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<chapter id="usage-mainwindow">
<title>The Evolution Workspace</title>
<sect1 id="usage-mainwindow-starting">
<title>The First Time you Start Evolution</title>
<para>
Start <application>Evolution</application> by selecting
<guimenuitem>Evolution</guimenuitem> from your
<guimenu>Programs</guimenu> menu, or by typing
<command>evolution</command> at the command line. The first
time you run the program, it will create a directory called
<filename>evolution</filename> in your home directory, where it
will keep all your <application>Evolution</application>-related
files. Then, it will offer to help you set up mail accounts and
import data from other applications.
</para>
<para>
The first screen welcomes you to the assistant. It is estimated that
configuring your mail will take 2 to 5 minutes and importing mail will
take 1 to 2 minutes.
</para>
<sect2 id="first-step">
<title>Step 1 of 4</title>
<para>
The Identity window is the first of four steps in the
assistant. The identity step will ask you to enter your basic
personal information.
<itemizedlist>
<listitem>
<para>
Full Name — Your full name (Example: John Doe).
</para>
</listitem>
<listitem>
<para>
Email Address — Your email address (Example: john@doe.com)
</para>
</listitem>
<listitem>
<para>
Organization — The company where you work (optional).
</para>
</listitem>
<listitem>
<para>
Signature file — If you'd like to use an email
<glossterm linkend="signature">signature</glossterm>,
select your signature file here. Normally, the
signature will be the contents of the
<filename>.signature</filename> file in your home
directory.
</para>
</listitem>
</itemizedlist>
</para>
</sect2>
<sect2 id="second-step">
<title>Step 2 of 4</title>
<para>
The <guilabel>Recieving Email</guilabel> step lets you configure
receving email people have sent you.
<itemizedlist>
<listitem>
<para>
Server Type — There are numerous types of servers which
<application>Evolution</application> can download your email from:
<itemizedlist>
<listitem>
<para>
POP — Downloads your email to your hard disk for
permanent storage.
</para>
</listitem>
<listitem>
<para>
IMAPv4 — Keeps the email on your server so you can
access your email from any computer that supports IMAPv4 and
have everything be the same.
</para>
</listitem>
<listitem>
<para>
Unix mbox spool-format file — Bad description, we're
getting a better definition shortly.
</para>
</listitem>
<listitem>
<para>
Standard Unix mailbox file — Bad description, we're
getting a better definition shortly.
</para>
</listitem>
<listitem>
<para>
Qmail maildir format files — If you download your
mail using qmail, you'll want to use this.
</para>
</listitem>
<listitem>
<para>
None &mdash How do you have None? figure out!
</para>
</listitem>
</itemizedlist>
</para>
</listitem>
<listitem>
<para>
Email Server — This is the address of the server you're
downloading from.
</para>
</listitem>
<listitem>
<para>
Username — The username that you login to your email. That
is often the part before the @ in your email.
</para>
<para>
Authentication Type — Chances are you are using
<guilabel>Password</guilabel>. Ask your administrator for more
details. You can have <application>Evolution</application> check
by clicking <guibutton>Check for supported types</guibutton>.
</para>
<para>
Remember Password — If you prefer to not enter your
password everytime you check email, press this button.
</para>
</listitem>
</itemizedlist>
</para>
</sect2>
<sect2 id="third-step">
<title>Step 3 or 4</title>
<para>
The <guilabel>Sending Email</guilabel> step lets you configure sending
email.
<itemizedlist>
<listitem>
<para>
Server Type — There are numerous server types that
<application>Evolution</application> supports for sending your
mail.
<itemizedlist>
<listitem>
<para>
SMTP — Downloads mail into your mailbox file.
</para>
</listitem>
<listitem>
<para>
Sendmail — Uses another program to download your mail
to your mailbox files.
</para>
</listitem>
</itemizedlist>
</para>
</listitem>
<listitem>
<para>
Host — If you chose SMTP, enter the server's name
or IP address here.
