aboutsummaryrefslogtreecommitdiffstats
path: root/help/C/usage-mail-org.sgml
blob: 051b1d21da1a4b49bd97591b529094bce34e99b3 (plain) (blame)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
174
175
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
198
199
200
201
202
203
204
205
206
207
208
209
210
211
212
213
214
215
216
217
218
219
220
221
222
223
224
225
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
244
245
246
247
248
249
250
251
252
253
254
255
256
257
258
259
260
261
262
263
264
265
266
267
268
269
270
271
272
273
274
275
276
277
278
279
280
281
282
283
284
285
286
287
288
289
290
291
292
293
294
295
296
297
298
299
300
301
302
303
304
305
306
307
308
309
310
311
312
313
314
315
316
317
318
319
320
321
322
323
324
325
326
327
328
329
330
331
332
333
334
335
336
337
338
339
340
341
342
343
344
345
346
347
348
349
350
351
352
353
354
355
356
357
358
359
360
361
362
363
364
365
366
367
368
369
370
371
372
373
374
375
376
377
378
379
380
381
382
383
384
385
386
387
388
389
390
391
392
393
394
395
396
397
398
399
400
401
402
403
404
405
406
407
408
409
410
411
412
413
414
415
416
417
418
419
420
421
422
423
424
425
426
427
428
429
430
431
432
433
434
435
436
437
438
439
440
441
442
443
444
445
446
447
448
449
450
451
452
453
454
455
456
457
458
459
460
461
462
463
464
465
466
467
468
469
470
471
472
473
474
475
476
477
478
479
480
481
482
483
484
485
486
487
488
489
490
491
492
493
494
495
496
497
498
499
500
501
502
503
504
505
506
507
508
509
510
511
512
513
514
515
516
517
518
519
520
521
522
523
524
525
526
527
528
529
530
531
532
533
534
535
536
537
538
539
540
541
542
543
544
545
546
547
548
549
550
551
552
553
554
555
556
557
558
559
560
561
562
563
564
565
566
567
568
569
570
571
572
573
574
575
576
577
578
579
580
581
582
583
584
585
586
587
588
589
590
591
592
593
594
595
596
597
598
599
600
601
602
603
604
605
606
607
608
609
610
611
612
613
614
615
616
617
618
619
620
621
622
623
624
625
626
627
628
629
630
631
632
633
634
635
636
637
638
639
640
641
642
643
644
645
646
647
648
649
650
651
652
653
654
655
656
657
658
659
660
661
662
663
664
665
666
667
668
669
670
671
672
673
674
675
676
677
678
679
680
681
682
683
684
685
686
687
688
689
690
691
692
693
694
695
696
697
698
699
700
701
702
703
704
705
706
707
708
709
710
711
712
713
714
715
716
717
718
719
720
721
722
723
724
725
726
727
728
729
730
731
732
733
734
735
736
737
738
739
740
741
742
743
744
745
746
747
748
749
750
751
752
753
754
755
756
757
758
759
760
761
762
763
764
765
766
767
768
769
770
771
772
773
774
775
776
777
778
779
780
781
782
783
784
785
786
787
788
789
790
791
792
793
794
795
796
797
798
799
800
801
802
803
804
805
806
807
808
809
810
811
812
813
814
815
816
817
818
819
820
821
822
823
824
825
826
827
828
829
830
831
832
833
834
835
836
837
838
839
840
841
842
843
844
845
846
847
848
849
850
851
852
853
854
855
856
857
858
859
860
861
862
863
864
865
866
867
868
869
870
871
872
873
874
875
876
877
878
879
880
881
882
883
884
885
886
887
888
889
890
891
892
893
894
895
896
897
898
899
900
901
902
903
904
905
906
907
908
909
910
911
912
913
914
915
916
917
918
919
920
921
922
923
924
925
926
927
928
929
930
931
932
933
934
935
936
937
938
939
940
941
942
943
944
945
946
947
948
949
950
951
952
953
954
955
956
957
958
959
960
961
962
963
964
965
966
967
968
969
970
971
972
973
974
975
976
977
978
979
980
981
982
983
984
985
986
987
988
989
990
991
992
993
994
995
996
997
998
999
1000
1001
1002
1003
1004
1005
1006
1007
1008
1009
1010
1011
1012
1013
1014
1015
1016
1017
1018
1019
1020
1021
1022
1023
1024
1025
1026
1027
1028
1029
1030
1031
1032
1033
1034
1035
1036
1037
1038
1039
1040
1041
1042
1043
1044
1045
1046
1047
1048
1049
1050
1051
1052
1053
1054
1055
1056
1057
1058
1059
1060
1061
1062
1063
1064
1065
1066
1067
1068
1069
1070
1071
1072
1073
1074
1075
1076
1077
1078
1079
1080
1081
1082
1083
1084
1085
1086
1087
1088
1089
1090
1091
1092
1093
1094
1095
1096
1097
1098
1099
1100
1101
1102
1103
1104
1105
1106
1107
1108
1109
1110
1111
1112
1113
1114
<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>Ximian Evolution</application> has the tools
      to help you do it.
    </para>

