Logging in to SmarterMail's Webmail Interface
SmarterMail users can access SmarterMail through a webmail interface in addition to connecting their mailbox to an email client such as Microsoft Outlook for Windows or Mac, MacMail or even using the email clients on most mobile devices. The major advantage of using the webmail interface, however, is that users can login to their SmarterMail mailbox from any computer with an Internet access, anywhere in the world.
To log in to the SmarterMail Web interface, users will need to obtain the appropriate link from their domain administrator or system administrator. Generally, this will take the form of a standard email URL such as http://mail.example.com. To login to SmarterMail, simply type your full email address and password in the appropriate fields and click Login.
To stay logged in to SmarterMail even after closing the browser, be sure to select the Remember Me checkbox. This will allow SmarterMail to encrypt the email address and password. Note: Browser cookies must be enabled for this feature to work. In addition, SmarterTools does not recommend selecting this option if you use a public or shared computer.
After clicking the log in button, you will be logged into your SmarterMail mailbox and, depending on your settings, the My Today Page or your inbox will display in the content pane. If you have trouble logging in or experience issues with your email account, contact your domain administrator for troubleshooting help. The domain administrator is usually the owner of the domain or the person who set up your email account.
Logging in with a Smartphone
SmarterMail also provides a mobile interface that was designed specifically for smartphones and other mobile devices with smaller screens (4 inches or less). This is a light, yet fully functional interface that allows SmarterMail users to access their email, contacts, calendars, tasks and notes regardless of their location and connection speed. This mobile interface is accessible either from the link provided on the main SmarterMail webmail interface login page or by appending "/mobile" to the end of the SmarterMail login URL that is provided by a domain or system administrator.
SmarterMail users can send and receive email messages from anywhere in the world using any computer with a Web browser and Internet access. To login to SmarterMail simply use the link to the webmail interface login page provided by your domain administrator or system administrator. On the login page, type your full email address and password in the appropriate fields and click Login. Depending on your account settings, either your SmarterMail inbox or the My Today Page will load.
To help you understand the different areas of your inbox, we created a simple inbox interface diagram that lists the various features and viewing areas of the SmarterMail webmail interface.
Navigating Your Inbox
To sort messages, click on the appropriate column header for either a descending or ascending sort order for that column. For example, clicking the Size column header will sort items in order of size. Click the header again and the sort will go in the opposite direction.
In general, the following columns are available in the content pane:
- Checkbox - Use these boxes to select multiple messages. Messages must be selected before choosing an action from the actions toolbar.
- From - The sender of the email message.
- Subject - The subject of the email message.
- Date - The date and/or time the mail system received the email.
- Size - The size of the email in kilobytes.
- Status and attachment Indicators - The status icons inform the user of what actions have been taken for each message in their inbox and they appear just to the left of the message size. The icons are as follows: a blue arrow pointing left indicates a reply; a green arrow pointing right indicates a forward; the calendar indicates a new appointment invite or appointment invite response; a paperclip indicates the message has an attachment.
- Follow-up Flag - If the message is marked for follow-up, the flag icon next to the message size will be red. If the message is not marked for follow-up, the flag icon will have a gray outline.
Performing Email Actions
In general, the following options are available from the navigation pane toolbar:
- Actions -
- New Folder - Select this option to create a new folder. Note: Users should create new folders in the root of the folder tree and NOT inside their Inbox. This is becasue many email clients have a hard time syncing with folders that are created inside a user's Inbox.
- Rename Folder - With the desired folder selected, click this option to rename the folder. Note: Default folders can not be renamed. This option applies only to additional folders that have been created.
- Delete Folder - With the desired folder selected, click this option to delete the folder. Note: Default folders can not be renamed. This option applies only to additional folders that have been created.
- Disposable Address - Select this option to create a randomly generated address, completely independent of a user’s current email address. This email address acts as a timed alias, forwarding mail to the designated folder for the time specified. When the time limit has been reached, the address is no longer valid and email will not reach your mailbox from this address. (This option is useful when temporarily signing up for newsletters, when an alternate email address is only needed for a short amount of time, etc.) Only one Disposable Address may be created at a time. After creation, extend the time remaining or revoke the address by clicking on Disposable Address again in the Actions toolbar and choosing the corresponding button. Choosing to extend the address will add 4 more hours to the remaining time. Note: Temporary email accounts automatically bypass greylisting and spam checks; however, they still run through any virus scan, if set up.
