SmarterMail Settings information

Username - Your email address as it should be entered in email clients to get your email

Display Name - Your full name will be included in the From field of emails

Reply-to address - If you wish to have replies to your emails sent to a different email address, enter it here.

Time Zone - Choose the time zone that you wish to use in SmarterMail.

Forwarding

Forwarding address - If you wish to send copies of all incoming mail to a different email address, enter it here.

Forwarding exclusions - If you wish to limit what emails are sent as forwards, you may choose to do so with this option to avoid forwarding spam.

Delete message on forward - Check this box to delete the message from the inbox of the original email account after forwarding it to the new email address.

Display

Sort messages by - When viewing the messages in a folder, they will be sorted according to the option chosen in this drop down. By default, messages are sorted by date in descending order.

Enhanced Message List - SmarterMail offers two methods of viewing your Inbox and other email folders. With the Enhanced Message Listing disabled, it will act in a fashion similar to what you are used to with previous versions of SmarterMail. Enabling Enhanced will result in a more responsive message list that uses AJAX for easy sorting and paging, but may not work as well on older computers, or on certain browsers like Opera, Safari, or IE for Macs.

Message Preview - If this option is turned on, a small magnifying glass icon will appear next to each message in your Inbox and other mail folders. Hovering over that icon will pop up a preview of the message, similar to a tool tip. This is very useful if you get a lot of email and typically just scan it, but can add a bit of load time to the page. Frequently, it is worth the trade-off.

Messages per Page - When viewing the messages in a folder, this option lets you customize how many emails will appear per page.

Auto Refresh Rate - If this box has something besides Never chosen, the page that shows messages in a folder will automatically refresh after the chosen number of minutes.

Display Format - While you can choose to view a message in plain text or HTML while reading it, this option will allow you to choose the default viewing method.

• HTML - This option will display HTML content, if present in the email. This content can include stylistic elements, like fonts or colors, as well as hyperlinks and other formatting elements.
• Plain Text - This option will only display text. While it is less interesting (no fonts, images, etc), it is also much more secure and is faster to view than HTML.

Delete Action - Choose what happens to messages when they are deleted. The options are outlined below.

• Move to Deleted Items folder - Deleted items will appear in the deleted items folder, which will need to regularly be emptied manually.
• Auto-Purge Folder - Remove the message and get rid of any other email messages that are marked for deletion.
• Mark as deleted - Does not actually delete the message. Flags the message for deletion, and it will not get removed until the folder is purged.
• Mark as deleted and hide - Does the same thing as "Mark as deleted" above. Be careful to monitor your disk space usage when using this option, as it may fill up with what appears to be a small number of messages.

Enable hover bar in tables - In some browsers, the hover bar may take up too many resources. Disabling this option will still allow you to click on rows to edit items and view email, but will not show the hover bar. This option has no effect if you are using the AJAX message listing.

Compose

Spell Check Dictionary - Choose from any of the dictionaries that the administrator has installed on the server, or choose to auto-detect which dictionary to use from your browser's language setting.

Compose Format - Choose the method of email composing that you would like to use.

• HTML - Use this option if you wish to add stylistic elements to your emails.
• Plain Text - Use this for a simple method of email editing. You will not be able to change colors or fonts, but your emails will generally be much smaller and readable on more email clients.

Text Encoding - Choose the encoding that you wish to use for outgoing messages. Encodings define what character sets are used in messages you compose through the web interface.

Compose Window Size - Choose the edit window size from this drop down that best works with your browser. Recommended is small for resolutions smaller than or equal to 800x600, medium for 1024x768, and large for resolutions equal to or higher than 1280x1024.

Forwarding Method - There are several methods by which a message can be forwarded. Please see the list below to understand each of them.

• Normal - Includes original content, including font styles from original message, as part of the new message.
• Plain text only - Inserts the plain text version of the original message into the new message. This is useful if you want to exclude links or fonts.
• Embed as attachment - Attaches the original message to the new one. The message will not appear in the body of your message.

Reply Header Type - Choose whether to include a shortened basic header in your replies, or the full header instead. For most users, basic headers will be sufficient.

Reply Text Indicator - If your compose method is plain text, this character will get added to each line of the original message in order to distinguish it.

Include previous replies in reply - If checked, the message you are replying to will get embedded in the new message.

Save copy of replies in Sent Items folder - If checked, all messages you send from the web interface will get saved in the Sent Items folder. If you send many messages, you may need to regularly delete items from the sent items folder.

Signature - Add text to this area for a 'signature' that will display at the bottom of each email message that is composed in the web interface.

Plus Addressing

Plus Addressing is feature that allows you to automatically filter incoming email into folders without pre-creating the folders or filters to deal with them. A detailed description of this feature can be found in the topic Using Plus Addressing.

Plus Addressing Enabled - Check this box to turn on this feature. If this feature is disabled, the email will NOT be accepted.

Action - When a plus addressed email comes in, SmarterMail can act on it in several ways. See the list below for a description of each:

• Move to folder - If the target folder exists, the incoming message will be placed into it. If the folder does not exist, it will be created. No more than 10 folders can be auto-created in this method during a six hour period to prevent abuse.
• Move to folder (if it exists) - If the target folder exists, the incoming message will be placed into it. Otherwise, the email will get placed in the Inbox.
• Leave in Inbox - Drops the message into your Inbox.

