Mini Guide to the use of Roundcube Webmail

The email must not be used for archiving documents, that is why the COOPI Cloud exists.
If you do not have access to the cloud you have to ask the Head of Mission or the Regional Coordinator for permission.

When closing the email address all messages and their attachments will be lost.

For further information, please refer to the following procedures:
Procedure 8- "Financial and administrative management of foreign country offices"
Procedure 6- "Project management"
Procedure 12- "Purchasing"

Introduction

COOPI adopted a new e-mail system and consequently also a new webmail: RoundCube Webmail, which has all the functionality of any email client, including attachment support, contact list, folder and filters management, message search, spell check and much more.

Login and main screen

From the login screen (Picture 1), access your email account by entering your full email address as username and your password.

Once logged in, the system will show the webmail main screen (Picture 2) from which you can manage all related activities: writing, reading, moving, copying messages, etc.

In particular, it shows what RoundCube Webmail looks like.

1. List of folders; a list of your folders.
2. Buttons for the mail management.
3. Buttons to access the contacts and settings.
4. Your emails.

Basic settings

From the main screen (Picture 2), previously seen, by selecting "Settings" you can customize various features of your email box; let’s take a look at the main ones.

1. Setting the language

To set the interface language of RoundCube (Picture 3) you only have to:

1. from the settings...
2. click on "Personal settings";
3. move to "Section" and click on "user interface";
4. the first from the "Main Options" is precisely the language.

Once chosen your customization options, click on the "Save" button to reload your webmail with the new language settings.

2. Set the identity and signature

This setting (Picture 4) can be accessed by clicking on:

1. Settings
2. identity;
3. selecting your identity (corresponding to your email box);
4. and finally filling in the appropriate fields available on the right, including the signature.

Once this is done, to confirm the changes, press the Save button.

3. Change the Password

To change the password (Picture 5), always from the main setting tab, click on:

1. Password;
2. enter the current password, and finally enter (and confirm) the new password in the appropriate fields.

The password must:

• be at least eight (8) alphanumeric characters in length;
• contain at least one digit and one special character (such as $ & #% + -).

An error will occur if the chosen password does not comply with these rules.
Click Save to confirm the changes.

4. Setting up an automatic "Out of Office" Reply message

The automatic "Out of Office" Reply message is managed by the "Out of Office" tab.

1. First, select the "Out of Office" tab;
2. set the Subject of the message. The original Subject is used, if left blank;
3. set the Body of the message;
4. set the Start time and the End time: the Out of Office will only acts in the settled date range;
5. switch the Status to "Active";
6. click on "Save";

By clicking on the Save button, the filter will immediately become active but it will only acts in the settled date range, if it has been set; otherwise it will always acts. In the latter case, remember to deactivate the filter when it is no longer needed.