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User Manual - CohereMail

1. When an attendee replies to an iCal invitation you will receive a notification email and the status of the meeting will be updated CohereMail will automatically reply on behalf of resources based on their availability The availability table On the right hand side you will see the availability table This table shows for every attendee resource its availability throughout the day Every time slot is coloured depending on the availability See the colour table below for the 84 Meaning of the single colours Free Busy Tentative Out of office Unknown These codes are set by the attendee when creating a new event in his her calendar A vertical white stripe bounded by a green and a red line marks the event s duration To move it simply change the event s begin and end times using the controls at the bottom To view availabilities for a different day use the Prev and Next buttons To see the availability for all the hours in the day early morning and late night select the Show full day option 85 Assigning a task to other people You can assign a task to other people CohereMail can automatically track the replies from other assignees and the updates to the task s progress To assign a task simply create a new task and then click on the Assignees tab In this window you can add an assignee by looking up its address using the Pick button or typing directly the assignee s email address Click the Add button to ad
2. Deleting an event To delete an event simply open the event and click the Delete button You cannot delete events that belong to a read only calendar 130 Reading emails To read emails click on the link for the email folder that you are interested in A listing of all the emails in the folder shown one page at a time will appear in the H3G window Below the listing is the mail window when the text of the selected email will appear To learn more about navigating in a folder and split views see here 131
3. 2 the username and password 3 your internet connection 4 ask your system administrator if you are enabled to access SyncML features your User class must have the permission 10 A window will prompt you to select which calendars and folders to create in Outlook and which folders to create in CohereMail The plugin can automatically create missing folders on both sides IMPORTANT your Outlook Calendar will be synchronized with your My calendar or its equivalent in your language calendar in CohereMail 11 Check that the mappings between the calendars and folders in Outlook and CohereMail are correct Tip you can also decide to synchronize only some of your calendars folders 12 Click on Finish to complete the setup Tip you can also synchronize your Outlook with multiple CohereMail servers Click on Tools Options Syncje to configure a new sync server 112 Auto Sync The Outlook Connector can synchronize periodically with the server To set these options click on the Tools menu select Options SyncJ e Edit Options Auto Sync see below Important the Auto Sync can also run when Outlook is not open so that when you open Outlook in the morning your data will always be up to date You will be asked to enter your Windows account password so that the auto sync can run even when you re not logged in 113 Manual sync In addition to the Auto sync mode you can also manually sync your data with your CohereMail server To
4. Creating a new filterss iiceoe ues eale a E E T E E auth 43 Adding multiple conditions and actionS ssssssssreressserrrrrrsrrrrrrre 45 CUCM cel TIC ee clean inaa aaa na Ea EEA SAE EEA ETa SEa eaaa 45 Dealing with SpamM sssssssssssssrrrrrrrsrrrrrrrrerrrrrrrrresrrrrrnsssrrrrress 46 Preventing spam emails using time limited email addresses 48 Audio and visual alerts for incoming emailS sssssssssrrrrrerrrrrrrne 49 Reading and sending emails from your Palm PocketPC mobile PhONe sasun E ELO Importing emails from Outlook or other applications ccceeee eee 51 The easy Waly crgeckiicevelauird ncdambenea a bats dacev eng eeieuh Eaei i e a ia aa 51 The Nard Wayin irine aeai a Sela bidaG te lad brat tiret Dae a a Rt i 51 Manually importing emails from Outlook Outlook express and EJOLA ekoi aa aaa a A a a a teal tate a a aaa co L Importing emails from Mozilla Thunderbird or any mbox file 52 A ESen e aana a a raaa aaaea daa a D aaea Ea ao a a Eaa E OAA ea EE 53 Files OVervlEWi nimre a a ia e a ce e a aa a o aaa a e aaa 53 File folders anea aa a a e a a E a ENTE 54 Uploading and downloading fileS ccccccceeeeeeeeeeeeeeeeeeeeeeeaeeeenas 55 Uploading files using the DrOWSEL cccceeee eects cesses eeeeeeeeaeeeeeneeees 55 Opening files using the DrOWSEL ccccecceeeee cnet eeeeeeeeeeneeeeaneeeaanes 55 Using CohereMail WebFOIETSS ccccccceceee esse eeeeeeeeeeeeeeeeanee
5. cue cei as iaae gee e a aa E AE T aa a aA 116 Important on network connectivity sssssssrsseserrrrrrrressrrrrrrese 116 SYNC With POCKGEPC i coco hace cite vn Shier i ia iaa A Aa A ates 117 WN DOTEON Gite Feel etek tata tit e aa a T Aa Aa eet ier eS T a 117 SV MC With Pal oea reed und set EE iene E A E O a 118 Sync with mobile PhONneS cccccccceceeeeeseeeeeeeeeeseeeeeeaeeeeeaneneaes 119 PVE DOIT aa ea i ethene etn e adnan AE Rice A otto og dm pobre EIEE ai 120 How do I open documents with Word Excel tc cceeeeeeees 120 To open attachments cc ives ioe ctee wen re tele cece as Rete e ee sbdemt echoes 120 To open documents that are in a file folder cccceeeeeee eens 120 To upload changes made to a dOCUMENT 0 cece eeeeeeeeeeeeeeaes 120 WAG easy Way ste sitet gh ttt tee ose i aha ne Oe tae tara ed 120 LOCKING iinta anaa a aeran aea ae e aa e a aa s taka nes adaa 120 How do I share an object with a group Of USESS cce cece eee ee ees 121 How do I create a mail address for a group Of USEIS cceee eee 122 How do I send an email to a group of users or all uSers 123 To send an email to a mailing liSt ccceeeeee eect ee eeeeeeeeeeeeeanees 123 To send an email to a user community or user GrOUP cece eee 123 To send an email to all the users of your GOMAIN cceceeeeeee eens 123 How do I setup a vacation reply MESSAGE ccceeeeee ee
6. e Microsoft Outlook e other applications or services that are able to export data to Outlook Importing contacts from Outlook 1 From Outlook select the menu item File Export 2 Choose to export you contacts or address book to a file 3 If requested choose to export using Comma Separated Values Windows as the format 4 Save the file to any location on your computer and remember the location 5 if you are using a non English version of Outlook open the file with a normal text editor and substitute the terms in the first line with the corresponding English terms from this group Title First Name Middle Name Last Name Suffix Company Department J ob Title Business Street Business Street 2 Business Street 3 Business City Business State Business Postal Code Business Country Home Street Home Street 2 Home Street 3 Home City Home State Home Postal Code Home Country Other Street Other Street 2 Other Street 3 Other City Other State Other Postal Code Other Country Assistant s Phone Business Fax Business Phone Business Phone 2 Callback Car Phone Company Main Phone Home Fax Home Phone Home Phone 2 ISDN Mobile Phone Other Fax Other Phone Pager Primary Phone Radio Phone TTY TDD Phone Telex Account Anniversary Assistant s Name Billing Information Birthday Categories Children E mail Address E mail Display Name E mail 2 Address
7. if they have an email address For more information see Mailing Lists You can input multiple addresses and separate them with a comma or semi colon G When you start typing an address or name in the field CohereMail will search through your contacts and show you a list of contacts whose name or address start with the letters that you have typed All the emails that you send are saved in the sent mail folder See also Sending mail attachments and Using a mail signature 37 Sending mail attachments When composing an email to send you can add attachments to it Click on the Attachments button at the top of the page A new window will pop up Click on the appropriate button to attach different types of documents e local files to attach files that are saved in your computer e CohereMail files to attach files that are saved in your CohereMail folders e contacts to attach contacts using the vCard format e personal details to attach your personal details using the vCard format To edit your personal details click on Change personal details in the Preferences page Once you have finished selecting the attachments click on Done to close the attachments window You can also go directly to the appropriate attachments page for the type of data that you want to attach by selecting it from the Attachments menu in the mail compose window To add or remove attachments to or from your email click on the Attachments button again T
8. so that you will not receive more emails from that address 35 Mail threads Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information When viewing an email you can view all the related emails in the same thread using the Thread link in the menu A mail thread includes the original email and all the replies sent by you and the other party from the original email Mail threads are tracked using a special header that is set in email messages by mail clients so email threads will not be recognized if a mail client does not set this standard header most mail clients do 36 Sending an email To send an email click on the New email link on the left In the To Cc and Bcc fields you can enter email addresses in different formats J oe null com Joe Bloke lt joe null com gt Tip If you want to send an email to a colleague that has a CohereMail account in your system you can simply input his her username Joe You can also pick contacts from the address book by clicking the To Cc or Bcc button If you do so a new window pops up with a list of your Contacts Navigate through your contacts as in a normal folder and check the To Cc Bcc boxes next to the names of the people that you want to send the email to You can also select an entire folder of contacts In this case all contacts contained in that folder and its subfolders will receive the email
9. CohereMail menu Disk usage on shared objects When you share a file folder or a message board you remain the owner of the object and therefore you are responsible for it For example if someone uploads a file in a folder that you are sharing this will increase your disk usage and not the other user s 18 Quick tutorial Login To login just access the main page ask your system administrator for its address from your browser Enter your username and password in the apposite boxes Note that the password is case sensitive so MyPassword is different from mypassword The username is not case sensitive 19 The CohereMail window browser The CohereMail window consists of a simple menu on the left hand side and some content in the centre right section The CohereMail menu You can access the various features of CohereMail by clicking on links in the menu Important some links have a sign next to them Click on it to expand the menu Click again to collapse the menu Practice by navigating through the various links You can access this help at any time by clicking on the Help link on the menu The content pane The content pane is located in the right hand side of the window It displays emails calendars files folders and every bit of information that you access from the menu 20 Set up your preferences Click on the Preferences link in the menu window A preference page will appear Click on the g
10. Preferences SyncML page If you add a calendar or contact folder to your account it will not be included in the synchronization operations by default You need to explicitly enable it in the Preferences SyncML page The Only From option in the Synthesis SyncML client is not SyncML standard and must not be enabled 117 Sync with Palm Currently you can sync your Palm device with CohereMail using a third party software We plan to release a CohereMail client for Palm soon The software that we currently recommend is provided by Synthesis AG Its functionality is completely equivalent to the software for PocketPC so please consult this section for installation instructions 118 Sync with mobile phones Many modern mobile phones support the SyncML protocol to sync contacts and events It is impossible to give detailed instructions for every model however see the instructions for PoketPC especially the initial configuration of folders and calendars to sync Important Before starting login into CohereMail with your web browser and go to Preferences SyncML Here you can select which contact folders calendars to sync with By default no folders calendars are selected The basic parameters are always URL http www yourserver com CohereMail sync username password your CohereMail username password If you are a user of a virtual domain use user domain com as username Store names or db names contacts even
11. When you share a message board with other users you remain the owner of the message board This means that if a user posts a message to the message board your disk usage will increase rather than the other user s 12 Accessing shared message boards If you want to access a message board shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared message board This is to give you the choice of which message boards you want to access and which you don t Imagine that user Joe has shared a message board with the name project x discussion with you To link to the shared message board 1 click on Message boards on the CohereMail menu 2 click on New link 3 input the username of the person that is sharing the message board in this case input Joe and click Next 4 you will be shown a list of all the shares that are available to you 5 select the share that you want to access in this case select project x discussion 6 input a name for this link or leave the default name 7 if a password is required to access the project x discussion input it 8 click Ok to create the link 73 Audio and visual alerts for incoming messages By default CohereMail checks your account for new messages every 10 minutes When new messages are found in any message board an alert sound is played and a sign appears in the title bar of your browser The number of
12. You will need to specify the destination message board from the apposite selection box that will appear This action is very useful if you want to share incoming emails with colleagues or friends For instance your administrator could set up a mail alias so that all the emails addressed to sales yourcompany com reach your mailbox if you are the sales manager Then with a filter you can publish all the emails directed to sales yourcompany com to a shared message board so that everyone with access to the message board will see the email and will be able to act upon it Another useful purpose of this filter is for instance to share a newsletter that you receive every day with your colleagues without having everyone to subscribe to the same newsletter e copy the message to message board as the previous one but the message is duplicated rather than moved e move the attachments to file folder moves the message and all its attachments to a file folder You will need to specify the destination folder from the apposite selection box that will appear This action is very useful to automatically store all the attachments that are received via email as a reference repository that can be shared for instance Another possible use is to take snapshots with a mobile phone and email them so that the filter is activated You can set the filter to save the pictures to a folder and if the folder is shared with DirectFiles you have them instantly available on the
13. a page move the mouse over the x to y of z label and select the appropriate number from the apposite submenu that will appear Tip you can set the preferred number of items per page in Preferences Items are listed in a particular order ex by subject by date etc To change the sorting click on the appropriate column heading ex Subject if you want to sort emails by subject If a column heading does not change color when you move the mouse over it then it is not possible to sort for that column To reverse the order of sorting i e instead of sorting the Subject from a to z to sort from z to a click a second time on the column header This is very useful with dates where you can see the most recent and the oldest items easily Tip Note the small symbol that appears next to the sorted column it indicates which column is used for sorting and if the current sorting order is ascending or descending To open view an item click on it the link is usually the email subject or the file name and so on Since sometimes a folder can contain subfolders it is important to know where you are in the navigation and to access parent folders easily A navigation bar is always displayed at the top of the page with links to access every parent folder For instance if you are viewing files the navigation bar may read Files My documents Invoices 2002 To create new folders click on the Folder New Folder link on the page
14. actions available for a filter e delete the message simply deletes the message so that it will never reach your inbox This is useful for spam mail e move the message to mail folder moves the message to a different 43 mail folder the default is in for normal mails or a specified folder for messages retrieved through external POP3 accounts This is useful to keep your email organized You will need to specify the destination folder from the apposite selection box that will appear e copy the message to mail folder as the previous one but the message is duplicated rather than moved e mark the message as read marks it as read so that it will not show up in notifications e forward copy to mail address forwards a copy the message to another email address either on CohereMail or outside You can forward to multiple addresses simply by adding multiple forward actions If you don t want to keep a copy in your account add a delete message action e send automatic reply sends an automatic reply to the sender of the message that triggered this filter This is useful for announcing vacation periods etc By using different filters with different conditions you can set up multiple automated replies To avoid loops of auto replies CohereMail will not send an auto reply to an address if it already sent an auto reply to that address in the previous hour e move the message to message board moves the message an all its attachments to a message board
15. all the information for a particular project rather than scattering it in the mailboxes of many people In your CohereMail account you will find a Files folder This folder can contain files or other folders pretty much in the same way of any normal operating system The files contained in your account are called CohereMail files and are stored inside the CohereMail server whereas we will refer to the files stored on your computer as local files File management in CohereMail has many advanced features that makes it even more useful e your file folders are fully integrated with the other CohereMail functionalities For instance you can send your CohereMail files as email attachments or save email attachments directly to your CohereMail folder e you can share file folders with other users setting access permissions read write etc passwords and so on e when sharing files you can lock a document that you are working on so that other users will be prevented from changing it e you can access your files from a PC browser and from a PocketPC device e you can access your CohereMail files directly from your desktop as a normal network drive This is very useful because you can operate on your CohereMail files pretty much in the same way as local files ex double click on a file to open it copy and move files with simple drag amp drop mouse operations etc you can easily publish some of your CohereMail files on the web and make
