Starting, logging in and exiting

Start Hayes A+ Email

Windows: Either double-click the Hayes A+ Email shortcut on your desktop or click the Start Button and choose Programs (or All Programs) > Hayes A+ Email > Hayes A+ Email.

Macintosh OS X: Click the Hayes A+ Email icon in the Dock or open the Applications folder and double-click Hayes A+ Email.

Log in

 

 

1. After starting the Hayes A+ Email, a Login window will appear.
   
2. In the Login window, type your Hayes A+ Email username in the User ID field. Press the TAB key or click in the Password field and type your assigned initial password. As a security feature, the characters of your password will appear as asterisks (*) as you type them. Click Login.
3. After logging in, your Hayes A+ Email desktop window will appear. (Because System Notices and Official Announcements can be urgent or critical, they may be set so that a message opens automatically when you log into Hayes A+ Email.)
   
   

Exiting Hayes A+ Email

Clicking the Exit icon on the desktop toolbar will log you off and close the program. Note: Simply closing the desktop and other windows will not log you out and may leave your account vulnerable to use by others.

You can also exit using the menu:

1. Windows: File > Exit
2. Macintosh OS X: Hayes A+ Email > Quit Hayes A+ Email

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Password

You should change your assigned password immediately after your first login. You can change your password again at any time.

1. Collaborate > Change Password...
2. In the Old password field, type the password that you used to log in.
3. TAB to the New password field.
4. Type a new password. You can use letters, numbers and/or most symbols. Choose a password that is not easy to guess. Do not share it with anyone or write it in an obvious place.
5. TAB to the Retype password field.
6. Type the new password again.
7. Click OK.

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Hayes A+ Email desktop

The Hayes A+ Email desktop is the starting place for the program. When you first open your desktop some of your icons will be arranged along the top and left border. There may also be a few district-specific icons in the middle space. You can drag the icons to arrange them as you like. If you prefer to see these objects in a list, from the View menu choose View by List.

Description of desktop icons

The icons on your desktop allow you to navigate through your account and many district conferences that contain messages. A red flag will appear near any object when it contains an unread message (a message that you have not opened or that you have marked as unread). One of these icons is your mailbox and is described below. General information about using conferences is also below on this page.

Several of the icons are explained in other parts of this documentation: Bookmarks, Calendar, Contacts, Trash can and Mailbox.

Conferences that have been created as part of the standard desktop for district-specific Hayes A+ Email users are System Notices, Official Announcements, and district-specific Conferences. These can not be deleted.

Anything you delete from your account will remain in the trash can for 7 days, and on the 7th day the daily audit will permanently purge it from the server. (This procedure begins at 3:00 AM and continues for several hours to work through each account and conference.) Open the trash can to view a list of deleted items and the folder from which they were deleted. If you want to undelete anything, select it and click the undelete button. The item will return to the folder where it originated. For more information see the section on Deleting.

Quota Indicator

The desktop includes a Message Quota indicator just below the toolbar. This indicator keeps track of how much of your allotted space you are using within your Hayes A+ Email account. Check this regularly to ensure that you still have space available on the Hayes A+ Email server. If you add or delete items, the quota will update the next time you login.

Navigation pane

To show the navigation pane, click the triangle on the vertical separator bar (the red arrow is pointing to this). To hide the pane, click again on the triangle on the vertical separator bar. The triangle will remain after you close the pane so that you can click it to reopen whenever you wish.

Another way to close or open the navigation pane is by clicking the Show/Hide Navigation Pane button on the bottom left of the window

Reading pane

You may find it useful to open the reading pane to display the content of selected messages. This allows you to preview messages without opening them in separate windows. Click the icon on the bottom right of the window . This causes the window to cycle among three modes: no reading pane, reading pane below message list, reading pane to right of message list.

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Toolbars

At the top of each Hayes A+ Email window you will see a toolbar of buttons. Different windows have different toolbars because the common commands for each window differ. For example, on a window where you type a message you will find buttons to attach a file to the message and to show a bcc: field. Those toolbar buttons would not be useful on your desktop or mailbox. All functions provided by toolbar buttons can also be found within the menus.

There are several setting changes you can make to toolbars, however some conference toolbar settings may be temporary if the controller has saved specific settings for that conference. To customize a toolbar, right-click (Windows) or CONTROL-click (Macintosh) on a a blank area of the toolbar, and select Customize Toolbars. Read Adding a toolbar button below for more details.

Buttons can be added or removed from toolbars. If you edit a toolbar you should see a change on any computer that you use, however if you move between platforms (Mac and Windows) the changes may not be consistent.

Most windows have Go Back and Go Forward buttons on the left side of the toolbar. These behave in a similar way to the back and forward buttons on a Web browser.

Icon only or Icon and Text

To change the entire toolbar to either icon only or icon and text, right-click (Windows) or CONTROL-click (Macintosh) on a blank area of the toolbar, and choose either Display Icon Only or Display Icon and Text.

