What is WebMail 4?

Send or receive emails using WebMail. It uses SMTP/POP3 protocol, making set up and use easy. You can check your emails from anywhere, anytime, as the emails are stored on a Web server where WebMail is installed. You can file your emails in folders you create, or you can apply pre-set rules to your emails so they are distributed to folders automatically.

1. Create Emails

To create an email, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. Click Compose Message.

   The Compose Message window appears.

3. In the To field, enter an email address for the primary recipient(s).

   To select an email address from Address Book: Click Address Book, and after Address Book appears, select a name, and then click the respective email address. You can use this feature for To, CC, and BCC entries.

   Note: To use this feature, Address Book must be installed.

4. In the CC field, enter an email address for secondary recipient(s).

5. In the BCC field, enter an email address of a recipient who should receive the email but should not be identified to the other recipients.

6. In the Subject field, enter a message.

7. To send an attachment:

   • From the Attachment field, click Add.
   • From the File Upload window, click Browse to select a file name.
   • Click Add to attach a file to the message.

8. When done, click Send.

2. Reply to Emails

To reply to an email, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. Click on the email folder that contains the email requiring a reply.

   The Email List window appears.

3. Click the email requiring a reply.

4. To reply:

   • To reply to only the sender listed in the To field, click Reply.
   • To reply to all emails listed on the original email (including the CC and the BBC recipients), click Reply All.

5. Write message.

6. When done, click Send.

3. Resend Emails

To resend an email, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. In the left area, click the Sent folder.

   The Sent Email List window appears.

3. Click an email to resend.

   The Email window appears.

4. Click Resend.

   The Edit Message window appears.

5. Change data as desired.

   See Creating Emails for definitions of each field in the Edit/Compose Message window.

   Note: Any attachment files must be reattached.

6. When done, click Send.

4. Receive Emails

To receive an email, these conditions must exist. These are set up by the system administrator.

• You must have an environment to receive emails (See System and Limitation of Cybozu WebMail.)
• POP3 server must be set for WebMail.
• Mail accounts and passwords must be set for WebMail.

All incoming emails are saved on the Web server where WebMail is installed and not on a client PC.

If the above conditions exist to use WebMail, follow these steps to receive emails:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. In the left area, click the Check New Emails button.

   New emails appear beside their respective email folders.

   You may not receive all emails if these conditions exist:

   • Incoming/Outgoing Mail Size Setting activated
   • Too many emails or too many large emails

5. Browse Emails

To browse an email, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. In the left area, click an email folder containing an email to browse.

   The Email List window appears.

3. Click an email to browse.

6. Move/Delete Emails

To move or delete an email, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. In the left area, click an email folder containing an email to move or delete.

   The Email List window appears.

3. Choose an option to move or delete:

   To move an email: Check the box of the email to move. Then, select a folder from the Move drop-down menu to move the email to. Click Move.

   To delete an email: Click the email to delete. Then, click Delete. Click Yes to confirm.

7. Delete Emails Due to Size Limitations

You may not be able to send/receive all emails due to a setting on email size limitation of 512 KB specified by the system administrator.

Your options are as follows:

• You may receive emails with other mailer software.
• From the More Details window, you can delete large emails from the mail server. (See instructions below.)
• From the Setting window, the system administrator can deactivate Limit the file size of Emails to send/receive via Cybozu WebMail.

To use the More Details option in WebMail to delete an email due to size limitations, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. In the left area, click Check New Emails.

   The message “You haven’t been able to receive all emails due to the file size limitation” appears with More Details.

3. Click More Details.

   A list of those emails not received appears.

4. Click an email to delete.

   Note:: You cannot delete the email if you set Leave Emails in POP3 Server Account.

5. Click Delete.

8. Save Emails as Text Files

To save an email in a text file, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. In the left area, click an email folder containing the email to save in a text file.

   The Email List window appears.

3. Click an email to save in a text file.

   The Email window appears.

4. Click Export to File.

   The download window appears.

