Webmail Tutorial - Organizing Messages
There are two different ways to organize your email messages. The first way is with folders, the second is by message highlighting.
Organizing Messages with Folders
Storing messages in different folders is especially useful if you have a lot of email and want to keep it organized separately. The downside to folders is that only email in your Inbox will be downloaded using a regular email client. Also email stored in different folders will still count towards your email quota.
To begin with folders, first look at the left frame. All of your subscribed folders are listed there. The first time you log in to webmail you will probably only have the Inbox listed. Next to the Inbox a number in parenthesis ( ) indicates the number of unread messages in that folder.
To create a new folder, click the Folders menu at the top of the page. Enter a meaningful name for the new folder into the Create folder box and click Create. When you create a new folder, you are automatically subscribed to it. To view it in the folder list in the left frame, click the Refresh folder list link.
You are now ready to move messages to the new folder. To do this, go to your Inbox. Put a check next to the messages you would like to move. Choose your new folder from the Move Selected to box and click Move. Messages with attachments may take a few moments to move. To view the moved messages, click the folder name in the left frame. Messages can be moved back to the Inbox in the same manner.
You can also Rename and Delete folders from the Folders screen. To rename a folder, choose it from the Rename a folder drop down list, and click Rename. Then change the folder name and click Submit. Any messages previously in this folder will remain in the newly named one. To delete a folder, choose it from the Delete a folder drop down list and click the Delete button.
Also note that you will not be able to rename or delete special folders, like the Inbox.
The Unsubscribe/Subscribe section allows you to choose which folders are available for moving messages to and viewing in the left frame. Subscribing to a folder registers it with the mail server allowing you to view it in the folder list; unsubscribing does the opposite.
Organizing Messages with Message Highlighting
The second method of organizing email, Message Highlighting, changes the background color of messages in the message listed based on criteria you choose. This is especially useful if you subscribe to multiple mailing lists: you can make messages from different lists (or different people) different colors. Message highlighting leaves all of the messages in the Inbox by default so all messages will be automatically downloaded when you use your regular email client. To setup message highlighting:
- Click the Options menu at the top of the screen
- Click Message Highlighting, the click New to create a new highlight.
- Give your new highlight a meaningful name. For example if you are highlighting messages from your mother you could name it "From Mom," or if you are highlighting messages from a distribution list, you could give it the name of the distribution list.
- Choose the highlight color. This is the actual color the background of the message will be. You can choose from the drop down list of colors, choose from the colors in the grid, or enter the HEX code for the color you desire (i. e. a6b492). If you choose to enter the HEX code, make sure the radio button next to it is chosen.
- Enter the match criteria. Choose which header field you want to match against (To, From, Subject, etc.) Then enter the phrase to match. For example, if you are highlighting messages from your mother, choose From in the drop down box and enter your mother's email address into the text box.
- When all the information is entered click the Submit button.
Enter as many Message Highlighters as you desire. When you view your Inbox, you should see the messages matching the criteria you chose listed with different background colors. You can Edit or Delete the message Highlighters at any time by going back to the Options, Message Highlighting.
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