Titan Mail Users Manual

Email

Address Book

Calendar

Email

Explanation:

The email and calendar program used at UW Oshkosh is a web based system.  Access can be gained from any computer with an internet browser.  Additionally all emails, appointments, contacts, etc are stored on a server, not on your individual hard drive.  In the event your computer crashes, those emails will be safe.

Campus Web Address
Log in: https://webmail.uwosh.edu/uwc/auth

Important Information

1. Titan Mail is a web based program, it operates with a series of various windows that open when various commands are given.  Pop-up blockers will prevent titan mail to work properly.  To ensure full usage, make sure pop-ups are allowed on this site.
2. When new windows are opened, they are most often not full size.  If you are unable to see some buttons described, maximizing the window may help.
3. The Log Out Button, located near the top of the screen will be used to exit the program.  When finished using Titan Mail, do not close the window until after you log out.
4. Notice the “Home” button at the top of the page.  If you are viewing a different screen within the program, this button will always return you to your inbox.
5. The Help button is also at the top of the screen, this button will help you answer to some questions and problems.
6. Notice that there are primary tabs for each portion of the program.  There are secondary commands that relate to the primary tab that is currently selected.
7. Folders are displayed on the left side of the screen.  New folders can be created to store important emails that need to be saved.
8. Unread messages are listed with bolded text, once a message has been read the text will appear normal.

First Log In

1. You are not able to log into the Titanmail system until you change your password from the default, University-issued, password to something of your choosing.
2. Click Change Password.
3. You will be directed to the change password web page.
4. Enter your username into the box provided. For students, your username will be the first five characters of your last name (less if you have a short last name) and the first letter of your first name and the last two digits of your ID number.  Example: Prince Charming 0123456 = charmp56
5. Enter your seven digit Titan ID number in the Current Password box
6. Choose a new password and type it into the new password box.  Please be aware of the rules for new passwords.
• At least 7 characters
• Not a word found in the system dictionary
• Not the same as the username
• No consecutive same characters
• At least one character from three of the following categories:
• Upper Case (A-Z)
• Lower Case (a-z)
• Numbers (1-9)
• Special characters (!@#$%^&*_+,-./)
7. Retype your new password into the box labeled Verify Password.
8. Click Change Password.
9. You will now be returned to the regular log in screen.

Log on to Titan Mail

1. Enter your username into the appropriate box.
2. Enter your password into the appropriate box.
3. Click Log In.

Compose a Message

1. Open the Email portion of the program by clicking on the “Mail” primary tab
2. Click the “Compose” button
3. The New Message Window will open.
4. Enter the email addresses of message recipients in the TO field. (Note: if recipients are on campus you do not need to include @uwosh.edu) You may access the address book by clicking the blue TO link.
5. If you would like to Carbon Copy, or send the message to someone other than the main recipient, add their email addresses to the CC field. Click the CC to access the address book.
6. To Blind Carbon Copy, or send someone a message while concealing their email address to other recipients, enter email addresses into the BCC field.  Example: professors often use BCC to email an entire class, every student gets the message, but to protect privacy, message recipients are not listed in the email.
7. To add an attachment, click the Attachments link. (See directions below)
8. The main point of the email can be added to the Subject field.
9. There are two ways to enter text into your message.  Plain Text and Rich Text (HTML).  Plain text is just plain black text but will be easier for other email programs to read.  Rich Text (HTML) allows more formatting options, it works more like a word processor, you can add bullets, numbering, change text size and/or color.  Select they type you would like to use.
10. Enter message text into large box provided.
11. Determine priority, if this message is urgent or important, use the dropdown box to select “Urgent.”   This will add a red exclamation point next to your message in the person’s inbox, signifying it needs immediate attention
12. The Request receipt box can be used to notify you when a recipient has received your message, and when they have read your message.  Use the dropdown to select this option.  When selected an email will be sent to you telling you when each event occurs.
13. If you are unable to complete a message, but would like to save progress, click the “Save Draft” button at the top of the window.  This will move your message to the “drafts” folder and you can work on it again at a later time.
14. Spell Check is available, see below for further instructions.
15. When finished writing your message.  Click the Send Button.

