Franklin University's Web Email User's Manual
The Franklin University Web email program allows you to read and process your new email from a web browser running on any computer with access to the Internet. It is an email client package which provides facilities to read new mail, send and forward messages, spell check, send and view attachments, use folders to organize your messages, and more. At the present time, it can only be used to retrieve mail from your "email.franklin.edu" account.
This Manual guides you through the various pages of the Web email program noting the functions of all of the Buttons, Links, Check Boxes and Text Fields that you will find on those pages.
Manual Table of Contents
To quickly get started...
- How can I get my email?
- How do I know what my username and initial password are?
- How do I check and send email?
- How do I add/change/remove a forwarding address?
- What if I have forgotten my password?
For more details...
- Email Overview
- Check Mail - Folder View
- Message View
- Compose
- Folders
- Address Book
- Options
- Empty Trash Can
- Change Password
- Change Forwarding
- Help
- Logout
- Forward Messages Page
- Attachments
1: How can I get my email ?
- While connected to the Internet, open your web browser (Internet Explorer, etc.).
- Go to: http://my.franklin.edu
- Enter your username and password in the Login Form found under "Send/Receive e-mail", then click the Login button.
- If it is your first time logging into the web e-mail program, you will be asked to read, and agree to our "Information Technology Use Practices"
- After agreeing, you will be presented with a page prompting you to add a "Password Challenge Question." Please read and follow the instructions on that page. After you enter a "Password Challenge Question", it is recommended that you go to the Options page to enter your name in the "Your Name" field. Enter your name as you wish it to appear on email messages that you send to others, and press Save Options.
Then, you will be taken to your Inbox folder. New mail messages that have been sent to your account will automatically be retrieved and displayed in your Inbox folder when you login.
2: What are my username and initial password?
You are assigned an email account username and an initial password the first time you register for a course at Franklin University. The username and password are printed on a page labeled "Franklin Email Account" and is mailed to you along with your schedule, invoice, etc. If you were already registered when Franklin began giving accounts at "email.franklin.edu", you received a letter and/or email in December 2000, giving the account username and initial password. The username (although NOT the password) is also printed on subsequent Schedule/Invoices though it is labeled "Email ID: ".
All usernames begin with the user's last name, up to 6 characters, followed by 2 digits. Examples: John Doe could be doe01 or doe02, etc. Jane Clocktower could be clockt01 or clockt14, etc.
The username is the part of the e-mail address that comes before the "@email.franklin.edu".
3: How do I check and send email?
Once you have logged in to the email program, you will be presented with your Inbox Folder View, which is a list of all messages that are either new or that were new before but you didn't move or delete. When you login, new messages for you are automatically retrieved and placed in your Inbox Folder. If you remain logged in for a while and wish to check if any more new mail has arrived, just click on the Check Mail button on the left.
To send a message click on the Compose button on the left of the page. Fill in the various fields on the Compose page that appears and click the Send Now button.
4: How do I add/change/remove a forwarding address?
First, login using one of the two ways provided:
- If you regularly use Franklin's email program you can login the usual way which is by entering your username and password in the login form under "Send/Receive Email" at http://my.franklin.edu.
OR - If you use your own email program, you should login by first clicking the "Change Your Forwarding Address" link at http://my.franklin.edu. This will take you to another login form for entering your username and password.
Note: The only difference between the two login forms, is that when using the "Send/Receive Email" login form, any new messages are automatically retrieved and placed in the email program's "Inbox" folder, preventing those messages from being available to retrieve with another email program. Messages are not automatically retrieved if you use the login form found by clicking on the "Change Your Forwarding Address" link.
Once you are logged into the program, there is a button on the left called Change Forwarding. Clicking it will show a text field labeled "Forwarding Address:". It will either be empty (if you currently do not have your email.franklin.edu account set to forward) or it will contain the forwarding address that is currently being used. To set forwarding to a new address, simply enter the new forwarding address in the text field in place of what is there, and click the Save Forwarding Address button.
If you have a forwarding address and wish to remove it, click Remove Forwarding Address.
5: What if I have forgotten my password?
If you do not remember your password, you can reset it to something new by answering a "Challenge Question" which verifies that you are the owner of the account.
First, use the "Forgot Your Password" link, found at http://my.franklin.edu. Enter your username, the new password you want to use for your account, and type it again in the "Confirm New Password" field. After submitting, you will be shown the Challenge Questions available for your account. Enter your Social Security Number. Then click the radio button by the question you wish to answer, enter the answer to that question and submit.
