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Maritime Communication

Operation Manual to
Ship Com Server with Software 4.0
Version 1.0
Maritime Communication
Operation Manual
Version 1.0

Table of contents
1 Introduction 4
1.1 Maritime Communication System ................................................................................................................ 4
1.2 Purpose of this document.................................................................................................................................. 5
1.3 Related documents ............................................................................................................................................... 5
1.4 Validity ........................................................................................................................................................................ 5
1.5 To contact Swisscom Broadcast ...................................................................................................................... 5
2 Important notice on radio operation 6
2.1 HF channel scanning process ........................................................................................................................... 6
2.2 Scan Stop function ................................................................................................................................................ 7
3 Getting started 8
3.1 Ship Com Server IP address ............................................................................................................................... 8
3.2 Log in on the application website .................................................................................................................. 8
3.3 Overview of the Ship Com Server website .............................................................................................. 10
4 E-mail Operation 11
4.1 Using Webmail .................................................................................................................................................... 11
4.1.1 Receiving e-mails ...................................................................................................................................... 12
4.1.2 Sending e-mails ......................................................................................................................................... 13
4.2 Using e-mail program MS Outlook ............................................................................................................. 15
4.2.1 Configuring Outlook ............................................................................................................................... 15
4.2.2 Receiving e-mails ...................................................................................................................................... 22
4.2.3 Sending e-mails ......................................................................................................................................... 23
4.3 Additional information on e-mail operation.......................................................................................... 24
4.3.1 E-mail size .................................................................................................................................................... 24
4.3.2 Incoming mail filtering .......................................................................................................................... 24
4.3.3 Paging ............................................................................................................................................................ 25
4.3.4 Information privacy ................................................................................................................................. 26
4.3.5 Notification messages ........................................................................................................................... 26
5 Information channels 27
5.1 Configuring Internet Explorer® .................................................................................................................... 27
5.2 Using the information channels .................................................................................................................. 27
5.2.1 Subscribing channels .............................................................................................................................. 28
5.2.2 Viewing channel content ...................................................................................................................... 29
6 User administration 30
6.1 User access levels ................................................................................................................................................ 30
6.2 Overview user administration ...................................................................................................................... 30
6.2.1 Creation of an user account ................................................................................................................ 32
6.2.2 Resetting the password of an existing user account ............................................................... 33
6.2.3 Removal of an user account ................................................................................................................ 33
Appendix 34
A.1 Recommended Software........................................................................................................................................... 34
A.2 System overview – wiring diagram ...................................................................................................................... 35

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Operation Manual
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1 Introduction

1.1 Maritime Communication System


The Ship Com Server, as part of the Maritime Communication portfolio, is required by the Swiss
governmental “Federal Office for National Economic Supply“ (FONES) to ensure a satellite independent
communication with its vessels in times of crisis. Swisscom Broadcast is in charge of installation and
commissioning of the necessary equipment and the operating of the HF-network. The HF-network at
present is based on seven costal radio stations. The HF coverage varies depending on location, time and
ionosphere condition. In certain areas HF communication is not be possible at certain time.

To get the most value from the system, the connection of the Ship Com Server to a satellite terminal
and/or GPRS modem is recommended. With such a configuration the Ship Com Server automatically
chooses the most suitable transport media (HF, SAT, GSM), depending on network availability, amount of
data to be transferred and cost.

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In general the Ship Com Server is connected to the existing GMDSS HF radio. In this case, please be
careful when using or reconfiguring the HF-Radio.

Don’t touch it without assuring that it doesn’t interfere with the Ship Com Servers required
configuration. In case of radio models, which are not suited for the use by the Ship Com Server
a separate radio is installed on the vessel.

Please check for the actual installation and configuration in your ship documentation!

Usage of Maritime Communication


Maritime Communication is mainly used for sending/receiving e-mails as well as receiving weather
forecasts for specific areas on regular intervals or immediate request. Please note: if your Ship Com
Server is configured for HF communication only, you should check the HF coverage in the area you are
sailing before using it in normal times.

