The user account settings section contains the following sections:
•Delete account: Account deletion button, displayed only for additional accounts added by the user.
•Avatar: Modify and delete the avatar of the user.
Folder settings: Tools for adding new folders and assigning standard folders, as well as for deleting and renaming created folders.
Setting up filters for processing incoming emails.
Settings for the possibility of automatic mail forwarding.
Setting up an automatic reply.
To upload/edit/delete a photo displayed as an avatar of an active user:
1.Select the required account in the settings section and go to the personal information section:
•To upload/edit a photo, click Change.
•To delete a photo, click Delete.
2.In the form that opens, click Upload an image. The standard system file selection window will open on the screen.
3.Specify the desired file located on the stationary or external media of the user's device, and click Open. A window will appear on the screen to select the displayed area.
4.Specify the area of the image that will be displayed on the avatar by moving the mouse over the image that falls into the highlighted window. To reduce or increase the area displayed on the avatar, you can use the scroll bar located under the image.
5.To return to the system window for selecting a file to upload a new image, click Upload an image and repeat steps 3 and 4.
6.To return, click Cancel.
7.To save changes, click Save and confirm the changes by clicking Save at the bottom of the screen.
As a result of the operation, the selected area of the uploaded image will be displayed:
•In the Personal information section:
•On the Navigation bar under the settings of MyOffice Mail , MyOffice Calendar, MyOffice Contacts applications:
•On the mini panels of emails received from the user:
•On the mini panels of the contacts in MyOffice Contacts applications, including when creating events in MyOffice Calendar.
•When viewing a received/sent email (in the Reading pane or in a new window), when hovering over the sender's name:
•When viewing contact information in the Reading pane:
Going to the avatar settings is also possible from the main window of MyOffice Mail , MyOffice Calendar, MyOffice Contacts using the Avatar button on the Navigation bar.
Each user is allocated a limited volume of mailbox (quota). To see the size and current mailbox fullness, select the necessary account in the settings section and go to the personal information block, the data will be shown in the block located under the avatar of the user.
If the amount of emails in the user mailbox:
•Approaching the set limit: a notification will appear at the top of the window indicating that the mailbox is running out of space, as well as the percentage of the mailbox. This notification is a warning and you can continue working with MyOffice applications. You can hide the warning by clicking on the warning. In case the next day the quota issue persists, the notification will be shown to the user again.
•Reaching the allocated quota size: a notification will be displayed at the top of the window stating that the storage space for emails is running out. The warning can be hidden by pressing on the warning, it is impossible to receive and send mails until the quota issue is fixed.
If multiple accounts are connected and all are running out of quota, multiple alerts will be displayed (no more than three alerts). If more than three mailboxes are connected and all are running out of quota, the fourth and subsequent alerts will be displayed after the previous ones are closed.
To free up space, delete unnecessary emails or ask your system administrator for help to increase the quota size.
When a user is created by the administrator in the account settings, a profile is automatically created that contains the user's first and last name, as well as a signature to be shown under the email. Users can edit these data at their own discretion. This information will be visible to other users when they receive emails. Removing the default profile is possible after creating a new profile that will automatically be used in place of the one created.
To create a new name and signature, do the following:
1.Select the desired account in the settings section and go to the personal information block.
2.Click the button.
3.In the pane that opens, enter a user name in the field and signature text in the field. If necessary, format the signature text using the formatting pane tools. A signature template can be added by the system administrator, with the fields corresponding to the corporate requirements of the company, which must be edited to fit the personal data. The possibility to edit the signature template can be disabled by the system administrator.
4.If necessary, add an image (no more than two images for one signature) or a link. The maximum size of the image used in the signature is 640px.
5.Select the check box to set the selected signature automatically for all outgoing emails.
6.Click the button, and then confirm your changes by clicking the button at the bottom of the screen.
As a result of the operation, the generated signature will automatically be added at the end of each outgoing email from the corresponding email address (if the check box is selected).
To edit the existing profile data, click the button to the right of the user name, the editing dialog box similar to the one described above will open on the screen. Edit the fields, click he updated fields will be displayed in the settings.
If needed, the user can disable adding a signature to each outgoing email. To prevent the signature from being added to the emails, check the box.
To configure the mailbox folder list, select the account for which the settings are being made and go to the Folders settings section. The tab contains settings for displaying and sorting email folders.
Emails coming to your email address can be filtered automatically for the convenience of their processing. Filters are created and enabled/disabled in the Filters settings section. The rules are applied in a top-down sequence.
To create an email filter:
1.Click Create a new filter.
2.In the form that opens, set the required settings:
•Click From and select the header type from the drop-down list From, To, Subject: Filter conditions (entered below) will be valid for all emails corresponding to the settings.
•Click Contains and select the type of condition application from the drop-down list Contains, Matches, Does not contain.
•Enter the text of the filter condition;
•Click Move and select an action: Move or Delete. All emails with the set parameters will be automatically moved to the folder specified below or deleted.
•Click Inbox and select the folder to move the email (Inbox, Sent, Drafts, Junk, Trash) and other folders created by the user. All emails with previously set parameters will be automatically moved to the specified folder. If the Delete action has been selected in the previous step, this setting is not displayed.
As a result of the operation, emails that meet the filter conditions will be automatically moved or deleted from incoming emails.
The created filters can be selectively disabled/enabled by moving the slider located to the left of the filter.
To edit the conditions or delete the filter, click the corresponding buttons that appear in the filter line when you hover the pointer.
In the Forwarding section, the forwarding of your emails is configured.
To automatically forward all account emails to another mailbox:
1.Enter the email address to which the emails sent to your current email address will be forwarded.
2.Check the Allow forwarding.
3.If you need to save copies of forwarded emails, check Keep copies of forwarded emails.
4.Click Save at the bottom of the screen.
As a result of the operation, all emails received to the selected account will be automatically forwarded or duplicated (if the Keep copies of forwarded emails check box is selected) to the email address specified in the section Forwarding.
The settings for the automatic reply are located in the section. This functionality can be used for automatic replies to senders (that the email has been accepted; about the employee's vacation, etc.).
To set up an automatic response to all received emails:
1.Check the Turn on the auto-reply, after which the following fields will become available on the Subject and Text tab.
2.Check the Send responses within the specified period box (if necessary) and specify the interval of the automatic reply.
3.Enter the subject and text of the automatically sent email.
4.Click Save at the bottom of the screen.
As a result of the operation, an email with the subject and text specified in the Auto-reply box will be automatically sent as a response to all incoming emails within the specified time period (if the Send responses only in the next time period check box is selected and if the relevant data are specified).
To return to the main page of MyOffice Mail , MyOffice Calendar or MyOffice Contacts applications, click the button of the required application at the bottom of the Navigation bar:
•To go to MyOffice Mail .
• To go to MyOffice Calendar.
• To go to MyOffice Contacts.