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diff --git a/help/C/usage-mail.xml b/help/C/usage-mail.xml new file mode 100644 index 0000000000..50c2245c84 --- /dev/null +++ b/help/C/usage-mail.xml @@ -0,0 +1,2209 @@ +<chapter id="usage-mail"> + <title>Using Evolution for Email</title> + <para> + This chapter, and <xref linkend="usage-mail-organize"/>, will + provide you with an in-depth guide to the capabilities of + Evolution as a mail client. For information about how to set up + your mail account, see <xref linkend="config-prefs-mail"/>. + </para> + + <note> + <title>If you use IMAP Mail</title> + <para> + If you chose IMAP mail during the setup process, you must + subscribe to your mail folders before you can read mail in + them. Read <xref linkend="usage-mail-subscriptions"/> to find out + how. + </para> + </note> + + + <sect1 id="usage-mail-getnsend-read"> + <title>Reading Mail</title> + <para> + Start the mail client by clicking on the + <guibutton>Inbox</guibutton> icon in the shortcut bar, or by + selecting a mail folder in the folder bar. To read a message, + select it in the message list; if you'd like to see it in its + own window, double-click on it or press + <keycombo action="simul"> + <keycap>Ctrl</keycap> + <keycap>O</keycap> + </keycombo>. + </para> + + <tip id="spaceandbs"> + <title>Reading Mail with the Keyboard</title> + <para> + You can click the spacebar to page down while you're reading + an email, and press backspace to page up in an email. This + may help to make reading your email faster. + </para> + </tip> + + <sect2 id="usage-mail-listorder"> + <title>Sorting the message list</title> + <para> + <application>Evolution</application> helps you work by letting you sort + your email. 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> + + <tip id="view-headers"> + <title>Email Headers</title> + <para> + To look at the complete headers for email messages, select + <menuchoice><guimenu>View</guimenu><guisubmenu>Message + Display</guisubmenu><guimenuitem>Show Full + Headers</guimenuitem></menuchoice>. To see absolutely every + bit, choose + <menuchoice><guimenu>View</guimenu><guisubmenu>Message + Display</guisubmenu><guimenuitem>Show Email Source + </guimenuitem></menuchoice>. + </para> + </tip> + + <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> + <figure> + <title>Threaded Mail View</title> + <screenshot> + <screeninfo>Threaded Mail View</screeninfo> + <mediaobject><imageobject> + <imagedata format="PNG" fileref="figures/mail-threaded" srccredit="Aaron Weber"/> + </imageobject></mediaobject> + </screenshot> + </figure> + + </sect2> + + <sect2 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 delete a message: + <orderedlist numeration="arabic"> + <listitem> + <para> + Click the message to select it + </para> + </listitem> + <listitem> + <para> + Press delete button or right click on the message and + choose <guilabel>Delete</guilabel>. + </para> + <note> + <title>Why do I still see deleted mail?</title> + <para> + When you press <guibutton>Delete</guibutton> or click + the trash button, your mail isn't actually deleted, + but is marked for deletion. Your email is not gone + until you have expunged it. When you "Expunge" a + folder, you remove all the mail that you have marked + for deletion. + </para> + <para> + If you don't like this behavior, select + <menuchoice><guimenu>View</guimenu><guimenuitem>Hide + Deleted Messages</guimenuitem></menuchoice>. Then, + you will only see deleted messages when you look in + your <guilabel>Trash</guilabel> folder. + </para> + </note> + </listitem> + <listitem> + <para> + Click + <menuchoice> + <guimenu>Actions</guimenu> + <guimenuitem>Expunge</guimenuitem> + </menuchoice> + or press + <keycombo action="simul"> + <keycap>Ctrl</keycap> + <keycap>E</keycap> + </keycombo> + </para> + </listitem> + </orderedlist> + </para> + <note> + <title>Trash is Actually a vFolder?</title> + <para> + Both local and IMAP Trash folders are actually vFolders that + display all messages you have marked for later deletion. + For more information about vFolders, see <xref + linkend="usage-mail-organize-vfolders"/>. Since emptying + your trash expunges the messages in your Trash folder, + choosing <menuchoice> <guimenu>Actions</guimenu> + <guimenuitem>Empty Trash</guimenuitem> </menuchoice> is the + same as expunging deleted mail from <emphasis>all</emphasis> + your folders. + </para> + <para> + This is not, however, true for the Trash folder on Exchange + servers, which behaves just the same as it would in + Outlook. That is to say, the Trash folder on an Exchange + server is a normal folder with actual messages in it. + </para> + </note> + </sect2> + <sect2 id="usage-mail-getnsend-undelete"> + <title>Undeleting Messages</title> + <para> + To undelete a message: + <orderedlist numeration="arabic"> + <listitem> + <para> + Select a message you have marked for deletion. + </para> + </listitem> + <listitem> + <para> + Press <keycombo + action="simul"><keycap>Ctrl</keycap><keycap>U</keycap> + </keycombo> + or choose + <menuchoice> + <guimenu>Edit</guimenu> + <guimenuitem>Undelete</guimenuitem> + </menuchoice> + + </para> + <note> + <title>What does Undelete actually do?</title> + <para> + If you have marked a message for deletion, undeleting + it will unmark it, and the message will be removed + from the Trash folder. However, it can't bring back + messages that have been expunged. + </para> + </note> + </listitem> + </orderedlist> + </para> + </sect2> + </sect1> + + <sect1 id="usage-mail-getnsend-get"> + <title>Checking for New 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 you haven't entered any mail settings yet, the + <interface>setup assistant</interface> will ask you for the + information it needs to check your email. + </para> + <para> + The assistant will give you several dialog boxes where you configure: + <itemizedlist> + <listitem> + <para> + your personal information + </para> + </listitem> + <listitem> + <para> + your outgoing email server information + </para> + </listitem> + <listitem> + <para> + your mail account identity name + </para> + </listitem> + </itemizedlist> + </para> + <para> + To check your email, press the <guibutton>Check Mail</guibutton> + button. If this is your first time checking mail, or you + haven't asked <application>Evolution</application> to store your + password, you'll be prompted for the password. Enter your + password and your email will be downloaded. + </para> + <note id="badmailsettings"> + <title>Can't Check Mail?