CruzMail User Guide

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1. Welcome to CruzMail
2. Logging in
3. Your Account
4. Folders

• Add Folders
• Rename Folders
• Remove Folders
• Share Your Folders
• Get Access to Another User's Folders
• Move Between Folders
• Change the Sorting Column of a Folder
• Filter Within Folders
• Search Within Folders
  

5. Messages

• Reading Message in Folder
• Dealing With Spam
• Reading an Attachment in an Incoming Message
• Deleting Messages
• Move/Copy a Message
• Redirecting/Replying/Replying to all/Forwarding
• Setting Rate of Refresh to Check for New Email
• Manually Check for New Email
• Sorting email in WebMail by the original "Sent" date

6. Status
7. Composing New Messages

• Start New Message
• Working With Drafts
• Adding Attachments
• Other Options

8. Rules

• Create New Rules
• Rule conditions
• Rule Actions
• Saving and Prioritizing Rules
• Creating a Vacation Message
• Redirecting All Incoming Messages

9. Address books and Contacts

• Personal Address Book
• Adding Entries to Personal Address Book
• Deleting Addresses from Personal Address Book
• Add Address from Personal Address Book to Email
• Creating Contact Folders
• Sharing Contact Folders
• Creating/Editing Contacts
• Groups
• Take Address
• Import vCards into a Contact
• Deleting Contacts
• Add Contact Address to Email
• Contact Settings

10. Using Notepad

• Creating Notes Folders
• Sharing Notes Folders
• Creating/Editing Notes .
• Deleting Notes
• Redirecting/Forwarding Notes

11. Mail Options

• General
• Contacts
• Password
• Subscription
• Secure Mail
• Public Info

12. Trash Management
13. Logging out
14. FAQ

1. Welcome to CruzMail

The UCSC email system "CruzMail" is Web-based so it's easier for students, faculty and staff to access email from anywhere in the world. You can read, send, and receive email where ever you are; all you need is a browser connected to the Internet and go to https://cruzmail.ucsc.edu.

CruzMail is portable and secure. You don't have to install or configure any software, and it never leaves information behind on the computer you are using. CruzMail secures your communication with the same level of security as is used for Web commerce.

If you also use an IMAP client such as Thunderbird, Outlook or Apple mail, you will have access to all of your mailboxes (folders), which are stored on the server.

2. Logging in

From any browser connected to the Internet, type the following URL: https://cruzmail.ucsc.edu You may link to this url from the ITS Web site by clicking on the CruzMail icon.

Enter your email account name in the Login field and your password in the Password field, and then press Enter.

If you have forgotten your password, please contact the ITS Support Center.

If you get an error saying that your browser does not have the correct level of security, you might have to upgrade your browser. To ensure that your email is secure, CruzMail uses encryption to protect the information while it is traveling across the Internet. The level of encryption required (128 bit) is found in the following browser versions: Internet Explorer 5.2 and higher, Netscape 7 and higher, Mozilla 1.3 and higher, and Safari 1.0.

If you already use your browser for online bill pay or to order items with a credit card, your security level should be fine.

3. Your Account

Everyone with an account in the ucsc.edu domain has access to CruzMail (Web-based email) functionality. More than just reading and sending messages, CruzMail lets you send and receive attachments, create new folders, share folders with other users, and manage your address books.

While you are working in the CruzMail environment, it is important to remember that all accounts have the following default limits:

• Your storage limit is 1 gigabyte. Once you reach that limit, you will receive warnings to clear out some of your older mail, and no new messages will be delivered to your InBox. You can always check to see how much space your mailbox has left by looking directly below the list of folders.
• The CruzMail system will not allow you to send any messages larger than 40 megabytes. That includes the message itself and any attachments. If you try to send a message larger than 40 megabytes, it will bounce back to you.
• After 15 minutes of inactivity, you will be automatically disconnected from the CruzMail server, unless you were working in the InBox. You will not get disconnected for inactivity while you are logged into the InBox. For example, if you are writing a new message and leave the computer for 15 minutes, you will be logged off.

4. Folders

When you first login to CruzMail, you will see your InBox and the number of messages, with all of the folders listed in a column on the left side of the screen. To view your messages, click on the InBox folder listed in the column on the left side of the screen.

You can return to your list of folders from anywhere by clicking on the Mail button at the top of the screen. This will take you to the folder list in the left column, with a view of your InBox.

Each account contains certain default folders - Contacts, Drafts, InBox, Notes, Trash Can, Sent, and Spam. You can rename or remove any of those folders, except the InBox. If you try to rename or remove it, a new InBox will automatically be created in its place.

Note: If you also use an IMAP client (like Thunderbird, Outlook, or Apple Mail) for email, you will see the same folders.

Add Folders

To add a new folder, go to the bottom of the folder list in the left column, under the Management section and enter a new name in the text box and then choose the type of folder it will be. You have the choice between 3 different types of folders. With the pull down menu under text box, choose Mailbox if you're going to use the folder for storing email messages. Choose Address Book if you're going to use the folder for storing name and address information. Choose Notes if you're going to use the folder to store reminder Notes for yourself. Click Create and your new folder will appear in the folder list. If you want to create a subfolder of an existing folder, add the existing folder's name followed by the character "/" before the new folder name.

Rename Folders

To rename a folder, first click on that folder in the folder list. The folder will open, so that you can see all of the contents. In the upper right hand corner, select the Settings button. Under the Rename Folder section, enter the New Folder Name, then click Rename Folder. If the folder contains subfolders, check the "Rename Sub-Folders" box to rename those also. If folder list doesn't update automatically, click on the "Mail" button or the browser's refresh button to see the new name in the folder list.

