Note folders in WebMail can be used to record simple notes. In non-digital world, these notes are represented by loads of colourful stickers used as reminders. One of the great advantages of electronic notes is their central storage and the impossibility of losing them.
Individual notes are organized in a table where users can mark them as completed. Each row contains one note, as well as available information about it (see figure 1.91 Notes).
Note folders are equivalent to other folders. They can be shared, set as public or attached. For more information on shared and public folders, see chapter 1.10 Folder Administration.
The note folder toolbar contains the following options:
- New note
Click on this option to create a note.
- Move or copy
Use the button to copy or move a selected note (see chapter 1.9.4 Moving and copying notes).
Click on the icon to print the selected note. First, the printed page preview appears; then the standard Print dialog box is displayed.
- Delete
Use this button to delete the selected note. Notes can be deleted also by the
Deletekey (in Mac OS X also byBackspace).- Forward
Use this button to forward the selected note to other users.
In WebMail, notes are shown in a list including note names, date of creation and specific colours. Colours can be important. Each colour stands for a value. Colours can represent for example topics and areas or levels of importance.
By default, up to 20 notes are listed on one page. To change number of notes displayed on a single page, use the Settings section in WebMail (see chapter 1.11.1 User settings).
The detailed information on individual notes is displayed in the columns. Each column enables sorting notes by information. Click the column heading to sort notes in the ascending or descending order (see the arrow next to the column name) by alphabet, time or colour (depending on the column contents).
Note: For listing by subject, items are sorted by the alphabet of the language set in Settings as preferred (the General tab) - for details, see chapter 1.11.1 User settings. In result, if for example English is set as preferred and subjects are in German, subjects will be ordered by English alphabet and some specific national characters may also cause problems in sorting.
Users can customize the appearance of the table and the information shown. The columns can be added or deleted. Right-click the table header and specify the column settings in the Select fields window. The pop-up menu contains the Change columns option. Checked columns will be shown in the dialog box, unchecked columns will be hidden.
To create a new note, click on the New note option on the toolbar. A simple yellow window is opened. Any text can be written in the note area. The text of the first line is automatically used as the note's subject. To separate this line from others, use Enter. The other lines are not displayed in the list.
The note dialog also includes date and time of the creation and a colour pallet which can be used to select a colour for the current note (yellow is used by default).
The note window can be resized. The parameters set will be kept for future. This means that the window's size and position will be kept for the next time the note is opened.
When finished, save the note by the button (see figure 1.92 Note).
Notes can be moved and copied by several methods, as follows:
Drag & Drop is a simple method for moving and copying items by using only the mouse:
Hover a note with the mouse pointer and click on the left mouse button. Hold the button and drag the note over the destination folder. Release the mouse button.
Note: To copy the selected note(s), hold the
Ctrlkey (orAlton Mac OS X).Hold down the mouse button (and the
Ctrlkey, when copying) and drag the note to another folder.A green icon appears when the note is ready to move (see figure 1.93 Moving notes by the Drag & Drop method) or a blue plus icon when ready for copying (see figure 1.94 Copying notes by the Drag & Drop method).
Let hold of the button to move the note immediately.
Note: Unless the note is dragged over a folder where it can be moved (i.e. any note folder with appropriate access rights in the folder tree), a red icon is displayed meaning it is impossible to move the message to the particular location.
The toolbar button can be used to move or copy the item, as follows:
Use the mouse pointer to select a note and click on the button available on the toolbar (see figure 1.95 Moving/copying notes by the button on the toolbar).
In the Folder selection dialog just opened, select the folder where you want to move or copy the item and click on or .
The pop-up menu can also be used to move or copy notes:
Right-click a note. In the context menu, select Move or copy (see figure 1.96 Move/Copy notes using the context menu).
This opens the Folder selection dialog where you can select a folder where the note will be move or copied. Click on /.
WebMail allows forwarding of notes in such a format so that it is possible to save them to notes folders. Thanks to this feature we can avoid copying of the note data to an email message and to a new note edit dialog box on the addressee's side.
WebMail also supports another option. When a message with an note in the attachment is received, the recipient can simply click on the attachment to open the note in the standard note edit dialog box. Click on to confirm settings and save the note to the default personal Notes folder.
Note: To save a note or open it as an attachment, right-click on it and use one of the options available, Open or Save.
The attachment with the note is sent in a special proprietary format which can be used only in WebMail or MS Outlook extended by the Outlook Connector. In other types of email clients the note is displayed only in HTML.
To forward a note, select it by the mouse pointer and click on the button on the note folder's toolbar (it is also possible to use the corresponding option in the pop-up context menu).
Select a note and click on a corresponding icon to open a message editor where the note is included as an attachment. At this point, simply send the email message.
Warning: Do not forget to enter the recipient's email address in the To: textfield.