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CardiffMail FAQs: Email

Sending and receiving email

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Address book and contacts

 

Managing mail

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Customising email preferences

 

Mail rules and signatures

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Sending and receiving email

How do I refresh my mail inbox? F9 is the default refresh button in CardiffMail. Press this when in your mail to refresh the current view. Alternatively you can click the Refresh button at the top of the screen or in the Action bar Action bar refresh button.

You can also set intervals for CardiffMail to check for incoming mail automatically:

CardiffMail NotesCardiffMail Web
  1. Click File > Preferences.
  2. Open the Mail > Sending and Receiving tab.
  3. In the Receiving section there are options for Check for new mail every '2' minutes and Refresh Inbox automatically. Ensure both options are selected and set your own value for the interval (in minutes) that you want to check for new mail (2 minutes being the most frequent interval).
  1. Click More > Preferences.
  2. Open the Mail > General tab.
  3. In the Receiving section there are options for Check for new mail every '2' minutes and Refresh Inbox automatically. Ensure both options are selected and set your own value for the interval (in minutes) that you want to check for new mail (2 minutes being the most frequent interval).
 
 
How do I add an attachment to a message? To attach a file to an outgoing message click the paperclip Action bar or toolbar button Paperclip icon.

CardiffMail NotesCardiffMail Web
In the Create Attachments dialog box browse to and select the file(s) you want to attach and click Create. The files are attached to your message.

Note that the cursor must be in the body of the mail message before pressing the paperclip icon.
After pressing the paperclip icon the attachments area will open at the bottom of the new message. Click the folder icon to browse to a file. Select the file(s) then click Open to attach the file to your email.
 
 
How do I turn on recipient circles (Recipient circle icons) ? Recipient circles allow you to quickly identify mail that is important to you based on the recipients in the To and cc fields of an incoming message. The icons are displayed in your mail folders for mail sent to you from other Notes users.

To turn the feature on:
  1. Click More > Preferences.
  2. In the Preferences dialog click the Mail > Recipient Icons tabs.
  3. In the Recipient Indicators area select the options you require to identify recipients for incoming mail.
  4. If you also want the icons to be displayed for all incoming mail (i.e. messages sent to you from outside the University) you need to add all derivatives of your external email addresses in the text box. (e.g. SmithJ1@cardiff.ac.uk and SmithJ1@cf.ac.uk andSmithJ1@caerdydd.ac.uk)
  5. In CardiffMail Notes click OK to save the settings.
    In CardiffMail Web click Save & Close to save the settings.

This is labelled as Attention Indicator in CardiffMail Web.
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How do I mark messages Read or Unread? Select a message you want to mark as Read or Unread then right-click and select Mark As followed by the marking you require (e.g. Read or Unread).

Alternatively in CardiffMail Notes you can simply select a message then press the Insert key, to toggle between Read and Unread states.

Some users may use this method to identify messages they wish to come back to action or read later. However the Follow Up feature within CardiffMail allows you to mark messages for further attention. You can prioritise Follow up importance and view only items marked for follow up.


This is labelled as Mark Selected Read or Mark Selected Unread in CardiffMail Web.
 
 
Why do messages remain unread even though I have read them in the Preview pane? If you use the Preview pane to read your email messages your mail will remain unread unless you change a setting in your user preferences to mark it as read. To change this setting:

CardiffMail NotesCardiffMail Web
  1. Click File > Preferences.
  2. Click to open the Basic Notes Client Configuration tab.
  3. Under Additional Options ensure the Mark documents read when opened in preview pane option is ticked if you wish messages to be marked read if viewed.
  1. Click More > Preferences.
  2. Click to open the Mail > Display tab.
  3. Under Preview Pane ensure the Mark documents read when opened in preview pane option is ticked if you wish messages to be marked read if viewed.
 
 
How do I view only unread messages? Click on the Show button an the top right corner of the CardiffMail screen and select Unread Only. Repeat the action to show all messages again.