16. click on Preferences and then Messenger and disable the appropriate box You need to logout from CohereMail and re login for the change to take effect You can enable the integrated messenger at any time Tip to simply disable the alerts when other users login click on the Options button and uncheck the corresponding option 106 How to integrate the messenger with MSN Yahoo AIM ICQ networks It is possible to use an external client like Gaim available for free in Windows and Linux to connect to the CohereMail chat and to other networks at the same time from the same buddy list For more information on how to setup Gaim see this article in the knowledge base 107 Preferences Preferences CohereMail lets you set many preferences to personalize your account Amongst the things you can change e language of the interface e time zone e date and time formats e start of week e layout if your site has multiple layouts available CohereMail has one layout by default but more can be added ask the administrator for more details e screen colors theme e font size e disable enable preview panes e number of rows per page listed e show hide completed tasks enable disable automatic email checking If enabled CohereMail will check for new email and messages periodically you can set the interval and notify you when new mails messages are available e mail signature password your personal details To access your
17. connected to your computer Wireless options include WiFi GPRS or 3G connectivity Bluetooth communication through an internet enabled mobile phone or other means Before trying to sync your data using a PDA or a mobile phone ensure that your device has proper internet connectivity and that it can connect to normal internet web sites 116 Sync with PocketPC Currently you can sync your PocketPC device with CohereMail using a third party software We plan to release a CohereMail client for PocketPC soon The software that we currently recommend is provided by Synthesis AG Visit http www synthesis ch and click on the Download now link Follow the installation instructions Important Before starting login into CohereMail with your web browser and go to Preferences SyncML Here you can select which contact folders calendars to sync with By default no folders calendars are selected Configure the sync client according to the following screenshots It is important that you use contacts events and tasks as server paths as shown No spaces all lowercase Important When you create a new contact on the Pocket PC device it is saved in your Contacts folder in CohereMail This can be changed in the Preferences SyncML page When you create a new appointment or task on the PocketPC device it is saved in the calendar that you setup as default in Preferences Calendar in CohereMail This can be changed in the
18. document that you downloaded from CohereMail you need to save it to a location in your computer use Save as and then upload it back to CohereMail The easy way Use WebFolders to access all your documents in CohereMail as if they were in a normal drive Double click on a document to open it When you save it it will be automatically saved back to CohereMail Locking When editing a document that is in a shared folder consider using file locking to prevent others to modify the same document at the same time Word and Excel are registered trademarks of Microsoft Corporation 120 How do I share an object with a group of users CohereMail gives the possibility to define user groups and every user can share objects with such groups of users Every domain has its own user groups Only the domain administrator can define user groups and assign members to groups To manage user groups simply click on Administration User groups 121 How do I create a mail address for a group of users You can create a mail address that is visible to multiple users ex sales mycompany com This is an operation that only the Administrator can do Simply click on Administration Mailing lists See global mailing lists for more details You can also restrict who is allowed to send emails to the list only some users members of the list and so on Tip you can also create an alias to yourself then setup a mail filter that saves m
19. eee ee eene eens 124 How do I publish web pages u cs 0 succes esteiiesemeaeietandloe ncknibledabee 125 How do I publish pictures from my camera phone cccseeeeeeees 126 Preparation R TE E Such cn Ni E antes ahr icon Gea eN tts Ste eie Cranes 126 Taking pictures and publishing them cccccceeseeeeeeeeeeeeneeeeanees 126 How do I send a link to a file in my CohereMail documents 127 SUPPORT deee inition sub nat cin ak atin dle s nd E e t E e E AE dus 128 HOW to obtain Supports dencunitedurs sanii ie a san susidis devin encels 128 ASSIGNING A TASK TO OTHER PEOPLE cceeeeeeeeeeeeeeeeennnes 129 The list of ASSIQNCOS iis we ndann nein wexnemnacanhertaiwucetcestanrastgeesisiemos tes 129 ADDING EDITING AND DELETING EVENTG ccccceeeeeeeeeaees 130 PUG daten aia eant a aA TA a E a a ea AEA AAE AAAA EA A ARE a ia 130 Calenda Tis ar aie dicen euszenacaneunetun tenths EEA EA E E AEAEE 130 De leting an eventir n a E EA E A E E EE AT 130 READING EMAILS eeraa nyi a E EA EEE EEEE EA 131 Welcome to CohereMail This is the online help of CohereMail where you can find information on how to use CohereMail at its best Please use the Content tree the Index or the Search facility to locate the information that you need More information is usually available on the CohereMail web site at the following address http www CohereMail com support html What is CohereMail CohereMail is a tool that let y
20. files or accessing files shared by another user you may want to edit a particular file It may take you some time to work on the file and in the meantime another other user may decide to edit it as well Imagine that you finish working on that file and you upload it back to the shared folder If the other user finishes after you and uploads his her copy of the file the changes that you have made will be lost To avoid this situation you can lock a file before starting editing it When you lock a file e other users will see that the file is locked since when and by who e other users will not be able to lock the file or to update a new version of it or to delete rename or move it e other users will still be able to view the file i e open for reading and will be able to change it and save it with a different name After you have uploaded the updated version don t forget to unlock the file so that other users will be able to change it To lock unlock a file e navigate in the appropriate folder and select the file by checking its select box e pick the Lock or Unlock action from the page menu Important only two users can unlock a locked file the user that originally locked the file the owner of the file i e the user that is sharing the file with others To see whether a file has been locked If a file is locked the folder page that contains it will display who has locked it and since when This information is also avail
21. for each project A calendar is accessible under the Calendar menu to view appointments and tasks that have a particular due date and the Tasks menu to view all your tasks You can share Calendars with others users for instance a project calendar can be shared with all the users involved in the project You can choose to view all calendars at the same time to have an overview of all your appointments and tasks or only on some calendars e to view all your calendars click on the Calendar link on the menu e to view a single calendar open the Calendars menu and click on the name of the calendar e to view a specific group of calendars open the Calendars menu click on Manage select the calendars that you want to view and click View selected e to create a calendar click on Calendar on the menu and click on New calendar at the bottom of the page e to rename or delete a calendar click on Calendar on the menu and click on the Properties and sharing link relative to the calendar that you want to rename delete When working with calendars the title of the page will always tell you which calendars you are looking at For instance you may see My Calendar Group calendar 11 Day week and month views CohereMail provides you with different views of the calendar e day view e week view e month view e tasks view To switch from one view to the other click on the corresponding link in the page menu Tip in every view tasks
22. is files or contacts calendars or message boards This simplifies the use and makes the interface more consistent Security When you share an object you define what operations other users are allowed to perform on that object You may want to give read access i e the permission to read to all users but write access only to some and so on 32 Mail Mail overview CohereMail supports full email functionality You can access your email using a web browser webmail a PDA a WAP device or a Java phone In all these modes email is inherently synchronized This means that if you read an email in the browser it will appear as read in the WAP device and so on When you send an email you will be able to retrieve it in the sent folder in any device No device synchronization is necessary Additionally you can access your email using a traditional POP3 client this option can be disabled by the system administrator 33 Mail folders You can organize your email in different folders By default your CohereMail account has 3 email folders e in where incoming messages are normally stored e sent where is stored a copy of every message that you send e drafts where you can save unfinished messages to send them at a later time Unread emails are displayed in bold and have a closed envelope icon You can mark one ore more emails as read even if you haven t read it them You can also mark one or more emails as unread to re
23. link to your folder e When finished click on Ok to create the share 57 Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Linking to a shared folder Unless you are the CohereMail Administrator the share that you create will not automatically appear as a new folder in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share The equivalent in the Windows world is to map a network drive See accessing shared folders For the Administrator when you share a folder to Public or to all the users of your domain all users will automatically see the folder without having to create the link This is the preferred way to create a company wide shared folder If you share a folder to selected users communities groups the selected users will automatically see the folder In any case users will need to re login or click Reload on their menu to see the new folder When installed CohereMail automatically creates a folder called Group documents shared to all users with write permissions you can change or delete it If you are the manager of a community and explicitly share a folder to users of your community or your entire community the selected users will automatically see the shared folder How to change the properti
24. menu To rename or delete a folder click on Folder Properties amp sharing link on the page menu 30 Full screen and split views Mail folders and message boards are by default displayed with a split view the upper half of the window displays the listing the lower half the current selected message You can select to have a full page listing or to have a vertical split listing on the left message on the right or to switch between split and full view by clicking on the icons on the top right corner of the page Horizontal split views are enabled by default you can change this setting in the Preferences General section 31 Sharing information One of the most useful features of CohereMail is the ability to share information with other users Information can be documents contacts calendars or message boards Sharing is much more powerful than using simple emails e there is always one and only version of the information be it a document or an address book the most up to date There is no risk of having different people looking at or working on an older version e if some new user becomes part of the team he can immediately access all the relevant information without having to spend time collecting documents from other users e there is no risk to forgetting to send a copy of the information to someone keeping him her out of the loop Using CohereMail the procedure to share information is the same whether it
25. name for the file and pick a place on your hard drive to save the file For easy access save the file on the desktop How to reconnect to your WebDAV folder If you have saved the connection to a file just double click on the file and your WebDAV folder will show up automatically You will not be prompted to enter a username and password This can be a security risk How to create a permanent server log in Just place the saved connection file into the Startup Items folder within the System folder on your hard drive Everytime your computer boots you will be logged in to you WebDAV folder automatically How to access CohereMail WebFolders using Linux There are several open source projects to mount a webfolder to the Linux file system Please visit http www webdav org for more information The latest releases of the Gnome desktop support WebDAV natively 64 Accessing files from your PocketPC device Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information You can use your PocketPC device to access your CohereMail files even files shared by other users or email attachments You can open files using the PocketPC web interface of CohereMail Due to browser limitations file upload requires a complementary software that needs to be installed on your PDA More info at http www CohereMail com upload html 65 Message boards Message boards overvi
26. nonen ini ea a oad E E E E E ENEA E EREA 92 Folder operationS sssssssssrrrrrrresssrrrrresssrrrrrrrsrrrrrrrrsrrrnrrrrresrrn 92 Viewing creating and editing CONTACKS ccccc eee eee ee eee ee eenee ees 93 Moving copying and deleting CONtACtS ccccceceee eee ee eeeeeeeneeeeeas 94 Sharing contacts with Other USEPS ccccceeee eect ee eeeeeeeeeeeeeaaeeenaas 95 S COUN iess cet Son tinted te cuit ben et beret TE a a e a a a a a conte 95 How to share a contact fOlder cece ccceeeeeeeeeeeeeeeseeeeeaneeeennnes 95 Linking to a shared Folder ccchiol a acu cote d tA alae dena teesihs ake 95 How to change the properties Of a SNAre ccccee ee eeeee eee eeeeees 96 How to un share a TOldel acai ies Soren ore dae ed baa cele oie Had Ohad aty We natal dee 96 Accessing shared contact fOlderS cccaecneenenenenemenemenenemenenen OD The User directory risene Bean etait a nice Ss R O AAE 98 Importing contacts from Outlook or other applications 0 5 99 Importing contacts from Outlook ssesssssrsssssrsrrrrrrrrrrrrrrreerrrrre 99 Importing contacts from other applications services 100 MESSENGER CHAT erna e aaa e TAA E naa E Eae 101 Messenger OVerV eW ssssssrrsrsrrrrrrrrrrerrrrrrrreesrrrrrreeesrrrrreesen 101 How to access the Messenger sssssrrrrressrrrrrersssrrrrrrrsrrrrrrrrre 102 Integrated Messenger client sssssrrrrssssssrrrrressrrrrrresrrrrrrrrere 1
27. particular words in the subject or body or that were sent at a particular date or even a combination of these conditions To search emails click on the Search link under the Mail section in the menu Enter the text that you are searching for in one or more of the following fields e From e To Cc Bcc e Subject e Text For each of these fields you can choose different match types e any of these words if you entered multiple words in the field the search will return all the emails that contain at least one of the words in the corresponding field e all these words if you entered multiple words in the field the search will return all the emails that contain all the words in the corresponding field non necessarily in that order or contiguously e this exact phrase the search will return all the emails that contain the exact phrase even multiple words in the corresponding field e this exact phrase in the beginning as the previous one but only if the phrase is at the beginning of the field You can also specify that you want to search for emails whose date is before and or after a certain date in the Date section If you leave the option box as None the condition will not be matched otherwise select This date and specify the date Finally you can select which folders you want to search in By default all the incoming folders are selected You can invert the folder selection by clicking on the icon e If you enter multiple cond
28. preferences click on the Preferences link in the menu and then on the preference group that you want to change 108 Changing your password It is a good security practice to change your password periodically and to use passwords that are not easy to guess by someone who knows you Whenever you login the Homepage page tells you when was the last time you logged in and when was the last time that you changed your password To change your password you can e click on change password in the Homepage page e click on Preferences on the menu click on General and click on the Change button in the Password field 109 Personal details Your personal details inform other people about you Your personal details are used by CohereMail in different ways e your personal details are published in the User directory if enabled by the Administrator e the name and email address that you set in your personal details will be used in the From field of the emails that you send e your name is always displayed at the top of the CohereMail menu You can also send your personal details as an attachment using the vCard format To edit your personal details e in the Home page click on change in the line about your screen name e or click on Preferences in the CohereMail menu click on General and click on the Change button in the Personal details field 110 Outlook connector Overview Note this feature requires a commercial SyncML connector li
29. the top right corner of the window See Full screen and split views 23 Send an email To send an email click on the New email link from the mail menu In the To Cc and Bcc fields you can enter email addresses in different formats J oe null com Joe Bloke lt joe null com gt If you want to send an email to a colleague that has a CohereMail account in your system you can simply input his her username Joe You can also pick contacts from the address book by clicking the To Cc or Bcc button When you start typing an address or name in the field CohereMail will search through your contacts and show you a list of contacts whose name or address start with the letters that you have typed You can input multiple addresses and separate them with a comma or semi colon G All the emails that you send are saved in the sent mail folder 24 Delete some emails If in the previous steps you have downloaded some emails you may want to delete some of them To perform an operation on a block of emails first select the emails that you want to operate on You can select emails by clicking in the small box next to the envelope icon To select all the emails that are not selected and unselect all the emails that are selected you can also click on the small icon that is at the top of the column where the select boxes are For instance when no emails are selected clicking on the toggle icon will select all the emails of t