</para>
</listitem>
<listitem>
<para>
Server requires authentication — If your server
requires you to enter a password to send mail, check
this box.
</para>
</listitem>
<listitem>
<para>
Authentication Type — Chances are you are using
<guilabel>Password</guilabel>. If you're not sure, ask
your system administrator or ISP, or have
<application>Evolution</application> check for you by
clicking <guibutton>Check for supported
types</guibutton>.
</para>
</listitem>
<listitem>
<para>
Username — The account name you use when you login
to check your email. Normally, this is the part of your
email address before the '@' character.
</para>
</listitem>
<listitem>
<para>
Remember Password — If you prefer to not enter
your password every time you check email, press this
button.
</para>
</listitem>
</itemizedlist>
</para>
</sect2>
<sect2 id="fourth-step">
<title>Step 4 of 4</title>
<para>
Chances are, <application>Evolution</application> isn't your first email
program. You're probably switching from another program and will want
access to your email from your old program. It's for exactly these
situations that <application>Evolution</application> includes an import
feature.
</para>
<para>
<application>Evolution</application> can import the following types of
files:
<variablelist>
<varlistentry>
<term>VCard (.vcf, gcrd)</term>
<listitem>
<para>
The most common addressbook format.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Outlook Express 4 (.mbx)</term>
<listitem>
<para>
Email file format used by Outlook Express 4.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>MBox (mbox)</term>
<listitem>
<para>
The email box format used by Netscape, Evolution,
Eudora, and many other email clients.
</para>
</listitem>
</varlistentry>
</variablelist>
</para>
<para>
<note>
<title>Outlook 2000</title>
<para>
Outlook 2000 uses a proprietary format that
<application>Evolution</application> cannot import directly.
To import files from Outlook 2000, you will need to boot to
Windows, import the files into Mozilla mail, then reboot and
import from Mozilla. Please see the <xref linkend="evolution-faq">FAQ for more
information.
</para>
</note>
Ask your system administrator if you aren't sure which you use.
</para>
<tip>
<title>Exporting Files From Evolution</title>
<para>
Evolution uses standard file types for all its information,
so you should have no trouble taking your information
elsewhere if you want.
</para>
<para>
For mail, that's <filename>mbox</filename>, for calendar,
<filename>iCal</filename>, and for the address book, vCards
in a <filename>.db3</filename> database.
</para>
</tip>
</sect2>
</sect1>
<sect1 id="ui-intro">
<title>What's What in Evolution</title>
<para>
Now that you've gotten the first-run configuration out of the
way, you're ready to get down to work. Here's a quick
explanation of what's going on in your main
<application>Evolution</application> window.
</para>
<figure id="preface-basic-interface">
<title>The Evolution Main Window</title>
<screenshot>
<screeninfo>Inbox</screeninfo>
<graphic fileref="figures/mainwindow-pic" format="png" srccredit="Kevin Breit">
</graphic>
</screenshot>
</figure>
<para>
<inlinegraphic fileref="figures/full-1" format="png"></inlinegraphic>
<guilabel>Menubar</guilabel>
</para>
<para>
The <guilabel>Menubar</guilabel> gives you access to nearly all the
features that can be found in <application>Evolution</application>.
</para>
<para>
<inlinegraphic fileref="figures/full-2" format="png"></inlinegraphic>
<guilabel>Toolbar</guilabel>
</para>
<para>
The <guilabel>Toolbar</guilabel> gives you fast and easy access to the
most used features in each component.
</para>
<para>
<inlinegraphic fileref="figures/full-3" format="png"></inlinegraphic>
<guilabel>Shortcut Bar</guilabel>
</para>
<para>
The <guilabel>Shortcut Bar</guilabel> lets you go to your favorite
components with the click of a click of a button.
