*After reading this chapter, you should know how to perform these following tasks*:

* [Create and use multiple accounts, so different email addresses can be displayed in the same web interface|#CSUser_guide.How_to_use_Mail.Create_mail_account].

* [Get mails|#CSUser_guide.How_to_use_Mail.Get_mail] [and change view modes|#CSUser_guide.How_to_use_Mail.Mail_views].

* [Read emails with many optional actions|#CSUser_guide.How_to_use_Mail.Read_email].

* [Compose mails easily with attachments, and your signatures|#Compose_new_message].

* [Reply|#CSUser_guide.How_to_use_Mail.Reply_to_message], [forward messages to another users|#CSUser_guide.How_to_use_Mail.Forward_message], [print messages if needed|#CSUser_guide.How_to_use_Mail.Print_message].

* [Export|#CSUser_guide.How_to_use_Mail.Export_messages], [or import messages|#CSUser_guide.How_to_use_Mail.Import_messages].

* [Categorize messages by folders|#CSUser_guide.How_to_use_Mail.Categorize_messages_by_folders_tags_filters.Folder], [tags|#Tag], [or filters|#Filter].

* [Search for messages with Quick search|#Mail_Quick_search] [and Advanced search|#Mail_Advanced_search].

* [Create an event|#Add_event]; [accept/deny an event invitation; import the invitation into your calendar to set reminder|#Mail.Accept_deny_import_event].

* [Add new address books or contacts; edit, delete contact details in Mail just like in Address Book|#Manage_address_books_in_Mail].

* [Change mail settings to your desire|#Mail_settings].

h1. Create a Mail account {anchor:id="CSUser_guide.How_to_use_Mail.Create_mail_account}
To get mails from other mail services, you first need to create a mail account in the Mail application which connects to another mail POP3 or SMTP supported servers, such as Gmail, Yahoo! Mail, Hotmail, GMX, Cyrus, Exchange Server. The Mail application of eXo Collaboration allows you to get mails from different mail services at one place.
To start creating a new mail account, click !images/add_mail_acount_icon.png! and then select *Add account* from the drop-down menu. The *Create a new account* form will appear. After completing information at each step, simply click *Next* to go to the next step, or *Back* to return to the previous step to edit your input. Also, left-click one of the number boxes at the left bottom of the *Create a new account* form to go to the relevant step directly.

!images/Step_boxes.png|align="center"!

{note}
The asterisk (*) next to any field means that it is mandatory to fill in this field.
{note}

*1.* In Step 1, fill your account name and brief description.

!images/Add_acc_step1.png|align="center"!

*2.* In Step 2, configure identification settings for your mail.

!images/Add_acc_step2.png|align="center"!

||Field||Description||
|*Your display name*|The name to be displayed when you use the account. This name will be displayed with your email address when you compose a new message.|
|*Email address*|The email address corresponding to your created account that must be a valid mail address.|
|*Reply to Address*|The email address which receives all replies.|
|*Signature*|The identification text which are automatically inserted at the bottom of your sending messages.|

*3.* In Step 3, give the server information.

!images/Add_acc_step3.png|align="center"!

||Field||Description||
|*Server type*|Type of the mail server. Select either of two types supported by your mail server: {example}{example} * POP3 (Post Office Protocol version 3) which is a protocol to get email from a remote server. This type is selected by default. {example}{example} * IMAP (Internet Message Access Protocol) which retrieves emails from a remote server over a TCP/IP connection.|
|*Incoming mail server & Outgoing mail server*|The Incoming Mail Server (POP3) and Outgoing Mail Server (SMTP) of your current email provider. Each email provider has different Incoming Mail Server and Outgoing Mail Server settings. By default, the value of this field is "pop.gmail.com" and "smtp.gmail.com" which are the settings for Gmail. For settings of other mail servers, you can find the information on their website. See [More about Incoming & Outgoing mail server|#Incoming_outgoing_reference] for more information.|
|*Use incoming SSL*|This option allows using SSL (Secure Sockets Layer) or not. SSL is a cryptographic protocol which provides secure communication on Internet, such as web browsing, email, Internet faxing. Incoming SSL allows using SSL to check incoming emails.
|*Use outgoing SSL*|This option is to use SSL to send mail in the Mail application.|

*4.* In Step 4, you can configure other account properties as below.

!images/Add_acc_step4.png|align="center"!

||Field||Description||
|*User name*|The email address which is used in Mail.|
|*Password*|The password that corresponds to your email address. It will be used to archive your mail in 'User name' as  you use it to sign in your mail.|
|*Save password| Tick the option checkbox to avoid entering your password again for each mail check.|
|*Do not download all messages (IMAP only)*|Check this option to not download all messages.|
|*Limit to messages arrived since*|Enter the time to limit the downloaded messages.|

*5.* In Step 5, verify your inputted information.

!images/Add_acc_step5.png|align=center!