30. time Events can be either full day like a birthday or have a start and end time To set the start and end time select date and time in the begin and end fields You can pick a date by clicking on the icon and selecting the date from the pop up window that will appear Calendar Finally if you are viewing multiple calendars ex My Calendar Group calendar you can select which calendar this event belongs to Note you cannot save events to a calendar that is read only Deleting an event To delete an event simply open the event and click the Delete button You cannot delete events that belong to a read only calendar 80 Tasks You can organize your and your team s work using tasks Task properties Tasks can have a due date or not and are either in the state of completed not completed or overdue The tasks state is always displayed by small coloured icons e Green for completed tasks e Yellow for not completed tasks e Red for overdue tasks i e tasks that are not completed and past their due date Like events tasks belong to a specific calendar ex My Calendar or Group calendar or other calendars Viewing tasks e You can view tasks that have a due date in the day week or month views e To view all the tasks click on the Tasks link in the Calendar menu on the left or on Tasks in the calendar page menu e Due tasks pending are also displayed in the Homepage page Tip you can show hide the tasks that ar
31. to the CohereMail server If you are the Administrator if you installed CohereMail using the Windows installer you can click on the CohereMail Login icon in the CohereMail program group in the Start menu 10 Language The CohereMail interface supports multiple languages Every user can choose which language to use by setting the appropriate Preference CohereMail comes already with some language translations but if your language is not available you can visit our web site to find out if a translation is already available or even create the translation yourself Consult the Administration documentation for more details 11 Conventions Paragraphs coloured in orange contain useful tips that can simplify the way you work with CohereMail Paragraphs coloured in blue contain information that is specific to the System Administrator admin user Paragraphs coloured in green denote CohereMail features that require a commercial license or are available as demo in the free license CohereMail Lite more information 12 License information Some features of CohereMail require a commercial license CohereMail Professional These features are listed at http www coheremail com The CohereMail Lite license free enables these features only for a limited period of time from the date of installation as a demo When the demo period expires the commercial features will no longer be available You can then decide to purchase a comm
32. use the navigation bar at the top of the page To create a link to a folder shared by another user click on New link Some folders can be read only because they are shared with limited permissions by another user You can check if a folder is read only in the line at the bottom of the page Finally all the normal folder operations apply If you are the administrator in the root folder you will find the All server files which contains all the files on the server that are accessible to the CohereMail server process including eventual network drives You can share parts of the file system to CohereMail users Disk quotas do not apply to this folder or shares on this folder Be careful on what you share This folder can be completely disabled in the server configuration 54 Uploading and downloading files The most common way to store a file in your CohereMail account is to upload it Uploading files using the browser To upload a file navigate to the folder where you want to store it create the folder if necessary and then click on the Upload link If the link is not available it means that you cannot upload files to that folder the folder is read only In the upload page click on the first Browse button to locate on your local computer the file that you want to upload You can upload up to 5 files at a time Note that there could be a limit set by the Administrator on the maximum total size of an upload Tip if you want to
33. 02 External ab ber cChenteiiroecoecicesecwes seeders ves core neste ss bostaeendieriweres 102 Using the integrated MESSENGEL ccccceeeee cece ee eeeeeeeeeeeeeeeeeeeaanes 104 Messenger GIGS iii o bcecswerireiien on 0d eewsmiadeoaeeboubeduncne eonagentiaebaaeraed ons 105 Disabling the integrated MESSENGEL ccccce cece eeeeeeeeeeeeeeaeeeeennees 106 How to integrate the messenger with MSN Yahoo AIM ICQ NEL WORKS tools Aida Det ome dts mem tin eae nd obwate nice Monat maduirae bound Aa 107 PREFERENCES a e cad eile teueeates Manes ered Ayan A 108 PRCT OCRCNICOS oc na daehnccb dec aeara Aia nE a a E EAA EAEAN EEEE AA ENa 108 Changing your DaSSWOlG sss cia we xn ovedvuxtea teint be dev ane deruxeauenetre vues eres 109 Personal Get all Ses sicedoveednrete denser buen i doet piss teotedehea Na 110 OUTLOOK CONNECTOR e preen annn ekaa A E E a 111 OVVIE W i eaae E a a A E AE E Ea teins 111 A quick note of integration with CohereMail ssssssssrsessrrrrrrrse 111 Installation sessies ie aA A AA ten ade aaa aaa 112 Requirements iasa n e a densidad E EE E ANENE 112 Download vee ttiabaeteutriw iio bad onda dauubidn Sach ATTE a 112 Installation a eases e a eee E E nccta sont RA aE aun 112 AUTO SYNE ia enra EAS AE EA AE EEE EE EAE aa REA E Aa T aiaa a 113 Manual SYNE seiis casinoda iie E TO E a A a E D 114 OPTIONS eaaa aa ia a a a a a a i aaa ele a a eA aaea 115 SYNCML WITH PALM POCKETPC AND MOBILE PHONEG 116 OV EIVICW iia
34. E mail 2 Display Name E mail 3 Address E mail 3 Display Name Gender Government ID Number Hobby Initials Keywords Language Location Mileage Not es Office Location Organizational ID Number PO Box Private Profession Referred By Spouse User 1 User 2 User 3 User 4 Web Page 6 Note that if you edit the file with MS Excel and then save it in some countries the field separator used by Excel is a semicolon If this is your case open the file with a normal text editor and replace the semicolon with a comma 7 In CohereMail navigate to the contact folder where you want to import your contacts 8 click on Import 9 click on the Browse button and select the file that you saved at step 4 10 the file will be uploaded to CohereMail and all the contacts saved to the folder 99 Important if the folder already contained contacts with the same name as the contacts that you import the old contact will be replaced by the imported one Importing contacts from other applications services Many applications or online services can export contacts in a format that can be read from Outlook CSV Please consult your application documentation and export your contacts as if you were going to import them in Outlook then follow the previous instructions from step 6 Outlook is a registered trade mark of Microsoft Corporation 100 Messenger chat Messenger overview Note this featu
35. Reload clears your current CohereMail session It is almost equivalent to logging out an logging in again Logout logs you out of CohereMail Last check displays the last time that your browser has connected to CohereMail server to check if there are new messages or events You can set the frequency of this check or disable it from the Preferences page If the check is enabled and the time doesn t change it probably mean that a network problem has occurred and your browser cannot connect to the server Try logging out and logging in again Check now force the check to take place immediately Messenger if enabled displays your online status for the integrated instant messaging client Click on it to open the instant messaging window 29 Moving around folders When viewing the content of a folder be it an email folder a file folder or other you are presented with a list of the items mail messages files contained in that folder To avoid long listings items are presented in pages ex the first 25 the second 25 and so on To move between pages click on the and buttons if they do not appear it means that this is the first and or the last page Note the numbers next to the link that indicates which page you are viewing and how many items in total are in the folder ex 1 to 25 of 130 means that there are 130 items in this folder and you are viewing the first 25 To change the number of items that you want to be displayed in
36. able in the file property page accessible by clicking the Properties link corresponding to the file Locking folders You can also lock an entire folder When a folder is locked all the files in that folder and its subfolders are implicitly locked as well so they cannot be modified by others Other users are also prevented from uploading new files to the folder To lock or unlock an entire folder you can either follow the same procedure used to lock a file see above or click on the Lock or Unlock links in the Folder menu 60 Publishing files on the web CohereMail DirectFiles CohereMail lets you publish web pages and other files on the web in the easiest way Whenever you share a file folder the folder is automatically accessible from the web as well more precisely from every computer that can connect to your CohereMail server if your CohereMail server is located in an intranet only computers on the intranet will be able to access your pages This feature is called DirectFiles Using CohereMail DirectFiles you can give other people a simple internet address and by just typing it into their browser they will be able to view your folder and its files DirectFiles is the easiest way to share files with people that are not part of your organization and do not have a CohereMail account on your server DirectFiles Internet address The Internet address also called URL of a shared folder depends on your username and the name o
37. ail WebFolders Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information The easiest way to access your CohereMail files is to use CohereMail WebFolders CohereMail WebFolders lets you access your CohereMail files directly from your desktop as a normal network drive and is the easiest way to manage documents in CohereMail With CohereMail WebFolders e you access your files as a network drive and work with them with all the normal operations as any other file e you don t need to open an internet browser e you can double click on a file to edit it and when you save it it is saved directly in CohereMail e you can drag amp drop files to and from CohereMail and your computer e you can move or copy entire folders to and from CohereMail and your computer e all the normal security controls are still valid so you are requested your password the first time you open WebFolders and the communication can be encrypted using HTTPS e WebFolders is firewall friendly because it uses the normal HTTP or HTTPS port How to access CohereMail WebFolders using Windows WebFolders requires a recent version of Microsoft Internet Explorer to be installed usually 5 5 or higher 1 double click on the My Network Places icon on your desktop if this icon is not available upgrade Internet Explorer 2 double click on Add Network Place 3 input the address of your CohereMail WebFolde
38. al period more information You can book resources like meeting rooms projectors company cars etc by creating a new event and adding the resource to the list of required attendees Resources are defined by the Administrator in the Administration Resources page 87 Sharing a calendar with other users CohereMail lets you share a calendar with other users to let them view your schedule or even post appointments Shared calendars are useful in many circumstances e to let others view your schedule without changing it by sharing the calendar with read only permission e to keep a sport club calendar of events e to coordinate work on a project keeping track of due dates meetings with the client and organize individual tasks Security You can share a calendar with every user or you can make it accessible only to some users either by specifying their username or by setting a password for the calendar Tip you can also make the calendar read only so that users can view events and tasks but cannot create or change them How to share a calendar To share a calendar e open the calendar e click on Folder Properties amp sharing e click on New share e select a name for the share this can be the same name as the calendar or something that can be more meaningful to the other users other users will know the calendar by its share name e click the Next button e check what users communities user groups you want to grant t
39. all the messages posted in that topic For every message you re shown the most relevant message information Sender subject the text of the message and if present the attachments By default CohereMail shows you the messages in the preview pane the lower half of the window under the folder listing You can also read the messages in full screen See Full screen and split views for more information Messages that have an attachment show the icon If you click on the icon you are brought to the bottom of the text where the attachments are listed Here you can e Open the attachment in a new window e Download the attachment to your drive e Save the attachment in your CohereMail files Click on the appropriate link for the operation To reply to a message thus adding a new message to the topic click on the Reply link The reply will be posted in the same message board and topic To create a new topic click on New topic If you have the appropriate permissions you can also delete the message 68 Posting messages To post a message to a message board as a new topic simply click on the New topic link in the message board listing If you want to reply to a particular message open the message and click Reply In both cases a new page will open and you can start typing the subject and text of your message Note the message board could be shared as read only in this case the above links will not be available and you are on
40. and events are displayed using different colours to indicate which calendar they belong to This is useful when you are viewing multiple calendars ex My Calendar Group calendar in a single view Day view When you first open a calendar you are presented with the calendar view for the current date today You are shown all the appointments in the calendar and the tasks that are due for the current date there might be other tasks that do not have a due date or that are due on a different date to view them click on the Tasks link to open the Tasks view e to view a different date click on the icon at the top right corner and select the new date in the popup calendar that appears e to go to the previous or next day click on the or button in the page menu e to view an event or a task click on the event or task title e to add an event click on New event in the left menu under New mail or click on a line in the page to set an appointment for that time e to add a task click on New task in the left menu under New mail Week view The week view displays all your tasks and events for a given week You can open this view by clicking on the Week link in the navigation bar e to view a different week click on the icon at the top right corner and select the new date in the popup calendar that appears e to go to the previous or next week click on the or button in the page menu e to view a specific day click on the day s date e to view a
41. any contacts are kept These could be emergency numbers providers customers etc e you may find other folders depending on your Administrator s decisions Folder operations You can create other folders as well either in the root or in one of the subfolders There is no limit to the amount of contacts and folders that you can create and store To open the root folder simply click on the Contacts link in the CohereMail menu You will see a listing of the content of the folder for instance you should see the Group contacts folder To view the content of a folder simply click on its name You can also access the subfolders of the root folder directly from the menu To create a new folder click on New folder and enter a name for the folder You will be taken to the new folder which is initially empty To navigate to a parent of a folder use the navigation bar at the top of the page To create a link to a folder shared by another user click on New link Some folders can be read only because they are shared with limited permissions by another user You can check if a folder is read only in the line at the bottom of the page Finally all the normal folder operations apply 92 Viewing creating and editing contacts To view an existing contact simply navigate to the folder where the contact is saved in or search for the contact and then click on the contact s name To create a contact you can e click on New email New contact i
42. ark the tasks as completed e use multiple calendars to organize you personal and group schedule you can keep a personal calendar for your own personal family events and tasks a calendar for your company a calendar for the project that you are managing a calendar for your favourite sport events etc e combine multiple calendars in a single view to identify conflicting appointments and determine your availability e share calendars with others to organize your work make deadlines visible to every member of your team etc You can also access all your events and tasks in all your calendars from any mobile device You or your assistant can schedule all your appointments from the office PC and when you are away from your office you can use your phone to view them or to add new ones All without synchronization Important event times are always relative to your time zone For instance if your colleague in London GMT 0 posts an event in a shared calendar for 3PM and you are in New York GMT 6 the event will appear to you as starting at 9 AM Always check that your time zone is properly set in your Preferences 76 Calendar A calendar is a virtual space where you can organize your appointments and tasks CohereMail allows you to create and use an unlimited number of calendars so that you can separate your personal activities from your office activities etc If you are involved in several projects you can also create a calendar
43. ates a calendar called Group calendar shared to all users with write permissions you can change or delete it If you are the manager of a community and explicitly share a calendar to users of your community or your entire community the selected users will automatically see the calendar How to change the properties of a share From the Properties amp sharing page of the shared calendar click on the name of the share that you want to edit How to un share a calendar From the Properties amp sharing page of the shared calendar click on the Delete link next to the share that you want to remove 89 Accessing shared calendars If you want to access a calendar shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared calendar This is to give you the choice of which calendars you want to access and which you don t Imagine that user Joe has shared a calendar with the name project x calendar with you To link to the shared calendar 1 click on Calendar on the CohereMail menu 2 click on New link 3 input the username of the person that is sharing the calendar in this case input Joe and click Next 4 you will be shown a list of all the shares that are available to you 5 select the share that you want to access in this case select project x calendar 6 input a name for this link or leave the default name 7 if a password is required t