</title> + <para> + If you get an error message instead of mail, you probably need + to check your network settings. To learn how to do that, have + a look at <xref linkend="config-prefs-mail"/>, or ask your + system administrator. + </para> + </note> + + + + <tip> + <title>Sharing Mailboxes with Other Mail Programs</title> + <para> + If you want to use <application>Evolution</application> + and another email client, such as + <application>Mutt</application>, at the same time, + here's how: + <orderedlist numeration="arabic"> + <listitem> + <para> + Download your mail in the other application as + you would normally. + </para> + </listitem> + <listitem> + <para> + In <application>Evolution</application> + <menuchoice><guimenu>Tools</guimenu><guimenuitem>Mail + Settings</guimenuitem></menuchoice>, and pick the account + you'd like to use to share mail. You may want to + create a new account just for this source of + mail. + </para> + </listitem> + <listitem> + <para> + Under the <guilabel>Receiving Mail</guilabel> + tab, select the type of mail file that your + other mail application uses, and then enter the + full path to that file. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>OK</guibutton> button. + </para> + </listitem> + </orderedlist> + </para> + </tip> + + +<!-- NOT FOR 1.0 + <sect2 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> + </sect2> +--> + + <sect2 id="usage-mail-getnsend-get-attach"> + <title>Working with Attachments and HTML Mail</title> + <para> + If someone sends you an <glossterm linkend="attachment">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, + including HTML formatting and embedded images, will appear + as part of the message, rather than at the end of the + message as an attachment. + </para> + + <sect3 id="usage-mail-getnsend-get-attach-actions"> + <title>Saving or Opening Attachments</title> + <para> + If you get an attachment with an email message, + <application>Ximian Evolution</application> can help you save + it or open it with the appropriate applications. + </para> + <para> + To save an attachment to disk: + <orderedlist numeration="arabic"> + <listitem> + <para> + Click the downward pointing arrow on the attachment icon + and select <guimenuitem>Save to Disk</guimenuitem>. + </para> + </listitem> + <listitem> + <para> + Choose a location and name for the file. + </para> + </listitem> + <listitem> + <para> + Click <guibutton>OK</guibutton>. + </para> + </listitem> + </orderedlist> + </para> + + <para> + To Open an Attachment in a Program: + <orderedlist numeration="arabic"> + <listitem> + <para> + Open the mail message with the attachment you want to read. + </para> + </listitem> + <listitem> + <para> + Click the arrow next the attachment icon. + </para> + </listitem> + <listitem> + <para> + Select the program you'd like to use. It will start up + and open the document. + </para> + </listitem> + </orderedlist> + </para> + <para> + </para> + </sect3> + + <sect3 id="usage-mail-getnsend-get-attach-html"> + <title>Inline Images in HTML Mail</title> + <para> + When someone sends you HTML mail that includes an image in + the body of the message (for example, the welcome message in your + Inbox when you first start <application>Ximian + Evolution</application>) <application>Evolution</application> + will display the image inside the message. You can create + messages like this by using the + <menuchoice><guimenu>Insert</guimenu><guimenuitem>Image</guimenuitem></menuchoice> + tool in the message composer. + </para> + + <para> + If the image isn't included in the message, but is, instead, + a link to an image, <application>Evolution</application> can + download the image from the Internet for you. However, + <application>Evolution</application> will not display the + image unless you ask it to. This is because remotely hosted + images can be slow to load and display, and can even be used + by spammers to track who reads their email. Having images + not load automatically helps protect your privacy. + </para> + <para> + If you want the images to load for one message, select + <menuchoice> + <guimenu>View</guimenu> + <guisubmenu>Message Display</guisubmenu> + <guimenuitem>Load Images</guimenuitem> + </menuchoice>. + + If you want <application>Ximian Evolution</application> to + load remotely hosted images more often, go to the + <guilabel>Display</guilabel> tab of the + <menuchoice> + <guimenu>Tools</guimenu> + <guimenuitem>Mail Settings</guimenuitem> + </menuchoice> dialog. + </para> + <note id="http-proxy"> + <title>Loading Images from the Net through an HTTP Proxy</title> + <para> + If you use an HTTP proxy, + <application>Evolution</application> must be able to find + it through the <systemitem>gnome-vfs</systemitem> subsystem + before it can load images from the Internet. This is also + the case if you wish to access weather and news information + through the Summary tool. You can tell the GNOME Virtual + File System about your HTTP proxy in one of two ways: + <variablelist> + <varlistentry> + <term>Configure it with Nautilus</term> + <listitem> + <para> + <orderedlist numeration="arabic"> + <listitem> + <para> + Open a Nautilus window + </para> + </listitem> + <listitem> + <para> + Select <menuchoice> + <guimenu>Preferences</guimenu> + <guimenuitem>Edit Preferences</guimenuitem> + </menuchoice>. + </para> + </listitem> + <listitem> + <para> + Go to the <guilabel>Navigation</guilabel> tab. + </para> + </listitem> + <listitem> + <para> + Click the <guilabel>Use HTTP Proxy</guilabel> + checkbox and enter the location of your HTTP + proxy in the <guilabel>Location</guilabel> field. + </para> + </listitem> + </orderedlist> + </para> + </listitem> + </varlistentry> + <varlistentry> + <term>Configure it with the gconftool command</term> + <listitem> + <para> + <orderedlist numeration="arabic"> + <listitem> + <para> + Open a terminal. + </para> + </listitem> + <listitem> + <para> + Enter the command + <command> + gconftool --type=bool --set /system/gnome-vfs/use-http-proxy "TRUE" + </command> + </para> + </listitem> + <listitem> + <para> + Enter the command + <command> + gconftool --type=string --set /system/gnome-vfs/http-proxy-host "your-proxy-url" + </command> + </para> + </listitem> + <listitem> + <para> + Enter the command + <command> + gconftool --type=int --set /system/gnome-vfs/http-proxy-port "8080" + </command> + </para> + </listitem> + </orderedlist> + </para> + <para> + For more information about the gconftool command, + read the gconftool man page. + </para> + </listitem> + </varlistentry> + </variablelist> + </para> + </note> + </sect3> + </sect2> + </sect1> + + <sect1 id="usage-mail-getnsend-send"> + <title>Composing New Email Messages</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> + <mediaobject><imageobject><imagedata fileref="figures/newmsg" format="PNG" srccredit="Aaron Weber"/> + </imageobject></mediaobject> + </screenshot> + </figure> +<!