Tutorial for Horde eMail
Contents
Basics
1. Starting Horde
2. Reading eMails
3. Replying / Forwarding
4. New eMail
5. Attachments
6. Save as Draft
7. Address books – Adding contact details and accessing
8. Sorting with column headings
9. Deleting and purging
(which will save on size within the set quota)10. Logout
Advanced
1. View Drafts and Sent Items folders (if not already shown below the Inbox)
2. Adding a standard ‘signature’
3. Sending & saving options
4. Embedded pictures and/or formatted text etc.
5. Setting priority for email (Low / Normal / High)
6. Request receipt
7. Creating a folder structure / filing emails
8. Saving emails (including attachments)
– which will also save space on email system!9. Exporting Address Book contacts to a spreadsheet (.csv format)
1. Starting Horde: Open Internet Explorer (or Chrome) by clicking the icon
Click Internet Explorer icon on Desktop / Start menu / Taskbar
Click the shortcut (if shown) or enter the address
www.creativesupport.org.uk Then the option Login Here to Webmail For org.uk
Enter the Email Address and Password for relevant account
2. Reading eMails
Your email Inbox should now be shown as below
The highlighted email will show a preview in the bottom of the screen – if not required, select Other / Hide (or Show) Preview on top right-hand side
To open an email in a new window, just double-click the relevant mail in the Inbox.
If this window is shown, click link to Read mail using Horde or [ Enable Autoload ]
CAUTION
Although the Administrator account is more susceptible to receiving suspect emails, always be very cautious when opening emails from unknown sources or prone to being fake (particularly from financial organisations – as in the
‘American Express’ example which has links to false websites)
FAKE emails!
NB
Unfortunately, spam emails possibly containing dubious links to viruses etc. can still be received in your Inbox.
If in doubt, or a warning given – DO NOT CLICK THE LINKS, particularly if from an unknown sender or containing suspicious messages.
The ‘Hyperlink’ address can be viewed by just hovering over the link and the destination will be shown at the bottom – AGAIN, DO NOT CLICK !
3. Replying / Forwarding
For valid Replies, click the Reply button or for other options click the down arrow
To Forward, click on the down arrow and choose the appropriate action
Warnings given if suspected of having a fake message / hyperlinks
Hovering (NOT CLICKING) will show the link to an address totally unrelated to that suggested by the text eg www.freemycellular.com/nqagi mrupx/wggvjbqnpv.html is obviously NOT the link to American Express
Please ensure that you do REALLY want to Reply To All, as some responses to emails are not appropriate and can ‘spam’
users in email groups unnecessarily
4. New eMail
For sending a new email message, click either the green New Message or Mail down arrow / New Message
A blank New Message window will appear, showing you as the sender
Add email address(es) for recipients, with any to receive Cc: (Carbon Copy) or Bcc: (Blind Carbon Copy – so others do NOT see who the email sent to)
To attach a file, click on the link to open a browser window – see below
5. Attachments
If necessary, attachments can be added by clicking on the ‘Add Attachment’ next to the paperclip icon, which will open a browser window to navigate to the location of the file to be sent.
Select relevant file(s) and click ‘Open’
These attachments will then be shown below the Subject:
6. Save as Draft
Should you wish to prepare an email but need to add a file later (eg. after completing a spreadsheet etc.), then the email can be saved as a Draft – to be opened later and file(s) added.
Drafts are saved in the ‘Drafts’ folder and can be opened for completion by double-clicking the relevant email.
Viewing Drafts and Sent Items - if not shown under the Inbox, click Folder Actions and select Show All Mailboxes
7. Address Books
Your contacts can be created or accessed by selecting the Address Book and clicking your address book to view the existing, where you can also add or edit the details
OR adding by clicking New Contact in your Address Book and completing details to suit on each tab for
Personal / Location / Communications / Organisation / Other, but must include at least Surname and email address on the relevant tabs to enable selection for sending messages
To add the senders’ email addresses from messages received, click on their name and options are shown under their email address to either send them a new message or Add to Address book – select that to add to your personal Address Book for easier selection
Selecting address from your existing Address Book – click the To: button to find and select for sending emails
With Address Book open, select to highlight each recipient and click the button to add for either To: / Cc: / Bcc
Once selected, click OK to return to the email for sending
8. Sorting the email list
Your email list can be grouped by the default of Date, but also From (useful for grouping emails from same person), Subject & Size by clicking on the column header and either ascending or descending values (the arrow next to the header indicating direction of sorting)
View below shows sorting by date with latest at the top (arrow pointing up)
9. Deleting and Purging
House-keeping of emails should be on-going, particularly when the quota limit is approaching (this includes sent and
‘filed’ as well as those received). If space is becoming critical, it is good practice to view the larger emails first (as these will have the larger attachments).
