.

Dates:
Tomorrow, Today, Monday, Mon, Tuesday, Tue, Wednesday, Wed, Thursday, Thr, Thur, Thu, Th, Friday, Fri, Saturday, Sat, Sunday, Sun

Times:
Breakfast (defaults to 8:00 am), Lunch (defaults to noon), Dinner (defaults to 6:00 pm for 2 hours), Noon, Midnight

Examples:
Lunch with Bob on Friday, Meeting with Sue at 3pm on Friday

Recurring Events

When scheduling a New Event, you can a recurrence for daily, weekly, monthly, or yearly.  All New Events default to only one instance on your Calendar.

Daily: Set to every 'x' amount of days, or every day.

Weekly: Set to every 'x' amount of weeks, and choice of weekdays.

Monthly: Set certain numbered day of the month, or specific month location (i.e. Second Saturday of each month)

Yearly: Set the day or weekday location of the following year.

All recurring events can be configured to have no end date, or end on or after a certain date.

Right Click Menu Options

You can perform a variety of actions by right-clicking in your Calendar.

For events you have scheduled:

• View Details
• Edit Event
• Delete Event

For events scheduled by someone else:

• View Details
• Delete Event

For a recurring event you have scheduled:

• View Details
• Edit Event
• Delete Event
• Edit instance
• Delete instance

For a recurring event someone else has scheduled:

• View Details
• Delete Event
• Delete instance

Right-clicking on a free date or time slot:

• New Event
• New Task

Sharing Your Calendar

Note: Calendar sharing can only be setup from the account of the calendar being shared

To share a calendar:

1) Click the Preferences link in the top right corner of your account screen

2) Click Calendar Sharing from the Calendar section

3) SimpleClick™ or type the username or email address of the person you are sharing with into the insert field of the appropriate access level.

Note: Calendars can be shared with both members and non-memebers

4) Press the Enter key or click the Insert button to add the user to your shared list

5) Click the Save button

Viewing a Shared Calendar

When another user has shared a calendar with you, their calendar  name will appear in the Calendar section of the Scheduler section.

Calendar Overlay View
Shared calendars can be overlayed onto your own by clicking the check box to the left of the calendar name in the Calendar section of the Scheduler. The shared calendar appointments will display on your calendar in addition to your appointments and will be distinguishable by the color associated to the calendars. The calendar color can be changed in the Calendar section of the Scheduler by clicking the color box to the right of the calendar name.

Single Calendar View

Viewing Calendar

Click here to learn how to setup your default Calendar view.

You can switch your view in the Calendar application with one click on the view type icons.

Easily switch between:

• View Today
• Monthly View
• Weekly View
• Daily View

Adding to a Group

To add contacts to an existing group:

1) Click the Contacts icon
2) Right Click on the Group In the Simple Click Pane on the left hand side.
3) Click on Create New Group.
4) SimpleClick™ the contact(s) from the contact pane on the left (Note: groups cannot be added to groups)

or

1) Click on the Contacts icon
2) Click on the View button and select Groups, then Enterprise or Personal depending on the list you wish to view.
3) A list of groups that exist under Enterprise / Personal Contacts will appear in the grid below.
4) Select the Modify button next to the group.
5) Click on the users listed on the left to add them to the group.
6) Click SAVE.

To add contacts to a new group:

1) Click the Contacts icon
2) Click on the arrow next to New.
3) Click on New Group.
4)  SimpleClick™ the users which you would like to add into this group.
5) Click the Save button

Change a Display Name

To Change A Display Name

1) Click the Contacts icon
2) Click on the contact name from the Display Name column
3) Click on Edit.
4) In the Display Name section, choose the way you would like the contact displayed
Note: You can specify a custom format by selecting the custom format from the drop down menu.
5) Click the Save button
             

Create a Contact

To create a new contact:

1) Click the New Contact link from the Shortcuts window
2) Use the available fields to enter in the contact information
3) Click the Save button
4) A menu will then popup to allow you the option of adding this contact to multiple groups.
5) Simply check the box next to the group name to add the contact to the group(s) desired (if any).
6) Click Close to finish or Add Another Contact to continue adding additional contacts.

or

1) Click the Contacts icon
2) Click the Drop down arrow next to New.
3) Select New Personal/Enterprise Contact.
4) Enter in the appropriate information and click Save.
5) A menu will then popup to allow you the option of adding this contact to multiple groups.
6) Simply check the box next to the group name to add the contact to the group(s) desired (if any).
7) Click Close to finish or Add Another Contact to continue adding additional contacts.
 

To create a contact under an existing group:

1) From the Simple Click menu, right click on the group name and select New Contact.
2) Enter in the desired contact information and click Save.
3) Next, select any additional groups you would like the contact to be added to (if any).
4) Click Close to finish or Add Another Contact to continue adding additional contacts.
 

Creating a Group

You may create a new Personal Contacts group in multiple places within the application:

1) From the SimpleClick menu you can right click on the My Contacts group and select New Group from the drop down.
2) From there you will be brought to the Group Creation screen where you can designate the group name and add the desired users to the group simply by clicking on their contact on the left.
3) Click Save when finished.
 
or

1) Click on the Contacts icon.
2) Click on the New button drop-down and select Personal Group.
3) Once within the Group Creation screen, simply click on the users from the list on the left and click Save when finished.

Display Options

You may view your contacts in a format of your preference.

Edit a Contact

To edit a contact:

1) Click the Contacts icon

2) From the list of contacts, click on contact you wish to edit.

3) In the new window that opens, choose the fields you wish to edit (Overview, Detailed, Custom Fields)

4)Click Edit.

5) Edit the contact information and click the Save button

Export Contacts

1) Go to the Contacts icon, and in the Actions drop-down menu, select Import/Export Contacts.

2) Choose the contacts your wish to export (Personal, Enterprise, Shared).

3) Choose the format you wish to export them into (CSV/Comma Separated Value, or vCards in a zip file).

4) Click  Export.

Importing Contacts (.CSV & .VCF)

You can import a previously existing contact list via a .csv file from ACT!, MS Outlook, Outlook Express, Goldmine and more.

1) Go to the Contacts icon, and in the Actions drop-down menu, select Import/Export Contacts.

2) Click Import and Browse to choose the .csv file of contacts to import.  (See the sample .csv file for reference)

3) Choose the personal group from the drop-down menu to import to (if any).
         Note: To upload contacts to Personal Contacts select No Group.

4) Select Import and all compatible data will be imported, next you will be brought to the Field Mapping screen in the case that any of the fields were unrecognized upon initial import..

5) On the field mapping screen you will see a list of the columns that  were unable to be imported directly to ONmail  defined fields. Next to the list you will see a drop-down menu that will allow you to choose the ONmail defined field name or a user-defined field name to map the information to.

      EXAMPLE: If you original .csv file labeled the birthday column as D.O.B. you would see this in the list on the left. You will also see an example of the data that correlated with this field. From the drop-down you can select the Birthday field to map the D.O.B. column to this way your contact information is not lost.  If you would like your contacts birthday to display as D.O.B. simply create this as a user-defned field and map to the field from the drop-down.

 6) Once finished, simply click on Accept and the contacts will be fully imported.

You can also import contacts via the .vcf format as well. With this option you are only limited to importing one contact at a time.

1) Go to the Contacts icon, and in the Actions drop-down menu, select Import/Export Contacts.

2) Click Import and Browse to choose the .vcf file  to import. 

3) Choose the personal group from the drop-down menu to import to.

4) Select Import and proceed with steps 4 through 6 as stated above.

Managing My Contact Information

Edit and Email your contact information.

Print Contact or Contact List

To Print a Contact

1) Click on a contact to preview contact.

2) Select the Print Option.

To Print a Contact List

1) Click on the Contacts Icon at the Top of the screen.

2) Select View and choose to view the Contacts you are looking to Print.

3) While viewing these contacts, click the printer Icon which is located between the 'save to file' button and the 'red 'x' delete button'.

Saving a Contact to File

 To Save a Contact To File:

 While previewing the Contact's information, click Download and choose where to save the information to. 

Share Enterprise Contacts

Note: Enterprise contact sharing can only be setup from the Enterprise Manager account

To share enterprise contacts:

1) Login using the Enterprise Manager account
2) Click the Preferences link in the top right corner of your account screen
3) Click Share Enterprise Contacts from the Enterprise section
4) Choose the group that you wish to share from the drop-down menu
5) Click the Create Sharing for Groups button
6) A new pop-up window will appear. Specify the type of access (Read Only, Modify Access, or Full Access) you would like to grant from the drop-down menu at the top of the    screen.
7) SimpleClick™ the member that you would like to share with from the Contact listing on the left.
8) Click the Save button

Shared Contacts

Note: Contacts must be in a Contact Group in order to be shared and can only be setup from Sharer account

To share contacts: 
 
1) Click the Actions Drop Down Menu from the Contacts section.

2) Click the Manage Sharing option.

3) Choose the group that you want to share from the drop-down menu.

4)  Click the Modify button.

5)  A new pop-up window will appear. SimpleClick™ the members you would like to grant sharing access to. 

6) Select the level of access you would like to grant. (Read Only, Modify, Full Access).

7) Click the Save button

 

 

Uploading a Photo

To upload a photo to a Contact:

1)  Preview the Contact's information.

2) Click on the Add Photo image and Browse for the appropriate file. 

3) Click Upload.

These are the valid image types that we currently support for upload:

View a Contact

You can view many aspects of Contact information.

Viewing and Managing Enterprise Contacts

To view enterprise contacts at anytime:

1. Click the Enterprise tab on the bottom of your contact window

To view and manage enterprise contacts:

1. Click the Contacts icon
2. Select View>Enterprise Contacts.
3. Select which group you would like to view or just select All.

The available buttons will vary depending on the level of access you have to the Enterprise contacts (Read Only, Modify Access, or Full Access). The access level granted can only be changed by an Enterprise Manager.

How to change or add a Constant Contact account

To change or add a Constant Contact account that is saved in ONmail:

1. Click on your Preferences link

2. From the Email section, click on General Settings

3. Scroll down to the Marketing Campaign Section

4. Enter your existing Constant Contact username and password and click Save and Continue

6. Once your account has been verified, BlueTie will store your username and password in your preferences and then log you into your account on the Constant Contact site.

*These same steps should be followed if you would like to remove an existing Constant Contact account and add a new one. Just simply delete the existing info and provide the new account name and password.

How to create a new account

1. Enter your email application

2. Click on the arrow next to the New button on your tool bar

3. Using the dropdown menu, select Marketing Campaign

4. From the next screen, choose the option to Sign Up

5. Fill in all of the fields* and then click Create Account

6. Once your account has been created, ONmail will store your username and password in your preferences and then log you into your account on the Constant Contact site.

*Please note that when creating a new account, the fields to create username and password do not have to be the same as your ONmail login credentials.

How to export your contacts for email campaigns

To export your contacts for use in an email marketing campaign:

1. Enter your Contacts application

2. Click on the Actions button from the tool bar

3. Select Import/Export Contacts from the menu

4. In the Export section, choose the contact group(s) to export by checking the appropriate boxes

5. Then select the Constant Contact option and click Export

6. Next, you will be prompted to save or open the exported file

7. Save and label for easy retrieval during the email campaign process

How to launch an email marketing campaign

To launch an Email Marketing campaign through ONmail:

1. Enter your email application

2. Click on the arrow in the New button on your tool bar

3. Using the dropdown menu, select Marketing Campaign

4. From the next screen, choose from the options: Sign Up, Learn More, Already a User

5. Follow the prompts to begin email marketing

How to use your existing Constant Contact account

1. Enter your email application

2. Click on the arrow next to the New button on your tool bar

3. Using the dropdown menu, select Marketing Campaign

4. From the next screen, choose the option to Use Existing Account

5. Enter your existing Constant Contact username and password and click Save and Continue

6. Once your account has been verified, ONmail will store your username and password in your preferences and then log you into your account on the Constant Contact site.

Account Defaults

The Enterprise Account Default represents the plantype that is associated with all new accounts created within the enterprise.  An enterprise manager has the capability to modify this plan for individual users or for the entire enterprise at any time.  To learn more about modifying individual user plans click here.

To Modify the Account Default:

    1)  Go to Preferences and select Account Defaults.

    2)  Under Application Access, proceed with adding or removing desired features. 

    3)  Click Save.

Adding Email Aliases

Email Aliases reflect any address that a user is able to send or receive mail from. Additional email aliases can be added or removed from accounts at anytime.  The steps for adding email aliases are listed below.  To learn how to remove email aliases click here.

 For Individual Users:

    1)  From the application menu, click on the Enterprise icon.

    2)  Click on the View Accounts  button and select the user you want to alias.

    3)  From the user profile screen, select the Email Aliases button.

    4)  Click on the New Alias button and enter the desired email alias.

         a. If the enterprise has multiple domains, choose the domain you wish to alias from the drop down menu.

    5)  OPTION: To set the alias as the default address simply check the Set As Default button.

    6)  Click Save.

***All email aliases are listed on the user profile screen under the email section.

Aliasing All Users:

    1)   If email aliases follow the format, username@domain, you can alias all users in the enterprise at once.

    2)  From the preferences menu, click on Email Domains & Aliases.

    3)  Next to the approved domain you wish to alias, select Manage this Domain.

    4)  Select the Alias All Users button and choose whether to simply alias all users or to alias and set as default.

    5)  Once it is completed. Click OK to return to the Email Domains and Aliases menu.

Related Links:

    - Using Your Domain Name
    - Auto Aliasing
    - Removing Email Aliases

Adding Fields to User Profiles

An Enterprise Manager can add fields to user profile to accomdate the necessities of their company.  For example, add a field where employee i.d. numbers can be viewed and stored.

Managing User Defined Fields:

    1)  From the enterprise preferences menu, select the Edit User-Defined Fields section.

    2)  Enter the name of the custom field in the text box.

    3)  Click Add.

    4)  To remove or rename, select the appropriate function listed next to the custom field you wish to modify.

 

Related Links:
    - Edit User Profile

Auto-Aliasing

Enabling Auto-Aliasing will create an email address automatically upon user creation using the username@domain.com format.

To Enable:

    1)  From the enterprise menu, select View Divisions.

    2)  Click the Modify button next to the divsion you wish to auto-alias.

    3)  From the auto-aliasing screen, select the radial buttons next to each of the following:
            a. the approved domain
            b. this division and all sub-divisions
            c. user@domain format

    4)  When finished click SAVE and you will be redirected back to the Modify Division menu.

Restrictions:

    1)  Aliases are created with the user@domain   format only. All other desired aliases must be created manually.

    2)  If the enterprise contains multiple domains, auto-aliasing can only be configured for one domain.  Users can be aliased for additional domains through the manage domain feature within the enterprise prefereneces menu.  

 

 Related Links:
    - Adding Email Aliases
    -Removing Email Aliases

Billing and Technical Contacts

Billing and Technical Contacts are added to an account upon enterprise creation. 

To View or Change Contact Information:

    1) Go to the Enterprise section of the Preferences menu.
    2) Locate the section you wish to view or edit (Billing / Technical Contact).
    3) Make changes as need and click OK
    4) The information is now updated and saved

To view or change other billing information click here.

Branding

Customize your email application with ONmail Branding. This feature gives you – as an Enterprise Manager – the ability to upload a logo and select a default color scheme that will change the way the application looks to each user in your organization.  Branding your ONmail is quick and easy. To begin customizing your company’s email application, simply follow the steps below:

 
To Begin: (Enterprise Managers only)

1. Login to your ONmail account and click on the Enterprise icon.
2. Next, click on the ‘Brand Enterprise’ button located on the Enterprise Manager toolbar.
    
3. The branding screen will then appear.

 Option 1: Select a Skin

This section will allow you, as the Enterprise Manager, to change the color scheme of the application.

1. From the branding screen, click on the ‘Edit’ button across from the ‘Select a Skin’ option.
   
2. On the next screen, use the drop down to select a color scheme. The screenshot preview will change as you navigate through the color schemes.
   
3. Click ‘Save’.
   
4. You will then be redirected to the main branding screen. A green check box will appear next to the section(s) that has been successfully branded. If you are finished with branding click ‘Publish’ and your changes will begin to populate. 

 ***If you wish to upload a logo, proceed with the steps listed in Option 2 below.

Option 2: Upload Logo

This section will allow you, as the Enterprise Manager, to upload a logo of their choice. This logo will take the place of the Oxford Networks  logo located at the top left corner of the email application.

1. From the branding screen, click on the ‘Edit’ button across from the Upload Logo section.
   
2. On the next screen, use the browse button to select the file you wish to use and then click ‘Upload Logo’
3. Click ‘Save’.
4. You will then be redirected the main branding screen. A green check will appear next to the sections that have been successfully branded. To save your changes and exit the branding feature click ‘Publish’.

 Note: Publishing can take up to 15 minutes to populate and become visible within the application. You may need to refresh your screen to see the reflected changes. 

Cancelling Accounts

 To Cancel Accounts:

    1)  From the application menu, select the Enterprise icon.

    2)  Go to View Accounts.

    3)  Check the box next to each user you wish to cancel.

    4)  Select the Cancel Account button located at the bottom of the user account listing.

    5)  A notifcation will appear asking you to confirm the cancellation by clicking YES.

    6)  To view cancelled accounts, select Cancelled Accounts from the filter drop down located above the User Division category.

    7)  Cancelled accounts can be restored quickly and easily for up to 30 days after the cancellation date by selecting Restore.

    8)  Restored users will move back to the Active Accounts listing visible by clicking the View Accounts section of the enterprise menu.  

***It is recommended that email aliases be removed from cancelled accounts to prevent future conflictions.  To remove aliases from specific accounts see the Removing Email Aliases section of the How-To Guide.

Related Links: 
    - Un-activated Account Slots
    - User Creation
    - Locking Accounts

Company Profile

The Company Profile will hold all all of your company's contact information. To view or change this information at anytime please use the following steps:

    1)  Go to the Enterprise section of the Preferences menu.

    2)  Select the Company Profile section.

    3)  View or change the desired fields and click OK.

Related Links: 
    - Billing Contact
    - Technical Contact
    - Edit Billing Information

Creating a User

Creating users is simple with ONmail's step by step user creation process.

To Create an Account:

1)  From the enterprise menu, select Create Account.

2)  Select the division you would like the account to be created in and select Create Account.

      ***Only applicable for enterprises containing mutiple divisions.

3)  On the Account Information screen enter the new user information. Required fields are:

• Username (ex. jsmith)
• Password (must meet password requirements listed on the right)
• First Name
• Last Name
• Phone

4)  When finished, click Next and proceed to the Price Plan screen.

       a. To customize the user plan: 
                     - Select the Customize Plan button.   
                     - Add or remove plan features by using the check boxes to the left of each feature. 
                     - Click Save.     

       b. To select a base plan:
                     - Select the radial button next to the desired plan and click Finish.

***NOTE:  Un-activiated account slots will be automatically activated for users created with the same plan type as the inactive account. To learn more about managing un-activated accounts click here.

Related Links:
    - Auto-Aliasing
    -Adding Email Aliases
    - Edit User Profile
    - Login as User
    - Modify Access
    - User Junk Mail Settings
    - User Security Settings 

Creating Divisions

To create a new division:

1) Click the Enterprise Manager icon

2) Click the View Divisions button

3) Click the Create Division button

4) Select where the new division should be created and then click the Create Division button

5) Type in the Division Name and then click the Continue button

6) Select the manager of the division

7) Check the usernames from the Enterprise list that you would like the new manager to administer

8) Move the selected users to the new division by clicking the Move To button

Disable/Enable User Wizards

 *Turning off the User Wizard is NOT recommended as it guides the user through important information and security configurations*

When enabled, users are prompted to complete the user wizard upon their initial login. The wizard will walk the user through the acceptance of the Terms of Service, password updates, and other general account configuration procedures.  The User Wizards are enabled by default upon enterprise creation.