Select the *Start downloading messages now* checkbox to get messages automatically right after your account is successfully created.  If all of your information is correct, click *Finish* to complete.

h2. Edit your account details {anchor:id="CSUser_guide.How_to_use_Mail.Create_mail_account.Edit_account"}
To make changes to your account, simply click !images/add_mail_acount_icon.png! on the left pane and select !images/Edit_account_icon.png! from the drop-down menu;

Or, select !images/accounts_icon.png! on the toolbar.

The *Edit Account* form will appear, allowing you to change information about *Identity, Incoming, Outgoing* and *Fetch Options*.

!images/Edit_account_form.png|align="center"!

h2. Delete your account {anchor:id="CSUser_guide.How_to_use_Mail.Create_mail_account.Delete_account}
If you use multiple accounts, you can delete any unused mail accounts.

*1.* Select the account from the accounts list, then click !images/add_mail_acount_icon.png! on the left pane and select *Delete account* from the drop-down menu.

!images/Delete_acc_form.png!

*2.* Click !images/remove_icon.png! corresponding to the account and then select *OK* to confirm your deletion.

{note}
You can also delete one account in the *Edit Account* by selecting the relevant account which is marked with !images/marked_account_icon.png!, and then click !images/delete_account_icon.png! to delete the marked account.
{note}

h2. More about Incoming & Outgoing mail server settings {anchor:id="Incoming_outgoing_reference"}

The following reference introduces some common Incoming and Outgoing Mail Server settings. Provided that you are aware of the server type and name, you can start creating Mail accounts quickly. If you do not see your mail service in this list, find these settings on the mail provider websites. Remember that the Mail application only supports POP3 and SMTP mail servers.

*Yahoo! Mail Settings*

* Yahoo Incoming Mail Server (POP3): pop.mail.yahoo.com (port 110)

* Yahoo Outgoing Mail Server (SMTP): smtp.mail.yahoo.com (port 25)

*Google Gmail Settings*

* Gmail Incoming Mail Server (POP3): pop.gmail.com (port 995)

* Gmail Outgoing Mail Server (SMTP): smtp.gmail.com (port 465)

*HotMail settings*

* Hotmail Incoming Mail Server (POP3): pop3.live.com (port 995)

* Hotmail Outgoing Mail Server (SMTP): smtp.live.com (port 25)

*MSN Mail settings*

* MSN Incoming Mail Server (POP3): pop3.email.msn.com (port 110)

* MSN Outgoing Mail Server (SMTP): smtp.email.msn.com 

*AOL Mail Settings*

* AOL Incoming Mail Server (IMAP) - imap.aol.com (port 143)

* AOL Outgoing Mail Server - smtp.aol.com

h1. Get mail {anchor:id="CSUser_guide.How_to_use_Mail.Get_mail}
This function is used to receive messages from the remote mail servers and forward them via SMTP, so it can be read in Mail. It supports any mail servers with POP3, IMAP, SMTP, such as Gmail, Hotmail, Yahoo! Mail, GMX, MS Exchange.

*1.* Click the folder you want to check for new mails. If no folder is selected, the default folder will be *Inbox*.

*2.* Click !images/get_mail_icon.png! on the toolbar. The status notification with '*Fetching email messages...*' shows that emails are being loaded. All arrived mails are shown in the messages pane. Click *Refresh* if you want to refresh the fetching mails:

!images/fetching_emails.png|align="center'!

h1. Mail views {anchor:id="CSUser_guide.How_to_use_Mail.Mail_views}
This function offers three options for viewing messages in your mailbox. Messages are displayed by date, where receipt hours are for today mails and dates are for mails received in previous days. You simply toggle between these three views by clicking *View as* and selecting either of the views. The selected view is marked with !images/marked_account_icon.png!.

!images/view_as.png|align="center"!

h2. List view {anchor:id="CSUser_guide.How_to_use_Mail.Mail_views.List_view}
In this view mode, all messages are arranged as a list.

!images/list_view.png|align="center"!

h2. Thread view {anchor:id="CSUser_guide.How_to_use_Mail.Mail_views.Thread_view}
Messages are arranged as a tree structure. All replies are shown as sub-nodes. When you click one message, its content is displayed in the message details pane with blockquotes containing contents of the parent messages.

!images/thread_view.png|align="center"!

h2. Conversation view {anchor:id="CSUser_guide.How_to_use_Mail.Mail_views.Conversation_view}
When this view mode is selected, only the subject of parent message and the number of replies in the conversation are displayed in the messages list pane. When being opened, all messages are shown in the message details pane with separate reading pane which can be expanded by left-clicking the relevant reading pane.

!images/conversation_view.png|align="center"!

h1. Read email {anchor:id="CSUser_guide.How_to_use_Mail.Read_email}
If you want to read an email, simply left-click your preferred mail in the mails list and then scroll down to read email in the details pane.

!images/read_email.png|align="center"!

*When you read an email, you can perform many actions:*

* [Download attached files|#Download_attached_files]
* [View the full header of a messages|#View_full_header]
* [Mark a message as read|#Mark_as_read], [or unread|#Mark_as_unread]
* [Star a message|#Star_a_message]
* [Report a message as spam|#Report_message_as_spam]
* [Delete a message|#Delete_a_message]

h2. Download attached files {anchor:id=Download_attached_files}
If your received mail contains any attached file, you can see their details, such as file name, type and size right in the *Attachments* pane of the currently opened message.