Please refer also to the application “Crew Mail” which is optional available and offers a cost efficient
access to a crew’s personal emails.

1.2 Purpose of this document

The present document is the operation manual for the Ship Com Server. It covers all aspects of operation,
settings and maintenance.
The present manual assumes that the reader is familiar with the basic operation procedures on personal
computers and commonly used operation systems.

1.3 Related documents

The customer documentation for the Ship Com Server consists of the following documents:

 Quick Reference Guide Short Manual for the administrator and main user
 Operation Manual Manual for the administrator and main user (this document)
 User Manual for Crew Mail Manual for the optional application Crew Mail provided for the crew

1.4 Validity

This document is valid for the software Release 4.0 or later of the Ship Com Server.

1.5 To contact Swisscom Broadcast

info.broadcasting@swisscom.com
Phone: +41 (0) 800 817 620

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2 Important notice on radio operation

2.1 HF channel scanning process

The vessel’s radio is remotely controlled by the Ship Com Server in order to scan the frequencies of the
coastal radio stations (CRS). This allows the Ship Com Server to continuously detect HF channels
available for data transfer at a given time and location of the vessel.
Whenever the Ship Com Server is not busy by transferring data to or from shore, aforementioned
scanning process is permanently running. During this process the receiving (Rx) frequency changing is
visible at intervals between 5 and 15 seconds on the display of the connected HF radio. The transmission
(Tx) frequency doesn’t change.

4153.0
6367.00

Receiving frequency
changes in regular intervals

HF Radio display example

For proper working of the Maritime Communication functions make sure that:

 the HF radio is switched on and working properly


 the HF radio is not blocked or used by any other function
 any received DSC signal is cleared/acknowledged appropriately
 any changes on the settings of the radio are in line with the maritime communications
requirements. In case of uncertainties please check on your ship documentation or contact our
Customer Care Centre under: info.broadcasting@swisscom.com / Phone: +41 800 817 620

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2.2 Scan Stop function

Whenever the HF radio needs to be used for other purposes or is required to be switched off, the HF
channel scanning process must be stopped by pressing the Scan Stop button. Otherwise the Ship Com
Server will interfere with any radio operation.

In sea areas where HF transmission is prohibited (eg. in ports or at tanker terminals) it is


compulsory to stop the HF channel scan.
Do not forget to restart the HF Scan function afterwards.

When the lamp on the Scan Stop button is steadily ON (permanent red light) the scanning process as
well as the HF transmission are stopped permanently.

In combination with certain radio models, the Ship Com Server is capable of automatically detect manual
operation on the HF radio (frequency change, DSC call or power off). In this case the button light
automatically starts flashing to indicate this state.

Scan Stop Lamp State Remark

HF scan process active


Press button to permanently stop
Off HF operation is running normally.
HF operation.
(state may change automatically)

Manual radio usage is detected. Press button to permanently stop


Flashing
(state may change automatically) HF operation

HF scan process stopped


Press button to restart automated HF
On and HF transmission off.
scan process by Ship Com Server.
(state is permanent)

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3 Getting started
To get the most out of the Ship Com Server, be sure to read through this section, explaining how to get
connected to the Ship Com Server.

3.1 Ship Com Server IP address

To perform the tasks described in this manual, it is most important to know the IP address of the Ship
Com Server on the vessel - necessary in order to use it in combination with a PC and its programs.

In the following screenshot examples IP address 192.168.0.63 is shown. On the vessel a


different address may be used. Please, note it well or even better bookmark it for future
reference.

Please check for the actual configuration in your ship documentation.

3.2 Log in on the application website

To log in, open the internet explorer on the PC, type the IP address of the Ship Com Server into the
address field of your web browser, hit <ENTER> and wait until the webpage of the Ship Com Server is
loaded.

Login information is provided during the initial installation.

Type IP address of Ship Com


Server and hit <Enter>

Navigating the application website

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Username (case sensitive)

Password (case sensitive)

Click ‘Login’ to proceed

Login screen

This screen appears when


the browser is loading the
web application

Login success

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3.3 Overview of the Ship Com Server website

After a successful login, the following home screen can be seen.

