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-<!--
-<!DOCTYPE Chapter PUBLIC "-//GNOME//DTD DocBook PNG Variant V1.1//EN">
--->
-
-<chapter id="usage-mail">
- <title>Evolution Mail</title>
- <abstract>
- <title> An Overview of the Evolution Mailer</title>
- <para>
- <application>Evolution</application> email is like other email
- programs in all the ways you would hope:
- <itemizedlist>
- <listitem>
- <para>
- It can sort and organize your mail in a wide variety of ways with
- folders, searches, and filters.
- </para>
- </listitem>
- <listitem>
- <para>
- It can send and receive mail in HTML or as plain text, and
- supports file attachments.
- </para>
- </listitem>
- <listitem>
- <para>
- It supports multiple mail sources, including <glossterm
- linkend="imap">IMAP</glossterm>, <glossterm
- linkend="pop">POP3</glossterm>, local
- <systemitem><filename>mbox</filename></systemitem> and
- <systemitem><filename>mh</filename></systemitem> files, and
- even NNTP messages (newsgroups), which aren't technically
- email.
- </para>
- </listitem>
- </itemizedlist>
- </para>
- <para>
- However, <application>Evolution</application> has some important
- differences. First, it's built to handle very large amounts of
- mail without slowing down or crashing. Both the <link
- linkend="usage-mail-organize-filters">filtering</link> and <link
- linkend="usage-mail-organize-search">searching</link> functions
- were built for speed and efficiency on gargantuan volumes of
- mail. There's also the <application>Evolution</application>
- <link linkend="usage-mail-organize-vFolders">vFolder</link>, an
- advanced organizational feature not found in other mail clients.
- If you get a lot of mail, or if you keep every message you get
- in case you need to refer to it later, you'll find that feature
- especially useful.
- </para>
- </abstract>
-
- <sect1 id="usage-mail-getnsend">
- <title>Reading, Getting and Sending Mail</title>
-
- <sect2 id="usage-mail-getnsend-read">
- <title>Reading Mail</title>
- <para>
- You can start reading email by clicking
- <guibutton>Inbox</guibutton> in the shortcut bar. The first
- time you use <application>Evolution</application>, it will
- start with the <interface>Inbox</interface> open and show you a
- message from Helix Code welcoming you to the application.
- </para>
- <para>
- The <application>Evolution</application>
- <guilabel>Inbox</guilabel>, should look like the one in <xref
- linkend="usage-mail-intro-fig">, which has a message from
- Helix Code. The message summary appears at the top, in the
- <interface>message list</interface>. The message itself is
- displayed below that, in the <interface>view pane</interface>.
- If you find the <interface>view pane</interface> too small,
- you can resize the pane, enlarge the whole window, or double-click
- on the message in the <interface>message list</interface> to
- have it open in a new window. Just like with folders, you can
- right-click on messages in the message list and get a menu of
- possible actions.
- </para>
-
- <!-- ==============Figure=================================== -->
-
- <figure id="usage-mail-intro-fig">
- <title>Evolution Mail</title>
- <screenshot>
- <screeninfo>Inbox</screeninfo>
- <graphic fileref="fig/mail-pic" format="png" srccredit="Aaron Weber">
- </graphic>
- </screenshot>
- </figure>
-<!-- ==============End of Figure============================== -->
-
- <para>
- Most of the mail-related actions you'll want to perform are
- listed in the <guimenu>Message</guimenu> menu in the menu
- bar. The most frequently used ones, like
- <guimenuitem>Reply</guimenuitem> and
- <guimenuitem>Forward</guimenuitem>, also appear as buttons in
- the toolbar, and almost all of them are duplicated in the
- right-click menu and as keyboard shortcuts, which tend to be
- faster once you get the hang of them. You can choose
- whichever way you like best; the idea is that the software
- should work the way you want, rather than making you work the
- way the it does.
- </para>
-
- <sect3 id="usage-mail-listorder">
- <title>Sorting the message list</title>
- <para>
- One of the ways <application>Evolution</application> lets
- you choose the way you work is the way it lets you sort your
- message lists. To sort by sender, subject, or date, click
- on the bars with those labels at the top of the message
- list. If you click twice, you'll sort them in reverse
- order. You can also right-click on the message header bars
- to get a set of sorting options, and add or remove columns
- from the message list. You can find detailed instructions
- on how to customize your message display columns in <xref
- linkend="usage-mail-organize-columns">.
- </para>
- <para>
- You can also choose a threaded message view. Select
- <menuchoice> <guimenu>View</guimenu>
- <guimenuitem>Threaded</guimenuitem> </menuchoice> to turn
- the threaded view on or off. If the option selected,
- <application>Evolution</application> will group the replies
- to a message with the original, so you can follow the thread
- of a conversation from one message to the next.
- </para>
- </sect3>
- <sect3 id="usage-mail-getnsend-delete">
- <title>Deleting Mail</title>
- <para>
- Once you've read your mail, you may want to get rid of
- it. To mark a message for deletion, select it in the the
- <interface>message list</interface> by clicking on it once.
- Then click on the <guibutton>Delete</guibutton> button in
- the tool bar. The message now has a line through it,
- because you've marked it for deletion.
- </para>
- <para>
- If you really want to get rid of it, choose
- <guimenuitem>Expunge</guimenuitem> from the
- <guimenu>Folder</guimenu> menu. That will delete it
- permanently. If you change your mind and decide you want to
- keep it, select <menuchoice> <guimenu>Message</guimenu>
- <guimenuitem>Undelete</guimenuitem></menuchoice>.
- </para>
- </sect3>
- </sect2>
-
- <sect2 id="usage-mail-getnsend-get">
- <title>Checking Mail</title>
- <para>
- Now that you've had a look around the
- <interface>Inbox</interface>, it's time to check for new mail.