-- ==============End of Figure=================================== --> + + <para> + Enter an address in the <guilabel>To:</guilabel> field. If you + wish, enter a subject in the <guilabel>Subject:</guilabel>, and + a message in the box at the bottom of the window. + Once you have written your message, press + <guibutton>Send</guibutton>. + </para> + + <sect2 id="usage-mail-getnsend-send-delay"> + <title>Sending Composed Messages Later</title> + <para> + <application>Evolution</application> 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. The + "Send Later" feature is particularly useful if you use a + modem to connect to the Internet and pay per-minute + charges: you can remain offline until you need to send + mail, then connect and send all your mail at once. Mail in + the outbox is sent when you click + <guibutton>Send/Receive</guibutton> in the main window. + </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. Your options are: + <itemizedlist> + <listitem><para> + Choose + <menuchoice> + <guimenu>File</guimenu> + <guimenuitem>Save Draft</guimenuitem> + </menuchoice> + to store your messages in the drafts folder for later + revision. + </para></listitem> + + <listitem><para> + If you'd like to have the message sent later, you + can choose <guimenuitem>Send Later</guimenuitem>. That way, + the message will be added to the queue, and you can send a + batch of messages all at once. + </para></listitem> + + <listitem><para> + If you prefer to save your message as a text file, + choose <guimenuitem>Save As</guimenuitem> and then choose a + file name. + </para> + </listitem> + </itemizedlist> + </para> + </sect2> + + <sect2 id="usage-mail-getnsend-offline"> + <title>Working Offline</title> + <para> + Offline mode is a tool designed for use with a dialup + connection or for laptop users who do not have a network + connection at all times. It allows you to cache messages + for reference while you are not connected to the + network, and to compose messages and leave them in your + Outbox to be sent the next time you connect to the network. + </para> + <para> + Select + <menuchoice><guimenu>File</guimenu><guimenuitem>Work + Offline</guimenuitem></menuchoice> to have + <application>Ximian Evolution</application> disconnect + from the Internet while you work. When you want to + reconnect, choose + <menuchoice><guimenu>File</guimenu><guimenuitem>Work + Online</guimenuitem></menuchoice>. Alternativly, you + can click the connection button at the bottom left side + of the window. + </para> + <para> + If you use POP mail, all your messages will be + available to you, because they are stored locally. If + you use IMAP or Exchange mail, messages are stored + remotely, so availability is a little different. + </para> + <para> + Messages that you have read are cached and stored + locally; all read messages will be available to you + even if you are offline. Unread messages will be + downloaded and saved for offline use if they are in a + folder that you have marked as an Offline Folder. To + mark a folder for offline use, select + <menuchoice><guimenu>Settings</guimenu> + <guimenuitem>Preferences</guimenuitem></menuchoice> and + then click the <guilabel>Folders</guilabel> icon. In + the <guilabel>Offline Folders</guilabel> tab, click the + check-box next to the folders that you would like to + use while you are offline. Then, when you select + <guimenuitem>Go Offline</guimenuitem>, Evolution will + fetch their contents and store them for later + reference. + </para> + </sect2> + <sect2 id="usage-mail-getnsend-send-compose"> + <title>More About Mail Composition</title> + <para> + In the next few sections, you'll see how + <application>Evolution</application> handles advanced email + features, including large recipient lists, attachments, and + forwarding. + </para> + <sect3 id="usage-mail-getnsend-send-attach"> + <title>Attachments</title> + <para> + To attach a file to your email: + <orderedlist numeration="arabic"> + <listitem> + <para> + Push the attach button in the composer toolbar + </para> + </listitem> + <listitem> + <para> + Select the file you want to attach + </para> + </listitem> + <listitem> + <para> + Press <guibutton>OK</guibutton> + </para> + </listitem> + </orderedlist> + </para> + <para> + You can drag a file from your desktop into the composer window to + attach it as well. + </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> + </sect3> + + <sect3 id="usage-mail-getnsend-send-to-types"> + <title>Specifying Recipients for Email</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 + <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. + </para> + <para> + <guilabel>Bcc:</guilabel> is a little more complex. You + use it like <guilabel>Cc:</guilabel>, but people on the + <guilabel>Bcc:</guilabel> list are hidden from the other + recipients of the message. Use it to send mail to large + groups of people, especially if they don't know each other + or if privacy is a concern. If your <guilabel>Bcc:</guilabel> field is absent, click + <menuchoice> + <guimenu>View</guimenu> + <guimenuitem>Bcc Field</guimenuitem> + </menuchoice>. + + </para> + + <para> + If you frequently write email to the same groups of people, + you can create address lists in the Contact Manager, and + then send them mail as though they had a single address. + To learn how to do that, read <xref + linkend="usage-contact-organize-group-list"/>. + </para> + + <tip id="reply-to-per-mail"> + <title>Setting Reply-to On a Per-Mail Basis</title> + <para> + <application>Evolution</application> has the ability to + let you specify the Reply-To in an email. Using this, you + can setup a special Reply-To for an email. To do this: + <orderedlist numeration="arabic"> + <listitem> + <para> + Open a composer window + </para> + </listitem> + <listitem> + <para> + Open the Reply-To field by selecting + <menuchoice> + <guimenu>View</guimenu> + <guimenuitem>Reply To</guimenuitem> + </menuchoice> + </para> + </listitem> + <listitem> + <para> + Enter the address you wish to have be the + Reply-To address in the new Reply-To field. + </para> + </listitem> + </orderedlist> + </para> + </tip> + </sect3> + + <sect3 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 offer a + drop down list of possible address completions from your + address book. 