Notes Show Read/Unread options in the Action bar
 
 
Can I receive notification when I receive a new message?
CardiffMail NotesCardiffMail Web
Yes, by default Notes plays a sound and displays an icon New mail icon in the system tray but you can also set Notes to display a pop up alert:
  1. Click File > Preferences.
  2. Open the Mail > General tab.
  3. Select or deselect the Display a popup alert and Display an icon in the system tray options as required.
Yes, you can set CardiffMail Web to display a popup alert when a new mail message is received:
  1. Click More > Preferences.
  2. Open the Mail > Sending and Receiving tab.
  3. Select or deselect the Display a popup alert as required.
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How can I forward a message as an attachment? In CardiffMail Notes this is not a one click feature. First you will have to export your message as a text file, then attach this file to an outgoing message.
  • Open a message and click Export from the file menu.
  • Various export options are available, but to export as plain text select Structured Text.
  • Enter a file name remembering to explicitly state the .txt file extension, and save the file.
  • Now add your newfile.txt to your outgoing message. The original message is now sent as an attachment to your own message including full header information.
  • If you wish to forward multiple messages as attachments, you will have to repeat this process for each message you wish to send.

Note the Export feature is unavailable in CardiffMail Web, therefore if you wish to forward a message as an attachment you must manually copy and paste the message into a text file.
 
 
Is it possible to delay delivery of an email? Unfortunately this functionality does not exist in CardiffMail. It is not possible to set a specified time for delivery to take place or delay delivery. All mail sent will be routed to your recipient as soon as it is sent Note: The actual time taken between sending and receiving depends on the email traffic on the server, so delivery times may vary.  
 
Is it possible to recall an email after sending it? Yes, the ability to recall messages from recipient mailboxes is enabled in CardiffMail Notes but only under the following circumstances:
  • The message remains in the Notes system. i.e. if it has been sent to or automatically forwarded to an external email system it cannot be recalled. This also includes messages that have been sent to people with BlackBerry devices.
  • The message remains unread in the recipients mailbox and is no older than 28 days. The message recall window offers the ability to recall read messages but even if this option is checked the recall will fail.
  • Messages can only be recalled from within CardiffMail Notes. CardiffMail Web does not offer this functionality.
  • A copy of the message remains in your Sent items. If you have deleted the sent item or changed your preferences not to keep a copy of sent messages, then recalling a sent message is not possible.
  • Messages sent from a BlackBerry device cannot be recalled.
To recall a message:
  1. Open your Sent items view.
  2. Select the message you wish to recall. You may find it easier to locate a message wither by sorting by Date or by Recipient. Click the column heading to sort the items.
  3. Click the Recall Message button in the Action bar, or right click the item and select Recall Message.
  4. The Recall Message dialog box opens, listing the message recipients. Select any recipients you wish to recall the message from.
  5. Following advice from University Governance, the option to remove an email after is has been read has been disabled.
  6. Also decide if you wish to be sent a message informing you of the recall status of the message, by selecting the Send me a recall status report from each recipient option as required.
  7. Click OK to recall the message.

Note: the ability to recall messages will only work for recipients using CardiffMail Notes. Therefore if you send a message to an external recipient, the ability to recall the message is not available.
 
 
How do I add special characters (e.g. é) to a message? The easiest way to add special characters to a CardiffMail message is to use Alt Character Codes.

Alternatively, CardiffMail Notes has a facility where by you can instruct it to combine two characters by holding down the Alt and F1 keys, letting go, then typing the 2 characters you want to combine.

For example to type the é character: hold down alt, press F1, let go, then type e followed by ´.

Similarly, to type the â character: hold down alt, press F1, let go, then type a followed by Shift + 6 (the ˆ symbol).

Furthermore, please also be aware of potential issues when pasting special characters from other document sources (e.g. MS Word, Abode pdf, etc.) as some characters may not paste correctly in CardiffMail. The most advisable option is to use the Paste Special command to paste text. Select Edit > Paste Special then select Rich Text or Text and check that any special characters are displayed correctly.
 
 
Is there a file size limit for attachments?
CardiffMail NotesCardiffMail Web
There is currently no limit to the file size for attachments in CardiffMail Notes. However you should avoid sending files that are large (i.e. above 50 mb) as the recipient email client may not be able to receive such large files. It may be more suitable to place the file on a shared network drive or in a collaborative working environment. There is a limit of 50 mb for attachments sent via CardiffMail Web. Instead of sending large attachments it may be more suitable to place the file on a shared network drive or in a collaborative working environment.
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Can I set up a standard message/memo for repetitive use? Yes, if you regularly send messages of the same format or to the same named individuals, you may find it useful to set up a stationery message to save time creating repetitive messages. To set up a stationery message:

CardiffMail NotesCardiffMail Web
  1. With your mail open, from the left-hand navigation pane click Tools > Stationery. The Stationery area opens.
  2. From the Action bar click New Stationery > Message. A new stationery message template opens.
  3. Complete the template message as you would when you create a new message, including any of the following: recipients, delivery options (such as priority or delivery reports), subject, message text and attachments.
  4. Click Save and type in a name for your new stationery item in the dialog box. Click OK to save the Stationery item.