Personal Info

• Display As
• Full Name (Note: Use the advanced link to allow entry of individual name parts.)
• Other Email Address
• Instant Messenger
• Home Page
• Date of Birth
• Additional Info

Contact Info

• Phone Numbers
• Fax Numbers
• Address Information

Company Info

• Name
• Job Title
• Department
• Office
• Address Information
• Website

Options

Enable Auto-Responder - This check-box allows you to quickly turn the auto-responder on or off. If the auto-responder is disabled, the Auto-Responder Message tab will not be enabled.

Limit responses to one per day per sender - This will ensure that an email address only receives your auto-responder once per day, even if they send you multiple messages. If you disable this option, every email will get responded to. It is recommended that you keep this option turned on.

Auto-Responder Message

Note: This tab will only be enabled if the auto-responder is enabled.

Subject - Enter a subject for your auto-responder (e.g. Vacation)

HTML or Plain Text - Determine whether you want to compose your auto-responder in plain text or HTML.

Body - Enter a body, or text that you would like to include in the automatic response, for example, "I am on vacation in Hawaii, and will not have access to a computer until Monday."

Adding a Filter - Clicking the Add Filter button starts the Content Filter Wizard.

Editing a Filter - Click on a filter's row to edit it.

Deleting a Filter - Click on the delete link next to a filter to delete it. No confirmation dialog will be shown.

Deleting all Filters - Clicking the Delete All button will delete all content filters for your account. Once you confirm the action, it is not reversible.

Changing Filter Order - Content filters are executed in the order in which they show up in the list. When a content filter gets triggered and performs an action, no other content filtering is performed on that message. To change the order, click on the arrows next to a filter.

Content Filter Wizard

The Add Content Filter wizard is three pages long, and it will walk you through each step necessary to create the filter.

Step 1 - Filter Criteria

In this step of the wizard, choose the type of things that the filter will look at. Possible filter criteria types are listed at the end of this help topic. Multiple criteria can be chosen, and you can choose in the next step whether all criteria must be met, or only one of the criteria for the filter to activate.

Step 2 - Filter Type and Criteria Details

Choose whether this filter requires one criteria to be met from each and every section, or just one of the criteria in any section to be met, before an action is performed. Then choose whether you will be using any wildcards in your search strings. Usually, wildcards will not be necessary, but there are times when some people may want them.

For each of the criteria you chose in step 1, you will be able to enter details. Many types of content filters allow lists of items to be entered in, and these will be indicated. For example, if you chose to filter on From Address, you can enter multiple email addresses in the box (one per line) and if a message is from any of them, that criteria will be met.

You also have the ability to reverse the logic of a specific criteria item by changing the "matches" box to "does not match."

Step 3 - Rule and Actions

A summary of your content filter rule will appear near the top of the page. Check that it is filtering the way you intend, and enter a name for the rule so that you can easily identify it later.

Choose one or more actions to take when a message matches this filter. The available actions are explained below:

• Delete message - Deletes the message so that it will never arrive at your Inbox. Messages deleted through content filtering are not recoverable.
• Bounce message - Sends a message back to the sender of the email saying that the message was bounced. Note that the message is still delivered to you unless you choose to delete it as well.
• Move message to folder - Delivers the incoming message to the folder you choose from the drop-down list. If you later delete that folder and leave the content filter active, the filter will automatically create the folder when the action is triggered.
• Prefix subject with comment - Useful for categorizing emails, the subject line will be altered to include the text you specify in the Comment box.
• Embed header line into message - Includes an email header into the message, which can be useful when performing additional filtering through Outlook or another email client. Headers should be formatted like "X-someheadername: value"
• Copy message - Forwards a copy of the message to another email address and leaves a copy of the message in your account as well.
• Reroute message to another email address - Forwards the message to another email address instead of this one. Will not store a copy of the email in your own account.

Content Filter Types

From Address

• From specific addresses
• From specific domains
• From trusted senders

Contains Specific Words or Phrases

• Subject
• Body Text
• Subject or Body Text
• From Address
• To Address
• Email Headers
• Anywhere in Message

To Address

• To Specific Addresses
• To Specific Domains
• Only to Me
• My Address in To Field
• My Address not in To Field
• My Address in To or CC Field

Attachments

• Has any Attachment
• Specific Filenames
• Specific Extensions
• Over Specific Size

Other

• Flagged as High Priority
• Flagged as Normal Priority
• Flagged as Low Priority
• Message is Automated (no return address)
• Message under Size
• Message over Size
• Received in Date Range
• Sent through a Specific Server (by IP)
• Spam Probability

Options

Use default spam settings - Choose this option to accept the default spam options provided by Cozahost. The settings will be displayed on the Actions tab for easy reference.

Override spam settings for this account - Select this option to customize the way spam is handled, and to override the settings created by Cozahost. More information about the types of actions allowed can be found below.

Actions

If you are using the default spam options that were set up by Cozahost, they will appear on this tab.

In the case that you have chosen to override the settings, the following possible actions appear for each spam probability.

• No action
• Delete message
• Move to Junk E-Mail folder
• Add text to subject line

Trusted Senders

Email addresses (ex: joe@example.com) or domain names (ex: example.com) can be added to your list of trusted senders. When email comes in from a trusted sender, all spam filtering for that email is bypassed. Enter one email address or domain name per line. Normal content filtering rules are still followed, however.

Any emails that you "unmark as spam" will add the sender to your trusted senders list automatically.