There are some important things to know and understand about your FirstClass email.

Checking Mailbox Size - Quota limits

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It is important to keep your Mailbox clean and organized. Central Office keeps an archive of all emails and any email can be retrieved if needed. So don't worry if you delete an email that might be needed later.

Most employee Mailboxes have a size or quota limit. It is important to keep an eye on the amount of space you have used to make sure you are not approaching your limit. Once that limit is reached, you will not be able to send or received messages.

To see how much space you have left in your Mailbox, open FirstClass and look at the top of the Desktop area. This is circled area on the picture. Here you will see how much space you have left in your FirstClass Mailbox. If you hover over the small blue bar, it will show you how much space you have used out of the total space available. This needs to be monitored regularly.

Saving Attachments

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Attachments need to be saved to the computer and not stored in the Mailbox area. These often take up a great deal of space and may be a problem if too many are saved in your Mailbox.

Attachments can sometimes be dragged to your desktop, but that is not the most reliable way to save attachments to your computer.

To save an attachment(s) to your desktop, it is good to click and hold on the first attachment until a pop up window appears.

If there is more than one attachment, you will have the option to "Select All" of the attachments for saving.
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Once the attachment(s) you want to save are selected, you can select "Save Attachment...."
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Another window will open and you will need to select a destination for the saved attachment(s).
Once the attachment is saved to your computer, many times the email can be deleted, freeing up valuable space in your Mailbox.

Summarizing Email

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One way to view several emails at once is to Summarize Email. You can select several emails in your Inbox or in any Conference area and then go to "Message" in the top menu area and down to "Summarize Selected". This provides you with a quick view of all of the emails selected. If you are in your own Mailbox, once the emails have been reviewed, they can be handled or deleted.

The Summarize Email function is a great way to save and archive emails also. This feature allows you to clean out emails from your Mailbox without totally losing the information. You can summarize random emails or all of the emails in a folder.

Once they are summarized, you can then save the summarized selection as a PDF to your computer. This provides you with your own searchable, archived copy of the emails.

This process only summarizes the email message, not the attachments. Attachments must be saved separately.

Click here for a step sheet on Summarizing and Archiving Email.

Click here for a video tutorial about Summarizing and Archiving Email.

Replying to Email

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It is important to make note of a couple of things when replying to an email.

  1. Make sure to note who you are replying to, whether it is the sender, everyone who received the original email, or the Conference. Sometimes responses, need to go to everyone or Conference for all to see. Other times, however, a reply does not need to be read by all and should just go to the sender of the email. Be thoughtful when making this decision.
    • Please be aware that when you are in a Conference the default reply goes to the Conference, If you want the reply to go the Sender of the email, you need to make that selection manually.
  2. Make sure to include the quote from the original message (or highlight the section you are addressing) in the reply. "Reply With Quote" makes it much easier for the reader of the email to know what you are referring to without having to look back at the previous email.

A few of these options are available to be added directly to the Toolbar for easy access.
Click here for directions on adding Buttons to the Toolbar.

Viewing Email History

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If you have ever wondered if someone received and/or read your email, there is a way for you to check. With the email selected or open, go up to the "History" button in the Toolbar.

That will show you the history of the email, from when it was created, when it was sent, when it was read, whether it was forwarded, or any other actions taken.

Unsending Email

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In FirstClass you have the ability to unsend an email. With the email selected or open, go up to the "Unsend" button in the Toolbar. The message then becomes a draft (white flag) in your Inbox. You can make the changes you need to make and then send the message again.

Having the ability to unsend an email is great for when you forgot to attach the attachment or had some incorrect information in your original email. If you unsend the email, make the corrections, and resend it, the person or Conference will only sees one email. This is better than sending the additional "Oops, I forgot this or that" email. If the no one read the first email, there will still only be one email out there with the correct information.
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If someone already read the email that you unsent, you will get a message in your Inbox from "Post Office" letting you know that your message could not be unsent from that particular person.

If you resent the email to that person, they will still receive the updated email with the updated information.