</para>
<para>
<inlinegraphic fileref="figures/full-4" format="png"></inlinegraphic>
<guilabel>Status Bar</guilabel>
</para>
<para>
Periodically, <application>Evolution</application> will need to quietly
display a message, or tell you the progress of a task. This most
often happens when you're checking or sending email. These progress
queues are shown here, in the <guilabel>Status Bar</guilabel>.
</para>
<para>
<inlinegraphic fileref="figures/full-5" format="png"></inlinegraphic>
<guilabel>Search Bar</guilabel>
</para>
<para>
The <guilabel>Search Bar</guilabel> lets you search through your email
with precision so you can easily find what you're looking for.
</para>
<sect2 id="usage-mainwindow-shortcutbar">
<title>The Shortcut Bar</title>
<para>
<application>Evolution</application>'s most important job is
to give you access to your information and help you use it
quickly. One way it does that is through the
<interface>shortcut bar</interface>, the column on the left
hand side of the main window. The large buttons with names
like <guilabel>Inbox</guilabel> and
<guilabel>Contacts</guilabel> are the shortcuts, and you can
select different groups of shortcuts by clicking the
rectangular group buttons.
</para>
<para>
Take a look at the <guilabel>Shortcut Bar</guilabel>
The shortcut buttons in that category are:
<variablelist>
<varlistentry>
<term> <guibutton>My Evolution</guibutton></term>
<listitem>
<para>
Start your day here. <guilabel>My Evolution</guilabel>
gives you a quick summary of new or important messages,
daily appointments and urgent tasks. You can customize
its appearance and content, and use it to access
Evolution services.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term> <guibutton>Inbox</guibutton></term>
<listitem>
<para>
Click the <guibutton>Inbox</guibutton> button to start
reading your mail. Your Inbox is also where you can
access Evolution's tools to filter, sort, organize, and
search your mail.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guibutton>Calendar</guibutton></term>
<listitem>
<para>
The Calendar can store your appointments and To do lists
for you. Connected to a network, you can use it to keep
a group of people on schedule and up to date.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guibutton>Tasks</guibutton></term>
<listitem>
<para>
A full-size view of your calendar's task pad.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guibutton>Contacts</guibutton></term>
<listitem>
<para>
The Contact Manager holds your addresses, phone numbers,
and contact information. Like calendar information,
contact data can be synchronized with hand-held devices
and shared over a network.
</para>
</listitem>
</varlistentry>
<!-- NOT IMPLEMENTED YET
<varlistentry>
<term> <guibutton>Notes:</guibutton></term>
<listitem>
<para> The note pad is your catch-all tool: use it to take
messages from phone conversations, keep small things
organized, write <glossterm linkend="haiku">haiku</glossterm>, or whatever
you like. This feature is not yet implemented, but will be
soon. See <xref linkend="usage-notes"> for more
information.
</para>
</listitem>
</varlistentry>
-->
</variablelist>
</para>
</sect2>
<sect2 id="usage-mainwindow-folderbar">
<title>Folders and The Folder Bar</title>
<para>
The <interface>folder bar</interface> is a more comprehensive
way to view the information you've stored with
<application>Evolution</application>. It displays all your
appointments, address cards, and email in a tree that's a lot
like a <glossterm linkend="filetree">file
tree</glossterm>— it starts small at the top, and branches
downwards. On most computers, there will be three or four
folders at the base. First is the <guilabel>Local</guilabel>
folder, which holds all the <application>Evolution</application>
data that's stored on your computer. After that are
<guilabel>Other Contacts</guilabel>, <glossterm
linkend="ldap">LDAP</glossterm> contact directories stored on a
network, followed by any <glossterm
linkend="imap">IMAP</glossterm> mail folders you may have
available to you over your network. Lastly, there are
<guilabel>Virtual Folders</guilabel>, discussed in <xref
linkend="usage-mail-organize-vfolders">,
</para>
<para>
A typical <guilabel>Local</guilabel> folder contains the following folders:
<itemizedlist>
<listitem>
<para>
<guilabel>My Evolution</guilabel>, a quick summary to help you do
your tasks.