44. ba te en E vee Letra tues eaten ewes 61 Accessing files from your G SKtODP nccccccceceeeeseeeeeseeeeeeeeesaneeeeanes 62 ConhereMail WEDFOIDGFS ctv ted tc oie akan atin coder weitere nedent edi dernier 62 How to access CohereMail WebFolders using WindowS 000006s 62 How to access CohereMail WebFolders using Mac OS X 63 How to access CohereMail WebFolders using Mac OS 9 e0e eee 63 How to access CohereMail WebFolders using LINUX c0ceeeeee ees 64 Accessing files from your PocketPC Ce VICE cccccceeeeeeeeeeeeeeeees 65 MES SAGE BOARDS vis uas tobicstinaicskade wie dla Vadse Masa vacads oi londshud aearekinsss 66 Message boards OVESFVIEW ccccecee ee eee eee cette cette eeeee escent eeenaeeenee ees 66 Message BO al Ges scsicun vx ch cbs end Codae aves seas Seales Hite veay ene EE ca TN EA 67 Reading Messages mic cecuiin is cee ak ore ee ace eal tac Beal ees eet le dhe ce 68 Posting INGSSA0CS inc ier aa ee e prices ies Lote ian ed DEENA EEA 69 Attaching documents or contacts tO a MESSAGE c cece cece eeeeeeeeenes 69 Sharing a message board with other USEMS cccceceeeeeeeeeeeeeees 70 S CCUG axe ath i eceinae Pa tains ian ea ira aada eaaa e aaa iea eian iaa 70 How to share a message DOAMT ccc eee eee ee seeeeeeeeeeeaeeeesaaneenags 70 Linking to a message board sssssssrssssrrrrrrrrrrrrrrrrrrerrrrerreesser 70 How to change the properties Of a share ssssss
45. cense in addition to the normal CohereMail license It is available in CohereMail Lite only for a trial period more information The SyncML Outlook connector is an Outlook plugin that lets you create access modify and share appointments tasks and contacts using Microsoft Outlook This enables you to keep using the familiar Outlook interface with all the groupware benefits of CohereMail ex accessing shared calendars company contact lists etc The SyncML Outlook connector uses the open standard SyncML protocol which means that it can use SSL encryption for maximum security and can work across proxies and firewalls Since data is constantly synchronized between your Outlook and your CohereMail server you can access it even when you are not connected ex out of the office on a plane etc A quick note of integration with CohereMail Calendar and My calendar CohereMail makes more use of multiple calendars for work personal projects etc The Calendar link in CohereMail shows events from all the calendars defined in your account In Outlook the Calendar link shows your personal calendar In CohereMail your personal calendar is called My calendar The Outlook connector automatically maps appointments in Calendar in Outlook with My calendar in CohereMail To dos in Tasks in Outlook are mapped to to dos in My calendar in CohereMail Read only folders and calendars In CohereMail you can have read only access to a cal
46. create the link This is the preferred way to create a company wide shared folder If you share a folder to selected users communities the selected users will automatically see the folder In any case users will need to re login or click Reload on their menu to see the new folder When installed CohereMail automatically creates a folder called Group contacts shared to all users with write permissions you can change or delete it The User directory is shared as well but with only read permission users can only edit their personal contact details If you are the manager of a community and explicitly share a folder to users of your community or your entire community the selected users will automatically see the shared folder How to change the properties of a share From the Properties amp sharing page of the shared folder click on the name of the share that you want to edit How to un share a folder From the Properties amp sharing page of the shared folder click on the Delete link next to the share that you want to remove 96 Accessing shared contact folders If you want to access a contact folder shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared folder This is to give you the choice of which folders you want to access and which you don t Imagine that user Joe has shared a folder with the name project x contacts with you To link t
47. d it will store the message directly into your spam folder The message will appear as read so that you won t be bothered by it You can set your preferred probability threshold in Preferences Mail The default value is 0 7 which means that all messages with spam probability greater than 0 7 will be moved to the spam folder Messages are removed from the spam folder automatically after 14 days you can change this in the Preferences Tip to understand why a particular message was or was not classified as spam check the message Headers CohereMail adds the following headers to all the messages that it analyzes X DN Spam Blacklisted By xyz this header appears if an external DNSBL service has blacklisted the server that sent this message X DN Spam Probability x this is the spam probability as calculated by the Bayesan statistical analysis if the message was blacklisted the probability is implicitly 1 X DN Spam Blacklisted By SURBL x the domain or internet address x is blacklisted by the SURBL service X DN Sender In Whitelist YES this header is added if the sender belongs to your whitelist or contacts see below X Spam Flag YES this header is added if CohereMail has classified the message as spam 46 Important as mentioned before spam classification is not an exact science We recommend checking periodically your spam folder to see if any legitimate message has been wrongly classified as spam Please read below on h
48. d the assignee s to the list of assignees Below the Add and Pick buttons you will see the names of all the assignees The list of assignees By clicking on the relative icon you can change e the delivery mode This defines if and how an invitation is sent to this assignee e invite via email with iCal This is the default and will send the invitation using an internet standard The event will appear in the assignee s calendar This can be used with other CohereMail users or users that use a standards compliant calendaring application Outlook and Notes not Outlook Express e invite via email with plain text Use this option if the attendee does not have an iCal client CohereMail will send a plaintext email Replies from the assignee will not be tracked e do not send invitation Tip you can set what is the preferred delivery mode of an assignee by editing its contact details in your contacts e the attendance level required assignee e optional assignee In this pane an icon will also display the attendee response accepted e declined e delegated e waiting for reply e tentatively accepted e unknown this is typical of attendees not invited using iCal When an assignee replies to an iCal invitation you will receive a notification email and the status of the meeting will be updated 86 Booking a resource Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a tri
49. d delivery mode of an assignee by editing its contact details in your contacts e the attendance level e required assignee e optional assignee In this pane an icon will also display the attendee response accepted e declined e delegated e waiting for reply e tentatively accepted e unknown this is typical of attendees not invited using iCal When an assignee replies to an iCal invitation you will receive a notification email and the status of the meeting will be updated 129 Adding editing and deleting events You can add a new task in many different ways e from the Home page click on the pencil icon in the Appointments for today box e or in the Calendar menu click on New event e or in the day view click on the hour where the event should start e or in the week or month view click on the Add link corresponding to the day where the event takes place You will be brought to a page where you can input the event details Title notes location due date and so on Due date You can either leave a task without due date or set a due date by selecting the appropriate values from the apposite drop down boxes You can also pick the date by clicking on the icon and selecting the date from the pop up window that will appear Calendar Finally if you are viewing multiple calendars ex My Calendar Group calendar you can select which calendar this task belongs to Note you cannot save tasks to a calendar that is read only
50. do this simply press the Synchronize button in the toolbar 114 Options All the Outlook Connector options can be configured by selecting Tools from the Outlook menu then Options Synde The top area lets you configure your calendar folder mappings with your server Use it if you need to add remove folder mappings You can also define a new server to synchronize with The bottom area lets you configure general plugin options like Auto sync an HTTP Proxy if you need to use one to access your server etc 115 SyncML with Palm PocketPC and mobile phones Overview Note this feature requires a commercial SyncML connector license in addition to the normal CohereMail license It is available in CohereMail Lite only for a trial period more information CohereMail uses the open standard SyncML synchronization protocol which means that you can sync your contacts appointments and tasks using a large range of devices and applications All you need is internet connectivity wired or wireless between your device and your CohereMail server You can sync multiple devices with the same account for instance you can sync with Outlook on your desktop and with your Palm when you re away Important on network connectivity Your device needs a wired or wireless internet connection in order to be able to synchronize with your server Your device can normally connect to the internet when it is sitting into its cradle and the cradle is
51. dresses 48 Audio and visual alerts for incoming emails CohereMail fully replicates the functionality of traditional email clients to give you a more productive environment By default CohereMail checks your account for new emails every 10 minutes When new emails are found an alert sound is played and a sign appears in the title bar of your browser The number of new emails that were found in each folder is displayed next to the name of the folder If you left the browser open on a mail folder the view will automatically refresh to display the updated list of emails Messenger if you are using CohereMail Messenger an alert is shown immediately with the e mail s sender and subject You can disable email checking or change the check interval from the Preferences page Important this account checking is completely different from the checking of external POP3 accounts This is about your browser connecting to your CohereMail server to check if there are new emails for you External POP3 checking is about CohereMail server connecting to other POP3 servers to retrieve your email from other accounts 49 Reading and sending emails from your Palm PocketPC mobile phone Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information Your CohereMail mail can be accessed at any time using virtually any mobile device e Palm through J 2ME or WAP e P
52. e attendees to an event sssssrrrrrrreerrrrrrressrrrrrresesrrrrrrree 82 The list of ttend tS s reisa casen a a een a a 82 The attendees availability ccccce cece eeseeee sees eeeeeeeseeeesaeeeenanes 82 Inviting other people to a meeting ssssrrrssssrrrrrssssrrrrrssrrrrrrrre 84 The list Of attendees lt xno tetesce er tses cast tebe teiedectiten es atelns doboatdee 84 The availability table cc ccccccee eee eeeeee esses eeeaeeeeeaeneeneanennaes 84 Assigning a task to other people cccceecee cence cesses eeseeeeeneeeeenneees 86 WHE NSE Of ASSIGNEES os osancigvesioK nemesis catches a A roe a a Seek 86 BOOKING a HESOUNCA cinch cease cnet cecvitin bade E E A a a Lisanne 87 Sharing a calendar with other USEIPS ccccceeeeeeeeeeeeeeeeeeeeeeeeneeees 88 SCC as actos dtwsceniueeieawceneasnas dana eiaa OA E Aa hind aaebeas EEEE A A AEA 88 How to share a Calendal ii vicsece cerca sy cerenviws vaneieen vats vo dyraevasene awas evade xe 88 LINKING ta CalenGalxewteil bac ens creas ies reve he cea Be eee teres 88 How to change the properties Of a SNAMe ccc cece cece cece eee eeaeanees 89 How to un sShare a Calendal ccccccceceeeeseee sees eeeeeeeeeeeeeeeaeeeeeanes 89 Accessing Shared CalendarS ccccceccceeeeseeeeeeeeeesaeeeesseeeeeaneeenanes 90 CONTACT Sire in s iosep ea d ia EAE E EA EE AA REA E 91 COMUAGtS OVERVIEW sim eiia a ee Ea AA AA EEE A aa Eaa N es 91 Contact folders susietreota
53. e completed by clicking on the apposite check box at the bottom of the task list 81 Invite attendees to an event You can invite other people to a meeting or book resources CohereMail can automatically show you the availability of required attendees resources and track the replies from other attendees To invite attendees or book resources for a meeting simply create a new event and then click on the Attendees tab In this window you can add an attendee or resource by looking up its address using the Pick button or typing directly the attendee s or resource email address Click the Add button to add the attendee s to the list of attendees Below the Add and Pick buttons on the left pane you will see the names of all the attendees and resources Tip the Administrator can define resources in the Administration Resources page He she can also view the schedule for a resource by just clicking on its name The list of attendees By clicking on the relative icon you can change e the delivery mode This defines if and how an invitation is sent to this attendee e invite via email with iCal This is the default and will send the invitation using an internet standard The event will appear in the attendees calendar This can be used with other CohereMail users or users that use a standards compliant calendaring application Outlook and Notes not Outlook Express e invite via email with plain text Use this option if the attend
54. ease visit http www CohereMail com support html 128 Assigning a task to other people Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information You can assign a task to other people CohereMail can automatically track the replies from other assignees and the updates to the task s progress To assign a task simply create a new task and then click on the Assignees tab In this window you can add an assignee by looking up its address using the Pick button or typing directly the assignee s email address Click the Add button to add the assignee s to the list of assignees Below the Add and Pick buttons you will see the names of all the assignees The list of assignees By clicking on the relative icon you can change e The delivery mode This defines if and how an invitation is sent to this assignee e invite via email with iCal This is the default and will send the invitation using an internet standard The event will appear in the assignee s calendar This can be used with other CohereMail users or users that use a standards compliant calendaring application Outlook and Notes not Outlook Express e invite via email with plain text Use this option if the attendee does not have an iCal client CohereMail will send a plaintext email Replies from the assignee will not be tracked e do not send invitation Tip you can set what is the preferre
55. ed as Public or with a Password people do not need to have a CohereMail account to view them Tip when sharing with a password users should use guest as username and the password you provide as password 125 How do I publish pictures from my camera phone If you have a mobile phone with integrated digital camera you can use CohereMail to easily publish your snapshots All you have to do is setting up your CohereMail account and then every time you take snapshots you just need to email them to your account to see them automatically published Preparation e create a file folder and call it snapshots or any other name that you like e share the folder and give it Public access e create a mail filter and call it Snapshots filter or any other name e set the filter to act when the subject contains a specific word let s assume you use abcd e set the filter to move the attachments to file folder and then pick the folder you created e save the filter Taking pictures and publishing them e with your phone take the pictures that you want and send them as email directly from the phone e in the To field put your CohereMail email address e in the Subject field put abcd or whatever password you chose in the step above e optional in the email body put a short description ex Christmas party if you don t type anything CohereMail will just use the current date and time e When CohereMail receives the email the picture
56. ee does not have an iCal client CohereMail will send a plaintext email Replies from the attendee regarding his her availability will not be tracked e do not send invitation Tip you can set what is the preferred delivery mode of an attendee by editing its contact details in your contacts e the attendance level e required attendee resource e optional attendee resource In this pane an icon will also display the attendee response accepted e declined e delegated e waiting for reply e tentatively accepted e unknown this is typical of attendees not invited using iCal The attendees availability In the right pane CohereMail will show the known availability of each attendee for the given day Refer to the colour table below to decode the meaning of each color free tentative busy out of office unknown These status codes are typically set by the user when they create an event in their calendar A vertical white stripe bounded by a green and red line highlights the event s 82 begin and end time To display availabilities for the previous of next day simply click on the Prev or Next button To display the availability for all hours in the day simply click on the Show full day button 83 Inviting other people to a meeting You can invite other people to a meeting and or book resources for the meeting CohereMail can automatically display the availability of the attendees resources and track the replies from ot
57. endar or contact folder Outlook does not make this distinction If you create modify delete a contact appointment to do that is in a read only folder in CohereMail the change will not be synchronized in the server 111 Installation Requirements The CohereMail SyncJe Outlook Connector requires Outlook 2000 2002 2003 or XP Download To download the installer for your connector follow the links at http www CohereMail com downloads html Installation 1 Make sure that when your Outlook opens there is only one pst archive open usually it is Outlook today Personal folders Close any other if open 2 Close your Outlook if it is currently running 3 Launch OutlookConnector exe 4 Follow the installation instructions changing the default installation location if you prefer 5 When the installation is completed start Outlook 6 A setup wizard Screen will appear prompting you to define your connection parameters 7 Input the web address of your CohereMail server ex http www mydomain com CohereMail sync you can also use https for SSL encrypted connections Ask your system administrator if you are unsure on what is the correct address to use If you need to access your server through a proxy close the wizard and use the Options 8 Input your CohereMail username and password 9 Press the Test server button If the connection is unsuccessful check 1 the address of your server make sure to include CohereMail sync
58. ennes 55 Moving copying deleting renaming fil S cccceeseee cnet eeeeeeeeees 56 Using CohereMail WebFOICETSS ccccccceceeeeeeeeeeseeeeeeaeeeneanenenaes 56 Sharing files and documents with other USETPS ccceceeeeeeeeeeees 57 CONCUFFENCY GONEO nate ees catty asene aa a A a a o 57 How to share a file fOlder ccc cccee eee eeeeeeeeeeaeeeeeaeeeesnaneenaes 57 Linking to a shared OMSK scs c05 shines ech cek Pare td ca tae cAaaweiesereletuakees 58 How to change the properties Of a SNAMre cc cece cece eee ee eee eeeeeeees 58 How to un share a TON Gl cis cvicaveve elacyuunigivarndetntanesdvies ater cevanea bates 58 Disk usage considerationS sssssssrsssssrrrrrrresrrrrrrrssrrrrrrrsrrrrrrrne 58 Accessing shared folderS s ssssssrrsesssrrrrrrressrrrrrresrrrrrrrerrrrrrrne 59 Locking and concurrency Control sssssssresssssrrrressssrrrrressrrrrrrerre 60 To lock unlock a THC owen teieenees scene esc iedetaie tuned braudinporie adcmmensa anaes 60 To see whether a file has been lOCKE cccceceee ee eee ee esas eeeeeeeees 60 LOCKING TOIGGRS sooren a O T A E S E E a 60 Publishing files on the WeD cccccccceeeeseeeeeeeeeeseeeeesaeeeennneeeanes 61 CohereMail DirectFileS ssssssssrrrrrressrrrrresssrrrrrrrrrrrrrrrrrrrrrrrre 61 DirectFiles Internet addreSS sssssssssrsrrrrresrrrrrrrsrrrrrrrrreerrrrre 61 SECUTI oc se cat cava vei KA nes teva vaca EE A ri
