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Roundcube Webmail User Guide

1.  Introduction

2.  Login Roundcube Webmail

3.  Input Identity at First Login

4.  Symbols in Webmail Interface

5.  Identity Settings

6.  Folder Subscription and Management

    6.1  Subscribe folders
    6.2  Create a new folder
    6.3  Change folder properties
    6.4  Delete a folder

7.  Reading Messages

    7.1  Preview and open messages
    7.2  List options

8.  Selecting Messages

9.  Deleting Messages

    9.1  Purge the Trash or messages marked as deleted
    9.2  Automatically purge delete messages on logout

10.  Moving and Copying Messages

11.  Composing and Sending Messages

    11.1  Attachment
    11.2  Save draft messages and outgoing messages

12.  Reply/Reply All/Forward

13.  Spell Checking

14.  Address Book Contacts

    14.1  Migrate contacts from the old IMP webmail
    14.2  Symbols in address book interface
    14.3  Create a new contact
    14.4  Edit a contact
    14.5  Import contacts
    14.6  Export contacts

15.  Contact Groups

    15.1  Create a contact group
    15.2  Delete and rename a group
    15.3  Add contacts to a group
    15.4  Remove contacts from a group
    15.5  Send mail to a group
    15.6  Hide email addresses from the group recipents

16.  Filtering Messages


1.  Introduction

Roundcube webmail is a new webmail system which replaces the old IMP (Internet Messaging Program) webmail using by graduate.hku.hk users. It supports reading and composing HTML mail with multi-language contents.

2.  Login Roundcube Webmail

Please go to https://webmail.hku.hk to access the login page of your HKU Email Account.

Invoke Roundcube Webmail

 

3.  Input Identity at First Login

Users will be prompted to input the following information at first login:

  • Display Name (Your email sender name (information to display in the "From" field))
  • Email (Default email address, non-editable)
  • Signature (Your default "signature" message to display at the end of an email (OPTIONAL))

Input Identity at first login

If you miss updating the identity information at first login, you can change the identity settings by following the steps in Section 5 - Identity Settings.

4.  Symbols in Webmail Interface

The following are the common symbols that you will see in the new Roundcube webmail interface:

Symbols Description
Email component icon Email component
Address Book component icon Address book component
Setting component icon Settings component
Logout icon Logout
Check for new messages icon Check for new messages
Compose a new message icon Compose a new message
Reply icon Reply
Reply to all icon Reply to all
Forward message icon Forward message
Delete message icon Delete message
Mark message icon Mark message - you can mark message as read, unread, flagged or unflagged
More actions icon More actions – you can perform actions on the selected message, which include Print this message, Download (.eml), Edit as new, Show source and Open in new window
Filter icon Filter – you can filter message by different options, which include Unread, Flagged, Unanswered, Deleted, Not deleted and Priority
Search icon

Search message – Pre-defined keywords are available for searching, which include from, to, cc, subject and body.

Example:
from:david
body:foo

If the pre-defined keyword is not specified, the system will search the searching criteria from mail subjects and headers only.

Folder actions icon Folder actions – Manager folder, Compact or Empty folders
Show preview pane icon Check the box to show the preview pane, which let you preview messages without double clicking the mail subject
Send messages icon Send messages
Attach a file icon Attach a file
Insert signature icon Insert signature
Save as draft icon Save as draft
Message options icon Message options - Return receipt, Delivery status notification, Priority and Save sent message in…

5.  Identity Settings

You can change the identity settings by the following steps:

  1. Click Settings button.
     
  2. Click Identities tab.
     
  3. Select the identity from the left pane.
     
  4. You can update the following information under the Edit Item pane:
  • Display Name – Your email sender name (information to display in the "From" field)
  • Organization – e.g. Department Name
  • Reply-To – For setting up a Reply-To email address which is not the same as the default sender email address as listed in the Email field
  • Bcc – For setting up a default Bcc email address
  • Set Default – Check this option to set an identity as default
  • Signature – Click the Signature tab to edit

    (Note: Email field is non-editable.)

  1. Click Save button to save the settings.

    Identity Settings

6.  Folder Subscription and Management

6.1  Subscribe folders

Users' folders under the old IMP webmail will be kept the same under the new Roundcube Webmail. The folder list can be found in the Folders pane.

