Mail - Reading & Sending Mail

• About Mail
• Reading & Sending Mail
• Managing Messages and Message Settings
• Managing Folders

• read mail
• reply to mail
• quote mail
• send mail with or without attachments
• send mail with an included equation
• edit an equation in a mail message
• forward mail to another user within the course
• forward mail containing an equation
• mark all mail as read
• mark selected mail as read
• mark selected mail as unread
• save mail as a draft
• send mail that was stored as a draft
• download mail
• compile and download mail
• search mail
• delete mail

Reading mail | Top

By default, mail messages are presented in chronological order.

1. From the Mail Folders table, click the folder that contains the mail you want to read, or to view all mail, click All. The Mail Messages screen appears.
2. Click the message that you want to read. The message opens in a new browser window.
   
   • If the mail includes a file attachment, you will see a paper clip icon. For security reasons, it is recommended that you download the attachment to your own computer before you view it.
     1. To download the file attachment, click the paper clip icon. The Attachments screen appears.
     2. Select the file, and then click Download. Your browser's file download window appears.
     3. Select the save to disk option, and choose the saving location. Note: An extraneous file extension may have been added to the filename. For example, if you are downloading a document titled instructions.doc, the filename may appear as instructions.doc.wct or instructions.doc.attach. You should remove the .wct or .attach extension.
     4. When the download is complete, click Close.
        
3. When you have finished reading the mail, you can either
• close the message. Click Close. The Mail Messages screen appears.
• forward the mail
• reply
• download

Replying to mail | Top

1. From the Mail Folders table, click the folder that contains the mail that you would like to reply to. The Mail Messages screen appears.
2. Click the message that you would like to reply to. The message appears in a new browser window.
3. Click Reply. The Compose Mail Message screen appears. The original message appears at the bottom of the screen.
4. In the Subject text box, type the subject of your message.
5. In the Message text box, type your message.
   
6. Click Send. The mail is sent and a copy is placed in the Outbox folder.

Quoting mail | Top

Only by forwarding or quoting mail are you are able to access and edit an equation included as part of the original mail. In replying to a message containing an equation, you are not able to access an included equation for editing (see About Equation Editor and Viewer for an overview of this tool). Note: The Equation Editor screens display differently for Macintosh users. For more information, see overview of tool for Macintosh.

1. From the Mail Folders table, click the folder that contains the mail that you would like to quote. The Mail Messages screen appears.
2. Click the message that you would like to quote. The message appears in a new browser window. If the Message contains an equation, the equation will be displayed.
3. Click Quote. The Compose Mail Message screen appears. The original message appears at the bottom of the screen. If the Message contains an equation, an Equation id and title reference appears in the Message box. Tip: This reference indicates you can select this equation from the Equation list box for editing.
4. In the Subject text box, type the subject of your message.
5. In the Message text box, type your message.
   • If you want to edit the equation
     1. From the Equation list box, select the Equation id number matching the Equation id in the Message text box of the equation you wish to include in your reply.
     2. Click Equation Editor. The Equation Editor screen appears with the equation in the editing area.
     3. Edit the equation using the the icons in the toolbar together with keyboard numeric elements. Click the ? icon to view Help specific to creating an equation. Important: Do not enter spaces between elements in your equation, as spaces appear as boxes when displayed in the Viewer.
     4. Enter a new title for the equation if desired. Note: You cannot change the id number assigned by the Equation Editor.
     5. Click Cancel to discard the changes, or Insert to include the equation with your message. The Compose Mail Message screen reappears, displaying the id and title of the original and the edited equation in the Message text box. Important: Remove the original equation if desired. If you choose not to, your message will contain two equations, the original and the edited.
6. Click Preview to view the message and equation, or click Send to send the message as Mail.
7. Click Send. The mail is sent and a copy is placed in the Outbox folder.

Sending mail with or without attachments | Top

1. From the Mail Folders table, click Compose Mail Message. The Compose Mail Message screen appears in a new browser window.
2. Complete the Send to text box by either
   • typing the name of the recipient(s).
• viewing the list of possible recipients by clicking Browse. (Note: Depending on administrator settings, this option may not be available.) To select a recipient, click their name. To select more than one recipient, hold the CTRL key while selecting the names. Click Done.
• sending the message to all users listed on the clipboard. Click Clipboard. Note: Depending on administrator settings, this option may not be available.
3. In the Subject text box, type your subject. This text box cannot be left blank.
4. In the Message text box, type your message. This text box cannot be left blank.
5. If you would like to attach a file
   
1. Under Attachments, enter the filename of the attachment by typing it in the text box or by clicking Browse and selecting it.
2. Click Attach File. The filename appears.
   
6. Click Send. The mail is sent and a copy is placed in the Outbox folder.

Sending mail with an included equation| Top

Note: The Equation Editor screens display differently for Macintosh users. For more information, see overview of tool for Macintosh.

1. From the Mail Folders table, click Compose Mail Message. The Compose Mail Message screen appears in a new browser window.
2. Complete the Send to text box by
   • typing the name of the recipient(s)
• browsing the list of possible recipients
  1. Click Browse. The list of possible recipients appears.
  2. Select recipients by clicking their name. To select more than one recipient, hold the CTRL key while clicking the names. Note: Depending on administrator settings, this option may not be available. If a recipient's name does not appear on the list, you must manually enter the WebCT ID in the Send to text box.
  3. Click Done. The recipient names are entered in the Send to text box.
• Sending the message to all recipients listed on the clipboard. Note: Depending on administrator settings, this option may not be available.
  1. Click Clipboard. If recipient names are pasted to the clipboard, a confirmation message appears.
  2. Click Close. The recipient names are entered in the Send to text box.
3. In the Subject text box, type your subject. This text box cannot be left blank.
4. In the Message text box, type your message.
   • If you want to create an equation to include with your message
     1. From the Equation list box, select Create new equation.
     2. Click Equation editor. The Equation Editor screen appears.
     3. Create an equation using the icons in the toolbar together with keyboard numeric elements. Click the ? icon to view Help specific to creating an equation. Important: Do not enter spaces between elements in your equation, as spaces appear as boxes when displayed in the Viewer.
     1. Under Settings in the Title text box, enter a title for the equation. A default title is provided by the Equation Editor.
     2. Under Settings, from the Font Size list box, choose a font size for the equation.
     3. To return to the Compose Discussion Message screen without saving the equation, click Cancel, or to attach the equation to your message, click Insert. The Compose Mail Message screen will reappear with a reference to the equation in the Message text box, specifying the Equation id and title. The equation will also now appear in the Equation drop-down box, so you may select it for editing. See Editing an equation in a mail message if required.
5. To view the message before sending, click Preview, then click Send. The message and equation are sent and a copy is placed in the Outbox folder.
   
6. To send the message without previewing, click Send. The mail is sent and a copy is placed in the Outbox folder.

Editing an equation in a mail message

These steps describe how to edit an equation in a message prior to sending the message. To edit an equation in a forward or quoted message, read Forwarding mail containing an equation, or Quoting mail. Orientation note: To edit a message, you must have just finished creating a mail message but not have sent it. You will be on the Compose Mail Message screen. Note: Equations are never actually edited. Each time you access an equation and save changes made to it, a new equation is created, and the Equation Editor assigns a new Equation id number to the equation.

Note: The Equation Editor screens display differently for Macintosh users. For more information, see overview of tool for Macintosh.

1. On the Compose Mail Message screen, from the Equation list box, select the Equation id number matching the Equation id in the text box of the equation you wish to edit.
2. Click Equation Editor. The Equation Editor screen appears with the equation in the editing area.
3. Edit the equation. Important: Do not enter spaces between elements in your equation, as spaces appear as boxes when displayed in the Viewer.
   • Enter a new title for the equation if desired. Note: You cannot change the id number assigned by the Equation Editor. The title originally given to the equation remains unchanged, unless you decide to change it. For example, your original equation may be identified as {Equation:id=1, title=my_eqn}. When you edit the equation and save the changes, the equation will now be identified as {Equation:id=2, title=my_eqn}.
4. Click Cancel to discard the changes, or Insert to insert the equation into the question. The Compose Mail Message screen reappears, with a reference to the equation in the text box specifying the Equation id and title. Important: Remove the reference to the original equation in the text box if desired. If you choose not to, your question will contain two equations, the original and the edited.
5. To view the message before sending, click Preview, then click Send. The message and equation are sent and a copy is placed in the Outbox folder.
   
6. To send the message without previewing, click Send. The mail is sent and a copy is placed in the Outbox folder.

Forwarding mail to another user within the course | Top

You can forward mail to another user within the course. From within WebCT, you cannot forward a message to an external email account. To have all your WebCT mail forwarded to an external email account, see Forwarding mail to an external email account.

