Using E-mail

On the "E-mail" screen, you can receive new e-mails by clicking one of the following buttons:

When there are more than two recipients, the following icons and links are displayed:

"To:" or "Cc:" do not appear on the screen if no recipient is appointed in the "To:" or "Cc:" column.
The recipients set in the "Bcc:" field by the sender are not displayed to the recipients of the e-mail.

In the "Show preview" mode, attachments are displayed at the both top and bottom of the e-mail body in the "E-mail details" screen.
In the "Hide preview" mode, the attachments are displayed only at the bottom of the e-mail body.
You can delete attachments by clicking "Delete attachments". However, you cannot delete attachments individually. When e-mails have multiple attachments, all attachments are deleted by clicking "Delete attachments".

Problems in receiving e-mails can be caused by any of the following:

See the followings for details of each scenario.

The system administrator may have set the total size of e-mails a user can save, or the maximum size of a received e-mail.
If either the total size of emails that a user can save or the maximum size of a received e-mail is set, user cannot receive e-mails that exceeds the size limit.

You can manage unreceived e-mails using the following actions:

When the size of saved e-mails for the user exceeds the total size of e-mails set by the system administrator, you cannot send or receive e-mails.
You can send and receive e-mails again by deleting unneeded e-mails to decrease the size of saved e-mails.

You cannot receive partitioned e-mails.
The following message appears when you receive a partitioned e-mail:

"This e-mail has been broken apart by certain mailer software.
This application cannot display e-mails that have been broken apart by certain mailer softwares.
E-mail details can be displayed in "View source". "

Click "View source" on the "E-mail details" screen to view the content of the partitioned e-mail.

You cannot receive a large volume of e-mail at once.
To receive a large volume of e-mail, click "Receive new e-mail" repeatedly on the "E-mail details" screen.

When external notifications are enabled by the system administrator, you can receive notifications from systems other than Garoon.
The following message appears when you receive external notifications:

"Received N external notifications. "

You can check received external notifications in the Notifications list or in the Updates portlet.

The following message appears when you receive an e-mail with read receipt request:

"This E-mail's has the read receipt.
Do you want to respond to the request?
(Reply to: xxxx<***@****.com>)"

If you click "Reply", an e-mail indicating that a recipient has opened the e-mail is sent to the user who requested.
This message disappears when you click "Reply" or "Dismiss".

You can use read receipt request to confirm whether recipients have read the e-mail.

Returns e-mail already read to an unread state.
This permits previously read e-mails to be marked for re-reading.

To mark e-mails as unread:

Filters only unread e-mails for display.

Click "Compose E-mail" on the "E-mail" screen to create a new e-mail.
The following options are available on the "Compose E-mail" screen:

When you create an HTML e-mail, you can display the text body of the HTML e-mail as a text file by clicking "View in HTML format" on the "E-mail details" screen.

To display the "Confirm E-mail sending" screen before you send an e-mail, select "Confirm before sending" on the "General settings" screen of E-mail in your Personal settings.
"Configuring E-mail Settings"

Enter e-mail address in the address entry field manually.
While typing in part of an e-mail address in the address entry field, user display names and e-mail address that start with the inputted portion are displayed as suggestions.
The addresses in the following address books are used for suggestions:

• User list

• Personal Address Book

• Shared address book to which you have access rights

• E-mail addresses to which you have sent e-mails.

On the "Compose E-mail" screen, click "To:", "Cc:", or "Bcc:", then select e-mail addresses on the "Select e-mail address" screen.
When you have already set up My Address group or My groups, you can select My address group or My groups on the "Select e-mail address" screen.

You can search e-mail addresses from the following data:

You can remove search results from the screen by clicking "Clear search results".

In "Sent items", click an e-mail to display the details, and then click "Resend" to edit a resending e-mail.
You can only resend e-mails that you created.

Select a received e-mail to display the details, and then click "Reply" or "Reply all" to compose a reply e-mail.
The e-mail address of the sender is displayed on the "Reply E-mail" screen. The subject of the reply adds "Re:" to the subject of the received e-mail.

When you want to reply to all e-mail addresses in the "To:" and "Cc:" fields, click "Reply all".
When you reply to e-mails with attachments, the replying e-mail does not contain the attachments.

In either of the following cases, replies to HTML e-mails are sent in plain-text format:

Select a received e-mail to display the details, and then click "Forward". On the "Forward E-mail" screen, specify recipients and click "Send".
The attachments to the e-mail are also forwarded.
The subject of the forwarding e-mail adds "Fwd:" to the subject of the received e-mail.

In either of the following cases, forwarded HTML e-mails are sent in plain-text format:

You can delete e-mails in any of the following three ways:

On the "E-mail" screen, select e-mails to delete and click "Delete".
Deleted e-mails are moved to Trash.

