1306 lines
42 KiB
XML
1306 lines
42 KiB
XML
<chapter id="usage-mail-organize">
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<title>Organizing 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, Novell Evolution 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</title>
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<para>
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Evolution allows you to import old
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email and contacts so that you don't need to worry about losing
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your old information.
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</para>
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<sect2 id="importing-mail">
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<title>Importing Single Files</title>
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<para>
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Novell Evolution can import the
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following types of 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 address book 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, Evolution, and
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<application>Microsoft 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>LDAP Data Interchange Format (.LDIF):</term>
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<listitem>
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<para>
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A standard data format for contact cards.
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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 or null extension):</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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Novell 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 <guilabel>Forward</guilabel> 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 <guilabel>Import a single file</guilabel> and click <guilabel>Forward</guilabel>.
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</para>
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</listitem>
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<listitem>
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<para>
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Indicate the file that you wish to import into Evolution
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and click <guilabel>Forward.</guilabel>
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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 <guilabel>Import</guilabel>.
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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 Multiple Files</title>
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<para>
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Evolution automates the import process for several
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applications it can recognize.
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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 <guilabel>Forward</guilabel> 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 <guilabel>Import data and settings from older
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programs</guilabel> and click <guilabel>Forward</guilabel>.
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</para>
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</listitem>
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<listitem>
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<para>
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Evolution will search for old mail programs it
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recognizes and, if possible, import data from them.
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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 Novell
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Evolution cannot read or import. One migration method that
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works well is to use the
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<application>Outport</application> application (see <ulink
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url="http://outport.sourceforge.net">outport.sourceforge.net</ulink>
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for information) under Winodws. YOu can also import data
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into another Windows mail client such as Mozilla:
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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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Novell Evolution.
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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 Evolution import tool to import the files.
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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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Mozilla and Netscape users will need to choose
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<menuchoice><guimenu>File</guimenu><guimenuitem>Compact All
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Folders</guimenuitem></menuchoice> from within the
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Netscape or Mozilla mail tool. Otherwise,
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Novell Evolution 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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The message list normally has columns to indicate whether a
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message has been read, whether it has attachments, how important
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it is, and the sender, date, and subject. You can change their
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order and remove them by dragging and dropping them.
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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. Similarly,
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<guimenuitem>Sort Descending</guimenuitem> reverses the
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order, and <guilabel>Unsort</guilabel> removes sorting from
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this column, reverting to the order of messages as they were
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added to the folder.
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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>
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<listitem>
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<para>
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Remove 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.
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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><guimenuitem>Add a Column</guimenuitem>:</term>
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<listitem>
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<para>
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When you select this item, a dialog box appears, listing
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the possible columns. Drag the column you want into a
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space between existing column headers. A red arrow will
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show you where the column will be placed.
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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><guimenuitem>Best Fit</guimenuitem>:</term>
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<listitem>
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<para>
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Automatically adjusts the widths of the columns for the
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most efficient use of space.
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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><guimenuitem>Customize Current
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View</guimenuitem>:</term> <listitem><para> Choose this
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item to pick a more complex sort order for messages, or
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to choose which columns of information about your
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messages you wish to display.
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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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<sect2 id="usage-mail-organize-columns-followup">
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<title>Column Sorting with the Follow Up Feature</title>
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<para>
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One way to make sure you don't forget about a message is
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with the <guilabel>Follow Up</guilabel> feature. To use it,
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select one or more messages, and then right-click on one and select
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<guimenuitem>Follow Up</guimenuitem>. A dialog box will open
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and allow you to set the type of flag and the due date.
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</para>
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<para>
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The <guilabel>Flag</guilabel> itself is the action you
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want to remind yourself about. Several are provided for you, such as
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<guilabel>Call</guilabel>, <guilabel>Forward</guilabel>, and
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<guilabel>Reply</guilabel>, but you can enter your own note or
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action if you wish. You may set a deadline for the flag
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as well.
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</para>
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<para>
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Once you have added a flag, you can mark it as complete or
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remove it entirely by right-clicking on the message and
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selecting <guilabel>Flag Completed</guilabel> or <guilabel>Clear
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Flag</guilabel>.
