Getting Started with Mozilla Mail & Newsgroups
Using the Mail Account Setup Wizard
The very first time you launch Mail & Newsgroups, if you have not already
set up an account, Mail & Newsgroups displays the Account Wizard so
you can create an account. Later, you can add additional mail and newsgroup accounts
from the File menu of the Mail window by choosing New, then Account.
The Wizard asks you to provide required information, such as your user
name and email address. If you do not know a setting, you can exit the
Wizard and ask your Internet service provider (ISP) or help desk.
Setting Up Mail Accounts with an ISP or Email Provider
To set up a mail account with an ISP or email provider, you'll need to
provide:
- your user name
- your email address
- the incoming and outgoing mail server names
- the incoming server type (IMAP or POP)
To set up a newsgroup account, you'll need to provide:
- your name
- your email address
- newsgroup server name
- account name
To set up a new mail or newsgroup account, begin from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Click Add Account to start the Account wizard.
- Choose the type of account you want to set up, and click Next. The
information the wizard asks you to provide depends on the type of account
you are setting up. The rest of the steps in this section assume you
are setting up an account with an ISP or email provider.
- In the Identity section, enter your name (as you would like it to
appear in the "From" field of messages you send) and email address, and
click Next.
- In the Server Information section, select the type of incoming mail
server (IMAP or POP). Enter the incoming
server name and the outgoing (SMTP) server name (this is the name of
the mail server that sends your messages, and is also known as your SMTP
host). Then click Next.
Note: Only one outgoing mail server (SMTP) needs to be specified,
even if you have several mail accounts. The name of your SMTP host may
not have been reported to you in your ISP information or by your system
administrator. Your SMTP host may be the same as your POP or IMAP host.
If in doubt, contact your ISP or system administrator.
- In the User Name section, enter your user name and click Next.
- In the Account Name section, assign a name for this account (for
example, "Work" or "Family"), and click Next.
- Verify that the information you entered is correct. If necessary,
verify the information you entered with your ISP or system administrator.
- Click Finish to set up your account.
You are now ready to retrieve messages from your
account.
You can add additional mail and newsgroup accounts
from the File menu of the Mail window by choosing New, then Account.
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Setting Up Additional Mail and News Accounts
You use the Account Settings dialogue box to add a new account or to change
information for an existing account, including:
- mail and newsgroup server settings (for example, message deletion
and download preferences)
- storage settings for message copies and folders
- your reply-to address, organisation name, and signature
To add a new account or change settings for an existing account, begin
from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- To set up a new mail or news account using the Account Wizard,
click Add Account. Be sure to type the account exactly as it is given
to you. Click Next or Back to move through the screens. To cancel
your account creation, click Cancel.
- To specify an account as your default account, select it and then
click the Set as Default button. Your changes will take affect the
next time you start Mail & Newsgroups. After you restart, your
default account appears as the first account in your list of accounts
in the Mail window.
The default account is the one that you want to log into when
you first start Mail & Newsgroups. Also, Mozilla Mail & Newsgroups
automatically checks the default account for new messages when you
first start Mail & Newsgroups. (For POP accounts, Mail & Newsgroups
doesn't download the new messages until you click Get Msgs on the
Mail toolbar.)
- To remove an account and its settings, click the Remove Account
button.
- To modify information for the outgoing mail server, click the
Outgoing Server (SMTP) item. See Mail & Newsgroups Account Settings
- Outgoing Server (SMTP) for more information.
- Click OK to save your changes.
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Changing the Settings for an Account
To view or change information for an existing mail or newsgroup account,
begin from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Click the account name in the left-hand side of the Account Settings
dialogue box. You see information about the account, such as your email
address and signature file, in the right side of the dialogue box.
- Click the Server Settings category (beneath the name of your account).
You see the Server Settings section, where you can edit mail or newsgroup
server settings. The settings available depend on the type of server
(IMAP, POP, or newsgroup server). For more information, see Mail & Newsgroups Account Settings - Server Settings.
Important: If you need to change the server type (for example,
from POP to IMAP) you must first remove the existing account. Next, you must
quit Mozilla and restart it. You can then reopen the Mail & Newsgroups
Account Settings dialogue box and recreate the account with the new server
type by clicking Add Account.
- Click the Copies & Folders category. You see the Copies &
Folders section, where you can specify whether to send automatic (blind
carbon copies) messages and where you want to store copies of outgoing
messages, message drafts, and message templates. For more information,
see Mail & Newsgroups Account Settings
- Copies & Folders.
- Click the Addressing category. You see the Addressing section, where
you can choose addressing settings for this account that override the
global directory server settings specified for all address books in the
Preferences dialogue box. For more information, see Mail & Newsgroups Account Settings - Addressing.
- Click the Offline & Disk Space category (IMAP and News accounts
only). You see the Offline & Disk Space section, where you can specify
settings that apply when you are working offline (disconnected from the
Internet) or that save download time and conserve disk space. For more information,
see Offline and Disk Space Settings (IMAP) or
Offline and Disk Space Settings (News).
- Click the Disk Space category (POP accounts only). You see the Disk
Space section, where you can prevent messages larger than a specified
size from being downloaded to your hard disk. For more information, see
Disk Space Settings (POP).
- Click the Security category. You see the Security section, where you
can configure your mail account for signing and encrypting mail messages
that you send. Digital Signing settings enable you to identify yourself to
others in mail messages that you send. Encryption settings let you ensure
that your mail messages remain private while they are in transit. For more
information, see Mail & Newsgroups Account
Settings - Security.
