Mail Tool Overview

WebCT 4.0 Mail Tool

1. Reading & Sending Mail

2. Managing Messages and Message Settings

3. Managing folders



1. Reading & Sending Mail

You can read messages sent by other users in the course. By default, messages are presented in chronological order. This is referred to as Unthreaded.

1.1 Reading messages

By default, mail messages are presented in chronological order.

Tips:
  • To view both read and unread messages, click All.
  • To view messages by thread, click Threaded. Threaded messages are a series of replies to the same subject. The header row of each message thread displays the following information:
    • Status: displays the number of unread messages in the thread over the total number of messages in the thread.
    • Subject: displays the subject of the first message in the thread and the magnifying glass icon. You can view the message thread by clicking the magnifying glass icon.
  • To display any messages that were just sent, click Update Listing.

Note: It is recommended that you install updated anti-virus software before viewing or downloading attachments.

  1. From the Mail screen, click the folder that contains the message you want to read. The Mail Messages screen appears.
  2. Click the message that you want to read. The message opens in a new browser window. Note: If the message includes a file attachment, you will see a paper clip icon. For security reasons, it is recommended that you download the attachment to your own computer before you view it.
     
  3. If your message includes a file attachment, you can do the following:
  4. When you are finished reading the message, you can:

1.2 Replying to messages

You can reply to messages sent from other users in the course. Note: If replying to a message containing an equation, you cannot edit the equation. You can insert or edit an equation only by forwarding or quoting the message.
  1. From the Mail screen, click the folder that contains the message to which you want to reply. The Mail Messages screen appears.
  2. Click the subject of the message to which you want to reply. The message appears in a new browser window.
  3. Click Reply. The Compose Mail Message screen appears. The original message appears at the bottom of the screen.
  4. In the Subject text box, enter or edit the subject for your message.
  5. Compose your message by doing one of the following:
    • In the Message text box, enter your message. The following message options are available:
      • To change the number of viewable lines in the Message text box, from the Height of edit area drop-down list, select a number and click Resize.
      • To allow text to continue horizontally beyond each visible line, select Don't wrap text.
    • Click HTML editor.
  6. If you want to attach a file:
    1. Next to Attachments, click Browse. Your computer's file browser appears.
    2. Locate and select the file you want to upload. The path and filename of your attachment appears in the Attachments text box.
    3. Click Attach file. The filename appears as a hyperlink, and the file is attached to your message.
       
  7. If you want to preview your message before sending:
    1. Click Preview. A preview of your message appears in a new browser window.
    2. Click Close. The Compose Mail Message screen appears.
       
  8. Click Send. The message is sent and a copy is placed in the Outbox folder.

1.3 Quoting message

You can reply to a message and quote the original message in your reply. Note: If an equation is included in the original message, you can use the WebEQ Equation Editor to edit it.

  1. From the Mail screen, click the folder that contains the message that you want to quote in your reply. The Mail Messages screen appears.
  2. If the messages are threaded, click the magnifying glass icon to view the messages in the thread.
  3. Click the subject of the message you want to quote. The message appears in a new browser window. Note: If the Message contains an equation, the equation is displayed.
  4. Click Quote. The Compose Mail Message screen appears. The original message appears at the bottom of the screen.
  5. In the Subject text box, enter or edit the subject for your message.
  6. Compose your message by doing one of the following:
  7. If you want to insert or edit an equation, use the WebEQ Equation Editor for Microsoft Windows or for Macintosh. Note: Depending on administrator settings, the Equation Editor may not be available.
  8. If you want to attach a file:
    1. Next to Attachments, click Browse. Your computer's file browser appears.
    2. Locate and select the file you want to upload. The path and filename of your attachment appears in the Attachments text box.
    3. Click Attach file. The filename appears as a hyperlink, and the file is attached to your message.
       
  9. If you want to preview your message before sending:
    1. Click Preview. A preview of your message appears in a new browser window.
    2. Click Close. The Compose Mail Message screen appears.
  10. Click Send. The message is sent and a copy is placed in the Outbox folder.