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</para>
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<para>
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When you read a flagged message, its flag status will be
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displayed at the top, before the message headers. An
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overdue message might tell you <guilabel>Overdue: Call by
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April 07, 2003, 5:00 PM</guilabel>
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</para>
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<para>
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Flags can help you organize your work in a number of ways. For
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example, you might add a <interface>Flag Status</interface> column to your message
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list and sort that way. Alternately, you could create a vFolder
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that displays all your flagged messages, and clear the flags
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when you're done, so the vFolder contains only messages with
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upcoming deadlines.
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</para>
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<para>
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If you prefer a simpler way to remind yourself about messages, you can
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mark them as "Important" by right-clicking on them and selecting
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<guilabel>Mark Important</guilabel>.
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</para>
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</sect2>
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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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Novell Evolution, like most other mail systems, stores mail in
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folders. You start out with a
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few mail folders, such as <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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right clicking on the folder list and selecting
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<guimenuitem>New Folder</guimenuitem>.
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</para>
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<para>
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When you click <guilabel>OK</guilabel>, 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 <guilabel>Move</guilabel> 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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<warning id="imap-subfolders">
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<title>Subfolders in IMAP</title>
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<para>
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The INBOX folder on most IMAP servers cannot contain both
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subfolders and messages. When you create additional folders
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on your IMAP mail server, branch them from the root of the
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IMAP account's folder, tree, not from INBOX. If you create
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subfolders in your INBOX folder, you will lose the ability
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to read messages that exist in your INBOX until you move the
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folders out of the way.
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</para>
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</warning>
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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 Novell Evolution does it faster than most, thanks to its
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automatic search index.
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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>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>Subject does not contain:</guilabel></term>
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<listitem>
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<para>
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Finds messages that do not contain the search text in
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the subject.
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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>Sender contains:</guilabel></term>
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<listitem>
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<para>
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Finds messages whose From: header contains a match for your search text.
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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>Recipients contain:</guilabel></term>
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<listitem>
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<para>
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Finds messages with the search text in the To: and Cc:
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headers.
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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>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>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>Message contains:</guilabel></term>
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<listitem>
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<para>
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Searches the message body and all headers for the
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entered 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> or click the <guilabel>Find
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Now</guilabel> button. Evolution will show your search results
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in the message list.
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</para>
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<para>
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For more complex search rules, select
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<guilabel>Advanced</guilabel> from the
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<guilabel>Search</guilabel> menu. You may want to create a
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vFolder instead; see <xref
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linkend="usage-mail-organize-vfolders" /> for more detail.
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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 clicking the <guimenuitem>Clear</guimenuitem> button,
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or by entering a blank search.
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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-spam">
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<title>Stopping Junk Mail (Spam)</title>
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<para>
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Evolution can check for junk mail for you. When the software
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detects mail that appears to be junk mail, it will flag it and
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hide it from your view. Messages that are flagged as junk mail
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are displayed only in the <guilabel>Junk</guilabel> folder.
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</para>
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<para>
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The junk mail filter can "learn" which kinds of mail are
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legitimate and which are not if you train it. When you first
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start using junk mail blocking, check the
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<guilabel>Junk</guilabel> folder
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to be sure that legitimate mail doesn't get flagged as junk
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mail. If good mail, also known as "ham," is mis-flagged, remove
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it from the <guilabel>Junk</guilabel> folder by right-clicking
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on it and selecting <guilabel>Mark as Not Junk</guilabel>. If
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Evolution misses junk mail, right-click it and select
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<guilabel>Mark as Junk</guilabel>. When you correct it, the
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filter will be able to recognize similar messages in the future,
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and will become more accurate as time goes on.
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</para>
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<para>
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To change your junk mail filtering preferences, select <menuchoice><guimenu>Tools</guimenu> <guimenuitem>Settings</guimenuitem>
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</menuchoice> and click the <guilabel>Mail Preferences</guilabel>
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button. In the mail preferences tool, select the
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<guilabel>Junk</guilabel> tab. Here, you have several options:
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</para>
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<variablelist>
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<varlistentry>
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<term>Check incoming mail for junk</term>
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<listitem>
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<para>
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This option turns automatic junk mail filtering on or off.