</para>
</listitem>
<listitem>
<para>
<guilabel>Calendar</guilabel>, for appointments and
event listings.
</para>
</listitem>
<listitem>
<para>
<guilabel>Contacts</guilabel>, for address cards.
</para>
</listitem>
<listitem>
<para>
<guilabel>Drafts</guilabel>, for messages you started and didn't finish.
</para>
</listitem>
<listitem>
<para>
<guilabel>Inbox</guilabel>, for incoming mail.
</para>
</listitem>
<listitem>
<para>
<guilabel>Outbox</guilabel>, for messages you have written
but not yet sent. This will be empty unless you use
<application>Evolution</application> while offline.
</para>
</listitem>
<listitem>
<para>
<guilabel>Sent</guilabel>, for sent mail.
</para>
</listitem>
<listitem>
<para>
<guilabel>Trash</guilabel>, a virtual folder view of all
the messages you have marked for deletion but not yet
<glossterm linkend="expunge">expunged</glossterm>. Note that
once you have expunged a message, it
is permanently deleted.
</para>
</listitem>
</itemizedlist>
</para>
<tip id="foldertips">
<title>Navigating without the Folder Bar</title>
<para>
You don't need the folder bar or the shortcut bar to move
around the main window. You can use <keycap>Tab</keycap> to
switch from one part of the window to another. When you hide the folder
bar,
there is a menu on the left side of the window just below the toolbar
to move about the folder tree, even with the folder and
shortcut bars hidden.
</para>
</tip>
<para>
If you get any serious amount of mail, you'll want more folders
than just your Inbox.
To create a new folder:
<orderedlist numeration="arabic">
<listitem>
<para>
Select
<menuchoice> <guimenu>File</guimenu>
<guisubmenu>New</guisubmenu>
<guimenuitem>Folder</guimenuitem></menuchoice>
<keycombo action="simul">
<keycap>Shift</keycap>
<keycap>Ctrl</keycap>
<keycap>E</keycap>
</keycombo>.
</para>
</listitem>
<listitem>
<para>
Select the name of the folder in the <guilabel>Folder
Name</guilabel> field.
</para>
</listitem>
<listitem>
<para>
Select the folder type. The available options are.
<itemizedlist>
<listitem>
<para>
Calendar
</para>
</listitem>
<listitem>
<para>
Contacts
</para>
</listitem>
<listitem>
<para>
Mail
</para>
</listitem>
<listitem>
<para>
Mail Storage
</para>
</listitem>
<listitem>
<para>
My Evolution
</para>
</listitem>
<listitem>
<para>
Tasks
</para>
</listitem>
<listitem>
<para>
vTrash
</para>
</listitem>
</itemizedlist>
</para>
</listitem>
<listitem>
<para>
Select the folder for the new folder to go in.
</para>
</listitem>
</orderedlist>
</para>
<sect3 id="subfolders">
<title>Subfolders</title>
<para>
<application>Evolution</application> can also manage subfolders,
subfolders are folders inside of folders. This works well if
you want to try to separate your home folders from your work
folders, or if you like to keep very organized.
</para>
<note>
<title>Folders Have Limits</title>
<para>
Calendars must go in calendar folders, mail in mail
folders, and contacts in contact folders.
