Setting Your Preferences

Setting your preferences (Back to Top)

Your default user preferences are configured when your account is created and they define how mail, address books, and compose work for you.

You can change these preference settings from the Preferences tab. If a preference described here is not visible in your view, the preference is not available for your account.


  • You are logged into the standard web client. To set this to be the default Client Type when you log in, select Standard.
  • Standard is recommended when Internet connections are slow, when using older browsers, or for easier accessibility.

  • Advanced offers the full set of Web collaboration features. This Web Client works best with newer browsers and faster Internet connections.

  • In Theme select the background color for your mailbox interface.
  • Select the time zone to set the date and time for messages that you send or receive and to render Calendar appointments correctly. This can be different from your computer time zone configuration.
  • In Search Folders, you can choose to automatically include the Junk and Trash folders in any search you perform. By default these folders are not searched.
  • In Search Language, check Always Show Search String to show search string details in the search text box.


  • Select how many items (messages or conversations) to display per page. The default is to display 25 items per page, but you can select 10, 50, or 100 items per page.
  • Select how you want to group your mail, by conversation or message. If you have the Conversation feature, Conversations is the default.
  • Specify whether to view mail as HTML, for messages that have been formatted as HTML. Turning this off causes mail to be displayed as plain text, showing the HTML tags themselves rather than applying them as markup.
  • When Message Preview is enabled, the first several words of the email text display next to the Subject in the Subject column.
  • The search defined in the Default Mail Search field defines the search to execute when you log in. The default search is your Inbox. When you log in, the results of your Inbox display. You can change this field to have another folder, tag, or a saved search displayed when you first open the Web Client. See Query language description for the syntax.
  • Enable and specify an address to forward your email to. You can check the box to have the original email message deleted from your mailbox.
  • Enable and specify an address to send notifications that you have received new mail.
  • Enable Send auto-reply message to reply to incoming mail with a message saying that you are out of the office. Type the text of this message in the text box, and set the start and end dates for using the message.
  • Configure Messages from me... to handle messages that you send that include your address as one of the recipients of the message or that go an address such as a mailing list that includes you.


  • In Compose: select whether to compose your messages using HTML or as plain text. HTML lets you compose messages with text formatting options.
  • In Reply/Reply All, select whether to include the original text in the body of your reply message.
    • Full text inline includes the original message in the body of the message with no special markings.
    • Full text inline with prefix adds a prefix to each line of the previous email message. The prefix character can be either > or |.
    • An Attachment includes the original message as an attachment to your reply.
    • Do Not Include does not include the original message with your reply.
  • In Forward, select how to include the original text of a message when you forward a message - in the body of the message, in the body of the message with a prefix, or as an attachment to the message.
  • Prefix character sets the prefix to use for reply messages and forwarded messages.
  • Sent Messages, select Save a copy of Sent Messages to have a copy of every message you send saved to your Sent folder.


  • You can create signatures for your email messages. Your signature can include your name and additional closing text to the maximum number of characters that your account allows. If you create multiple identities, you can create different signatures and assign them to specific addresses.
  • Select the placement of the signature. This is the placement of the signature for replied-to messages. Do you want the signature above the messages that are included in the reply or at the end of the message?

Address Book

  • Select the number of contacts to display per page. The default is 25.
  • Enable the feature to automatically add addresses to your address book when you send mail. If this is enabled, addresses are saved to your Email Contacts Address Book.
  • The manage address books link takes you to the Address Book edit Contacts page where you can create new address books and link to shared address books, export and import contact lists and delete contacts in the address books.


  • Select how you would like to view your mail calendar. The default is by work week.
  • Specify which day of the week should be the first day of the week in your calendar.
  • In the Day/Week View section, you can set what time your calendar day starts and ends.
  • If you travel between time zones, you may want to select to Show the timezone list in the appointment view.
  • The manage calendars link takes you to the Calendar edit page where you can edit an existing calendar, add new calendars, subscribe to calendars or link to a shared calendar.


When you send new email, reply to, or forward an email message, one identity is always associated with the email. This is the default identity created as the account name. You can change the "friendly" name that displays in the From field of your email messages and you can select the signature to automatically be added to your email messages.

Mail Filters

Filtering applies a set of matching rules to incoming mail and then executes a specified action. Use this tab to define mail filtering rules as described in Filtering your messages.


Keyboard shortcuts let you use the application without going to the mouse. The list shows all the existing keyboard shortcuts.

New mail notifications (Back to Top)

You can configure your mail options to be notified at another email address when you receive mail to your mail mailbox.  This feature may be useful if you do not receive a lot of mail to your mail account, but when you do receive mail, it's important enough to require a timely response.

To set notification:
  1. Click the Preferences tab.
  2. Click the Mail tab.
  3. In the Receiving Messages section, check Send a notification message to, and enter the email address.
  4. Click Save. The notification feature is enabled immediately.

Creating away messages (Back to Top)

This feature is also known as an out-of-office auto-reply message. You can set a vacation message that automatically replies to people who send you messages when you are out of the office for an extended period of time. That message is sent to each recipient only once, regardless of how many messages that person sends you during the designated vacation period.

To set a vacation message:
  1. Click the Preferences tab.
  2. Click the Mail tab.
  3. In the Receiving Messages section, check Send auto-reply message.
  4. In the text box, enter the message to be sent, such as "I am currently out of the office and am checking voice mail but not email. I will return on August 1, 2007."
  5. Set the start and end dates for using this message.
  6. Click Save. The away message feature is enabled immediately.

Saving messages you send (Back to Top)

The Sent folder contains copies of mail messages that you have sent. You can delete your copies at any time.

By default, Save to Sent is enabled. You can change this from the Preferences, Compose tab.

Changing your default time zone (Back to Top)

The default time zone setting that is displayed in the Preferences>General tab is used to localize the time for received messages and calendar activities in the standard web client.

When using the standard web client, the time zone on the computer is not used to set the time a message is received or for calendar activities; the time zone setting in the Preferences>General tab is. However, when using the advanced web client, the time zone setting on the computer is used to as the time stamp for received messages and for calendar activities, not the time zone setting on the General tab.

  • Because the advanced web client and the standard web client do not use the same time zone source to render messages, you may notice that the same message has a different time when displayed in one or the other client. You can avoid this by having the computer time zone and the web client time zone set to the same time.

Subscribing to RSS/ATOM feed (Back to Top)

You can subscribe to Web sites that provide your favorite RSS (Really Simple Syndication) and podcast feeds to send updated information directly to your mail mailbox.

You create a folder for each RSS feed.

Before proceeding, know the URL for the RSS.

  1. In the Overview pane Folders section, click edit.
  2. On the toolbar, click New RSS/Atom Feed.
  3. Type the folder name, select the location for the folder, and enter the RSS URL from the Web site to the URL field.
  4. Click OK.

The folder is created in your Overview pane. Open the folder to access the link. To update the content, right-click and select Reload in the folder.