All student and alumni accounts have "What is your student id?" as a question. In addition, all students who login to the email program can add another Challenge Question of their own choosing, such as "What is my mother's maiden name?". For information on adding a Challenge Question see Options.
Your student id can be found on the schedule/invoice paperwork you receive each time you register for courses:
6: Web Email Overview
The email program allows you to read and process your new email from a web browser on any machine with access to the Internet.
You can store the messages that you send and receive in folders of your choice. Each of those folders also provides a listing-like view of all of the messages in that folder.
This Manual guides you through email program, noting the functions of all of the Buttons, Links, Check Boxes, Radio Buttons, Drop-Down Lists, and Text Fields that you will find.
7: Check Mail and "Folder View"
When you login to the email program you are always taken to your Inbox folder. If there are many messages the list is continued on subsequent pages which you can access using the Next button or the Previous button.
If you logged in using the form located under "Send/Receive Email" on the page at http://my.franklin.edu, then any new messages will automatically be retrieved and will display in your Inbox folder.
Any time after login that you wish to check for new messages, simply click the Check Mail button.
In Folder View, the top will have a line displaying which folder you are in, and statistics about how many messages are in the folder and of those how many are new and unread. It will look like: Inbox (New:0 Unread:4 Total:29)
Columns and Column Headers:
Sel - short for Select. Contains a check box for each message, which you may use to select it prior to using the buttons that act on selected items.
Status - shows icons to help you identify the status of the message, such as new, read, replied to, has an attachment, etc. The "legend" at the bottom of the folder view page provides the meaning of each symbol.
From - shows who the message is from. This column header is a hyperlink and can be clicked on to cause the messages in that folder to be sorted by who the messages are from rather than the default sort, which is by Date. (If you are looking at your Sent Mail folder, then a To column will be present instead of a From column, since all messages in your sent are "From" you, it's more useful to see who the messages were "To".)
Subject - shows the subject of the message. The subject is a hyperlink and when clicked will take you to the Message View which is the page for reading the message as well as replying, etc. (See Message View for more information.) Since this column header is a hyperlink, it can be clicked on to cause the messages in that folder to be sorted by the subject.
Date - this column shows the date and time that were stamped onto the email by the sender's computer when it was sent. This is usually the real time that the message was sent. Since this column header is a hyperlink, it can be clicked on to cause the messages in that folder to be sorted by date with the most recent first.
Buttons:
Select All - causes all the messages listed on that page to have the selection (sel) check box checked.
Unselect All - causes all the messages listed on that page to have the selection (sel) check box unchecked. This button is only visible if you have already clicked on Select All.
Delete Selected - causes any message listed on that page which has the selection (sel) check box checked to be moved to the Trash Can folder. If you are already in the Trash Can folder, then it permanently removes the message(s).
Forward Selected - causes any message listed on that page that has the selection (sel) check box checked to be able to be forwarded to another email address. Once you choose Forward Selected, you will be taken to a page that looks very similar to the Compose page, but is the Forward Messages page. You can then choose the addresses that you would like to send the message(s) to and add your own additional message before choosing "Send" or "Send and Delete". Choosing Send will forward all the selected messages, and still leave them in the folder they were in when you selected them. Choosing "Send and Delete" will forward and then permanently delete the selected messages. Note that they will NOT be moved to the Trash Can folder. The messages will be permanently removed.
The next two buttons, Move Selected To: and Go To:, work in conjunction with the "Folder Drop-Down List" as shown in this picture:
Move Selected To: - causes any message listed on that page that has the selection (sel) check box checked to be moved to the folder that is currently selected in the folder drop-down list. Be sure to choose the folder to move to from the folder drop-down list BEFORE clicking on Move Selected To:
Go To: - will take you to the Folder View page of the folder that is currently selected in the folder drop-down list. Be sure to choose the folder you wish to go to from the folder drop-down list BEFORE clicking on Go To:. This is one of two ways to change to viewing another folder. The other way is to use the Folders button on the left and then click the hyperlink for the name of the folder you wish to go to.
Next - This button displays when the number of messages in your folder exceeds the number of messages displayed on the page and you are not on the last page. Click it to go to the next page of listed messages.
Previous - This button displays when the number of messages in your folder exceeds the number of messages displayed on the page and you are not on the first page. Click it to go to the previous page of listed messages.