Application Username (access level)


selection tabs
Application toolbar

Application content

Main
application
menu

Status bar

Overview of the Ship Com Server main page

Field Description

The four tabs allow selecting the main application. For daily business you will
Application selection tabs
need first of all: E-Mail and Channels
Within an application you can find here the main menu for the selected
Main application menu application. It can have several main categories which organises various
sections.
Contains buttons, which allow selecting a function in the context of the
Application toolbar
application. If a button is greyed out, it is not available in the actual context.
This part of the window shows the interesting part of the selected
Application content
application, e.g. a list of e-mails of a selected folder.
Is always visible and shows the actual system time on the left, and
Status bar
communication medias enabled at present on the right side.

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4 E-mail Operation
This section describes the operation of the standard email application included in the Ship Com Server.
For operating the optional available Crew Mail application please refer to the Crew Mail operation
Manual

4.1 Using Webmail

The Ship Com Server allows sending and receiving e-mails by providing a webmail user interface.

E-mail action buttons

E-mail list

Folder
navigation E-mail preview

Webmail overview

Field Description

Click on tab to access the E-Mail application

Click to hide the folder navigation pane.


Click to show the folder navigation pane
Click '+' to show the folders of the respective mailbox.
Click '–' to hide the folders of the respective mailbox.
Received e-mails are saved in this folder. If there are new unread
e-mails the folder name is displayed in blue and their number is
displayed in parenthesis. Click to view the content of the folder.
Composed e-mails are saved in this folder after the button 'Send'
has been clicked. Click to view the content of the folder.
Composed e-mails are saved in this folder after the button 'Save'
has been clicked. Click to view the content of the folder.
Deleted e-mails are saved in this folder after they have been
deleted. Click to view the content of the folder. Note that deleted
e-mails cannot be moved back to another folder!
Mails that definitively could not be delivered for some reason are
moved into this folder.

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Click to open a window for writing a new e-mail.

Reply the marked e-mail to the sender.

Forward the marked e-mail to a address of your choice.

Delete the marked e-mail.

Gauge that shows how much space of the user account quota
is used at present (total of all mailboxes of your present
account).

Click to show the help window.

4.1.1 Receiving e-mails

The Ship Com Server is configured to establish automatically a connection to the network when e-mails
are pending to be downloaded to the ship.

If there are new e-mails downloaded the e-mail lamp on the accessory box is lit.
To acknowledge this indication press the button and the lamp will turn off
The number of unread e-mails is shown in the Inbox folder. The browser window is refreshed automati-
cally once per minute. Therefore, it may take some time until the new e-mails appear on the Inbox. Click
on the folder to refresh the e-mail window manually.

Click entry to select E-mail or


double click to open e-mail in a
separate window

Click on Inbox to view


new e-mails

New e-mails in Inbox

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Opened e-mail

The following actions can be applied to an e-mail: Reply, reply to all, forward and delete. These actions
can be issued by clicking on the actions buttons or by right clicking on the respective e-mail in the list and
then selecting the wished for option.

4.1.2 Sending e-mails

To compose a new e-mail, click on the 'New E-mail' button. Edit the fields of the new window as per your
need. Attachments can be added by clicking on the respective button.

Editing an e-mail

Field Description

Click to send the e-mail.

Click to set the importance flag for this e-mail (when activated
the button is dark) On receiver’ site the respective flag is
indicated.

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Click to save the new e-mail in the folder 'Drafts'


Draft e-mails can be opened later to continue writing-

Click to open the dialogue for attaching files to the e-mail.

Click to open a file browser that allows you selecting a file from
the computer you are working on to be added to the attachment
list.
Click to delete an attachment which you have marked on the list
by clicking it first.
Click to return to the e-mail editing window.

Click to show the help window.

If you see the following error message after clicking the 'Send' button, the e-mail is bigger than
the allowed size limit for your e-mail account.

