CloudMail Web Client User Guide

CloudMail Client

You must use a browser to run the webclient. You can choose to stay signed in for the day, even if the browser closes by selecting the Stay signed in option. If you leave your web client open but do not access your mailbox for a period of time, your session might time out, and you need to sign back in.


Sign In

Open a browser window and enter the URL provided to you by the support team.

  • When the Sign In screen appears, type your username. You might be required to type your full email address as the username (for example, and your password.
  • To stay signed in until the session expires or you sign out, select Stay signed in.
  • If you do not want to use your default client, you can change the version.
  • Click Sign In.

Sign Out

To prevent others from having access to your email account, always sign out when you are not using your computer. If you browse to a different site without signing out first, your session might sign out automatically when it reaches the specified timeout.

  • In the top-right corner, click the arrow next to your name and select Sign Out.

Choose a Default Client Version You can set the default client version of CloudMail Web client at sign in. You can always switch to a different client version at sign in.

  • Go to the Preferences>General page.
  • In the Sign in Options>Sign in using section, select how you want to sign in.
    • Advanced. Offers the full set of Web collaboration features. The advanced client works best with newer browsers and faster Internet connections.
    • Standard. Recommended when Internet connections are slow or when using older browsers.
  • Click Save.

The next time you sign in, your selection appears as the default.

If Your Session Expires Your system might log you out if your session is inactive for a preconfigured period of time. Your administrator might also set a maximum amount of time that you can be logged in, regardless of whether any activity occurs. If you are automatically logged out, simply log in again and continue working.

Client Navigation

Upon signing in yo will see the main desktop view similar to the one below:


Windows header

The Window header displays:

  • Search box
  • User Name under which you are logged in. From the drop-down menu of your user name you can access product help, new features, about, change password, and sign out features.
Application Tabs

The applications that you can access are listed in the tabs on this row, such as Mail or Calendar applications.

Overview Pane

The Overview pane displays:

  • Folders – including system folders (Inbox, Sent, Draft,
  • Junk (and Trash) as well as customer folders you created
  • Searches – search queries that you created and saved for future use
  • Tags – any tags you have created. Click on a tag to quickly see all messages that are tagged with that tag.
  • Zimlets – links that may have been created to integrate with third-party applications from within your mailbox.
  • When you are in the Calendar application, the Overview pane displays your calendar list and Zimlets.

The mini-calendar is optional. You can disable the mini-calendar using the Preferences>Calendar page.


The toolbar shows actions available for the application you are currently using.

Content Pane

The Content pane area changes depending on what application is in use. In the Inbox view, it displays all messages or conversations in your Inbox.

Reading Pane

Email messages are displayed in the Reading pane.

Search Bar

Search options, including the Advanced Search feature, are displayed in this area. You can also save searches from here.

Keyboard Shortcuts

Many ZWC functions and commands have keyboard shortcuts. To view a list of shortcuts while working in your mailbox, press Ctrl+Q If you want to leave the shortcut window open while you work in your account, click New Window. To print the list, go to Preferences>Shortcuts and click Print in the top-right corner.

Personalising Your Account

You can use the actions in this section to personalise your account. Most options are set on the Preferences>General page.

Change Theme
  • Go to the Preferences>General page.
  • In the Sign in Options>Theme section, select the theme you want to use.
  • Click Save.
Change Font
  • Go to the Preferences>General page.
  • In the Sign in Options>Font drop-down menu, select the font.
  • Click Save.
Move the Reading Pane
  • On the toolbar, click View and select the reading pane to display and which alignment you prefer.
Change the Default Time Zone

In the advanced client, the time zone setting on your computer is used as the time stamp for received messages and calendar activities. In the standard client, the time zone setting is used to localize the time for received messages and calendar activities. The time zone for your account using the standard client can be different from your computer time zone.

  • Go to the Preferences>General page.
  • In the Sign in Options>Default Time zone drop-down menu select the time zone you want to use.
  • Click Save.

Managing Email

Composing a New Email Message
  • In the Mail tab click New Message.

Depending on your email preferences, the blank compose page opens in a new tab or opens as a separate compose window.

  • In the To text box, enter the email addresses of the person or persons to whom you are sending the message. Either type the address or click To to search through your contacts or the global address list.