1. From the Mail Folders table, click the folder that contains the mail that you would like to forward. The Mail Messages screen appears.
2. Click the message that you would like to forward. The message appears in a new browser window.
3. Click Forward. The Compose Mail Message screen appears.
4. Complete the Send to text box by either
   • typing the name of the recipient(s).
   • viewing the list of possible recipients. Click Browse. To select a recipient, click their name. To select more than one recipient, hold the SHIFT key while selecting the names. Click Done.
   • Sending the message to all users listed on the clipboard. Click Clipboard.
5. In the Subject text box, type the subject of your message.
6. In the Message text box, type your message.
7. Click Send. The mail is sent and a copy is placed in the Outbox folder.

Forwarding mail containing an equation| Top

In forwarding and in quoting mail, you are able to access and edit an equation included as part of the original mail. In replying to a message, you are not able to access the equation for editing. Note: The Equation Editor screens display differently for Macintosh users. For more information, see overview of tool for Macintosh.

1. From the Mail Folders table, click the folder that contains the mail that you would like to forward. The Mail Messages screen appears.
2. Click the message that you would like to forward. The message appears in a new browser window. If the Message contains an equation, the equation will be displayed.
3. Click Forward. The Compose Mail Message screen appears. If the Message contains an equation, an Equation id and title reference appears in the Message box. Tip: This reference indicates you can select this equation from the Equation list box for editing.
4. Complete the Send to text box by either
   • typing the name of the recipient(s).
   • viewing the list of possible recipients. Click Browse. To select a recipient, click their name. To select more than one recipient, hold the SHIFT key while selecting the names. Click Done.
   • Sending the message to all users listed on the clipboard. Click Clipboard.
5. In the Subject text box, type the subject of your message.
6. In the Message text box, type your message.
   • If you want to edit the equation
     1. From the Equation list box, select the Equation id number matching the Equation id in the Message text box of the equation you wish to include in your reply.
     2. Click Equation Editor. The Equation Editor screen appears with the equation in the editing area.
     3. Edit the equation using the the icons in the toolbar together with keyboard numeric elements. Click the ? icon to view Help specific to creating an equation. Important: Do not enter spaces between elements in your equation, as spaces appear as boxes when displayed in the Viewer.
     4. Enter a new title for the equation if desired. Note: You cannot change the id number assigned by the Equation Editor.
     5. Click Cancel to discard the changes, or Insert to include the equation with your message. The Compose Mail Message screen reappears, displaying the id and title of the original and the edited equation in the Message text box. Important: Remove the original equation if desired. If you choose not to, your message will contain two equations, the original and the edited.
7. Click Preview to view the message (and equation, if there is one), or click Send to send the message as Mail.
8. Click Send. The mail is sent and a copy is placed in the Outbox folder.

Marking all mail as read | Top

Note: Threaded messages, whether collapsed or expanded, will be marked as read.

1. From the Mail Folders table, click the folder that contains the mail that you would like to mark. The Mail Messages screen appears.
2. Display the messages that you would like to mark. By default, only unread messages are listed. To view all messages, click Show All.
   
3. Click Mark All As Read. A confirmation message appears.
4. Click OK. The message There are no unread messages in this folder appears.

Marking selected mail as read | Top

1. From the Mail Folders table, click the folder that contains the mail that you would like to mark. The Mail Messages screen appears.
2. Display the messages that you would like to mark. By default, only unread messages are listed. To view all messages, click Show All.
3. Select the messages that you would like to mark as read. To mark all messages in a thread as read, in the header row, select the check box next to the magnifying glass icon.
   
4. From the Apply to selected message(s) below drop-down list, select Mark as read and click Go. A confirmation message appears.
5. Click OK. The selected messages are marked as read.

Marking selected mail as unread | Top

1. From the Mail Folders table, click the folder that contains the mail that you would like to mark. The Mail Messages screen appears.
2. Display the messages that you would like to mark. By default, only unread messages are listed. To view all messages, click Show All.
3. Select the messages that you would like to mark as unread. To mark all messages in a thread as unread, in the header row, select the check box next to the magnifying glass icon.
   
4. From the Apply to selected message(s) below drop-down list, select Mark as unread and click Go. A confirmation message appears.
5. Click OK. The selected messages are marked as unread.

Saving mail as a draft | Top

1. From the Mail Folders table, click Inbox. The Mail Messages screen appears. Click Compose Mail Message. The Compose Mail Message screen appears in a new browser window.
2. Complete the Send to text box by either
   • typing the name of the recipient(s).
   • viewing the list of possible recipients by clicking Browse. To select a recipient, click their name. To select more than one recipient, hold the SHIFT key while selecting the names. Click Done.
   • Sending the message to all users listed on the clipboard. Click Clipboard.
3. In the Subject text box, type your subject. This text box cannot be left blank.
4. In the Message text box, type the draft of your message.
5. Click Save Draft. The message is placed in the Draft folder.

