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Volcano Webmail Help

The following sections will assist you through the navigation of your Webmail. If you do not find what you are looking for, please call Technical Support at 209-296-7574. 

 

General

The basics

You can change the language used throughout the webmail interface via webmail > Settings > General.

You can change the timezone used throughout the webmail interface via webmail > Settings > General.

Icons

Action Icon
FAB (floating action button) fab-icon-1.png
New new-icon-1.png
Edit edit-icon-1.png
Delete delete-icon-1.png
Search search_icon_1.png
Archive archive-icon-1.png
Share share-icon-1.png
Attachment attachment_icon_1.png
Today today_icon_1.png
More Menu more-menu-icon-1.png

Managing Multiple Accounts "Coming Soon..."

The basics

You can add extra email accounts. To do this, go to webmail > Settings > Accounts and click the 'ADD ANOTHER ACCOUNT' button to add additional accounts.

You can switch between your enabled accounts by selecting a different account from the account switcher.

account-selector.png

Managing Account

 

You can choose which account loads as the default when you log in. Go to webmail > Settings > Accounts and select your preferred account via the 'Primary account' drop-down selection.

You can update all your account details, including IMAP & DAV settings, under webmail > Settings > Account by clicking the 'Edit' icon next to the account you wish to update.

Go to webmail > Settings > Accounts and click on the trash icon next to the account you want to remove. Once deleted, no data pertaining to that account is retained.

Click the EDIT button under Security questions on the webmail > Settings > Accounts page. Security questions are used when using the password recovery tool. You will be asked to answer 3 randomly picked security questions of the 5 that you have set up.

Enter your preferred recovery email address in the space provided under Recovery email on the webmail > Settings > Accounts page. This will be the email address you enter when you need to recover your account if the password has been lost.

account-security-questions.png

General Account Settings

Finding your Account Settings.

  1. Account settings can be found by clicking the settings cog Screenshot_from_2017-10-20_15-05-06.png within your webmail and then Screenshot_from_2017-10-30_13-32-29.png on the left hand side of your display.
  2. Your webmail will now show all relevant account options.

Primary Account

If multiple accounts are enabled for your account and you have more than one account configured, you can set your primary(default) account here. Do this by clicking the drop-down arrow Screenshot_from_2017-10-20_15-31-18.png and selecting your desired account.
Screenshot_from_2017-10-31_10-44-46.png

Available Accounts

This section lists all available accounts that have been configured. If your administrator has gmail account integration, this is where you can add and edit them. Please see adding your gmail account for documentation regarding this feature.


Screenshot_from_2017-10-31_10-46-25.png

Change Password

You can update your password by clicking the Screenshot_from_2017-10-31_13-29-41.png button. If your new password fails to abide by the password policy set by your administrator, you will receive the below message.

Screenshot_from_2017-10-31_10-55-55.png

Upon successfully changing your password, you will receive the following banner at the bottom of your webmail confirming a successful change.
Screenshot_from_2017-10-31_10-58-06.png

Security Questions

Security questions will be used to assist in further identification of your ownership of the account. A minimum of 3 questions and answers must be defined to enable the use of the password recovery feature.

To set your question, click Screenshot_from_2017-10-31_11-40-00.png.

 Screenshot_from_2017-10-31_11-39-02.png

This will open a drop-down section of 5 default questions. To see the list of available questions, click the drop-down arrow Screenshot_from_2017-10-20_15-31-18.png.

Screenshot_from_2017-10-31_11-42-37.png
Screenshot_from_2017-10-31_11-42-11.png

If you wish to create your own questions, click Screenshot_from_2017-10-31_11-44-44.png. A pop-out window will appear allowing you to enter your desired question.
Screenshot_from_2017-10-31_11-47-52.png

After clicking OK, you can provide an answer.
Screenshot_from_2017-10-31_11-50-44.png

After configuring this section, please remember to click Screenshot_from_2017-10-31_13-40-20.png.

Recovery Email

If you have defined a minimum of 3 security questions, you can define an email address that will be used to aid you in password recovery.
Screenshot_from_2017-11-01_10-17-57.png

You can recover your password using our password recovery documentation.

