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The webmail Briefcase feature lets you share and manage documents that you create in your Briefcase or documents and images that you upload to your Briefcase folders. Use Briefcase to save files in your webmail account so that you can access these files whenever you log in to your account from any computer.
You can share your Briefcase folders with others who can view and edit the files. You can create multiple Briefcase folders and then upload any type of file from your computer or your computer network, save attachments sent with your email messages, and create new documents. A file in Briefcase is a copy of an original, whether the file is on your computer or an attachment to your email. Any changes you make to a file in your Briefcase does not change the original.
We have included step-by-step instructions below on tackling the most common Briefcase tasks.
How to Create Briefcase Folders
Step 1. Go to Briefcase
Step 2. Click Add a Folder
Step 3. Enter a Name for the new Briefcase folder. Please note: The Briefcase folder name must be unique within the hierarchy of all of your mailbox folders. This name cannot match any top-level folder in your mailbox, calendar, or address book. For example, if you have a calendar named Holidays, you cannot name a top-level Briefcase "Holidays". Holidays could be a name of a Briefcase within another Briefcase.
How to Add Files to Your Briefcase Folders
Uploading a file copies it from your personal computer to your webmail account. This makes the file available any time you log into your account. You can upload files in the following ways:
Uploading Files from Briefcase
Step 1. Go to the Briefcase tab, click New. Choose Upload from the list.
Step 2. Browse to find the file to upload. You cannot upload a file with the same name to the same Briefcase. If a file is uploaded that already exists in the folder, an Upload Conflict dialog displays. You can either click Yes to upload the file (overwriting the existing file), or click No. The version number is updated if a file is overwritten.
Please note: If you selected the wrong Briefcase, you can use drag and drop to move the file to the correct Briefcase folder. If the file is too large, a warning displays. Files that you upload impact your account quota.
Uploading Email Attachments to Briefcase
Step 1. To add an attachment to an email message, click Briefcase in the drop menu below Attach
Step 2. When a file is sent to you in an email message and you would like to add it to your Briefcase, click the Briefcase link in the message found below the From and To email addresses
Step 3. In the Add to Briefcase dialog window, select the destination folder or create a new Briefcase folder
Step 4. Click OK. A copy of the attachment is put in our Briefcase folder.
Please note: If you are managing your quota, you may want to delete the attachment in the email when you add upload the attachment to your Briefcase.
How to Manage Version Control of Files in Briefcase
Version control lets you manage changes to your documents in Briefcase. Each time you make a change to a file and save the file, the version number is updated. The latest version number is displayed in the file document list.
View Version History of a Briefcase File - Click the arrow in the document list to see the version history and the authors.
Restore a Document to the Previous Version - Right-click on another version and select Restore as Current Version.
Delete a Document from Briefcase
Step 1. Go to the Briefcase tab and select the document you wish to delete
Step 2. Click Delete. Each version of a file counts against your account quota.
Rename a File - Renaming a file creates another version of the file.
Step 1. Go to the Briefcase tab and select the document you want to rename
Step 2. Right-click on the file and select Rename. The Name field is changed to an editable field.
Step 3. Edit this field to change the file name. Remember to keep the same extension in the file name or it may not be editable later.
Step 4. Click Enter
How to Create Documents in Briefcase
You can create documents in Briefcase and design the content layout using the rich-text format tools available in Briefcase.
Step 1. Go to the Briefcase tab and select the Briefcase folder where you want to create a new document
Step 2. Click New Document. A blank page appears in a seperate web browser tab.
Step 3. Compose the content of the page using the rich text editor. You can add style, color and tables to your page from the toolbar links.
Step 4. Enter the name of the new document in the Save field
Step 5. The document will auto save.
Format with the Rich-text Editor - When you edit using the rich-text editor, the two-row toolbar lets you easily format your page layout. Select, change, or add the following:
These formatting tools work the same as many word processing tools.
How to View Files in Briefcase
Step 1. Go to the Briefcase page
Step 2. Click on the file you would like to view. The file will show in the preview pane
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How to Work in Briefcase
In Briefcase, you can open files to work in them, create new documents directly in the Briefcase folder, move files, tag files and send an email with a link to a file in your Briefcase. The toolbar is your direct link to many of these features.
Open Files in Briefcase - You can open files in your Briefcase from any computer. You must have the appropriate software application to open and read or update the file. Common file formats such as text files, HTML files, and images such as .gif or .jpg files can be opened in a variety of programs.
Step 1. Go to the Briefcase tab and select the file to open
Step 2. Click Download. Browse to the application to open the file, or save the file to your computer.
Move Files in Briefcase - You can move files from one Briefcase to another.
Step 1. Go to the Briefcase tab
Step 2. Right-click the file you want to move
Step 3. Click Move and select the destination folder or create a new Briefcase folder
Step 4. Click OK
How to Share Files from Your Briefcase
You can send an email that has a link to a file in Briefcase. The recipient must have appropriate share permission to work with the file and the appropriate software to open the file. Any modifications made to a linked file are reflected in the file in your Briefcase folder.
Step 1. Go to the Briefcase tab and select the file to share
Step 2. Right Click and select Share. A confirmation pane opens allowing hyou to add the recipient and set permissions to view the content of the folder. Click Save to proceed.
Send a File as an Email Attachment - You can send a file as an attachment to an email directly from Briefcase. The recipients must have the appropriate software to open the file.
When you go to attach a file, select the Attach files from Briefcase option and select the files you wish to attach.
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