- Click <guibutton>Get mail</guibutton> in the toolbar to check
- your mail. If it's the first time you've done so, the
- <interface>mail setup assistant</interface> will ask you for
- the information it needs to check your mail (see <xref
- linkend="config-setupassist"> for more information).
- </para>
- <para>
- Then, you need to enter your email
- password. <application>Evolution</application> will remember
- the password until you quit the application or until you
- select <menuchoice> <guimenu>Settings</guimenu>
- <guimenuitem>Forget Passwords</guimenuitem> </menuchoice>.
- </para>
- <para>
- Once it's validated the password,
- <application>Evolution</application> will check your mail.
- New mail will appear in the local <interface>Inbox</interface>
- if you're using a <glossterm>POP</glossterm> account, and in
- your <glossterm>IMAP</glossterm> folders if you use IMAP.
- </para>
-
- <note id="badmailsettings">
- <title>Can't Check Mail?</title>
- <para>
- If you get an error message instead of mail, you probably need
- to change your network settings. To learn how to do that,
- have a look at <xref linkend="config-prefs-mail-network">, or
- ask your system administrator.
- </para>
- </note>
-
- <sect3 id="usage-mail-getnsend-get-news">
- <title>Using Evolution for News </title>
- <para>
- Newsgroups are so similar to email there's no reason not to
- read them side by side. If you want to do that, add a news
- source to your configuration (see <xref
- linkend="config-prefs-network-news">). The news server will
- appear as a remote server, and will look quite similar to an
- IMAP folder. When you click <guibutton>Get Mail</guibutton>,
- <application>Evolution</application> will also check for news
- messages.
- </para>
- </sect3>
-
- <sect3 id="usage-mail-getnsend-get-attach">
- <title>Attachments and HTML Mail</title>
- <para>
- If someone sends you an <glossterm>attachment</glossterm>, a
- file attached to an email,
- <application>Evolution</application> will display the file
- at the bottom of the message to which it's attached. Text,
- HTML, and most images will be displayed within the message
- itself. For other files,
- <application>Evolution</application> will provide a link and
- icon at the end of the message. Click on that, and
- <application>Evolution</application> will ask you where you
- want to put the file. Once you've chosen a location and
- saved the file, you can open, move, copy, or execute it just
- like any other, using <application>Nautilus</application> or
- your favorite shell or file manager.
- </para>
- <para>
- As usual, there's a shortcut here: right-click on the link,
- and choose an application for the file: you can send an
- image straight to the <application>GIMP</application>, or a
- spredsheet straight to <application>Gnumeric</application>.
- </para>
-
- <para>
- <application>Evolution</application> can also display
- HTML-formatted mail, complete with graphics. HTML
- formatting will display automatically, although you can
- turn it off if you prefer.
- </para>
- </sect3>
- </sect2>
-
- <sect2 id="usage-mail-getnsend-send">
- <title>Writing and Sending Mail</title>
- <para>
- You can start writing a new email message by selecting
- <menuchoice> <guimenu>File</guimenu>
- <guisubmenu>New</guisubmenu> <guimenuitem>
- Mail</guimenuitem></menuchoice>, or by pressing the
- <guibutton>Compose</guibutton> button in the Inbox toolbar.
- When you do so, the <interface>New Message</interface> window
- will open, as shown in <xref
- linkend="usage-mail-newmsg-fig">.
- </para>
-
-<!-- ==============Figure=================================== -->
- <figure id="usage-mail-newmsg-fig">
- <title>New Message Window</title>
- <screenshot>
- <screeninfo>Evolution Main Window</screeninfo>
- <graphic fileref="fig/newmsg-pic" format="png" srccredit="Kevin Breit">
- </graphic>
- </screenshot>
- </figure>
-<!-- ==============End of Figure=================================== -->
-
- <!-- Check the alignment of the following paragraph in the PS and
- HTML output: it's indented for no good reason -->
- <para>
- Enter an address in the <guilabel>To:</guilabel> field, a
- subject in the <guilabel>Subject:</guilabel> and a message in
- the big empty box at the bottom of the window, and press
- <guibutton>Send</guibutton>. That's easy, although it can
- get a little more complicated if you want.
- </para>
-
- <sect3 id="usage-mail-getnsend-send-delay">
- <title>Saving Messages for Later</title>
- <para>
- Evolution will send mail immediately unless you tell it to
- do otherwise by selecting <menuchoice>
- <guimenu>File</guimenu> <guimenuitem>Send
- Later</guimenuitem></menuchoice>. That will add messages
- to the <guilabel>Outbox</guilabel> queue. Then, when you
- press <guibutton>Send</guibutton> in another message, or
- <guibutton>Get Mail</guibutton> in the main mail window,
- all your unsent messages will go out at once. I like to
- use "Send Later" because it gives me a chance to change my
- mind about a message before it goes out. That way, I don't
- send anything I'll regret the next day.
- </para>
- <para>
- To learn more about how you can specify message queue and
- filter behavior, see <xref linkend="config-prefs-mail">.
- </para>
-
- <para>
- You can also choose to save messages as drafts or as text
- files. Choose
- <menuchoice>
- <guimenu>File</guimenu>
- <guimenuitem>Save</guimenuitem>
- </menuchoice>
- or <guimenuitem>Save As</guimenuitem> to save your message
- as a text file. If you prefer to keep your message in a
- folder (the <guilabel>Drafts</guilabel> folder would be the
- obvious place), you can select <menuchoice>
- <guimenu>File</guimenu> <guimenuitem>Save In
- Folder</guimenuitem> </menuchoice>.