To use the stationery item when in your Inbox, from the Action bar click the More > New Message with Stationery. Select the stationery item from the list of stationery and click OK. Complete and send the message as normal.
  1. With your mail open, from the Action bar click More > New Stationery.
  2. Complete the template message as you would when you create a new message, including any of the following: recipients, delivery options (such as priority or delivery reports), subject, message text and attachments.
  3. Click Save And Close and type in a name for your new stationery item in the dialog box. Click OK to save the Stationery item.

To use the stationery item, from the Action bar click the More > New Message with Stationery. Select the stationery item from the list of stationery and click OK. Complete and send the message as normal.
 
 
Why do the messages in my Sent items appear unread? In the Sent items view all messages display a yellow unopened envelope next to them. This icon appears to suggest that all of your Sent items have not been read by their recipients, however this icon only represents a sent mail message and bears no reference to the read status of a sent message. [Back to top]
 
How do I save an attachment? A mail message that contains an attachment is displayed in your Inbox with a paper clip icon in a right- hand column. If you have been sent an email with a file attachment you can save the file to a folder on your computer:

CardiffMail NotesCardiffMail Web
  1. Open the email message.
  2. Right-click the attachment you wish to save. If the message contains more than one file you can select the first, hold down the CTRL button and click on any other file you wish to save.
  3. Click Save from the righ-click menu.
  4. In the Save As dialog, select a location on your computer to save the file.
  5. Click Save.
  6. The file(s) will be saved to the chosen location and you will be returned to the message window.
  1. Open the email message.
  2. Select the attachment you wish to save. If the message contains more than one file you can select the first, hold down the CTRL button and click on any other file you wish to save.
  3. Click the Download File button in the Attachments area Download file button.
  4. In the Save As dialog, select a location on your computer to save the file.
  5. Click Save.
  6. The file(s) will be saved to the chosen location and you will be returned to the message window.

Note: If you experience any issues opening Microsoft Word files downloaded using Internet Explorer 6, upgrade to Internet Explorer 7 to resolve the issue.
 
 
Can I view an attachment without needing to save it? Yes, if your computer has a viewer for the file you can double-click an attached file to view it without saving it into a file. When you open an attachment, the document is stored in a temporary folder on your computer so be careful not to edit and save a file in a temporary folder - you will lose the changes.

Please be aware that using CardiffMail to access University information has the potential to leave sensitive data on the computer you are using. It is your responsibility to ensure the safety and integrity of the information you have accessed. Please read the CardiffMail logout information for advice on how to clear sensitive data.

You should also be aware that if you open two files with the same name during the same session (i.e. you have not logged out), CardiffMail will only show the contents of the first file you opened. This is because the temporary file name is the same, therefore the file is cached by the browser.
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Why do I get Multilingual MIME warning when sending an email? In CardiffMail Notes there is a Preference that determines when this message is displayed. Click File > Preferences then select the Mail > Internet tab. The Multilingual Internet mail format determines if the MIME warning is displayed.

If the preference is set to Use Unicode and prompt, and if Notes detects a non standard character in your email you will be prompted with the message.

Unless you send a large amount of emails in a foreign language set the preference to Unicode (UTF-8), or leave the preference set to it's default and click the Do not show this message again tick box, when displayed.

Multilingual MIME warning message

Please note: This setting can not be configered in CardiffMail Web.
 
 
Address book and contacts

Why can I not find contacts in the address book? If you are having trouble finding contacts in the University Directory it could be due to the format in which contacts are stored. The directory stores contacts in the form lastname[space],[space]firstname, for example Smith , John. Therefore when searching for a contact ensure that you type a [space] character after the surname.  
 
Can I import my GroupWise contacts? Yes, it is possible to import any/all of your GroupWise address books, but this must be done using CardiffMail Notes. You can not import contacts using CardiffMail Web.

