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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>
+
+ <sect1 id="importing-mail-and-settings">
+ <title>Importing Your Old Email and Settings</title>
+ <para>
+ <application>Evolution</application> allows you to import old
+ email and data so that you don't need to worry about losing your
+ old information.
+ </para>
+ <sect2 id="importing-mail">
+ <title>Importing Email</title>
+ <para>
+ <application>Ximian Evolution</application> can import the
+ following types of files:
+ <variablelist>
+ <varlistentry>
+ <term>VCard (.vcf, gcrd):</term>
+ <listitem>
+ <para>
+ The addressbook format used by the GNOME, KDE, and
+ many other contact management applications. You
+ should be able to export to VCard format from any
+ address book application.
+ </para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>iCalendar (.ics):</term>
+ <listitem>
+ <para>
+ A format for storing calendar files. iCalendar is used by
+ PalmOS based handhelds, Ximian
+ <application>Evolution</application>, and Microsoft
+ <application>Outlook</application>.
+ </para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>Microsoft Outlook Express 4 (.mbx):</term>
+ <listitem>
+ <para>
+ Email file format used by Microsoft Outlook Express
+ 4. For other versions of Microsoft Outlook and Outlook Express, see
+ the workaround described in the note below.
+ </para>
+ </listitem>
+ </varlistentry>
+
+ <varlistentry>
+ <term>MBox (mbox):</term>
+ <listitem>
+ <para>
+ The email box format used by Mozilla, Netscape,
+ Ximian Evolution, Eudora, and many other email clients.
+ </para>
+ </listitem>
+ </varlistentry>
+ </variablelist>
+ </para>
+ <para>
+ To import your old email:
+ <orderedlist numeration="arabic">
+ <listitem>
+ <para>
+ Click <menuchoice><guimenu>File</guimenu><guimenuitem>Import</guimenuitem></menuchoice>.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Click <guibutton>Next</guibutton> after reading the Welcome screen.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Select <guibutton>Import a single file</guibutton>.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Find the file that you wish to import into <application>Evolution</application>.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Click <guibutton>Import</guibutton>
+ </para>
+ </listitem>
+ </orderedlist>
+ </para>
+ </sect2>
+ <sect2 id="importing-preferences">
+ <title>Importing Preferences</title>
+ <para>
+ <application>Evolution</application> can import all your old
+ mail, contacts, and other information from other applications,
+ making your transition to <application>Evolution</application>
+ easy.
+ </para>
+ <para>
+ To import your old information:
+ <orderedlist numeration="arabic">
+ <listitem>
+ <para>
+ Click <menuchoice><guimenu>File</guimenu><guimenuitem>Import</guimenuitem></menuchoice>.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Click <guibutton>Next</guibutton> after reading the Welcome screen.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Select <guibutton>Import data and settings from older programs</guibutton>.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ The left-most column shows the application which your
+ information will be imported from. You then select
+ checkboxes on each component to import different
+ properties of each application.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Click <guibutton>Next</guibutton>
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Click <guibutton>Import</guibutton>
+ </para>
+ </listitem>
+ </orderedlist>
+ </para>
+
+ <para>
+ <note>
+ <title>Microsoft Outlook and Outlook Express Users</title>
+ <para>
+ Microsoft Outlook, and versions of Outlook Express after
+ version 4, use proprietary formats that <application>Ximian
+ Evolution</application> cannot read or import. For contacts,
+ you may have to email them to yourself and import them that
+ way. For email, there is a simpler workaround:
+ <orderedlist numeration="arabic">
+
+ <listitem>
+ <para>
+ While using Windows, import the files into Mozilla Mail (or
+ another mailer, such as Netscape or Eudora, that uses the
+ standard mbox format).
+ </para>
+ </listitem>
+
+ <listitem>
+ <para>
+ Copy the files to the system or partition you use for
+ <application>Ximian Evolution</application>.
+ </para>
+ </listitem>
+
+ <listitem>
+ <para>
+ Use the <application>Ximian Evolution</application> import
+ tool to import the files. There's more information about
+ why this works, and how, at the Ximian support website.
+ </para>
+ </listitem>
+ </orderedlist>
+ </para>
+ </note>
+
+ <note>
+ <title>Netscape Users</title>
+ <para>
+ Before importing mail from Netscape, make sure you select
+ <menuchoice><guimenu>File</guimenu><guimenuitem>Compact All
+ Folders</guimenuitem></menuchoice>. If you don't,
+ <application>Ximian Evolution</application> will import and undelete
+ the messages in your Trash folders.
