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diff --git a/help/no/usage-mail-org.sgml b/help/no/usage-mail-org.sgml new file mode 100644 index 0000000000..ece659c27a --- /dev/null +++ b/help/no/usage-mail-org.sgml @@ -0,0 +1,801 @@ +<chapter id="usage-mail-organize"> + <title>Organizing and Managing your Email</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> + + <sect1 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, 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. + + To add columns: + <orderedlist numeration="arabic"> + <listitem> + <para> + Right click on the column header + </para> + </listitem> + <listitem> + <para> + Click <guimenuitem>Add a Column</guimenuitem> + </para> + </listitem> + <listitem> + <para> + Click and drag a column you want into a space between + existing column headers. A red arrow will show you where + the column will be placed. + </para> + </listitem> + </orderedlist> + </para> + <para> + Right-click on one of the column headers to get a list of + options: + <variablelist> + + <varlistentry> + <term><guimenuitem>Sort Ascending</guimenuitem></term> + <listitem><para> + Sorts the messages top to bottom. + </para></listitem> + </varlistentry> + + <varlistentry> + <term><guimenuitem>Sort Descending</guimenuitem></term> + <listitem><para> + Sorts the messages bottom to top. + </para></listitem> + </varlistentry> + + <varlistentry> + <term><guimenuitem>Group By this Field</guimenuitem></term> + <listitem><para> + Groups messages instead of sorting them. This makes each contact + with identical properties in the specified field to be placed in + its own group and physically separated from others. + </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> + When you choose this item, a list + of column headers will appear; 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> + </sect1> + + <sect1 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 + filed automatically. + </para> + </sect1> + + <sect1 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> + + When you've entered your search phrase, press + <keycap>Enter</keycap>. <application>Evolution</application> + will show your search results in the message list. + </para> + + <para> + If you think you'll want to return to a search again, you can + save it as a virtual folder by selecting <guilabel>Store + Search as Virtual Folder</guilabel>. + </para> + + <para> + When you're done with the search, go back to seeing all your + messages by choosing <guimenuitem>Show All</guimenuitem> from + the <guilabel>Search</guilabel> drop-down box. If you're + sneaky, just enter a blank search: since every message has at + least one space in it, you'll see every message in the + folder. + </para> + + <para> + If you'd like to perform a more complex search, open the + advanced search dialog by selecting + <guilabel>Advanced...</guilabel> from the + <guilabel>Search</guilabel> drop-down menu. Then, create your + search criteria (each with the same options you saw in the + regular search bar), and decide whether you want to find + messages that match all of them, or messages that match even + one. Then, click <guibutton>Search</guibutton> to go and find + those messages. + </para> + + <para> + You'll see a similar approach to sorting messages when you + create filters and virtual folders in the next few sections. + </para> + + </sect1> + + <sect1 id="usage-mail-organize-filters"> + <title>Create Rules to Automatically Organize Mail</title> + <para> + Filters work very much like the mail room in a large company. + Their purpose is to bundle, sort, and distribute mail to the + various folders. 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, and it can do that quickly. Of + course, it's also faster and more flexible than an actual + person with a pile of envelopes. + </para> + + <sect2 id="usage-mail-org-filters-new"> + <title>Making New Filters</title> + <para> + To create a new filter: + <orderedlist numeration="arabic"> + <listitem> + <para> + Click + <menuchoice> + <guimenu>Tools</guimenu> + <guimenuitem>Filters</guimenuitem> + </menuchoice> + </para> + </listitem> + <listitem> + <para> + Press the <guibutton>Add</guibutton> button. + </para> + </listitem> + <listitem> + <para> + Name your filter in the <guilabel>Rule name</guilabel> field. + For each filter criterion, you must first select + which of the following parts of the message you want the filter to + examine: + + <itemizedlist> + <listitem><para> + Sender - The sender's address. + </para></listitem> + + + <listitem><para> + Recipients - The recipients of the message. + </para></listitem> + + <listitem><para> + Subject - The subject line of the message. + </para></listitem> + + <listitem><para> + Specific Header - The filter can look at any header you + want, even obscure or custom ones. Enter the header name + in the first text box, and put your search text in the + second one. + </para></listitem> + + <listitem><para> + Message Body - Search in the actual text of the message. + </para></listitem> + + <listitem> + <para> + Expression - For programmers only: match a message according to an + expression you write in the Scheme language, used to + define filters in <application>Evolution</application>. + </para> + </listitem> + + <listitem><para> Date sent - Filter messages according to the date on + which they were sent: First, choose the conditions you + want a message to meet — <guilabel>before</guilabel> + a given time, <guilabel>after</guilabel> it, and so forth. + Then, choose the time. The