!images/Attachment_details.png!

Click !images/Download_button.png! to get the file. If the uploaded file is image, you can also click !images/Preview_button.png! to preview the image without downloading.

h3. Download and save attachments to Document Management System {anchor:id=Download_attachments_to_DMS}

{note}
Saving attachments to DMS is only existed in eXo Platform 3.5 or higher. It means that if eXo Collaboration is run as a standalone application, you can not see the *Save to DMS* button.
{note}

Besides downloading attachments to your local system by clicking !images/Download_button.png! as usual, you can save them to the Document Management System (DMS) as follows:

*1.* Go into the Mail application and open the mail with attachments. 
!images/Save_to_DMS.png!

*2.* Click *Save to DMS* to open the *Save attachment* form.

!images/DMS_saving_folder.png|align="center"!

*3.* Browse and select the folder where the attached files are stored.

In this form, you can:

|| Fields || Functions ||
|!images/1.1.png!|Change name of the downloaded file into DMS.|
|!images/2.png!|Browse user drives/folders.|
|!images/3.png!|View folders and files of the currently openned drive/folder. In this pane, you can remove the folder clicking *Remove* next to the relevant folder.|
|!images/4.png!|View the path of the selected location.|
|!images/5.png!|Click *New Folder* to create a new folder by entering the new name in the *Create new folder* form.|

*4.* Click *Save* to finish your saving to DMS, or *Cancel* to quit without saving.


h2. View the full headers of a message {anchor:id=View_full_header}
The header's information is displayed by default, including email addresses of the sender and receivers and the mail subject. If you want to view full headers of a mail, do as follows:

*1.* Open the message which you want to view its full headers.

*2.* Click !images/down_arrow_icon.png! at the right corner of message's content and select *View Full Headers* from the drop-down menu. All message headers are then appeared in the pop-up window.


h2. Mark a message as read {anchor:id="Mark_as_read"}
You can mark one or more messages as read by removing the bold format of message.

*The first way*:

*1.* Select checkboxes corresponding to messages you want to mark as read.

*2.* Click *More Actions* and select *Mark as read* from the drop-down menu.

*The second way*: This way is used to mark all unread messages in a specific folder.

*1.* Right-click the folder which contains messages you want to mark as read.

*2.* Select *Mark all read* from the drop-down menu.

After being marked all as read, all unread messages inside the folder will be marked as read.


h2. Mark as unread {anchor:id="Mark_as_unread"}

*1.* Select the messages you want to mark as unread.

*2.* Click the *More Actions* and select *Mark as unread* from the drop-down menu.


h2. Star a message {anchor:id="Star_a_message"}

!images/star_message.png|align="center"!

*The first way*:

Select messages, then click *Star* from the *More Actions* drop-down menu on the action bar.

*The second way*:

In the messages list pane, click the grey *Star* icon next to the message you want to add a star.

After marking, the selected messages will be appended with !images/star_icon.png!, so that you can recognize them quickly.

To unstar one email, simply select *Unstar* from the *More Actions* menu on the action bar or click !images/star_icon.png! next to the message.


h2. Move a message to other folders {anchor:id="Move_message_to_other_folders"}
*1.* Select the message you want to move by ticking their checkboxes.

*2.* Right-click these messages and click *Move to folder* from the drop-down menu.

*3.* Select one destination folder in the *Move Message* form.

*4.* Click *Save* to move messages to the selected folder.

!images/move_message.png|align="center"!


h2. Report a message as spam {anchor:id="Report_message_as_spam"}
*To report an email as spam*, simply select the relevant email and click !images/spam_mail_icon.png! on the action bar.

The selected email will be moved to the *Spam* folder. Go into the *Spam* folder to verify that the selected message has been moved to it.

After reporting a message as spam, the messages from the sender who has been reported as spam will be automatically moved to the *Spam* folder.

*To move the spammed email from the Spam folder*, go to the *Spam* folder and then select your desired message and click !images/move_spam_mail_icon.png! on the action bar.

Once the message was removed from the *Spam* folder, all messages from its sender will be received normally.


h2. Delete messages {anchor:id="Delete_a_message"}

To delete messages, select the relevant messages, then right-click and select *Delete* in the context menu or click !images/Trash_icon.png! from the action bar.

Also, to delete the message permanently, open messages in the *Trash* folder, then right-click the relevant message and then select *Delete* in the context menu. Or, select messages and click the trash icon from the action bar.

h1. Compose a new message {anchor:id="Compose_new_message"}

*1.* Click !images/write_mail_icon.png! on the toolbar.

The *Compose a new message* form will appear:

!images/compose_message_form.png|align="center"!

*2.* Specify the sending email address by selecting one of your email addresses.

!images/from_email.png|align="center"!

*3.* Enter email addresses of recipients. The *To* box must always contain at least one address; everyone who receives your message can see the addresses in the *To* box.

