3.1Reading Mail

A user can read the body of an mail received into an mail box and check the attached file. When you click the mail menu, following mail screen is displayed.

Reading the body of an mail

You can read the body of an mail in one of following 3 ways.

• Reading the body in default

  Click the title of an mail in the mail list to move to the mail body screen.

• Reading the body in a new window

  Click the Popup view icon ( )next to the mail title in the mail list to display the mail body in a popup window.

• mail body read window Select Left and right partition ( )

  or Top and bottom partition ( ) as the read type at the upper right corner of the mail list. The mail body is display in the right or bottom.

mail Body Layout

Incoming Email Attachment Check

When an attached file of an incoming email is clicked [Incoming Email Attachment Check] layer function is activated for the admin to check the attached file once again. It can be set to re-check the designated attachments (extensions) or all attachments (extensions) with caution in order to prevent ransomware and virus infection/circulation through email.

NDR(Non-Delivery Reports) Return Mail

When the delivery of sent mail has failed, NDR return mail is sent to the user.
Click the [Check Reason for Failure] button at the top of NDR return mail to search a code for the reason. Using the code, you can check the cause of failure and how to solve the problem.

mail Reply

You can generate a reply to a received mail and send it to the sender. ‘Re:’ is automatically prefixed to the mail title.

• Reply – A reply mail is sent to the sender of the received mail.

• Reply to all –A reply mail is sent to the sender and all cc’s of the received mail.

You can send a reply or reply to all in the following way.

1. Check an mail to which to send the reply from the mail list or click an mail title to move to the mail body screen.

2. Click Reply (Reply to all) in the toolbar.

3. The sender’s mail address is automatically input in the recipient field of the email write screen.

   1. Reply – Only the sender’s mail address is input in the recipient field.

   2. Reply all –The mail addresses of the sender and cc’s are input in the recipient field.

4. When the reply mail is completed, click Send in the toolbox.

mail Forward

This function includes a received mail in the body or attaches it to forward it to another user. When the forward is sent, ‘[Fwd]’ is automatically prefixed to the mail title.

• Original attached– The body of the original mail is attached as an attached file when the mail is sent.

• Original included – The body of the original mail is included in the mail when the mail is sent.

You can forward an mail in the following way.

1. Check an mail to forward or click an mail title to move to the mail body screen.

2. Click Forward in the toolbar.

   Click the arrow next to Forward to specify whether the original will be attached. The default value is to include it in the body.

3. When the mail is completed, click Send in the toolbox

mail Move

This function sends mails in each mail box to In box, Spam mail box, trash bin, Personal mail box, etc. You can move the mails in one of following two ways:

• Moving with toolbar

• Moving with drag & drop

Ÿ Moving with toolbar

1. Check an mail to move or click an mail title to move to the mail body screen.

2. Click Move in the toolbar.

3. Select an mail box to move the mail to when the list of mail boxes is displayed

Moving with Drag&Drop

mail Copy

This function copies an mail into another mail in the following way:

1. Check an mail to copy click an mail title to move to the mail body screen.

2. Click Move in the toolbar.

3. Check Copy at the bottom of the mail box list and select an mail box to copy the mail.

mail Delete

This function deletes an mail in an mail box temporarily or permanently.

• Delete – The deleted mail is sent to the trash bin.

• Permanent delete – A permanently deleted mail is deleted without being moved to the trash bin and cannot be restored.

• Delete Attachment - Only the attachment to email can be deleted. Note that once you delete an attachment, you cannot recover it.

You can delete an mail in the following way:

1. Check an mail to delete in the mail list or click the title of an mail to move to the mail body screen.

2. Click Delete (Permanent delete) in the toolbox.

Marking Read/Unread to mail

This function marks a received mail as Read or Unread so that they can be separated with the Read/Unread icons in the mail list.

• Read mark () - The unread mails are marked with the Read icon.

• Unread mark () - The read mails are marked with the Unread icon.

mails can be marked Read/Unread in the following way:

1. Check the mails to mark Read/Unread in the mail list or click the title of an mail to move to the mail body screen.

2. Click Read in the toolbox or click the arrow next to Read and click Unread.

mail Save

This function saves mails in a user PC. You can save mails in the following way:

1. Check an mail to save from the mail list or click the title of an mail to move to the mail body screen.

2. Click mail in the toolbox to display the submenu. Click Save in the submenu.

mail Print

This function prints the body of an mail.

1. Click the title of an mail in the mail list to move to the mail body screen.

2. Click Print next to the title of the mail.

3. Click Print in the mail print window.

You can also print an mail directly from the mail list without having to move to the mail body screen.

1. Check an mail to print from the mail list.

2. Click mail in the toolbox to display the submenu. Click Print in the submenu.

3. Click Print in the mail print window.

Automatic mail Categorization

This function defines a categorization rule and automatically categorizes a received mail according to the defined categorization rule. The criteria for the rule of automatic categorization are described as follows:

• Ÿ Rule criteria – Address of sender/recipient or mail title

The items per condition are applied as AND and OR. The method of setting automatic classification is as follows:

1. Check an mail to categorize from the mail list or click the title of an mail to move to the mail body screen.

2. Click mail in the toolbox to display the submenu. Click Auto categorization in the submenu.

Spam mail Reporting

This function is used to report the received mail as a spam. When you report an mail as a spam, it is reported to the administrator as a spam mail.

You can report a spam mail in the following way:

1. Check an mail to report it as a spam from the mail list or click the title of an mail to move to the mail body screen.

2. Click Report spam in the toolbox.

3. Check the following item as needed in the Spam report screen.

   1. Add the sender in the mail receipt reject list - Any further mails from the same sender are automatically blocked.

   2. Move the reported mails to trash bin – The selected mail is moved to the trash bin.

mail Receipt Rejected

This function registers the address of a received mail in the list of In box as Receipt rejected.

You can register an mail in the Receipt rejected in the following way:

1. Check an mail to reject receipt from the mail list or click the title of an mail to move to the mail body screen.

2. Click mail in the toolbox to display a submenu. Click Receipt rejected in the submenu.

mail Receipt Allowed

This function registers an mail in the spam mail box or trash bin as Receipt allowed.

You can register an mail as Receipt allowed in the following way:

1. Move to the Spam mail box or Trash bin.

2. Check an mail to allow receipt from the mail list or click the title of an mail to move to the mail body screen

3. Click mail in the toolbar to display the submenu. Click Receipt allowed in the submenu.

mail Upload

This function uploads mails in a user PC to the personal mail box.

1. Click the Right arrow icon () next to the personal mail box to upload.

2. Click Mail upload in the popup menu and select a file in the PC.

Schedule Registration

You can register a schedule while reading an mail.

1. Click Schedule registration next to the title in the mail body screen. The Schedule registration screen is displayed.

2. Enter the schedule name and then the date and time and description.

   Click Detailed schedule input to add the attendants and alarm.

Archive Center

This menu is displayed when the system is interfaced to Terrace Mail Archive server which is Daou Tech’s archiving server. Users can connect to Archive Center without authentication to check and mange the archived mails.

You can check the archived mails in the following way:

1. Click Archive Center in the sidebar left of an mail.

2. The Archive Center window is displayed.

3. Check the Settings and received/sent mails.

3.2Writing mail

This section describes writing an mail and sending it. You can write an mail in the following way:

1. Click Write mail at the top of the left sidebar.

2. Input and set the following items to write an mail in the Write mail screen.

   1. Recipient

   2. Title input

   3. File attachment

   4. Main body

3. When the mail is completed, set the options in the toolbar.

   1. Option setting –Receipt confirmation Save in Sent mail box, Individual sending, Important, v-card, Scheduled mail, Signature attachment, and Secured mail

   2. Preview and Temporary storage

4. Click Send in the toolbar.

Designating Recipient

This function designates the mail recipient, cc and Bcc.

• To– Specify the recipient of the mail. This is a mandatory input.

• cc– Specify the users who will receive the carbon cc.

• Bcc– Specify the users who will receive the carbon cc without being exposed to the recipient and cc. Bcc is displayed when the arrow () next to cc is clicked.

The basic way to designate a recipient is described as follows:

1. Enter the mail address in the recipient fields (Recipient, cc, and Bcc). (ex.) help@mydomain.co.kr

   Use the comma (,), line fee (CRLF) or tab to separate the recipients if there are multiple recipients.

2. Click Contacts to select a recipient from the Contacts. (ex.) "John Doe"<help@mydomain.co.kr>

   The Contacts is organized of Personal Contacts, Public Contacts and Organization Tree. A user group can be selected from the personal Contacts, or a department can be selected from the Organization Tree.

3. Select an mail address from Recent addresses.

   ‘Recent addresses’ shows the addresses of recipients of recently sent mails. Up to 100 most recent addresses can be listed. A listed address can be deleted from [mail Settings > Recent mail].

You can specify the recipient in three ways.

• Automatic completion – If you enter a name or mail address in the ‘To’ field, the recently sent mails, mail writer’s personal Contacts, public Contacts and Organization Tree are searched for the address, and the address is automatically completed if found.

• Name input –You can enter the recipient name in the recipient input box and then send the mail.

• Search input - You can enter the name or mail address in the search window to search for it. If the search finds the name or address, it is set to the recipient address.

Automatic Completion

If you enter a name or mail address in the ‘To’ field, the recently sent mails, mail writer’s personal Contacts, public Contacts and Organization Tree are searched for the address, and the address is automatically completed if found.

Name Input

You can the name of the recipient in the ‘To’ field and send the mail.

Enter the name of the recipients in the ‘To’, ‘cc’and/or‘Bcc’ field. The recipient name must be correctly completed and may include Korean, English, number and space.

• (ex.) Recipient name: John Doe

  - John Dow (O), John (X), Doe (X)

• (ex.) Multiple recipients

  - John Doe, Joe Smith or John Doe; Joe Smith

Enter the recipient names in ‘To’, ‘cc’ and/or ‘Bcc’ field and press the Enter key. The users will be searched in the recently sent mails, mail writer’s personal Contacts, public Contacts and Organization Tree. If there are 2 or more users of the same name or if there is no user of the name, following window is displayed.

[Two or More Users of Same Name]

A recipient selection window is displayed when there are two or more users of the same name. Select a recipient and click OK.

[Inexistent User]

A recipient selection window is displayed when the name is not found in the recently sent mails, mail writer’s personal Contacts, public Contacts and Organization Tree.

