Managing Your Mail Account

To manage your mail account, use the following topics: Mail Account Summary Window Mail Delivery Options Window Vacation Message Window Mail Folder Access Permissions Window Set Permissions for the Folder Window Search for Users Window You can view and manage your mail account on this server with the Mail Account windows listed in the left panel of all Account Information windows for users. You can use these windows to perform the following tasks: View your mail account information using the Mail Account Summary Window. Set delivery options for your mail using the Mail Delivery Options Window. Write a vacation message for your mail account to send while you are away using the Vacation Message Window. Set access permissions for your mail folders using the Mail Folder Access Permissions Window.
Mail Account Summary Window
In the Mail Account Summary window, you can read basic information about your server mail account, but you cannot change it on your own. If you want to get mail using different email addresses or access domains, or if you need more storage space for your messages, see your server administrator. To see different parts of this window: Scroll to see information, rather than resizing the window. Resizing may return you to the Welcome page. Note on your disk storage quota. Your server administrator sets the amount of disk space you can use to store mail. If you have filled this space, your messages are returned to their senders. If your server administrator has set up a grace period, your messages are held in the Mail Queue until you free up enough space. If the grace period expires before you free up space for the messages in the Message Queue, the messages are returned to their senders. To find out if you have a grace period, ask your server administrator. Warning: Whether you see a warning message when your disk quota is nearly full depends on your server administrator. Check your disk space from time to time if you are storing a large number of messages or folders.
Mail Delivery Options Window
You can use the Mail Delivery Options window to specify the way that your mail is processed or delivered. You can deliver messages to mailboxes you indicate, forward a copy of your messages to particular users, or process incoming messages through programs you specify. To see different parts of this window: Scroll to see information, rather than resizing the window. Resizing may return you to the Welcome page. To fill out this form, you click to make and remove checkmarks in boxes, and you type or paste in email addresses and program commands. After you specify all the options you want for your messages, click Save Options. At any time, you can change your options and save the new ones. More about mailboxes: Selecting POP3/IMAP4 on this window allows you to use either the POP3 or the IMAP4 delivery option, whichever is available. If your mail program supports both POP3 or IMAP4, you must select one of these services in the program's User Preferences. POP3 services copy your messages and folders to your local machine. You can either keep or delete the original messages on Messaging Server. IMAP4 keeps your messages and folders on Messaging Server, but you can copy your messages to your own machine if you like. Examples of programs you might want to enable: an external email filter the Unix mail distribution program procmail For detailed instructions for any of the tasks you can do through this window, see one of these sections: Selecting Delivery Services Forwarding Messages Processing Messages Through Other Programs Selecting Delivery Services Follow these steps to select the delivery service to use for processing your incoming mail. Under the field labeled "Deliver incoming messages to these mailboxes," check the boxes to select one or more Delivery Options. Your POP3/IMAP4 Mailbox. POP3 services deliver your messages to your local machine. IMAP4 services keep your messages and folders in the Message Server, but you can copy your messages to your own machine if you like. Your Unix Mailbox. Unix mail delivery services deliver your incoming mail to your Unix mailbox.

Click Save Options. Note: If you cannot use an email option after you set it on this window, contact your server administrator. Forwarding Messages
Follow these steps to forward your incoming mail to other email addresses.

1. Find the text field labeled "Forward a copy of your messages to." In this field, type one or more email addresses, one address per line.

2. Click Save Options.

Note: If you cannot use an email option after you set it on this window, contact your server administrator. Processing Messages Through Other Programs
Follow these steps to process incoming messages through an external program.

1. Check the box labeled "Enable the following programs."

2. In the command field, enter the commands that call the programs you want to use, one per line.

3. Click Save Options.

If you need help with this, see your server administrator.
Vacation Message Window
You can use the Vacation Message window to activate the Vacation Message option and write a message for your mail account to send while you are away. Your vacation message is sent automatically in response to the first message you receive from any one sender. The message is not sent again if you receive subsequent messages from the same sender. When you write a message, you also specify the language you are using. The default is English. If you like, you can write messages in as many different languages as you want (and know). You write and save one message at a time. You can have only one message in each language. The server looks at the locale of the sender and sends the message in the corresponding language when possible. If there is no message for a locale, the server ends the default (English) message. To view an existing vacation message, select the language for the message in the drop-down list at the top of the window. To change a message, simply edit or replace it in the text box and save your changes. Your new message replaces the old one in this language. For detailed instructions, see Sending Vacation Messages. Sending Vacation Messages
Follow these steps to activate or deactivate vacation messages and write the message you want your mail account to send in response to email messages while you are away.

To turn on vacation messages, click the box labeled "Check this box to enable vacation messages" to put a check mark in it.

- To indicate the language in which you are writing your message, select a language from the drop-down list at the top of this window. English is the default.

- In the text box, type your vacation message.

This message is only sent when you check the box to enable vacation messages.

- To select the time period during which your vacation reply will automatically be sent out in response to all incoming mail, select a "Start" and "End" time. Select from the following:

- Start: Now. To start sending the vacation reply message to all messages that come in after the current time, click this button.

- Start: Date. To set a later time to start sending the vacation reply messages, click this button and enter a date and time.

- End: Never. To specify that you want the vacation reply message to keep being sent until you say to stop, click this button.

- End: Date. To specify a date and time to stop sending the vacation reply message, click this button and enter a date and time in the field.

- Click Save Changes.

- If you want to create more than one message, repeat steps 2 through 4 until you have written all the messages you need.
To change a vacation message, edit or replace it in the text box and save your changes.
Mail Folder Access Permissions Window
You can use the Mail Folder Access Permissions window to set access permissions for the mail folders in your mail account. This window is only for users who have IMAP4 mail delivery. To see different parts of this window: Scroll to see information, rather than resizing the window. Resizing may return you to the Welcome page. Setting access permissions involves several steps:

- First, on the Mail Folder Access Permissions window, you choose a folder and click Set Permissions.

