Figure 1.1. Email Interface

Borneosoft Mail or BorneoMail for short, is fully featured mail with spam and virus filtering. It uses familiar user interface where incoming and outgoing emails are stored in the Inbox and Outbox respectively. Other built-in folders are Draft, Sent and Spam folders. There are special folders under Scheduled folder that store emails that need to be sent at scheduled interval. Those scheduled emails contain messages for Contact's important dates such as birthday, reminder messages of Events and Tasks, and invitation messages to participants of events.

You can use free text search similar to searching the web using popular web search-engine. It will search the text from the subject, message body, and sender address. If desired, search can also be done specific to a field such as sender's name, or sent date interval. For example, you can type datesent:[20090801 TO 20091130] in the search field to find all email messages between August 1st, 2009 to November 30th, 2009. To find emails from John, you can type sendername:john in the search field.

Figure 1.2. Email Editor

BorneoMail is equipped with effective spam and anti virus filter. Virus infected messages will be blocked and messages considered to be spam will be delivered into Spam folder automatically. BorneoMail also employs Greylisting to fight spam. It will temporarily delay receiving any email from sender that is not recognized, i.e., the sender is not in the contact list and it has never been received before. If the mail is coming from genuine sender, the sender's mail server will try again. The email will then be accepted. If the mail is from a spammer, the spammer's mail server will probably not try to send again. Spammer normally sends email to thousands of email addresses. To retry again will exhaust spammer mail server's processing capability.

BorneoMail message editor is a rich text, platform-independent editor that you can use to edit your document as easy as using Microsoft Word^®. It also allows you to attach files and other emails with ease.

Figure 2.1. Attaching Image to Email

There are several ways to compose email:

1. Creating new email, or
2. 1. Click the Email folder or any of its sub-folders. New emails are to be stored in Draft folder when they are saved. The new emails being sent will be stored temporarily in Outbox folder and stored in Sent folder after they are successfully sent.
   2. Click the 'New' button at the toolbar, or click the menu: 'Edit', 'New Item', or click the menu: 'File', 'Create New', 'Mail'.
   3. An email editor will open (Figure 1.2: Email Editor).
3. Replying to or forwarding an email
   1. Click the email in the email list (Figure 1.1: Email Folders) to be replied.
   2. Click the 'Reply' (), 'Reply All' (), or 'Forward' () button
   3. An email editor will open with the content of the replied or forwarded email attached as inline text.
4. Start typing the email content. The formatting buttons are in the editor toolbar or formating menu. Table creation is also provided.
5. Optionally, click 'Save Draft' button () to save the email into Draft folder without sending it.
6. Click 'Send' button () to send the email. The email will be stored temporarily in the Outbox folder and it will moved to Sent folder when it has been sent successfully.

Images that are accessible through URL can be attached as inline images in the email content. Clicking the image button () or selecting menu 'Insert', 'Image' will open Insert image dialog box (Figure 2.1: Attaching Image to Email).

Figure 2.2. Attaching Document to Email

1. Click the Attachments at the related items title bar.
2. To attach new document, click the 'New' button () at the related item toolbar. A document details dialog box will appear. Browse the file that needs to be uploaded and attached to the email and click 'Save' button () to upload the file (Figure 2.2: Attaching Document to Email).
3. To attach existing document, click 'Select' button () at the related item toolbar. A dialog box will appear to select existing document. Those documents that have already been added to the email have ticks () on their row. Click 'Accept Selection' button () at the toolbar. The selected documents will be attached to the email.

Figure 2.3. Selecting Recipient

Recipients can be entered manually into 'To', 'Cc', or 'Bcc' by following this format:

"Recipient Name" <recipient-email@recipient.domain.com>

Recipients can also be selected by clicking the 'To', 'Cc' or 'Bcc' button. A selection dialog box will appear that contains contact and user folders, see Figure 2.3: Selecting Recipients.

The email list consists of columns:

1. From: The sender of the email
2. Subject: The email subject
3. Date: The received date of the email

The email search fields are:

1. importance: Possible values: "Immediate Attention", "Come back later", "To Do", "Personal", "Keep this handy". To retrieve only emails with the specific importance, the search value must be surrounded with double quotes, for example, importance:"Immediate Attention".
2. msg: The content of the email message.
3. subject:: The subject of the email.
4. sendername: The sender's name.
5. senderemail: The sender's email.
6. recipient: Any of the recipient of the email.
7. sender: Sender's name or email.
8. cc
9. bcc
10. replyto

Email client running on user's PC can be used to download/upload from/to the Borneosoft mail server. If desired, the communication between the client and the mail server can be encrypted. It provides secure communication for confidential messages.

The following steps are for creating an account in Outlook^® 2003.

1. Click menu 'Tools', 'Email Accounts...'.
2. Select 'Add a new e-mail account' and click 'Next' (Figure 2.4: Email Accounts Dialog Box).
3. Select 'POP3' and click 'Next' (Figure 2.5: Selecting POP3 Server Type).
4. Enter (Figure 2.6: Internet Email POP3 Settings):

   Figure 2.6. Internet Email POP3 Settings

   1. User Information
      1. Your name
         for example, John Doe
      2. E-mail Address
         If your company owns the domain and use it to host your company emails with Borneosoft, the email address would be yourusername@yourdomain.com. Or if you don't host your own domain with us, the email address would yourusername@yoursubdomain.borneosoft.com.
         For example, john.doe@borneosoft.com
   2. Server Information
      1. Incoming mail server (POP3)
         mail.borneosoft.com
      2. Outgoing mail server (SMTP)
         mail.borneosoft.com
   3. Logon Information
      1. User Name
         User Name for logon information is yourusername@yourdomain.com if you own the domain and use it to host your company emails with Borneosoft, or yourusername@yoursubdomain.borneosoft.com if you do not own the domain and do not host your company emails with Borneosoft.
         For example, john.doe@borneosoft.com.
      2. Password
         Enter the password that you use to logon to http://www.borneosoft.com.
5. Click 'More Settings …'
6. Click 'Outgoing Server' tab (Figure 2.7: Internet Email Settings - Outgoing Server). Enable 'My outgoing server (SMTP) requires authentication' and select 'Use same settings as my incoming mail server'.
7. Click 'Advanced' tab (Figure 2.8: Internet Email Settings - Advanced). Enable 'This server requires an encrypted connection (SSL)' for both 'Incoming server (POP3)' and 'Outgoing server (SMTP)'. Enable 'Leave a copy of messages on the server'. Click 'OK'.
8. Click 'Test Account Settings …'. Check if the all tests are completed successfully (Figure 2.9: Test Account Settings).
9. Click 'Close'
10. Click 'Next' in Figure 2.6: Internet Email POP3 Settings.
11. Click 'Finish' in Figure 2.10: Created Email Account.