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Contents 1 Electronic mail 2 Features of eDeskOnline's email 2.1 Composing a new message 2.2 From 2.3 To: 2.4 CC your mail to someone 2.5 Show BCC 2.6 Subject 2.7 Main Body: 2.8 Attaching Files 2.9 Sending the mail 2.10 Delete 3 Advanced Features of eDeskOnline's email 3.1 Multiple mailboxes 3.2 Leave copy of message on the server 3.3 Set a calendar alert from the mail box 3.4 Catch-All or Catch-To Mail Accounts 3.5 Filtering mail 3.6 Open Mail Account 3.7 Check Mail: Updation of the inbox 3.8 Move mails 3.9 Folders 3.10 Understanding what a Header divulges 3.11 Back up your eMails from Edeskonline to your Hard-disk 4 Super Advanced Features of eDeskOnline's email 5 One-time Import_ of eMails 6 One-time Setup _ Getting started with eMail

Electronic mail

Email is a method of composing, sending, storing, and receiving messages over electronic communication systems. It comprises the following ..

• The Mail Box.
  • Gather all your email addresses (POP3, Hotmail, MSN and Lycos) in a single interface.
  • Multiple sender addresses
  • Default sender address
• Automatic protection from spam: you benefit from reliable antivirus and antispam filters.
• Unified messaging: send the same message by eMail, and/or SMS.
• Domain names: you can use your own domain name for your primary eMail address.
• Formats: Text / HTML
• Address books: add addresses to addressbook
• Documents: save the attachments directly to the central library (DOcuments section)
• Mailing lists
• Reply to all recipients
• Forward
• Receipts
• Folders and subfolders
• Signature
• Priorities
• Sort messages
• Search
• Advanced search
• Filters
• Notifications
  • By email and/or SMS. When first message is received from a sender or for each incoming message.
• Mass destruction
• Preferences
  • Number of messages per page, Copy of sent mails, Default sender address

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Features of eDeskOnline's email

Composing a new message

• This button allows you to write new mails to others.
• To compose a new message, click on Compose (or New Message).
• This will bring up a screen with various fields. You can enter information in the fields.

From

• The From: field contains the sender's email address.
• There will be a pygmy icon, (indicating saved ). Clicking on it opens a new tab with the necessary Address Book contact. If at any time, One wishes to stop receiving emails from any particular person, simply remove the email id from the email field from his contact form in the Address Book.
• There will be a Link titled save. This indicates that the email id has not been saved in your Address book. Simply clicking on this will open a dialog box. Fill in the name of the contact. Then clicking on save will complete the procedure.

To:

• The To: field contains a recepients email address. One recepient is minimum.
• Type the name of the person you want to send the email to. By putting a single letter of the recepients email id, you will get an autofill menu to choose from.
• The format of entering the email address is:

To: abcd@xxxxx.com, where abcd is the persons email id and xxxxx.com is the Domain Name, ISP name or company name, where the persons mailbox is hosted.

CC your mail to someone

• You may wish to carbon copy someone in order that he continues to remain aware of a particular matter.
• The Cc field refers to the practice of sending a message as a "carbon copy" . That is, the receiver is not expected to reply or act.
• Carbon copying, often abbreviated to c.c., was originally the technique of using carbon paper to produce one or more copies simultaneously with the creation of paper documents. On a typewriter, this would be done by placing carbon paper sheets between two or more sheets of paper in the machine, so that whatever was typed on the front sheet was copied onto the other sheets. This technique applies to written documents as well.
• This practice declined with the advent of photocopying and other electronic means, although it is still used, for example, in manual receipt books which have a multiple-use sheet of carbon paper supplied, in order that the user can keep an exact copy of each receipt issued.
• The term CC has found renewed use with the growth of the internet. Its purpose is similar even though its implementation has changed.
• In e-mail, the abbreviation CC refers to the practice of sending a message as a "carbon copy" or "courtesy copy". That is, the receiver is not expected to reply or act. Typically, supervisory personnel are notified with CC.
• Contrary to popular belief, CC is not meant for sending multiple copies, at least, not particularly. It is a perfectly legitimate practice to populate the To: field with several addresses.
• The CC recipients are revealed to all recipients, and this may not be desirable, depending on the situation. An alternative field, BCC, or Blind Carbon Copy, is available for hidden notification. In common usage, To field recipients are the primary audience of the message, CC field recipients are others whom the author wishes to publicly inform of the message, and BCC field recipients are those surreptitiously being informed of the communication.