You can enter one or more email addresses in the *To* box using one of the following ways:

*The first way*: Type one or more email addresses by separating them with commas.

!images/to_email.png|align="center"!

When your typed address matches one or more addresses in your Address Book, the list of matching addresses will appear and you can click one address to select:

!images/to_email1.png|align="center"!

*The second way*: Select one or more contacts from your Address book.

*1.* Click the *To* button.

!images/to_email2.pngalign="center"!

The *Contacts* window listing all of your contacts will appear:

!images/contacts.png|align="center"!

*2.* Select the checkboxes of the contact to receive your message. You can search for email addresses in a specific address book by typing the contact name in the search box and select an Address book to search:

!images/addressbook.png|align="center"!

Also, select *Send to all* option if you would like to send mail to all contacts or specific groups. Click *Add* to add the selected email addresses to the *To* box or click *Replace* to replace the current email addresses with the new selected email addresses.

*3.* Enter a few words into the *Subject* box to give the general topic to receivers.

*4.* Enter your message in the text-input field. You can use this toolbar to format the message text:

!images/toolbar.png|align="center"!

Click !images/editor_icon.png! on this toolbar to switch between *Rich text* and *Plain text* editors. If *Rich text* is selected, the message text can be composed with format tools; while the *Plain Text* only allows you to compose a message with the simple text format.

*5.* Click !images/send_mail_icon.png! to send the message when you are satisfied with the content. Click !images/discard_icon.png! to exit the *Compose a new message* window if you want to quit composing.

{note}
You can use *CC* and *BCC* to send mail to more than one person easily and quickly.

* Use the *CC* (carbon copy) box for the addresses of people you want to send a copy of the message to other recipients. Everyone who receives your message can also see the addresses in the CC box. If someone responds to your message using "Reply to all", the carbon-copied recipients also receive the message.

* *BCC* (blind carbon copy) mails are private to the sender and the BCC recipients. Use BCC when you want to send the message to undisclosed recipients. It means you send the message to people and they don't know about other recipients. Addresses listed in the BBC box will not receive replies sent to this message.
{note}

*See also*:
* [Attach files to a message|#Attach_attachment_to_message]
* [Change the signature of your message|#Change_signature_to_message]
* [Save a message as draft|#Save_message_as_draft]
* [Set priority level|#Set_priority_level]
* [Change message preferences|#Change_message_preferences]

h2. Attach files to a message {anchor:id="Attach_attachment_to_message"}
*1.* Click !images/attach_local_file_icon.png! to open the *Attach files* window.

*2.* Click !images/choose_file_button.png! to select a file on your computer, then click *Open*. The selected file will be then uploaded.

*3.* Go back to the *Compose a new message* window, you will see the attached files shown in the *Attachments* area.

If you decide not to include an attached file before you send the message, just click !images/remove_icon.png! next to the attached file.

h3. Attach a server file {anchor:id=Attach_server_file}

This function is only featured since eXo Platform 3.5, allowing you to browse and attach one file from your server as follows:

*1.* Click the down-arrow icon next to *Attach a local file*, then select *Attach a server file* in the *Compose a new message* form as below.

!images/Attach_server_file.png|align='center'!

*2.* Browse the user drive/folder containing the file to be attached in the left pane of UIAddAttachment form. In the right pane, select a file or relevant folder to go into your desired file.

!images/UIAddAttachment.png|align='center'!

*3.* Click *Attach* to upload your selected source file into the message; Or click *Attach Link* to get the link poining to the selected source file that is shown in your message body. The *Attach Link* function allows your mail receivers to download the attached source file just clicking the relevant link.

h2. Save a message as draft {anchor:id="Save_message_as_draft"}
Click !images/save_in_drafts_icon.png! if you are not ready to send an email message and want to save it as draft in your *Drafts* folder for sending later. You can also save a draft, and then send the message keeping a copy in the *Draft* folder.

h2. Set priority level {anchor:id="Set_priority_level"}
The priority level allows the recipients to see if the message is at high, low or normal importance upon arrival. If you have to send a lot of emails that are very important for people to see right away, you can set them as high priority, so they will view them as soon as possible. This is an useful tool to use when sending emails. 
Setting the mail priority level is only few clicks away:

Click !images/priority_icon.png! to your preferred set priority level for the composed message. There are 3 levels: Low, Normal and High. The message is sent with the *High* priority, the "!" icon is marked in red. The message is sent with the *Low* priority, the exclamation mark icon is gray. By default, the message is sent with the *Normal* priority.

h2. Change the signature of your message. {anchor:id="Change_signature_to_message"}
A message signature is an identification text which are automatically inserted at the bottom of your sending messages. 
You can change this signature by [editing your account details|#CSUser_guide.How_to_use_Mail.Create_mail_account.Edit_account].

h2. Change message preferences  {anchor:id="Change_message_preferences"}
Click !images/options_icon.png! to set to another preferences. At present, you only have the Return Receipt option that allows the sender to receive a notification mail to inform that the receiver already read your message. The sender will receive the notification only when the mailbox of the receiver has been configured in the [Mail settings|#Mail_settings].