To Disable / Enable User Wizards:

    1)  From the enterprise preferences menu, select the Edit General & Regional Settings section.

    2)  Select the radial button next to your preference under the Wizard category.

***NOTE: Changes made to this preference only apply to users created after the modification and not to existing users.

Division Settings

Many preferences can be set for a single division in the Modify Divisions page.

To Access:

    1)  Go to the Enterprise icon.

    2)  Click on View Divisions.

    3)  Select the division you wish to modify by clicking the Modify button.  If you wish to apply the changes to all subdivisions, click on the Modify button next to the highest division possible.

***The following settings are customizable from this screen:

Division Name: Set the name of the division you are working with.

Default Plan: To set the appropriate email plan for users in this division, select Set Default Plan and choose the appropriate plan. 

Auto-alias new users: To automatically assign a user's alias upon creation, click  Enable Auto-aliasing.   Choose the appropriate domain to be aliased and the division it should be applied to (this division or all sub-divisions as well) and the format of the alias.  Click Save Settings.  To learn more, click here.

Managers: To assign a user as a manager of a division, click Add Manager and select a user from the list given.  You may have multiple division managers, but only one Enterprise Manager in the top-level division.

Password expiration: Select Modify.  You can set the password expiration to a certain amount of days or never require a password change.  These settings can be applied to this division and all sub-divisions.  Click Save Settings.

Session timeout: Select Modify.  You can set the timeout session in minutes up to 999 minutes, and restrict your users from changing this setting by checking the box marked "Users cannot change this timeout setting".   You can also apply this to a single division, or this division and all sub-divisions.  Click Save Settings.

Manage Users: These settings can be configured for the managers of this division.  Restrict or allow certain permissions by checking the box of the ability that should be allowed.

Application Access: Features can be customized for users in this division.

    4)  Click Save Changes.

 

Related Links:
    - Modify User Access
    - Session Timeout Settings
    - User Security Settings
    - View Divisions

 

Domain Management

ONmail  allows the Enterprise Manager to manage their own domains directly through the ONmail account.

To access the domain management screen:   

    1) Click the Preferences menu in the upper-right corner of the Enterprise Manager account

    2) Select Email Domains and Aliases from the Enterprise Management section

    3) From this page you will be able to view all of the domains approved on the account. This page allows you to:
            a. Request a new domain
            b. Remove an existing domain
            c. Manage an existing domain
            d. View all users and their aliases
 

To Manage a Domain:

    1)  Click the Manage Domain button next to the domain you wish to modify

    2)  You will have 4 options:
              a. Alias all users
              b. Remove all aliases
              c. Remove domain
              d. Manage forwarding

    3)  Choose the function you would like to perform and follow the steps provided

Related Links: 

    - Using Your Domain Name
   

Edit User Profile

The Enterprise Manager can edit the user's profile direectly from the user information screen.

To Edit the Profile:

    1)  From the Enterprise menu, click View Accounts.

    2)  Click on the user you wish to edit and select the Edit Profile button.

    3)  Modify the information in the available text boxes and click SAVE.

 

Related Links:
    -  Edit User Display Name
   -  Adding User-Defined Fields

Email Footers

Enabling an Email Footer will append a message to all outgoing company emails.  Email footers are not visible to the user when composing email and can only be edited by the Enterprise Manager.

To Enable: 
          1)   From the enterprise preferences menu, select the Email Footer section. 

          2)  Select the radial button next to Enable.

          3)  Type in the desired footer message and click Save. 

     ***Email footer message can be no longer than 2000 characters in length.

To Disable: 
          1)  Select the radial button next to Disable in the Footer Settings section. 

          2)  The text box will become hidden. 

          3)  Click Save. 

Related Links:
    - User Name & Signature
    - Out of office reply

Global Junk Mail Control

Global Junk Mail Settings are used to set junk mail preferences for all users within the enterprise.

Junk Mail Threshold:
        1)  From the enterprise preferences menu, select the Global Junk Mail Settings section. 

        2)  Select the Junk Mail Threshold you wish to enforce for all new users.
               (Note: To  change existing users junk mail settings click here)

        3)  Click on Save Changes to set the threshold level.

User Ability to Change Settings:
        1)  This setting allows the enterprise manager to decide whether or not to allow users to modify their own threshold levels.

        2)  To allow users to modify their own threshold, check the box next to Can set own Junk Mail threshold.
                 *** Applies to new users only.

        3)  To enforce this setting for existing users simply check the box to the left of the Force button and Save Changes. 
                 *** This will allow existing users the ability to manage their own threshold level if they previously could not.

 

Related Links:
    - Modifying users junk mail settings
    - Users ability to modify junk mail settings

 

Importing Enterprise Contacts

1)  Go to your Preferences menu, and click Import Enterprise Contacts under the Enterprise Contacts.

2)  Select a file type to import from, using the following:

• MS Outlook
• Outlook Express
• Act!
• GoldMine
• Maximizer

The file must be in .csv (Comma Separated Value) format.

To manage contacts sharing click here.

Locking Accounts

Enterprise Managers have the ability to lock a user account at any time. Locking an account prevents the user from having any access to their account.  The Enterprise Manager also has the ability to transfer all of the data from a locked account to another user.  Click here for information on how to transfer user data from one account to another.

To Lock Accounts:

    1)  From the enterprise menu, click on View Accounts.

    2)  Select the account(s) to be locked by checking the box next to the username.

    3)  When finished, select the Lock Account(s) button at the bottom of the page.

    4)  A notification will appear stating that the users were locked successfully.

    5)  Select OK and you will be redirected to the active accounts screen.

    6)  To view the locked accounts, select Locked Accounts from the Filter drop down menu located above the divisions column of the accounts section.

  

To Unlock Accounts:

    1)  Check the box next to the user you wish to unlock and click on the Unlock Account(s) button located at the bottom of the screen.

    2)  A notificaiton will appear stating that the user(s) had been successfully unlocked.

    3)  The account will then appear in the active accounts list.

 

Related Links:
    - Cancel Accounts
    - Create Accounts
    - Transferring data from locked accounts

 

Login as User

The Enterprise Manager has the ability to login to a user account without needing to obtain or reset the users password.  By using the login feature, the Enterprise Manager is logged directly into the users account and can modify settings as needed.

To Login as User:

    1)  From the Enterprise menu, click on View Accounts.

    2)  Click on the username to go to the User Profile screen.

    3)  Click on the Login as User button.

    4)  You will now be automatically be logged into the users account.

