Mail

About Mail

Receiving Messages

Sending Messages

Formatting Messages

Managing Messages

Attaching Files to Messages

Searching Messages

Using Mail Folders

Sorting Messages

About Mail

The Mail component of Sun Java^TMSystem Communications Express is a web-enabled email client.

You can use Mail to do the following:

• Manage email, with an Internet connection and a supported browser, from any computer with Internet access.

• Sign or encrypt outgoing messages and receive signed or encrypted messages from other mail users, if you have permission.

• Use folders to organize and manage your messages.

• Create and edit a list of stored personal email addresses for regular recipients of your mail.

About Your Mail

Table 1 lists the tabs available for managing your email. This table consists of two columns; the first column lists the tabs that appear in the Mail option, and the second describes how to use them.

Table 1 Mail Options Tab

Table 2 lists the toolbar options available for managing your email. This table consists of three columns; the first column lists the toolbar option, second the icon representing the option, and third the purpose of this option.

Table 2 Mail Toolbar Options

Toolbar Options	Icon	Purpose
Compose		To create a message. For more information, see Sending Messages.
Get Mail		To receive new messages. For more information, see Receiving Messages.
External Mail		To collect mail from another account. For more information, see Receiving Messages.
Search		To find messages matching your search criteria. For more information, see Searching Messages.
New		To create folders and file messages in them. For more information, see Using Mail Folders.
Subscribe		To subscribe to folders. For more information, see Using Mail Folders.
Refresh		To update the list of folders and email messages displayed in the Folders page.

Table 3 lists the status icons that provide information about your email messages. This table consists of two columns; the first column lists the icons that appear beside a mail, and the second describes them.

Table 3 Message Status Icons

Icon	Description
	Read message
	Unread message
	Read and Replied Message
	Read and deleted message
	Read, replied, and deleted message
	Flagged for follow-up message

Receiving Messages

Using Communications Express, you can receive mail from the default mail server that it is configured as well as mail from other accounts.

Receive New Mail From the Default Account

To retrieve new messages that are not yet listed in your Inbox or mail folders, click Get Mail.

Your messages are listed with the following information:

• The sender’s name, subject, date of receipt and message size.

• A closed envelope indicates unread messages. An open envelope indicates read messages. A flag indicates which messages to follow up.

• 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 S/MIME Icons

• The Quota bar indicates the storage space available in your inbox. The Quota bar is displayed in green if available storage space is more than 60% of your available quota, in Orange if it is less than 60% and more than 10% of the available quota, and in red if the available storage space is lesser than 10% of the available quota.

To Read a Message

1. In the left pane of the Mail page, click the name of the email folder you want to read.

   The available options are:

   • The Inbox for messages you receive from others

   • The Sent tab for messages you send to others

   • The Drafts tab for drafts of your messages

   • The Trash tab for messages you delete

2. From the View drop-down menu, select an option to filter the type of messages to list in the folder. Options are default, All, Unread, Flagged, and Deleted.
3. To open a specific message, click its subject. For more information on how to reply to, forward, or delete the message, see Managing Messages.
4. When you finish reading the message, click the Close icon to return to the message list of the current folder.
5. (Optional) Click Next or Previous to view other messages in the folder.

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   Tip - When you read messages in the Drafts folder, the Close, Next, and Previous options are not available. Click Send to send the message, or close the browser window to close the message.

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To Add Contacts to Personal Address Book from Mail

The mail component allows you to add email address and contact information of users from whom you receive mail. When you view a message, the list of recipients in the To, From, and CC can be added to your personal address book by clicking on the email address.

1. Click the email address that you wish to add to your address book from the To, From, or CC fields. The Add Contact window opens.

   This window contains the following information:

   • First Name: The first name of the contact.

   • Last Name: The last name of the contact.

   • Display Name: The display name of the contact. For example, you can provide the nickname of the person rather than his first or last name. This is a mandatory field.

   • Primary Email: The primary email address of the contact. The available options are Work, Home, SMS, Pager, Other. Select the appropriate option from the drop-down list and enter the email address in the text field provided.

   • Primary Phone: The primary phone number of the contact. The available options are Work, Home, Mobile, SMS, Pager, Fax, Other. Select the appropriate option from the drop-down list and add the phone number in the text field provided.

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   Note - The available fields are already filled in.

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2. Edit the information as desired and click Save. The contact is added to the personal address book.

To Add Contacts By Using Add Addresses Button

You can add contact information of users from whom you receive mails by clicking on the Add Address button on an open message.

1. Click Add Addresses button that is available above an open message. A window pops up with all contacts available from the From, To, and CC fields. The following information is available

   • A checkbox which is checked by default

   • The email address of the contact listed in the To, From, or CC fields.

2. Deselect the contacts you do not want to add to your personal address book by clicking the checkbox.
3. Click the Add Addresses button to add the addresses to your personal address book.

To View Messages From Another Account

If you have a Post Office Protocol (POP) user ID on another email account, you can use Communications Express software to collect and view your messages from that account.

1. Click a mail folder.
2. Click External Mail to display the Collect External Mail page.
3. Enter the following details:

   • POP Server. Enter the name of the server from which you want the mail to be collected. If the pop server runs on a non-standard port, append the server name may be followed by a colon followed by the port number. For example, siroe:5555

   • POP User ID. Enter the user ID of the mail account from which you want the mail to be collected.

   • Password. Enter the password for the mail account from which you want the mail to be collected.

   • Delete messages from server. Select this check box to delete the mail you are collecting from the server from which they are being collected.

   • Save to Folder. From the drop-down menu, select a folder to which you want the mail copied.

4. Click Collect.