Gryph Mail Web Client Features

The following are some of the features available within the Gryph Mail web client (https://mail.uoguelph.ca)

Sharing

You can share your inbox, calendar, address books, Documents, and Briefcase files with others. 

Under Preferences > Sharing you can easily:

  • share out your mail, calendars, address books, briefcase and documents folders
  • view what folders you have shared out, with whom and what permission level
  • view what folders that have been shared with you
  • view what folders that have been shared with you but not yet accepted

How to share folders

There are at least 2 ways to share folders by right-clicking on the folder or going through Preferences.

  1. Go to Preference > Sharing 
  2. Under Share A Folder, select the Folder type you want to share and click on the Share button
  3. Select the folder you want to share and click OK

    or you can skip steps 1 & 2 and simply right clicking on the folder and selecting Share Folder

  4. Select who you want to Share with internal guest, external guest or the public by following the instructions below:

Internal guests:   Gryph Mail account holders at the University of Guelph (alias addresses are accepted).

  1. Enter the Email address(es) of the account(s) you want to share with.
  2. Select the Role for the share
  • Viewer:  grantee only has  view access
  • Manager:  grantee has View, Edit, Add, Remove access to the shared folder, with the ability to Accept and Decline calendar invites
  • Administrator:  grantee has same access as “Manager” in addition to having the ability to share the calendar with other users.
  1. You can Allow user(s) to see my private appointments by selecting this box otherwise all messages marked private will be inaccessible.
  2. In order the grantee to know they have been given share rights, a notification is sent by default.  If you want to change the message options, select the option under Message
  3. Press OK.  If the you decided to send a notification (recommended) the user(s) will receive an email in which they would need to Accept the share.

External guests:   note for Non Gryph Mail accounts this option is NOT available for mail folders.

  1. Enter a email address and password which the external guest must used to view the item. 
  2. You can Allow user(s) to see my private appointments by selecting this box.
  3. When  press OK this will send a email message to the accounts you specified. You select the Message options using the drop down menu, by default the standard message will be sent.
  4. Press OK.
Public:
  • Using this option is will give unauthenticated access to a folder that is shared by URL.  Simply distribute URL that has been automatically generated for View.
  • IMPORTANT:  By selectining the Public option all entries and meeting details including notes, attendees, attendee email addresses, location, etc., will become publicly available on the world wide web, posing the risk of loss of privacy and confidentiality for the account owner, meeting attendees and the University.   Please also be aware that these entries can be included in search engine results.  Use this option with caution particularly for personal/default calendars.  The University reserves the right to request that an individual disable this option from their calendar, if a loss of privacy or confidentiality may be perceived or exists.

 

Deleted Share Invites

If you have deleted your share or share invite there are 2 options:

Link back to your shared folder

  1. Right click on Folders, Calendars or Address Books and select Link to Shared [...]
  2. In the Email field enter the email address of the grantor
  3. In the Path field, enter a forward slash (/) followed by the name of the original folder for example: /inbox/myStuff, /Staff by Location, /calendar or /briefcase/groupWork. If you're not sure of the original folder name, contact the person who shared the folder out, at this ponit you may just ask the person to resend the share.
  4. In the Name field, enter the name you would like to give the shared folder, such as Bob's Stuff.

Resend Share Request

  1. Ask the person to resend you the share.

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Filters

Before beginning please note the following:

  • test your filters
  • avoid using the condition "any" when setting up a filter
  • avoid discarding messages, instead file to Trash - if you discard the messages it never reaches your inbox or trash folder and therefore a backup never takes of these messages and they are gone permanently
  1. Go to the Preferences tab 
  2. Click on the Filters from the left-hand menu
  3. Click on the New Filter
  4. Name your filter in the dialogue box provided
  5. Use the drop down menu to apply the parameters of the filter (you can filter all emails from a specific sender, or all emails contain specific text in the subject line, etc.).  You can create additional conditions by clicking one the plus sign icon.  For example you can filter on From and Subject.
  6. Under Perform the following actions you can specify the desired outcome of your filter (you can redirect filtered emails into a specific folder, send them directly to trash - this option is NOT recommended, etc.)
  7. Click OK when finished and be sure to test your filters out.

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Attachments

Sending Attachments

  • To prevent the spread of viruses some file types are blocked from being received in Gryph Mail, please review the information on attachment filtering.
  • If you would like to send a legitimate attachment that has been blocked, please rename the file so it has a different extension. Once the receiver has downloaded the attachment they must change the file name back to the original extension in order to open it.
  • You can send messages with attachments up to 50 MB in size.
  • Encrypted or password protected attachments cannot be sent  in Gryph Mail.

Receiving Attachments

  • Some file types are prohibited from being sent by Gryph Mail to prevent the spread of viruses.  If you have received a legitimate attachment where the extension has been renamed, you will need to change it back to the original extension after you have downloaded the attachment  in order to view it.
  • Attachments can be:
    • viewed in HTML (only files that can be rendered in HTML)
    • opened inside your browser (keep your viewers, such as pdf viewers up to date)
    • downloaded to your PC
    • added to your Briefcase (please note this is a copy and will add to your quota)
  •  Attachments with detected viruses will be automatically stripped from your message before being delivered. Your message will advise you if such an attachment was removed.
  •  Encrypted or password protected attachments cannot be received in Gryph Mail.
  • Quota Hint: Due to the way attachments are stored within an email, an attachment can add an additional 75% of the attachment's original size to the message size which can affect your quota significantly.   If you intend to store an attachment in Gryph Mail, add the attachment to Briefcase and then delete the message and empty the Trash folder.

