Contents Index

> ## Mail Settings

> In the Options - Mail window you can specify the default mail settings and view your account information.

> - Personal Information
> - Settings
> - Layout
> - Vacation Messages
> - Mail Filters

> ### Personal Information

> Use this option to change your personal account information.

> 1. Click the Personal Information link.

> You can change the following:

> - Reply to Address
> - Signature
> - vCard
> 2. Click Save, to save your personal information.

> #### Reply to Address

> To change your reply to address to an alternative address, complete this field. For example, if you are johnsmith@florizel.com, but want replies sent to johnsmidth@sesta.com, enter johnsmidth@sesta.com in this field.

> #### Signature

> To customize the personal signature that will be included at the bottom of each message you write, enter your preferred sign-off and select the check box to “Add signature to each message you compose.”

> Do not confuse a personal signature with an S/MIME signature. You require special permission and a private key certificate to sign a message with an S/MIME signature.

> #### vCard

> An address book entry or vCard stores your name, postal address, email address, phone number, and other information. You can create a personal vCard for yourself that you can attach to your outgoing mail messages.

> 1. Enter personal information such as your name, email, phone and address details in the fields to create a vCard.
> 2. Select the check box to “Attach this vCard to each message you compose.”

> ### Settings

> To change your settings:

> 1. Click the Settings option.

> You can customize the following settings:

> - Deleting Mail
> - Sent Messages
> - Message Drafts
> - Reply Quoting
> - Mail Forwarding
> - Secure Messaging
> 2. Click Save, to save the settings.

> #### Deleting Mail

> You can choose to move deleted message to trash or to a specific folder, or mark messages as deleted.

> - Move deleted messages to folder. To move deleted messages to a folder folder, select the radio button next to “Move deleted messages to folder” and enter the name of the folder in the text box.
> - Select the check box next to “Empty messages from this folder on logout.” If this option is not set, you will have to periodically empty your Trash for maximum server performance.
> - Mark messages deleted. If you “Mark messages deleted”, the messages continue to appear in the Inbox folder, but with an X beside them. When you click Expunge, the messages that are marked for deletion are permanently removed without saving a backup copy.
> - Select the check box next to “Remove deleted messages from Inbox on logout” to remove messages that have been marked for deletion. If this option is not selected, the deleted messages continue to be listed in the Inbox with an X beside them.

> #### Sent Messages

> This option lets you save a copy of every message you send in a specific folder. Enter the folder name in the text field.

> #### Message Drafts

> This option lets you choose a folder in which the drafts are to be saved. Enter the folder name in the text field.

> #### Reply Quoting

> This option lets you automatically include the text of a message to which you are replying. Select this option to include the original message in the reply.

> #### Mail Forwarding

> Use this option to send a copy of every message you receive to a specific email address.

> Email Address:.Enter the email address or add the Address from the Address Book.

> For example, if John wants to send Carolyn a copy of every message he receives, he would enter Carolyn’s email address in the Email Address text box and click Add. The email address is added to the Mail Forwarding list.

> You can enter as many email addresses as you want in the text field, one line at time.

> To remove an email address from the Mail Forwarding list, select the email address and click Remove.

> Enable Forwarding. Select this option to automatically send a copy of every message you receive to the email addresses mentioned in the Mail Forwarding list. When you choose this option, the server maintains a copy of the mail in your inbox.

> Do not leave copy on server. Select this option to send every message you receive to the email addresses mentioned in the Mail Forwarding list. When you choose this option, the server does not maintain a copy of the mail in your Inbox.

> #### Secure Messaging

> Use the secure messaging options to set the Secure/Multipurpose Internet Mail Extension (S/MIME) features for all your outgoing messages and to choose a private key certificate when requesting an S/MIME signature.

> There are initial S/MIME settings for Mail, set by the administrator, that control whether all outgoing messages are automatically signed, automatically encrypted, or automatically signed and encrypted. The initial settings also control whether the S/MIME check boxes located at the bottom of a New Message window and in the Mail Options - Settings window are displayed as checked (feature turned on) or unchecked (feature turned off).

> To send signed and encrypted, messages enable the following Secure Messaging options:

> Sign all outgoing Messages. Check this option to automatically sign all outgoing messages. Uncheck the box to prevent signing all messages automatically. To be able to use this option, you need to have obtained your own private key certificate from a registered third party company.

> Encrypt all outgoing Messages. Check this option to automatically send encrypted messages using the public key certificate of the recipient. Uncheck the box to prevent encrypting all your messages automatically.

> Note | You can override the settings of Sign all outgoing Messages and Encrypt all outgoing Messages by unchecking these options for the message in the New Message window.

> Select a Signing Certificate. After your certificate or certificates are imported to a local key store or after you have a smart card, you must select the certificate that Mail will use to sign the messages.

> Click on the signing certificate you want to use from the list of available private keys. The selected certificate is used until you choose a different one.

> ### Layout

> You can customize the appearance of your email account by specifying the following:

> Messages per Page. You can set the number of messages that can be displayed on a page. Select the number from the drop-down list. The options available are: 10,25,50.

> Sort Order. Select the sort order to sort messages in ascending (oldest first), or descending order (newest first).

> Columns to Display. Use this field to customize the appearance of the Inbox, Drafts, Trash and Personal Folders.

