Web Mail --- FAQ

 

- Why is Central Cal ASA migrating to a dedicated Web Mail Application?
- How will user log ins be managed?
- Who can have an @centralcalasa.com e-mail account?
- If I am no longer a Central Cal ASA staff member, what happens to my e-mail?
- How to I request a @centralcalasa.com e-mail account?
- How do I log in?
- Why does it make me change my password when I log in?
- I can no longer log in or I forgot my password, now what?
- Can I move my contact from my old e-mail application to @centralcalasa.com?
- What are "Shared contacts" and how do I use them?
- Will my private contacts be shared with other users?
- What are "Conversations"?
- What are "Labels" and how do I use them?
- What are "Filters" and how do I use them?
- What are "E-mail Lists" and how do I use them?
- What is "Archiving"?
- What is "Starring"?
- What is "All Mail"?
- Managing contacts?
- How do I control the amount of messages in my Inbox?
- How do I access the shared calendar and what is it used for?
- Can I use my @centralcalasa.com e-mail account with another e-mail application (Outlook, Thunderbird)?
- Can I use @centralcalasa.com to manage my other e-mail accounts?
- Are their additional features of Central Cal ASA Web Mail I can use?

 

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- Why is Central Cal ASA migrating to a dedicated Web Mail Application? Now that most correspondence is done via e-mail, it only made sense to take full advantage of the features available with today's modern multi user applications. As you will see below, Central Cal ASA Web Mail has many features that will help everyone control and manage their e-mail more efficiently.

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- How will user log ins be managed? All user accounts will be managed by Central Cal ASA and will use a like format (first.last@centralcalasa.com). Like formats make searching for members more efficient.

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- Who can have an @centralcalasa.com e-mail account? All staff members will have accounts created in the "Like Format". Each staff member will be encouraged to use their new account since that's how correspondence will be disseminated in the future.

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- If I am no longer a Central Cal ASA staff member, what happens to my e-mail? Your @centralcalasa.com address will be forwarded to an account you specify.

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- How to I request a @centralcalasa.com e-mail account? E-mail dave.forte[at]centralcalasa.com to request an account.

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- How do I log in? A link will always be provided at www.centralcalasa.com. Once the log in page loads, enter your user name (first.last) and your password you received from Central Cal ASA. Your first log in will require that you change to a unique password.

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- Why does it make me change my password when I log in? The password you received with your new account was a basic, easy to remember password only known to you and the Web Mail administrator. You must change it to a more secure password only known to you.

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- I can no longer log in or I forgot my password, now what? At the main log in page under the Sign In button, click the "I cannot access my account" link". Use the instructions provided to resolve log in problems.

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- Can I move my contacts from my old e-mail application to @centralcalasa.com? Yes! There are two ways.

1) If you have more contact information than just e-mail addresses, click HERE for instructions on export/import.

or

2) If you just want to start with the e-mail addresses, there is this simple way...Go to your other e-mail program and compose an e-mail to everyone you want to add to your @centralcalasa.com address book (make sure to NOT include any CCASA staff members, they all have new addresses as you do), also Cc your @centralcalasa.com account. On the subject line, say "I will e-mail you shortly with my new Central Cal ASA e-mail address". Send e-mail.

Now, go to your @centralcalasa.com account and click on the message you just sent yourself. Click Reply-All. On the subject line, say "Here is my new Central Cal ASA e-mail address". Send e-mail.

WaLa, all those addresses are now in your @centralcalasa.com address book.

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- What are "Shared contacts" and how do I use them? All members of Central Cal ASA Web Mail will be stored in a shared contact list. To use the shared contact list, following these steps:

  1. Log in to your Central Cal ASA account.
  2. In your mail account, click on Compose Mail.
  3. Click on the To: link to bring up your shared address book.
  4. If you're adding recipients in the CC: or Bcc: fields, click on the CC: or Bcc: links respectively.
  5. In the pop-up window, you'll see a list labeled Most Contacted, which contains your most frequently used contacts. To see a list of all your personal contacts, click on All Contacted. To send to people on these lists, simply click on all the contacts you want to send to to add them to the To: field below. Note: These lists are both propagated from your personal contacts. If your account is new, these lists may be empty.
  6. To send to a user at your domain who isn't included in your personal contacts list, simply type the first few letters of their first name, last name, or username into the search box. You can also search for email lists. When your desired contact appears, click on the name to add that contact to the To: field.
  7. When you've added all the contacts you wish to send to, click Done to compose and send your message to the selected contacts.
  8. Once you've sent to a contact from your shared address book, they'll be added to your contacts list. The next time you want to send them a message, their email address will auto-complete as you begin to type it.
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- Will my private contacts be shared with other users? No! Only shared contacts are viewable by all.

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- What are "Conversations"? Central Cal ASA Web Mail groups all replies with their original message, creating a single conversation or thread. In other email systems, responses appear as separate messages in your inbox, forcing you to wade through all your mail to follow the conversation. In Central Cal ASA Web Mail, replies to replies (and replies to those replies) are displayed in one place, in order, making it easier to understand the context of a message -- or to follow the conversation.

When you open one message in a conversation, all of your related messages will be stacked neatly on top of each other, like a deck of cards. We call this Conversation View. In Conversation View, each new message is stacked on top of the ones that arrived before it, so that the newest message is always the one you see first.

To see all the messages in a conversation, just click Expand all.

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- What are "Labels" and how do I use them? Labels are what were commonly known as folders but have options and help manage your messages better then folders. For detailed usage of Labels, click HERE.

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- What are "Filters" and how do I use them? Central Cal ASA Web Mail's filters allow you to manage the flow of incoming messages. Using filters, you can automatically label, archive, delete, star, or forward your mail, even keep it out of Spam -- all based on a combination of keywords, sender, recipients, and more.

