e232ded38a
2001-07-02 Kevin Breit <battery841@mediaone.net> * C/apx-common-tasks.sgml: Created its own file. * C/usage-mainwindow.sgml: You name it. * C/preface.sgml: Pulled shortcuts from here into its own apx * C/evolution.sgml: Reordered entities svn path=/trunk/; revision=10686
703 lines
26 KiB
Plaintext
703 lines
26 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>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="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 (closed for unread, open for read,
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and open with an arrow on it to indicate you've sent a
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reply), 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. You can add
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new ones with the <guimenuitem>Field Chooser</guimenuitem>
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item in the right click menu for the column headings.
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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. (FIXME: Explain further)
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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> A list
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of column headers; 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. </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>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>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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moved to your folder 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>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>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 Virtual Folder</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 virtual folders 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.
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In addition, you can have multiple filters performing multiple
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actions that may effect the same message in several ways. For
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example, your filters could put copies of one message into
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multiple folders, or keep a copy and send one to another
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person as well, and it can do that in under a second. Which is
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to say, it's faster and more flexible than an actual person
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with a pile of envelopes.
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</para>
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<para>
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Most often, you'll want to have
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<application>Evolution</application> put mail into different
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folders, but you can have it do almost anything you like.
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People who get lots of mail, or who often need to refer to old
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messages, find filters especially helpful, but they can greatly benefit
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anybody who gets more than a few messages a day. To
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create a filter, open the <interface>filter
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assistant</interface> by selecting
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<menuchoice>
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<guimenu>Settings</guimenu>
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<guimenuitem>Mail Filters</guimenuitem>
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</menuchoice>.
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</para>
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<figure id="usage-mail-filters-fig-assist">
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<title>The Filter Assistant</title>
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<screenshot>
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<screeninfo>The Filter Assistant</screeninfo>
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<graphic fileref="fig/filter-assist-fig" format="png" srccredit="Aaron Weber">
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</graphic>
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</screenshot>
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</figure>
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<para>
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The <interface>filter assistant</interface> window contains a
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list of your current filters, sorted by the order in which
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they are used. From the drop-down box at the top of the
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window, choose <guilabel>Incoming</guilabel> to display
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filters for incoming mail, and <guilabel>Outgoing</guilabel>
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for those which sort only outgoing mail.
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</para>
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<para>
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The <interface>filter assistant</interface> also has a set of
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buttons:
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<itemizedlist>
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<listitem><para>
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<guibutton>Add</guibutton> — Create a new filter.
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</para></listitem>
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<listitem><para>
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<guibutton>Edit</guibutton> — Edit an existing filter.
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</para></listitem>
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<listitem><para>
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<guibutton>Delete</guibutton> — Delete the selected filter.
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</para></listitem>
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<listitem><para> <guibutton>Up</guibutton> — Move the
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selected filter up in the list so it gets applied first.
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</para></listitem>
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<listitem><para>
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<guibutton>Down</guibutton> — Move the selected filter down
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in the list, so it comes into play later.
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</para></listitem>
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</itemizedlist>
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If you don't have any filters set up, the only one of those
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buttons you can click is <guibutton>Add</guibutton>, which
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will open a dialog to let you add a filter rule. If you do
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have filters, you can either add a new filter rule, or select
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one from your list and click <guibutton>Edit</guibutton>.
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</para>
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<para>
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The filter rule editor, shown in <xref
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linkend="usage-mail-filters-fig-new">, is where you'll
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actually create your filtering rule.
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<figure id="usage-mail-filters-fig-new">
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<title>Creating a new Filter</title>
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<screenshot>
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<screeninfo>Creating a new Filter</screeninfo>
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<graphic fileref="fig/filter-new-fig" format="png" srccredit="Aaron Weber">
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</graphic>
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</screenshot>
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</figure>
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</para>
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<para>
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Enter a name for your filter in the <guilabel>Rule
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Name</guilabel> field, and then begin choosing the criteria
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you'd like to use as you sort your mail. Choose how many
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criteria you'd like by pressing <guibutton>Add
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Criterion</guibutton> and <guibutton>Remove
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Criterion</guibutton>. If you have multiple criteria, you
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should then decide whether to have the filter do its job only
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<guilabel>if all criteria are met</guilabel>, or <guilabel>if
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any criteria are met</guilabel>.
