From e3a7660cde2591da526f685f36bdeb496ab95066 Mon Sep 17 00:00:00 2001 From: Kevin Breit Date: Sat, 30 Jun 2001 18:44:49 +0000 Subject: Pulled organizing stuff, made its own file. 2001-06-30 Kevin Breit * C/usage-mail.sgml: Pulled organizing stuff, made its own file. svn path=/trunk/; revision=10634 --- doc/C/usage-mail-org.sgml | 848 ++++++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 848 insertions(+) create mode 100644 doc/C/usage-mail-org.sgml (limited to 'doc/C/usage-mail-org.sgml') diff --git a/doc/C/usage-mail-org.sgml b/doc/C/usage-mail-org.sgml new file mode 100644 index 0000000000..9a2a775740 --- /dev/null +++ b/doc/C/usage-mail-org.sgml @@ -0,0 +1,848 @@ + + Organizing and Managing your Email + + 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 need to sort and organize them. + Fortunately, Evolution has the tools + to help you do it. + + + + Sorting Mail with Column Headers + + 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 + From, Subject, and + Date fields. You can change their order + and remove them by dragging and dropping them. You can add + new ones with the Field Chooser + item in the right click menu for the column headings. + + + Right-click on one of the column headers to get a list of + options: + + + + Sort Ascending + + Sorts the messages top to bottom. + + + + + Sort Descending + + Sorts the messages bottom to top. + + + + + Group By this Field + + Groups messages instead of sorting them. (FIXME: Explain further) + + + + + Remove this + Column Remove + this column from the display. You can also remove + columns by dragging the header off the list and + letting it drop. + + + + Field + Chooser 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. + + + + + + + Getting Organized with Folders + + Evolution keeps mail, as well as + address cards and calendars, in folders. You start out with a + few, like Inbox, + Outbox, and Drafts, + but you can create as many as you like. Create new folders by + selecting New and then + Folder from the + File menu. + Evolution 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. + + + When you click OK, your new folder will + appear in the folder view. You can + then put messages in it by dragging and dropping them, or by + using the Move 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 + CTRL key, or use Shift to + select a range of messages. If you create a filter with the + filter assistant, you can have mail + moved to your folder automatically. + + + + + Searching for Messages + + Most mail clients can search through your messages for you, + but Evolution does it faster. You + can search through just the message subjects, just the message + body, or both body and subject. + + + To start searching, enter a word or phrase in the text area + right below the toolbar, and choose a search type: + + + Body or subject contains: + + + This will search message subjects and the messages + themselves for the word or phrase you've entered in + the search field. + + + + + Body contains: + + + This will search only in message text, not the subject + lines. + + + + + Subject contains: + + + This will show you messages where the search text is + in the subject line. It will not search in the + message body. + + + + + Body does not contain: + + + 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. + + + + + Subject does not contain: + + + This finds every mail whose subject does not contain + the search text. + + + + + + When you've entered your search phrase, press + Enter. Evolution + will show your search results in the message list. + + + + If you think you'll want to return to a search again, you can + save it as a virtual folder by selecting Store + Search as Virtual Folder. + + + + When you're done with the search, go back to seeing all your + messages by choosing Show All from + the Search 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. + + + + If you'd like to perform a more complex search, open the + advanced search dialog by selecting + Advanced... from the + Search 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 Search to go and find + those messages. + + + + You'll see a similar approach to sorting messages when you + create filters and virtual folders in the next few sections. + + + + + + Staying organized: Mail Filters in Evolution + + Filters work very much like the mail room in a large company. + Their purpose is to bundle, sort, and distribute mail to the + various folders. + In addition, you can have multiple filters performing multiple + actions that may effect the same message in several ways. For + example, your filters could put copies of one message into + multiple folders, or keep a copy and send one to another + person as well, and it can do that in under a second. Which is + to say, it's faster and more flexible than an actual person + with a pile of envelopes. + + + Most often, you'll want to have + Evolution 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 can greatly benefit + anybody who gets more than a few messages a day. To + create a filter, open the filter + assistant by selecting + + Settings + Mail Filters + . + + +
+ The Filter Assistant + + The Filter Assistant + + + +
