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Marygrove College E-mail Using Zimbra® This handout introduces the user to basic email procedures as well as Drafts, Global Address List, Address Book, Search, Attachments, Briefcase and Appointments (basic). Word = a button in a dialog box or elsewhere in the application which needs to be clicked in order to perform an operation. Introduction Zimbra ® is an open-source, web-based program that provides access to Marygrove College email accounts. It uses a Web browser such as Internet Explorer or Firefox; no special software is needed. If you are familiar with another web-based email, you may see some similarities with this one. Starting Marygrove College email You must be connected to the Internet to access your email. To get to your Marygrove email account: 1. 2. 3.

Log on to the Marygrove home page ( Move to Current Students in the top menu. Click Email from the drop down menu.

A new window opens; fill in Username and Password, then Log In.

The first screen to open is the Inbox. It has a pane on the left side that corresponds and changes with the selected tab across the top of the page. Click on the tab to access the function. There is a toolbar just below the tabs. The calendar remains in the lower left corner, regardless of the tab, by default. The selected tab’s content appears in the large area. All messages, both read and unread (these are in bold), are listed in chronological order, starting with the most recent. Depending on the view being used, the Inbox displays up to 50 messages. To view additional messages, scroll down.

Marygrove College E-mail

2010, Fall


Viewing Email Messages (View options) View options allow changes to the appearance of the Inbox—whether the messages appear grouped by conversation or individually (Messages) and where/if there is a Reading Pane. Click View and this menu opens • By Conversation = all messages with the same Subject are grouped together and includes items from both the Inbox and folders, including Sent. The last two options will show them in the order selected. • By Message = each message separately. • Reading Pane options are self-explanatory. The default View setting is By Conversation and Reading Pane At The Bottom. This image shows a By Message listing in the Preview Pane (middle area) and the highlighted/ selected message appears in the Reading Pane On The Right. Click on a message in the Preview Pane to view it in the Reading Pane, To open the message in a separate tab, double-click the message in the Preview Pane. Every message opens another tab. To open a message in a separate window, click on the Toolbar (next to View). Once the email message has been read, there are several options: Going across the toolbar, they are

Checking for New Email opened your Inbox.

- checks for new email messages that have arrived since you

Delete the email message – sends the message to Trash. Move selected item

(Save) – files/saves the message as indicated by clicking the location to file it.

Print the email message - opens another tab with the document and the Print dialog box; make necessary changes (printer, 3 copies, etc.). Reply to the sender of the email message – automatically inserts sender’s email address. Reply to All recipients of the email message – automatically inserts all recipients’ email addresses. Forward the email message - sends the message to someone not listed in To: or CC: In the field next to the To: , type the email address(es) of the recipient(s) of your message. Separate multiple email addresses with a semicolon (;). Marygrove College E-mail

2010, Fall


Delete the email message as Junk - future items with this same Subject will go to the Junk folder. Tag selected items – color codes a message (explained in the Advanced session) Launch in a separate window

– opens document separately.

Both Trash & Junk can be completely emptied (removed permanently) by right-clicking the icon/folder from the left-hand pane and choosing Empty Trash/Junk. Tip: To delete multiple messages, open Trash/Junk, hold down the Ctrl key on your keyboard while clicking on the messages to delete. Then click Delete or press the Delete key on your keyboard. Deleted messages are not removed permanently until they are deleted from the Trash. The number in parentheses indicates items there. To delete all email messages from the Trash, do one of two things: 1. Open Trash on the left side of the screen, click in the box in upper left corner of the shaded area (next to Arranged by:) to select all and then click Delete from the toolbar. Note: it does NOT confirm the deletion. OR 2. Right-click on Trash and select Empty Trash.

Creating and Sending Email 1. New - box appears using the Plain Text default. 2. To: - the email address of the recipient. (Use Cc: and/or Bcc: if needed) 3. Subject: - a brief description of the message. 4. Type the message; check for spelling & grammatical errors. Spellcheck – turn this option on to automatically check for spelling before sending the message: Preferences tab  Composing (from Preferences pane)  Settings: choose the option(s) preferred, then Save 5. Send when completed, making spelling corrections if noted.

To be able to use HTML text editing features (Bold, Italic, Font style, etc.), the Preference for Composing needs to be changed to As HTML. Preferences tab  Composing (from Preferences pane)  Compose: choose As HTML You can also specify the default font, size and text color at this point. Once this is changed, the HTML toolbar, shown below, will appear under Subject of future emails.

Look at the Reply and Forward options available in Preferences and make your choice and Save.

Marygrove College E-mail

2010, Fall


Drafts If you don’t want to send the message at this time, it can be saved to work on and/or send later. Save Draft - saves the message to the Drafts folder for later retrieval. The Drafts folder shows the number of items in parentheses. To retrieve a draft, click the Drafts folder, locate the message and click on it to resume editing.

