From acdd664f5104862243db8c3a0689d5ac4ede774e Mon Sep 17 00:00:00 2001 From: nobody Date: Wed, 15 May 2002 16:19:25 +0000 Subject: This commit was manufactured by cvs2svn to create tag 'GNOME_UTILS_2_0_2'. svn path=/tags/GNOME_UTILS_2_0_2/; revision=16870 --- help/C/usage-mail-org.sgml | 1095 -------------------------------------------- 1 file changed, 1095 deletions(-) delete mode 100644 help/C/usage-mail-org.sgml (limited to 'help/C/usage-mail-org.sgml') diff --git a/help/C/usage-mail-org.sgml b/help/C/usage-mail-org.sgml deleted file mode 100644 index e933d6a033..0000000000 --- a/help/C/usage-mail-org.sgml +++ /dev/null @@ -1,1095 +0,0 @@ - - Organizing and Managing your Email - - 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. - Fortunately, Ximian Evolution has the tools - to help you do it. - - - - Importing Your Old Email and Settings - - - Evolution allows you to import your old - email and data so that you don't need to worry about losing your - old information. - - - Importing Email - - Ximian Evolution can import the - following types of files: - - - VCard (.vcf, gcrd): - - - The addressbook format used by GNOME, KDE, and - many other contact management applications. You - should be able to export to VCard format from any - address book application. - - - - - - iCalendar (.ics): - - - A format for storing calendar files. iCalendar is used by - PalmOS based handhelds, Ximian - Evolution, and Microsoft - Outlook. - - - - - - Microsoft Outlook Express 4 (.mbx): - - - Email file format used by Microsoft Outlook Express - 4. For other versions of Microsoft Outlook and Outlook Express, see - the workaround described in the note below. - - - - - - MBox (mbox): - - - The email box format used by Mozilla, Netscape, - Ximian Evolution, Eudora, and many other email clients. - - - - - - - To import your old email: - - - - Click - File - Import - . - - - - - Click Next after reading the - Welcome screen. - - - - - Select Import a single file. - - - - - Find the file that you wish to import into - Evolution. - - - - - Click Import - - - - - - - Importing Preferences - - Evolution can import all your old - mail, contacts, and other information from other applications, - making your transition to Evolution - easy. - - - To import your old information: - - - - Click - - File - Import - . - - - - - Click Next after reading the Welcome screen. - - - - - Select Import data and settings from older programs. - - - - - The left-most column shows the application from which - your information will be imported from. Then, select - checkboxes on each component to import different - properties of each application. - - - - - Click Next. - - - - - Click Import. - - - - - - - Microsoft Outlook and Outlook Express Users - - Microsoft Outlook, and versions of Outlook Express after - version 4, use proprietary formats that - Ximian Evolution cannot read or - import. For contacts, you may wish to consider using - OutPort, a third-party conversion tool. Ximian does not - support OutPort but you can find more information about it - at the Outport - homepage. For email, there is a more simple - workaround: - - - - - While using Windows, import the files into Mozilla Mail (or - another mailer, such as Netscape or Eudora, that uses the - standard mbox format). - - - - - - Copy the files to the system or partition you use for - Ximian Evolution. - - - - - - Use the Ximian Evolution import - tool to import the files. There's more information about - why this works, and how, at the Ximian support website. - - - - - - - - Netscape Users - - Before importing mail from Netscape, make sure you select - FileCompact All - Folders. If you don't, - Ximian Evolution will import and undelete - the messages in your Trash folders. - - - - - - - - Sorting Mail with Column Headers - - 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 - From, Subject, and - Date fields. You can change their order - and remove them by dragging and dropping them. - - To add columns: - - - - Right click on the column header - - - - - Click Add a Column - - - - - 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. - - - - - - Right-click on one of the column headers to get a list of - options: - - - Sort Ascending: - - Sorts the messages top to bottom. - - - - - Sort Descending: - - Sorts the messages bottom to top. - - - - - Group By this Field: - - 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. - - - - - Remove this - Column: - - - Remove this column from the display. You can also remove - columns by dragging the header off the list and - letting it drop. - - - - - - Field - Chooser: - 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. - - - - - - - - Getting Organized with Folders - - Ximian Evolution keeps mail, as well as - address cards and calendars, in folders. You start out with a - few mail folders, such as Inbox, - Outbox, and Drafts, - but you can create as many as you like. Create new folders by - selecting New and then - Folder from the - File menu. - Ximian Evolution 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. - - - When you click OK, your new folder will - appear in the folder view. You can - then put messages in it by dragging and dropping them, or by - using the Move 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 - Ctrl key, or use Shift to - select a range of messages. If you create a filter with the - filter assistant, you can have mail - filed automatically. - - - - Subfolders in IMAP - - The INBOX folder on most IMAP servers cannot contain both - subfolders and messages. When you create additional folders - on your IMAP mail server, branch them from the root of the - IMAP account's folder, tree, not from INBOX. If you create - subfolders in your INBOX folder, you will lose the ability - to read messages that exist in your INBOX until you move the - folders out of the way. - - - - - - - Searching for Messages - - Most mail clients can search through your messages for you, - but Ximian Evolution does it faster. You - can search through just the message subjects, just the message - body, or both body and subject. - - - To start searching, enter a word or phrase in the text area - right below the toolbar, and choose a search type: - - - Body or subject contains: - - - This will search message subjects and the messages - themselves for the word or phrase you've entered in - the search field. - - - - - Body contains: - - - This will search only in message text, not the subject - lines. - - - - - Subject contains: - - - This will show you messages where the search text is - in the subject line. It will not search in the - message body. - - - - - Body does not contain: - - - 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. - - - - - Subject does not contain: - - - This finds every mail whose subject does not contain - the search text. - - - - - - When you've entered your search phrase, press - Enter. Ximian Evolution - will show your search results in the message list. - - - - If you think you'll want to return to a search again, you can - save it as a virtual folder by selecting Store - Search as vFolder. - - - - When you're done with the search, go back to seeing all your - messages by choosing Show All from - the Search 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. - - - - If you'd like to perform a more complex search, open the - advanced search dialog by selecting - Advanced... from the - Search 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 Search to go and find - those messages. - - - - You'll see a similar approach to sorting messages when you - create filters and vFolders in the next few sections. - - - - - - Create Rules to Automatically Organize Mail - - 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. - - - - Making New Filters - - To create a new filter: - - - - Click - - Tools - Filters - - - - - - Press the Add button. - - - - - Name your filter in the Rule name field. - For each filter criterion, you must first select - which of the following parts of the message you want the filter to - examine: - - - - Sender - The sender's address. - - - - - Recipients - The recipients of the message. - - - - Subject - The subject line of the message. - - - - 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. - - - - Message Body - Search in the actual text of the message. - - - - - Expression - For programmers only: match a message according to an - expression you write in the Scheme language, used to - define filters in Ximian Evolution. - - - - Date sent - Filter messages according to the date on - which they were sent: First, choose the conditions you - want a message to meet — before - a given time, after 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 — perhaps you're - looking for messages less than two days old. - - - Date Received - This works the same - way as the Date Sent option, - except that it compares the time you got the - message with the dates you specify. - - - - 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 receive, and then have other filters - applied only to those messages which have a certain priority. - - - - - Size (kb) - Sorts based on the size of the message in kilobytes. - - - - - - Status - Filters according to the status of a message, such as - 'New'. - - - - - - Attachments - Create a filter based on whether or not you - have an attachment in the email. - - - - - - Mailing List - Filter based on the mailing list it came from. - - - How Does Filtering on Mailing Lists Work? - - Filtering on mailing list actually looks for a - specific mailing-list header called the - X-BeenThere - header, used to identify mailing lists or other - redistributors of mail. - - - - - - - Regex Match - If you know your way around a - regex, or - regular expression, put your knowledge to use - here. - - - - - - 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. - - - - - - - - Select the criterion for the condition. If you want multiple - criteria for this filter, press Add - criterion and repeat the previous step. - - - - - Select the actions for the filter in the Then - section. You can select any of the following options. - - - Move to Folder - If you select this item, Ximian Evolution - will put the messages into a folder you specify. Click the - <click here to select a folder> button - to select a folder. - - - - Copy to Folder - If you select this item, Ximian Evolution - will put the messages into a folder you specify. Click the - <click here to select a folder> button - to select a folder. - - - - Forward to Address - Select this, enter an address, and the addressee will - get a copy of the message. - - - - Delete - Marks the message for deletion. You can still get the message - back, at least until you Expunge your - mail yourself. - - - - 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. - - - - Assign Color - Select this item, and Ximian Evolution - will mark the message with whatever color you please. - - - - 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. - - - - - - - Set Status - If you want to add multiple actions for this filter, press - Add filter and repeat the previous step. - - - - - Press OK. - - - - - - When Are Filters Applied? - - If you move mail from your server into your local system - using POP mail, filters are applied to incoming mail every - time you check for mail. - - - If you store your mail on the mail server and check your - mail with IMAP, filters are applied to the INBOX when you - open it. In some cases, you will see a number of unread - messages in the INBOX, click the INBOX, and then have the - messages move elsewhere as they are filtered out. - - - If you use Ximian Connector to store your mail on an - Exchange server, filters are not applied until you open - your INBOX folder and select - ActionsApply - Filters or press - CtrlY - - - - Using a Filter to Avoid Spam - - A good deal of bulk mail is eventually tagged with the - Precedence: Bulk header at - one point or another. Not all of it is, of course, and - there are "good" messages (mailing lists you subscribe to, - for