8: Message View
The Message View has three sections:
| Message Functions | Message Details | Message View Options |
Message Functions
Reply - takes you to the Compose page while automatically inserting the sender's address into the To: field. The body of the sender's message will also be pasted into the new message's body with '>' marks at the start of each line.
Reply All - This is the same as Reply, but it is sent to all of the addresses on the original message's To: and CC: fields. See the Compose page for more detail on these pages.
Forward - takes you to the Forward Messages page so that you can type in the address of the person you want to send the message to before it is forwarded to them.
Delete - moves the message from the folder it is currently in, to the Trash Can Folder. If you are already in the Trash Can Folder it deletes the message permanently.
Print - causes the message to appear in a new browser window in a format more suitable for printing. To print it, use the Menu Bar in that newly opened window, to find the Print menu item. On most browsers, this will be under the "File" menu and will be called "Print".
Previous - (only displayed if available). Clicking this reloads the Message View page with the previous message from the Folder you were viewing.
Next - (only displayed if available). Clicking this reloads the Message View page with the next message from the Folder you were viewing.
Move Msg To: - moves the message you are viewing from the folder you are currently in, to the folder you have selected in the Folder Drop-Down List. It will then load the "Message View" page again, with the next message available from the folder you were viewing. Since this is used in conjunction with the Folder Drop-Down List, you must select a folder from the Folder Drop-Down List BEFORE clicking Move MSG To:.
Go To: - takes you to the "folder view" page of the folder that is currently selected in the Folder Drop-Down List. Since this is used in conjunction with the Folder Drop-Down List, you must select a folder from the Folder Drop-Down List BEFORE clicking Go To:.
Folder Drop-Down List - allows you to choose the folder you wish to use with the Move MSG To: and/or Go To: buttons described above.
Message Details
The Message Details section is where the text of the message is displayed. Above the message text, the "header lines" are displayed. The header lines give information about the message such as who it is addressed to, who it is from, time sent, etc.
Save Address - This button, if present, is located next to the From: address line, and works in conjunction with another setting that is in the Address Book options. (See also: Address Book). The Address Book has a setting that looks like this:
The drop-down list will contain nothing if you have not created any address books yet. If you have one or more address books, then it will contain (None) plus the names of all the address books you have created. In the example above, the word "personal" is in the drop-down list, because, the user already had an address book named "personal" and had chosen it in the drop-down list.
The Save Address button will only be visible if you have the check box checked for "Add Addresses to automatically" in the Address Book settings. If the Save Address button is visible in the Message View, then clicking it will cause the sender of the message you are currently viewing to be added to the particular Address Book you have selected in the drop-down list. If the address is successfully added the Message View page will reload with a message at the top of the page stating that the address was added. No message is shown if the person was not successfully added. This might be the case if the person you were trying to add was already in the address book.
Message View Options
The Message View Options area contains the following buttons and controls which will be described below.
Set View Style - this button reloads the current message according to the style options set by the check boxes. Here is a description of the what the check boxes do:
| View Headers | - | Select this box if you wish the full header information that came with the message to be displayed. |
| Variable Width Font | - | Toggles whether the message will be displayed in a proportional or non proportional font. This is usually only relevant if the message contains tab delimited lists or tables, in which case the columns may not line up if displayed in a proportional (i.e. variable width) font. |
| Inline Images | - | Toggles whether images contained in the message should be displayed or just shown as links. (See also Attachments) |
| View as HTML | - | Toggles whether to display html as source text or normal graphical mode. If this is not checked and you are seeing html like tags in your email message, checking it may remove the tags and show it as HTML. Whether this works may depend on how the message was sent by the sender and is beyond the scope of this manual and the helpdesk's support of this program. |
9: Compose
Compose is the button you will use when you wish to create and send an email message.
The various fields, and buttons are described below:
| Check Spelling Button | Send Now Button |
This field is for entering the address of the recipient for the email you are about to send. This will usually be a full email address, such as bobsmith@fredsco.com<< />. If you are sending to another student whose email address ends with @email.franklin.edu then you can leave off the @email.franklin.edu. To send the message to multiple addresses, enter each e-mail address with a comma between them.
Remember you can also use your "Recent Addresses" list or the Pick From Address Book button.
The Recent Addresses List - How To Use It.
The "Recent Addresses" list allows quick access to addresses that you have used recently. The Address Book page contains a check box to enable/disable the automatic adding of addresses to the "Recent Addresses" list. If you have enabled automatic adding, each address that you send e-mail to, or that you get e-mail from will automatically be stored in the "Recent Addresses" list. The "Recent Addresses" list can contain a maximum of 30 addresses stored at any one time. If you have 30 stored, the least recently used one will be discarded when a new one is entered.
