path: root/help/C/usage-mail.sgml

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<chapter id="usage-mail"> 
  <title>Evolution Mail</title>
  <abstract>
    <title> An Overview of the Evolution Mailer</title>
    <para>
       <application>Evolution</application> email is like other email
       programs in all the ways you would hope:
     <itemizedlist>
       <listitem>
     <para>
       It can sort and organize your mail in a wide variety of ways with
       folders, searches, and filters.
     </para>
       </listitem>
       <listitem>
     <para>
      It can send and receive mail in HTML or as plain text, and
      permits multiple file attachments.
     </para>
       </listitem>
       <listitem>
     <para>
       It supports multiple mail sources, including <glossterm
       linkend="imap">IMAP</glossterm>, <glossterm
       linkend="pop">POP3</glossterm>, local
       <systemitem><filename>mbox</filename></systemitem> and
       <systemitem><filename>mh</filename></systemitem> files, and
       even NNTP messages (newsgroups), which aren't technically
       email.
     </para>
       </listitem>
     </itemizedlist>
    </para>
    <para>
      However, <application>Evolution</application> has some important
      differences.  First, it's built to handle very large amounts of
      mail without slowing down or crashing.  Both the <link
      linkend="usage-mail-organize-filters">filtering</link> and <link
      linkend="usage-mail-organize-search">searching</link> functions
      were built for speed and efficiency on gargantuan volumes of
      mail. There's also the <application>Evolution</application>
      <link linkend="usage-mail-organize-vFolders">Virtual
      Folder</link>, an advanced organizational feature not found in
      other mail clients.  If you get a lot of mail, or if you keep
      every message you get in case you need to refer to it later,
      you'll find this feature especially useful.
    </para>
  </abstract>

  <sect1 id="usage-mail-getnsend">
    <title>Reading, Getting and Sending Mail</title>

    <sect2 id="usage-mail-getnsend-read">
      <title>Reading Mail</title>
      <para>
       You can start reading email by clicking
       <guibutton>Inbox</guibutton> in the shortcut bar. The first
       time you use <application>Evolution</application>, it will
       start with the <interface>Inbox</interface> open and show you a
       message from Ximian welcoming you to the application.
      </para>
      <para>
    Your <application>Evolution</application>
    <guilabel>Inbox</guilabel> will look something like the one in
    <xref linkend="usage-mail-intro-fig">. Just below the toolbar
    is the <interface>message list</interface>, showing message
    header information like <guilabel>Subject</guilabel> and
    <guilabel>Date</guilabel>.  The message itself appears below
    that, in the <interface>view pane</interface>.  If you find
    the <interface>view pane</interface> too small, you can resize
    the pane, enlarge the whole window, or double-click on the
    message in the <interface>message list</interface> to have it
    open in a new window.  Just like with folders, you can
    right-click on messages in the message list and get a menu of
    possible actions.
     </para>

 <!-- ==============Figure=================================== -->
 
      <figure id="usage-mail-intro-fig">
      <title>Evolution Mail</title>
      <screenshot>
        <screeninfo>Inbox</screeninfo>
        <graphic fileref="fig/mail-pic" format="png" srccredit="Aaron Weber">
    </graphic>
    </screenshot>
      </figure>
<!-- ==============End of Figure============================== -->

      <para>
         Most of the mail-related actions you'll want to perform are
         listed in the <guimenu>Message</guimenu> menu in the menu
         bar.  The most frequently used ones, like
         <guimenuitem>Reply</guimenuitem> and
         <guimenuitem>Forward</guimenuitem>, also appear as buttons in
         the toolbar, and almost all of them are duplicated in the
         right-click menu and as keyboard shortcuts, which tend to be
         faster once you get the hang of them.  You can choose
         whichever way you like best; the idea is that the software
         should work the way you want, rather than making you work the
         way the it does.
       </para>