Add Attachments

1. In the New message window, click the “Attach” button near the top of the window.  You can also hit the blue “Attachments” button under the recipient fields.
2. The Attach File window will appear.
3. Click Browse
4. Locate the Drive, file and document you would like to attach.
5. Click the Blue Add Button
6. The file will be moved down and listed in the File Attachment portion of the Window.
7. To add another attachment, repeat steps 3 through 5.
8. If a document is added and you would like to be taken off, click the blue Remove button.
9. When all attachments have been added.  Click Attach at the bottom of the window.
10. Continue writing your message.

Spell Check Messages

1. Click the blue “Spell Check” button at the top of the New Message Window.
2. Your message will be immediately converted to a similar looking window.
3. Any misspelled words will appear in red.
4. Click the misspelled word and several options for the correct spelling will be displayed.
5. Click the correct option.
6. If the word you wanted to use is not listed in the provided list, the edit option will allow you change the spelling of the misspelled word.
7. Repeat steps 4 through 6 until all misspelled words have been corrected.
8. Click the Edit button at the bottom of the window to return to your original editable message.
9. If no further changes to text are needed, click the Send button.

Make New Folders

1. Some folders are default folders and can not be deleted or modified, these include Inbox, Drafts, Sent and Trash
2. New folders can be made to store and organize email messages.
3. To make folders click the “Manage folders” link at the bottom of the folder list.
4. You will be taken to a new window for managing folder information.
5. Click the “New” button at the top of the window.
6. A smaller window will open that says, “Script prompt: Create new folder in Personal folders named.”  Type in a name for the new folder.
7. Click OK
8. The new folder will now be included in the list of Personal Folders.

Make Sub Folders

1. Click the “Manage folders” link at the bottom of the folder list.
2. Click the radial button next to a folder you have created.  Remember, the default folders can not be modified or added to.
3. Click the New button at the top of the window.
4. A window will appear, type the name of your new folder in the provided box.
5. Click OK.
6. Your new folder will now appear slightly indented from the original folder.

Rename Folders

1. Click the “Manage folders” link at the bottom of the folder list.
2. To change the name of a folder of modify the title; click the radio button next to the folder you wish to change.
3. Click the drop down next to the box labeled “Folder Actions.”
4. Select “Rename Folder.”
5. A window will appear.  Type the new name into the field provided.
6. Click OK.
7. The name of the folder will automatically change.

Delete Folders

1. Click the “Manage folders” link at the bottom of the folder list.
2. Click the Radio button next to the folder you would like to delete.
3. Click the Delete Button.
4. Your folder and all of its contents will disappear.

Sharing Folders

1. Click the “Manage folders” link at the bottom of the folder list.
2. Click the Radio button next to the folder you want to share.
3. Click the drop down next to the box labeled “Folder Actions.”
4. Select “Share Folder”
5. The window pictured at right will appear.  This is where you get to say exactly WHO will have permission to view this folder and WHAT they will be able to do.
6. There are already two users listed.  Anyone (anyone who uses email) and anyone@uwosh.edu (anyone with UWO email).  Both of these will usually be kept at “None.”  Others have no ability to read mail in the folder.
7. If you would like to share an email folder with a colleague, type their username into the box labeled “User ID” and click Add.
8. If you are unsure of a person’s user name, the address book can be accessed by clicking the “Search” button.
9. Once added, the person’s username will be listed.  Click the dropdown next to each name to determine permissions.
10. When finished adding users and adding permissions, Click OK

Subscribing to Folders

1. Once a folder has been shared, the other person will need to subscribe to that folder.
2. Click the “Manage folders” link at the bottom of the folder list.
3. Click the “Subscribe” button.
4. The window pictured at Right will appear.
5. Click the dropdown next to “Select from Folder”
6. You will have two options – “All Shared Folders” and “Search Shared Folders by User.”  Searching folders by user is much more in depth and not usually needed.  Selecting “All Shared Folders” is recommended.
7. Click the blue Go button
8. All folders that you have been given permission to view and/or write from will be listed under “All Shared Folders”
9. Select the checkbox next to the folder you would like to subscribe to.
10. Click the Subscribe button.
11. Subscribed to folders will not appear on your folder list in your inbox.  In order to access them, you will need to go into “Manage Folders.”  Folders in which you subscribe to will be listed at the bottom.  To open them click the blue title.

Message Actions

1. Click the radio button next to the message you would like to take action on.
2. Click the dropdown menu next to the box labeled, “Actions”
3. Click the desired action.