filter will 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 &mdash perhaps you're + looking for messages less than two days old. + </para></listitem> + + <listitem><para> + Date Recieved - 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> + + <listitem><para> + Score - 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> + + <listitem> + <para> + Size (kb) - Sorts based on the size of the message in kilobytes. + </para> + </listitem> + + <listitem> + <para> + Status - Filters according to the status of a message, such as + 'New'. + </para> + </listitem> + + <listitem> + <para> + Attachments - Create a filter based on whether or not you + have an attachment in the email. + </para> + </listitem> + + <listitem> + <para> + Mailing List - Filter based on the mailing list it came from. + </para> + </listitem> + + <listitem> + <para> + Regex Match - If you know your way around a <glossterm + linkend="regular-expression">regex</glossterm>, or + regular expression, put your knowledge to use here. + </para> + </listitem> + + <listitem> + <para> + Source Account - Filter messages according the server you got them from. + You can enter a URL or choose one from the drop-down + list. This ability is only relevant if you use more + than one mail source. + </para> + </listitem> + </itemizedlist> + </para> + </listitem> + <listitem> + <para> + Select the criterion for the condition. If you want multiple + criterion for this filter, press <guibutton>Add + criterion</guibutton> and repeat the previous step. + </para> + </listitem> + <listitem> + <para> + Select the actions for the filter in the <guilabel>Then</guilabel> + section. You can select any of the following options. + <itemizedlist> + <listitem><para> + Move to Folder - If you select this item, <application>Evolution</application> + will put the messages into a folder you specify. Click the + <guibutton><click here to select a folder></guibutton> button + to select a folder. + </para></listitem> + + <listitem><para> + Copy to Folder - If you select this item, <application>Evolution</application> + will put the messages into a folder you specify. Click the + <guibutton><click here to select a folder></guibutton> button + to select a folder. + </para></listitem> + + <listitem><para> + Forward to Address - Select this, enter an address, and the addressee will + get a copy of the message. + </para></listitem> + + <listitem><para> + Delete - Marks the message for deletion. You can still get the message + back, at least until you <guimenuitem>Expunge</guimenuitem> your + mail yourself. + </para></listitem> + + <listitem><para> + Stop Processing - 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> + + <listitem><para> + Assign Color - Select this item, and <application>Evolution</application> + will mark the message with whatever color you please. + </para></listitem> + + <listitem><para> + Assign Score - 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> + </itemizedlist> + </para> + </listitem> + <listitem> + <para> + Set Status - If you want to add multiple actions for this filter, press + <guibutton>Add filter</guibutton> and repeat the previous step. + </para> + </listitem> + <listitem> + <para> + Press <guibutton>OK</guibutton>. + </para> + </listitem> + </orderedlist> + </para> + </sect2> + + <sect2 id="filters-edit"> + <title>Editing Filters</title> + <para> + To edit a filter: + <orderedlist numeration="arabic"> + <listitem> + <para> + Select + <menuchoice> + <guimenu>Tools</guimenu> + <guimenu>Filters</guimenu> + </menuchoice> + </para> + </listitem> + <listitem> + <para> + Select the filter in the <guilabel>Filter Rules</guilabel> section + and press <guibutton>Edit</guibutton>. + </para> + </listitem> + <listitem> + <para> + Change the desired settings. + </para> + </listitem> + <listitem> + <para> + Press <guibutton>OK</guibutton> in the filter editor window. + </para> + </listitem> + <listitem> + <para> + Press <guibutton>OK</guibutton> in the filter manager window. + </para> + </listitem> + </orderedlist> + </para> + </sect2> + + <sect2 id="filters-deleting"> + <title>Deleting Filters</title> + <para> + To delete a filter: + <orderedlist numeration="arabic"> + <listitem> + <para> + Select + <menuchoice> + <guimenu>Tools</guimenu> + <guimenu>Filters</guimenu> + </menuchoice> + </para> + </listitem> + <listitem> + <para> + Select the filter and press <guibutton>Delete</guibutton>. + </para> + </listitem> + </orderedlist> + </para> + <para> + <note> + <title>Changing Folder Names and Filters</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. So be sure to change the filters that go with it. + </para> + </listitem> + </itemizedlist> + </para> + </note> + </para> + </sect2> + </sect1> + + <sect1 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 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> + + + <note id="unmatched-vfolder"> + <title>The Unmatched Virtual Folder</title> + <para> + Obveously, not all messages will fit into all your Virtual + Folders. That's why <application>Evolution</application> + includes an UNMATCHED Virtual Folder. The UNMATCHED Virtual + Folder displays messages that are not matched by other rules. + </para> + </note> + + + <example id="usage-mail-organize-vFolders-ex"> + <title>Using Folders, Searches, and Virtual Folders</title> + <para> + To organize his mailbox, Jim sets up a virtual volder for emails from + his friend and co-worker Anna. He has another one for messages that + have ximian.com in the address and <application>Evolution</application> in