Global Address List If you don’t know the e-mail address of the Marygrove instructor, staff or student, use To: to find him/her. 1. To: to open the Global Addresses dialog box. 2. Type in the last name of the person you need (if you are not sure of the spelling, type in the first few letters) 3. Search - a listing of matches will appear. 4. Click on the correct address 5. To in the center to place the address on the To: line of the email. (If the name should be in the Cc: (Courtesy copy) or Bcc: (Blind courtesy copy) area, press the corresponding button instead of To.) 6. OK to close the dialog box and return to the message.

Address Book This is where you can add/retrieve names of contacts not having a Marygrove email account. Address Book tab then New from the toolbar Complete as much information as needed. Note the File as: choices (upper right) >> = Add additional fields for the contact

+ = Add another line/area of this field Any button with ▼ = choices/options Save to include this contact in the Address Book. Now, when you start to type this contact’s name in the To: field, it will automatically suggest it.

Search – helps locate an email 1. Enter a name, keyword in the Search area 2. Search – Results will appear. 3. Click on the preferred message. To begin a new search, click Inbox and repeat the process. Advanced search 1. Advanced Search initially opens a Basic Search dialog box. The more information entered, the more the sorting narrows the search. Other search criteria can be used; they are listed above the Basic Search box. More choices narrow the search

2. Enter on keyboard or Search, near the top of the page. – possible messages appear 3. Click on the preferred message. 4. Close this window after searching.

Marygrove College E-mail

2010, Fall


Attachments (Maximum: 20 mg) To send an email message with an attachment follow the instructions under Creating and Sending Email. But, before you send your email message, do the following: 1. Add Attachment opens this dialog box. 2. Browse to locate the file to attach. 3. Double-click the file. To add four additional attachments, repeat step 2 until all documents are attached. Add More Attachments to insert another item beyond the five. To remove an attachment, click Remove. 4.

Attach - the name(s) of the attached file(s) appear(s) under the Subject line. 5. Send.

Briefcase (Maximum: 500 mg) The briefcase operates similar to My Documents on Marygrove's computers. Documents can be stored here, which then makes them accessible to users wherever they are. (My Documents items are only available while on campus.) Note: individual documents/items can be stored, not an entire folder. 1. Click on the Briefcase tab 2. New or Upload File to add an item. This dialog box opens. Use the same procedure to locate the file as described in Attachments— 3. Browse ‌ to locate file 4. Double-click the file (the path will appear in the File: field). To add more than one item at a time, click Add to create another File: item and repeat the process. 5. OK upload the item.

View items in Briefcase As with other tabs, there is a View tab for this feature. Choose whichever view you prefer. Double-click on the item to open it. To delete an item from the Briefcase, select it then press Delete. A dialog box will appear, confirming the deletion. Press the appropriate button; if Yes, the item goes to Trash.

Marygrove College E-mail

2010, Fall


Setting an appointment (Calendar) An appointment is an activity without other people; it can be used as a reminder of a paper due. Fill in the necessary areas, change date/time as needed (use down arrows), set a reminder, etc. Public = others can see the appointment, if permission is given to them. Private = time will be blocked off but no specifics appear

The easiest way to set an appointment is 1. Click on the Calendar tab. 2. Click on New; the above dialog box opens. Complete needed information 3. Save from the toolbar

Logging off It is very important to log off of your email account when you are finished using it. If you do not and you do not log off the workstation, the next person to use the computer will have full access to your account. This could result in important messages being deleted or inappropriate messages being sent that would appear to have come from you. To correctly log out of Marygrove College email 1. Click Log Out in the upper right corner 2. respond to any dialog boxes that may appear. Reminder: If you are completely finished at the workstation, Log Off the computer completely, through the Start button.

Tips for Email Users Check your email on a regular basis. Delete unwanted email and empty the Deleted Items folder on a regular basis. Never open an email attachment from an unknown sender; it could contain a virus. Do not forward Spam, virus hoaxes, urban legends, "chain letters," etc. Always include a meaningful subject line. Use UPPER CASE sparingly and only as emphasis – otherwise it seems like you are “yelling.” Do not overuse the Reply to all option. Read the message before you press the Send button; double-check for spelling and grammar and making sure the message tells/answers what you want it to say. Remember: there is no Undo option once you have sent the email.

Help is always available with or call the Information Technology Services Department’s 24/7 support desk @ 313-927-1282, Toll Free 877-448-1767 or, the online webpage ticket.

This handout was created by Educational Technology Services @ Marygrove College 8425 W. McNichols Detroit, MI 48221.

Marygrove College E-mail

2010, Fall