  <sect1 id="importing-mail-and-settings">
    <title>Importing Your Old Email and Settings</title>
    <para>
      <application>Evolution</application> allows you to import old
      email and data so that you don't need to worry about losing your
      old information.
    </para>
    <sect2 id="importing-mail">
      <title>Importing Email</title>
      <para>
        <application>Ximian Evolution</application> can import the
        following types of files:
        <variablelist>
          <varlistentry>
            <term>VCard (.vcf, gcrd):</term>
            <listitem>
              <para>
                The addressbook format used by the GNOME, KDE, and
                many other contact management applications. You
                should be able to export to VCard format from any
                address book application.
              </para>
            </listitem>
          </varlistentry>

      <varlistentry>
        <term>iCalendar (.ics):</term>
        <listitem>
          <para>
        A format for storing calendar files.  iCalendar is used by 
        PalmOS based handhelds, Ximian
                <application>Evolution</application>, and Microsoft
        <application>Outlook</application>.
          </para>
        </listitem>
      </varlistentry>

          <varlistentry>
            <term>Microsoft Outlook Express 4 (.mbx):</term>
            <listitem>
              <para>
                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.
              </para>
            </listitem>
          </varlistentry>

          <varlistentry>
            <term>MBox (mbox):</term>
            <listitem>
              <para>
                The email box format used by Mozilla, Netscape,
                Ximian Evolution, Eudora, and many other email clients.
              </para>
            </listitem>
          </varlistentry>
        </variablelist>
      </para>
      <para>
        To import your old email:
        <orderedlist numeration="arabic">
          <listitem>
            <para>
              Click <menuchoice><guimenu>File</guimenu><guimenuitem>Import</guimenuitem></menuchoice>.
            </para>
          </listitem>
          <listitem>
            <para>
              Click <guibutton>Next</guibutton> after reading the Welcome screen.
            </para>
          </listitem>
          <listitem>
            <para>
              Select <guibutton>Import a single file</guibutton>.
            </para>
          </listitem>
          <listitem>
            <para>
              Find the file that you wish to import into <application>Evolution</application>.
            </para>
          </listitem>
          <listitem>
            <para>
              Click <guibutton>Import</guibutton>
            </para>
          </listitem>
        </orderedlist>
      </para>
    </sect2>
    <sect2 id="importing-preferences">
      <title>Importing Preferences</title>
      <para>
        <application>Evolution</application> can import all your old
        mail, contacts, and other information from other applications,
        making your transition to <application>Evolution</application>
        easy.
      </para>
      <para>
        To import your old information:
        <orderedlist numeration="arabic">
          <listitem>
            <para>
              Click <menuchoice><guimenu>File</guimenu><guimenuitem>Import</guimenuitem></menuchoice>.
            </para>
          </listitem>
          <listitem>
            <para>
              Click <guibutton>Next</guibutton> after reading the Welcome screen.
            </para>
          </listitem>
          <listitem>
            <para>
              Select <guibutton>Import data and settings from older programs</guibutton>.
            </para>
          </listitem>
          <listitem>
            <para>
              The left-most column shows the application which your
              information will be imported from.  You then select
              checkboxes on each component to import different
              properties of each application.
            </para>
          </listitem>
          <listitem>
            <para>
              Click <guibutton>Next</guibutton>
            </para>
          </listitem>
          <listitem>
            <para>
              Click <guibutton>Import</guibutton>
            </para>
          </listitem>
        </orderedlist>
      </para>