In case some folders are missing from the Folders pane, you can subscribe by the following steps:

  1. Click Settings button.
     
  2. Select Folders tab.
     
  3. Check the box next to the folder name that you wish to subscribe.
     
  4. Click Mail button to return to the mail interface.

    Select Folders tab
     

  5. The subscribed folders will be included in the Folders pane on the left.

    Folder list

6.2  Create a new folder

  1. Click Create new folder button at the bottom left of the Folders pane.
     
  2. Fill in Folder name.
     
  3. Click Save button.

    (Note: Creation of sub-folder is NOT supported)

    Folder properties

6.3  Change folder properties

  1. Select a folder from the Folders pane on the left.
     
  2. Change the Folder name or List view mode under the Folders properties pane.
     
  3. Click Save to apply the change.

    Folder list

6.4  Delete a folder

You can delete a folder by the following steps:

  1. Select the folder you want to delete from the Folders pane on the left.
     
  2. Click More actions button and select Delete.
     
  3. If you confirm to delete the folder, click OK in the dialog box; otherwise click Cancel.

    The deleted folder including messages in it will be deleted immediately without sending to Trash folder; it can’t be restored from Trash folder. Please ensure you have selected the folder you wish to delete before clicking OK.

    Delete a folder

7.  Reading Messages

7.1  Preview and open messages

To preview message(s) in the preview pane, you can check the Show preview pane box. Otherwise, you have to double click the mail subject to open the message.

7.2  List options

You can change the List options by clicking the List options button. Then, you can change the following settings from the option pane:

  • List view mode
  • List columns
  • Sorting column
  • Sorting order

Change the list view mode

8.  Selecting Messages

If you want to apply action (delete, copy or move) to multiple messages, you can select multiple messages by holding Ctrl/Shift key on your keyboard.

To select a consecutive group of files or folders, you can click the first item, hold down the SHIFT key, and then click the last item.

To select non-consecutive files or folders, you can hold down the CTRL key, and then click on each item you want to select.

You can also use the following Select buttons to select messages.

Select messages

9.  Deleting Messages

To delete message(s), select the message(s) that you want to delete and click the Delete icon button. Or you can right click the selected message(s), and then select Delete message from the right-click menu.

By default, the deleted message(s) will be moved to Trash folder. If you want mark the message as deleted instead of moving to it to the Trash folder, you can apply the following steps:

  1. Click Settings button.
     
  2. Select Server Settings from Selection pane on the left.
     
  3. Check the Flag the message for deletion instead of delete box under the Main Options section.
     
  4. Click Save button.

    Server Settings
     

  5. After applied above setting, the deleted message will be displayed in gray color with Delete icon. You can click the Delete icon to undelete the message.

9.1  Purge the Trash or messages marked as deleted

By default, the deleted message(s) will be moved to Trash folder. You can purge the Trash folder by the following steps:

  1. Select Trash folder from the Folders pane on the left.
     
  2. Click More actions button at the bottom of the Folders pane and select Empty; or
     
  3. Right click the selected folder and select Empty.

    Empty Trash

If you applied the Flag the message for deletion instead of delete option (mentioned in the Deleting Messages section), your deleted message will be marked as deleted instead of moving to the Trash folder. You can purge messages marked as deleted by the following steps:

  1. Select the folder that contains messages marked as deleted (e.g. the INBOX folder).
     
  2. Click More actions button at the bottom of the Folders pane and select Compact; or
     
  3. Right click the selected folder and select Compact.

     Folder list

To prevent the mailbox to be full, please empty the Trash folder or compact deleted messages regularly. By default, the webmail will NOT automatically purge deleted messages for you.

9.2  Automatically purge delete messages on logout

If you want to purge the deleted messages automatically on logout, you can change the settings by the following steps:

  1. Click Settings -> Server Settings -> Maintenance.
     
  2. If you haven’t checked the Flag the message for deletion instead of delete box, check the Clear Trash on logout box.
     
  3. If you have checked the Flag the message for deletion instead of delete box, check the Compact Inbox on logout box. The Compact Inbox on logout option is applied to INBOX only. If you want to compact other folders, you have to compact them manually.

    This option is depending on the logout action. Please make sure you click logout button after using the webmail. If you access the webmail via HKU Portal, please ensure you logout Portal and wait until you see the “You have successfully logged out from HKU Portal.” message before closing the browser.

10.  Moving and Copying Messages

You can move or copy message(s) by the following steps:

  1. Right click your selected message(s).
     
  2. Point to Move to… or Copy to… and select your target folder, or
     
  3. Drag and drop the selected message(s) to the destination folder.

    Moving and Copying Messages

 

11.  Composing and Sending Messages

Click the Compose a new message button to compose a new message.

11.1  Attachment

Click the Attach a file button and browse for a file to create a attachment. You can also drag and drop a file from your explorer to the Attachments pane. 

(Note: Internet Explorer (IE) 9 and older versions do not support the drag and drop function. You have to use the latest browser to use this function.)

11.2  Save draft messages and outgoing messages

By default, while you are composing message, the webmail will save the draft automatically in every 5 minutes. You can change this setting by clicking Settings -> Composing Messages -> Automatically save draft.

You can also save draft manually by clicking the Save as draft button.

By default, your draft message(s) will be saved to the Drafts folder, and outgoing message(s) will be saved to the Sent folder.

The following shows the major functions for composing and sending messages:

Composing and sending a mail

12.  Reply/Reply All/Forward

You can click the following buttons to reply, reply all or forward message while you are reading a mail.