In the recipient selection window,

1. Check thename of the person to receive the mail.

2. Enter the mail address.

3. Click OK. The screen moves to the Write mail screen. Click Send to send the mail.

Search Input

It searches the recipient by name or mail addresses. Designating the recipients with the search input is described as follows:

1. Click the drop box Next to the recipient field and select ‘To’, ‘Cc’ or ‘Bcc’.

2. Enter the name or mail address of the recipient. If you are using the Organization Tree, enter the department name.

   1. The search word is limited to 2~128 characters in Korean or 2~256 characters in English.

   2. The names or mail addresses completely matching the input are searched.

   3. If there are two or more recipients, use the comma (,) or semi-colon (;) to separate the recipients.

      (ex.) John Dow, Joe Smith or John Doe; Joe Smith

3. Press the Enter key or click Add after the input is completed.

[Two or More Users of Same Name]

A recipient selection window is displayed when there are two or more users of the same name. Select a recipient and click OK.

[Inexistent User]

If the recipient name is not found, a message indicating no search result is displayed.

mail to Myself

This function sends the mail to the writer of the mail.

1. Click ‘To myself’ next to ‘To’ in the Write mail screen.

2. The mail writer’s mail address is input in the ‘To’ field.

File Attachment

This function is used to upload the files in the user PC or add the files in the Storage from the Write mail screen.

The files in the user are automatically uploaded and attached to the mail in the Write mail screen.

File Attachment Type

There are two ways to attach a file.

There are three ways to attach a file in the Compose Mail screen.

1. Drag & Drop - Using the mouse, drag and drop a file into a specific field. This function can be used in all browsers without the necessity to install a program.

2. General Upload – The flash-type upload does not require a separate program and can be used regardless of the browser type.

3. Ez Upload – An ActiveX control must be installed on the user’s computer. Once installed, the user can easily attach a file through drag & drop.

Attaching Files

Attaching files through drag & drop

Select several files using the mouse and drag and drop them to a designated area to quickly attach the files all at once.

File Attachment with General Upload

Click ‘Select file’ to upload the files in a general upload method. A window to select the file(s) is displayed. Add the file(s) in your PC.

File Attachment with EzUpload

Click Use EzUpload to attach files with ActiveX. You can drag & drop the files you want to attach

Attaching Files in Storage

This function attaches the files in the storage. Click Storage to display the stored files in a tree form. Select the file(s) to be attached.

Attaching Large Files

You can attach large files using the large capacity attachment. Large capacity attachment saves the file in the server and only adds the link to the file to the mail.

Check Large Capacity "Times New Roman",serif">to attach large capacity files.
When using Ez Upload, you cannot select large capacity upload. After uploading a file, change the uploading mode to Ez Upload in the list.

Deleting an Attached File

Check a file to be deleted in the attached file list. Click Delete at the top of the attached file list or click the Trash bin icon () in the right hand side of the attached file name.

Main Body Generation

Set the editor, letter image, and template in the Write mail screen and generate the main body.

Editor Setting

Select HTML or TEXT as the editor for mail main body.

Letter Image Selection

A letter image background is added to the mail body. This function is enabled only when the editor is set to HTML.

1. Click Letter image selection to display a list of available images.

2. Select an image in the list and click OK. The selected image is displayed in the mail body.

Template Selection

You can use a predefined mail template. This function is enabled only when the editor is set to HTML.

1. Click Template to display a list of available templates.

2. Select a template in the list and click OK. The selected template is applied to the mail body.

Option Setting

When an mail is generated, you can set the options needed for sending the mail.

Receipt Confirmation

Check Receipt confirmation at the bottom of the mail editor to check if the recipient read the sent mail. Click Receipt confirmation next to the Sent mail box to check if the mail was read.

Save Sent mail

Check Save sent mail to save the sent mail in the mail sent box.

Individual Sending

If there are multiple recipients of an mail, this function sends the mail separately to each recipient, There is no user other than the receiver displayed in the ‘To’ field.

Important

The Important icon () is displayed in front of the mail title when Important next to the title is checked before the mail is sent.

V-Card

Check Use V-card next to the Attach signature to attach the v-card when the mail is sent.

Scheduled mail

A date and time can be set to send an mail. Click Schedule mail at the bottom of the mail editor screen. Set the date and time to send the mail and click OK.

The scheduled date and time can be set after 30 minutes from the time of writing the mail.

Signature Attachment

To include a signature in the mail body, click the list next to Attach signature and select a signature. The selected signature is displayed at the bottom of the mail body. The signature cannot be changed if the editor is set to TEXT.

Secured mail

This function assigns a password to an mail. The recipient of the mail can read it only after entering the password. Click ‘Secure mail’ at the bottom of the editor in the Write mail screen. Enter the password and hint then click OK.

Automatic Save

The mail being generated is saved in the Temporary mail box periodically. Even if the web browser is abnormally terminated during the mail is being generated, the mail can be continued later from the one saved in the Temporary mail box.

Prevention of Incorrect Sending

This function forces the user to confirm the recipient, mail content and attached file in order to prevent incorrect sending before the mail is sent. The function can be set by the administrator. If it is set, the user must confirm the mail in a popup window before sending the mail.

The function consists of 4 options. Some or all options may be enabled according to the setting by the administrator.

• Forced preview – The Prevention of incorrect sending popup window is displayed when the Send button is clicked after an mail is created.

  - Check the recipient, mail content and attached file in the popup window. Check the To, cc, Bcc and Attached file if there is no problem, and then click Send to send the mail.

  - If there is any problem, check the items that are correct and click Apply. The Write mail screen is displayed with the checked items input.

  Click Cancel to return to the Write mail screen.

