Sun Java System Communications Express |

Contents Index

> ## Getting New Messages

> To receive new messages, click Get Mail.

> Messages are displayed in a list that shows the sender’s name, subject, date of receipt and size of the message. Unread messages are shown with a closed envelope next to them, read messages with an open envelope and messages to be followed-up with a flag. An S/MIME message has a special icon at the end of the Subject line denoting whether it is signed or encrypted. For more information about the icons, refer to What Do the S/MIME Icons Mean?

> Table 3 lists the different message status icons. This table consists of two columns; the first column lists the icons that appear beside a mail, and the second describes them.

> Table 3 List of Message Status Icons

> Icon | Description
> --- | ---
> | Read message
> | Unread message
> | Read and deleted message
> | Read, replied and deleted message
> | Flagged for follow-up message

> ### Reading Messages

> From the Inbox, and Sent tab you can open all messages received or sent by you. The Draft tab displays drafts of your message that you have saved. The Folder tab and Trash tab display messages filed in these folders.

> An S/MIME message has a special icon at the end of the Subject line denoting whether it is signed or encrypted. For more information about the icons, refer to What Do the S/MIME Icons Mean?

> Note | The Sent Mail window displays a list of sent messages, the recipients name in the “To” column, Subject, sent Date and Size of the message. The Drafts window displays a list of messages to be sent, the recipients name in the “To” column, Subject, saved Date and Size of the message.

> To read a message:

> 1. Messages you’ve received are displayed in the Inbox tab page.
> - You can click the Sent, Drafts tab to see messages in the respective page.
> - Click the Folder tab to see folders where messages are filed. For more information on folders, see Managing Folders.
> 2. Select an option from the View drop-down list to filter the type of messages to be listed in the Inbox. The options available in the drop-down list are: All, Unread, Flagged, Deleted.
> 3. To open a specific message, click its subject. For more information on how to reply to the message, forward the message, delete the message, see Working with Messages.
> 4. When you finish reading the message, click on a tab to go to the selected tab page or click the Close icon to return to the message list of the current folder.

> ### Deleting Messages

> Depending on the Delete options you set in the Options tab, you can delete messages temporarily or permanently from the Inbox, Sent Mail, Trash and Draft pages.

> - If your Delete option is set to “Move Deleted Messages to the Trash,” when you click Delete, the deleted message is moved from the current folder to the Trash folder.
> - If your Delete option is set to “Mark Messages Deleted,” when you click Delete, each selected message is marked for deletion. When you select Expunge from the “Message Actions “drop-down list, messages are permanently removed without saving a backup copy of the message.

> To delete messages from the Inbox or other folders (except the Trash folder):

> 1. Select the messages you want to delete.
> - To select a single message, click its check box.
> - To deselect a message, click its selected check box.
> - To select all messages, click Select All, , icon.
> - To deselect all messages, click Deselect All, , icon.
> 2. Click Delete.

> The messages are sent to the Trash folder or marked Deleted.

> To remove deleted messages from the Trash folder:

> 1. Click the Folder tab to see the list of your folders.
> 2. Click Empty Trash to clear the entire contents of the Trash folder.

>    Note | The Empty Trash button is visible only if the Trash folder contains deleted messages.

> Or:

> Click the Trash folder to see your deleted messages.

> You can also select specific messages you want to delete:

> - To select a single message, click its checkbox.
> - To deselect a selected message, click its selected checkbox.
> - To select all messages, click Select All icon.
> - To deselect all messages, click Deselect All icon.
> - After you have made your selections, click Delete.

> The messages are deleted from the Trash folder. A backup copy is not saved.

> ### Undeleting Messages

> You can undelete any message marked for deletion in the Inbox, Drafts, Trash or Sent tab.

> Note | To see if you are set up to expunge messages marked for deletion, check your Delete settings in the Options tab.

> To undelete a message or messages:

> 1. Click the Inbox, Drafts, Trash or Sent tab and select the message or messages you want to undelete.
> - To select a single message, click its check box.
> - To deselect a selected message, click its selected check box.
> - To select all messages, click Select All icon.
> - To deselect all messages, click Deselect All icon.
> 2. Select Undelete from the “Actions” drop-down list. Undeleted messages no longer have X marks next to them.