Note: For more information on the folder options above, see Managing Email Folders.
In general, the following options are available from the content pane toolbar:
- New - Click this button to create a new email message.
- Actions - Click this button and select the appropriate option to mark messages, move messages, forward multiple messages or block/unblock senders.
- Mark - Click this button and select the appropriate option to mark the selected message(s) as read, unread, follow-up, no follow-up, spam, or not spam.
- Read - Marks the selected message(s) as read and changes the status indicator appropriately.
- Unread - Marks the selected message(s) as unread and changes the status indicator appropriately. This can be useful for reviewing messages at a later time.
- Follow-up - Marks the selected message(s) for follow-up and changes the color of the follow-up flag appropriately. Alternatively, users can click on the flag icon next the message to mark it for follow-up.
- No follow-up - Removes the selected message(s) as being marked for follow-up and changes the color of the follow-up flag appropriately. Alternatively, users can click on the flag icon next to a message marked for follow-up to remove the follow-up flag.
- Spam - Marks the message as spam and moves it to the Deleted Items folder. Note: SmarterMail uses Bayesian filtering to evaluate the header and content of an incoming message and determine the probability that it is spam. This type of spam filtering "learns" to differentiate real mail from unwanted junk mail by examining the words and punctuation in large samples of both types of messages. As a result, every time a user marks a message as spam, the Bayesian filtering improves. For users with the Message Sniffer or Cyren Premium Antispam add-ons, messages marked as spam will be sent to the appropriate center for evaluation.
- Not Spam - Marks the selected message(s) as not spam and automatically adds the email address to your trusted senders list.
- Move - Moves the selected message(s) to any available folder. Note: You can also drag-and-drop messages to an available folder.
- Forward - Forwards the selected message(s). Note: This option is best used when trying to forward multiple messages as .eml attachments.
- Block Sender - Prevents the sender of the selected message(s) from sending any more messages to the account. When you block a sender, a new Internal Blocked Senders Content Filter is created. Any user you block is added to that list, and their email is, by default, deleted.
- Unblock Sender - Allows the sender of the selected message(s) to begin sending messages to the account again by removing the address from the Internal Blocked Senders content filter.
- Delete - Click this button and select the appropriate option to delete, undelete, purge deleted messages, or delete all messages in a folder.
- Delete - Moves the selected message(s) to the Deleted Items folder. Note: This is the default action taken when a message is deleted. Depending on your account settings, the delete action may be different. For more information, see Deleting Email Messages.
- Undelete - Retrieves deleted messages from your Deleted Items folder provided the system hasn't been purged yet. Note: After the system purges any items marked for deletion, you can't retrieve the deleted messages.
- Purge Marked as Deleted - Permanently deletes the messages in your Deleted Items folder. Note: This action cannot be undone.
- Delete All Messages in Folder - Moves all of the messages within a selected folder to the Deleted Items folder. This option takes the same action as delete, except that it will perform the delete operation on every email in the folder, regardless of whether the message is checked or not. This option is most useful in folders like Junk E-Mail or Deleted Items.
- View - Click this button and select the appropriate option to filter messages or refresh the content pane.
- Refresh - Manually refreshes the list of messages in the content pane.
- Filter - Filters messages based on the criteria you choose: messages that have been read/unread, replied to or not or forwarded.
In general, the following options are available from the preview pane toolbar:
- Reply - Allows you to reply to the the sender only.
- Reply All - Addresses a response to the sender and everyone else who received the message. This includes all email addresses listed in the To and Cc fields, except your own email address.
- Forward - Sends the message to someone else.
- Delete - Moves the message to the Deleted Items folder. Note: This is the default action taken when a message is deleted. Depending on your account settings, the delete action may be different. For more information, see Deleting Email Messages.
- Add - Creates a new task and links it to the message. For more information, see Linking to Email Tasks.
- View - Allows you to view the original message in alternate formats, including HTML (default), as text only, view the raw content of the message (including the header) or view the header only. Viewing the raw content or just the header can assist with diagnosing potential issues with viewing the message.
- Print - Prints the message.