During migration from GroupWise to Notes your personal address book will be migrated for you, with all contacts therein transferred to your Notes Contacts list. Any additional address books that you have created in GroupWise will not be migrated but a tool has been made available for you to copy them into your Notes Contact list.

Learn how to migrate GroupWise address books by watching the screen demonstration.

Note: It is not advisable to use VCF files to import and export address books between GroupWise and Notes. This method of transferring contacts is not reliable and the quality of the data transferred can not be guaranteed.
 
 
How do I set up a shared address book? It is not possible to create your own shared address book in Notes. To create a shared address book contact insrvConnect (insrvConnect@cf.ac.uk) for further assistance. [Back to top]
 
Why are some of my contacts not appearing in my contacts list? If you are a user of both the CardiffMail Web and Notes clients you may have noticed that the list of personal contacts in each system does not exactly match.

Follow the procedure in the Synchronise Your Contacts section of the CardiffMail Notes Installation Guide to set regular synchronisation with your Notes contacts.
 
 
How do I export a copy of my Contacts list? It is only possible to export your Contacts list from CardiffMail Notes. To export a copy of your Contacts:
  1. Click Open > Contacts to open your Contacts list.
  2. Click File > Export Contacts.
  3. Ensure the All contacts in this view and All fields options are selected.
  4. In the Save as area click the Change Directory option to select a location to save the exported contacts.
  5. Enter a File name.
  6. Choose a file type from the Save as type option. vCard format is recommended.
  7. Click Export to begin the export process. This may take a few moments depending on the number of contacts in your list. The exported contacts will be saved in your chosen location.
 
 
Can I quickly create a distribution list from a mail message? Yes, but this functionality is only available in CardiffMail Notes.

If you are invited to a meeting, or sent an email as part of a large meeting group, you can quickly setup a distribution list containing all the recipients of the original message without having to check the members or manually creating it:
  1. Select or open a mail message addressed to the group you wish to create the distibution list for.
  2. Then from the menu click Action > More > Add Recipients to Contact Group.
  3. In the Add recipients to new group dialog box, enter a name for the group, and confirm the membership of the group. (Remove the tick adjacent to a name if you do not want them to be part of the group).
  4. For Group Type, select Mail only if the group list is only to be used for mailing purposes. If you intend to also grant the group access to your calendar then select Multi-purpose.
  5. Click OK to save the new contact group (distribution list). The group will now show in your Contacts list, in the Group section.
 
 
Why can I not see my migrated contacts in CardiffMail Notes? Please refer to the Migration FAQs. [Back to top]
 
Managing mail

My email keeps disappearing from my inbox, why? You may have the view set to only show Unread messages only. Please view How do I view only unread messages? for information on how to switch between Unread messages only and all messages.  
 
I can see an email in All Documents view, but can't find it anywhere else? Select the message in the All Documents view then from the Notes menu bar click Actions > Folder > Discover Folders. The folder(s) that contains the email will be displayed. You can choose to:
  1. Open Folder - Open a folder that contains the message.
  2. Remove from Folder - Remove the email from the selected folder. This does not delete the message, it just removes it from that folder.
  3. Add to Folder - Add the email to another folder.

Please note this functionality is only available in CardiffMail Notes.
 
 
How do I restore a message from my Trash folder? Click on the Trash folder and select the message you wish to restore. Click the Restore button in the Action bar to restore the message to the folder it was deleted from. Alternatively right-click on the message you wish to restore and select the Restore option.

There is also a Restore All option available (in CardiffMail Notes) to recover everything from your Trash folder.
 
 
I have deleted a message but I can still see it in my mail folder? This happens because the folder index (i.e. contents list) was not refreshed properly by the server after you deleted this message. So the message has physically been deleted but the contents list has not been updated.

To update the folder's index in CardiffMail Notes, press Shift+F9 keys on you keyboard simultaneously. In CardiffMail Web refresh the browser window.
 
 
How do I view the full header of an email? The full email header is often needed for Spam or virus investigations and can be viewed as follows:
br />
CardiffMail NotesCardiffMail Web
  1. Open the email message.
  2. From the menu click View > Show > Page Source. The full email header is now displayed along with the body of the message.
  1. Open the email message.
  2. From the Action bar click More > Show MIME Full. The header information is displayed in a new pop up window.
 
