Frequently
Asked Questions (FAQ)
1. What is the attachment size?
3. How to
change date formatted?
4. How to
change time format to 24 hours?
5. How to
change the default from mailbox to address book?
7. How to
keep one copy of outgoing email inside Sent Folder?
8. When I
deleted any message, why is it still in my mailbox?
9. How to set
deleted email move to ‘Trash’ folder?.
10. How to add
signature to my email?
11. How to
remove spam from inbox?
12. How to
request for email that stuck in the anti-spam filter?
13. How to
perform email housekeeping?
This FAQ is prepared to
guide JKDM users to operate their email account.
1. What is the attachment size?
·
By default, each
outgoing email was set to 15MB. These sizes include attachment + message size.
·
We strongly
suggest the best attachment with maximum size 10MB; this will allow extra 5MB
for message itself.
2. How to change language?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘Options’ button.
·
In General tab,
click Language pull-down menu to choose language you preferred.
·
Other languages
support is shown below:
·
Click ‘Save
Preferences’ to save the changes.
3. How to change date formatted?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘General’ button.
·
Choose format
and the delimiter you like.
Date format order is
described below:
Order format:
MM DD YY = Month Day Year
DD MM YY = Day Month Year
YY MM DD = Year Month Day
Delimiter format:
Hyphen = 10-06-2009
Slash = 10/06/2009
Period = 10.06.2009
·
Click ‘Save
Preferences’ to save the changes.
·
Example of the formatted
date.
4. How to change time format to 24 hours?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘General’ button.
·
Choose for 12
hour or 24c hour
·
Click ‘Save
Preferences’ to save the changes.
5. How to change the default from mailbox to address book?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘General’ button.
·
Choose the
default to display.
·
Click ‘Save
Preferences’ to save the changes.
6. How to change my password?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘Change Password’ button.
·
In first text
box, add your current password of your account.
·
Then, add new
password in ‘New Password’ and retype once again your new password in ‘Confirm
New Password’.
·
Lastly, click
‘Save Preferences’ button to save changes.
7. How to keep one copy of outgoing email inside Sent Folder?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘Options’ button.
·
Choose General option.
·
In tab General –
check in option box ‘Place a copy in’. Click ‘Select’ button to choose folder
(choose folder ‘Sent’)
·
Lastly, click
‘Save Preferences’ button to save changes.
8. When I deleted any message, why is it still in my mailbox?
The
SUN Convergence webmail has a feature where user can choose to keep deleted
email until permanently purge, or to immediately move the email into ‘Thrash’
folder. To set deleted email in inbox until permanently purge.
·
Login to your
email account.
·
Bottom of the
left column, click at ‘Options’ button.
·
Choose General
option.
·
Click in ‘Mark
messages as deleted…’
·
Lastly, click
‘Save Preferences’ button to save changes.
·
To permanently
delete the email, click ‘Expurge’ button in mailbox.
9. How to set deleted email move to ‘Trash’ folder?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘Options’ button.
·
Choose General
option.
·
Click ‘Move
messages to’, and click ‘Select’ button.
·
Choose ‘Trash’
folder, and click ‘Select Folder’ button.
10. How to add signature to my email?
·
Login to your
email account.
·
Bottom of the
left column, click at ‘Options’ button.
·
Choose Signature
option.
·
Check in ‘Add
the signature to every message you compose’.
·
Click ‘Save
Preferences’ button to save the changes.
·
By doing this,
all outgoing email will contain the signature at email bottom.
11. How to remove spam from inbox?
By
default all spams will be quarantined by the
anti-spam and you should not get any spam emails in your inbox. However due to
some circumstances where the spam is not registered in the anti-spam box
database and it got out to the inbox, you should take the following actions:
·
Login to your
email account.
·
Contact email
administrator to report the spam
·
Provide the
following details to the email administrator so the spam patterns could be
registered in the anti-spam database for future filtering
o
Sender
o
Subject
·
Delete the spam
email off your inbox
·
Purge the
deleted spam
Note: This method of spam control can reduce network
bandwidth and also reduce the email storage utilization for the entire JKDM
users. The incoming spam can fill up the storage space and halt users from
receiving any new incoming emails.
Tips to prevent spam email:
·
Never reply to a SPAM email
Spams will always invite you to unsubscribe from their
mailing list. This is a way for them to confirm your email address is real. It
will offer a link, or it will say something like 'Reply to this email with
UNSUBSCRIBE in the subject'. However, it is strongly suggested for you to never
reply to any spams.
If you need
to register or subscribe form in the Internet, our advise if for you to use ayour alternative email address such as Gmail or Yahoo mail
and do not use JKDM email.
12. How to request for email that stuck in the anti-spam filter?
In
the event where you did not get your very important email from the sender as
expected, please check with the email administrator.
·
Contact email
administrator to report the spam
·
Provide the
following email details for the administrator to search within the anti-spam
quarantine spam box
o
Sender
o
Subject
o
Date and Time
Email
administrator will only release the important email from the spam quarantine
box if it is proven to not be a spam based on your request.
Note: This process must be stringent as
we do not want to allow any spam to be kept in the JKDM email system.
13. How to perform email housekeeping?
13.1 Housekeep
Trash Folder.
Method
1 – remove deleted email with Expunge.
·
Login to your
email account.
·
Select the
emails that you want to housekeep/remove
·
Click the
“Delete” button 
·
Click the
“Expunge” button to permanently remove the deleted files off your email
inbox 
Method 2 – remove deleted
email inside Trash folder.
·
Login to your
email account.
·
Right click
Trash folder.
·
Click Empty Trash.
13.2 Housekeep
Sent Folder
·
Login to your
email account.
·
Go to Sent
Folder.
·
Select the
emails that you want to housekeep/remove.
·
Click the
“Delete” button
13.3 Housekeep
Drafts Folder
·
Login to your
email account.
·
Go to Drafts
Folder
·
Select the emails
that you want to housekeep/remove.
·
Click the
“Delete” button