• Checking of unregistered mail address – If the recipients include an mail address not registered in the user’s Contacts or Organization Tree, it is notified. Check and correct the mail address and click Send to send the mail.

• Checking of attached file – If the mail body text contains a word such as attach or file but there is no attached file, it is notified. Check if a file needs to be attached and click Send to send the mail.

• Checking of a specific keyword – If the mail body text contains a word set by the administrator, it is notified. Check the text and click Send to send the mail.

Preview / Temporary Save

You can preview the main body of an mail and save it in the Temporary mail box.

Preview

A created mail can be previewed. The preview shows the attached signature also.

1. Click Preview next to Send in the Write mail screen.

2. The preview window of the created mail is displayed.

Temporary Save

A created mail can be saved in the Temporary mail box.

1. Click Temporary save next to Send in the Write mail screen. The mail title must have been input.

2. The created mail is saved in the Temporary mail box.

Receipt Confirmation / Send Cancelation

You can check if the recipient read the sent mail and cancel the mail if the recipient has not read the mail.

Receipt Confirmation

This function checks if the recipient of a sent mail read it. Receipt confirmation must have been checked when the mail was sent.

A sent-email can be received in the following way:

1. Click Receipt confirmation next to Send mail box in the left sidebar.

2. Check the status.

   1. Not read – The recipient has not yet read the mail.

   2. Sending canceled – Sending of the mail was already canceled.

   3. Date or time – If the recipient read the mail, the date is displayed. If the recipient read the mail today, the time is displayed.

   4. No. read / No. of recipients – If the mail was sent to multiple users, the number of users who read it and the number of recipients are displayed. Click the mail title to check the number of users who read it.

Send Cancelation

A sent mail can be canceled. To cancel sending, the mail should have been sent to an mail address in the same domain, and the recipient should not have read the mail. An mail that was sent to an external domain or already read cannot be canceled.

An mail can be canceled in the following way:

1. Click Receipt confirmation next to Sent mail box in the left sidebar.

2. Select all mails to be canceled.

3. Click Send cancelation at the top of the mail list.

If there are multiple recipients, the sending can be canceled selectively.

1. Click Receipt confirmation next to Sent mail box in the left sidebar.

2. Click the title of the mail to be canceled.

3. Select all recipients from the recipient list to cancel sending.

4. Click Send cancelation at the top of recipient list.

Resending mail

You can resend an mail in the Sent mail box. You can change the recipient, cc, Bcc, title and content of the mail when resending it.

To resend an mail, select an mail to resend from the Sent mail box and click mail. Click Resend in the submenu.

Bulk mail Receipt File Upload

When a text file (.txt) containing a list of mail addresses is uploaded, the mail is sent to all mail addresses in the file. Only the users having the privilege to send bulk mail can upload the receipt file and send the mail.

1. Enter the mail address of a recipient on a line and save them in .txt.

   (ex.)

   admin@mydomain.co.kr

   all@mydomain.co.kr

2. Click File selection in Bulk mail Receipt File Upload in the Write mail screen.

3. Select a file containing the mail addresses and upload it.

3.3mail Search

You can search mails in each mail box.

• Quick search - The search can use filtering such as important mails, unread mails, etc.

• Basic search -The mails are searched by sender, recipient or title.

• Detailed search – The mails can be searched by search condition such as sender, recipient, search period, etc.

Quick Search

The Quick search function can filter the important mails, unread mails, etc. in the mail list of the currently selected mail box.

1. Click Sort Order on the right of the mail list screen.

   1. Quick search results can also be checked in the mailbox list.

2. The following conditions are displayed.

   1. Important mail, unread mail, read mail, drafts, replied, attached mail, mail received today, and mail received yesterday

3. When you click a condition, only mail that meets the condition is filtered and displayed.

Basic Search

If a search word is contained in the sender, recipient, cc, title and attached file name in the currently selected mail box, the mails are displayed. The benefit of the basic search is that you do not have to specify the detailed conditions. However, if you want to search all mail boxes, you must use the detailed search.

You can use the basic search in the following way:

1. Enter the search word in the search window at the upper right corner of the mail list.

2. A search word must be 2 characters or more and 64 characters or less.

3. Click the Search icon ().

Detailed Search

You can search mails using the detailed search conditions such as the sender, recipient, and search period. The detailed search is described as follows:

1. Click the Arrow () next to the basic search window.

2. When the Detailed search popup window is displayed, specify and enter each item.

   1. Search condition - Click Saved search conditions to display the list of saved search conditions. When you select a search condition, the search is made with the selected condition.

   2. mail box - Select an mail box to search. If you check Include Spam mail box and Trash bin, the mails in the Spam mail box and Trash bin are also searched.

   3. Sender - Enter the sender’s name or mail address. The search word should be 2 characters or more and 64 characters or less.

   4. Recipient - Enter the recipient’s name or mail address. The search word should be 2 characters or more and 64 characters or less.

   5. Contained word - Check the search range and enter the search word. The search word should be 2 characters or more and 64 characters or less.

   6. Search period - Specify the search period.

   7. Additional condition – The mails having the attached file, read mails, etc. can be filtered.

3. Click Search.

Search Condition

This function allows the users to define the frequently used search conditions in advance so that the search with the same condition can be made immediate without having to set the search condition again.

Saving Search Condition

Up to 15 search conditions can be saved. You can save a search condition in the following way:

1. Click the Arrow () next to the basic search window.

2. When the Detailed search popup window is displayed, specify and enter each item.

3. Click Save search condition at the bottom of the screen.

4. Enter a unique name to identify the search condition in the search condition input window.

   The search condition name should be 2 characters or more and 32 characters or less.