59. ercial license or to keep working with the Lite license To use the Outlook Connector or to sync data using the SyncML protocol from PDA and other SyncML devices you need a SyncML Connector license available at http www coheremail com For the Administrator to purchase a license click on Registration on the menu and then on Purchase new License The ordering process is fast and automated 13 Basic concepts Working online In CohereMail all your data email documents contacts etc is kept on a central server called the CohereMail Server Whenever you need to access it you do so by connecting to the server By keeping all your data in a single location CohereMail brings several important benefits to you you can access read create change your data from any device and any location with no synchronization required e you can easily share data with other people With Internet access now widespread and wireless networks covering large areas and all the cities you can access all your information virtually at any time you need it For instance you can work on a document in the office then finish it from home without the need to bring a copy with you If you visit a customer you can access the same document from your PDA without synchronization If you read an email from your phone it will appear as read when you get in the office The advantages of working online become even more apparent when you start collaborati
60. es of a share From the Properties amp sharing page of the shared folder click on the name of the share that you want to edit How to un share a folder From the Properties amp sharing page of the shared folder click on the Delete link next to the share that you want to remove Disk usage considerations When you share a folder with other users you remain the owner of the folder This means that if a user uploads a file to the folder your disk usage will increase rather than the other users 58 Accessing shared folders If you want to access a file folder shared by some other user and this user is not the Administrator or the manager of your community you need to create a link to the shared folder This is to give you the choice of which folders you want to access and which you don t Imagine that user Joe has shared a folder with the name J oe s documents with you To link to the shared folder 1 click on Files on the CohereMail menu 2 click on New link 3 input the username of the person that is sharing the folder in this case input Joe and click Next 4 you will be shown a list of all the shares that are available to you 5 select the share that you want to access in this case select J oe s documents 6 input a name for this link or leave the default name 7 if a password is required to access the folder input it 8 click Ok to create the link 59 Locking and concurrency control When sharing
61. essages sent to that alias to a message board If you share the board with some users they will see the incoming messages in the board and can also coordinate their replies using the same board This is a good way to keep an historical archive of the incoming messages so that they can be accessed also by new users when they join the team 122 How do I send an email to a group of users or all users You can use mailing lists combined with the User Directory To send an email to a mailing list The mailing list must have been defined by the domain administrator and you must have been authorized to send emails to the list Simply send the email to the list s address ex list_l1 domain com To send an email to a user community or user group The administrator can setup a mailing list that includes all the users of a particular community or group Ask your administrator for details To send an email to all the users of your domain The administrator can setup a mailing list that includes all the users of a particular domain Ask your administrator for details 123 How do I setup a vacation reply message Just check the Preferences Autoresponder page 124 How do publish web pages To publish web pages and other documents on the web simply share the folder that contains them You can make them public i e everyone can see them protect them with a password or specify which users can see them If the pages are shar
62. ew Message boards are the preferred way to communicate with a group of people using CohereMail A message board is an electronic discussion place where users can post messages for others to see and reply to The most important difference with email is that when you post a message in a message board everyone that has access to the message board will be able to read it Messages do not have individual recipients like email There are many advantages of using message boards for group communication e message boards are a knowledge repository for your organization and the knowledge is not dispersed in individual mail boxes e when new users join your group it is easier for them to catch up with the current knowledge by just browsing the relevant message boards e it is easier for a group of people to have an ongoing discussions using message boards instead of using email with reply to all messages do not get lost and there are less emails in your personal inbox As with many other CohereMail features message boards can be accessed by mobile devices No device synchronization is necessary 66 Message Board A message board is a folder that contains topics Every topic is a set of messages related to each other typically as replies to the first message of the topic When you first login to your CohereMail account there are probably already some message boards provided for you depending on the settings of your Administrator Yo
63. f the share And of course from the Internet address of your CohereMail server For example if your username is Joe and you share a folder with the share name mypictures and your CohereMail server address is www mycompany com then your folder will be accessible at the following address http www mycompany com CohereMail directfiles joe mypictures NB this address could be changed depending on parameters set by the Administrator note the address when using the demo CohereMail server at www CohereMail com is http www CohereMail com CohereMail directfiles joe mypictures Tip the complete and correct web address of a shared folder is displayed in the Properties amp sharing page of that folder Security Security rules set for the shared folder apply to DirectFiles as well In particular e if the folder is shared as public everyone will be able to view the folder by simply typing the above address in their browser e if the folder is shared to all CohereMail users or specific users communities when trying to access the folder users will be presented with an authentication dialog and will need to input their CohereMail username and password to access the folder e if the folder is shared with password when trying to access the folder users will be presented with an authentication dialog and will need to input guest as username and the password chosen by you to access the folder 61 Accessing files from your desktop CohereM
64. g By default CohereMail shows you the email in the preview pane the lower half of the window under the folder listing You can also read the email in full screen See Full screen and split views for more information If you double click on the email line the email will open in a new window When viewing an email you are shown the most relevant message information From To etc the text of the message and if present the attachments If you want to add the sender name and address to your contact list click on the Add link next to his her name and save the contact You can add the contact of any person included in the to or cc fields as well Emails that have an attachment show the icon next to the To field If you click on the icon you are brought to the bottom of the text where the attachments are listed Here you can e open the attachment in a new window simply click on the attachment line e Download the attachment to your drive e Save the attachment in your CohereMail files Click on the appropriate icon for the operation To reply to an email click on the Reply link To send your reply to all the recipients of the original mail click on Reply to all You can also Forward the email to someone else or Delete it If you believe that this email is spam you can just click on the This is spam link The email will be deleted and the sender of the message will be automatically marked as spammer in the opposite This is spam filter
65. g their username or by setting a password for the calendar Tip you can also make the message board read only so that users can read messages but cannot post messages How to share a message board To share a message board open the message board e click on Folder Properties amp sharing e click on New share e select a name for the share this can be the same name as the message board or something that can be more meaningful to the other users other users will know the message board by its share name e click the Next button e check what users communities user groups you want to grant the read write and delete permissions to You can also use the Quick add button to grant multiple permissions faster e Users with the delete permission can delete any message even if not posted by themselves Use this permission with care e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a link to your message board e When finished click on Ok to create the share Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Linking to a message board Unless you are the CohereMail Administrator or a community manager the share that you create will not automat
66. he current page After you have selected the emails that you want to delete click on the Delete on the top menu The same process applies if you want to mark a group of emails read unread or if you want to move them to another folder 25 Selecting items In many folders you can select multiple items to perform operations on them ex select multiple emails to delete etc To select an item click on the check box that is in the same row of the item You can click multiple check boxes to select multiple items To select all items click on the Toggle icon that is at the top of the column where all the checkboxes are Clicking again on this icon will unselect the selected items Note this icon selects deselects all the items in the current page There may be more items in successive pages Consider changing the number of lines displayed per page 26 Other features After you have practiced using emails in CohereMail it should be easy to use the other features like files calendars contacts and message boards The user interface has been studied to be as homogeneous as possible across the services Try navigating around and discover the other features 27 Leave the CohereMail window open If you leave your CohereMail window open by default you will be notified of new emails and messages automatically exactly like a traditional email client The notification consists of a short sound In addition a small exclamation
67. he read write and delete permissions to You can also use the Quick add button to grant multiple permissions faster e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a link to your calendar e When finished click on Ok to create the share Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Linking to a calendar Unless you are the CohereMail Administrator or a community manager the share that you create will not automatically appear as a new calendar in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share See accessing shared calendars For the Administrator when you share a calendar to all the users of your domain all users will automatically see the calendar without having to create the link This is the preferred way to create a company wide calendar If you share a calendar to 88 selected users communities the selected users will automatically see the calendar In any case users will need to re login or click Reload on their menu to see the new folder When installed CohereMail automatically cre
68. he thin vertical separator line For permanent connection 1 Open System Preferences from the Apple menu 2 Open Accounts 3 Select My account in the left column Next click Startup Items 4 Drag the icon of the mounted Webfolder volume into the automatic startup items area 5 Close the Accounts Preferences pane Every time you log into MacOSX the WebDAV folder will be mounted automatically How to access CohereMail WebFolders using Mac OS 9 MacOS9 is no longer supported by Apple at this time but there is a WebDAV client available The WebDAV client Goliath 1 0 1 supports MacOS8 1 thru 9 2 2 1 Goliath 1 0 1 can be downloaded from http www webdav org goliath download 2 Install the application according to the instructions To create a connection for the first time 1 Start Goliath go to the File menu choose New connection 2 In the New WebDAV connection window enter the URL If your CohereMail address is http www mycompany com enter the URL http www mycompany com CohereMail webfolders 3 It is essential that the entered server address starts with http 4 Enter your CohereMail username and password in the correspondent fields click OK 63 5 The WebDAV connection is made within the application the volume is not mounted on the desktop However it behaves like any other folder in the Finder 6 Go to the File menu choose Save Connection As The Save File dialog comes up Enter a
69. hen an authorized sender sends an email to the list s address the email is delivered to all the members of the list be them inside or outside CohereMail To define list members and permissions click on Administration Mailing lists Personal mailing lists Personal mailing lists are integrated in your Contacts This means that they can be shared with other users To create a personal mailing list simply create a contact folder and insert in it the contacts that are going to be part of the list Make sure that at least the email address of the contact is specified When you want to send an email to all the contacts in the list simply use the Pick button and select the To Cc or Bcc box corresponding to the contact folder You can also type directly the name of the list surrounded by brackets For instance if your contacts folder is Contacts Customers simply type Customers in the To field of your email to send the email to all the customers you can alternatively type it in the Cc or Bcc fields If the folder is in Contacts Lists Friends type Lists Friends Since they are normal contact folders personal mailing lists can be shared with other users 41 Searching emails Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information You can search for emails that were sent by a particular person that were sent to a particular person that contain
70. her attendees To assign a task simply create a new task and then click on the Assignees tab In this window you can add an attendee by looking up his her address using the Pick button or typing directly the attendee s email address Click the Add button to add the attendee s to the list of attendees Below the Add and Pick buttons on the left you will see the names of all the attendees The list of attendees By clicking on the relative icon you can change e the delivery mode This defines if and how an invitation is sent to this attendee e invite via email with iCal This is the default and will send the invitation using an internet standard The event will appear in the attendee s calendar This can be used with other CohereMail users or users that use a standards compliant calendaring application Outlook and Notes not Outlook Express e invite via email with plain text Use this option if the attendee does not have an iCal client CohereMail will send a plaintext email Replies from the attendee will not be tracked e do not send invitation Tip you can set what is the preferred delivery mode of an attendee by editing its contact details in your contacts e the attendance level e required attendee e optional attendee In this pane an icon will also display the attendee response accepted e declined e delegated e waiting for reply e tentatively accepted e unknown this is typical of attendees not invited using iCal
71. ically appear as a new message board in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share See accessing shared message boards For the Administrator when you share a message board to all the users of your domain all users will automatically see the message board without having to create the link This is the preferred way to create a company wide discussion group If you share a message board to selected users communities groups the selected users will automatically see the message board In any case users will need to re login or 70 click Reload on their menu to see the new object When installed CohereMail automatically creates a message board called Group 71 discussion shared to all users with write permissions you can change or delete it If you are the manager of a community and explicitly share a message board to users of your community or your entire community the selected users will automatically see the message board How to change the properties of a share From the Properties amp sharing page of the shared message board click on the name of the share that you want to edit How to un share a message board From the Properties amp sharing page of the shared message board click on the Delete link next to the share that you want to remove Disk usage considerations
72. if you need it only for the migration 2 Once in Mozilla Mail or in Thunderbird select Tools I mport from the menu and follow the instructions to import from your existing application If your messages are already in Mozilla you don t need this step 3 Once the messages are imported check that they were imported correctly NB at this moment Mozilla seems to have problems importing east asian characters in some messages 4 In CohereMail open the folder under which you want to import the messages 5 Click on Folder Import messages 6 Use the Browse button to locate the mailbox file stored by Mozilla This is typically in a folder like C Documents and Settings joesmith Application Data Mozilla Profiles default wirsgw9q slt Mail _Local Folders Outlook Mail sbd Note that the mailbox file has no extension do not select the msf file 7 You can import more mail folders in a single operation 8 Each mail folder that you import will be imported as a new subfolder of the current folder 51 Importing emails from Mozilla Thunderbird or any mbox file See The easy way above for an easier method If that is not applicable follow these instructions 1 In CohereMail open the folder under which you want to import the messages 2 Click on Folder Import messages 3 Use the Browse button to locate the mbox file If you re using Mozilla in Windows this is typically in a folder like C Documents and Settings joesmith Applica