</para>
</note>
<para>
Right-clicking will bring up a menu for just about anything
in GNOME, and <application>Evolution</application> is no
exception. If you right-click on a folder, you'll have a
menu with the following options:
<itemizedlist>
<listitem><para><guimenuitem>View</guimenuitem>, to view the folder. </para></listitem>
<listitem><para><guimenuitem>Open in New Window</guimenuitem>, to see it in a new Evolution window. </para></listitem>
<listitem><para><guimenuitem>Move</guimenuitem>, to move the folder to another location. </para></listitem>
<listitem><para><guimenuitem>Copy</guimenuitem>, to duplicate the folder. </para></listitem>
<listitem><para><guimenuitem>Delete</guimenuitem>, to delete the folder and all its contents. </para></listitem>
<listitem><para><guimenuitem>Rename</guimenuitem>, to change its name. </para></listitem>
<listitem><para><guimenuitem>Create New Folder</guimenuitem>, to create another folder in the same location. </para></listitem>
<listitem><para><guimenuitem>Add to Shortcut Bar</guimenuitem>, to add the folder to your shortcut bar. </para></listitem>
<listitem><para><guimenuitem>Properties</guimenuitem>, to view or change the folder properties. </para></listitem>
</itemizedlist>
</para>
<para>
You can also rearrange folders and messages by dragging and
dropping them.
</para>
<!--
<tip>
<title>Context-Sensitive Help</title>
<para>
GNOME 2.0 offers context-sensitive help, which means you can
almost always get help on an item by right-clicking it. If
you're not sure what something is, or don't know what you can
do with it, choosing <guimenuitem>Help</guimenuitem> from the
right-click menu is a good way to find out.
</para>
</tip>
-->
<para>
Any time new information arrives in a mail folder, that folder label
is displayed in bold text, along with the number of new messages in
that folder inside of paranthesis.
</para>
</sect3>
</sect2>
<sect2 id="usage-mainwindow-menubar">
<title>The Menu Bar</title>
<para>
The <interface>menu bar</interface>'s contents will always
provide all the possible actions for any given view of your
data. That means that, depending on the context, menu bar items
will change. If you're looking at your Inbox, most of the menu
items will relate to mail; some will relate to other components
of <application>Evolution</application> and some, especially
those in the <guimenu>File Menu</guimenu> will relate to the
application as a whole. The contents of the menu bar are
described in <xref linkend="menuref">.
</para>
<para>
<variablelist>
<varlistentry>
<term> <guimenu>File</guimenu></term>
<listitem><para>
Anything even related to a file or to the operations
of the application generally falls under this
menu: creating things, saving them to disk,
printing them, and quitting the program itself.
</para></listitem>
</varlistentry>
<varlistentry>
<term> <guimenu>Edit</guimenu></term>
<listitem><para>
The <guimenu>Edit</guimenu> menu holds
useful tools that help you edit text and move it around.
</para></listitem>
</varlistentry>
<varlistentry>
<term> <guimenu>View</guimenu></term>
<listitem><para>
This menu lets you decide how <application>Evolution</application>
should look. Some of the features control the appearance of
<application>Evolution</application> as a whole, and others
the way a particular kind of information appears.
</para></listitem>
</varlistentry>
<varlistentry>
<term> <guimenu>Actions</guimenu></term>
<listitem><para>
Holds actions which maybe applied to a message. Normally,
if there is only one target for the action — for
example, replying to a message — you can find it in
the <guimenu>Actions</guimenu> menu.
</para></listitem>
</varlistentry>
<varlistentry>
<term> <guimenu>Tools</guimenu></term>
<listitem><para>
Tools for configuring, changing, and
setting up preferences go here. For mail, that means things like
<guimenuitem>Mail Configuration</guimenuitem> and the
<guimenuitem>Virtual Folder Editor</guimenuitem>. For the
<interface>Calendar</interface> and the <interface>Contact
Manager</interface>, it's color, network, and layout
configuration.
</para></listitem>
</varlistentry>
<varlistentry>
<term> <guimenu>Help</guimenu></term>
<listitem><para>
Select among these items to open the
<application>Help Browser</application>
and read the <application>Evolution</application> manual.
</para></listitem>
</varlistentry>
</variablelist>
</para>
<para>
Once you've familiarized yourself with the <interface>main
window</interface> you can start doing things with it. We'll
start with <guilabel>My Evolution</guilabel>, the summary of
everything that's going on.
</para>
</sect2>
</sect1>
</chapter>
