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The Following information is also available as a leaflet in rooms 3.05 and 3.11
EMAIL
FC Client
MailBox
Click Mail in FirstClass Launch Bar to go to your Personal MailBox
Sending Mail
- Select Message, New Message (or click on New icon on the Toolbar or press Ctrl+N)
- A window for your message will appear as shown below:
- Click in the Subject: box and type in your subject
- Click in the To: box and type in the e-mail address(es) of the person, people or conference that you wish to contact
- Click in the Cc: box to send copies, if desired, and enter e-mail address(es) of the person or people you wish to send copies to
- Select View, Show Bcc and then click in the Bcc: box (or click on the Show Bcc icon or press Ctrl+B) to send blind copies, if desired
- Click in the message text box and type in your message
To spell-check outgoing mail:
Before sending the message, select Edit, Check Spelling… (or click on Check Spelling icon or press Ctrl+Shift+L)
Make any alterations necessary
To curtail the check before you reach the end of the message text:
Click on the Cancel button
- To send your message, select Message Send & Close (or click on Send icon or press Ctrl+Shift+E)
- To save for later use click Close Control Box
Note: Outgoing mail is placed in your MailBox. Unsent messages are marked with a White Flag.
Use the Directory
- Open a New Message
- Click in the To:, Cc:, or Bcc: section
- Enter Surname, FirstName, Initials (separated by a space) or text to uniquely identify the addressee
- Double click to select the required Address(es) and add them to the appropriate recipient section of the new message
Special Message Handling
Message Options
Open a new message, click on Message and use the Priority, Sensitivity and Receipt Message Options to mark it as required.
Reading Mail
Note: Incoming mail arrives in your MailBox. Unread messages are
marked with a Red Flag.
To open a message you wish to read
- Click on your MailBox
- Messages will appear on the right hand side of folder window
- Click on a message to view its contents in the window below or double click on a message to view it in a new window
To close the message you are reading
- Select File, Close (or press Ctrl+F4 or click Close Control Box)
Note: Scroll down with the scroll bar to reach older messages in folder.
Click on icon in bottom right hand corner of MailBox Main Pane to view split pane with message content in same screen as message list.
Responding to Mail
Replying
Original sender of Forwarded messageReplying to Mail
- Open the message to which you wish to reply
- Click on Reply icon (or press Ctrl+R)
- A Reply message window will open
- Change the Subject as desired
- Check that the default To: address is correct
- Add any copy (Cc:) or blind copy (Bcc:) recipients
- Type in your reply
- When the message is ready, click on Send icon
To include original message in reply:
Select Message, Reply Special, Reply with Quote (or click drop down menu on Reply icon and select Reply with Quote).
To include extract from original message in reply:
Highlight required text before selecting Reply.
Note: When interleaving reply text between lines of original text, press the <Enter> key at the end of each section of your reply, to ensure that it is separated from the original text.
Special Reply Options
Select Message, Reply Special (or click drop down menu on the Reply button) to access Option menu allowing replies to be addressed in different ways:
Reply All All other recipients
Reply Sender Sender Only
Reply Conference Conference containing message
Reply Original Author Original sender of Forwarded message
Forwarding Mail
If you receive non-confidential mail which you think may be relevant to another e-mail user, you can forward it to that user.
- Open the message, and check that you wish to forward it
- Select Message, Forward (or click on the Forward icon or press Ctrl+Shift+=). The original message appears in a Forward message window
- In the To: box, enter the e-mail address of the person you are forwarding the message to and press Enter
- Click on the Send button and the message will be sent
To add some explanatory text:
Add the text, then click on the Send button
Sorting Mail
- Click on a Column Title (e.g. Subject) in your MailBox to Sort messages in a different order.
- Click a second time to reverse the Sort order.
Note: It is usual (and most useful) to keep messages sorted in order of most recent first.
Printing Mail
You probably won’t need to print your messages, but in case you do:
- Open the message you wish to print, as if reading it
- Select File, Print… (or click on Print icon or press Ctrl+P)
Click on Preferences to choose Page Layout and click OK
Choose the Page Range and No of Copies and click on Print.