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Reading Messages
Getting New Messages
When you start Mail & Newsgroups, if your default account is an IMAP
account, Mail & Newsgroups automatically gets new messages and displays
them in the Inbox (the primary message folder). For a POP account, you
must click Get Msgs to retrieve your messages. By default, when you retrieve
messages from your POP account, the messages are deleted from the POP server.
You can change your POP server settings to store
a copy of messages on the server in addition to downloading them to your computer.
You can also set up Mail & Newsgroups to get new messages at startup
and to check for new messages at timed intervals.
The Mail & Newsgroups icon on the status bar displays a green arrow
to notify you when new messages have arrived.
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New mail notification |
To set up Mail & Newsgroups to automatically check for new messages,
begin from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- If you have multiple accounts, select an account and click the Server
Settings category for that account.
- Select from the following options:
- In the Server Settings section, select "Check for new mail at
startup" if you want Mail & Newsgroups to check this account
automatically for new messages whenever you start Mail & Newsgroups.
For POP accounts, Mail & Newsgroups doesn't download new messages
until you click Get Msgs or unless you choose "Automatically download
any new messages".
- Select "Check for new messages every ___ minutes" and then specify
the number of minutes between mail checks. If you do not select this
setting, you can check for new messages at any time by clicking Get
Msgs in the Mail window.
- Click OK. Your settings take affect the next time you start Mozilla
Mail & Newsgroups.
You can always retrieve messages manually at any time. To get new messages
for the selected account or newsgroup, do one of the following:
- Click Get Msgs on the Mail toolbar.
- Open the File menu (in the Mail window) and choose Get New Messages.
To get new messages for all your mail accounts, begin from the Mail window:
- Click the triangle on the Get Msgs button in the Mail toolbar.
- Choose Get All New Messages. Mozilla Mail & Newsgroups retrieves
new messages for all your mail accounts. If you are not currently logged
into one of your mail accounts, Mail & Newsgroups first prompts you
to enter your user name and password before retrieving new messages for
that account. (If you have already stored your user name and password
using the Password Manager, Mail & Newsgroups doesn't prompt you
for this information.)
Note: You can also open the File menu (in the Mail window)
and choose "Get New Messages for".
To get new messages for a specific mail account, begin from the Mail window:
- Click the triangle on the Get Msgs button on the Mail toolbar.
- Choose the account for which you want to retrieve mail.
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Mail & Newsgroups icon |
Note: Mail & Newsgroups prompts you for your password the first
time you retrieve messages for an account. You can choose to have Mail &
Newsgroups store your password in the Password Manager at that time.
Password Manager can save all your user names and passwords on your own
computer in a file that's difficult, but not impossible, for an intruder
to read.
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Choosing How You View the Mail Window
You can customise the layout of the Mail window (the window you see when
you choose Mail & Newsgroups from the Tasks menu):
- Open the View menu and choose Toolbars to show or hide the Mail
toolbar or the status bar.
- Open the View menu and uncheck My Sidebar to hide My Sidebar.
- Expand and collapse any pane to switch between a three-pane or two-pane
view. Choose a default view in the Mail
and Newsgroup Preferences panel. If you change the default view, you
must exit Mail & Newsgroups and then restart to have your change
take effect.
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Sorting and Threading Messages
To sort messages by categories such as subject, sender, date, or priority,
begin from the Mail window:
- Click the appropriate column heading in the message list window.
Or, open the View menu, choose Sort, and then select the column you want
to sort by.
To reorder column headings, begin from the Mail window:
- Click and drag a column heading to the left or right to reposition
the column.
To group messages by threading (subject), so each message is grouped with
all its responses:
- Click the thread button to the left of the Subject, Sender, and
Date column headings.
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Thread button |
Tip: To help you identify unread messages in a collapsed
thread where you've read the parent message, Mozilla Mail & Newsgroups
underlines the parent message.
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Saving and Printing Messages
To save a mail message as a plain-text or HTML file:
- In the Mail window, select the message.
- Open the File menu and choose Save As, and then choose File.
- Choose a file name and location and click Save.
To print a selected message:
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Sending Messages
Composing Mail and Newsgroup Messages
You can address, compose, reply to, or send a new message by doing one
of the following:
- In any Mozilla window, open the File menu and choose New, then
Message.
- Click Compose on the Mail toolbar.
- While displaying a message, click Reply, Forward, or Reply All on
the Mail toolbar.
- From the Address Book window, select an address and click Compose
on the Address Book.
Tip: Use the Mail & Newsgroups Account Settings command on
the Edit menu to specify the HTML text editor for composing messages.
In the Account Settings dialogue box, select the account, and check "Compose
messages in HTML format" to use the HTML text editor for all messages.
If you want to use the plain-text editor occasionally, you can hold down
the Shift key while clicking the Compose or the Reply button to use the
plain-text editor on an as-needed basis.
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Using the Message Composition Window
Use the Compose window to address, compose, and send mail and newsgroup
messages. First specify whether you want to compose messages in plain text
or HTML in the Account Settings
Preferences panel (Open the Edit menu and choose Mail & Newsgroups
Account Settings).
To view the Compose window, click on the Compose button on the Mail toolbar.
The Compose window contains the following:
If you've chosen to compose messages using the HTML editor, you see an
additional toolbar with text formatting buttons similar to those in Mozilla
Composer.
For help using the HTML editor, see the Composer
online help.
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Addressing a Message
To address a mail message:
- Type the name in the address field.
If you have address autocompletion enabled (it's
enabled by default), simply type the first few letters of the recipient's
name and wait for Mail & Newsgroups to complete the address. (Or
you can type part of the name and immediately press Enter to have Mail
& Newsgroups try to complete the address.)
- If multiple addresses are found, select an address and press Enter.
Note: Use a comma to separate multiple addresses on the same line.
