Read and send mail

Every member of staff has a mailbox in the suite. This page shows you how to read your mail, write and answer messages, and use a shared office mailbox if you have been given one.

Open Mail from the Workspace part of the menu.

The Mail page of a new test account, so the inbox is still empty. Your messages are listed on the left and the one you open is shown on the right.
  1. Compose. Starts a new message.
  2. Folders. Inbox, Sent, Drafts, Archive and Trash. The number on Inbox is how many messages you have not read.
  3. Mailbox. Which mailbox you are looking at. My Email is your own. Shared office mailboxes you have been given appear in the same list.
  4. Search. Finds messages in the open folder by sender, subject or text.
  5. Reading pane. The message you selected. Until you select one it says Select a mail to view.

Read your mail

  1. Select a folder. Mail opens on Inbox. Unread messages are shown in bold.
  2. Select a message. It opens in the reading pane and is marked as read.
  3. Use the buttons above the message. Reply, Reply all, Forward, Archive, Delete and Mark unread. The star keeps a message easy to find. The More actions menu (three dots) has the same choices.
  4. Open attachments. Files sent with the message are listed under it. Select one to download it.

To deal with several messages at once, tick the boxes beside them. Mark read, Mark unread, Archive and Delete appear above the list. The round arrow (Refresh) checks for new mail.

Delete moves a message to Trash. It needs the Delete Mail permission, which registry staff have. If you are told you are not allowed, use Archive instead to clear your inbox.

Use a shared office mailbox

Some offices share one address, for example a registry or a unit’s general mailbox. An administrator gives you access in Mail Control. Once you have it:

  1. Open the mailbox list at the top right of the Mail page.
  2. Select the shared mailbox. Each one is shown as name — address. The folders and list now show that mailbox.
  3. Switch back by selecting My Email. The suite remembers the last mailbox you used.

Messages you write while a shared mailbox is open are sent from that address, unless you change From in the message window.

Write a new message

The message window. Addresses and subject are on the left, the message itself on the right.
  1. From. The mailbox the message is sent from: your own, or a shared one you are allowed to use.
  2. To. Type an address and press Enter or a comma. Each address becomes a chip; select the × on a chip to remove it. Cc and Bcc add copy lines.
  3. To groups. Send to everyone in a department or unit, including its sub-units. The suite shows how many people that reaches (up to … recipients).
  4. Subject. A short line saying what the message is about.
  5. Attachments. Add files attaches documents from your computer or phone.
  6. Message. Write your text. The toolbar adds bold, headings, lists, links and tables.
  7. Save draft. Keeps the message in Drafts to finish later.
  8. Send. Sends the message. It then appears in Sent.
  1. Select Compose. On a phone, tap the round pencil button at the bottom right.
  2. Check From. Change it only if you mean to write as a shared office.
  3. Add the people. Use To for named colleagues and To groups for a whole unit.
  4. Write the subject and message. Add any files with Add files.
  5. Select Send. Or Save draft if you are not ready.

Mail between colleagues is delivered straight into their mailbox in the suite. Mail to outside addresses (anything not at the hospital’s own domain) is only allowed from mailboxes an administrator has cleared for it. If it is not allowed, you see External mail is disabled with the addresses that are outside the organisation.

Reply or forward

  1. Open the message.
  2. Select Reply, Reply all or Forward. The message window opens with the addresses and the earlier message filled in. The window title says which one you chose.
  3. Write your answer above the earlier text. When you forward, the original attachments come too (forwarded file(s)).
  4. Select Send.

If something goes wrong

See also Troubleshooting & FAQ.

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