Managing Your Email

Managing how email is displayed (Back to Top)

You can view your email messages as either Messages or as Conversations.

To change how messages are grouped, go to the Preferences, Mail tab and change Group mail by.


Email grouped as messages are displayed with the most recent message first in your email folders. Unread messages are shown in bold. When you review the message line, you can see who the message is from, whether there is an attachment, the subject of the message, in which folder the message is saved, the size of the message, and when it was received. If messages have a flag enabled or tags, these are also shown.


If you group mail by conversations, your messages are grouped by subject. A conversation is a group of messages that have the same subject. If the subject is changed, the message is not included in the conversation.

The subject displays only once in the conversation view pane. The number of messages in the conversation is displayed in parentheses after the subject. When new email comes in, the conversation is moved to the top of your email messages. Conversations containing unread messages are shown in bold.

Conversation View

Double-click the conversation to display the messages within the conversation. Click on a message to display its contents in the reading pane below. In the message toolbar, you can click the icon to display the message in a new window.

All messages related to the conversation are displayed, even if the messages are stored in other folders. The Folder column shows the folder where the message is stored. Conversations do not continue indefinitely. If the last message in the conversation is 30 days old or older, messages sent with the same subject begin a new conversation.

How do I know when I receive new messages (Back to Top)

New messages are received when you log on and at automatic intervals when you are logged in. When you click the Inbox folder, if you have new messages, the Inbox displays them.

You can spot unread mail messages by looking for folders with a bold name and a number in parentheses next to the folder name. For example, Inbox (22) indicates that there are a total of 22 unread messages that are contained within conversations in your Inbox.

Categorizing your email messages (Back to Top)

The Web Client provides several methods for categorizing email messages. You can use these along with the Search feature to quickly locate and retrieve messages. Methods you can use are:

  • Filters. In your Preferences, Mail Filters tab, you can create rules for classifying inbound mail according to items in the subject line, sender, recipient, or other characteristics.
  • Folders. You can create folders to organize your messages and you can move mail from one folder to another, for example taking a mail out of a "To Do" folder and moving it to a "Done" folder.
  • Tags. You can use tags as labels on email messages and then use the Search feature to show all mail with a certain tag.
  • Conversations. You can have messages grouped by conversation. This built-in feature automatically groups all sent and received email messages with the same subject into a single conversation

Sorting messages in Content pane (Back to Top)

Any pane containing email messages, such as your Inbox, can be sorted by the Subject and the Received columns. Sortable columns are highlighted as you pass your mouse cursor over them.

To sort by a particular column, click the column title. The column shows an arrow indicating whether the sort is in ascending order (up arrow) or descending order (down arrow).

You can only sort by one column at a time.

Printing email messages (Back to Top)

To send a message to the printer:

  1. Open the conversation or message to be printed and on the message toolbar, click Print.
  2. Click OK.

Setting a forwarding address (Back to Top)

You can identify an email address to forward your messages and choose to retain the message in your mailbox or automatically delete the message when forwarded.

To forward your email
  1. Open the Preferences tab and select the Mail tab.
  2. Scroll down to the Receiving Messages section and in When a message arrives:Forward a copy to, add the complete forwarding address.
  3. If you want to automatically delete the email from your account, enable Don't keep a local copy of messages.
  4. Click Save.

Recovering deleted mail messages (Back to Top)

When you delete messages and contacts, the file is moved to the Trash folder. You can recover files from the Trash by opening the Trash folder, selecting the email messages to recover and moving them to another folder.

Messages left in the Trash will be automatically purged, in which case you cannot recover them.

Purging email messages (Back to Top)

To delete messages from Trash, open the Trash folder and in the Content pane, click Delete. All messages are permanently deleted.