{note}
Sent mails will be saved in the *Sent* folder. In case the receipt emails do not exist in your Address book, they will be added automatically to the *Collected Address* in the *Contact* application.
{note}

h1. Reply to a message {anchor:id="CSUser_guide.How_to_use_Mail.Reply_to_message}

You have two options to reply to a message:

* [Reply to the sender only|#reply_to_a_sender].

* [Reply to all receipients of the message|#reply_to_all].


*To reply to a sender:* {anchor:id="reply_to_a_sender"}

*1.* Open the *Reply* form in one of these ways:

*The first way*: Select the message in the list that you want to answer by selecting its checkbox, then click !images/reply_mail_icon.png! on the action bar.

*The second way*: Right-click the message you want to reply and select the *Reply* item from the drop-down menu.

*The third way*: Open the message that you want to reply, then select !images/reply_mail_icon1.png! at the upper right corner of the message content.

*2.* Compose the message content in the *Compose a new message* window that appears.

*3.* Click !images/send_mail_icon.png! to send the reply.

*To reply to all, do as follows*: {anchor:id="reply_to_all"}

*1.* Select the message in the list that you want to reply to all by selecting its checkboxes and click !images/reply_mail_icon1.png!;

!images/reply_all.png|align="center"!

Or right-click the message, then select *Reply to all* from the drop-down menu.

*2.* Compose your reply message in the *[Compose a new message|#Compose_new_message]* window, then click !images/send_mail_icon.png! to send your reply.


h1. Forward a message {anchor:id="CSUser_guide.How_to_use_Mail.Forward_message"}
When you forward a message, you send a message that you have received to someone else. You can also add your own message to the forwarded message before you send it. 

Read below to find out how:

*1.* Select the message which you want to forward and then click !images/forward_mail_icon.png! on the action bar:

!images/forward_mail.png|align="center"!

or you can open the message which you want to forward, click down-arrow button to show available related actions then click *Forward* in the context menu.

The *Compose a new message* window will be displayed with the original contents of the message you want to forward.

*2.* Enter the address of the recipient that you want to forward to.

*3.* Edit a message if necessary then click !images/send_mail_icon.png! to forward the message.


h1. Print a message {anchor:id="CSUser_guide.How_to_use_Mail.Print_message}

This function helps you take a copy of email message with you, provided that your computer has access to a printer, either directly or through a network connection.

Right-click the message which you want to print and click *Print* from the drop-down menu; 

Or, select the relevant messages in the messages list, then click !images/print_icon.png! on the action bar;

!images/print_message.png|align="center"!

Or, click !images/down_arrow_icon.png! at the right corner of an open message's content, then click *Print* from the drop-down menu.

The *Print preview* form will be displayed, click *Print* to start printing.


h1. Export messages {anchor:id="CSUser_guide.How_to_use_Mail.Export_messages}

Use this function when you want to back up your messages or want to immigrate messages to another account. Messages are exported in a {noformat}*.eml{noformat} file.

*1.* Right-click the message that you want to export, then select *Export* in the context menu. Check the message to export by selecting its checkboxes and then select the *Export message* in the *More Actions* context menu.

The *Export Message* form will appear:

!images/export_message.png|align="center"!

*2.* Enter the file name and select the export format.

*3.* Click the *Export* to accept the exporting file.


h1. Import messages {anchor:id="CSUser_guide.How_to_use_Mail.Import_messages}
The function is used to import messages from your computer to a folder of your choice in Mail.

*To import messages, do as follows*:

*1.* Select the *Import message* in the *More Actions* menu on the action bar:

!images/more_actions.png|align="center"!

The *Import Message* form will appear:

!images/import_message.png|align="center"!

Details:

|*Choose file (.eml)*|The name of the file which you want to import from your computer.|
|*Import message to folder*| The folder into which the message will be imported.|

*2.* Click !images/browse_button.png! to get one file .eml from the computer and then click !images/upload_icon.png! to upload the selected file.

*3.* Complete importing by clicking the *Import* button.

{note}
By default, your imported file must be in the {noformat}*.eml{noformat} format.
{note}


h1. Categorize messages by folders/tags/filters {anchor:id="CSUser_guide.How_to_use_Mail.Categorize_messages_by_folders_tags_filters}
h2. Folder {anchor:id="CSUser_guide.How_to_use_Mail.Categorize_messages_by_folders_tags_filters.Folder}

Folder helps you manage your messages more easily and flexibly. Once your new mail account is created successfully, five default folders, including Inbox, Drafts, Sent, Spam, Trash, are automatically generated. You cannot delete, rename or move these folders. These folders are always displayed at the top of your folders list, followed by any folders created by yourself.

Refer to the table below if you want to learn more about these default mail folders.

!images/Mail_folder.png|align=center!

