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authorAaron Weber <aaron@src.gnome.org>2000-05-19 08:27:59 +0800
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+
+ <chapter id="usage-mail">
+ <title>Evolution Mail: Witty Phrase to Come Later</title>
+ <abstract>
+ <title> An Overview of the Evolution Mailer</title>
+ <para>
+ Email is an integral part of life these days, and
+ <application>Evolution</application> mail is here to help
+ you keep track of it. <application>Evolution</application>
+ email is like other email programs in all the ways you would
+ hope: (INSERT GOOD SIMILARITIES).
+ </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. We
+ had high mail volumes in mind when we designed our <link
+ linkend="usage-mail-organize-filters">filtering</link> and
+ <link linkend="usage-mail-organize-search">searching</link>
+ functions. 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>
+
+ <para>
+ You can start reading email by clicking
+ <guibutton>Inbox</guibutton> in the shortcut bar.
+ </para>
+ </abstract>
+
+ <sect1 id="usage-mail-getnsend">
+ <title>Reading, Getting and Sending Mail</title>
+ <sect2 id="usage-mail-getnsend-read">
+ <title>Reading a Message</title>
+ <para>
+ The first time you open your
+ <application>Evolution</application>
+ <guilabel>Inbox</guilabel>, you will see a window like the
+ one in <xref linkend="usage-mail-intro-fig">, with a
+ message from Helix Code in the<interface> message
+ list</interface>. A preview of the message is displayed
+ below that, in the <interface>view pane</interface>. If
+ you find the<interface> view pane</interface> too small,
+ you can double-click on the message in the
+ <interface>message list</interface> to have it open in a
+ new window. As is the case with folders, you can
+ right-click on messages in the message list and get a
+ menu of possible actions.
+ </para>
+ <para>
+ Go ahead and right-click on the message, and select
+ <guimenuitem>Delete Message</guimenuitem> from the menu
+ that appears. The message will move into the
+ <guilabel>Trash</guilabel> folder. If you want to keep
+ it, you can open the <guilabel>Trash</guilabel> folder
+ and drag the message back to your
+ <guilabel>Inbox</guilabel>. The trash will be
+ automatically emptied the next time you quit
+ <application>Evolution</application>. (FEATURE
+ UNIMPLEMENTED! Text may change to fit featureset)
+
+ <!-- ==============Figure=================================== -->
+ <!-- MAKE SURE THIS SCREENSHOT HAS THE WELCOME MESSAGE! -->
+ <figure id="usage-mail-intro-fig">
+ <title>Evolution Mail</title>
+ <screenshot>
+ <screeninfo>Evolution Mail</screeninfo>
+ <graphic fileref="mail-intro-pic" format="png" srccredit="Aaron Weber">
+ </graphic>
+ </screenshot>
+ </figure>
+ <!-- ==============End of Figure=================================== -->
+ </para>
+ </sect2>
+
+ <sect2 id="usage-mail-getnsend-get">
+ <title>Getting Mail</title>
+ <para>
+ To check your email, just click <guibutton>Send and
+ Receive</guibutton> in the toolbar.
+ <application>Evolution</application> will download your
+ mail for you and send any mail you've marked ready to
+ send. New mail will appear in your
+ <interface>Inbox</interface> and also in the
+ <interface>Today View</interface>.
+ </para>
+ <para>
+ If you get an error message, you probably need to
+ change your network preferences. To do that, you can run
+ the setup assistant again, have a look at <xref
+ linkend="config-prefs-network">, or ask your system
+ administrator.
+ </para>
+
+ <sect3 id="usage-mail-getnsend-get-attach">
+ <title>Attachments, HTML Mail, and Live Documents</title>
+ <para>
+ If you receive a file attached to an email,
+ <application>Evolution</application> will ask where you
+ want to put it. Once you've downloaded it, you can
+ open, move, copy, or execute those files just like any
+ others, using <application>Nautilus</application> or
+ your favorite shell or file manager.
+ </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>
+ <para>
+ It can also display <glossterm>live
+ documents</glossterm>, which have scripted or
+ executable contents&mdash; for example, a working
+ spreadsheet page or a chess game.
+ </para>
+ <tip id="badidea-attachment">
+ <title>Bad Idea</title>
+ <para>
+ When someone you don't know sends you an attached
+ program, go ahead and run it. Set your preferences to
+ always run live documents when you recieve them, too.
+ Everybody knows all that virus stuff is just a Windows
+ problem.
+ </para>
+ </tip>
+ </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 <guimenuitem>New
+ Mail</guimenuitem> from the <guimenu>File Menu</guimenu>,
+ or by pressing <keysym>Ctrl-N</keysym>. 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="newmsg-pic" format="png" srccredit="Aaron Weber">
+ </graphic>
+ </screenshot>
+ </figure>
+<!-- ==============End of Figure=================================== -->
+
+ <para>
+ Enter an address in the <guilabel>To:</guilabel> field, a
+ message in the <guilabel>Message:</guilabel> field, and
+ press <guibutton>Send and Receive</guibutton>. That's
+ easy. It may even be too easy, which is why I like to
+ queue my messages up to be sent a few minutes later.
+
+ <tip id="usage-mail-getnsend-send-attach-tip">
+ <title>Send Now, Send Later</title>
+ <para>
+ Evolution will send mail immediately unless you tell
+ it to do otherwise by selecting <guimenuitem>Send
+ Later</guimenuitem> from the <guimenu>MENU</guimenu>.
+ Then, when you press <guibutton>Send &
+ Receive</guibutton>, 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>
+ </tip>
+ </para>
+
+ <para>
+ There is more to sending mail, though. In the
+ next few sections, we'll go over additional features,
+ including mailing lists, attachments, and forwarding.
+ </para>
+
+
+ <sect3 id="usage-mail-getnsend-send-to">
+ <title>Choosing Recipients</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. (QUESTION: will users be able to drag & drop
+ address cards to send email?). 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-group">.
+ </para>
+ <para>
+ In addition, you can mark recipients in three different
+ ways. The <guilabel>To:</guilabel> field is for the
+ primary recipients of the message you are going to send.
+ However, it is considered bad form to have more than a
+ few email addresses in this section.
+ </para>
+ <para>
+ If you're writing to one person, but want to keep a
+ third party up to date, you can use
+ <guilabel>Cc:</guilabel>. 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>
+ <title>Using the Cc: field</title>
+ <para>
+ Say, for example, 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
+ recieved the message, and know that they 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 addresses in the
+ <guilabel>BCc:</guilabel> field will receive copies of
+ the message, but they will not receive the list of the
+ other recipients' addresses, nor will other recipients
+ know that they have recieved the message. When I send a
+ generic message to all my friends and I want them to
+ think I've written a personalized email to every one of
+ them, I put them all in the <guilabel>BCc:</guilabel>
+ list.
+ </para>
+ </sect3>
+
+ <sect3 id="usage-mail-getnsend-send-reply">
+ <title>Replying to Messages</title>
+ <para>
+ In order to reply to a message, click on it once in the
+ message list to select it. Then press the
+ <guibutton>Reply</guibutton> button, or use the
+ <keysym>REPLY COMBO</keysym> hot key. A window like
+ the <interface>New Message</interface> window will
+ appear, but the subject will already be present&mdash;
+ typically, your new message will have the same subject
+ as the message to which you are replying, but with Re:
+ before it, to mark it as a reply. In addition, the
+ full text of the previous message may be inserted into
+ the new message, with the &gt; character before each
+ line. This indicates quoting. You can intersperse
+ your 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="replymsg-pic" format="png" srccredit="Aaron Weber">
+ </graphic>
+ </screenshot>
+ </figure>
+<!-- ==============End of Figure=================================== -->
+
+ </para>
+
+ <para>
+ If a message has several recipients, as in the case of
+ mailing lists or messages that have been carbon copied,
+ you may wish to select one of the items under the
+ <guimenuitem>Reply-To</guimenuitem> submenu on the
+ <guimenu>MENU</guimenu> menu. This will allow you to
+ choose one or several of the other message recipients in
+ addition to the person who originally sent you the
+ message.
+ <example>
+ <title>Using the Reply-To feature</title>
+ <para>
+ Returning to the previous example, the client can
+ decide whether to reply just to Susan, just to Tim,
+ or to both of them by selecting a menu item, rather
+ than by cutting and pasting the email addresses. If
+ there are large numbers of people in the Cc: fields,
+ this can save substantial amounts of time.
+ </para>
+ </example>
+ </para>
+ </sect3>
+
+
+ <sect3 id="usage-mail-getnsend-send-fancy">
+ <title>Embellishing that email</title>
+ <para>
+ <application>Evolution</application> allows you to
+ make your email more attractive in a number of ways. You
+ can send messages formatted with HTML, attach any sort
+ of file to them, and even include live documents, like
+ spreadhseets or chess games. This section will tell
+ you how.
+ </para>
+
+
+ <sect4 id="usage-mail-getnsend-send-html">
+ <title>Colors, pictures, and fonts with HTML Mail</title>
+ <para>
+ Most email messages are sent as plain text, but they
+ can also be sent as HTML, which means they can include
+ color, text style, and other formatting information.
+ Evolution will read and display HTML properly without
+ trouble, and also allows you to send outgoing
+ email messages as HTML. To send an HTML message, just
+ use the composition toolbar to add formatting;
+ your message text will appear formatted in the composer
+ window, and the message will be sent as HTML.
+ </para>
+ <note>
+ <title>A Technical note on HTML Tags</title>
+ <para>
+ Any text, including HTML tags, entered into the
+ message composition window is assumed to be plain
+ text. If you enter HTML directly into the
+ composer&mdash; say, <markup
+ role="html">&lt;BR&gt;Bold Text&lt;/BR&gt</markup>,
+ the the composer will assume you meant exactly that,
+ and not "make this text bold," as a HTML composition
+ tool would. For the technically inclined, that
+ means that when the text <markup
+ role="html">&lt;BR&gt</markup> is sent as HTML, it
+ will be converted to the string
+ <literal>&amp;lt;BR&amp;gt;</literal>.
+ </para>
+ </note>
+ <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. Some people refer
+ to HTML mail as "the root of all evil" and get very
+ angry if you send them HTML mail, which is why the
+ default in <application>Evolution</application> is
+ plain text. If you have an address book entry for
+ someone who does not wish to receive HTML-enhanced
+ mail, you can note that preference in their address
+ card. The mailer will automatically strip the HTML
+ tags from any messages you send to that address.
+ </para>
+ </sect4>
+
+ <sect4 id="usage-mail-getnsend-send-attach">
+ <title>Attachments</title>
+ <para>
+ If you want to attach a file to your email message,
+ you can do so by <!--describe process here-->. If
+ your recipients can read HTML mail, you can put an
+ image inside the mail by dragging the file into the
+ composer window, or by selecting (INSERT DESCRIPTION
+ HERE) (IS THIS CORRECT?). Still, unless you know what
+ email client the recipient is using, it's best to send
+ a message or attachment in the simplest manner
+ possible.
+ </para>
+ </sect4>
+ <sect4 id="usage-mail-getnsend-send-live">
+ <title></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, I don't know how
+ that will work.
+ </para>
+ </sect4>
+ </sect3>
+
+ <sect3 id="usage-getnsend-fwd">
+ <title>Forwarding Mail</title>
+ <para>
+ <guilabel>Forward</guilabel> is useful if you have
+ received a message and you think someone else would like
+ to see it, or if you get a message intended for someone
+ else. You can forward a message as an attachment to a
+ new message (the default way of forwarding) or you can send it
+ <glossterm>inline</glossterm> as a quoted portion of the
+ message you are sending. Attachment forwarding is best
+ if you want to send the entire message you received,
+ unaltered. 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, first make sure it is selected by
+ clicking it once in the message list. Then, press
+ <guibutton>Forward</guibutton> on the toolbar, or select
+ SOMETHING. To forward a message inline instead of as an
+ attachment, DO SOMETHING ELSE. 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 and
+ Receive</guibutton>. To forward it
+ <glossterm>inline</glossterm> instead of attached,
+ select <guimenuitem>Forward Inline</guimenuitem> from
+ the <guimenu>Message</guimenu> menu.
+ </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>spam</glossterm>."
+ <itemizedlist>
+ <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!
+ </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 them to.
+ </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>
+ Don't send spam or forward chain mail. If you
+ must, verify any rumors, and make sure the
+ message doesn't have multiple layers of email
+ quotation symbols (&gt;) indicating multiple
+ layers of careless inline forwarding.
+ </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 need to sort and organize them,
+ and <application>Evolution</application> has the tools to
+ help you do it.
+ </para>
+
+ <sect2 id="usage-mail-organize-folders">
+ <title>Getting Organized with Folders</title>
+ <para>
+ You can create new folders by selecting
+ <guimenuitem>ITEM</guimenuitem> from the
+ <guimenu>MENU</guimenu>, or by pressing
+ <keysym>COMBO</keysym>. (Will there be a dialog box to
+ determine name and location? Must wait for feature to
+ describe) The new folders will appear in the
+ <interface>tree view</interface>, and you can drag them
+ wherever you want to relocate them. You can move messages
+ into them by dragging, or by selecting them and choosing
+ <guimenuitem>ITEM</guimenuitem> from the
+ <guimenu>MENU</guimenu>. An email message can be in only
+ one folder at a time, just like real mail in real folders.
