Imail
Documentation
Note: This document is
under development.
Any comments/suggestions are greatly appreciated.
DISCLAIMER:
Gambino Hosting does not imply or guarantee any performance or sales by using
this mail system or our training. Gambino Hosting is not responsible for
any loss of data regardless of fault. All data that is kept on the mail system
(i.e. addresses, important information from emails, etc.) should be backed up on
the users computer or in hard copy format. Gambino Hosting does not
guarantee access as each individual service provider can block any domain
including domains owned and hosted by Gambino Hosting. The mail system is
routinely maintained and may be down for up to 30 minutes weekly for up keep and
back up procedures. This is generally done in off peak hours. If the mail system
is down for an extended period of time, the user may receive a pro rated
discount on monthly billing for email addresses affected.
NOTE: Gambino Hosting does not support SPAM.
SPAM is mass mail sent to recipients that have not requested information (junk
mail). If you are using a auto response to support a SPAM mailing or in general
are attempting to use your email address on this system to accept emails listed
in any SPAM mailing, your account will be deleted and there will be no refund.
If there are any damages to our system or DOS issues (denial of service) you may
be fined up to $150,000 by Gambino Hosting for damages.
INTRODUCTION:
Welcome to the Gambino Hosting Mail System. This help manual will provide
a walk through of the system and help better familiarize yourself with the
interface and the functions. Keep in mind that the mail system is kept on a
different computer from your own, which allows you to access your mail from
anywhere in the world. This mail system is rich in features. Although many
people may be familiar with other web based email programs such as Hotmail and
Yahoo, this mail system offers features that are not only unique, but ones that
are actually built around business and the online community. Professional
Internet Management, owners of the Gambino Hosting mail site, offer
training and customization. Contact the mail administrator by emailing
webmaster@gambino.com for more details.
CONFIGURING MAIL CLIENT:
You may either check your email via a web browser OR with a mail client such
as Outlook, Outlook Express, Eudora, Netscape, etc
Your username would be:
yourname@yourdomain.com
Your incoming and outgoing mail servers should be setup as:
mail.yourdomain.com
If you wish to you use your browser to check your mail, please
point to the following URL
http://mail.yourdomain.com
LOGGING INTO YOUR MAIL:
When you get ready to enter your mailbox, you will be asked for 2 items. The
first is a User Id. This is first part of address, such as user@yourdomain.com,
then the id is “user”. Your password will also be needed. After filling in
the two text boxes with this information, click the Logon button directly below
your password and you will be sent to your mailbox, provided that the
information you gave was correct. If you repeatedly are having problems with not
being allowed into your mailbox, email the Mail Administrator with your
information.
AFTER ENTERING MAIN MENU:
Side Bar Option Buttons:
Logoff: Logs you off the mail server. This option is available on many pages of
your mailbox, and should be used for security purposes. Not logging off your
mailbox could possibly leave your mailbox open, although not likely.
Compose: Allows you to send an email message. For more information see section
on composing new message.
Read Mail: Allows you to read new mail in main mailbox.
Options: Scrolls your screen down to the options found under the mailbox
summary. This is useful if you have many mailboxes and the options are off the
bottom of the screen.
MAIN SCREEN OPTIONS:
Main: Opens your main mailbox. This is where your new mail will show up unless
you have used options to route mail elsewhere. Other mailboxes may be added in
the options. Then those mailboxes will show up below the Main mailbox.
HOW TO READ SUMMARY:
There are 4 columns in the mailbox summary.
Mailbox: Name of mailbox.
Size: Amount of disk space being used to house the mail in that mailbox. New
users have up to 10 mb of space (approximately 10 million bytes). Users may
purchase larger space for their company’s or individual mailboxes.
Message Count: Amount of messages in the mailbox, and amount that have not been
read. For example if your count reads 8/3 then there are 8 email messages in
that mailbox, 3 of which have not been opened.
Last Modified: Date that the mailbox summary was last modified, such as
receiving mail.
Top: The link marked Top will take you to the top of the page. This is useful if
you have scrolled many pages down in a document.
OPTIONS:
There are many options that allow a user the chance to customize their mail to
their needs.
Options Listed Under “Personal”:
Remember: MANY of the options require you to go to another screen and make
entries. After the entries are made, most will require you to save in order for
the changes to go into effect. If you do not save, your changes will not be
made.