Remove Folders

To delete/remove a folder, first click on that folder in the folder list. The folder will open, so that you can see all of the contents. In the upper right hand corner, select the Settings button. Under the Remove Folder section, click Remove Folder.

Warning: this will delete the folder and all of its contents. Any subfolders will be affected if the "Remove Sub-Folders" box is checked.

Share Your Folders

CruzMail allows you to open up one or more of your folders to share with other users. You control the extent to which they may operate on your folder. For instance, you may limit access to read-only or you may give them full rights to add and delete items.

Warning: Proceed carefully when giving someone full access to a folder as sometimes it can result in unforeseen consequences. The other user might unwittingly delete items before you have seen them, or reply to messages meant for you.

To share a folder, first click on that folder in the folder list. The folder will open, so that you can see all of the contents. In the upper right hand corner, select the Settings button. Under the Access Control List section, enter the account name of the user with whom you will be sharing the folder. You must use their account name (example: jsmith) and not their full name (Joe Smith). Then check the boxes next to the access you wish to give to the user. Click Update for your new permissions to take effect.

Get Access to Another User's Folders

There are two parts to folder sharing. The first, described above, is for the owner of the folders to set permissions and access rights. The second is for the other user to 'subscribe' to the folder, which adds it to their folder list.

To 'subscribe' to another user's folder, click the Management link in the Folders list on the left side, which will take you into your account's Folder Subscription settings. Under the Folder Aliases section, enter the name of the folder in the Alias Name field and name of the user and the name of the folder into the Folder Name field. The format is ~username/mailbox. For example, if jsmith has given you access to her a folder named jokes, you would enter ~jsmith/jokes into the Folder Name field. Click Update for the changes to take effect. When you go back to your folder list, it should now include the subscribed folder.

Move Between Folders

Moving between folders is as simple as clicking on the folder name in the folder list. As you click on the name, the folder opens and displays all contents.

Change the Sorting Column of a Folder

You can sort a folder based on any of the displayed columns. The highlighted column shows you which one currently controls the message sorting. For example, click From and the folder will be sorted alphabetically by the From column, or click Received and the folder will be sorted chronologically by the date and time it was received.

Filter Within Folders

You can also filter within the sorting column to find specific words or parts of words. For example, if you sort the folder based on the Subject column, enter the word in the text field next to the Filter button, and press Filter, you will see only those messages with web, webmail, web site etc. in the subject.

Search Within Folders

You can search within folders for words or parts of words in the subject and message body. Enter the search string in the text field next to the Search button and click Search. CruzMail will return all messages with your string either in the subject or message body.

5. Messages

Reading Message in Folder

When you first login to CruzMail, the page displays your folder list. Click on the Mail button at the top and you will be taken to your INBOX. All messages in the INBOX have Status icons to quickly show you if they are new or urgent. To read a message, click on the message's From , Subject, or Received entries.

Once you open a message, you have several options for navigation:

• To go back to the folder click on the blue X button immediately above the Filter button on the right side.

Reading an Attachment in an Incoming Message

You can see the Attachment icon in the Status column when a message may contain an attachment (in some cases it's just a special hidden signature file, or a person's vCard (a virtual business card). To view the attachment, open the email and look at the bottom of the message body. You will see Attached File : Name of attached file To open the attachment click on the name and it will open in the appropriate application (i.e. MS Word, Adobe Acrobat). Alternatively, you can right click on the name, and chose Save Target As (or Save Link As ins some browsers) from the menu to save the file to the computer you are using.

Deleting Messages

You have several options for deleting messages.

• To select messages you will delete from a folder, simply put a check in the box at the left side of the messages. Once you have selected all of the messages to be removed, click Delete.
• When reading a message, you can delete it and go on to the next message by clicking Delete, Next Unread.
• When reading a message, you can delete it and go back to the folder by clicking Delete.

By default, all deleted messages will be moved to the "Trash" folder. You should periodically clean out your Trash folder as it will take up space in your account quota. To manually remove all items, go to the folder list. Click the link that looks like trash can, next to Trash.

To automatically clean out your Trash Can at a pre-set interval, see number 12. Trash Management section for details.

Move/Copy a Message

You have several options for moving or copying messages from one folder to another.

• To select the messages you will move or copy from a folder, simply put a check in the box at the left side of the messages.
  • Once you have selected all of the messages to be moved, use the pull down box at the bottom of the page to select the name of the folder where you wish to move the messages, and click Move into... When you select the Move option, the messages is removed from the original folder.
  • Once you have selected all of the messages to be copied, use the pull down box at the bottom of the page to select the name of the folder where you wish to copy the messages, and click Copy into... When you select the Copy option, the messages stays in the original folder, and another copy is added to the selected folder.
• When reading a message, you can move it to another folder. Use the pull down box at the bottom of the message to select the name of the folder where you wish to move the message, and click Move into...
• When reading a message, you can copy it to another folder. Use the pull down box at the bottom of the message to select the name of the folder where you wish to copy the message, and click Copy into... When you select the Copy option, the message stays in the original folder, and another copy is added to the selected folder.

Redirecting/Replying/Replying to all/Forwarding

You have several options for forwarding, redirecting and replying to messages.

• To select the messages you will redirect or forward from a folder, simply put a check in the box at the left side of the messages.
  • Once you have selected all of the messages to be re-directed, type one or more addresses separated with a comma into the text field next to the Redirect to... button and click Redirect to... When you select the Redirect option, the message is sent in its original form maintaining the "From:" address of the original sender.
  • Once you have selected all of the messages to be forwarded, type one or more addresses separated with a comma into the text field next to the Redirect to... button and click Forward. When you select the Forward option, the message is forwarded from your account with FWD: in front of the Subject to let the receiver know the message has been forwarded:
    FWD: Meeting time has changed
• When reading a message, you have the option to easily forward the message to others, reply to the sender, or reply to all of the addresses in the message header.
  • To forward the message, click Forward. This opens the Edit a Message screen where you enter forwarding addresses, and compose a message to be sent with the forwarded message. Click Send when you are ready to send the message. You will then go back to viewing the original message.
  • Note: You cannot edit the content of a forwarded message. This is standard email protocol, although some clients do allow editing. You can add attachments to your forwarded message.
  • To reply to the message, click Reply to send your response to the sender only. Click Reply to All to send your response to every address in the message header (including your own).