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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>Include remote tests</term>
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<listitem>
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<para>
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This option uses tests that require a network connection,
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such as checking to see if a message is in a list of known
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junk messages, or if the sender or gateway are blacklisted by
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anti-spam organizations. Remote tests add to the amount of
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time it takes to check for junk mail, but increase accuracy.
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</para>
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</listitem>
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</varlistentry>
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|
<!-- This is apparently gone _____________________________
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<varlistentry>
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<term>Use Daemon</term>
|
|
<listitem>
|
|
<para>
|
|
If you select this option, Evolution will try to use the mail
|
|
filtering daemon <command>spamd</command> if it is available.
|
|
Using the daemon can improve filtering speed, but the daemon
|
|
must already be running. Starting a daemon normally requires
|
|
root privileges, but you may be able to use it as non-root,
|
|
depending on your OS and configuration.
|
|
</para>
|
|
<para>
|
|
You can can start spamd with the command
|
|
<command>/etc/init.d/spamd start</command>, or if you prefer,
|
|
have it started automatically by editing your system services
|
|
(for SUSE systems, this is the "Runlevel Editor" in
|
|
YAST). More traditional UNIX users, of course, know how
|
|
to put links to the initialization script in the
|
|
<command>/etc/rc5.d/</command> or <command>/etc/rc3.d</command>
|
|
directory.
|
|
</para>
|
|
</listitem>
|
|
</varlistentry>
|
|
__________________________ -->
|
|
|
|
|
|
</variablelist>
|
|
</sect1>
|
|
|
|
|
|
|
|
<sect1 id="usage-mail-organize-filters">
|
|
<title>Create Rules to Automatically Organize Mail</title>
|
|
<para>
|
|
Filters work very much like the mail room in a large company.
|
|
Their purpose is to bundle, sort, and distribute mail to the
|
|
various folders. In addition, you can have multiple filters
|
|
performing multiple actions that may effect the same message
|
|
in several ways. For example, your filters could put copies
|
|
of one message into multiple folders, or keep a copy and send
|
|
one to another person as well, and it can do that quickly. Of
|
|
course, it's also faster and more flexible than an actual
|
|
person with a pile of envelopes.
|
|
</para>
|
|
|
|
|
|
<tip id="easy-filter">
|
|
<title>Quick Filter Creation</title>
|
|
<para>
|
|
There is an easy shortcut for fast filter or vFolder
|
|
creation. Right-click on the message in the message
|
|
list, and select one of the items under the
|
|
<guimenuitem>Create Rule from Message</guimenuitem>
|
|
submenu. Creating a rule based on a message opens the filter
|
|
creation tool with some of the information about the
|
|
message already filled in for your convenience.
|
|
</para>
|
|
</tip>
|
|
|
|
<sect2 id="usage-mail-org-filters-new">
|
|
<title>Creating New Filter Rules</title>
|
|
<para>
|
|
To create a new filter rule:
|
|
<orderedlist numeration="arabic">
|
|
<listitem>
|
|
<para>
|
|
Select
|
|
<menuchoice>
|
|
<guimenu>Tools</guimenu>
|
|
<guimenuitem>Filters...</guimenuitem>
|
|
</menuchoice>.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Press the <guilabel>Add</guilabel> button.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Name your filter in the <guilabel>Rule name</guilabel> field.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Define the criteria for the filter in the
|
|
<guilabel>If</guilabel> section. For each filter
|
|
criterion, you must first select which of the following
|
|
parts of the message you want the filter to examine:
|
|
|
|
<itemizedlist>
|
|
<listitem><para>
|
|
Sender - The sender's address.
|
|
</para></listitem>
|
|
|
|
|
|
<listitem><para>
|
|
Recipients - The recipients of the message.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Subject - The subject line of the message.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Specific Header - The filter can look at any header you
|
|
want, even obscure or custom ones. Enter the header name
|
|
in the first text box, and put your search text in the
|
|
second one.
|
|
|
|
|
|
<note id="multiple-repeated-headers">
|
|
<title>Repeated Headers</title>
|
|
<para>
|
|
If a message uses a header more than once, Evolution will
|
|
pay attention only to the first instance, even if the
|
|
message defines the header differently the second
|
|
time. For example, if a message declares the Resent-From:
|
|
header as "engineering@rupertcorp.com" and then restates
|
|
it as "marketing@rupertcorp.com," Evolution will filter as
|
|
though the second declaration had not occurred. To filter
|
|
on messages that use headers multiple times, use a regular
|
|
expression.
|
|
</para>
|
|
</note>
|
|
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Message Body - Search in the actual text of the message.
|
|
</para></listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Expression - For programmers only: match a message according to an
|
|
expression you write in the Scheme language, used to
|
|
define filters in Novell Evolution.
|
|
</para>
|
|
|
|
<para>
|
|
</para>
|
|
</listitem>
|
|
|
|
|
|
|
|
<listitem><para> Date sent - Filter messages according to the date on
|
|
which they were sent: First, choose the conditions you
|
|
want a message to meet:<guilabel>before</guilabel>
|
|
a given time, <guilabel>after</guilabel> it, and so forth.
|
|
Then, choose the time. The filter will compare the
|
|
message's time-stamp to the system clock when the filter
|
|
is run, or to a specific time and date you choose from a
|
|
calendar. You can even have it look for messages within a
|
|
range of time relative to the filter, such as two to four
|
|
days ago.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Date Received - This works the same way as the <guilabel>Date Sent</guilabel>
|
|
option, except that it compares the time you got the message
|
|
with the dates you specify.
|
|
</para></listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Label - Messages may have labels of
|
|
<guilabel>Important</guilabel>,
|
|
<guilabel>Work</guilabel>,
|
|
<guilabel>Personal</guilabel>, <guilabel>To
|
|
Do</guilabel>, or <guilabel>Later</guilabel>. You
|
|
can set these labels with other filters or by hand.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem><para>
|
|
Score - Set the message score to any whole number greater than
|
|
0. You can have one filter set or change a message
|
|
score, and then set up another filter to move the
|
|
messages you have scored. A message score is not based
|
|
on anything in particular: it is simply a number you
|
|
can assign to messages so other filters can process them.
|
|
</para></listitem>
|
|
|
|
|
|
|
|
<listitem>
|
|
<para>
|
|
Size (kB) - Sorts based on the size of the message in kilobytes.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Status - Filters according to the status of a
|
|
message. Status may be <guilabel>Replied
|
|
To</guilabel>, <guilabel>Draft</guilabel>,
|
|
<guilabel>Important</guilabel>,
|
|
<guilabel>Read</guilabel>, or
|
|
<guilabel>Junk</guilabel>.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Flagged - Check whether the message is flagged for follow-up.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Attachments - Create a filter based on whether you
|
|
have an attachment in the email.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Mailing List - Filter based on the mailing list
|
|
the message came from. This filter may miss
|
|
messages from some list servers, because Filtering
|
|
it checks for the
|
|
<computeroutput>X-BeenThere</computeroutput>
|
|
header, used to identify mailing lists or other
|
|
redistributors of mail. Mail from list servers
|
|
which do not set
|
|
<computeroutput>X-BeenThere</computeroutput>
|
|
properly will not be caught by these filters.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Regex Match: If you know your way around a
|
|
<link
|
|
linkend="regular-expression">regex</link>, or
|
|
regular expression, put your knowledge to use
|
|
here. This allows you to search for complex
|
|
patterns of letters, so that you can find, for
|
|
example, all words that start with a and ends with
|
|
m, and are between six and fifteen letters long,
|
|
or all messages that declare a particular header
|
|
twice. For information about how to use regular
|
|
expressions, check the manual page for the
|
|
<command>grep</command> command.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Source Account - Filter messages according the
|
|
server you got them from. This is most useful if
|
|
you use multiple POP mail accounts.
|
|
</para>
|
|
</listitem>
|
|
|
|
|
|
<listitem>
|
|
<para>
|
|
Pipe to Program - Evolution can use
|
|
an external command to process a message, then
|
|
process it based on the return value. Commands
|
|
used in this way must return an integer. This is
|
|
most commonly used to add an external junk mail
|
|
filter.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Junk Test - Filter based on the results of the
|
|
junk mail test.