> - Select a value in Columns 1 to 6 from the drop-down list. The options available are: Priority, Attachment, Message Type, Subject, Sender, Received Date, Size .
> - Select “-Don’t Display this Column-” if you do not want a column to be displayed.

> Click Save to save the Layout settings.

> ### Vacation Messages

> Follow these steps to activate or deactivate the sending of vacation messages and to write the message you want sent in response to email messages while you are away.

> - Enable Vacation Message for time period. Select the checkbox to send your automatic vacation reply.
> - Select the Start Time and End Time for your vacation message.

> The start time is either the current date or any later date before the end date. The end time is the date you want to stop sending your automatic vacation response. You can also use the miniature calendar to select the start and end dates.

> - Send automatic vacation message every. Enter the number of days after which another automatic reply should be sent to a repeat mail sender.

> This means a sender will receive one vacation reply, no matter how many messages is sent to you, during the time period you specify.

> - Subject. Type a subject for the message or leave it blank.

> If you leave this field blank, the subject of the message sent to you will be the subject of your reply.

> - Message.In the text boxes, type your internal and external vacation message.

> Internal messages are sent to users in the same domain; and external messages are sent to all other users.

> These messages are sent only when the box “Enable Vacation Messages for time period” is checked.

> - Click Save to save the vacation message.

> ### Mail Filters

> Use the Mail Filters option to manage mail filters for your incoming email. The mail filters are applied to your incoming messages in the same order order in which the filters are listed here.

> Note | The Mail Filters option is available only if you are enabled to access the Sun Java™ Systems Messaging Server.

> On the Options tab click Mail Filters. The Options - Mail Filters window appears. From the Options - Mail Filters window you can:

> - New Mail Filter
> - Edit Mail Filters
> - Delete Mail Filters

> In the Options - Mail Filters window use the following buttons to:

> New. To add a new mail filter, click New.

> Edit. To edit an existing mail filter, select a mail filter from the list and click Edit.

> Delete. To remove a mail filter, select the filter from the list and click Delete.

> Toggle Status. Click this button to move up or down different mail filters that you may have. This also shows you a preview of the chosen mail filter.

> #### New Mail Filter

> To add a new mail filter :

> 1. Click New... in the Options - Mail Filters window.
> 2. The New Mail Filter window is displayed. In the New Mail Filter window enter the filter rule for your incoming email messages. For further details on the fields to be filled to set the mail filter, refer to the Mail Filter Form.
> 3. Click Save to create the new mail filter or click Cancel to exit the New Mail Filter window without creating a new mail filter.

> #### Edit Mail Filters

> To edit an existing mail filter:

> 1. Select a mail filter from the list displayed in the Options - Mail Filters window and click Edit...
> 2. The Edit Mail Filter window is displayed. Edit the desired filter criteria in the Edit Mail Filter window. For further details on the fields to be filled to edit the mail filter, refer to the Mail Filter Form.
> 3. Click Save to save the changes or click Cancel to exit the Edit Mail Filter window without saving the updates.

> #### Mail Filter Form

> Enter the following mail filter details:

> - Filter Name. Specify a name for the filter.
> - Enabled. By default, the status of the filter is enabled. You may deselect the checkbox to disable the filter.

> For Incoming Messages

> - Match all incoming messages. Select this option to apply the mail filter on all incoming messages
> - Match any of the following conditions. Select this option from the drop-down list and specify the filter conditions to match any of the following conditions:
> - Sender. Specify the filter criteria for names that can send you emails and enter the sender’s name. The filter criteria options available are: contains, does not contain, is, is not, begins with , ends with.
> - Subject. Specify the filter criteria for the subject contained in the email message. The filter criteria options available are: contains, does not contain, is, is not, begins with , ends with.
> - To or cc. Specify the filter criteria for names you can send or copy emails to. The filter criteria options available are: contains, does not contain, is, is not, begins with , ends with.
> - To. Specify the filter criteria for names that you can send emails to. The filter criteria options available are: contains, does not contain, is, is not, begins with , ends with.
> - cc. Specify the filter criteria for names that you can copy emails to. The filter criteria options available are: contains, does not contain, is, is not, begins with , ends with.
> - Message Size. Select the message size as less than , or greater than from the drop-down list and enter the maximum message size.
> - Match all of the following conditions. Select this option from the drop-down list and specify the filter conditions to match all of the conditions explained above.
> - Add Condition Click Add Condition to add any number of filter conditions. You may also click on Delete to delete any of these conditions.
> - Do not include messages received before. Select this checkbox to specify the date upto when messages should not be included.
> - Do not include messages received after. Select this checkbox to specify the date after when messages should not be included.

> Apply Message Actions.

> - Move message to folder. Select this option to specify the name of the folder in which the message will be stored.
> - Forward to email address. Select this option to specify an email address messages must be forwarded to. By default, a copy of the forwarded message is stored in your inbox.
> - Don’t deliver the message to inbox. Select this option if you do not want a copy of the forwarded message to be stored in your inbox.
> - Discard the message(overrides other actions). Select this option if you want to completely discard the message. If you select this option, the other options that you may have selected get deselected automatically.
> - Save. Select this option to save the mail filter(s).

> #### Delete Mail Filters

> To delete an existing mail filter:

> 1. Select a mail filter from the list displayed in the Option - Mail Filters window and click Delete.
> 2. A pop-up message confirming the delete is displayed.
> 3. Click OK to delete the selected mail filter.

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