To change an individual button, right-click (Windows) or CONTROL-click (Macintosh) directly on that button.

Toolbar Size

The size change applies to the entire toolbar. For some conferences, this is set by the controller. To change the size, right-click (Windows) or CONTROL-click (Macintosh) on the toolbar and choose Size > Large, Medium or Small.

Adding a toolbar button

1. Open the window where you would like to add a button. (If you add a button to any received message, the new button should appear on every received message. The same holds true for sent messages.)
2. From the View menu choose Toolbars then Customize Toolbars.
3. Choose a category of buttons using the pull-down menu in the field labeled Categories.
4. The Buttons section of the Customize Toolbars window shows you icons for all the buttons in the selected category.
5. Arrange windows so that you can see the entire Customize Toolbar window as well as the toolbar of the window that you would like to customize.
6. Drag the button from the Customize Toolbar window to the toolbar at the location where you would like it to appear. You can also drag a spacer to any location on the toolbar.
7. Click Close.

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Aliases and shortcuts

To avoid spending time navigating through levels of conferences, it is useful to add aliases (shortcuts) on your desktop for the conferences that you read frequently. These aliases will be marked with red flags when they contain messages you have not read; however, a flag does not apply to any sub-conferences within that conference. Conference controllers may also add an alias to your desktop for you. To determine whether an icon represents an alias or an original item, click it once to select it and from the File menu choose Properties (Windows) or Get Info (Mac). The top right corner will report either original or alias. Unless you are the controller of the original conference, you will not be able to change the name of an alias.

To add a conference alias to your Hayes A+ Email desktop:

Navigate to the conference icon for which you would like to make an alias. Do not open the conference.

Right-click on the conference icon (Windows) or hold down the mouse button (Macintosh) and select Add to Desktop from the menu. A copy of the icon will appear on your Hayes A+ Email Desktop as an alias to the original conference.

You can delete any alias you have added to your Hayes A+ Email desktop. This will have no effect on the original conference. To delete:

Click the alias you want to delete.

Either click the Delete button on the toolbar or press the DELETE key.

 

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Conferences are spaces for sharing messages among members. Most conferences allow members to send messages to the conference and to read messages, but other types of permissions can be set allowing people specific kinds of access to a conference (e.g., allowing members to send messages but not to look at message history or delete messages). The controller of each conference is responsible for setting up these permissions.

Many conferences contain other conferences (generally called sub-conferences) and are organized in a hierarchy that is meant to help Hayes A+ Email users find information that is useful to them.

Reading conference messages

Double-click the icon of the conference that you would like to read. When you open a conference, you will see messages and/or other conferences. Unread messages and conferences that contain unread messages are marked with red flags . Messages with attached files are marked with a paperclip . Whether a message or conference is marked as read or unread refers only to you, not to others using the conference.

To read a message in the list, double-click on that message to open it in a new window. The header section at the top tells who sent the message, to whom it was addressed and the subject. If there are any attachments they will be listed in the header. Either the header or the message text area may have a scroll bar. To change the magnification of the text in any message, use the control at the bottom left of the window. Close the message window when you are done reading the message.

For more information about conference messages see the Messages and Documents page.

Conference view

As in your mailbox, conference messages with the same subject are often grouped (threaded) together by subject. If the group is open, all messages are listed individually. The the message is marked with a minus sign (Windows) or down-pointing triangle (Macintosh). If the group is closed, only the top message in the group is listed. A closed group is marked with a plus sign (Windows) or a right-pointing triangle (Macintosh). You can alternate between an open and closed group by clicking on the +/-symbol or triangle. Click the symbol or triangle at the top of the column to change the entire list.

Conference controllers can determine the way sub-conferences and messages are displayed. For example, the controller can set the default size of the window, whether the messages are displayed as a list or as icons, the order of messages and the expiry period of messages. You can temporarily change the view properties (e.g. window size, sort order) of a conference that has been formatted by a controller. Some controllers do not set the view for other users. In these cases, the default conference view set on your computer will take hold. To set the default, open any conference that has a controller who is not you (such as System Notices) and set the view the way you like. This will be the default on that computer. (It will not hold when you go to a new computer.)

If you see one or more user icons on the left of the status bar on an open conference window, click them to see a directory of others who have this conference open.

In some conferences you will see one or more icons on the top right of the window. These tell you which changes the conference controller allows you to make. You will see some of these icons in your mailbox and desktop too. The picture at the right describes the meaning of each icon.

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Printing

To print any open message or window, File > Print. The default printer for the computer you are using will be selected, but you can change to an alternate printer.

To print with additional features such as an optional header or footer, File > Print Layout and click the Messages tab. Select the elements you want from the pull-down menus.

Printing multiple messages:

Select multiple messages to be printed. Selection of a closed thread includes ALL messages in that thread.

Right-click (Windows) or hold down your mouse button (Macintosh) on any of the selected messages and choose Print from the pop-up menu