Webmail User's Guide

Please check out WebMail FAQ (frequently asked questions).  Many questions regarding the new version of WebMail are answered there.

 

Table of Contents:

  1. Getting Started
  2. Overview
  3. Email
  4. Address Book
  5. Account Settings
  6. Getting Additional Help


Before You Start - Getting Help

Support for WebMail is provided by the UF Computing Helpdesk.  They can be reached at:


Getting Started

Access GatorLink WebMail via your Web browser and log in using your GatorLink username and password. If you do not have a GatorLink username, go to the GatorLink home page, and click the "Create a new account" link. If you do have a GatorLink username, but have forgotten the password, or otherwise need assistance signing on, please contact the UF Computing Help Desk by phone at 352.392-HELP or via email at helpdesk@ufl.edu.


Overview

This is the initial screen displayed when you log in to WebMail:

WebMail Email Screen

The main sections of the page are:

1 Folder List This is a scrollable, expandable list of the folders you're subscribed to. A quota usage gauge is shown at the bottom of the folder list; the pull-down menu to its left allows you to compact, empty or manage your folders.
2 Message List Lists all of the messages in the folder you're currently viewing.
3 Task Bar The task bar allows you to compose new messages and manage your mail.
4 Search The search box allows you to easily search messages for key words. Use the pull-down menu at the left of the box to specify which parts of the messages to search.
5 Address Book Opens your WebMail address book.
6 Settings Allows you to modify your WebMail preferences, folder subscriptions and identity.


Email

The Email page is the default page for WebMail. It allows you to view, send, sort and delete messages.

Viewing Messages

View an individual message by double-clicking it. If you have "Show preview pane " selected, single-clicking on the message will display it in the preview pane.

The default display lists the messages in your Inbox a page at a time. Customize your message display using these tools:
Preview Pane: The "Show preview pane" box at the bottom of the message list activates the message preview pane.
Display Preferences: The "List Options" pull-down menu to the left of the Subject heading lets you change your display preferences to view your messages in a threaded list, select the display columns and sort your messages.
Filter: The "Filter" pull-down menu to the right of the Search box lets you display only messages that are unread, flagged, unanswered or deleted.

Selecting Messages

Select individual messages by clicking the message checkbox or by single-clicking them.

Select multiple messages by clicking their checkboxes or by holding down the Ctrl key while you select them. Select pre-defined groups of messages using the Select icons at the bottom of the message list; the icons will display their function when you mouse over them

Additionally, there are several message selection icons at the bottom of the message list pane.  These are, from left to right:

  1. All - this selects *everything* in the current mailbox folder (this includes messages not currently displayed in the message list due to pagination)
  2. Current page - this selects all messages currently visible in the message list pane (including all messages you can see when you scroll up/down).
  3. Unread - this will select all unread messages in the current mailbox folder
  4. Invert - this will invert the current selection, for example if you select 'Unread' then select 'Invert' you will have effectively selected all Read messages.
  5. None - This unselects all messages.

Moving Messages

To move a single message, select the message and drag it into any mailbox folder.

To move multiple messages, select the messages you want to move (see Selecting Messages), click on one of the messages and drag them into any mailbox folder.

Composing a New Message

To compose a new message, click the Compose button on the Task Bar. This will open a new window where you can compose your message.

When you type in the Recipient:, Cc:, or Bcc: field of a message you're composing, WebMail will suggest addresses from your Address Book. Hit Enter to choose the name at the top of the list, or scroll down to choose a different address.

If you have a Signature in the Identity section (under Settings), it will be inserted in your text.

The Attachment list at the left shows any files you want to send with your email. To add files to the list, click on the “+” at the bottom of the list. To delete an attachment, click the delete icon next to the attachment name.


Address Book

The Address Book, accessible from the link in the upper right-hand corner of the WebMail screen, allows you to manage your contacts.

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The first time you open your new Address Book, your contacts from the previous version of WebMail will be imported and placed in a contact group called "Imported from GatorMail". You MUST open your Address Book in the new WebMail version for your old Address Book to be imported. Imported contacts will have the following information populated: "Display name" and "E-Mail".

