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diff --git a/help/C/usage-mail.sgml b/help/C/usage-mail.sgml deleted file mode 100644 index 9ec12d9e5b..0000000000 --- a/help/C/usage-mail.sgml +++ /dev/null @@ -1,1539 +0,0 @@ -<!-- -<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN"> ---> - -<chapter id="usage-mail"> - <title>Evolution Mail</title> - <abstract> - <title> An Overview of the Evolution Mailer</title> - <para> - <application>Evolution</application> email is like other email - programs in all the ways you would hope: - <itemizedlist> - <listitem> - <para> - It can sort and organize your mail in a wide variety of ways with - folders, searches, and filters. - </para> - </listitem> - <listitem> - <para> - It can send and receive mail in HTML or as plain text, and - permits multiple file attachments. - </para> - </listitem> - <listitem> - <para> - It supports multiple mail sources, including <glossterm - linkend="imap">IMAP</glossterm>, <glossterm - linkend="pop">POP3</glossterm>, local - <systemitem><filename>mbox</filename></systemitem> and - <systemitem><filename>mh</filename></systemitem> files, and - even NNTP messages (newsgroups), which aren't technically - email. - </para> - </listitem> - </itemizedlist> - </para> - <para> - However, <application>Evolution</application> has some important - differences. First, it's built to handle very large amounts of - mail without slowing down or crashing. Both the <link - linkend="usage-mail-organize-filters">filtering</link> and <link - linkend="usage-mail-organize-search">searching</link> functions - were built for speed and efficiency on gargantuan volumes of - mail. There's also the <application>Evolution</application> - <link linkend="usage-mail-organize-vFolders">Virtual - Folder</link>, an advanced organizational feature not found in - other mail clients. If you get a lot of mail, or if you keep - every message you get in case you need to refer to it later, - you'll find this feature especially useful. - </para> - </abstract> - - <sect1 id="usage-mail-getnsend"> - <title>Reading, Getting and Sending Mail</title> - - <sect2 id="usage-mail-getnsend-read"> - <title>Reading Mail</title> - <para> - You can start reading email by clicking - <guibutton>Inbox</guibutton> in the shortcut bar. The first - time you use <application>Evolution</application>, it will - start with the <interface>Inbox</interface> open and show you a - message from Ximian welcoming you to the application. - </para> - <para> - Your <application>Evolution</application> - <guilabel>Inbox</guilabel> will look something like the one in - <xref linkend="usage-mail-intro-fig">. Just below the toolbar - is the <interface>message list</interface>, showing message - header information like <guilabel>Subject</guilabel> and - <guilabel>Date</guilabel>. The message itself appears below - that, in the <interface>view pane</interface>. If you find - the <interface>view pane</interface> too small, you can resize - the pane, enlarge the whole window, or double-click on the - message in the <interface>message list</interface> to have it - open in a new window. Just like with folders, you can - right-click on messages in the message list and get a menu of - possible actions. - </para> - - <!-- ==============Figure=================================== --> - - <figure id="usage-mail-intro-fig"> - <title>Evolution Mail</title> - <screenshot> - <screeninfo>Inbox</screeninfo> - <graphic fileref="fig/mail-pic" format="png" srccredit="Aaron Weber"> - </graphic> - </screenshot> - </figure> -<!-- ==============End of Figure============================== --> - - <para> - Most of the mail-related actions you'll want to perform are - listed in the <guimenu>Message</guimenu> menu in the menu - bar. The most frequently used ones, like - <guimenuitem>Reply</guimenuitem> and - <guimenuitem>Forward</guimenuitem>, also appear as buttons in - the toolbar, and almost all of them are duplicated in the - right-click menu and as keyboard shortcuts, which tend to be - faster once you get the hang of them. You can choose - whichever way you like best; the idea is that the software - should work the way you want, rather than making you work the - way the it does. - <tip id="view-headers"> - <title>Take a look at the headers</title> - <para> - To look at the entire source of your email message, including - all the header information, select - <menuchoice><guimenu>View</guimenu><guimenuitem>Source</guimenuitem></menuchoice> - </para> - </tip> - </para> - - <sect3 id="usage-mail-listorder"> - <title>Sorting the message list</title> - <para> - One of the ways <application>Evolution</application> lets - you choose the way you work is the way it lets you sort your - message lists. To sort by sender, subject, or date, click - on the bars with those labels at the top of the message - list. The direction of the arrow next to the label indicates - the direction of the sort, and if you click again, you'll - sort them in reverse order. For example, click once on - <guilabel>Date</guilabel> to sort messages by date from - oldest to newest. Click again, and - <application>Evolution</application> sorts the list from - newest to oldest. You can also right-click on the message - header bars to get a set of sorting options, and add or - remove columns from the message list. You can find detailed - instructions on how to customize your message display - columns in <xref linkend="usage-mail-organize-columns">. - </para> - <para> - You can also choose a threaded message view. Select - <menuchoice> <guimenu>View</guimenu> - <guimenuitem>Threaded</guimenuitem> </menuchoice> to turn - the threaded view on or off. When you select this option, - <application>Evolution</application> groups the replies to a - message with the original, so you can follow the thread of a - conversation from one message to the next. - </para> - </sect3> - <sect3 id="usage-mail-getnsend-delete"> - <title>Deleting Mail</title> - <para> - Once you've read your mail, you may want to get rid of - it. To mark a message for deletion, select it in the the - <interface>message list</interface> by clicking on it once. - Then click on the <guibutton>Delete</guibutton> button in - the tool bar. Or, right-click on a message and choose - <guimenuitem>Delete</guimenuitem> from the right-click - menu. The message will appear with a line through it, to - show that you've marked it for deletion. - </para> - <para> - If you change your mind and decide you want to keep it, - select <menuchoice> <guimenu>Message</guimenu> - <guimenuitem>Undelete</guimenuitem></menuchoice>. If you - really want to get rid of it, choose - <guimenuitem>Expunge</guimenuitem> from the - <guimenu>Folder</guimenu> menu. That will delete it - permanently. - </para> - </sect3> - </sect2> - - <sect2 id="usage-mail-getnsend-get"> - <title>Checking Mail</title> - <para> - Now that you've had a look around the - <interface>Inbox</interface>, it's time to check for new mail. - Click <guibutton>Get mail</guibutton> in the toolbar to check - your mail. If it's the first time you've done so, the - <interface>mail setup assistant</interface> will ask you for - the information it needs to check your mail (see <xref - linkend="config-setupassist"> for more information). - </para> - <para> - Then, you need to enter your email - password. <application>Evolution</application> will remember - your password until until you select <menuchoice> - <guimenu>Settings</guimenu> <guimenuitem>Forget - Passwords</guimenuitem> </menuchoice>. - </para> - <para> - Once it's validated the password, - <application>Evolution</application> will check your mail. - New mail will appear in the local <interface>Inbox</interface> - if you're using a <glossterm>POP</glossterm> account, and in - your <glossterm>IMAP</glossterm> folders if you use IMAP. If - you have chosen to use IMAP, and you have multiple folders on - your IMAP server, you may need to subscribe to them. To learn - how to use the subscription manager, read <xref - linkend="usage-mail-subscriptions">. - </para> - - <note id="badmailsettings"> - <title>Can't Check Mail?</title> - <para> - If you get an error message instead of mail, you probably need - to change your network settings. To learn how to do that, - have a look at <xref linkend="config-prefs-mail-network">, or - ask your system administrator. - </para> - </note> - - <sect3 id="usage-mail-getnsend-get-news"> - <title>Using Evolution for News </title> - <para> - Newsgroups are so similar to email that there's no reason not - to read them side by side. If you want to do that, add a - news source to your configuration (see <xref - linkend="config-prefs-network-news">). The news server will - appear as a remote server, and will look quite similar to an - IMAP folder. When you click <guibutton>Get Mail</guibutton>, - <application>Evolution</application> will also check for news - messages. - </para> - </sect3> - - <sect3 id="usage-mail-getnsend-get-attach"> - <title>Attachments and HTML Mail</title> - <para> - If someone sends you an <glossterm>attachment</glossterm>, a - file attached to an email, - <application>Evolution</application> will display the file - at the bottom of the message to which it's attached. Text, - HTML, and most images will be displayed within the message - itself. For other files, - <application>Evolution</application> will show an icon at - the end of the message. Right-click on the icon to get a - list of options which will vary depending on the type of - attachment. You will have the option to display most files - as part of the message, export them to a different - application (images to Eye of GNOME, spreadsheets to - Gnumeric, and so forth), or save them to disk. - </para> - - <para> - <application>Evolution</application> can also display - HTML-formatted mail, complete with graphics. HTML - formatting will display automatically, although you can - turn it off if you prefer. - </para> - </sect3> - </sect2> - - <sect2 id="usage-mail-getnsend-send"> - <title>Writing and Sending Mail</title> - <para> - You can start writing a new email message by selecting - <menuchoice> <guimenu>File</guimenu> - <guisubmenu>New</guisubmenu> <guimenuitem> - Mail Message</guimenuitem></menuchoice>, or by pressing the - <guibutton>Compose</guibutton> button in the Inbox toolbar. - When you do so, the <interface>New Message</interface> window - will open, as shown in <xref - linkend="usage-mail-newmsg-fig">. - </para> - -<!-- ==============Figure=================================== --> - <figure id="usage-mail-newmsg-fig"> - <title>New Message Window</title> - <screenshot> - <screeninfo>Evolution Main Window</screeninfo> - <graphic fileref="fig/newmsg-pic" format="png" srccredit="Kevin Breit"> - </graphic> - </screenshot> - </figure> -<!-- ==============End of Figure=================================== --> - - <!-- Check the alignment of the following paragraph in the PS and - HTML output: it's indented for no good reason --> - <para> - Enter an address in the <guilabel>To:</guilabel> field, a - subject in the <guilabel>Subject:</guilabel> and a message in - the big empty box at the bottom of the window, and press - <guibutton>Send</guibutton>. - </para> - - <sect3 id="usage-mail-getnsend-send-delay"> - <title>Saving Messages for Later</title> - <para> - Evolution will send mail immediately unless you tell it to - do otherwise by selecting <menuchoice> - <guimenu>File</guimenu> <guimenuitem>Send - Later</guimenuitem></menuchoice>. This will add your - messages to the <guilabel>Outbox</guilabel> queue. Then, - when you press <guibutton>Send</guibutton> in another - message, or <guibutton>Get Mail</guibutton> in the main - mail window, all your unsent messages will go out at once. - I like to use "Send Later" because it gives me a chance to - change my mind about a message before it goes out. That - way, I don't send anything I'll regret the next day. - </para> - <para> - To learn more about how you can specify message queue and - filter behavior, see <xref linkend="config-prefs-mail">. - </para> - - <para> - You can also choose to save messages as drafts or as text - files. Choose - <menuchoice> - <guimenu>File</guimenu> - <guimenuitem>Save</guimenuitem> - </menuchoice> - or <guimenuitem>Save As</guimenuitem> to save your message - as a text file. If you prefer to keep your message in a - folder (the <guilabel>Drafts</guilabel> folder would be the - obvious place), you can select <menuchoice> - <guimenu>File</guimenu> <guimenuitem>Save In - Folder</guimenuitem> </menuchoice>. - </para> - </sect3> - <sect3 id="usage-mail-getnsend-send-compose"> - <title>Advanced Mail Composition</title> - <para> - You can probably guess the purpose of the buttons labelled - <guibutton>Cut</guibutton>, <guibutton>Copy</guibutton>, - <guibutton>Paste</guibutton>, <guibutton>Undo</guibutton> - and <guibutton>Redo</guibutton>, but there's a bit more to - sending mail that's less obvious. In the next few sections, - you'll see how <application>Evolution</application> handles - additional features, including large recipient lists, - attachments, and forwarding. - </para> - <sect4 id="usage-mail-getnsend-send-attach"> - <title>Attachments</title> - <para> - If you want to attach a file to your email message, you - can drag it from your desktop into the message window, or - click the button in the toolbar with a paper clip on it, - labelled <guibutton>Attach</guibutton>. If you click the - <guibutton>Attach</guibutton> button, - <application>Evolution</application> will open a file - selection dialog box to ask you which file you want to - send. Select the file and click <guilabel>OK</guilabel>. - </para> - <para> - To hide the display of files you've attached to the - message, select <menuchoice> - <guimenu>View</guimenu> <guimenuitem>Hide - Attachments</guimenuitem> </menuchoice>; to show them - again, choose <guimenuitem>Show Attachments</guimenuitem>. - </para> - <para> - When you send the message, a copy of the attached file - will go with it. Be aware that big attachments can take a - long time to download. - </para> - </sect4> - <sect4 id="usage-mail-getnsend-send-to-types"> - <title>Types of Recipients</title> - <para> - <application>Evolution</application>, like most email - programs recognizes three types of addressee: primary - recipients, secondary recipients, and hidden ("blind") - recipients. - </para> - <para> - The simplest way to direct a message is to put the email - address or addresses in the <guilabel>To:</guilabel> - field, which denotes primary recipients. To send mail to - more than one or two people, you can use the the - <guilabel>Cc:</guilabel> field. - </para> - <para> - Hearkening back to the dark ages when people used - typewriters and there were no copy machines, "Cc" stands - for "Carbon Copy." Use it whenever you want to share a - message you've written to someone else. - <example id="ex-mail-cc"> - <title>Using the Cc: field</title> - <para> - When Susan sends an email to a client, she puts her - co-worker, Tim, in the in the - <guilabel>Cc:</guilabel> field, so that he know - what's going on. The client can see that Tim also - received the message, and knows that he can talk to - Tim about the message as well. - </para> - </example> - </para> - <para> - If you have a large number of recipients, or if you want - to send mail to several people without sharing the - recipient list, you should use - <guilabel>Bcc:</guilabel>. "Bcc" stands for "Blind Carbon - Copy", and it sends messages discreetly. In other words, - the people in the <guilabel>Bcc:</guilabel> field get the - message, but nobody sees that they got it. Note that the - contents of the <guilabel>To:</guilabel> and - <guilabel>Cc:</guilabel> fields are visible to all - recipients, even to people on the - <guilabel>Bcc:</guilabel> list. - - <example id="ex-mail-bcc"> - <title>Using the Bcc: field</title> - <para> - Tim is sending an email announcement to all of his - company's clients, some of whom are in competition - with each other, and all of whom value their - privacy. He needs to use the - <guilabel>Bcc:</guilabel> field here. If he puts - every address from his address book's "Clients" - category into the <guilabel>To:</guilabel> or - <guilabel>Cc:</guilabel> fields, he'll make the - company's <emphasis>entire</emphasis> client list - public. It seems like a small difference, but it can - make a huge difference in some situations. - </para> - </example> - </para> - </sect4> - - <sect4 id="usage-mail-getnsend-send-to"> - <title>Choosing Recipients Quickly</title> - <para> - If you have created address cards in the contact manager, - you can also enter nicknames or other portions of address - data, and <application>Evolution</application> will complete - the address for you. <!-- (INSERT description of UI for this - feature, once it is decided upon). --> If you enter a name - or nickname that can go with more than one card, Evolution - will open a dialog box to ask you which person you meant. - <!