Show BCC

• Blind carbon copy was used in typewritten correspondence by ensuring BCC and the names did not appear on the original. In an email setting, it refers to the sending a message to multiple recipients in such a way that what they receive does not contain the complete list of recipients. Simply click on the link to expose the BCC field. The reasons for using this feature are ..
• To send a copy of your email to a third party when you do not want to let the recipient know that you are doing this.
• To send a message to multiple parties with none of them knowing the other recipients. This can be accomplished by addressing a message to oneself and filling in the actual intended recipients in the BCC field.
• It often makes sense to use the BCC: field for mailing lists.

Subject

Type in a subject or short summary for quick reference to your email.

• The Subject Line contains a short description, so that the recepient can identify the contents.
• It is always better to send a subject line, so that a person can sort, search and classify mails faster.
• Example : Tomorrows meeting stands cancelled.
• Concept of putting all info on the subject line ..
  • how to do it :
  • meaning of a dot at the end
  • meaning of a double dot at the end
  • Advantages .. saves time (one does not need to open the email )
  • Cons .. looks impolite

Main Body:

• The Main Body of your email contains the main contents of your email.

Attaching Files

• To attach a file click on the attachments link.

It will ask you for a path to the file located on your computer. After providing the same, click on the Attach button, and the file will get attached to your message.

Now you can add text or subject to the message and send it as a normal message.

Sending the mail

• To do so click on the SEND button towards the bottom of your composing window.
• You will get a confirmation message stating that your message has been delivered.

Congratulations! Your message has been sent.

• In case of any problem then you will get the appropriate error.

Your message has not been sent. Please enter a valid email address.

Delete

This action button will delete your selected mails from any of the sub-folders just all you have to do is to select the mail by clicking on the check box and then click on delete. All the mails which are deleted will be stored in the Thrash folder which can be accessed anytime.

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Advanced Features of eDeskOnline's email

Multiple mailboxes

Multiple mailboxes supported in one login.

Now see all your mail in one location

Leave copy of message on the server

You can now leave copy of message on the server for several days This helps in situations where you want to see your emails in say three places:

your office, your residence, as well as on the move on your laptop

You cannot leave it forever: Max days = 100 days.

This helps in synchronising your mails with MS Outlook.

Set a calendar alert from the mail box

Are you tired of sending reminder emails to your customers or vendors. Would you like someone to regularly remember and send out such reminder emails for you without fail? If yes, then eDesk Online's reminder email system is the answer for you.

Using eDeskOnline's reminder system, you can set to resend an existing email as a reminder at a future date. You can also set the frequency (once, daily, weekly or monthly) for resending such reminders. The reminder email will contain the same body and attachments as the original mail along with the "Reminder" added to the subject line.

So now relax and let eDesk Online be your secretary and do the reminding for you.

Catch-All or Catch-To Mail Accounts

• All mails that are sent to a non-existant domain id on your domain, will be sent to a common id that you specify, or else it will return a bounced mail / error message to the sender.
• Example: If you setup a catch-all to xyz@yourdomain.com, then all mails that are sent to non-existant email ids like nobody@yourdomain.com or dummy@yourdomain.com will be sent to the catch-all id xyz@yourdomain.com.
• It is recommended to have only as many email ids as the number of people checking the emails, so that there is no need for a catch-all email id. This way everyone has to check only 1 email id and not multiple.
• Email ids should be generic in names rather than personal. Eg:sales@yourdomain.com ; accounts@yourdomain.com ; enquiries@yourdomain.com is better than person-name@yourdomain.com. Reason: Whenever a staff leaves and a new staff is appointed, you dont need to inform everyone about change in email id. Generic email ids are permanent in nature.

Filtering mail

• The View Filter option, allows you to filter out unneccessary mails and view only the type of mails that you want to see, thereby making it easier for you to sort and arrange your mails and also search for them.

• The View All Messages Filter option, allows you to see all mails in your inbox, irrespective of their status or nature.

• The View All Unread Messages option allows you to view only messages that are unread in your inbox, and temporarily allows you to hide the mails that are read.
• View Flagged Messages option allows you to view only messages that you have put a flag against, for future reference. It temporarily allows you to hide the other mails in the folder.

• Show only emails from. This option is present on the top right hand side corner. This helps you to sort out the mails from a particular sender by just typing the mail address in the Search Field provided( and then clicking on OK ). This will sort the inbox automatically, and show mails received from that particular mail sender.

This option is very useful specially when you are having many mails in your inbox and you wish to view only certain mails.

• A spam filtering mailbox is a neccessity in todays junk mail world. 40% of emails sent is junk or spam.

Open Mail Account

• To access your mail account, click on Start >> My eMails.
• Now you can operate your mail account like any other mail account and perform all functions.

