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OIV Mailer Help

OIV Mailer Help

OIV Mailer is an application to view, send and receive regular email and OIV Stamped Mail. It has all the basic features of mail clients like “Outlook Express”, “Outlook”, “Thunderbird” and “Eudora” and adds all the features of OIV Mail. In particular OIV Mailer manages folders to give you a completely clean inbox.

System Requirements

In order to use OIV Mailer software, your computer must meet the following system requirements.

  • PC running Windows 2000 or XP
  • 400 MHz processor (Recommended 1GHz and above)
  • 128 MB RAM (Recommended 256 MB and above)
  • 15 MB free disk space on your hard drive (Recommended 30MB and above)
  • Internet Connection (either dial-up: minimum 33.6 Kbps modem, or any broadband: cable, DSL, etc.)

Downloading OIV Mailer

OIV Mailer is free. If you have any problems using OIV Mailer, please first make sure that you are using the most recent version of the software.

Click here to download OIV Mailer and save on your computer. Be sure to remember where you saved the file (the desktop might be a good place).

Installing OIV Mailer

Once the file has finished downloading, please find and open the folder containing it.

Double-click the installation file you just downloaded to start installing OIV Mailer on your computer. Follow the instructions in the installation wizard and complete the installation.

The Main Window

OIV Mailer Main Window

The main window consists of Title bar, Menu bar, hot button bar, three resizable panes and a status bar. Top left pane displays your mail folder hierarchy, top right pane displays the list of messages in the selected mail folder and the bottom pane is the mail message preview pane.

File Menu:

Selecting File->Open… Obsolete - do not use.

Selecting File->Save As…Broken - do not use.

Selecting File->Save Attachment…Broken - do not use.

File->Folders…”sub menu allows you to perform operation on folders. Click here for more details on folder operations.

Selecting File->Register… item opens the Registration page on the OIV Mail website in your browser.

Selecting File->Know Your Balance… item opens the Know Your Balance page on the OIV Mail website. Please note that if you are already registered and have activated your OIV Mail account then you can Login In to OIV Mail system and can see your account balance by clicking on wallet icon in the hot button bar of your OIV Mailer.

Selecting File->Compose… item opens the Compose Mail Window..

Selecting File->Login… item opens the Login Dialog shown below. Note that you can login to OIV Mail System only if have registered and have activated your OIV Mail account.

Selecting File->Log Off item logs you off from OIV Mail. You can then log in to a different account if you wish.

Edit Menu:

Selecting Edit->Select All selects all the messages in a folder displayed in message list pane.

Selecting Edit->Move to Folder… opens select folder dialog. This allows you can choose a folder to which you want to move the selected message(s).

Selecting Edit->Copy to Folder… opens select folder dialog. This allows you can choose a folder to which you want to copy the selected message(s).

Selecting Edit->Delete item deletes the selected message(s) in message list pane.

Selecting Edit->Empty Trash item the selected message(s) to the Trash folder.

Edit->Mark as Read”, Edit->Mark as Unread” and Edit->Mark all Read” perform desired operation on the selected message(s) in message list pane. These operations do not apply to messages in the Stamped Mail folder.

Actions Menu:

Selecting Actions->Grant Permission… opens the following dialog:

Grant Permission

You enter the sender's email address and click the “Grant Permission” button to grant permission to the sender to send mail to you. You can also invoke this dialog by clicking on the hot button.

Selecting Actions->Revoke Permission… opens the following dialog:

Revoke Permission

You enter the sender's email address and click the “Revoke Permission” button to revoke permission. You can also invoke the above dialog by clicking on the hot button.

Please note that you need to be logged to OIV Mail system before you can grant and revoke permissions.

You can also Login to OIV Mail system on the web and grant or revoke permission to senders. You can also see the list of senders to whom you have granted permission to send mail.

Message Menu:

Selecting Message->New Message item opens a new mail compose window, where you can write your mail, edit attachments and send it. You can also get this window by clicking on Compose button.

Selecting Message->Reply item opens a new mail compose window, filled in with the contents (without attachments if any) of the mail message to which you are replying and with the “To” field filled in with sender’s address.

Selecting Message->Reply to All is similar to Reply but also includes all recipients. Everyone listed in the To or Copy field will receive the reply

Selecting Message->Forward item opens a new mail compose window with the selected message as an attachment.

Message->Add Sender to item has the following two sub menu items:

Tool Menu

You can add sender of the selected mail message to either “White List” or “Spam List”. Click here to learn more about these lists.

Tools Menu:

Selecting Tools->Accounts… item opens the OIV Mail account dialog. This dialog provides the functionality to set up your OIV Mail accounts and to specify settings OIV Mailer uses to communicate with your various email accounts.

For more details see Setting up OIV Mail Accounts section.

Selecting Tools->Options… item opens Options dialog. This dialog allows you to set various options available in OIV Mailer.

For more details see Options section.

Selecting Tools->Manage Lists… item opens OIV Lists dialog. This dialog allows you to add and remove addresses in the “White List” and the “Spam List”.

For more details see Managing Lists section.

Hot Button Bar:

Hot Button Bar

Clicking on the “Get Mail” button causes OIV Mailer attempt to get email from the mail servers specified in your settings. If no mail servers are specified then this button is disabled (appears dimmed).

Clicking on the “Compose” button opens a new mail compose window, where you can compose and edit mail, add attachments and send it.

Clicking on “Reply” button opens a new mail compose window, filled in with the contents (but without attachments) of the previous message and “To” field filled up with sender’s address.

Clicking on the “Reply All” button is similar to “Reply” but includes all recipients of the previous email. Everybody listed in the To or Copy field will receive the reply.

Clicking on the “Forward” button opens a new mail compose window with the selected message as an attachment.

Clicking on the “Grant” button opens Grant Permission dialog.

Clicking on the “Revoke” button opens Revoke Permission dialog.

Clicking on the “Delete” button deletes the selected messages (selected) in the Message List pane.

Clicking on the “Wallet” button displays the “Your Wallet” message box on your screen.

This message box shows the usable credit balance in your OIV Mail account and the amount of uncashed stamps in your account.

This button is enabled only if you are logged into the OIV Mail System.

OIV Mail Accounts - Basic Concepts

Before proceeding to setup your OIV Mailer to view or redeem Stamped Mail, it is important to become familiar with concepts of OIV Mail account and how it relates to your email address.

Your OIV Mail account is associated with your email address. If you use multiple email addresses with OIV Mail, you have an account for each.

Example:

You received and redeemed a Stamped mail at your email address John892@yahoo.com. Then the OIV Mail system has created an account with ID, John892@yahoo.com”. From now onwards when you open a Stamped Mail addressed to “John892@yahoo.com”, the stamp will be redeemed into that account.

OIV Mailer also records this account in its data on your PC. If you have not yet activated this OIV Mail account, all you can do is redeem received stamps. If you want to know the balance in this account you can select “wallet” from OIV Mail menu or click the “Wallet” button on the toolbar.

In order for you to send Permission Mail or to convert OIV Stamp credit in to cash, OIV Mail System must verify that you are the owner of the email address. This verification happens when you register with OIV Mail system by either selecting “Register” item from the File menu of OIV Mailer or by visiting the Register page on OIV Mail web site. During registration process, you specify, your name, address and choose your password. Please note that this password is your OIV Mail password and is not related to the password for your mail server. OIV Mail System will then send an email to the address that you are registering. This email contains a verification link which you click. When you click the link the OIV System informs you that you have successfully activated your OIV Mail account.

Setting up OIV Mail Accounts

Selecting the Tools->Accounts… item opens OIV Mail account dialog. This dialog allows you to specify account settings that OIV Mailer uses to send and receive emails in your various email accounts.

This dialog shows the list of OIV Mail accounts currently known to OIV Mailer and recorded in your PC. The “Account” column is the OIV Mail account ID (same as the email address by definition) and the “Status” column displays the status of this account. The screen shot of the accounts dialog shows the various possible items in the status column.

The word “Active” indicates that this account has been registered and activated.

The words “Non Active” indicate that this account has been registered and activated (user possibly has redeemed stamp(s) in to this account but user has not yet activated it).

The word “POP3” indicates that user has specified the associated POP3 mail account with this OIV Mail account. Currently OIV Mailer supports only POP3 incoming mail servers.

The word “[default]” indicates that user has chosen this account as the default account in this PC. At startup OIV Mailer logs in to this account onto the OIV Mail System, provided user has specified to remember the password for this account. Also, whenever user opens compose mail window, the default address appears in “From” field.

If you have not opened any stamped mail file then account list will be empty, otherwise it will contain accounts for each one of your email addresses to which Stamped Mail was sent. These addresses are generated automatically.

You can select an account in the list and click on “Properties” button to view and edit various properties of the selected account.

Below is a screen shot of the properties dialog for an OIV Mail account for which no POP3 settings have yet been specified.

Properties dialog for an account with no associated POP3

If you have POP3 mail server for an email account specified in OIV Mail ID box and want OIV Mailer to receive and send mail for this account, click on “I want to receive e-mail in OIV Mailer”. The email account set up wizard will start. Screen shots of various pages are shown below:

Email Account Set up Wizard

Page 1 of Email Account Set up Wizard

Type the Display Name as instructed and click on Next button. You will see following page:

Page 2 of Email Account Set up Wizard

Page 3 of Email Account Set up Wizard

Enter the names of Incoming and Outgoing mail servers provided to you by your email hosting company and click on “Next” button.

Page 4 of Email Account Set up Wizard

Type the account name and password your Internet service provider has given you. You can check the “Remember Password” check box if you want OIV Mailer to remember your password, otherwise you will be required to enter it each time. Be sure to check “Log on using Secure Password Authentication [SPA]” check box if your Outgoing mail server requires Secure Password Authentication.

Click on “Next” button to continue.

Page 5 of Email Account Set up Wizard

After you click on “Finish” button, your email account is setup. OIV Mail is ready to receive and send emails from this account. You will notice that word “POP3” appears in the Status column of the account list in the OIV Mail Accounts dialog.

Account Properties

Below is a screen shot of properties dialog for an OIV Mail account for which POP3 settings have been specified. You can use this dialog to set other details related to this account or change the information you have already entered. This dialog has three tabs.

The OIV Mail tab (shown above) has two groups. The first group shows your OIV Mail ID and Password. These are used to log in to the OIV Mail System. You cannot change OIV Mail ID. If you want a different ID, you will need to create a separate account.

You will notice that the “OIV Account is active” check box is disabled (appears dimmed on the screen). It is for your information only. If it is checked then OIV Mail account has been activated and you can specify your password.

If you have forgotten your password then you can recover or reset your password on the OIV Mail website only. Click here to go to password recovery page.

The second group is your email account user information group. You can not change the email address because your OIV Mail ID and email address have to be the same for an account. You can edit and change all other items in this group.

The “POP3 Mail Settings” tab (screen shot below) has three groups that pertain to incoming and outgoing mail server settings. These settings reflect the inputs you provided to Mail Account setup wizard. In most cases you will not need to change these settings. Exceptions are when your Internet mail service provider requests you to change these settings or when you have changed your password.

The “Settings” button in “Outgoing Mail Server” group is enabled only when “My server requires authentication” check box is checked.

If you click on this button, “Outgoing Mail Server” dialog (screen shot below) will appear on your screen. In this dialog you can specify the Login ID and Password for sending mail on the specified Outgoing Mail Server.

If you have trouble sending mail, please contact your Internet Mail Service Provider to get required settings for your POP3 mail account.

OutGoing Mail Server

Tithe “Advanced” tab (screen shot below) has three groups. In most cases you will not need to change any settings in the first two groups. If you have trouble sending mail, please contact your Internet Mail Service Provider to get required settings for your POP3 mail account.

The “Delivery” group allows you to choose whether OIV Mailer should delete or leave mail messages on your mail server, after they are retrieved.

You can select an account in the list and click on “Remove” button to remove an account from OIV Mailer.

To add a new account, click on “Add…” button. “New Account” dialog (see screen shot below) will appear on your screen. (Note that opening Stamped Mail for which you do not already have an account will also give you the opportunity add the account and optionally to set up the Mailer to receive mail for that account.)

Read carefully the instructions on this dialog, enter into OIV Mail ID text box, the email address for which you want to create OIV Mail account in OIV Mailer.

If this email address has no public POP3 mail server or you do not want OIV Mailer to receive emails for this address, click “OK” button. Mailer will create OIV Mail account and this new account will appear in the account list. If you later want OIV mailer to receive email for this account follow the procedure described earlier in this document.

If you want OIV Mailer to receive e-mail for this account click on “I want to receive my e-mail in OIV Mailer” button and Email Account Setup Wizard will guide you through the necessary steps required to setup OIV Mailer to receive/send mail for this e-mail account.

Viewing Stamped Mail

If you have set up OIV Mailer to receive your email, then all incoming Stamped Mail is put in the Stamped Folder. You can view the Stamped Mail message in either of the following ways:

  • Double click the Stamped Mail message in the stamped mail folder.
  • Select (highlight) the message to view in the Stamped Folder and select “Open Message” from the Message menu.

If a Stamped Mail message appears in the Stamped Folder, it has been checked and it is guaranteed that the sender name has been validated and you will receive the specified credit if you open it.

Mail Attachment

Receiving Mail

To receive mail in OIV Mailer you must set up one or more mail accounts. See the section, Setting up OIV Mail Accounts, above, to learn how to set up mail accounts.

Once you have set up one or more mail accounts, OIV Mailer checks for mail at startup and at regular intervals. Click here to learn how you can set interval for checking mail messages and whether you should set OIV Mailer to check for mail messages at startup.

You can click on the “Get Mail” button to check for new messages as desired. If you have several accounts, you can check a particular account for new messages by selecting File->Get Mail->account_name.

OIV Mailer receives emails for all mail accounts you have specified just like any other mail client (Outlook, Outlook Express etc.). Unlike other clients it analyzes each message as follows:

If the message is a Stamped Mail or Permission Mail then it is stored in the “Inbox” folder.

You can choose how regular unstamped mail is handled by selecting the menu Tools->Option->Incoming Mail.

Disposition of an ordinary un-stamped mail is decided based on senders email address.

  • The check box, "Discard Spam mails" causes mail from senders on the Spam List to be discarded immediately. Otherwise, it goes to the Trash folder.

If the sender is on the White List then the mail is stored in the Inbox folder.

There are four choices for the disposition of ordinary unstamped mail which is on neither the White List nor the Spam List. Choosing the Inbox inhibits the Clean Inbox feature since ordinary mail is mixed with Stamped, Permission and White List Mail.

  • "UFO" (Unidentified or False Origin) folder.
  • Trash folder
  • Inbox folder
  • Not saved - discarded immediately.

See the section, OIV Mailer Options

Sending Mail

To send mail in OIV Mailer you must set up one or more mail accounts. See the section, Setting up OIV Mail Accounts, to learn how to set up mail accounts.

To compose mail click on “Compose” button in the Hot button bar or select “Compose mail” item from the file menu. A new mail compose window will appear on your screen.

Compose Window

The “From:” box contains your default account email address. If you want to use a different “From” address, you can use the drop down list to select another of the addresses you have set up with mail server settings.

In the “To:” box, type in the recipient’s email address. If you want to send this mail to more than one recipient, use a “,” to separate the email addresses.

After typing the subject and composing the body of the email, you can:

Send Stamped mail by clicking on “Send Stamped” button or selecting Send Mail->Stamped item from the File menu of the compose window.

Send Permission Stamped mail by clicking on “Send Permitted” button or selecting Send Mail->Permission Stamped item from the File menu of the compose window.

Send Ordinary/Un-Stamped mail by clicking on “Send Ordinary” button or selecting Send Mail->Ordinary (without stamp) item from the File menu of the compose window.

In order for you to send Permission Mail your OIV Mail account for your email address in the “From:” box must be an activated account.

Click here to learn more about OIV Mail Accounts.

When you choose to send Permission Mail, OIV Mailer connects to a remote OIV Mail Server to check if you have permission from recipient to send mail. You must be logged in, to contact server for this operation. If you selected to remember your password, OIV Mailer automatically logs you in if needed. Otherwise, the Login dialog window appears on your screen and you need to enter the OIV Mail password. After the successful login, permission query is made to server. If recipient has granted you the permission to send mail then the permission stamp mail is sent. If not, message similar to one shown below will appear on your screen

Type in the value of stamp you want to send and click on “Stamp and Send”. This value does not the small additional fee transferred out of your account. If you do not have enough credit in your account the mail not be sent and notification message will appear on your screen.

If the mail is sent successfully, OIV Mailer closes the compose window and displays a success message.

OIV Mailer Options

There are number of OIV Mailer options you can choose to suit your needs. From “Tools” menu choose “Options…” to open the Options dialog.

Options on “General” tab (screen shot above) are similar to those in other commonly used mail clients (Outlook, Outlook Express, Thunderbird etc.). The descriptive text of each option is self explanatory. Some options pertaining to “Stamped” and “UFO” folders are unique to OIV Mailer. Refer to section on Mail Folders to find out more about folders unique to OIV Mailer.

The “Incoming Mail” mail tab (screen shot below) has options that allow you to override default behavior of OIV Mailer for disposition and storing of incoming mail messages in to various mail folders.

These options give you the ability to tailor and enhance one of the key benefits of OIV Mailer, a Clean Inbox. You choose only the classes of messages that come from senders whose messages you wish to see.

If the sender of incoming unstamped mail is in your “Spam List”, by default this mail is stored in “Trash” folder. Check “Discard Spam mails” check box if you want OIV Mailer to discard (throw away) Spam mail instead.

The third option represented by one of four choices in the bottom half requires a judicious use of White & Spam lists. See Receiving Mail section for a complete description. See Managing Lists section to learn more about these lists.

