A Manual on the use of
Surgeweb
(6.3c2-2)
for Kurihara and Yumetronics Email Accounts
Version 1.1
Prepared by:
Russell Ocampo
Mechanical Division IT
Email Administrator
April 15, 2013
Table of Contents
Accessing Surgemail
..............................................................................
3
Log in Screen
..............................................................................
3
Main Mail Window
..............................................................................
3
Opening an Email
..............................................................................
6
Composing an Email
..............................................................................
6
Replying or Forwarding Emails
....................................................
7
..............................................................................
8
Changing your Password
....................................................
Creating a Signature
....................................................
Holiday Settings / Autoresponder
.......................................
Creating / Deleting a Folder
....................................................
Moving Emails
.................................................................
Deleting Emails
.................................................................
8
8
8
9
9
9
Common Tasks
Managing Contacts
..............................................................................
Creating your Own Address Book
10
....................................................
10
Deleting a Group
..............................................................................
11
Adding Contacts
..............................................................................
11
Deleting Contacts
..............................................................................
11
Surgeweb General Options
.................................................................
12
Preferences
.................................................................
Additional Accounts
.................................................................
Spam Control
.................................................................
Folders
..............................................................................
Labels
..............................................................................
Hints
..............................................................................
Switch to Basic
.................................................................
Switch to Mobile
.................................................................
12
12
13
13
13
13
13
13
2
Accessing Surgemail
You may log in to surgemail using Internet Explorer, Google Chrome, Mozilla Firefox or any other web browser using
the address "http://mail.kurihara.com.sg" or "http://mail.yumetronics.com.sg" (IP Address: 123.100.241.6).
Log In Screen
Figure 1





Username
: Your email username
Password
: Your email password
Interface
o Standard
: Standard Surgemail interface (Default)
o Basic
: Basic Surgemail interface, best used with slow PC (similar to Webmail)
o Mobile
: Simple layout best used when logging in using your mobile's web browser
Language
: Surgeweb language (Default is English (UK))
Remember me : Remember your log in credentials
Main Mail Window















Mail Tabs
: Separate tabs for composing and opened emails
Status
: Account status information including mail quota and troubleshooting entries
Folders
: Email default and user defined folders
Email Page
: Move through pages of emails on your account
Email Window : Displays emails on the currently selected folder
Email Preview : Displays the content of the email selected
Toolbar Group1 : You may select to display Reply, Reply All, Forward and/or Forward Attach
Toolbar Group2 : You may select to display Done, Delete, Spam/Block and/or Not Spam
Toolbar Group3: More Actions
Toolbar Group4: You may select to display Compose, Cache in Browser, Move, Print, Label and/or New Note
Quick Search : Type in an item to search or click on the magnifying glass icon to select search options
Hint
: Displays hints on Surgeweb usage
Options
: Surgemail options
Help
: Surgemail help files
Logout
: Account Logout
3
Mail Tabs
Email
Page
Status
Email
Window
Folders
Email Preview
Figure 2
4
Toolbar Group 3
Toolbar Group 4
Options
Help and
Log Out
Toolbar
Group 1
Quick
Search
Toolbar
Group 2
Hint
Figure 3
5
Opening an Email
You can select a folder to view emails contained within it on the Email Window. If you have more emails than the
window can display, you can move to other pages using the controls on the Email Page (See Figure 2).
You will be able to manipulate the items displayed on the Email Window using the following controls:
Figure 4



Select
o
o
o
o
o
o
Display
o
o
o
o
o
o
o
o
o
Sort by
o
o
o
o
o
o
o
All
Starred
None
New
Read
Replied
: Selects all items
: Selects all items tagged with a Star
: Deselects all items
: Selects all new and unread items
: Selects all read items
: Selects all replied items
All
Starred
With Attachments
Unread
Read
Unreplied
Replied
Last Day
Last Week
Date
To
From
Subject
Size
Pin by Starred
Pin by Labels
: Displays all items
: Displays all items tagged with a Star
: Displays all items with attachments
: Displays all unread items
: Displays all read items
: Displays all unreplied items
: Displays all replied items
: Displays all items from the last day
: Displays all items from the last week
: Sort items by Date (select once more to reverse the order)
: Sort items by Recipient (select once more to reverse the order)
: Sort items by Sender (select once more to reverse the order)
: Sort items by Subject (select once more to reverse the order)
: Sort items by Size (select once more to reverse the order)
: Always show items tagged with a Star at the top of the list
: Always show items with Labels on the top of the list
When an email is selected, the contents will be displayed on the Preview Window. If you open or double click on an
email, it will be opened on a separate tab (by default) for easy viewing and moving through other emails.
The Toolbar will show the options and actions that can be done with the currently selected item. For other options
not displayed, you may click on the More Actions drop down list for additional options including Reply All and Print.
Composing an Email
To compose a new email, click on the Compose new or Compose button. This will open a new tab (by default) where
you will be able to create your new email.
The following functions are available when composing an email:




Send
Save Draft
Discard
Attachments
: Send the email
: Save the email to your Drafts folder
: Discard current email
: Open the attachment option and browse for file to attach
6




Priority
Signature
Encrypt
Request Confirmation


Retain Options
Pop Out Button
: Set email priority (High or Low)
: Choose from any saved Signatures
: Encrypt email (Disabled by default)
: Depending on the chosen option (Read, Deliver or Both), you will be notified when
the email has been sent to the recipient, it was read by the recipient or both
: Allow surgeweb to retain your set options for future email compositions
: Pop out the message in a separate window
Email Actions
Email Options Bar
Pop out
button
Show or Hide Cc, Bcc Fields
and the Email Options Bar
Rich text editing and formatting tools
Figure 5
You can click on Toggle cc / bcc / options to show or hide the cc and bcc fields as well as the Email Options Bar.
To show the address book window, you can click on either To, Cc or the Bcc button. You will then be able to access
your personal address book and the global address book. They are classified as




Favourites
All Contacts
Groups
Directories
: Your most used contacts
: All contacts in your personal address book
: Grouped contacts on your personal address book and global address book
: All contacts in the global address book
You will be able to format your message with various tools including Bold, Italic, Underline, Font, Font Size, Colour,
etc using the formatting tools.
Replying or Forwarding Emails
The tools used for replying and forwarding emails are the same as those with Composing an Email.
7
Common Tasks
The following are the most common tasks used with emails and details on how to proceed:

Changing your Password
You can change your password by going to Options > Preferences > General Tab > Change Password
From here, you will be able to change your password as well as assign a Password Retrieval Question should
you forget your password.

Creating a Signature
A signature is a handy tool to automatically insert your credentials and ending remarks on the emails you
compose, reply or forward to.
To create a signature, go to Options > Preferences > General Tab > Edit Signature(s)
You will have to create a name or identifier for the signature you are creating. You can create several
signatures and the signature name or identifier will help you choose the proper signature to use.
On the main text box, you can create your signature. You can use different formats and font sizes and even
insert an image to your signature.
You may then select the signature that you have created or one of the signatures you already have as the
default signature.
Once finished, click on Save Signature Settings
When composing an email or replying/forwarding, the signature you set as the default will automatically be
inserted on your message. If you want to change the signature on a particular email, you may do so by
clicking Toggle cc / bcc / Options and choose the signature that you would like to use.

Holiday Settings / Autoresponder
To create and autoresponder when you go on leave, go to Options > Preferences > Filtering Tab > Holiday
Autoresponder configure
You will then have to configure the following
o
Enable Autoresponder
o
Only respond to messages
addressed specifically
to this account
o
Only send to a particular user
: When checked, Autoresponder will be activated. You can create
and save the message of your autoresponder first without
activating it yet. You can then activate it at a later time and date
: When checked, your autoresponse will only be sent when
you are the main recipient of the email. If you are Cc'd or Bcc'd,
your autoresponse will not be sent. If left unchecked, your
autoresponse will be sent as a reply to all emails received on your
mailbox.
: Once ever
- autoresponse will only be sent once to the sender,
regardless of how many emails the sender sent you
: Once every 2 - autoresponse will only be sent once every 2
minutes
minutes to the sender, regardless of how many
emails the sender sent you within 2 minutes
: Once a day
- autoresponse will only be sent once a day to the
sender, regardless of how many emails the sender
sent you within the day
8

o
Disable this response after
o
o
o
Message Subject
Message Body
Delete original message
o
Save
: Once a week - autoresponse will only be sent once a week to the
sender, regardless of how many emails the sender
sent you within the week
: Once a month - autoresponse will only be sent once a month to
the sender, regardless of how many emails the
sender sent you within the month
: Set how many minutes, hours, days, weeks, months or years
before the autoreponse will be deactivated automatically. Keep the
value at "0" to deactivate it manually by unchecking the
Enable Autoresponder.
: Enter a subject for your autoresponder
: Create the body of your autoresponder
: When checked, this will delete the original message from your
inbox after the autoresponse has been sent (Not recommended)
: When you have made the necessary changes, click on Save to keep
the settings
Creating / Deleting a Folder
You can create folders by clicking on More Folders Manage on the Folders portion of Surgeweb or go to
Options > Folders.
From here you will be able to create new folders and move, edit or delete existing folders.

