Webmail the guide to mobility!


RoundCube Webmail is an interface to your email system through the web. It has all the functionality you would expect from a modern email client, including MIME support, address book, folder manipulation, message searching and spell checking. Unlike other webmail clients, its user interface is very much native application-like. This means that it has features like drag-and-drop which you are probably used to from applications on your desktop. RoundCube is also highly customizable. Your system administrator can write and install skins to let it fit your corporate identity.


Open the login line below.

The site shows the "Login Screen", which is used to authenticate a user. Simply type in your email address at the username field and password provided to you by your system administrator.

webmail user guide graph 1


The next screen, after you have logged in, gives you an overview of your Inbox and mail functions. The screen above consists of four main parts. We will now have a closer look at each of them.

webmail user guide graph 2
  • Folder list

    You can create folder by the following procedure.

    1. Settings
    2. Folders
    3. Click on the root folder you want the new folder below it, click the plus sign at lower left corner.
    4. Enter the folder name
    5. Click save
    6. If you want to remove a folder, highlight the folder first. Click on the gearicon at the button left corner of your screen, select the delete.

    The menu at the left hand side of the screen shows all the mail folders in your email account.

    You will always find the first five of those: "Inbox" (this is where new emails arrive, by default); Drafts (this is where your draft messages are stored, see later on composing emails); "Sent" (messages sent by yourself are stored there); Junk (for Spam messages) and "Trash" (for messages that you have deleted). The "Trash" folder will be emptied when you log out. Those have been created by yourself or your email provider and can be used to organize your email into further categories.

    Some of the folders are indicated in bold and carry a number in parentheses to the right of them. This indicates that these folders contain unread messages and the number tells you how many.

    To open a folder, you have to click on it once. Its message list will then appear shortly after.

  • Action Bar

    You can point your mouse on the icon of the action bar and there will be a brief description for each key.

    This part of the screen contains a number of icons that allow you to perform different actions, depending on what is being shown in the main part of the window (4). In this example, the 7 icons have the following functions, from left to right:

    Refresh Folder: checks for new messages in the current folder
    Compose: creates a new email message
    Reply: creates a new message in reply to the currently selected one; it will be addressed to the sender of the selected message only.
    Reply to all: similar to Reply, but the reply will not only be addressed to the sender of the selected message but also to all of its recipients. This makes sense if the message was sent to a group of people and you want all of them to receive your answer.
    Forward Message: forwards the currently selected message to another person
    Delete: delete the currently selected message(s), that is, move them to Trash
    Tag message: Mark message
    Additional operation: More actions

  • Application Bar

    The three icons at the top right of the screen give you access to different applications which are part of RoundCube. Obviously, this includes the E-Mail component that you have just been looking at. In addition to that, there is also the Address Book which we will describe later. The Personal Settings button gives you access to a number of options that allow you to customize RoundCube according to your needs. Finally, the logout button terminates your RoundCube session. You should always logout after using RoundCube to make sure that nobody else using the same computer will be able to access your emails. For more setting on your mailbox, please click on the settings.

    1. Preferences: Allows user to change the parameter for the mail box. You can click on each section and there will be explanation for each option.
    2. Folders: Allow you to manage the folder in your mail box. You can also drag and-drop the folder to the location you want.
    3. Identities: You can add other sender email address. This allow you to send email on behalf of other email address.
    4. Password: You can change password via this section
  • Message List and Message Operation

    This part of the screen is displaying the list of all messages in the folder. To view a message, you have to double-click on it. You can also select a message by clicking on it once and then perform some action on it using one of the buttons in the action bar, e.g. Reply. You can select more than one message by holding the Ctrl key and then clicking on a number of messages in succession. To select a range of messages, select the first message, hold the Shift key and then click on the last message you want to select. Finally, you can also draganddrop messages to another folder. Just selected them and then drag them over to one of the folders in the folder list to the left by holding the mouse button. This also provides another way of deleting messages: just drag them into the Trash folder.

    You will have noticed that some of the messages in our sample screen were indicated in bold and by a star symbol to the left of them. These are message that have not yet been read by you. A message carrying a little paper clip icon to its right contains an attachment, such as a PDF document or a photo.

    Deleting email

    1. Select the email or more than one by hold the shift key. You can just pressthe delete key or press the delete button on the action plan. Then you can
    2. Highlight the Trash folder and click on the gear icon at the bottom left corner of your screes. Select the "Empty folder".
    3. Or you can set your webmail to empty the trash when logout. Settings > Preferences > Server Settings

Using Search

When entering a search string RoundCube will search in subject and from headersonly.

Specific searching is available. Just precede the word to search for with one ofthe following keywords: from, to, cc, subject or body. Here are a few examples finding emails with "from" containing "thomas" and "subject" containing "foo".