Global Reach Email FAQ

1. Go to http://mail.globalreach.com/. You should see a webpage with the box shown below.

2. Enter your email address and password.

3. Toggle Remember Me if you would like for the webpage to remember your login information.

4. Click Login.

5. You should now see your mail box!

Having a password that is complex will help prevent unauthorized people from gaining access to your email. To protect yourself, your company, and the email servers our email service has specific password requirements:

1. Must be a minimum of 8 characters (longer is recommended).

2. Must contain a number.

3. Must contain a capital letter.

4. Must contain a lower case letter.

5. Must contain a special character (Special characters are added by selecting the ‘Shift’ key plus any number at the same time. For example, ‘#’ is a special character).

6. Must not contain your username.

See here for more information on best practices for password security.

To Change Your Password:

1. Login to SmarterMail.

2. Click on the settings gear icon.

3. On the Settings page, click the blue Change Password button.

4. In the new box that appears, enter your old password, a new password (following the guidelines outlined above), and the same new password to confirm.

5. Click Save.

Once you change your password, you will need to update the password on any email client or mobile device you use to check your email.

Users can set up autoresponders to automatically send a pre-written response when an email message is received. They are commonly used to notify senders that the recipient is out of the office or on vacation.

To set up an autoresponder:

1. Login to SmarterMail.

2. Click on the toolbox icon.

3. From the dropdown, select Settings.

4. Click Autoresponder in the left sidebar.

5. On the Autoresponder page, you should now see the message area and the options area. Select the options you would like and enter the message you would like to be sent.

6. Click Save when you are finished.

Options:

Use this tab to specify the following options:

• Enable Autoresponder: Toggle the slider to turn the autoresponder on.
• Disable responses to indirect mail: By enabling this setting, the autoresponder will only be triggered by email sent directly to you
• Limit responses to once daily: Toggle the slider to ensure an email address only receives the autoresponder message once per day, even if they send you multiple messages.
• Only send between certain dates: Toggling this slider will show you fields to specify the date range that your autoresponder will be active.
• Message Format: Select between HTML or plain text. If you are unsure which to select, leave it as default.

Autoresponder Message:

Here you will create your personalized autoresponder message. Enter the following:

• Subject: The words or phrase that appears in the subject of the autoresponder message (e.g. Out of Office).
• Message: Type the text of the autoresponder in this field. You can customize the message with HTML formatting should you so desire. However, make sure that your Message Format is set to HTML if you want to format your message with custom fonts, sizes, colors, links, etc. An example autoresponder is: "I will be out of the office from June 1 to June 15. I will respond to your message upon my return to the office on June 16. If you need immediate assistance, please contact Jane Doe at jdoe@example.com."

For various reasons, users may want to forward incoming messages to their email account to another email address.

To set up email forwarding to automatically send all incoming messages to a secondary account:

1. Login to SmarterMail

2. Click on the toolbox icon.

3. From the dropdown, select Settings.

4. On the settings page in the Forwarding box, enter the following:

• Forwarding Address: The email address to which messages sent to your mailbox will be automatically forwarded.

• Forward Method: To specify the method by which messages are forwarded, select the appropriate option from the list.

  • Normal: Includes original content, including font styles from original message, as part of the new message.

  • Text: Inserts the plain text version of the original message into the new message. This is useful if you want to exclude links, fonts or other formatting.

  • Embed as Attachment: Attaches the original message to the new message as an attachment. The message will not appear in the body of your message.

• Delete messages when forwarded: Enable this option to delete messages from your SmarterMail mailbox after they are forwarded.

5. Click Save toward the top of the page when you are finished.

Message archiving is a method of storing all email traffic for a domain, either incoming messages, outgoing messages or both, in a separate location on the mail server. This feature gives clients an advantage by regularly zipping up archived messages and storing them to conserve disk space on the mail server. After server space is conserved, zipped messages are still searchable.

By default, SmarterMail does not archive any messages. To have message archiving abilities within SmarterMail please contact Global Reach at support@globalreach.com to create archiving rules.