      <sect3 id="usage-mail-listorder">
    <title>Sorting the message list</title>
    <para>
          One of the ways <application>Evolution</application> lets
          you choose the way you work is the way it lets you sort your
          message lists.  To sort by sender, subject, or date, click
          on the bars with those labels at the top of the message
          list. The direction of the arrow next to the label indicates
          the direction of the sort, and if you click again, you'll
          sort them in reverse order. For example, click once on
          <guilabel>Date</guilabel> to sort messages by date from
          oldest to newest.  Click again, and
          <application>Evolution</application> sorts the list from
          newest to oldest. You can also right-click on the message
          header bars to get a set of sorting options, and add or
          remove columns from the message list.  You can find detailed
          instructions on how to customize your message display
          columns in <xref linkend="usage-mail-organize-columns">.
        </para>
    <para>
          You can also choose a threaded message view. Select
          <menuchoice> <guimenu>View</guimenu>
          <guimenuitem>Threaded</guimenuitem> </menuchoice> to turn
          the threaded view on or off.  When you select this option,
          <application>Evolution</application> groups the replies to a
          message with the original, so you can follow the thread of a
          conversation from one message to the next.
        </para>
      </sect3>
      <sect3 id="usage-mail-getnsend-delete">
        <title>Deleting Mail</title>
        <para>
          Once you've read your mail, you may want to get rid of
          it. To mark a message for deletion, select it in the the
          <interface>message list</interface> by clicking on it once.
          Then click on the <guibutton>Delete</guibutton> button in
          the tool bar. Or, right-click on a message and choose
          <guimenuitem>Delete</guimenuitem> from the right-click
          menu. The message will appear with a line through it, to
          show that you've marked it for deletion.
        </para>
        <para>
          If you change your mind and decide you want to keep it,
          select <menuchoice> <guimenu>Message</guimenu>
          <guimenuitem>Undelete</guimenuitem></menuchoice>.  If you
          really want to get rid of it, choose
          <guimenuitem>Expunge</guimenuitem> from the
          <guimenu>Folder</guimenu> menu.  That will delete it
          permanently.
        </para>
      </sect3>
    </sect2>

    <sect2 id="usage-mail-getnsend-get">
      <title>Checking Mail</title>
      <para>
    Now that you've had a look around the
    <interface>Inbox</interface>, it's time to check for new mail.
    Click <guibutton>Get mail</guibutton> in the toolbar to check
    your mail.  If it's the first time you've done so, the
    <interface>mail setup assistant</interface> will ask you for
    the information it needs to check your mail (see <xref
    linkend="config-setupassist"> for more information). 
     </para>
     <para>
        Then, you need to enter your email
        password. <application>Evolution</application> will remember
        your password until until you select <menuchoice>
        <guimenu>Settings</guimenu> <guimenuitem>Forget
        Passwords</guimenuitem> </menuchoice>.
      </para>
      <para>
        Once it's validated the password,
    <application>Evolution</application> will check your mail.
    New mail will appear in the local <interface>Inbox</interface>
    if you're using a <glossterm>POP</glossterm> account, and in
    your <glossterm>IMAP</glossterm> folders if you use IMAP.
      </para>
   
     <note id="badmailsettings">
     <title>Can't Check Mail?</title> 
     <para>
    If you get an error message instead of mail, you probably need
    to change your network settings.  To learn how to do that,
    have a look at <xref linkend="config-prefs-mail-network">, or
    ask your system administrator.
      </para>
    </note>

      <sect3 id="usage-mail-getnsend-get-news">
         <title>Using Evolution for News </title>
       <para>
         Newsgroups are so similar to email that there's no reason not
         to read them side by side.  If you want to do that, add a
         news source to your configuration (see <xref
         linkend="config-prefs-network-news">). The news server will
         appear as a remote server, and will look quite similar to an
         IMAP folder.  When you click <guibutton>Get Mail</guibutton>,
         <application>Evolution</application> will also check for news
         messages.
       </para>
       </sect3>

      <sect3 id="usage-mail-getnsend-get-attach">
    <title>Attachments and HTML Mail</title>
    <para>
      If someone sends you an <glossterm>attachment</glossterm>, a
      file attached to an email,
      <application>Evolution</application> will display the file
      at the bottom of the message to which it's attached.  Text,
      HTML, and most images will be displayed within the message
      itself.  For other files,
      <application>Evolution</application> will show an icon at
      the end of the message.  Right-click on the icon to get a
      list of options which will vary depending on the type of
      attachment. You will have the option to display most files
      as part of the message, export them to a different
      application (images to Eye of GNOME, spreadsheets to
      Gnumeric, and so forth), or save them to disk.
        </para>

