Welcome to My PenTeleData Webmail. This guide provides an overview of the most commonly used features of our web-based email system.  If you have any questions or experience difficulty accessing your email account, please contact our Technical Support Department and select the option for Residential Technical Support. You may also choose Live Support to connect with a support representative via chat.

After signing in to My PenTeleData Webmail, the home screen shown below appears.

 

Choosing a folder from the left pane will display its contents in the right pane. Please note that this layout can be customized later using the settings and personalization options described in this guide.

Any new or unread messages will appear in bold. Once a message has been opened or viewed, the bold formatting will be removed, indicating that the message has been read.

While reviewing your messages, you may notice that some image content is not displayed automatically. To view the images, select "Click to load," as shown in the example below.

Moving forward, we will explore the key features, available actions, and configuration options within My PenTeleData Webmail. This section will provide an overview of the tools and settings available to help you manage and customize your email experience.

The quick action icons within My PenTeleData Webmail provide easy access to frequently used functions, allowing you to manage messages more efficiently.


  • NEW MESSAGE – Creates a new email message. Additional information on composing and sending messages is provided later in this guide.
  • Select All - While viewing any folder, this option allows you to select all messages within the current folder view. Once selected, you can perform actions such as moving, archiving, or deleting multiple messages at once.
  • Reply   -  Allows you to respond directly to the sender of the selected message.
  • Reply All -  Allows you to respond to the sender and all recipients included on the original message.   
  • Forward   - Allows you to forward the selected message to another recipient. Simply enter the recipient's email address and select Send.
  • Archive - Moves the selected message(s) to the Archive folder for long-term storage and future reference. To archive multiple messages, select the check box next to each message before choosing Archive.
  • Move - Allows you to move one or more messages to a different folder. Select the desired message(s), choose Move, and then select the destination folder.
  • Delete - Permanently removes unwanted message(s). Messages can be deleted individually or in bulk by selecting multiple messages before choosing Delete.

NOTE: Please be careful of the messages you delete, once the message is gone, and trash is empty, PenTeleData cannot recover it for you.

  • Spam - If you receive an unwanted or suspicious email, select the message and click Spam. The message will be moved to your Spam folder and marked as junk email. Messages stored in the Spam folder are automatically deleted after 30 days.

NOTE: As with some messages, spam is based on a point scale, you may find a message that was not intended to be marked as “Spam.”  Simply move this message to your Inbox. Periodically, review this folder for messages in the event of mislabeling.  The “Spam” option is a learning system, the more junk you move there, it will collectively learn from it. 

Additional action items, “…,” “View,” and “Date:”

  • Mark as Unread - Have you reviewed a message but are not ready to reply, forward, or take further action? Select More and then Mark as Unread to return the message to an unread status. This can serve as a helpful reminder to revisit the message later.
  • Star - Marks a message with a star, making it easier to identify and locate important emails within your mailbox.
  • Clear Star - Removes the star from a previously marked message.
  • Tag - Allows you to assign custom tags to messages for improved organization. Tags can help you group, sort, and quickly locate related emails.
  • Block - Blocks future messages from the selected sender and moves the current message to the Trash folder.
  • Show Original - Displays the original message details, including message headers and delivery information. This feature can be useful when troubleshooting email delivery issues.
  • New Event - Opens the Calendar and allows you to create a new event by specifying the date, time, and event details.
  • New Filter - Opens the Add New Filter window, allowing you to create rules for automatically organizing incoming messages. Additional information on filters is provided later in this guide.
  • Print - Prints the selected email message, calendar entry, or other supported item.

Note: In some cases, a Chromium-based web browser, such as Google Chrome or Microsoft Edge, may be required for the print feature to function properly.

The last part of the action items from the menu:

  • View - Changes the appearance and layout of your mailbox. Your display preferences are automatically saved for future sessions.
  • Date - Shows when a message was sent or received and can be used to sort messages chronologically.

Search your mailbox: The search feature allows you to quickly locate messages, attachments, photos, and documents within your mailbox based on the search criteria you enter.

If your initial search does not return the desired results, you can use the Refine options to narrow your search and locate specific content more easily.

For additional search capabilities, select the down arrow at the end of the Search Your Mailbox field. This will open advanced search options, allowing you to search using more detailed criteria such as sender, recipient, subject, date range, and other message attributes.

  • The example below displays the search results window, including the Save Search and Refine options available to help you manage and narrow your search results.

Composing New Message: To create a new email, click New Message. In the To field, enter the recipient's email address. Next, enter a subject in the Subject field and compose your message in the body of the email. When you are ready to send the message, click Send.

 

  • Message Formatting Tools - The New Message composer includes a variety of editing and formatting options located along the top of the message window. These tools allow you to format text, insert links, add attachments, and perform other common email editing functions. To learn more about a specific option, simply hover your mouse pointer over an icon to display a brief description of its function.