1.4 Sending messages

  1. From the Mail or Mail Messages screen, click Compose message. The Compose Mail Message screen appears in a new browser window.
  2. Complete the Send to text box by either:
  3. In the Subject text box, enter your subject. Note: This text box cannot be left blank.
  4. Compose your message by doing one of the following:
  5. If you want to insert an equation, use the WebEQ Equation Editor for Microsoft Windows or for Macintosh. Note: Depending on administrator settings, the Equation Editor may not be available.
  6. If you want to attach a file:
    1. Next to Attachments, click Browse. Your computer's file browser appears.
    2. Locate and select the file you want to upload. The path and filename of your attachment appears in the Attachments text box.
    3. Click Attach file. The filename appears as a hyperlink, and the file is attached to your message.
       
  7. If you want to preview your message before sending:
    1. Click Preview. A preview of your message appears in a new browser window.
    2. Click Close. The Compose Mail Message screen appears.
       
  8. Click Send. The message is sent and a copy is placed in the Outbox folder.

1.5 Forward messages to another user within the course

You can forward mail to another user within the course. From within WebCT, you cannot forward a message to an external email account.  Note: If an equation was included in the original message, you can use the WebEQ Equation Editor to edit it.
  1. From the Mail screen, click the folder that contains the message you want to forward. The Mail Messages screen appears.
  2. If the messages are threaded, click the magnifying glass icon to view the messages in the thread.
  3. Click the subject of the message you want to forward. The message appears in a new browser window.
  4. Click Forward. The Compose Mail Message screen appears.
  5. Complete the Send to text box by either:
    • typing the name or WebCT ID of the recipient(s). Note: Multiple recipients need to be separated by commas.
    • Viewing the list of possible recipients by clicking Browse. Note: Depending on administrator settings, this option may not be available. To select a recipient, click their name. To select more than one recipient, hold the CTRL key while selecting the names. Click Done.
  6. In the Subject text box, enter or edit the subject for your message.
  7. Compose your message by doing one of the following:
    • In the Message text box, enter your message. The following message options are available:
      • To change the number of viewable lines in the Message text box, from the Height of edit area drop-down list, select a number and click Resize.
      • To allow text to continue horizontally beyond each visible line, select Don't wrap text.
    • Click HTML editor.
  8. If you want to insert or edit an equation, use the WebEQ Equation Editor for Microsoft Windows or for Macintosh.
  9. Click Send. The message is sent and a copy is placed in the Outbox folder.

1.6 Mark all messages as read

Note: Threaded messages, whether collapsed or expanded, are marked as read.

  1. From the Mail screen, click the folder that contains the messages you want to mark. The Mail Messages screen appears.
  2. Display the messages that you would like to mark. By default, only unread messages are listed. To view all messages, click All.
     
  3. Click Mark all as read. A confirmation message appears.
  4. Click OK. All messages are marked as read.

1.7 Marking selected messages as read

  1. From the Mail screen, click the folder that contains the messages you want to mark. The Mail Messages screen appears.
  2. Display the messages that you would like to mark. By default, only unread messages are listed. To view all messages, click All.
  3. Select the messages that you want to mark as read:
    • To select individual messages, next to the subject of each message, select the check box.
    • To select all messages in a thread, in the header row next to the magnifying glass icon, select the check box.
    • To select all messages in the folder, in the table header row next to Subject, select the check box.
       
  4. Click Mark as read. A confirmation message appears. Tip: To automatically scroll to the bottom of the screen to click Mark as read, click Message options.
  5. Click OK. The selected messages are marked as read.

1.8 Marking selected messages as unread

  1. From the Mail screen, click the folder that contains the messages you want to mark. The Mail Messages screen appears.
  2. Display the messages that you want to mark. By default, only unread messages are listed. To view all messages, click All.
  3. Select the messages that you want to mark as unread:
    • To select individual messages, next to the subject of each message, select the check box.
    • To select all messages in a thread, in the header row next to the magnifying glass icon, select the check box.
    • To select all messages in the folder, in the table header row next to Subject, select the check box.
       
  4. Click Mark as unread. A confirmation message appears. Tip: To automatically scroll to the bottom of the screen to click Mark as unread, click Message options.
  5. Click OK. The selected messages are marked as unread.