5. Click OK.

Search Using Search Condition

You can use the saved search condition in the following way:

1. Click the Arrow () next to the basic search window.

2. When the Detailed search popup window is displayed, click the drop box next to the search condition to select a search condition.

3. The search result is displayed.

Deleting Search Condition

You can delete a saved search condition in the following way:

1. Click the Arrow () next to the basic search window.

2. When the Detailed search popup window is displayed, click the drop box next to the search condition.

3. Click the Delete icon (X) next to a search condition name.

3.4Favorites

You can quickly check the mail boxes and tags quickly by including them in Favorites in the left sidebar.

Adding to Favorites

Following items can be added to Favorites from mail.

• mail box

• Tag

• mail

Adding an mail Box to Favorites

1. Click an mail box to add to Favorites.

2. Click the Favorites icon () next to the mail box name. Confirm that it is added to Favorites in the left sidebar.

Adding a Tag to Favorites

1. Click a tag to add to Favorites.

2. Click the Favorites icon () next to the mail box name. Confirm that it is added to Favorites in the left sidebar.

Adding an mail to Favorites

Unlike the mail boxes or tags, the mails included in Favorites are not displayed in the left sidebar. The mails in Favorites can be checked in the ‘Important mail box’.

1. Click an mail to be added to Favorites.

2. Click the Flag icon () next to the mail title.

   Or click the Flag icon () in the mail list.

3. Confirm that the selected mail is added to ‘Important mail box’.

Deleting from Favorites

This function deletes an mail box or tag from Favorites. It does not mean that the mail box or tag is deleted. There are two ways to delete an item from Favorites.

• Delete an item in Favorites edit mode

• Click an mail box or tag and click the Favorites icon ().

Deleting an Item from Favorites Edit Mode

1. Click the Edit icon () next to Favorites. It is switched to Favorites edit mode.

2. Click the Delete icon (X) next to an mail box or tag to be deleted.

3. Click the Edit complete icon ().

Click Favorites Icon ()

1. Click an mail box or tag to delete from Favorites.

2. Click the Favorites icon ().

Changing the Order in Favorites

If there are multiple tags and mail boxes in Favorites, the most frequently accessed item can be placed at top or the order of mail boxes and tags can be changed.

1. Click the Edit icon () next to Favorites. It is switched to Favorites edit mode.

2. Change the order of the list with drag & drop.

3. Click the Edit complete icon () after the order change is completed.

3.5Security Center

Security Center is displayed only when the use of function is set by admin in admin page. For details on Security Center functions, refer to Help at the top-right of the popup displayed when Security Center is clicked

3.6Tag Management

You can affix a tag to a received mail to categorize it by function of nature. When a tag is added, the tag list is displayed in the left sidebar.

mail tags can be managed in following two ways:

• Managing tags in the tag list in the sidebar of [mail]

• Managing tags in [mail Settings >mail box]

In this section, managing the tags in the sidebar of [mail] is described.

Adding Tag

A tag must be added first before using tag filtering. Different colors of tags are added according to the function or nature.

Up to 100 tags can be added.

1. Click +Add tag below left sidebar.

2. Enter a tag name of 2 characters or more and 32 characters or less in the Add tag window.

3. Specify the color of the tag.

4. Click OK.

Modifying/Deleting Tag

Click the Right arrow ( ) of the tag to be modified. The Tag edit and Tag delete menus are displayed.

Tag Designation

A tag can be designated in the following way:

1. Check an mail to tag in an mail list.

   Or click an mail title to switch to the mail body screen.

2. Click Tag in the toolbar to display the tag list.

3. Select a tag from the tag list. The selected tag is added in front of the mail title.

Tag Cancelation

A designated tag can be canceled in two ways:

• Canceling of a specific tag of multiple mails at once

• Canceling a tag from an mail

Canceling of a Specific Tag of MultipleE-mails at Once

A tag designated to multiple mails is canceled at once.

1. Check all mails containing the tag to be canceled in the mail list.

2. Click Tag in the toolbar. Click Cancel next to the designated in the tag list. The selected tag is canceled in all selected mails.

Canceling a Tag of an mail

To cancel a tag designated to an mail, select the mail in the mail list and select Tag in the toolbar.

Another method is to place the mouse over a tag in front of the title of the mail to cancel. Click Cancel.

Tag Filtering

mails designated with a tag can be filtered.

1. Click the name of the tag to filter in the left sidebar.

2. mails designated with the selected tag are listed.

3.7mailBox Management

There are two ways to manage the mail boxes.

• Manage the mails in the mail list in the mail menu.

• Click mail Settings > mail box.

This section describes how to manage the mail boxes in the mail box list of mail.

Adding mail Box

In addition to default mail boxes provided by the system, each user can create personal mail boxes to categorize the mails.

mail boxes can be added in following way:

1. Click Add mail box below the mail box list.

2. Enter the name of the mail box and select the parent mail box in the Add mail box screen.

   The name of an mail box should be 2 characters or longer and 32 characters or less. The default parent mail box is Inbox.

3. Click OK.

Adding Sub mail Box

An mail box can be added under another mail box. There can be as many sub mail boxes as needed. However, the total number of characters of the names of the parent mail box and its sub mails boxes must be 255 characters or less.