5. Select a file name and location.

   When you enter a file name, add the .txt file extension.

   The email will be saved in a text file at the selected location.

9. Delete All Searched Emails

To delete all emails after performing a text search, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. In the left area, click an email folder containing the emails to search.

   The Email List window appears.

3. Click Search.

   The Search window appears.

4. In the Keyword field, enter a text to search.

5. From the Keyword area, set the search criteria.

   Subject (default setting): Allows you to search the Subject fields of emails.

   Message (default setting): Allows you to search the Message fields of emails.

   From: Allows you to search the From (or sender) fields of emails.

   To: Allows you to search the To (or recipient) fields of emails.

   CC: Allows you to search the CC (or recipients receiving a copy) fields of emails.

6. From the Search In drop-down menu, choose an email folder to search.

7. From the Number of Emails to Search drop-down menu, choose a number of emails to search.

8. From the Number of Emails to List drop-down menu, choose a number of results to list per screen.

9. Click Search.

   The Search Result window appears. Emails matching the search criteria have a check mark.

10. To delete all search results, click Delete.

    Only searched emails (listed in Search Result) will be deleted.

10. Set Up Accounts

(User Settings)

Each user must first set up a personal account to use WebMail. The system administrator can also set up an account for the user.

To set up a WebMail account, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. Click User Setting (top right).

   The User Setting window appears.

3. Click Account Setting.

   The Account Setting window appears.

4. In the Email Address field, enter your email address.

5. From the POP3 Server drop-down menu, choose a mail server.

6. In the Account Name field, enter a user name.

7. In the Password field, enter a password.

   If you have questions on any field, see your system administrator for help.

8. When done, click Save.

11. Edit User Accounts

(User Settings)

As a system administrator, you have the ability to edit a User's email account information, so that the user can receive emails through Web Mail.

As an administrator, you should have already set up your users as part of initial set up, but make sure that the email information is correct.

1. From the Portal Page, choose WebMail > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select User Account Setting.

2. Select a user name.

3. Click Edit.

4. Enter data as desired.

5. When done, click Edit.

12. General Settings

(User Settings)

You can specify settings for your personal WebMail view in General Settings.

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. Click User Setting (top right).

   The User Setting window appears.

3. Click General Setting.

   The General Setting window appears.

4. From the Number of Emails to List drop-down menu, choose the number of emails you want to list in the Email List.

5. From the Number of Letters for Subject to List at Maximum drop-down menu, choose a character length for the Subject line.

   For example, if you enter a length of nine characters, the subject “Billboards” gets cut at “Billboard,” because it exceeds your setting.

6. From the Number of Letters for To/From to List at Maximum drop-down menu, choose a character length for the To and From lines.

   For example, if you enter 10 characters, the recipient “smithanderson@domain.com” would be shortened in the list view, because it exceeds your setting. The same applies to the From setting.

7. From the Width for Message Field drop-down menu, choose a character length for the main Message area.

   For example, if you enter 20 characters, the message “Cybozu offers simple and stable products” would be cut at “Cybozu offers simple” because it exceeds your setting.

8. From the Height for Message Field drop-down menu, choose the line height for the main Message area.

   For example, if you enter five lines, a bullet list of seven items would be cut at the fifth line because it exceeds your setting.

9. In the User Name to List as From field, enter a default sender name.

   For example, if you enter “Jeff Sanders”, the From field would be as follows: From: "Jeff Sanders" (jeff@domain.com).

10. In the Signature field, enter text to appear on all outgoing emails.

    For example, if you enter “Joe Smith” as a signature, all the emails you send will automatically show “Joe Smith” at the end.

11. To open an external email program for a browser, check the Use the external email program to launch a (a href=mailto:--->) box within the browser.

    If you check, if you click on an email link while within Cybozu Office, your external email program will launch automatically instead of your Cybozu WebMail.

12. To keep emails on the POP3 Server, check the Leave Emails in POP3 Server Account box.

    Due to mail server capacity limitations, we do not recommend you leave emails on the server.

13. When done, click Save.

13. Set Up Email Folders

(User Settings)

In order to keep your emails organized, you can create folders within WebMail for your emails. To create folders, follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. Click User Setting (top right).

   The User Setting window appears.

3. Click Email Folder Setting.

   The Email Folder Setting window appears with email folders listed.

4. Choose an option:

   To add an email folder: Click Add, and then enter a new folder name.

   To rename an email folder: Select the folder from the list box. Then, click Edit. Enter a new name.

   To delete an email folder: Select the folder from the list box. Then, click Delete. Click Yes to confirm.

   To change the order of listing an email folder: Select the folder to move from the list box. Then, with the folder highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

14. Set Email Rules

(User Settings)

To sort an email into a folder by applying an email rule (often called message filtering), follow these steps:

1. From the Portal Page, click WebMail on the Office 4 menu.

   The WebMail List window appears.

2. Click User Setting (top right).

   The User Setting window appears.

3. Click Email Rule Setting.

   The Email Rule Setting window appears with email rules listed.

4. Choose an option:

   To add an email rule: Click Add.

   • Enter a name for the new rule, such as “Emails requiring my reply.”
   • Select a condition to sort from the Condition drop-down menu. For example, you can sort by the To field.
   • Enter a keyword to search, for example, “Cybozu.”
   • Select a folder for the new email rule from the Move drop-down menu. All emails satisifying the rule you created will automatically be put in this folder.

   To edit an email rule: Select the rule from the list box. Then, click Edit. Change data accordingly.

   To delete an email rule: Select the rule from the list box. Then, click Delete. Click Yes to confirm.

   To change the order of listing an email rule: Select the rule to move from the list box. Then, with the rule highlighted, click the Up Arrow to move it up or click the Down Arrow to move it down.

15. WebMail Overview

(System Settings)

This section describes how WebMail works. Please refer to the illustration at right.

WebMail Overview

You need to have a mail server (with email server software) other than the mail server where WebMail is installed. (See Note 1)

The mail server should comply with the standard email protocol, SMTP/POP3.

Clients will access the server machine where WebMail is installed with the browser. WebMail will serve as a mailer and communicate with the server machine.

To exchange mails both inside and outside of a department or company, the mail server should be properly set to execute these actions.

Note 1 The server machine where WebMail is installed and the mail server can reside on the same machine. In other words, both WebMail and the mail server can be installed on one machine.

The process for receiving email

This section describes the mechanism for receiving emails. A mail server in this section means a POP3 server.

• Mails sent from the outside will be delivered to the mail server and saved there temporarily. This is a function of the mail server, and at this stage WebMail is not involved.
• A client will open WebMail and communicate with the mail server to check if it has current emails. For example, Mr. A will use a client PC, open a browser, and log in "Cybozu Office 4". And using his POP3 server account (set at User Setting in WebMail) he can access the mail server and check if emails were sent. If they were sent, "You have --- new mails" will be displayed on the Portal Page.
• WebMail users may receive new email by opening WebMail from a client PC; the email will be delivered from the mail server. The received email will be saved in the server where WebMail is installed. Unless you set "Save Emails at POP3 server", emails on the mail server will be deleted.

At this time, WebMail does not support HTML mail with graphics.

The process for sending email

When you send email, the process is the exact opposite of receiving email. Email sent by WebMail will be delivered to the SMTP server. Normally, the SMTP server is functioning the same as the POP3 server. Copies of sent email will be saved in the "Sent" box in WebMail.

Limitations in sending/receiving email

WebMail does not comply with the following servers.

• A mail server that authenticates users only with the APOP or AUTH command
• A mail server that requires a POP authentication before sending
• A mail server that receives emails using a port number other than port number 25
• A mail server that receives emails using a port number other than port number 110

Hard Disk Space Used for WebMail

With WebMail, all received emails are saved on a server machine, and substantial hard disk space may be used. A minimum guideline is 1 Mbytes x numbers of WebMail users. For example, if 50 users use WebMail, a minimum of 50 Mbytes will be used.