    <para>
       <application>Evolution</application> can also display
       HTML-formatted mail, complete with graphics.  HTML
       formatting will display automatically, although you can
       turn it off if you prefer.
    </para>
      </sect3>
    </sect2>

    <sect2 id="usage-mail-getnsend-send">
      <title>Writing and Sending Mail</title>
      <para>
     You can start writing a new email message by selecting
     <menuchoice> <guimenu>File</guimenu>
     <guisubmenu>New</guisubmenu> <guimenuitem>
     Mail Message</guimenuitem></menuchoice>, or by pressing the
     <guibutton>Compose</guibutton> button in the Inbox toolbar.
     When you do so, the <interface>New Message</interface> window
     will open, as shown in <xref
     linkend="usage-mail-newmsg-fig">.
      </para>

<!--   ==============Figure=================================== -->
      <figure id="usage-mail-newmsg-fig">
    <title>New Message Window</title>
    <screenshot>
      <screeninfo>Evolution Main Window</screeninfo>
      <graphic fileref="fig/newmsg-pic" format="png" srccredit="Kevin Breit">
    </graphic>
    </screenshot>
      </figure>
<!-- ==============End of Figure=================================== -->

 <!-- Check the alignment of the following paragraph in the PS and
 HTML output: it's indented for no good reason -->
      <para>
     Enter an address in the <guilabel>To:</guilabel> field, a
     subject in the <guilabel>Subject:</guilabel> and a message in
     the big empty box at the bottom of the window, and press
     <guibutton>Send</guibutton>.
       </para>

      <sect3 id="usage-mail-getnsend-send-delay">
    <title>Saving Messages for Later</title>
    <para>
       Evolution will send mail immediately unless you tell it to
       do otherwise by selecting <menuchoice>
       <guimenu>File</guimenu> <guimenuitem>Send
       Later</guimenuitem></menuchoice>.  This will add your
       messages to the <guilabel>Outbox</guilabel> queue.  Then,
       when you press <guibutton>Send</guibutton> in another
       message, or <guibutton>Get Mail</guibutton> in the main
       mail window, all your unsent messages will go out at once.
       I like to use "Send Later" because it gives me a chance to
       change my mind about a message before it goes out.  That
       way, I don't send anything I'll regret the next day.
    </para>
    <para>
       To learn more about how you can specify message queue and
       filter behavior, see <xref linkend="config-prefs-mail">.
    </para>