73. ip if you have a file that you often send as an attachment consider saving it to a CohereMail folder and use the Attach CohereMail files button to attach it every time you need to send it In this way you need to upload it only the first time and every subsequent time it will be much faster 38 Mail signatures and mail identities A mail identity is a combination of name email address reply to address and signature that you can use when composing and sending emails You can define an unlimited number of mail identities for your CohereMail account and choose the identity that you want to use when you compose the email Having multiple email identities is useful when you use CohereMail to organize mail of different email accounts or aliases You can for instance have an identity like Joe Smith lt joe smith corporate com gt for your work emails and an identity like Dad lt dad123 hotmail com gt when communicating with family and friends To setup mail identities click on Preferences Mail identities Default mail identity To configure what is your default mail identity used when you compose a new email click on Preferences Mail Smart reply identity If you receive email with different addresses ex because you collect emails from other POP3 accounts or use email aliases you can create a mail identity for each of these addresses When you reply to an email sent to you CohereMail will try and use as the default ident
74. itions ex some text in the From and Subject fields and a Before date ALL the conditions specified must match for the email to appear in the search results All searches are case insensitive 42 Mail filters Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period however the Spam filter is always available more information CohereMail can automatically filter incoming emails and perform many operations on them For instance CohereMail can e delete emails that come from known spammers a spammer is someone who sends unsolicited emails usually commercial advertising e move incoming mails to a particular folder according to the sender to keep your inbox organized e publish an email and its attachments directly to a message board this is very useful for email addresses that can be handled by multiple people like techsupport yourcompany com or salesinfo yourcompany com When such a filter is used the message is published onto a message board and anyone that has access to the message board can read the message and act on it e publish an email and its attachments directly to a file folder this is very useful for automatically archiving attachments and making them available to colleagues If the file folder is shared or published on the web this is also an easy way to share snapshots taken with a mobile device you just take the snapshots and send them as an email and
75. ity the one that matches the address in the message Example your username is joe mydomain com you also have a mail alias sales mydomain com pointing to you so you receive your email at both addresses You can create two mail identities like Joe Smith lt joe mydomain com gt and Sales Rep lt sales mydomain com gt When replying to an email that was sent to you at joe domain com CohereMail will automatically pick your Joe Smith identity When replying to an email that was sent to you at sales mydomain com CohereMail will automatically pick your Sales Rep identity You can always switch identity at any time when composing an email Smart signature swap When you change your identity while composing an email CohereMail by default tries also to change your signature in the text if it can identify it You can disable this feature in Preferences Mail 39 Accessing external POP3 accounts CohereMail usually provides you with an email account by default Your email address is your_CohereMail_ username yourcompany com Ask your Network administration for more information If you have other email accounts and want to access your email through CohereMail you need to tell CohereMail to retrieve the mails for you Open the Mail menu by clicking on the apposite triangle symbol and click on the External accounts link Click on Define new account and input the details of your mail account and select the mail folder in which you wa
76. ly allowed to read messages Attaching documents or contacts to a message Click on the Attachments button at the bottom of the page where you compose the message A new window will pop up Click on the appropriate button to attach different types of documents e local files to attach files that are saved in your computer e CohereMail files to attach files that are saved in your CohereMail folders e contacts to attach contacts using the vCard format e personal details to attach your personal details using the vCard format To edit your personal details click on Change personal details in the Preferences page Once you have finished selecting the attachments click on Done to close the attachments window To add or remove attachments to or from your message click on the Attachments button again Tip if you have a file that you often post as an attachment consider saving it to a CohereMail folder and use the Attach CohereMail files button to attach it every time you need to post it In this way you need to upload it only the first time and every subsequent time it will be much faster 69 Sharing a message board with other users A message board is usually useful only when shared with other users but you may also use a message board as a personal diary in which case you may want to keep it private Security You can share a message board with every user or you can make it accessible only to some users either by specifyin
77. mark appears in the window title and in the corresponding button on the task bar if you are using Windows You can disable automatic alerts from the Preferences page 28 Moving around Moving around the main menu The main CohereMail menu is displayed in the left side of the window usually in a rather different color from the rest of the window At the top is shown your Screen name The screen name can be changed in the Preferences page Below are the New buttons which you can use to compose a new email event task or contact Below are different sub menus Mail Files Message boards Calendars Tasks Contacts You can either click on the title of the sub menu ex Mail to access the general properties and content of the group or open the sub menu To open a sub menu click on the small sign to the name of the menu To close a sub menu click again The content of a submenu can vary but it usually shows the folders of the group ex your mail folders or your calendars and some actions that you can perform ex New email View all calendars etc Under the menus are some other useful links Homepage goes back to your home page which gives an overview of the unread emails today s appointments to dos and so on Preferences opens the Preferences page where you can change many settings such as your time zone preferred colors and so on From this page you can also change your screen name and your password
78. mind yourself to read them again in the future Emails that have attachments are displayed with a small attachment icon You can create other mail folders as many as you want You can create them at the first level of the tree or inside other mail folders in the latter case the new folder is a subfolder e To create a mail folder in the first level of the tree click on Mail on the menu and then New on the page menu e To create a mail folder as subfolder of another folder open the parent folder and click on Folder New folder e To rename or delete a mail folder click on Folder Properties You can also click on Mail an then click on the Properties link associated with the folder e To move a mail folder ex from the first level of the tree to inside another folder click on Mail on the menu select the folder to move and then select Move to in the page menu By default CohereMail shows you the mail listing in the upper half of the window only You can also view the listing in full screen See Full screen and split views for more information For more information see Moving around folders You can move emails from a folder to another except drafts and sent and delete groups of emails You can also instruct CohereMail to download emails from other mail servers and store them in a particular folder 34 Reading emails To read an email open the mail folder where it is stored and click on its line in the folder listin
79. n event or a task click on the event or task title e to add an event click on New event in the left menu under New mail or click in the corresponding day to set an appointment for that day e to add a task click on New task in the left menu under New mail Month view The month view displays all your tasks and events for a given month You can open this view by clicking on the Month link in the navigation bar e to view a different month click on the icon at the top right corner and select the new date in the popup calendar that appears e to go to the previous or next month click on the or button in the page menu 78 e to view a specific day click on the day s date e to view a specific week click on the week s number in the left column e to view an event or a task click on the event or task title e to add an event click on New event in the left menu under New mail or click in the corresponding day to set an appointment for that day e to add a task click on New task in the left menu under New mail 79 Adding editing and deleting events You can add a new task in many different ways e in the left menu click on New email New event e or in the day view click on the hour where the event should start e or in the week or month view click on the day where the event takes place You will be brought to a page where you can input the event details Title notes location start and end times and so on Start and end
80. n the left menu this will create a contact in the root contact folder or e open the contact folder that you want to create the contact in and click New contact To edit an existing contact simply navigate to the folder where the contact is saved in or search for the contact and then click on the link corresponding to the contact If this link is not present you are not authorized to edit contacts in this folder After you have input or changed the contact details click on the Save button Tip from the contact folder click on the contact s email address to open a new email addressed to the contact You can then normally type your message and send the email 93 Moving copying and deleting contacts To move or copy one or more contacts or contact folders from one contact folder to another e in the source folder page check the boxes next to the contacts and folders that you want to copy move e click Move or Copy in the page menu e a new window will popup asking to pick the destination folder navigate to the folder where you want to move or copy the contacts e click Ok Tip if the Move action is not available you are not authorized to remove contacts from the folder To delete one or more contacts or contact folders e select them by checking their select boxes e click Delete in the page menu e be careful you cannot undo delete operations Tip if the Delete action is not available you are not authorized to remove con
81. nd communities Every person that is authorized to login into CohereMail is a CohereMail user Users are uniquely identified by their username which is by default also the name of their email address for instance users Joe will receive emails addressed to joe your server address where your server address is the Internet address of your CohereMail server Users can be grouped into communities A community is a group of users that has a community manager that can administer it The manager is responsible for the community and can create or remove users of the community or create community wide document folders calendars and so on Typical community examples are office branches If your company has branches in New York London and Tokyo creating a community for each branch makes the account administration easier through delegation to the individual community managers Important communities create a chain of responsibility through the community manager The manager is responsible for user administration in the community and for the disk usage of the users in the community For this reason a user can belong to one and only one community It is possible to define User groups for the purpose of assigning permissions to groups of users The administrator can define as many User groups as it is necessary and a user can belong to multiple user groups Tip CohereMail handles transparently time zones Every user can set the time zone he she is wo
82. new messages that were found in each message board is displayed next to the name of the message board If you left the browser open on a message board the view will automatically refresh to display the updated list of messages You can disable message checking or change the check interval from the Preferences page 74 Announcements Management of the announcements that appear in the home page are by default reserved to the domain administrator admin The administrator can allow other users to post manage announcements The announcements that appear in the home page are taken from a message board chosen by the administrator It is possible to select what message board is used to display announcements by default there is a specific message board called announcements how many of the latest announcements to display and whether to display announcements at all or not These preferences are set in the Administration Announcements section available only to the Administrator The default Announcements board can be written only by the admin user To allow other users to post announcements simply create a new share with write permissions for the board and give access to the selected user s 75 Calendar Calendar overview CohereMail lets you organize your time and your team s time using Calendars With CohereMail calendars you can e add edit and change scheduled events e create task reminders with an optional due date and m
83. nformation Spam emails are all those unsolicited emails that are usually sent to millions of addresses at a time often containing commercial offers They usually cause a great waste of your time and energies because every day you have to sort through them to delete them in order to access your proper legitimate emails CohereMail helps you filtering out spam email in many different ways It is very important to understand how CohereMail helps you in fighting spam to improve your mail experience Spam detection It is usually difficult for a computer program to classify a message as spam or non spam without uncertainty CohereMail uses two mechanisms to determine if a message directed to you is spam e CohereMail analyzes the text of the message Spam messages usually contains common terms like life insurance or viagra CohereMail uses a statistical algorithm called Bayesan to calculate the probability that a message is spam This probability is a number between O0 very unlikely to be spam and 1 very likely to be spam e CohereMail checks the address of the server that has sent the message If this is server is known to be used open to send spam the message will be classified as spam In probability terms a message that comes from a spam server is assigned spam probability 1 highest Spam filtering Once CohereMail has calculated the spam probability of a message if the probability is higher than a certain threshol
84. ng and finally Messenger Click on that button to open the messenger If the messenger is connected you will see a list of all the users that are online at the moment You can start chatting with them straight away Note the icon that appears next to each user s name It indicates the status of the user These are the possible status icons for an user available away extended away away for a longer time do not disturb To start a chat with an user simply double click on his her name You can have multiple chats open at the same time Note if you are connecting through a corporate firewall your chat could be less responsive than usual Ask your Administrator for details 104 Messenger alerts Once connected the CohereMail messenger displays alerts for various purposes Currently you will see an alert a small yellow panel appearing at the bottom right corner of the screen for a few seconds when the following occurs e an user comes online and is available to chat e you have received a new email the alert will display sender and subject If you leave your desk for some time set your status to away or extended away Your alert will be saved in a log window so that when you come back you can review all the alerts received NB user presence alerts are not saved You can disable alerts for new emails in the Preferences Messenger page 105 Disabling the integrated messenger To disable the integrated messenger
85. ng with others for instance sharing documents calendars and so on 14 Collaboration With CohereMail you can collaborate with your co workers the members of your team your business partners etc CohereMail makes collaboration easy by adopting a unified approach virtually every kind of information can be shared and you can collaborate with people by working on shared objects For instance you can share a file folder with all the people that are working on a particular project so that everyone will be able to read create or change documents that relate to that project You can also share a message board with the team as an easy way to keep everyone updated with what is happening and to enable online discussions regarding the project In the same way you can set up and share a project calendar so that everyone is aware of the schedules of meeting times etc Peer to peer sharing CohereMail allows any user to share information with others not just the Administrator This peer to peer philosophy enables sharing to be more dynamic and to follow the needs of the employees instead of just creating company wide repositories that are not as flexible they can be created as well anyway Sharing with groups It is possible to share an object not just with other specific users or communities but with a group of users defined by the administrator An example of user groups can be Managers Sales and so on 15 Users a
86. not available you are not authorized to remove files from the folder To rename a file or folder e in the file folder page click on the Properties link corresponding to the name of the file or folder that you want to rename e input the new name and press Ok Using CohereMail WebFolders Using CohereMail WebFolders you can move copy rename or delete your CohereMail files as if they were normal files on your computer 56 Sharing files and documents with other users Using CohereMail you can share files with other users very easily Sharing files instead of sending them as email attachments has many advantages e every user has always access to the latest copy of the file there is no risk of forgetting to include someone in the email e there is always one and only version of the file the most up to date There is no risk of having different people looking at or working on older version e if some new user becomes part of the team he can immediately access all the documentation without having to spend time collecting documents from other users Using CohereMail you can share entire folders with other users so that you and they can access all the files in the folder upload new files create new folders and so on Shared folders are displayed using the share icon Tip when you share a file folder CohereMail automatically publishes it on the web as well See CohereMail DirectFiles for more details Concurrency control You and other
87. nt the downloaded email to go If you want CohereMail to automatically retrieve new email messages for you select Check automatically When you click OK CohereMail will download all the new emails found in the account This could take a long time depending on the number of emails in the account If you have selected Check automatically from now on CohereMail will automatically download emails from this account for you If you have selected Check on login CohereMail will check the account when you login Important if in future you change the password on the remote account remember to update your Email account information on CohereMail or CohereMail will not be able to download your email You can setup multiple email accounts to be accessed by CohereMail 40 Mailing lists Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information CohereMail lets you create mailing lists to easily send mails to groups of people Ex all your customers all the CohereMail users all your friends etc There are two type of mailing lists in CohereMail Global mailing lists These lists can only be defined by the administrator of the domain These lists map an email address like list_1 domain com to a group of email addresses they can be users of CohereMail or external users The administrator can decide who is allowed to send emails to these mailing lists W