Setting Rate of Refresh to Check for New Email

CruzMail delivers all new messages to your InBox. You can control how often your InBox automatically refreshes (checks the server for new messages to display).

To set your rate of refresh, click the Settings tab at the top of the screen, which will take you into your account's General settings. From there, click Folders. Under the Folder Viewer section, use the pull-down menu next to the Refresh Every field to select your new refresh interval. Click Update for your changes to take effect.

Manually Check for New Email

In between refreshes, you can manually check for new email by clicking on the InBox folder in the folder list. This takes you back into your InBox, which automatically checks the server for new messages. While you are in the InBox, pressing the Refresh button on your browser also causes the InBox to check the server for new messages.

Sorting email in CruzMail by the Original "Sent" Date

To enable this sorting, please follow the directions listed below:

Step 1. Login to CruzMail

Step 2. Click on the Settings button and select the Folders tab.
Step 3. Under the Fields section, there is a drop-down menu labled Sort -- change this from Default to Custom

Step 4. Scroll up and click on Update -- this will reload the page, which will then say near the top, in green italics text, " Updated ".

Step 5. Scroll down to the Fields section again -- it should now indicate that the Sort is Custom . It will also have a selection of clickable drop down boxes and radio buttons.

The drop boxes are Status, From, Subject, Size, Received and a blank drop down box. Received should have the radio button next to it selected. Click on the blank drop box and select Sent.

Step 6 Scroll up to click on Update a second time. Then scroll down to the Fields section again.

Step 7. In the "Fields" section, select the radio button next to "Sent".

Step 8. Scroll up and click on "Update" a third and final time.

Step 9. You must log out and back in once for any folder sorting settings to take effect.

You can now click on the Mail button to view your InBox and other email folders. The newly redelivered messages from the pine2cruzmail.pl script will display with the recent received date, but they will still have the original sent date from the original email sender. Sorting on the "sent" date permits you to see your folder messages in the order that they were originally received.

6. Status

All CruzMail folder contents, including messages, contacts, and notes have icons to quickly show you the current status of the item.

Here is a table of icons and their corresponding status:

	Unread
No Icon	Read
	Has Attachment
	Important
	Recent
	Redirected (forwarded)
	Answered (replied to)

You have several options for setting or changing the status of an item.

While viewing the entire folder, you can change the status of several items at a time:

• To change items from Read to Unread, put a check in the box at the left side of the item. Once you have selected all of the items to be changed, click Mark UnRead.
• To change items from Unread to Read, put a check in the box at the left side of the item. Once you have selected all of the items to be changed, click Mark Read.
• To flag items as Important, put a check in the box at the left side of the item. Once you have selected all of the items to be flagged, click Set Flag .
• To remove Important flags, put a check in the box at the left side of the item. Once you have selected all of the items where the flag is to be removed, click Reset Flag .

Once you open a new item, you have several options for setting or changing status:

• Click the button with the blue 'X' at the top right of the page to go back to the folder, the message will then show as having been Read.
• Click Set Flag and then the button with the blue 'X' at the top right of the page to go back to the folder. This message will now have a status of Important.
• Click Mark Unread. This takes you back to the folder and shows the message with a status of Unread.

7. Composing New Messages

Start New Message

To compose a new message click on the Compose button. This opens the Compose Message screen.

Type the email addresses into the To:, Cc:, or Bcc: fields, or click Address Book to pick an entry from one of your address lists. For more information about address lists, please see the 9. Address books and Contacts section.

Type the body of your message in the text box. When you are finished, send the message by clicking Send.

Warning: As previously mentioned, CruzMail will automatically log you out after 15 minutes of inactivity. If you are in the middle of composing a message and step away for 15 minutes, you will be logged out and the message lost. To avoid this, use the draft functionality of CruzMail.

Working With Drafts

To save a partially completed email in the Drafts folder, click Save. When you are ready to go back and work on your message, go to the Drafts folder and click on the message. The message opens, showing what you have done so far. Click Edit to continue to work on the message. If you edit the message and then send it, CruzMail keeps a copy of the original draft in your Drafts folder. You will have to return to the Drafts folder to delete it.

If you make changes to the message draft and click Save again, this second edited message is stored as a completely different message in the Drafts folder. When returning to the Drafts folder you will see the first and second drafts. You can edit, or delete either message.

Adding Attachments

You can add attachments to each outgoing message. Use the Browse button, or click on the text field next to it, to open the file selection window. Browse through your computer to find the file and select it. The name will appear in the attachment field.

Note: Select attachments after all other message fields are filled. If you click any button (for example, a button that opens the Address Book), the attachment files will be cleared and you will have to select the files again.

Warning: Remember that the size of the message and attachments must not be larger than 40 megabytes or the message will not be sent.

Other Options

• Put a check in the box next to Notify when Delivered: to get notified when your message is delivered to recipient
• Put a check in the box next to when Read: to get notified when your message is displayed to recipient
• Put a check in the box next to Format HTML to send your message in HTML format instead of plain text.
• Put a check in the box next to Copy sent in Sent to have a copy of this message stored in the Sent folder.

8. Rules

You can manage your own incoming messages by setting up rules. To access rules for your account, first click the Mail Control button at the top of the page. Look near the bottom of the page that loads to find the "Rules" section.