+ This is also the case for folders of address cards and calendar
+ information.
+ </para>
+ </sect2>
+
+ <sect2 id="usage-mail-organize-search">
+ <title>Searching for Messages</title>
+ <para>
+ Because <application>Evolution</application> automatically
+ creates an index of every email you send or receive, it
+ can search through your old messages and present you with
+ results very quickly. You can search for messages by
+ author, subject, keyword, or headers. (INSERT descriptons
+ of what those terms mean)
+ </para>
+ <para>
+ (INSERT the way one creates a search and so forth)
+ </para>
+ </sect2>
+
+ <sect2 id="usage-mail-organize-vFolders">
+ <title>Getting Really Organized with Virtual Folders</title>
+ <para>
+ If you find yourself performing a search frequently, you
+ can save it as 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, vFolders can help you stay on top of things.
+ </para>
+ <para>
+ A vFolder looks and acts a lot like a folder, but it's
+ actually a saved search that you can access in most of the
+ same ways you would a regular folder. The one important
+ differences between them is that a conventional folder
+ actually contains messages, but a vFolder is a view of
+ messages that may be in several different folders. This
+ means that while a message may fall into several vFolders,
+ it can be in only one conventional folder. Also, it means
+ that you cannot remove a message from a vFolder unless you
+ delete it, and you cannot add a message to a vFolder
+ unless you change the vFolder's search criteria.
+ </para>
+ <para>
+ As messages that meet the vFolder criteria arrive or are
+ deleted, <application>Evolution</application> will
+ automatically place them in and and remove them from the
+ vFolder contents list. When you delete a message, it gets
+ erased from the folder it actually exists in as well as
+ any vFolders which include it.
+ </para>
+ <para>
+ That's pretty complicated. But it can be useful. For
+ example, if I have a folder for all the email from one
+ person, and another folder for all the email on a given
+ topic, I feel organized. But when the person sends me
+ mail about the topic, my whole email filing universe
+ becomes chaotic. I need vFolders to save the day for me.
+ </para>
+ <para>
+ That sounds silly, but 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 larger
+ the system, the less you can afford that sort of
+ confusion. vFolders 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 vFolders</title>
+ <para>
+ To organize my mail box, I can set up a vFolder
+ for emails from my friend Vince, by doing (INSERT
+ PROCESS HERE). Then, whenever I want to see the
+ messages Vince has sent me, I open the vFolder, and
+ every message he's sent me shows up, no matter where
+ I've actually filed it. If I want, I can also create a
+ vFolder containing any message from my list of
+ co-workers which also has the name of the project in
+ it. That way, when Vince sends me mail about the
+ project, I can see that message both in the "Vince"
+ vFolder and in the "Project" vFolder. That's because
+ when I open up the "Vince" folder, I'm really
+ performing a search for all the mail from Vince, and
+ when I open the "Project" folder I'm really performing
+ a search for all the mail about the project.
+
+ (INSERT SCREENSHOT HERE)
+
+ </para>
+ </example>
+ </sect2>
+
+ <sect2 id="usage-mail-organize-filters">
+ <title>Staying organized: Mail Filters in Evolution</title>
+ <para>
+ Filters sort your email for you as it arrives in your
+ Inbox, so you don't have to sort them all yourself.
+ People who subscribe to multiple mailing lists find
+ filters especially helpful to sort personal from
+ list-related mail. To create a filter, go to your
+ <interface>Inbox</interface>. Then select BLAH BLAH BLAH.
+ This will open the <interface>filters</interface> window.
+ </para>
+
+ <para>
+ The <interface>filters</interface> window contains the
+ following items: <!--DESCRIBE INTERFACE-->
+ </para>
+
+ <note>
+ <title>Two Notable Filter Features</title>
+ <para>
+ <itemizedlist>
+ <listitem><para>Any email that does not meet filter
+ action criteria remains in the Inbox. </para>
+ </listitem>
+
+ <listitem><para>If you move a folder, your filters
+ will follow it. </para></listitem>
+ </itemizedlist>
+ </para>
+ </note>
+ </sect2>
+ </sect1>
+ </chapter>
+<!-- ================ END OF MAILER CHAPTER ============= -->