1022 lines
33 KiB
Plaintext
1022 lines
33 KiB
Plaintext
<chapter id="usage-mail-organize">
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<title>Organizing and Managing your Email</title>
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<para>
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Even if you only get a few email messages a day, you probably
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want to sort and organize them. When you get a hundred a day
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and you want to refer to a message you received six weeks ago,
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you <emphasis>need</emphasis> to sort and organize them.
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Fortunately, <application>Ximian Evolution</application> has the tools
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to help you do it.
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</para>
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<sect1 id="importing-mail-and-settings">
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<title>Importing Your Old Email and Settings</title>
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<para>
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<application>Evolution</application> allows you to import old email and data so that you don't need to worry about losing your old information.
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</para>
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<sect2 id="importing-mail">
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<title>Importing Email</title>
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<para>
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<application>Ximian Evolution</application> can import the following types of
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files:
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<variablelist>
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<varlistentry>
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<term>VCard (.vcf, gcrd):</term>
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<listitem>
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<para>
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The addressbook format used by the GNOME, KDE, and
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many other contact management applications. You
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should be able to export to VCard format from any
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address book application.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>iCalendar (.ics):</term>
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<listitem>
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<para>
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A format for storing calendar files. iCalendar is used by
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PalmOS based handhelds, Ximian <application>Evolution</application>, and Microsoft <application>Outlook</application>.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>Microsoft Outlook Express 4 (.mbx):</term>
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<listitem>
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<para>
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Email file format used by Microsoft Outlook Express
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4. For other versions of Microsoft Outlook and Outlook Express, see
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the workaround described in the note below.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term>MBox (mbox):</term>
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<listitem>
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<para>
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The email box format used by Mozilla, Netscape,
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Ximian Evolution, Eudora, and many other email clients.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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</para>
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<para>
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To import your old email:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Click <menuchoice><guimenu>File</guimenu><guimenuitem>Import</guimenuitem></menuchoice>.
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guibutton>Next</guibutton> after reading the Welcome screen.
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</para>
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</listitem>
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<listitem>
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<para>
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Select <guibutton>Import a single file</guibutton>.
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</para>
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</listitem>
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<listitem>
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<para>
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Find the file that you wish to import into <application>Evolution</application>.
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guibutton>Import</guibutton>
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</para>
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</listitem>
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</orderedlist>
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</para>
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</sect2>
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<sect2 id="importing-preferences">
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<title>Importing Preferences</title>
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<para>
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<application>Evolution</application> can import all your old mail, contacts, and other information from other applications, making your transition to <application>Evolution</application> even easier.
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</para>
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<para>
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To import your old information:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Click <menuchoice><guimenu>File</guimenu><guimenuitem>Import</guimenuitem></menuchoice>.
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guibutton>Next</guibutton> after reading the Welcome screen.
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</para>
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</listitem>
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<listitem>
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<para>
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Select <guibutton>Import data and settings from older programs</guibutton>.
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</para>
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</listitem>
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<listitem>
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<para>
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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.
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guibutton>Next</guibutton>
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guibutton>Import</guibutton>
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</para>
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</listitem>
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</orderedlist>
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</para>
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<para>
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<note>
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<title>Microsoft Outlook and Outlook Express Users</title>
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<para>
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Microsoft Outlook, and versions of Outlook Express after
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version 4, use proprietary formats that <application>Ximian
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Evolution</application> cannot read or import. For contacts,
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you may have to email them to yourself and import them that
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way. For email, there is a simpler workaround:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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While using Windows, import the files into Mozilla Mail (or
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another mailer, such as Netscape or Eudora, that uses the
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standard mbox format).
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</para>
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</listitem>
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<listitem>
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<para>
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Copy the files to the system or partition you use for
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<application>Ximian Evolution</application>.
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</para>
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</listitem>
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<listitem>
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<para>
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Use the <application>Ximian Evolution</application> import
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tool to import the files. There's more information about
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why this works, and how, at the Ximian support website.
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</para>
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</listitem>
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</orderedlist>
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</para>
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</note>
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<note>
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<title>Netscape Users</title>
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<para>
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Before importing mail from Netscape, make sure you select
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<menuchoice><guimenu>File</guimenu><guimenuitem>Compact All
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Folders</guimenuitem></menuchoice>. If you don't,
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<application>Ximian Evolution</application> will import and undelete
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the messages in your Trash folders.
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</para>
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</note>
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</para>
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</sect2>
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</sect1>
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<sect1 id="usage-mail-organize-columns">
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<title>Sorting Mail with Column Headers</title>
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<para>
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By default, the message list has columns with the following
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headings: an envelope icon indicating whether you have read
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or replied to a message, an exclamation point indicating priority, and the
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<guilabel>From</guilabel>, <guilabel>Subject</guilabel>, and
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<guilabel>Date</guilabel> fields. You can change their order
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and remove them by dragging and dropping them.