Add New Rules

The Add New section allows you to define a wide variety of rules to filter incoming messages. First enter the name of your new rule in the Name field and press Create. Your new rule appears in the list with a default priority of 5. Click on the Edit button to set up conditions and actions for your rule.

Rule conditions

Each rule can have zero, one, or several conditions. The conditions are checked in the same order they are specified. If a message meets all the conditions, the rule actions are performed.

The condition operations is and is not process their parameters as "pictures": the asterisk ( * ) symbols in parameters are processed as wildcards that match symbols in the incoming string. For example, say that you want to check that an incoming message comes from a philosophy.com address, you would use is *@philosophy.com operation. It would look as follows:

The condition operations in and not in process their parameters as sets of one or more "pictures" separated with a comma (,). The in condition is met if the tested string matches at least one picture string. The not in condition is met if the tested string does not match any picture string in the specified set.

Note: do not use spaces around the comma signs: spaces before the comma sign become trailing spaces of the previous picture, and spaces after the comma sign become leading spaces of the next picture.

For example, you want to check that an incoming message comes from either a bits.com or a bytes.com domain address, you would use in *@bits.com,*@bytes.com operation. It would look as follows:

You can choose from the following Rule conditions:

This condition checks that the message From address is (or is not) equal to the specified string. Sample:

This condition will be met for all messages coming from any account on any of the university subdomains i.e. faculty.university.edu, athletics.university.edu, etc.

Sender [is | is not | in | not in] string
To [is | is not | in | not in] string
Cc [is | is not | in | not in] string
Reply-To [is | is not | in | not in] string

These conditions check that the message Sender, Reply-To, To, or Cc address is (or is not) equal to the specified string.
If a message has several addresses of the given type, the condition is met if it is true for at least one address. If a message has no addresses of the specified type, the condition is not met.

Sample:

This condition will be met for messages where all To and Cc addresses are addresses in the mycompany.com domain or addresses in the mydept.mycompany.com domain.

Return-Path [is | is not | in | not in] string
This condition compares the message "Return-Path" (a.k.a. MAIL FROM) envelope address with the specified string.

'From' Name [is | is not | in | not in] string
This condition compares the address's real name included in the From address with the specified string.

Sample:

This condition will be met for messages with the following From addresses:

From: jsmith@company.com (John J. Smith)
From: "Bill J. Smith" b.smith@othercompany.com
From: Susan J. Smith <susan@thirdcompany.com>

Sample:

This condition will be met for messages with the following Subject fields:
Subject: we urgently need your assistance
Subject: Urgent!

Message-ID [is | is not | in | not in] string
This condition checks if the message ID is (or is not) equal to the specified string.
Message Size [is | is not | less than | greater than] number
This condition checks if the message size is less than (or greater than) the specified number of bytes.

Sample:

This condition will be met for messages larger than 100 kilobytes.

• Precedence: bulk
• Precedence: junk
• Precedence: list
• X-List*
• X-Mirror*
• X-Auto*
• X-Mailing-List

This condition also checks that the message has a non-empty Return-Path.

Sample:

Any Recipient [is | is not | in | not in] string
This condition compares message "Envelope" addresses and the specified string.
The condition is met if it is met for at least one envelope address.

Each Recipient [is | is not | in | not in] string
The same as above, but the condition is met only if it is met for all message envelope addresses.

Sample:

Current Date [is | is not | less than | greater than] date string
This condition checks the current time and date. This condition allows you to compose rules that are applied to messages only before or after the specified date and time.
A date string should be specified in one of the following formats:

• DD MM YYYY
• DD MM YYYY hh:mm
• DD MM YYYY hh:mm:ss
• DD MM YYYY hh:mm:ss +ZZZZ
• DD MM YYYY hh:mm:ss -ZZZZ

where:

• DD is the day of month
• MM is month specified as 3-letter English abbreviation:
  Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sep, Oct, Nov, Dec
• YYYY is the year
• hh is the hour
• mm is the minute
• ss is the second
• +ZZZZ or -ZZZZ is the time zone; if the time zone is not specified, the Server time zone is used.

Sample:

Current Day [is | is not | in | not in] day string
This condition checks the current day of week (using the Server local time zone). This condition allows you to compose rules that are applied to messages only on certain days of week.
Days should be specified either as numbers ( 0 for Sunday, 6 for Saturday), or as RFC822 abbreviations (Sun, Mon, Tue, Wed, Thu, Fri, Sat).

Sample:

Source [is | is not | in | not in] string
This condition checks if the message was received from a "trusted" source (via SMTP from a computer with the network address listed in the Client IP Addresses list), or from an "authenticated" source (via SMTP, WebUser, MAPI, POP XMIT, Rules - when the originator of the message is verified and authenticated).

Sample:

Submit Address [is | is not | in | not in] string
This condition checks the message submit address. If the message was generated within the Server (by a Rule, etc.), its submit address is empty. Otherwise it contains the name of the module that received the message and (separated with a space symbol) the network (IP) address the message came from.

Sample:

Rule Actions

Each rule can result in one or several actions. If a message meets all the rule conditions, the rule actions are performed.

The following Rule actions are implemented:

Stop Processing
This action should be the last one in a Rule. Execution of this Rule stops and no other (lower-priority) Rules are checked for that message. The message is stored in the INBOX.

Discard
This action should be the last one in a Rule. Execution of this Rule stops and no other (lower-priority) Rules are checked for that message. The message is not stored in the INBOX, but the positive Delivery Notification is sent back to the message sender (if requested).

