FAQ: How to use the collaboration tools in WebmailOX

Our Webmail program has a collaboration add-on feature that allows you to share calendars, tasks and contact lists among all mailbox users under your domain name. It’s a simple way to sync the daily workings of your business and keep everyone in the loop of what’s happening. You can also set events to private, or limit the users who can see those events. Below, we have outlined how to take advantage of these collaboration tools.

Address Book

To add a contact to your address book, follow these instructions:

1. Log into WebmailOX
2. Click Address Book along the toolbar
3. Click the + symbol on the left hand side
4. Chose Add a Contact
5. Fill in the text boxes
6. Click Save

To add a distribution list to your address book, follow these instructions:

1. Log into WebmailOX
2. Click Address Book along the toolbar
3. Click the + symbol on the left hand side
4. Chose Add a Distribution List
5. Enter a name for the distribution list
6. Add contacts from your Address Book using the text box provided
7. Click Create List

You can set up private and public folders. Private folders are only viewable by you, while public folders can be shared between other inboxes under the same domain name. To create a public folder, follow the instructions below:

1. Log into WebmailOX
2. Click Address Book along the toolbar
3. Click New Public Folder
4. Type in a name for your folder
5. This folder will appear under your Public Folders
6. Click on the Gear next to it to edit the permissions
7. Click Permissions
8. At the bottom of the pop up screen, type in the names of contacts you’d like to share the folder with
9. If you click on the various kinds of permissions next to their name, drop down lists appear to expand and limit each user’s permissions

*These same instructions to create public folders can be applied to all of the other collaboration tools outlined below (Calendar, Tasks and Files)

Calendar

1. Log into WebmailOX
2. Click Calendar along the toolbar
3. Click the + sign to create a new event (alternatively, click on the calendar where you’d like to create an event)
4. Fill in the details of the events and add any attendants to notify others by email of the event and click Create

Tasks

1. Log into WebmailOX
2. Click Tasks along the toolbar
3. Click the + icon on the left hand side
4. Enter the task information into the text fields provided
5. Click Expand Form to add further information, including participants who need to complete the task
6. The participants will be sent notifications about these tasks and can upload files and complete tasks using the Task tab in their own email inboxes

Files

We offer clients a place to upload files that they can share with other mailboxes under the same domain, much like a Cloud environment.

1. Log into WebmailOX
2. Click Files along the toolbar
3. Click Upload New File
4. Select the file from your computer hard drive
5. Create public folders to share your files by clicking the Gear icon next to Public Files on the left hand side
6. Click New Subfolder
7. Name your new folder and click Create
8. Click the Gear next to your new public folder and select Permissions
9. At the bottom of the pop up screen, type in the names of contacts you’d like to share the folder with
10. If you click on the various kinds of permissions next to their name, drop down lists appear to expand and limit each user’s permissions
11. Drag and drop files from the My Files home folder (or other folders you have created) into other folders that you have created or have access to