1.9 Save messages as draft

  1. From the Mail or Mail Messages screen, click Compose message. The Compose Mail Message screen appears in a new browser window.
  2. Complete the Send to text box by either:
    • typing the name or WebCT ID of the recipient(s). Note: Multiple recipients need to be separated by commas.
    • Viewing the list of possible recipients by clicking Browse. Note: Depending on administrator settings, this option may not be available. To select a recipient, click their name. To select more than one recipient, hold the CTRL key while selecting the names. Click Done.
  3. In the Subject text box, enter your subject. Note: This text box cannot be left blank.
  4. Compose your message by doing one of the following:
    • In the Message text box, enter your message. The following message options are available:
      • To change the number of viewable lines in the Message text box, from the Height of edit area drop-down list, select a number and click Resize.
      • To allow text to continue horizontally beyond each visible line, select Don't wrap text.
    • Click HTML editor.
  5. If you want to insert an equation, use the WebEQ Equation Editor for Microsoft Windows or for Macintosh.
  6. Click Save Draft. The message is placed in the Draft folder.

1.10 Sending draft messages

  1. From the Mail screen, under Folder, click Draft. The Mail Messages screen for the Draft folder appears.
  2. Click the subject of the draft message you want to send. The message appears in a new browser window.
  3. Click Edit. The Compose Mail Message screen appears.
  4. Edit your message and click Send. The message is sent and a copy is placed in the Outbox folder.

1.11 Downloading messages

  1. From the Mail screen, click the folder that contains the message you want to download. The Mail Messages screen appears.
  2. If the messages are threaded, click the magnifying glass icon to view the messages in the thread.
  3. Click the subject of the message you want to download. The message appears in a new browser window.
  4. Click Download. Your browser's file download window appears.
  5. Follow the onscreen instructions.
  6. Click Close.

1.12 Compiling and downloading messages

This feature allows you to select mail messages, compile them into one file, and download the file.

  1. From the Mail screen, click the folder that contains the messages you want to compile and download. The Mail Messages screen appears.
  2. Display the messages to choose from:
    • To display all messages in the folder, click Show All.
    • To display only unread messages, click Show Unread.
  3. Select the order in which the messages will be presented:
    • To compile messages in chronological order, click Unthreaded.
    • To compile messages in threads, click Threaded. Note: Threads are created when someone replies to a message. The first message is shown with the subject above; the reply is shown underneath and is indented under the original message.
  4. Select the messages to compile and download:
    • To select individual messages, next to the subject of each message, select the check box.
    • To select all messages in a thread, in the header row next to the magnifying glass icon, select the check box.
    • To select all messages in the folder, in the table header row next to Subject, select the check box.
  5. Click Compile. The compiled messages appear in a new browser window
  6. Click Download. Your browser's file download window appears.
  7. Follow the onscreen instructions.
  8. Click Close.

1.13 Searching messages

You can search mail messages by

When you are finished searching your messages, you can compile and download them.

To search mail messages:

  1. From the Mail or Mail Messages screen, click Search. The Search Mail screen appears.
  2. Choose your search parameters:
    1. From the Search drop-down list select one of the following:
      • To search all messages, select All.
      • To search only messages you have not read, select Unread.
    2. From the Folder drop-down list, select the folder to search.
    3. From the Criteria drop-down list, select the filter:
      • None = no filter
      • Name = full name of the message writer
      • User ID = user name of the message writer
      • Subject = the message subject
      • Message No = the unique message number associated with each message
      • Date = the date that the message was sent
      • Message = any of the words in the text of the mail message
  3. From the Comparison drop-down list, select how the information entered in the Value text box will be compared with the filter:
    • Contains = retrieves messages that match any part of the text or numbers entered in the Value text box
    • Equals = retrieves messages that match exactly the text or numbers entered in the Value text box
    • Before = in combination with the Date or Number filter, retrieves all messages before the date or number entered in the Value text box. In combination with a text filter (Name, Subject, Message) retrieves all messages containing letters that occur alphabetically before the word entered in the Value text box.
    • After = in combination with the Date or Number filter, retrieves all messages after the date or number entered in the Value text box. In combination with a text filter (Name, Subject, Message), retrieves all messages containing letters that occur alphabetically after the word entered in the Value text box.
    • Starts with = in combination with a text filter (Name, Subject, Message) retrieves messages with words that begin with the letter entered in the Value text box.
    • Ends with = in combination with a text filter (Name, Subject, Message) retrieves words that end with the letter entered in the Value text box.
  4. In the Value text box, type the words or numbers to be searched. Note: If you have selected the Date filter, type the date in the format dd,mm,yyyy. Include the commas.
  5. Click Search. The Mail Messages screen appears listing all messages that satisfy your search requirements.