***NOTE: Only one person can be logged into an account at a time, therefore logging in will potentially log the user out of their session. To verify that the user is currently offline, check the status listed under the username on the User Profile screen.

Related Links:
    - User Email Preferences

Mailing List Creation and Management

Note: Mailing lists can only be accessed by the Enterprise Manager account

In the Preferences menu under the Enterprise Section, select Mailing Lists.

To Create a New Mailing List:

    1)  Click Create New Mailing List.

    2)  Enter the mailing list you wish to create (i.e. sales@mygigemail.com)

    3)  Add the email aliases that should receive mail coming to that address (i.e. salesrep@mygigemail.com) and click Add.

    4)  Click Save when finished.

To Manage an Existing Mailing List:

    1)  Highlight the Mailing List you wish to modify and click Edit.

    2)  Add aliases as detailed above, or highlight an alias and click Remove to take an alias off the Mailing List.

    3)  Click Save to apply your changes.

To Delete a Mailing List:

    1)  Highlight the mailing list and click Remove.

    2)  A notifcaition will appear asking you to confirm your selection.

    3)  Click OK and then Done to reflect your changes. 


***Note:  Mailing lists (name@yourdomain.com) cannot be currently aliased or associated with a specific user account.  If it is, remove the email alias from the user account, create the mailing list using the steps above, and then add the user to the mailing list.

Related Links:
    - Adding Aliases
    - Removing Aliases

Modify Access / Plan

The Enterprise Manager has the ability to modify access including the addition and removal of plan features for individual users through the enterprise manager menu.

To Modify Access:

    1)  To begin, select the View Accounts button from the enterprise menu.

    2)  Click on the username that you wish to modify.

    3)  From the user profile menu, select the Modify Access button.

    4)  Proceed with adding or removing plan features by using the check boxes to the left of each feature and clicking SAVE.

    5)  Plan modifications will be visible under the Application Access section of the user profile.

Related Links: 
    -  Account Default Plan

Password Requirements

Enterprise Managers can modify security settings for their enterprise including password requirements and  timeout settings.  

Set Password Expiration Requirements by Division:

    1)  Go to the Enterprise icon and select View Divisions.

    2)  Select Modify next to the division you wish to change.  You can set the password expiration to a certain amount of days or never require a password change.  These settings can be applied to this division and all sub-divisions. 

    3)  Click Save Settings.

 

Set Password Requirements in the Enterprise Preferences:

    1)  Click Preferences menu and select Edit Security Settings.

    2)  Choose the minimum characters required (set to 5 as default).

    3)  Indicate in the check boxes whether passwords should contain numeric or lowercase/uppercase letters.

    4)  Click Update.

 

Set Password Requirements on a User-by-User Basis:

    1)  Click the Enterprise icon and select the user your wish to modify.

    2)  Go to Security Settings.  Set password preferences.

    3)  Click Save.

Related Links:  
    - Session Timeouts
    - Password Reset

Removing Email Aliases

The Enterprise Manager has the capability to remove individual aliases, all user aliases, or all enterprise aliases.  The steps and links below will help you in determining which option is best.

Removing An Alias from a User Account:

    1)  From the Enterprise menu, select View Accounts and click on the user you wish to modify.

    2)  From the User Profile screen, click on the Email Aliases button. 

    3)  On the Edit User Aliases screen, click the Remove button next the alias you would like to remove.

    4)  To remove all aliases, select the Remove All Aliases button at the bottom of the screen. 
               ***This is recommended for cancelled accounts.

    5)  When finished, click DONE.

Removing All Aliases for a Domain:

    1)  From the Preferences menu, click on the Email Domains and Aliases link under the Enterprise section.

    2)  Select the Manage Domain button next to the domain you wish to remove aliases from.

    3)  Click on the Remove All Aliases button and select OK on the confirmation pop-up.

    4)  All aliases under that domain have now been removed for the entire enterprise.

 

Related Links:
    - Auto-Aliasing
    - Adding Email Aliases
    - Domain Management

Requesting and Adding a Domain

To begin using your custom domain in your accounts, it must first be requested for use in your enterprise.

To Request a Domain:

    1)  In the Enterprise Preferences, click Email Domains and Aliases.

    2)  Request Domain

    3)  Enter the domain name you wish to add.  You may use Check availability to ensure that it is not already in use.

    4)  Send Request and the domain will be verified for ownership and validity.  Once it is approved, (requests are generally processed by the end of the business day) you may add aliases to your users.

    5)  Follow the same process for each additional domain you add.

Related Links: 

    - Using Your Domain Name
    - Domain Management
    - Adding Email Aliases
    - Removing Email Aliases

 

Searching for a user

The Enterprise Manager can locate users in several ways:

Using the Search Function:  

    1)  From the View Accounts screen, type in the search box the user (username.enterprise) that you are trying to locate.

    2)  Click Search, and the user(s) will appear below that match the criteria will appear.  

 

Search by Letter:

    1)  To narrow the number of users you are viewing, you can use the letter buttons to view only the usernames that begin with that letter.

    2)  To return to a normal view, select View Accounts or the All button at the beginning of the alphabet listing.

 

Using the Filter:

    1)  The filter allows the Enterprise Manager to view users by seperating them by account status. The status fields are:
             - Active Accounts (default view)
            - Locked Accounts
            - Cancelled Accounts

Session Timeout Settings

Set Session Timeout Settings by Division:

    1)  Click the Enterprise icon.

    2)  View divisions and select Modify on the division to edit.

    3)  You can set the timeout session in minutes up to 999 minutes, and restrict your users from changing this setting by checking the box marked "Users cannot change this timeout setting".   You can also apply this to a single division, or this division and all sub-divisions. 

    4)  Click Save Settings.

 

Set Session Timeout Settings on a User-by-User Basis:

    1)  Click the Enterprise icon.

    2)  Select the user you wish to modify.  Set the timeout session as needed (up to 999 minutes) and check the box if you don't want the user to be able to edit this setting.

    3)  Click Save.

 

Related Links:
    - User Security Settings

Setting Up Your Domain

How do I setup my domain email addresses in ONmail?

Before you make any changes to your MX record, log in to your ONmail account, click the Preferences link, and choose the Email Domains and Aliases option in the Enterprise section. Click the Request Domain button, type your domain name (do not include 'www' prefix) and click Submit Request. ONmail Support will process the request and send you an email when the request has been processed. Once processed, your domain name will appear on the aliases page. Click the Manage My Domain button to automatically create aliases for all users and manage forwarding. To add additional email aliases to an account, simply click the Enterprise icon and then click on the user name and click the Email Aliases button. After the email addresses is  setup in our system, you will then need to have the registrar change the MX record.

What is an MX record?

MX stands for "mail exchanger," also known as a Mail Relay record. When you attempt to send a message to your email address (yourname@yourcompany.com), the MX record tells other sites where your mail should be sent. This is similar to how website addresses & DNS records work. In fact, an MX record is part of the DNS record and indicates to servers where to go to locate your website.

Changing your MX record is generally done in one of two ways:

• Many companies provide a separate login page for users to gain access to their accounts. If you have this ability, log in to your account and change your MX record to point to mail.oxfordnetworks.net.

• You may need to contact your registrar or domain host directly. Call, fax, or email the company to request an MX change to mail.oxfordnetworks.net.

How long does it take to change an MX record?

There are two factors that come into play when changing your MX record. The first is the response time of the ISP to actually enter the changes into their system. Once the changes are entered, they will propagate to the rest of the servers on the Internet, one server at a time. This will usually occur within 24-48 hours, but may happen as fast as 2-3 hours. Oxford Networks can not control either of these circumstances, but will work to help make your transition as easy as possible.

I am leaving ONmail, how do I switch back?

You will need to call the registrar or use the built in interface to change your settings back. ONmail does not record your old settings, therefore you should keep those in a safe place.

How do I purchase my own domain name?

You may register a name from any domain registrar.

Sharing Enterprise Contacts

 Enterprise contacts can be shared with any user, as long as the user has sharing capabilities.

To Manage Sharing for Enterprise Contacts:

    1)  Click Preferences and select Share Enterprise Contacts under Enterprise.

    2)  Exapnd the All Contacts group to view shared users and their access levels.

    3)  Click Edit Sharing.

    4)  To share with a user or group, select Add users/groups.  Select or enter users/groups you wish to share with and their access level from the drop-down menu.  Click Save when complete, and Update.

    5)  You can modify Sharing access on the Edit Sharing page by indicating Read-only (default), Modify, or Full Access.

    6)  Click Update.

Access Levels:

    Read-Only:  Users are able to view enteprise contacts only.  They will not be able to edit or delete the enterprise contact.

    Modify:  Users have the ability to modify user-defined fields, display name, and assign contacts to groups.

    Full:  Contains all the functionality of the modify access level and additionally allows users to delete contacts.

 

Related Links:
    - Import Enterprise Contacts

 

Transferring Data from an Account

 The Enterprise Manager has the ability to select and transfer data from a locked account to an active account.

To Transfer Data:

    1)  Click the Enterprise icon.

    2)  From the Filter drop-down menu, select Locked Users.

    3)  Click Transfer Data for the user you wish to transfer.

    4)  Select the target account to transfer to from the drop-down list of users.

    5)  Next select the types of data you would like to transfer from the following list:

• Select All
• Contact Manager
• Calendar
• SecureSend
• Task List
• File Cabinet
• Email 

    6)  Click Transfer.

Related Links: 
    - Locking Accounts
    - Cancelling Accounts
    - Email Forwarding

 

Un-activated Account Slots

Un-activated account slots are accounts that are not currently assigned to individual users. They act as account 'placeholders' for your enterprise.  To activate a slot, you may complete the normal user creation process in which the slot would then automatically be converted into the user created or you may follow the activation process listed below.

To Activate a Slot:

1)  From the enterprise menu, select View Accounts.

2)  Next to the slot you wish to use click the Activate link.

3)  Select the division you would like the account to be created in and select Create Account.

      ***Only applicable for enterprises containing mutiple divisions.

4)  On the Account Information screen enter the new user information. Required fields are:

• Username (ex. jsmith)
• Password (must meet password requirements listed on the right)
• First Name
• Last Name
• Phone

5)  When finished, click Next and proceed to the Price Plan screen.

• To customize the user plan (if applicable): 
                       - Select the Customize Plan button.   
                       - Add or remove plan features by using the check boxes to the left of each feature. 
                       - Click Save.    
   
• To select a base plan:
                       - Select the radial button next to the desired plan and click Finish.

 

To Cancel a Slot:

1)  From the enterprise menu, select View Accounts.

2)  Next to the slot, click on the Cancel link.

3)  Are you sure? If so, click OK.

***NOTE: Cancelled slots CANNOT be recreated.

Related Links: 
    - User Creation
    - Cancelling Accounts

Updating Billing information

To Add or Change Credit Card Information:

    1)  In the Preferences menu under Enterprise, select View or Change Billing Information.

    2)  To add a new card, select Add Credit Card.  When all required information has been entered, click Add.

    3)  To edit an existing card, click Edit.  Once you have modified  your information, select Save.

 

Related Links:
    -Billing & Technical Contacts
    - Company Profile 
    - Billing Inquiries

 

Upgrade Your Enterprise

As the Enterprise Manager, you may upgrade your enterprise to the ONmail Business Class plan.   In the Preferences menu, click Upgrade to ONmail Business Class  and follow the prompts.

Click here to learn more about  Business Class, and how to upgrade.

User Junk Mail Settings

To Set an Individual User's Junk Mail Settings:

    1)  From the Enterprise menu, select View Accounts.

    2)  Select the user you wish to modify.

    3) Click Junk Mail Settings.

    4) Set the Junk Mail threshold to the appropriate level, and indicate whether you would like to allow the user permission to change their own threshold level.

    5) Click SAVE.

 

Related Links: 
    - Global Junk Mail Settings
    - Users Junk Mail Controls

 

User Security Settings

The Enterprise Manager can modify security settings on an individual user basis including the ability to reset passwords.

To Modify Security Settings:

    1)  From the Enterprise menu, click on View Accounts.

    2)  Click on the user you wish to modify.

    3)  Click on the Security Settings button.

    4)  Password Settings:
            a. Reset the user's password
            b. Require a new password upon login
            c. Change password requirements
            d. Modify Session Timeouts

    5)  Modify the necessary settings & click SAVE.

 

Related Links: 
    - Password Requirements
    - Session Timeout Settings

 

Using Your Own Domain

Please follow the steps below in order to use your domain name as part of your email address:

1) If you currently do not own a domain name you will need to register a domain name with a provider. 

2) Request Domain to be approved for use in the ONmail system. Domain requests will be placed in pending status until the MX records for the domain are pointed to mail.bluetie.com

Note: You will have 7 days to point your MX records before the domain is rejected.

3) While in pending status, setup the email aliases for your account

Note: While in pending status, you will NOT be able to send / receive email using your domain name in the ONmail system.

4) Point MX records to mail.bluetie.com. Please keep in mind that there is a propagation period for the MX records to update throughout the Internet. The propagation time will vary between hosting companies so it is recommended to check with the domain hosting company to see how long the propagation period will take.   Once the MX records are pointed, you will receive an email indicating that the domain has been approved and you can then send and receive email using your domain email addresses. It may take a few hours for mail to start flowing to your mailbox. It may take a day or two before all email will flow into your mailbox. 