Note: You can drag and drop the address bubble in the text box to the Cc or Bcc text boxes, and you can copy the address bubble by clicking CTRL+c.

  • If you have more than one email identity (also known as a persona) configured, From is displayed above the To: field. Select the identity to use for this email.
    • (Optional) In Options, click Signatures and select the signature that should be added to the message.
    • (Optional) To send a copy of the email to other recipients (Cc) or to send a blind copy (Bcc) without the recipients knowledge, enter email addresses in the Cc and Bcc fields.

Note:You can send a message without an address in the To field if there is an address in either the Cc or Bcc field.

  • In the Subject field, tell the recipient what the message is about.
  • Click Send to send the email message.

A copy of the message you sent is saved in your Sent folder.

Adding Attachments

You can attach any file on your file system that you can find using Browse. You can open any file attachment directly from your mailbox, provided that you have the right application and the extension is not blocked. If the file type is one that is supported by the installed software on your computer, you can typically double-click the file and your computer automatically launches the right application for reading that file.

You can attach documents, spreadsheets, pictures, slide shows, and other types of files to an email message.

  • Compose the email message.
  • Below the Subject field, click Attach and select My Computer.
  • Select the files and click Open. The file names displays below the Subject text box.
  • Click Send to send the message and the attachments.
Removing Attachments

To remove an attachment, click the x in the attachment bubble


You can include an automatic signature at the end of an email which can include your name and any additional text. You can create more than one signature. For example, you can have a formal signature for emails sent to customers and an informal signature for emails sent to friends. If you create multiple email identities, you can create different signatures and assign them to specific addresses.


  • Go to the Preferences>Signatures page.
  • In the Name text box, type a descriptive name to identify the signature. You can create multiple signatures, so using an identifiable name here is helpful.
    • (Optional) To format in plain text, click Format as HTML and select Format as Plain Text.
  • In the text box, type the signature text as you want it to appear. If you are using Format as HTML, you can add images and create links to your signature text.
  • In the Using Signatures section, select the default signature from the drop down menu to use with messages sent from your various accounts.
  • Select the placement of your signature in a message.
  • Select Above included messages to add your signature at the end of your reply and before the included messages.
  • Select Below included messages to add your signature at the end of the message.
  • Click Save.
Changing Account Identities When Sending Email

When you send email, it is identified with an email account. When your email account is set up, your account name is your primary identity. However, you can create other email identities called personas to manage different types of email. For example, you can create one persona for your business email and another for your personal email. If you have more than one persona or added external accounts, when you send an email you can select the account you want to use as the From address. Creating different personas allows you to use multiple email addresses from your mailbox. For example, you could use your primary account persona for your business email correspondence, and create a new persona for your personal email correspondence.

  • Go to the Preferences>Accounts page. Your default account and personal information is shown as the primary account.
  • Click Add Persona. The account name New Persona displays in the Account Name column and in the Persona Settings>Persona Name text box.
  • In the Persona Names text box enter a name to identity the persona to use in the From list when you are composing an email. This name does not appear in the email message.
  • In the Settings for Sent Messages section, specify the From information for this persona.
  • In the From text box type the name that appears in the From field of your outgoing email messages. This is the name that is shown before your email address.
  • In the drop-down menu next to the text box, select the email address from which to send messages. If this field is not editable, you do not have additional external accounts identified.
  • To direct replies to email messages from this persona to a name and address different from that which you configured in From.
    • a.Select Set the Reply-to field of email messages to.
    • b.Enter the name in the text box.
  • (Optional) To associate a signature with the persona, click Signature.
  • To automatically use this persona when replying to messages sent to a specific email address or when forwarding messages from that address:
    • a.Select When replying or forwarding messages sent to.
    • b.Type the email address in the text box. If you are entering more than one email address, separate the addresses with either a comma or a semi-colon.
  • To automatically use this persona when replying to messages in a specific folder or when forwarding messages from this folder:
    • a.Select Replying to or forwarding messages in folder(s).
    • b.Click the folder icon to select one or more folders from the list of existing folders or to create a new folder.
    • c.If you are selecting more than one folder, separate the folder names with either a comma or a semi-colon.
  • Click Save.