Check Mail: Updation of the inbox

Check Mail is an action button which allows you to check for new incoming mails at any time during the process if you want to see if you have got any new mails you can simply click on this action button which will refresh the whole mail interface.

Move mails

You can now move mails from one sub-folder to another just by selecting the mail and dropping the dialog box which will ask you the destination to where the mail has to be moved.

Folders

By Default there are a few folders with several Sub-Folders already created.

• The Inbox folder stores all your mails sent by the persons whose mail addresses are stored in your addressbook. Unless the email address is stored, the mail is not going to show up in this particular folder. This will ensure that all mails received in this folder are solicited.
• Inbox (Unknown): Mails sent by the persons whose email addressess are not there in your address book. Mails sent by the persons whose email addressess are not there in your address book are stored in this particular folder.
• The Inbox (Junk) folder is for junk mails which you receive. It is suggested that you empty the folder with caution as it might contain computer Virus. This folder contains all mails identified as spam by our advanced filtering systems. It is suggested that you empty the folder regularly . An empty junk link has been conveniently set on the tree view of the mail folders.
• All your Sent eMails are stored in this folder for instance if you just wanted to check what you sent to the other person or send the same content to the other person you can simply copy paste the data from the mail which you sent and is stored in the sent folder.
• TrashAs the name signifies it contains all trash mails, in short the unwanted mails which you delete will be stored in this folder. Just in case if you have deleted a important mail no need to panic you can find the mail in the Trash. Just in case if you have deleted a important mail no need to panic you can find the mail in the Trash. But Trash once emptied the mails which were in Trash cannot be retraced so its advisable to be careful while deleting the Trash folder mails.

Actions possible upon the folders is by simply right clicking on any one of the folders...

• To rename the sub folder ', choose the option rename in it, and rename it with the name of your choice.
• To Add a Sub-Folder , select the option New Folder, and name it as per your choice.
• To Delete a Sub-Folder, choose the delete option.

Understanding what a Header divulges

1. Received: Tracking information generated by mail servers that have previously handled a message
2. Content-Type: Information about how the message has to be displayed, usually a MIME type

Back up your eMails from Edeskonline to your Hard-disk

To backup Mails from edeskOnline Email Account to computer harddisk.

1. First login to your edeskonline account.
2. Then click on Start > Import/Export > Export > eMail Export.
3. After doing so, a zip file containing all your eMails will be downloaded
4. Click on Save, and you're done.

Super Advanced Features of eDeskOnline's email

• You can directly edit a mail while viewing it in your inbox
• You can also resize the reading pane in either up or down direction to get the clear view of the email body.
• You can hide the folders pane for even broader view.
• Open the folders that you have created or the default ones in multiple tabs.
• To delete multiple emails need not click on the check boxes, click on the first mail you want to delete and then press and hold Shift key and then click on the last mail you want to delete and then click on delete button to delete all the selected mails.
• To delete the mails in discrete order press and hold ctrl key.
• You can sort the mails based on date, sender, etc.
• Also select which columns to view and rearrange the columns to your comfort.
• On clicking upon the pygmy icon: a contact form in the address book opens up. Correspondence can be kept online.
• EdeskOnline Alerts
• How to send attachments with email
• Homework Reminders by email
• Newsletter by email using eDeskOnline
• Reading email Headers
• How to pull emails from other providers‎
• How to read gmail from edesk
• Webtop
• Protect your data
• Comparison of e-mail clients

One-time Import_ of eMails

• Login to your eDesk Online account, to obtain your webtop.
• Import eMails.
  • Once the webtop opens up, click on the start button provided ( bottom_ left hand side corner )
  • Follow this navigation Start>>Import/Export>>Import eMails.
  • Then browse through the local computer and locate the file and then click on Import link.

One-time Setup _ Getting started with eMail

• Login to your eDesk Online account, to obtain your webtop.
• For a one-time set up of your eMails in eDeskOnline ..
  • Click on Start >> Control Panel >> eMail Setup.
  • In the POP Settings window that appears, enter the relevant information like:
    • Incoming Mail Server (POP) Name
    • Incoming (POP) Servers Port Number, the Default being 110
    • Outgoing (SMTP) Mail Server
    • Outgoing (SMTP) Server Port Number, the Default being 25
    • Senders Email ID
    • User Name of the mail account
    • Password of the mail account
    • The Message format
    • A customized signature, to be appended automatically at the end of all messages.
  • Click on the Save button
  • To access your mail account, click on Start >> My eMails.
  • Now you can operate your mail account like any other mail account and perform all functions.
  • To start reading received mail, click on Inbox.

To view a video tutorial on how to setup gmail on edesk ...http://test.edeskonline.com/gmailsetup.htm