- </para>
- </sect3>
- <sect3 id="usage-mail-getnsend-send-compose">
- <title>Advanced Mail Composition</title>
- <para>
- You can probably guess the purpose of the buttons labelled
- <guibutton>Cut</guibutton>, <guibutton>Copy</guibutton>,
- <guibutton>Paste</guibutton>, <guibutton>Undo</guibutton>
- and <guibutton>Redo</guibutton>, but there's a bit more to
- sending mail that's less obvious. In the next few sections,
- you'll see how <application>Evolution</application> handles
- additional features, including large recipient lists,
- attachments, and forwarding.
- </para>
- <sect4 id="usage-mail-getnsend-send-attach">
- <title>Attachments</title>
- <para>
- If you want to attach a file to your email message, you
- can drag it from your desktop into the message window, or
- click the button in the toolbar with a paper clip on it,
- labelled <guibutton>Attach</guibutton>. If you click the
- <guibutton>Attach</guibutton> button,
- <application>Evolution</application> will open a file
- selection dialog box, to ask you which file you want to
- send. Select the file and click <guilabel>OK</guilabel>.
- </para>
- <para>
- To hide the display of files you've attached to the
- message, select <menuchoice>
- <guimenu>View</guimenu> <guimenuitem>Hide
- Attachments</guimenuitem> </menuchoice>; to show them
- again, choose <guimenuitem>Show Attachments</guimenuitem>.
- </para>
- <para>
- When you send the message, a copy of the attached file
- will go with it. Be aware that big attachments can take a
- long time to download.
- </para>
- </sect4>
- <sect4 id="usage-mail-getnsend-send-to-types">
- <title>Types of Recipients</title>
- <para>
- <application>Evolution</application>, like all email
- programs (at least, all the ones in current use)
- 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. However, it's
- considered bad form to have more than a few email
- addresses in this section. If you are sending mail to
- more than one or two people, consider the
- <guilabel>Cc:</guilabel> field.
- </para>
- <para>
- Hearkening back to the dark ages when people used
- typewriters and there were no copy machines, "Cc" stands
- for "Carbon Copy." Use it whenever you want to share a
- message you've written to someone else.
- <example id="ex-mail-cc">
- <title>Using the Cc: field</title>
- <para>
- When Susan sends an email to a client, she puts her
- co-worker, Tim, in the in the
- <guilabel>Cc:</guilabel> field, so that he know
- what's going on. The client can see that Tim also
- received the message, and knows that he can talk to
- Tim about the message as well.
- </para>
- </example>
- </para>
- <para>
- If you have a large number of recipients, or if you want
- to send mail to several people without sharing the
- recipient list, you should use
- <guilabel>Bcc:</guilabel>. "Bcc" stands for "Blind Carbon
- Copy", and means that people you put in the
- <guilabel>Bcc:</guilabel> field get the message, but
- nobody else sees their email address. They will still see
- the list of addresses from the <guilabel>To:</guilabel>
- and <guilabel>Cc:</guilabel> fields, though.
-
- <example id="ex-mail-bcc">
- <title>Using the Bcc: field</title>
- <para>
- Tim is sending an email announcement to all of his
- company's clients, some of whom are in competition
- with each other, and all of whom value their
- privacy. He needs to use the
- <guilabel>Bcc:</guilabel> field here. If he puts
- every address from his address book's "Clients"
- category into the <guilabel>To:</guilabel> or
- <guilabel>Cc:</guilabel> fields, he'll make the
- company's <emphasis>entire</emphasis> client list
- public. Don't assume it won't happen to you!
- </para>
- </example>
- </para>
- </sect4>
-
- <sect4 id="usage-mail-getnsend-send-to">
- <title>Choosing Recipients Quickly</title>
- <para>
- If you have created address cards in the contact manager,
- you can also enter nicknames or other portions of address
- data, and <application>Evolution</application> will complete
- the address for you. <!-- (INSERT description of UI for this
- feature, once it is decided upon). --> If you enter a name
- or nickname that can go with more than one card, Evolution
- will open a dialog box to ask you which person you meant.
- <!-- (NOT YET) Also, <application>Evolution</application>
- will add a domain to any unqualified addresses. By default,
- this is your domain, but you can choose which one mail
- preferences dialog. -->
- </para>
- <para>
- Alternately, you can click on the
- <guibutton>To:</guibutton>, <guibutton>Cc:</guibutton>, or
- <guibutton>Bcc:</guibutton> buttons to get a list &mdash;
- potentially a very long one &mdash; of the email addresses
- in your contact manager. Select addresses and click on
- the arrows to move them into the appropriate address
- columns.
- </para>
- <para>
- For more information about using email together with the
- contact manager and the calendar, see <xref
- linkend="usage-contact-automate"> and <xref
- linkend="usage-calendar-apts">.
- </para>
- </sect4>
- </sect3>
-
- <sect3 id="usage-mail-getnsend-send-reply">
- <title>Replying to Messages</title>
- <para>
- To reply to a message, press the
- <guibutton>Reply</guibutton> button while it is selected,
- or choose <guimenuitem>Reply to Sender</guimenuitem> from
- the message's right-click menu. That will open
- <interface>message composer</interface>. The
- <guilabel>To:</guilabel> and <guilabel>Subject</guilabel>
- fields will already be filled, although you can alter them
- if you wish. In addition, the full text of the old message
- is inserted into the new message, either in italics (for
- HTML display) or with the &gt; character before each line
- (in plain text mode), to indicate that it's part of the
- previous message. People often intersperse their message
- with the quoted material as shown in <xref
- linkend="usage-mail-getnsend-reply-fig">.