Client Account Settings

An email client, or email reader is a computer program used to access and manage a user’s email account.

Examples of some popular email clients are:

Mozilla Thunderbird, Microsoft Outlook, Windows Mail, Mac Mail, iOS Mail, Android Gmail, and a host of others that are available.

Volcano Internet Provider’s Webmail service may be used with many email clients, however, many customers find it more convenient to access the email service via their web browser, which can be found at : webmail.volcano.net.

With the latest upgrade to the Webmail service, the user interface has been optimized for desktop/laptop computers, and now, for mobile devices like smartphones and tablet computers as well. However, some customers prefer their client software for various reasons. The settings to access the service can be found below.

Remote messages using client software vs. webmail
POP3 has an option to leave messages on the server. By contrast, both IMAP and webmail keep messages on the server as their method of operating, albeit users can make local copies as they like. Keeping messages on the server has advantages and disadvantages.

  • Advantages
  •  
  • • Messages can be accessed from various computers or mobile devices at different locations, using different clients or webmail.
  •  
  • • Backup is provided by the server.
  •  
  • • As with any web application, webmail’s main advantage over the use of an email client is the ability to send and receive email anywhere from a web browser.

  • Disadvantages
  •  
  • • Webmail’s main disadvantage is the need to be connected to the Internet while using it.
  •  
  • • There may be privacy concerns, since messages that stay on the server at all times have more chances to be accessed by others, unless end-to-end encryption is used.

Protocol
While popular protocols for retrieving mail include POP3 and IMAP4, sending mail is usually done using the SMTP protocol.

Another important standard supported by most email clients is MIME, which is used to send binary file email attachments. Attachments are files that are not part of the email proper, but are sent with the email.

Mail

The basics

You can view the current quota used via webmail > Settings > Mail.

To create a new email click onto the 'FAB' icon at the bottom right of the webmail interface.

Your inbox automatically updates with new emails as soon as they are available on the server.

Click the mailbox/folder you wish to view in the side menu. Once loaded, click onto the email you wish to view.

Click the star icon next to the email you want to mark as important.

mark-as-important.png

You can archive emails via the following methods:

  • Select the email you want to archive and click on the 'Archive' icon at the top right of the webmail interface.
  • Click on the avatar in the email list, (this enables selection of multiple emails), then click onto the 'Archive' icon above the email list.

    archive-button-2-blue.png

  • Select the email you want to archive and click the 'More menu' icon from the top right toolbar on the screen. Click onto 'Move to' and select the 'Archive' folder. Click 'OK' to confirm.

    archive-button-3-blue.png

You can delete emails via the following methods:

  • Click on the 'Delete' icon above the email you are currently viewing. Click 'OK' to confirm email deletion.
  • Click on the avatar in the email list, (this enables selection of multiple emails), then click on the 'Delete' icon above the email list. Click 'OK' to confirm email deletion.
    trash-button-2-blue.png
  • Select the email you want to delete and click the 'More menu' icon from the top right toolbar on the screen. Click on 'Move to' and select the 'Trash' folder. Click 'OK' to confirm.

    trash-button-3-blue.png

Composing mail

You can reply to an email using the in-line composer placed at the bottom of the email. Click the 'Reply to' drop down icon to change reply type (reply, reply all or forward) or edit the recipients.

reply-options-1.png

To reply to a specific email in a thread, click the 'More menu' icon and choose 'Reply' from this menu to reply to that specific email.

reply-in-thread-1.png

You can attach files to an email by clicking on the 'Attachment' icon within the composer. Please note, you can select more than one file at a time.

To make text bold, italic, or underlined choose the appropriate icon from the bottom toolbar in the composer. More formatting options can be found by clicking on the 'More menu' icon on the composer toolbar. Alternatively, you can use the standard keyboard shortcuts supported in your operating system - for example, simultaneously pressing 'Ctrl+B' on your keyboard (bold text).

wysiwyg-blue.png

Your spelling is automatically checked as you type in the composer. Misspelt words will be underlined in red. Your computer's operating system determines the spellcheck language. To modify this, you will need to change your system language in the configuration settings of your operating system (Windows, Mac OS X, or Linux).