    <para>
           You can also choose to save messages as drafts or as text
           files.  Choose
           <menuchoice>
             <guimenu>File</guimenu>
             <guimenuitem>Save</guimenuitem>
      </menuchoice>
          or <guimenuitem>Save As</guimenuitem> to save your message
          as a text file. If you prefer to keep your message in a
          folder (the <guilabel>Drafts</guilabel> folder would be the
          obvious place), you can select <menuchoice>
          <guimenu>File</guimenu> <guimenuitem>Save In
          Folder</guimenuitem> </menuchoice>. 
        </para>
      </sect3>
      <sect3 id="usage-mail-getnsend-send-compose">
        <title>Advanced Mail Composition</title>
        <para>
      You can probably guess the purpose of the buttons labelled
      <guibutton>Cut</guibutton>, <guibutton>Copy</guibutton>,
      <guibutton>Paste</guibutton>, <guibutton>Undo</guibutton>
      and <guibutton>Redo</guibutton>, but there's a bit more to
      sending mail that's less obvious.  In the next few sections,
      you'll see how <application>Evolution</application> handles
      additional features, including large recipient lists,
      attachments, and forwarding.
        </para>
      <sect4 id="usage-mail-getnsend-send-attach">
    <title>Attachments</title>
    <para>
        If you want to attach a file to your email message, you
        can drag it from your desktop into the message window, or
        click the button in the toolbar with a paper clip on it,
        labelled <guibutton>Attach</guibutton>.  If you click the
        <guibutton>Attach</guibutton> button,
        <application>Evolution</application> will open a file
        selection dialog box to ask you which file you want to
        send.  Select the file and click <guilabel>OK</guilabel>.
        </para>
    <para>
            To hide the display of files you've attached to the
            message, select <menuchoice>
            <guimenu>View</guimenu> <guimenuitem>Hide
            Attachments</guimenuitem> </menuchoice>; to show them
            again, choose <guimenuitem>Show Attachments</guimenuitem>.
        </para>
    <para>
            When you send the message, a copy of the attached file
        will go with it.  Be aware that big attachments can take a
        long time to download.
          </para>
    </sect4>
        <sect4 id="usage-mail-getnsend-send-to-types">
         <title>Types of Recipients</title>
        <para>
        <application>Evolution</application>, like most email
        programs recognizes three types of addressee: primary
        recipients, secondary recipients, and hidden ("blind")
        recipients.
         </para>
         <para>
        The simplest way to direct a message is to put the email
            address or addresses in the <guilabel>To:</guilabel>
            field, which denotes primary recipients.  To send mail to
            more than one or two people, you can use the the
            <guilabel>Cc:</guilabel> field.
      </para>
      <para>
        Hearkening back to the dark ages when people used
        typewriters and there were no copy machines, "Cc" stands
        for "Carbon Copy."  Use it whenever you want to share a
        message you've written to someone else.
        <example id="ex-mail-cc">
          <title>Using the Cc: field</title>
          <para>
             When Susan sends an email to a client, she puts her
             co-worker, Tim, in the in the
             <guilabel>Cc:</guilabel> field, so that he know
             what's going on.  The client can see that Tim also
             received the message, and knows that he can talk to
             Tim about the message as well.
          </para>
        </example>
      </para>
      <para>
        If you have a large number of recipients, or if you want
        to send mail to several people without sharing the
        recipient list, you should use
        <guilabel>Bcc:</guilabel>. "Bcc" stands for "Blind Carbon
        Copy", and it sends messages discreetly.  In other words,
        the people in the <guilabel>Bcc:</guilabel> field get the
        message, but nobody sees that they got it.  Note that the
        contents of the <guilabel>To:</guilabel> and
        <guilabel>Cc:</guilabel> fields are visible to all
        recipients, even to people on the
        <guilabel>Bcc:</guilabel> list.

        <example id="ex-mail-bcc">
          <title>Using the Bcc: field</title>
          <para>
             Tim is sending an email announcement to all of his
             company's clients, some of whom are in competition
             with each other, and all of whom value their
             privacy. He needs to use the
             <guilabel>Bcc:</guilabel> field here.  If he puts
             every address from his address book's "Clients"
             category into the <guilabel>To:</guilabel> or
             <guilabel>Cc:</guilabel> fields, he'll make the
             company's <emphasis>entire</emphasis> client list
             public. It seems like a small difference, but it can
             make a huge difference in some situations.
         </para>
        </example>
      </para>
    </sect4>

        <sect4 id="usage-mail-getnsend-send-to">
    <title>Choosing Recipients Quickly</title>
    <para>
      If you have created address cards in the contact manager,
      you can also enter nicknames or other portions of address
      data, and <application>Evolution</application> will complete
      the address for you. <!-- (INSERT description of UI for this
      feature, once it is decided upon). --> If you enter a name
      or nickname that can go with more than one card, Evolution
      will open a dialog box to ask you which person you meant.
      <!-- (NOT YET) Also, <application>Evolution</application>
      will add a domain to any unqualified addresses.  By default,
      this is your domain, but you can choose which one mail
      preferences dialog. -->
          </para>
      <para>
            Alternately, you can click on the
            <guibutton>To:</guibutton>, <guibutton>Cc:</guibutton>, or
            <guibutton>Bcc:</guibutton> buttons to get a list &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 the
       <interface>message composer</interface>.  The
       <guilabel>To:</guilabel> and <guilabel>Subject</guilabel>
       fields will already be filled, although you can alter them
       if you wish.  In addition, the full text of the old message
       is inserted into the new message, either in italics (for
       HTML display) or with the &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 message ready to send,
with quoted materials and the relevant replies interspersed-->
 <!-- ==============Figure=================================== -->
       <figure id="usage-mail-getnsend-reply-fig">
     <title>Reply Message Window</title>
     <screenshot>
      <screeninfo>Evolution Main Window</screeninfo>
      <graphic fileref="fig/replymsg" format="png" srccredit="Aaron Weber">
    </graphic>
    </screenshot>
      </figure>
<!-- ==============End of Figure=================================== -->
    </para>

