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-<chapter id="usage-mail-organize">
- <title>Organizing and Managing your Email</title>
- <para>
- Even if you only get a few email messages a day, you probably
- want to sort and organize them. When you get a hundred a day
- and you want to refer to a message you received six weeks ago,
- you <emphasis>need</emphasis> to sort and organize them.
- Fortunately, <application>Ximian Evolution</application> has the tools
- to help you do it.
- </para>
-
-<!-- Kevin, i'd suggest putting an "IMporting old mail" section here." -->
-
- <sect1 id="usage-mail-organize-columns">
- <title>Sorting Mail with Column Headers</title>
- <para>
- By default, the message list has columns with the following
- headings: an envelope icon indicating whether you have read
- or replied to a message, an exclamation point indicating priority, and the
- <guilabel>From</guilabel>, <guilabel>Subject</guilabel>, and
- <guilabel>Date</guilabel> fields. You can change their order
- and remove them by dragging and dropping them.
-
- To add columns:
- <orderedlist numeration="arabic">
- <listitem>
- <para>
- Right click on the column header
- </para>
- </listitem>
- <listitem>
- <para>
- Click <guimenuitem>Add a Column</guimenuitem>
- </para>
- </listitem>
- <listitem>
- <para>
- Click and drag a column you want into a space between
- existing column headers. A red arrow will show you where
- the column will be placed.
- </para>
- </listitem>
- </orderedlist>
- </para>
- <para>
- Right-click on one of the column headers to get a list of
- options:
- <variablelist>
- <varlistentry>
- <term><guimenuitem>Sort Ascending</guimenuitem></term>
- <listitem><para>
- Sorts the messages top to bottom.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem>Sort Descending</guimenuitem></term>
- <listitem><para>
- Sorts the messages bottom to top.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem>Group By this Field</guimenuitem></term>
- <listitem><para>
- Groups messages instead of sorting them. This makes each contact
- with identical properties in the specified field to be placed in
- its own group and physically separated from others.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem>Remove this
- Column</guimenuitem></term> <listitem><para> Remove
- this column from the display. You can also remove
- columns by dragging the header off the list and
- letting it drop. </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem>Field
- Chooser</guimenuitem></term> <listitem><para>
- When you choose this item, a list
- of column headers will appear; just drag and drop them into
- place between two existing headers. A red arrow will
- appear to show you where you're about to put the
- column.
- </para></listitem>
- </varlistentry>
- </variablelist>
- </para>
- </sect1>
-
- <sect1 id="usage-mail-organize-folders">
- <title>Getting Organized with Folders</title>
- <para>
- <application>Ximian Evolution</application> keeps mail, as well as
- address cards and calendars, in folders. You start out with a
- few, like <guilabel>Inbox</guilabel>,
- <guilabel>Outbox</guilabel>, and <guilabel>Drafts</guilabel>,
- but you can create as many as you like. Create new folders by
- selecting <guisubmenu>New</guisubmenu> and then
- <guimenuitem>Folder</guimenuitem> from the
- <guimenu>File</guimenu> menu.
- <application>Ximian Evolution</application> will as you for the name
- and the type of the folder, and will provide you with a folder
- tree so you can pick where it goes.
- </para>
- <para>
- When you click <guibutton>OK</guibutton>, your new folder will
- appear in the <interface>folder view</interface>. You can
- then put messages in it by dragging and dropping them, or by
- using the <guibutton>Move</guibutton> button in the
- toolbar. If you want to move several messages at once, click
- on the ones you want to move while holding down the
- <keycap>Ctrl</keycap> key, or use <keycap>Shift</keycap> to
- select a range of messages. If you create a filter with the
- <interface>filter assistant</interface>, you can have mail
- filed automatically.
- </para>
- </sect1>
-
- <sect1 id="usage-mail-organize-search">
- <title>Searching for Messages</title>
- <para>
- Most mail clients can search through your messages for you,
- but <application>Ximian Evolution</application> does it faster. You
- can search through just the message subjects, just the message
- body, or both body and subject.
- </para>
- <para>
- To start searching, enter a word or phrase in the text area
- right below the toolbar, and choose a search type:
- <variablelist>
- <varlistentry>
- <term><guilabel>Body or subject contains</guilabel></term>
- <listitem>
- <para>
- This will search message subjects and the messages
- themselves for the word or phrase you've entered in
- the search field.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term> <guilabel>Body contains</guilabel> </term>
- <listitem>
- <para>
- This will search only in message text, not the subject
- lines.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Subject contains</guilabel></term>
- <listitem>
- <para>
- This will show you messages where the search text is
- in the subject line. It will not search in the
- message body.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Body does not contain</guilabel></term>
- <listitem>
- <para>
- This finds every email message that does not have the
- search text in the message body. It will still show
- messages that have the search text in the subject
- line, if it is not also in the body.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Subject does not contain</guilabel></term>
- <listitem>
- <para>
- This finds every mail whose subject does not contain
- the search text.
- </para>
- </listitem>
- </varlistentry>
- </variablelist>
-
- When you've entered your search phrase, press
- <keycap>Enter</keycap>. <application>Ximian Evolution</application>
- will show your search results in the message list.
- </para>
-
- <para>
- If you think you'll want to return to a search again, you can
- save it as a virtual folder by selecting <guilabel>Store
- Search as vFolder</guilabel>.
- </para>
-
- <para>
- When you're done with the search, go back to seeing all your
- messages by choosing <guimenuitem>Show All</guimenuitem> from
- the <guilabel>Search</guilabel> drop-down box. If you're
- sneaky, just enter a blank search: since every message has at
- least one space in it, you'll see every message in the
- folder.
- </para>
-
- <para>
- If you'd like to perform a more complex search, open the
- advanced search dialog by selecting
- <guilabel>Advanced...</guilabel> from the
- <guilabel>Search</guilabel> drop-down menu. Then, create your
- search criteria (each with the same options you saw in the
- regular search bar), and decide whether you want to find
- messages that match all of them, or messages that match even
- one. Then, click <guibutton>Search</guibutton> to go and find
- those messages.
- </para>
-
- <para>
- You'll see a similar approach to sorting messages when you
- create filters and vFolders in the next few sections.
- </para>
-
- </sect1>
-
- <sect1 id="usage-mail-organize-filters">
- <title>Create Rules to Automatically Organize Mail</title>
- <para>
- Filters work very much like the mail room in a large company.
- Their purpose is to bundle, sort, and distribute mail to the
- various folders. In addition, you can have multiple filters
- performing multiple actions that may effect the same message
- in several ways. For example, your filters could put copies
- of one message into multiple folders, or keep a copy and send
- one to another person as well, and it can do that quickly. Of
- course, it's also faster and more flexible than an actual
- person with a pile of envelopes.
- </para>
-
- <sect2 id="usage-mail-org-filters-new">
- <title>Making New Filters</title>
- <para>
- To create a new filter:
- <orderedlist numeration="arabic">
- <listitem>
- <para>
- Click
- <menuchoice>
- <guimenu>Tools</guimenu>
- <guimenuitem>Filters</guimenuitem>
- </menuchoice>
- </para>
- </listitem>
- <listitem>
- <para>
- Press the <guibutton>Add</guibutton> button.
- </para>
- </listitem>
- <listitem>
- <para>
- Name your filter in the <guilabel>Rule name</guilabel> field.
- For each filter criterion, you must first select
- which of the following parts of the message you want the filter to
- examine:
-
- <itemizedlist>
- <listitem><para>
- Sender - The sender's address.
- </para></listitem>
-
-
- <listitem><para>
- Recipients - The recipients of the message.
- </para></listitem>
-
- <listitem><para>
- Subject - The subject line of the message.
- </para></listitem>
-
- <listitem><para>
- Specific Header - The filter can look at any header you
- want, even obscure or custom ones. Enter the header name
- in the first text box, and put your search text in the
- second one.
- </para></listitem>
-
- <listitem><para>
- Message Body - Search in the actual text of the message.
- </para></listitem>
-
- <listitem>
- <para>
- Expression - For programmers only: match a message according to an
- expression you write in the Scheme language, used to
- define filters in <application>Ximian Evolution</application>.
- </para>
- </listitem>
-
- <listitem><para> Date sent - Filter messages according to the date on
- which they were sent: First, choose the conditions you
- want a message to meet &mdash; <guilabel>before</guilabel>
- a given time, <guilabel>after</guilabel> it, and so forth.
- Then, choose the time. The filter will compare the
- message's time-stamp to the system clock when the filter
- is run, or to a specific time and date you choose from a
- calendar. You can even have it look for messages within a
- range of time relative to the filter &mdash; perhaps you're
- looking for messages less than two days old.
- </para></listitem>
-
- <listitem><para>
- Date Recieved - This works the same way as the <guilabel>Date Sent</guilabel>
- option, except that it compares the time you got the message
- with the dates you specify.
- </para></listitem>
-
- <listitem><para>
- Score - Emails have a standard priority range from -3 (least
- important) to 3 (most important). You can have filters set the
- priority of messages you recieve, and then have other filters
- applied only to those messages which have a certain priority.
- </para></listitem>
-
- <listitem>
- <para>
- Size (kb) - Sorts based on the size of the message in kilobytes.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Status - Filters according to the status of a message, such as
- 'New'.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Attachments - Create a filter based on whether or not you
- have an attachment in the email.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Mailing List - Filter based on the mailing list it came from.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Regex Match - If you know your way around a <glossterm
- linkend="regular-expression">regex</glossterm>, or
- regular expression, put your knowledge to use here.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Source Account - Filter messages according the server you got them from.
- You can enter a URL or choose one from the drop-down
- list. This ability is only relevant if you use more
- than one mail source.
- </para>
- </listitem>
- </itemizedlist>
- </para>
- </listitem>
- <listitem>
- <para>
- Select the criterion for the condition. If you want multiple
- criteria for this filter, press <guibutton>Add
- criterion</guibutton> and repeat the previous step.
- </para>
- </listitem>
- <listitem>
- <para>
- Select the actions for the filter in the <guilabel>Then</guilabel>
- section. You can select any of the following options.
- <itemizedlist>
- <listitem><para>
- Move to Folder - If you select this item, <application>Ximian Evolution</application>
- will put the messages into a folder you specify. Click the
- <guibutton>&lt;click here to select a folder&gt;</guibutton> button
- to select a folder.
- </para></listitem>
-
- <listitem><para>
- Copy to Folder - If you select this item, <application>Ximian Evolution</application>
- will put the messages into a folder you specify. Click the
- <guibutton>&lt;click here to select a folder&gt;</guibutton> button
- to select a folder.
- </para></listitem>
-
- <listitem><para>
- Forward to Address - Select this, enter an address, and the addressee will
- get a copy of the message.
- </para></listitem>
-
- <listitem><para>
- Delete - Marks the message for deletion. You can still get the message
- back, at least until you <guimenuitem>Expunge</guimenuitem> your
- mail yourself.
- </para></listitem>
-
- <listitem><para>
- Stop Processing - Select this if you want to tell all other filters to ignore
- this message, because whatever you've done with it so far
- is plenty.
- </para></listitem>
-
- <listitem><para>
- Assign Color - Select this item, and <application>Ximian Evolution</application>
- will mark the message with whatever color you please.
- </para></listitem>
-
- <listitem><para>
- Assign Score - If you know that all mail with
- "important" somewhere in the message body line is
- important, you can give it a high priority score. In a subsequent filter you can
- then arrange your messages by their priority score.
- </para></listitem>
- </itemizedlist>
- </para>
- </listitem>
- <listitem>
- <para>
- Set Status - If you want to add multiple actions for this filter, press
- <guibutton>Add filter</guibutton> and repeat the previous step.
- </para>
- </listitem>
- <listitem>
- <para>
- Press <guibutton>OK</guibutton>.
- </para>
- </listitem>
- </orderedlist>
- </para>
- <example id="filter-example">
- <title>Using a Filter to Avoid Spam</title>
- <para>
- A good deal of bulk mail is eventually tagged with the
- <computeroutput>Precedence: Bulk</computeroutput> header at
- one point or another. Not all of it is, of course, and
- there are "good" messages (mailing lists you subscribe to,
- for example) that are also considered "Bulk" mail.
- However, if you filter out all the mail with that header,
- you'll catch a lot of the mail you don't want to get.
- </para>
- <para>
- To catch them and automatically mark them for deletion, do
- the following:
- <orderedlist>
-
- <listitem><para>
- Select <menuchoice><guimenu>Tools</guimenu><guimenuitem>Filters</guimenuitem></menuchoice>.
- </para></listitem>
-
- <listitem><para>
- Click <guibutton>New</guibutton>.
- </para></listitem>
-
- <listitem><para>
- Set the first part of your search critera to look in a <guilabel>Specific header</guilabel>.
- </para></listitem>
-
- <listitem><para>
- Enter <userinput>Precedence</userinput> as the name of the header.
- </para></listitem>
-
- <listitem><para>
- Choose <guilabel>contains</guilabel> at the second drop-down box.
- </para></listitem>
-
- <listitem><para>
- Enter <userinput>Bulk</userinput> as the content to search for.
- You're now working with all email that has the word "Bulk" in the
- "Precedence" header.
- </para></listitem>
-
- <listitem><para>
- For actions, select "Move to Folder" and choose the
- folder where you'd like to place bulk mail.
- </para></listitem>
-
- <listitem><para> If you like, add another action and
- choose <guilabel>Delete</guilabel>.
- </para></listitem>
-
- <listitem><para>
- Click OK. You're done.
- </para></listitem>
- </orderedlist>
- </para>
- </example>
- </sect2>
-
-
-
- <sect2 id="filters-edit">
- <title>Editing Filters</title>
- <para>
- To edit a filter:
- <orderedlist numeration="arabic">
- <listitem>
- <para>
- Select
- <menuchoice>
- <guimenu>Tools</guimenu>
- <guimenu>Filters</guimenu>
- </menuchoice>
- </para>
- </listitem>
- <listitem>
- <para>
- Select the filter in the <guilabel>Filter Rules</guilabel> section
- and press <guibutton>Edit</guibutton>.
- </para>
- </listitem>
- <listitem>
- <para>
- Change the desired settings.
- </para>
- </listitem>
- <listitem>
- <para>
- Press <guibutton>OK</guibutton> in the filter editor window.
- </para>
- </listitem>
- <listitem>
- <para>
- Press <guibutton>OK</guibutton> in the filter manager window.
- </para>
- </listitem>
- </orderedlist>
- </para>
- </sect2>
-
- <sect2 id="filters-deleting">
- <title>Deleting Filters</title>
- <para>
- To delete a filter:
- <orderedlist numeration="arabic">
- <listitem>
- <para>
- Select
- <menuchoice>
- <guimenu>Tools</guimenu>
- <guimenu>Filters</guimenu>
- </menuchoice>
- </para>
- </listitem>
- <listitem>
- <para>
- Select the filter and press <guibutton>Delete</guibutton>.
- </para>
- </listitem>
- </orderedlist>
- </para>
- <para>
- <note>
- <title>Changing Folder Names and Filters</title>
- <para>
- <itemizedlist>
- <listitem>
- <para>
- Incoming email that your filters don't move goes into the Inbox;
- outgoing mail that they don't move ends up in the Sent
- folder. So be sure to change the filters that go with it.