 
Can I edit and save a message I have received? Yes, it is possible to edit and save the subject line, text body of the message and attachments:

CardiffMail NotesCardiffMail Web
  1. Select or open the message then press Ctrl + E. Alternatively select Actions > Edit from the menu.
  2. Edit any area of the message, including recipients, subject line, text of the message.
  3. Click Save and Close to save the edited message back to the same location, or click Save and File to save the message to a new location in your folder structure.
  1. Open the email message.
  2. From the Action bar click the Edit button Edit button. The message is opened in Edit mode.
  3. Edit any area of the message, including recipients, subject line, text of the message.
  4. Click Save and Close to save the edited message back to the same location.
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Where are my group message sent items? If you send an email to a group that you have set up in your contacts, when you look in the Sent Items, the "Recipient" field is filled in with the first name of the entry in the email group, instead of just the group name.

If you need more control of Sent items other than them all being placed in your Sent Items folder, it is advisable to make use of the Send and File option when sending messages. Send and File will send the outgoing message and also ask you where you would like to store the sent item in your mail folders. Therefore all person, or project specific emails can all be filed where you want to store them.
 
 
Where are my saved draft emails stored? If you need to save a message before sending it the message will be saved to the Drafts folder. Draft messages can then be opened, edited and sent at your convenience.

In CardiffMail Notes, if you close a message whilst composing it you will be prompted to Save, Discard, Send or Send & Save the message. Selecting the Save option will save the message in its current state to the Drafts folder.

Prompt to Save, Discard, Send or Send & Save the message
 
 
Why are emails in a functional mail name mailbox still showing as unread to some users even though I have opened it? This is a known issue in CardiffMail and at present no fix is available. If you share access to a functional mail name mailbox you should be aware that messages may appear to be unread even though a colleague may have opened and dealt with the email.

One possible solution is to move messages into a different folder (e.g. named "Actioned") once you have dealt with them. Then colleagues will know if a message has genuinely been dealt with.
 
 
Why do some of my email messages go to the Junk mail folder even though they are not SPAM? It is possible that some email messages are tagged with the phrase {SPAM} in the subject line, and end up being moved into the Junk mail folder (if you have an operational SPAM filter), even though they may be from trusted sources. The easiest way to prevent future messages from being tagged as SPAM is to create a 'white-listing' rule, whereby known sender's emails do not get moved to Junk:
  • Create a new mail rule by clicking More > Mail Rules from the Action bar.
  • Click New Rule.
  • Create the condition sender is <email address>, where the email address is the address of the sender whom you wish to trust.
  • Click the Add button to add the condition.
  • Specify the action as stop processing and click Add Action.
  • Click OK to save the rule.
  • Finally, ensure that the rule is placed before (above) your Spam filter/Junk mail rule. Any incoming messages from this sender will still get tagged with the phrase {SPAM} but will no longer be sent to the Junk folder.
[Back to top]
 
How do I redirect my mail to another email address? The only way to redirect (or auto-forward) all incoming mail, invitations, etc. is to define two rules to process the incoming documents. The first rule sends a copy of the incoming message to another email address, then the second rule deletes the original message.

If you would prefer to keep a copy of your mail in your CardiffMail mailbox then do not enable Rule 2. In doing so, your mail will still be forwarded to your alternative email address and the original message will remain in CardiffMail. Therefore you will periodically have to access your CardiffMail account to delete any messages you no longer need, otherwise you risk exceeding your mail quota.

Should you wish to forward email from your CardiffMail address to another email system, you do so at your own risk.

CardiffMail NotesCardiffMail Web
Rule 1:
  1. From the Action bar in your mail click More > Mail Rules.
  2. Click New Rule.
  3. Ensure the Rule is switched On.
  4. In the Create condition area select All documents from the first drop down box.
  5. Click the Add button to add the condition.
  6. In the Specify actions area select send copy to from the first drop down box, and full from the second.
  7. Enter the email address that you want to forward your email to in the to: text field.
  8. Click the Add Action button to define the forwarding action.
  9. Click OK to save the rule.
  10. Ensure that this rule is your first mail rule by moving it to the top of your mail rule list. Click the up arrow Rule Move up buttonuntil it is at the top of the list.
Now create the second rule. (CardiffMail does not allow the actions of both rules to be combined into a single rule, therefore creating two rules is necessary).