88. o CohereMai v User Manual Version 3 1 Date 6 February 2006 Web http Avww coheremail co uk Email Support coheremail co uk_ Phone 0845 2604373 Mail Lake View Barns Lower Farm Finglesham Kent CT14 ONA UK Version 3 1 6 February 2006 Cohere IT Ltd Table of Contents WHAT IS COREREMA I Derne ont cubits e a a E aut eubis 9 Features a aoea aA ae A A ENA Aro EA AO AE va EAE a 9 HOW TO ACCESS COHEREMAIL ccccceeeeeeeeeeeeeeeeeeeseeeeeaneeeeanees 10 Supported browsers ANd deviceS ssssrrresssrrrrrrrrssrrrrrrrrrrrrrerre 10 BOWS ETS irii otai teeta ws tees tends E aa ie atens Wil weet E a SE mee 10 PDAS catia a e a a T mediates habe hameniavanensueh ie 10 PROWESS cia ke T os tetencna T uc etecen vos masta A TTT 10 HOW tO ACCESS oc cueitacuvdcckssamedentcapenacaembucsortent aberaawncotebned auetenunaads 10 LANGUAGE os sose2 no scievGesrdalen atapuwhavude cesta aE aa aeoe aa aa a 11 CONVENTIONS vaerei a MGs trata ee aE O a E ETa REER 12 LICENSE INFORMATION irienna a ee aa ne a 13 BASIC CONCEPTS Sheron era rea aA a E AE r TAA ATEA NEA 14 Working OMI iniret nene tate Rawiodnmnateeeeahes eine a AAAA E Eaa 14 COMADON AUOM satis eevtes Geeta heat ei erated aaa aan aa ts E aae ET aE a 15 Peer to peer Shani y as sivas wreath ate i eae eet es aa 15 Sharing With groups ienee na ea adhe a a EE i O EE AANE 15 Users and COMMUNITIES cece ccc e cece e esse eee eeeeeeeeeeeeeeeeeeaaneeeeanees 16 User classe
89. o access the project x calendar input it 8 click Ok to create the link 90 Contacts Contacts overview CohereMail lets you store contact details of other people and organizations as ina traditional address book You can e store contacts organize contacts in folders e search contacts e share contacts with other users e access contacts from any mobile device without synchronization CohereMail uses also a special contact folder as a complete User directory which contains all the contact details of CohereMail users in your organization Contacts are well integrated with the other CohereMail features It is possible to select email recipients from the contact folders send and receive contacts as email attachments using the vCard format etc Contacts are also used to create Mailing Lists 91 Contact folders CohereMail organizes all your contacts in folders The most important folder is simply called Contacts and is also called the root folder You can store your most important contacts here for fast access When you first login to your CohereMail account there are already some contact folders provided for you e User directory is a special folder It contains the contacts of all the people in your organization that have a CohereMail account simply called CohereMail users This is useful to always have up to date details of all your colleagues See below for more details e Group contacts is where your comp
90. o the shared folder 1 click on Contacts on the CohereMail menu 2 click on New link 3 input the username of the person that is sharing the folder in this case input Joe and click Next 4 you will be shown a list of all the shares that are available to you 5 select the share that you want to access in this case select project x contacts 6 input a name for this link or leave the default name 7 if a password is required to access the folder input it 8 click Ok to create the link 97 The User directory The User directory is a special contact folder It contains the personal contacts of all the users in your organization The user directory lists employees by community By default the user directory can only be modified by the Administrator but not by normal users Every user however can change his her personal details in the Personal contact page Every change will be reflected automatically in the user directory In this way the user directory is always up to date and every employee can quickly lookup the details of colleagues Note the user directory can be disabled by the Administrator For the Administrator to disable access to the user directory simply remove the share of the directory 98 Importing contacts from Outlook or other applications IMPORTANT you can also synchronize continuously your contacts between Outlook and CohereMail with the Outlook Connector You can import existing contacts from
91. oad all the new emails found in the account This could take some time depending on the number of emails in the account If you have selected Check automatically from now on CohereMail will automatically download emails from this account for you Important if in future you change the password on the remote account remember to update your Email account information on CohereMail or CohereMail will not be able to download your email You can setup multiple email accounts to be accessed by CohereMail 22 Check your email Whenever you have new i e unread emails the number of new emails is displayed in brackets in the menu for every folder Mail folders are displayed in the menu under the Mail link when the mail submenu is open click on the sign if it s not Next to the Mail link is reported the total number of new emails in all the folders To read your email check on the name of a mail folder You can also click on Home to have an overview of your unread emails messages and your appointments and tasks for the day in a single page When you open a mail folder a list of emails appears in the right hand side of the window If there are emails listed click on an email subject to view the email in the lower half of the window If you double click on the email the email will open in a new window Emails listed in bold are unread emails e You can change the view split only listing only email message by clicking on the icons in
92. ocketPC e WAP e J2ME No synchronization is necessary and mail that you read from the device will appear as read in the PC as well 50 Importing emails from Outlook or other applications The easy way The easiest way to import email from a mail client like Outlook or Eudora is to use the IMAP functionality to connect to CohereMail Once you have defined the account in Outlook you can simply drag amp drop emails and mail folders to your CohereMail account NB when dragging emails and folders in Outlook or Thunderbird keep the CTRL button pressed to make a copy of the messages instead of moving them you will see a sign next to the mouse pointer If for any reason you cannot use IMAP you can still use a manual import method The hard way You can import old emails from e Microsoft Outlook e Microsoft Outlook Express e Eudora e Mozilla e any other system where emails are stored using the mbox format The import process requires that your messages are first converted into mbox mail format Manually importing emails from Outlook Outlook express and Eudora See The easy way above for an easier method If that is not applicable follow these instructions 1 If you don t have Mozilla installed install it from http www mozilla org You can also use Mozilla Thunderbird which is the much smaller Mozilla mail client application see same web site Thunderbird does not install itself so it is the simplest solution
93. ou organize your work and communicate with other people CohereMail is designed to be simple and intuitive to use Features e full email support with visual and audio alerts advanced navigation search etc e secure instant messaging e file document storage management and sharing e calendars tasks management and sharing e address books management and sharing e message boards for group communications and announcements e accessible from many different devices e support for SyncML synchronization of calendars and contacts with Outlook PocketPC other PDAs and many mobile phones e no software installation is usually required on client devices How to access CohereMail CohereMail can be accessed by many different devices e web browsers e PDAs PocketPC Palm etc e WAP phones e Java phones Supported browsers and devices Browsers e Microsoft IE 5 0 or greater e Netscape 6 1 or greater e Mozilla 1 1 or greater PDAs e any PocketPC or PocketPC 2002 device e Palm devices using either WAP browsers or Java e RIM Blackberry using WAP or Java Phones e WAP phones e JAVA J 2ME Midlet phones How to access Please consult your system administrator for information on how to access CohereMail from a particular device Usually links for PocketPC and WAP devices are also displayed on the browser login page These links depend on the address of your CohereMail server All the devices must have network connectivity
94. ow to reduce the risk of this happening Whitelists To minimize the risk of false positives legitimate messages that are wrongly classified as spam you can tell CohereMail to never classify as spam messages that are sent from particular people or domains This is called a whitelist and can be configured from Preferences Mail Whitelist Tip if you often receive emails from a customer company abc com you can add abc com to your whitelist to make sure that their messages will never be classified as spam Note that all the people in your contacts are automatically whitelisted which means that mail received from them will never be considered spam Improving the statistical filter The statistical filter of CohereMail can learn from your feedback If you receive in your inbox a spam message click on the This is spam link CohereMail will then analyze the message again and adjust its internal parameters learning so that the next time a message with similar words arrives it will be more likely considered as spam In the same way if you receive a legitimate message but CohereMail wrongly considered it as spam click on its This is not spam link CohereMail will e add the sender to your whitelist analyze the text of the message and adjust its internal statistical parameters e move the message back to your inbox 47 Preventing spam emails using time limited email addresses Often senders of span emails Spammers find out abou
95. perties amp sharing e click on New share e select a name for the share this can be the same name as the contact folder or something that can be more meaningful to the other users other users will know the contact folder by its share name e click the Next button e check what users communities user groups you want to grant the read write create and delete permissions to You can also use the Quick add button to grant multiple permissions faster e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a link to your contact folder e When finished click on Ok to create the share Tip only the administrator of your domain can create user groups Contact the administrator if you believe a new user group would be useful Linking to a shared folder Unless you are the CohereMail Administrator the share that you create will not 95 automatically appear as a new folder in other users account This is because maybe they do not want to access your share If other users want to access your share and they are authorized to they need to create a link to that share See accessing shared contact folders For the Administrator when you share a folder to all the users of your domain all users will automatically see the folder without having to
96. r This depends on the address of your CohereMail server If your CohereMail server address is www mycompany com the address for CohereMail WebFolders is http www mycompany com CohereMail webfolders You can use https for secure communications note the address when using the demo CohereMail server at www CohereMail com is http www CohereMail com CohereMail webfolders 4 click Next 5 you will be prompted to login Input your CohereMail username and password and click Ok 6 input a name for the web folder or keep the default one and click Finish 7 your web folder is now connected and you can access it every time without having to repeat these steps The web folder is available inside My Network Places Here is how CohereMail looks like once connected on your desktop 62 How to access CohereMail WebFolders using Mac OS X 1 In the Finder access the Go menu choose Connect of Server Shortcut is Applekey K 2 If your CohereMail address is http www mycompany com enter the URL http www mycompany com CohereMail webfolders click Connect 3 It is essential that the entered server address starts with http 4 When prompted please enter the CohereMail username and password and click OK 5 The Webfolder will be mounted on the desktop For fast access to the webfolder e Create an alias for the mounted Webfolder volume or e Drag the icon of the mounted webfolder to the Dock between the trash and t
97. re requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information CohereMail provides full instant messaging functionality to chat in real time with other users With CohereMail Messenger you can e view when other users are online e chat with other users e create join conferences with multiple users e receive alerts of events ex new emails in real time CohereMail Messenger uses the open standard J abber XMPP protocol which means that you can use the integrated messenger client or any other J abber client freely available See How to access for more information Jabber is a registered trademark of Jabber Inc 101 How to access the Messenger CohereMail Messenger uses the open standard J abber XMPP protocol which means that you can use the integrated messenger client or any other J abber client freely available Integrated messenger client The integrated messenger client is enabled by default and is loaded automatically when you login To learn how to use it click here The messenger client requires your browser to be J ava enabled External Jabber client If you don t want or can t use the integrated messenger you can use an external Jabber client First make sure that you disable the integrated messenger Many clients are available for free for almost any OS Windows Linux Mac BSD etc and for many mobile devices PocketPC Java phones etc A list is a
98. rence meetingl you can join them by entering meeting1 e Nickname use your CohereMail username Exodus 1 create a new profile 102 2 in the Login page use the following values e Username password your CohereMail username and password e Server the domain name that you belong to in your CohereMail server usually what is after the sign in your email address e then click on Details and enter the following values e Connection type normal e Host the address of your CohereMail server ex www mycompany com e Port leave the default unless your Administrator tells you otherwise e SSL tick this if you want your connection to be encrypted secure You will need additional DLLs that are available at Exodus home page e when joining a conference group chat use the following room information e Room name use the name of the conference preceded by Example if other users using the integrated messenger are in the conference meeting1 you can join them by entering meetingl1 e Room server the domain name that you belong to in your CohereMail server usually what is after the sign in your email address e Nickname use your CohereMail username e Password leave blank Jabber is a registered trademark of J abber Inc 103 Using the integrated messenger By default when you login the integrated messenger is automatically started You will notice in the CohereMail menu a button that reads Loading Connecti
99. rking in and all the times emails messages documents appointments are automatically translated into that time zone 16 User classes and permissions Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more information The administrator of a domain can define multiple User classes for the domain Every user class can be assigned different basic permissions accessing email files calendars changing the preferences the password sharing objects and so on A user always belong to a user class and inherits its permissions User classes are the easiest way to limit access to CohereMail s functionalities in a selective way To manage user classes click on Administration User classes 17 Disk usage and disk quota Whenever you upload a document or send or receive an email your disk usage counter is increased and the disk usage of your community is increased as well for the same quantity To control the disk usage of the CohereMail server the Administrator can enforce disk quotas onto users and communities If your disk usage has reached the disk quota set for your account you will not be able to upload new files send emails or even receive emails Be careful You may lose some important emails Your disk usage and the disk usage of your community where applicable is displayed in your CohereMail home page which is accessible by clicking Home on the
100. roup of preferences that you want to edit ex General Edit your preferences color theme etc It is very important that you change your password the first time you login so in the General preferences click on the Change button next to the Password field You probably also want to specify your full name and contact details Click on the Change button next to the Personal details field to change them More info on Personal details The name that you specify will appear in the emails and messages that you send out and in the company directory The email address that you input will appear in the From field in the emails you send usually you should leave it to its predefined value 21 Setup additional mail accounts CohereMail usually provides you with an email account by default Your email address is your_CohereMail_ username yourcompany com Ask your Network administration for more information If you have other email accounts and want to access your email through CohereMail you need to tell CohereMail to retrieve the mails for you Open the Mail menu by clicking on the apposite triangle symbol and click on the External accounts link Click on Define new account and input the details of your mail account and select the mail folder in which you want the downloaded email to go If you want CohereMail to automatically retrieve new email messages for you select Check automatically When you click OK CohereMail will downl
101. rrrrsreesrrrrrrresse 72 How to un share a message DOAMA cece cece eee ee eeeeeeeeeeeeeaneeennes 72 Disk USAGE CONSIGELATIONS cece cece cece ee ee eee eeeeeeeaeeeeeaaeeeeeaneeaaas 72 Accessing Shared message DOAMCS cece cece ee eee ee eeeeeeeeneeeeenneeees 73 Audio and visual alerts for INCOMING MESSAGES cceeeeeeeeeeaeeeenas 74 ANNOUNCEMENTS seeen nian eddies Dasiaw vc A Ea K EE AAEE 75 CA E N DAR e Shannen Sh a a a a a ate ie Ol len ail 76 Calendar overvi W ssssssssssrreserrrrrrresrrrrrrresrrrrrrrssrrrrrrrrrrrrrrrrrt 76 Calenda Pona o nidi a e a heie odra da E aa aa eT erry es ere Eaa e ree eee 77 Day week and month VICWS cc ccc cece e cece cess eeeeeeeeaeeeeaaeeeeanees 78 DAY ViCW ecco ec obet otncanet A tend She eo eGes co E a rut case Saistatie 78 WEEK WieWiet leh eat ere tl Ane Bl Ce a ie eile a t a 78 MONTA VIEW isra mona a enor eleon a bieeds alle bien eee once Ea nE alas 78 Adding editing and deleting CVeNtS cccceceee eset eect ee eeeeeeeeenee ees 80 Start and end tiMe ssssssssrrrresssrrrrrrrrerrrrrrrrrerrrrrrrrerrrrrrreeerrr 80 CaCO Alico Bsa detest cod rari E A anna AEE EEEN OIS EEA A EEA AENEA EE 80 Deleting aN Ev Eseinros da i AE vee cee EA E rs aE AA a 80 MASKS geroa aaa e N N TA waren 81 Task Properties 225 i alien waa E N E ETEA EEE ADEE SEREA a Uri Eaa 81 Viewing taSkS sessssserrsrrrrerrrrrrrrrrerrrrrrreessrrrrresserrrrressrrrrrrrre 81 Invit
