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The most frequently used folders are email folders. These folders store all email messages of a particular mailbox. Number of email folders in a mailbox is not limited. The most essential folder is Inbox. By default, new messages are delivered to this folder. It is also possible to make the server deliver messages sorted by certain criteria to other folders, however, this issue will be addressed in chapter 1.12 Message filtering. Inbox is showed at figure 1.20 The Inbox email folder. Another basic email folder is Sent Items. Here, copies of all messages sent from the mailbox are stored. Another email folder to be mentioned is Drafts. This folder stores any messages which have been started or even completed but not sent. The three basic folders described above cannot be removed as they belong to so-called default folders. Details on default folders as well as on other folder types are focused in chapter 1.10 Folder Administration. First, we will focus on the toolbar of email folders to learn about its options:
In this section, we will focus on how email folders are displayed and how they work. The mail folders are arranged in a table (list). Each row contains one message and available information. Information to selected messages are listed in the columns. Each line may include icons referring to other features of the particular message (the description provided below addresses them in the order from left as they may appear in the line):
Table 1.1. Overview of icons used in message lists By default, up to 20 messages are listed on one page. To change number of messages displayed on a single page, use the Settings section in Kerio WebMail (see chapter 1.11.1 User settings). New messages are delivered to the Inbox folder by default (folders for incoming messages can be specified in the rules— see chapter 1.12 Message filtering). The unread messages are marked in bold. The number of unread messages is indicated in parentheses next to the folder name. Double-click selected message to open it in a new window (or select a message in the list and press Enter). The reading pane is an area where the message body is displayed (message body, images, etc.). There are two options of location of the reading pane (at the bottom or on the right — see figures 1.21 Message reading and 1.22 The reading pane is located on the right from the list of messages) or it can be hidden. If the window is hidden, message contents are displayed in separate windows. The reading pane can be enabled or disabled in Settings. For detailed information on user settings, see chapter 1.11.1 User settings.
Each incoming message may include one or more attachments. The attachments are files of various types (text, images, audio, video, archived compressed folders, etc.), that can be attached to a message and sent to the recipient. If you receive an attachment in a message, you can open it, view it and also save it to a folder (by using the pop-up menu opened by right-clicking on the attachment). This opens a standard dialog where the attachment can be saved. Users can also use the pop-up menu of the link (the Save as option). It is possible to reply directly to any message. This can be done by the button available on the toolbar (see figure 1.24 The Reply button menu). The button includes a menu where it is possible to select from two options ( to send the reply only to the sender or Reply All to send the reply to all addresses included in the original message). Click on one of these buttons to compose the reply message. The email address of the person who has sent the original message is entered automatically in the To field. Note also that the subject of the message now contains the The message can be also forwarded to other recipients. Click on to edit the selected message where the To and Cc fields are left blank, because the system does not know who do you intend to forward the message to. If you receive a message with the Each of the received messages can be marked by a flag in Kerio WebMail. It is a little colored flag symbol that reminds users of the message it was appended to. Flags help us look up messages easily. Click the column with the flag image to add a flag to/from a message (see image 1.25 Message list). The same method can be followed to remove a flag. Simply click on the flag you wish to remove. Note: Image flags can be added to messages even in MS Outlook. The flags appended to messages in this application will be displayed also in Kerio WebMail and vice versa. The problem is, that MS Outlook enables users to add flags of different colors. Kerio WebMail shows all flags in one color. Kerio WebMail allows moving and copying of messages between folders. Variety of methods can be used for this purpose and it depends on the user's choice which one they feel more comfortable with. The methods are described in the following section: The Drag & Drop method is a simple way how to move and copy message by using the left mouse button:
Note: Unless the message is dragged over a folder where it can be moved (i.e. any mail folder with corresponding access rights in the folder tree), a red icon is displayed meaning it is impossible to move the message to the particular location. The toolbar includes a clickable Move or copy icon. Messages can be move or copied by using this button as described below:
Messages can be moved or copied also by a special option in pop-up menu:
In Kerio WebMail, new messages can be composed in the special window designed for message editing. To open this window, use the button on the toolbar. In the mail composer dialog, the message body can be edited, attachments can be added, it is also possible to use spellchecker and/or save the message as a draft. The window for creating new messages is divided into several sections. The first one allows editing of addressees and message subject (name). This part is called message header. The second section allows insertion of the message. This part is called body. Another section is the toolbar in the upper part of the window. Several functions are included that can be used to manipulate with the current message. The message header (see figure 1.30 E-mail header) provides the following options:
Next to the fields for recipients' addresses, the , and buttons are available (see figure 1.30 E-mail header). These buttons open the search dialog (see figure 1.31 Searching in contacts) where first and last names can be used to easily filter out particular email address to which the message would be sent. The look-up dialog scans only through the addresses included in the account's contact folders. Below, you can find detailed description of the look-up feature:
Click the button to start searching using the parameters previously defined. The toolbar includes several buttons allowing basic operations such as message sending or saving:
The message body consists of the text and attachments (if any). The message body can be sent as plain or formatted text. Text formatting is allowed thanks to an embedded HTML editor that supports text formatting functionality. However, writing of the email messages in this editor is not supported by some of the browsers:
To format the message text in Kerio WebMail, use icons in the toolbar above the text field.
Warning: If an email composition takes longer, connection between the server and the browser may be lost. If this happens, finish the message and enter your user password in the dialog which is opened upon attempting to or the message. Then the attempted action will be performed. Firefox supports moving of attachments to the message editor's window by the Drag & Drop method. The dragdropupload plugin is required for this action (available at https://addons.mozilla.org/firefox/2190/). After installation, it is necessary to check whether the plug-in was installed successfully.
The plug-in allows to attach one or more files to email messages by the Drag & Drop method in one of the following ways:
Use the button in the New mail toolbar to start the spellcheck. If an error is detected, a dialog is displayed with the incorrect phrase highlighted (see figure 1.36 Spellchecker). The following options are available:
In order for the dictionary to work properly, select the correct dictionary for the written text. Users can use either the Dictionary menu (the last item in the dialog) or Settings menu (chapter 1.11.1 User settings). Kerio WebMail contains a personal custom dictionary where unknown phrases not available in the default spellcheck dictionary can be entered. Each user can thus create his/her own dictionary. The default dictionary used for spellcheck can be amended when needed. Select the Dictionary item from the menu in the spellcheck dialog. Users can add or delete words to and from the dialog box that is opened (see figure 1.37 Dictionary). New words and expressions can be added to the dictionary also when spellchecking a message. Spam messages are mostly represented by advertisements. Spam are usually sent in bulk and the recipient addresses are obtained by illegal means (e.g. by tapping the network communication). In their wilder modifications, spams may also distribute and seed dangerous viruses. Kerio MailServer contains a sofisticated antispam filter. The filter is designed so that it can recognize specific attributes of spam from the message contents (spam messages usually contain specific keywords that can be recognized and counted by the filter). Each message is assigned a numeric score; if this value exceeds the limit set in Kerio MailServer, the message is marked as spam. The built-in antispam filter may let some spam messages through from time to time by mistake (their score is low) and mark some regular messages as spam (their score is too high). For the reasons above, the antispam filter allows modification to the database used for recognition of spam messages. This method, however, requires user input. Users should reassign the incorrectly evaluated messages to correct types (spam / non-spam) so that the filter learns to recognize them in the future. Kerio WebMail uses the and buttons located in the toolbar to mark the messages correctly. Highlight the incorrectly marked message and click one of the buttons. The filter receives information regarding update of the database. This decreases chance for incorrect deliveries. All messages marked as spam can be automatically delivered to Junk E-mail folder, created in the folder tree for this purpose. This function may be enabled when creating the email account or it can be enabled by the users themselves in their user settings, on in theSpam tab (for details, see chapter 1.11.1 User settings). To enable the spam rule, check the Move spam to the Junk E-Mail folder on the Spam tab (see figure 1.38 User settings — Spam tab). Once the rule is enabled, it is also recommended to enable the rule which allows messages sent from addresses included in the user's contact folders skip the antispam check. It is also possible to add addresses to a special whitelist. Messages sent from the addresses involved in the list will be considered as non-spam. To add an address to the whitelist, users can use one of the following options:
This option prevents from moving solicited messages with some attributes of spam to the Spam folder. Note: The spam rule has higher priority than rules set in the Filters dialog box (see chapter 1.12 Message filtering). If the filter includes any rule which in any way handles messages marked as spam, the action set in this rule is ignored. Automatic check for email addresses helps to accelerate writing of addresses and ensures that the addresses entered will be correct. Upon entering of first letters of email address in the address entry, this feature uses all contact folders to look up all addresses matching the string. The search focuses on items First Name, Last Name, E-mail Address and Company. The offered items include also user groups with email address and distribution lists if their name (or their email address in case of groups) matches the string. Warning: Search results do not include email addresses in an unallowed form. This rule applies especially to contacts where the email address entry includes addresses separated by a comma. Such contacts were previously used as a type of distribution lists. It is recommended to remove such contacts and create distribution lists instead. Detailed description on distribution lists and their usage are addressed in section 1.6.8 Distribution lists. If multiple addresses matching the string are found, a menu is opened that lists all addresses, user groups and distribution lists matching the string (see figure 1.40 List of contacts matching the string). Iniciation of the look-up function depends on Kerio MailServer configuration:
In Kerio WebMail, the automatic check for addresses can be enabled/disabled under Settings:
Addresses are searched in contact folders where the check is enabled. By default, the check is enabled only for the default private Contact folder and the default public Contact folder. Other folders can be added as described below:
Warning: The more folders are included in the check, the longer the search may take. The message look-up helps find specific messages quickly, using the criteria defined. The standard search form is used for searching messages in Kerio WebMail mail folders. Use the button (the magnifying glass icon in the toolbar) to open the form. If the search fails or too many messages are found, the data can be modified and searched again. The search window is divided into three parts. The first part lists the folder where the search is performed (the current folder by default). To change this setting, click the button located on the right of the Folder item. The other part of the window contains two tabs used to define the search parameters: On the General tab, users can perform the basic search by subject or sender/recipient.
To search by subject, enter a corresponding string to the Search textfield and click on Search. Searching results will include all messages which contain the string.
To list all messages from any sender/recipient, simply use their address as a searching criteria and click . It is also possible to combine searching criteria. For example, to search a particular message where you know the sender, use the Search (searching by subject) textbox to specify a particular string and the Sender field to enter an email address. Use the Advanced tab to specify additional criteria for searching:
The last part contains a table with search results and a toolbar. Using this toolbar, users can handle individual messages right in the table. As in other similar table displays, also in Kerio WebMail it is necessary to select a message with the cursor. The toolbar icons become active. The pop-up menu can also be used for the same purpose. Another way of looking for a specific message is the Search field in the toolbar. Search string (a word, part of a word or a character) can be entered in this field. Messages are looked up by sender address or message subject. Simply enter the first letters of an address or subject. The messages found will be listed directly in the message list. Sometimes, the connection between Kerio MailServer and a web browser may be interrupted. Connection may be interrupted by a connection failure or by expiration of the session timeout set in Kerio MailServer.[1]. If the connection fails, it is necessary to reconnect by authentication by username and password. If a message is just being edited when the connection fails, it is possible to finish it and reconnect by authenticating by username and password upon clicking on the button (see figure 1.45 The dialog for authentication through username). Warning: Beware of closing the window with the edited message before the new authentication. Otherwise, the message will be lost. [1] Kerio MailServer allows setting of timeouts for total time of sessions and for idle connections. These settings increase security of Kerio WebMail usage. | ||||||||||||||||||||||||||||