      <para>
    <note>
      <title>Microsoft Outlook and Outlook Express Users</title>
      <para>
        Microsoft Outlook, and versions of Outlook Express after
        version 4, use proprietary formats that <application>Ximian
          Evolution</application> cannot read or import.  For contacts,
        you may have to email them to yourself and import them that
        way.  For email, there is a simpler workaround:
        <orderedlist numeration="arabic">
          
          <listitem>
        <para>
          While using Windows, import the files into Mozilla Mail (or
          another mailer, such as Netscape or Eudora, that uses the
          standard mbox format).
        </para>
          </listitem>
          
          <listitem>
        <para>
          Copy the files to the system or partition you use for
          <application>Ximian Evolution</application>.  
        </para>
          </listitem>
          
          <listitem>
        <para>
          Use the <application>Ximian Evolution</application> import
          tool to import the files.  There's more information about
          why this works, and how, at the Ximian support website.
        </para>
          </listitem>
        </orderedlist>
      </para>
    </note>     
    
    <note>
      <title>Netscape Users</title>
      <para>
        Before importing mail from Netscape, make sure you select
        <menuchoice><guimenu>File</guimenu><guimenuitem>Compact All
        Folders</guimenuitem></menuchoice>. If you don't,
        <application>Ximian Evolution</application> will import and undelete
        the messages in your Trash folders.
      </para>
    </note>     
    
      </para>
      
    </sect2>
  </sect1>
  <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>Ximian Evolution</application> keeps mail, as well as
    address cards and calendars, in folders.  You start out with a
    few mail folders, such as <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>Ximian 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>

      <warning id="imap-subfolders">
        <title>Subfolders in IMAP</title>
        <para>
          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.
        </para>
      </warning>

  </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>Ximian 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>Ximian 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 vFolder</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 vFolders 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>

      
      <tip id="easy-filter">
          <title>Quick Filter Creation</title>
          <para>
        There is an easy shortcut for fast filter or vFolder
                creation. Right-click on the message in the message
                list, and select one of the items under the
                <guimenuitem>Create Rule from Message</guimenuitem>
                submenu.
          </para>
        </tip>

    <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>Ximian Evolution</application>.
          </para>

<para>

      <note id="lots-of-filters">
        <title>What if Multiple Filters Match One Message?</title>
         <para>
            If you have several filters that match a single message,
            they will all be applied to the message, in order, unless
            one of the filters has the action <guibutton>Stop
            Processing</guibutton>. If you use that action in a
            filter, the messages that it affects will not be touched
            by other filters.
         </para>
      </note>
</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 &mdash; <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 Received - 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 receive, 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>
          <note>
            <title>How Does Filtering on Mailing Lists Work?</title>
            <para>
              Filtering on mailing list actually looks for a
              specific mailing-list header called the
              <computeroutput>X-BeenThere</computeroutput>
              header, used to identify mailing lists or other
              redistributors of mail.
            </para>
          </note>
        </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
          criteria 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>Ximian Evolution</application>
            will put the messages into a folder you specify.  Click the 
            <guibutton>&lt;click here to select a folder&gt;</guibutton> button
            to select a folder. 
          </para></listitem>

        <listitem><para>
            Copy to Folder - If you select this item, <application>Ximian Evolution</application>
            will put the messages into a folder you specify.  Click the 
            <guibutton>&lt;click here to select a folder&gt;</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>Ximian 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 action</guibutton> and repeat the previous step.
        </para>
      </listitem>
      <listitem>
        <para>
          Press <guibutton>OK</guibutton>.
        </para>
      </listitem>
    </orderedlist>
      </para>
      
      <note id="when-filters-go-wrong">
        <title>When Are Filters Applied?</title>
         <para>
           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.
        </para>
        <para>
           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.
         </para>
         <para>
           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
           <menuchoice><guimenu>Actions</guimenu><guimenuitem>Apply
           Filters</guimenuitem></menuchoice> or press
           <keycombo><keycap>Ctrl</keycap><keycap>Y</keycap></keycombo>
         </para>
      </note>
      <example id="filter-example">
         <title>Using a Filter to Avoid Spam</title>
         <para>
           A good deal of bulk mail is eventually tagged with the
           <computeroutput>Precedence: Bulk</computeroutput> 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.
         </para>