Rule 2:
  1. From the Action bar in your mail click More > Mail Rules.
  2. Click New Rule.
  3. Ensure the Rule is switched On.
  4. In the Create condition area select All documents from the first drop down box.
  5. Click the Add button to add the condition.
  6. In the Specify actions area select Delete (don't accept message) from the first drop down box.
  7. Click the Add button to define the forwarding action.
  8. Click OK to save the rule.
  9. Ensure that this rule is the second mail rule by moving it up the mail rule list. Click the up arrow Rule Move up buttonuntil it is second in the list.
To deactivate mail forwarding and stop mail being forwarded from your CardiffMail account, disable both rules by selecting the rule from the rules list, then click the Disable action bar button above the rule list.
Mail rules can only be setup in CardiffMail Web Full Mode.

Rule 1:
  1. From the Action bar in your mail click More > Mail Rules.
  2. Click New Rule.
  3. Enter a Rule Name such as 'Forward all mail' and ensure the rule is Enabled.
  4. In the Specify conditions area select All documents from the first drop down box.
  5. Click the Add button to add the condition.
  6. In the Specify actions area select send copy to from the first drop down box, and full from the second.
  7. Enter the email address that you want to forward your email to in the text field between the two drop downs.
  8. Click the Add button to define the forwarding action.
  9. Click Save & Close on the Action bar to save the rule.
Please note that there is it is not possible to order rules in CardiffMail Web. By default newly created rules are added last in the rules list, therefore if you have other rules in place for filtering messages, these rules will be processed first if they are enabled. The sequence of rules is important when managing mail, therefore to ensure all mail is forwarded to your other email address, ensure this rule above is top of the list of rules.

Now create the second rule. (CardiffMail does not allow the actions of both rules to be combined into a single rule, therefore creating two rules is necessary).

Rule 2:
  1. From the Action bar in your mail click More > Mail Rules.
  2. Click New Rule.
  3. Enter a Rule Name such as 'Delete mail' and ensure the rule is Enabled.
  4. In the Specify conditions area select All documents from the first drop down box.
  5. Click the Add button to add the condition.
  6. In the Specify actions area select Delete (don't accept message) from the drop down box.
  7. Click the Add button to define the forwarding action.
  8. Click Save & Close on the Action bar to save the rule.
To deactivate mail forwarding and stop mail being forwarded from your CardiffMail account you need to disable each rule. Select the rule and click the Not Enabled option. Click the Save & Close Action bar button. Repeat for the second rule.
 
 
How do I archive mail? At the moment the Notes internal archiving feature is disabled. An enterprise archiving feature will become available soon.

To backup mail you can choose to Export documents by clicking File > Export and saving items on a hard drive, CD or memory stick.
 
 
How do I display messages in a threaded view?
CardiffMail NotesCardiffMail Web
From the Action bar click Show > Conversations (at the top-right corner). After a few moments you can view messages grouped with their replies so that an entire conversation is shown at once. In your Mail view then click Views > Mail Threads from the left-hand navigation pane. You can view messages grouped with their replies so that an entire conversation is shown at once.
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Can I block mail from specific senders? It is possible to set CardiffMail to deliver mail messages from specific senders straight to the Junk mail folder. This does not block the mail from your mailbox but bars the message from your Inbox into the Junk mail folder for deletion.

CardiffMail NotesCardiffMail Web
To set this option, select a message from the sender you wish to bar then from the Action bar click More > Deliver Sender's Mail to Junk. A dialog box will be displayed in which you must confirm that you are adding either a specific sender (i.e. john.smith@hotmail.com) or all emails from addresses ending in a specific domain (e.g. @hotmail.com). If you are given an option select the most appropriate for your needs then click OK. All future messages from that specific sender will be delivered to the Junk mail folder.

To undo this action click More > Mail Rules. Select the rule which refers to a Blocked Senders List then click Edit on the Action bar. Select the email address or name you wish to remove from the Blocked senders list and click Remove followed by OK.
To set this option, select a message from the sender you wish to bar then from the Action bar click More > Block Mail from Sender. On the Block Mail from Sender tab which opens you must confirm that you are adding the sender to the Blocked Sender list, click OK to confirm. All future messages from that specific sender will be delivered to the Junk mail folder.

To undo this action click More > Mail Rules. Double-click the rule which refers to a Blocked Senders List. Select the email address or name you wish to remove from the Blocked senders list and click Remove followed by OK.
 