Do not use a comma to separate first or last names. (example: emailaddress1@netscape.com,
emailaddress2@netscape.com, emailaddress3@netscape.com)
- If you want this message to be sent from a different
account, click the "From" field to select the account you want.
- If necessary, click "To" to choose a different recipient type:
- To: For primary recipients of your message.
- Cc: For secondary recipients (carbon copy).
- Bcc: For secondary recipients not identified to the other
recipients, including those in the cc list (blind carbon copy).
- Reply-To: For recipients to reply to a different email address
other than the one the message is sent from.
- Newsgroup: For posting to a newsgroup.
- Followup-To: For redirecting a newsgroup posting, so that
subsequent replies go directly to the redirected newsgroup instead
of the original newsgroup.
Tip: You can quickly address a message by right-clicking the email
address contained in a message you're reading, and then selecting Send
Mail To from the pop-up menu.
Changing the Account From Which a Message is Sent
If you have multiple mail accounts, the account listed in the From field
is based on the account (or server) you selected when you choose to
create a new message. However, Mozilla Mail & Newsgroups also allows you
to change the account a message is sent from while you're composing a
message. Click the From field to view a list of your accounts and then
select the account you want. A copy of the message is saved in the Sent
folder of the account where you sent the message.
About Address Autocompletion
Address autocompletion allows you to address mail easily from the Compose
window without having to search for names or type complete names. Mail
& Newsgroups automatically checks your address books and an LDAP directory
server (if available) and completes the name if it finds a unique match.
It also prevents mistakes by showing all possible choices with additional
information if it finds multiple matches. Address autocompletion is enabled
by default.
If you don't want to use an address that Mail & Newsgroups provides,
simply press Backspace or Delete to erase the address and then enter an
alternate address.
To disable address autocompletion:
- Open the Edit menu and choose Preferences.
- Under the Mail & Newsgroups category, click Addressing. (If no
options are visible in this category, double-click the category to expand
the list).
- In the Address Autocompletion section, deselect "Local Address
Books" and "Directory Server."
- Click OK.
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Selecting Message Sending Options
While you're composing a message, you can select these additional message
sending options from the Options menu:
- Select Addresses: The Select Addresses option lets you choose
the recipient's email address from your Address Books. Select an address
and then click To:, Cc:, or Bcc: to address your message.
- Check Spelling: Checks the spelling of the message text. You
can also click Spell.
- Rewrap: If you are composing a message using the plain-text
editor, you can use the Rewrap command to rewrap long lines of quoted
text to fit the Compose window. This command rewraps selected quoted
text to the window width, or rewraps all quoted text if no text is selected.
This command is primarily useful when you are replying to a message where
the original message is quoted in your reply, and the original message
contains long lines.
You use the Mail & Newsgroups Account Settings command on the Edit
menu to specify that you want to use the plain-text editor for composing
messages. In the Account Settings dialogue box, select the account, and
uncheck "Compose messages in HTML format" to use the plain-text editor
for all messages. If you only want to use the plain-text editor occasionally,
you can hold down the Shift key while clicking the Compose or the Reply
button to use the plain-text editor on an as-needed basis.
- Format: Send the message as plain text, or HTML (formatted),
or both. If you choose "Auto-Detect," Mail & Newsgroups asks you
for the format to use if it's unknown whether the recipient's mail program
can display an HTML message. The format you choose here overrides the
send format you specified using the Preferences command on the Edit menu.
- Priority: Choose a priority to indicate whether the message
has lowest, low, normal, high, or highest priority.
- Copy Message To: Choose this if you want to file an additional
copy of the sent message in a different folder than your default Sent
folder. Then select the folder you want.
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Replying to a Message
To reply to a mail message:
- Select the message.
- Click Reply to respond to the sender alone.
- Click Reply All to respond to all addressees in the message.
To include the original message each time you reply to any message:
- Open the Edit menu and choose Preferences.
- Under the Mail & Newsgroups category, click Message Composition.
- Select "Automatically quote the original message when replying."
- Click OK.
[ Return to beginning of section ]
Forwarding a Message
When you forward a message, you can specify how to place new text relative
to the original text: inline (in the body of the message;
this is the default), or as an attachment.
To forward a message:
- Select the message and click Forward.
- Type the name or email address of the recipient.
- Click Send.
To set the default for forwarding messages:
- Open the Edit menu and choose Preferences.
- Under the Mail & Newsgroups category, click Message Composition. (If necessary,
double-click the Mail & Newsgroups category to expand the list.)
- Click OK.
[ Return to beginning of section ]
Saving and Editing a Message Draft
To save a mail message as a draft so you can complete it later:
To edit or send a message draft:
- From the Mail & Newsgroups window, click the Drafts folder
for the account where you created the message draft.
- Click the message that you want to edit.
- In the top-right corner of the message, click the Edit Draft button.
(Alternatively, from the Edit menu, choose Edit Draft.)
- Edit the message as necessary.
- Click Send to send the message or click Save to save the message
so you can complete it later.
Tip: You can also double-click the message to open it for editing.
This is especially useful if the message pane is closed.
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Creating and Using Templates
Templates are useful for formatting messages that you send regularly, such
as weekly status reports. You can save a message as a template from any
window in which it is displayed, including from within a Mail compose window.
To save a message as a template:
- While displaying a message: open the File menu, choose Save As,
then Template. The template file is stored in the Templates folder.
To edit or use a template file:
- In the Mail window, select the Templates folder for the account
where you created the message template.
- Double-click the message you want to edit.
- Edit the message, then save it or send it.