Simply select the field that you wish to paste the address into, by clicking on either the text space itself or the radio button beside it, and then click on the address or addresses that you wish to paste. Each new address you add is placed at the beginning of the line with a comma separator so you can see the most recently added address.
You can also select the (none) option if you wish the selected field to be cleared. Note that this only works if it was on something besides (none) and then you click (none).
Note that if you click the same address more than once in a row it will only be pasted once. However if you click the same address again after another address then it will appear twice in the field's entry. This may cause that recipient to receive the email twice.
You can also edit your "Recent Addresses" list manually by going to the Address Book page.
The Pick From Address Book Button - How To Use It.
Clicking on the Pick From Address Book button will cause a small new window to pop-up, allowing you to select names or email addresses from your address books. The window contains "To:"," CC:", "BCC:", and "Reply-to:" fields with radio buttons next to them, in the same way that the Compose page has. When the window is first opened, the contents of those fields will be filled with the same addresses (if any) that you already had entered in those same fields in the Compose page. Just like on the Compose page, clicking in one of the fields, or in its corresponding radio button, makes that field the one that will "receive" the next address you select from the scrolling list. For example, if you have clicked on the "To:" field before selecting an address from the list, the address will be placed in the "To:" field.
Below the "To:"," CC:", "BCC:", and "Reply-to:" fields will be a "Choose Address Book" drop-down list containing the names of your address books, and next to it, a scrolling list of the addresses contained in the address book whose name is selected in the "Choose Address Book" drop-down list. If the address book name selected (i.e. showing) in the drop-down list is set to "(None)" when the window first opens, then the scrolling list next to it will contain all the e-mail addresses from all your different address books. If you wish to limit the scrolling list to only show addresses from one of your address books, you can change the address book name selected in the "Choose Address Book" drop-down list. This will cause it to reload the page and display only the email addresses from the one chosen address book in the scrolling list. However, because you reloaded the page, any changes you have made to the "To:"," CC:", "BCC:", and "Reply-to:" fields since the window first opened will be lost. So if you are going to change the "Choose Address Book" drop-down list it is recommended that you do this before selecting any addresses from the scrolling list to go in the "To:"," CC:", "BCC:", and "Reply-to:" fields.
If you do change the "Choose Address Book" drop-down list value to something other than "(None)", the name you select will be stored so that the next time you use the Pick From Address Book button to see the "Pick From Address Book" pop-up window, it will have that same address book you chose as the preselected value for the "Choose Address Book" rather than "(None)".
The only time when having "(None)" as the value selected for the "Choose Address Book" drop-down, will show all your email addresses from all your address books, is if "(None)" was the preselected value when the window first opened. If you changed the value to one of your other address books before and left it on that address book when you clicked Paste Address, then the next time that window opens it will preselect that address book name you had chosen when you last closed the window using Paste Address. If you then change it to "(None)" it will show NO addresses in the scrolling list. However, if you click Paste Address while it is on "(None)" and then reopen the pop-up window by clicking the Pick From Address Book button again, it will then have "(None)" preselected and the scrolling list will be the combination of all email addresses from all your address books.
This text box is provided for you to enter the addresses of other people who are to receive a copy of the email. Click first in the "CC:" field. Then you can use the "Recent Addresses" list, or you can just type in an address or multiple addresses separated by commas. You can also enter addresses into the "CC:" field by using the Pick From Address Book button.
The Carbon Copy list can be thought of as a list of other addresses to circulate the email to. People who receive a message, because they were on the carbon copy list, should infer that they have been sent a copy of a message originally sent to someone else. This is a useful feature for keeping third parties up to date and in touch with the messages that you send.
This allows you to enter an address or list of addresses for blind carbon copies. Blind means that the main recipient of the message will not know that you have sent carbon copies. So if John wants to send a message to Mary with a copy to Bill but doesn't want Mary to be informed that a copy was sent to Bill he would put Bill in the "BCC:" field rather than the "CC:" field.
This field is provided for you to specify a special return address. Normally when the recipient sends a reply it will come to you (i.e. the person the message was from) However sometimes you might want a reply to go to someone else or another email address that you use - in this case you must fill in the reply to field.
The address that you provide here will be used by the recipient's email program for sending an email back to you. For example, if your friend Bob receives an email from you and then wants to reply to it, he clicks on the reply button of his program. His program then pastes the address you have given here into the "To:" field of a new email message that he must write.