- </para>
- </listitem>
- </itemizedlist>
- </para>
- </note>
- </para>
- </sect2>
- </sect1>
-
- <sect1 id="usage-mail-organize-vfolders">
- <title>Getting Really Organized with vFolders</title>
- <para>
- If filters aren't flexible enough for you, or you find
- yourself performing the same search again and again, consider
- a vFolder. vFolders, or virtual folders, are an advanced way
- of viewing your email messages within
- <application>Ximian Evolution</application>. If you get a lot of
- mail or often forget where you put messages, vFolders
- can help you stay on top of things.
- </para>
- <para>
- A vFolder is really a hybrid of all the other organizational
- tools: it looks like a folder, it acts like a search, and you
- set it up like a filter. In other words, while a conventional
- folder actually contains messages, a vFolder is a view of
- messages that may be in several different folders. The
- messages it contains are determined on the fly using a set of
- criteria you choose in advance.
- </para>
-
- <para>
- As messages that meet the vFolder criteria arrive or are
- deleted, <application>Ximian Evolution</application> will
- automatically place them in and remove them from the
- vFolder contents list. When you delete a message, it gets
- erased from the folder in which it actually exists, as well as
- any vFolders which display it.
- </para>
-
- <para>
- Imagine a business trying to keep track of mail from hundreds
- of vendors and clients, or a university with overlapping and
- changing groups of faculty, staff, administrators and
- students. The more mail you need to organize, the less you
- can afford the sort of confusion that stems from an
- organizational system that's not flexible enough. vFolders
- make for better organization because they can accept
- overlapping groups in a way that regular folders and filing
- systems can't.
- </para>
-
-
- <note id="unmatched-vfolder">
- <title>The Unmatched vFolder</title>
- <para>
- Obviously, not all messages will fit into all your Virtual
- Folders. That's why <application>Ximian Evolution</application>
- includes an UNMATCHED vFolder. The UNMATCHED
- vFolder displays messages that are not matched by other rules.
- </para>
- </note>
-
-
- <example id="usage-mail-organize-vFolders-ex">
- <title>Using Folders, Searches, and vFolders</title>
- <para>
- To organize his mailbox, Jim sets up a virtual volder for emails from
- his friend and co-worker Anna. He has another one for messages that
- have ximian.com in the address and <application>Ximian Evolution</application> in the subject line, so he
- can keep a record of what people from work send him about
- <application>evolution</application>. If Anna sends him a message about
- anything other than <application>Ximian Evolution</application>, it only shows up in the "Anna" folder.
- When Anna sends him mail about the user interface for
- <application>evolution</application>, he can see that message both in
- the "Anna" vFolder and in the "Internal Evolution Discussion"
- vFolder.
- </para>
- </example>
-
- <!-- (INSERT SCREENSHOT HERE: vFolders in action) -->
-
- <sect2 id="vfolder-create">
- <title>Creating vFolders</title>
- <para>
- To create a vFolder:
- <orderedlist numeration="arabic">
- <listitem>
- <para>
- <menuchoice>
- <guimenu>Tools</guimenu>
- <guimenuitem>vFolder Editor</guimenuitem>
- </menuchoice>
- </para>
- </listitem>
- <listitem>
- <para>
- Click <guibutton>Add</guibutton>
- </para>
- </listitem>
- <listitem>
- <para>
- Name your vFolder in the <guilabel>Rule name</guilabel> field.
-
- </para>
- </listitem>
- <listitem>
- <para>
- Select your search criteria. For each criterion, you
- must first select which of the following parts of the
- message you want the search to examine:
- <itemizedlist>
- <listitem><para>
- Sender - The sender's address.
- </para></listitem>
-
-
- <listitem><para>
- Recipients - The recipients of the message.
- </para></listitem>
-
- <listitem><para>
- Subject - The subject line of the message.
- </para></listitem>
-
- <listitem><para>
- Specific Header - The vFolder can look at any header you
- want, even obscure or custom ones. Enter the header name
- in the first text box, and put your search text in the
- second one.
- </para></listitem>
-
- <listitem><para>
- Message Body - Search in the actual text of the message.
