If you plan to use applications that require only data input, such as Scheduler 4 or Reservation 4, the disk capacity required is not large, assuming there are 50 users for one year.

If you frequently use applications to attach files, the required file space depends on the file size or the number of attached files. If you assume you will attach large files in Bulletin Board 4, Forum 4, Cabinet 4, Web Forms 4, and Circulation 4, estimate relatively large hard disk capacity.

Also, WebMail will require quite a large size of hard disk space. If one user sends or receives about 10 text emails per day, he/she will accumulate approximately 2 MB in a month. In addition, the size of attachment files will accumulate. You can avoid shortage of hard disk space by not sending emails with large attachments to users in the same server, or by frequently deleting unnecessary mail from the server.

In Office 4, you can set up the size of emails to be maintained in the server per user. For details, please refer to the WebMail manual.

Please enter the name of the mail server that you use in SMTP server and POP3 server fields in the WebMail 4 Setting menu. It is also possible to use an IP address.

To use WebMail 4, you need a dedicated mail server corresponding to SMTP/POP3.

If you are not sure whether your company/department has a dedicated mail server, please contact your network administrator.

It is possible to use a dedicated mail server outside your intranet with the Web server running Office 4. However, it will take longer to transfer files between the servers. We don't recommend this operation.

The mail format for WebMail is text format. HTML mails will be received as follows:

• The images in the HTML mail cannot be browsed.
• The body message will not be able to be browsed if there are attached image files.
• The file with body and attachment files other than images (ex. gif or jpeg) will be shown as follows.

(no title) (multipart/alternative) Body message

-------------------------------------------------

(xxx.doc) (application/msword) Attachment file

Only way to solve this problem is to:

• Ask the sender to send the mail in Text format.
• Ask the sender to send the body message and attached image file separately, in case it is impossible not to use HTML format.

The root problem might be the following.

The date header of the received mail is set at a value that is not included in RFC822.

The date header is written by the sender side and WebMail cannot fix it.

For Windows: The reason 'Cannot open the data file' error is shown for specific users:

• There is a mistake in setup of access permission of the WebMail data file(odb file) for the corresponding user.

How to check permissions:

• Find the WebMail data file for a user who has this problem.
• In "User Directory", put the mouse pointer over the name of the corresponding user. (Do not click it.)
• Identify the User ID of the corresponding user from the URL shown at the status bar at the bottom of the browser.
• Locate the user's data file under the "webmail" directory. Default Setting: C:\\InetPub\scripts\cb4\data\webmail
• Check the property of the data file by right clicking the data file of the user, and selecting "Property".
• If "Read-only" is checked in the "General" tab, uncheck it.
• Check Access Permissions by clicking the "Security" tab, and opening Access Permission.
• Check if "Everyone" is set as "Full Control".

Once finished the above changes, reboot your server machine and check if the problem is solved.

If you want to change the default mail application, you need to change the setting in the WebMail 4.

• Go to WebMail Settings
• Go to General Settings
• Under "Others", click "Use the external Email program to launch a link within the browser."
• Save

This setting change will be valid for each user individually.

WebMail 4 cannot decode attachment files that were encoded in the "uuencode" format.

You can repair this by cutting and pasting the letters encoded in the "uuencode" format, saving it to another file, and decoding it again. ("uuencode" is a UNIX utility program that transforms a binary file, such as a program or graphic, into coded ASCII text. The letters encoded are enclosed with "begin" and "end".

For more details on file decoding, please refer to manuals on the UNIX command.

We have confirmed that ["Password" is required] or [cannot open the attachment in WebMail 4] occurs due to [inadequate access permission].

For example, when you open an attached Excel file, the Excel program will start and a Cybozu 4 Login screen will be displayed.

• Please go to [Properties] of IIS.
• Confirm if [Allow Anonymous] is checked at [Password Authentication] in [Service] tab.

If the IIS setting was properly set, the root problem might be the server extension feature of FrontPage 98. FrontPage Server Extension is installed in the web server.

This could be due to file name problems. File names to avoid using:

• Long file name / file name including "space"
• File name with other language than English
• File name with symbols used for URL(' Amperstand ' , ' ? ') ' , '?' ,' +' , '=')
• File name with '#' , '*' , '(' , ')'

For UNIX: The permission/owner setting for the WebMail data file (odb file) for the corresponding users may be incorrect.