 
Can I change the time that deleted emails stay in the Trash folder before they are permanently deleted? No, the "Soft Deletion Time" as it is known, is a system-wide value currently set to 14 days. This is shown as 336 hours in your Preferences.  
 
How do I open mail in a new browser window? When using CardiffMail Web you may prefer to read messages in a separate browser window. To open messages in a pop-up browser window first open the message in CardiffMail Web. Next, click the Open in another window icon [found near the top-right corner of the screen] as shown below. The message will then open in a pop-up window.

Open in a new window icon
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Customising email preferences

Is it possible to open my Mail and Calendar tabs when CardiffMail starts? It is possible to save the window state when you exit CardiffMail so that the same tabs re-open when CardiffMail is restarted.

CardiffMail NotesCardiffMail Web
  1. Click File > Preferences.
  2. Open the Windows and Themes tab.
  3. Ensure the On restart, reopen an tabs that were open when I closed the client option is checked.
In CardiffMail Web it is not poosible to save the tabs and reopen them when you next login, however it is possible to change the starting page. Please view Can I change the CardiffMail starting page? for more information.
 
 
When I click on a URL it opens in a web page in CardiffMail, can I change this?
CardiffMail NotesCardiffMail Web
  1. Click File > Preferences.
  2. Open the Web Browser tab.
  3. Choose to either Use the browser embedded in the client, or Uhe browser I have set as the default for this operating system. Choosing the default browser for the operating system will load web pages outside of Notes using the browser that is currently set as default.
The default behaviour is to open another browser window/tab in the browser you are currently using.
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How do I setup Notes so I can read emails with images in them or read html messages?
CardiffMail NotesCardiffMail Web
To permanently enable images:
  1. Click File > Preferences.
  2. Open the Mail > Internet tab.
  3. In the Image Security section uncheck the To ensure privacy, do not show remote images without permission option. Images should now be displayed in your email messages.
Alternatively, if you do not want to enable images permanently, each time you view an email which contains images there is a security bar at the top of the email with a Show Images link. Clicking this link will show the images for this email only.
To permanently enable images:
  1. Click More > Preferences.
  2. Open the Mail > Display tab.
  3. In the Image Security section uncheck the To ensure privacy, do not show remote images without permission option. Images should now be displayed in your email messages.
 
 
Can I choose to send messages as HTML or plain text? Yes, for outbound messages sent to internet style addresses (i.e. smithqr1@cardiff.ac.uk).

CardiffMail NotesCardiffMail Web
  1. Click File > Preferences.
  2. Open the Mail > Internet tab.
  3. In the Internet Mail Format field, select the desired option from HTML only, Plain Text only, HTML and Plain Text or Prompt when sending.
  4. Click OK to save the preference.
  1. Click More > Preferences.
  2. Open the Mail > General tab.
  3. In the Send message in this format field, select the desired option from Plain Text, HTML, Both plain text and HTML or Prompt me when sending.
  4. Click Save & Close to save the preference.
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Why do my open tabs close when I save preferences? Please note: This particular functionality only affects CardiffMail Web.

If you have multiple tabs open in CardiffMail Web and you then edit your preferences (via More > Preferences), when you click Save and Close you will notice the following warning message is displayed:

Updating preferences warning message

As you have multiple tabs open, saving preferences will force all tabs to close, discarding anything that has not been saved in an open tab. If you would rather this does not happen, click Cancel to return to the open tabs and save edits. You will have to return to your preferences to edit them again.

If you are happy for any open tabs to close, click OK to save your preferences. Your CardiffMail screen will refresh in the process.
 
 
Mail rules and signatures

How do I set up an Out of Office notification?
  1. Click More > Preferences from the Action bar. The Out of Office tab opens.
  2. Enter Leaving and Returning dates in the respective fields to indicate when you are not attending to email messages.
  3. Tick or untick the option for meeting availability as appropriate.
  4. In the Standard Notification tab enter a Subject and Body text for the automatic reply that will be sent to anyone sending you a message between the dates you have indicated.
  5. Optional: In the Alternate Notification tab enter an alternative message you wish to send to key named individuals or groups. Enter these people in the To field. If you receive a message from any of these named people, they will receive the alternate notification message. Leave this tab blank if you do not wish to set up an alternative message.
  6. Optional: The Exclusions tab allows you to cancel the out of office notification if certain criteria are met, for example, receiving a message from your boss! Enter the exclusion criteria on this tab including sender details and/or key text in the subject line of the message. It is a good idea to exclude automatic emails you receive from known recipients from Out of Office replies. Such an example might be an email from a mailing list.
  7. Optional: On the Exclusions tab it is advisable to tick the option Not to reply to Internet addresses to avoid sending out of office replies to internet email addresses. Internet email addresses are usually the source for spam email. Alterntively if you need to notify internet addresses of your absence, leave the option unticked and specify an exclusion when the phrase {SPAM} is found in the subject.
  8. Ensure you select Enable and Close to turn the Out of Office Assistant on. If you select Save and Close, the Out of Office settings will be saved, but the assistant will not be switched on.
The out of office notification service sends only one automated reply to each person who sends you mail while you're away, regardless of how many messages the person sends to you during that time. The service is configured to respond to messages at three hourly intervals.

