Spectrum Business App Suite Overview

This article contains the following sections:

• Viewing emails
• Sending a new email message
• Replying to emails

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I. Viewing emails

1. Log in to your Spectrum Business App Suite interface via the web browser (click for instructions).

2. Open an Email folder in the folder tree on the left-hand side.

 

3. In order to quickly find a particular E-Mail, use one of the following methods:

• To find E-Mails by entering a search term, use the Search function.
• To sort the E-Mail list, click on Sort above the list. Select a sort criterion from the menu.

 

4. To combine all E-Mails of a conversation in a single list entry, enable the Conversations checkbox in Sort by.

5. Click an E-Mail in the list. The content of the E-Mail will be displayed in the detail view. If the E-Mail is part of a conversation, all E-Mails in the conversation are displayed one below the other.

If you selected List from the View drop-down in the toolbar, the list is replaced by the detail view of the selected E-Mail. In this case, the following functions are available above the detail view:

• To open the list again, click on the button or the Back icon .

• To display the next E-Mail, click the View next icon .

• To display the previous E-Mail, click the View previous icon .

When having selected Vertical or Compact from the View drop-down in the toolbar, you can open an E-Mail in a separate window by double-clicking on the E-Mail in the list.

6. If a conversation is displayed, you can open or close a single E-Mail in the detail view by clicking on a free area between the sender and the date of receipt.

7. To open or close all E-Mails in the conversation, click the Open/close all messages icon on the top right corner of the detail view.

• If the E-Mail includes a quote from a previous E-Mail, you can display the quote by clicking the Show quoted text icon  .

 

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II. Sending a new email message

1. Log in to your Spectrum Business App Suite interface via the web browser (click for instructions).

2. Select Compose on the toolbar.

 

3. Enter the recipient's E-Mail address in the To section of the pop-up window. Press Enter.

• If there are several recipients, repeat the action. As an alternative, you can enter the name of a distribution list.
• In order to delete a recipient, click the Remove icon.
  

4. Enter a subject.

 

5. Enter the E-Mail text.

• In order to compose the E-Mail in text format, select Options  and choose Text format.
• In order to compose the E-Mail in HTML format, select Options  and choose HTML. A formatting bar appears.

Note: If you use the HTML format, you can add images from the clipboard.

You can use additional functions: send copies, select sender address, add attachments, add signature, add vCard, request delivery receipt or set the priority. Skip to Step 7.

6. Click on Send.

 

7. If you want to send copies of the E-Mail to other recipients, do the following:

• If the recipients are to see who gets a copy of the E-Mail, click on Copy (CC) to. Enter the E-Mail address of the copy's recipient.
• If you want to prevent the recipients from seeing who gets a copy of the E-Mail, click on Blind copy (BCC) to. Enter the E-Mail address of the blind copy's recipient.

If there are several recipients, you can enter the name of a distribution list.

To hide the input fields, click on Copy (CC) to or on Blind copy (BCC) to. The addresses entered will be kept.

 

8. If you have set up external E-Mail accounts, you can use those addresses as sender addresses. To do so, proceed as follows:

• Click on Sender.
• Select an E-Mail address from the list.

In order to hide the list, click on Sender.

Note: Depending on the folder selected, a defined sender address will be preset.

 

9. If you want to add attachments to the E-Mail, click on Attachments . 

In order to remove an attachment, click the Delete icon .

 

Note: Depending on the groupware configuration, attachments will not be sent when having reached a certain size limit. In this case the attachment is saved in a folder below your personal files folder. The E-Mail includes a link to the attachment.

 

10. If you have set up signatures, you can attach a signature to the E-Mail text. To do so, proceed as follows:

• Click on Options .
• Select a signature from the list.

 

11. From within the Options menu you have a few more settings that can be used:

• set the priority
• attach your vCard
• request a delivery receipt

 

12. Click on Send.

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III. Replying to emails

When replying to an E-Mail, some of the E-Mail's input fields are pre-filled:

• The sender of the E-Mail and additional recipients of the E-Mail are automatically entered as recipients of the reply E-Mail.
• The E-Mail subject is entered in the subject field of the reply E-Mail. The subject is preceded with the text "Re: ".
• The E-Mail text is entered in the forwarded E-Mail. Each line is preceded with the character ">" to indicate that it is a quotation.

How to reply to an email:

1. Log in to your Spectrum Business App Suite interface via the web browser (click for instructions).

2. Open an E-Mail folder in the folder tree on the left-hand side.

3. Select an E-Mail.

4. Click the Reply to sender icon in the toolbar. To also reply to all other recipients click the Reply to all recipients icon

5. Enter the E-Mail text. You can use additional functions e.g., E-Mail attachments.

6. Click on Send.

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