    <para>
      If you're reading a message with several recipients, you may
       wish to use <guibutton>Reply to All</guibutton> instead of
       <guibutton>Reply</guibutton>.  If there are large numbers
       of people in the <guilabel>Cc:</guilabel> or
       <guilabel>To:</guilabel> fields, this can save substantial
       amounts of time. 
      <example>
        <title>Using the Reply to All feature</title>
        <para>
          Susan sends an email to a client and sends copies to Tim
          and to an internal company mailing list of co-workers.
          If Tim wants to make a comment for all of them to read,
          he uses <guibutton>Reply to All</guibutton>, but if he
          just wants to tell Susan that he agrees with her, he
          uses <guibutton>Reply</guibutton>.  Note that his reply
          will not reach anyone that Susan put on her
          <guilabel>Bcc</guilabel> list, since that list is not
          shared with anyone.
        </para>
      </example>
    </para>
      </sect3>
      <sect3 id="usage-mail-getnsend-send-find">
        <title>Searching and Replacing with the Composer</title>
    <para>
           You're probably familiar with search and replace features,
           and if you come from a Linux or Unix background, you
           probably know what <guimenuitem>Find Regex</guimenuitem>
           does.  If you aren't among the lucky who already know,
           here's a quick rundown of an important section of the
           <guimenu>Edit</guimenu> menu.
        </para>
    <para>
           <variablelist>
        <varlistentry>
          <term><guimenuitem>Find</guimenuitem></term>
          <listitem><para> Enter a word or phrase, and
          <application>Evolution</application> will find it
              in your message.
          </para></listitem>
        </varlistentry>
        
        <varlistentry>
          <term><guimenuitem>Find Regex</guimenuitem></term>
          <listitem>
        <para>
                  Find a regex, also called a
                  <glossterm linkend="regular-expression">regular
                  expression</glossterm>, in your composer window.
               </para>
             </listitem>
        </varlistentry>

        <varlistentry>
          <term><guimenuitem>Find Again</guimenuitem></term>
          <listitem><para>
                   Select this item to repeat the last search you performed.
              </para></listitem>
        </varlistentry>

        <varlistentry>
           <term><guimenuitem>Replace</guimenuitem></term>
           <listitem><para> 
                 Find a word or phrase, and replace it with
             something else.  
               </para></listitem>
        </varlistentry>