Symbols Description
Reply icon Reply
Reply to all icon Reply to all
Forward message icon Forward message

13.  Spell Checking

Spell checking is NOT supported.

14.  Address Book Contacts

Address book can be used to store email addresses and personal contact details for providing handy reference.

14.1  Migrate contacts from the old IMP webmail

Address book has been migrated from the old IMP webmail to the new Roundcube webmail:

Contact fields of the old IMP webmail Contact fields of the new Roundcube webmail
Name Display Name
Email Email
Work/Home/Mobile/Fax phone Work/Home/Mobile/Work Fax phone
Title Job Title
Company Organization
Home/Work Address Address Home/Work
Notes Notes
Contacts with non-ASCII characters other than Traditional Chinese characters All contacts with non-ASCII characters other than Traditional Chinese characters in the old IMP address book will not be migrated correctly.

 

14.2  Symbols in address book interface

Symbols Description
Create new contact icon Create new contact
Compose mail to the selected contact(s) icon Compose mail to the selected contact(s)
Delete the selected contact(s) icon Delete the selected contact(s)
Import contacts icon Import contacts
Export contacts in vCard format icon Export contacts in vCard format
Advanced search contacts icon Advanced search contacts
Search contacts icon Search contacts

14.3  Create a new contact

Click Create new contact icon buttons to create a new contact. Click Save after complete.

Creating new contacts

14.4  Edit a contact

Select a contact from Contacts pane on the left. Click Edit contact button to edit, and then click Save button.

Editing contact

14.5  Import contacts

You can import contacts to the new Roundcube webmail address book manually by clicking Address Book -> Import contacts icon.

The address book accepts contact data in CSV or vCard format. Non-ASCII characters should be in UTF-8 encoding.

Example of CSV columns and field names is as follows:

Display Name,E-mail Address,Home Address,Work Address,Home Phone,Work Phone,Mobile Phone,Fax Number,Job Title,Organization,Notes,Last Name
Chan Tai Man,chantaiman@hku.hk,999 Water Street ,RR HKU,22222222,33333333,99999999,66666666,Professor,HKU,My notes,Chan

14.6  Export contacts

You can export contacts from the new Roundcube webmail address book manually by clicking Address Book -> Export contacts in vCard formaticon.

The exported file will be in vCard format.

15.  Contact Groups

15.1  Create a contact group

Distribution list in the old IMP webmail has been migrated to the new Roundcube webmail as contact groups.

You can also create new contact groups by the following steps:

  1. Click Create new folder  button at the bottom left of the Groups pane.
     
  2. Fill-in the new group name and press Enter.

    Creating Contact Groups

15.2  Delete and rename a group

You can select the group you want to delete or rename from the Groups pane on the left, and then right-click and select Delete group/Rename group from the right-click menu.

(Note: Deleting a group will NOT remove the address book contacts in that group.)

15.3  Add contacts to a group

To add contact(s) to a group, you can select contact(s) from the Contacts pane, and then drag and drop the contact(s) to the group.

15.4  Remove contacts from a group

You can remove contact(s) from a group by the following settings:

  1. Select a group from the Groups pane.
     
  2. Select the contact(s) that you want to remove from the Contact pane.
     
  3. Right click and select Remove selected contacts from group from the right-click menu.

15.5  Send mail to a group

When composing a new mail, click Personal Addresses from the Contacts pane on the left. Select the group that you want the email to send to, and then click the To >> or Cc >> or Bcc >> button at the bottom of the Contacts pane. All email addresses belong to the selected group will be added as the mail recipients.

The Cc and Bcc fields are hidden by default. To use these fields, you can click Add Cc or Add Bcc.

Send mail to a group

15.6  Hide email addresses from the group recipients

You can hide the email addresses from the group recipients by the following steps:

  1. Click Add Bcc to show the Bcc field.
     
  2. Insert the sender's email address (i.e. your email address) in the To field.
     
  3. Insert the group in the Bcc field.

16.  Filtering Messages

Filtering rules created in the old IMP webmail will NOT be migrated to the new Roundcube webmail. Filtering rules can be set up by the following steps: 

  1. Click Settings button.
     
  2. Select Filters tab.
     
  3. Fill in the following fields and click Save button.

    Filtering messages
     

  4. After saving, the rule will be displayed in the Stored filters section.

    Save filters
     

  5. Click Delete if you want to remove the filtering rule.
     
  6. Filtering rules set up are not editable. To change the setup of a filtering rule, please delete the original rule and setup a new one.

If you want to filter SPAM emails or unwanted emails which send from known sender addresses or domains, it is recommended to setup safelist/blocklist on IronPort Spam Quarantine.

User Guide on IronPort Spam Quarantine can be found at:
http://www.its.hku.hk/documentation/guide/email/ironport