You only need to fill in a reply-to field if you want replies to go to a different address than the one that is defined in the Options settings as your "Default Reply-to address". This is normally your email.franklin.edu address unless you have changed it in the Options page.
You may notice that when you come to the Compose page your default reply-to address is already be filled in. If it is not what you want it to be then change it in the same way as any of the other address fields, i.e. by typing a new one in, or by selecting the radio button for this field and choosing an address from the Recent Addresses List.
If you use another email account more often, that is, check it more regularly, then it may be a good idea to use that address here.
Note: It is okay for the Reply-To: Field to be empty. If it is empty, any return email will be sent to the address in the From: Field. This is typical behavior for email programs, and is usually the preference for email users.
This field is provided for you to enter the subject of your message. This entry is displayed by most email programs in their "list like view" of messages, so that the user can see what the message is about.
Make your subject messages concise. Often there is not much room for it to be displayed in a list view and so your subject message will be cropped to fit the space.
This large field is where you type your message. You can press the enter or return key at the end of each line or just let the browser wrap the lines as you type them. The email program will wrap all lines at 75 characters before sending your message. .
There are 3 attachment fields where you can type in the full path to any files that you would like to send as an attachment. Attachment is the term for a file that is sent to the receiver of your message along with your email.
When you send the message a copy of any files listed in the Attachment field will be transmitted with your email to the receiver of your message. Remember that big files ( bigger than a Mbyte as a rough guide) might take a long time to be sent or might not be sent at all. They might even clog up someone else's email system!
To help you quickly find the file that you want to send you can click on the Browse... button. This will open a Find File or Upload File window in your web browser where you can look around your computer or network to find the file you wish to attach. If the Browse button does not appear next to the Attach field it is probably because the browser you are using does not support this feature - you might need to upgrade your browser if this is the case.
Options:
The next three options, "Add Signature", "CC To Self", and "Put in Sent Mail", retain their settings. Once you check them, they will remain checked for all future messages you send, until you uncheck them.
This check box enables and disables the automatic signature feature. If enabled this feature will add your personalized signature, e.g. full name and contact details, to the message before it is sent.
You can edit the content of your personalized signature on the Options page.
Checking this check box will send a carbon copy of the message you have written to your own email address. It sends the copy of the message to the address that you have in the Reply-to: field. The copy of the message is sent to the email server for processing, so if you receive it then you know that the web email program sent the message. You also can see the message as the recipient sees it, including your signature field etc.
The Put in Sent Mail Folder Check Box
Checking this check box will save a carbon copy of the message you have written to your Sent Mail folder. This is a useful feature which allows you to keep a record of messages you have sent. It also enables you to re-send the message if it does not reach its destination.
Clicking on this button once you have entered your message, will initiate a spelling check of the message body. The spell check will return a page indicating any words that are unknown or may be incorrect. From there you can make corrections, add the words to the dictionary, etc.
Sends the message.
10: Folders
Jump straight to any of these sections about folders:
The Folders page displays a list of your existing folders including the default Inbox, Sent Mail, and Trash Can folders. The page allows you to create and delete additional folders, as well as move between them. In addition, you can see statistics like how many messages are in each folder and how much space each folder is using. Finally, you can empty your Trash Can folder from this page.
If you want to leave the Folders page without performing any actions you can simply click on any of the left hand navigational buttons.
This button and associated "Enter New Folder Name" text field will create a new folder when clicked with the name typed into the text field. So to create a new folder:
- Type the name for the new folder in the text field that says "Enter New Folder Name", and
- Click the Create New Folder button.
The new folder will then appear in the folder list.
For each folder that you have created, there will be a link that says Delete in the Delete column. Clicking on this link will delete that folder but only if it contains 0 messages. Before you can delete a folder you must remove all the messages in the folder. Note that there is no Delete link for the three default folders, Inbox, Sent Mail, and Trash Can. All users must always have these three folders.
For each folder that you have created, there will be a Rename button in the Rename To: column. This button works in conjunction with the text field in the New Name column. First type the name you wish to rename the folder to, in the "New Name" text field for the desired folder, then click the Rename button. Note that there is no Rename button for the three default folders, Inbox, Sent Mail, and Trash Can. All users must always have these three folders.
Opening a folder is the same as going to the Folder View for that folder. Each folder name listed in the Folder column is a link that you can click on to go to the Folder View for that folder.