 

Adding Attachments: If you would like to include a file, image, or other attachment with your email, click the paper clip icon in the message composer. Browse to the file you wish to attach, select it, and then click Open. The file will be attached to your message and sent along with the email when you select Send.

 

Contacts - 

Calendar: Selecting this option will open the Calendar view. From here, you can create and manage events, schedule appointments, invite attendees, and send meeting invitations.

The Calendar provides multiple viewing options to help you organize your schedule, including Today, Day, Week, Work Week, Month, and other available calendar views.

  • NEW EVENT: Select New Event to open the Add Event dialog box. Enter the event details, including the title, date, time, location, attendees, and any additional information. When you are finished, click Save to create the event.

Contacts: Selecting this option opens your Contacts list. 

  • Add Contact: Choose NEW CONTACT Enter the contact information in the available fields, then click Save to add the contact to your address book.

 

Contact List:  To create a contact list in Webmail, select the Contacts tab. In the New List field, enter a name for the list and press Enter to create it.

To add contacts, select the check box beside each contact or select all contacts, then click Assign to List. Choose an existing list or create a new one. For a new list, enter a name and select Add. For an existing list, select the appropriate check box, as shown below.

When you have finished making your selections, click Done to save your changes.

 

Deleting a Message: If you would like to delete a message, there are several options available. Select the desired message and choose one of the following delete methods.

Deleting Multiple Messages: To delete multiple messages at once, select the check box next to each message you wish to remove. If you would like to select all messages currently displayed in the folder, click the Select All check box located at the top of the message list. Once your selections have been made, click Delete.

Tip: To quickly remove all messages within a folder, use the Select All option from the quick action menu rather than selecting messages individually.

Emptying a Folder

To remove all messages from a folder, right-click the desired folder and select Empty Folder. This action will delete all messages contained within that folder.

 

Set automated cleanup: This feature allows you to automatically manage messages within a folder based on rules that you define.

To enable automated cleanup, select the desired folder, such as Inbox, and then right-click the folder name. From the menu that appears, select Set Automated Cleanup, as shown in the example below.

Note: This example uses the Inbox folder; however, automated cleanup can be configured for any folder or subfolder within your mailbox, including Drafts, Sent, and Archive. The Trash and Spam folders are already managed through automatic retention schedules and do not require additional cleanup rules.

 

  • Using this feature, you can automatically remove email messages that are older than a specified period. You may choose to delete messages based on their age in days, weeks, months, or years.
  • To configure automated cleanup:
  • Select the desired time interval (Days, Weeks, Months, or Years).
  • Enter the appropriate value in the available field (for example, 10 Days or 18 Months).
  • Choose whether you would like to enable Require confirmation to delete messages.
  • Click Save to apply the cleanup settings.
  • Once saved, the automated cleanup process will begin according to the criteria you specified.
  • If you decide not to configure automated cleanup at this time, click Cancel to exit without saving any changes.

Note: If the Require confirmation to delete messages option is enabled, you will be prompted to confirm message deletions regardless of whether the deletion is performed automatically through Automated Cleanup or manually by a user action.
 

 

Change Password:  To change the password for your PenTeleData email address, select Account Management or click the Change Your Password link in the upper-right corner of Webmail. Either option opens the Account Management page, where you can update your password.

Account Management – Provides access to additional account settings and management options. For detailed information about available account features and settings, click HERE for more information. 

Help Desk – Returns you to the www.ptd.net home page, where you can access additional support resources.

From the homepage, you can:

  • Start a Live Support chat session
  • Access contact information for various departments
  • Submit support inquiries
  • Find additional customer support resources

 

 

Additional action items:

Avatar 

Changing Profile Image: You can upload a profile image that will be associated with your account. To ensure the best image quality, we recommend using an image that is at least 280 × 280 pixels.

  • With a Drag and drop image here, or browse

Logout – Will log you out of your webmail session.


Disk Space Usage Graph – Shows your total email storage usage in My PenTeleData Webmail. Select the graph to open the Storage Usage menu.

Note: Selecting Clean Up Account opens a new Webmail tab that lists your stored messages so you can choose which ones to delete. Deleted messages and attachments cannot be restored by PenTeleData.  When finished, select the X on the Storage Clean.. tab to close it.

Individually select the checkbox beside each message you would like to Delete.

 

Alternatively, place a check mark as shown to Select all.

 

Selecting either option will display the following warning message:

If you select Delete, the selected messages will be permanently removed. Selecting Cancel will return you to the Storage Cleanup tab without making any changes. Please note that once messages are deleted, PenTeleData is unable to recover or restore them.

 

Settings and More: Select this option to access the additional features and advanced settings summarized below. You can also choose a Light, Dark, or Device theme. The Device theme uses your Windows or macOS appearance settings. 