Select folders to delete on the "E-mail" screen, then click "Delete all".
Deleted e-mails are moved to Trash.

E-mails moved to Trash are purged in the following cases:

Moving e-mails to Trash does not affect e-mails saved by the senders or other recipients.
You can recover deleted e-mails from Trash within the retention period of Trash.
E-mails can be deleted without moving it to Trash depending on your Personal settings.

You cannot restore e-mails that are deleted using this method.

Depending on the settings by the system administrator, users may view the e-mail data of a removed e-mail account even when the e-mail account is removed.

When you no longer need the e-mail data of removed e-mail account, click "Delete the account completely" on the "E-mail" screen.

The following functions are available on the "E-mail details" screen: See below for details.

If the status management function is enabled in the Personal settings, you can set up e-mail status.
Select an e-mail to display the details, and then select a desired status from the "Change status" drop-down list at the top right of the screen.

You can check the processing status with the e-mail status.
"Setting Up Status Management"

Select an e-mail to display the details, and then click "Character encoding" to select a desired character encoding.
To save the e-mail with a different character encoding, select a character encoding, then click "Save".

The following character encodings are available:

Select an e-mail to display the details, and then click "(Browse/Add)" (Hide preview mode) or the "Address Book" icon (Show preview mode) next to a sender e-mail address in the e-mail, then enter necessary information to add to your personal address book.
The "Add address book entry" screen is displayed in a new window when you click "(Browse/Add)" or the "Address Book" icon.

Select an e-mail to display the details, and then click "View source" to display the header information and the e-mail data as a text file.
You cannot display the e-mail source of drafts.

Select an e-mail to display the details, and then click "Printable version" to display the "Print settings" screen to print.
You cannot print attachments to an e-mail. Only the names of attachments are printed.
You cannot print out drafts.

The following options are available on the "print settings" screen:

Select an e-mail to display the details, and then click "Save as file" to save the e-mail as a text file.
You cannot save drafts or e-mails that the attachments are deleted as text files.

The following contents are saved in a text file in the selected character encoding:

Attachments cannot be saved as a text file. Only the names of the files are saved.
You can save all e-mails as a text file in your Personal settings.

You can organize and distribute e-mails by creating folders. Added folders are set up with update notifications.
You cannot add folders within Inbox, Sent, Draft, or Trash.

A folder code is a special sequence of characters that differentiates folders. You can identify a folder by its folder code even when other folders have the same name.
Folder codes must be unique.

Folder restrictions

✓ : This action is enabled.
¹:You can change notes in folders and set up update notifications.
²:Enabled only with e-mails in Inbox and Sent.
³: You can move folders, change notes in folders, and set up update notifications.
⁴:You can reorder the e-mails within each folder.
⁵:Subfolders in the selected folder are also deleted. All messages in a deleted folder move to Trash.

You can move e-mails in one of the following two ways:

You can move e-mails that you selected on the "E-mail" screen to the specified folder from the drop-down lists.

You can move e-mails that you selected on the "E-mail" screen to the specified folder using drag and drop.
In the "Show preview" mode, drag the selected e-mails to the destination folder.You can also move e-mails to "Trash".
In the "Hide preview" mode, drag the drag control of any of the selected e-mails to the destination folder. The drag controls are located immediate left to the selection check boxes.
When you move selected e-mails to the destination folder, a dialog "Moved e-mails: ##" appears.

"Hide preview" mode example:

a): Indicates the number of moved e-mails. It disappears when you perform another action or go to another page.
b): Moves e-mails back to their original folders. It disappears when you perform another action or go to another page.
c): Drug control

You can display the e-mail log for each sender.
Select a folder on the "E-mail" screen, then click the name of the sender or the recipient.
If you click "Compose" on the "Show mail log" screen, you can compose an e-mail addressed to the selected sender or recipients.

If forwarding is set, received e-mail that matches the forwarding conditions can be forwarded to another e-mail address.
For example, e-mail sent to a user who is out of the office can be forwarded to another person in charge.
Note that e-mail will not be forwarded when the sender e-mail address and the forwarding e-mail address is same.
Depending on the settings chosen by the system administrator, forwarding may not be available.

Sets conditions for automatic e-mail forwarding and the forwarding e-mail addresses.
Forwarding is set for each e-mail account.

To add forwarding settings:

Changes settings such as forwarding conditions or forwarding addressees.

To edit forwarding settings:

Temporarily inactivates specified forwarding settings.

To inactivate forwarding settings:

Deletes the specified forwarding settings.
Once deleted, the forwarding settings cannot be restored.

To delete forwarding settings: