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Using Webmail

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Start using WebMail

Viewing Messages

Deleting Messages

Sending Messages

Managing your Contacts in your Address Book

Using folders to organise your messages

Customising your Webmail

If you can't see your question about WebMail here, then please contact the Post Office.

 

Start using WebMail

How do I start using the WebMail service 'My email'?

'My Email' is the Post Office webmail service.

You use a web browser to access My Email - which is the same computer program that you are looking at now.

You can access My Email from any computer or mobile device anywhere in the world, as long as it's connected to the internet, and can run a web browser.

To access your emails -

  1. Go to your Online Account, at http://www.pobroadband.co.uk

  2. Enter your Username and Password

  3. Click on Sign in, and your 'Welcome' screen is displayed

  4. Under 'My email accounts', click on View emails

Next, you will see the My Email screen, where you can send or receive email messages.

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How do I set up other email accounts - for example, for another member of my household?

The email account that you first created is called the Primary email account.

You can also create up to four more accounts - for example, for members of your family - these are called Secondary email accounts.

Once a username and password have been created for a secondary account, they can be used to log in to My Email, in the same way as with the Primary email account.

To create a Secondary email account -

  1. If you haven't yet signed into your Online Account, then -

  2. a. Browse to your Online Account, at http://www.pobroadband.co.uk

    b. Enter your Username and Password

    c. Click on Sign in, and your 'Welcome' screen is displayed.  


  3. Under 'My email accounts', click on Manage my Email Accounts

  4. The 'Manage my email accounts' screen is displayed

    This screen lists all the email accounts that have been set up - five accounts can be set up, in total

    The email account at the top of the list is your own email account, which is the Primary email account

    Every other email account below is called a 'Secondary' email account.  


  5. Click Create new email account

  6. The 'Create new email account' screen is displayed

  7. For  Username, enter a suitable username. For example, you could enter the full name of the person that you want to set up the email account for

  8. Click Next

  9. If the username you entered is available, the ˜Create password for new email account screen' is displayed

  10. For New Password, enter a suitable password

  11. Enter something memorable for the password - you can enter numbers, letters, or capital letters

  12. For Confirm New Password, enter the same password, again

  13. Click Add selected email addresses

  14. The next screen displays the new email address

  15. If you want to set up more email accounts, click on Back to Manage email accounts - otherwise, click on My home

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Can I change my email address?

The email account that you created when you set up Post Office Broadband is the primary account and cannot be changed. However, you can also create up to four more 'secondary' accounts; so if you want a new email address you can set it up as a secondary account and then use that.

As far as communicating via email goes the functionality of secondary accounts is identical to that of primary accounts.

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Viewing Messages

How do I read a message that someone has sent me?

To access your emails -

  1. Go to your Online Account, at http://www.pobroadband.co.uk

  2. Enter your Username and Password

  3. Click on Sign in, and your 'Welcome' screen is displayed

  4. Under 'My email accounts', click on View emails

Next, you will see the My Email screen, where you can send or receive email messages.

Any new messages you receive are automatically delivered to your Inbox folder.

All your mail folders are listed under 'Folders', and you can click on any of these to view any emails that are kept in these

New or unread messages are highlighted in bold, and the most recent emails are shown at the top

By default these columns show from left to right, the sender's email address, the time and date of arrival and the subject line of each message.

A small "+"sign to the left of the subject line indicates the message has a file attached. Click on the subject line for the message you wish to read and the body of the message will be displayed. Once you have read the message you can select a new message to read by clicking on Message List near the top or jump straight to the next or previous message in your inbox by clicking Next or Previous.

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How do I check for new messages?

When you click on View emails, there is an automatic check to see if you have any new messages - if there are, then these will be sent to you. Automatic checks for new emails are made at regular intervals

Note, if there are many messages, or any of them is carrying a large attachment, then it may take a short while for the download to complete. 

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I received a message with an attachment. How can I view it or save it to my computer?

When viewing the contents of your Inbox, all messages carrying attached files can be identified by a "+" sign to the left of the subject line.

To open or view an attachment -

  1.  Find the message in your Inbox, and click on it to open it

  2.  The attached files are listed at the bottom, underneath the 'Attachments' - there are two links next to each file: - Download and View

  3. If you wish to open a file to view it directly, click the View link - or you can save the file onto your computer by clicking Download

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How do I sort the messages in a folder into a different order?

When you click on a folder listed under the My email menu on the left, the contents of that folder are shown as a message list on the right.

Information about each message is shown across three columns. In the inbox for instance, by default these columns show from left to right, the sender's email address, the time and date of arrival and the subject line of each message.

The messages are sorted so that the most recent messages appear at the top. Sorting the message list into a different order You can change the order of the message list by clicking on the link at the top of each column.

For instance, if you want to sort all the messages alphabetically by the name of the sender then you would click on the From link. If you want to sort the messages alphabetically by subject then click on the Subject link, etc.

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How do I view a message in a different folder?

WWhen you click on a folder listed under the My email menu on the left, the contents of that folder are shown as a message list on the right. So for instance if you wanted to review the messages you had sent out to other people then you would click on the Sent link on the left.

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How do I search for messages?

If you have lots of messages, even if they neatly filed away in personal folders, it can sometimes be difficult to locate an old message you wish to re-read. For this reason Webmail has an automated search facility so you can find any and all messages that either contain a certain string of text, and/or were sent by a certain person.

Click on the Search mail link near the top of the screen. If you think you know which folder the message is in you can narrow the search by selecting the name of the folder from the drop down selection list here. If you can remember anything that was said in the message then type that string of text here.

Hint, it may be easier to type a shorter string and sift through the results visually, than to type in a longer fragment and risk getting it slightly wrong and ending up with no results. For instance if you were hunting for a birthday invite just type the word "birthday" here.

Select the name of the field where you expect this string to be found e.g. Body if you expect the text to appear in the main body of the message, or Subject if you think the text formed part of the Subject line.

Click on the Search button to bring up a message list containing any and all messages that matched your search requirements.

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How do I print a message?

TThe default font size used when a message is printed is 12 points. If you wish, you can change this from the Preferences tab > General page.

Please note: Do not use the browser's File > Print feature. The page will not be well-formatted, and your message may be difficult to read.

Instead, you can -

  1. Right-click on the message and select Print

  2. The message opens in a new window. A standard print dialog is displayed

  3. Choose a printer

  4. Click OK. The message is sent to the selected printer

  5. Close the message window.

Alternately, you can select Print from the Actions link on the toolbar.


Printing a conversation

A 'conversation' is all the content of all the messages that have been sent to, and received from, a particular email address

To print a conversation -

  1. Right-click the conversation to be printed, and select Print

  2. The conversation opens in a new window, and a standard print dialog is displayed

  3. Choose a printer

  4. Click OK

  5. The conversation is sent to the selected printer

  6. Close the conversation window.

Alternately, you can select Print from the Actions link on the toolbar.


Printing one message in a conversation

To print one message in a conversation -

  1.  Open the conversation and select the message to print

  2. At the end of the message, click the gear icon and select print

  3. The message opens in a new window, and a standard print dialog is displayed

  4. Choose a printer

  5. Click OK

  6. The message is sent to the selected printer

  7. Close the message window.

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Deleting Messages

How do I delete a message?

You can delete specific email messages or a complete conversation thread -

Right-click the message or conversation to delete, and select Delete

Deleted messages are moved to your Trash folder.

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How do I delete or undelete a message in the Trash folder

The contents of the Trash folder remain there until you click the Delete link, which appears in brackets next to the Trash link in the My email menu on the left.

Until you empty the folder in this way, you can view the contents of the Trash folder view any messages in the folder, and move any messages in there to any other folder

To delete or undelete ('restore') a message in the Trash folder -

  1. Click on the Trash link in the My email menu on the left

  2. The list of deleted messages are displayed on the right

  3. Locate the message you wish to delete or undelete

  4. Click in the corresponding box in the left column, to place a tick there

  5. Repeat this step for every message that you wish to you wish to delete or undelete ('restore')

  6. Specify the folder you wish to move these messages to by selecting it from the drop-down list labelled Move selected to

  7. Click on the Move button.

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Sending Messages

How do I send someone a message?

To send someone a message -

  1. At the top-left of the Email screen, click New Message

  2. Click in the To field at the top

    You can type the email address of the person you wish to send the message to, or search through your contacts or the global address list

    You can send the message to more than one recipient by typing in each email address separated by a comma

  3. In the Subject field, enter the subject of your message

    When the message appears in the recipient's inbox the subject text shows immediately what the message is about

  4. Now click in the large text field in the middle and type your message

  5. If you want to attach a file to your message, such as a photo or other document - click the Browse button next to the field near the bottom labelled Attach. A window will open showing all your documents. Find the file you want and click on it then click the Open button. Then click the Add button and wait for the file to upload. Once the file has uploaded it will appear under the Attachments list at the bottom. Note, attached files must be smaller than 2MB

  6. Finally click on the Send button near the bottom right to send your message.

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How do I reply to a message?

Locate the message in the message list and click on the subject link to open it.

If you want to send a reply only to the sender of the message then click on the link labelled Reply.

If you want to send a reply to the sender of the message and to all the other recipients as well then click on the link labelled Reply All.

The Compose form will now appear with all the recipients and the subject field filled in already. The content of the original message also appears in the body of the text; each line is indented with an arrow symbol to show that it part of an earlier message.

Type your reply above the text of the original message.

Click the Send button when you have finished.

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How do I forward a message I have received to someone else?

Locate the message in the message list and click on the subject link to open it.

To forward the message as normal, click on the link labelled Forward. The Compose form will now appear with the subject field filled in already. The content of the original message also appears in the body of the text; each line is indented with an arrow symbol to show that it part of an earlier message.

To forward the message as an attached file, click on the link labelled Forward as attachment. The Compose form will now appear with the subject field filled in already. The original message will have been converted to a file and attached to the message; this attachment is visible at the bottom of the message.

Click in the To field at the top and type in the email address of the person you wish to send the message to. You can send the message to more than one recipient by typing in each email address separated by a comma.

You can type any additional comments in the body of the message.

Click the Send button when you have finished.

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How do I add an attachment to a message?

You can attach a file to any message you are sending out. The file could be a photo or any other document; the only restriction is that it must be less than the maximum size of 2MB. To attach a file follow this guide when writing your message:

Click the Browse button next to the field near the bottom labelled Attach.

A window will open showing all your documents. Find the file you want and click on it then click the Open button.

Click the Add button and wait for the file to upload.

Once the file has uploaded it will appear under the Attachments list at the bottom. You can repeat these steps if you want to attach more than one file.

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How do I save a draft of my message so I can come back and finish it later?

You can break off from writing a message at any point and save the current draft so you can come back to it later and finish it off.

On the Compose form, click the Save Draft button. The message will be saved in its current form into the Drafts folder and the window will revert to the contents view of the Inbox. You may now get on with something else or end your webmail session completely.  

Later, when you are ready to resume writing the message, click on Drafts under the My email menu on the left. The contents of the Drafts folder are displayed on the right.

Click on the subject line of the message you wish to resume writing and the message will be displayed.

Click on the Resume draft link at the top to re-open the message in the compose form. Finish writing the message and click Send as normal.

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What do 'CC:' and 'BCC:' mean?

"CC" and "BCC" are different modes of addressing a message to someone, rather than simply adding them to the "To" list.

Most often used in a business situation, there are no hard and fast rules for their use, though generally there is an implication that persons on the "To" list are the primary recipients whereas those who have been CC'd or BCC'd have been sent the message purely for their reference.
 
"CC" stands for "carbon copy"

Anyone listed in the CC field of a message receives a copy of that message when you send it. All other recipients of that message can see that the person you designated as a "CC" recipient has received a copy of the message.
 
"BCC" stands for "blind carbon copy"

This is similar to the "CC "feature, except that all recipients listed in the BCC field are invisible to all the other recipients of the message (including other "BCC" recipients).

Note, every message must have at least one person on the "To" list.

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If I send a message to someone, can I tell if they've received and read it?

When you are composing an email it is possible to specify that you want an automated receipt report to be sent back once the message has arrived in the recipient's inbox and/or when the message has actually been opened.

Receipt report on delivery

On the compose form click in the box labelled On delivery to add a tick, then send the message as normal. As each recipient downloads the message into their inbox, an automated response confirming delivery will be sent back to you.

Receipt report on reading

On the compose form click in the box labelled On read to add a tick, then send the message as normal. As each recipient opens the message to read it, an automated response confirming the event will be sent back to you.

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Managing your contacts in your Address Book

How do I add a new Contact to my Address Book?

Your personal address book allows you to store the name and email addresses of your contacts. To add a new contact follow this guide:

Click on the Addresses link near the top of the screen.

Below the headline Add to personal address book you will see a form where you can enter the contact's details.

The fields that are highlighted with a yellow background are required, i.e. they must be filled out before you can save or add the contact to your address book. Note that the reference name, sometimes called a nickname, cannot have any spaces in it.

Lastly click on the Add Address button to save the contact to your personal address book.

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How do I view a Contact's details in my Address Book?

Your personal address book allows you to store the name and email addresses of your contacts. To retrieve a contact from your personal address book follow this guide:

Email addresses can be inserted directly from your personal address book into any of the address fields in a message so you don't have to type them out by hand each time. When using the Compose form to create your message start by clicking the Addresses button to bring up the search form.

When the Address Book Search form appears you may be able to see the contact immediately, but if you have a large number of contacts you may wish to perform an automated search to find the person. Click in the Search for field and type in all or part of the name of the person you are looking for. Click the Search button and a list of contacts that correspond to your search will be displayed.

Next to each contact is a tick box labelled To. Select the contact you want by placing a tick in this box. Repeat this for every person you want the message sent to. If you want to send the message to every contact listed you can instantly tick every box by clicking on the All to link above the To column.

Click the Use Addresses button at the bottom. You will be returned to the Compose form and the addresses of your contacts will appear in the recipient field near the top.

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How do I edit a Contact's details in my Address Book?

To edit a contact from your personal address book follow this guide:

Click on the Addresses link near the top of the screen.

Locate the contact you wish to edit and click in the corresponding box in the left column to place a tick there.

Click on the button labelled Edit selected.

Update the various fields as you wish then click on the Add address button.

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How do I delete a Contact from my Address Book?

To delete a contact from your personal address book follow this guide:

Click on the Addresses link near the top of the screen.

Locate the contact you wish to edit and click in the corresponding box in the left column to place a tick there.

Click on the Delete selected button.

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Using folders to organise your messages

How do I create a new message folder?

Once the number of messages in your inbox begins to grow you may decide you want to start filing messages into specific folders to keep things tidy. To do this you'll need to decide on what categories you want to file your messages under and create a folder for each. So for instance you might have a folder called "Work" to archive anything you receive from or send to co-workers, one called "Family" to hold your correspondence with family members and one called "Shopping" to file any confirmation emails you receive from online stores.

Click on the Folders link near the top of the screen.

Type the name of the new folder in the field labelled Create folder.

As a default a new folder will appear under the Inbox in the menu on the left. But you can specify a folder to appear directly below any other folder by specifying a folder from the list in the drop down selection menu labelled As a sub-folder of.

Click on the Create button.

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How do I move messages from one folder to another?

Click on the name of the folder in the My email menu on the left. The contents of that folder will appear on the right.

Locate the message you wish to move and click in the corresponding box in the left column to place a tick there. Repeat this step for every message you wish to move.

Specify the folder you wish to move these messages to by selecting it from the drop down list labelled Move selected to.

Click on the Move button.

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How do I rename a message folder?

Click on the Folders link near the top of the screen.

Type the new name of the new folder in the field labelled Create folder.

Specify the folder to rename by selecting it from the drop down list labelled Rename a folder.

Click on the Rename button.

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How do I delete a message folder?

Click on the Folders link near the top of the screen.

Specify the folder to delete by selecting it from the drop down list labelled Delete folder.

Click on the Delete button.

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Customising your Webmail

How do I replace my Email address on outgoing messages with my own name?

You can set up your email so that a name of your choosing, rather than your email address, appears in the "From" or "Sender" field of your outgoing messages. The name will also be displayed in the "From" column of the recipient's inbox. It's an optional feature that basically gives you more control over how your messages appear to others. Follow these steps to set it up:

Click on the Options link at the top of the screen.

Click on the Personal information link on the right.

In the field labelled Full name enter your name as you would like it to appear on your outgoing messages.

Then click on the Submit button at bottom right to save your new name.

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How do I add a 'signature' to the messages I send?

In email terms a "signature" is a block of text that you append to your outgoing messages. Setting up an email signature saves you the effort of typing out your sign off text at the end of every message. The content of the signature is up to you but commonly ranges from just your name to your full contact details, phone numbers etc.

Follow these steps to set up a signature -

Click on the Options link at the top of the screen.

Click on the Personal information link on the right.

In the large text box labelled Signature type out your sign off message and/or contact details as you would like them to appear at the end of your outgoing messages.

At the bottom of the page look for the section labelled Signature options; you will see a pair of Yes/No radio buttons next to the legend Use signature. If you want your signature to be automatically added to the bottom of every message you send then click the radio button labelled Yes. If you want to add the signature only on certain emails then leave the button set to No. If you choose the latter then you can add the signature text to a message by clicking the Signature button on the message compose form.

Lastly, click on the Submit button at bottom right to save your signature. Remember you can come back at any point to amend your signature, or temporarily turn it off, by repeating the above steps.

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How do I change the layout of my Inbox?

When you view your inbox, information about the messages are listed across a number of columns. For example here the sender, date, subject line and the size are listed left to right for each message.

However it is possible to customise this view by changing the order or adding/removing certain columns. Follow these steps to customise your inbox view.

Click on the Options link at the top of the screen.

Click on the Inbox column display link on the right. On the right listed from top to bottom are the column headings as they will appear from left to right in the inbox.

Note that Checkbox refers to the column of small tick boxes used to select a particular message and Flags refers to the column where the '+' symbol that denotes an attached file is displayed. Use the Up and Down links to change the order of the columns. Remember clicking the Up link will move that column once to the left in the inbox view.

Use the Remove link to remove that column from the inbox view. Note that two of the fields, Checkbox and Subject are mandatory and cannot be removed.

Any columns you have chosen to remove from the view are held in the drop down menu at the bottom. To reinstate a column you just have to select it from that drop down menu and click on the Add button to the right of it.

Any changes are saved at each step so when you have finished just return to the inbox and see how it looks.

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Customer Care Line

You can call our Customer Care Line on 0345 600 3210. Lines are open Monday to Friday from 8am-8pm, Mon-Sat and 9am-6pm, Sun. Calls are free when made from an active Post Office HomePhone line. Calls made through other service providers are charged at their standard rates. Calls may be recorded, monitored and used for training and compliance purposes.

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