-- (NOT YET) Also, <application>Evolution</application> - will add a domain to any unqualified addresses. By default, - this is your domain, but you can choose which one mail - preferences dialog. --> - </para> - <para> - Alternately, you can click on the - <guibutton>To:</guibutton>, <guibutton>Cc:</guibutton>, or - <guibutton>Bcc:</guibutton> buttons to get a list — - potentially a very long one — of the email addresses - in your contact manager. Select addresses and click on - the arrows to move them into the appropriate address - columns. - </para> - <para> - For more information about using email together with the - contact manager and the calendar, see <xref - linkend="usage-contact-automate"> and <xref - linkend="usage-calendar-apts">. - </para> - </sect4> - </sect3> - - <sect3 id="usage-mail-getnsend-send-reply"> - <title>Replying to Messages</title> - <para> - To reply to a message, press the - <guibutton>Reply</guibutton> button while it is selected, - or choose <guimenuitem>Reply to Sender</guimenuitem> from - the message's right-click menu. That will open the - <interface>message composer</interface>. The - <guilabel>To:</guilabel> and <guilabel>Subject</guilabel> - fields will already be filled, although you can alter them - if you wish. In addition, the full text of the old message - is inserted into the new message, either in italics (for - HTML display) or with the > character before each line - (in plain text mode), to indicate that it's part of the - previous message. People often intersperse their message - with the quoted material as shown in <xref - linkend="usage-mail-getnsend-reply-fig">. - -<!-- note that this figure should have a reply message ready to send, -with quoted materials and the relevant replies interspersed--> - <!-- ==============Figure=================================== --> - <figure id="usage-mail-getnsend-reply-fig"> - <title>Reply Message Window</title> - <screenshot> - <screeninfo>Evolution Main Window</screeninfo> - <graphic fileref="fig/replymsg" format="png" srccredit="Aaron Weber"> - </graphic> - </screenshot> - </figure> -<!-- ==============End of Figure=================================== --> - </para> - - <para> - If you're reading a message with several recipients, you may - wish to use <guibutton>Reply to All</guibutton> instead of - <guibutton>Reply</guibutton>. If there are large numbers - of people in the <guilabel>Cc:</guilabel> or - <guilabel>To:</guilabel> fields, this can save substantial - amounts of time. - <example> - <title>Using the Reply to All feature</title> - <para> - Susan sends an email to a client and sends copies to Tim - and to an internal company mailing list of co-workers. - If Tim wants to make a comment for all of them to read, - he uses <guibutton>Reply to All</guibutton>, but if he - just wants to tell Susan that he agrees with her, he - uses <guibutton>Reply</guibutton>. Note that his reply - will not reach anyone that Susan put on her - <guilabel>Bcc</guilabel> list, since that list is not - shared with anyone. - </para> - </example> - </para> - </sect3> - <sect3 id="usage-mail-getnsend-send-find"> - <title>Searching and Replacing with the Composer</title> - <para> - You're probably familiar with search and replace features, - and if you come from a Linux or Unix background, you - probably know what <guimenuitem>Find Regex</guimenuitem> - does. If you aren't among the lucky who already know, - here's a quick rundown of an important section of the - <guimenu>Edit</guimenu> menu. - </para> - <para> - <variablelist> - <varlistentry> - <term><guimenuitem>Find</guimenuitem></term> - <listitem><para> Enter a word or phrase, and - <application>Evolution</application> will find it - in your message. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guimenuitem>Find Regex</guimenuitem></term> - <listitem> - <para> - Find a regex, also called a - <glossterm linkend="regular-expression">regular - expression</glossterm>, in your composer window. - </para> - </listitem> - </varlistentry> - - <varlistentry> - <term><guimenuitem>Find Again</guimenuitem></term> - <listitem><para> - Select this item to repeat the last search you performed. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guimenuitem>Replace</guimenuitem></term> - <listitem><para> - Find a word or phrase, and replace it with - something else. - </para></listitem> - </varlistentry> - - </variablelist> - </para> - <para> - For all of these menu items, you can choose whether or not - to <guilabel>Search Backwards</guilabel> in the document - from the point where your cursor is. For all but the - regular expression search (which doesn't need it), you are - offered a check box to determine whether the search is to - be <guilabel>Case Sensitive</guilabel> when it determines - a match. - </para> - </sect3> - <sect3 id="usage-mail-getnsend-send-html"> - <title>Embellish your email with HTML</title> - <para> - Normally, you can't set text styles or insert pictures in - emails, which is why you've probably seen people use far - too many exclamation points for emphasis, or use - <glossterm linkend="emoticon">emoticons</glossterm> to - convey their feelings. However, most newer email programs - can display images and text styles as well as basic - alignment and paragraph formatting. They do this with - <glossterm linkend="html">HTML</glossterm>, just like web - pages do. - </para> - <note> - <title>HTML Mail is not a Default Setting</title> - <para> - Some people do not have HTML-capable mail clients, or - prefer not to receive HTML-enhanced mail because it is - slower to download and display. <emphasis>Some</emphasis> - people refer to HTML mail as "the root of all evil" and - get very angry if you send them HTML mail, which is why - <application>Evolution</application> sends plain text - unless you explicitly ask for HTML. To send HTML mail, - you will need to select <menuchoice> - <guimenu>Format</guimenu> <guimenuitem> - HTML</guimenuitem></menuchoice>. Alternately, you can set - your default mail format preferences in the mail - configuration dialog. See <xref - linkend="config-prefs-mail-other"> for more information. - </para> - </note> - <para> - HTML formatting tools are located in the toolbar just above - the space where you'll actually compose the message, and - they