the subject line, so he + can keep a record of what people from work send him about + <application>evolution</application>. If Anna sends him a message about + anything other than <application>Evolution</application>, it only shows up in the "Anna" folder. + When Anna sends him mail about the user interface for + <application>evolution</application>, he 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) --> + + <sect2 id="vfolder-create"> + <title>Creating Virtual Folders</title> + <para> + To create a virtual folder: + <orderedlist numeration="arabic"> + <listitem> + <para> + <menuchoice> + <guimenu>Tools</guimenu> + <guimenuitem>Virtual Folder Editor</guimenuitem> + </menuchoice> + </para> + </listitem> + <listitem> + <para> + Click <guibutton>Add</guibutton> + </para> + </listitem> + <listitem> + <para> + Name your virtual folder in the <guilabel>Rule name</guilabel> field. + + </para> + </listitem> + <listitem> + <para> + Select your search criteria. For each criterion, you + must first select which of the following parts of the + message you want the search to examine: + <itemizedlist> + <listitem><para> + Sender - The sender's address. + </para></listitem> + + + <listitem><para> + Recipients - The recipients of the message. + </para></listitem> + + <listitem><para> + Subject - The subject line of the message. + </para></listitem> + + <listitem><para> + Specific Header - The virtual folder can look at any header you + want, even obscure or custom ones. Enter the header name + in the first text box, and put your search text in the + second one. + </para></listitem> + + <listitem><para> + Message Body - Search in the actual text of the message. + </para></listitem> + + <listitem> + <para> + Expression - For programmers only: match a message according to an + expression you write in the Scheme language, used to + define virtual folders in <application>Evolution</application>. + </para> + </listitem> + + <listitem><para> Date sent - Search messages according to the date on + which they were sent: First, choose the conditions you + want a message to meet — <guilabel>before</guilabel> + a given time, <guilabel>after</guilabel> it, and so forth. + Then, choose the time. The virtual folder will 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 &mdash perhaps you're + looking for messages less than two days old. + </para></listitem> + + <listitem><para> + Date Recieved - 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> + + <listitem><para> + Score - Emails have a standard priority range from -3 (least + important) to 3 (most important). You can have virtual folders set the + priority of messages you recieve, and then have other + virtual folders + applied only to those messages which have a certain priority. + </para></listitem> + + <listitem> + <para> + Size (kb) - Sorts based on the size of the message in kilobytes. + </para> + </listitem> + + <listitem> + <para> + Status - Searches according to the status of a message, such as + 'New'. + </para> + </listitem> + + <listitem> + <para> + Attachments - Create a virtual folder based on whether or not you have an + attachment in the email. + </para> + </listitem> + + <listitem> + <para> + Mailing List - Search based on the mailing list it came from. + </para> + </listitem> + + <listitem> + <para> + Regex Match - If you know your way around a <glossterm + linkend="regular-expression">regex</glossterm>, or + regular expression, put your knowledge to use here. + </para> + </listitem> + + <listitem> + <para> + Source Account - Search messages according the server you got them from. + You can enter a URL or choose one from the drop-down + list. This ability is only relevant if you use more + than one mail source. + </para> + </listitem> + </itemizedlist> + </para> + </listitem> + <listitem> + <para> + Select the folder sources. You can select: + <itemizedlist> + <listitem> + <para> + Specific folders only + <note> + <para> + If you select specific folders only, you need to specify the + source folders in the box below. + </para> + </note> + </para> + </listitem> + <listitem> + <para> + All local folders + </para> + </listitem> + <listitem> + <para> + With all active remote folders + </para> + </listitem> + <listitem> + <para> + With all local and active folders + </para> + </listitem> + </itemizedlist> + + </para> + </listitem> + <listitem> + <para> + If you want multiple criteria for this filter, press <guibutton>Add + criterion</guibutton> and repeat the previous step. + </para> + </listitem> + </orderedlist> + + <figure id="usage-mail-vfolder-fig-createrule"> + <title>Selecting a Virtual Folder Rule</title> + <screenshot> + <screeninfo>Creating a Virtual Folder Rule</screeninfo> + <graphic fileref="figures/vfolder-createrule-fig" format="png" srccredit="Aaron Weber"> + </graphic> + </screenshot> + </figure> + </para> + </sect2> + </sect1> + <!-- + <sect1 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> + <para> + If you have configured any IMAP (mail) or NNTP (news) + servers, you will see them listed in the left half of the + subscription management window. Click on a server to select + it, and you will see the folders or newsgroups available to + you. You can then select individual folders and subscribe to + them, or remove yourself from the subscription list. + </para> + <para> + Once you have subscribed to a folder or newsgroup, your system + will check for new messages whenever you press the + <guibutton>Get Mail</guibutton> button. + </para> + </sect1> +--> +</chapter> |