-
-<!-- note that this figure should have a reply mail ready to send,
-with quoted materials and the relevant replies interspersed-->
- <!-- ==============Figure=================================== -->
- <figure id="usage-mail-getnsend-reply-fig">
- <title>Reply Message Window</title>
- <screenshot>
- <screeninfo>Evolution Main Window</screeninfo>
- <graphic fileref="fig/replymsg" format="png" srccredit="Aaron Weber">
- </graphic>
- </screenshot>
- </figure>
-<!-- ==============End of Figure=================================== -->
- </para>
-
- <para>
- If you're reading a message with several recipients, you may
- wish to use <guibutton>Reply to All</guibutton> instead of
- <guibutton>Reply</guibutton>. If there are large numbers
- of people in the <guilabel>Cc:</guilabel> or
- <guilabel>To:</guilabel> fields, this can save substantial
- amounts of time. But be careful, and always make sure you
- know who is getting a message: one address could be a
- mailing list with thousands of subscribers.
- <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 to all of
- them, 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>.
- </para>
- </example>
- </para>
- </sect3>
- <sect3 id="usage-mail-getnsend-send-find">
- <title>Searching and Replacing with the Composer</title>
- <para>
- You're probably familiar with search and replace features,
- and if you come from a Linux or Unix background, you
- probably know what <guimenuitem>Find Regex</guimenuitem>
- does. If you aren't among the lucky who already know,
- here's a quick rundown of an important section of the
- <guimenu>Edit</guimenu> menu.
- </para>
- <para>
- <variablelist>
- <varlistentry>
- <term><guimenuitem>Find</guimenuitem></term>
- <listitem><para> Enter a word or phrase, and
- <application>Evolution</application> will find it
- in your message.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem>Find Regex</guimenuitem></term>
- <listitem>
- <para>
- Perform a search for a <glossterm
- linkend="regular-expression">regular
- expression</glossterm>, or "regex."
- </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 items, you have two additional choices.
- First, you can choose whether to <guilabel>Search
- Backwards</guilabel>, which will perform the search
- starting wherever your cursor is, and moving back towards
- the beginning of the document (normally, it goes the other
- way). Then, you can decide whether to have your search be
- <guilabel>Case Sensitive</guilabel>, meaning should it pay
- attention to the case of letters when locating a match.
- </para>
- </sect3>
- <sect3 id="usage-mail-getnsend-send-html">
- <title>Embellish your email with HTML</title>
- <para>
- You can't normally set text styles or insert pictures in
- emails, which is why you've probably seen people use far
- too many exclamation points for emphasis or use <glossterm
- linkend="emoticon">emoticons</glossterm> to convey their
- feelings. However, most of the newer email programs can
- include and 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 sites do.
- </para>
- <note>
- <title>HTML Mail is not a Default Setting</title>
- <para>
- Some people do not have HTML-capable mail clients, or
- prefer not to receive HTML-enhanced mail because it is
- slower to download and display. <emphasis>Some</emphasis>
- people refer to HTML mail as "the root of all evil" and
- get very angry if you send them HTML mail, which is why
- <application>Evolution</application> sends plain text
- unless you explicitly ask for HTML. To send HTML mail,
- you will need to select <menuchoice>
- <guimenu>Format</guimenu> <guimenuitem>
- HTML</guimenuitem></menuchoice>. Alternately, you can set
- your default mail format preferences in the mail
- configuration dialog. See <xref
- linkend="config-prefs-mail-other"> for more information.
- </para>
- </note>
- <para>
- HTML formatting tools are located just above the
- composition frame, and in the <guimenu>Insert</guimenu> and
- <guimenu>Format</guimenu> menus. Your message text will
- appear formatted in the composer window, and the message
- will be sent as HTML.
- </para>
- <para>
- The icons in the toolbar are explained in tool-tips, 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>
- 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). You can also
- select <guilabel>pre</guilabel> for preformatted
- text blocks, and three types of <guilabel>List
- Item</guilabel>.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term>Text style</term>
- <listitem>
- <para>
- Use these buttons to determine the way your letters
- look. If you have text selected, the style will
- apply to the selected text. If you do not have text
- selected, the style will apply to whatever you type
- next. The buttons are:
- <itemizedlist mark="none">
- <listitem><para>Push <guibutton>B</guibutton> for bold text</para></listitem>
- <listitem><para>Push <guibutton>I</guibutton> for italics</para></listitem>
- <listitem><para>Push <guibutton>U</guibutton> to underline</para></listitem>
- <listitem><para>Push <guibutton>S</guibutton> for a strikethrough.</para></listitem>
- </itemizedlist>
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term>Alignment</term>
- <listitem>
- <para>
- Located next to the text style buttons,
- these three paragraph icons should be familiar to
- users of most word processing software. The
- leftmost button will make your text left-justified,
- the center button, centered, and the right hand
- button, right-justified.
- </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. You can
- choose from several colors by clicking on the arrow,
- or create your own custom color by clicking on the
- color box itself. If you have text selected, the
- color will apply to the selected text. If you do
- not have text selected, the color will apply to
- whatever you type next.
- </para>
- </listitem>
- </varlistentry>
-
-
- </variablelist>
- </para>
- <para>
- There are three tools that you can find only in the
- <guimenu>Insert</guimenu> menu.
- <variablelist>
- <varlistentry>
- <term><guimenuitem>Insert Link</guimenuitem>:</term>
- <listitem>
- <para>
- Use this tool to put hyperlinks in your HTML
- messages. When you select it,
- <application>Evolution</application> will prompt you
- for the <guilabel>Text</guilabel> that will appear,
- and the <guilabel>Link</guilabel>, where you should
- enter the actual web address (URL). If you don't
- want special link text, you can just enter the address
- directly, and <application>Evolution</application>
- will recognize it as a link.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term> <guimenuitem>Insert Image</guimenuitem>:</term>
- <listitem>
- <para>
- <guimenuitem>Insert Image</guimenuitem>: Select this
- item to embed an image into your email, as was done in
- the welcome message. Images will appear at the
- location of the cursor. This is different from
- attaching them to a message, but not very different.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term><guimenuitem>Insert Rule</guimenuitem>:</term>
- <listitem><para>
- This will insert a horizontal line, or rule, into your document.