Change Finger Information: Finger is an Internet protocol that allows people to
gather more information about another person on the Internet. It can be used
somewhat like a Rolodex card. Put information in this option such as full name
and contact information. Keep in mind that the downside to this is very few
people actually use the finger protocol and so you may never be viewed. It also
takes special software not distributed with Windows and Mac OS to actually
request a finger of a user. Currently we have disabled the finger server due to
lack of use of this protocol.
Change Password: Allows you to change your mail password. Be careful, as the
mail administrator does not have access to recall your password if you forget
it. Make sure to use a password that is easy to remember for you or write it
down in a safe place. Suggestion: use a combination of letters and numbers. This
makes it harder for other people to guess your password when illegally trying to
access your mail.
Change Mail Forwarding Information: This allows you to have your email forwarded
to another email account. If you have many email accounts (business, personal,
family etc.) then you could have all the accounts forwarded to one account for
an easier time getting all your mail.
If you are using this system for company email, remember to change the reply
to address on whatever system you use (Outlook, Lotus Notes, etc.) to your
company email address to avoid confusion among the recipients. (Too many email
addresses may confuse your clients.)
Change User Information: This changes information about you, such as name,
reply to address and more. Much of this information will not show up on or in
your email. Rather it is for a part of the server called a LDAP, which in short
is a listing service. We do not actively use this service, but have plans in the
future as our users grow. A listing service is for users to get information on
other users on the same mail system or if the system is large enough, the
listings can be published to a web site. This is primarily used when large
corporations want a “phone book” of their employees. Fill in as much
information as you feel comfortable with here.
Change Vacation Message: This allows you to set up a message that will be mailed
once to each person that sends mail to you. After the first time, that person
will not receive a vacation message again until you change your vacation
message. This is extremely useful to send out a message to users while you are
on vacation to let them know the dates you will be out of the office and who is
handling your email for the time you are out. This is not meant for use weekly
to let people know when you are out of the office and hours you will be working.
Change Processing Rules: Allows you to set up rules of how to file incoming
messages to certain mailboxes depending on the information in the subject line.
For example you could set up a rule to send all mail from a newsletter or daily
news service to a NEWS mailbox that you have created. There is not extensive
documentation here about how to do this, and this should be noted as an advanced
option of the mailbox. If you are interested in this feature, and have attempted
to use it and not received the results you had hoped for, contact your Mail
Administrator. For an hourly rate, the mail administrator can set up mailboxes
and rules and customize your mailbox in any way that is possible within the
limits of the system.
Address Book: Allows you to add and modify a list of common used addresses. We
do not promote using this a contact manager, but rather as a just a listing of
commonly used addresses. Remember: Always keep a back up of all information you
keep in your web based mail account. Even though a back up is performed nightly,
there is never a guarantee with any computer that information is 100% safe from
deletion by the software, user or server.
Manage Mailboxes: Allows you to create, rename or delete mailboxes. Many users
create mailboxes to sort their mail. For example, you could use 3 separate
mailboxes to store family, business and personal emails. Some users keep
separate mailboxes for each client that they receive a lot of email from.
Auto Response: Allows a user to automatically respond to all emails with a form
letter or message. It then allows you to forward incoming emails to another
UserID on the system. For example: If you have a special email for support, a
message could be sent to anybody that emails that address with a note that
explains that the email was received and lists contact phone numbers for your
company. Then the person’s email could be forwarded to a technician that would
actually handle the support issue. You can have an auto response set up for
different mailboxes. This in turn used with the Processing Rules allows users to
have different auto responses sent depending on the subject line. Please read
our note concerning SPAM before using the auto response
system for unsolicited mailings.
Preferences: These options allow a user to customize how their mailbox looks and
sorts messages. These options are cosmetic and will not harm your mail box to
change. Use these settings to customize your mailbox and messages to your needs.
Change Signature: A signature is a message that will be sent at the bottom of
all emails you send from your mailbox. Many people use this to put repetitive
information such as full name, position, company name and contact information
(phone, pager etc.). When composing a new message, you will have the option of
including your signature with that email. For more information see the section
on composing new messages.
COMPOSING NEW MESSAGES:
When you click the COMPOSE button you are taken to a new page to write your
email. On this page you will find many text boxes.
MAIN SCREEN:
From: Shows your address, as it is in the “Reply to” option in the Change
User Options menu.
To: Type in the name of the user you want to send the message to. This must be
in the normal email form (example: user@YOURDOMAIN.com). If you are sending to
another user on your domain then generally you don’t need the domain in the TO
section. (example: if you are sending to another user on the YOURDOMAIN.com
system then you can just put in their USERID rather than their whole email
address).
