How to use FROG E-Mail
Please use this guide to help you understand the new FROG E-Mail system.
Please see ADS or DC if you need any help.
Press to refresh/homepage
Key
Launch a pdf of this help guide
New E-Mail
New E-Mail or New Folder
Reply
Reply to All
Forward
Delete
Print
Move E-Mail into folders
Mark as Unread
Amend signatures/auto response
View/Edit Contact Lists
Search E-Mails
Send/Recieve
Rename existing folders
Move folders
Delete folders (careful no undo!)
New contact or contact folder
Import CSV contact lists
Send an E-Mail to all contacts
within a folder
Add an contact from All Contacts,
Groups or Profiles into your My
Contacts
Sends (there is no outbox, E-Mails
go immediately)
Moves the E-Mail into your drafts
folder (FROG will create a drafts
folder automatically)
Example Folder Structure
FROG will automatically
create INBOX, Drafts, Sent
and Trash. If you click on
INBOX you can create
your own folders. We
suggest you create a
Work Folders first, just
because it starts with W
and will always fall below
your FROG folders. Then click on that Work Folders
to create your folder structure for filing.
Saved E-Mails are now stored on FROG and not your
PC, this means: you can access them anywhere
with internet access, they are not filling your hard
drive because all content is stored in school, is
encrypted, which addresses a data protection
concern raised in a recent review i.e. The
consequences of a laptop being lost or stolen.
Using Contacts
You have five options to find a contact
or contacts.
My Contacts have all been imported by
you and you control. We will explain
how to manage this area on the next
page.
All Contacts allows you to find the
address of anyone that FROG has
record of alphabetically. That includes
all staff and pupils.
Groups allows to send emails to all
groups created within SIMS. e.g. Classes,
forms, year groups.
Profiles is how FROG groups different
users. You can find staff, teachers and
governors contacts.
You can send to either an individual or
all in contact groups so far by using the
‘all recipients’ button.
Distribution Lists allow you to create a group email
like ‘DTLs’ and send to all using ‘Add all recipients’ or
choose an individual. Distribution Lists exists so that
your My Contacts does get too busy. However, you
have to create these and cannot import groups like
in My Contacts.
 Exporting Outlook auto-complete Contacts
Preparing Contacts to Import This is reasonably straight forward but needs you to
download a program to find the auto-complete list
To import contacts you first need to find them in
on your PC.
Outlook or wherever and do some house keeping.
The program is called n2kview and is on the FROG
We’ll explain how to do this in Outlook below.
Downloads page at the very bottom.
The basic principle is that you need your email
Download the n2kview zip file from FROG
addresses to be in a CSV windows file that only has
Downloads into your My Documents and unzip it.
four columns. These are:
1. Forename
Open the n2kview folder and click on the N2K icon.
2. Surname
Press Run when asked.
3. E-Mail Address
4. Folder
The program should open and contain a list of all of
your auto-complete contacts. If it doesn’t see ADS
Columns 1-3 are self explanatory. The ‘4. Folder’
or DC.
column allows you to dictate to FROG folder groups
within your My Contacts before you import them.
Press Ctl-A on your keyboard to select all of the
(these can be altered/edited in FROG so don’t
contacts in the list.
worry if they are not perfect first time).
Then go to File>Save selected items
In the ‘Folder’ Column name all of the emails you
want in a particular folder e.g. DTLs. It will then
FIRST, change the Save as drop down to Comma
import them and put them all into a DTL folder in
delimited text file *.csv it is the last option in the list.
your My Contacts.
Create a File name and press save
If you want a contact in more than one folder
duplicate their row in the list with different entries in
Close n2kviewer and in the n2kviewer folder you will
the folder column.
find a csv file with your chosen filename.
You should have a structure that looks something
Edit the file so it fits the parameters described in
like this:
preparing to import as described on the left, top.

If you have also exported your contacts (bottom

left) merge the two by cutting and pasting and
check to make sure you haven’t duplicate entries.

Once you have created a list you are ready to

import into FROG. Importing Prepared Contacts
To import your prepared contacts csv (see top left)
Exporting Outlook Contacts follow these steps:
1. Open FROG
To use your contacts from Outlook you first need to 2. Click on FROG E-Mail
export them. 3. Click on My Contacts
4. Click on Import Contacts
Outlook contains two lists. The contact list which we 5. Press the button with three dots ...
will explain first and the auto complete list that you 6. Press My Files from the top left of the new
can also export which is probably more useful. page
7. Click Browse at the bottom of the page
Exporting Outlook Contacts 8. Make sure you are looking at your My
To export the contact list follow these steps: Documents area, if not navigate to it.
1. Open Outlook 9. Choose the your prepared csv
2. Choose File > Import and Export... 10. Back in FROG the white area to the left of the
3. Then choose Export to a file Browse button should now be full.
4. Then choose Comma Separated Values 11. Click on Upload
(Windows) 12. Your prepared contacts should have added
5. Then find your contacts folder from the list to the list above
and press next. 13. Choose your prepared contacts file, press ok
6. Click Browse and make sure you are looking 14. You should be back at the page with the
at your My Documents three dots button.
7. In the Save exported file as: create a file 15. Halfway down amend the four drop downs to
name like My Contacts then press next. match the headers of your four columns of
8. Press Finish. your prepared list (if it hasn’t done it already)
16. Press ok
Your contact list will be in you My Documents on
your PC and needs preparing to import as described Well done! FROG should now have all of your
above. contacts stored in folders in your My Contacts.
How to E-Mail groups How to import DC groups
Open a new E-Mail by pressing New. Daren has create a series of groups that you may
wish to add to your My Contacts.
Choose and press either To/Cc/Bcc.
E.g:
Find a folder that contains the group that you want Super six
to E-Mail e.g. Progress Managers
Teaching Assistants
This may be one of your own groups in
your My Contacts. To add the a group:

A contact group DC has created that Press Contacts

you have imported into your My
Contacts (see below to learn how to Press Import Contacts
import those).
Press the button with three full stops ...
A SIMS group, e.g. A class, in Groups.
Using the menu on the left press shortcuts
All Teachers or all Staff in Profiles.
From the file list choose 00. Email Groups (alias)
Or a Distribution List group you have
created. Choose a csv file to import and click on it

To E-Mail a group you need open a folder and press
the ‘add all recipients’ button that appears next to
import contacts in the menu at the top of your
contacts window.
On some occasions you need to add more than
one group.
(For example, to email all staff you need to add all
recipients from the Teachers group in Profiles then
before you send add all recipients from all of the
Staff group in Profiles.)
If it is now highlighted in a blue row press ok
(towards the bottom right of the window)
Press ok again at the bottom of the grey menu you
have returned to
A folder named the same as the csv file you chose
should have appeared in your contacts.
Click your new group to check the contents
If you have any issues see ADS or DC.

To meet the requirements of the recent Data

Protection review that DC has undertaken, we are
requested to be more careful sending emails to all Helpful Hints
staff that may contain information not relevant to all
parties (and which may be sensitive). If you are typing in an E-Mail address to a person
within school e.g.
Therefore, please use groups to target your
audience more specifically. Staff member or pupil

You do not need to add @endon.staffs.sch.uk and

FROG will automatically add it for you.
How to create a distribution list
If you are writing a short list, just put commas in
A Distribution List is another group, created by you
between your entries e.g.
by ‘collecting’ a number of contacts together.
Having groups in your distribution lists keeps your My
t.hill, r.wood, t.rowley
Contacts from being too busy and, for example, is
useful when the groups are small focus groups of
Also, before some people had email addresses that
pupils.
were not their name e.g.
Press Distribution Lists
office@ instead of d.latham@
Press Create New List
Name the group you wish to create, press ok
They still do but now d.latham also goes to Dawn (in
Double click on the group you have created
the same E-Mail account)
Press Manage Members
Explore FROG using the menu on the left to find
So, if you cannot remember an address just email
contacts to add to your group
the person and it will now get to them.
Double click on a contact you wish to add to your
group and it will be added to the list on the right of
the window.
Need help?
When you are done press ok.
Press Distribution List on the left to view the groups.
See ADS or DC and we’ll get you up and running
 Please contact ADS or DC if you are not using FROG Live

It will make life much easier.

No passwords. One click log on, without even opening Internet Explorer.

Download edit and upload file in FROG with little fuss.

Frequently asked questions so far:

Where will I get my email from?

Log onto FROG and press the email button, which is at the very top of the menu.

Will I still have the same email address?

Yes, FROG will be using your former school email address.

Will I need go to different places to get my email if I am at home, like we used to with orange iMail?
No, FROG will be the same anywhere with an internet connection. This should give you the advan-
tage that you will be able to see all of your emails on any PC by logging into FROG but will
have the disadvantage that you won’t be able to view emails without an internet connec-
tion. Therefore, you will have to save attachments that you may need offline onto your PC/
Laptop ‘My Documents’.

That seems a real pain if I can’t view saved emails offline?

Yes, we agree but it does have a substantial knock on to your laptop’s performance and increase
data protection security. Outlook and saving/filing emails will currently account for a large pro-
portion of your hard drive (especially if you keep lots of files with attachments). This will signifi-
cantly affect your laptops performance. Also many/most of the email attachments you have
saved never get used and just clog up your hard drive, so by saving only the ones you actually
need you will significantly reduce the burden on your laptop/PC hard drive memory.

But does that mean I can’t archive emails and attachments?

You can, in FROG, which means they will be saved on the FROG server, encrypted, backed up, in
the cloud to use new speak and therefore not on your PC. By using FROG email it also supports
the data protection risk of having sensitive communication saved on your laptop (with the risk
of loss or theft).

Will I be able to use outlook?

No, FROG will be the only place you can send and receive emails.

Will I be able to use G-mail or other email programmes?

No, please don’t, due to increased demands of data protection we should not be using 3 rd party
providers to communicate what can often be sensitive information. FROG is password pro-
tected and encrypted, which is as safe as we can reasonably be. It also stores you emails in
school and not on your laptop, further addressing such concerns.

How do I look at my old emails?

Can I import them into FROG? No, your old emails will become an archive and for a while there will
be the need to dip back into outlook, or whatever you used, but this will quickly diminish as time
passes.

Alter your Email Signature by clicking options

Using FROG Live, set to automatic sign in, you can launch FROG in Internet Explorer by right
clicking on the little FROG icon that appears in the toolbar in the bottom right of your screen
and choosing launch.