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Operation Manual SW4.0 V1.0
Operation Manual SW4.0 V1.0
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
1 Introduction
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.
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!
Please refer also to the application “Crew Mail” which is optional available and offers a cost efficient
access to a crew’s personal emails.
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.
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.
info.broadcasting@swisscom.com
Phone: +41 (0) 800 817 620
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
For proper working of the Maritime Communication functions make sure that:
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.
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.
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.
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.
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 screen
Login success
Application content
Main
application
menu
Status bar
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.
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
The Ship Com Server allows sending and receiving e-mails by providing a webmail user interface.
E-mail list
Folder
navigation E-mail preview
Webmail overview
Field Description
Gauge that shows how much space of the user account quota
is used at present (total of all mailboxes of your present
account).
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.
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.
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 set the importance flag for this e-mail (when activated
the button is dark) On receiver’ site the respective flag is
indicated.
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.
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 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.
E-mail account
Check box
Click ‘OK’
Click ‘Close’
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
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
For further information on other operating procedures, refer to the help menu of your mail program.
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.
Sending an e-mail
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.
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
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.
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.
HBXY
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.
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.
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.
5 Information channels
The use of the information channels provided by Maritime Communication requires that the pop-up
blocker in your web browser is turned off.
Field Description
Subscribing a channel
6 User administration
The following table shows the existing user levels and their meaning:
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
Overview
Field Description
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:
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.
In case a user has forgotten his password the administrator can change it without being able to see the
contents of the user account.
Select user
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.
Appendix
Web browser
For accessing the web interface common web browsers can be used. The product was tested with the
following products:
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.
The following tools can also be recommended for extended operation functions.
Recommended Available at
Application type Application name
version