Details:

|*Inbox*|This folder stores all incoming messages.|
|*Drafts*|This folder stores all messages which have been composed but not sent yet.|
|*Sent*|This folder stores all sent messages.
|*Spam*|This folder stores all messages suspected of being unwanted messages.|
|*Trash*|The tempory storage of deleted messgaes.|
|*Personal Folders*|The list of the personal folders which corresponds to the created folders in the sever mail box.|

h3. Create a new folder {anchor:id="Create_new_folder"}

*1.* Open the *Add a new folder* form by clicking the arrow icon !images/down_arrow_icon! on the *Folders* bar and then select *Add* from the drop-down menu.

*2.* Type a *Folder name*, then complete adding a new folder by clicking *Save*.

{note}
The created folder will be displayed in the Personal Folders section.
{note}

You can also create a new sub-folder via the context menu. You can only add new folders, personal folders except for the default folders (Inbox, Drafts, Sent, Spam, Trash). Just right-click the created folder you want to add, then select *New Sub-folder* in the context menu.

h3. Rename a folder {anchor:id="Rename_folder}

*1.* Right-click the folder which you want to rename and click *Rename* in the context menu:

!images/personal-folder.png|align="center"!

*2.* Enter a new name, then click *Save* to finish.


h3. Remove a folder {anchor:id="CSUser_guide.How_to_use_Mail.Remove_folder}

*1.* Right-click the folder that you want to remove and click *Remove* from the context menu.

*2.* Click *OK* in the confirmation message to confirm deleting.

h2. Tag {anchor:id="Tag"}

Tag is used as a label which allows filtering or categorizing messages from different folders. They do all the work that folders do and give you an extra: you can add more than one tag to an email message.
After you have added a tag to messages, you can easily view all the messages that have the same tags. A single message could be assigned to many tags. Using tags makes it easy for you to find messages independently from the folder where they are stored.

h3. Create a tag {anchor:id="Create_tag}

*1.* Click !images/down_arrow_icon! on the Tags bar of right pane and click *Add a new tag* from the drop-down list. The Tag form will appear:

!images/tag.png|align="center"!

||Field||Details|
|*New name*|The new tag name.|
|*Color*|The tag color.|
|*Description*|The tag brief description.|

*2.* Fill in required fields, then click *Save* to finish.

A new tag will be updated at the tags list and now you can start adding this tag to any messages.

h3. Assign a tag to a message {anchor:id="Assign_tag"}

*1.* Select messages by selecting its checkboxes.

*2.* Right-click the selected messages and click *Tag* in the context menu. In other way, you also can click *More Actions* button on the action bar, then click *Tag* from the drop-down menu.

The *Tag Message* form will appear:

!images/tag_message.png|align="center"!

Details:
|*Tag Name*|The tag's name. This field contains words and keywords which are used to describe the same messages.|
|*Choose Color*|The color of the tag.|
|*Add button*|To accept adding message to a new tag.|
|*Remove button*|To remove tags in case messages were already tagged.|

*3.* Name the new tag for the selected items or select from existing tags. Click *Add* to add tag(s) to selected items.

h3. Edit a tag {anchor:id="Edit_tag"}

*1.* Right-click a tag name in the tags list and click *Edit* in the context menu.

The *Edit Tag* form will appear:

!images/tag.png|align="center"!

*2.* Make changes to the tag, then click *Save* to save changes.

h3. Remove a tag {anchor:id="Remove_tag"}

Right-click the tag that you want to remove from the tag list and then select *Remove* from the drop-down menu.

The selected tag will be removed from the tag list and it will also be removed from all messages to which this tag was assigned.

h3. Empty a tag {anchor:id="Empty_tag"}

Right-click a tag that needs to be emptied and click *Empty* from the drop-down menu. The selected tag will be removed from all messages.

h3. Change the tag color {anchor:id="Change_tag_color"}

The function allows changing the color of a tag in the tags list by right-clicking the tag you want to change and then select one color in the colors area. There are 32 available colors in the color palette:

!images/tags_color.png|align="center"!

h2. Filter {anchor:id="Filter"}

By default, the messages list shows all of your received message in your inbox but you can filter to specify which message to be displayed.

!images/Filter_message_dropdown.png|align="center"!

*Filter Unread messages*: only unread messages will be shown.

*Filter Star messages*: only starred messages will be shown.

*Filter Message with attachments*: only messages with attachments will be shown.

*View all messages*: all types of messages are shown.

h3. Create a filter {anchor:id="Create_filter"}
There are 2 methods to create a new filter:

* [Create a new filter|#Create_new_filter]: All filter rules are defined by yourself.

* [Create a new filter from a message|#Create_filter_from_message]: Use this method when you would like to create a filter for messages similar to one you're currently reading. The filter rules will be based on the existing conditions.

*To create a new filter, do as follows*: {anchor:id="Create_new_filter"}

This way manually defines condition for the new message filter.

*1.* Click !images/filter_icon.png! on the toolbar. The *Message Filter* form will appear:

!images/message_filter.png|align="center"!

*2.* Click !images/add_new_filter_icon.png! or "Click here to add a new filter" link to create a new filter.

