To find and view a message, complete the following steps from within the Messages module, accessed by clicking Messages (or the Messages icon) from the navigation bar:
TIP: To expand/collapse a folder to view/hide its sub-folders, click the +/- icon to the left of the folder's name, or use the Expand all and Collapse all options at the bottom of the folders list.
IMPORTANT! Please keep in mind that filters apply only to the message folder in which you are currently working. For example, filtering messages by subject only locates those messages in the current folder that contain the text you specify, not all messages folders. If you can't recall whether the message you are looking for is still in the inbox, in the trash, or is filed in a sub-folder, you will need to repeat your search in each possible location. To aid in this, only the user name/message subject filter is reset when navigating from one folder to the next.
Filter by type or status - To filter messages based on whether they are AWARDS- or user-generated, or on their status as unread or starred, click the Show drop-down arrow, make a selection, and then click Apply. (The default value is "All Messages.") The messages index is updated to reflect your selection.
TIP: Members of the local Help Desk team can also choose to filter so that only Help Desk messages are shown.
Filter by date - To filter messages based on the date they were received/sent, adjust the values in the From and to date range fields as needed, and then click Apply. (The default value is the last three months.) The messages index is updated to reflect your selection.
IMPORTANT! If your filtered results do not contain the expected messages, be sure you have remembered to push the "from" date back far enough to meet your needs. Additionally, please keep in mind that the date filter is not reset when navigating from one folder to the next.
Filter by name, user name or message subject - To filter messages by sender (when working in the inbox or a sub-folder), recipient (when working in the Sent folder), or subject, use the search in the upper-right corner of the page. Type the name or AWARDS user name of the individual whose messages you wish to find, or the text you wish to locate from message subject lines, and then press <ENTER>. The messages index is updated to reflect your search criteria.
TIP: User name searches are case sensitive. As a result, logins must be entered exactly as they exist in AWARDS in order for messages to be found.
NOTE: To clear the search field in order to look for messages to/from another user, or containing other subject text, click the grey "x" on the field's right side.
TIP: < and > icons take you to the previous and next pages, respectively. |< and >| icons take you to the first and last pages, respectively.
Check the status of the open message - To determine whether message recipients other than yourself have read the message, examine the "Recipient" list at the top of the page. Next to each name is an envelope icon, indicating whether the message is:
Trashed Without Reading
NOTE: Please keep in mind that individual users can change the status of any given message (as described under Changing the Status of Messages). As a result, a message shown as unread may actually have been read by the user and then switched back to unread, or vice versa.
TIP: If the recipients list contains more than eight individuals, a more recipients... link is made available.
Click that link to view the full list of users who received the message.
Compose a new message - To compose a new message, click the Compose icon at the top of the page. For more information on composing and sending messages, click here.
Reply to or forward the open message - To reply to or forward the message being viewed, click one of the Reply or Forward icons at the top of the page. For more information on replying to and forwarding messages, click here.
Move the open message to the "trash" - To place the message being viewed into the trash folder to indicate that it is no longer needed, click the Move to trash icon at the top of the page. For more information on placing messages in the trash, click here.
Print the open message - To print the message being viewed, click the Print icon at the top of the page. The Print dialog box is displayed. Configure the printer settings as needed, and then click Print.
NOTE: If your printed message page contains more blank space than expected, it may be an indication that you are not using the most current version of your Internet browser. Please upgrade if needed.
Contact the help desk - To send a problem report or question to the Help Desk, click the Help Desk icon at the top of the page. For more information on contacting the Help Desk, click here.
Move the open message to a folder - To move the message being viewed to a sub-folder of your inbox, use the Move to option at the bottom of the page to select the folder, and then click Go. For more information on organizing messages, click here.
Navigate to the next or previous message in the index - To view the next or previous message in the folder you are in, click the Up or Down icons at the bottom of the page.
Return to the messages index - To return to the index of messages for the folder you are in, click the Back icon at the top of the page.
The process of locating and viewing a message is now complete.
NOTE: Once you have viewed a message, the envelope icon next to your name in the recipients list changes from closed to open . All other recipients of the message, as well as the message sender, can see this information in their copy of the message.