+ </para>
+ </note>
+
+ </para>
+
+ </sect2>
+ </sect1>
+ <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 mail folders, such as <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>
+
+ <warning id="imap-subfolders">
+ <title>Subfolders in IMAP</title>
+ <para>
+ The INBOX folder on most IMAP servers cannot contain both
+ subfolders and messages. When you create additional folders
+ on your IMAP mail server, branch them from the root of the
+ IMAP account's folder, tree, not from INBOX. If you create
+ subfolders in your INBOX folder, you will lose the ability
+ to read messages that exist in your INBOX until you move the
+ folders out of the way.
+ </para>
+ </warning>
+
+ </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>
+
+
+ <tip id="easy-filter">
+ <title>Quick Filter Creation</title>
+ <para>
+ There is an easy shortcut for fast filter or vFolder
+ creation. Right-click on the message in the message
+ list, and select one of the items under the
+ <guimenuitem>Create Rule from Message</guimenuitem>
+ submenu.
+ </para>
+ </tip>
+
+ <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.
+
+
+ <note id="multiple-repeated-headers">
+ <title>Repeated Headers</title>
+ <para>
+ If a message uses a header more than once, Evolution will
+ pay attention only to the first instance, even if the
+ message defines the header differently the second
+ time. For example, if a message declares the Resent-From:
+ header as "engineering@rupertcorp.com" and then restates
+ it as "marketing@rupertcorp.com," Evolution will filter as
+ though the second declaration had not occurred. To filter
+ on messages that use headers multiple times, use a regular
+ expression.
+ </para>
+ </note>
+
+ </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>
+
+<para>
+
+ <note id="lots-of-filters">
+ <title>What if Multiple Filters Match One Message?</title>
+ <para>
+ If you have several filters that match a single message,
+ they will all be applied to the message, in order, unless
+ one of the filters has the action <guibutton>Stop
+ Processing</guibutton>. If you use that action in a
+ filter, the messages that it affects will not be touched
+ by other filters.
+ </para>
+ </note>
+</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 Received - 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 receive, 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>
+ <note>
+ <title>How Does Filtering on Mailing Lists Work?</title>
+ <para>
+ Filtering on mailing list actually looks for a
+ specific mailing-list header called the
+ <computeroutput>X-BeenThere</computeroutput>
+ header, used to identify mailing lists or other
+ redistributors of mail.
+ </para>
+ </note>
+ </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 action</guibutton> and repeat the previous step.
+ </para>
+ </listitem>
+ <listitem>
+ <para>
+ Press <guibutton>OK</guibutton>.
+ </para>
+ </listitem>
+ </orderedlist>
+ </para>
+
+ <note id="when-filters-go-wrong">
+ <title>When Are Filters Applied?</title>
+ <para>
+ If you move mail from your server into your local system
+ using POP mail, filters are applied to incoming mail every
+ time you check for mail.
+ </para>
+ <para>
+ If you store your mail on the mail server and check your
+ mail with IMAP, filters are applied to the INBOX when you
+ open it. In some cases, you will see a number of unread
+ messages in the INBOX, click the INBOX, and then have the
+ messages move elsewhere as they are filtered out.
+ </para>
+ <para>
+ If you use Ximian Connector to store your mail on an
+ Exchange server, filters are not applied until you open
+ your INBOX folder and select
+ <menuchoice><guimenu>Actions</guimenu><guimenuitem>Apply
+ Filters</guimenuitem></menuchoice> or press
+ <keycombo><keycap>Ctrl</keycap><keycap>Y</keycap></keycombo>
+ </para>
+ </note>
+ <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 criteria 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>
+ <guimenuitem>Filters</guimenuitem>
+ </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>
+ The Unmatched vFolder is the mirror of all your other
+ vFolders: it displays whatever messages are not matched by
+ other vFolders.
+ </para>
+ <para>
+ If you use remote email storage like IMAP or Microsoft
+ Exchange, and have created vFolders to search through them,
+ the Unmatched vFolder will follow your lead, and search the
+ remote folders as well. If you do not create any vFolders that
+ search in remote mail stores, the Unmatched vFolder will not
+ search in them either.
+ </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 folder 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 Received - 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 receive, 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>
+</chapter>