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</para>
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<para>
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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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<variablelist>
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<varlistentry>
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<term><guilabel>Sender</guilabel></term>
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<listitem><para>
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The sender's address.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Recipients</guilabel></term>
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<listitem><para>
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The recipients of the message.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Subject</guilabel></term>
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<listitem><para>
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The subject line of the message.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Specific Header</guilabel></term>
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<listitem><para>
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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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</varlistentry>
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<varlistentry>
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<term><guilabel>Message Body</guilabel></term>
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<listitem><para>
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Search in the actual text of the message.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Expression</guilabel></term>
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<listitem>
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<para>
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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 Evolution.
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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>Date Sent</guilabel></term>
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<listitem><para> 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 &mdash 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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</varlistentry>
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<varlistentry>
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<term><guilabel>Date Recieved</guilabel></term>
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<listitem><para>
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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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</varlistentry>
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<varlistentry>
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<term><guilabel>Priority</guilabel></term>
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<listitem><para>
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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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</varlistentry>
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<varlistentry>
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<term><guilabel>Regex Match</guilabel></term>
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<listitem>
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<para>
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If you know your way around a <glossterm
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linkend="regular-expression">regex</glossterm>, or
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regular expression, put your knowledge to use here.
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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>Source</guilabel></term>
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<listitem>
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<para>
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Filter messages according the server you got them from.
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You can enter a URL or choose one from the drop-down
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list. This ability is only relevant if you use more
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than one mail source.
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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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Now, tell it what to do with those messages. If you want more
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actions, click <guibutton>Add Action</guibutton>; if you want
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fewer, click <guibutton>Remove Action</guibutton>. And choose
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again:
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<variablelist>
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<varlistentry>
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<term><guilabel>Copy to Folder</guilabel></term>
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<listitem><para>
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If you select this item, <application>Evolution</application>
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will put the messages into a folder you specify. Click the
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<guibutton><click here to select a folder></guibutton> button
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to select a folder.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Move to Folder</guilabel></term>
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<listitem><para>
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If you select this item, <application>Evolution</application>
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will put the messages into a folder you specify. Click the
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<guibutton><click here to select a folder></guibutton> button
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to select a folder.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Forward to Address</guilabel></term>
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<listitem><para>
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Select this, enter an address, and the addressee will
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get a copy of the message.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Delete</guilabel></term>
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<listitem><para>
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Marks the message for deletion. You can still get the message
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back, at least until you <guimenuitem>Expunge</guimenuitem> your
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mail yourself.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Stop Processing</guilabel></term>
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<listitem><para>
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Select this if you want to tell all other filters to ignore
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this message, because whatever you've done with it so far
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is plenty.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Assign Color</guilabel></term>
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<listitem><para>
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Select this item, and <application>Evolution</application>
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will mark the message with whatever color you please.
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</para></listitem>
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</varlistentry>
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<varlistentry>
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<term><guilabel>Assign Score</guilabel></term>
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<listitem><para> If you know that all mail with
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"important" somewhere in the message body line is
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important, you can give it a high priority score. In a subsequent filter you can
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then arrange your messages by their priority score.
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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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<para>
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You're done. Click <guibutton>OK</guibutton> to use this
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filter, or <guibutton>Cancel</guibutton> to close the window
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without saving any changes.
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</para>
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<!-- FIXME: This needs to be in there. But the feature is temporarily
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disabled and I don't know how it will be reimplemented.
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<itemizedlist>
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<listitem>
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<para>
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<guilabel>When mail arrives:</guilabel> Select
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this option to have messages filtered as they
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arrive.
