Webmail Frequently Asked Questions

webmail.utk.edu

Logging In

Reading Messages

Forwarding a Messages

Replying to a Message

Sending Messages

Attaching Files to a Messages

Address Book

Deleting Messages

Quota

Folders

Saving Messages

Webmail Options

Question: What is my Net-ID?

Answer: All students, faculty, and staff at the University are assigned a unique network identifier known as your NetID. This NetID will permit you to securely access a variety of Web-based applications like WebMail, parking services, library services, registration, etc. If you do not know your NetID, search for yourself in the UT Online Directory located at http://www.utk.edu/ph/.

Question: What is my Password?

Answer: By default, your NetID password is the first two letters of your birth month (lower case), the last two digits of your birth year, and the last four digits of your UT ID number. For example, a birth date of December 2, 1982 and a corresponding UT ID number of 333-44-5555 would yield a password of de825555. If you change your NetID password, you will use it rather than the default to log into WebMail.

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Question: How do I read messages?

Answer: When you login to Webmail your inbox will be displayed. All of your new messages and any messages that you have not deleted or moved will be there. Simply click on the message title or subject to read it.

Question: Which messages have I read?

Answer: Messages that have been read will appear in a regular typeface. Unread messages will appear in bold.

Question: How do I sort messages?

Answer: Some users find it necessary to sort messages in the inbox or other folders by date received, sender, subject, or size. If you would like to do this all you need to do is click the corresponding column label and the system will sort the messages.

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Question: How do I forward a message to another person?

Answer: In order to send a copy of a message you received to another person, you need to click the forward button and enter the new recipients e-mail address in the To: field.

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Question: How do I reply to a message?

Answer: If you want to reply to a message in Webmail, you will need to open the message by clicking on its subject and then press the reply button. Then enter reply in the body of the message and click the send button.

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Question: How do I send a new message?

Answer: If you would like to send a new message, you should first click on the icon labeled New Msg. This icon is located at the top of your WebMail screen, second from the left. After you click on the icon, the top of the WebMail screen should say WebMail - Create Message.

Question: How do I enter an e-mail address or addresses in a new message?

Answer: To enter an address you should click on the To box. In this box you should type the email address where you would like to send the message. If you would like to add multiple email addresses, you should type each name and separate each address with a comma and a space.

Question: What does CC: mean?

Answer: The CC: below the To: box stands for Carbon Copy. By typing an address in this field, the email will also go to this address.

Question: What does BCC: mean?

Answer: The BCC: stands for Blind Carbon Copy. This is for when you would like to send a copy of the message to another address but you do not want this address to be seen. You can send an exact copy to another person without the person you?re sending the message to seeing.

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Question: How to attach a file to a message?

Answer: An Attachment is a file that you would like to send to a person over e-mail. To add an Attachment, you should click on the icon that says Attach and has a picture of a diskette. After clicking on this icon your WebMail screen should say WebMail Attach File at the top of the page. Next, you should locate the file you wish to attach. When you know where the file is stored on your computer, you click the gray button labeled Browse. Browse will open a box that displays your files and folders. Find the folder where the file you would like to attach is located and click on that file. This will put the file name in the space labeled File Name. You can then click the Open button. This will close the box that displayed your files and folders and put the location of your file in the box that says Filename. If this is the correct file, you can click the Add File button. If this is not the correct file, you can hit Browse again and find the correct file.

After you hit Add File the file name will move into the box labeled Attached Files. When you have chosen all the files you would like to send, you should click the OK button located at the bottom of the WebMail screen.

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Question: What is the address book?

Answer: The Address Book is a handy way to keep lists of email address you need to remember. You can access the Address Book from anywhere in WebMail by clicking on the Address icon on the top of the WebMail screen.

Question: How do I add addresses to the address book?

Answer: To add an address to the Address Book, you should scroll to the bottom of the Address Book page in WebMail. At the bottom of this page there are two boxes labeled Name and E-Mail Address. When adding an address you should place the name of the person who owns the email address in the Name box while you place the e-mail address in the E-Mail Address box. When you are sure the address is correct, click the Save button.

Question: How do I edit the names in my address book?

Answer: You can edit the names in your list by using the Name and E-Mail Address boxes. If you would like to change the name, place the old email address in the E-Mail Address box while the new name should go in the Name box. If you would like to change the email address, place the name of the person in the Name box and the new email address in the E-Mail Address box.

Question: How do I delete addresses in the address book?

Answer: To delete an address from your address book, click once on the name you'd like to remove. This will highlight this address. Then click the button labeled DEL.

Question: How do I create address lists?

Answer: To do this you need to first decide which addresses you would like in the list. For each of the addresses you should click on the address so it is highlighted then click the TO button. This button will add each address to the TO box. As soon as you have everyone you would like in your list, scroll so you can see the Save List button. Beside this is a box and in this box you should give the list you are creating a name. When you have placed the name in the box, click the Save List button.

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Question:How do I delete messages from my inbox?

Answer: To delete a message in your Inbox, click on the small box that is located next to the subject of each message. When you have clicked on the small box, it should display a check mark in the box. When you have selected all the e-mail messages you would like to delete, click on the delete icon at the top of the WebMail page. This is the icon that has a little trash can on it and says Delete.

Question: How do I permanently delete messages from the deleted items folder?

Answer: To permanently delete messages from WebMail, you should scroll to the bottom of the page where a small GO! button is located. To the left of this button is a drop down menu and you should click on this box. By clicking on the box a list will come up. Choose the Delete Deleted Messages option. Deleted Messages should now be displayed in the box next to the GO! button. Now click the GO! button.

You should now see a screen that looks like your inbox. Now click the icon at the top that says Select All. This will select all the messages on this page. You should now click the Delete button. If there is another page of messages after you have done this, you should once again click Select All and Delete.

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Question: How much space am I allowed to have for my Webmail account?

Answer: Students are allotted 20Mb of disk space and Faculty/Staff are allotted 40Mb of disk space. If you go over quota, you will receive an e-mail notifying you that you have gone over your quota. You will have 14 days from the time you receive the first e-mail to get back under your quota or your e-mail account will be disabled.

Question: What do I do to get back under quota?

Answer: You must delete messages from your account in order to stay under quota. If you have recently received a message with a large attachment, that one message may be what is keeping your account over quota. Be sure to check all of the folders in your account, especially since deleted messages are not purged immediately. If you wish to immediately and permanently delete messages navigate to the deleted items folder and check the messages you wish to delete and click the delete button at the top of the page.

Question: How do I check my quota?

Answer: In order to check your quota, click the check mail usage button at the top left hand corner of the Webmail screen.

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Question: How do I create a new folder?

Answer: To create a new folder, click the save button at the top of the Webmail screen and go to the section that says create folder type a name and a description if desired and click create.

Question: How do I navigate folders?

Answer: To navigate the folders in your Webmail account scroll to the very bottom of the page and click the drop down menu on the left side, select the folder you wish to view and click go.

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Question: How do I save a message?

Answer: If you wish to save a message to a folder in your Webmail account, look to the section about folders below. If you wish to save a message to your computer, you will need to copy and paste the message text to a file.

Question: How do I save messages to a folder?

Answer: In order to save a message to a folder, click the save button and use the drop down menu to select the folder you wish to save the message to and click select.

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Webmail Options

To change your Webmail preferences click the options button at the top of the Webmail screen.

Question: How do I add a message signature?

Answer: Checking this box will display your predefined information in the signature field at the bottom of options window. A signature is usually used to display useful information such as the sender's name, phone number, fax or other contact data.

Question: How do I change the number of days to retain messages in the deleted items folder?

Answer: By default Webmail will save messages that are deleted from the inbox or other folders for 10 days. If you wish to retain messages in your deleted items folder for a different period of time before they are permanently deleted, then put that amount of time in this box.

Question: How can I set the number of days to retain outbox messages?

Answer: Messages that you send are retained in the outbox or sent items folder for a period of 15 days if you wish to retain those messages a different amount of time then change the amount in the box.

Question: How can I change the number of message headers that Webmail will display at one time?

Answer: Webmail is defaulted to display a certain number of message headers at one time, if you wish to change this so that you can view more message headers in a single pane, then change the value in the box.

Question: How can I change the look of my Webmail account?

Answer: Webmail has a standard template and a UT template. If you want to switch from the standard template to the UT template, please select it from the drop down menu.

Question: How can I change the name that is displayed when I send someone a message?

Answer: Webmail gives you the option to include a name to display when sending a message. This is the name that will be displayed in the recipient's inbox. You can change this to anything you would like by editing the box.

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