How to check permissions:

• Find the WebMail data file for the user who has this problem.
• In "User Directory", put the mouse pointer over the name of the corresponding user (do not click it.)
• Identify the User ID for the corresponding user from the URL shown in the status bar at the bottom of the browser.
• Locate the user's data file in the "webmail" directory. If you installed Cybozu Office 4 in /usr/local/www/cgi-bin/cb4, you can locate the WebMail data file under /usr/local/www/cgi-bin/cb4/data/webmail.
• Change the permission and owner setting for the data file unless the owner of the data file is already consistent with the process owner of the web server or the data files have write permission. To do so, you need to first login as a superuser with the "su command".

Example:

% pwd % /usr/local/www/cgi-bin/cb4 % ls -l -rw-r--r-- (*1)
nobody
root 1048576 Apr 28 16:03 address.odb -r--r--r-- (*1)
1 bozuman(*2) root 1048576 Apr 28 16:03 office.odb

(*1) indicates permission setting.
(*2) indicates the owner setting.

• If the owner of "office.odb" is "bozuman" and the process owner of the web server is "nobody", you need to change the owner from bozuman to nobody with the "chown" command. % chown nobody office.odb
• If the specified "owner" does not have write permission, you need to add it with "chmod" command. % chmod 644 office.odb.
• For more details on UNIX shell commands, please refer to UNIX manuals or other publications.

Please confirm if you have the correct permission and owner settings after you make the changes.

We verified that the error occurs when using Macintosh as a client PC and Netscape Navigator as a web browser.

If you use addresses bigger than 255 bytes in the "To", "CC", "BCC" fields in WebMail 4, the characters will become invalid and generate a sending error. This is a browser problem, and it is difficult to control from Office 4.

You should follow these steps:

• Set the "To" email field to less than 256 bytes and send the mail again.
• Use Windows as the client machine.

When you cannot receive an email with WebMail 4, check the following:

1) You may have not installed the mail server application (SMTP/POP3). If you have not installed the mail server (SMTP/POP3) yet, you need to do so before using WebMail 4.

2) You may have problems with the POP3 server settings.

• WebMail 4 does not support the APOP and AUTH commands. If your POP3 server uses these commands to identify users, you need to change the settings not to use them.

3) You may not have set up the mail server correctly.

• Usually, the settings of the mail server should be completed by the system administrator. To specify the SMTP/POP3 server for WebMail 4, go to the mail server settings in the Settings menu in WebMail 4, and enter the name or IP address of the SMTP server and POP3 server respectively.
• The port number for POP3 server is fixed at 110. You cannot change it in Office 4.

4) You may have a problem in the Personal Property Settings.

• You can specify the number of received emails to display at one time in the Personal Property Settings. If you select "0", you cannot display any emails you receive. Please select a number other than "0".

5) The server running Office 4 may be connected to the mail server via a dial-up connection.

• [Web server] dial-up connection [Mail server]
• If the above is true, WebMail 4 does not receive any emails from the mail server. The server installing WebMail 4 always needs to be connected to the mail server.

6) You have not clicked the Check New Emails button.

• Please click it on the home page of WebMail 4.

When you cannot send an email from WebMail 4, check the following:

1) You may not have installed the mail server application (SMTP/POP3), whick you need to do so before using WebMail 4.

• The mail server settings should be completed by the system administrator.
• To specify the SMTP/POP3 server for WebMail 4, the admin should go to the mail server settings in the Admin Settings menu in WebMail 4, and enter the name or IP address of the SMTP server and POP3 server respectively.
• The port number for SMTP server is fixed at 25. You cannot change it in Office 4.

2) You may not have typed the email address correctly.

• If you have an invalid email address to send to, Office 4 sends the error message email back to the pre-specified email address.
• However, if this pre-specified address is also invalid, you cannot receive the error message. Please check the email addresses carefully.

3) The server running Office 4 has not been registered properly in your DNS server.

• Please check your DNS settings with your system administrator and confirm that the web server is registered in the MX record of the DNS server.
• You cannot send emails to another mail server if you have not set it up to do that. Please set up your server to forward to another mail server.

4) Confirm the SMTP server setting.

• WebMail 4 does not run on a web server that is set for a POP3 server. In this situation, please change the mail server or change the settings of the mail server.

To set up your personalized email signature, go to WebMail Settings:

• Click "User Settings" from your WebMail home page.
• Click "General Settings"
• Under "Compose Message", add your personal signature.
• Click "Save"

If you have setup HotSync option in the handheld, please refer to WebMail manual Notice.

Some data in Cybozu Office 4 cannot be downloaded to handheld by Cybozu Sync 4. Please check if the data corresponds to the following. Do not delete data of Cybozu WebMail 4.