2. Managing Messages and Message Settings

2.1 Moving a message to a different folder

There are four default folders: Inbox, Outbox, Draft and All. To add a folder, see Adding a folder.

  1. From the Course Menu, click Mail. The Mail screen appears.
  2. From the Folder table, click the folder that contains the message that you want to move. The Mail Messages screen appears.
  3. From the table, select each message you want to move.
  4. Move to the Actions menu by clicking Message options.
  5. From the Move to drop-down box, select the destination folder and click Go. A warning message appears.
  6. Click OK. The Mail Messages screen refreshes and each selected message is moved to the new folder.
     

2.2 Deleting a message

  1. From the Course Menu, click Mail. The Mail screen appears.
  2. From the Mail Folders table, click the folder that contains the message(s) that you want to delete. The Mail Messages screen appears.
  3. Select each message that you want to delete.
  4. Move to the Actions menu by clicking Message options.
  5. Click Delete. A warning message appears.
  6. Click OK. The Mail Messages screen refreshes and each selected message is deleted.
     

2.3 Deleting All messages in a folder

  1. From the Course Menu, click Mail. The Mail screen appears.
  2. From the Folder table, select the folder from which you want to delete all messages.
  3. Under Options:Messages, click Delete messages. A warning message appears.
  4. Click OK. All messages in the folder are deleted.

2.4 Deleting All messages in All folders

  1. From the Course Menu, click Mail. The Mail screen appears.
  2. Under Options:Messages, click Delete all messages. A warning message appears.
  3. Click OK. The Mail screen refreshes and the Folder table is updated.
     

2.5 Setting the number of threads to display per page

  1. From the Course Menu, clickMail. The Mail screen appears.
  2. From the Folder table, click Message Settings. The Message Settings screen appears.
  3. Under Threads per page, make your selection:
    • To specify a set number of threads per page, select Display (text box) threads per page, and enter a number in the text box.
    • To display all messages on the same page, select Display all threads at once.
  4. Click Update. A message appears to confirm that the settings are updated.
  5. To return to the Mail screen, click Back.

2.6 Setting the length of subject displayed

You can specify how much of the message's subject is displayed in the Mail Messages table.

  1. From the Course Menu, click Mail. The Mail screen appears.
  2. From the Folder table, click Message Settings. The Message Settings screen appears.
  3. Under Length of subject, make your selection:
    • To specify a limit to the number of characters displayed, select Display first (text box) characters of subject, and enter a number in the text box.
    • To display the full subject, regardless of its length, select Display whole subject.
  4. Click Update. A message appears to confirm that the settings are updated.
  5. To return to the Mail screen, click Back.

3. Managing Folders

There are four default folders for each user:

These folders cannot be renamed or deleted. However, you can add new folders to Mail that can be renamed or deleted.

3.1 Creating a folder

  1. From the Course Menu, click Mail. The Mail screen appears.
  2. Under Options: Folders, click Create folder. The Create Folder screen appears.
  3. In the Folder name text box, enter a name for the new folder.
  4. Click Create. The Mail screen appears with the new folder added to the Mail Folders table

3.2 Renaming a folder

  1. From the Course Menu, click Mail. The Mail screen appears.
  2. From the Folder table, select the folder you want to rename. Note: You can't rename the Inbox, Outbox, or Draft folders.
  3. Under Options: Folders, in the Rename folder text box, enter a new name for the folder and click Go. The Folder table displays the renamed folder.

3.3 Deleting a folder
  1. From the Course Menu, click Mail. The Mail screen appears.
  2. From the Folder table, select the folder you want to delete.
  3. Under Options: Folders, click Delete folder. A warning message appears.
  4. Click OK. The folder is deleted from the table.