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diff --git a/help/C/usage-mail.sgml b/help/C/usage-mail.sgml new file mode 100644 index 0000000000..c81c384cfb --- /dev/null +++ b/help/C/usage-mail.sgml @@ -0,0 +1,644 @@ + + <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— 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— + 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 > 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— say, <markup + role="html"><BR>Bold Text</BR></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"><BR></markup> is sent as HTML, it + will be converted to the string + <literal>&lt;BR&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 (>) 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 ============= --> |