Sample:

Reject [error message text]
This action should be the last one in a Rule. Execution of this Rule stops and no other (lower-priority) Rules are checked for that message. The message is rejected, and a negative Delivery Notification is sent back to the message sender.
If the action parameter text is not empty, it is used as the error message text.
You can still store the rejected message using the Store action before the Reject action.

Sample:

Mark operation [, operation...]
This action sets or resets the specified flag(s) for the message. Initially, the set of message flags is empty.

• The Read operation adds the Read (Seen) flag to the message flag set, the Unread operation removes the Read (Seen) flag.
• The Flagged operation adds the Flagged flag to the message flag set, the Unflagged operation removes this flag.
• The Answered operation adds the Answered flag to the message flag set, the Unanswered operation removes this flag.

When a message is stored in a mailbox as a result of the Store in action, as well as when a message is stored in the INBOX after all Rules are applied, the message is stored with the specified flag set.

Sample:
IF Sender is *list*
THEN
Mark Flagged

Add Header header fields
This action adds RFC822 header fields to the message. Initially, the set of additional message header field contains the Return-Path field generated using the return-path in the message envelope.
When a message is stored in a mailbox as a result of the Store in action, as well as when a message is stored in the INBOX after all Rules are applied, the message is stored with the additional header fields.

Sample:
IF Subject is *purchase*order*
THEN
Add Header X-Special-Processing: order

The Add Header action can be used to add an X-Color field. This field is detected by the WebUser Interface and is used to highlight a message in the mailbox:

Sample:
IF Header Field is X-Spam: *
THEN
Add Header X-Color: red

Note: the following actions are not implicit "Discard" actions, and they do not prevent the original message from being stored in the INBOX. If you want, for example, to redirect a message without keeping a copy in your INBOX, specify the Redirect action followed with the Discard action.

Store in mailbox name
The message is copied to the specified mailbox in your account. The mailbox should already exist.
If the mailbox name is specified as ~ user_name / mailbox_name, the message is stored in the mailbox_name mailbox in the user_name account. You should have the Insert access right to that mailbox.

Sample:
IF Subject is *Make*$*
THEN
Store in ~spam/learn
Discard

Redirect to addresses
The message is redirected to one or several specified E-mail addresses. If several addresses are specified, they should be separated with the comma (,) sign.

Forward to addresses
The message is forwarded to the specified addresses. The From address is changed to this account address.

Mirror to addresses
The message is mirrored (redirected) to the specified addresses. Unlike the Redirect to operation, the Mirror-to operation does not change the message headers, only the Return-Receipt-to: and Errors-to: header fields (if any) are removed, and the X-Mirrored-by header field is added to the "mirrored" messages.

Reply with message text
The specified text is used to compose a reply message. The reply is sent to the address specified in the Reply-To address of the original message. If the Reply-To header is absent, the reply is sent to the original message From address.

The header fields Subject: Re: original message subject and In-Reply-To: original message-ID are added to the reply message.

The specified message text can contain macro symbols that are substituted with actual data when a reply message is composed:

• ^S is substituted with the Subject of the original message (in its original form)
  
• ^s is substituted with the Subject of the original message (in the MIME-decoded form)
• ^F is substituted with the From address of the original message (in its original form)
• ^f is substituted with the From address of the original message (in the MIME-decoded form)
• ^T is substituted with the Date field of the original message
• ^I is substituted with the Message-ID field of the original message
• ^R is substituted with the To field of the original message (in the MIME-decoded form)

Sample:

If the specified text starts with the '+' sign, the lines following this sign are added to the message header. The text should specify the Subject field, since the system will not automatically add the Subject: Re: original subject and In-Reply-To: original message-ID fields into the reply message.

The specified header portion can contain additional To, Cc, and Bcc fields and the reply message will be sent to those addresses (the Bcc fields will be removed from the message header).

If the specified header does not contain the From field, the account address is added as the From field. If the From field is specified, the account address is added as the Sender field.

The ^S and other macro symbols can be used in the additional header fields, too.

An empty line should separate the message body from the additional header fields.

Sample:

If the specified text starts with the [ charsetName ] string, the text is converted to the specified charset (all non-ASCII texts are stored in the UTF-8 charset).

If the text does not start with the '+' sign, the header fields

MIME-Version: 1.0
Content-Type: text/plain; charset= charsetName

are added to the message headers .

If the text starts with the '+' sign, the '+' sign must be specified after the [ charsetName ] string, and you should specify the MIME-Version and Content-type fields yourself.

Reply to All with message text
The same as above, but the reply is sent to all addresses listed in the original message To: and Cc: fields.

React with message text
The specified message text should contain a header, an empty line, and the message body. The header should contain any number of To, Cc, and Bcc fields, the Subject field, as well as any number of additional fields. The composed message is sent to the specified addresses. The system uses the account address to compose the From field for these reaction messages.
If the specified header already contains the From field, the account address is added as the Sender field.

The specified message header and the message body can contain macro symbols listed above.

Sample:

The message text can start with the [ charsetName ] string (see above), in this case you need to specify the MIME-Version and the Content-Type header fields:

Sample:

Saving and Prioritizing Rules

When you have finished creating your rule conditions and actions, click the Update button for the rule to take effect. Click on the button with the blue 'X' at the top right of the page to go back to the list of rules where you can see each rule and its corresponding priority.

The priority level controls the order in which the rules are applied. The lower the number, the lower the priority. To change the priority of a rule, use the pull down menu next to Priority to choose a new level, then click Update for your changes to take effect.

To stop a rule from being applied to the messages, set its priority to Inactive and click Update. The rule will not be deleted from your account rules, and it can be re-enabled at any moment.

Creating a Vacation Message

CruzMail users can set up their own vacation message rules, so that a vacation message will automatically be sent in reply to all incoming messages. CruzMail keeps track of who has already received your vacation message, so senders will only receive one copy.