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Forwarding

  1. Go to Preference > Mail.
  2. Under Receiving messages and Forward a copy to type in the forwarding address.
  3. Click Save.
  4. To turn off forwarding, simply blank out the Forward a copy to box and press Save.
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Auto-reply Message

  1. Go to Preference > Mail
  2. Under Receiving Messages check the Send auto-reply message box.
  3. Type your auto-reply message.
  4. If you would like to have this option turned on/off on a future date, select the Start On and/or End On checkbox and choose the appropriate date.  If you don't use this option the auto-reply will start immediately and will continue to be active until you manually disable it by unchecking the Send auto-reply message box.
  5. Click on the Save button.

Please Note:

  • Please note that each person who sends you a message while this option is turned out will only receive the auto-reply message once every 7 days NOT each time they send you a message.
  • If you have turned on auto-reply but it is not working, be sure to check the right date is specified.

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Signatures

 

  1. Go to Preferences > Mail > Signature.  
  2. Type in your signature in the box provided - you can Format As Plain Text or HTML (HTML means you can add rich text formatting such as bold, font size, name, etc.) but please note images and horizontal rule may render differently in different browsers.
  3. Select if you to Place the signature above or below included messages.
  4. Press Save.
  5. If you require multiple signatures simply click on Add Signature and repeat steps 2-4, giving a new Signature Name each time.
  6. To select which signature to use (or not to include a signature at all) when composing a new message click on the Signature drop down menu located at the top,  next to the Spell Check button.

Please Note: if you require more than 1024 characters for your signature, please contact the CCS Help Centre.

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Marking Messages Un/Read

  1. Select the messages you want marked
  2. Right click and select Mark as Read or Mark as Unread.

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 Sorting

  1. All messages now appear on one screen, you no longer have to click on the next page to view messages, you simply keep scrolling down and the screen will keep refreshing with the next set of messages until  you stop scrolling or it comes to the end of messages.  The number of messages will be displayed at the right of the Mail toolbar (as shown in the blue circle below).
  2. You can sort on the following fields listed below and an arrow will be placed on the field it is sorted by. An up arrow means ascending order and a down arrow means descending order (as shown in red circle below) :
  • From
  • Subject
  • Size
  • Received (date the message was received)

Alternatively you may also choose to display only flagged messages or messages containing attachments by selecting on the appropriate icon.

 

 

 

 

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Searching

You can search all Gryph folders by specific words, dates, time, URL, size, tag, un/read messages, messages containing attachments and attachment type in your Mail folders, Address Book, Tasks, Calendar, Briefcase, and Documents.

Using the Advanced Search

  1. Click on the Advanced button near the top right of your screen.
  2. You can search using the From, To/Cc, Subject or Content by using the Basic search tool or you can search by Attachment, Date, Domain, Folder, Size, etc by clicking on the appropriate button
  3. The search results will appear in the bottom pane.
  4. To exit the Advanced search, click on the Close button on the top right. 
  5. You can also use the simple search by typing the keywords using the search tool bar and select the appropriate folder from the drop down menu located at the top of the screen.

Searching Tips

  • You can search for phrases, but each word within that phrase is matched literally by whole-word only. Spelling variants are not allowed. For example, if you search for bananas, messages with banana are not a match. You can search by domain name including the "." (period)
  • Search is not case sensitive; "South", "south", and "SOUTH" are all the same thing.
  • These special characters cannot be used in your search text. ~ ' ! @ # $ % ^ & * () _- + ? / { }[ ] ; : "
  • The asterisk * as a wildcard after a prefix is supported. That is search for do* returns items with the word dog, door, etc.
  • Searching for content will search the body of a message plus any (system-readable) file attachments it may have. A system-readable file attachment is a type of file that can be converted to HTML-viewable text. These include Microsoft Office documents (Word, PowerPoint, or Excel), as well as text files, but not image or audio files.

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Tagging

Tagging is similar to flagging, except that you can create and apply multiple tags to a single item in order to classify it under several categories simultaneously.    Tags can be applied to emails, calendar events, address book contacts, Briefcase documents and tasks.

Creating Tags

  1. Click on the icon with a tag and green plus (pictured below with red circle) or click on New Tag from the context menu.
  2. Enter the name of the tag when the Create New Tag dialog box appears and select a colour for the tag.
  3. Click OK.
  4. This tag will now appear in the left-hand menu under Tags (as pictured below).

Using Tags

  1. Right click on the item (email message, calendar, entry address book contact, Briefcase case document or task) you want to apply the tag.
  2. Click on Tag menu item and select the Tag you want to apply.
  3. If you want to Rename or Delete a tag simply right-click on the tag in the left-hand side menu under Tag and select the option.
  4. To find tagged messages, click on the tag in in the left-hand side menu under Tag.

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Importing Folders

  1. Go to Preferences
  2. Click on Import/Export.
  3. Under the Import section select the File you want to importa by clicking the Browse button.
  4. Navigate to and select the ICS file you want to import click OK.
  5. Under Destination choose which calendar you would like to import to and click OK.
  6. You will see a green popup message telling you that it is importing, and a second green pop up telling you how many appointments were imported.

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Exporting Folders

  1. Go to Preferences
  2. Click on Import/Export.
  3. In the Export section, select the Type of data you want to export by selecting the appropriate button for:  Account (mail), Calendar or Contacts. 
  4. Under Source, choose the folder you want to export
  5. Click OK.
  6. You can click on Advanced settings to export based on filtering or data types.
  7. It may take several minutes depending on how large the data is but eventually you will get a pop up box asking yout to save or open the file, select Save File.

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RSS Feeds

You can subscribe to web sites that provide your favorite RSS (Really Simple Syndication) and podcast feeds to send updated information directly to your mailbox. Your RSS feeds would be stored in the Mail Folders Overview pane.

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