+ + + The filter assistant 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 Incoming to display + filters for incoming mail, and Outgoing + for those which sort only outgoing mail. + + + The filter assistant also has a set of + buttons: + + + + Add — Create a new filter. + + + + Edit — Edit an existing filter. + + + + Delete — Delete the selected filter. + + + Up — Move the + selected filter up in the list so it gets applied first. + + + + Down — Move the selected filter down + in the list, so it comes into play later. + + + + If you don't have any filters set up, the only one of those + buttons you can click is Add, 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 Edit. + + + The filter rule editor, shown in , is where you'll + actually create your filtering rule. + +
+ Creating a new Filter + + Creating a new Filter + + + +
+ + + Enter a name for your filter in the Rule + Name 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 Add + Criterion and Remove + Criterion. If you have multiple criteria, you + should then decide whether to have the filter do its job only + if all criteria are met, or if + any criteria are met. + + + + For each filter criterion, you must first select + which of the following parts of the message you want the filter to + examine: + + + Sender + + The sender's address. + + + + + Recipients + + The recipients of the message. + + + + + Subject + + The subject line of the message. + + + + + + Specific Header + + The filter can look at any header you + want, even obscure or custom ones. Enter the header name + in the first text box, and put your search text in the + second one. + + + + + Message Body + + Search in the actual text of the message. + + + + + Expression + + + For programmers only: match a message according to an + expression you write in the Scheme language, used to + define filters in Evolution. + + + + + + + Date Sent + Filter messages according to the date on + which they were sent: First, choose the conditions you + want a message to meet — before + a given time, after 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. + + + + + Date Recieved + + This works the same way as the Date Sent + option, except that it compares the time you got the message + with the dates you specify. + + + + + Priority + + 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. + + + + + Regex Match + + + If you know your way around a regex, or + regular expression, put your knowledge to use here. + + + + + + Source + + + 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. + + + + + + + + Now, tell it what to do with those messages. If you want more + actions, click Add Action; if you want + fewer, click Remove Action. And choose + again: + + + + Copy to Folder + + If you select this item, Evolution + will put the messages into a folder you specify. Click the + <click here to select a folder> button + to select a folder. + + + + + Move to Folder + + If you select this item, Evolution + will put the messages into a folder you specify. Click the + <click here to select a folder> button + to select a folder. + + + + + Forward to Address + + Select this, enter an address, and the addressee will + get a copy of the message. + + + + + Delete + + Marks the message for deletion. You can still get the message + back, at least until you Expunge your + mail yourself. + + + + + Stop Processing + + Select this if you want to tell all other filters to ignore + this message, because whatever you've done with it so far + is plenty. + + + + + Assign Color + + Select this item, and Evolution + will mark the message with whatever color you please. + + + + + Assign Score + If you know that all mail with + "important" somewhere in the message body line is + important, you can give it a high priority score. In a subsequent filter you can + then arrange your messages by their priority score. + + + + + + + You're done. Click OK to use this + filter, or Cancel to close the window + without saving any changes. + + + + + + + + Notable Filter Features + + + + 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. + + + + + + + + Filtering by Mailing List + + You can tell Evolution to filter by + mailing list. This means that Evolution + will look at the mailing list address, and find out automatically + what list this is. If you are subscribed to mailing lists, you + should use the Filter by List instead of by + sender. + + Filter by List + + Kevin subscribes to bananas@ximian.com. However, there is also + a bananas@ximian.org address. If he used a regular + Filter by Sender, he would need to specify + one for each address. However, Filter by + List will recognize that both of them are the same + list. + + + + + + + + Getting Really Organized with Virtual Folders + + 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 + Evolution. If you get a lot of + mail or often forget where you put messages, virtual folders can help + you stay on top of things. + + + 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. + + + + As messages that meet the virtual folder criteria arrive or are + deleted, Evolution 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. + + + + 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. + + + + Using Folders, Searches, and Virtual Folders + + 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 + Evolution. 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 Evolution, I + can see that message both in the "Anna" virtual folder and + in the "Internal Evolution Discussion" virtual folder. + + + + + + + To create a virtual folder, select + Settings Virtual Folder + Editor . This will bring up a + dialog box that looks suspiciously like the filter window + (for more information on filters, see ), 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 Add to add a new + Virtual Folder. + + + You can enter a name for your virtual folder in the + Name. Then, tell + Evolution what messages to look + for. This process is exactly like filter creation: decide + between Match all parts and + Match any part, 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. + + + The second part, however, is slightly different. In the + section of the window labelled Virtual Folder Sources + is a list of folders in which + Evolution will search for the + contents of your vFolder. Click Add + to add a folder, or Remove 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. + + + The vFolder creation window is shown in + +
