Creating and Sending an Email Message

In addition to message creation and sending, this procedure also explains about looking up addresses, checking your spelling, attaching files and saving a draft message.

To create and save an email message:

1.	Click the tab.

2.	Click the subtab.

3.	Click on the right hand side.

4.	Type email addresses in the To, Cc and Bcc fields (or click at the end of the fields to select contacts/lists from your Address Book - see Using Address Lookup section below for help with this).

5.	Type a brief description of the email into the subject line.

i

There are two formats available for messages: - Rich text: allows you to format the message (change fonts, colors, add tables etc). - Plain text: no formatting available. To change between modes, click the link below the subject line. Creating and using a HTML signature means that any new messages will default to Rich Text mode.

6.	Type your message into the Content field.

7.	To attach files to the message, click Attachments: at the bottom of the page, browse to location of attachment, click , click . For help with this, see Attaching Files below.

8.

Click .

A message saying your email has been sent will be displayed, and you will be prompted to save addresses to your address book.

9.	Perform one of the following:

Click to return to the All Messages page.

Add email addresses to your address book:

i)	Select address(s) by ticking the checkbox in the Select column on left hand side.

ii)	Type a Contact Name for selected address(s) (you can then use this name when sending emails to this contact instead of typing their full email address or looking it up).

iii)	Click (a tick will appear in the Already Added column of the on right hand side).

iv)	Click . The contacts have been added to your Address Book, and you are returned to the All Messages page.

Using Address Lookup

The Address Lookup page is opened in another browser window.

1.	Select the relevant option from the Search the drop down box:

Address Book Contacts - searches for personal contacts you have entered.

Address Book Lists - searches for personal email addresses you have entered.

DET Address List - searches for DET email addresses.

i	When searching the DET Address List it is advisable to use the search fields to narrow down your search.

2.	Use the three search fields to further narrow the search.

Example of how you can use the search

3.

Click .

Contacts or Lists matching your search are listed under Search Results.

4.	Click , or to add an address or list to these fields in your email.

i	You may want to move the Address Lookup window so that you can see the addresses being added to the fields on the New Message page.

5.	Click to return to the New Message page.

Using Spell Check

Once you have written the text in the body of your email, click at the bottom of the page. You have a choice of languages for spell checking.

Attaching Files

The Attachments field is at the bottom of the New Message page (you may need to scroll down to see it).

To add an attachment to your message:

1.	Click Attachments: .

Attach File is displayed.

2.	Click . Use the Choose File dialog to select a file on your computer or the network.

3.	Click . The selected file is listed under Attached Files.

You can continue to attach files by repeating steps 2 and 3 above.

i	There is 5 MB limit per message including attachments. For large documents you may need to zip or split them.

4.	Click at any time to return to the New Message page.

Saving a Draft Message

If you do not want to send your message immediately, you can save it as a draft and send it later.

Click .

You will see a message saying that the message has been saved to your drafts folder.

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