- You'll be presented with a dialog box which gives you
- the choice of size, percentage of screen, shading, and
- alignment; if you leave everything at the default
- values you'll get a thin black rule all the way across
- the screen.</para></listitem>
- </varlistentry>
-
- </variablelist>
- </para>
- <note>
- <title>A Technical note on HTML Tags</title>
- <para>
- The composer is a WYSIWYG (What You See Is What You Get)
- editor for HTML. That means that if you enter HTML
- directly into the composer&mdash; say, <markup
- role="html">&lt;B&gt;Bold Text&lt;/B&gt</markup>, the
- the composer will assume you meant exactly that string
- of characters, and not "make this text bold," as an HTML
- composition tool or text editor would.
- </para>
- </note>
- </sect3>
-
-
-<!-- Function not implemented,
-possibly never will be due to security evil. -->
-<!--
- <sect3 id="usage-mail-getnsend-send-live">
- <title>Live Documents</title>
- <para>
- Later versions of <application>Evolution</application>
- will allow you to enliven your email with almost any
- sort of document, and even with entire
- applications. At this point, however, this feature has not
- yet been implemented.
- </para>
- </sect3>
--->
-
- <sect3 id="usage-mail-getnsend-fwd">
- <title>Forwarding Mail</title>
- <para>
- The post office forwards your mail for you when you change
- addresses, and you can forward mail when you get a letter by
- mistake. The email <guilabel>Forward</guilabel> button
- works in much the same way. It's particularly useful if you
- have received a message and you think someone else would
- like to see it. You can forward a message as an attachment
- to a new message (this is the default) or
- you can send it <glossterm linkend="inline">inline</glossterm> as a quoted
- portion of the message you are sending. Attachment
- forwarding is best if you want to send the full, unaltered
- message on to someone else. Inline forwarding is best if
- you want to send portions of a message, or if you have a
- large number of comments on different sections of the
- message you are forwarding. Remember to note from whom the
- message came, and where, if at all, you have removed or
- altered content.
- </para>
- <para>
- To forward a message you are reading, press
- <guibutton>Forward</guibutton> on the toolbar, or select
- <menuchoice> <guimenu>Message</guimenu>
- <guimenuitem>Forward</guimenuitem> </menuchoice>. If you
- prefer to forward the message <glossterm linkend="inline">inline</glossterm>
- instead of attached, select <menuchoice>
- <guimenu>Message</guimenu> <guimenuitem>Forward
- Inline</guimenuitem> </menuchoice> from the menu. Choose an
- addressee as you would when sending a new message; the
- subject will already be entered, but you can alter it.
- Enter your comments on the message in the
- <interface>composition frame</interface>, and press
- <guibutton>Send</guibutton>.
- </para>
- </sect3>
- <sect3 id="usage-mail-getnsend-ettiquette">
- <title>Seven Tips for Email Usage</title>
- <para>
- I started with ten, but four were "Don't send
- <glossterm linkend="spam">spam</glossterm>."
- <itemizedlist>
-
- <listitem>
- <para>
- Don't send spam or forward chain mail. If you must,
- watch out for hoaxes and urban legends, and make sure
- the message doesn't have multiple layers of
- greater-than signs, (&gt;) indicating multiple layers
- of careless inline forwarding.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Always begin and close with a salutation. Say
- "please" and "thank you", just like you do in real
- life. You can keep your pleasantries short, but be pleasant!
- </para>
- </listitem>
-
- <listitem>
- <para>
- ALL CAPS MEANS YOU'RE SHOUTING! Don't write a whole
- message in capital letters. It hurts people's ears.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Never write anything in email you wouldn't say in
- public. Old messages have a nasty habit of
- resurfacing when you least expect.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Check your spelling and use complete sentences.
- </para>
- </listitem>
-
- <listitem>
- <para>
- Don't send nasty emails (flames). If you get one,
- don't write back.
- </para>
- </listitem>
-
- <listitem>
- <para>
- When you reply or forward, include just enough of
- the previous message to provide context: not too
- much, not too little.
- </para>
- </listitem>
- </itemizedlist>
- </para>
- <para> Happy mailing! </para>
- </sect3>
- </sect2>
- </sect1>
-
- <sect1 id="usage-mail-organize">
- <title>Organizing Your Mail</title>
- <para>
- Even if you only get a few email messages a day, you probably
- want to sort and organize them. When you get a hundred a day
- and you want to refer to a message you received six weeks ago,
- you <emphasis>need</emphasis> to sort and organize them.
- Fortunately, <application>Evolution</application> has the tools
- to help you do it.
- </para>
- <sect2 id="usage-mail-organize-columns">
- <title>Sorting Mail with Column Headers</title>
- <para>
- By default, the columns in a mail message list are an
- envelope icon indicating whether a message has been read
- (closed for unread, open for read), an exclamation point
- indicating priority, and the <guilabel>From</guilabel>,
- <guilabel>Subject</guilabel>, and <guilabel>Date</guilabel>
- fields. However, you can change that if you want.