 

Viewing Divisions

To View a Division's Settings:

    1)  Go to the Enterprise icon and View Divisions.

    2)  Click on a division name to view the users included in that division, and any managers assigned.

    3)  Click Modify to view a division's settings.

 

Related Links:
    - Division Settings
    - Auto-Aliasing
    - Account Default Plan

Accessing File Cabinet Folders

1) Click the Files icon.

2) Your files will be displayed in "My Files". 

3) Double click on a folder to access it's contents.

Adding File Cabinet Storage

For additional file cabinet storage, contact your Enterprise Manager.

If you are the Enterprise Manager:

    1) Select the Enterprise icon and the user you wish to add storage to.

    2) Click Modify Access while viewing the user profile.

    3) Under Add-Ons, indicate the storage increment you would like to increase by in the drop-down menu next to Additional File Cabinet storage.

    4)  Click Save.

Changing Shared Access

To edit or remove access from a shared folder:

    1) Go to the Files icon.

    2) Select the folder under My Files.

    3) Click Share.

    4) Edit the desired access (Read-Only or Full Access) level by adding or removing users to the appropriate boxes.

    5) Click Done.

Check In/Check Out Shared Folders

Shared files can be checked in or out for edits by users who have access to them.

1) Go to the Files icon.

2) Highlight the file you wish to check out for editing and click Check out.

3) Once you are finished, highlight the checked out file and click Check In.

Creating New File Cabinet Folders

1) Go to the Files icon.

2) Click on the New Folder button.

3) Enter the name of the new folder and click Save.

4) To create a new subfolder within another folder, double-click on the folder in which you want to create the new folder.  Click New Folder, name the new folder and Save.

Deleting Folders, Subfolders, or Files

Downloading a File

1) From your File Cabinet, click on the file that you want to download.

2) Follow your browser's instructions for saving the file to your computer.

Moving a File or Subfolder

1) Select the item you want to move.

2) Click on Move.

3) From the Target Folder options, select the folder into which you want to move the selected item.

4) When finished, click OK.

5) To cancel, click Cancel.

Renaming a Folder

Sharing a Folder

Storing Email in File Cabinet

1) Select the email or the email folder, and then click Save to File.

2) Next, a file selection window will appear. Choose the folder for where you would like to put the email. Then click OK.

3) In the dialog box, select the options for which components of the email you wish to save, then click Continue.

Uploading a File

1) First select the folder into which you want to store the uploaded file.

2) Click Upload file.

3) Select the file(s) that you would like to upload by clicking Add and click Upload when all files have been selected.

4) The File Uploader will indicate the progress of your file transfer. Once it is finished, the window will display a confirmation message.

Note: While the uploader is working, you may move into other applications such as Instant Messaging or Email.

5) Click “OK” to close the pop-up window.

Note: Your file cabinet will automatically refresh to display the newly added file(s).

Using Shared Folders

View/Retrieve/Delete Trash contents

Audio Alerts

 Users have the option to enable or disable audio alerts.  Accounts are set to disable this feature by default.

To Enable:

    1)  Select the Instant Messaging icon at the top of the page.

    2)  An IM window will then pop-up.  From the IM window click on the Options button located under the text box.

    3)  The options screen will appear.  To enable audio alerts, check the box and click SAVE.

    4)  You will then be redirected back to the IM conversation screen.

Blocking Users

ONmail's Instant Messaging application allows users to block individuals that they do not wish to receive messages from.  Blocking a user will also prevent the user from being able to view your online status.  You will appear as offline to all users in your block list.

To Block a User:

    1)  From the application click on the IM icon.

    2)  Next, click on the Options button located under the text box.

    3)  Select the Add button below the block list and type in the username you wish to block.

    4)  Click OK and the user will appear in the Block list.

    5)  When finished, click SAVE.

 

Related Links:
    -Modifying Online Status

Changing Online Status

To Change Online Status:

    1)  From the application click on the IM icon.

    2)  Next, click on the Options button located under the text box.

    3)  You have the following options for dispalying your status:

• Display to everyone
• Display to users in my enterprise
• Hide

    ***The Hide option will indicate that you are Offline to all users.

    4)  Place a check in the box next to the desired status and click SAVE.

 

Related Links: 
    - Blocking Users

Currently Online List

Your Currently Online list will display users that are online for Instant Messaging.

Ending a Conversation

IM conversations are not deleted simply by closing the IM window.  A user must choose to end the conversation or must sign out of the account in order for a conversation to disappear.

To End a Session:

1)  From the IM window, open the conversation you would like to end (if you are talking with multiple users).

2)  Once the conversation is populated in the IM window, select  the Message drop down from the top of the screen.

3)  Next, select End Conversation, and the session will be deleted.

 

Managing Multiple Conversations

You may conduct many conversations with mutiple users simultaneously. 

To begin a conversation with a new user, enter their username in the "Send message to" field.  All users you are Instant Messaging will appear in the "Users" list in the IM window.  To switch between conversations, click on the user you wish to continue Instant Messaging with.

A new IM count will appear next to the username they were sent from.

Pop-up Notifications

You will receive a pop-up notification that says "A new instant message has arrived.  Would you like to view it? "   Click Ok to view the message and/or respond.  Click Ignore to go back to it later.  If you click Ignore, you can view the IM by clicking the flashing IM icon.

To disable these notifications, click on the IM icon, and Options. Remove the check in the box that says "Enable Pop-up Notifications".

Receiving Instant Messages

By default, you will receive an audio and pop-up notification of the delivery of a new Instant Message.  Click OK on the pop-up notification to view and/or respond to the IM, or Ignore to go back to it later.

The IM icon will flash as well, when you receive a new Instant Message.  You can also click on that icon to view your new IMs.\

Save Current Conversation

While in the IM client, click on the Messages drop-down menu and click Save As.  Choose the destination of where the IM conversation should be saved.

Sending Instant Messages

While viewing your Currently Online list, click on the username you wish to send an IM to.

You can also click on the IM icon, and manually enter a username. 

Type your message in the bottom box, and click Send or hit Enter on your keyboard.

Apple Mail

Please click the links below for instructions on setting up Apple Mail.

Eudora

Please click the links below for instructions on setting up Qualcomm Eudora.

Microsoft Outlook 2002 (XP) / 2003

Please click the links below for instructions on setting up Microsoft Outlook 2002 (XP) / 2003.

Microsoft Outlook Express / 2000

Please click the links below for instructions on setting up Microsoft Outlook Express / 2000.

Mobile Devices

Note: We do not support IMAP accounts setup on mobile devices

Setup instructions for configuring POP accounts on various mobile devices

Mozilla Thunderbird

Please click the links below for instructions on setting up Mozilla Thunderbird.

