<p><span style="font-size: 10pt;"><strong>Composing Mail</strong> to communicate with colleagues and co-workers is one of the primary methods of collaboration and communication.  The following instructions will get you started on how to <strong>Compose an Email</strong>, and learn about some of the very important features available to ensure your emails get to the right people in the appropriate format.</span></p>
<p><span style="font-size: 10pt;">There are three methods of sending emails:</span></p>
<ul>
<li><strong><span style="font-size: 10pt;">Composing a New message:</span></strong></li>
</ul>
<p><strong><span style="font-size: 10pt;"><img src="images/articles/mail-toolbar-new-big.jpg" /></span></strong></p>
<p><span style="font-size: 10pt;"> <img src="images/articles/mail-buttons-new-email.jpg" /></span></p>
<ul>
<li><strong><span style="font-size: 10pt;">Composing a Reply:</span></strong></li>
</ul>
<p><span style="font-size: 10pt;"><img src="images/articles/mail-toolbar-replies-big.jpg" /></span></p>
<ul>
<li><strong><span style="font-size: 10pt;">Composing a Forward:</span></strong></li>
</ul>
<p><img src="images/articles/mail-toolbar-forward-big.jpg" /></p>
<p><span style="font-size: 10pt;"></span></p>
<p><span style="font-size: 12pt;"><strong>Prior to Composing an email...</strong></span></p>
<p><span style="font-size: 10pt;"><strong>Setting an Email Signature</strong></span></p>
<p><span style="font-size: 10pt;">Prior to composing an Email, you may want to configure your Email Signature.  The Email signature will display at the bottom of each Email you compose.</span></p>
<p><span><email signature="Signature" setup="Setup"></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><email></email><span style="font-size: 10pt;"></span></span></p>
<p><span style="font-size: 10pt;"><strong>Setting your From Address</strong></span></p>
<p><strong></strong></p>
<p>The 'From' field is the email address you want the recipients to see as who the message was sent by.  This field will be automatically populated by your default sending account.  The options included within this dropdown will be your standard Portal email address, and also any POP Account email addresses you have sent up in the <strong>POP Account section</strong>.</p>
<p> </p>
<h2>Composing an Email</h2>
<h3>Selecting Recipients</h3>
<p>First begin by choosing who you will be composing your message to.  There are a variety of recipient types, common to email usage.  You may simply type in your recipients, or select them from your Contacts lists:</p>
<p><img src="images/articles/mail-compose-email2-fields-selectrecipients.jpg" /></p>
<p><strong> <img src="images/articles/mail-compose-to.jpg" /> To</strong></p>
<p>The 'To' field is where you select your basic recipients.  By simply starting to type out an email address, it will "auto-complete", matching against the contacts that exist within your Portal.  After typing in a few characters of the recipient's address, if there are any matches you may then select one of the recipients and it will insert the rest of the email address into the 'From field'.</p>
<p> </p>
<p><strong><img src="images/articles/mail-compose-cc.jpg" /> CC</strong></p>
<p>The 'CC' field is where you select your secondary, or 'Carbon Copy' recipients.  By simply starting to type out an email address, it will "auto-complete", matching against the contacts that exist within your Portal.  After typing in a few characters of the recipient's address, if there are any matches you may then select one of the recipients and it will insert the rest of the email address into the 'From field'.</p>
<p><strong></strong></p>
<p>The 'CC' button toggles the display of your <strong>Carbon Copy recipients</strong>.</p>
<p><img src="images/articles/mail-compose-cc-big.jpg" /></p>
<p> </p>
<p><strong><img src="images/articles/mail-compose-bcc.jpg" /> BCC</strong></p>
<p>The 'BCC' field is where you select your hidden or 'Blind Carbon Copy' recipients.  By simply starting to type out an email address, it will "auto-complete", matching against the contacts that exist within your Portal.  After typing in a few characters of the recipient's address, if there are any matches you may then select one of the recipients and it will insert the rest of the email address into the 'From field'.</p>
<p>The 'BCC' button toggles the display of your <strong>Blind Carbon Copy recipients</strong>.</p>
<p><img src="images/articles/mail-compose-bcc-big.jpg" /></p>
<p><span style="color: #ff0000;"><strong>Note:</strong></span> The outgoing sending limits is dependent on the type of recipients you are choosing.  You may send to 100 'To' or 'CC' Recipients, or 50 'BCC' recipients.</p>
<p> </p>
<h3>Attach Documents</h3>
<p>Attaching Documents from either your local hard drive or from within your HyperOffice portal is the easiest way to send documents and files to your colleagues and business associates.</p>
<p><strong>Attach From Local</strong></p>
<p><img src="images/articles/mail-compose-attachlocal.jpg" /></p>
<p>The 'Attach From Local' button allows you to attach a document straight from your local hard drive so that you may send it to your recipients.</p>
<p><strong>Attach From Portal</strong></p>
<p><img src="images/articles/mail-compose-attachportal.jpg" /></p>
<p>The 'Attach From Portal' button allows you to select and attach a document straight from any Personal or Group Documents sections you have access to within your Portal.</p>
<p> </p>
<h3>Write the Subject Line</h3>
<p><img src="images/articles/mail-compose-subject.jpg" /></p>
<p>The 'Subject' field is what is displayed to the recipient as the subject of the email.</p>
<p> </p>
<h3>Write the Email</h3>
<p><strong></strong></p>
<p><strong>Editor Usage</strong></p>
<p><img src="images/articles/mail-compose-editor.jpg" /></p>
<p>The <strong>Email Editor Toolbar</strong> provides numerous options for formatting display and layout of text within your Email.  It also provides a number of HTML functions, and allows you to go straight into the HTML view in order to customize your email with HTML code.</p>
<p> </p>
<p><strong>Use Save Draft / Backup</strong></p>
<p><img src="images/articles/mail-compose-draftbackup.jpg" /></p>
<p>To ensure your content is saved as you write your email, use the <strong>Save Draft</strong> and <strong>Save Backup</strong> buttons to store your current content in case of network interruptions, browser crashes, and all the other ways your writing process could be interrupted.  This is especially important when writing long emails--you do not want to lose your work!</p>
<p> </p>
<p><strong>Clear Message</strong></p>
<p><img src="images/articles/mail-compose-clearmessage.jpg" /></p>
<p>The <strong>Clear Message</strong> button is the quickest way of erasing all your data and starting from scratch.</p>
<p> </p>
<h3>Preparing to Send your Email</h3>
<p><strong>Save a Copy of this Message</strong></p>
<p><strong><img src="images/articles/mail-compose-savecopy.jpg" /></strong></p>
<p>Make sure this option is checked to ensure you keep a copy of this message in your <strong>Sent Items folder</strong> when you send it.</p>
<p><strong></strong></p>
<p><strong>Send</strong></p>
<p><strong><img src="images/articles/mail-compose-send.jpg" /></strong></p>
<p>Click this button when you are ready to send your Email to the recipients you have defined.  Only click this once!  If sent to other users in your Portal, you will get a confirmation page indicating the message has been sent and instantly delivered.</p>