1. Click the Right arrow ( ) next to the mail box to add a sub mail box.

2. Click Add sub mail box in the popup menu.

3. Enter the name of the sub mail box and click OK.

Modifying mail Box

This function changes the name of a personal mail box.

1. Click the Right arrow ( ) next to the mail box to change.

2. Click Modify mail box in the popup menu.

3. Enter the name of the sub mail box and click OK.

Moving mail Box

A personal mail box can be moved under another mail box. When an mail box containing sub mail boxes is moved, all sub mail boxes are moved also. However, the total number of characters of the names of the parent mail box and its sub mails boxes must be 255 characters or less.

1. Click the Right arrow ( ) next to the mail box to move.

2. Click Move mail box in the popup menu. An mail box list is displayed.

3. Select an mail box to move under which the previous mail box will be moved.

Deleting mail Box

This function deles a personal mail box.

1. Click the Right arrow ( ) next to the mail box to move.

2. Click Delete mail box in the popup menu.

3. Click OK.

Sharing mail Box

An mail box can be shared with other users. When you designate a user who will share the mail, the designated user can check the shared mail box in his or her mail box list.

To share an mail box,

1. Select a mailbox to share, and place the mouse over it. Then, click the button to call a submenu.

2. Click Share Mailbox.

   When the organization chart is displayed on the right of the screen, check if [Share the selected mailbox] is checked.

A shared mail box is displayed differently from other mail boxes.

1. The mail box you shared is displayed with the Shared mail icon ( )

2. The mail box another user shared with you is displayed under the <Shared mail Boxes>

Emptying mail Box

This function deletes all mails in an mail box at once.

1. Click the Right arrow ( ) next to the mail box to empty.

2. Click Empty mail box in the popup menu.

3. Click OK in the confirmation dialog box.

3.8External mail Download

This function uses POP to retrieve the mails from an external mail account set in [mail Settings > External mail].

1. Click External mail download in the left sidebar.

2. When the external mail accounts are displayed in the External mail download window, click Retrieve next to the mail account to download.

3.9mail Settings

This section describes the Settings such as mail read and write, signature management and spam setting. To configure mail, click mail Settings at the bottom of the left sidebar.

Click a tab (Basic environment, Signature, mail box, etc.) in the main screen to move to the menu.

Basic Environment

You can set the mail read and write environment.

mail Read Setting

• Email Address Display Mode - Set sender and receiver display mode in email details page. When <Name + email address> is selected, both the name and email address are displayed.

• Main body image – If the main body contains an image, it decides whether to display the image by default.

• Harmful tag blocking – It specifies whether to disable the tag that has the security risk. A harmful tag is a script or HTML tag arbitrarily inserted into the mail for advertising or phishing purpose.

  The blocked tags are listed below.

  - HTML, HEAD, META,BODY, SCRIPT,IFRAME, EMBED

• Country - Use this menu to check the country from which the email has been sent.

• Search range setting – It specifies whether the spam mail and trash bin will also be included in the search rang when the mails are searched in an mail list.

• mail list screen – It specifies whether a cc icon will be displayed in front of the mail title when an mail, in which the user is included in cc, is received. The user can immediately distinguish the mails that the user was specified as To and those the user is specified in cc.

mail Write Setting

1. Adding a Recipient (c.c., b.c.c.) - When writing an email, you can set the recipient registration method.

   1. Recipient Auto Complete: When entering recipients in Recipient, C.C., and B.C.C., the information input is automatically completed.

   2. Entering Recipient through Search: You can add a recipient, c.c., or b.c.c. to the list of recipients by entering the name or email address.

2. Confirmation Pop-up before Transmission - If you have set to use this pop-up, a pop-up for confirmation on mail transmission is displayed when you write an email and click Send. However, when it is set not to use this function, you can send an email without the confirmation process.

3. Sent mail saving – It specifies whether a sent mail will be automatically stored in the Send mail box.

4. Receipt confirmation – It specifies whether the receipt of a sent mail will be checked.

5. Editor selection – It specifies which editor mode will be used.

   1. HTML or TEXT

6. mail write type – It selects the mail write screen mode.

   1. General – It moves to the Write mail screen.

   2. Popup – The Write mail screen is displayed in a popup window.

7. mail encoding – It specifies the mail encoding type.

   1. bKorean (EUC-KR), English (US-ASCII), Japanese (ISO-2022-JP), Simple Chinese (GB2312), Traditional Chinese (BIG5), and Unicode (UTF-8)

8. Temporary mail box notice – It specifies whether an mail in the Temporary mail box will be notified.

   1. Used –If there is an mail in the Temporary mail box, a message indicating that a temporary mail exists is notified whenever a user creates an mail.

   2. Not used

9. Sender name – The name of the sender shown to the recipient when an mail is sent is set.

   (Ex.) HR Manager

10. Reply mail address – Enter an address to which the reply of a sent mail will be sent if the address is different from the user’s mail address. (Ex.) help@mydomain.co.kr

11. Sending mail address setting –It specifies the name and mail address (Header From, Reply-to) of the sender shown to the recipients when an mail is sent. Enter the name of the sender, select an mail and click Add. The mail address selected in the sending mail addresses is displayed first among the mail addresses.

    If the ‘To be replied to the sending mail address’ is checked, the Reply mail address is ignored, and the sending mail address is set in Reply-to.

    (ex.) HR Manager, HR@mydomain.co.kr

12. Business card attachment – It specifies whether a business card (V-card) will be attached in the mail main body when an mail is sent. Click Business card mgmt. to display the Business card management screen.