Remove one or several attachments to make the e-mail pass the size limit check. Attachments may be
distributed to several e-mails.

If a single file causes the error, it must be resized appropriately (e.g. either by splitting it into several mails
or by shortening it).

This message shows that the


e-mail is too big and what
your actual size limit is.

Error message e-mail too large

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4.2 Using e-mail program MS Outlook

4.2.1 Configuring Outlook

This description refers to Outlook 2007. If Outlook is used as e-mail client program, follow the
instructions below to configure it. These instruction can be used to review the settings, too.

Click ‘Options’

Click

Check all
Set to 15 min.

Click to close dialogue

Click to close dialogue

Outlook general options

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Click ‘New’ to create a new


e-mail account, or ...

… click ‘Change’ to review


or edit an existing e-mail
account.

E-mail account

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Check this box before


proceeding with ‘Next’.

Check Option POP before


proceeding with ‘Next’.

Skip ‘Auto Account Setup’ when creating a new e-mail account

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Type name for (display only) and e-


mail address in the respective fields

Choose POP3 and type IP address of


the Ship Com Server in both fields for
incoming and outgoing servers

Type full e-mail address as username


and given password in the respective
fields.

Click ‘More settings...’ to open


additional dialogue

E-mail account settings

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Check box

Verify the parameters


within the frames

Click ‘OK’

More settings proceed

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Click and wait for the test


being carried out

Error: check network connection, Error: Correct


correct Ship Com Server IP address username and /
(above) and try again or password

Click ‘Close’

Test account settings

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Click ‘Next’

E-mail account
setup finished !

Finish

With the above shown settings the e-mail client is configured to check every 15 minutes for
new e-mails from the Ship Com Server

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4.2.2 Receiving e-mails

Incoming e-mails are downloaded to the local inbox and deleted from the server after 20 days. From then
on they are not available anymore in the webmail interface. These settings may be changed according to
personal needs.

Any folders created in the e-mail program are only stored locally on your computer.

New e-mail

Local folders

E-mail preview

Main window of Outlook 2007®

For further information on other operating procedures, refer to the help menu of your mail program.

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4.2.3 Sending e-mails

In order to send an e-mail, use the standard procedure of your e-mail program. For further information
on other operating procedures, refer to the help menu of your e-mail program.

Click ‘New’ to create a new


e-mail

Click to send e-mail Click to insert Click to set the high


an attachment importance flag

Sending an e-mail

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The e-mail, which you tried to send, is too large if you get an error message in the form of an e-
mail (as shown below).

If a single file causes the error, it must be resized appropriately (e.g. either by splitting it into several mails
or by shortening it).

When the file has attachments, remove one or several attachments to make the e-mail pass the size limit
check. Attachments may be distributed to several e-mails.

Error message e-mail to large

4.3 Additional information on e-mail operation

4.3.1 E-mail size

E-mails can be sent/received with attachments if they do not exceed the maximum allowed size. This
size depends on the path, which is used for the transfer. Over HF this is 125KByte per e-mail. Ship Com
Server’s default setting for communication over satellite or GSM allows size of up to 2000 Kbyte. This is
only applicable when your Ship Com Server is connected to GSM and/or Satellite Terminal. Please refer to
your ship documentation for information on actual configuration

4.3.2 Incoming mail filtering

Incoming e-mails on the Maritime Communication e-mail land-server pass through a mail filter to
prevent spam and potential dangerous content like viruses, etc.

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4.3.3 Paging

The land mail- and data server broadcasts every hour a paging list showing for each vessel whether there
are data or e-mails to be downloaded.

Paging list

If HF connection is available the Ship Com Server is receiving this paging list and checks for new
incoming e-mails pending ashore to be downloaded to the vessel. If any address matches with callsign,
then network connection is established to download pending e-mails.

When no HF signal is available the paging list cannot be received. In this case the land mail- and data
server is periodically checked by the Ship Com Server (standard = once per hour) via satellite or GSM for
new e-mails and other data.