Drafts are auto saved as you compose your email. Go to your Drafts folder to view your automatically saved draft emails.

Organizing your inbox

Select the email/s you want to mark as spam and click the 'More menu' icon from the top right toolbar on the screen. Click on 'Move to' and select the 'Spam' folder. Click 'OK' to confirm.

mark-as-spam-blue.png

Select the email/s you want to move and click the 'More menu' icon from the top right toolbar on the screen. Click on 'Move to' and select the destination folder. Click 'OK' to confirm.

move-to-folder.png

You can manage folders via webmail > Settings > Mail > Manage folders.

  • To create a new personal folder, click the 'New' icon.
  • To rename an existing folder, click the 'Edit' icon next to the target folder.
  • To create a nested / sub-folder, click the 'New' icon next to an existing folder.

Settings

Go to webmail > Settings > Mail > and select from the 'Mark email as read after' drop-down to select your preferred length of time. This will define the time needed to view an email before it is marked as read.

To enable or disable notifications, go to webmail > Settings > General.

To disable desktop notifications, follow one of the links below:

Tips and tricks

To search for an email simply type what you wish to search for in the field above the email list.

When viewing a message, click the more menu icon at the top right of the webmail interface and select Print.

print-option-1.png

Click the 'Expand' icon in the top right of the email composer window.

To sort email, click the 'Sort' icon in the top toolbar. You can sort by Date, Size, From, To and Subject.

If your browser supports it, you can choose to use webmail (instead of a desktop client) to open an email composer, with the 'To' address pre-filled when you click 'mailto' links on the Internet. An example link can be found This email address is being protected from spambots. You need JavaScript enabled to view it. .

To disable mailto link settings, copy the text below and paste into a new tab in your web browser, then press 'Enter'.

  • Chrome (desktop): chrome://settings/handlers
  • Firefox: about:preferences#applications

Managing Spam

PROBLEM

How can I manage spam from my webmail?

  •  

RESOLUTION

Volcano's Webmail provides granular spam settings that you can adjust to suit your personal preference.

Finding Your Spam Settings

  1. Spam settings can be found by clicking the settings cog Screenshot_from_2017-10-20_15-05-06.png within your webmail and then Mail Screenshot_from_2017-10-20_15-04-43.png on the left hand side of your display.
  2. Your webmail will now show all relevant mail options. To edit your spam settings, click EDIT Screenshot_from_2017-10-20_15-09-26.png  under the Manage spam header.
    Screenshot_from_2017-10-20_15-08-33.png
     
  3. The following options will now be displayed. Below, you will find a explanation of these settings.
    Screenshot_from_2017-10-20_15-16-59.png

Setting the sensitivity.

By default, the sensitivity is set to 50 which means any email received with a spam score of 5.0 or over will have an Action applied to it.The slider being a times 10 integer allows for a more granular identification of {SPAM} where a setting of 56 will be equivalent of 5.6. We will explore Actions in the next step.

To find your desired sensitivity setting, its helpful to inspect the email headers for a reference. If you think an email should have been marked as spam, you can check its score and adjust your sensitivity accordingly.

To view the email headers.

  1. Click the drop-down arrow Screenshot_from_2017-10-20_15-31-18.png in the header of your mail display.
    Screenshot_from_2017-10-20_15-32-05.png
  2. Click Screenshot_from_2017-10-20_15-34-32.pngto reveal further information about the email. The spam score is denoted by the Screenshot_from_2017-10-20_15-33-31.png value found towards the bottom of the header.
    Screenshot_from_2017-10-20_15-35-27.png

By using the above information, you can now adjust your spam sensitivity settings accordingly to define what mail should be marked as {SPAM} and what mail should not.

Action

Now that we have decided the required score for mail to be marked as {SPAM}, we need to decide what Action is to be used on these identified emails. By default, the Action is set to Mark as Spam. To view other available options, click the drop-down arrow next to the currently selection Action.
Screenshot_from_2017-10-20_15-39-01.png

Mark as Spam

  • When email is identified as spam, this option will apply a {SPAM} tag email. This email will still reach your inbox. An example of this can be seen below:
    Screenshot_from_2017-10-20_15-42-35.png
    This Action can be useful while you are fine-tuning your spam sensitivity score as it only advises that mail has been marked as {SPAM} while allowing it to reach your inbox.