Click ‘Save’ after all items are set and input.

Signature Management

This function specifies the use of signature in the mail main body. It can also edit and manage the signature.

A signature can be set in the following way:

1. Navigate to mail > mail Settings > Signature.

2. Set Signature usage to Apply.

   If the Signature usage is set to Apply, the signature is checked by default in the Write mail screen. You can cancel the signature in the Write mail screen.

3. Select the position of the signature.

   1. Bottom of mail – The signature is located at the bottom of the mail main body when an mail is sent or replied.

   2. Bottom of current mail body – The signature is located at the top of the mail body when an mail is sent or replied.

4. Click Add next to the signature list to display the Signature addition popup window. Input all items.

   1. Signature title– Enter the title that identifies the signature.

   2. Basic signature– If there are multiple signatures, check one that is the default signature.

   3. Only signature image registration– To register only the image in the signature, check Only signature image registration and click File selection to add the image.

   4. Signature edit – Select an editor mode (HTML or TEXT) to edit the signature.

   5. Image registration – Click File selection to add an image to the signature.

5. Click Save after the setting is completed.

Setting a Default Signature

You can set a default signature if there are multiple signatures. Click Default signature setting in the signature list.

Editing Signature

To edit a signature, click the Signature edit in the signature list to display the Edit signature popup window. You can change the text or image of the signature in the screen.

Deleting Signature

To delete a signature, click Delete of the signature to delete in the signature list.

mail Box Management

mail management provides the functions described below.

Basic mail Box Management

A basic mail box is the mail box included in the system by default. Since it is needed by the system, a user can arbitrarily change or delete it.

The basic mail boxes include the In box, Send mail box, Temporary mail box, Scheduled mail box, Spam mail box and Trash bin.

Mailbox Storage Period

Storage Period to the right of mailbox shows the number of days of email storage in mailbox.

mail Box Backup

Click Backup to the right of an mail box to compress the mails in the mail box and download the to the user PC.

Emptying mail Box

This function deletes all mails in an mail box. Click Empty at the right edge of the mail box to be emptied.

Personal mail Box Management

A person mail box is created by a user in addition to the mail boxes provided by the system to categorize the mails.

Adding Personal mail Box

This function adds a personal mail box. Up to two levels can be added.

1. Click Add mail above the mail box list.

2. Enter the name of the mail box in the Add mail box window.

   To create an mail box under an existing mail box, check Select parent mail box and select the parent mail box.

3. Click OK.

Deleting Personal mail Box

A personal mail box can be deleted.

1. Click Delete next to the personal mail box to be deleted to delete the selected mail box.

Moving Personal mail Box

A personal mail box can be moved under another mail box. When an mail box containing sub mail boxes is moved, all sub mail boxes are moved also. However, the total number of characters of the names of the parent mail box and its sub mails boxes must be 255 characters or less.

1. Click Move next to the personal mail box to move. An mail box list is displayed.

2. Select an mail box to move under which the previous mail box will be moved.

Sharing Personal mail Box

An mail box can be shared with other users. When you designate a user who will share the mail, the designated user can check the shared mail box in his or her mail box list.

To share a personal mail box,

1. Click Share next to the personal mail box to share.

   When the Organization Tree is displayed in the right hand side, make sure that ‘Share the selected mail box.’ is checked. Select a user to share the mail box.

2. You can use a search word to find the user if needed.

3. Click OK.

A shared mail box is displayed differently from other mail boxes.

Setting Personal mail Box Custody Period

The custody period of mails in the mail boxes can be specified. mails are automatically and completely deleted when the custody period is passed. If the custody period is not set Indefinite (no automatic deletion) is set by default when an mail box is added.

The custody period is set in the following way.

1. Click the drop down box next to the mail box.

2. Select a period.

3. Click OK in the confirmation message dialog box.

mail Upload

mails in the user PC can be uploaded to a personal mail box.

1. Click Upload next to the personal mail box to be uploaded.

2. Select a file in the user PC.

mail Box Backup

This function creates a compressed file of mails in an mail box and downloads it to the user PC.

1. Click Backup to the right of the mail box to be backed up.

2. Compression progress message is displayed on the screen.

3. Compression completion message is displayed when the compression of mail box is completed. Click Download backup file to save the compressed file in the user PC.

   1. Deleting backup file – Click Delete backup file to delete the compressed file. To back up another mail box, the existing compressed backup file must be deleted first.

Emptying mail Box

This function deletes all mails in an mail box. To empty an mail box, click Empty at the right edge of the mail box to be emptied.

Tag Management

You can affix a tag to a received mail to categorize it by function of nature. When a tag is added, the tag list is displayed in the left sidebar.

mail tags can be managed in following two ways.

• Managing tags in the tag list in the sidebar of [mail]

• Managing tags in [mail Settings > mail box]

This section describes the management of tags in mail Settings.

Adding Tag

A tag can be added.

1. Click Add tag above the tag list.

2. Enter a tag name of 2 characters or more and 32 characters or less in the Add tag window.

3. Specify the color of the tag.

Deleting Tag

Click Delete next to a tag to be deleted.

Modifying Tag

‘Modify’ is displayed when the mouse is placed over a tag name. Click Modify to change the tag name or color.

Spam Management

The Spam menu of mail Settings can be used to block received spam mails and set the blocking level policy. It can also manage the mail addresses to be rejected and mail addresses to be accepted.