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To add columns:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Right click on the column header
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</para>
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</listitem>
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<listitem>
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<para>
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Click <guimenuitem>Add a Column</guimenuitem>
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</para>
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</listitem>
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<listitem>
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<para>
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Click and drag a column you want into a space between
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existing column headers. A red arrow will show you where
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the column will be placed.
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</para>
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</listitem>
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</orderedlist>
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</para>
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<para>
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Right-click on one of the column headers to get a list of
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options:
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<variablelist>
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<varlistentry>
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<term><guimenuitem>Sort Ascending</guimenuitem>:</term>
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<listitem><para>
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Sorts the messages top to bottom.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guimenuitem>Sort Descending</guimenuitem>:</term>
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<listitem><para>
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Sorts the messages bottom to top.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guimenuitem>Group By this Field</guimenuitem>:</term>
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<listitem><para>
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Groups messages instead of sorting them. This makes each contact
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with identical properties in the specified field to be placed in
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its own group and physically separated from others.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guimenuitem>Remove this
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Column</guimenuitem>:</term> <listitem><para> Remove
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this column from the display. You can also remove
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columns by dragging the header off the list and
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letting it drop. </para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guimenuitem>Field
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Chooser</guimenuitem>:</term> <listitem><para>
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When you choose this item, a list
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of column headers will appear; just drag and drop them into
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place between two existing headers. A red arrow will
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appear to show you where you're about to put the
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column.
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</para></listitem>
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</varlistentry>
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</variablelist>
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</para>
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</sect1>
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<sect1 id="usage-mail-organize-folders">
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<title>Getting Organized with Folders</title>
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<para>
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<application>Ximian Evolution</application> keeps mail, as well as
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address cards and calendars, in folders. You start out with a
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few, like <guilabel>Inbox</guilabel>,
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<guilabel>Outbox</guilabel>, and <guilabel>Drafts</guilabel>,
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but you can create as many as you like. Create new folders by
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selecting <guisubmenu>New</guisubmenu> and then
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<guimenuitem>Folder</guimenuitem> from the
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<guimenu>File</guimenu> menu.
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<application>Ximian Evolution</application> will as you for the name
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and the type of the folder, and will provide you with a folder
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tree so you can pick where it goes.
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</para>
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<para>
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When you click <guibutton>OK</guibutton>, your new folder will
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appear in the <interface>folder view</interface>. You can
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then put messages in it by dragging and dropping them, or by
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using the <guibutton>Move</guibutton> button in the
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toolbar. If you want to move several messages at once, click
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on the ones you want to move while holding down the
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<keycap>Ctrl</keycap> key, or use <keycap>Shift</keycap> to
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select a range of messages. If you create a filter with the
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<interface>filter assistant</interface>, you can have mail
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filed automatically.
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</para>
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</sect1>
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<sect1 id="usage-mail-organize-search">
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<title>Searching for Messages</title>
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<para>
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Most mail clients can search through your messages for you,
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but <application>Ximian Evolution</application> does it faster. You
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can search through just the message subjects, just the message
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body, or both body and subject.
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</para>
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<para>
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To start searching, enter a word or phrase in the text area
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right below the toolbar, and choose a search type:
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<variablelist>
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<varlistentry>
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<term><guilabel>Body or subject contains</guilabel>:</term>
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<listitem>
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<para>
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This will search message subjects and the messages
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themselves for the word or phrase you've entered in
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the search field.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term> <guilabel>Body contains</guilabel>:</term>
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<listitem>
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<para>
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This will search only in message text, not the subject
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lines.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Subject contains:</guilabel></term>
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<listitem>
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<para>
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This will show you messages where the search text is
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in the subject line. It will not search in the
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message body.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Body does not contain:</guilabel></term>
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<listitem>
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<para>
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This finds every email message that does not have the
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search text in the message body. It will still show
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messages that have the search text in the subject
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line, if it is not also in the body.
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</para>
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</listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Subject does not contain:</guilabel></term>
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<listitem>
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<para>
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This finds every mail whose subject does not contain
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the search text.
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</para>
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</listitem>
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</varlistentry>
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</variablelist>
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When you've entered your search phrase, press
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<keycap>Enter</keycap>. <application>Ximian Evolution</application>
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will show your search results in the message list.
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</para>
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<para>
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If you think you'll want to return to a search again, you can
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save it as a virtual folder by selecting <guilabel>Store
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Search as vFolder</guilabel>.
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</para>
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<para>
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When you're done with the search, go back to seeing all your
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messages by choosing <guimenuitem>Show All</guimenuitem> from
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the <guilabel>Search</guilabel> drop-down box. If you're
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sneaky, just enter a blank search: since every message has at
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least one space in it, you'll see every message in the
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folder.