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Select the criterion for the condition. If you want multiple
|
|
criteria for this filter, press <guilabel>Add
|
|
criterion</guilabel> 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 - Move the message into a folder you specify. Click the
|
|
<guilabel><click here to select a folder></guilabel> button
|
|
to select the destination folder.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Copy to Folder - Put a copy of the message into a folder you specify. Click the
|
|
<guilabel><click here to select a folder></guilabel> button
|
|
to select the destination folder.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Delete - Marks the message for deletion. The
|
|
message can be undeleted until you manually
|
|
<guimenuitem>Expunge</guimenuitem> or <guimenuitem>Empty Trash</guimenuitem>.
|
|
</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 - Mark the message with a color of your choice.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Assign Score - Assign the message a numeric score.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Adjust Score - Change the numeric score by the amount you set here.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Set Status - Set the status of the message. Status may be <guilabel>Replied
|
|
To</guilabel>, <guilabel>Draft</guilabel>,
|
|
<guilabel>Important</guilabel>,
|
|
<guilabel>Read</guilabel>, or
|
|
<guilabel>Junk</guilabel>.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Unset Status - If the message has a status value,
|
|
unset it. If a status value is not set, do
|
|
nothing.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Beep - Make the system beep.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Play Sound - Select a sound file, and Evolution will play it.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Run Program - Evolution will run an application.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Pipe to Program - Send the message to a program of your choice. No return value
|
|
is expected. This feature can be used to create automatic web postings
|
|
from email messages or to perform additional message
|
|
post-processing not supported by Evolution.
|
|
</para></listitem>
|
|
|
|
</itemizedlist>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Add Action - If you want to add multiple actions for this filter, press
|
|
<guilabel>Add action</guilabel> and repeat the previous step.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>OK</guilabel> in the <guilabel>Add a Rule</guilabel> dialog.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>OK</guilabel> in the <guilabel>Filters</guilabel>
|
|
window.
|
|
</para>
|
|
</listitem>
|
|
|
|
</orderedlist>
|
|
</para>
|
|
|
|
<note id="when-filters-go-wrong">
|
|
<title>When Are Filters Applied?</title>
|
|
<para>
|
|
For POP mail, filters are applied as messages are
|
|
downloaded. For IMAP mail, filters are applied to new
|
|
messages when you enter the INBOX folder. On Exchange
|
|
servers, filters are not applied until you enter
|
|
your INBOX folder and select
|
|
<menuchoice><guimenu>Actions</guimenu><guimenuitem>Apply
|
|
Filters</guimenuitem></menuchoice> or press
|
|
<keycombo><keycap>Ctrl</keycap><keycap>Y</keycap></keycombo>.
|
|
To force your filters to act on all messages in the folder,
|
|
select the entire folder
|
|
(<keycombo><keycap>Ctrl</keycap><keycap>A</keycap></keycombo>)
|
|
and then apply the filters
|
|
(<keycombo><keycap>Ctrl</keycap><keycap>Y</keycap></keycombo>.)
|
|
</para>
|
|
</note>
|
|
|
|
|
|
<figure id="usage-mail-filter-fig-createrule">
|
|
<title>Creating a Mail Filter</title>
|
|
<screenshot>
|
|
<screeninfo>Creating a Mail Filter</screeninfo>
|
|
<mediaobject>
|
|
<imageobject>
|
|
<imagedata fileref="figures/filter-new-fig" format="PNG"
|
|
srccredit="Aaron Weber"/>
|
|
</imageobject>
|
|
</mediaobject>
|
|
</screenshot>
|
|
</figure>
|
|
|
|
<para>
|
|
If you have several filters that match a single message,
|
|
they will all be applied to the message in order, unless
|
|
one of the filters has the action <guilabel>Stop
|
|
Processing</guilabel>. If you use that action in a
|
|
filter, the messages that it affects will not be touched
|
|
by other filters.
|
|
</para>
|
|
<para>
|
|
When you first open the filters dialog, you are shown the
|
|
list of filters sorted in the order in which they will be
|
|
applied. You can move them up and down in the priority list
|
|
by clicking the <guilabel>Up</guilabel> and
|
|
<guilabel>Down</guilabel> buttons.