Mail Folders

Mail folders store mail messages. OIV Mailer’s mail folder hierarchy is displayed in the top left pane of the main window. All mail accounts share the same set of folders. The initial hierarchy of mail folders is shown below:

All the folders shown above are built-in folders that can not be deleted or moved. Each special folder is the default destination of specific type of email message. Details regarding the kind of email messages associated with each folder are described below:

Inbox
Unlike other mail clients which store all incoming mail messages in the “Inbox”, OIV Mailer stores only certain incoming mail message in the Inbox. Messages must meet the following criteria:

  1. It is Stamped Mail, or Permission Mail.
  2. The email address of the sender of this message is in the “White List”.
  3. The email address of the sender is not on the Spam List and you have requested that ordinary mail goes to the Inbox.

UFO
UFO stands for Unidentified or False Origin, thus, all incoming mail not selected to go to the Inbox.

Outbox
All mail messages that you attempted to send but OIV Mailer was unable to send because of network problems or because your mail server was unavailable, are stored in this folder. If you want to resend a message in this folder, double click on the message and a compose window will appear on the screen with this message in it. You can then send this message again.

Drafts
This folder contains messages that you saved from the compose window. When you double click on a message in this folder, a compose window will appear on your screen with this message in it.

Sent
Whenever, you send a message a copy of the message is stored in this folder, provided you choose the option to save a copy in Sent folder.

Trash
All the mail messages that you delete from other folders are moved to this folder. Also, all the incoming messages from senders who are in your Spam List are stored in this folder.

You can create your own folders and sub-folders in any folder except in those folders noted above.

To create a folder, select File->Folder->New. The “Create Folder” dialog (see screen shot below) will appear on your screen. You must manually move mail to such folders. It does not go there automatically.

In the folder hierarchy view, select the folder in which you want to create new folder in.
Type the name of the folder to create in the Folder name box and click on the OK button.

You can create as many folders as you wish and move or copy messages from one folder to another. You can not move or copy message into certain folders as noted above.

To move message(s), select messages in the Message List pane and the select “Edit->Move to folder” from the menu bar. The following dialog will appear on your screen.

In the folder hierarchy view, select the destination folder and click the OK button.

You can copy a message in a similar manner. Select “Edit->Move to folder” from the menu bar.

You can delete a folder by selecting the folder in the folder hierarchy and selecting “File->Folder->Delete” from the menu bar.

Moving, deleting and copying operations over a long period of time result in wasted disk space. To recover this wasted space and improve the performance of your OIV Mailer, it is highly recommended that you compact your mail folders periodically.

To compact a single mail folder, select folder you want to compact in the folder hierarchy and then select “File->Folder->Compact” from the menu bar.

To compact all mail folders, select “File->Folder->Compact All” from the menu bar.

Managing Lists

OIV Mailer maintains two very important lists related to your clean Inbox: one to allow unstamped mail from listed senders and one to discard unstamped mail from listed senders.

White List

The White List is a list of email addresses of senders from whom you want to receive unstamped email. Unstamped email from senders ordinarily goes to UFO, if the sender's email address is in the White List, the email goes to Inbox. Email address has two parts name and domain separated by character ‘@’ i.e. jmiller@oivmail.com. You may want to receive email from anyone from a particular domain. For example, you just purchased a ticket from Southwest Airlines on the web, but you are not sure what name they will use to send you the ticket confirmation, however, you know their domain which is mail.southwest.com. You can add *@mail.southwest.com to the White List. Thus, if you want to receive email from anyone in a domain just add *@domain to the White List

Initially, White List is empty. You can add email addresses to the White List by selecting menu item Tools->Manage Lists from the menu bar. In future versions of OIV Mailer you will be able to move email addresses from your address book in to the White List.

You can also add an address to the White List by selecting a mail message in the UFO folder and then choosing Message->Add Sender->White List on the menu bar (screen shot below).

You can also right click on a mail message in UFO folder to add the sender to the White List.

Spam List

The Spam List is a list of email addresses of senders from whom you want not to receive email. If you want not to receive email from everyone in a domain just add *@domain to the Spam List. If the sender of the incoming mail is in the Spam List, the mail is stored in the Trash folder instead of the UFO folder.

Initially, Spam List is empty. You can add email addresses to the Spam List by selecting menu item Tools->Manage Lists from the menu bar.

You can also add an address to the White List by selecting a mail message in the UFO folder and then choosing Message->Add Sender->White List on the menu bar (screen shot below).

You can also right click on a mail message in UFO folder to add the sender to the Spam List.

 
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