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</para>
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</listitem>
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<listitem>
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<para>
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<guilabel>When mail is sent:</guilabel> Select
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this option to filter your outgoing mail. You
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can use this feature to keep your
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<interface>Outbox</interface> as organized as
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|
your <interface>Inbox</interface>.
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</para>
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</listitem>
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</itemizedlist>
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</para>
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-->
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<note>
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<title>Notable Filter Features</title>
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<para>
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<itemizedlist>
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<listitem><para>
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Incoming email that your filters don't move goes into the Inbox;
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outgoing mail that they don't move ends up in the Sent folder.
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</para>
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|
</listitem>
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</itemizedlist>
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</para>
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</note>
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|
<sect2 id="usage-mail-organize-filters-mailing-lists">
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<title>Filtering by Mailing List</title>
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|
<para>
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|
You can tell <application>Evolution</application> to filter by
|
|
mailing list. This means that <application>Evolution</application>
|
|
will look at the mailing list address, and find out automatically
|
|
what list this is. If you are subscribed to mailing lists, you
|
|
should use the <guibutton>Filter by List</guibutton> instead of by
|
|
sender.
|
|
<example>
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|
<title>Filter by List</title>
|
|
<para>
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|
Kevin subscribes to bananas@ximian.com. However, there is also
|
|
a bananas@ximian.org address. If he used a regular
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|
<guibutton>Filter by Sender</guibutton>, he would need to specify
|
|
one for each address. However, <guibutton>Filter by
|
|
List</guibutton> will recognize that both of them are the same
|
|
list.
|
|
</para>
|
|
</example>
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|
</para>
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|
</sect2>
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|
</sect1>
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|
|
|
<sect1 id="usage-mail-organize-vFolders">
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|
<title>Getting Really Organized with Virtual Folders</title>
|
|
<para>
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|
If filters aren't flexible enough for you, or you find
|
|
yourself performing the same search again and again, consider
|
|
a virtual folder. Virtual folders, or vFolders, are an
|
|
advanced way of viewing your email messages within
|
|
<application>Evolution</application>. If you get a lot of
|
|
mail or often forget where you put messages, virtual folders can help
|
|
you stay on top of things.
|
|
</para>
|
|
<para>
|
|
A virtual folder is really a hybrid of all the other organizational
|
|
tools: it looks like a folder, it acts like a search, and you
|
|
set it up like a filter. In other words, while a conventional
|
|
folder actually contains messages, a virtual folder is a view of
|
|
messages that may be in several different folders. The
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|
messages it contains are determined on the fly using a set of
|
|
criteria you choose in advance.
|
|
</para>
|
|
|
|
<para>
|
|
As messages that meet the virtual folder criteria arrive or are
|
|
deleted, <application>Evolution</application> will
|
|
automatically place them in and remove them from the
|
|
virtual folder contents list. When you delete a message, it gets
|
|
erased from the folder in which it actually exists, as well as
|
|
any virtual folders which display it.
|
|
</para>
|
|
|
|
<para>
|
|
Imagine a business trying to keep track of mail from hundreds
|
|
of vendors and clients, or a university with overlapping and
|
|
changing groups of faculty, staff, administrators and
|
|
students. The more mail you need to organize, the less you
|
|
can afford the sort of confusion that stems from an
|
|
organizational system that's not flexible enough. Virtual folders
|
|
make for better organization because they can accept
|
|
overlapping groups in a way that regular folders and filing
|
|
systems can't.
|
|
</para>
|
|
|
|
<example id="usage-mail-organize-vFolders-ex">
|
|
<title>Using Folders, Searches, and Virtual Folders</title>
|
|
<para>
|
|
To organize my mail box, I set up a virtual folder for
|
|
emails from my friend and co-worker Anna. I have another
|
|
one for messages that have "ximian.com" in the address and
|
|
"Evolution" in the subject line, so I can keep a record of
|
|
what people from work send me about
|
|
<application>Evolution</application>. If Anna sends me a
|
|
message about anything other than Evolution, it only shows
|
|
up in the "Anna" folder. When Anna sends me mail about the
|
|
user interface for <application>Evolution</application>, I
|
|
can see that message both in the "Anna" virtual folder and
|
|
in the "Internal Evolution Discussion" virtual folder.