Groups Pane

Allows you to organize your contacts by grouping them. Controls for managing your contact groups are available at the bottom of list: the "+" button creates a new group. the "Action" pull-down menu lets you rename or delete a group.

Contacts Pane

Displays you the individual address book entries associate with the group you currently have selected in the 'Groups' pane.  Use the controls at the bottom of the pane to page through entries in large groups.

Contact Entry Display Pane

Shows the details of the contact you have selected in the "Contacts" pane and lets you view and edit an address book entry.


Settings

The "Settings" link in the upper right-hand of the screen allows you to customize your webmail experience, manage your mail folders, and configure your identity.

Preferences

This is the default Settings tab; select from the list in the left-hand column to customize related actions:

User Interface - Lets you set your Language and Time/Date options and the number of rows per page that WebMail displays on the Email page.

Mailbox View - Allows you to define how your mailbox is displayed and how it treats new messages.

Composing Messages - Lets you set mail composition and signature options. You can specify whether you compose html or plain-text messages, how to handle attachments and structure replies and when and where your signature is affixed.

NOTE: Webmail does not support the "Always request a delivery status notification" option.

Displaying Messages - Allows you to change your default character set and specify how WebMail displays mail images.

Special Folders - Lets you specify where WebMail places certain types of mail. By default these folders contain:

Draft- drafts of messages that you compose

Sent - copies of messages you send

Junk - messages deemed likely to be spam (this is done automatically)

Trash - deleted messages

While we recommend that you stick with this naming convention as it is used in most IMAP clients, you can modify these settings to use other folders if you like.

Server Settings - Allows you to adjust how WebMail behaves when you delete messages

 

Folders

The settings on this tab allow you to manage your mailbox folders.  You can create, delete, rename and subscribe or unsubscribe to folders. You can also configure a folder to display messages in 'threaded' mode rather than chronologically.

By default your mailbox has the following folders: Inbox, Drafts, Sent, Junk and Trash.

You are automatically subscribed to these folders. You can't unsubscribe from your Inbox; you can unsubscribe from the remainder by removing them from the "Special Folders" section of the 'Preferences' tab, though we don't advise doing so. Please keep in mind that if you unsubscribe from a folder you will no longer see it in your folder list and can't view its mail.

Identities

The Identities tab lets you configure your WebMail identity (you are only allowed one identity in Webmail). Initially your identity contains information from the UF directory, but you can modify it to reflect the information you want people to see in your messages. Click on the entry on the left side of the Identities page to edit your identity information.

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The "From" address is an important part of emails you send; it tells the recipient your name and e-mail address. This is different than the "Reply To" address, which specifies where replies should be sent in response to your email.

You should know this because your "From" address is made by combining your "Display Name" and "E-Mail Address" in the 'identities' section of the WebMail Settings. For example, if your "Display Name" is Jane Doe and your "E-Mail Address" is jdoe@ufl.edu, then your "From" address will be "Jane Doe <jdoe@ufl.edu>".

It's important when you begin to use WebMail that you verify that the address in your "E-mail Address" is the one you prefer. Your "E-mail Address" is initially set to your business address in the UF Directory; this may not be the address you want to appear in your "From" address. If it's not, you can change it via the Identities page to the address you prefer.

Display name - The name part of your "From" address. It is originally set to the Last Name, First Name from the UF Directory, but you can update it to something friendlier, like Jane Doe, or to a nickname.

E-Mail - The e-mail address part of your "From" address. We recommend you use your GatorLink e-mail address if you intend to use WebMail as your primary e-mail client. The default value is the business email address you have listed in the UF directory.

Organization -The Organization you wish to have associated with your identity

Reply-To - The address you want replies to go to if you want them to go somewhere other than the e-mail address in your "From" address.

Bcc - If you want to blind-carbon-copy an email address on all messages you send, specify that address here.

Signature - The signature you wish to have placed at the bottom of messages you compose

HTML signature - When enabled, your e-mail is parsed for html markup code.

Set default - makes this identity your default identity in GatorLink WebMail. You should leave this option selected since we only allow a single identity per user.

 

Still having problems?

Please check the Gatorlink WebMail FAQ (Frequestly Asked Questions).  If you don't find the answer to your question or problem there, please contact the UF Computing Helpdesk.  They can be reached at: