IceWarp Unified Communications

IceWarp WebClient
User Guide
Version 12

Published on 3/7/2017
Contents
IceWarp WebClient User Guide ................................................................. 6
Getting Started ............................................................................................................................... 7
Logging into IceWarp WebClient ....................................................................................... 7
Main Screen ....................................................................................................................... 9
Menu and Search Bar ....................................................................................................... 10
Search .............................................................................................................................. 14
Search Wizard ...................................................................................................... 15
Navigation Pane ............................................................................................................... 16
Tree View ......................................................................................................................... 17
Tree View Tools ................................................................................................... 18
Context Menu ...................................................................................................... 19
Create New Folder ......................................................................................... 20
Move Folder .................................................................................................. 21
Create New Search Folder ............................................................................. 21
Rename Folder .............................................................................................. 23
Set as Default................................................................................................. 23
Add Shared Account ...................................................................................... 23
Sharing and Permissions ................................................................................ 24
Synchronize ................................................................................................... 25
Manage Content ............................................................................................ 26
Delete Folder ................................................................................................. 26
Filter .............................................................................................................. 26
Add to Favorites ............................................................................................ 27
Export Folder ................................................................................................. 27
Recover Deleted Items .................................................................................. 27
Items View ....................................................................................................................... 28
Item Source in Subject ......................................................................................... 28
Reading Pane ................................................................................................................... 29
Communication Bar ......................................................................................................... 30
Minimized Items .............................................................................................................. 30
Printing Options ............................................................................................................... 31
New Menu .................................................................................................................................... 32
Composer Window .......................................................................................................... 32
Dropbox Integration ............................................................................................ 33
Meeting............................................................................................................................ 34
 Start Meeting ....................................................................................................... 34
Join Meeting ........................................................................................................ 37
Schedule Meeting ................................................................................................ 37
Meeting Dialog – Other Features ........................................................................ 38
Meeting – Desktop Sharing ................................................................................. 39
Call ................................................................................................................................... 41
Settings ......................................................................................................................................... 43
My Details ........................................................................................................................ 44
Options ............................................................................................................................ 44
Accounts .............................................................................................................. 44
My Account ................................................................................................... 45
Private Certificates ........................................................................................ 46
Other Accounts .............................................................................................. 47
Mail ...................................................................................................................... 48
General .......................................................................................................... 48
Mail Compose ................................................................................................ 50
Autoresponder .............................................................................................. 52
Forwarder ...................................................................................................... 54
Rules .............................................................................................................. 56
Read Confirmation ........................................................................................ 61
Signature ....................................................................................................... 62
Aliases............................................................................................................ 63
Calendar Options ................................................................................................. 65
Main .............................................................................................................. 65
Default Settings ............................................................................................. 66
Reminder ....................................................................................................... 67
Holidays ......................................................................................................... 68
Weather......................................................................................................... 68
Instant Messaging ................................................................................................ 70
General .......................................................................................................... 70
Chat Window ................................................................................................. 71
Adding Contact, Service Subscription ............................................................ 71
Subscribing Twitter ........................................................................................ 73
Miscellaneous ................................................................................................ 75
Phone................................................................................................................... 78
General ................................................................................................................ 80
Global Settings............................................................................................... 80
Default Folders .............................................................................................. 81
 Documents .................................................................................................... 82
Anti-Spam ...................................................................................................... 83
Licenses ............................................................................................................... 84
Import/Export ...................................................................................................... 86
Import............................................................................................................ 86
Export ............................................................................................................ 87
GroupWare .................................................................................................... 87
Mobile Devices................................................................................................................. 88
Device Options Dialog.......................................................................................... 89
Folders ........................................................................................................... 89
Synchronization ............................................................................................. 90
Device ............................................................................................................ 91
Help .................................................................................................................................. 92
Switch Interface ............................................................................................................... 93
Old Interface .................................................................................................................... 93
Logout .............................................................................................................................. 93
Miscellaneous ............................................................................................................................... 94
Autofill ............................................................................................................................. 94
Sending GroupWare Items as Email Attachments ........................................................... 95
Sending GroupWare Items via WebClient Instant Messaging ......................................... 96
Inserting Pictures into Email Body ................................................................................... 97
Forwarding Multiple Messages as Attachments .............................................................. 98
Google Maps Integration ................................................................................................. 99
Attaching Multiple Files ................................................................................................. 101
File Upload Progress Indication ..................................................................................... 101
Recurrent Event Deletion ............................................................................................... 102
RSS Folders ..................................................................................................................... 103
Saving Email Messages .................................................................................................. 104
Time Zones ..................................................................................................................... 105
Delivery Reports............................................................................................................. 106
International Domain Names Support ........................................................................... 108
Address Book Selection Dialog ....................................................................................... 109
Meeting Scheduling – Distribution List Support ............................................................ 110
Invitation Announcements ............................................................................................ 111
Invitation Attachments ...................................................................................... 111
Tags Management ......................................................................................................... 113
Calendar Sharing ............................................................................................................ 115
Email Address in Mail View Context Menu .................................................................... 115
Contact Dialog – Full Name, Show As and Phones ......................................................... 116
Deleted GroupWare Items Recovery ............................................................................. 118
Next/Previous Message Switching ................................................................................. 119
Folder Tree Smart View ................................................................................................. 120
Event – Quick Edit .......................................................................................................... 120
Drag 'n' Drop a File ......................................................................................................... 121
Attachments Icons ......................................................................................................... 122
Item Preview .................................................................................................................. 123
Drag and Drop to Trash .................................................................................................. 123
Multiple Calendars ......................................................................................................... 124
Whitelisting/Blacklisting Items ...................................................................................... 125
vCard Import .................................................................................................................. 125
Files On-Line Editing....................................................................................................... 125
Redirect Emails .............................................................................................................. 125
Distribution List – SMS Support ..................................................................................... 126
IceWarp Configurator for Mac OS X ............................................................................... 126
Tablet Interface Shortcuts ............................................................................................. 127
Tasks from Emails .......................................................................................................... 127
Message Templates ....................................................................................................... 127
Shared Documents ......................................................................................................... 128
Calendar – Event Duration ............................................................................................. 128
Mail Type Folders Deletion ............................................................................................ 129
New Event – Calendar Folder Picker .............................................................................. 130
Whitelist/Blacklist Whole Domain ................................................................................. 130
Hiding Folder Tree.......................................................................................................... 131
Calendar – Event State ................................................................................................... 132
Calendar – Expand Day in Month View .......................................................................... 132
IceWarp Server WebClient User Guide

IceWarp WebClient User Guide

This manual describes GUI and features of IceWarp WebClient.

Legend

Icon Description

Warning – very important!

Note or tip – good to know.

Note within a table.

Figure link – click the link to reveal the figure. Click it again to close it. (Works only in the CHM
format.)

Registered Trademarks
iPhone, iPad, Mac, OS X are trademarks of Apple Inc., registered in the U.S. and other countries. Microsoft, Windows, Outlook and
Windows Phone are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other
countries. Android is a trademark of Google Inc. IceWarp is a registered trademark in the USA and other countries.

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Getting Started
Logging into IceWarp WebClient
To access IceWarp WebClient, you will need to access the URL specified by your administrator using a web browser such as
Internet Explorer 8 or Mozilla Firefox.
You will be presented with a login screen similar to this one:

Field Description
Username Enter your username (or email address) of your IceWarp Server email account (as supplied by
your administrator).

Password Enter your password for your IceWarp Server email account.

Remember me Tick the box if you want to stay signed.

SIGN IN Click the button to log in.

Contact our Use the link in the case of forgotten password or other problems with your email account. A
administrator simple dialog is shown – Enter your email address, Describe your problem, enter the shown
Security code into the appropriate field and click the Send button.
This works properly only in the case, you have the Options dialog – My Account tab – Alternate
Email field filled in. Your new credentials are sent to this email address (plus to your email
account on IceWarp Server).

Upper left-hand Select the interface type you want to use:

link  Desktop – fully featured email interface.
(Desktop here)
 Tablet – interface optimized for tablets, slow connection or older browsers (without
JavaScript).

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 Mobile – interface optimized for mobile phones.

Interface type offer is based on the last login plus the currently used device type.

Upper right- Select your language from the list.

hand link
(English here)

Learn more Click the arrow to open a simple guide that describes installation and use of different interfaces
about all and email clients.
features

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Main Screen
Once logged into IceWarp WebClient, you will see the main screen:

There are seven main areas of the window:

 The Menu and Search Bar across the top

 The Navigation Pane on the very left

 The Tree View on the left (with Tree View Tools at the bottom)

 The Items View top center

 The Reading Pane bottom center

 The Communication Bar top right

 The IceWarp WebClient IM Client on the right (with IM Client Tools at the bottom)
 The Minimized Items Bar at the very bottom left and middle

NOTE: The position of the reading pane can be changed by clicking the icon between the Print one and
Search field. This can be very useful on wide-screens and large monitors.

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Menu and Search Bar

The left side of the bar is constant for all folder types and is consistent for all folder types:

It has the following functionality:

Get New
Clicking the Get New (two arrows) button tells IceWarp WebClient to retrieve all new messages from the server.
Compose
Clicking this button opens the mail composer window.
New
Clicking the New button shows a pop-up that lets you to create a new item of the type corresponding to the folder you are
currently browsing.
Hover over New and a drop-down menu will appear allowing you to select the type of a new item you want to create.

These items are discussed in their relevant sections.

The right side of the bar changes depending on the folder type you have selected.
Mail

 It is obvious how to use the Reply, Reply To All and Forward buttons.
 Use the More... icon to perform various actions with documents.

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 Use the Delete icon (basket) to delete selected emails.

 Use the Print icon to print the selected email message – the standard Print dialog opens.
 Use the Preview icon to select a location of the reading pane.
 Use the Search field to search within the selected folder. Click the left-hand icon arrow to refine your search. The Search
Wizard opens. Its content differs according to the folder type. For detailed information, refer to the Search chapter.

Calendar

 Day, Week, Month – use these buttons to select your wished calendar layout.
 List – use the button to display a list of all your events. It is possible to sort them by clicking the appropriate column name.
 Print – use this icon to print a selected item. The Print Preview dialog is shown. Remove unwished events from the list by
clicking the cross icon on the right.
 Manage – use the icon to perform various actions with calendar items.
 The Delete and Preview icons have the same functions as described within the Mail section above.

Contacts

 Call Now – select a contact and click the button to call the person using WebPhone. The Call dialog is shown. For more
details refer to the appropriate section (New Menu – Call).
 Meeting – use the button to establish an online meeting with selected users.
 Send SMS – select a contact and click the button to send an SMS to this person. The SMS dialog opens. It is similar to the mail
composer window.
 Manage – use the icon to perform various actions with contact items.
 The Delete and Preview icons have the same functions as described within the Mail section above.

Documents

 Open – select a document and click this button to open it.

 Create Document – hover over the icon and select from the pop-up menu the document type.
 Lock – use the icon to lock/unlock a selected document. In the case the document is shared, other users cannot edit it when
locked. The green icon next to the document means that the document is locked by you. The red one means that someone
else locked it.
 More – use the icon to perform various actions with documents. See further in this chapter.
 The Delete and Preview icons have the same functions as described within the Mail section above.

Tasks and Notes

 The Manage, Delete and Preview icons have the same functions as described within the Mail section above.

Documents – More... and Pop-up Menu

NOTE: These two menus can slightly differ.

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Item Description

Download Select the item to download it. The usual Open/Save dialog is shown.
Open Select the item to open the document in a simple editor.
Share Link Select the document and this menu item. The Public URL dialog is shown. It includes a public URL that you can
send to users you want to share the document with.
Document Click the item to open the Files dialog that shows properties of the selected document.
Properties This dialog consists of two tabs:
General – enter some descriptive text. Use the Tags button to select tags at will.
Revisions – the list of revisions is shown. Select the appropriate revision and use the buttons to Download this
revision, Edit Comment, Revert to this revision or Remove it.

See the figure bellow.

New Click the item to create a new revision of the selected document. Within the New Revision dialog, enter a
Revision descriptive comment.
Notify of Select this item to set changes notification. The Notification Details dialog is shown. Here, you can
Changes Automatically notify all collaborators about changes (selected by default) or select users that are to be
notified (use the "+" (plus) button next to the Notify also field) or combine both these ways.

NOTE: Notifications are not sent always once set. In the case you want to send notification after
performed (and saved) document changes, you always have to click this option, select recipients
and click OK.