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. + +<!-- 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. NOTE: Bug filed on this: it's not available now, + but may be in the future. +--> + + </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="contact-automation-basic"/> and <xref + linkend="usage-calendar-apts"/>. + </para> + </sect3> + </sect2> + + <sect2 id="usage-mail-getnsend-send-reply"> + <title>Replying to Email 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 grey (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"/>. + + <!-- ==============Figure=================================== --> + <figure id="usage-mail-getnsend-reply-fig"> + <title>Reply Message Window</title> + <screenshot> + <screeninfo>Evolution Main Window</screeninfo> + <mediaobject><imageobject><imagedata fileref="figures/replymsg" format="PNG" srccredit="Aaron Weber"/> + </imageobject></mediaobject> + </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> + <para> + If you're subscribed to a mailing list, and want your reply + to go just to the list, rather than to the sender, choose + <guibutton>Reply to List</guibutton> instead of + <guibutton>Reply</guibutton> or <guibutton>Reply to + All</guibutton>. + <note> + <title>What is a Mailing List?</title> + <para> + Mailing Lists are one of the most popular tools for + group collaboration on the Internet. Here's how they work: + <simplelist> + <member> + Someone sends a message to a single address, like + <email>evolution@ximian.com</email>. + </member> + <member> + That address belongs to a program that distributes + the message to a list of recipients. + </member> + </simplelist> + The mail management program lets individuals subscribe + to or unsubscribe from the list at will, without + requiring the message writers to remember the addresses + of every recipient. + </para> + <para> + Mailing list servers can also let network administrators + control mail flow, list membership, and even moderate + the content of mailing lists. + </para> + </note> + </para> + </sect2> + + <sect2 id="usage-mail-getnsend-send-find"> + <title>Searching and Replacing with the Composer</title> + <para> + You are probably familiar with search and replace features + in any sort of text-editing software, and if you come from + a Linux or Unix background, you may know what + <guimenuitem>Find Regex</guimenuitem> does. If you aren't + among the lucky who already know, here's a quick rundown of + the automated text searching features that the message + composer makes available to you. + </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> + </sect2> + + <sect2 id="usage-mail-getnsend-send-html"> + <title>Enhance your email with HTML</title> + <para> + Normally, you can't set text styles or insert pictures in + emails, which is why email is often regarded as + uncommunicative and cold, and why people often resort to + using far too many exclamation points 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. Because some people may + prefer not to get HTML mail, + <application>Evolution</application> sends plain text + unless you explicitly ask for HTML. + </para> + </note> + + <para> You can change the format of an email message between + plain text and HTML by choosing <menuchoice> + <guimenu>Format</guimenu> <guimenuitem> + HTML</guimenuitem></menuchoice>. + </para> + <para> + To send all your mail as HTML by default, set your mail + format preferences in the mail configuration dialog. See + <xref linkend="config-prefs-mail-composer"/> for more + information. + </para> + <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>preformat</guilabel>, to use the HTML + tag for preformatted blocks of text, and three types + of bullet points for the highly + organized. + </para> + <tip> + <title>Using Bullets to Make Your Email More + Attractive</title> + <para> + Often times, people use asterisks instead of real bullets. + Not only do asterisks look nicer, but + <application>Evolution</application> will word wrap for you, + which makes your text looks nicer. + </para> + </tip> + </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. You can select a background color or image by + right-clicking on the message background and + selecting <guilabel>Page</guilabel>. + </para> + </listitem> + </varlistentry> + </variablelist> + </para> + <para> + The <guimenu>Insert</guimenu> gives you opinions which let you + spruce up your email to make it more interesting: + <variablelist> + <varlistentry> + <term><guimenuitem>Link:</guimenuitem></term> + <listitem> + <para> + Lets you link some text to a website. Use this tool to put hyperlinks in your HTML + messages. 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. To add a link: + <orderedlist numeration="arabic"> + <listitem> + <para> + Select the text you wish to link from. + </para> + </listitem> + <listitem> + <para> + Right click on the text and click on <guibutton>Link</guibutton>. + </para> + </listitem> + <listitem> + <para> + Put the URL you want to use in the <guilabel>URL</guilabel> field. + </para> + </listitem> + <listitem> + <para> + Click <guibutton>OK</guibutton>. + </para> + </listitem> + </orderedlist> + </para> + <note> + <para> + If you're typing a webpage address to be automatically formatted, keep in mind that a space terminates the link. + </para> + </note> + </listitem> + </varlistentry> + <varlistentry> + <term><guimenuitem>Image:</guimenuitem></term> + <listitem> + <para> + Lets you put an image alongside text. + </para> + <para> + To insert an image into your email: + <orderedlist numeration="arabic"> + <listitem> + <para> + Open a new email by clicking <guibutton>New Message</guibutton> + </para> + </listitem> + <listitem> + <para> + Make sure that you have the + <menuchoice> + <guimenu>Format</guimenu> + <guimenuitem>HTML</guimenuitem> + </menuchoice> + selector checked. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>Insert Image</guibutton> button in the toolbar, or select + <menuchoice> + <guimenu>Insert</guimenu> + <guimenuitem>Image</guimenuitem> + </menuchoice>. + </para> + </listitem> + <listitem> + <para> + Choose your image by clicking the <guibutton>Browse</guibutton> button. + </para> + </listitem> + <listitem> + <para> + Press <guibutton>Insert</guibutton> to insert the image. + </para> + </listitem> + </orderedlist> + </para> + </listitem> + </varlistentry> + <varlistentry> + <term><guimenuitem>Rule:</guimenuitem></term> + <listitem> + <para> + Inserts a horizontal line into the text to help divide two + sections. + </para> + <para> + To insert a rule: + <orderedlist numeration="arabic"> + <listitem> + <para> + Open a new email by clicking <guibutton>New Message</guibutton> + </para> + </listitem> + <listitem> + <para> + Make sure that you have the + <menuchoice> + <guimenu>Format</guimenu> + <guimenuitem>HTML</guimenuitem> + </menuchoice> + selector checked. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>Rule</guibutton> button in the <guilabel>Toolbar</guilabel>. + </para> + </listitem> + <listitem> + <para> + Select the type of rule. You can use a plain + line, a 3D line, or a yellow line with flowers. + </para> + </listitem> + <listitem> + <para> + Choose the size of the line, as a percentage of the width of the email window. + </para> + </listitem> + + <listitem> + <para> + Choose the alignment and style. For the plain + line, you can choose the thickness of the line, + and whether it will be shaded, or solid. For the + other types, you can only choose alignment. + </para> + </listitem> + + <listitem> + <para> + Click <guibutton>Insert</guibutton> to insert the rule. + </para> + </listitem> + </orderedlist> + </para> + </listitem> + </varlistentry> + <varlistentry> + <term>Table:</term> + <listitem> + <para> + Inserts a table into the text to help divide two + sections. + </para> + <para> + To insert a rule: + <orderedlist numeration="arabic"> + <listitem> + <para> + Open a new email by clicking <guibutton>New Message</guibutton> + </para> + </listitem> + <listitem> + <para> + Make sure that you have the + <menuchoice> + <guimenu>Format</guimenu> + <guimenuitem>HTML</guimenuitem> + </menuchoice> + selector checked. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>Table</guibutton> button in the <guilabel>Toolbar</guilabel>. + </para> + </listitem> + <listitem> + <para> + Select the <guibutton>Template</guibutton> you wish to use. Each template has a slightly different feel and layout. + </para> + </listitem> + <listitem> + <para> + If you so desire, you may change the other options such as: number of rows, columns, spacing of each cell, and more. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>Insert</guibutton> button. + </para> + </listitem> + </orderedlist> + </para> + </listitem> + </varlistentry> + </variablelist> + To add a hyperlink to your HTML message: + <orderedlist numeration="arabic"> + <listitem> + <para> + Select the text you want to display as a link. + </para> + </listitem> + <listitem> + <para> + Right click on text and select + <guimenuitem>Link</guimenuitem> + </para> + </listitem> + <listitem> + <para> + Enter the address you wish to link to in the + <guilabel>URL</guilabel> field. + </para> + </listitem> + <listitem> + <para> + Press <guibutton>OK</guibutton>. + </para> + </listitem> + </orderedlist> + </para> + + <para> + To add an image to your HTML message: + <orderedlist numeration="arabic"> + <listitem> + <para> + Select + <menuchoice> + <guimenu>Insert</guimenu> + <guimenuitem>Image</guimenuitem> + </menuchoice>. + </para> + </listitem> + <listitem> + <para> + Click <guibutton>Browse</guibutton> to select the image + you want to include in your email. + </para> + </listitem> + + <listitem> + <para> + Along the right side of the window, choose the alignment, + border, and other attributes of the image. If you change + the size attributes, the image will be shrunk or stretched + to fit the size you have chosen. + </para> + </listitem> + + <listitem> + <para> + If you would like to make the image a clickable link, + enter a URL in the <guilabel>Link</guilabel> tab of the + window. + </para> + </listitem> + + <listitem> + <para> + When you are finished, press + <guibutton>Insert</guibutton> to include the image in + your message. + </para> + </listitem> + </orderedlist> + </para> + <para> + You can insert an image into the background of your message by + right-clicking on the message background and selecting + <guimenuitem>Page</guimenuitem>. From that dialog, you may + also select background color and set other general options + about the html message you are composing. + </para> + <sect3 id="html-templates"> + <title>HTML Templates</title> + <para> + <application>Evolution</application> not only allows you to + decorate your email with HTML text and graphics, but + provides you with prebuilt templates for you to use when + making these improvements. You can use these to emphasize a + point or frame an image in an attractive manner. + </para> + <para> + To include a template into your HTML based email: + <orderedlist numeration="arabic"> + <listitem> + <para> + Create a new email by clicking <guibutton>New Message</guibutton>. + </para> + </listitem> + <listitem> + <para> + Make sure that the + <menuchoice> + <guimenu> + Format + </guimenu> + <guimenuitem> + HTML + </guimenuitem> + </menuchoice> + selector is checked. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>HTML Template</guibutton> button in the + <guilabel>Toolbar</guilabel> or select + <menuchoice> + <guimenu> + Insert + </guimenu> + <guimenuitem> + HTML Template + </guimenuitem> + </menuchoice> + </para> + </listitem> + <listitem> + <para> + Select the template type in the + <guilabel>Template</guilabel> selection box. Your + options are <guilabel>Note</guilabel> and + <guilabel>Image Frame</guilabel>. + </para> + </listitem> + <listitem> + <para> + Set the size and alignment of the HTML template. + </para> + </listitem> + + <listitem> + <para> + Click <guibutton>Insert</guibutton> to insert it where the + cursor is. + </para> + </listitem> + <listitem> + <para> + Click on the text in the template, and enter the text + you want to use. + </para> + <para> + If you have selected an image frame template, + right-click on the image and select + <guimenuitem>Image</guimenuitem> to select the image + you want to place in the frame. + </para> + </listitem> + </orderedlist> + </para> + </sect3> + <sect3 id="composer-tables"> + <title>Tables in Email</title> + <para> + <application>Evolution</application> allows you to put + tables in your HTML email to help organize your thoughts. + These tables are a simplified version of what you might find + in a spreadsheet program like + <application>Gnumeric</application>. + </para> + <para> + To include a table in your email: + <orderedlist numeration="arabic"> + <listitem> + <para> + Create a new email by clicking <guibutton>New Message</guibutton>. + </para> + </listitem> + <listitem> + <para> + Make sure you have the + <menuchoice> + <guimenu> + Format + </guimenu> + <guimenuitem> + HTML + </guimenuitem> + </menuchoice> + selector checked. + </para> + </listitem> + + <listitem> + <para> + Select + <menuchoice> + <guimenu> + Insert + </guimenu> + <guimenuitem> + Table + </guimenuitem> + </menuchoice> + or click the <guiicon>Table</guiicon> button in the + toolbar. + </para> + </listitem> + + <listitem> + <para> + Select the template, or style, you want to use for the + table. + </para> + </listitem> + <listitem> + <para> + Set the number of rows and columns you want. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>Insert</guibutton> button. + </para> + </listitem> + <listitem> + <para> + Click in a cell and type to insert text into the table. + </para> + </listitem> + </orderedlist> + </para> + <para> + You can also edit a table after creation. Just right-click + on it and select <guimenuitem>Table</guimenuitem> to open + the table editing window again. Or, you can select items + from the <guimenu>Table Delete</guimenu> and <guimenu>Table + Insert</guimenu> menus. + </para> + + <para> + <tip id="table-tip"> + <title>Deleting an Entire Table</title> + <para> + You can delete an entire table by right-clicking on + a table or other HTML object in a message, and selecting + <menuchoice> + <guimenu>Table Delete</guimenu> + <guimenuitem>Table</guimenuitem> </menuchoice>. In an + HMTL message, your signature, templates, and image + inclusions all have tables around them, and you can remove + them completely and quickly with this shortcut. + </para> + </tip> + </para> + + </sect3> + </sect2> + + <sect2 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 a letter if it comes to you 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> + </sect2> + + <sect2 id="usage-mail-getnsend-ettiquette"> + <title>Seven Tips for Email Courtesy</title> + <para> + + <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> + WRITING IN CAPITAL LETTERS MEANS YOU'RE SHOUTING! + Don't write a whole message in capital letters. It + hurts people's ears. + </para> + </listitem> + + <listitem> + <para> + Check your spelling and use complete sentences. By + default, <application>Evolution</application> will put + a red line beneath words it doesn't recognize, as you + type them. + </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> + + <listitem> + <para> + Don't send spam. + </para> + </listitem> + </itemizedlist> + </para> + </sect2> + <sect2 id="fancy-mail"> + <title>Making Your Email More Fancy</title> + <para> + <application>Evolution</application> can do a lot with email + by utilizing the HTML features. Making an email functional + and visually attractive can be challenging. The following + section provides tips to make your mail functional, while + being more visually attractive than ever. + </para> + <sect3 id="sections-bolded-title"> + <title>Sections Outlined in Bold</title> + <para> + Indented sections are a great way to categorize and group + your thoughts together. Below is an example of indented + text with headings to help separate your thoughts into the + proper sections: + <figure> + <title>Indented Text with Headlines</title> + <screenshot> + <screeninfo></screeninfo> + <graphic format="PNG" fileref="figures/outline" srccredit="Kevin Breit"/> + </screenshot> + </figure> + </para> + <para> + This message is not only more attractive, but more + informative. Each section is broken down into subsctions. + The title for each section is in bold text, with the + following content indented. + </para> + <para> + You may want to increase the size of your section headlings + instead of merely putting them in bold. Header size 4 is + often the best choice, since it is not too large. You can + change your text to size 4 by selecting it and pressing + Ctrl+4. You can set your text to the normal text size by + hitting Ctrl+0. + </para> + </sect3> + <sect3 id="bulleted-lists"> + <title>Bulleted Lists</title> + <para> + Select the <guimenuitem>Bulleted List</guimenuitem> option + from the text style drop-down box to begin making a bulleted + list. <application>Evolution</application> will handle the + word wrap and indentation for you. If you prefer to send + the message in plain text, you can still write it up in + HTML, and <application>Evolution</application> will convert + to a well-formed plain-text bulleted list, using asterisks + instead of HTML bullets. + </para> + </sect3> + <sect3 id="inline-images"> + <title>Images In Your Email</title> + <para> + Images can help people to understand your point. You can + even use a HTML Picture Frame Template in + <application>Evolution</application>, which looks very + attractive and sets your image off from the rest of your + message with a border and caption. + </para> + <para> + If you do choose to use images, try to keep them narrow. If + your images are wider than 400 pixels, the image may not fit + in the whole email window, making it hard for your reader to + read the email and view the image. Consider using a smaller + version ("thumbnail") of your image, and offering a link to + the larger version your readers can view in a web browser if + they want. + <figure> + <title>Images in an email</title> + <screenshot> + <screeninfo></screeninfo> + <graphic format="PNG" fileref="figures/small_desktop" srccredit="Kevin Breit"/> + </screenshot> + </figure> + </para> + </sect3> + <sect3 id="color-suggestions"> + <title>Coloring Your Text</title> + <para> + Colors can help bring words or sentences out for emphasis. You + should choose your colors carefully though, as the wrong color + can be distracting. Some good colors to use would be: + <itemizedlist> + <listitem> + <para> + Light brown + </para> + </listitem> + <listitem> + <para> + Dull purple + </para> + </listitem> + <listitem> + <para> + Dark red + </para> + </listitem> + </itemizedlist> + <!-- Include a screenshot --> + Notice how these colors are similar saturation <!-- Confirm I am using the right word --> + </para> + <para> + Happy mailing! + </para> + </sect3> + </sect2> + </sect1> + <sect1 id="rsvp-stuff"> + <title>RSVPs in Mail</title> + <para> + If you create an event in the calendar component, you can then + send invitations to the attendee list through the + <application>Ximian Evolution</application> email tool. The + invitation card is sent as an attachment in iCal format. + </para> + <para> + If you click on the attachment button and click the + <guibutton>View Inline</guibutton>, <application>Ximian + Evolution</application> will show you information about the + meeting, and let you respond to the meeting in several ways. + Select the response that you would like, and then click the + <guibutton>OK</guibutton> button. + </para> + <para> + Your options are: + <variablelist> + <varlistentry> + <term>Accept:</term> + <listitem> + <para> + Select this entry if you will attend the meeting. When you + click the <guibutton>OK</guibutton> button, the meeting will + be entered into your calendar. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Tentatively Accept:</term> + <listitem> + <para> + Select this entry if you will probably attend the meeting. + When you click the <guibutton>OK</guibutton> button, the + meeting will be entered into your calendar, but marked as + tentative. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>Decline:</term> + <listitem> + <para> + Select this item if you will be unable to attend the + meeting. The meeting will not be entered into your calendar + when you click the <guibutton>OK</guibutton>, although your + response will be sent to the meeting host if you have + checked the <guilabel>RSVP</guilabel> box. + </para> + </listitem> + </varlistentry> + + <varlistentry> + <term>RSVP:</term> + <listitem> + <para> + Check this box if you would like your response sent to + the meeting organizers. + </para> + </listitem> + </varlistentry> + </variablelist> + </para> + </sect1> + + <sect1 id="usage-mail-subscriptions"> + <title>Subscription Management</title> + <para> + Since IMAP folders exist on the server, and opening them or + checking them takes time, you need fine-grained control over the + way that you use IMAP folders. That's why + <application>Evolution</application> has an IMAP subscriptions + manager. If you prefer to have every mail folder displayed, you + can select that option as well. However, if you'd like to choose + specific items in your mailbox, and exclude others, you can use + the subscription management tool to do that. + </para> + <para> + Here's how: + <orderedlist numeration="arabic"> + + <listitem> + <para> + Select + <menuchoice><guimenu>Tools</guimenu><guimenuitem>Subscribe + to Folders</guimenuitem></menuchoice>. + </para> + </listitem> + + <listitem> + <para> + If you have accounts on multiple IMAP servers, select the + server where you'd like to manage your + subscriptions. <application>Evolution</application> will + display a list of available files and folders. + </para> + </listitem> + + <listitem> + <para> + Select a file or folder by clicking on it. You will want + to select at least the <guilabel>INBOX</guilabel> + folder. Depending upon the way your IMAP server is + configured, the list of available files may include + non-mail folders. If it does, you can ignore them. + </para> + </listitem> + + <listitem> + <para> + Click the <guibutton>Subscribe</guibutton> to add it to + the subscribed list. + </para> + </listitem> + <listitem> + <para> + When you have subscribed to the folders you want, close + the window. + </para> + </listitem> + </orderedlist> + </para> + </sect1> + + <sect1 id="encryption"> + <title>Encryption</title> + <sect2 id="encryption-whatis"> + <title>What is Encryption?</title> + <para> + Encryption is an ancient method of keeping information safe + from prying eyes. <application>Evolution</application> helps + you you protect your privacy by using + <application>gpg</application>, an implementation of strong + <glossterm linkend="public-key-encryption">Public Key + Encryption.</glossterm> + </para> + + <note id="pub-priv"> + <title>Public Key? Private Key? What is the difference?</title> + <para> + GPG uses two keys: public and private. You can give your + public key to anyone you want to receive + encrypted messages, or put it on a public key server so + that people can look it up before contacting you. + <emphasis>Never give your private key to anyone, + ever</emphasis>. Your private key lets you decrypt any + message encrypted with your public key. + </para> + </note> + + <para> + Using encryption takes a bit of forethought. When you send a + message that is encrypted, you must encrypt it using your + intended recipient's public key. To <emphasis>get</emphasis> + an encrypted message, you must make sure that the sender has + your public key in advance. For signing messages, it's + reversed: you encrypt the signature with your private key, so + only your public key can unlock it. When you send it, the + recipient gets your public key and unlocks the signature, + verifying your identity. + </para> + + <para> + You can use encryption in two different ways: + <simplelist> + <member> + Encrypt the entire message, so that nobody but the recipient can read it. + </member> + <member> + Attach an encrypted signature to a plain text message, so + that the recipient can read the message without decrypting + it, and only needs decryption to verify the sender's + identity. + </member> + </simplelist> + </para> + + <example> + <title>Sending an Encrypted Messagee</title> + <para> + Kevin wants to send an encrypted message to his friend + Rachel. He looks up her public key on a general key + server, and then tells + <application>Evolution</application> to encrypt the + message. The message now reads "@#$23ui7yr87#@!48970fsd." + When the information gets to Rachel, she decrypts it using + her private key, and it appears as plain text for her to + read. + </para> + </example> + <tip id="always-sign"> + <title>Always Sign</title> + <para> + You can set <application>Evolution</application> to always sign your email messages: + <orderedlist numeration="arabic"> + <listitem> + <para> + Open your account preferences. + </para> + </listitem> + <listitem> + <para> + Open the <guilabel>Security</guilabel> tab. + </para> + </listitem> + <listitem> + <para> + Click the <guibutton>Always sign outgoing messages when using this account</guibutton> button. + </para> + </listitem> + </orderedlist> + </para> + </tip> + </sect2> + + + + <sect2 id="encryption-keygen"> + <title>Making Encryption Keys</title> + <para> + Before you can get or send encrypted mail, you need to + generate your public and private keys with GPG. Here's how: + </para> + <tip> + <title>GPG Versions</title> + <para> + This manual covers version 1.0.6 of GPG. If your version is + different, this may not be entirely accurate. You may find + out your version number by typing in: <command>gpg + --version</command>. + </para> + </tip> + <para> + <orderedlist numeration="arabic"> + <listitem> + <para> + Open a terminal and type <command>gpg --gen-key</command>. + </para> + </listitem> + + <listitem> + <para> + Choose the default algorythm, "DSA and ElGamal." + </para> + </listitem> + + <listitem> + <para> + Choose a key