On the day of your return to the office, the notification service will automatically send you an email detailing who has been sent an out of office reply on your behalf. The Out of Office service will automatically be disabled on the designated return to work date.
 
 
How do I set up an email signature?
  1. Click More > Preferences from the Action bar.
  2. Open the Mail > Signature tab.
  3. In the large text field enter the text you wish to include in your signature. In CardiffMail Web, use either the plain or rich text fields for your signature, then choose at the bottom of the screen which signature to use.
  4. Alternatively, in CardiffMail Notes, click the 'T' control to browse to an external html, text or image file to use as part of the signature.
  5. Optional: To automatically append this signature to the end of each outgoing message tick the Automatically append a signature to the bottom of my outgoing mail messages.

If you would prefer not to append a signature to all messages but would like the option to add the signature when you desire, set up the text of the signature but do not tick the Automatically Append box. To add a signature to a new message click More > Insert signature. The signature will be added to the message at the point where the cursor is in the text. Ensure the cursor is at the end of the message if you wish your signature to be appended to the foot of the message.

Note: Signatures can not be appended to Calendar documents unless you add them by copying and pasting the signature text.
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Can I use multiple email signatures? You are able to have only one signature in Notes. However, there are two workarounds that can solve this shortfall:
  1. Store separate signatures in text, image or html files.
    To use this workaround you must create separate signatures in text, image or html files and store then on your computer. Once these have been created compose a New mail message then click More > Insert Signature. Browse to the file you wish to add as signature and the file/signature will be appended to the end of your message.
  2. Make use of the Stationary feature within Notes.
    Create a New mail message and enter the text of your signature in the body of the message and also leave the address and subject fields blank. Then click the More > Save as Stationary to save a standard message with this particular signature. A new stationary item can be created for each different signature you may wish to use. Each time you want to send a message with a particular signature select More > New Message with Stationary from the Action bar, selecting the required stationary item.

This is only available in CardiffMail Notes (not Web).
 
 
How do I set up a spam filtering rule? Some unsolicited mail messages are identified with special software that automatically adds the word {SPAM} to the beginning of the subject line of the mail message. Using this identifier it is possible to setup a mail filtering rule to move all offending messages into a junk mail folder. To do this:
  1. Click More > Mail Rules.
  2. Click New Rule from the Action bar.
  3. Ensure the new rule is switched On. In CardiffMail Web you also have the option to give the rule a name.
  4. In the Create Conditions area create Subject, Contains, {SPAM}, then click Add.
  5. In the Specify Actions area specify moved to folderthen click the Selectbutton. In CardiffMail Web the select button is a folder icon.
  6. Select the Junk mail folder. Messages in the Junk folder are not automatically deleted, they must be deleted manually.
  7. Click Add Action followed by OK to save the new rule.
  8. When a rule is switched on a small green tick icon is displayed next to the rule.

This is labelled Add in CardiffMail Web.
 
 
Can I set up rules to auto-forward my emails? Please view How do I redirect my mail to another email address?  
 
Why is a rule still working even though I have deleted it? This is a known issue with CardiffMail where a rule can still function even though it has been deleted. It only happens when a rule is still Enabled when it is deleted.

To prevent from this happening disable the rule before deleting it.
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Why do I have a screen asking if I want to update my existing signature using the new features?? Notes 8.5.1 has introduced signatures which can contain embedded HTML. The update screen allows you to use this feature and is a prompt to ask if you would like to update your signature.

Embedded HTML allows you to edit the text with rich formatting, add links to a website and even add an image to your signature.