Lock When working with some document, it is very useful to lock it to inform other users, disable other changes
and prevent work loss.
Use this option to have an exclusive access to the document. When the document is locked, other users are
not able to perform any changes.
When done, unlock the document by selecting this item again.

NOTE: The "keys" icon within the Menu and Search Bar has the same function.

Send as Select this option to send the wished file as an email attachment.

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Email The email composer window is opened with the file attached.
Tags Select this item to assign wished tags. The Tags dialog is opened. For details, refer to the Tags Management
chapter.
Rename Select a file and click this item. The file name is highlighted – you can to change it. Hit Enter.
Move to Select a file and click this item. Within the Move to Folder dialog, select the folder the file is to be moved to.
Folder
Copy to Select a file and click this item. Within the Copy to Folder dialog, select the folder the file is to be copied to.
Folder

Document Properties Dialog

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Search
Search uses Smart Search. It is a simple text input where you specify your words to search for. Special search keys can be used
(but you can still use a search without keys). These keys are specific to each folder type. To reveal a list of keys, enter the
appropriate folder (Inbox, Contacts, etc.) and write a ? (question mark) to the search box. Keys are different for different folder
types. (E. g. keys is:free, is:busy, etc. (for calendar type folders) do not occur for mail type ones.)

NOTE: Keys are case sensitive, searched expressions are not.

NOTE: You can search also for special characters: "%" and "_" (underscore).

Examples

Search box entry: Mike Sparrow

will search for Mike, mike, Sparrow, sparrow, ... in the From, To and Subject fields.
Search box entry: "meeting room"
will search for this phrase.

Search box entry: (from:"john doe" -"icewarp") or michael

will search for John Doe in the From fields without IceWarp in any of default fields or with Michael in any default field.
The automatic whisperer suggests the correct syntax and keywords.

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To reveal all items again, click the cross in the Search field.

Search Wizard
Click the left-hand icon arrow within the Search field to open the Search Wizard. Its content differs according to the folder type –
mail, calendar (plus journal), contacts, files, notes.
The following figure shows an example of the calendar folder type wizard:

Create Search Folder

Click the link to create a search folder. All items that match the search criteria will be placed into this folder. This feature enables
an easy search within more folders.
The Search Folders dialog is shown. Refer to the Create New Search Folder chapter for detailed description.

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Navigation Pane
This bar includes icons that allow you to select the appropriate item type and folder:

Mail (with a number of unread messages)

Calendar

Contacts

Documents

Tasks

Notes

Trash

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Tree View
Tree View shows a hierarchical views of all your personal item folders and also any public or shared folders you have subscribed.

The view is similar to the folder view shown in MS Outlook and also
similar to the folder structure view shown when browsing a disk
directory structure in most computer operating systems.
However, you should note that different icons are used to show the
type of data contained in each folder. The following icons signify email
and spam processing folders:

– your standard mail folders (also used for spam)

– your default Inbox

– your sent mail folders

– folders with draft copies of mail items

– folders with your blacklisted items

– folders with your whitelisted items

And these icons signify other item types:

– your contact folders

– your calendar folders

– your file folders

– your journal folders

– your note folders

– your task folders

– your RSS feed folders

– your deleted (recovery) folders

– your search folders

– your subscribed public folders

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Tree View Tools

At the bottom of the Tree View, you can find Tree View Tools:

Quick folder search – this feature lets you filter folder names. Just click the icon and start writing.
Folders are filtered immediately. To reveal all folders, just click the cross on the right side of the field
(not shown when the field is empty).
Click the icon to reveal folders of all folder types within one folder tree.

Select the parent folder and click this icon to add a subfolder. The Create New Folder dialog is shown.
See the Create New Folder chapter for detailed information.

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Context Menu
The Tree view has a context-sensitive menu that can be accessed by right-clicking on a folder within the tree view.
The menu content may differ according to the folder item type:

All possible menu items are:

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Create New Folder

Selecting the Create a New Folder option opens a dialog where you can create a new folder:

NOTE: The folder you right-clicked will be highlighted in the Parent Folder pane so you know where you will
be creating your new folder.

Simply fill in the Name field and select the Type of items it will contain. In the case you want to create a RSS type folder, select
this type and within the Manage RSS Channels dialog, enter the appropriate address into the Channel field, click Addand OK.

If you accidentally create the folder in the wrong place, do not worry, you can use the Move Folder menu item to re-locate it.

However, there is no way to change a folder's item type. Therefore, if you select that wrong one, you will need do use the Delete
Folder menu item and create it again with the correct type.

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Move Folder

If you want to restructure your folder tree by moving a folder, or sub-folder, right-click the folder you want to relocate and select
the Move Folder context menu item, a dialog will appear:

The folder is highlighted. Locate the folder you wish to move this folder to, click it so it is now highlighted, and click OK.
Your folder will be moved and the structure will update in the Tree View to reflect the change.

NOTE: If you elect to move a folder which had one or more subfolders, the subfolders will move along with
the parent. The structure under the parent will be copied, no matter how many sub-levels exist.
NOTE: It is also possible to move folders using the drag-and-drop mouse feature.

Create New Search Folder

You may want to have contents of more folders of the same type merged and shown in one folder. Furthermore, you may want
to have only specified items from some folders included in one folder. (E. g. you want to have all email sent to John Doe and to
Alison White plus emails received from Alison White in one folder.) Efficient way how to do it is to create a search folder:

1. Right-click the account name in the Tree view. From pop-up menu, select the Create New Search Folder item. The
Search Folder dialog is shown.

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2. In the Search Folder dialog, fill in the folder Name, select the folder Type, and select (the Apply to field) whether you
want to apply this search either within All foldersor only Selected folders. In the latter case, use the left-hand frame –
successively click names of folders that you want to merge and move them to the right-hand frame using the arrow
button. See above.
In the Filter field, you can filter folder items. For more information about filtering, refer to the Search Bar chapter as
filtering mechanism and searching one are identical.

3. In the right-hand frame, double-click the folder that you want to mark as the primary one.
The primary folder is used for saving items created within your search folder.
Click OK.
This search folder appears in the Tree view as a subfolder of the Search Folders node:

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Rename Folder

You may want to rename a folder. Again, the context menu comes into play.

1. Right-click the folder you want to rename (in this case aaDone) and select the Rename Folder menu item. The folder
name will be displayed in a standard text box allowing you to edit it:

2. Edit the name as needed (In this example, we are renaming the folder to Done.):

3. Press Enter when the name is correct. Note that the folder has moved to reflect the alphabetical display within the
Tree view:

Your folder is renamed and the Tree view updates to reflect this new structure.

Set as Default

Select this item for a folder that you want to set as a default one.
For example, if you have more folders for sent emails, newly sent emails will go into this default one.

Also, in the case, you want to create e. g. a new contact and use the New – Contact menu item, but do not have the
appropriate contact folder open, this new contact will go to the folder set as the default one.
When dealing with mail type folders, you may want to use the sub-menu (see the first figure of the Context Menu chapter) to
select whether the folder is to be a default one for drafts, sent or trash items.

NOTE: Some mobile devices synchronize only default folders. This is the way how to choose what folders you
will have synchronized.

Add Shared Account

A shared account is an account that you have permission at least to view, and is the way that GroupWare is implemented on your
server, if your administrator has activated it.

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To learn more about this option, and much more about GroupWare itself, see the GroupWare Guide, please.

Sharing and Permissions

This menu item is used for sharing folders (accounts) with other users.

NOTE: This feature is available for mail folders of the IMAP and IMAP & POP3 account types only. For the
POP3 account type mail folders, this feature is not available.
For non-mail folders (i. e. for groupware ones), this feature is available for all account types.

Sharing Folders
To share a folder in the IceWarp WebClient, do the following:

1. Select the folder you want to share, right-click it and select the Sharing and Permissions item.

2. In the Sharing and Permissions dialog, click the Address book button to select users you want to share the folder to.

3. In the Select Contacts dialog, add desired accounts to the Selected field.

Choose the desired folder from the upper combo box. List of contacts is shown. You can search in this list – use the
Search field. To place the wished contact to the Selected field, highlight this contact and click the Selected button (or
just double-click the contact). Repeat it for all contact you want to select. Click OK.

4. In the Sharing and Permissions dialog, select Permissions for individual users for both Items and Folder
(Administration respectively – full rights) – click a user and tick the appropriate boxes. Click OK.

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NOTE: You can use the same way for sharing of a whole account.

Subscribing Folders
When someone shares their folder/account to you, a notification email is sent to you. Just click the Subscribe Folder (Subscribe
Account respectively) button. The shared folder/account is added into your folder tree automatically.

Working with Shared Folders

Shared folders usage is quite obvious but this feature combined with other ones can became a powerful tool for email
correspondence managing.
For example, combination with email rules (both server and client defined) can be very efficient and save a lot of time when
handling big amounts of email messages.

Synchronize

Available only for folders containing mail items.

The Synchronize option lets you choose which folders will be synchronized with the server data when you click the Get New
button on the Menu Bar.
You should only choose to synchronize folders that are not updated automatically by the server. These folders are usually, but by
no means limited to, the Inbox and Spam folders.
Other folders may be populated by the server in accordance with any Rules you have set up to organize your incoming messages.
If you have set up any Rules to file messages in other folders, you should probably set those folders to synchronize.
Right-click on the folder and click the Synchronize menu item to have the folder synchronized – when you reveal the Context
Menu again, this menu item is marked as selected:

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Click the item again to stop this folder synchronization.

NOTE: Folder names in the folder tree are followed by bubbles with numbers of unread emails (if folders
contain them). If you want to have these numbers synchronized after clicking the Get New button, use the
Synchronize option for the appropriate folders. Otherwise, this number is synchronized after clicking the
folder name. (Inbox is synchronized by default.)

Manage Content

This option allows you to:

Mark As Read
Only available for folders containing mail or RSS item types.
As you browse through your messages or RSS feed items they are automatically marked as having been read.
There may be times when you want to mark quickly all items in a folder as having been read, which this option allows you to do.
For example:

 You subscribe to a mailing list which delivers hundreds of messages per day.

 You only read the ones where the subject catches your eye.

 You want to keep all the messages so you can search them for information at a later date.

In this case, once you have looked at the list of new (unread) messages and viewed all the ones of interest, you can mark all the
others as read. When the next messages come in you can easily identify them as they are highlighted.

Right-click the folder in question and select the Mark As Read item from the context menu and all the items contained in that
folder will be immediately marked as read.

BE AWARE: There are many things, that can be done automatically using Rules, and they should be
investigated if you find yourself repeating the same process over and over again!

Copy To Folder
Only available for folders containing mail or RSS item types. Select this option to copy all folder items to another folder. (Items
are also left in the original folder.) The Copy To Folder dialog is shown to let you select the folder where to move items to.

Move To Folder
Only available for folders containing mail or RSS item types. Select this option to move all folder items to another folder. (Items
are deleted from the original folder.) The Move To Folder dialog is shown to let you select the folder where to move items to.

Empty Folder
This feature is only available for mail-type folders. All folder items – email messages – are deleted.

Right-click the folder name, select the Empty Folder item and confirm the action by clicking OK.

Delete Folder

Right-click the folder you want to delete, select the Delete Folder item form a pop-up menu and click OK to confirm the action.

Filter

This option allows you to filter folders within the folder tree. It is useful in the case you have very extensive folder list.
Select this option. In the lower part of the folder tree pane, a search text field appears.

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Write a folder name or just its part. All folders that contain this string are shown.
Delete the string to have all folders shown.
Refer to the Folder Quick Filter chapter for an example.

Add to Favorites

You may want to add your most frequented folders into Favorites. Right-click the wished folder and select this option.

NOTE: To have Favorites available, you have to enable it: Options – General – Layout – Show Favorite
Folders.

Export Folder

You may want to export (save) some groupware folders. Right-click the folder and select the Export Folder option – the Open
dialog appears. Select the Save File option and click OK. The Save dialog appears.
Browse to the wished location (optionally rename the file) and click the Save button.

Recover Deleted Items

This option is available only for groupware folders. Deleted items are moved into the Recovery Items folder. In the case you want
to recover some items, right-click the appropriate groupware folder and select this option. Items deleted from the folder that are
still in the Recovery Items folder are shown in the list. Right-click the wished item and select the Recover option. The item is
moved into the original folder.

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Items View
This frame shows items of the folder selected in the tree view.
E.g. when Inbox selected, items view lists incoming emails. These emails are distinguished by different icons.