[ Return to beginning of section ]
Creating HTML Mail Messages
Using HTML in Your Messages
HTML messages can include formatted text, links, images, and tables—just
like a web page. However, some recipients may not be able to receive HTML
messages. Mozilla Mail & Newsgroups allows you to compose mail and
newsgroup messages using either the HTML (rich-text) formatting editor
or the plain-text editor for each mail account you have. In addition, you
can choose whether your addressees should receive HTML or plain-text messages
by default, and how Mail & Newsgroups should handle messages when
it's not known if an addressee can receive HTML formatted mail.
To specify whether to use the HTML editor as the default for composing
messages, begin from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the mail or newsgroup account you want to use.
- Select "Compose messages in HTML format." You see the Formatting
toolbar in the Compose window. Leave this box unchecked to use the plain-text
editor for this account.
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Choosing HTML Mail Sending Options
You can choose the default method Mail & Newsgroups uses to handle
sending HTML messages when it's not known whether the recipient's mail
program can display formatted messages.
To choose HTML sending options for mail messages, begin from the Mail window:
- Open the Edit menu and choose Preferences. (If no options are
visible in this category, double-click the category to expand the list.)
- Under the Mail & Newsgroups category, click Send Format.
Note: This preference applies only to mail messages, not to
newsgroup messages.
- Select the option you want and then click OK.
If while composing a message you realise that one or more recipients may
not be able to receive HTML-formatted mail, you can easily convert the
message to a different format when you click Send:
- In the Compose window, open the Options menu and choose Format.
- Select the format you want to use for sending the message:
- Auto Detect: Mail & Newsgroups chooses the
appropriate format.
- Plain Text Only: May lose formatting such as
bold text.
- Rich Text (HTML) Only: Some mail programs may
have trouble displaying the message.
- Plain and Rich (HTML) Text: This uses more disk
space.
- When you've finished composing the message, click Send.
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Specifying Recipients for HTML Messages
You can save time by indicating whether individuals in your address books
prefer to receive either HTML messages or plain text messages.
- Open the Tasks menu and choose Address Book.
- Select the address book on the left and then select the individual's
card on the right.
- Click Properties to display the "Card for" dialogue box.
- In the Name tab, use the "Prefers to receive messages formatted
as" drop-down list to select HTML if you know this recipient can read
HTML-formatted messages (such as messages that include links, images,
or tables). If this recipient can only read messages sent as plain text
(no formatting), then choose Plain Text. If you don't know or are not
sure, choose Unknown. If you choose Unknown, Mozilla Mail & Newsgroups
determines the sending format based on the Send Format settings for
Mail & Newsgroups in the Preferences dialogue box. If Mail & Newsgroups
still can't determine the correct format, it will prompt you to choose
a sending format when you send the message.
- Click OK.
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Viewing the Message Source for HTML Messages
You can quickly view the HTML and other code that generates an HTML message
you've received:
- Open the message.
- Open the View menu and choose Message Source.
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Using the HTML Mail Question Dialogue Box
The HTML Mail Question dialogue box appears when you try to send a message
to someone who does not want to receive HTML messages or when Mail &
Newsgroups cannot determine whether your recipient can display HTML messages.
If you are in doubt, send a plain-text message.
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Using Attachments
Attaching a File or Web Page
To attach a file to an outgoing mail message:
- In the Compose window, click Attach or open the File menu and
choose Attach File. You see the "Enter file to attach" dialogue box.
Tip: You can also click inside the Attachments area to attach
a file.
- Type the name of the file you want to attach, or select a file from
your hard drive that you want to attach.
- Click Open. The file name appears in the Attachments area.
Tip: You can also drag and drop one or more files from your desktop
into the Attachments area in the Compose window.
To attach a web page to an outgoing mail message:
- In the Compose window, open the File menu and choose Attach Web
Page.
- In the dialogue box, enter the URL of the page and then click OK.
The web page URL appears in the Attachments area.
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Viewing and Opening Attachments
If you receive a mail attachment that consists of a file type that Mozilla
can display (such as graphic files and HTML files), you see the attachment
displayed inline (in the body of the message). For other file types,
Mail & Newsgroups lets you open the attachment using another application,
or you can save the attachment on your hard disk.
To open the attachment, make sure you have a program on your computer that
can open files of the same type as the attachment's file format. For example,
if you want to open a GIF file, make sure you have a program on your computer
that can open GIF files.
To open an attachment:
- Double-click the attachment you want (if there is more than one).
- In the Downloading dialogue box, choose what you want Mozilla to do
with the attachment:
- If Mozilla finds an application on your hard disk that can open the
attachment, you can open the attachment using that application. Click "Choose"
to use a different application to open the attachment.
- If Mozilla can't find an application on your hard disk that can open
the attachment, you can save the attachment. You won't be able to open the
attachment, but at least you can save it on your hard disk until you can
install an application that can open it.
- Click "Advanced" to add a new file type to the list of helper applications.
Mozilla uses helper applications to determine how different file types are
opened by other applications from within Mozilla.
- Click OK.
Note: If you are viewing your mail using an IMAP mail server, all
attachments remain on the server.
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Saving Attachments
To save an attachment:
- In the right side of the message envelope, select the attachment
that you want to save.
- Right-click (Control + Click on Mac) the attachment and choose Save
As from the pop-up menu.
- Choose a file name and location for the attachment on your hard disk
and then click OK. Mail & Newsgroups downloads the attachment and
saves it to the specified location.
Tip: To save all attachments, right-click the first one in the attachment
list, and choose Save All. You can then specify the location where you
want all the attachments to be saved.
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Deleting Messages
How you delete messages depends on your mail server type: IMAP or POP.
Deleted POP messages are automatically moved to the Deleted folder. IMAP
users can set different options for deleting messages.