Move to Spam

  • This Action will immediately place any email identified as {SPAM} directly into your Spam folder. This setting is great if you are confident with your spam sensitivity and do not mind checking your {SPAM} folder for any potentially marked email.
    Screenshot_from_2017-10-20_15-45-49.png

Delete Email

  • This Action will bypass your Trash folder and immediately discard mail that has been identified as {SPAM}. You will not be able to recover an email that has had this Action applied to it.

Whitelisting

  • Whitelisting can be performed on a user and domain level. Each entry within this field should be on a separate line as seen below. All entries in your whitelist will bypass any of the above spam settings that you have configured.
    Screenshot_from_2017-10-20_16-03-09.png

Blacklisting

  • Blacklisting can be performed on a user and domain level. Each entry within this field should be on a separate line as seen below. All entries in your blacklist will immediately reject any mail from the entries configured in this section.
    Screenshot_from_2017-10-20_16-56-55.png

 

Browser Compatability

Any modern browser that is up to date should work fine...

Calendar

The basics

To create a new event click the 'FAB' icon in the bottom right of the screen. Complete the relevant event details and click 'Save'.

Click on the [<] and [>] icons. Alternatively you can click on the 'Today' icon in the top right of the screen.

Click on the appropriate button on the top toolbar to load your preferred view.

Your calendar automatically synchronises across all your configured devices and will display events as soon as they are available on the server.

Managing events

When you have an event open, click on the 'More menu' icon and select 'Share'.

calendar-share.png

Type the invitee's email address into the 'Attendees' field. Existing contacts will appear in the auto-complete drop-down menu.

calendar-attendees-invitations.png

Click the 'Edit' icon in the top right toolbar.

Please note, when you save a recurring / repeating event you can make changes to either an individual recurrence of the event or for all occurrences. A pop-up will be displayed allowing you to select the appropriate action.

edit-occurrences.png

Click the 'More menu' icon in the top right toolbar when viewing an event. Select 'Delete' and click 'Ok' to confirm.

delete-calendar-event.png

Please note, you can delete a single occurrence of a repeating event, or all occurrences of that event.

delete-occurrences.png

Managing calendars

You can create a new calendar by clicking the 'More menu' icon in the side menu or by navigating to webmail > Settings > Calendar and click 'NEW CALENDAR'.

Click the 'Edit' icon next to the calendar you wish to edit.

Click to select your preferred colour for the calendar on the calendar settings screen.

calendar-color-selector.png

Click the 'Visible' checkbox icon (to deselect) next to the target calendar on the calendar settings screen.

calendar-settings.png

Tips and tricks

The timezone that the calendar uses (for both displaying events and creating events) can be changed at webmail > settings > General Settings > Timezone.

Tasks

The basics

To create a new task click the 'FAB' icon in the bottom right of the screen. Complete the relevant task details and click 'Save'.

Click on the [<] and [>] icons. Alternatively you can click on the 'Today' icon in the top right of the screen.

Click on the appropriate button on the top toolbar to load your preferred view.

Managing tasks

Click on the task you would like to edit and then click the pencil icon in the top right of the opened task.

Edit tasks

Click on the task you would like to delete and then click the trashcan icon in the top right of the opened task.

Delete tasks

Click on any task or add a new one then click the category input, click the "+ New Category" option at the bottom of the dropdown. Upon task save, the category will be created and is viewable in the left sidebar under "Categories".

Add task category

Click on the check mark to the left of a task item. This action will cross out the task title and add the task to the Completed Tasks filter.

Mark task as complete

Contacts

The basics

To create a new contact click the 'FAB' icon in the bottom right of the screen.

Click the group name (from the side menu) for the group you wish to view.

Your contacts automatically synchronise across all your configured devices and will display your contacts as soon as they are available on the server.