Icon Description

Unread message

Certified sender

Message with attachment

Read and replied message

High importance

Category flags

NOTE: When using both IceWarp WebClient and IceWarp Outlook Sync, these category
flags are synchronized only if first set in Outlook.

Double-click the item that you wish to open.

Item Source in Subject

In the case you receive a message from other source than an email client (i. e. from Instant Messaging, SMS from a phone, etc.),
this source is marked by a Subject prefix: SMS, IM, etc.

You can even set a rule that redirects your IM correspondence to your email box when your IM status is Away. Also this
correspondence will be marked by the IM prefix.
In the case you want to set receiving IM messages as emails when your status is Away, do the following:

1. Navigate into the Options – Mail – Rules dialog and click the Add button.
2. Fill in the rule name into the Title field.

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3. On the Conditions tab, click the Add button twice. Set lines exactly as shown it the image:

4. On the Actions tab, tick the Message box and select the Delete item from the list.
5. On the same tab, tick the Send message box and click the "..." button next to it. The Message dialog is shown.
6. Set all fields exactly as shown in the image:

7. Click OK – three times.

Reading Pane
This pane lets you view emails without necessity to double-click them in the Items View frame.

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Communication Bar
This bar lets you manage the built-in instant messaging client, WebPhone and Online Meetings.

The bar consists of:

 WebPhone icon – click the icon to make a WebPhone call. For more details, refer to the New Menu – Call chapter.
 Meeting icon – click the icon to establish an online meeting. For more details, refer to the New Menu – Meeting chapter.
 Status indicator – the dot next to your picture indicates your IM status. Click the dot to change your IM status. The IM Client
pane is shown when your status is Online.
 Your avatar – hover over the avatar to reveal the settings menu. Here you can open the My Details dialog, manage your
Options, Mobile Devices, reveal Help, switch into other WebClient Interfaces and Logout.

Minimized Items
This pane shows icons of minimized items. The pane is located at the very bottom left. Click the icon to show the dialog again.

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Printing Options
Besides of usual printing of emails, WebClient allows you to print contacts, events, tasks, notes and journal items using the Print
Preview feature.
You can combine all mentioned item types.
To print more object types, do the following:

1. Double-click the appropriate item to open it. Click the Print button (printer icon) in the lower right-hand corner of the
item window. Close the item.
Alternatively, right-click the appropriate item within the Items View pane and select the Print option. (Use the
CTRL+click or SHIFT+click shortcuts to select more items.)

2. The Print Preview dialog opens. (With more items combined here.)

Do not close the Print Preview dialog.

4. Repeat these steps for all items you want to print.

(Use the right-hand cresses to remove unwished items.)

5. Click the Print button in the Print Preview dialog. The usual Print dialog opens.
(Optionally, change printing preferences.)

6. Click OK to print the selected items.

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New Menu
Clicking this menu item allows you to create a new item of the type corresponding to the folder you are currently browsing.
To create different item type, select it from the New submenu. See the Menu and Search Bar chapter.

As creation of emails, contacts, events, etc. is obvious, we do not find necessary to describe it. However,
the composer window features are described further.

Composer Window
This chapter describes all features of the composer window and their usage.

Field Description

Show all entries Click the icon if you want to use the To, Cc and Bcc fields.
icon

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To, Cc, Bcc Enter email addresses of the recipient(s) and users that are to receive message copies or blind copies.

Use the "+" button to open the Select Contacts dialog with an address book and suggested contacts.

Subject Enter a short message description – topic.

Text formatting Use these tools to format the message body text.
tools These tools are enabled only if the HTML format is selected.
Message size In the case there is set a message size limit on the server, this indicator informs you about the
indicator currently composed message attachments size.
The indicator is not shown when SmartAttach is used.

Options Click the button to reveal advanced email settings.

For detailed description of these settings, refer to the Options – Mail – Mail Compose chapter.
Attach from Local Click the button to upload a file as an attachment. The usual File Upload dialog is shown.
Disk
Attach from Click the button to attach a file or item (contact, event, etc.) that is already located within WebClient.
WebClient Use the shown Select Item dialog to browse for the file/item.
Save Click the button to save the message into the Drafts folder.
Send Click the button to send the message.
Red cross – Discard This button is placed in the right-hand upper corner.
message Click the button to close the message. The Save message dialog is shown. Click the Discard button to
cancel the message.

Dropbox Integration
Provided that this feature is enabled (ask your administrator), it allows you to connect to your Dropbox account and insert a link
to a file you have uploaded to Dropbox into the message body.

Use the Dropbox link item (text editing tools – the "+" icon) to sign in and open Dropbox Chooser to select a file (see the
figures lower).

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Meeting
The New menu – Meeting item is one of those that can be a bit complicated.
There are three possibilities:

 To start a meeting
 To join an existing meeting
 To schedule a new meeting

Start Meeting
1. Click the New item (Menu and Search Bar) and select Meeting.
The Meeting planner dialog appears:

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2. Click the Start meeting now button.

Alternatively, click the Meeting icon within the Communication Bar – .

The Meeting dialog appears.
3. Within this dialog, you can set all meeting features:

The menu bar consists of two parts:

 the left-hand one – this part is available to all meeting participants.
 the right-hand one – these tools are available only to a meeting organizer.
The icons are described from the left to the right.

NOTE: The browser will request access to a microphone. If using https, it will only ask first time, otherwise it
will ask for every meeting. It is possible to select which microphone to use. There is a small icon by the
browser bar which show whether a microphone is used or not, and when clicked, you can allow or stop a
device use. See the figure lower.
NOTE: It is also possible to join a meeting without using a microphone. Just deny access to your microphone
and confirm that you want to continue without a microphone.

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Meeting Dialog

Icon Description

Microphone Click the icon to mute your microphone. Click it again to turn the sound on.

Speaker Click the icon to mute the speaker(s). Click it again to turn the sound on.
Information Click the icon to open the Meeting Info dialog.

Field Description
URL URL of the web page where it is possible to join the meeting. Login required.
ID Administration information – you can ignore it.

Invite Click the button to invite another user(s). The usual mail composer window is shown.
Users selected in the To filed obtain this email message. They can join the meeting by
clicking the Join meeting button (within the message – the button is added after the
message is sent).
VoIP The content of this field is used to join the meeting using a SIP phone (WebPhone).
Phone This number is used to join the meeting using a usual phone.
Call ID Administration information – you can ignore it.

Invite As a meeting organizer, click the button to invite participants. The usual mail composer window appears.
Users selected in the To filed obtain this email message. They can join the meeting by clicking the Join
meeting button (within the message – the button is added after the message is sent).

Share desktop Click the button to share your desktop with other meeting participants. New window with the
organizer's desktop is opened.
For more information, refer to the Meeting – Desktop Sharing subchapter further.

Record audio The meeting organizer can make an audio record of the meeting. The file is saved into the user's
Documents folder.

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NOTE: Another possibility how to start a meeting is to click the Start now button within the lower bar of the
existing meeting calendar event.
NOTE: When launching a new online conference, you may experience the situation when the conference
freezes totally (including even a progress wheel). To resolve this issue:
 Launch the Windows Task Manager and kill JAVA ([Link]).
 Launch this conference again.

Join Meeting
1. Follow the step # 1 of the Start Meeting section.
2. Click the Join existing meeting button. The Meeting ID dialog is shown.

3. Enter the Meeting ID. (This ID you can find in the meeting invitation mail.)
The Meeting dialog is shown – see the Start Meeting and Meeting Dialog – Other Features sections.

Schedule Meeting
1. Follow the step # 1 of the Start Meeting section.
2. Click the Schedule meeting button. The Appointment dialog appears.
3. On the General tab, fill in (at least) the Title, From and To fields.
4. On the Schedule tab, use the Address Book button to select attendees/participants.
NOTE: The Appointment dialog features are very same as when creating a new event.
5. Attendees obtain information email messages, where they can either accept or decline invitation. Subsequently, you are
informed by email message and within the meeting event dialog – Schedule tab.

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Meeting Dialog – Other Features

The left-hand pane contains names of all attendees. By clicking someone's name, you can send a message only to him/her.
Click the All attendees label to send messages to all meeting participants.

In the case you are a meeting organizer or moderator, you can right-click an attendee's name to open the shown pop-up menu:

Item Description

Start Private Chat Click the item to start a private chat with the selected attendee. Another possibility how to start a private
chat is just to click the attendee name within the attendee list.
To stop the chat, just click the All attendees item of the attendee list or the cross next to the attendee
name (within the chat text field).
Make Moderator Click the item to establish the selected attendee as a moderator. For moderators, the same features as
for the organizer are available – except for audio recording.
Dismiss Attendee Click the item to terminate meeting participation of the selected attendee.

NOTE: Meeting organizers (moderators respectively) can mute other attendees. In this case, these
attendees are not able to un-mute their microphones.

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Meeting – Desktop Sharing

NOTE: For smooth desktop sharing, it is recommended to use Google Chrome (version 38.0.2125.101 m or
later), https connection and the IceWarp Screen Sharing extension. This extension is free and can be
downloaded from [Link]
sharing/gpeicpibkllbejpnminnmecpjedmhhdg/.
To access extensions within Google Chrome, enter the following text into the browser address line:
chrome://extensions/ (and hit Enter).
In the case some of these recommendations is not met, you may be redirected to the IceWarp
troubleshooting page.

As the organizer, you can share your screen.

To do so, click the Share screen button. The Share your screen – IceWarp Screen Sharing dialog is shown:

Select the screen/window you want to share and click the Share button.
Other participants will have shown this window in the upper right part of their meeting dialogs:
(It is also possible to open a separate window with a shared screen by clicking this part of the dialog. This does not apply for
Internet Explorer – the sharing window is maximized within the meeting dialog.)

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Call
The New menu – Call item is one of those that can be a bit complicated.

Field Description

left-hand frame This frame shows a list of calls.

All/Missed Select, whether you want to have All (incoming, outgoing, missed) or Missed calls shown.

right-hand top field Enter a phone number, user's alias, email address or SIP number of a person you want to call to.

and "+" button Use the "+" button to open the Phone Book dialog. Select the wished person here and click OK.

keypad Alternatively, you can dial a phone number here.

Call Click the button to initiate a call.

Click the arrow and select the Dial over phone item to perform a call via a hardware phone
connected to your computer.
In this case after initiating a call, your hardware phone is called first. When you pick it up, the
selected contact is called.

camera button Click the button in the case, you want to perform a video call. See the note about browser
support and camera access – lower.

NOTE: You can reveal this dialog either from the New menu item or by clicking the phone icon within the
Communication Bar (see the Main Screen section).

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NOTES – phoning and browser support:

Functionality works best in Google Chrome, but should work fine in Firefox and Opera. We recommend
using the latest versions and preferably Google Chrome. With a plug-in developed by Temasys, it is
possible to use WebPhone also in Internet Explorer from IE 10 up. The plug-in is free and can be
downloaded from: [Link] Currently the plug-
in has some limitations and bugs, which are mentioned on the web site.
The plug-in above should also work on Safari for Mac, but also here, we recommend to use Google Chrome
for the best result.
In some browsers, you may also experience the WebRTC support alert (see lower). Again, Google Chrome
is recommended.
The browser will request access to a microphone (and camera if video call initiated). If using https, it will
only ask first time, otherwise it will ask for every call. It is possible to select which microphone/camera to
use. There is a small icon by the browser bar which shows whether a camera/microphone is used or not,
and when clicked, you can allow or stop a device use. See the figure lower.
For detailed WebPhone Setup Guide, refer to [Link]
Video-call: If the called person does not use or allow their camera, only he/she will be able to see video.

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Settings
When you hover over your avatar within the Communication Bar, the Settings menu is shown.
Here, you can:

 open the My Details dialog,

 manage your Options,
 Mobile Devices,
 reveal Help,
 switch into other WebClient Interfaces,
 switch into the Old Interface,
 and Logout.

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My Details
Selecting this menu item opens the My Details dialog. Fill in your personal information that you want to publish.
Data will automatically appear in all GAL folders in GroupWare and it will also automatically set your Instant Messaging vCard.
For more information about completion, refer to the Miscellaneous chapter – Contact Dialog – Full Name, Show As and Phones
section.

Options
This dialog allows you to manage all WebClient settings.

Accounts
The Accounts tab – My Account page lets you change the password and provide a description for your primary email (the one
your administrator gave you with IceWarp WebClient).
Within the Private Certificates page, you can manage your certificates.

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The Other Accounts page lets you define other email account messages you own so IceWarp WebClient can download those
messages for you as well, keeping all your messages in one place, accessible from anywhere you have Internet access and a
compatible browser.

My Account

Your primary account is the account that is defined on the server. This is the one your administrator provided with IceWarp
WebClient.

Field Description

Disk Quota This graph shows your server disk space limit. Hover over the graph to reveal detailed
information. The numbers show: used space percentage, used space size, disk space quota.
This graph is shown only in the case, this limit is set by your administrator.

SMS Quota This graph shows your SMS quota. Hover over the graph to reveal detailed information. The
numbers show: sent SMS percentage, sent SMS number, your SMS quota.
This graph is shown only in the case, this limit is set by your administrator.

Name This is your name as you want it to be displayed to recipients of messages.

Description A free-form description of the account for your purposes.

Alternate email Enter an alternate email if you wish.

Change password Click the button to open the Password change dialog.
Enter your Old Password and new one twice (New Password, Confirm Password). Click OK.

Last Login Time This shows the last time you logged in to the server.

Last Login IP This shows the last IP address that accessed your account on the server.

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Private Certificates

This page allows you to manage your personal email certificates.

Button Description
Upload Click the button to upload your private certificate(s) onto the server. The File Upload dialog opens. Browse for
a certificate (you have to have this certificate ready within your computer).
View Select a certificate and click the button to open the Certificate dialog with information about this certificate.
Remove Select a certificate and click the button to remove this certificate from the server.

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Other Accounts

Use this page to define any existing email accounts you own for which you would like IceWarp WebClient to collect and process
messages.

Field Description

Add Click the button to add a new account. The Add new email account dialog opens.
Edit Select an account and click the button to edit settings of this account.

Remove Select an account and click the button to remove this account.

Email Enter the email address of the account that you want to collect messages for.

Username Enter the username of the account as provided by the account supplier.

Password Enter the password of the account as provided by the account supplier.

Protocol Select the Protocol you wish to use for collecting messages from this account.
You can choose from POP3 and IMAP.

NOTE: Both protocols are not always available on email servers, check with your
account provider.

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Server Enter the IP address or hostname of the account server, as provided by your account supplier.

Port Enter the Port to be used to access the server. The Internet default will show in this box but your
supplier may have changed the server options to use a non-default port, check with him.

Sent Folder Click the button to select a folder where messages sent using this account are to be stored in. (In
the case this folder does not exist, create it before.)

Trash Folder Click the button to select a folder wheremessages deleted from this account are to be stored in.
(In the case this folder does not exist, create it before.)

Description Enter a freeform description for this account so you can easily identify it.

Mail

Clicking Options from the Tools menu opens the Options pop-up window, with the Mail – General tab selected.
Mail options setting is described in detail in this section.

General

Field Description

Default Flag Use the drop-down to select the color of the flag you would like as your default.
When you click on the flag icon next to a message it is automatically flagged with this default
color.

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Forward messages Use the drop-down to choose how you would like forwarded messages to be handled.
 Inline – the original message will appear as part of your forwarded message (you can still
add your own message to it).

 As attachment – the original message will be packaged in a file to be attached to your

message. The file type is .eml, which is readable by most email clients.

Enable sound Check this box and a sound will be played when a new message is received, notifying you of the
notification event.

Check for new emails Check this box to have IceWarp WebClient automatically check for new messages. Enter a
every (Minutes) number in the text box to specify how often this check should occur.
An interval of 5 minutes is usually frequent enough for the needs of most people. Entering too
short a time interval may put unnecessary resource strain on your mail provider's server(s).
Remember you can always click on Get new in the Menu bar if you are waiting for an urgent
message.

Save draft messages Check this box and any message you in the process of creating will be saved at the interval you
every (Minutes) specify in the text box.
This can be extremely useful if you are using an unstable connection to access and reply to your
messages. Messages are saved to the Drafts Folder.

Empty Trash every Check this box and all messages in your Trash Folder older than the number of days you specify
(Days) in the text box will be permanently deleted.

NOTE: This option is directly affected by the next setting. If you select to Move deleted
messages to Trash Folder then you should use this option.
It can also be affected by Folder Mapping as you can specify a different folder to be
your Trash folder!

Move deleted If you check this option then any messages you delete (using the Del keyboard shortcut, the
messages to Trash Delete Menu Bar Item or the Right-click Context-sensitive menu) will be moved to the Trash
folder folder rather than actually be deleted. Used in conjunction with the previous option this can give
you a "window of opportunity" during which you could retrieve an accidentally deleted message.
Remember that the actual location of the Trash folder can be affected by Folder Mapping.

Delete messages on This option overrides the effect of the "Move deleted messages Trash folder" option above -
"Empty Folder" action when you use the right-click context-sensitive menu and select "Empty Folder".
If this option is checked then all items in a folder will be deleted rather then moved to the Trash
folder.

Automatically add Checking this box tells IceWarp WebClient to automatically add to your Contact List anyone you
message recipients to send a message to whose email address is not already listed.
Address Book

Automatically display Checking this box tells IceWarp WebClient to automatically display images of emails in html
external inline images format.
Images of emails in Spam folder are not displayed.

Automatically preview Checking this box tells IceWarp WebClient to display attached image file(s) as previews in the
attached images reading pane.

Group Subject prefixes Checking this box tells IceWarp WebClient to show a number of messages with the same subject.
E.g. Re[4]: Document corrections means that this is the fourth replay.

Use Reply prefix (>) If this checkbox is checked, text of replied messages is marked by the > prefix. This applies only
when plain text is used.

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Mail Compose

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Field Description

Save sent message to You should check this option if you want to save a copy of the messages. A copy of each sent
Sent folder message will be saved in the Sent folder.

NOTE: The Sent folder's actual location can be affected by Folder Mapping.

Encrypt messages Check this box to have your messages encrypted,

NOTE: You must acquire and install a valid security certificate for encryption to work
correctly.

Digitally sign messages Use this option to have your messages automatically signed with the signature you set up in the
Signature options.

Request read Select whether you want to have a read confirmation email sent to you when your recipient
confirmation reads the message. Recipients are asked whether they want confirmations to be sent.
 Never – read confirmation is not sent.

 Always – read confirmation is always sent.

 Ask me before sending – the Read Confirmation is shown before messages are sent. You
can choose whether you want to obtain a read confirmation.

NOTE: The outcome is entirely dependent on the settings of both the receiving server
and the recipient's client setting, so a request for a read receipt does not guarantee
getting one. You may also get a receipt from the receiving server before the receiving
client picks up the message, so the fact that you do get a receipt could be as misleading
as not getting a receipt.

Check empty Subject If the box is checked, you are warned in the case, you are trying to send a message without its
Subject filled in.

Append My Details Check this box if you want to have your My Details information attached to all your outgoing
(vCard) messages.
See the My Details chapter.

Add standard Check this box if you want to have your signature separated from message text. Two hyphens "--
Signature separator "-- " are used.
"

Signature at the top of Check this box if you want to have your signature placed above message text.
message

Always show address Select what address lines you want to have shown within the mail compose (Message) dialog.
lines
From, Cc. Bcc

Use SmartAttach Select whether you want to use the SmartAttach content filter. This filter extracts message
attachments, saves them to the specified directory and adds a link to them to the email message
body.
It is possible to set a limit for attachment size. SmartAttach is used only for bigger attachments.
When SmartAttach is used locally, an information box is shown.

Message format Use the drop-down to select the type of message format you want to use as default (this can be
overridden when you are drafting a message.
 HTML – this format lets you use a selection of formatting options within your email, such
as Bold, Italic and Lists. Most modern email clients are capable of dealing with HTML
format emails.

 Text – this format uses a plain-text format for the email, which pretty much every email
client will understand.

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Response Message Use the drop-down to select the type of message format you want to use as default for
format responses (this can be overridden when you are drafting a message.
 HTML – this format lets you use a selection of formatting options within your email, such
as bold, italics, lists, etc. – very useful e.g. for signatures. Most modern email clients are
capable of dealing with HTML format emails.

 Text – this format uses a plain-text format for the email, which pretty much every email
client will understand.
 Auto – the same format as a recieved message is used.

Priority Select a default Priority for messages you send. Most email clients can be configured up to show
a priority and it can help your recipients streamline the way they work if used correctly.
Choose from Lowest, Low, Normal, High and Highest.

Spell checker language Choose a language from the dropdown for your spell checker to use.
The drop-down will display all available languages – if the one you require is not included,
contact your IceWarp WebClient administrator.

Text direction (HTML) Select text direction that is to be used for writing messages. This applies only for HTML message
format. See the Message format field above.
Chose from Left to Right, Right to Left.

Font Select the font you want to use for messages.

Size Select the font size you want to use for messages.

Charset Select the character set you want to use to create your messages. This affects the way that
characters are represented within your message. If the language you want to use is not listed in
the dropdown list then will probably be safe using "Auto Unicode (UTF8)".

NOTE: This selected (default) charset is also used to decode incoming messages without
charset defined. In the case an incoming message (without charset definition) uses a
different charset, its text can be confused.

Alias Select the default user that a message will be sent from. Use the dropdown to select one of the
accounts you have specified in Primary or Other Accounts.

Reply-to-address You can specify an email address here that will be used if the recipient hits the "reply" button in
his email client.

Autoresponder

The Autoresponder page allows you to set up an automatic reply to incoming messages.
This feature is useful for announcing that you are on vacation. However, please note that if you respond to a Spam message, you
are effectively proving that you exist and that your email address is valid – thus causing a large influx of Spam messages to your
address.

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Field Description

Mode Select whether the Autoresponder should be used and, if so, what Mode it should run in.
 Disabled - The autoresponder is never invoked.

 Respond always - The autoresponder will be invoked for all incoming messages, even if
they are from the same person.

 Respond once - The Responder will respond once to each sending email address; therefore
if you receive 10 emails from the same person he will only get a response to the first one.

 Respond again after period - The responder will respond to the first email form a sending
address, and will not respond to that address again for the number of days specified in the
next option.

Respond again after Enter the number of days between responses for the Respond again after period option above.
(Days)

From Specify a From: address for the response message.

You could set this to a dead address to fool spammer techniques, but you should check that your

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IceWarp Server policies allow this.

Subject Enter a subject line for the response here. This should be reasonably informative, something
along the lines of "Out of Office – do not respond". You can use Server Variables in this field –
see the figure.

Text Enter free-form text in this box.

This text will be used as the body of your email. Again, it should be something informative or
useful to the recipient.
Note that Server Variables can be used within the text area.
Besides of those shown in the figure, you can use %%Date%% and %%Time%%.

Respond to messages Check this box and only messages sent directly to your mailbox (i. e. your email address is in the
sent to user's email To: header) will be responded to.
address only This can be useful to stop the responder responding to mailing list messages and the like.

Respond only if Use the two boxes to specify to and from dates for the responder to be active.
between Use the '...' buttons to open calendar selectors.
This option allows you to set up the responder in advance of your absence, as long as you know
the dates.

No Responder For Fill in an email address of a person you do not want to respond to.
Click the Add button to add the address to a list.

Remove Select an email address from the list and click the button to remove this address.

Forwarder

The mail Forwarder will automatically send your messages to other addresses, for archive or backup purposes.

Field Description

Forward to Enter an email address to have all messages forwarded to that address.

Keep mails in mailbox Check this box to leave a copy of the forwarded messages on the server.

Forward mail older than Check this box and enter a value in the text box to have older messages forwarded to an

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(Days) address.
Once a message has been on the server for the number of days specified it will be forwarded to
the addressed specified in the box below.

Forward older mail to Specify the address that older messages should be forwarded to.

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Rules

Here, you can define rules to deal with your incoming messages.
A comprehensive set of tests can be performed on incoming messages and numerous actions can be taken according to the
outcome of the test(s).

NOTE: These rules are run on the server at the time the message comes in – you do not have to be logged on
for these rules to be processed.

The Rules dialog allows you to add and manage rules.

Field Description

List area This area shows all the rules you currently have defined.
 The check box can be used to activate/deactivate individual rules.

 The graphic after the checkbox indicates the basic action that is performed on the message.
All possibilities are:

Accept – the message is accepted to your mailbox.

Reject – the message will not be accepted and the sending server will be told that the
message has been rejected. (The sending server may notify the original sender.
Delete – the messages will not be accepted but the sending server will not be informed
of that fact, so the original sender will think his message got through.
Spam – the message is marked as spam.
Quarantine – the message is put into the quarantine queue.