The Empty Trash Can button is a convenient way to permanently remove all messages that are in the Trash Can folder. Please use this option regularly to conserve disk space for yourself and all users of the system.
11: Address Book
Jump straight to any of these sections about the Address Book:
| Edit Recent Addresses List | Address Book Options | |
| Save Changes Button | Reload Button | Delete Address Book Button |
The Address Book page allows you to create, edit and delete address books. It also allows you to edit your Recent Addresses List. Finally it allows you to set options for adding addresses automatically to an address book or your Recent Addresses List.
About Address Books
The email program allows users to create one or more address books. The address books themselves are simple text files with one entry per line. This allows you to store someone's name and email address so you do not have to remember or type the email address each time you wish to send him or her a message. Following are examples of the three valid types of address book entry you can have on a single line in your address book:
- An email address only entry:
bill@sitcom.com - An "alias" entry that uses a short name known as an alias, and an equal sign before the email address:
bill=bill@sitcom.com - A "group" entry that uses a group name followed by a comma delimited list of complete email addresses:
friends=bill@sitcom.com,clockt01@email.franklin.edu,doe99@email.franklin.edu
Note: For groups, putting aliases, or partial email addresses does not work. Each -mail address must be a complete address. So even if the person's address ends with "@email.franklin.edu", you must put in the both the username and the "@email.franklin.edu" part if it is in a group entry.
When processing to, cc and bcc lines the translations are made as follows. For each entry in a to, cc or BCC line that does not contain an @ symbol the following sequence of searches are performed.
- Search each of the users private address books for a match
- Just add the local domain, which is email.franklin.edu, on the end
The search stops on the first match. So if bill is found in one of your address books it takes precedence. If no entry is found in any address book then the name is assumed to be for a local user and @email.franklin.edu is added to the entry.
Enter a new name in the "Address Book Name" text box. If there is already something in the text box, replace it with your new name. Then press the Reload button at the bottom of the page. This will clear the contacts list, and allow you to enter new entries for this book. When you are finished press Save Changes to create the address book with your new entries.
If you want to add, edit or remove addresses to any of your address books, just pick the name of the address book you wish to edit from the "Open Address Book" drop-down list. This will reload the page so that the address book you wish to edit will appear in the "Address Book Name" field, and its entries will appear in the "Contacts" list. Make the desired alterations in the "Contacts" list and press Save Changes.
To delete an address book, first open it by selecting the name of the address book you wish to delete from the "Open Address Book" drop-down list. This will reload the page so that the address book you wish to delete will appear in the "Address Book Name" field, and its entries will appear in the "Contacts" list. Then click on Delete Address Book which is at the bottom of the page.
See The Recent Addresses List - How To Use It for notes on how to make use of your "Recent Addresses" list when sending messages etc.
The "Recent Addresses" list stores the last 30 addresses used or saved to it so that you can conveniently paste email addresses from it into the address fields of messages that you want to send.
You can add or remove addresses in the "Recent Addresses" list field then click on the Save Changes button. You may wish to remove unwanted entries from time to time to save your favorites from getting displaced by recently used not so favorite ones.
"Add addresses to Recent Addresses automatically" Check Box
Placing a check in the check box beside "Add addresses to Recent Addresses automatically" enables the automatic adding of addresses to the "Recent Addresses" list, whenever you send email to an address not already in the "Recent Addresses" list. If you check this option it also automatically adds the email address of anyone who sends email to you to the "Recent Addresses" list.
This setting is enabled (i.e. checked) by default.
"Add addresses to __________ automatically" Check Box
Placing a check in the check box beside "Add addresses to __________ automatically" enables the automatic adding of addresses to the selected Address Book, whenever you send mail to an address not already in that Address Book. It also causes a Save Address button to be present in the Message View. (See the Message Details section of the Message View for more information about the Save Address button.)
This picture shows how the check box and drop-down list work together to indicate which address book you want addresses to automatically go into when you press the Save Address button in the Message View page or when you send an outgoing email to someone who is not currently in the selected Address Book.
The drop-down list will contain nothing if you have not created any address books yet. If you have, then it will contain (None) plus the names of all the address books you have created. In the picture above, the word "personal" is in the drop-down list, because, the user already had an address book named "personal" and had selected it in the drop-down list.
Address Book Buttons
This button saves the currently opened address book (the one whose name shows in the "Address Book Name" field), the "Recent Addresses" list, and the state of your "Add Addresses Automatically" check boxes as they appear on the page, when you click it.