To delete IMAP messages from your Inbox or other folders, begin from the
Mail window:
- In the message list, select the messages and click Delete. By default,
Mail & Newsgroups moves the selected messages to the Deleted folder.
- To delete messages permanently, open the File menu and choose Empty
Deleted.
To set deletion preferences for IMAP messages:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Locate the IMAP account you want, and then click the Server Settings
category under the account name.
- Select the options you want for deleting
messages and click OK.
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Moving Messages To and From the Deleted folder
If you use a POP server to deliver your mail, or if you set up IMAP to
use the Deleted folder, follow these steps to delete messages from your
Inbox or other folders:
- In the message list, select the messages you want to delete.
- Click Delete. Mail & Newsgroups moves the messages to the Deleted
folder.
To recover messages from the Deleted folder:
- Click the Deleted folder.
- Select the messages you want to recover, and drag them to another
folder.
To delete messages permanently:
- Open the File menu and choose Empty Deleted.
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Using Address Books
About Address Books
Address books store email addresses and contact information for people
you typically send mail to, such as colleagues, friends, and family. Mozilla
Mail & Newsgroups provides you with two address books: the Personal
Address Book and the Collected Addresses Book—and you can create additional
address books as well. The contents of these address books are stored locally
on your hard disk. Your address book may also list email addresses from
an LDAP directory, which is located on an LDAP directory server. The directory
server stores email addresses of people that are not included in your
locally-stored address books.
Personal Address Book
Use the Personal Address Book to add specific names of your choice, or
to import address books from other mail programs and previous versions
of Mozilla. You can create mailing lists, edit individual address entries,
and create additional address books.
Collected Addresses
The Collected Addresses Book automatically collects the email addresses
contained in incoming and outgoing messages, as well as the screen names
for buddy lists migrated from Mozilla. For incoming mail messages, the
Collected Addresses Book saves the sender's address in each message as
soon as you open it. Addresses from outgoing messages are stored as soon
as you click Send. You can choose which addresses you want to collect (only
addresses from mail messages or addresses from both mail and newsgroup
messages) by changing the preferences
for email address collection.
LDAP Directory (if available)
An LDAP directory (also known as an address lookup service) stores email
addresses of recipients who are not in your locally-stored address books.
LDAP directories offer you access to large, centrally maintained databases
of email addresses, which is especially useful with address autocompletion.
To enable automatic address collection, begin in the Mail window:
- Open the Edit menu and choose Preferences.
- Under the Mail & Newsgroups category, click Addressing. (If no
options are visible in this category, double-click the category to expand
the list.)
- Under Email Address Collection, choose whether you want to:
- Use this feature for incoming or outgoing messages, or both.
- Use this feature for newsgroup messages.
- Limit the size of the Collected Address book. The default size is
700 cards. If you add a new card that exceeds the limit, the oldest card
is removed and the new card is added, keeping the total number of cards
the same.
- Click OK.
Opening the Address Book Window
To open the Address Book window:
- Open the Tasks menu and choose Address Book, or click the Address
Book icon on the status bar.
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|
Address Book icon |
Changing the Address Book Window Display
To customise how the Address Book window and the cards are displayed:
- Open the Tasks menu and choose Address Book. You see the Address
Book window.
- In the Address Book window, open the View menu and choose from the
following display options:
- Choose Show Name As, and then select how you want card names displayed
(first/last, last/first, or Display Name).
- Choose Sort, and then select a sort option (sort by Name, Email,
Work Phone, or Organisation).
[ Return to beginning of section ]
Adding Entries to Your Address Books
You can use any of the following ways to add entries to your address books:
- Click a name in the From or recipient fields (for example, To
or Cc) in a message you've received, and then select "Add to Address
Book" from the drop-down list.
- In the Address Book window, click New Card to create a new address
book card.
- Open a message, which automatically adds the sender's address to
your Collected Addresses Book (if enabled).
[ Return to beginning of section ]
Creating a New Address Book
Mozilla Mail & Newsgroups provides a default personal address book,
but you can create additional address books.
To create a new address book:
- Click the Address Book icon on the status bar or open the Tasks
menu and choose Address Book. You see the Address Book window.
|
|
Address Book icon |
- In the Address Book window, open the File menu, choose New, and choose
Address Book. You see the New Address Book dialogue box.
- Type the name of the new address book, and click OK.
[ Return to beginning of section ]
Creating a New Address Book Card
Address book cards can be used to store names, postal addresses, email
addresses, phone numbers, and information such as whether the addressee
prefers to receive plain-text or HTML-formatted messages.
To create an address book card for an individual:
- Click the Address Book icon on the status bar or open the Tasks
menu and choose Address Book.
- Click New Card. (If you have multiple address books, select the
one to which you want to add a card.)
- Each New Card dialogue box has four tabs:
- Name tab: Enter the following information:
- First and Last (first and last name of person as you want
it to appear in the address book).
- Display name (the name that appears in the "To" field of
the Compose window).
- Nickname (a shortcut or alias for the real name).
- Email address (primary and additional address).
- Prefers to receive messages formatted as: If you know this
recipient can read HTML-formatted messages (such as messages
that include links, images, or tables), choose HTML. If this
recipient can only read messages sent as plain text (no formatting),
then choose Plain Text. If you don't know or are not sure, choose
Unknown. If you choose Unknown, Mozilla Mail & Newsgroups
determines the sending format based on the Mail & Newsgroups Send Format
settings in the Preferences dialogue box. If Mail & Newsgroups
still can't determine the correct format, Mail & Newsgroups will prompt
you to choose a sending format when you send the message.
- Phones (enter phone number information for this person)
- Address tab: Type additional information such as street
address, phone number, and URL.
