|Accessing Email | Student Webmail | Student IMAP | Staff Webmail | Staff IMAP | Dealing with unwanted mail|
|General Email FAQ | Dealing with unwanted mail | Start Webmail|
IMP Webmail - FAQs and Tips
Frequently Asked Questions
Webmail uses the central IDCheck system to verify who you are and this needs to set 'cookies' in your web browser. How you enable cookies will depend on the browser you're using. In Internet Explorer go to Tools > Internet Options and click on the Privacy tab. In Mozilla Firefox, go to Tools > Options > Privacy and click on the Cookies tab.
If you have enabled cookies but you still get the 'enable cookies' message. Make sure that you are going to the correct webmail address of http://webmail.qmul.ac.uk/ and are not using a browser Favourite or Bookmark to an old webmail address or to the IDcheck page itself.
First, make sure that you are going to the correct webmail address, http://webmail.qmul.ac.uk/, and are not using a browser Bookmark or Favourite. Also, if you click on the Reload or Refresh browser options at any time this may happen. Try logging out and logging back in again.
When you log in successfully to Webmail you are in your IMAP Inbox folder and by default you will probably see your most recent "unseen" messages on the last page:
If your messages extend over multiple pages a navigation bar appears above and below the list of messages, with a place to enter a page number and arrows to allow you to move 1 page at a time, or to jump to the beginning and end of the list. The outermost arrows, jump to the beginning and the end of the message list whilst the innermost arrows move backward or forward one page at a time.
In addition, Webmail lets you search for addresses and phrases in messages in a folder from the Search menu. Using these tools, it normally takes as much time to jump to the beginning or the end of a folder as it does to scroll one page. Where possible, in Webmail or other web-based applications, you should use native navigation controls, rather than the browser's Back button. When you use these controls, Webmail maintains contact with the server and remembers where you are in your session. If you use the browser's Back button what you see depends upon your cache as well as your connection.
You can modify how messages are displayed using Options > Mailbox and Folder Display Options:
You might like to make the page size large (anything up to 999 messages) so that you can easily scroll to what you want to see.
Messages in Webmail can be sorted according to a number of criteria, including message number, date, alphabetical on sender, alphabetical on subject and size simply by clicking on the column heading. In addition, each of these sorting criteria can be set to be ascending or descending by clicking on the triangle icon in the column heading.
It is easy to accidentally click on one of the column headings and therefore suddenly find your email in a confusing, non-chronological order. It may even seem as if you have lost email messages, because the newer email was shuffled in with older email in the newly-sorted list. Keep an eye on how your email is sorted. If you happen to find all of your emails scrambled or in some non-chronological order, simply click on the '#' at the top of that column to resort your email to message number order, or on the Date heading.
A likely cause of this is if Eudora, Outlook and similar email clients have been set up as 'POP' clients. POP clients usually download all your email messages to the local computer. Once this happens, the messages are no longer on the central mail server and therefore Webmail cannot access them. You should set other email clients up as 'IMAP' clients so that you can avoid this problem and work with the same folders as you do with Webmail. If you prefer the POP protocol when working with other email applications, you should set them to "leave mail on server" so that Webmail would still be able to see the messages.
When you 'delete' messages, they are marked to be deleted later. When you then select Purge Deleted from Show Deleted | Purge Deleted on the upper or lower right of the Webmail screen the messages are purged from the server. Many IMAP clients use this two step approach as a safety measure, because once you have deleted messages from the server, they usually cannot be recovered. Not purging deleted email is one way that an inbox can become very large. A good way to keep track of what you are doing is to turn on Show Deleted. Deleted messages will then appear with a line drawn through them until they are purged.
You can switch to a list of your mail folders by clicking on the Folders button at any time. But if you want to have a folder list on screen at the same time as the message list:
The folder list and some other options appear in a Sidebar on the left of the screen:
Clicking the + box beside Mail will expand the folder list and include Filters, Search and New Message options:
You can hide the folder list by clicking on the Collapse Sidebar icon at the top right of the folder list pane.
This may be for one of two reasons. Firstly, folders stored on local disks or home directories on departmental networks using other email programs such as Eudora, Outlook, and Thunderbird will not be accessible in Webmail. Only folders stored in IMAP space on the central mail server are available. These other email programs that have both local and IMAP folder storage can be used to move messages from local folders to IMAP folders.
If the missing folders are definitely server-based folders, it may be that you need to 'subscribe' to them in Webmail in order to see them. To do that:
If you want to just see all of your folders and not use subscription, uncheck this option and you will always be able to see all of your folders.
If you want to choose which folders you see in Webmail, check the Use IMAP folder subscriptions? option then:
You will need to go to Options > Address Books
and select 'My Address Book' in the section titled: 'Choose
the address book to use when adding addresses'
It is not considered good practice to use formatted text in email as it can be client-dependent, meaning that the person you are sending to may not be able to read it. It also results in a larger message size so takes up more space. However, you can use formatted text by choosing to compose messages in 'HTML' (web page) format.
This will produce a formatting bar similar to that found in word-processors:
For most people, the information already set up for saving sent messages in Webmail will be fine and should be left alone. In some cases you may want to see where email you send is saved, or change that folder, for example, if you use another email client to read your messages you will want to make sure that it saves sent mail in the same folder as Webmail does. You can see or change where email you send with Webmail is stored by going to Options > Personal Information.
At the bottom of the screen is an option to choose your sent mail folder:
It's usually best just to work with the default mailbox name of sent-mail.
This is due to having the 'Link Attachments?' option
set toYes when you attach a document. If you do this,
either on purpose or inadvertently, then a copy of the file will not actually
be sent with the message but will be stored on the mail server and a link
to that file will appear in the message instead. When the recipient clicks
on the link, an attempt is made to contact the server and they will then
need to go through a normal login, via the IDcheck page, before they can
access the file.
Linked attachments are an efficient way of sending to multiple users as it avoids sending a copy with each message but obviously it can only be used for sending to recipients with a college username.
The most prominent option for viewing attachments is one that says 'Download All Attachments (in ZIP file)' and that is what you have clicked on. The attachments are listed just above this, so to open or download them in their normal format, click on the download icon with the red downward arrow to the right of the attachment name.
Check in Options > Message Composition. Near the bottom of the screen there is a setting for what to do with attachment data when saving sent-mail.
You can't do this in Webmail; you need to go to the One-stop links page and choose 'Change central staff account password.'
There are two ways to do this:
1. In Webmail, go to Options > Server-based mail and spam filters and click on 'Create filtering rules to organise incoming mail...' This will take you to the Smartsieve utility where you can set up filters and out-of-office (vacation) messages.
2. You can also access Smartsieve's filter and vacation message options outside of Webmail using our One-stop links page.
When you connect to a mail server using a web-based program, you do not have a direct connection as you do with Thunderbird or Pegasus. Your session may rely on a large number of machines (hundreds if you are on a remote network) maintaining a connected state. If any of these have a problem, your connection can fail without you realising it.
While you are reading mail, working with your address book, or composing mail, you can lose your connection for all sorts of reasons that have nothing to do with the Webmail program or College servers. In Webmail, while you are using the Compose window, you are interacting with your local computer and not with the Webmail server. If your connection fails while you are composing, you won't necessarily know and your message will be lost when you attempt to send it, check its spelling, or open other windows. Each time you click Save Draft another copy of your message in progress is saved to your Drafts folder. If you lose a connection only the copy which is open will be lost. Any others are saved. If you save frequently, you'll be able to use an earlier version of your draft in an emergency.
One further precaution that may be useful in between saves is to Select All and Copy. This is very quick and easy to do using the keyboard. In the middle of typing anything, simply press control-A (Select All) and then control-C (Copy). This will instantly select the entire text of your message and copy it to your system's clipboard. Afterward, be sure to click once where you left off typing, to bring the cursor back to the text and de-select your entire message so you don't accidentally overwrite anything. If the connection goes down or you lose your email message you were working on, simply press control-V (Paste) to paste the copy of the message back into a compose window. NOTE: On Macs, the keys are command-A (a.k.a. 'apple'-A), command-C (a.k.a. 'apple'-C), and command-V (a.k.a. 'apple'-V).
After you save a draft, you must open the Drafts folder and click on the message you want to continue editing or to send.
Folders stored on local disks with other email programs such as Eudora, Outlook and Pegasus will not be accessible in Webmail. Only folders stored in IMAP space on the central mail server are available to Webmail. These other email programs that have both local and IMAP folder storage can be used to move messages from local folders to IMAP folders and vice-versa.
How you name a new folder (mailbox) can affect how you use it and whether you can see it. Folders should not contain embedded spaces (which can be misread), or special characters such as "/ ( ) < > ! % & * ~ ^ * ?", or single or double quotes. Webmail folders follow UNIX naming conventions which are different from those for Windows and the Mac OS. Misnamed folders may not store messages where you can find them easily.
If you want to be able to store or recover messages reliably, use single level folders with simple names all in lower or upper case using hyphens "-" or underscores as separators, as in "disbursements_08-23-2005" or "hybrid-vigor-casenotes". Simple is better and more reliable.
Note that changes to folders made within the Folder Navigator window may not be displayed until you have logged out of webmail and then logged in again, even though the changes were made on the server.
Sorting in webmail only acts on the page you have open in front of you. It can also be affected by the size of a folder. Larger folders may take a long time to sort. You need to be careful to place your mouse pointer so that it changes into a hand, not just click on the name or an arrow. Some of the names of columns have changed, although by inspection it's easy to understand why and what they refer to.
To see the results of sorting better, make the number of messages per page larger in Options > Mailbox and Folder Display Options, at least 100 messages per page instead of 20.
Keep folders small, especially the Inbox, to improve sorting and overall performance
The focus of the pointer is important. If it doesn't change to a hand and you click, chances are nothing will happen or something unexpected will happen.
In the sent-mail folder, instead of "to:" appearing in front of the address a message was sent to, the name of the column is "To:" and the addresses appear by themselves. This actually makes sense, as you send email to an address. It's not unusual for cosmetic changes to appear in different versions of a product, and webmail is a vended product (Webmailv4 from horde.org) just as Eudora and Thunderbird are. Webmail was not created nor programmed by College.
Because it is so easy to sort, select, or search through large folders, Webmail is powerful tool for managing email, particularly if you are unfamiliar or unable to use other email clients. Some of the things you can do include:
Use the drop down Select menu or individual check boxes to select messages:
After selecting messages, use the Mark as drop down menu to flag the messages in a particular way or the Move | Copy menu to select a folder to move or copy them to:
Webmail can attach files to email and is a MIME compliant program. That means that it follows the Internet MIME Standard for encoding and decoding files. If you receive attachments you have to think about where to put them. If you are using your own computer - downloading to a local disk or other media is trivial.
You can attach files while composing new email by clicking the Browse button at the bottom of the composition screen.
This function allows you to browse the local disks to select the file(s) to attach. As you Attach files, their name and size are displayed.
You must deliberately click the Attach button and be sure that you can see your file(s) displayed with their sizes below your message before sending otherwise you may not have actually included the files.
When messages are attached, the Composition window changes to show a checkmark and message that a file has been attached at the top of the window, a prompt to save the attachment with the message in your sent-mail folder and a place to type a short description of the attachment.
If you want to add more than one address to a message you are composing you can use either the Address Book button, or the Expand Names button.
To use Expand Names first be sure that you have selected both your address book and the College LDAP Directory as Address books under Options > Other Options > Address Books and have the 'Expand names' option checked:
After you save this setting, you can type part of a name or address in the To:, CC:, or BCC: fields and click Expand Names to display a list of possible addresses from which you can choose. This is particularly helpful when working with large address books and also puts the complete College LDAP directory at your finger tips while composing. Separate multiple addresses via commas ",", not semicolons ";"
When you reply to email with Webmail you can include the original text of the message. Sometimes this is a good thing because it preserves the context of a discussion. However, if a message has been forwarded or answered many times, it can grow quite large.
You control whether or not a reply displays the original message and summary of headers in Options > Message Composition where you can also control whether or not to save any attachments with sent mail.
Remember that it is good practice in email to keep messages short and to the point.
There are many factors that affect how Webmail looks when used on different browsers on different platforms: monitor resolution and tuning; browser settings and capabilities; and user's eyesight, taste and judgment are among the most obvious. If you don't like the way Webmail looks, here are some places to check and change appearance options:
In your web browser you should be able to:
Webmail is a convenient program to use when you need to access your email away from your desk when you cannot set up and configure full-featured email clients such as Thunderbird, Eudora or Pegasus, but you need to consider that:
|Internal Home Page | Public Home Page|
|Page last modified by David
Nye on 24.09.09
© 2001-2009 IT Services, Queen Mary, University of London