 The rule description which you define when you create it – you should use this to allow you
to easily identify what the rule does.

Add Click the Add button to add a new rule to the list.
The Rule dialog opens.
Edit and Delete Select a rule in the list and click the Edit or Delete buttons to modify or remove the rule
buttons respectively.

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Up and Down buttons The rules are processed in the order they appear in the list.
You can modify this order by selecting a rule and pressing the Up or Down buttons to change its
position in the list.
NOTE: One of the Actions available in a rule is to Stop processing more rules. This is
possibly one of the most useful actions as can significantly improve server processing of
your message queue when used in conjunction with rule ordering.

The Rule dialog opens when you Add or Edit a rule and allows you to define the rule description, conditions, and actions.
On the Conditions tab, click the Add button again to define rule condition(s).

NOTE: Multiple conditions can be added to a rule, and these conditions can be joined by logical AND or OR.
The AND function always takes precedence over an OR so you may have to create complex condition lists
when you want to check three or more items with mixed AND and OR selections. An example follows:
Assume, you want to test for X AND (Y OR Z):
If you specify X AND Y or Z
this will be processed as (X AND Y) OR Z – not what you want.
If you specify X AND Y OR X AND Z
this will be processed as (X AND Y) OR (X AND Z) – this is what you want.

Field Description

Title Enter a description of the rule you are creating.

This description should be meaningful and allow you to identify quickly a rule's purpose.

From: Select the area of the message you want to test for the string.
The drop down contains the following items that can be tested:
 From: This contains the From address of the message.

 To: This contains the To address of the message.

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 Subject: This contains the subject information of the message.

 Cc: This contains any addresses that the messages were copied to.

 Reply-To: This contains the address that is specified as the reply address.

 Date: This contains the received date of the message.

 Message This is the whole message.

 Message body This is the content of the message.

 Custom message header This is any custom headers present in the message.

 Any message header This is every header in the message.

 Attachment name This is the name(s) of file(s) attached to the message.

 Sender This is the sender of the message.

 Recipient This is the intended recipient of the message.

 Sender's IP This is the IP address of the sender.

 rDNS (PTR) This is the rDNS or PTR record for the sending domain.

 Spam score This is the spam score assigned by the IceWarp Email Server.

 SMTP AUTH This is whether the message was delivered by a source that authorized or not.

 IP / Sender is the <BAC998XY>

 All messages means run this rule on all messages.

contains This is the type of test to be performed on the message area selected.
The content of the dropdown changes according to the message area and will contain a
combination of the following options:
 contains this checks the requested message area for a string match.

 does not contain checks for no string match.

 is checks for an exact string match.

 is not checks that the message area is not equal to a string.

 matches regex checks if the area matches a regex expression.

 does not match regex checks if the area does not match a regex expression.

 priority is checks the priority value of the message

 priority is not checks that the message priority is not the priority selected.

 is spam checks if the message is marked as Spam.

 is not spam checks if the message is not marked as Spam.

 is greater than checks if the size of a message is greater than a value.

 is lower than checks if the size of the message is lower than a value.

 authorized checks if the message was sent by an authenticated sender.

 not authorized checks if the sender was not authenticated.

 matches does the IP / sender match some string.

 does not match does the IP / sender not match some string.

 NULL If you have selected the All messages option this field disappears.

Text area or dropdown If this area is available after you have selected the Item to test and the type of test than you

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should specify the string to be tested against or select the appropriate options.

Match case Check this box if you want the string test to be case sensitive.

Whole word Check this box if you want the string to be considered unmatched if it is found but as part of a
longer string.

Selecting the Actions tab lets you choose which actions will be applied to a message if the conditions are evaluated as TRUE.

NOTE: Multiple actions can be selected and they ALL will be performed.

Field Description

Title Described within the Conditions section.

Message Check this box to perform a standard action to a message. Select an action from the dropdown:
 Accept - The message is accepted to your mailbox.

 Reject - The message will not be accepted and the sending server will be told that the

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message has been rejected. (The sending server may notify the original sender.

 Delete - The messages will not be accepted but the sending server will not be informed of
that fact, so the original sender will think his message got through.

 Spam - The message is marked as Spam.

 Quarantine - The message is put into the Quarantine queue.

NOTE: If you do not select this box, then all messages are, by default, accepted.

Stop processing more Check this box and the server will not process this message with any other rules you have
rules defined.
This can be extremely useful if you are, for example, sorting mail from the same sender to
different folders, and do not want to create any duplicates:
 Rule 1 says move all messages from fred@Domain1. com with subject Football into the
Football folder.
 Rule 8 says move all messages from fred@[Link] into the folder of Fred.
 You should specify "stop processing more rules" for rule 1 otherwise all messages about
football from Fred will be moved to the Fred folder, not the Football Folder.

It can also be useful to save processing on the server as rules processing will be stopped as soon
as a rule is evaluated as TRUE.
Forward to Check the box and enter en email address and the message will be forwarded to that address.

Move to Check the box and press the folder icon to select a folder and the message will be moved to that
folder.
A dialog opens showing your folder structure allowing you to select the target folder. You can
also create new folders within the dialog.

Copy to Check the box and press the folder icon to select a folder and the message will be copied to that
folder.
A dialog opens showing your folder structure allowing you to select the target folder. You can
also create new folders within the dialog.

Encrypt message Check the box and, if you have a certificate installed, your message will be encrypted on the
server, meaning only holders of the key can read it.

Send message Check this box and press the '...' button to define a custom message to be sent.
You can set the To, From, Subject, and Body parts of the message and Server Variables can be
used.

Edit header Check the box and press the '...' button.
A simple dialog opens letting you select which header to manipulate and how to manipulate it.

Set message priority to Check the box and select a priority for the message from the dropdown.
You can select from Lowest, Low, Normal, High, and Highest.

Set message flag to Check the box and you can select flags which be set for this message.
Multiple flags can be selected.

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Read Confirmation

The Read Confirmation feature allows you to structure a standard message that will be sent if a message comes in with a request
for read confirmation.
Variables can be used here to automatically add values to the message.

Field Description

Allow sending Select from the list:

 Ask me before sending – you will be always asked whether you want to send confirmation.
 Always – confirmation is always sent without asking.
 Never – confirmation is never sent.

Subject Enter a subject fro the Read Request.

In the example above the %SUBJECT% variable is used to append the original subject of the
message to the subject of the receipt. This adds value to the message as the sender can
immediately identify what message has been read.
Textbox Enter the standard message you want to send as a Read Confirmation.
In the example above the server variables %FROM% and %TO% have been used to identify the
original sender and recipient to add value.

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Signature

You can define a standard signature which will be applied to all outgoing messages. Another feature you can use is selecting your
aliases or email addresses of groups you are a member of.

NOTE: When you want to create/edit a signature, use the Desktop interface as lower interface levels (Tablet,
Mobile) do not enable it.

Field Description

Add Click the button to define a new signature. The Add dialog is shown:

Specify the signature name and click the Add button.

Use the right-hand text area – see the Text area field. After creating a new signature, click the OK
button. In the case you want to create more signatures, just create them and then click the button.

Left-hand pane This field lists all defined signatures.

Rename Select an existing signature and click the button to rename this signature. The Rename dialog is
shown (similar to the Add one – above). Change the Name field and click the Rename button.

Remove Select a signature from the list and click the button to delete this signature.

Text area Enter the text of your signature in the text area. Use rich edit text icons to highlight your signature.
Select the Source item (from the list in the right-hand upper corner) to switch to the HTML code
format for inserting HTML tags.

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BE AWARE: Do not enter HTML tags into the text when the HTML item (in the same list) is
selected. These tags would be shown in the signature.
Text in this field is checked by a spell checker.

OK Click the button to save all performed changes.

Signature – Embedded Image

To create a signature with an embedded image, do the following:

1. Create a signature as described above.

2. Upload the wished image into your Documents.
3. Within the Text area, place the cursor where you wish to have a figure.
4. Within the Text area text tool bar, click the image icon – .
5. Within the Insert image dialog, select the Internal option and click the right-hand Select item icon.
6. Within the Select item dialog, select the appropriate image from your Documents folder.
7. Click OK (three times).

Aliases

This tab allows you to define/enable/disable your aliases, set Full name for individual aliases and bind them with signatures
defined on the appropriate tab.

Field Description

Add new Alias You may want to add a new From Address (your account on another server or another account
on this server – e. g. a group account) without necessity to add this account into WebClient. This
allows you to use WebClient even for sending messages from other accounts – e. g. you are a
member of your support team and you want your customers to obtain your replies from the
support group account. This is the way.
Click this button and fill in a descriptive account name and its email address. Confirmation email
will be sent to this address. This email message includes instructions how to verify this email

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account.

Enable Tick the box (or select the appropriate alias and click the Enable button) if you want to have this
alias/group/account in the From list of the email composer window.
This box is not editable for your primary account.

Disable Un-tick the appropriate box (or select the alias and click the Disable button) if you want to
disable the alias.

Full Name Fill in your name that will be shown for this alias/group/account. This field is not editable for
your primary account.

New Messages Select a signature that will be used for new messages created and sent from this address.

Replies Select a signature that will be used for replies created and sent from this address.

Remove Select an alias that you want to remove from the list and click the button to delete this alias.
OK Click the button to save all performed changes.

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Calendar Options

Main

Upon the Calendar – Main tab, you can set how you want certain views to be displayed.

Field Description

Time zone Select your time zone.

[time zone] – Event times will be changed to the actual time zone.
E. g.: You have created an event from 15 to 16 o'clock in Prague (CET – Central European Time)
and traveled to Boston (ET – Eastern (American) Time). Times will be shifted for 6 hours – from 9
to 10 o'clock.
For additional information on time zones, refer to the Miscellaneous chapter – Time Zones
section.

NOTE: The time zone set here is also used for email messages.

Day begins at Set your normal start time for working hours.
This will affect the coloration of hours when you are in the Day view of the calendar.

Day ends at Set your normal end time for working hours.
This will affect the coloration of hours when you are in the Day view of the calendar.

Week begins on Select the day that you wish to be displayed as the first day of the week.
This affects the Week view and Month view of the Calendar.

Week starts on actual If you wish you can check this option and the Week view will start with the current day as the
day first day of the week.
This can be useful if you always want to see a week ahead in the week view.
This only affects the Week view

Delete Trash items Specify the time after what deleted events will be removed from Trash.
older then (Days)

Automatically save Specify the time (in mututes) after what edited groupware items are to be saved automatically.
Groupware items every
(minutes) NOTE: When editing an item, clicking the Cancel button will not "unsave" the changes
made before autosaving (i.e. cancellation will have no effect, the last autosave will be
kept).

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Default Settings

Field Description

Appointments show as You can choose a default "show" type for event items.
Using the dropdown choose one of the four options:
Free – Although there is an event scheduled, it will not take up any of your working time (for
example, someone's birthday).
Tentative – The event is not yet confirmed.
Busy – The event is confirmed and you will not be available for the duration of the event.
Out of Office – You will not be in the office (for example, vacations or off-site courses).

Appointment sharing Choose the default privacy setting for item types. For each type you can select either:
Contact sharing Private – only people you have chosen can view the items.
Journal sharing or
Note sharing Public – anyone who can see your folders can view the items.
File sharing
Task sharing

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Reminder

The Calendar – Default Reminder tab allows you to set default options for new reminders – they do not affect or override any
options for reminders you already have set.

Field Description

Apply default reminder Tick the box if you want to use the following reminder settings.
to new appointments

Remind me ... before Enter a numeric value and select a time unit from the dropdown.
These values will be used as the default values when you create a new item that can have a
reminder associated with it.

Reminder and agenda Specify an email address for the reminder to be sent to.
email address Multiple addresses can be specified, separated by semicolons.
e.g. user1@[Link];user2@[Link]
NOTES:
If no address is specified here, your main (logon) address is used for reminders.
If you do specify an address then your main (logon) address will not receive a reminder
unless explicitly specified here.

Send daily agenda by Tick this box if you want to obtain everyday emails with all events for the appropriate day.
email

Send email reminders Tick this box if you want to have email reminders sent to the address specified above; pop-up
reminders are shown too.
If the box is not ticked, only pop-ups are shown.

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Holidays

If your administrator has loaded holiday files to the system, you can choose which country's holidays you want to have displayed
in your calendar.

Field Description

subscribed Check the box next to each county whose holidays you wish to be displayed.
holidays Only countries that your administrator has supplied details for will be shown in the list.