Moving Emails
When you create folders, you may wish to move emails from your Inbox or any other folder to a different
folder to organize your mailbox.
To do so, you may select an email or several emails and click on More Actions > Move to folder. You will
then select to which folder you wish to move your emails to.
As an alternative way, you may also select an email or several emails, then drag and drop them using your
mouse to which folder you wish to move your emails to.

Deleting Emails
From the Main Mail Window, you can select a single or several messages and click on the Delete button on
the Toolbar or hit the DEL key on your keyboard. The email or emails will then be moved to the Trash folder
where they will remain until you click on Purge to completely delete the items.
If you accidentally delete an email, you may simply move the email from the Trash folder back to your Inbox
or any other folder you wish to keep the email.
NOTE : The server is running a backup software that will provide disaster recovery options. Should you
accidentally delete an item or several items, or if your computer was attacked by a virus that
deleted all your emails, please contact the email administrator as soon as possible to try and
recover your lost emails.
9
Managing Contacts
To open the address book in surgemail, click on Contacts at the bottom left corner of the surgeweb window.
Create New Group Under
Personal Address Book
Contact List
Search Box
Personal
Address
Book
(Editable)
Global
Address
Book (Not
Editable)
Contacts Button
Contact List Filter
Figure 6
The Global Address Book is accessible by all Kurihara email accounts. It can only be edited by the email
administrator.
Creating your Own Address Book
You may create your own address book for your reference as well. You can use the default groups Colleagues, Family
and Friends or you may create your own group(s).
10
To do so, click on Create new group, enter your desired group name and click OK. Your new group will now appear
on the Personal Address Book.
Deleting a Group
To delete a group, click on the "x" button on the right of the group you wish to delete. You may then choose the
following options:



Delete Group
: Deletes the group but leaves the contacts
Delete Group + contacts: Deletes the group and the contacts as well. If the contacts are part of other groups,
they will be deleted from those groups as well
Cancel
: Cancels deleting the group
Adding Contacts
To add contacts to your address book group, select All Contacts then click on the New button on the Toolbar. Or if
you wish to add a contact to an existing group directly, select the group you wish to add a contact to then click on
the New button on the Toolbar. Enter the particulars of the contact you want to add. If you wish to use more fields
to include more details, click on Additional Fields and select the fields you wish to use.
Once you have entered all the relevant details, click on Save to complete adding your new contact.
You can add a contact to several groups as well. To do so, select an existing contact or multiple contacts then drag
and drop them to the group you would like to add them to using your mouse.
Deleting Contacts
To delete a contact or multiple contacts at the same time, select the contact or contacts then click on the "x" button
to the right of the contact.
As an alternative, you may also select the contact or contacts then click on Edit Contact > Delete.
11
Surgeweb General Options
Most of the tools to customize and set the appearance of your surgeweb interface and other functions can be
accessed with the Options button at the upper right corner of your window. From there, you will be able to access
the following:








Preferences
Additional Accounts
Spam Control
Folders
Labels
Hints
Switch to Basic
Switch to Mobile
Preferences
You will be able to set Surgeweb's general settings from this pane. These include:







General Tab
o Interface Language
o Reply Name / Address
o Signatures
o Change Password
o Allow external images
o Sound Notifications
o Resize Image Attachments
o Spell Check Language
Filtering Tab
o Holiday Autoresponder
o Forwarding
o Filtering Rules and Exceptions
o Safe Address Whitelist
o Spam Control
o Challenge Unknown Senders
Spam Control Tab
Screen Layout Tab
o Show Messages / Compose
o Message Preview Window
o Webmail Behaviour
Customise Tab
o Toolbar
o Keyboard and mouse shortcuts
Extras Tab
o Notification
o Import Mail
Advanced Tab
If you wish to save any changes you have made, click on the Save button on the toolbar before exiting. If not, click on
the Cancel button.
Additional Accounts
This allows you to monitor multiple email accounts from your single logged in surgeweb session, and send mail from
each separate email address.
12
Spam Control
A shortcut to Options > Preferences > Spam Control.
Folders
From here you will be able to create new folders and move, edit or delete existing folders.
Labels
Labels allow you to mark messages with one or more customized tags such as Personal, Important, etc. It is very
much the same as tagging a message with a "Star" but with more flexibility.
Hints
Allows you to view all previous, reset all or hide all hints and suggestions on the productive use of Surgeweb.
Switch to Basic
A basic user interface which allows for faster response on slow PCs.
Switch to Mobile
A user interface best suited for logging in using a mobile device's web browser.
13