• Undelete: This is used primarily when a message is in the Trash folder.  Undelete will restore it to its previous location
• Expunge: This action will permanently delete a message, it will not go to the trash folder, it will be gone forever.
• Mark as Read: When viewing a list of messages, select this action to change a message that has not been read, signified with bold text to normal text.
• Mark as Unread:  When viewing a list of messages, select this to change a message that has been read, signified with normal text to bolded text.
• Flag for Followup:  This option will add a small flag to a message signifying that it is important or needs some kind of response
• Clear Flag: this will remove the flag from the message

Move Messages

1. Click the radio button next to the message you would like to move.
2. Click the dropdown next to the –Move Message—box.
3. Select the folder in which to place the message.
4. The message will now be stored in the selected folder.

Working with Messages

1. To open a message, click the subject of the message.
2. The message will open in a new window.  See example below.
3. You will see the body of your message in the bottom half of the window and message details towards the top.
4. Once a message is open, you have several options in how to handle it.

• Click the delete button to send the message to your trash folder
• The reply button will open up a new message window with the sender of original message automatically inserted into the To: field.
• The Reply All button will open up a new message window with the sender of the original message in the To: field as well as anyone in the CC field included in the CC field on the response message.
• The forward button will add the original message as an attachment to a new message.  Add recipients and send.
• The Forward Inline button will open a new message, quote the original message and forward any attachments.  Add recipients  and send.
• Add addresses will take any addresses listed in the To:, CC:, fields and add them to your address book.
• The Close button will close your message and return you to the folder you were previously viewing.
• Move Messages to folder, click the dropdown to select a folder to move your message to.

Address Book

Important Information

• There are two types of address books.  Your personal address book should contain the list of contacts you work with most often.  The corporate address book contains everyone with a campus email address, students, staff, faculty, etc.
• Your Personal address book is the default book and is displayed by default
• The alphabet links above the personal address book will take you to those contacts that start with each letter.
• Information on Contacts in the personal address book can be changed by clicking the Edit button to the far right of a person’s name.

Add Contacts to Address Book  - Method #1

1. Click the new contact button.
2. The New contact window will open, see picture at right.
3. Enter the Contacts Name, Phone number, email address, etc in the boxes provided.  Scroll down to see additional fields or use the links at the top of the window.
4. When finished entering information click the Save or Save and Add Another.

Add Contacts to Address Book - Method #2

1. In the box labeled “Search For” type the last name of a person with a UW Oshkosh email address.
2. Click the dropdown next to “Personal Address Book” and Select “Corporate Address Book”
3. Click the Search button
4. A list of names will appear of all the people that fit that description.
5. Click the box next to the name of the contact you were looking for.
6. Click Add to Address Book.
7. The contact will be added to your Personal Address Book

Add Contact to Address Book – Method #3

1. Near the bottom of the Address book window, there is a series of boxes labeled, First Name, Last Name, Email, Phone.
2. Enter information of a Contact into these boxes.
3. Click Add Contact.
4. The information will be added to your Personal Address Book.

Create Groups

Groups can be created so that when you want to send an email to many people at once you don’t have to enter every contact into the To: line of a message.  Instead you store many email addresses under one contact name and only enter that one contact.

1. Only people in your personal Address book can be part of a group.   Make sure any needed addresses are stored in your personal address book.
2. Click the new group button.
3. The window pictured at right will appear.
4. Type a name for the group in the appropriate box
5. If desired, fill in a description for the group, a web address and a calendar address.
6. Click the Add button, this will take you to your personal address book.
7. Click the check boxes next to the contacts that should be added to the group.
8. Click OK
9. The required names will be inserted into the box labeled “Members.”
10. If you would like to add additional members, repeat steps six through eight.
11. To remove someone from the group, click the appropriate name from the members box and click “Remove.”
12. When finished making changes, click the Save button.

Calendar

Important Information

• Clicking the day, week, month and year tabs at the top of the page will allow you to view the daily calendar, weekly calendar, monthly calendar, and yearly calendar
• The day view of the calendar gives many more details of an appointment than the week or month view.
• The Events button will allow you to see a list of appointments instead of viewing the calendar graphically.  Make sure you use the dropdowns to specify a time period.
• The invitations button will allow you to see any meetings you have been invited to but have not sent an RSVP to.
• The printable button opens the calendar in a new window, so it can be printed easily.

