From fab377c503df250439b84aba95db023786d33ee1 Mon Sep 17 00:00:00 2001 From: Aaron Weber Date: Mon, 4 Nov 2002 22:41:05 +0000 Subject: All sgml files replaced with xml files. XML files validated. Two new XML 2002-11-04 Aaron Weber * C/*.sgml: All sgml files replaced with xml files. XML files validated. Two new XML files added: apx-fdl.xml and legal.xml * C/evolution-C.omf: Altered to fit the GDP template. This may now work with the GNOME 2.0 DTD, although I could be wrong. * sgmldocs.make: removed and replaced with xmldocs.make. This will break all translations until they are also ported to XML. I will probably begin doing that tomorrow, since it's just markup and not language stuff. * C/Makefile.am: added two files to the list. Does this Makefile get included in another, somewhere, or is it just detected? svn path=/trunk/; revision=18538 --- help/C/usage-mail-org.xml | 1129 +++++++++++++++++++++++++++++++++++++++++++++ 1 file changed, 1129 insertions(+) create mode 100644 help/C/usage-mail-org.xml (limited to 'help/C/usage-mail-org.xml') diff --git a/help/C/usage-mail-org.xml b/help/C/usage-mail-org.xml new file mode 100644 index 0000000000..bb21abcf17 --- /dev/null +++ b/help/C/usage-mail-org.xml @@ -0,0 +1,1129 @@ + + 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, Ximian Evolution has the tools + to help you do it. + + + + Importing Your Old Email and Settings + + Evolution allows you to import old + email and data so that you don't need to worry about losing your + old information. + + + Importing Email + + Ximian Evolution can import the + following types of files: + + + VCard (.vcf, gcrd): + + + The addressbook format used by the GNOME, KDE, and + many other contact management applications. You + should be able to export to VCard format from any + address book application. + + + + + + iCalendar (.ics): + + + A format for storing calendar files. iCalendar is used by + PalmOS based handhelds, Ximian + Evolution, and Microsoft + Outlook. + + + + + + Microsoft Outlook Express 4 (.mbx): + + + Email file format used by Microsoft Outlook Express + 4. For other versions of Microsoft Outlook and Outlook Express, see + the workaround described in the note below. + + + + + + MBox (mbox): + + + The email box format used by Mozilla, Netscape, + Ximian Evolution, Eudora, and many other email clients. + + + + + + + To import your old email: + + + + Click FileImport. + + + + + Click Next after reading the Welcome screen. + + + + + Select Import a single file. + + + + + Find the file that you wish to import into Evolution. + + + + + Click Import + + + + + + + Importing Preferences + + Evolution can import all your old + mail, contacts, and other information from other applications, + making your transition to Evolution + easy. + + + To import your old information: + + + + Click FileImport. + + + + + Click Next after reading the Welcome screen. + + + + + Select Import data and settings from older programs. + + + + + The left-most column shows the application which your + information will be imported from. You then select + checkboxes on each component to import different + properties of each application. + + + + + Click Next + + + + + Click Import + + + + + + + + Microsoft Outlook and Outlook Express Users + + Microsoft Outlook, and versions of Outlook Express after + version 4, use proprietary formats that Ximian + Evolution cannot read or import. For contacts, + you may have to email them to yourself and import them that + way. For email, there is a simpler workaround: + + + + + While using Windows, import the files into Mozilla Mail (or + another mailer, such as Netscape or Eudora, that uses the + standard mbox format). + + + + + + Copy the files to the system or partition you use for + Ximian Evolution. + + + + + + Use the Ximian Evolution import + tool to import the files. There's more information about + why this works, and how, at the Ximian support website. + + + + + + + + Netscape Users + + Before importing mail from Netscape, make sure you select + FileCompact All + Folders. If you don't, + Ximian Evolution will import and undelete + the messages in your Trash folders. + + + + + + + + + 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, 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. + + To add columns: + + + + Right click on the column header + + + + + Click Add a Column + + + + + Click and drag a column you want into a space between + existing column headers. A red arrow will show you where + the column will be placed. + + + + + + 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. This makes each contact + with identical properties in the specified field to be placed in + its own group and physically separated from others. + + + + + 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: + When you choose this item, a list + of column headers will appear; just drag and drop them into + place between two existing headers. A red arrow will + appear to show you where you're about to put the + column. + + + + + + + + Getting Organized with Folders + + Ximian Evolution keeps mail, as well as + address cards and calendars, in folders. You start out with a + few mail folders, such as 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. + Ximian 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 + filed automatically. + + + + Subfolders in IMAP + + The INBOX folder on most IMAP servers cannot contain both + subfolders and messages. When you create additional folders + on your IMAP mail server, branch them from the root of the + IMAP account's folder, tree, not from INBOX. If you create + subfolders in your INBOX folder, you will lose the ability + to read messages that exist in your INBOX until you move the + folders out of the way. + + + + + + + Searching for Messages + + Most mail clients can search through your messages for you, + but Ximian 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. Ximian 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 vFolder. + + + + 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 