If one user sends/receives 10 text-based mails per day, a total of 2 Mbytes of hard disk space will be used per month. For emails with attachments, it depends on the size of the attached files. For example, if 10 mails with a 1 Mbyte attachment each are received each day, it will total 10 Mbytes. Sent/received emails will be saved in the user's database.

Therefore, please carefully monitor how much hard disk is being used. Also, advise other users to frequently delete their sent/received emails.

You can pre-set total size of email to be saved per user in WebMail.

WebMail Speed

The operational speed of WebMail heavily depends on the transmission speed between WebMail and the mail server.

If many emails with attachments are exchanged, the transmission volume between WebMail and the mail server will grow substantially. As a result, the transmission speed will slow down tremendously.

If you expect that the transmission volume will increase substantially, we recommend that you use a high performance server machine and high speed network circuits. For example, if you use WebMail for 50 users, we recommend that you use a server machine with CPU Pentium III, memory 128MB or more, and high speed HD (Dell PowerEdge, Gateway 2000 ALR series, etc.) and install a high speed circuit of 100Mbps or more. For server OS, we recommend Windows NT/2000 or UNIX.

WebMail can be set to limit an email size. With this feature, you can block emails with large attachments.

WebMail is located inside the intranet, but the mail server may be outside the Intranet (on the Internet side). In this instance, the transmission speed between these two will be slower, and the operation speed may be delayed.

16. Set Up SMTP Servers

(System Settings)

As a system administrator, you are responsible for setting up an SMTP server to be shared among all users. This will allow your users to send email through WebMail.

1. From the Portal Page, choose WebMail > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select SMTP Server Setting.

2. In the SMTP Server field, enter a server name.

3. When done, click Save.

17. Set Up POP3 Servers

(System Settings)

As a system administrator, you are responsible for setting up POP3 server to be shared among all users. This will allow your users to receive email through WebMail.

1. From the Portal Page, choose WebMail > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select POP3 Server Setting.

2. Choose an add or delete option:

   To add a POP3 server:

   • Click Add.
   • In the POP3 Server field, enter a server name.
   • When done, click Add.

   To delete a POP3 server:

   • From the POP3 list box, select a server.
   • Click Delete.

18. Set Disk Quotas for All Emails

(System Settings)

As a system administrator, you can set a disk quota of all emails to save for each user as follows:

1. From the Portal Page, choose WebMail > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Incoming/Outgoing Email Size Setting.

2. From the drop-down menu, select a disk quote.

3. When done, click Save.

19. Limit Email File Sizes

(System Settings)

We recommend you choose the option to limit the file size of emails to send/receive via WebMail.

By limiting the size of emails, you can avoid the risk of slowing down the performance of Office 4.

The default setting is to limit the file size. However, it will be effective only if your POP3 server complies with UIDL commands.

If you limit the incoming/outgoing email size, the following conditions will exist:

• You cannot send email over 256KB from WebMail.
• You cannot receive emails over 512KB from WebMail.

To set a limitation on the size of emails that you receive or send, follow these steps:

1. From the Portal Page, choose WebMail > Setting.

   If you are not already logged in as Admin, enter your admin password when prompted.

   Select Incoming/Outgoing Email Size Setting.

2. Check the Limit the File Size of Emails to send/receive via Cybozu WebMail box.

3. When done, click Save.

4. Even if you do limit email size, the most emails you can receive at one time is 100 emails or up to 5MB. If you receive more than that, the following message will be displayed:

   "You still have emails to receive in the mail server. Please continue to click the Check New Emails button."

   However, the size of the first email may exceed 5MB and you will still be able to receive it. The size of an email is the result of the Mail Header + Mail Text + Attachment Files to be encoded (BASE64). In this instance, click Check New Emails and continue receiving emails.