      </variablelist>
        </para>  
    <para>
            For all of these menu items, you can choose whether or not
            to <guilabel>Search Backwards</guilabel> in the document
            from the point where your cursor is.  For all but the
            regular expression search (which doesn't need it), you are
            offered a check box to determine whether the search is to
            be <guilabel>Case Sensitive</guilabel> when it determines
            a match.
        </para>
      </sect3>
      <sect3 id="usage-mail-getnsend-send-html">
    <title>Embellish your email with HTML</title>
    <para>
            Normally, you can't set text styles or insert pictures in
            emails, which is why you've probably seen people use far
            too many exclamation points for emphasis, or use
            <glossterm linkend="emoticon">emoticons</glossterm> to
            convey their feelings.  However, most newer email programs
            can display images and text styles as well as basic
            alignment and paragraph formatting. They do this with
            <glossterm linkend="html">HTML</glossterm>, just like web
            pages do.
        </para>
    <note>
      <title>HTML Mail is not a Default Setting</title>
      <para>
        Some people do not have HTML-capable mail clients, or
        prefer not to receive HTML-enhanced mail because it is
        slower to download and display.  <emphasis>Some</emphasis>
        people refer to HTML mail as "the root of all evil" and
        get very angry if you send them HTML mail, which is why
        <application>Evolution</application> sends plain text
        unless you explicitly ask for HTML.  To send HTML mail,
        you will need to select <menuchoice>
        <guimenu>Format</guimenu> <guimenuitem>
        HTML</guimenuitem></menuchoice>.  Alternately, you can set
        your default mail format preferences in the mail
        configuration dialog.  See <xref
        linkend="config-prefs-mail-other"> for more information.
          </para>
    </note>
    <para>
           HTML formatting tools are located in the toolbar just above
       the space where you'll actually compose the message, and
       they also appear in the <guimenu>Insert</guimenu> and
       <guimenu>Format</guimenu> menus.  
      </para>
      <para>
            The icons in the toolbar are explained in <glossterm
            linkend="tooltip">tool-tips</glossterm>, which appear when
            you hold your mouse over the buttons.  The buttons fall
            into four categories:
            <variablelist>
             <varlistentry>
             <term>Headers and lists</term>
          <listitem>
        <para>
                  At the left edge of the toolbar, you can choose
                  <guilabel>Normal</guilabel> for a default text style
                  or <guilabel>Header 1</guilabel> through
                  <guilabel>Header 6</guilabel> for varying sizes of
                  header from large (1) to tiny (6). Other styles
                  include <guilabel>pre</guilabel>, to use the HTML
                  tag for preformatted blocks of text, and three types
                  of <guilabel>List Item</guilabel> for the highly
                  organized.
                </para>
          </listitem>
           </varlistentry>
           <varlistentry>
             <term>Text style</term>
          <listitem>
        <para>
                  Use these buttons to determine the way your letters
                  look.  If you have text selected, the style will
                  apply to the selected text.  If you do not have text
                  selected, the style will apply to whatever you type
                  next.  The buttons are:
                  <itemizedlist mark="none">      
          <listitem><para>Push <guibutton>B</guibutton> for bold text</para></listitem>   
                  <listitem><para>Push <guibutton>I</guibutton> for italics</para></listitem>
          <listitem><para>Push <guibutton>U</guibutton> to underline</para></listitem>
          <listitem><para>Push <guibutton>S</guibutton> for a strikethrough.</para></listitem>
                 </itemizedlist>
               </para>               
          </listitem>    
        </varlistentry>
        <varlistentry>
          <term>Alignment</term>
          <listitem>
        <para>
                   Located next to the text style buttons, these three
                   paragraph icons should be familiar to users of most
                   word processing software.  The leftmost button will
                   make your text aligned to the left, the center
                   button, centered, and the right hand button,
                   aligned on the right side.
                </para>
          </listitem>
          </varlistentry>

        <varlistentry>
          <term>Indentation rules</term>
          <listitem>
        <para>
                  The button with the arrow pointing left will reduce
                  a paragraph's indentation, and the right arrow will
                  increase its indentation.
               </para>
        </listitem>
      </varlistentry>

        <varlistentry>
          <term>Color Selection</term>
          <listitem>
        <para>
                  At the far right is the color section tool.  The
                  colored box displays the current text color; to
                  choose a new one, click the arrow button just to the
                  right. If you have text selected, the color will
                  apply to the selected text.  If you do not have text
                  selected, the color will apply to whatever you type
                  next.
               </para>
        </listitem>
      </varlistentry>


      </variablelist>
        </para>
    <para>
           There are three tools that you can find only in the
           <guimenu>Insert</guimenu> menu.
           <variablelist>
             <varlistentry>
               <term><guimenuitem>Insert Link</guimenuitem>:</term>
           <listitem>
            <para>
                  Use this tool to put hyperlinks in your HTML
                  messages.  When you select it,
                  <application>Evolution</application> will prompt you
                  for the <guilabel>Text</guilabel> that will appear,
                  and the <guilabel>Link</guilabel>, where you should
                  enter the actual web address (URL). If you don't
                  want special link text, you can just enter the address
                  directly, and <application>Evolution</application>
                  will recognize it as a link.
               </para>
        </listitem>
          </varlistentry>
          <varlistentry>
            <term> <guimenuitem>Insert Image</guimenuitem>:</term>
        <listitem>
          <para>
               Select this item to embed an image into your email, as
               was done in the welcome message.  Images will appear at
               the location of the cursor. This is different from
               attaching them to a message, but not very different.
              </para>
        </listitem>
           </varlistentry>
          <varlistentry>
             <term><guimenuitem>Insert Rule</guimenuitem>:</term>
             <listitem><para>
               This will insert a horizontal line, or rule, into your document.
               You'll be presented with a dialog box which gives you
               the choice of size, percentage of screen, shading, and
               alignment; if you leave everything at the default
               values you'll get a thin black rule all the way across
               the screen.</para></listitem>
    </varlistentry>