NOTE: These holidays may or may not be official public holidays in the country specified
– they may only be notable days.

Weather

This tab allows you to add weather forecast for four days to all calendar views (day, week, month).

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Field Description

Temperature Select a temperature scale.

City Fill in the wished city (or city and state/country code). In the case of more possibilities,
select from the list.
Add Click the button to add the filled/selected city to the final list.

Remove Select a location and click the button to remove this location from the list.

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Instant Messaging

To reveal the Instant Messaging pane, click the asterisk icon on the right side of the Menu bar. (See the Menu Bar section.)

General

Field Description

Remember status Tick this box if you want the IM client to remember your last status (on-line, off-line, etc.)
when closing it and use it next time.

Available statuses By ticking the appropriate check box, select statuses that you want to have available within
the Communication bar – Status indicator menu. Choose from Away, N/A (not available),
DND (do not disturb) and Invisible.

Enable sound Tick this box if you want to switch on sound alerts for incoming communication.
notification

Auto open chat Tick this box if you want the chat window to auto-open when incoming communication
window arrives.

Auto subscribe new Thick this box if you want to subscribe new users without necessity to authorize them.
users

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Chat Window

Field Description

Send message by Enter Tick this box if you want to send just typed message by hitting the Enter key.

Chat on new line Tick this box if you want to have chat text started on a new line – next one to the
information about the contact.
Use Emotikons Tick this box if you want to enable using emotikons within the chat window.

Adding Contact, Service Subscription

You can chat with your friends that use various instant messaging services provided that there is the appropriate gateway
defined on your IceWarp Server. To see the list of gateways, go to the Subscribe Service tab. If your wished service is not
involved, ask your server administrator.
Otherwise, you have to register to the appropriate service first:

1. +
Within the IM Client Tools bar (in the lower roster part), click the " " icon. The Add dialog opens. Select the Subscribe
Service tab.

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2. Select the service you want to register to and click the Register button. (Or just double-click the service name.)

NOTE: In the case you are subscribing a private service gateway, you have to obtain the appropriate
information from your administrator. Insert the service name into the Private field and click Add.
The Subscribe Service dialog is shown:

3. Fill in your Username and Password for this service. (You have to have an account created there.) Click OK to finish
registration.

4. Go to the Add Contact tab. From the Service list, select the service you have just registered to.

Fill in the User ID of the contact you want to add to your roster and his/her Display name.
Optionally, select the Group you want to include the contact to. Click OK to finish adding of the contact.

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NOTE: If you want to add only another WebClient instant messaging user, let the Service field set to Default
and as User ID use the contact's email address.
NOTE: If you have changed credentials for a service already subscribed (MSN, ICQ, ...), you have to remove
this service from your roster and subscribe again with your new credentials.

Subscribing Twitter

Follow the description above to the step #3.

4. After clicking OK, you will receive a chat message with an authorization link:

Follow this link.

5. Within the An application would like to connect to your account screen, click the Allow button.

6. From the next screen, copy the PIN provided:

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7. Go back to the chat window, paste this PIN to the answer field:

and hit the Send button.

8. Twitter will appear among your contacts:

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You will receive all tweets from the [Link] user of that gateway. You can post new tweets by sending messages to
the twitter user too.
There are additional commands you can use:
/replies – gets all replies
/refresh – gets new tweets instantly
/tag, /btag, /untag – automatically tags all your messages

Miscellaneous

Roster Search
As you can have your friends from other chats (Facebook, Twitter, ...) integrated into WebClient Instant Messaging, its roster can
became packed with lots of contacts.
To ease contact search, just click the search icon – magnifying glass – (within the IM Client Tools bar) and write searched contact
name into the field that appears. Contacts are sorted as you continue writing.
To reveal all contacts, just click the cross on the right side of the search field or delete written letters.

Open All Pending Messages

When you are offline (or in the DND mode – Do Not Disturb), you can have multiple incoming communications. Once you are
online again, you could have a trouble to locate all of them to display all messages.
In this case, just click the icon blinking in the top of your roster (see figure). This will display a chat window with tabs for all
people wishing to chat with you. These people are also indicated by blinking icons next to their names within the roster frame.

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Roster Contact Multi Select

You might want to delete multiple users, send the same message to multiple users or even send an email to couple of users in
your roster.
Use CTRL + left-click to select more users.

NOTE: Selecting more users does not allow you to start a chat with them. After sending a message, the
window is closed.

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History Search
You may want to search within your IM communication history. Right-click the person you communicated with about the subject
and select the Show Conversation History item from a pop-up menu. Fill in your subject (or at least a part of this word) and hit
Enter.
You will see the results matching to your term.
Now you can click the actual line date/time. This brings you to the complete conversion history starting at that time. Then you
can click the << >> (arrows) buttons to move in time.

IM Client Priority
You may want to use two (or even more) IM clients (e.g. WebClient IM and PSI). It is annoying to deal with the situation when
same messages arrive to both (all, respectively) clients. Setting client's priorities correctly is the solution.
WebClient IM client has the priority set to 5 (five). In the case you want to have IM messages delivered only to WebClient IM, set
lower priority for your other client(s). I.e. set the priority value to 1 – 4. And contrary, if you want to have IM messages delivered
to your other client(s), set its (their, respectively) priority value to 6 – 10.

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Phone

Field Description

Integrate with your Select this option if you want to integrate WebPhone with your VoIP account on the same
VoIP account (SIP) server.

Start WebPhone Tick the box if you want to have your WebPhone started within 30 seconds after WebClient
automatically launch.

Integrate with Tick the box if you want to integrate WebPhone with other (external) VoIP account.
external VoIP
account (SIP)

Username External account credentials. They can be of different format. (Email addresses, phone
numbers, etc.)
Password
Ask your server administrator for them.
Extensions

Server
Dial via your VoIP Select this option if you want to dial via your VoIP account but use already registered desk
account (already phone.
registered When a call is dialed, the caller's phone is rung first. After the caller picks up, the called person's
softphone/hardphon phone starts to ring.
e)

Dial via external Select this option if you want to use external VoIP account. E.g. one provided by an external
VoIP account provider.
(SIP/HTTP) Fill in the SIP account number (on the external server).
E. g.: *22@server_domain.com

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Field Description

Use call forwarding Tick the box to enable call forwarding.

Forward call to Enter a number you want to have calls forwarded to.
It is possible to enter a regular phone number or a SIP number – if defined and used.

Forward after Enter a period time (in seconds). Calls will be forwarded after this period.
(seconds)

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General
The General tab allows you to customize look and feel of the IceWarp WebClient.

Global Settings

Field Description

Skin Skins are available for IceWarp WebClient allowing you to change the look of the system as you
use it.
However, they are only available if your system administrator has installed them, you cannot
install them yourself.
Select the skin you want from the dropdown.

Skin style Select the wished color scheme.

Initial Page Here you can specify what will be shown after IW WebClient launch:
Home Page – folder tree view plus a page with information about your email account are shown.
Inbox – folder tree view plus Inbox Item List and reading pane are shown.
Remember last folder – IceWarp WebClient will start up with the folder open that you were
browsing when you last closed it down.
Confirmation on exit Select whether/how the confirmation message will be shown:

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Never – no confirmation needed for exit of both composed (and not saved) emails and
WebClient itself.
Message Composed – you have to confirm only exit of an email composer.
Always – you have to confirm exit of both composed emails and WebClient itself.

Desktop Notifications Tick the box if you want, your desktop to show pop-up notifications about email arrival. (Not all
browsers support this feature.)
Never – notifications are not shown.
Auto (background only – browser notifications are shown only when the WebClient window is
not focused.
Always – browser notifications are shown always.

Show Favorite Folders Tick the box if you want to have shown Favorites within the Tree View pane.
Use Flash upload for Flash upload allows you to upload multiple email attachments at once. Sometimes this can cause
attachments problems with SSL. Un-tick this box in this case.

Use Open in Office When an email attachment has a suitable format (MS Office), it is possible to open it in the
when possible appropriate MS Office application (Word, Excel, etc.).
Tick the box if you want to enable this feature.

Keep search term Tick the box if you want to keep a search term after selecting another folder. Search is performed
when switching folders in this folder immediately.
This feature works only for the same folder types (mail, groupware).

Date format Select the date format you want to use from the dropdown list.

Time format Select the time format you want to use from the dropdown list.
US time format (AM/PM) is supported: hh:MMtt.

Default Folders

This page allows you to change mailbox folders mapping.

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Click the button with an icon next to the appropriate folder to select the wished destination:

If the wished folder does not exist, create it before.

NOTE: It is recommanded to keep default folders in the folder tree root. You will face a confrirmation dialog
when trying to move a default folder anywhere else.

Documents

This page allows you to manage documents settings.

Field Description

Enable automatic Select this option if you want to have a new document revision created after every editing. For
revision of documents more information on document revisions, refer to the Menu and Search Bar chapter –
Documents – More Menu section.

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Anti-Spam

This page allows you to manage anti-spam and quarantine settings.

Field Description

Anti-Spam Check this box if you want your incoming messages to be processed with IceWarp Anti-Spam
engine.
NOTE: This option is only available and may only be changed if your administrator has
allowed it.

Quarantine Check this box if you want your incoming messages to go through the quarantine process.

NOTE: This option is only available and may only be changed if your administrator has
allowed it.

Spam reports mode The spam report is a daily email containing a list of spam and/or quarantined items that have come
in to your mail queue.
Select spam reports mode:
Disabled – you will not obtain spam reports.
Default – spam reports follow server settings. If in doubt, ask your server administrator.
New Items – only new email messages are listed in spam reports.
All – spam reports list all spam and quarantined messages.
Spam folder mode You can choose to have all spam messages delivered to a separate folder.
By default this folder is called Spam, but may have been mapped to another folder name via folder
mapping – see the Default Folders section.
Select spam folder mode:
Default – the server spam folder mode is followed.
Do not use Spam folder – spam messages will arrive into your Inbox.
Use Spam folder – Spam folder is created, spam messages will arrive into this folder.

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Licenses
This tab is used for transfer of activation keys for IceWarp Outlook Sync and IceWarp Desktop Client – besides sending these keys
by email – your sever (domain) administrator can do this.
If activation keys are available, you can find them on the appropriate tabs and use them to activate (already installed) IceWarp
Outlook Sync (IceWarp Desktop Client respectively).
Copy the key and use it when registering the appropriate product.

For example, when registering IceWarp Outlook Sync, do the following:

1. In the MS Outlook main menu, select the Add-Ins – Settings items. The IceWarp Outlook Sync Settings dialog opens.
Navigate to the License tab.

2. Click the Open license dialog button.

The License dialog opens. Navigate onto the Online Activation tab.

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3. Insert your key into the Activation Key field. Click the Activate License button.

4. Two situations can occur:

• The license server is online – your license will be activated, just confirm the notification message.
• The license server is offline – follow instructions included in the License Server Offline dialog.

5. After saving this license and clicking the Enter License button, in the standard Open dialog, select the obtained new
license file and click Open. Click OK.
Activation is complete now.

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Import/Export
IceWarp WebClient allows you to export and import Contacts and GroupWare data to various file formats.
These files can be used as backups, allowing you to have restore points, or as a means to copy your data to other locations.

Import

The Import page lets you specify a source file, destination folder, column types and sharing mode to import.

Field Description

Upload your backup Click the Upload button to open a standard file browser window allowing you to locate and
file select the source file for the import.
NOTE: The target folder should be of the same type as the data within the source
file.
NOTE: It is possible to upload only one file at a time. In the case the file is very big,
its upload can be very time consuming – it can last even ten minutes.

Select destination Click the button to open the Select Folder dialog where you can select the folder where you
folder want to import the data.

Import Click the button to perform import. The Select column types for import section is shown.

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Export

The Export tab selects very similar items to the Import sheet, except this time the folder is the source and the file is the target.

Field Description

Select source contact Click the button to open the Select Folder dialog and select a folder to export.
folder

Select export type Select the wished file export type – either vCard or CSV.
For the CSV type, select a separator – choose from Comma, Semicolon, and Colon.

Export CSV file Click the button to open a standard file browser dialog allowing you to select the location
and a file name of the exported file.

GroupWare

The Groupware page allows you to export and import your groupware data.

Button Description

Export Click the button to open a standard file browser dialog and select the Save File option to select
the location and name of the exported file.
Import Click the button to open a standard file browser dialog to select the imported file.

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Mobile Devices
Clicking the Mobile Devices menu item opens the Devices dialog that lists all devices you have ever used to connect to IceWarp
ActiveSync.

