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diff --git a/help/C/usage-mail-org.xml b/help/C/usage-mail-org.xml deleted file mode 100644 index 4177688017..0000000000 --- a/help/C/usage-mail-org.xml +++ /dev/null @@ -1,1224 +0,0 @@ -x<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 -- <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 -- 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><click here to select a folder></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><click here to select a folder></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 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> - Spam, also known as unsolicited commercial email (UCE), is - the bane of many people's Inboxes, but it doesn't have to - be. Using Ximian Evolution filters and an external Spam - detection tool like SpamAssassin (<ulink - url="http://spamassassin.org/">http://spamassassin.org/</ulink>), - you can catch the vast majority of junk mail and drop it - directly into the trash. - </para> - <para> - The easiest way to do this is to get your system - administrator to install SpamAssassin (or its equivalent) - on your mail server. There, it will flag messages it - suspects of being Spam with the "X-Spam-Status" header to - your mail, which you can then search for in a - filter. Because SpamAssassin scores mails based on the - likelihood that messages are junk, you can even choose how - strict you want it to be. If you don't have a friendly - network administrator, never fear: you can install - SpamAssassin on your own system, then pipe messages through - it before reading them. - </para> - - <para> - If your system administrator or ISP has SpamAssassin, here's how to siphon off the junk mail: - <orderedlist> - - <listitem><para> - Select <menuchoice><guimenu>Tools</guimenu><guimenuitem>Filters</guimenuitem></menuchoice>. - </para></listitem> - - <listitem><para> - Click <guibutton>Add</guibutton>. - </para></listitem> - - <listitem><para> - Set the first part of your search criterion to look in a <guilabel>Specific header</guilabel>. - </para></listitem> - - <listitem><para> - Enter <userinput>X-Spam-Flag</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>YES</userinput> as the content to search for. - You're now working with all email that has the word "YES" in the - "X-Spam-Status" header. - </para></listitem> - - <listitem><para> - For actions, choose what you'd like to do with the - messages. You can delete the messages automatically, but - it's more prudent to place them in a "Possible Junk Mail" - folder, and check them over just to make sure a genuine - message didn't get flagged by accident. - </para></listitem> - - <listitem><para> - Click OK. You're done. - </para></listitem> - </orderedlist> - </para> - <para> - If you don't have SpamAssassin or other junk mail filtering - on your mail server, there's still hope, although it's not - quite as simple. First, download - and install SpamAssassin from <ulink - url="http://spamassassin.org">http://spamassassin.org</ulink> - You'll need to download the "spamassassin" - and "perl-Mail-SpamAssassin" - packages, and you can install them with Red Carpet by - selecting <guimenuitem>Install Local Packages</guimenuitem> - from the - <guimenu>File</guimenu> menu. Further instructions are at the - SpamAssassin web site. Once you have the software - installed, do the following: - - <orderedlist> - <listitem> - <para> - Open a new create a text file with any text editor ( - <menuchoice> - <guimenu> - Programs - </guimenu> - <guisubmenu> - Accessories - </guisubmenu> - <guimenuitem> - Text Editor - </guimenuitem> - </menuchoice> is the most convenient) and paste in the following: - <screen> - spamassassin -e - </screen> - This will run the SpamAssassin command and report back 0 - if the message is not junk. - </para> - </listitem> - <listitem> - <para> - Save the file as "spam-filter.sh" - </para> - </listitem> - <listitem> - <para> - Mark the file as an executable program: - Open your home directory in Nautilus, right-click on - spam-filter.sh there, and select - <guimenuitem>Properties</guimenuitem>. Then, click the - "Permissions" tab and check the box in the - <guilabel>Execute</guilabel> column and the - <guilabel>Owner</guilabel> row. Alternately, open a terminal - (<menuchoice> - <guimenu> - Programs - </guimenu> - <guisubmenu> - Accessories - </guisubmenu> - <guimenuitem> - Terminal - </guimenuitem> - </menuchoice>) and enter the command: chmod +x spam-filter.sh. - </para> - </listitem> - <listitem> - <para> - Back in Evolution, create a new filter: Select - <menuchoice><guimenu>Tools</guimenu><guimenuitem>Filters</guimenuitem></menuchoice>, - then click <guibutton>Add</guibutton>. - </para> - </listitem> - - <listitem><para> - Select "Pipe Message to Shell Command" as the first portion of the criterion. - </para></listitem> - - <listitem><para> - Enter "/home/username/spam-filter.sh" as the shell command, then select - "Does Not Return" and "0" as the remaining two - items. Substitute your username for "username" so that - Evolution can find the script. - </para></listitem> - - <listitem><para> - For actions, choose what you'd like to do with the - messages. You can delete the messages automatically, but - it's more prudent to place them in a "Possible Junk Mail" - folder, and check them over just to make sure a genuine - message didn't get flagged by accident. - </para></listitem> - <listitem> - <para> - You're done. Click "OK" to close the filter and "OK" to - close the filter editor. - </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 -- <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 -- 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> |