vFolders in the next few sections. + + + + + + Create Rules to Automatically Organize Mail + + Filters work very much like the mail room in a large company. + Their purpose is to bundle, sort, and distribute mail to the + various folders. In addition, you can have multiple filters + performing multiple actions that may effect the same message + in several ways. For example, your filters could put copies + of one message into multiple folders, or keep a copy and send + one to another person as well, and it can do that quickly. Of + course, it's also faster and more flexible than an actual + person with a pile of envelopes. + + + + + Quick Filter Creation + + There is an easy shortcut for fast filter or vFolder + creation. Right-click on the message in the message + list, and select one of the items under the + Create Rule from Message + submenu. + + + + + Making New Filters + + To create a new filter: + + + + Click + + Tools + Filters + + + + + + Press the Add button. + + + + + Name your filter in the Rule name field. + 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. + + + + Repeated Headers + + If a message uses a header more than once, Evolution will + pay attention only to the first instance, even if the + message defines the header differently the second + time. For example, if a message declares the Resent-From: + header as "engineering@rupertcorp.com" and then restates + it as "marketing@rupertcorp.com," Evolution will filter as + though the second declaration had not occurred. To filter + on messages that use headers multiple times, use a regular + expression. + + + + + + + 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 Ximian Evolution. + + + + + + What if Multiple Filters Match One Message? + + If you have several filters that match a single message, + they will all be applied to the message, in order, unless + one of the filters has the action Stop + Processing. If you use that action in a + filter, the messages that it affects will not be touched + by other filters. + + + + + + + + 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 -- perhaps you're + looking for messages less than two days old. + + + + Date Received - 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. + + + + Score - Emails have a standard priority range from -3 (least + important) to 3 (most important). You can have filters set the + priority of messages you receive, and then have other filters + applied only to those messages which have a certain priority. + + + + + Size (kb) - Sorts based on the size of the message in kilobytes. + + + + + + Status - Filters according to the status of a message, such as + 'New'. + + + + + + Attachments - Create a filter based on whether or not you + have an attachment in the email. + + + + + + Mailing List - Filter based on the mailing list it came from. + + + How Does Filtering on Mailing Lists Work? + + Filtering on mailing list actually looks for a + specific mailing-list header called the + X-BeenThere + header, used to identify mailing lists or other + redistributors of mail. + + + + + + + Regex Match - If you know your way around a + regex, or + regular expression, put your knowledge to use + here. + + + + + + Source Account - Filter messages according the server you got them from. + You can enter a URL or choose one from the drop-down + list. This ability is only relevant if you use more + than one mail source. + + + + + + + + Select the criterion for the condition. If you want multiple + criteria for this filter, press Add + criterion and repeat the previous step. + + + + + Select the actions for the filter in the Then + section. You can select any of the following options. + + + Move to Folder - If you select this item, Ximian Evolution + will put the messages into a folder you specify. Click the + <click here to select a folder> button + to select a folder. + + + + Copy to Folder - If you select this item, Ximian 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 Ximian 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. + + + + + + + Set Status - If you want to add multiple actions for this filter, press + Add action and repeat the previous step. + + + + + Press OK. + + + + + + + When Are Filters Applied? + + If you move mail from your server into your local system + using POP mail, filters are applied to incoming mail every + time you check for mail. + + + If you store your mail on the mail server and check your + mail with IMAP, filters are applied to the INBOX when you + open it. In some cases, you will see a number of unread + messages in the INBOX, click the INBOX, and then have the + messages move elsewhere as they are filtered out. + + + If you use Ximian Connector to store your mail on an + Exchange server, filters are not applied until you open + your INBOX folder and select + ActionsApply + Filters or press + CtrlY + + + + Using a Filter to Avoid Spam + + A good deal of bulk mail is eventually tagged with the + Precedence: Bulk header at + one point or another. Not all of it is, of course, and + there are "good" messages (mailing lists you subscribe to, + for example) that are also considered "Bulk" mail. + However, if you filter out all the mail with that header, + you'll catch a lot of the mail you don't want to get. + + + + + To catch them and automatically mark them for deletion, do + the following: + + + + Select ToolsFilters. + + + + Click New. + + + + Set the first part of your search critera to look in a Specific header. + + + + Enter Precedence as the name of the header. + + + + Choose contains at the second drop-down box. + + + + Enter Bulk as the content to search for. + You're now working with all email that has the word "Bulk" in the + "Precedence" header. + + + + For actions, select "Move to Folder" and choose the + folder where you'd like to place bulk mail. + + + If you like, add another action and + choose Delete. + + + + Click OK. You're done. + + + + + + + + + + Editing Filters + + To edit a filter: + + + + Select + + Tools + Filters + + + + + + Select the filter in the Filter Rules section + and press Edit. + + + + + Change the desired settings. + + + + + Press OK in the filter editor window. + + + + + Press OK in the filter manager window. + + + + + + + + Deleting Filters + + To delete a filter: + + + + Select + + Tools + Filters + + + + + + Select the filter and press Delete. + + + + + + + Changing Folder Names and Filters + + + + + Incoming email that your filters don't move goes + into the Inbox; outgoing mail that they don't move + ends up in the Sent folder. So be sure to change + the filters that go with it. + + + + + + + + + + + Getting Really Organized with vFolders + + If filters aren't flexible enough for you, or you find + yourself performing the same search again and again, consider + a vFolder. vFolders, or virtual folders, are an advanced way + of viewing your email messages within + Ximian Evolution. If you get a lot of + mail or often forget where you put messages, vFolders + can help you stay on top of things. + + + A vFolder is really a hybrid of all the other organizational + tools: it looks like a folder, it acts like a search, and you + set it up like a filter. In other words, while a conventional + folder actually contains messages, a vFolder is a view of + messages that may be in several different folders. The + messages it contains are determined on the fly using a set of + criteria you choose in advance. + + + + As messages that meet the vFolder criteria arrive or are + deleted, Ximian Evolution will + automatically place them in and remove them from the + vFolder contents list. When you delete a message, it gets + erased from the folder in which it actually exists, as well as + any vFolders which display it. + + + + Imagine a business trying to keep track of mail from hundreds + of vendors and clients, or a university with overlapping and + changing groups of faculty, staff, administrators and + students. The more mail you need to organize, the less you + can afford the sort of confusion that stems from an + organizational system that's not flexible enough. vFolders + make for better organization because they can accept + overlapping groups in a way that regular folders and filing + systems can't. + + + + + The "Unmatched" vFolder + + The Unmatched vFolder is the mirror of all your other + vFolders: it displays whatever messages are not matched by + other vFolders. + + + If you use remote email storage like IMAP or Microsoft + Exchange, and have created vFolders to search through them, + the Unmatched vFolder will follow your lead, and search the + remote folders as well. If you do not create any vFolders that + search in remote mail stores, the Unmatched vFolder will not + search in them either. + + + + + + Using Folders, Searches, and vFolders + + To organize his mailbox, Jim sets up a virtual volder for emails from + his friend and co-worker Anna. He has another one for messages that + have ximian.com in the address and Ximian Evolution in the subject line, so he + can keep a record of what people from work send him about + evolution. If Anna sends him a message about + anything other than Ximian Evolution, it only shows up in the "Anna" folder. + When Anna sends him mail about the user interface for + evolution, he can see that message both in + the "Anna" vFolder and in the "Internal Evolution Discussion" + vFolder. + + + + + + + Creating vFolders + + To create a vFolder: + + + + + Tools + vFolder Editor + + + + + + Click Add + + + + + Name your vFolder in the Rule name field. + + + + + + Select your search criteria. For each criterion, you + must first select which of the following parts of the + message you want the search to examine: + + + Sender - The sender's address. + + + + + Recipients - The recipients of the message. + + + + Subject - The subject line of the message. + + + + Specific Header - The vFolder can look at any header you + want, even obscure or custom ones. Enter the header name + in the first text box, and put your search text in the + second one. + + + + 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 vFolders in Ximian Evolution. + + + + Date sent - Search 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 vFolder will compare the + message's time-stamp to the system clock when the filter + is run, or to a specific time and date you choose from a + calendar. You can even have it look for messages within a + range of time relative to the filter -- perhaps you're + looking for messages less than two days old. + + + + Date Received - 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. + + + + Score - Emails have a standard priority range from -3 (least + important) to 3 (most important). You can have vFolders set the + priority of messages you receive, and then have other + vFolders + applied only to those messages which have a certain priority. + + + + + Size (kb) - Sorts based on the size of the message in kilobytes. + + + + + + Status - Searches according to the status of a message, such as + 'New'. + + + + + + Attachments - Create a vFolder based on whether or not you have an + attachment in the email. + + + + + + Mailing List - Search based on the mailing list it came from. + + + + + + Source Account - Search messages according the server you got them from. + You can enter a URL or choose one from the drop-down + list. This ability is only relevant if you use more + than one mail source. + + + + + + + + Select the folder sources. You can select: + + + + Specific folders only + + + If you select specific folders only, you need to specify the + source folders in the box below. + + + + + + + All local folders + + + + + With all active remote folders + + + + + With all local and active folders + + + + + + + + + + Remote folders are considered active if you are connected to the + server; you must be connected to your mail server for the vFolder to + include any messages from that source. + + +
+ Selecting a vFolder Rule + + Creating a vFolder Rule + + + + + + +
+ + + + -- cgit