TOP
1. Introduction
3. Symbols
4. Configuring Settings and Options
a. Personal Information
b. Deleting and Moving Messages
c. Display Options
d. New Mail
e. Message Composition
f. Filters
6. Composing and Sending Messages
7. Saving Draft Messages and Outgoing Messages
8. Replying and Forwarding Messages
10. Spell Checking
11. Deleting and Moving Messages
12. Selecting and Marking Messages
13. Moving or Copying Messages
16. Setting up a Distribution List
IMP (Internet Messaging Program) is a web-based email tool provided under the HKU Portal for email communication.
If you are using an ISP's network service, you need to follow the procedures to install HKUVPN client and login the HKUVPN gateway to connect to the HKU network. See procedures for installing the HKUVPN client at http://www.itservices.hku.hk/home/networks/vpn.htm.
If you are accessing your email at HKU from overseas or where you cannot install the HKUVPN client, you have to use the Webmail by Infinite.com at http://webmail.hku.hk which is accessible from the Internet.
To access the HKU Portal, visit https://hkuportal.hku.hk/
using the MS Internet Explorer browser. Login the HKU Portal with your
UID
and PIN for your HKUSUA account (for students) or HKUCC account
(for staff).
After you have logged in the HKU Portal successfully, you will see the Portal main screen. Click the tab 'MyEmail' in the top menu to invoke IMP Webmail. (It may take some time in loading.) IMP webmail will open your INBOX.
Below are the common symbols that you will see under
IMP webmail, each with a corresponding description of the meaning of the
icon:
 |
INBOX |
 |
Refresh INBOX |
 |
Apply Filters on INBOX |
 |
Unread |
 |
Answered |
 |
Compose a message |
 |
Draft message |
 |
Message is addressed to you only |
4. Configuring Settings and Options
The followings are the common settings and options
available under IMP Webmail:
a. PERSONAL INFORMATION : Change the name, address, and signature that people see when they read and reply to your email (so-called "identity" under IMP webmail and each user can have multiple identities).
Click the icon 
(Options) from the toolbar at the top of the screen and click the link
"Personal Information". Fill in the name, email address and signature
accordingly. When finished editing the identity, click the "Change"
button to update your identity. To create a new identity, click the
"Create" button.
You can select a folder or to create a new sent-mail folder to keep the emails sent under your selected identity from the "Sent mail folder" list.
b. DELETING AND MOVING MESSAGES : Set preferences for what happens when you move and delete messages.
Click the icon
(Options) from the toolbar at the top of the screen and click the link
"Deleting and Moving Messages". Then click the second option (as showed
below) if you want your mail to be moved to the trash folder on deletion
instead of just mark it deleted and keep it your mail folders.
Click the "Save Options" button to confirm the option.
At the first time you delete your message, you will
be notified that a trash folder has been created successfully. An
additional icon 
(Empty
Trash) will be automatically added in the tool bar at the top of the screen
and you can click the icon to permanently remove all the messages kept
in the trash folder.
c. DISPLAY OPTIONS : Change display options mainly include sorting criteria, sorting direction, message per page in the mailbox view and spelling errors to show per screen.
Click the icon
(Options) from the toolbar at the top of the screen and click the link
"Display Options". Then modify the options that you wish to make.
Click the "Save Options" button to confirm the changes.
d. NEW MAIL : Control when new mail will be checked for, and whether or not to notify you when it arrives.
You can select to refresh your folders at a certain time interval and to display pop-up notification when new mail arrives.
Click the icon
(Options) from the toolbar at the top of the screen and click the link
"New Mail". Make your selection and click the "Save Options" button
to confirm the options made.
e. MESSAGE COMPOSITION: Customize how you send mail and where drafts are saved.
Click the icon
(Options) from the toolbar at the top of the screen and click the link
"Message Composition". Then modify the options that you wish to make.
Click the "Save Options" button to confirm the changes. The
options available in composing a message include the followings:
f. FILTERS : Create filtering rules to organize your incoming mail, sort them into folders, or delete spam.
Click the icon
(Options) from the toolbar at the top of the screen and click the link
"Filters". Then modify the options that you wish to make. Click
the "Save Options" button to confirm the changes.
Apply Filter Rules:
You can choose to apply filters based on the contents of the message. Messages can be automatically deleted or moved to a specified folder as you wish.
Check the option "Apply filters rules upon logging
on" if you want to process the filters at logon. If you want to process
the filters manually, you can click the icon
(Apply Filters on INBOX), the second icon at the INBOX title.
Edit Filter Rules:
You can edit the filter rules to be applied by clicking the link "Edit your filter rules" (as showed above in blue). Define the filter rules in the section "Rule Definition" that you wish to set for filtering your incoming messages. When you finish defining the filter rules, click the "Apply All Rules" button.
You can also add a filter rule by highlighting the message that you wish to block and click the link "Blacklist" in the INBOX window (next to "Delete" and "Undelete"). You will then see the following screen with your newly added filter rule included.
You can select a mail folder from the "Open Folder" list at the top right hand corner. Click the folder that you wish to open and the messages contained in the selected folder will be displayed. To read a message, click the "sender" or "subject" link of the message.
6. Composing and Sending Messages
Click the icon
(Compose) from the toolbar at the top of the screen to compose a message.
A "Message Composition" window will pop up for you to type your message.
When you finish composing your message, click the "Send Message" button.
You can use the "Address Book" function to find
an email address by clicking the icon 
(Address Book) when you compose a message. You can locate it by "Name"
or "Email Address". From the list of email addresses, you can select
an email address and add it into the appropriate "To", "cc" or "bcc" fields.
By default, a copy of the sent message will be saved in your "sent-mail" folder for your future reference.