      </variablelist>
          </para>
      <note>
        <title>A Technical note on HTML Tags</title>
        <para>
          The composer is a WYSIWYG (What You See Is What You Get)
          editor for HTML. That means that if you enter HTML
          directly into the composer&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 Courtesy</title>
    <para>
      I started with ten, but four were "Don't send
      <glossterm linkend="spam">spam</glossterm>."
      <itemizedlist>

        <listitem>
          <para>
         Don't send spam or forward chain mail.  If you must,
         watch out for hoaxes and urban legends, and make sure
         the message doesn't have multiple layers of
         greater-than signs, (&gt;) indicating multiple layers
         of careless in-line forwarding.
          </para>
        </listitem>

        <listitem>
          <para>
        Always begin and close with a salutation. Say "please"
        and "thank you," just like you do in real life. You
        can keep your pleasantries short, but be pleasant!
          </para>
        </listitem>

        <listitem>
          <para>
        ALL CAPS MEANS YOU'RE SHOUTING! Don't write a whole
        message in capital letters.  It hurts people's ears.
          </para>
        </listitem>

        <listitem>
          <para>
         Never write anything in email you wouldn't say in
         public.  Old messages have a nasty habit of
         resurfacing when you least expect.
          </para>
        </listitem>

        <listitem>
          <para>
           Check your spelling and use complete sentences.
          </para>
        </listitem>

        <listitem>
          <para>
        Don't send nasty emails (flames).  If you get one,
        don't write back.
          </para>
        </listitem>

        <listitem>
          <para>
         When you reply or forward, include just enough of
         the previous message to provide context: not too
         much, not too little.
           </para>
        </listitem>
      </itemizedlist>
    </para>
    <para> Happy mailing! </para>
      </sect3>
    </sect2>
  </sect1>

  <sect1 id="usage-mail-organize">
    <title>Organizing Your Mail</title>
    <para>
      Even if you only get a few email messages a day, you probably
      want to sort and organize them.  When you get a hundred a day
      and you want to refer to a message you received six weeks ago,
      you <emphasis>need</emphasis> to sort and organize them.
      Fortunately, <application>Evolution</application> has the tools
      to help you do it.
    </para>
    <sect2 id="usage-mail-organize-columns">
      <title>Sorting Mail with Column Headers</title>
      <para>
         By default, the message list has columns with the following
         headings: an envelope icon indicating whether you have read
         or replied to a message (closed for unread, open for read,
         and open with an arrow on it to indicate you've sent a
         reply), an exclamation point indicating priority, and the
         <guilabel>From</guilabel>, <guilabel>Subject</guilabel>, and
         <guilabel>Date</guilabel> fields. You can change their order
         and remove them by dragging and dropping them.  You can add
         new ones with the <guimenuitem>Field Chooser</guimenuitem>
         item in the right click menu for the column headings.
      </para>
      <para>
         Right-click on one of the column headers to get a list of
         options:
             <variablelist>

               <varlistentry>
                  <term><guimenuitem>Sort Ascending</guimenuitem>,
                  <guimenuitem>Sort Descending</guimenuitem>, and
                  <guimenuitem>Unsort</guimenuitem></term>
                  <listitem><para>Which should be pretty obvious. You
                  can also set these sorts by just clicking on the
                  column headers.</para></listitem>
               </varlistentry>

              <varlistentry>
                  <term><guimenuitem>Group By this Field</guimenuitem></term>
                  <listitem><para>
                     Groups messages instead of sorting them. (FIXME: Explain further) 
                  </para></listitem>
               </varlistentry>

              <varlistentry>
                  <term><guimenuitem>Remove this
                  Column</guimenuitem></term> <listitem><para> Remove
                  this column from the display. You can also remove
                  columns by dragging the header off the list and
                  letting it drop.  </para></listitem>
               </varlistentry>

              <varlistentry>
                  <term><guimenuitem>Field
                  Chooser</guimenuitem></term> <listitem><para> A list
                  of column headers; just drag and drop them into
                  place between two existing headers. A red arrow will
                  appear to show you where you're about to put the
                  column.  </para></listitem>
               </varlistentry>
            </variablelist>
      </para>
    </sect2>