102. s ANd PermMiSSIONS cccccceece ee eeeeeeeeeeeeeeeeeeeeeeeeenneenes 17 Disk usage and disk quota ssssssrsreresrrrrrrressrrrrrressrrrrrrrerrrrrrn 18 Disk usage on Shared objectsS ssrsssssrrrrrrrrrrrrrrrrrresrrrrrressers 18 QUICK TUTORIAL e e a a e brea Dey alee at 19 OOM ae E E E E A E EA A oe de Sule 19 The CohereMail window browSe cccccccceeeeeeeeeeeeueeeuceeueeeeeuees 20 The CohereMaill Men Giicciises dee ecgoadwess wins Me aethaverderebrawereeaeababs vine 20 The content PANG tevctsrcctves aniei erani a Deed Aa iiaia iiaa i a oiai 20 Set up your PrelerenCes 0 12 4 icine ied ere siwdaud eccbenedadwareitineaabeentin 21 Setup additional mail ACCOUNTS ccccecceceecee cesses eeeeeeeeaeeeeaneeeees 22 Check yo r emailen a catch betel ot a eee he 23 SCG AN Salles sate P coat siecen avi nwa de eho ee chee baleen hea a kiei Aika adeedea teen 24 Delete SOME EMAIIS cc ccecccece cece esse e eee eeeeeeeeeeeeaeeeeeaeeeeeaneegaes 25 SCISCHNG ILGINS x sisisi eeds a atti aaa a Na a aA ke 26 Other feat re Senio O A E E EEA EE A OSEA 27 Leave the CohereMail wiNdOW Op n s m m msmsmemrmemrmemineminsminrnrnru n LO MOVING AROUND rs cis srcuh sintered cant ccvnedts A aN Na aa EEN EE E A ai aa 29 Moving around the main MenU sssssssrsrrrrrssssrrrrrssrrrrrrresrrrrrrre 29 Moving around folderS ssssssssssssrrrrrssssrrrrrrrrrrrrrrrrrrrrrrrreesern 30 Full screen and split vieWwS sssss
103. s will be automatically saved in a folder called Christmas party or whatever other title you chose under the snapshots folder e Everyone can now see your pictures thanks to CohereMail DirectFiles They just need to visit http www yourcompany com CohereMail directfiles yourusername snapshot s where www yourcompany com is the address of your CohereMail server and yourusername is your user name Note the address when using the demo CohereMail server at www CohereMail com is http www CohereMail com CohereMail directfiles yourusername snapshots Tip setting a password in the filter in this example abcd ensures that only you can publish pictures from email 126 How do I send a link to a file in my CohereMail documents 1 Share the folder where the file will be posted as public a read permission is sufficient 2 post the file to that folder 3 click on the folder properties and in the row corresponding to the share just created click on the link in the Web column it starts with CohereMail directfiles 4 This will open a new window listing the files in the shared folder The URL displayed in the browser address bar is a valid HTTP link to access the folder 5 to get the URL of the single file right click on the disk icon next to it and click on Copy shortcut You can then paste that address anywhere ex an email 127 Support How to obtain support For any question suggestion or comments pl
104. sssssssssrrrrrrrssrrrrrrrsrrrrrrrrerrrrrrne 31 Sharing Informiatigm ssiiessedtar hee ee Oe ale es eh 32 MAIG aora ooa ee clettere taal seein dh ee A E a a E E 33 Mail overvieW s ssssssrrrrrrssrrrrrrrrrrrrrrrrrerrnrrrreresrrrrreesssrrrrrese 33 WIE folders A amirinin aiaa nalatnten ONEAN EEA aAA A TANDA eee 34 Reading emails airirussiinaco o ce ea ia aa N E EE S 35 Mat OAS eseina o E E TA OAO mance 36 Sending an emMail sssssssssrrrrrrrsrrrrrrrrsrrrrrrrrsrerrrrrrreerrrrrrreeerrrre 37 Sending mail attachMentS ccccecccee cece eeeeeeeeeeee sees eeaeneeeaeeeeas 38 Mail signatures and mail id ntitieS cccccee cece ee eeeeeeeeeeeeeaeeeeanes 39 Default Mail identity sssiis satenane aai ian tense iy O yeaa 39 Smart reply Identity wees Coste vont aie conse cn sine ore named noes 39 Smart signature SWAP esses cciicwigensradsonteee nexsndean eescevand ueraeneuuee senses 39 Accessing external POP3 ACCOUNKS cccccceceeeeeeeeeeeeeeeeeeeeenaneeees 40 M illng MESUS tat ood nnn aa amoria na oa aiaa ena bedeiaithasiede asameden ieee totudeb ages 41 Global mailing SUSE cctv tye content a whats a a aa a a te ies 41 Personal maling StS rren a a aa a E aA 41 Searching emiallSnsrn eeen e a e E E EAA nE E RAA 42 Mail TilterSa araa ia a wet once a a aa e e a a a ESA 43 Filter list and priority sssssssssrsrsrrerrrrrrrrrsssrrrrrrssrrrrrresssrrrrrrere 43 The Spam filter creais sx atom kan sn AAE AN tense EENE AA 43
105. t your email address on public discussion forums mailing lists etc When you need to leave your email address for a time limited purpose ex you wait for a reply to be sent shortly to you via email avoid giving away your real email address With CohereMail you can give an email address that is valid only for a limited period of time So even if it ends up in the hands of spammers it won t compromise your mail address forever To use a time limited email address simply append the date when you give your address to someone Example if your email address is joe companyl com running the CohereMail mail server and you want to leave your email on a public forum using an address that expires the 18th of January 2004 simply leave the address joe 040118 companyl com You do not need to do anything particular in CohereMail When the CohereMail mail server receives an email for joe 040118 companyl1 com it will deliver it to your real email address joe companyl com only if the current date is before or on the 18th of January 2004 Otherwise it will reject it You can give out as many time limited email addresses as you want with the same or different expiration dates Remember the rule username YYMMDD domain com Note time limited email addresses are effective against automatic robots that scan the web for email addresses A human could probably recognize the trick and circumvent it However most spammers use automatic robots to collect ad
106. tacts from the folder 94 Sharing contacts with other users Using CohereMail you can share contacts with other users very easily This is useful for instance to keep track of all the external partners of your company customers etc By sharing contacts with others you save time and energy because e only one person possibly an assistant needs to type the contacts instead of everyone e since there is only one copy of the contact it is easier to keep contacts up to date When a customer informs you that his her phone number has changed and you update the contact every employee will automatically see the updated contact Using CohereMail you can share entire contact folders with other users so that you and they can access all the contacts in the folder create new contacts create new folders and so on Shared folders are displayed using the share icon Tip CohereMail provides automatically a company directory which lists the contact details of all the users of CohereMail in your organization Security You can share a contact folder with every user or you can make it accessible only to some users either by specifying their username or by setting a password for the folder You can also make the folder read only so that users can view its content but cannot create delete move contacts or create new subfolders How to share a contact folder To share a contact folder e open the contact folder e click on Folder Pro
107. the pictures are automatically published Filter list and priority To edit mail filters click on the Filters link under the Mail section in the menu What you will see is a list of filters ordered according to their priority Priority 1 is the highest When a new message is received the filter with priority 1 is checked and if its conditions are matched its actions are performed on the message The process is then repeated for the filter with priority 2 and so on A filter can be set to stop the processing of the following filters see below To change the priority of a filter use the icons to move it up or down in the priority list The Spam filter The Spam filter is a default system filter and cannot be deleted You can use this filter to act on all the spam emails Usually you simply want to delete them automatically so the default action for the filter is to delete the message but you can change it Creating a new filter To create a new filter click on New filter First give a Title to the filter explaining its function Then input a Condition select which field From To CC Subject Body of the message must contain a particular text for the filter to be activated In the following steps you will be able to input multiple conditions Then input an Action what the filter should do with the message if the condition is met In the following steps you will be able to input multiple actions There are many different
108. them accessible to non CohereMail users 53 File folders CohereMail organizes all your files in folders The most important folder is simply called Files and is also called the root folder The root folder is a special folder and it can only contain other subfolders but not individual files When you first login to your CohereMail account there are already some file folders provided for you e My documents is where you keep your files you can share some of them with others e Group documents is where your company documents are stored NB this may or may not be available depending on decisions made by your CohereMail Administrator e you may find other folders depending on your Administrator s decisions You can create other folders as well either in the root or in one of the subfolders There is no limit to the amount of files and folders that you can create and store apart from the disk quota that you are given by your Administrator To open the root folder simply click on the Files link in the CohereMail menu You will see a listing of the content of the folder for instance you should see the My documents folder To view the content of a folder simply click on its name You can also access the subfolders of the root folder directly from the menu To create a new folder click on New folder and enter a name for the folder You will be taken to the new folder which is initially empty To navigate to a parent of a folder
109. tion Data Mozilla Profiles default wirsgw9q slt Mail Local Folders Outlook Mail sbd Note that the mbox file has no extension do not select the msf file 4 You can import more mail folders in a single operation 5 Each mail folder that you import will be imported as a new subfolder of the current folder It is also possible to import mailboxes in mbox format and mail folders ex in maildir format in bulk even for multiple users domains using the Administration API and a script Please see the Administration and configuration manual for more details on the Administration API Outlook is a registered trade mark of Microsoft Corporation 52 Files Files overview CohereMail lets you store all your documents and all kinds of files generally in your account In this way you can access them from any location and you can share them with other users Being able to access your files from any location means that you don t need to carry disks with you wherever you go and that you don t need to copy all your documents to your PDA in advance You will just access what you need directly when you need it Sharing documents with your colleagues is a far more efficient collaboration method than sending email attachments to everyone because when using email documents can end up out of sync some people might miss or simply not want a particular document and so on In addition having a central place of storage helps keeping track of
110. ts tasks If your phone does not have separate settings for events and tasks use calendars Before trying any sync operation make sure that the phone can connect to the internet Check with your carrier for instructions Remember that support for more advanced event recurring rules is not perfect in all phones and may not work correctly Most mobile phones have strict memory limitations You may encounter errors if you try to sync your phone with your CohereMail account if it has hundreds of events contacts tasks because the phone is not able to store them all Want to ask for advice to other users of your phone Have you successfully synchronized with your phone and want to share tips with others Make sure to visit our public forums in the apposite SyncML space 119 How dol How do I open documents with Word Excel etc To open attachments e click on the attachment s name to open the attachments directly You will be asked if you want to open or save the attachment to your computer s disk It is recommended to save the file if you plan to edit it e click on Save to save the attachment to your CohereMail file folders To open documents that are in a file folder e click on the document s name to open it directly You will be asked if you want to open or save the attachment to your computer s disk It is recommended to save the file if you plan to edit it To upload changes made to a document When editing a
111. u can create other message boards as well and share them with others You can create aS many message boards as you want To open a message board simply open the Message boards menu and click on the message board s name You will see a listing of all the messages in the board with the latest post in the top line To create a new message board click on the Message boards link in the menu and then click on New Enter a name for the message board You will be taken to the new message board which is initially empty Since a message board is a tool for people to communicate if you want others to access your message board you need to share it with them Tip you can also use a message board as a personal note device where you post personal notes and messages To create a link to a message board shared by another user see accessing shared message boards Some message boards can be read only because they are shared with limited permissions by another user You can check if a message board is read only in the line at the bottom of the page By default CohereMail shows you the message listing in the upper half of the window only You can also view the listing in full screen See Full screen and split views for more information Finally all the normal folder operations apply 67 Reading messages To read topics in a message board simply click on the subject of the topic in the message board listing When viewing a topic you are shown
112. upload more files or even entire directories it is easier to use CohereMail WebFolders Opening files using the browser To open a file stored in your CohereMail account simply navigate to its folder and click on its name If your operating system knows how to handle that file type it will open it automatically using the correct application ex Microsoft Word for doc files otherwise it will download it to your disk To download a file without opening it consult your browser s manual for instance users of Internet Explorer can right click with the mouse on the file name and select Save target as Using CohereMail WebFolders Using CohereMail WebFolders you can move files to and from CohereMail and open them as if they were normal files on your computer 55 Moving copying deleting renaming files To move or copy one or more files or subfolders from one CohereMail folder to another e in the source folder page check the boxes next to the name of the files and folders that you want to copy move e select the Move or Copy action from the page menu e a new window will pop up asking to pick the destination folder navigate to the folder where you want to move or copy the files e click Ok To delete one or more files or subfolders e select them by checking their select boxes e pick the Delete action from the page menu e click Go e be careful you cannot undo delete operations Tip if the Move or Delete actions are
113. users if the folder is not read only can lock a shared file so that you can prevent others to change it while you are editing it this prevents ending up with two different versions of the file How to share a file folder To share a file folder e from the Files menu navigate to the folder that you want to share e click on Folder Properties amp sharing in the page menu e click on New share e select a name for the share this can be the same name as the folder or something that can be more meaningful to the other users other users will know the folder by its share name e click the Next button e check what users communities user groups you want to grant the read and write permissions to You can also use the Quick add button to grant multiple permissions faster e if you give the read permission to Public the folder will be published on the web using DirectFiles and it will be accessible to everyone without the need of an account or password e if you give the read permission to Password then the folder will be published on the web using DirectFiles and visitors will need to authenticate using the username guest and the password that you specify in order to access the folder e note that no matter what other permissions they have users that do not have read permission will never be able to perform any other operation e if you enable access with a Password every user that knows the password that you choose will be able to create a
114. vailable at http www jabber org user clientlist php CohereMail has been tested with Gaim Psi and Exodus the most popular J abber clients If you encounter problems in using other clients please contact us Following are the instructions on how to setup some popular clients to connect to CohereMail Gaim Gaim is the most popular Jabber client and can connect to other public networks like MSN Yahoo AIM ICQ A full guide on how to connect to CohereMail using Gaim is available in this article in the CohereMail Knowledge base Psi 1 Setup a new Account 2 In the Account page use the following values e Host the address of your CohereMail server ex www mycompany com e Port usually 5222 but your Administrator could have changed this e Use SSL encryption tick this if you want your connection to be encrypted secure You will need additional DLLs that are available at Psi s home page e Username Password your CohereMail username password e Manually specify Jabber host tick this box and specify the domain name that you belong to in your CohereMail server usually what is after the sign in your email address e when joining a conference group chat use the following room information e Host the domain name that you belong to in your CohereMail server usually what is after the sign in your email address e Room use the name of the conference preceded by Example if other users using the integrated messenger are in the confe
115. web When an email with attachment is received and this action is selected CohereMail will create a subfolder in it and will put all the attachments in that subfolder In this way attachments are easily separated The name of the subfolder is determined in the following way 1 if the body of the email contains some text CohereMail will use the first line of the message text as the name for the subfolder In this way you can easily give a title to your picture collection 2 if the body of the email is empty CohereMail will use the current date and time as the name for the subfolder 44 To prevent others to publish files on your shared folder you can set the filter condition to trigger only if the subject contains a special password In this way only who knows the password can publish attachments via email e copy the attachments to file folder as the previous one but a copy of the message will remain in the original mail box as well Adding multiple conditions and actions Once you have created a filter you are brought back to the filter edit page where you can add more conditions more actions or edit delete the existing ones Editing a filter To edit a filter simply click on the Filters link under the Mail section in the menu and then click on the name of the filter 45 Dealing with spam Note this feature requires a commercial CohereMail license It is available in CohereMail Lite only for a trial period more i

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