         <para>
           To catch them and automatically mark them for deletion, do
           the following:
            <orderedlist>

             <listitem><para>
                 Select <menuchoice><guimenu>Tools</guimenu><guimenuitem>Filters</guimenuitem></menuchoice>.
             </para></listitem>

             <listitem><para>
                 Click <guibutton>New</guibutton>.
             </para></listitem>

             <listitem><para>
               Set the first part of your search critera to look in a <guilabel>Specific header</guilabel>.
             </para></listitem>

             <listitem><para>
               Enter <userinput>Precedence</userinput> as the name of the header.
             </para></listitem>

             <listitem><para>
               Choose <guilabel>contains</guilabel> at the second drop-down box.
             </para></listitem>

             <listitem><para>
               Enter <userinput>Bulk</userinput> as the content to search for. 
               You're now working with all email that has the word "Bulk" in the 
               "Precedence" header.
             </para></listitem>

             <listitem><para>
               For actions, select "Move to Folder" and choose the
               folder where you'd like to place bulk mail.
             </para></listitem>

             <listitem><para> If you like, add another action and
               choose <guilabel>Delete</guilabel>.
               </para></listitem>

             <listitem><para>
                Click OK. You're done.
             </para></listitem>
       </orderedlist>
         </para>
      </example>
    </sect2>


    
    <sect2 id="filters-edit">
      <title>Editing Filters</title>
      <para>
    To edit a filter:
    <orderedlist numeration="arabic">
      <listitem>
        <para>
          Select
          <menuchoice>
        <guimenu>Tools</guimenu>
        <guimenuitem>Filters</guimenuitem>
          </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 vFolders</title>
      <para>
    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
    <application>Ximian 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 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.
      </para>

      <para>
    As messages that meet the vFolder criteria arrive or are
    deleted, <application>Ximian Evolution</application> 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.
      </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.  vFolders
    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" vFolder</title>
      <para>
    Obviously, not all messages will fit into all your Virtual
    Folders.  That's why <application>Ximian
    Evolution</application> includes an Unmatched vFolder.  The
    Unmatched vFolder displays messages that are not matched by
    other rules.
      </para>
      <para>
        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.
      </para>
    </note>


    <example id="usage-mail-organize-vFolders-ex">
      <title>Using Folders, Searches, and vFolders</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>Ximian 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>Ximian 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" vFolder and in the "Internal Evolution Discussion"
    vFolder.
       </para>
      </example>

    <!--  (INSERT SCREENSHOT HERE: vFolders in action) -->

    <sect2 id="vfolder-create">
      <title>Creating vFolders</title>
      <para>
    To create a vFolder:
    <orderedlist numeration="arabic">
      <listitem>
        <para>
        <menuchoice>
          <guimenu>Tools</guimenu>
          <guimenuitem>vFolder Editor</guimenuitem>
        </menuchoice>
        </para>
      </listitem>
      <listitem>
        <para>
          Click <guibutton>Add</guibutton>
        </para>
      </listitem>
      <listitem>
        <para>
          Name your vFolder 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 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.
          </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 vFolders in <application>Ximian 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 &mdash; <guilabel>before</guilabel>
            a given time, <guilabel>after</guilabel> 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 &mdash; perhaps you're
            looking for messages less than two days old.
          </para></listitem>
        
        <listitem><para>
            Date Received - 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 vFolders set the
            priority of messages you receive, and then have other
            vFolders 
            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 vFolder 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>
            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>
    </orderedlist>
      </para>
      <para>
    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.
      </para>
      <para>
      <figure id="usage-mail-vfolder-fig-createrule">
    <title>Selecting a vFolder Rule</title>
    <screenshot>
      <screeninfo>Creating a vFolder Rule</screeninfo>
        <mediaobject>
          <imageobject>
        <imagedata fileref="figures/vfolder-createrule-fig" format="PNG"
               srccredit="Aaron Weber">
          </imageobject>
        </mediaobject>
      </screenshot>
    </figure>
      </para>
    </sect2>
  </sect1>
</chapter>