To set up your vacation message, click the Mail Control button at the top of the screen. This opens the Rules screen. In the "Vacation Message" section, enter your vacation message text in the box. To save the text without enabling the vacation message functionality, click Update . When you are ready to tell CruzMail to start sending out the vacation message, click on the Enable button. The button turns into a check box that you can uncheck and click Update to disable the vacation message. You can also choose an end date to automatically disable your vacation message by checking the box labled Ends:, select a date, and click Update.

Clicking the Clear 'Replied Addresses' List button, clears the list of senders who have already received your vacation reply. Note that the list will not clear when you disable your vacation message.

Redirecting All Incoming Messages

CruzMail users can redirect (or forward) all incoming messages to another address (or multiple addresses). To set up your forwarding rules, click the Mail Control button at the top of the screen. This opens the Rules screen. Go to the Mail Redirection section and input the addresses to which messages will be forwarded into the Redirect all mail to: text field. To save the addresses without enabling the forwarding functionality, click Update . When you are ready to tell CruzMail to start forwarding your messages, check the box next to Enable and click Update.

Check the box next to Keep a Copy so that all redirected messages are stored in your account InBox.

Check the box next to Do not Redirect Automatic Messages so that messages from non-human sources (mailing list messages, error messages, redirected and mirrored messages) are not forwarded.

Check the box next to Preserve To/Cc fields so that the message is forwarded without changing the message headers.

9. Address books and Contacts

Each account has two options for maintaining address book type information:

• The first is a personal address book that stores only name and email address for each entry. This personal address book is not a folder, and available only to the owner of the account.
• The second is with Contacts. Contacts store much more information for each entry, including name, title, address, phone, email address, etc. Contacts are stored in folders (like messages) so you can organize them and share them with other users. While you may have multiple contact folders, one is always designated as the default contact folder.

Personal Address Book

CruzMail allows you to maintain a personal address book of names and email addresses.

You access your personal address book from the Compose a Message screen. Click on Address Book and the Address Book section will appear. Use the pull down menu next to Display to choose [addressbook]. Initially it will be empty so you can populate it with email addresses as described below.

Adding Entries to Personal Address Book

Enter the name and address in the following format "Real Name" < email.name@company > then click Add.

Deleting Addresses from Personal Address Book

To delete an address, highlight it in the list, and click Delete.

Add Address from Personal Address Book to Email

To pick an address for your email, highlight it in the list and click To, Cc or Bcc. The address will automatically be populated in the correct field.

Creating Contact Folders

To add a new contact folder, go to the bottom of the folder list in the left column, and enter the new contact folder name in the text box under Management. Then use the pull down menu next to it to choose Address Book. Click Create and your new folder will appear in the folder list.

Sharing Contact Folders

Sharing a contact folder is the same as sharing any other CruzMail folder. First click on that folder in the folder list. The folder will open, so that you can see all of the contents. In the upper right hand corner, select the Settings button. Under the Access Control List section, enter the account name of the user with whom you will be sharing the folder. You must use their account name (jsmith) and not their full name (Joe Smith). Then check the boxes next to the access you wish to give to the user. Click Update for your new permissions to take effect.

Note: Don't forget, for users to see your shared folder, they must subscribe to it. See the Get Access to Another User's Folders section for more details.

Creating/Editing Contacts

To access your default Contacts folder, click the Address Book button at the top of the screen. The Contact folder opens, showing you the names and addresses.

To add a new contact to the folder, click New Contact. That will take you into the New Contact screen where you enter information about the contact. Click Save when you are finished. If you want to add multiple contacts, click Save and Open New, which will save the contact and open up an empty New Contact screen.

To modify an existing contact, click its name in the Contact folder. That will take you into the contact's information screen. To edit the information, click Edit, and you can make changes to all fields. Click Save when you are finished for your changes to take effect.

Groups

CruzMail supports contact Groups, which are lists of names and email addresses. To create a Group, click the Address Book button at the top of the screen, then click New Contact Group.

This takes you into the New Contact Group screen. Enter a name for this Contact Group in the File As field. Then add members by entering their name and address in the "Real Name" < email.name@company > format in the EMail field. Click Add Contact each time you add a new member. You will see the member list increase in the Members field.

When you have finished adding members, click Save to save the group. If you want to add multiple groups, click Save and Open New, which will save the group and open up an empty New Contact Group screen.

Take Address

CruzMail allows you to automatically take addresses from incoming messages and use them to create a new contact in your one of your contact folders.

While the message is open, use the pull-down menu next to the Take Address button to select a folder to store the contact and click Take Address.

Import vCards into a Contact

While you may have multiple contact folders, one is always designated as the default contact folder. When you receive a message with a vCard attachment, you can automatically create a contact in your default contact folder with the information contained in the vCard.

While the message is open, just click File vCard .

Deleting Contacts

You have several options for deleting contacts:

• To select contacts you will delete from a folder, simply put a check in the box at the left side of the contact. Once you have selected all of the contacts to be removed, click Delete.
• When viewing a contact, you can delete it and go back to the folder by clicking Delete.

Add Contact Address to Email

You can use items from contact folders to populate addresses when you send or forward messages. In the Compose Message screen, click Address Book and the Address Book window will appear. Use the pull down menu next to Display and choose Contacts (or whatever contact folder you want to use) then click Search.

To pick an address for your email, highlight it in the list and click To, Cc or Bcc . The address will automatically be populated in the correct field.

Contact Settings

See Settings/ Contacts.

10. Using Notepad

CruzMail provides you with Notes folders where you can create and store notes to yourself, or share them as you would any other folders.

Creating Notes Folders

To add a new notes folder, go to the bottom of the folder list in the left column, and enter the new notes folder name in the text box under Management. Then use the pull down menu next to it to choose Notes. Click Create and your new folder will appear in the folder list.