also appear in the <guimenu>Insert</guimenu> and - <guimenu>Format</guimenu> menus. - </para> - <para> - The icons in the toolbar are explained in <glossterm - linkend="tooltip">tool-tips</glossterm>, which appear when - you hold your mouse over the buttons. The buttons fall - into four categories: - <variablelist> - <varlistentry> - <term>Headers and lists</term> - <listitem> - <para> - At the left edge of the toolbar, you can choose - <guilabel>Normal</guilabel> for a default text style - or <guilabel>Header 1</guilabel> through - <guilabel>Header 6</guilabel> for varying sizes of - header from large (1) to tiny (6). Other styles - include <guilabel>pre</guilabel>, to use the HTML - tag for preformatted blocks of text, and three types - of <guilabel>List Item</guilabel> for the highly - organized. - </para> - </listitem> - </varlistentry> - <varlistentry> - <term>Text style</term> - <listitem> - <para> - Use these buttons to determine the way your letters - look. If you have text selected, the style will - apply to the selected text. If you do not have text - selected, the style will apply to whatever you type - next. The buttons are: - <itemizedlist mark="none"> - <listitem><para>Push <guibutton>B</guibutton> for bold text</para></listitem> - <listitem><para>Push <guibutton>I</guibutton> for italics</para></listitem> - <listitem><para>Push <guibutton>U</guibutton> to underline</para></listitem> - <listitem><para>Push <guibutton>S</guibutton> for a strikethrough.</para></listitem> - </itemizedlist> - </para> - </listitem> - </varlistentry> - <varlistentry> - <term>Alignment</term> - <listitem> - <para> - Located next to the text style buttons, these three - paragraph icons should be familiar to users of most - word processing software. The leftmost button will - make your text aligned to the left, the center - button, centered, and the right hand button, - aligned on the right side. - </para> - </listitem> - </varlistentry> - - <varlistentry> - <term>Indentation rules</term> - <listitem> - <para> - The button with the arrow pointing left will reduce - a paragraph's indentation, and the right arrow will - increase its indentation. - </para> - </listitem> - </varlistentry> - - <varlistentry> - <term>Color Selection</term> - <listitem> - <para> - At the far right is the color section tool. The - colored box displays the current text color; to - choose a new one, click the arrow button just to the - right. If you have text selected, the color will - apply to the selected text. If you do not have text - selected, the color will apply to whatever you type - next. - </para> - </listitem> - </varlistentry> - - - </variablelist> - </para> - <para> - There are three tools that you can find only in the - <guimenu>Insert</guimenu> menu. - <variablelist> - <varlistentry> - <term><guimenuitem>Insert Link</guimenuitem>:</term> - <listitem> - <para> - Use this tool to put hyperlinks in your HTML - messages. When you select it, - <application>Evolution</application> will prompt you - for the <guilabel>Text</guilabel> that will appear, - and the <guilabel>Link</guilabel>, where you should - enter the actual web address (URL). If you don't - want special link text, you can just enter the address - directly, and <application>Evolution</application> - will recognize it as a link. - </para> - </listitem> - </varlistentry> - <varlistentry> - <term> <guimenuitem>Insert Image</guimenuitem>:</term> - <listitem> - <para> - Select this item to embed an image into your email, as - was done in the welcome message. Images will appear at - the location of the cursor. This is different from - attaching them to a message, but not very different. - </para> - </listitem> - </varlistentry> - <varlistentry> - <term><guimenuitem>Insert Rule</guimenuitem>:</term> - <listitem><para> - This will insert a horizontal line, or rule, into your document. - You'll be presented with a dialog box which gives you - the choice of size, percentage of screen, shading, and - alignment; if you leave everything at the default - values you'll get a thin black rule all the way across - the screen.</para></listitem> - </varlistentry> - - </variablelist> - </para> - <note> - <title>A Technical note on HTML Tags</title> - <para> - The composer is a WYSIWYG (What You See Is What You Get) - editor for HTML. That means that if you enter HTML - directly into the composer— say, <markup - role="html"><B>Bold Text</B></markup>, the - the composer will assume you meant exactly that string - of characters, and not "make this text bold," as an HTML - composition tool or text editor would. - </para> - </note> - </sect3> - - -<!-- Function not implemented, -possibly never will be due to security evil. --> -<!-- - <sect3 id="usage-mail-getnsend-send-live"> - <title>Live Documents</title> - <para> - Later versions of <application>Evolution</application> - will allow you to enliven your email with almost any - sort of document, and even with entire - applications. At this point, however, this feature has not - yet been implemented. - </para> - </sect3> ---> - - <sect3 id="usage-mail-getnsend-fwd"> - <title>Forwarding Mail</title> - <para> - The post office forwards your mail for you when you change - addresses, and you can forward mail when you get a letter by - mistake. The email <guilabel>Forward</guilabel> button - works in much the same way. It's particularly useful if you - have received a message and you think someone else would - like to see it. You can forward a message as an attachment - to a new message (this is the default) or - you can send it <glossterm linkend="inline">inline</glossterm> as a quoted - portion of the message you are sending. Attachment - forwarding is best if you want to send the full, unaltered - message on to someone else. Inline forwarding is best if - you want to send portions of