SmarterMail's file storage feature allows email account holders to upload files to the mail server and share the files by emailing links. Once an email recipient clicks on the link that was sent, they are able to download the file. The uploaded files can be public or password protected. The files can be set to have a limited date range allowing access to the link for a specified time.

One benefit of using SmarterMail's file storage versus sending attachments is that file storage reduces the stress on the mail server by keeping large files out of the server's email spool. Another benefit of using file storage is that it allows users to send larger files via email without encountering any attachment size restrictions that a domain administrator, system administrator or hosting company put in place. This means if you tried to send a 2 MB attachment in an email and it did not send because the attachment was too large you are now able to send that attachment via File Storage.

*Files uploaded to the server are counted toward the user's disk space allocation, so users are encouraged to delete files that are no longer used from the server whenever possible.

To access the file storage area:

1. Login to SmarterMail.

2. Click on the toolbox icon.

3. From the dropdown, select File Storage.

4. You should now see all the files you have access to. You should also see the following options:

• Upload: Uploads a new file to the server.

• Select: This allows you to select multiple files at once.

• Sorting: This allows you to sort to files for easier viewing.

By clicking the dropdown arrow on any file you can:

• Download: Download the file to your computer.

• Delete: Delete the file from file storage.

• Move: Move the file to another folder in file storage.

How to Share Uploaded Files

Before a file can be shared you will first need to upload it to the mail server. To upload and share a document:

1. Click on the toolbox icon.

2. From the dropdown, select File Storage.

3. Browse your computer and select the file that you would like to share and click Open.

4. After uploading your file, you will need to edit the file sharing settings by click on the file. A new box will appear called Stored File with the following options:

• Filename: Edit the name of the file.

• Enable public access: Select this option to make the file available for sharing via a public link.

• Expiration Date: The date and time that the public link to download the file expires. Leave this blank and the link will never expire.

• Password: Enter a password to protect the file from unwanted access. Leave this blank if you don't want to password protect the link.

• Confirm Password: Enter the same password to verify you entered the correct password.

• Public Download Link: Share this to grant access to the file; the recipient will be directed to a file storage download page with instructions on how to download the file.

• Delete: Click this to delete the file from file storage.

5. Click Save when you are finished.

SmarterMail allows users to share email folders and collaboration items with other users on the domain. This allows users to enable co-workers to see your calendars, tasks, notes, etc. Information can be shared to create a seamless workflow.

For more information or to learn how to add a new Shared Resource, visit SmarterMail's Online Help section on the topic.

When you share a resource with someone else, it's called a Shared Resource. When someone shares a resource with you, SmarterMail considers that a Mapped Resource.

For more information or to learn how to attaching to a Mapped Resource, visit SmarterMail's Online Help section on the topic.

SmarterMail's chat feature allows users on the domain to chat with each other, instantly and securely, right within the webmail interface or by using most third-party chat clients that support the XMPP (Jabber) protocol. There's no doubt email is a great communications mechanism, but there are times when real-time communication is crucial.

To access the chat feature:

1. Login to SmarterMail

2. Click the Chat icon in the top right.

3. A new window should open allowing you to chat with other users by selecting their name.

For more information, visit SmarterMail's Online Help section on the topic.

To add or edit a signature for your email do the following:

1. Login to SmarterMail

2. Click on the toolbox icon.

3. From the dropdown, select Settings.

4. Click Signatures in the left sidebar.

5. On this page, you can add a new Signature by clicking the box + New Signature or to edit click a previously made signature.

6. A new box will open with the following options for you to enter or edit:

• Name: Enter a label for the signature.
• Body: Enter what you would like your signature to be.
• Delete: For previously created signatures you will have an option to delete them. That button will appear next to Cancel.

7. Click Save in the box when you are finished.

For more information, visit SmarterMail's Online Help section on the topic.

Please click here to view full instructions on how to synchronize your SmarterMail Calendar with your SmartPhone or Tablet (iOS and Android).