Sharing Notes Folders

Sharing a notes folder is the same as sharing any other CruzMail folder. First click on that folder in the folder list. The folder will open, so that you can see all of the contents. In the upper right hand corner, select the Settings button. Under the Access Control List section, enter the account name of the user with whom you will be sharing the folder. You must use their account name (jsmith) and not their full name (Joe Smith). Then check the boxes next to the access you wish to give to the user. Click Update for your new permissions to take effect.

Note: Don't forget, for users to see your shared folder, they must subscribe to it. See the Get Access to Another User's Folders section for more details.

Creating/Editing Notes

To access your default Notes folder, click the Notes Folder tab at the top of the screen. The Notes folder opens.

To create a new note, click New Note. That will take you into the Compose Note screen where you enter the subject and body of your note. Click Save when you are finished.

To modify an existing note, click its subject in the Notes folder. That will take you into the Read Note screen. To edit the note, click Edit, and you can make changes to the subject and body of the note. Click Save when you are finished for your changes to take effect.

Deleting Notes

You have several options for deleting notes:

• To select notes you will delete from a folder, simply put a check in the box at the left side of the note. Once you have selected all of the notes to be removed, click Delete.
• When viewing a note, you can delete it and go back to the folder by clicking Delete.

Redirecting/Forwarding Notes

You can forward and redirect notes just as you would an email.

• To select the notes you will redirect or forward from a folder, simply put a check in the box at the left side of the notes.
  • Once you have selected all of the notes to be redirected, type one or more addresses separated with a comma into the text field next to the Redirect to... button and click Redirect to... When you select the Redirect option, the note is sent in its original form with the following in the From field to let the receiver know that the note has been redirected:
    From: John Smith [jmith@ucsc.edu]; on behalf of; Jane Dough [jdough@ucsc.edu]
  • Once you have selected all of the notes to be forwarded, type one or more addresses separated with a comma into the text field next to the Redirect to... button and click Forward. When you select the Forward option, the note is forwarded from your account with FWD: in front of the Subject to let the receiver know the note has been forwarded:
    FWD: Meeting time has changed
• When reading a note, you have the option to easily forward the note to others. Click Forward. This opens the Edit a Message screen where you enter forwarding addresses, and compose a message to be sent with the forwarded note. Click Send when you are ready to send the message. You will then go back to viewing the original note.

11. Mail Options

You can control many settings for your CruzMail account. To view and modify your settings, click the Settings button at the top of the screen, which will take you into your account's General settings.

General

The Appearance section contains items that control the look and feel of your CruzMail screens.

• Use the pull down menu next to Layout to choose the overall look of your CruzMail.
• Use the pull down menu next to Display all Account Mailboxes to display either all account folders (mailboxes) or only those that you created.
• Use the pull down menu next to Display all Subscribed Mailboxes to display all folders (mailboxes) to which you have subscribed.

Note: After you finish setting your options, you must press Update for your changes to take effect.

The Message Composer section contains items that control the look and behavior of your outgoing messages.

• Add text in the Signature box to be included with all of your outgoing messages.
• Use the From Address field to control the From: address for your outgoing messages. By default, this address is set to your CruzMail account name.
• Use the Reply Header field to keep the default header (text added in front of the quoted text of the original message) or enter your own.
• Use the Reply Quoting field to keep the default symbol (symbol added in front of each line of the original message) or enter your own. Alternatively, leave the field blank and the original message text will not be included with a reply message.
• Use the pull down menu next to Save Sent Messages in to select the folder where you would like to store a copy of all outgoing messages. The default is Sent.
• Use the pull down menu next to Store Draft Messages in to select the folder where you would like to store your draft messages. The default is Drafts.
• Set the Mime Encode Headers field to Yes so that message header fields containing non-ASCII (national) symbols are sent using MIME encoding.
• Use the pull down menu next to Text Columns to specify the width of the field on the Composer page where you enter text for your messages.
• Use the pull down menu next to Auto Wrap to specify if message text should be hard-wrapped (cut into individual lines) before sending.
• Use the pull down menu next to S/MIME Encryption Method to select the method and level of encryption.

Note: After you finish setting your options, you must press Update for your changes to take effect.

The Mailbox Viewer section contains items that control the look and behavior or your folders.

• Use the pull down menu next to Display to select the number of messages you would like displayed per screen.
• Use the pull down menu next to Refresh Every to select the interval at which CruzMail checks the server for new messages.
• Use the set of options next to Message Field order to specify the message fields to be displayed in your folders. Either choose Default to accept the system default fields, or choose Custom to decide on your own display. If you choose custom, you must click Update, to pick the order for the Fields and the Field to Sort On. If you would like the sort in reverse order, change Reverse Sort order to Yes.

Note: After you finish setting your options, you must press Update for your changes to take effect.

The Message Viewer section contains items that control the look and behavior when you read messages.

• Use the pull down menu next to Use Message Charset to display incoming messages in the charset in which they were sent (select Yes ) or change to your default charset (select No)
• Use the Show HTML option to specify how CruzMail processes incoming messages in HTML format. Choose in frame, and the HTML portions of messages are displayed in an embedded frame, providing complete separation of the message HTML code from the CruzMail page. Choose inline, and the HTML portions of messages are inserted into the CruzMail page.
• Use the Send Read Receipts option to determine when CruzMail sends out confirmations that you have read messages containing Notify When Read requests.
• Use the set of options next to Message Header Fields shown to specify the header fields to be displayed when you read a message. Either choose Default to accept the system default fields, or choose Custom to decide on your own display. If you choose custom, you must press Update to be able to select the fields.

Note: After you finish setting your options, you must press Update for your changes to take effect.