In this case emails are sorted by the size column, preferably with the largest at the top, so that the biggest can be determined for deletion first, reducing the quota more effectively. In this example however, the email are very small without any attachments.
When as many emails as possible have been deleted, these will temporarily kept in the ‘Trash’ folder (and if any mistakes are made, these can be restored back), but to fully clear them to save space, they will need purging.
Column sorted by size, although these are small
without attachments.
Highlight those to be deleted and hit the delete button (trashcan icon) on screen or
the delete key on the keyboard
eMails which have NOT yet been seen are shown with an envelope icon and a grey
background
eMails which have been seen are shown with an envelope icon and a white
background
Select Trash & highlight the relevant email(s), then click Other / Undelete OR Purge Deleted
10.Logout – click button on right-hand side to exit email and return to the Webmail Login screen
Advanced
1. View Drafts and Sent Items folders (if not already shown below the Inbox)
2. Adding a standard ‘signature’
To add a text ‘signature’ for each new email message, click on the ‘cog’ icon and select Global Preferences / Mail
Click on Personal Information under ‘General’ on left-hand side
Enter your ‘signature’ as appropriate in text box Click ‘Folder Actions
and then ‘Show All Mailboxes’
Once details added - Click ‘Save’ then ‘return
to Main Screen’
If HTML option is to be used (see below), then
enter details / formatting here
3. Sending & saving options
Embedded pictures and/or formatted text etc. using HTML
4. Adding pictures in the body of emails
Ie
Image / Upload / Choose File / Select & Open / Send to Server / OK
To add pictures, click icon for ‘Image’ and window shows options for Image Properties (see below)
Click the Upload button
and then the
‘Choose File’
button
Text formatting allows the usual change of font, size, colour, bold, italics and highlighting etc.
5. Setting priority for email (Low / Normal / High)
6. Requesting ‘Read Receipt’ to get acknowledgement that the email has been opened and read by recipient(s)
7. Creating a folder structure for filing emails
Should you wish to file specific emails in one location, folders can be created to move relevant emails into
To create sub-folders
Select the file
and click Open
The selected file name is now shown next to ‘Choose File’ –
Click Send it to the Server
Click OK for image to appear in email
Select High/Normal/Low Priority required from the drop-down Options
Select ‘Read Receipt’ from the drop- down under ‘Other Options’
Right-click on relevant folder for menu options and select ‘Create subfolder’
Select ‘Folder options’, then
‘Create Mailbox’
Enter mailbox name and OK
Mailbox name is now shown in the list of ‘folders’
Enter mailbox name and OK
Subfolder name is now shown offset under its’ parent
folder/mailbox
Filing emails in folders from Inbox
Select email(s) by clicking the left hand box next to email to check box and click-drag to the relevant mailbox/folder
8. Saving emails (including attachments)
which will also save space on email system when subsequently deleted!
9. Exporting Address Book contacts to a spreadsheet (.csv format)
To convert your address book to a spreadsheet file, click Address Book and select your email Address Book
Once file is opened in Excel (default), then you will see all available columns within the Address Book, but with data only shown for that currently entered, so a lot of these columns will be blank and may also not be needed for your
Select, then click/hold&drag to relevant folder
When dragging, prompt shows ‘Move’ number of messages into location
The moved emails will now be shown in the
relevant folder
In the email
‘preview’ window, click Other Options & ‘Save’
Or in email Open window, click
‘Save’
The email is then ‘downloaded’ to your PC Download folder – Click the arrow for menu to ‘Show in folder’ and that will show the file, which can be opened or moved etc.
Click Address Book and select your
email Address Click top check box for all entries
or select individual if appropriate
Once selected, click the ‘Export’ button and the csv file will be downloaded – click the arrow to select ‘Show in Folder’