a message, or if you have a - large number of comments on different sections of the - message you are forwarding. Remember to note from whom the - message came, and where, if at all, you have removed or - altered content. - </para> - <para> - To forward a message you are reading, press - <guibutton>Forward</guibutton> on the toolbar, or select - <menuchoice> <guimenu>Message</guimenu> - <guimenuitem>Forward</guimenuitem> </menuchoice>. If you - prefer to forward the message <glossterm linkend="inline">inline</glossterm> - instead of attached, select <menuchoice> - <guimenu>Message</guimenu> <guimenuitem>Forward - Inline</guimenuitem> </menuchoice> from the menu. Choose an - addressee as you would when sending a new message; the - subject will already be entered, but you can alter it. - Enter your comments on the message in the - <interface>composition frame</interface>, and press - <guibutton>Send</guibutton>. - </para> - </sect3> - <sect3 id="usage-mail-getnsend-ettiquette"> - <title>Seven Tips for Email Courtesy</title> - <para> - I started with ten, but four were "Don't send - <glossterm linkend="spam">spam</glossterm>." - <itemizedlist> - - <listitem> - <para> - Don't send spam or forward chain mail. If you must, - watch out for hoaxes and urban legends, and make sure - the message doesn't have multiple layers of - greater-than signs, (>) indicating multiple layers - of careless in-line forwarding. - </para> - </listitem> - - <listitem> - <para> - Always begin and close with a salutation. Say "please" - and "thank you," just like you do in real life. You - can keep your pleasantries short, but be pleasant! - </para> - </listitem> - - <listitem> - <para> - ALL CAPS MEANS YOU'RE SHOUTING! Don't write a whole - message in capital letters. It hurts people's ears. - </para> - </listitem> - - <listitem> - <para> - Never write anything in email you wouldn't say in - public. Old messages have a nasty habit of - resurfacing when you least expect. - </para> - </listitem> - - <listitem> - <para> - Check your spelling and use complete sentences. - </para> - </listitem> - - <listitem> - <para> - Don't send nasty emails (flames). If you get one, - don't write back. - </para> - </listitem> - - <listitem> - <para> - When you reply or forward, include just enough of - the previous message to provide context: not too - much, not too little. - </para> - </listitem> - </itemizedlist> - </para> - <para> Happy mailing! </para> - </sect3> - </sect2> - </sect1> - - <sect1 id="usage-mail-organize"> - <title>Organizing Your Mail</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>Evolution</application> has the tools - to help you do it. - </para> - <sect2 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 (closed for unread, open for read, - and open with an arrow on it to indicate you've sent a - reply), 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. You can add - new ones with the <guimenuitem>Field Chooser</guimenuitem> - item in the right click menu for the column headings. - </para> - <para> - Right-click on one of the column headers to get a list of - options: - <variablelist> - - <varlistentry> - <term><guimenuitem>Sort Ascending</guimenuitem>, - <guimenuitem>Sort Descending</guimenuitem>, and - <guimenuitem>Unsort</guimenuitem></term> - <listitem><para>Which should be pretty obvious. You - can also set these sorts by just clicking on the - column headers.</para></listitem> - </varlistentry> - - <varlistentry> - <term><guimenuitem>Group By this Field</guimenuitem></term> - <listitem><para> - Groups messages instead of sorting them. (FIXME: Explain further) - </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> A list - of column headers; 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> - </sect2> - - <sect2 id="usage-mail-organize-folders"> - <title>Getting Organized with Folders</title> - <para> - <application>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>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 - moved to your folder automatically. - </para> - </sect2> - - <sect2 id="usage-mail-organize-search"> - <title>Searching for Messages</title> - <para> - Most mail clients can search through your messages for you, - but <application>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>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 Virtual Folder</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 virtual folders in the next few sections. - </para> - - </sect2> - - <sect2 id="usage-mail-organize-filters"> - <title>Staying organized: Mail Filters in Evolution</title> - <para> - I once worked in the mail room of a large company, where my - job was to bundle, sort, and distribute mail to the various - mail boxes and desks throughout the building. Filters do that - same job with email, but they lose much less mail than I did. - 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 in under a second. Which is - to say, it's faster and more flexible than an actual person - with a pile of envelopes. - </para> - <para> - Most often, you'll want to have - <application>Evolution</application> put mail into different - folders, but you can have it do almost anything you like. - People who get lots of mail, or who often need to refer to old - messages, find filters especially helpful, but they're good - for anybody who gets more than a few messages a day. To - create a filter, open the <interface>filter - assistant</interface> by selecting - <menuchoice> - <guimenu>Settings</guimenu> - <guimenuitem>Mail Filters</guimenuitem> - </menuchoice>. - </para> - - <figure id="usage-mail-filters-fig-assist"> - <title>The Filter Assistant</title> - <screenshot> - <screeninfo>The Filter Assistant</screeninfo> - <graphic fileref="fig/filter-assist-fig" format="png" srccredit="Aaron Weber"> - </graphic> - </screenshot> - </figure> - - <para> - The <interface>filter assistant</interface> window contains a - list of your current filters, sorted by the order in which - they are used. From the drop-down box at the top of the - window, choose <guilabel>Incoming</guilabel> to display - filters for incoming mail, and <guilabel>Outgoing</guilabel> - for those which sort only outgoing mail. - </para> - <para> - The <interface>filter assistant</interface> also has a set of - buttons: - <itemizedlist> - - <listitem><para> - <guibutton>Add</guibutton> — Create a new filter. - </para></listitem> - - <listitem><para> - <guibutton>Edit</guibutton> — Edit an existing filter. - </para></listitem> - - <listitem><para> - <guibutton>Delete</guibutton> — Delete the selected filter. - </para></listitem> - - <listitem><para> <guibutton>Up</guibutton> — Move the - selected filter up in the list so it gets applied first. - </para></listitem> - - <listitem><para> - <guibutton>Down</guibutton> — Move the selected filter down - in the list, so it comes into play later. - </para></listitem> - </itemizedlist> - - If you don't have any filters set up, the only one of those - buttons you can click is <guibutton>Add</guibutton>, which - will open a dialog to let you add a filter rule. If you do - have filters, you can either add a new filter rule, or select - one from your list and click <guibutton>Edit</guibutton>. - </para> - <para> - The filter rule editor, shown in <xref - linkend="usage-mail-filters-fig-new">, is where you'll - actually create your filtering rule. - - <figure id="usage-mail-filters-fig-new"> - <title>Creating a new Filter</title> - <screenshot> - <screeninfo>Creating a new Filter</screeninfo> - <graphic fileref="fig/filter-new-fig" format="png" srccredit="Aaron Weber"> - </graphic> - </screenshot> - </figure> - </para> - <para> - Enter a name for your filter in the <guilabel>Rule - Name</guilabel> field, and then begin choosing the criteria - you'd like to use as you sort your mail. Choose how many - criteria you'd like by pressing <guibutton>Add - Criterion</guibutton> and <guibutton>Remove - Criterion</guibutton>. If you have multiple criteria, you - should then decide whether to have the filter do its job only - <guilabel>if all criteria are met</guilabel>, or <guilabel>if - any criteria are met</guilabel>. - </para> - <para> - For each filter criterion, you must first select what - part of the message you want the filter to examine: - <variablelist> - <varlistentry> - <term><guilabel>Sender</guilabel></term> - <listitem><para> - The sender's address. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Recipients</guilabel></term> - <listitem><para> - The recipients of the message. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Subject</guilabel></term> - <listitem><para> - The subject line of the message. - </para></listitem> - </varlistentry> - - - <varlistentry> - <term><guilabel>Specific Header</guilabel></term> - <listitem><para> - 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> - </varlistentry> - - <varlistentry> - <term><guilabel>Message Body</guilabel></term> - <listitem><para> - Search in the actual text of the message. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Expression</guilabel></term> - <listitem> - <para> - Enter a <glossterm linkend="regular-expression">regular - expression</glossterm>, and - <application>Evolution</application> will search the - entire message, including headers, to match it for you. - </para> - </listitem> - </varlistentry> - - - <varlistentry> - <term><guilabel>Date Sent</guilabel></term> - <listitem><para> Filter messages by when 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&mdash perhaps you're looking for - messages less than two days old. </para></listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Date Recieved</guilabel></term> - <listitem><para> - 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> - </varlistentry> - - <varlistentry> - <term><guilabel>Priority</guilabel></term> - <listitem><para> - 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> - </varlistentry> - - <varlistentry> - <term><guilabel>Regex Match</guilabel></term> - <listitem> - <para> - If you know your way around a <glossterm - linkend="regular-expression">regex</glossterm>, or - regular expression, put your knowledge to use here. - </para> - </listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Source</guilabel></term> - <listitem> - <para> - 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> - </varlistentry> - </variablelist> - </para> - <para> - Now, tell it what to do with those messages. If you want more - actions, click <guibutton>Add Action</guibutton>; if you want - fewer, click <guibutton>Remove Action</guibutton>. And choose - again: - <variablelist> - - <varlistentry> - <term><guilabel>Copy to Folder</guilabel></term> - <listitem><para> - If you select this item, <application>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> - </varlistentry> - - <varlistentry> - <term><guilabel>Move to Folder</guilabel></term> - <listitem><para> - If you select this item, <application>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> - </varlistentry> - - <varlistentry> - <term><guilabel>Forward to Address</guilabel></term> - <listitem><para> - Select this, enter an address, and the addressee will - get a copy of the message. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Delete</guilabel></term> - <listitem><para> - Marks the message for deletion. You can still get the message - back, at least until you <guimenuitem>Expunge</guimenuitem> your - mail yourself. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Stop Processing</guilabel></term> - <listitem><para> - 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> - </varlistentry> - - <varlistentry> - <term><guilabel>Assign Color</guilabel></term> - <listitem><para> - Select this item, and <application>Evolution</application> - will mark the message with whatever color you please. - </para></listitem> - </varlistentry> - - <varlistentry> - <term><guilabel>Assign Score</guilabel></term> - <listitem><para> 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> - </varlistentry> - - </variablelist> - </para> - <para> - You're done. Click <guibutton>OK</guibutton> to use this - filter, or <guibutton>Cancel</guibutton> to close the window - without saving any changes. - </para> - - - - <!-- FIXME: This needs to be in there. But the feature is temporarily - disabled and I don't know how it will be reimplemented. - - <itemizedlist> - <listitem> - <para> - <guilabel>When mail arrives:</guilabel> Select - this option to have messages filtered as they - arrive. - </para> - </listitem> - <listitem> - <para> - <guilabel>When mail is sent:</guilabel> Select - this option to filter your outgoing mail. You - can use this feature to keep your - <interface>Outbox</interface> as organized as - your <interface>Inbox</interface>. - </para> - </listitem> - </itemizedlist> - </para> - - --> - - <note> - <title>Two Notable Filter Features</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. - </para> - </listitem> - - <listitem><para>If you move a folder, your filters - will follow it. </para></listitem> - </itemizedlist> - </para> - </note> - </sect2> - - - - <sect2 id="usage-mail-organize-vFolders"> - <title>Getting Really Organized with Virtual Folders</title> - <para> - If filters aren't flexible enough for you, or you find - yourself performing the same search again and again, consider - a virtual folder. Virtual folders, or vFolders, are an - advanced way of viewing your email messages within - <application>Evolution</application>. If you get a lot of - mail or often forget where you put messages, virtual folders can help - you stay on top of things. - </para> - <para> - A virtual folder 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 virtual folder 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 virtual folder criteria arrive or are - deleted, <application>Evolution</application> will - automatically place them in and remove them from the - virtual folder contents list. When you delete a message, it gets - erased from the folder in which it actually exists, as well as - any virtual folders 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. Virtual folders - make for better organization because they can accept - overlapping groups in a way that regular folders and filing - systems can't. - </para> - - <example id="usage-mail-organize-vFolders-ex"> - <title>Using Folders, Searches, and Virtual Folders</title> - <para> - To organize my mail box, I set up a virtual folder for - emails from my friend and co-worker Anna. I have another - one for messages that have "ximian.com" in the address and - "Evolution" in the subject line, so I can keep a record of - what people from work send me about - <application>Evolution</application>. If Anna sends me a - message about anything other than Evolution, it only shows - up in the "Anna" folder. When Anna sends me mail about the - user interface for <application>Evolution</application>, I - can see that message both in the "Anna" virtual folder and - in the "Internal Evolution Discussion" virtual folder. - </para> - </example> - - <!-- (INSERT SCREENSHOT HERE: virtual folders in action) --> - - <para> - To create a virtual folder, select <menuchoice> - <guimenu>Settings</guimenu> <guimenuitem>Virtual Folder - Editor</guimenuitem> </menuchoice>. This will bring up a - dialog box that looks suspiciously like the filter window - (for more information on filters, see <xref - linkend="usage-mail-organize-filters">), and which - presents you with a list of virtual folders you have previously - created. If you have created any virtual folders, they are listed - here, and you can select, edit or remove them if you wish. - If you have not created any, there will be only one available - option: click <guibutton>Add</guibutton> to add a new - Virtual Folder. - </para> - <para> - You can enter a name for your virtual folder in the - <guilabel>Name</guilabel>. Then, tell - <application>Evolution</application> what messages to look - for. This process is exactly like filter creation: decide - between <guilabel>Match all parts</guilabel> and - <guilabel>Match any part</guilabel>, then choose what part of - the message to look in, what sort of matching to perform, and - specify exactly what it is that you want to find, be it a - line of text, a score, a regular expression, or a particular date or - range of dates. - </para> - <para> - The second part, however, is slightly different. In the - section of the window labelled <guilabel>Virtual Folder Sources - </guilabel> is a list of folders in which - <application>Evolution</application> will search for the - contents of your vFolder. Click <guibutton>Add</guibutton> - to add a folder, or <guibutton>Remove</guibutton> to remove - one. That way, you can have your vFolder search in - newsgroups, or just in one of your mailboxes, or just in a - select few folders you've already screened with filters. - </para> - <para> - The vFolder creation window is shown in <xref - linkend="usage-mail-vfolder-fig-createrule"> - - <figure id="usage-mail-vfolder-fig-createrule"> - <title>Selecting a vFolder Rule</title> - <screenshot> - <screeninfo>Creating a vFolder Rule</screeninfo> - <graphic fileref="fig/vfolder-createrule-fig" format="png" srccredit="Aaron Weber"> - </graphic> - </screenshot> - </figure> - </para> - </sect2> - <sect2 id="usage-mail-subscriptions"> - <title>Subscription Management</title> - <para> - <application>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> - - </sect2> - </sect1> -</chapter> - - |