If satellite and GSM aren’t connected or available, any new e-mail remains on the “Mail and
data server” until a HF connection can be established. The e-mail-sender receives an automatic
notice in a delay message after 12 and 24 hours.

E-mail for HBXY

HBXY

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4.3.4 Information privacy

Any content exchanged between the Ship Com Server and the mail server of Maritime Communication is
encrypted in a safe, state of the art method (AES-256). However, between the mail server of Maritime
Communication and other mail servers regular (i.e. unsecure) internet data transfer is used. In case your
e-mail content needs a very high degree of privacy, it is recommended that you use additional software
to provide end-to-end security.

4.3.5 Notification messages


Unlike ordinary e-mail services on the internet the transfer of e-mails to and from vessels depends on the
availability of an appropriate communication path, which is not available at all times. Therefore
Maritime Communication provides extra notification messages to the sender of an e-mail to inform him
about the delivery status of a sent e-mail

Message disposition notifications (MDN) which show that an e-mail has reached and been
read by the addressee are not supported by the Maritime Communication e-mail.

E-mails originating from ship


For each e-mail that has been transferred from vessel to shore the notification "Mail transfer SUCCESS"
indicates the successful transfer to the addressee. It contains details of the respective - and the used
communication path (HF, Satellite or GPRS). However, this notification does not guarantee that the final
addressee has received and read the message.

E-mails originating from shore

For each e-mail that has been transferred from shore to vessel a notification "Mail transfer SUCCESS"
indicates the successful transfer. It contains details of the respective e-mail and the used communication
path (HF, Satellite or GPRS) and possibly the position of the ship at this moment. However this
notification does not mean that the final addressee has received and read the message.

If the transfer of an e-mail to a vessel is delayed 12 or 24 hours respectively (from the moment
when it has reached the maritime.ch mail server) the sender receives a notification "Mail
transfer DELAY. Reason: Delay more than 12 h (/24 h)". He doesn’t have to resend the message.

If to the sender and the addressee on the vessel receive a notification "Mail transfer FAIL.
Reason: Mail too large", the e-mail exceeds the maximum allowed size for transfer to the
vessel. In this case the sender must take measures to reduce the size of the e-mail and send it
again.

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5 Information channels

5.1 Configuring Internet Explorer®

The use of the information channels provided by Maritime Communication requires that the pop-up
blocker in your web browser is turned off.

In the menu Tools / Pop-up


Blocker click here to allow
pop-up windows in the web
browser.

Turning off pop-up blocker in IE using the information channels

5.2 Using the information channels

Click to view the


Channels window

View of the channels application

Field Description

Click on tab to access the Channels application.

Click to submit changes made in the subscriptions.

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Click to reload the list with the available channels.

Click to open the content of a channel.

Click to show the help window.

Subscription state of the respective channel.


Name of the info channel.
Refreshing rate of the channel content (in seconds, e.g. 21600s;
which equals 6h)
Shows how many files are in the respective channel.

5.2.1 Subscribing channels

Red corner shows pending changes

Click and select ‘Subscribed’

Click ‘Submit’ to make changes effective

Subscribing a channel

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5.2.2 Viewing channel content

Select appropriate channel

Click on Channel files

On the Internet Explorer


you must confirm by
clicking Open

Viewing content of a channel

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6 User administration

6.1 User access levels


The Ship Com Server works with different user access levels. Each
user has the permission for the operating functions according to
his level. Your actual user level is shown on the top right hand side
of the user interface next to your username.

The following table shows the existing user levels and their meaning:

User access level System Administrator Administrator User

Description: To be used only for initial This user level is intended Permits the use of
configuration of the to perform all daily functions which are
system, or in case of communication tasks provided for crew
system changes. Has provided by the system. members.
access to all configuration
and/or settings menus.
Can administrate user
Administrator, User User none
levels:
Username: SA ………………………... to be chosen
Password: sapassword ………………………...
Initial password set by: Network operator System Administrator Administrator

6.2 Overview user administration

Click to enter Configuration


Click category Users

User action buttons

Click ‘Users’ to view list

Overview

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Field Description

Click on tab to access the Configuration application.