1. Navigate to [mail Settings > Spam].

2. Select the spam blocking policy.

   1. Automatic spam blocking setting used–The spam mails are handled in accordance with the spam mail blocking policy defined in the system.

   2. Automatic spam blocking setting not used– The spam mail policy defined in the system is not used.

   3. All mails accepted– All mails are accepted.

   4. Only allowed mails accepted– All mails from the addresses other than those in the Receipt allowed list are blocked. The mail addresses in the Contacts are accepted regardless of the Receipt allowed list.

3. Spam mail handling specifies how the received spam mails will be handled.

   1. Sending to spam mail box– The spam mails are saved in the Spam mail box.

   2. Sending to trash bin– The spam mails are sent to the personal trash bin.

   3. Deleting completely– The spam mails are completely deleted.

4. Click Save.

Adding Receipt Allowed mail

This function is used to block all mails except those registered to be accepted. Up to 5,000 addresses can be stored in the receipt allowed list.

1. Click Add next to the Receipt allowed list.

2. Enter the mail address or domain in the popup window.

   (ex.) user@mydomain.co.kr, @mydomain.co.kr

3. Click Save.

Adding mail to Be Rejected

This function is used to register the mail address to be rejected. Up to 5,000 addresses can be stored in the Receipt rejected list.

1. Click Add next to the Receipt rejected list.

2. Enter the mail address or domain in the popup window.

   (ex.) user@mydomain.co.kr, @mydomain.co.kr

3. Click Save.

Automatic Categorization

Automatic categorization sets the filtering rule with mail title, sender mail address or recipient mail address to automatically categorize the received mails to a designated mail box.

The automatic categorization rule is set in the following way:

1. Navigate to [mail Settings > Auto categorization].

2. Select Apply next to the automatic categorization rule.

3. Click Add to display the Automatic categorization popup window.

   1. Enter the mail address, domain or title to be used for automatic categorization.

   2. Select an mail box or enter an mail box name to store the above mail address or title.

   3. Apply a tag to designate the tag to the mail.

4. Click OK.

5. Click Save.

Automatic Categorization

Smart Classification is displayed only when the use of function is set by admin in admin page.

With the application of this function, when an email is received, it is automatically classified as bills/ advertising/ social media and stored in bill mailbox/ advertisement mailbox/ social mailbox respectively.

If you do not wish to use this function, select [Do Not Use] and save the selection.

Automatic Delivery

This function automatically forwards a received mail to another mail address.

1. Navigate to [mail Settings > Automatic delivery].

2. Select Apply next to the Automatic mail delivery.

3. Select the follow-up after the mail is forwarded.

   1. Leaving the original in the server – The forwarded mail is saved in the server.

   2. Deleting the original from the server – The forwarded mail is deleted from the server.

4. Add the forward address.

   1. When Addis clicked, a popup window is displayed for mail address input. Enter the mail address to forward the received mail and click OK.

5. Set the exception rule. An exception rule is applied to send the mail received from a specific mail address or domain to an mail address different from the forward address specified above.

   1. Click Add to display an exception delivery rule addition popup window.

      - Select the address or domain of the sender and enter an address.

      (ex.) help@mydomain.co.kr, @mydomain.co.kr

      - Enter the forward mail address and click OK.

6. Click Save in the Automatic delivery setting screen.

Automatic Answering

This function automatically sends an answering message to the sender when an mail is received during the period of absence designated by the user.

1. Navigate to [mail Settings > Automatic answering].

2. Click Apply next to Automatic answering setting.

3. Set the period of absence. Click the Calendar icon ( ) and select the start date and stop date.

4. Enter the title.

5. Enter the message to be automatically sent to the mail recipient.

   (ex.) I am on vacation. I will contact you after August 30.

6. Select Targets of automatic answering.

   1. Answered to all received mails.

   2. Answered to only the designated targets– The automatic answer will be sent for only the mails received from the specific users. Click Add to enter the mail address to send the automatic answer.

7. Click Save.

External mail

This function allows retrieval of mails from an external mail account without having to login the external mail service. This function is enabled only when the external mail supports POP server. Up to 7 external mail accounts can be set.

The external mail is set in the following way:

1. Navigate to [mail Settings > External mail].

2. Click Add below the external mail list. The external mail addition popup window is displayed.

3. Select or input following items:

   1. POP3 server– Select an mail server in the drop down box to retrieve the mails. Or enter the host or IP of the mail server.

   2. Connecting port– Enter the POP3 port. The default is 110. If SSL is supported, check Secured connection (SSL). In the case of SSL, the port is 995.

   3. ID– Enter the login ID of the external mail.

   4. Password– Enter the password of the above ID.

   5. Deleting original– Specify whether the original mail in the external server will be deleted after the mail is retrieved.

   6. Saved mail box– Select an mail box to store the retrieved mail. Check New mail box to add an mail box.

4. Click OK.

Recent mails

This function automatically saves the mail addresses of recipients of the most recently sent mails. Up to 100 mail addresses can be stored.

The mail addresses stored in the Recent mails can be used to select a recipient in the Write mail screen. You can check and delete the stored mail addresses in [mail Settings > Recent mails].

A recent mail address can be deleted in the following way:

1. Navigate to [mail Settings > Recent mails].

2. Click Delete next to the mail address to be deleted in the list.

   Or click Delete all above the list.

3. Click Save at the bottom of the screen.