- </para>
- <para>
- Right-click on one of the column headers to get a list of
- options:
- <variablelist>
-
- <varlistentry>
- <term><guimenuitem> </guimenuitem></term>
- <listitem><para>
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem> </guimenuitem></term>
- <listitem><para>
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem> </guimenuitem></term>
- <listitem><para>
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guimenuitem> </guimenuitem></term>
- <listitem><para>
- </para></listitem>
- </varlistentry>
-
- </variablelist>
- </para>
- </sect2>
-
- <sect2 id="usage-mail-organize-folders">
- <title>Getting Organized with Folders</title>
- <para>
- <application>Evolution</application> keeps mail, as well as
- address cards and calendars, in folders. You start out with a
- few, like <guilabel>Inbox</guilabel>,
- <guilabel>Outbox</guilabel>, and <guilabel>Drafts</guilabel>,
- but you can create as many as you like. Create new folders by
- selecting <guisubmenu>New</guisubmenu> and then
- <guimenuitem>Folder</guimenuitem> from the
- <guimenu>File</guimenu> menu.
- <application>Evolution</application> will as you for the name
- and the type of the folder, and will provide you with a folder
- tree so you can pick where it goes.
- </para>
- <para>
- When you click <guibutton>OK</guibutton>, your new folder will
- appear in the <interface>folder view</interface>. You can
- then put messages in it by dragging and dropping them, or by
- using the <guibutton>Move</guibutton> button in the
- toolbar. If you want to move several messages at once, click
- on the ones you want to move while holding down the
- <keycap>CTRL</keycap> key, or use <keycap>Shift</keycap> to
- select a range of messages. If you create a filter with the
- <interface>filter assistant</interface>, you can have mail
- moved to your folder automatically.
- </para>
- </sect2>
-
- <sect2 id="usage-mail-organize-search">
- <title>Searching for Messages</title>
- <para>
- Most mail clients can search through your messages for you,
- but <application>Evolution</application> does it faster. You
- can search through just the message subjects, just the message
- body, or both body and subject.
- </para>
- <para>
- To start searching, enter a word or phrase in the text area
- right below the toolbar, and choose a search type:
- <variablelist>
- <varlistentry>
- <term><guilabel>Body or subject contains:</guilabel></term>
- <listitem>
- <para>
- This will search message subjects and the messages
- themselves for the word or phrase you've entered in
- the search field.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term> <guilabel>Body contains:</guilabel> </term>
- <listitem>
- <para>
- This will search only in message text, not the subject
- lines.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Subject contains:</guilabel></term>
- <listitem>
- <para>
- This will show you messages where the search text is
- in the subject line. It will not search in the
- message body.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Body does not contain:</guilabel></term>
- <listitem>
- <para>
- This finds every email message that does not have the
- search text in the message body. It will still show
- messages that have the search text in the subject
- line, if it is not also in the body.
- </para>
- </listitem>
- </varlistentry>
- <varlistentry>
- <term><guilabel>Subject does not contain:</guilabel></term>
- <listitem>
- <para>
- This finds every mail whose subject does not contain
- the search text.
- </para>
- </listitem>
- </varlistentry>
- </variablelist>
-
- Then, press <keycap>Enter</keycap>.
- <application>Evolution</application> will show your search
- results in the message list.
-
- </para>
- </sect2>
-
- <sect2 id="usage-mail-organize-filters">
- <title>Staying organized: Mail Filters in Evolution</title>
- <para>
- I once worked in the mail room of a large company, where my
- job was to bundle, sort, and distribute mail to the various
- mail boxes and desks throughout the building. Filters do that
- same job with email, but they lose much less mail than I did.
- In addition, you can have multiple filters performing multiple
- actions that may effect the same message in several ways. For
- example, your filters could put copies of one message into
- multiple folders, or keep a copy and send one to another
- person as well. Which is to say, it's quite a bit more
- flexible than an actual person with a pile of envelopes.
- </para>
- <para>
- Most often, you'll want to have
- <application>Evolution</application> put mail into different
- folders, but you can have it do almost anything you like.
- People who subscribe to multiple mailing lists, or who often
- need to refer to messages they have sent, find filters
- especially helpful to separate personal from list-related
- mail, but they're good for anybody who gets more than a few
- messages a day. To create a filter, open the
- <interface>filter assistant</interface> by selecting
- <menuchoice>
- <guimenu>Tools</guimenu>
- <guimenuitem>Mail Filters</guimenuitem>
- </menuchoice>.
- </para>
-
- <figure id="usage-mail-filters-fig-assist">
- <title>The Filter Assistant</title>
- <screenshot>
- <screeninfo>The Filter Assistant</screeninfo>
- <graphic fileref="fig/filter-assist-fig" format="png" srccredit="Aaron Weber">
- </graphic>
- </screenshot>
- </figure>
-
- <para>
- The <interface>filter assistant</interface> window contains a
- list of your current filters, sorted by the order in which
- they are used. From the drop-down box at the top of the
- window, choose <guilabel>Incoming</guilabel> to display
- filters for incoming mail, and <guilabel>On Demand</guilabel>
- for those which sort your mail only when you want.
- </para>
- <para>
- The <interface>filter assistant</interface> also has a set of
- buttons:
- <itemizedlist>
-
- <listitem><para>
- <guibutton>Add</guibutton> &mdash; Create a new filter.
- </para></listitem>
-
- <listitem><para>
- <guibutton>Edit</guibutton> &mdash; Edit an existing filter.
- </para></listitem>
-
- <listitem><para>
- <guibutton>Delete</guibutton> &mdash; Delete the selected filter.
- </para></listitem>
-
- <listitem><para> <guibutton>Up</guibutton> &mdash; Move the
- selected filter up in the list so it gets applied first.
- </para></listitem>
-
- <listitem><para>
- <guibutton>Down</guibutton> &mdash; Move the selected filter down
- in the list, so it comes into play later.