The *Add/Edit Message Filter* will appear:

!images/add_edit_message_filter.png|align="center"!

||Field||Description||
|*Filter Name*|The filter's name.|
|*From*|Filter the email address of sender.|
|*To*|Filter the mail address of receiver.|
|*Subject*|This condition is to filter the subject of incoming messages.|
|*Body*|Filter the body of incoming messages.|
|*Move the message to folder*|The folder to which the messages satisfying with the filter will be moved.|
|*Apply tag*|All messages matching the filter rules will be applied a tag of your choice.|
|*Apply for all messages*|The option allows applying the filter to all current messages.|
|*Execute now*|Take the action right after editing the filter.|

*3.* Define the rules for the new filter.

*4.* Complete adding the message filter by clicking *Save*.

*Create a filter from a message*: {anchor:id="Create_filter_from_message"}

*1.* Select a message containing the criteria you like to include in your new filter.

The *Add/Edit Message Filter* form will appear with some pre-defined filter conditions basing on the current selected message:

!images/filter_message.png|align="center"!

*2.* Modify the rule if necessary, then click *Save* to finish.

!images/add_edit_message_filter.png|align="center"!

The created filter will be displayed in the list. All messages matching the defined filter rules will be affected. 

h3. Edit a filter {anchor:id="Edit_filter"}
*1.* Open the *Message Filter* form by clicking !images/filter_icon.png! on the toolbar. The *Message Filter* form will appear.

*2.* Select the filter to edit and then click !images/edit_filter.png! on the filter bar in the *Message Filter* form. The *Add/Edit Message Filter* form will be shown with current condition.

*3.* Change the filter condition.

*4.* Complete editing by clicking *Save*.

h3. Delete a filter {anchor:id="Delete_filter"}
*1.* Open the *Message Filter* form by clicking !images/filter_icon.png! on the toolbar.

*2.* Select the filter you want to delete and then click !images/delete_filter.png! on the filter bar in the *Message filter* form.

h1. Search for messages {anchor:id="Search_messages}
You can select one of two search methods: [Quick search|#Mail_Quick_search] or [Advanced search|#Mail_Advanced_search].
h2. Quick search {anchor:id="Mail_Quick_search"}
Quick search allows you to conduct a search with specific keywords in all of your messages. All messages from the different folders that match with your search term will be displayed. To do a quick search, do as follows:

*1.* Enter a search term into the search box: !images/Mail_quick_search.png!

*2.* Click !images/Mail_quick_search_icon.png!. All messages containing the search term will be listed in the search results:

!images/Mail_quick_search_result.png|align="center"!

{note}
The Spam and Trash folders will not be searched.

The messages in Spam and Trash folders can be searched by positioning explicitly into them.
{note}

h2. Advanced search {anchor:id="Mail_Advanced_search"}
The Advanced Search allows you to specify search criteria to narrow the search results.

*To conduct advanced search:*

*1.* Click !images/Advanced_search_icon.png! to the right of the search box. The *Advanced search* form will appear:

!images/Advanced_search_form.png|align="center"!

*2.* Define the Search conditions.

* *Search in folder*: The folder in which you want to search.
* *From*: The condition corresponding to the sender's name or mail address. There are some further conditions:
||Condition||Function||
|contains|Include the term in search box.|
|doesn't contain|Not include the term in search box.|
|is|Include exactly the term in search box.|
|is not|Not include exactly the term in search box.|
|starts with|Start with the term in search box.|
|does not start with|Not start with the term in search box.|

* *To*: The condition corresponding to the receiver's name or mail address.
* *Subject*: This condition which corresponds to the message subject.
* *Message*: This condition which corresponds to the message content.
* *Received before & Received after*: The interval time when the searched messages were receipted.
* *Has Star*:  Search for messages with star.
* *Has attachment*: Search for messages that have the attachment.
* *Priority*: The priority of the search messages.

*3.* Click the *Search* button to launch the search.

h1. Add an event {anchor:id="Add_event"}
If you would like to invite your colleagues to join a conference or a meeting, you can do it in Mail quickly. In Mail, you can create events, invite others to join and make email notification to get reminded about events.

*To add an event*:

*1.* Open the *Add event* form by clicking !images/new_event_button.png! on the main toolbar.

 The *Add event* form will appear:

!images/add_event.png|align="center"!

Details:

* The *Event Detail* tab: contains basic event information. You can set the priority for the event, create repeating event, attach files to the event, and more.

* The *Reminders* tab: The reminder function allows you to remind about an event via a mail.

!images/add_event_reminder_tab.png|align="center"!

*2.* Fill in the *Add event* form.

*3.* Complete adding your new event by clicking *Save*.

When you receive an invitation mail, you can import this event directly into your calendar.{anchor:id="Mail.Accept_deny_import_event"}
The invitation mail content is like below:

!images/invitation_mail.png|align="center"!

There are 3 options:

* *Yes and Import*: Accept attending in the event in the invitation mail. The event will be imported into your calendar to remind you about this event. The event will locate *Default* calendar in the Calendar.

* *Yes*: Accept attending in the event without importing it into your calendar.