The Trash Management section contains items that control delete operations.

• Set Message Delete Method to Immediately if you want to permanently remove a message when you click Delete. Set it to Move To Trash if you want to move deleted messages to your Trash Can folder. Set it to Mark if you want the Delete operation to mark messages as "deleted", without actually removing them. Then you can use Purge to remove all items marked as deleted.
• Set the Keep Message Received Time to Yes so that all messaged that are moved to trash keep their received time attribute showing the time when the message was received.
• Use the On Logout Remove from Trash if Older than option to set the time for old messages to be removed from the Trash Can. When you logout CruzMail will check the received date of the messages in the Trash Can and remove all messages older that the specified period of time.

Note: After you finish setting your options, you must press Update for your changes to take effect.

The Text Encoding section contains items controlling the character sets of your messages.

• Use the pull down menu next to Preferred Character Set to select your default character set.
• Use the pull down menu next to Use Unicode (UTF-8) for to determine when you wish to use Unicode: either never, for reading messages, or for reading and composing messages.

Note: After you finish setting your options, you must press Update for your changes to take effect.

The Miscellaneous section contains items specific to your browser.

• Set Use Cookies to No if you have a browser that does not support cookies, or you do not want to use cookies.
• Set Require Fixed Network Address to No if you normally connect using a network with multi-home proxies (such as AOL), where your requests come to CruzMail from many different network addresses.

Note: After you finish setting your options, you must press Update for your changes to take effect.

Contacts

The Address Book section controls the default personal address book and contact folder for your account.

• Use the pull down menu to select your Default Address Book.
• Use the pull down menu to select your Default Contacts Mailbox.

Note: After you finish setting your options, you must press Update for your changes to take effect.

The Directory Address Books functionality is not yet enabled in CruzMail.

Password

The Password section allows you to change your CruzMail password. Type in your Current Password, then enter a New Password and Reenter New Password. Click Modify for your password change to take effect.

Subscription

The Mailbox Aliases section allows you to set the Mailbox Aliases - the list of simple names for foreign mailboxes. You should use mailbox aliases if you want to access foreign mailboxes via IMAP clients that do not support the foreign mailboxes concept. We do not recommended that you use aliases with more advanced IMAP clients or with other CruzMail users, because they add unnecessary complexity to mailbox management.

To create an alias, type a simple mailbox name into the Alias Name field, and then type the name of the foreign mailbox into the Foreign Mailbox Name field in the format ~username/mailbox. Click Update to create the mailbox alias. Make sure that user has already granted you the appropriate access right for that mailbox.

The Mailbox Subscription section gives you the list of your own and foreign mailboxes you want to use. To add one of your own mailboxes, type the name into the Mailbox Name field and click Update .

To subscribe to another user's mailbox type the tilde sign ( ~ ), the user name, the slash sign ( / ) and then the mailbox name (~username/mailbox). Make sure that user has already granted you the Select access right for that mailbox.

The Open Mailbox section allows you to open a foreign mailbox without including it into your subscription list. Simply type the name (~username/mailbox) in the Mailbox Name field and click Open. Make sure that user has already granted you the Select access right for that mailbox.

Secure Mail

The Import Key and Certificate section allows you to set your private key and certificate with its public key.

Enter the name of the saved .pfx or .p12 file or use the Browse button to select the file on your local computer. Enter the File Password you used when you created that file.

Enter the password that will become your Secure Mail Password - this password will protect your private key on the CruzMail server. Enter this password again into the Verify Secure Mail Password field and click Import File Data. If you have entered the correct file password, the certificate and private key information will be stored in your CruzMail account settings.

The Secure Mail page now shows your certificate data and the size of the private key.

Public Info

This option is not yet available in CruzMail.

12. Trash Management

By default, all deleted messages, contacts, and notes will be moved to the Trash Can folder. You should periodically clean out your Trash Can as it will take up space in your account quota. To manually remove all items, go to the folder list. Click the [Empty] link next to Trash Can.

Also, you can automatically clean out your Trash Can at a pre-set interval. To access your trash management options, click the Options tab at the top of the screen. The General Options screen opens. Scroll down to the Trash Management section and use the pull down menu next to On Logout, remove from Trash if older than to set the interval for automatic removal of older messages. Click Update for your changes to take effect.

For more information about other trash management options, see the Mail Options/ General section.

13. Logging out

Remember to log out of CruzMail when you are finished. This is especially important when you are using a public computer. To log out, click the Sign Out tab in the upper right hand corner of the screen. You will automatically be taken back to the login screen, in case you want to login again.

14. FAQ

For the most up-to-date FAQ information on CruzMail, please login to IT Request. Click on the fifth tab on the top labeled FAQ.

Q. Why is my Web mail session disconnected almost immediately after login?

A. When a user connects to your server via a "multi-homed HTTP proxy" (used by large ISPs such as AOL), TCP connections come to the CommuniGate Pro server from several different IP addresses of those proxy servers. If the "Require Fixed Network Address" option is enabled in the account WebUser preferences, that user's browser connections can be rejected. Disable the "Require Fixed Network Address" option for those users that connect via "multi-homed proxy" servers. If most of your users connect via those proxy servers, you may want to disable this in the Domain Account default settings or in the All-Server Account default settings.

Q. I forgot my password. Can you tell me what it is?

A. Please visit this link for the answer.

Q. How do I create new folders (mailboxes)?

A. Login to your CruzMail Web email account. Above your folder list in the left column, click the Add link. Enter the name of the new folder you want to create and select the type of folder it will be. Click the Create button. The folder list refreshes and you should see the new folder listed under "My Folders." Click on the new folder name link. This takes you into the empty folder. Click on the Folder Options link to set access rights for the new folder and to create sub-folders below it.