example) that are also considered "Bulk" mail. - However, if you filter out all the mail with that header, - you'll catch a lot of the mail you don't want to get. - - - To catch them and automatically mark them for deletion, do - the following: - - - - Select ToolsFilters. - - - - Click New. - - - - Set the first part of your search critera to look in a Specific header. - - - - Enter Precedence as the name of the header. - - - - Choose contains at the second drop-down box. - - - - Enter Bulk as the content to search for. - You're now working with all email that has the word "Bulk" in the - "Precedence" header. - - - - For actions, select "Move to Folder" and choose the - folder where you'd like to place bulk mail. - - - If you like, add another action and - choose Delete. - - - - Click OK. You're done. - - - - - - - - - - Editing Filters - - To edit a filter: - - - - Select - - Tools - Filters - - - - - - Select the filter in the Filter Rules section - and press Edit. - - - - - Change the desired settings. - - - - - Press OK in the filter editor window. - - - - - Press OK in the filter manager window. - - - - - - - - Deleting Filters - - To delete a filter: - - - - Select - - Tools - Filters - - - - - - Select the filter and press Delete. - - - - - - - Changing Folder Names and Filters - - - - - 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. - - - - - - - - - - - Getting Really Organized with vFolders - - If filters aren't flexible enough for you, or you find - yourself performing the same search again and again, consider - a vFolder. vFolders, or virtual folders, are an advanced way - of viewing your email messages within - Ximian Evolution. If you get a lot of - mail or often forget where you put messages, vFolders - can help you stay on top of things. - - - A vFolder 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 vFolder 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. - - - - As messages that meet the vFolder criteria arrive or are - deleted, Ximian Evolution will - automatically place them in and remove them from the - vFolder contents list. When you delete a message, it gets - erased from the folder in which it actually exists, as well as - any vFolders which display it. - - - - 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. vFolders - make for better organization because they can accept - overlapping groups in a way that regular folders and filing - systems can't. - - - - - The "Unmatched" vFolder - - Obviously, not all messages will fit into all your Virtual - Folders. That's why Ximian - Evolution includes an Unmatched vFolder. The - Unmatched vFolder displays messages that are not matched by - other rules. - - - If you use remote email storage like IMAP or Microsoft - Exchange, and have created vFolders to search through them, - the Unmatched vFolder will follow your lead, and search the - remote folders as well. If you do not create any vFolders that - search in remote mail stores, the Unmatched vFolder will not - search in them either. - - - - - - Using Folders, Searches, and vFolders - - 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 Ximian Evolution in the subject line, so he - can keep a record of what people from work send him about - evolution. If Anna sends him a message about - anything other than Ximian Evolution, it only shows up in the "Anna" folder. - When Anna sends him mail about the user interface for - evolution, he can see that message both in - the "Anna" vFolder and in the "Internal Evolution Discussion" - vFolder. - - - - - - - Creating vFolders - - To create a vFolder: - - - - - Tools - vFolder Editor - - - - - - Click Add - - - - - Name your vFolder in the Rule name field. - - - - - - 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: - - - Sender - The sender's address. - - - - - Recipients - The recipients of the message. - - - - Subject - The subject line of the message. - - - - Specific Header - The vFolder 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. - - - - Message Body - Search in the actual text of the message. - - - - - Expression - For programmers only: match a message according to an - expression you write in the Scheme language, used to - define vFolders in Ximian Evolution. - - - - Date sent - Search messages according to the date on - which they were sent: First, choose the conditions you - want a message to meet — before - a given time, after it, and so forth. - Then, choose the time. The vFolder 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 — perhaps you're - looking for messages less than two days old. - - - - Date Received - This works the same way as the Date Sent - option, except that it compares the time you got the message - with the dates you specify. - - - - Score - Emails have a standard priority range from -3 (least - important) to 3 (most important). You can have vFolders set the - priority of messages you receive, and then have other - vFolders - applied only to those messages which have a certain priority. - - - - - Size (kb) - Sorts based on the size of the message in kilobytes. - - - - - - Status - Searches according to the status of a message, such as - 'New'. - - - - - - Attachments - Create a vFolder based on whether or not you have an - attachment in the email. - - - - - - Mailing List - Search based on the mailing list it came from. - - - - - - 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. - - - - - - - - Select the folder sources. You can select: - - - - Specific folders only - - - If you select specific folders only, you need to specify the - source folders in the box below. - - - - - - - All local folders - - - - - With all active remote folders - - - - - With all local and active folders - - - - - - - - - - Remote folders are considered active if you are connected to the - server; you must be connected to your mail server for the vFolder to - include any messages from that source. - - -
- Selecting a vFolder Rule - - Creating a vFolder Rule - - - - - - -
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