    <sect2 id="usage-mail-organize-folders">
      <title>Getting Organized with Folders</title>
      <para>
    <application>Evolution</application> keeps mail, as well as
    address cards and calendars, in folders.  You start out with a
    few, like <guilabel>Inbox</guilabel>,
    <guilabel>Outbox</guilabel>, and <guilabel>Drafts</guilabel>,
    but you can create as many as you like.  Create new folders by
    selecting <guisubmenu>New</guisubmenu> and then
    <guimenuitem>Folder</guimenuitem> from the
    <guimenu>File</guimenu> menu.
    <application>Evolution</application> will as you for the name
    and the type of the folder, and will provide you with a folder
    tree so you can pick where it goes.
      </para>
      <para>
        When you click <guibutton>OK</guibutton>, your new folder will
    appear in the <interface>folder view</interface>.  You can
    then put messages in it by dragging and dropping them, or by
    using the <guibutton>Move</guibutton> button in the
    toolbar. If you want to move several messages at once, click
    on the ones you want to move while holding down the
    <keycap>CTRL</keycap> key, or use <keycap>Shift</keycap> to
    select a range of messages.  If you create a filter with the
    <interface>filter assistant</interface>, you can have mail
    moved to your folder automatically.
      </para>
        </sect2>    

    <sect2 id="usage-mail-organize-search">
      <title>Searching for Messages</title>
      <para>
    Most mail clients can search through your messages for you,
    but <application>Evolution</application> does it faster.  You
    can search through just the message subjects, just the message
    body, or both body and subject.
      </para>
      <para>
    To start searching, enter a word or phrase in the text area
    right below the toolbar, and choose a search type:
    <variablelist>
      <varlistentry>
        <term><guilabel>Body or subject contains:</guilabel></term>
      <listitem>
          <para>
            This will search message subjects and the messages
            themselves for the word or phrase you've entered in
            the search field.
          </para>
        </listitem>
      </varlistentry>
      <varlistentry>
        <term> <guilabel>Body contains:</guilabel> </term>
        <listitem>
          <para>
            This will search only in message text, not the subject
            lines.
          </para>
        </listitem>
      </varlistentry>
      <varlistentry>
        <term><guilabel>Subject contains:</guilabel></term>
        <listitem>
          <para>
            This will show you messages where the search text is
            in the subject line.  It will not search in the
            message body.
          </para>
        </listitem>
      </varlistentry>
      <varlistentry>
        <term><guilabel>Body does not contain:</guilabel></term>
        <listitem>
          <para>
            This finds every email message that does not have the
            search text in the message body.  It will still show
            messages that have the search text in the subject
            line, if it is not also in the body.
          </para>
        </listitem>
      </varlistentry>
      <varlistentry>
        <term><guilabel>Subject does not contain:</guilabel></term>
        <listitem>
          <para>
            This finds every mail whose subject does not contain
            the search text.
          </para>
        </listitem>
      </varlistentry>
    </variablelist>

        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 filter criterion, you must first select what
        part of the message you want the filter to examine:
        <variablelist>
      <varlistentry>
        <term><guilabel>Sender</guilabel></term>
        <listitem><para>
                The sender's address.
            </para></listitem>
      </varlistentry>

      <varlistentry>
        <term><guilabel>Recipients</guilabel></term>
        <listitem><para>
               The recipients of the message.
            </para></listitem>
      </varlistentry>

      <varlistentry>
        <term><guilabel>Subject</guilabel></term>
        <listitem><para>
                The subject line of the message.
            </para></listitem>
      </varlistentry>


      <varlistentry>
        <term><guilabel>Specific Header</guilabel></term>
        <listitem><para> The filter can look at any header you
        want, even obscure or custom ones like X-Bonus or
        X-Archive. Enter the header name, and what text you'd like to find
         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">regex </glossterm>, or
            regular expression, put your knowledge to use
            here.
               </para>
            </listitem>
          </varlistentry>

      <varlistentry>
        <term><guilabel>Source</guilabel></term>
        <listitem><para>
               Filter messages according the server you got them from.  You can enter a URL or
               choose one from the drop-down list.  This 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>