CC: This is the Carbon Copy section, which allows you to send a copy of this
email to another user other than the recipient named in the TO box.
BCC: Blind Carbon Copy. Allows a user to send a copy to another user with out
that user being named in the message.
Subject: The subject of your email. Even if you are sending a short message you
should still use a subject.
Add all recipients to address book: Takes all recipients in the TO, CC and BCC
fields and adds them to your address book if checked. (To check, click once in
the box next to the option).
Save message in Sent folder: If you check this, a copy of your message is kept
in a mailbox (called SENT) for you keep for review or later use.
Include Signature: When checked, your signature that you set up in the Change
Signature option is added to your email message at the bottom of the message.
Large Textbox: Under the options listed above is an empty text box that you can
use to write your email message.
Addresses: If you have names and emails in your address book, you can highlight
the name in the box on the right of this section and then click the appropriate
button on the left. For example, if I am sending a letter to the sales
department, I would click the name sales that I put in my address book once, and
then click the TO button to the left of the list. This would add the address of
SALES to my TO box. You can add recipients to your CC and BCC section the same
way. You can select multiple recipients from your address book to include in any
of the fields (TO, CC or BCC)
Attachments: You can attach a file to a email message using this feature. First
you would use the browse button to find the file on your system you wish to
attach, then click the ATTACH button which will add it to your list of attached
files. If you wish to remove a file, you can highlight it by clicking on it once
in the attachments list and then clicking the REMOVE button. Under your
attachments list is a total of files and file sizes. Remember if you are
connected to the Internet on a slower connection (28.8 modem or even a 56k
modem) you may notice long delays while sending a file. Your recipients also
will experience a delay depending on their speed. It is good etiquette to ask a
user before sending a large file that will tie up their connection for a long
time. Many users use this function to send Word documents, or spreadsheets and
pictures to other users.
On the left hand side in the tool bar, is the SEND button. Only push this once,
and only push it after you have completely filled out all the information you
wish to send. After it sends it will take you to a page that will tell you that
your message has been sent successfully. If you find this annoying or do not
wish to receive this message, it can be turned off in the options menu under
Preferences. Your mailbox will then load after the message is sent rather than
the success message.
MAILBOX OPERATIONS:
Once in a mailbox (such as MAIN), you have the option to read your email, file
your email to another mailbox or delete messages. In the mailbox there are 5
columns:
Selection: This is an empty checkbox. If you check a message or multiple
messages then you can use the delete or file features on those marked messages.
From: Sender of the email message.
Subject: Subject of the email message.
Date: Date of the email.
Lines: Amount of lines in the email.
You can click on any of the headings (from, subject, date or lines) and your
mailbox will sort the messages by your selection. For example, if you want to
sort your email by the sender, you would just click on the header FROM and the
emails in that mailbox will sort the senders from A to Z.
Select All Displayed Messages: Selects all the messages in your current mailbox.
Once selected you can delete them or file them.
Delete: Deletes any messages with a check in it’s selection box (first
column).
Move To: Allows you to select another mailbox to store messages in. By clicking
the MOVE TO button, any messages selected (selection box, first column) will be
moved to the mailbox that is in the drop down menu to the right of the MOVE TO
button. To change the mailbox you are filing to, drop down the menu by clicking
on the arrow to the right of the selection box and then clicking on the mailbox
of your choice. See options section for more info on creating new mailboxes.
FUTURE ENHANCEMENTS:
We will on and off be updating the software that runs our mail system. I will
email all users updated features as they become available. We are using 3rd
party software to run this system, so in turn we can not make updates to the
system from user suggestions. If you have a question or a suggestion, feel free
to email the Mail Administrator.
SERVICES OFFERED:
There are many services that we can provide to help your company build a strong
online presence. For services that are not email related go to http://host.gambino.com
and browse our online service catalog. Some email related services we provide
(All prices subject to change. Due to quantity discounts, some prices actually
drop depending on quantities, email for details.
Group Lists: Can be used to set up a mailing list of email addresses for a
specific group. Many companies use group lists to email all their employees with
company information or updates. The users do not all have to be on the gambino.com
Mail System. Users can also set up mailing lists that can be sent out to all
customers, clients etc. This is extremely useful to send out monthly
newsletters, marketing letters or service/product update letters.
Complete Corporate Mail Systems: We can set up unlimited amount of users on
our systems and can tailor the system around the corporate environment. This can
be useful in companies with over 20 employees. Ask us about our other corporate
messaging solutions for companies of ALL sizes.
Tech Support: Technical support by email is free for the mail system.