This button is used only when you are creating a new address book and have already entered the new name in the "Address Book Name" field. After pressing it, it will load the new address book, which will have an empty "Contacts" list, so that you can start adding names to it. After adding the names press Save Changes.
This button is used only when you wish to delete an address book and you have already loaded the one you wish to delete by clicking on it from the "Open Address Book" drop-down list. The address book name will then appear in the "Address Book Name" field, the addresses will appear in the "Contacts" list, and that is what will be deleted when you press Delete Address Book.
12: Options
The Options page has three sections:
| User Options | Additional Password Challenge Question | Message Filter Options |
The Options page is automatically presented after login, if it is the first time you have ever logged into the email program. After the first login it is not automatically presented, but can always be accessed by using the Options button on the left.
User Options
The User Options "Your Name", "Your Default Reply-to Address", and "Your signature" can be edited and then saved by clicking on the Save Options button.
Your Name
This field allows you to enter a personal name or your full name. The name that you enter here will be added to your email address before any messages are sent. Adding your name makes it clear to the receivers of your messages exactly the message is from.
For example: If your email address is clockt01@email.franklin.edu you might add a real name of Jane Clocktower in the Your Name user setting. Anyone who then received an email from you would see the following in their From: field.
From: Jane Clocktower <clockt01@email.franklin.edu>
Your Default Reply-to Address
The address entered in this field will appear on any messages that you send as the reply address that should be used by default. This email program automatically inserts your Franklin University Student/Alumni email address. You can change it to any valid address that you would like your return mail sent to.
This field is provided for you to type in one or more lines of a email closing signature.
Example Signature File:
---------------------------------------------------------------- Jane Clocktower Phone: 614 987 6543 Email: clockt01@email.franklin.edu ----------------------------------------------------------------
This Signature File will be added to the end of every message that you send out, provided that you have the Add Signature check box checked on the Compose page that you are on. So check the Add Signature check box on the Compose page if you would like the Signature File to be added to the email that you are writing from that page.
Save Options
Saves the "Your Name", "Default Reply-to Address" and "Signature File" as they are currently displayed on the page.
Rebuild Message Indexes
Clicking this button rebuilds the indexes of messages in each folder from the message files.
Note: Some information about messages is only stored in the index and this will be lost, e.g. the POP host that the message came from, whether or not you have read the message, and message size details.
This should normally only be necessary after an un-trapped system error and you would normally only do it if you were quite sure that you had lost some of your messages.
Additional Password Challenge Question
If you should forget your password, you can reset it to something new, but only if you can answer a "Challenge" question to verify that you are the owner of the account. But since your student id is not something you are likely to have memorized and you may not have your registration paperwork that contains your student id nearby, we recommend that you add an additional challenge question that you will remember more easily than your student id, but will still be difficult for others to guess.
To add an additional challenge question, simply type the question you want to be asked in the "Question" field, and the answer to that question in the "Answer" field. Then press the Add Question button. This will cause your question and answer to be stored so that if you ever need to use the "Forgot my password" link at http://my.franklin.edu to reset your password, you will be given a choice to answer that question or the "What is your Student ID?" question.
If you have already entered an additional challenge question, it will display in the "Question" field, although the answer will not display. This means you do not need to do anything more, unless you wish to delete that question and add a different one instead.
To delete the question, simply press the Delete Question button. That will leave your account with only the "What is your Student ID?" question.
Message Filter Options
The rules that you enter in the Message Filter Options are used to filter any messages that you receive. Each rule is in the form:
"if the selected header line of any message contains the text given, take the action indicated".
Each of the components of a rule are detailed below:
| If Header: | specifies the header line to search for the given text.. |
| Contains: | type in the text you that you want to be searched for. |
| Case: | if checked this check box indicates that you want the search for the search text (in the Contains field) to be case sensitive, e.g. a search text of 'Dog' would find the word 'Dog' but not the word 'dog'. |
| Action: | select the action required to be taken if the search text is found. |
| Dest Folder: | select the destination folder for the action if it is appropriate, otherwise leave this entry set to '(none)'. |
| Dest Address: | if the action involves mailing the message somewhere then enter the destination address that you want to send the message to here. |
Deleting a Filtering Rule
Should you wish to delete a rule, simply change the "If header" column for the rule you no longer want to say "No Rule". Then press Save Filters.
The Message Filter Options section will always show you 4 empty filter "slots" in addition to any saved filters you already have in use. In this way you can have any number of filters you want. If you fill up all the empty ones, and want more, press the Save Filters button. This will save the current filters, and then provide additional empty filter slots on the Options page.