Tip: If you enter address information, Mozilla displays
a Get Map button next to the address when you view this entry's address book
card in your address book. Clicking the Get Map button displays a web page
that contains a map to the address.
- Instant Messenger tab: Type the person's screen name
and choose a Buddy List grouping.
Note: You must be logged on to Instant Messenger in order
to enter information from this tab.
- Other tab: Store any additional information you want.
Tip: To quickly add entries to your address book, right-click any
mail address in messages you receive and select Add to Address Book from
the drop-down list. The New Card dialogue box appears where you can complete
the information.
Viewing or Editing Card Properties
To view or edit the properties for an individual card:
- Select the card in the Address List window and click Properties.
[ Return to beginning of section ]
Creating a Mailing List
If you regularly send messages to a group of recipients, you can quickly
address a message by using a mailing list that contains the names you want.
To create a mailing list and add it to your address book:
- In the Address Book window, click New List.
- Enter the following information in the Mailing List dialogue box:
- Click the drop-down list at "Add to" to choose an address book
in which to store the list.
- List name: When you enter the list name in the "To" field of
a message, everyone on the list receives your message.
- List nickname: Alias (or shortcut) for the list name.
- Description: Appears after the list name in the address line
of the Compose window.
- Drag entries from the Address Book window into the list, or type
in addresses.
- Click OK.
- The list appears in the left and right sides of the Address Book window.
[ Return to beginning of section ]
Editing a Mailing List
Mailing lists are stored in the address book in which you created them.
To remove a member from the list, begin from the Mail window:
- Open Tasks menu and choose Address Book.
- Expand the address book containing your mailing list by clicking the
small triangle beside the address book title.
- Highlight the mailing list by clicking its name. The list members
appear to the right of the mailing list name.
- Click the entry you wish to delete.
- Click the Delete button.
To add members to a mailing list:
- Open Tasks menu and choose Address Book.
- Expand the address book containing your mailing list by clicking the
small triangle beside the address book title.
- Highlight the mailing list by clicking its name.
- Click Properties.
- Add or remove entries as necessary.
- Click OK when you are done.
[ Return to beginning of section ]
Searching Address Books and Directories
Mozilla Mail & Newsgroups lets you quickly search an address book or
directory by subject or sender, or use a combination of criteria to perform
a thorough search through an address book or directory.
To quickly search an address book or directory by subject or sender, begin
from the Address Book window:
- In the Address Book window, in the list of address books, select
the address book or directory that you want to search.
- To the right of "Subject or Sender contains:", type the subject text
or sender name that you want to find. You can type only part of the subject
or sender, or you can type the exact word or name that you want to find.
As soon as you stop typing, Mozilla Mail & Newsgroups displays only
those entries where the subject or sender contains the search text you entered.
- Click Clear to erase the search text and show all entries.
Searching for Specific Entries
You can search address books or directories for specific entries. If you
are not already viewing the Advanced Address Book Search dialogue box, begin
from the Address Book window:
- Open the Search menu and choose Search Addresses. You see the
Advanced Address Book Search dialogue box.
- Next to "Search in", choose the address book or directory through
which you want to search.
- Select the matching option Mail & Newsgroups uses to search for
entries either that match all or at least one of the conditions (criteria)
that you choose.
- Click More to add criteria and Fewer to remove them.
- Click Search to begin, or click Clear to reset your entries. The
search results appear in lower part of the dialogue box.
- To sort the entries in a different order, click the column that you
want to sort by.
- To view the card for an entry, select the entry and click Properties.
- To compose a message to selected recipients, select one or more entries
and click Compose.
[ Return to beginning of section ]
Importing Address Books
If you have a Mozilla address book from another user profile or computer,
or if you have an address book from a previous version of Mozilla or
another mail program, you can import its entries into the Address Book window
as a new address book. You can import address book files that are in these
formats: Communicator 4.x (pab.na2), Mozilla (.ldif), tab-delimited (.tab),
comma-separated (.csv), or text (.txt) formats. When you import an address
book, Mail & Newsgroups creates a new address book with the imported
entries.
You can also import mail messages and settings
from Netscape Communicator, Eudora, Outlook, and Outlook Express.
To import an address book into Mozilla, begin from the Mail window:
- Open the Tools menu, and choose Import. You see the Mozilla Mail
Import Wizard.
- Follow the instructions to import address books.
Tip: Communicator address book files (pab.na2) are stored
in your user profile directory (for example, C:\Program Files\Mozilla\Users,
where \Users contains the user profiles directories).
[ Return to beginning of section ]
Exporting Address Books
You can export a Mozilla address book if you later want to import it into
another user profile, move it to another computer, or use it with another
program that can import address books. You can export an address book to
one of these file formats: Communicator 4.x or Mozilla (.ldif), tab-delimited
(.tab), comma-separated (.csv), or text (.txt) formats.
To export an address book, begin from the Address Book window:
- Select the address book that you want to export.
- Open the File menu, and choose Export.
- In the Export Address Book dialogue box, browse to the location where
you want to save the address book file.
- Choose the file format for the exported address book (.ldif, comma-separated,
or tab-delimited).
- Enter a name for the address book file. Be sure to include the appropriate
file extension (.ldif, .csv, .tab, or .txt).
- Click Save.
[ Return to beginning of section ]
Adding and Removing LDAP Directories
In general, you add or remove directory servers using instructions provided
by your system administrator. Check with your system administrator for
the information you will need in order to add a new directory server.
To add a new directory server:
- Open the Edit menu, and choose Preferences. You see the Preferences
dialogue box.
- Under the Mail & Newsgroups category, select Addressing. (If no
options are available in this category, double-click the category to
expand the list.)
- Under Address Autocompletion on the right side of the dialogue box,
click Edit Directories.