To create a filter:

  1. Click Create a filter (next to the Search the Web button at the top of any Central Cal ASA Web Mail page).
  2. Enter your filter criteria in the appropriate field(s).
  3. Click Test Search to see which messages currently in Central Cal ASA Web Mail match your filter terms. You can update your criteria and run another test search, or click Next Step.
  4. Select one or more actions from the list. These actions will be applied to messages matching your filter criteria in the order in which the actions are listed -- for example, you could choose to Forward matching messages to a specific email address, then Delete the messages.
  5. If you'd like to apply this filter to messages already in Central Cal ASA Web Mail, select the Also apply filter to x conversations below checkbox.
  6. Click Create Filter.

To create a filter from within a message:

  1. Click the drop-down menu next to Reply.
  2. Select Filter messages like this.
  3. Enter your filter criteria in the appropriate field(s).

To edit or delete existing filters:

  1. Click Settings (at the top-right of any Central Cal ASA Web Mail page).
  2. Click Filters.
  3. Find the filter you'd like to change and click its edit link, or click delete to remove the filter.
  4. If you're editing the filter, enter the updated criteria for the filter in the appropriate fields, and click Next Step.
  5. Update any actions and click Update Filter.

You can create an unlimited number of filters, but only 20 filters can forward to other addresses. You can maximize your filtered forwarding by combining filters that send to the same address.

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- What are "E-mail Lists" and how do I use them? E-mail Lists are contact mailing lists. Central Cal ASA will create E-mail Lists for several groups of assignments, i.e. CCASA_County_Commissioners, CCASA_County_JO_Administrators, CCASA_Reclassification_Committee. The individual lists will include all appropriate staff members.

Active E-mail Lists:

CCASA_County_Commissioners@centralcalasa.com (Use for CCASA business ONLY!)
CCASA_County_UICs@centralcalasa.com (Use for CCASA business ONLY!)
CCASA_JO_Administrators@centralcalasa.com (Use for CCASA business ONLY!)

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- What is "Archiving"? Archiving moves messages out of your inbox and into All Mail, letting you tidy up your inbox without deleting anything. Messages you archive can be found in All Mail, in any labels you've applied, and by searching Central Cal ASA Web Mail. When someone responds to a message you've archived, the conversation containing that message will reappear in your inbox.

To archive messages:

  1. Select a message by checking the box next to the sender's name.
  2. Click Archive.

If you have a conversation open, you can archive it by clicking Archive at the top of the page.

To move mail back to your inbox:

  1. Click All Mail.
  2. Check the box next to the sender's name.
  3. Click Move to Inbox.

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- What is "Starring"? Assign stars to special conversations or messages, or use them as a visual reminder that you need to follow-up on a message or conversation later.

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- What is "All Mail"? All Mail is your archive, a storage place for all the mail you've ever sent or received, but have not deleted.

You can see a list of archived messages by clicking All Mail. Archived messages are also available by searching, and under any assigned labels.

To archive mail:

  1. Select the message(s) you'd like to archive by checking the box(es) next to the sender's name.
  2. Click Archive at the top of your inbox.

You also can archive mail after you open it -- just click Archive along the top of the message.

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- Managing contacts? For detailed information on managing contacts, click HERE.

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- How do I control the amount of messages in my Inbox? When you're positive you won't need a message, use the Delete button to send it to Trash. Deleted messages and conversations are permanently removed from Central Cal ASA Web Mail 30 days after you send them to Trash. Deleting unimportant mail is a great way to free up some of your storage, but with Central Cal ASA Web Mail's free storage, you can probably keep those messages, too! If it's possible that you'll need a message or conversation in the future, we recommend using the Archive feature.

Archived mail moves out of your inbox and in to All Mail -- you won't be bothered with extra messages cluttering your inbox, but you'll still be able to find a message if you need it six years from now!

Help keep spam out of your inbox: We know it's fun to delete spam, but we hope you'll use the Report Spam button to flag unwanted mail. When you report spam, the Central Cal ASA Web Mail/Google Team can use your report to help improve our spam filters, and keep annoying messages out of your inbox.

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- How do I access the shared calendar and what is it used for? Login into your e-mail. In the upper left corner click "Calendar". In the "Other Calendars" box on the left side, enter "calendar". Click on "Calander Calendar", their it is.

The office can put important events like meetings, tournaments and deadlines into the shared calendar.  At a predetermined time the calendar will automatically notify you of the event.

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- Can I use my @centralcalasa.com e-mail account with another e-mail application (Outlook, Thunderbird)? Yes but, you will not have access to shared contacts and e-mail lists. I think you'll find Central Cal ASA Web Mail to be one of the best e-mail programs you have ever used. If you must use another e-mail application, here's how to set it up to use your Central Cal ASA Web Mail account. Note: By setting up your own e-mail application to use the IMAP option in your Central Cal ASA Web Mail account, you will be able to use both.

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- Can I use @centralcalasa.com to manage my other e-mail accounts? Yes! one of two ways:

1) You can forward your other accounts e-mail to your @centralcalasa.com account. You should then create a label with the name of your other account and then create a filter to move all that e-mail to that label. This will keep your Inbox more manageable.

or

2) You can let @centralcalasa.com actually download (POP3) your other accounts e-mail. You should also create a label and filter as mentioned above. To configure the POP3 method, follow these instructions.

You should also look at the "Send Mail As" feature if you'll be receiving e-mail from multiple accounts in your @centralcalasa.com account. Using this feature is a simple way to get your new @centralcalasa.com address out to your e-mail recipients.

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- Are their additional features of Central Cal ASA Web Mail I can use? Central Cal ASA Web Mail has too many features/options to list here. To see all the features and get more detailed help, click HERE.

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