What is Webmail 2.0 and how do I use it?
Webmail 2.0 is the University's newest Web-based email client that students, faculty, and staff can use to check their GatorLink Email Inbox. The University of Florida wants all students to use their GatorLink mailbox to make sure that they receive official mail both from their teachers and from UF administration.
That being said, nobody must use Webmail, but it is available for anyone with an internet connection to use, making it handy for checking your Gatlor Link email any time you have internet access. Webmail 2.0 is based on Round Cube, an open-source web-based email client, and is a significant upgrade from the prior implementation of Webmail called Gator Mail. Some new features include:
- A robust Address book whose contacts can be exported/imported as well as arranged into groups
- Inbox filters and search
- New Preview Pane feature to display emails inline with the inbox contents
- The ability to send Attachments of up to 20 MB (megabytes)*
- Increased inbox quota from 175 MB to 1 GB (1,024 MB = 1 GB)*
- Richtext/HTML email composition tools
Note: These features are not confined to just webmail 2.0; they apply directly to your GatorLink mailbox, and are thus available to both Webmail 2.0 users as well as those who choose to use any other mail client with GatorLink Email.
Basic usage of Webmail 2.0 includes: logging in, reading email, composing email, checking email quota, and deleting email.
The login process uses your GatorLink username and password. Enter your GatorLink username in the username field in all lower case and your GatorLink password, which is case sensitive, in the password field. If an error occurs try the following:
You can verify your GatorLink username and password by going to myUFL
and logging in with your username and password.
If you are able to login, check that your GatorLink email address (@ufl.edu) is not forwarding mail to a different email service. Also, if your UF Business email Address is blank or not set to you Gator Link Email Address, you may have problems logging in. You can update your Email configuration on myUFL.
Check settings for your browser.
- If you're using Internet Explorer you will need to go to the Tools > Internet Options menu and find the Browsing History section. Click the Delete... button and make sure Cookies and Temporary Internet Files are checked, then press Delete.
- If you're using Safari, click Safari at the top left of the screen, then select Reset Safari to reset Safari back to default settings, which should work with webmail.
4. On the ‘Privacy’ Tab check to make sure that the slide is set to ‘medium.’ If the bold word on this page is not ‘medium you can change the setting by clicking on the ‘default level’ button. This button will only be available if the setting is not already at default. When you have changed these settings, close Internet Explorer completely, then reopen Internet Explorer, and try to log in again.
If you still can not access Webmail after checking these settings, you can receive further assistance by calling the UF Computing Help Desk at (352) 392-HELP (4357) or visit us in the Hub next to the Starbucks and International Center.
The most important use of Webmail is reading your email. To read messages using Webmail, go to the main webpage http://webmail.ufl.edu
and login using the Gator Link username and password.
After logging in you will be directed to the Inbox. All new messages will be displayed here. To open a message, double-click it, and its contents will be displayed. Alternatively, check the Show preview pane checkbox at the bottom of the inbox to have a split-screen interface which will display the selected message in the lower portion of the screen.
Another useful set of buttons located on this same bar are the Select: buttons. They allow you to select of your inbox messages: all, current page, unread, inverse, and none. These are useful for managing and organizing your mailbox contents.
You can change the default display type and style according to your preference by clicking the List Options button on the inbox title bar. Here you can change the default view when checking your inbox. Standard functions also include sorting your inbox by any of the column types withascending and descending orders.
You can use the ‘Folders’ link at the left you can navigate to view other the contents of other folders. Webmail 2.0's interface is 'Drag n' drop' friendly, making organization easy. To highlight multiple messages, use Shift and click to select a range, or use Control (ctrl) and click to select individual messages. You can then drag these messages to a folder in the left pane to move them.
Now that you have read your email you will want to know how to write new emails. To compose email, click on the button that says Compose, this will bring you to the composer. In the first field enter the email address of the person you would like to send the email to. You'll notice when you start typing that suggestions for recipients will appear based on what you've typed so far. If the topmost (selected) address/contact is who you're sending to, simply press enter on your keyboard to complete the address. New in Webmail 2.0 is the addition of contact groups which allow you to organize contacts by association. You may also type a group name in the recipient field to address your message to everyone in the group.
The add CC and add BCC links next to the sender field will allow you to enter additional secondary e-mail addresses to Carbon Copy or Blind Carbon Copy the message to.
The attachments pane on the left is where any files that you would like to send will be listed. To add an attachment:
- Click on the + button at the bottom left corner
- Locate the file which is stored on your computer.
- Then click Upload.
If you'd like to attach another file, simply repeat this process. There is a limit of 20 MB (megabytes) per message of attached files' size.
Next, write your message in the message field. When you are ready to send, click the Send Now button. A copy of the message will be placed in your sent folder.
Checking Email Quota:
All Gator Link email boxes are now allotted 1 GB (Gigabyte) of storage space. The inbox quota is displayed as a percentage bar at the bottom of the left pane of the inbox. If you go over your allotted space, you will not be able to send or receive new emails. To get back under quota, you will need to delete emails or Compact your inbox.
Compacting your inbox will reduce the overall size of all your messages by compressing them on the server housing your inbox. This will reduce the amount of space your inbox uses, but reduce the performance (speed) at which your inbox responds.
Once your account is back under quota, you will begin receiving emails again. Quota totals all folders, including INBOX, sent, and trash. See Deleting Email to learn more about deleting messages.
If you would like to archive all of your old messages the best way of doing this is the create an IMAP account with a mail client such as Outlook, Thunderbird, Eudora, Mac Mail, or any number of other programs. If you setup the client using the incoming mail server IMAP.UFL.EDU, a copy of all the messages and the folders are made on the local hard drive. You are then able to move these messages from the IMAP.UFL.EDU server to a local folder. After moving them to the local directory you can delete them from the sever creating more space.
Deleting email in Webmail is a two step process. First, you must move the message to the trash folder. There are a number of ways to do this. The easiest is to go to the inbox, locate the message(s) you wish to delete, click them using either shift or control (ctrl), then either drag them to the trash folder or press the Delete button at the top.
Next, you will need to empty the trash. This will permanently delete the message from our system. To do this, navigate to the trash folder (click Trash on the left) and then select the messages you wish to permanently delete and press the delete button again.