- In the LDAP Directory Servers dialogue box, click Add.
- Type the following information in the Directory Server Properties
dialogue box General tab:
- Name: Enter the name of the directory service (for example,
InfoSpace Directory).
- Host Name: Enter the name of the server, such as ldap.infospace.com.
- Base DN: This setting is used to set the Base Distinguished
Name. Enter codes to restrict searching to a specific country or
organisation. For example, c=JP restricts the search to Japan only.
Base DN also specifies the organisation to search on within the directory
(for instance, o=Mozilla Communications Corporation, c=US).
- Click the Advanced tab to configure LDAP directory server settings.
- Type the following information:
- Port Number: Enter the port number for the LDAP server.
The default is 389.
- Don't return more than _ results: This setting lets you
limit the number of autocompletion matches returned by the directory
server. Enter the maximum number of email address matches to display
for autocompletion.
- Scope: Defines the limits of the search. Choose one of
the following:
- One Level: Retrieves matching entries by searching
the base DN and one level below the base DN.
- Subtree: Retrieves matching entries by searching the
base DN in addition to all levels below the base DN. This is
the least restrictive search.
- Search Filter: Enter the search filter to apply to
matching results that are within the specified scope of the search.
- Click OK to close the Directory Server Properties dialogue box.
- Click OK to close the LDAP Directory Servers dialogue box.
To delete a directory server:
- Open the Edit menu, and choose Preferences. You see the Preferences
dialogue box.
- Under the Mail & Newsgroups category, select Addressing. (If no
options are available in this category, double-click the category to
expand the list.)
- Under Address Autocompletion on the right side of the dialogue box,
click Edit Directories.
- In the LDAP Directory Servers dialogue box, select the directory that
you want to delete and click Delete.
- Click OK, then click OK again to close the Preferences dialogue box.
Directory Server Settings
If you are not already viewing the Directory Server Settings dialogue box,
begin from the Mail window:
- Open the Tasks menu, and choose Address Book.
- In the list of address books, select a directory.
- Click Properties.
General Tab
- Name: The name of the directory service (for example,
InfoSpace Directory).
- Host Name: The name of the server, such as ldap.infospace.com.
- Base DN: The Base Distinguished Name. Codes entered here restrict
searching to a specific country or organisation. For example, c=JP
restricts the search to Japan only. Base DN also specifies the organisation
to search on within the directory (for instance, o=Mozilla Communications
Corporation, c=US).
Advanced Tab
- Port Number: The port number for the LDAP server. The
default is 389.
- Don't return more than _ results: This setting lets you limit
the number of autocompletion matches returned by the directory server.
Specify the maximum number of email address matches to display for
autocompletion.
- Scope: Defines the limits of the search:
- One Level: Retrieves matching entries by searching
the base DN and one level below the base DN.
- Subtree: Retrieves matching entries by searching the base
DN in addition to all levels below the base DN. This is the least
restrictive search.
- Search Filter: Specifies the search filter to apply to
matching results that are within the specified scope of the search.
[ Return to beginning of section ]
Organising Your Messages
Creating a Folder
To create a message folder, begin from the Mail window:
- Open the File menu, choose New, and then Folder. You see the New
Folder dialogue box.
- Type the name of the folder.
- Click the drop-down list and choose a folder location and click
OK. Your new folder appears in your Mail Folders list.
[ Return to beginning of section ]
Renaming a Folder
To rename an existing folder, begin from the Mail window:
- Select the folder you want to rename.
- Open the File menu and choose Rename Folder. You see the Rename
Folder dialogue box.
- Type the new name and click OK.
Note: If you rename a folder that you've been using to store filtered messages, the filter will automatically
update to use the renamed folder.
[ Return to beginning of section ]
Moving or Copying a Folder
You can copy a folder and its contents to another mail account, or move
a folder within the same mail account.
To move or copy a folder, begin from the Mail window:
- Select the folder you want to move or copy.
- Do one of the following:
- To move the folder under another folder within the same account,
drag the folder over the name of the other folder. The folder you
moved becomes a subfolder of the other folder.
- To copy the folder to another account, drag the folder over the
name of another account.
- To copy the folder under another folder in another account, drag
the folder over the name of another folder in another account. The
folder you copied becomes a subfolder of the other folder.
[ Return to beginning of section ]
Filing Messages in Folders
You can move messages from one folder to another by using either of these
methods:
- Select the message, click the File button on the toolbar, and
choose the destination folder.
- Drag and drop messages into the desired folder.
Note: If you drag and drop a message from an IMAP or POP mail
server folder to a local folder on your hard drive, the message is moved
to the local folder and removed from the server folder.
To copy a message from one folder to another:
- Select the message and right-click to display the pop-up menu.
- Select "Copy To" and then select the destination account and folder
from the drop-down list.
[ Return to beginning of section ]
Labelling Messages
You can apply labels to messages to help you organise and prioritise them.
You can apply a standard colour and text label to messages, or you can customise
the label colours or label text to suit your needs.
One powerful way to use labels is to use a message filter to automatically
label incoming messages. For example, you can set up a message filter so
that incoming messages from your boss are labelled "Important" and appear
in red. See Creating Message Filters for more
information.
Applying a Label
To apply a label to a message, begin from the Mail window:
- Select the message you want to label.
- Open the Message menu, and choose Label.
- Choose the label you want to apply from the list.
The message header changes to the label colour you chose. To see the label
text, you must display the Label column in the Mail window.
To display the Label column, begin from the Mail window:
- Click the Show/Hide Columns icon
and select Label from the list.