|
|
</para>
|
|
</example>
|
|
|
|
<!-- (INSERT SCREENSHOT HERE: virtual folders in action) -->
|
|
|
|
<para>
|
|
To create a virtual folder, select <menuchoice>
|
|
<guimenu>Settings</guimenu> <guimenuitem>Virtual Folder
|
|
Editor</guimenuitem> </menuchoice>. This will bring up a
|
|
dialog box that looks suspiciously like the filter window
|
|
(for more information on filters, see <xref
|
|
linkend="usage-mail-organize-filters">), and which
|
|
presents you with a list of virtual folders you have previously
|
|
created. If you have created any virtual folders, they are listed
|
|
here, and you can select, edit or remove them if you wish.
|
|
If you have not created any, there will be only one available
|
|
option: click <guibutton>Add</guibutton> to add a new
|
|
Virtual Folder.
|
|
</para>
|
|
<para>
|
|
You can enter a name for your virtual folder in the
|
|
<guilabel>Name</guilabel>. Then, tell
|
|
<application>Evolution</application> what messages to look
|
|
for. This process is exactly like filter creation: decide
|
|
between <guilabel>Match all parts</guilabel> and
|
|
<guilabel>Match any part</guilabel>, then choose what part of
|
|
the message to look in, what sort of matching to perform, and
|
|
specify exactly what it is that you want to find, be it a
|
|
line of text, a score, a regular expression, or a particular date or
|
|
range of dates.
|
|
</para>
|
|
<para>
|
|
The second part, however, is slightly different. In the
|
|
section of the window labelled <guilabel>Virtual Folder Sources
|
|
</guilabel> is a list of folders in which
|
|
<application>Evolution</application> will search for the
|
|
contents of your vFolder. Click <guibutton>Add</guibutton>
|
|
to add a folder, or <guibutton>Remove</guibutton> to remove
|
|
one. That way, you can have your vFolder search in
|
|
newsgroups, or just in one of your mailboxes, or just in a
|
|
select few folders you've already screened with filters.
|
|
</para>
|
|
<para>
|
|
The vFolder creation window is shown in <xref
|
|
linkend="usage-mail-vfolder-fig-createrule">
|
|
|
|
<figure id="usage-mail-vfolder-fig-createrule">
|
|
<title>Selecting a vFolder Rule</title>
|
|
<screenshot>
|
|
<screeninfo>Creating a vFolder Rule</screeninfo>
|
|
<graphic fileref="fig/vfolder-createrule-fig" format="png" srccredit="Aaron Weber">
|
|
</graphic>
|
|
</screenshot>
|
|
</figure>
|
|
</para>
|
|
</sect1>
|
|
<!--
|
|
<sect1 id="usage-mail-subscriptions">
|
|
<title>Subscription Management</title>
|
|
<para>
|
|
<application>Evolution</application> lets you handle your
|
|
IMAP and newsgroup subscriptions with the same tool: the
|
|
subscriptions manager. To start using it, choose
|
|
<menuchoice> <guimenu>Settings</guimenu> <guimenuitem>Manage
|
|
Subscriptions</guimenuitem> </menuchoice>.
|
|
</para>
|
|
<para>
|
|
If you have configured any IMAP (mail) or NNTP (news)
|
|
servers, you will see them listed in the left half of the
|
|
subscription management window. Click on a server to select
|
|
it, and you will see the folders or newsgroups available to
|
|
you. You can then select individual folders and subscribe to
|
|
them, or remove yourself from the subscription list.
|
|
</para>
|
|
<para>
|
|
Once you have subscribed to a folder or newsgroup, your system
|
|
will check for new messages whenever you press the
|
|
<guibutton>Get Mail</guibutton> button.
|
|
</para>
|
|
</sect1>
|
|
-->
|
|
</chapter>
|