Field Description

Device Model Shows the device model.

Device Type Shows the device type.

Protocol Shows the Active Sync protocol version.

Registered Shows the date of the device registration onto the server.

Last Sync Shows the time of the last synchronization.

Properties Select a device and click the button to open the Device Options dialog for this device. See further.

Delete Select a device and click the button to delete this device from the list and Active Sync devices database.
This action does not delete any data, it just discards synchronization.

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Device Options Dialog

This dialog consists of three tabs that allow you to manage the selected device properties. Click the Properties button to open it.

Folders

This tab allows you to manage folders that are to be synchronized in the device.

Field Description
GroupWare Folders Select what groupware folders you want to have synchronized:
Default folders only – only one (default) folder per each groupware folder type will be synchronized
(Contacts, Calendar, Notes, Tasks, Files – depending on what your device supports).
All folders – in the case you have created more groupware folders of one type (e. g. Calendar and
Private Events), all of them are synchronized.
All folders as email – in the case your device allows you to synchronize only default groupware
folders, IceWarp Server can synchronize other groupware folders items as emails. E. g. Files are sent
as emails with the original files attached.
Mail Folders Select what email folders you want to have synchronized:
Default folders only – only folders that your device recognizes as default ones are synchronized.
All folders – all email folders that you have created are synchronized.
NOTE: In the case you have selected GroupWare Folders – All folders as email, this field is
disabled.

Archive Tick the box if you want to have archive folders synchronized into your device.

BE AWARE: This can generate extensive traffic and consume considerable amount of the
device memory.

Public Folders Tick the box if you want to have public folders synchronized into your device.
Shared Folders Tick the box if you want to have folders that other users share to you synchronized into your device.
Remote Wipe USE WITH CARE!
In the case your device is lost or stolen, you may want to set Remote Wipe. When this is set and the
device connects Internet the first time after remote wipe setting, all data within the device are

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deleted. (Data on the server stay untouched.)

NOTE: Should you set it by mistake, revoke it immediately – click the Reset Wipe button (on
the same place). It is possible you will be quick enough to cancel it without data deletion.

Synchronization

Set other synchronization details here.

Field Description
Past Mail items Check the box and select how old emails you want to have synchronized.
BE AWARE: Especially the Sync All option can cause extensive traffic.
NOTE: In the case you do not check the box, the device setting is used.
NOTE: Values that are set here override the device settings.

Past Calendar events Check the box and select how old events you want to have synchronized.
BE AWARE: Especially the Sync All option can cause extensive traffic.
NOTE: In the case you do not check the box, the device setting is used.
NOTE: Values that are set here override the device settings.

Sync Tasks as Some devices do not support tasks. It is possible to synchrinize them as events. If applicable, check
Calendar evente the box and select whether you want to have synchronized all items (Sync All) or Incomplete tasks
only.
Sync Tasks as Select whether you want to have these tasks synchronized into a New calendar folder or Merged to
Calendar evente – default calendar.
the second field
NOTE: In the case the Default folders only option is selected ( the Folders tab – GroupWare
Folders field), this field is disabled with the Merge to default calendar option selected.

Sync Notes as In the case your device does not support notes, tick the box and select how you want to have them
synchronized:
Events – notes are synchronized as events.
Tasks – notes are synchronized as tasks.
Notes & Tasks app – you may want to use the Tasks & Notes application (for more information and

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download, refer to [Link] Select

this option in this case.
NOTE: If the Sync Tasks as... box is ticked, this field is disabled with the Events option
selected.

Sync Notes as – the Select whether you want to have notes synchronized into a New folder or Merged to default folder.
second field
NOTE: In the case the Default folders only option is selected ( the Folders tab – GroupWare
Folders field), this field is disabled with the Merge to default folder option selected.
NOTE: If the Tasks option is selected (Sync Notes as – the first field), this field is disabled
with the Merge to default folder option selected.

Device

On this tab, you can rename your device.

Just write the wished name into the Device Model field and click the OK button.
Use the Remote Wipe button to perform this action.

BE AWARE: Remote wipe is a total remote deletion of all device data. It is executed when the device
contacts the server first time after setting it.

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Help
Choosing the Help option – Help tab opens a quick help guide containing some useful hints and information.

The What's New tab introduces IceWarp WebClient V 11 and describes its new cool features.

Selecting the About tab reveals information about the current WebClient version and its main features and highlights.

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Switch Interface
Choosing the Switch to ... Interface option switches to the given interface.
From the desktop interface, it is possible to switch into the tablet interface and subsequently into the mobile interface. When
using a desktop, it is always possible to switch back.

Old Interface
This option is meant for those who like the previous version interface appearance and design. Just click this option and enjoy the
interface you are used to.
However, it is recommended to use the new interface as it allows you to use WebClient capability fully.
You will be prompted fortnightly either to Switch to the new interface or to Postpone this decision.
This option can be hidden. Ask your administrator, if you insist on using the old interface.

Logout
Click the Logout menu item to log out from IceWarp WebClient. The WebClient login screen is shown.
For more information on login, refer to the Getting Started – Logging into IceWarp WebClient chapter.

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Miscellaneous
Autofill
This feature helps you to select email addresses. After a couple of characters is written, autofill suggests email addresses that
contain these characters. It offers:

 all contacts from the user's contact type folders (even if contacts only created, but never used),

 all contacts (even if only created, but never used) from GAL (Global Address List) – if GAL is used,

 plus 10 to 15 last written contacts that are stored at cookies.

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Sending GroupWare Items as Email Attachments

WebClient provides an excellent possibility to send your contacts, events, tasks, notes, etc. easily as email attachments.

1. When composing an email message, click the Attach from WebClient link (see the figure).

The Select Item dialog opens:

2. In the left-hand pane, select the folder.

3. In the right-hand pane, select the item(s) you want to send.

NOTE: You can perform a search within the selected folder. Use the search tool in the lower part of the composer
window.

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4. Click OK to attach these items.

5. Optionally, repeat it for items from other folders.

Another way how to send a groupware item is to right-click it and select the Send As Email item from the shown pop-up menu.

BE AWARE: Mailbox quotas are checked when you are attempting to send groupware items. In the case any
of quotas is exceeded, you are not allowed to send an email.
In the same way, incoming emails with groupware items attached are rejected if they violate your quotas.

Sending GroupWare Items via WebClient Instant Messaging

It is also possible to send a groupware item via WebClient Instant Messaging:

1. Within the Instant Messaging pane, right-click the recipient's name.

2. From the shown pop-up menu, select the Send File item.

3. Use the item icon (see the previous chapter – the first figure) to select what you want to send.

4. Follow steps 2 to 4 of the previous workflow to send the item.

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Inserting Pictures into Email Body

IceWarp WebClient offers an elegant way how to insert figures directly into an email body.
To insert a figure, do the following:

1. In the right-hand side of a composer window, select the HTML item from the list. (Can be switched into Text.)
2. Place a cursor into the mail body where you want to insert a figure to.

3. Click the Insert icon ( + – within the text editor pane) to reveal the [Link] the Image item. The Image dialog opens.
4. Select the Uploaded option and upload the wished figures – use the Upload button – .

5. From the Uploaded list, select the appropriate image and click the OK button. Repeat for other images.

(As an alternative to steps 3 to 5, you can fill in the URL field or use the Internal option for figures stored within WebClient
and click OK.)

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Forwarding Multiple Messages as Attachments

You can forward multiple email messages as an email attachment. Just select them using SHIFT + click or CTRL + click, right-click
these selected emails and choose the Forward As Attachment option. Email messages will be attached to your email message
that you are just composing – see lower.

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Google Maps Integration

Each address in the contact dialog (Home address, Other address) has the Show on Map button. Click the button to open a
WebClient dialog with a Google Map of this address.

You can also use the Street View mode as usually.

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In the case your address search gives more results, just click the marker in the most appropriate position.

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Attaching Multiple Files

You can attach multiple files to an email message using one upload dialog for all files (provided that they all are placed in one
folder):

1. Within a composer window, click the Upload button. The File Upload dialog opens.

2. Select the desired files using CTRL + click or SHIFT + click shortcuts.

3. Click the Open button to upload files.

File Upload Progress Indication

WebClient indicates file upload progress within the Attach from Local Disk button. It is very useful when uploading big files or
bigger number of files.
This applies for email attachments as well as for uploading files into the File folder.

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Recurrent Event Deletion

In the case, you want to delete a recurrent event, you can choose one of the following possibilities:

 Only this one – only the currently opened item is deleted.

 All following – the currently opened item and all following ones (to the end of the whole series) are deleted.

 All the series – the whole series is deleted.

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RSS Folders
It is possible to subscribe to RSS feeds of various web sites. Once, you know a RSS channel address (e. g.
[Link] create a new RSS type folder (see the Tree View – Context Menu – Create New
Folder chapter):

NOTE: You can set multiple feeds for one folder. Just add them using the Channel field and Add button.

To add or remove a new channel to an existing RSS folder, right-click this folder and select the Manage RSS Channels item. Use
the Add and Remove buttons.

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Saving Email Messages

You can save email messages as .eml files. To do it, follow these steps:

1. Select the messages you want to save. Use CTRL + click and/or SHIFT + click to select more messages.

2. Right-click the selected messages and choose the Save As – EML items.

If you get the Pop-up blocked message, click the message bar and select the Always Allow Pop-ups from This Site
item.

3. In the opening/saving dialog, select the Save File option, click OK and in the Save As dialog, select the appropriate
directory and click the Save button.

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Time Zones
This excellent feature helps you to schedule your meeting with regard to a local time of a different time zone. As a bonus, you
can use it as a time convertor.

Use the drop down list next to the From/To time controls to specify the desired time zone. There are (GMT) UTC and many
major locations around the world available. Besides all continents, also major world regions are included (e.g. Pacific).
Using the feature as a time convertor is smooth and easy:

1. Specify event times (From, To – e. g. 10 am – 12 am) and select your time zone (e. g. America/New_York).

2. Select your partner's time zone (e.g. Europe/Prague). In the From/To time controls you can immediately read event
local time in Prague (4 PM – 6 PM or 16:00 – 18:00 if using the 24 hour time format).

Local daylight saving times are respected. If a converted time crosses midnight, the event date is changed.

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Delivery Reports
This feature keeps you informed about the status of your sent email messages. (It works provided that it is set on your server –
ask your administrator.)
Tick the Show DeliveryReport box (to reveal it, click the Options button – see figure) to request a report about delivery status
of the composed email message.

You can also right-click a message or SMS in the Sent folder (as well as the Archive – Sent folder) and select the Delivery Report
item from the pop-up menu. The Delivery Report dialog is displayed:

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Field Description

Contact Name All email message recipients are shown, including Cc and Bcc ones.

Status  Delivered – message successfully delivered to a local recipient

 Sent – message successfully sent to a remote server

 Queue – message was temporally deferred, the server will try to send it later

 Error – check your inbox for a detailed error message – message was bounced back with an
error

Date Date and time of message sending.

Refresh Click the button to refresh the Status field. If not clicked, the field is refreshed every 10 seconds.

Cancel Click the button to close the dialog.

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International Domain Names Support

WebClient supports IDN. I. e. you can use email addresses with domain names written in national alphabets – including diacritics
and "unusual" letters (e. g. ß in German).

BE AWARE: This applies only for domain part of email address – you still have to use user names without
diacritics etc.
E. g.: [Link]@açúcaré[Link] is a correct (Brazil) Portuguese email address,
while pedro.á[Link]@açúcaré[Link] IS NOT.

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Address Book Selection Dialog

This dialog makes contact selection smooth and easy. To open it, click the "+" (plus) button next to the To field within the email
composer window.

Field Description

upper list Select the appropriate item from the list:

 Address Book – contacts from your default contact folder plus contacts from all public
folders you have access to are shown.

 Suggested Contact – all users who share any their folders to you are shown.

 Select Folder – a folder tree structure with contact type folders is shown. Select the
folder you want to see contact from.

 Recently used folders.

Search Write a name or part of it and click the button, to perform search within the displayed
contacts.

To Select the appropriate contact from the displayed ones and click the button to place this
contact to the desired field.
Cc

Bcc

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Meeting Scheduling – Distribution List Support

This feature can ease meeting scheduling. If you repeatedly organize meetings with a same group of people, you can use a
distribution list. Just click the Address Book button (the Appointment dialog – Schedule tab) and select this distribution list. The
members of the list will automatically be expanded so each user will keep their own status – you can see who accepted, declined,
etc.