|
|
</para>
|
|
</sect2>
|
|
|
|
<sect2 id="filters-edit">
|
|
<title>Editing Filters</title>
|
|
<para>
|
|
To edit a filter:
|
|
<orderedlist numeration="arabic">
|
|
<listitem>
|
|
<para>
|
|
Select
|
|
<menuchoice>
|
|
<guimenu>Tools</guimenu>
|
|
<guimenuitem>Filters</guimenuitem>
|
|
</menuchoice>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Select the filter in the <guilabel>Filter Rules</guilabel> section
|
|
and press <guilabel>Edit</guilabel>.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Change the desired settings.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>OK</guilabel> in the <guilabel>Add a Rule</guilabel> dialog.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>OK</guilabel> in the <guilabel>Filters</guilabel>
|
|
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>
|
|
<guimenuitem>Filters</guimenuitem>
|
|
</menuchoice>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Select the filter and press <guilabel>Remove</guilabel>.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>OK</guilabel> in the filter manager
|
|
window.
|
|
</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
|
|
Novell Evolution. 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, Evolution will automatically adjust the vFolder
|
|
contents. When you delete a message, it gets erased from the
|
|
folder in which it actually exists, as well as any vFolders
|
|
that 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>
|
|
The Unmatched vFolder is the opposite of the others: it
|
|
displays whatever messages do not appear in other vFolders.
|
|
</para>
|
|
<para>
|
|
If you use remote email storage like IMAP or Microsoft
|
|
Exchange, and have created vFolders to search through them,
|
|
the Unmatched vFolder will follow your lead, and search the
|
|
remote folders as well. If you do not create any vFolders that
|
|
search in remote mail stores, the Unmatched vFolder will not
|
|
search in them either.
|
|
</para>
|
|
</note>
|
|
|
|
|
|
<example id="usage-mail-organize-vfolders-ex">
|
|
<title>Using Folders, Searches, and vFolders</title>
|
|
<para>
|
|
To organize his mailbox, Jim sets up a virtual folder for emails from
|
|
his friend and co-worker Anna. He has another one for messages that
|
|
have novell.com in the address and Novell Evolution in the subject line, so he
|
|
can keep a record of what people from work send him about
|
|
Evolution. If Anna sends him a message about
|
|
anything other than Novell Evolution, it only shows up in the "Anna" folder.
|
|
When Anna sends him mail about the user interface for
|
|
Evolution, he can see that message both in
|
|
the "Anna" vFolder and in the "Internal Evolution Discussion"
|
|
vFolder.
|
|
</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>Virtual Folder Editor</guimenuitem>
|
|
</menuchoice>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>Add</guilabel>.
|
|
</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. The criteria are
|
|
similar to those for filters:
|
|
|
|
<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>
|
|
<para>
|
|
<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>
|
|
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 Scheme.
|
|
</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 also have it look for messages within a
|
|
range of time relative to the filter.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Date Received - This works the same way as the <guilabel>Date Sent</guilabel>
|
|
option, except that it compares the time you got the message
|
|
with the dates you specify.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Label - This works the same way as the <guilabel>Score</guilabel>
|
|
option, although it allows you to select from various labels applied to the message,
|
|
such as <guilabel>Important, Personal, To Do,
|
|
Work</guilabel> or <guilabel>Later</guilabel>.
|
|
</para></listitem>
|
|
|
|
<listitem><para>
|
|
Score - a numeric score that you can assign to
|
|
messages using filters
|
|
</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
|
|
'Draft'.
|
|
</para>
|
|
</listitem>
|
|
|
|
<listitem>
|
|
<para>
|
|
Follow Up - Checks whether you have flagged the message for follow up.
|
|
</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>
|
|
</itemizedlist>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Select the folders in which this vFolder will search. Your options are:
|
|
<itemizedlist>
|
|
<listitem>
|
|
<para>
|
|
Specific folders only - Use individual folders for the vFolder to
|
|
use as its sources.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
With all local folders
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
With all active remote folders - Remote folders
|
|
are considered active if you are connected to the
|
|
server; you must be connected to your mail server
|
|
for the vFolder to include any messages from that
|
|
source.
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
With all local and active remote folders
|
|
</para>
|
|
</listitem>
|
|
</itemizedlist>
|
|
</para>
|
|
</listitem>
|
|
<listitem>
|
|
<para>
|
|
Click <guilabel>OK</guilabel> in the vFolder editing tool and in the vFolder list dialog boxes.
|
|
</para>
|
|
</listitem>
|
|
|
|
</orderedlist>
|
|
</para>
|
|
</sect2>
|
|
</sect1>
|
|
</chapter>
|