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</para>
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<para>
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If you'd like to perform a more complex search, open the
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advanced search dialog by selecting
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<guilabel>Advanced...</guilabel> from the
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<guilabel>Search</guilabel> drop-down menu. Then, create your
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search criteria (each with the same options you saw in the
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regular search bar), and decide whether you want to find
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messages that match all of them, or messages that match even
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one. Then, click <guibutton>Search</guibutton> to go and find
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those messages.
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</para>
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<para>
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You'll see a similar approach to sorting messages when you
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create filters and vFolders in the next few sections.
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</para>
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</sect1>
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<sect1 id="usage-mail-organize-filters">
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<title>Create Rules to Automatically Organize Mail</title>
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<para>
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Filters work very much like the mail room in a large company.
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Their purpose is to bundle, sort, and distribute mail to the
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various folders. In addition, you can have multiple filters
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performing multiple actions that may effect the same message
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in several ways. For example, your filters could put copies
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of one message into multiple folders, or keep a copy and send
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one to another person as well, and it can do that quickly. Of
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course, it's also faster and more flexible than an actual
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person with a pile of envelopes.
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</para>
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<sect2 id="usage-mail-org-filters-new">
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<title>Making New Filters</title>
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<para>
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To create a new filter:
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<orderedlist numeration="arabic">
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<listitem>
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<para>
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Click
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<menuchoice>
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<guimenu>Tools</guimenu>
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<guimenuitem>Filters</guimenuitem>
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</menuchoice>
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</para>
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</listitem>
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<listitem>
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<para>
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Press the <guibutton>Add</guibutton> button.
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</para>
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</listitem>
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<listitem>
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<para>
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Name your filter in the <guilabel>Rule name</guilabel> field.
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For each filter criterion, you must first select
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which of the following parts of the message you want the filter to
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examine:
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<itemizedlist>
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<listitem><para>
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Sender - The sender's address.
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</para></listitem>
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<listitem><para>
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Recipients - The recipients of the message.
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</para></listitem>
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<listitem><para>
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Subject - The subject line of the message.
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</para></listitem>
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<listitem><para>
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Specific Header - The filter can look at any header you
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want, even obscure or custom ones. Enter the header name
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in the first text box, and put your search text in the
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second one.
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</para></listitem>
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<listitem><para>
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Message Body - Search in the actual text of the message.
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</para></listitem>
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<listitem>
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<para>
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Expression - For programmers only: match a message according to an
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expression you write in the Scheme language, used to
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define filters in <application>Ximian Evolution</application>.
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|
</para>
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</listitem>
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<listitem><para> Date sent - Filter messages according to the date on
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which they were sent: First, choose the conditions you
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want a message to meet — <guilabel>before</guilabel>
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a given time, <guilabel>after</guilabel> it, and so forth.
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Then, choose the time. The filter will compare the
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message's time-stamp to the system clock when the filter
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is run, or to a specific time and date you choose from a
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calendar. You can even have it look for messages within a
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range of time relative to the filter — perhaps you're
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looking for messages less than two days old.
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</para></listitem>
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<listitem><para>
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Date Recieved - This works the same way as the <guilabel>Date Sent</guilabel>
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option, except that it compares the time you got the message
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with the dates you specify.
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</para></listitem>
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<listitem><para>
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Score - Emails have a standard priority range from -3 (least
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important) to 3 (most important). You can have filters set the
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priority of messages you recieve, and then have other filters
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|
applied only to those messages which have a certain priority.
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</para></listitem>
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<listitem>
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<para>
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Size (kb) - Sorts based on the size of the message in kilobytes.
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</para>
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</listitem>
|
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<listitem>
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<para>
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Status - Filters according to the status of a message, such as
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'New'.
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|
</para>
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|
</listitem>
|
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|
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<listitem>
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<para>
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Attachments - Create a filter based on whether or not you
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have an attachment in the email.
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|
</para>
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|
</listitem>
|
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<listitem>
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<para>
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Mailing List - Filter based on the mailing list it came from.
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|
</para>
|
|
<note>
|
|
<title>How Does Filtering on Mailing Lists Work?</title>
|
|
<para>
|
|
Filtering on mailing list actually looks for a
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|
specific mailing-list header called the
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|
<computeroutput>X-BeenThere</computeroutput>
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|
header, used to identify mailing lists or other
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|
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><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>Ximian 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>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 filter</guibutton> and repeat the previous step.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Press <guibutton>OK</guibutton>.
|
|
</para>
|
|
</listitem>
|
|
</orderedlist>
|
|
</para>
|
|
<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. If you have no vFolders, the Unmatched folder
|
|
will contain all of your mail.
|
|
</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 — <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 — 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 vFolders set the
|
|
priority of messages you recieve, 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>
|