- Next, you go to the Set Permissions for the Folder window, where you add users to the folder and set their permissions, then click OK to make the change. You can also search for a user on the Search window that is available from this window.

- Finally, you return to the Mail Folder Access Permissions window, where you can verify that this is the change you want to make. Then you click Save Permissions to save the permissions you've set.

For detailed instructions for any of the tasks you can do through this window, see one of these sections:

- Setting Access Permissions

- Editing Access Permissions

- Deleting Access Permissions

- Searching for Users

Set Permissions for the Folder Window
You use the Set Permissions for the Folder window to add users to the folder you selected on the Mail Folder Access Permissions Window, and to edit their permissions. To see different parts of this window: Scroll to see information, rather than resizing the window. Resizing may return you to the Welcome page. For detailed instructions for any of the tasks you can do using this window, see one of these sections:

- Setting Access Permissions

- Editing Access Permissions

- Deleting Access Permissions

- Searching for Users

Setting Access Permissions
You can use the Mail Folder Access Permissions window to set folder permissions for specific users. In this window, you start the process by selecting the folder you want to edit, and end it by saving any changes you make. Follow these steps to set access permissions for a folder.

From the Mail Folder drop-down list, select a folder and click Set Permissions. This field lists all the folders for which you can set permissions.

Note: You can also select a folder by going to the "Permissions summary" in the lower part of this window. You find the folder you want and click Edit Permissions to the right of the folder name.

The Set Permissions for the Folder window appears, where you can edit folder permissions.

- Enter the name or userID that you want to add to a folder in the Add User field.
  If you want to search for a user, click the Search button to use the Search for Users Window. For detailed instructions, see Searching for Users.
  Note: The name appears in the user list for the folder just as you type it in this field. No checking or verifying takes place. You might consider searching for a user as a way to make sure that the name you add is spelled correctly and is in the mail system.

- Click Add.
  The new user is added to the list of users for this folder in the Set Permissions section -- just as you typed it in the Add User field. The new user has the default access of Read Only.

- In the User column, find the user and select the permission level you want to set from the Permission drop-down list.

- Click OK to set the permissions.
  In the Mail Folder Access Permissions window, the permissions appear in the Permissions Summary for the folder.

- Check your changes to make sure that they are what you intended.

- Click Save Permissions.
Editing Access Permissions
If you want to edit a user name or ID in a folder's access list, you must delete the user name or ID and then re-enter it. Follow these steps to edit user names in a folder access list.

1. In the Mail Folder Access Permissions window, find the Permissions summary list and scroll down to the folder whose list you want to edit.

2. Click Edit Permissions to display the Set Permissions window for the folder.

3. In the Delete User column, click the button next to the name of any users whose name or ID you want to change. You can delete more than one user at a time.
   The user name (or names) disappears from the folder's access list.

4. Click OK to submit your changes and return to the Mail Folder Access Permissions window.

5. Click Save Permissions to delete the user.

6. Enter the name or userID that you want to add to a folder in the Add User field.
   If you want to search for a user, click the Search button to use the Search for Users Window. For detailed instructions, see Searching for Users.
   Note: The name appears in the user list for the folder just as you type it in this field. No checking or verifying takes place. You might consider searching for a user as a way to make sure that the name you add is spelled correctly and is in the mail system.

7. Click Add.
   The new user is added to the list of users for this folder in the Set Permissions section -- just as you typed it in the Add User field. The new user has the default access of Read Only.

8. In the User column, find the user and select the permission level you want to set from the Permission drop-down list.

9. Click OK to set the permissions.
   In the Mail Folder Access Permissions window, the permissions appear in the Permissions Summary for the folder.

10. Check your changes to make sure that they are what you intended.

11. Click Save Permissions.

Deleting Access Permissions
Follow these steps to remove one or more users from the access list for a folder.

1. In the Mail Folder Access Permissions window, find the Permissions summary list and scroll down to the folder that contains the user to delete.

2. Click Edit Permissions to display the Set Permissions window for the folder.

3. In the Delete User column, click the button next to the name of each user you want to delete.
   The user name (or names) disappears from the folder's access list.

4. Click OK to submit your changes and return to the Mail Folder Access Permissions window to check to see if the changes have been made.

5. Click Save Permissions.

Search for Users Window
Use the Search for Users window to find any user known to the Messaging Server. You can search by all or part of a user name, user ID, phone number, or email address. The results of your search appear in the Set Permissions section of the Set Permissions for the Folder window. For detailed instructions, see Searching for Users. Searching for Users
Follow these steps to search for a user.

In the Set Permissions for the Folder window, click the Search button.

You see the Search for Users window.

- From the Locate drop-down list, select the part of the user record that you know something about.

- From the middle drop-down list, select the kind of search you want to try for the part of the user record that you selected.

- Enter the text of the record you know in the text field on the right.
  For example, to set up a search for a user whose last name starts with "Cze," select "User last names" and "starting with," then enter "Cze" in the text field.

- Click Search.
  The results of your search appear in the Results drop-down list in the lower part of the window, along with an Add & Close button.
  If no users match your search criteria, you see the message No Entries Found. Use the Locate fields to set up another search.

- Select a user from the Results drop-down list and click Add & Close.
  The Search window closes and you return to the Set Permissions for the Folder window, where the user you selected appears in the Add User field.

- Click Add.
  The user appears in the Set Permissions section, where you can set access permissions. See Setting Access Permissions.
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