> To undelete messages from the Trash folder, select the folder to which the message should be moved from the drop-down list. The message is moved to the selected folder.

> ### Expunging Messages

> To permanently delete messages.

> 1. Click the Inbox, Sent Mail, Drafts or Trash tab.
> 2. Select the message or messages you want to erase permanently.
> - To select a single message, click its checkbox.
> - To deselect a selected message, click its selected checkbox.
> - To select all messages, click Select All icon.
> - To deselect all messages, click Deselect All icon.
> 3. Select Expunge from the “Actions” drop-down list.

> The selected messages are permanently removed from the Inbox, Sent Mail, Drafts or Trash pages.

> ### Flagging Messages

> To flag messages you want to follow-up

> 1. Click the Inbox, Sent Mail, Drafts or Trash tab.
> 2. Select the message or messages you want to erase permanently.
> - To select a single message, click its checkbox.
> - To deselect a selected message, click its selected checkbox.
> - To select all messages, click Select All icon.
> - To deselect all messages, click Deselect All icon.
> 3. Select Flag for Follow-up from the “Actions” drop-down list.

> The selected messages are shown with a flag in the Inbox, Sent Mail, Drafts or Trash pages.

> You can remove the flag setting for massages by selecting the messages and then selecting “Clear Flag” from the drop-down list.

> ### Sorting Messages

> Messages in the Inbox, Sent Mail, Trash and Draft windows can be sorted in the descending or ascending order, by date displayed as “Received” or “Sent”, sender or recipients name displayed as “From” or “To”, message Size, Subject, Priority, or by the read or unread status. The envelope column displays the read or unread message status.

> By default, messages are sorted with the latest message at the bottom, and oldest message at the top.

> To change message sort order, click Received or Sent, From or To, Size, Subject, the (envelope) Status Icon, the Attachment icon or the Priority icon.

> - Received or Sent sorts the messages by date. The latest message appears first on the list. Clicking Received or Sent again sorts the messages by date; oldest message appears first on the list. The format in which the date is displayed depends on the Date format specified in the Options - Global Settings window in the Options tab.
> - From or To sorts the messages alphabetically by sender’s or receiver’s name. Clicking From or To again sorts the messages by name in reverse alphabetical order.
> - Size sorts the messages by size, in the ascending order. Clicking Size again sorts the messages in the reverse order.
> - Subject sorts the messages alphabetically by subject on the Subject line. Clicking Subject again sorts the messages by subject in the reverse alphabetical order.
> - Status Icon sorts the read messages from the unread messages, forwarded, replied to, read deleted, unread deleted, read replied and then deleted messages.
> - Attachment Icon sorts all the messages with attachment and groups them together
> - Priority Icon sorts the messages by the degree of importance namely Urgent, Non-Urgent and Normal

> ### Filing Messages

> To file or move messages from one folder to another:

> 1. Click the Inbox, Sent Mail, Trash, Draft or Folder tab.
> 2. Select the message or messages that you want to file.
> - To select a single message, click its check box.
> - To deselect a selected message, click its selected check box.
> - To select all messages, click Select All icon.
> - To deselect all messages, click Deselect All icon.
> 3. From the “Move Messages to Folder” drop-down list, select the folder in which you want your message to be filed.

> Your messages are filed in the selected folder.

> ### Viewing Attached Files

> To view a file attached to a message:

> - In the message, click the name of the attached file that appears next to Attachments in the header section of the message. A dialog box appears.
> - You can view the file from its current location without downloading it. Alternatively you can save the attachment into a selected folder on your machine.

> Note | GIF and JPEG attachments sent from the Communications Express are displayed inline; all other attachments such as voice or fax appear as icons or links. Attachments from other mail systems may appear as icons or links as well.

> ### Saving Attached Files

> If you receive an attached file, such as a GIF or JPEG file, you can save it to your local disk.

> To save an attachment:

> 1. Use the Save As function of your browser to save the attachment.

> Or

> Right click the name of the attached file, in the message header next to Attachments (In the case of GIF or JPEG files, which are displayed inline, you will need to right-click on the image).

> A menu appears.

> 2. From the menu, choose Save Link As. The “Save As” dialog box appears.
> 3. In the File Name field enter the name of the attachment to be saved.
> 4. Click Save.

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