Workspace Email Help

Configure my personal settings in web-based email

Web-Based Email lets you customize your personal preferences.

To Configure Your Personal Settings in Web-Based Email

  1. Log in to Web-Based Email.
  2. From the Settings menu, click Personal Settings.
  3. Go to one of the following tabs, make any changes you want, and then click OK.


Use this option to change your Web-Based Email password and manage your inactivity timeout.

To Update Your Security Settings in Web-Based Email

  1. Click the Security tab.
  2. In the Current Password field, enter your current password.
  3. In the New Password and Confirm New Password fields, enter your new password. The new password must be between 5 and 32 characters long.

  4. From the Inactivity Timeout list, specify how long you can remain idle on the system before our system automatically logs you out of your account.
  5. Click OK.

If you don't know your current password, you can change your password from the Workspace Control Center. For more information, see Reset a user's Workspace Email password.


You can create a signature to use with your email messages. When you create a signature, you can specify whether you want to automatically add it to your messages or manually add it to messages while you are writing them.

You can also create a letterhead to use when sending an email message. You import images to the letterhead to create headers and footers, add a logo, add a background, etc. When you create a letterhead, you can specify whether you want the letterhead to load automatically when you send a message, and you can set the width of the message text not to exceed the width of the top and/or bottom images.

To Create Your Signature in Web-Based Email

  1. Click the Signature tab.
  2. To automatically insert your signature in messages, select Automatically insert signature in compose window.
  3. In the Signature field, enter your signature text as you would like it to display in messages.

    Note: The Signature field does not support HTML, you can only enter plain text.

  4. Click OK.

Note: To change the font or color of your signature text, when you compose your email message, select the text that you want to modify in the compose window, and then, using the formatting bar at the top of the body section, apply any changes as you would to any other text in your email message.

Auto Reply

Going on vacation or out of the office for a few days? Keep your customers, contacts and colleagues informed by setting up an automatic reply to everyone who emails you.

The Web-Based Email Auto Responder feature is an efficient way to let people know you're unavailable and specify when you'll be able to respond to their email. In addition, the auto-reply function lets you send only one response to each address during the specified time period.

To Use Auto Reply in Web-Based Email

  1. Click the Auto-Reply tab, select Enable Auto Reply, and then complete the following:
    • Reply From — Select Default or Custom, and enter the email address you want to display in the field.
    • Reply Subject — Select Default or Custom, and enter the subject of your auto-reply message.
    • Start Time — Select Start Now or Start On, and then select the time you'll be away.
    • End Time — Select No End Time or End On, and then select the time you will be returning.
    • Reply Frequency — Select Once per email message to send an auto response to every email you receive, or select Once per email address to send only one auto response to each email address, regardless of how many emails they send you.
  2. Click OK.


Web-Based Email lets you send emails using a "From" address other than your email address using identities.

To Add an Identity in Web-Based Email

  1. Click the Identities tab.
  2. Click the Add Identity button.
  3. Complete the on-screen fields, and then click OK:
    • Name — Enter the name to display to your email recipients.
    • Email — Enter the email address to display to your email recipients.
    • Reply To — Enter the email address to which you want your email recipients to send replies.
    • Default — Select to make this identity your default.

To send emails from an identity, compose a message, select the identity from the From menu, and then click Send.

To delete or edit identities, from the Actions column, click Delete or Edit.

Remote Email

You can download email messages from a remote POP3 or Gmail account to your Web-Based Email account. To do so, you need to add the remote email account through your Settings menu.

To Add a Remote Email Account in Web-Based Email

  1. Click the Remote Email tab.
  2. Click Add New.
  3. From the Type list, select the type of email account you want to access.
  4. In the Server field, type the name of your email server. If you are accessing a Gmail account, you do not need to enter anything in this field.
  5. In the User Name field, type the user name of the email account you want to access.
  6. In the Password field, type the password of the email account you want to access.
  7. From the Delivery Folder list, select the folder you want to use for storing email messages from the account you want to access.
  8. To filter spam messages and apply message filtering rules, select Filter Spam and Apply Delivery Rules.
  9. To automatically check the email account for messages, select Check Automatically.
  10. To leave a copy of the messages on your server, select Leave Copy on Server.
  11. Click OK.

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