Managing contacts

When editing a contact, click the 'More menu' icon and select 'Manage groups'.

contact-groups-1.png

Alternatively, you can add/remove contacts from groups by selecting them (click on avatar) within the contacts list, clicking the 'More menu' icon and selecting the appropriate action.

contact-groups-2.png

Open (click on) the contact you wish to share and click the 'Share' icon in the top right toolbar. This will open an email composer window with the contact card pre-attached in .vcf (vCard) format. Enter the 'To' address for the person you wish to share the contact with as well as any relevant email body text and click 'Send'.

share-contact.png

When editing a contact, click the 'New' icon on the right of the email address fields.

When editing a contact, click the 'Default' icon to the right of the field to set this entry as the default.

Click the 'Edit' icon in the top right toolbar.

Click the 'More menu' icon in the top right toolbar, select 'Delete' and click 'Ok' in the confirmation prompt.

Managing groups

To create a group of contacts, click the 'More menu' icon in the side menu.

Click the 'Edit' icon next to the group you wish to rename.

Click the 'Delete' icon next to the group you wish to delete. Please note, this will only delete the group. Your contacts will still be available in 'All' contacts.

Import and export

Click the 'Import' link from the side menu and follow the prompts to upload a vCard for import.

Click the 'Export' link from the side menu and follow the prompts to export a vCard.

Tips and tricks

To search for a contact, click the 'Search' icon in the top toolbar. Begin typing the contact's name you wish to search for.

Open a contact and click the 'More menu' icon. Select 'Print' from the drop-down menu.

My Files

The basics

If your storage account has a quota assigned to it, you can easily keep track of your current usage via the quota usage bar. This is found under the account selector in the left-side navigation pane.

My Files quota

Use the view options in the left-side navigation pane to quickly access your root folder, Shared files, Favourites and your Trash folder.

My Files views

To upload a new file into your storage simply click on the upload icon found in the header above the file list. The file will be saved into the folder you are currently viewing.

My Files add file

To add a new folder simply click on the add-folder icon found in the header above the file list. The new folder will be created in the folder you are currently viewing.

My Files add folder

Quickly and easily access actions to perform on files and folders, such as download or rename, by right-clicking on an item in the list.

context menu

To navigate into a folder and see a list of its content, simply click on the folder in the list. You can quickly and easily navigate back to any folder in the current path by clicking on that folder in the path displayed in the header above the file list.

folder path

To perform bulk actions simply hover over an item in the list and the filetype icon will become a checkbox. Once one item is checked, multiselect mode is enabled and the checkboxes will display for all items. Check all the items you wish to perform an action on (to select a range of items check the first in the range then hold down the SHIFT key and click on the last item in the range), then either click the delete icon to delete the selected items, or click the menu icon for other options. To cancel select_mode without performing an action, click on the close icon on the left side in the header.

My Files bulk select

To share a file to others you can either email it as an attachment or create a public link that you can then share.

To email a file as an attachment right-click on a file in the list and select "Email". Alternatively, you can click on the file to open the file detail view, then select "Email" from the menu in the header (top right).

To create a public link, click on a file in the list to open the detail view, then either click the "SHARE" button or the share icon in the header.

share button

This will open a dialogue and create a public link for the file. The link created upon opening the dialogue has no expiry. If you'd like the link to expire, then click on the "SET EXPIRY" button and select a value.

share dialog

Once you are finished editing the share, click icon.

If your file already has a public share link associated with it you can edit it by clicking on the file in the list then clicking "EDIT SHARE" or on the share icon in the header. To delete a public share link, open the share dialogue and click "DELETE LINK".

To move a file or folder right-click on it in the file list and select "Move" or click on the file to open the file detail view, then select "Move" from the file actions menu.

This will activate the move mode, where only folders in the list will be clickable. Now navigate to the folder you want to move the file or folder to, then click the "MOVE HERE" button in the header. You can move multiple files/folders at once by checking their checkboxes then selecting "Move" from the actions menu.

My Files move mode

Copy files/folders works much the same as moving files/folders(described above). Right-click on the file/folder in the file list and select "Copy to..." or click on the file to open the file detail view, then select "Copy to..." from the file actions menu. Navigate to the folder you wish to copy them to then click "SAVE HERE" in the header.

My Files save mode

end faq