- </para></listitem>
-
- <listitem>
- <para>
- Expression - For programmers only: match a message according to an
- expression you write in the Scheme language, used to
- define vFolders in <application>Ximian Evolution</application>.
- </para>
- </listitem>
-
- <listitem><para> Date sent - Search messages according to the date on
- which they were sent: First, choose the conditions you
- want a message to meet &mdash; <guilabel>before</guilabel>
- a given time, <guilabel>after</guilabel> it, and so forth.
- Then, choose the time. The vFolder will compare the
- message's time-stamp to the system clock when the filter
- is run, or to a specific time and date you choose from a
- calendar. You can even have it look for messages within a
- range of time relative to the filter &mdash; perhaps you're
- looking for messages less than two days old.
- </para></listitem>
-
- <listitem><para>
- Date Recieved - This works the same way as the <guilabel>Date Sent</guilabel>
- option, except that it compares the time you got the message
- with the dates you specify.
- </para></listitem>
-
- <listitem><para>
- Score - Emails have a standard priority range from -3 (least
- important) to 3 (most important). You can have vFolders set the
- priority of messages you recieve, and then have other
- vFolders
- applied only to those messages which have a certain priority.
- </para></listitem>
-
- <listitem>
- <para>
- Size (kb) - Sorts based on the size of the message in kilobytes.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Status - Searches according to the status of a message, such as
- 'New'.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Attachments - Create a vFolder based on whether or not you have an
- attachment in the email.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Mailing List - Search based on the mailing list it came from.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Source Account - Search messages according the server you got them from.
- You can enter a URL or choose one from the drop-down
- list. This ability is only relevant if you use more
- than one mail source.
- </para>
- </listitem>
- </itemizedlist>
- </para>
- </listitem>
- <listitem>
- <para>
- Select the folder sources. You can select:
- <itemizedlist>
- <listitem>
- <para>
- Specific folders only
- <note>
- <para>
- If you select specific folders only, you need to specify the
- source folders in the box below.
- </para>
- </note>
- </para>
- </listitem>
- <listitem>
- <para>
- All local folders
- </para>
- </listitem>
- <listitem>
- <para>
- With all active remote folders
- </para>
- </listitem>
- <listitem>
- <para>
- With all local and active folders
- </para>
- </listitem>
- </itemizedlist>
-
- </para>
- </listitem>
- </orderedlist>
-</para>
-<para>
-Remote folders are considered active if you are connected to the
-server; you must be connected to your mail server for the vFolder to
-include any messages from that source.
-</para>
-<para>
- <figure id="usage-mail-vfolder-fig-createrule">
- <title>Selecting a vFolder Rule</title>
- <screenshot>
- <screeninfo>Creating a vFolder Rule</screeninfo>
- <mediaobject><imageobject><imagedata
- fileref="figures/vfolder-createrule-fig" format="png"
- srccredit="Aaron Weber">
- </imageobject></mediaobject>
- </screenshot>
- </figure>
- </para>
- </sect2>
- </sect1>
- <!--
- <sect1 id="usage-mail-subscriptions">
- <title>Subscription Management</title>
- <para>
- <application>Ximian Evolution</application> lets you handle your
- IMAP and newsgroup subscriptions with the same tool: the
- subscriptions manager. To start using it, choose
- <menuchoice> <guimenu>Settings</guimenu> <guimenuitem>Manage
- Subscriptions</guimenuitem> </menuchoice>.
- </para>
- <para>
- If you have configured any IMAP (mail) or NNTP (news)
- servers, you will see them listed in the left half of the
- subscription management window. Click on a server to select
- it, and you will see the folders or newsgroups available to
- you. You can then select individual folders and subscribe to
- them, or remove yourself from the subscription list.
- </para>
- <para>
- Once you have subscribed to a folder or newsgroup, your system
- will check for new messages whenever you press the
- <guibutton>Get Mail</guibutton> button.
- </para>
- </sect1>
--->
-</chapter>