Add Appointments – Method #1

1. Click the New event button near the top of the Calendar window
2. The New Event dialog box will appear.
3. Under the Event Details section, type important information such as the location, time, etc.
4. Availability check box determines if the Event will be included when others check your availability, see instructions below.
5. The privacy tab allows you to determine how many details of the event can be seen by other people.
6. Public: Shows all details of event, title, location, etc.
7. Private and availability checked: will show date and time of event
8. Private and availability not checked: the event will not be visible to others.
9. Show Date and Time: shows date and time of event.
10. If the meeting occurs on a regular basis, check the required boxes.  Note: the options available will change depending on what is in the frequency box
11. Invitees can be added by typing their email username in the box provided and clicking the Add button.  The address book can also be used.
12. The Request RSVP button will send an email to invitees asking if they will attend the meeting.
13. The Check Availability button will be discussed below.
14. Reminders of an event can be emailed to yourself or other members.
15. Click Save

Add Appointments – Method #2

1. Locate the date and time of your desired meeting on the calendar.
2. Click the blue plus sign at the appropriate place on the calendar.
3. The New Event window will be displayed.
4. Follow steps from Method #1

Add Appointments – Method #3

1. Add event details to the area at the bottom of the main Calendar screen.
2. Click the Add event button.
3. The event will be automatically entered on the calendar
4. If you would like to add invitees or a reoccurrence, this can be done by clicking the appointment once it has been added.

Delete an Event

1. Locate the desired event on your calendar.
2. Click the small, red X next to the event.
3. You will be asked if you are sure you want to delete, Click OK
4. Your Event will disappear from your calendar.

Check Availability

1. Click the Check Availability Button near the top of the main calendar screen.  (you can also access the Check Availability from within the new event window)
2. Enter the date and times you would like to hold your event
3. Type the email username into the box labeled “Invitee Name.”
4. Click Add
5. Once a person has been added their name will appear in the box labeled “Invitee List:”
6. When all invitees have been added click “Check Availability.”
7. The names will be entered into the chart at the bottom of the window and times each person is busy and available will be shown.
8. To remove a person from the list, simply click the person’s name in the Invitee List and click delete.

Sharing a calendar

1. In the upper right hand corner of the main calendar page is a box labeled, “Current Calendar”
2. Click the dropdown menu and select, “Manage Calendars.”
3. Click the Edit button (under Properties) for the Calendar you would like to Share.
4. The Edit Calendar window will appear.
5. The General Information of the Calendar can be edited at the top of the window.
6. The Portion labeled, “Share this Calendar” refers to anyone with a uwosh.edu address.
7. Place a check mark next to those things anyone can have access to.
8. If you would like to be more specific in who has access to your calendar use the section labeled “Share this Calendar with Specific Users.”
9. Type the email username of the person to give permission to in the box labeled “Name:” and Click Add.
10. Check the boxes under the type of permission you would like the individual to have.
11. Owners, or people who have all the same rights to the calendar as the creator (can change permissions, etc.) can be added by typing their email username into the Owner Name box and clicking Add.
12. Select the desired Time Zone
13. Click Save

Subscribing to Calendars

1. In the upper right hand corner of the main calendar page is a box labeled, “Current Calendar”
2. Click the dropdown menu and select, “Manage Calendars.”
3. Click the Subscribe button.
4. The Subscribe to calendar window will appear.
5. Type the email username of the person who’s calendar you would like to subscribe to.
6. Click Search
7. A list of the calendars that person has rights to will appear at the bottom of the window.
8. Click the checkbox next to the calendar you would like to subscribe to.
9. Click the “Subscribe to Calendar” button.

Scheduling Meeting Rooms

1. Various Meeting rooms on campus have their own calendars.
2. Use Check Availability to see when rooms are open
3. To schedule a room, invite the room to your meeting.
4. Rooms available for meetings

Making New Calendars

1. In the upper right hand corner of the main calendar page is a box labeled, “Current Calendar”
2. Click the dropdown menu and select, “Manage Calendars.”
3. Click the New Calendar button.
4. A new window will appear.  Type a name for the calendar in the box provided.
5. If needed, add additional information.
6. Click Save.