CTools Help Document
Messages
Previously, a tool called the "Message Center" was an alternate discussion tool that also provided an optional email function within a CTools site. For CTools version 2.4, this tool has been split into two separate tools, "Forums" for discussion forums, and "Messages" for sending mail to one or more site participants. The "Message Center" tool is still available in sites that already had it. In this online help under "Using the Tools," you can find three documents: "Message Center," "Forum," and "Messages" (this help page).
Includes
Description
Features and functions
Sending and replying to private messages
Searching private messages
Description
The Private Messages area allows site participants to communicate using internal course mail. Private messaging between groups is also supported.
Features and functions
Private messages: Individuals and groups can send internal mail to each other. This function can be deactivated. If private messaging is activated, a participant can send private messages to another individual, a select number of individuals, or a select number of groups.
Viewing messages: Unread messages are in bold; viewed messages are permanently marked as read. By default, messages are listed chronologically. Also, users can select Threaded view to display messages in indented threads. The View By Outline option changes the Threaded view to display threads in an outline format.
Composing messages: A WYSIWYG interface allows rich text, plain text, and HTML editing. You can add attachments to any message by linking to files or web links in Resources. By default, the original message is not included in a reply, but a quote option is available that pastes the original text into the message.
To complete the procedures in this document, you must be assigned a role having the necessary permissions. To determine your role, follow the directions in Participant roles. To view a list of permissions associated with a given role, see Permissions, roles, and tools. For a basic understanding of roles and permissions, see Permissions and Roles: Overview.
Sending and replying to private messages
Using the Messages tool, you can send email to other site participants, and reply to messages sent by other participants.
Sending a message
Note: If you don't see the Private Messages area, your site leader may not have activated the Messages tool. On the Settings page, site creators (or those with appropriate roles) have the ability to activate private messages and to auto-forward messages to an email address.
To compose and send a message, follow these steps:
1. In your site's menubar, click Messages.
2. On the Messages screen, under "Private Message Area", click Compose Private Message. Or, while viewing the contents of a Private Messages folder, click Compose Message.
Note: If you can't see anything under "Private Message Area", try clicking the triangle next to "Private Message Area" to expand the area. Or, if you see a message that says the Private Message Area is not activated, a site leader will have to activate Private Messages before you can proceed; see Activating Private Messages.
3. Next to "To", use the drop-down list to select the individual(s) or group(s) you want to receive the message. To select multiple participants, use Ctrl-click (in Windows) or Cmd-click (in Mac OS X). You can also choose to send your message to the entire site, or to all users with a particular role (e.g., all instructors or all assistants).
4. Next to "Send cc," check the box if you would like the message to also go to recipients' email address(es).
Note: If you send your message using the To Recipients' Email Address(es) option, your message will go directly to the recipients' email addresses. Their Received folders in Private Messages will not receive a copy. However, a copy of your message will be saved in your Sent folder in Private Messages.
5. Next to "Subject", type the subject (i.e., title) of your message.
6. Under "Message", use the WYSIWYG editor to compose your message.
7. Under "Attachments", you can attach a file from your local computer or from Resources, or specify the URL for a file on the web. For instructions, see Options for adding attachments.
8. Under "Label", use the drop-down list to change the priority status of your message.
9. When you're finished, click Send to send your message. Or, click Cancel to cancel your message.
Replying to a message
To reply to a message someone sent to you, follow these steps:
1. In your site's menubar, click Messages.
2. On the Messages screen, under "Private Message Area", click Received to view the messages you've received.
Note: If you can't see anything under "Private Message Area", try clicking the triangle next to "Private Message Area" to expand the area. Or, if you see a message that says the Private Message Area is not activated, a site leader will have to activate Private Messages before you can proceed; see Activating Private Messages.
3. Find and click the message to which you're replying.
4. Click Reply or Reply to All.
5. To compose and send your reply, follow steps 3 through 9 above.
Searching private messages
To search Private Messages, follow these steps:
1. In your site's menubar, click Messages.
2. Under "Private Messaging Area", click Private Messages.
3. Click the folder you wish to search.
4. Next to "Search for text:", enter your search terms in the text box, and then click Search.
5. To modify the search parameters, click Advanced Search. Available parameters are:
* Subject: The subject line of the message
* Authored By: Who sent the message
* Body: The body of the message
* Label: The label associated with the message
* Begin/End Date: The date range in which the message was sent
6. To clear a search, click Clear Search.
7. To end an advanced search, click Normal Search.