Note: Classic Web App provides direct access to Webmail from your desktop. This option is available only in Microsoft Edge and Google Chrome. Firefox requires a plug-in that Technical Support does not support.

Note: If the Install as App option has already been used, it will no longer appear in the menu.

If you are signed in using Google Chrome, the installed application will be associated with the Chrome profile that was used during setup.

For example, if the application was previously installed using a particular Chrome profile on another device or within the same browser profile, the Classic Web App option may not be displayed again when accessing Webmail using that profile (pictured below).
 

 

Next, select Settings.

General: Shows your current mailbox storage usage and lets you adjust the date and time format.

Viewing Email: To customize how messages are displayed, select the gear icon, then choose Settings > Viewing Email. Adjust options such as the preview pane and image display, then select Save.


Writing Email: Provides additional composition settings, including Undo Send, read receipts, default fonts, and text alignment. Undo Send lets you recall a message within a brief window of less than five seconds after sending it. Read receipts can notify you when a recipient opens your message, but not all mail servers support them, so you may not always receive a notification.  

Accounts: Lets you update several account settings.

  • Name - Edit this field to control the sender name recipients see.  In this example, messages appear from “username” in the recipient’s mailbox.
  • Reply-to address - Specify another email address to receive replies to messages sent from this account.
  • Forward your mail to another account – Set up email forwarding here or through Account Management.
  • Import/export – Import or export mail, contacts, and calendars.

Note: If your screen differs from the example below, select the arrow to the far right of the “username” section.

Note: If you are not able to see the “Account” settings dialogue window, please choose the arrow to the far right (example):

 

Signatures: Allows you to create a signature that can be automatically included in new messages, replies, and forwarded emails.

 

Out of Office - Use this feature to automatically notify senders when you are away and unable to respond to email. Enable automatic response, specify the dates and times of your absence, and enter the message you would like recipients to receive.

Note: Be sure to disable the automatic response upon your return to prevent additional out-of-office notifications from being sent.

 

Filters: Filters identify incoming messages that match criteria you define, such as the subject, sender address, message content, date, or size. Matching messages can then be handled automatically, including being discarded before they reach your inbox.

 

Add a filter:

  • Click Add a Filter.
  • Select either Basic or Advanced filtering options.
  • Enter a Filter Name. 
    • The Filter Name is used to identify the rule and can help distinguish it from other filters you create.
  • Under If an incoming message meets, select either: 
    • Any - The message only needs to match one of the specified conditions.
    • All - The message must match every condition defined in the filter. This option is useful when filtering messages from a specific sender, subject, or other targeted criteria.
  • By default, the first condition is set to From, but additional criteria can be added as needed.
  • To add another condition, click Add a Condition.
  • To remove a condition, click the X next to the condition you wish to delete.
  • Under the Then section, choose the action you want the filter to perform, such as moving the message to a folder, applying a tag, marking it as read, or deleting it. 
    • Use caution when selecting Permanently Delete, as messages removed by this action cannot be recovered through the filter.
  • Click Save to activate the filter.

Note: If you only need to create a filter for a specific sender, you can do so directly from the main Webmail interface. Simply right-click the email message and select New Filter. This can be a quicker method for creating sender-based filtering rules.

 

Blocked and Allowed Senders Settings: If you are experiencing issues with unwanted email or spam, you can manage specific email addresses and domains through the Blocked and Allowed Senders settings.

To access these settings:

  • Click the Settings (gear) icon.
  • Select Settings.
  • Navigate to Blocked and Allowed Senders.

NOTE: If you only need to block a single sender, you can do so directly from the main Webmail interface. Simply right-click the message and select Block. This method provides a quick way to prevent future messages from that sender from reaching your inbox.

Web Offline Mode: Use this mode to compose messages and manage contacts and calendar events without an Internet connection.

 

General Calendar Settings - Use these settings to customize how your calendar functions. Options include configuring work hours, selecting the start of the work week, managing reminders, and adjusting other calendar preferences.

 

 

Access from Other Mail Clients:

This option gives you flexibility in how you access your email. Webmail currently uses IMAP, which synchronizes email across multiple devices. POP3 is an older protocol designed primarily for accessing email from a single device rather than across multiple platforms.

Sessions:

This section displays all devices and active sessions that are currently signed in to your email account.

  • Review the list periodically to verify that all active sessions are recognized and authorized.
  • If you identify a device or session that you do not recognize, select Sign Out next to the corresponding entry to immediately end that session.

Note: At least one active session will always appear in the list while you are signed in to Webmail, as it represents your current login session.

Security Recommendation: If you sign out an unrecognized device or suspect unauthorized access to your account, we strongly recommend changing your password immediately. You can do this by selecting Change Your Password from the Webmail menu located in the upper-right corner of the interface.

 

Help: To get more help with Webmail, select the gear icon in the upper-right corner and choose “Help” to open the Zimbra support site.