Open the category Users.

Click on menu Users.

Click to create a new user.

Click to edit an existing user


(respective user must be selected first).
Click to delete an existing user
(respective user must be selected first).

Refresh user list.

Click to access Help page.

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6.2.1 Creation of an user account

A crew member who wants to use the e-mail service of the Ship Com Server needs a personal user
account. In order to set up the user account the administrator needs to access the respective section of
the website, then chose an arbitrary username and password (for first time use) and perform the
following steps:

Type a simple username


which is not used yet

Type a simple password for


first time login for the user

First and last name just for


clear identification in case
there are many users

1'000 Kbyte is appropriate


for a crew user

Select access level User

Entry for the created user account

Creation of a new user account

Hand out Login name and Password to the respective crew member. Ask him to change his
password before using the account for personal e-mail service.

Swisscom Broadcast AG Maritime Communication Date: 20.01.2014


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Maritime Communication
Operation Manual
Version 1.0

6.2.2 Resetting the password of an existing user account

In case a user has forgotten his password the administrator can change it without being able to see the
contents of the user account.

Click ‘Edit User’

Select user

Replace Password and


Confirmation by a new
one, handed out to the
user

Reset an e-mail account

6.2.3 Removal of an user account

The administrator can delete a user account from the Ship Com Server if the user will not return to the
ship or in case there is a warning that hard disk space of the Ship Com Server is almost used up.

By deleting an user account all associated data like e-mail account settings and e-mails are
deleted permanently from the Ship Com Server. The crew member still has copies of all his e-
mails in his own e-mail account ashore.
Select the user in the list and click on the button Delete User.

Swisscom Broadcast AG Maritime Communication Date: 20.01.2014


Customer Care Centre Operation Manual to Ship Com Server 4.0 Page: 33/35
Phone: +41 (0) 800 817 620 Version: 1.0
Maritime Communication
Operation Manual
Version 1.0

Appendix

A.1 Recommended Software

Web browser

For accessing the web interface common web browsers can be used. The product was tested with the
following products:

Supported from Recommended Available at


Web Browser
version or later version

Internet Internet http://www.microsoft.com/en-us/download/internet-


V 7.0
Explorer Explorer 9.0 explorer-9-details.aspx
http://www.mozilla.org/products/download.html?produc
Firefox V 1.0 Firefox 26.0
t=firefox-24.0&os=win&lang=en-US
Opera V 8.0 Opera 17.0 http://www.opera.com
Chrome V 0.2 Chrome 30.0 https://www.google.com/intl/en/chrome/browser/
The screenshots in this document were made with Internet Explorer 9.0.

Make sure, that you deactivate the Pop-up Blocker in your web browser. In case of activated Pop-up
Blocker, some functions may not work properly.

Viewer software

To be able to view all types of weather report files additional software may be necessary. This depends on
the configuration and installed software of your Computer.

File type (s) File extension (s) Recommended program(s)

Graphic image file .GIF - Windows Picture and Fax


Tag image file .TIF - Irfanview (www.irfanview.com)
- Acrobat Reader (www.acrobat.com)
Portable document file format .PDF
- Foxit Reader (www.foxitsoftware.com)

Additional recommended Tools

The following tools can also be recommended for extended operation functions.

Recommended Available at
Application type Application name
version

E-mail client 24.2.0 https://download.mozilla.org/?product=thunderbir


Thunderbird
program d-24.2.0&os=win&lang=en-US

Swisscom Broadcast AG Maritime Communication Date: 20.01.2014


Customer Care Centre Operation Manual to Ship Com Server 4.0 Page: 34/35
Phone: +41 (0) 800 817 620 Version: 1.0
Maritime Communication
Operation Manual
Version 1.0

A.2 System overview – wiring diagram

Swisscom Broadcast AG Maritime Communication Date: 20.01.2014


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Phone: +41 (0) 800 817 620 Version: 1.0

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