length. The default, 1024 bits, should be + long enough. + </para> + </listitem> + + <listitem> + <para> + Decide if you want your key to expire automatically, and if so, when. + </para> + </listitem> + + + <listitem> + <para> + Enter your name, email address, and any additional + personal information you think is appropriate. Do not + falsify this information, because it will be needed to + verify your identity later on. + </para> + </listitem> + + <listitem> + <para> + Next, enter your passphrase. It does not have to be the + same as your email password or your login password. In + fact, it probably shouldn't. Don't forget it. If you lose + it, your keys will be useless and you will be unable to + decrypt messages sent to you with those keys. + </para> + </listitem> + + <listitem> + <para> + Now, GPG will generate your keys. This may take awhile, + so feel free to do something else while it's + happening. In fact, using your computer for something + else actually helps to generate better keys, because it + increases the randomness in the key generation seeds. + </para> + </listitem> + </orderedlist> + </para> + <para> + Once the keys are generated, you can view your key information + by typing <command>gpg --list-keys</command>. You should see + something similar to this: + <programlisting> + /home/you/.gnupg/pubring.gpg + ---------------------------- + pub 1024D/32j38dk2 2001-06-20 you <you@your-address.com> + sub 1024g/289sklj3 2001-06-20 [expires: 2002-11-14] + </programlisting> + </para> + <para> + GPG will create one list, or keyring, for your public keys + and one for your private keys. All the public keys you know + are stored in the file + <filename>~/.gnupg/pubring.gpg</filename>. If you want to + give other people your key, send them that file. + </para> + <para> + If you wish, you can upload your keys to a keyserver. Here's + how: + <orderedlist> + <listitem> + <para> + Check your public key ID with <command>gpg +--list-keys</command>. It will be the string after 1024D on the line +beginning with "pub." In this example, it's 32j38dk2. + </para> + </listitem> + <listitem> + <para> + Enter the command <command>gpg --send-keys --keyserver +wwwkeys.pgp.net 32j38dk2</command>. Substitute your key ID for +32j38dk2. You will need your password to do this. + </para> + </listitem> + </orderedlist> + + <note id="why-keyserver"> + <title>Why Use a Keyserver?</title> + <para> + Keyservers store your public keys for you so that your + friends can decrypt your messages. If you choose not to + use a keyserver, you can manually send your people public + key, include it in your signature file, or put it on your + own web page. However, it's easier to publish them once, + and then let people download them from the keyserver when + they want. + </para> + <para> + If you don't have a key you need to unlock or encrypt a + message, you can have your encryption tool set to look it + up automatically. If it can't find the key, then you'll + get an error message. + </para> + </note> + + </para> + </sect2> + + <sect2 id="encrypt-getting-key"> + <title>Getting and Using Public Keys</title> + <para> + To encrypt a message to your someone else you'll need to use + their public key in combination with your private key. + <application>Evolution</application> does that for you, but + you still need to get their key and add it to your keyring. + </para> + <para> + To get public keys from a public key server, enter the + command: + <command> + gpg --recv-keys --keyserver wwwkeys.pgp.net keyid + </command>, substituting "keyid" for your recipient's ID. You + will need to type in your password, and then their ID will + automatically be added to your keyring. When you send mail to + them, <application>Evolution</application> will allow you to + encrypt your messages. + </para> + <para> + If someone sends you their public key directly, save it as a + plain text file and enter the command <command>gpg + filename</command>. This will add it to your keyring. + </para> + </sect2> + + <sect2 id="encrypt-evo-integ"> + <title>Setting up Evolution's Encryption</title> + <para> + You'll need to open + <menuchoice> + <guimenu>Tools</guimenu> + <guimenuitem>Settings</guimenuitem> + </menuchoice> + and select the <guilabel>Mail Accounts</guilabel> button, then + select the account you want to use securely, and click the + <guibutton>Edit</guibutton> button. Then, select the + <guilabel>Security</guilabel> tab in the account dialog. In the + <guilabel>Security</guilabel> tab is a section labeled + <guilabel>Pretty Good Privacy</guilabel>. Enter your key ID + and click <guibutton>OK</guibutton>. Your key is now + integrated into your identity in + <application>Evolution</application>. + </para> + <note> + <title>What is my Key ID again?</title> + <para> + <application>Evolution</application> requires that you know your key ID. If you don't remember it, you can find it by typing <command>gpg --list-keys</command> in a console window. Your key ID will be an eight character string with random numbers and letters. + </para> + </note> + </sect2> + + <sect2 id="encrypt-sending"> + <title>Sending Encrypted Messages</title> + <para> + As you know, you can use encryption to hide the entire + message, or just to verify your signature. Once you've + generated your public and private keys, and have the public + keys of the people to whom you want to send mail, here's what + to do: + </para> + </sect2> + + <sect2 id="sign-msg"> + <title>Signing a Message</title> + <para> + To sign a message, choose: + <menuchoice> + <guimenu>Security</guimenu> + <guimenuitem>PGP Sign</guimenuitem> + </menuchoice> + . You will be prompted for your PGP password. Once you enter it, + click <guibutton>OK</guibutton> and your message will be signed. + </para> + </sect2> + + <sect2 id="encrypt-msg"> + <title>Encrypting a Message</title> + <para> + Encrypting a message is very similar to signing a message. + Just choose the menu item + <menuchoice> + <guimenu>Security</guimenu> + <guimenuitem>PGP Encrypt</guimenuitem> + </menuchoice> + </para> + </sect2> + <sect2 id="unencrypting"> + <title>Unencrypting a Received Message</title> + <para> + If you get an encrypted message, you will need to decrypt it + before you read it. Remember, the sender has to have your + public key before they can send you an encrypted message. + </para> + <para> + When you view the message, + <application>Evolution</application> will ask you for your + PGP password. Enter it, and the message will be displayed + properly. + </para> + </sect2> + </sect1> +</chapter> |