Reject From These Addresses
Entering addresses, one per line, in this text area causes any messages that are from those addresses to not be retrieved from the mail server at all. It won't even go to your Trash Can folder.
Save Filters
Press this button to save any changes you made in any of the filter rules or in the "Reject From These Addresses" list.
13: Empty Trash Can
The Empty Trash Can button is a convenient way to permanently remove all messages that are in the Trash Can folder. Please use this option regularly to conserve disk space for yourself and all users of the system.
14: Change Password
The Change Password button that appears as one of the left hand buttons is for those users who know their existing password and wish to change it. To do so, simply enter your existing password, then the new password twice, once in the "New Password" field and once in the "Confirm Password" field. Then press Submit. Note that the new password must be exactly 8 characters in length, and contain at least one alphabetic character and at least one digit or special character. If you wish to use the Check Mail button after changing your password, you will need to Logout and then Login again with the new password. All other functions besides Check Mail will work without logging out and back in again.
15: Change Forwarding
Clicking on the Change Forwarding button will show a text field labeled "Forwarding Address:". It will either be empty (if you currently do not have your email.franklin.edu account set to forward) or it will contain the forwarding address that is currently being used. To set forwarding to a new address, simply enter the new forwarding address in the text field in place of what is there, and click the Save Forwarding Address button.
If you have a forwarding address and wish to remove it, simply click the Remove Forwarding Address button.
16: Help
The Help button will bring you to this manual.
17: Logout
The Logout button is useful for when you are using a computer that is shared by other users. The Logout button takes you to the Logged Out page which presents you with a link that you can click if you want to login again.
Important Note To Those Accessing From A Shared Computer:
You will NOT be logged out properly if you exit the email program by closing your browser or by simply pointing your browser window to different URL. If you access from a computer that no one else shares, this normally does not matter. However, if you are using a computer in a shared environment like a computer lab, a work environment where computers are shared, etc. and you use the email program to check your email then you should make sure you logout properly before leaving to prevent other users of the computer from being able to access your account.
18: Forward Messages Page
The Forward Messages page allows you to forward or "send on" a message that you have received to someone else.
You can arrive at the Forward Messages page in one of two ways:
- Clicking the Forward button while in the Message View (reading an individual message)
- Selecting one or more messages from the Folder View of any Folder and clicking the Forward Selected button.
The top line of the page displays the number of messages that will be forwarded.
The To:, CC:, BCC:, Reply-To:, Pick From Address Book, Pick From Recent Address fields and buttons all work exactly like they do in the Compose page. Please read the Compose section for more information on those fields.
Subject
The "Subject" field will be filled in already with the words (Fwd: From message). But the words "From message" won't go to whoever you are sending it to. Rather, they will be replaced with whatever the subject of the message you are forwarding was. For example, if the message you wish to forward had a subject "Meeting Friday", then even though the subject line on the Forward Messages page says: (Fwd: From message), whoever you're forwarding to will see the subject as: Fwd: Meeting Friday. So, it's generally best to just leave the subject as is, but if you wish to change it or just add to the end of it, you can.
Added Note
The "Added Note" field is the area where you can add a message that the recipient will see along with the forwarded message.
Send
The Send button forwards the message but still keeps the message in whatever folder it was in for you to reference it again.
Send And Delete
The Send And Delete button forwards the message and also deletes it entirely from your folders. Note that it does not go to the Trash Can. It gets permanently deleted.
19: Attachments
The email program will handle sending and receiving attachments to your messages.
To send an attachment you simply select the file you wish to attach using the Browse... button on the Compose page. If your browser does not support the browse feature then you will have to type in the location of the file to send.
When you receive an attachment with a mail message there are a number of ways that the email program will notify you of the attachment being available.
First, in Folder View, the message will be marked with the attachment symbol
Once you go to the Message View, the place in the message where the attachments appear is dependent on the Inline Images setting, found at the bottom of the page. (See the Message View Options setting for more about the "Inline Images" check box.)
If "Inline Images" is on, then there will be no list of attachment links before the message starts. The attachments will display as part of the body of the message if they are html, plain text, gif's or jpg's. If the attachment is in a format which cannot be displayed with html, (such as a Microsoft Word Doc), then a link to the attachment will display in the body of the message. Right clicking on an image or a link should allow you to save it to a file and left clicking on it should display the attachment if your browser is able to.