Technology Update

Kerio Tips and Tricks

Sending an E-mail Message to Multiple People
Have you ever needed to e-mail more than a few people at a time? If you have, then there is a quick way to do this. If the people you need to e-mail are already in one of your contact folders and you’ve set those contact folders to be searchable in Kerio, then the following trick will work.

Example: If you want to e-mail Arletta Dawson, Tuan Dao, Barb Dietrich, Judy Cleveland, Josh Burke and Jim Lagnese, you would click in the “To:” field and type the following: adaw, tdao, bdie, jcle, jbur, jlag. Then press the Tab key on your keyboard, and it will search your contact folders looking for matches and automatically put these people’s e-mail addresses in the “To:” field for you. If there had been multiple matches to one of the entries, a window would have appeared letting you choose which person you wanted to e-mail. Instead of using the person’s first initial and a few characters of their last name, you could have just used their first name or their last name. But the more specific you are, the less likely you are to get the pop-up window asking you to choose your intended recipient.

If this trick doesn’t work for you, it’s probably because either you haven’t set your contact folders to be searchable or you are blocking pop-up windows in your browser.

To check for the first option, do the following:
1. Click the Settings button located above your e-mail address in the folder tree and choose Settings from the pop-up menu.
2. Click the Mail Composing tab and click the Choose folders button.
3. A window will appear listing all of the folders available in your folder tree. Click once in the box in front of any of the contact folders you want searched to put a check mark in the box. You want at least the Heartland MAIN subfolder located under the Contacts folder in the Public folders folder to be checked. You probably will want all of your personal contact folders to be checked as well.

To check for the second option, do the following:
1. In Firefox, go to the Firefox menu and choose Preferences.
2. Click the Content button, and if there is a check mark in the box next to Block Pop-up Windows, you can do one of two things. You can either click on the box to remove the check mark and click the red close button or you can add the Kerio server to the exceptions list. To add it to the list, click the Exceptions button and type keriomail.aea11.k12.ia.us in the box below Address of website and then click the Allow button to add it to the list. Now click the red close button to close the Allowed Sites window. Click the red close button to close the Content window.

Kerio Storage Space Quota
Do you know how much of your allotted 1GB (gigabyte) of storage space you are currently using in Kerio? If you don’t, here is how to find out.

Click once on your e-mail address located in the folder tree on the left of the Kerio window. This will show you the “Today” page. In the bottom left hand section of the window you will see “Quota” listed. Under disk space you will see a bar graph showing the percentage of space used. You will also see a number to the right of “Used:” that tells you in MB (megabytes) how much space is currently in use.

When you reach your quota, you will no longer be able to receive any new e-mail, so it is a good idea to make sure you always have space available.

Here are some ideas for making more space available.

• Anytime you send a message, a copy of the message (including the attachments) goes into your Sent Items folder. You may want to periodically delete old messages you’ve sent that you no longer need in order to reclaim some of your disk space.
• Messages with attachments will take up more space than just a plain message. When looking through the list of messages in your Sent Items folder that you may be able to delete, you might want to focus on messages with attachments first. These messages will have a paper clip icon in the left portion of the list.
• The Junk E-mail folder is where Kerio puts mail suspected to be spam. If you never clean out that folder, you will be wasting space needlessly. You may want to look through the spam folder to ensure all the mail in the folder really is spam. If it is, the quick way to delete all of the mail in the spam folder is to hold down the control key on your keyboard and click on the Junk E-mail folder and choose “Delete all” from the pop-up menu.

Now that you’ve deleted some messages, you need to make sure you empty the Deleted Items folder. To do this, hold down the control key on your keyboard then click on the Deleted Items folder and choose “Delete all” from the pop-up menu. That will permanently delete all of the messages in your Deleted Items folder.