- </para></listitem>
- </itemizedlist>
-
- If you don't have any filters set up, the only one of those
- buttons you can click is <guibutton>Add</guibutton>. When you
- do that, (or when you click <guibutton>Edit</guibutton> with a
- filter selected), the <interface>Add Rule</interface> window
- appears.
- </para>
- <para>
- That window, shown in <xref
- linkend="usage-mail-filters-fig-new">, is where you'll
- actually create your filtering rule.
-
- <figure id="usage-mail-filters-fig-new">
- <title>Creating a new Filter</title>
- <screenshot>
- <screeninfo>Creating a new Filter</screeninfo>
- <graphic fileref="fig/filter-new-fig" format="png" srccredit="Aaron Weber">
- </graphic>
- </screenshot>
- </figure>
- </para>
- <para>
- Enter a name for your filter in the <guilabel>Rule
- Name</guilabel> field, and then begin choosing criteria.
- Choose how many criteria you'd like by pressing <guibutton>Add
- Criterion</guibutton> and <guibutton>Remove
- Criterion</guibutton>. If you have multiple criteria, you
- should then decide whether to have the filter do its job only
- <guilabel>if all criteria are met</guilabel>, or <guilabel>if
- any criteria are met</guilabel>.
- </para>
- <para>
- For each of your filter criteria, you must first select what
- part of the message you want the filter to look at:
- <variablelist>
- <varlistentry>
- <term><guilabel>Sender</guilabel></term>
- <listitem><para>
- The author of the message.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Recipients</guilabel></term>
- <listitem><para>
- The recipients of the message.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Subject</guilabel></term>
- <listitem><para>
- The subject line of the message.
- </para></listitem>
- </varlistentry>
-
-
- <varlistentry>
- <term><guilabel>Specific Header</guilabel></term>
- <listitem><para> The filter can look at any header you
- want, even obscure or custom ones like X-Bonus or
- X-Archive. Enter the header name, and what you'd like to
- match inside it. </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Message Body</guilabel></term>
- <listitem><para>
- The actual text of the message.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Expression</guilabel></term>
- <listitem><para> Enter a <glossterm
- linkend="regular-expression">regular
- expression</glossterm>, and
- <application>Evolution</application> will search the
- entire message, headers and all, to match it for you.
- </para></listitem>
- </varlistentry>
-
-
- <varlistentry>
- <term><guilabel>Date Sent</guilabel></term>
- <listitem><para>
- You can filter messages by when they were sent: First,
- choose how you'd like to match the time&mdash;
- <guilabel>before</guilabel>,
- <guilabel>after</guilabel> and so forth. Then, choose
- the time. The filter 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. For example, you could have
- the filter catch all messages sent less
- than a week before the filter is run.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Date Recieved</guilabel></term>
- <listitem><para>
- This works the same way as the <guilabel>Date Sent</guilabel>
- option, except that it compares the time you got the message
- with the dates you specify.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Priority</guilabel></term>
- <listitem><para>
- Emails have a standard priority range from -3 (least
- important) to 3 (most important). You can have filters set the
- priority of messages you recieve, and then have other filters
- applied only to those messages which have a certain priority.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Regex Match</guilabel></term>
- <listitem><para>
- If you know your way around a <glossterm
- linkend="regular-expression">regular
- expression</glossterm>, or regex, put your knowledge to
- use here. You can match your expression in the message
- headers or in its body.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Source</guilabel></term>
- <listitem><para>
- Filter messages according the server you got them from. You can enter a URL or
- choose one from the drop-down list. This criterion is only relevant if you
- use more than one mail source.
- </para></listitem>
- </varlistentry>
- </variablelist>
- </para>
- <para>
- Now, tell it what to do with those messages. If you want multiple
- actions, click <guibutton>Add Action</guibutton>; if you want fewer,
- click <guibutton>Remove Action</guibutton>. And choose again:
- <variablelist>
-
- <varlistentry>
- <term><guilabel>Copy to Folder</guilabel></term>
- <listitem><para>
- If you select this item, <application>Evolution</application>
- will put the messages into a folder you specify. Click the
- <guibutton>&lt;click here to select a folder&gt;</guibutton> button
- to select a folder.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Move to Folder</guilabel></term>
- <listitem><para>
- If you select this item, <application>Evolution</application>
- will put the messages into a folder you specify. Click the
- <guibutton>&lt;click here to select a folder&gt;</guibutton> button
- to select a folder.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Forward to Address</guilabel></term>
- <listitem><para>
- Select this, enter an address, and the addressee will
- get a copy of the message.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Delete</guilabel></term>
- <listitem><para>
- Marks the message for deletion. You can still get the message
- back, at least until you <guimenuitem>Expunge</guimenuitem> your
- mail yourself.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Stop Processing</guilabel></term>
- <listitem><para>
- Select this if you want to tell all other filters to ignore
- this message, because whatever you've done with it so far
- is plenty.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Assign Color</guilabel></term>
- <listitem><para>
- Select this item, and <application>Evolution</application>
- will mark the message with whatever color you please.
- </para></listitem>
- </varlistentry>
-
- <varlistentry>
- <term><guilabel>Assign Score</guilabel></term>
- <listitem><para> If you know that all mail with
- "important" somewhere in the message body line is
- important, you can give it a high priority score. In a subsequent filter you can
- then arrange your messages by their priority score.
- </para></listitem>
- </varlistentry>
-
- </variablelist>
- </para>
- <para>
- You're done. Click <guibutton>OK</guibutton> to use this
- filter, or <guibutton>Cancel</guibutton> to close the window
- without saving any changes.
- </para>
-
-
-
- <!-- FIXME: This needs to be in there. But the feature is temporarily
- disabled and I don't know how it will be reimplemented.
-
- <itemizedlist>
- <listitem>
- <para>
- <guilabel>When mail arrives:</guilabel> Select
- this option to have messages filtered as they
- arrive.