Deleting Mail
Deleting messages
- Open a message or click on a message in your MailBox to select it
To select more than one message
Hold <Ctrl> key whilst clicking on the messages
To select messages relating to a particular sender or recipient
Hold <Ctr + Shift> key whilst clicking on a message
- Select File, Delete (or click on the Delete icon or press Ctrl+D)
- The message will be marked for deletion and hidden from MailBox
Retrieving messages
- Select View, Show Deleted Items to view all deleted messages. Right click on required message and click on Undelete to retrieve messages that have been accidentally deleted
- Select View, Hide Deleted Items to hide deleted messages
Note: Deleted messages will be permanently deleted after 30 days.
Message History
- Select a message
- Select Message, History (or click on History icon or press Ctrl+H) to view the History of a message e.g see if it’s been read
Mail Folders
Mail may be organised into Folders in FirstClass.
To create a new folder
- Select File, New, New Folder.
To rename a new folder
- Right click on folder, select Rename and enter name for new folder
To open a folder
- Double click on a folder in the Navigation Panel (left of screen) to open it in the Preview Pane (right of screen)
To close a folder
- Click on My MailBox in Navigation Panel or Mail in FirstClass Launch Bar to return to MailBox (left of screen).
Move or copy message(s) to a folder
FirstClass allows you to move messages from one folder to another.
- First ensure that you have your MailBox open
- Click on the message(s) you wish to move, then drag the message(s) to the new folder listed in the Navigation Panel (left of screen)
Attachments
Creating a message containing an attachment
- Type in message and then select File, Attach… (or click on or click on the Attach icon or press Ctrl+T)
- In the Upload File dialog box, click on the arrow next to Look in:, search for the required file, select it and click on Open (or double click on file name)
- Complete the message and click on Send
Viewing file attachments
- An incoming file attachment in FirstClass is indicated by a paper clip to the left of a mail message in your MailBox
- Open message containing attachment. The file's name will appear, above mail message, against Attachments:
- Right click on the Attached File and then if you want to:
View the file: select Open Selected, view the contents and close the new window to return to FirstClass
Save the file for future use: Select Save Attachment…… and save the file using a name of your choice (this is where it becomes critical that both sender and recipient have the same, or compatible, programs). Use Save In in the Save As dialog box to find the location where you wish to keep the file and click on Save. Click on Close to return to FirstClass
Note: Having once saved an attachment, it is possible to open it and look at it in the relevant software package, at your leisure.
Transferring Files to and from the BSO
FirstClass allows you to transfer your Microsoft Office files to and from the BSO by Uploading them to your Desktop.
Transfer your Microsoft Office file to FirstClass on the source computer:
- Save the required file in Microsoft Office either on to your BSO server space ….or… onto your hard disc drive
- From your FirstClass Desktop select File, Upload… (or press Ctrl+T)
- Locate saved file and double click on it to upload it to your Desktop
- Check that the file is visible on your FirstClass Desktop
Use FirstClass on the destination computer to access the file:
- Double click on the uploaded file on your FirstClass Desktop
- The file will open in the Microsoft Office program that was used to create it
- View the file or Save the file for future use
Finding text in messages
FirstClass can perform powerful searches to help find items quickly.
- Select Edit, Find… (or click on Find icon or press Ctrl+F)
- Type required text, select search options and click on Find
FirstClass Options
Select Edit, Preferences….. and Messaging Tab to personalise your interface. Click on Apply and then OK to save changes. Be sure if changing any options here that you know what you are doing.
Automatically reply to mail
- Click on the Mail Rules…. tab
- Select Automatic against Reply Preference
- Select Yes against Local mail: and/or Internet mail:
- Create a Reply by entering a message against Reply text:
Automatically forward mail
- Click on the Mail Rules… tab
- In Automatically Forward section, select Yes against Local mail: and/or Internet mail:
- Enter the appropriate Email address against Forward To:
Signatures
Creating a signature
- Click on Initial Content tab and create a Signature by entering text
Use an automatic signature
Tick the Automatically add signature to new messages box
Use a non automatic signature
- Open a new message
- Click on Edit, Insert, Insert Signature (or click on the Insert Signature icon or press Ctrl+Shift+S)
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