+ Selecting a vFolder Rule + + Creating a vFolder Rule + + + +
+ + + + + Subscription Management + + Evolution lets you handle your + IMAP and newsgroup subscriptions with the same tool: the + subscriptions manager. To start using it, choose + Settings Manage + Subscriptions . + + + 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. + + + Once you have subscribed to a folder or newsgroup, your system + will check for new messages whenever you press the + Get Mail button. + + + + + + Encryption + + What is Encryption? + + Encryption is an ancient method of changing readable text to unreadable + text that dates back to Egyptian times. Encryption takes the statement + "Evolution" and turns it into something which cannot be read without help + through decryption. + + Encryption Example + + Kevin orders an Evolution t-shirt from + Ximian, Inc. over the internet. He puts in his credit card number + which is 1234-567-8901. For security, his computer encrypts the + credit card number so it can be safely transmitted over the internet. + The number now is @#$23ui7yr87#@!48970fsd, which holds no intentional + resemblance to the inital number. When the information gets to + Ximian, Inc. it'll be decrypted into the inital number. + + + Encryption can be used in email in two ways: to verify that the sender is + the real sender, and to hide the message while in transmission. + Evolution has the capability to do both. + + + + Generating your PGP key + + First, you need to create a PGP key. To do this, you'll need GPG + installed. + + + GPG Versions + + 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: gpg --version. + + + + You can start by typing in: gpg --gen-key. At the + first question, select 1. The next question asks you about key length. + The longer the key, more stronger it is. However, the longer the key, the + longer it takes to generate. This is your choice. However, 1024 bits + (default) should be adequate. The next question asks you if you want your + key to expire. Expiring keys make your key invalid after a certain amount + of time, so old keys don't float around active. This is the same concept + as a coupon at a supermarket. Next, you'll type in your Real name, your + email address, and a comment. You should not forge this information, as + it is used later to verify who you are. Assuming that all your + information is correct, press "O" to continue. GPG now asks you for a + passphrase. This is a password which you will need to decrypt and encrypt + messages. This can be any length, with any characters in it. It is case + sensitive, which means that it does know the difference between capital + letters and lower-case. Now your key is generated. It is recommend you + surf the internet, read your email, or write a letter in a word + processor. This help creates randomness in the key. + + + Once this is completed, you'll be dropped back to the command line. + Now you can view your key information by typing gpg + --list-keys. You should see something similar to this: + + GPG Listing Keys + + /home/bob/.gnupg/pubring.gpg + ---------------------------- + pub 1024D/32j38dk2 2001-06-20 bob <bob@bob.com> + sub 1024g/289sklj3 2001-06-20 [expires: 2002-11-14] + + + You'll now need to upload your public key to a keyserver, so that your + friends can use your key. You'll need to know the ID of your key, which + is after the 1024D on the line beginning with pub. For this example, it + is 32j38dk2. You now type in gpg --send-keys --keyserver + wwwkeys.pgp.net 32j38dk2. Substitute your key ID for 32j38dk2. + You will be prompted to type in your password and your key will be uploaded for your + friends to download. + + + + Setting up Evolution's Encryption + + You'll need to open + + Tools + Mail Settings + + Once there, select the account you'd like to associate the key to and click + the Edit button. In the + Security tab is a section labeled Pretty + Goog Privacy. Enter your key ID and click + OK. Your key is now integrated into your identity + in Evolution. + + + + Sending Encrypted Messages + + You can either sign or encrypt a message. When you sign a message, verify + that you were the one who sent it, and that no one is forging your + identity. Encrypting a message makes it impossible for someone with + prying eyes to view it while it's in tranmission. + + + + + Signing a Message + + To sign a message, you simply click + + Security + PGP Sign + + . You will be prompted for your PGP password. Once you enter it, + click OK and your message will be signed. + + + + + Encrypting a Message + + Encrypting a message is very similar to signing a message. You simply + click the menu item + + Security + PGP Encrypt + + + + + Unencrypting a Recieved Message + + Sometimes, a friend will send you a message which is encrypted. In order + for you to read it, you need to unencrypt it. + + + When you view the encrypted message, Evolution + will prompt you for your PGP password. You type in your PGP password and + the message is then decrypted. + + + + -- cgit