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Invitation Announcements
When organizing a meeting, this feature keeps you informed about your attendees reactions. You will obtain announcements
whether they have accepted the invitation, declined it or suggested a different date/time. They can also inform you about their
tentative presence.
The last mentioned is done by changing a date and/or time in the event window. No more is needed. You (as the meeting
organizer) are informed about it and can also accept or decline. In the case you accept, other attendees are informed
automatically about this change.
The same applies to changes/cancellation done by you as the organizer.

Attendees can inform you about their reasons of rejection. After clicking the Decline button, the appropriate dialog is shown:

Invitation Attachments
You can attach files to your invitation (the Appointment dialog – Attachments tab). These attachments are shown within the
invitation announcement header. Click the link to download the appropriate file.

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Tags Management
This powerful feature allows you to perform very efficient search within all folders of one type. You can set tags (one or more) for
all groupware items as well as for emails.
To define a tag, right-click the item, select the Tags item, fill in the Add field and click the button. You can also tick an tag box in
the list of existing tags. Selected tags are shown in the Selected field.

You can also define a tag when creating a new item. In this case, click the Tags button. The same Tags dialog is shown.

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These created tags you can use in the Search Folder dialog – Filter field:

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Calendar Sharing
It is possible to publish your events in three ways:

 Private authenticated – use this address: [Link] You will be presented with a browser
authentication window and just supply your email and password to access your calendar. This way allows you (or
everyone you grant to) to access your calendar events. All events are displayed – including private ones.

 Public anonymous – use this address: [Link] where email_address is the address
of the user whose calendar you want to see. Only public events are displayed.

 Shared per item – You can share your groupware items with anybody on Internet. Each object (event, contact, etc.) has
the Other tab. This tab contains a URL that can be copied and sent to anyone. Recipients can use their browsers to
download these items. No authorization is required for the person downloading this object.

Email Address in Mail View Context Menu

Right-click any email address within an email message window – a context menu is shown. Its items allow you to do these
actions:

 Send Message – an email composer window opens.

 Open Chat – an instant messaging chat window opens.

 Create New Contact – the Add Contact dialog opens.

 Add To Existing Contact – the Select Item dialog opens. The email address is added to the selected contact.

 Add To IM – the Add IM Contact dialog opens.

 Invite To Appointment – the Appointment dialog opens.

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Contact Dialog – Full Name, Show As and Phones

To fill in the full contact's name, click the Full Name button. The Full Name dialog is shown.

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From the Show As list, you may want to select the combination that you prefer.

You can use the enhanced Phone(s) option that allows you to store not less than 19 phone number types. These phone numbers
are set using four Phone(s) fields within the Contact dialog.
Just select a phone number type and insert the appropriate phone number into the field next to it. Once inserted, this number is
saved. Select another number type and repeat the procedure. To change a number, just rewrite it.
To reveal wished numbers, just select their types. You can reveal four numbers at once.

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Deleted GroupWare Items Recovery

You may want to recover deleted groupware items (contacts, events, tasks, files, etc.). Enter the Recovery Items folder where
they are stored for a period defined on the server (by default it is 30 days – for the actual one, ask your server administrator).
Right-click the wished item and select the Recover option. The item is moved to the original folder (Events, Contacts, etc.).

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Next/Previous Message Switching

This feature allows you to switch between email messages within the selected folder when you have one message dialog opened.
Use the right arrow to get the previous message (lower in the list) or the left one to open the next message.
You may want to sort messages by other columns (From, Subject, etc.), the message order in this sorted list is followed. Sort
messages by Date to switch chronologically.

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Folder Tree Smart View

When selecting any folder type tab, only folders of this type are shown in the folder tree structure (contact folders in the figure).
To reveal the whole tree structure, click the Show All icon.

Event – Quick Edit

In the Calendar view, just select the wished time and start writing without a need to open the Appointment dialog. To edit an
existing event, select it and hit the F2 key. You can also easily change start and/or end times – click and pull the appropriate
event edge.

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Drag 'n' Drop a File

This feature allows you to attach files without necessity to browse for them using the Upload button. Having them found in a file
manager you can just drag and drop them to the message composer window.
The same works for uploading files into File type folders.

BE AWARE: To be able to use this beautiful feature, you have use a web browser that supports HTML5.
Currently (October 2014), those are FireFox, Google Chrome, Internet Explorer and Safari.

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Attachments Icons
You can easily see what file types are attached to incoming messages. WebClient supports more than 30 attachment icons out of
more than 60 file types including:

 PDF

 Word and text editors

 Excel and spreadsheets

 PowerPoint and presentations

 Text

 Images

 Audio

 Video

 Archives

 and more

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Item Preview
This feature lets you preview all IceWarp WebClient items without necessity to open them. You can preview any item type (mail,
file, task, contact, note, etc.) but even items in the Recovery Items folder which is a mixture of item types. Just select the preview
type (Normal, Wide – see the Main Screen chapter).

Drag and Drop to Trash

Whatever you want to delete – any item type (email message, folder, IM contact ...) – just use drag 'n' drop. Drag the item onto
the trash bin icon within the Navigation Pane and drop it when the icon becomes highlighted red. It is the whole magic.
Hold the CTRL key when dragging and dropping not to be asked to confirm deletion.

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Multiple Calendars
This feature allows you to display more calendars in combined view. It can be very handy when planning your events. Just tick the
calendars you want to have displayed.

Every calendar has its own color – its events too. Double-click the wished event to edit it. Events keep their flag colors.

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To add a new event to some calendar in this mode, un-tick all other calendar folders (within the tree pane) and make sure that
the appropriate calendar is highlighted bold (by clicking it).

NOTE: This multiple display mode can also be used in the list item view.
NOTE: Unresponded events (i.e. those where attendees have not responded yet (Accept / Decline) are
marked with a background pattern. See the kick-off meeting within the above figure.

Whitelisting/Blacklisting Items
This is another feature that can ease your work. In the case any genuine email falls into your Spam folder, just drag and drop it
into the Inbox folder (or the Whitelist one, of course). Done – the email sender is whitelisted.
Any spam message in your Inbox? Drag and drop it into the Spam folder (or the Blacklist one).

vCard Import
vCard is a contact information container which may contain one or more contacts including the information such as names,
addresses, phones, emails, photos, attachments, etc. They usually come in the form of files with the .vcf file extension. It is
possible to send vCards (contacts) as email attachments (see Sending GroupWare Items as Email Attachments in this chapter).
In the case you have obtained such an item, just right-click it and select Import to WebClient. The Contacts dialog is shown.
Click OK to save it.

BE AWARE: This feature is only functional in the case, the SmartAttach technology was not used when the
message was sent.

Files On-Line Editing

This powerful option allows you to edit files saved within the File folder directly without necessity to open them via a file
manager.
Select the file, click the Open main menu item (visible only when a file type folder is selected), (the OpenDocument message can
be shown – click OK), in the Windows Security dialog, fill in your User name and Password (for your server) and edit the file.
Refer to the Element IT web site ([Link]
to find out all supported file formats.

Redirect Emails
This feature allows you to re-send obtained email messages to another persons with original senders kept in the From filed (and
your name/address in the To field). Contrary to the Forward feature, when you are the sender.
Just select the message, right-click it and select the Forward – Redirect pop-up menu item.

A copy of this message is kept in your Inbox.

In the case the final receiver uses the Reply function, their answer is sent to the original sender – not to you.

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Distribution List – SMS Support

<product> supports sending SMS messages within distribution lists. When creating a distribution list – adding users, besides
email addresses just add phone numbers of users SMS messages are to be sent to. For the Selected field, use the following
syntax: [Link]
Example: [Link]

IceWarp Configurator for Mac OS X

This tool enables you to configure your communication applications that can be auto-configured (email, messages. calendar, etc.)
easily.
For a detailed description, refer to the Learn More about All Features section of the WebClient login page and select the All
applications – Mac OS X tab. Perform configuration in three easy steps.

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Tablet Interface Shortcuts

When using the Tablet interface, you can smooth your work by utilizing these shortcuts:

Shortcut Description

Top Menu:

CTRL+ALT+M switches to the Mails tab

CTRL+ALT+C switches to the Contacts tab

CTRL+ALT+E switches to the Calendar (Events) tab

CTRL+ALT+T switches to the Tasks tab

CTRL+ALT+F switches to the Files tab

Other

CTRL+N creates a new item – depends on what tab is active

CTRL+D folder management – depends on what tab is active

CTRL+ALT+S opens Settings

CTRL +ALT+SHIFT+Q performs Logout

Compose

CTRL+SHIFT+T focuses the TO field

CTRL+SHIFT+C focuses the CC field

CTRL+SHIFT+B focuses the BCC field

CTRL+SHIFT+S focuses the SUBJECT field

CTRL+SHIFT+M focuses the Mail body

Save (send)

CTRL+ENTER saves the item (in the email compose window, it sends the email)

Tasks from Emails

You can easily convert an email message into a task. Just select it within the Items View pane and drag and drop it onto the Tasks
folder in the Tree View pane. The email body content is converted into the task text (the General tab). The whole email message
is attached to this task (the Attachments tab) as an eml file.
Double-click it to answer the message easily.

Message Templates
Utilizing this feature can help you to ease your work in the case you send out many same or similar email messages. Just select
the Message Template item (Menu bar – New) – the Template window opens:

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Edit the template and click the Save button. The template is saved into the newly created Templates folder.
To use a template, double-click it, change what you need and click the Send button.
To edit a template, right-click its name in the list and perform the wished changes. Click the Save button.

NOTE: Defined signatures are not inserted automatically. It is necessary to do it manually. Use the Signature
icon – see the figure.

Shared Documents
It is possible to share also Documents (Files) folders. The context menu within such a folder (right-click a file to reveal it) includes
also the Download and Open items. Even when the Open item is selected, the selected file is downloaded in the read-only mode.
You can use the Enable Editing feature to work with the document.
This is a by design attribute.

Calendar – Event Duration

When hovering over an event in WebClient's calendar view, a popup appears which shows the event name, start and end times,
and duration. There are to ways how the event duration is shown:

 Event is up to 120 minutes – duration is shown in minutes.

 Event is longer than 120 minutes – duration is rounded and shown in hours.

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Mail Type Folders Deletion

It is possible to have moved deleted mail type folders with their contents (messages, subfolders) into Trash. This useful feature
works in the following manner:

 You have to tick the Move deleted messages to Trash folder box (Options – Mail – General).
 It works only for mail type folders that are not default ones.
 It does not work for shared folders.
 Even if the Delete Trash emails older than (Days) box (Options – Mail – General) is ticked, this rule is not applied for these
deleted folders and their contents. If you want to delete them, you have to do it manually.

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New Event – Calendar Folder Picker

When creation a new event, you can easily select a calendar folder the event is to be placed into. Just click the calendar name (or
path) within the event title (see the figure). The Select folder dialog opens. Navigate to the wished folder and click OK.

Whitelist/Blacklist Whole Domain

It is easily possible to whitelist/blacklist a whole domain. Just right-click the sender (within the email items list) and select the
Manage Sender menu item. From the sub-menu, select the wished action. The whole domain this sender belongs in is whitelisted
(blacklisted respectively).

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Hiding Folder Tree

To get more space for and Reading Pane, you can collapse or auto-collapse Tree View. Just right-click the account name (within
the Tree View) and select the Dock Appearance item. Here, choose the wished behavior.

Field Description

Expanded Tree View pane is always visible.

Collapsed Tree Viewpane is not visible. To show it, hover over any Navigation Pane item.

Auto Collapse Tree View pane is visible, but it hides when the browser window width is reduced.
NOTE: The IM Client pane width is also reduced.

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Calendar – Event State

Calendar events can have different states – Free, Busy, Tentative, Out of Office. To distinguish these states easily, events are
marked with narrow stripes in the following manner:
Free – white filling
Busy – nothing
Out of Office – dark shade of the event color
Tentative – background filling as the event, one pixel oblique hatching
This stripe is placed either at the bottom part of the event (for the week view) or on the event left side (for both day or month
views).

Calendar – Expand Day in Month View

When using the month calendar view to see events at glance, you may want to see detail of some event or event edit them. Now,
it is not necessary to switch the view to the week or day one.
Just click the calendar icon in the left-hand upper corner of the appropriate day (see the first figure).

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This day will expand to the view you are used to work with in the week mode. Double-click any event to open and edit it. You can
also add new events as usually.

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Click outside this day view to close the expanded day.

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