7. Saving Draft Messages and Outgoing Messages
If you are composing a message and want to finish it later, you can click the button "Save Draft" in the "Message Composition" window. The draft messages will be saved under a "drafts" folder (this folder will be automatically created at the first time you use the "Save Draft" button). You can retrieve the draft messages from the "Open Folder" list at the top right hand corner.
You can keep a copy of the outgoing messages in
a designated folder. Click the icon
(Options) from the toolbar at the top of the screen and click the link
"Personal Information". Select the "default identity" under which
the outgoing messages are sent and click the link "Edit your identities".
Tick the checkbox next to "Save sent mail" and select the "Sent mail folder"
that you wish to keep the copy of outgoing messages. To confirm the
changes, click the button "Change". You can set the folder to keep
the outgoing messages for other "identities" as well.
8. Relying and Forwarding Messages
Click to open a message that you wish to reply. Click the link "Reply" (to the sender only) or "Reply to All" (to the sender and all other recipients). A window similar to that of "Message Composition" will be displayed. When you finish composing your reply, click the "Send Message" button.
Similarly, click the link "Forward" to forward the opened message to others and click the "Send Message" button to send your message.
In the bottom section on "Attachments" in the "Message Composition" window, click the "Browse" button to select from the PC directories and double click the file name to select a file. The selected file will be shown in the Attachment window. Click "Attach", and the file name, size and file type will be shown. Click the "Send Message" button to send your message.
In case you wish to remove the attachment before
sending your message, tick the box next to the file name and click the
link "Remove Selected". The selected files will be removed from the
attachment list accordingly.
Click "Spell Check" to check the spelling of your
message in the "Message Composition" window. Use the "Next" button
to go through the following pages until the end. Select the button
"Done" when the spell check is done.
Note: this feature is not yet available in the current version
of IMP.
11. Deleting and Moving Messages
To delete a mail message, select the message by clicking the checkbox on the left of the message. Then click the link "Delete" (either at the top or bottom of the page), or you can click the link "Purge Delete" to remove messages from your INBOX permanently.
If you have selected the option to move all deleted messages to the "trash" folder instead of just marking them to eb deleted, then your deleted messages will be put in the trash folder. You can click the icon "Empty Trash" to remove the deleted messages from the trash folder.
12. Selecting and Marking Messages
You can select the messages in a certain folder from the "Select" pull-down list, e.g. if you want to mark all the messages in a folder for deletion, you can click the option "All" and all the messages in the folder will then be selected. You can also mark the messages under different categories from the "Mark as" pull-down list.
For example, you can mark the messages that are
important to you by first highlighting a message and then Mark As "Important".
Later you may want to select all the important messages you had marked
before by using the Select drop-down list. Now, all the messages that
you had marked as important will show up with a tick mark in front of the
messages.
13. Moving or Copying Messages
You can move or duplicate a copy of the messages to different folders. To do so, select the message that you wish to move or copy by selecting the checkbox at the left of the message. Then click the link Move/Copy (the same links appear both at the top and at the bottom page of the messages) and select the folder that you wish to move or copy the messages to from the "Messages to" pull-down list.
You can manage your mail folders by clicking the
icon 
(Folders) from the
tool bar at the top of the screen. After clicking the icon, you can
see the following screen:
To create a folder, click the "Choose Action" pull-down window and click "Create Folder". A dialogue box will appear. Type the name of the folder to be created. Then click the "OK" button. The new folder will appear in the "Folder Navigation" window and you can also find it from the Open Folder pull-down list.
You can rename or delete the mail folders by clicking the appropriate options under the "Choose Action" pull-down list. All the messages inside the folder will be deleted if you delete a folder.
Address books can help to store email addresses and personal contact details to provide handy reference.
To edit your address book:
Each user has a personal address book. To
edit your address book, click the icon 
(Addressbook) from the toolbar at the top of the screen.
i. Add an
address: Click the icon
(Add) button. The mandatory fields are "name" and "email address".
When you finish inputting the data, click the "Save" button.
ii. Search an
address: Click the icon
(Search/Advanced Search) to search a saved address. The "Search"
function allows search by "Name" or "Email" and the "Advanced Search" function
provides more fields for searching. Input the keyword and click the
button "Search" to start searching.
iii. Browse the address
book: Click the icon 
(Browse) to browse the contents of your address book.
iv. Import/Export an
address book: Click the icon 
(Import/Export) to import an address book into your address book under
IMP Webmail or to export your address book saved under IMP Webmail to your
own disk.
When you finish editing the address book, click
the 
(Mail) icon on top
or the browser's "Back" button to go to the INBOX screen.
16. Setting up a Distribution List
To create a distribution list,
To send e-mail to a distribution list,
How to hide the full distribution list of email addresses:
1) Insert the sender's own email address in the "To:" field and put the
distribution list name in the "Bcc:" field. This will hide the email address
in the distribution list so recipients will not see the whole distribution
list.
Note: you must have at least one email address
in your address book before you can make a distribution list.
(See 15 i. to add an address.)
0)
To
edit your address book, click the icon
(Addressbook) from the toolbar at the top of the screen.
1) Click 'Browse' to see all
the email addresses.
2) Check
the boxes in front of the e-mail addresses to be added to the list.
3) In the 'Select List' drop down box on the right,
select 'New List' .
4) Click the 'Add to' button to add the selected
names to the list.
5) Give a name to the distibution list.
1) Click 'Compose' to create an e-mail
2) In the 'To' field, enter the name of the distribution list.
3) Click 'Expand Names'.
4) All email addresses in the distribution list
will be shown in the 'To' field.
5) Compose the mail and send.
2) Remember to click 'Expand Names'.
Last updated: May 18, 2004
© 2004 The University of Hong Kong Computer Centre