- </para>
- </listitem>
- <listitem>
- <para>
- <guilabel>When mail is sent:</guilabel> Select
- this option to filter your outgoing mail. You
- can use this feature to keep your
- <interface>Outbox</interface> as organized as
- your <interface>Inbox</interface>.
- </para>
- </listitem>
- </itemizedlist>
- </para>
-
- -->
-
- <note>
- <title>Two Notable Filter Features</title>
- <para>
- <itemizedlist>
- <listitem><para>
- Incoming email that your filters don't move goes into the Inbox;
- outgoing mail that they don't move ends up in the Sent folder.
- </para>
- </listitem>
-
- <listitem><para>If you move a folder, your filters
- will follow it. </para></listitem>
- </itemizedlist>
- </para>
- </note>
- </sect2>
-
-
-
- <sect2 id="usage-mail-organize-vFolders">
- <title>Getting Really Organized with Virtual Folders</title>
- <para>
- If filters aren't flexible enough for you, or you find
- yourself performing the same search again and again, consider
- a virtual folder. Virtual folders, or vFolders, are an
- advanced way of viewing your email messages within
- <application>Evolution</application>. If you get a lot of
- mail or often forget where you put messages, virtual folders can help
- you stay on top of things.
- </para>
- <para>
- A virtual folder is really a hybrid of all the other organizational
- tools: it looks like a folder, it acts like a search, and you
- set it up like a filter. In other words, while a conventional
- folder actually contains messages, a virtual folder is a view of
- messages that may be in several different folders. The
- messages it contains are determined on the fly using a set of
- criteria you choose in advance.
- </para>
-
- <para>
- As messages that meet the virtual folder criteria arrive or are
- deleted, <application>Evolution</application> will
- automatically place them in and and remove them from the
- virtual folder contents list. When you delete a message, it gets
- erased from the folder in which it actually exists, as well as
- any virtual folders which display it.
- </para>
-
- <para>
- Imagine a business trying to keep track of mail from hundreds
- of vendors and clients, or a university with overlapping and
- changing groups of faculty, staff, administrators and
- students. The more mail you need to organize, the less you
- can afford the sort of confusion that stems from an
- organizational system that's not flexible enough. virtual folders
- make for better organization because they can accept
- overlapping groups in a way that regular folders and filing
- systems can't.
- </para>
-
- <example id="usage-mail-organize-vFolders-ex">
- <title>Using Folders, Searches, and Virtual Folders</title>
- <para>
- To organize my mail box, I set up a virtual folder for emails from
- my friend and co-worker Anna. I have another one for
- messages from anybody at work that have "Evolution" in the
- subject line, so I can keep a record of what people from
- work send me about <application>Evolution</application>.
- If Anna sends a message about a picnic on Saturday, it only
- shows up in the "Anna" folder. When Anna sends me mail
- about the user interface for
- <application>Evolution</application>, I can see that
- message both in the "Anna" virtual folder and in the "Internal
- Evolution Discussion" virtual folder.
- </para>
- </example>
-
- <!-- (INSERT SCREENSHOT HERE: virtual folders in action) -->
-
- <para>
- To create a virtual folder, select <menuchoice>
- <guimenu>Tools</guimenu> <guimenuitem>Virtual Folder
- Editor</guimenuitem> </menuchoice>. This will bring up a
- dialog box that looks suspiciously like the filter window
- (for more information on filters, see <xref
- linkend="usage-mail-organize-filters">), and which
- presents you with a list of virtual folders you have previously
- created. If you have created any virtual folders, they are listed
- here, and you can select, edit or remove them if you wish.
- If you have not created any, there will be only one available
- option: click <guibutton>Add</guibutton> to add a new
- vFolder.
- </para>
- <para>
- You can enter a name for your virtual folder in the
- <guilabel>Name</guilabel>. Then, tell
- <application>Evolution</application> what messages to look
- for. This process is exactly like filter creation: decide
- between <guilabel>Match all parts</guilabel> and
- <guilabel>Match any part</guilabel>, then choose what part of
- the message to look in, what sort of matching to perform, and
- specify exactly what it is that you want to find, be it a
- line of text, a score, a regular expression, or a particular date or
- range of dates.
- </para>
- <para>
- The second part, however, is slightly different. In the
- section of the window labelled <guilabel>vFolder Sources
- </guilabel> is a list of folders in which
- <application>Evolution</application> will search for the
- contents of your vFolder. Click <guibutton>Add</guibutton>
- to add a folder, or <guibutton>Remove</guibutton> to remove
- one. That way, you can have your vFolder search in
- newsgroups, or just in one of your mailboxes, or just in a
- select few folders you've already screened with filters.
- </para>
- <para>
- The vFolder creation window is shown in <xref
- linkend="usage-mail-vfolder-fig-createrule">
-
- <figure id="usage-mail-vfolder-fig-createrule">
- <title>Selecting a vFolder Rule</title>
- <screenshot>
- <screeninfo>Creating a vFolder Rule</screeninfo>
- <graphic fileref="fig/vfolder-createrule-fig" format="png" srccredit="Aaron Weber">
- </graphic>
- </screenshot>
- </figure>
- </para>
- </sect2>
- <sect2 id="usage-mail-subscriptions">
- <title>Subscription Management</title>
- <para>
- <application>Evolution</application> lets you handle your
- IMAP and newsgroup subscriptions with the same tool: the
- subscriptions manager. To start using it, choose
- <menuchoice> <guimenu>Settings</guimenu> <guimenuitem>Manage
- Subscriptions</guimenuitem> </menuchoice>.
- </para>
- </sect2>
- </sect1>
-</chapter>
-
-