Sending mail that was stored as a draft | Top

1. From the Mail Folders table, click Draft. The Mail Messages: Draft screen appears.
2. Click the message that you want to send. The message appears in a new browser window.
3. Click Edit. The Compose Mail Message screen appears.
4. Edit your message. Click Send. The mail is sent and a copy is placed in the Outbox folder.

1. From the Mail Folders table, click the folder that contains the mail that you would like to download. The Mail Messages screen appears.
2. Click the message that you would like to download. The message appears in a new browser window.
3. Click Download. Your browser's file download window appears.
4. Select the save to disk option, and choose the saving location. Note: An extraneous file extension may have been added to the filename. For example, if you are downloading a document titled instructions.doc, the filename may appear as instructions.doc.wct or instructions.doc.attach. You should remove the .wct or Attach extension.
5. When the download is complete, click Close. The message appears.
6. Click Close.

Compiling and downloading mail | Top

This feature allows you to select mail messages, compile them into one file, and download the file.

1. From the Mail Folders table, click the folder that contains the mail that you would like to compile and download. The Mail Messages screen appears.
2. Select the messages to choose from
   • to choose from all messages, click Show All.
   • to choose from all unread messages, click Show Unread.
3. Select the order in which the messages will be presented
   • for chronological order, click Unthreaded.
   • for threaded, click Threaded. (Note: Threads are created when someone replies to a message. The first message is shown with the subject above; the reply is shown underneath and is indented under the original message.)
4. From the list of messages, select the messages to be compiled. To compile all messages in a thread, in the header row, select the check box next to the magnifying glass icon.
5. From the Apply to selected message(s) below drop-down box, select Compile, and click Go. The compiled messages appear.
6. Click Download. Your browser's file download window appears.
7. Select the save to disk option, and choose the saving location. Note: An extraneous file extension may have been added to the filename. For example, if you are downloading a document titled instructions.doc, the filename may appear as instructions.doc.wct or instructions.doc.attach. You should remove the .wct or Attach extension.
8. When the download is complete, click Close. The message appears.
9. Click Close.

Searching mail | Top

You may search mail messages by

• full name of the message writer
• user ID of the message writer
• subject
  
• unique message number
• date that the message was sent
• content of the mail message

After you have searched your messages, you may compile and download them.

To search mail messages:

1. From the Mail Folders table, click Search. The Search Mail screen appears.
2. Choose your search parameters:
   1. From the Search drop-down list, select to search All messages or only Unread messages.
   2. From the Folder drop-down list, select the folder to search.
   3. From the Criteria drop-down list, select the filter.
      
      • None = no filter
        
      • Name = full name of the message writer
      • User ID = user name of the message writer
      • Subject = the message subject
      • Message No = the unique message number associated with each message
      • Date = the date that the message was sent
      • Message = any of the words in the text of the mail message
3. From the Comparison drop-down list, select how the information entered in the Value text box will be compared with the filter.
   • Contains = retrieves messages that match any part of the text or numbers entered in the Value text box
   • Equals = retrieves messages that match exactly the text or numbers entered in the Value text box
   • Before = in combination with the Date or Number filter, retrieves all messages before the date or number entered in the Value text box. In combination with a text filter (Name, Subject, Message) retrieves all messages containing letters that occur alphabetically before the word entered in the Value text box.
   • After = in combination with the Date or Number filter, retrieves all messages after the date or number entered in the Value text box. In combination with a text filter (Name, Subject, Message), retrieves all messages containing letters that occur alphabetically after the word entered in the Value text box.
   • Starts with = in combination with a text filter (Name, Subject, Message) retrieves messages with words that begin with the letter entered in the Value text box.
   • Ends with = in combination with a text filter (Name, Subject, Message) retrieves words that end with the letter entered in the Value text box.
4. In the Value text box, type the words or numbers to be searched. If you have selected the Date filter, type the date in the format dd,mm,yyyy. Include the commas.
5. Click Search. The Mail Messages screen appears listing all messages that satisfy your search requirements.

Deleting mail | Top

1. From the Mail Folders table, click the folder that contains the mail that you want to delete. The Mail Messages screen appears.
2. Display the messages that you would like to delete. By default, only unread messages are listed. To view all messages, click Show All.
3. Select the message(s) that you would like to delete. To delete all messages in a thread, in the header row, select the check box next to the magnifying glass icon.
   
4. From the Apply to selected message(s) below drop-down list, select Delete and click Go. A warning message appears.
5. Click OK. The selected messages are deleted.

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