How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 1 How to Use the Colonial Heights Public Schools Web-based Email System by Mark Webster, Director of Technology and Learning Overview WorldClient is our web-based email system that has many advantages. It essentially provides email access that is anytime, anywhere, from any computer. All that you need is your email account, web browser and connection to the Internet. The system is generally fast, reliable, and the interface is user friendly and easy to learn. Staff members have appreciated having access to Colonial Heights City Public Schools email from home, when out of town at conferences and other events, during the summer and holidays, and when away for extended periods of time due to illness. Teachers have enjoyed the opportunity for better email communications with parents because of the advantages of this web-based email system. In extraordinary cases, we’ve even had the option of providing groups of students with secure, safe email accounts that can be used for communicating with just those persons within our school system. These advantages were not available with the former Lotus Domino and Lotus Notes email system that were being used in Colonial Heights Schools. There is a comprehensive WorldClient Address Book that you can use to send mail to any email users in our school division. An added bonus is that WorldClient features a powerful online Calendar. It’s safe to say this web-based email system has about everything you might need in a comprehensive messaging system. It even includes a Spam Filter and antivirus protection, so your mail is checked for junk mail and malicious viruses before you ever receive it. By the way, for the sake of doubling our defenses, we’ve also deployed a “Barracuda” mail firewall in Colonial Heights that includes a second Spam firewall and second antivirus filter for a duel shield and coat of armor for safer and more secure email. Your Email Address To make our previous email migration possible during the 2004 – 2005 school year, we use two domain names in our school system. So this means you get two email addresses that both work! And we’ll continue to maintain both domain names indefinitely. In my case, I can use firstname.lastname@example.org OR email@example.com and they both work. Please note that the “.net” version of our domain name is the “OFFICIAL” version! I personally always give the “.net” version of my address to folks. Summary of features • Fast web-based email that is anytime, anywhere, from any computer, no configuration required on the client side! • Comprehensive address book • Online calendar • Spam filter How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 2 • Built-in email antivirus protection Signing in to WorldClient All that is required is a computer with Internet access and your web browser! Addresses for Outside the School Division or Inside the School Division If you are accessing email from outside the school division, use the following address: https://mail.colonialhts.net (or https://mail.colonialhts.org) This loads a Secure Socket Layer (SSL) connection, so you’ll need to accept the security certificate for WorldClient. Please note that the address to connect to WorldClient does NOT include www! Address for Inside the School Division If you are at your school or anywhere inside the school division, you may also use the following address: https://10.1.0.21 This loads a Secure Socket Layer (SSL) connection, so you’ll need to accept the security certificate for WorldClient. By using this address inside the school division, you’ll find the application will load almost instantly, since your computer doesn’t need to resolve the domain name. However, the domain name addresses given above will also work fine anywhere inside the school division. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 3 It’s recommended that you also bookmark (add to Internet Favorites) WorldClient on your computer for easy access to email. Login to WorldClient This will open the WorldClient login screen. You will enter your username and password, and then click on the button for “Sign In.” Please note that although it asks you to enter your email address, all that is really necessary is to enter just your email username! Using WorldClient for Email After signing in to WorldClient, the email client will load in your web browser and retrieve your mail. There are several display screens or “themes” that are available for your WorldClient user interface. The section later in this document called “Changing Your WorldClient Theme” explains how you can change from one theme to another. The screen capture shows WorldClient with the Standard theme, which is very easy to use. The Standard theme loads fast even with slower Internet connections, and includes most all functions. Reading Email The screen capture above shows the WorldClient Inbox and the list of email messages. Unread messages will appear in bold text. To read a message, simply click on the hyperlink for the message in the Subject column. The message will open in a separate window. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 4 Replying to the Sender of a Message Notice that in the window there is a series of graphical buttons on a toolbar across the top of the window. If you point to a button without clicking on it, a balloon message will popup telling you what the button is for. To reply to the sender of the message, click on the button for “Reply to Sender.” This will open a message window that you’ll use to type your reply. Notice that you’re presented with some user friendly text editing tools. Type your message, and when you’re finished, click on “Send Now.” (If you click on “Send Later,” your message will be filed in the Drafts folder.) How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 5 Composing a New Message and Using the Address Book To compose a new message, simply click on the left sidebar menu. This will open a composition window to create your new email message. You can enter the email address in the To: field, or you can use the Address Book. Click on to use the Address Book. The Address Book window will load. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 6 You’ll then choose whether you’re going to use your private contacts that you’ve created, or the public contacts for the school division. In this example, we’ll choose Public Contacts to send mail using the Address Book for Colonial Heights Public Schools. To load a list of email contacts, click on the button for . Notice you can also choose or . Because we have so many email users in our school division, you’ll find it necessary in most cases to use the function. USING THE DROP-DOWN MENU PROVIDED, SELECT WHICH ADDRESS BOOK OF CONTACTS YOU WISH TO SEARCH. In this example we’re searching our Public Contacts for the school division. Type in all or part of the name for an individual email user, or even for a group. Groups have been created to expedite sending messages to schools, departments, and other groups. The screen capture above shows the group “Administrative Cabinet” listed near the top. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 7 After typing in all or part of the name of a recipient, click on the Search button, and WorldClient will search the contacts and provide you with the results. To select the email user or group, just click on the button for To (or Cc or Bcc). WorldClient will add the contact(s) to your new email message. These contacts will be added to the message composition window that is underneath the address book window. If you add a group, then all of the individual email addresses will be added to your message. You’ll then compose your message. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 8 Changing Your Password You’ll be given your username and temporary password from Technology and Learning Staff. Please change your password immediately after you start using WorldClient to a new, private secure password. To change your password, click on from the sidebar menu. Then click on Personalize. In the Personalize window that opens, you’ll see the option to change your password. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 9 We have configured WorldClient to require strong security. This means that you MUST have a strong password that includes both letters and numbers, uppercase and lowercase letters, and it must contain at least six characters. Non-alphanumeric characters are permitted, and including these makes your password even stronger. You will enter a new password, type it in again to confirm the new password, and then click on Save at the top. Changing Your WorldClient Theme There are several display screens or “themes” that are available for the WorldClient user interface. The screen captures above have showed the “Standard” theme, which loads fast even on dial-up Internet connections, and works with any web browser. Another very popular theme is called “LookOut” and is very similar to Microsoft Outlook, so it’s a very popular theme with our staff. The developers of this email system have continued to improve this LookOut theme, and some of the quirky things that were present when it first came out have been eliminated with new improvements. For example, the Address Book implementation used to be very clunky compared with the Standard theme. Now it actually has a superior Address Book interface, compared with the Standard theme. The Lookout theme does however require Microsoft Internet Explorer 5.5 or above, and is a little slower than the Standard theme on a dial-up Internet connection. The Standard theme is sometimes preferred by folks who want their email client to load as fast as possible, or by folks like Mark Webster who are just set in their ways. The LookOut theme is sometimes preferred by the more hip crowd ☺ How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 10 Changing your theme is similar to changing your password. You’ll select Options from the sidebar menu. Then go to Personalize. Then under Theme, you select which theme you want to switch to. After you save your changes, the theme change will occur immediately. You can easily change from one theme to another to see which one you like the best. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 11 Creating Folders to Organize Archived Messages You can easily create folders to organize messages that you wish to archive. Just click on Folders on the sidebar menu. Then you can create and name a new folder. Using the WorldClient Calendar WorldClient includes a user friendly built-in online Calendar. To use this feature simply select from the sidebar menu. This will load your Calendar in WorldClient. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 12 To create a calendar event, you’ll use the small calendar icons that correspond to the following tasks: • Add Appointment • Add Memo • Add Meeting Adding an Appointment to Your Calendar In the following example, we’ll create a new appointment. Click on the Add Appointment icon to open the “Add Appointment to Calendar” window. You’ll see there are two types of events for your appointment. Private events can only be seen by the calendar owner, and any other individuals the calendar owner specifically grants permission. Public events are shared with everyone using WorldClient, except any individuals specifically denied access. In this example we’ll create a public event. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 13 You’ll use the drop-down menus to add the starting date and time, and ending date and time for your appointment. If this event will overlap with any existing event, there is a checkbox to allow this. There is a text field for a brief description of the event. When you are finished creating your calendar appointment, click on the button at the bottom of the window. This will add your appointment to your WorldClient calendar. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 14 To view the calendars of others that have been shared with you, simply use the drop-down menu and select their name. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 15 Adding a Meeting to Your Calendar and Inviting Others In this example, we’ll create a new meeting and invite others. Click on the Add Meeting icon to open the “Schedule Meeting” window. In the screen capture above, the meeting is set as a public event, the meeting date and time have been set, and a location and description for the meeting have been entered. A box has been checked for “It’s okay to schedule this meeting at the first free opportunity.” How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 16 In the following screen capture, you can see that in the section for Attendees, you are able to use a drop-down list to select the names of people you want to invite to the meeting. You simply click on the name to select the attendee. Hold down the CTRL key on your keyboard to select multiple names. By checking a box you can have WorldClient send an email to all meeting attendees. When you are finished, click on the button at the bottom of the window. How to Use the Colonial Heights Public Schools Web-based Email System (revised August 2006) 17 The meeting will then be added to your calendar. Conclusion There are many features in this web-based email system, and you’ll find that WorldClient is very easy to use. We hope you’ll enjoy the capabilities and features of this web-based email system, and the opportunity for email access that is anytime, anywhere, from any computer!