* *No*: Refuse attending in the event.

h1. Manage Address Books in Mail {anchor:id="Manage_address_books_in_Mail"}
The Address book in the Mail application provides you with a list of contacts which can be retrieved for sending mail. This section will explain some actions related to managing contact and address book in Mail.

h2. Add a new address book {anchor:id="Add_address_book"}

This function is used to created new address books.

*To add a new address book, do as follows*:

*1.* Click !images/contacts_button.png! on the toolbar to go to the *Contacts* form.

*2.* Click the *Add Address book* button to add a new address book.

Details:

|*Group name*| The name of the Address book.|
|*Description*|The group description.|

*3.* Enter the name and description of new forum, then click *Add* to finish.


h2. Add a new contact {anchor:id="Add_new_contact"}
The function is used to add a new contact to a group.

*1.* Open the *Add new Contact* form.

*The first way*: Click !images/add_button.png! on the *Contacts* form.

*The second way*: This way is used to add the sender of a message to a specific group.
Right-click a message to add the sender to contacts list, then click *Add to contacts*.

*The third way*: Use this way to add a message sender to a specific group. Open the message of the sender that you want to add to the contacts list then click !images/down_arrow_icon.png! at the right corner of the message's content. Select the *Add to contacts* item in the list.

After following one of these methods above, the *Add/Edit New Contact* will appear:

!images/contact_form.png|align="center"!

*2.* Enter the contact details.

*3.* Complete adding new contacts by clicking the *Save* button.


h2. Edit contact details {anchor:id="Edit_contact_details"}
The function is used to edit a contact in a specific group.

*To edit a contact:*

*1.* Open the *Contacts* form by clicking !images/contacts_button.png! in the main toolbar.

*2.* Select the contact which you want to edit in the *Contacts* form.

*3.* Click !images/edit_button.png!.

*4.* Change the contact details, then click *Save* to finish.

h2. Delete a contact {anchor:id="Delete_contact"}
The function is used to delete a contact from a specific group. This contact will be deleted in Address book as well.

*1.* Open the *Contacts* form by clicking !images/contacts_button.png! in the main toolbar.

*2.* Select the contact which you want to delete in the *Address book* form.

*3.* Select !images/delete_button.png!, then click *OK* in the confirmation message to delete.

h1. Change Mail settings {anchor:id="Mail_settings"}
The function allows you to change the behavior as well as the layout of Mail to satisfy your needs.

*To change the mail settings:*

*1.* Click !images/settings_button.png! on the toolbar.

The *Mail Settings* form appears with 3 tabs: General, Return Receipts and Layout.

*2.* Change the settings.

*3.* Click *Save* to accept the changes.

h2. Change the general settings {anchor:id="Change_general_settings"}

* The *General* tab contains basic setting information:

!images/settings.png|align="center"!

||Field||Description||
|*Choose a default account*|Set the default account if you use multiple accounts.|
|*Number of conversations per page*|The number of conversations which will be displayed per page. The options including 10, 20, 30, or 70 messages per page in message list pane.|
|*Automatic message check every*|The time interval that the system will check mail automatically. 5 minutes, 10 minutes, 20 minutes, 30 minutes or 1 hour.|
|*Compose message with*|The default text editor of the message used when composing a message.|
|*Reply to message with*| There are two options: {example}{example} - Reply message with attachment. {example}{example} - Reply message with texts only.|
|*Forward message with*|There are two options: {example}{example} - Forward message with attachment. {example}{example} - Forward message with text only.|
|*Save sent messages in 'Sent' Folder*|This option allows saving sent messages in 'Sent' folder or not.|

h2. Change the return receipt settings {anchor:id="Change_the_return_receipts_settings"}
* The *Return Receipts* tab allows setting the option for receipt notification:

!images/Mail_return_receipts.png|align="center"!

For example, after reading a new mail in your Inbox, you can determine whether to automatically send a notification to the sender or not to inform that you have read the message.

!images/settings.png|align="center"!

||Field||Description||
|*Ask me when someone requests a return receipt*|This option allows you to receive notification to inform that someone wants to receive your notification about the returned receipt.|
|*Never send a return receipt*|This option will ignore all requests for a return receipt from you.|
|*Always send a return receipt*|The option allows sending a returned receipt to anyone under request at all times.|

h2. Change the Mail layout  {anchor:id="Change_the_mail_layout_settings"}
* The *Layout* tab allows personalizing the Mail layout. By default, the *Horizontal Split* type is set. Besides, you can select the *Vertical Split* or the *No Split*.

!images/settings2.png|align="center"!

h2. Deligate access to your email {anchor:id="Deligate_access_to_your_email"}
You can delegate access to your mail account to another person so they can manage your mail account on your behalf. For example, you can grant access to your email to the administrator of your organization.
You can limit the privileges of the delegated person as well.

!images/Mail_deligate_mail.png!

*1* Choose your account to deligate from the account dropdown list. 

*2* Type the user name of the person who you want to deligate.

*3* Click the *Full* check-box if you want to give the deligated persons full privileges. It means they can manage everything in your account with no restriction. 

*4* Click the green arrow to add the deligated account.

*5* Click *Save* to save changes.