Completed Tasks

Users can access tasks from the My Day, Tasks, & Calendar pages.  To mark a task as completed use the following steps:

From My Day:

    1)  Located the Task List section.

    2)  Locate the task you wish to mark as complete.

    3)  Check the box next to the task.

    4)  The task will be marked as completed and will appear with a strike through it.

From Tasks:

    1)  Select the Tasks application and locate the task you wish to status. 

    2)  Check the box next to the task and it will be marked as complete.

                                                    OR

    3)  Right click on the task and select Edit Task.

    4)  Under the Details section, use the status drop-down and select Completed.

    5) Click SAVE.

From Calendar:

    1)  Right click on the task and click Edit.

    2) Use the status drop-down and select Completed.

    3)  Click SAVE. 

Related Links:
     -  Task Status
    -  Delete Tasks

Delete Tasks

Tasks can be deleted from multiple application screens.

From My Day:  

    1)  From the Task List section, right click on the task.

    2)  Select Delete Task.

    3)  Are you sure? If yes, then click OK.

From Tasks:

    1)  To delete ALL completed tasks, select the Delete Completed button at the top of the page.

    2)  To delete a single task, right click and select  Delete Task or click on the red "X" located accross from the task.

From Calendar:

    1)  Right click on the task and select Delete Task.

Edit Tasks

You can edit a task from the My Day, Calendar, or Tasks applications.

From My Day:  

    1)  From the Task List section, right click on the task.
    2)  Select Edit Task.

From Tasks:

    1)  To Edit a task from within the Tasks application you have 2 options:
             a.  Right click and select Edit Task. 
             b.  Double click on the task and the Task menu will appear.

 From Calendar:

    1)  Right click on the task and select Edit Task.

Related Links:
    - Task Status
    - Task Priority
    - Set Due Date

Modify Due Date

Users can modify a due date by using the edit task feature or by using the drag and drop feature in the calendar application.

From My Day:

      1) Right click and select Edit Task. 
      2) Change the Due Date and click SAVE.

From Tasks:

     1) Double click on the task to pull up the edit menu. 
     2) Modify the Due Date and click SAVE.

From Calendar:

    1) Right click on the task and select Edit Task.

                                      OR

    2) Left click on the task and drag & drop it into the day that reflects the new due date.

Related Links:
    - Set Due Date

New Task

Tasks can be created to include Title, Description, Priority, Status, and Due Date.  You can add a new Task from your shortcuts, Tasks Application, Calendar.

From Shortcuts:

    1)  Locate the Shortcuts section listed below the currently online or contacts listings on the left side of the application.

    2)  Click on the New Task link and fill in the appropriate fields.

    3)  Click SAVE.

From Tasks:

    1)  Select the Tasks icon from the top of the page.

    2)  Click on the New Task button.

    3)  Create your task and click SAVE.

From Calendar:

    1)  Click on the Calendar application icon.

    2)  Select the New Task button located next to the New Event button.

    3)  Create the task and click SAVE.

Related Links:
    - Task Priority
    - Set Due Date
    - Task Status
     

Set Due Date

Users can set a due date when creating a new task or by modifying exsiting tasks.

From My Day:

      1) Right click and select Edit Task. 
      2) Change the Due Date and click SAVE.

 From Tasks:

     1) Double click on the task to pull up the edit menu. 
     2) Modify the Due Date and click SAVE.

 From Calendar:

    1) Right click on the task and select Edit Task.
    2) Select the Due Date and click SAVE.

Task Priority

The following priorities may be chosen according to the urgency of the task:

• Low
• Normal
• High

This can be set when creating a new task, or by editing an existing one.

Task Status

You may update the status of a task to indicate progress towards completion.  The following status' can be chosen from the drop-down menu:

• Not started
• In progress
• Completed
• Waiting on someone else
• Deferred

To edit the staus of a task, double click on it within the Tasks, Calendar, or My Day applications.  When you check the box next to a Task, it's status will automatically be updated to Completed.

Book A Flight

To Book  A Flight Through Your ONmail  Account:

1. Enter your ONmail calendar
2. Click on the Book Travel button in the toolbar. This will bring up a window.
3. Choose your option to search one way or round trip travel
4. Enter the destinations for departure and arrival using either the name of the city or the airport code. (There is a link to see what airports exist)
5. If you want surrounding airports for arrivals/departures as well as the main terminal listed check the box for including nearby airports.
6. Enter departure and arrival dates (and times, if necessary)
7. By default the number of travelers is one adult aged 18-64. To change this or if you need more options Click on the advanced search link.
8. Within the advanced search you can then change the number of travelers, choose the airline, choose the cabin/class, and choose to display the reservation as a separate list on the calendar (which is the default) and you can check the preference of having a nonstop flight by checking the box
9. Then proceed by pressing search flights
10. If you are using the calendar, all available flights will be displayed.
11. You can view the details or choose the flight

12. If you chose a round trip flight after choosing the flight for arrival to your destination, then you will be given the choice of a return flight. Repeat the above steps 4-11

13. Press Book These Flights; when "Book These Flights" is clicked, a new window will open, and you will be redirected to the Orbitz website to complete booking this package.

Book A Hotel

1. Enter your ONmail  calendar
2. Click on book travel
3. Click on the hotel tab
4. Enter the destination based on city, point of interest or airport.
5. Enter a hotel (optional)
6. Choose check in and check out date.
7. Choose the number of travelers, by default its 1.
8. Choose the desired star rating, if no preference
9. Chose any hotel from the list of available hotels.
10. Press Book This Hotel; when "Book These Hotel" is clicked, a new window will open, and you will be redirected to the Orbitz website to complete booking this package.

How To Get Travel Documents Sent To Your E-mail Address

If you are unable to locate your original "Travel Document" e-mail or event within ONmail simply login to Orbitz and go to "My Trips" Under "Trip Tools", click e-mail itinerary".

Once you have clicked the link "E-mail itinerary":
Enter your ONmail  e-mail address in the form field (you can also add more e-mails separated by commas).
Enter in any note in the given field (optional).
Click "Send"

How To Recieve Confirmation The Flight or Hotel Was Booked

You will recieve an e-mail from Orbitz with your travel itinerary and travel selections. The information will be added to your ONmail calendar as a new event and a copy of the confirmation e-mail will be attached to the relevant event as a PDF.

Note: Users who do not have the travel featurtisement turned on but do have both e-mail and calendar can  have events added to their calendar based on the Orbitz confirmation messages.

Setting Travel Preferences

To Set Your Travel Preferences:

1) Click on Preferences

2) Choose Travel Settings

3) Here you can save time and set your Default travel settings for future searches.