Your official e-mail inside the suite: your own mailbox, any shared office mailboxes you have been given, and a way to write to whole departments and units at once.
- Where
- Menu › Workspace › Mail
- Who
- All staff. Registry officers can also delete mail; the Registry & Records Officer role has every mail action.
- Permissions
view_mailsto open it;compose_mail(write new messages),reply_mail,forward_mail,delete_mail(move to Trash or delete). See Mail permissions.- How-to
- Read and send mail
- Compose. Opens a new message. Only shown if you may write mail.
- Folders. Inbox, Sent, Drafts, Archive and Trash.
- Mailbox. Which mailbox you are looking at: My Email (your own address) or a shared mailbox such as a unit's or an office's.
- Search mails. Searches the folder you are in. Above it: select all, and Refresh.
- Reading pane. The message you selected, with Reply, Reply all, Forward, Archive, Delete and Mark unread. Drag the handle between the list and the pane to resize them.
Screens
- The mailbox: folders across the top, the message list on the left and the reading pane on the right. On a phone the list and the message take turns; Back to list returns to the list.
- Compose
- A window over the mailbox with From, To, To groups, optional Cc / Bcc (and their groups), Subject, Attachments and Message. Buttons: Cancel, Save draft, Send.
Select several messages in the list to Mark read, Mark unread, Archive or Delete them together.
Key fields
- From
- The mailbox the message is sent from: your own, or a shared one you have access to.
- To, Cc, Bcc
- People's e-mail addresses. Start typing a name to pick a colleague.
- To groups (Cc groups, Bcc groups)
- Departments and units. The message reaches everyone in the unit and the units under it; the window shows about how many people that is. People in more than one chosen unit get it once.
- Attachments
- Files sent with the message.
Message states
- Unread
- Shown in bold with an Unread mark until you open it or select Mark read.
- Draft
- Saved with Save draft; kept in Drafts until you send it.
- Sent
- Delivered from your mailbox; kept in Sent.
- Failed
- The message could not be delivered. Check the addresses; if it keeps failing, tell your ICT administrator.
Whether a mailbox may send to addresses outside the organisation is set by administrators in Mail Control. If an outside address is refused, that policy is the reason.
Depends on
- The Mails module being switched on (Settings › Modules). Mail Control depends on it.
- The mail server connected to the suite. Without it, the list stays loading or empty and messages cannot be sent.
- Shared mailboxes are created and assigned to people or units in Mail Control.