Note: Message labels apply on a per-account basis. For
example, if you move or copy a labelled message to another mail account,
the label is not preserved. Similarly, if you forward a labelled message
to another recipient, the label is not preserved. For IMAP mail accounts,
if your IMAP server supports user-defined keywords, message labels will
persist when you log in to your mail account from a different location.
In an AOL mail account, when a labelled message is automatically moved from
New Mail to the Old Mail folder, it loses its label.
[ Return to beginning of section ]
Customising Labels
You can customise label colours or text to suit your needs.
To customise labels, begin from the Mail window:
- Open the Edit menu, and choose Preferences. You see the Preferences
dialogue box.
- Under the Mail & Newsgroups category, click Labels. (If no options
are available in this category, double-click the category to expand the
list.)
- Edit the label text, or replace it with your own label text. The label
can be up to 32 characters long.
- To change the label colour, click the colour chip next to that label
and select a new colour.
- Click OK.
Your changes are immediately applied to all labelled messages in all your
mail accounts.
Tip: To restore the default label text and colours, follow
the steps above to display the label settings, and click Restore Defaults.
[ Return to beginning of section ]
Sorting Messages by Label
To sort messages by label, begin from the Mail window:
- To display the Label column if it is hidden, click the Show/Hide
Columns icon
and select Label from the list.
- Click the Label column to sort messages by colour, and within each
colour, to sort messages alphabetically by label text.
[ Return to beginning of section ]
Removing Labels
To remove a message label, begin from the Mail window:
- Select one or more labelled messages.
- Open the Message menu, and choose Label.
- Choose "None" for the message label.
[ Return to beginning of section ]
Marking or Flagging Messages
You might want to mark a message you've read as unread if you later want
to re-read the message or respond to it.
To mark a message as unread, begin from the Mail window:
- Select a Mail or Newsgroup folder to display its messages.
- Click in the Read column of each message you want to mark as unread.
Messages marked as unread display a
symbol in the Read column. Messages marked as read display a
symbol in the Read column. If the Read column is not visible, click the
Show/Hide Columns icon
and select Read from the list.
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Read column |
You can flag messages that you later want to download for offline use.
To flag messages, begin from the Mail window:
- Select a Mail or Newsgroup folder to display its messages.
- Click in the Flag column of each message you want to download. A flag
appears where you clicked to indicate that the message has been flagged.
If the Flag column is not visible, click the Show/Hide Columns icon
and select Flag from the list.
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Flag column |
[ Return to beginning of section ]
Creating Message Filters
Message filters allow you to manage and organise your messages. You can
create message filters that Mozilla Mail & Newsgroups uses to automatically
perform certain actions on incoming messages based on criteria you specify.
For example, you can create a message filter that automatically moves incoming
messages to a particular folder. Message filters operate on a per-account
basis.
If you are not already viewing the Message Filters dialogue box, begin from
the Mail window:
- Open the Edit menu and choose Message Filters. You see the Message
Filters dialogue box.
- If you have multiple mail accounts, choose the one to which you want
to apply the filter.
- Click New. You use the Filter Rules dialogue box to specify the types
of messages to act on, and the action you want the filter to perform.
- Type a name for the filter.
- Select the matching option you want Mail & Newsgroups to use:
"all of the following conditions" (criteria) you choose, or "at
least one" of the conditions.
- Use the drop-down lists to choose the search criteria (for example,
"Subject," "Sender," "contains," "doesn't contain") and then type the
text or phrase you want to match.
Tip: To search for messages that contain a header not
listed in the first drop-down menu (for example, if you want to search for
messages that include the header Resent-From), choose Customise and type the
header you want to search for. Mozilla Mail & Newsgroups adds your custom
header to the drop-down list, so you can then choose it to search for matching
entries.
- To restrict your filter to messages that only match a certain priority,
choose "Priority" from the drop-down list.
- Click More to add criteria and Fewer to remove them.
- Use the drop-down list to choose the action you want the filter
to perform on the messages (for example, Move to Folder).
Tip: To automatically label incoming messages, choose
"Label the message" from the drop-down list.
- Choose a destination folder in which to store the messages, or create
a new folder.
- Click OK to confirm your settings.
- Click OK in the Message Filters dialogue box. The filter begins filtering
incoming messages as soon as you click OK.
To manage your filters, begin from the Mail window:
- Open the Edit menu and choose Message Filters. You see the Message
Filters dialogue box.
- If you have multiple mail accounts, choose the one to which you want
to apply the filter.
- Choose from the following:
- To turn a filter on or off: Click the checkbox to the right
of the filter name to enable it, or click it again to turn it off.
- To edit a filter: Select the filter name and click Edit
(or double-click the filter name). Use the Filter Rules dialogue box
to make your changes.
- To delete a filter: Select the filter name and click Delete.
- To change the order in which filters are applied: In the
filter list, click a filter's name, and click "Move Up" or "Move
Down" to move it.
Note: Filters are applied to each incoming message in the order
you choose, until a filter action results in the message being deleted
or moved to a different folder.
- Click OK when you are done managing your filters. If you created
a new filter, it begins filtering incoming messages as soon as you click
OK.
Note: If you delete a folder that you've been using to store
filtered messages, the filter will no longer work. Incoming messages that
match the filter criteria will appear in your Inbox. If you rename or move
the folder, the filter will automatically update to use the renamed or moved
folder.
Tip: Filters don't apply to existing messages. If you have existing
messages that you want to move to another folder, you can search for those messages and then file them into the other folder.
[ Return to beginning of section ]
Filtering Messages From a Specific Sender
Mozilla lets you quickly create a filter for messages from a particular
sender. For example, if you want to automatically move all incoming messages
from your child's teacher into a folder called "School", Mozilla lets you
quickly set up a filter to do this.
To create a filter for messages from a specific sender, begin from the
Mail window:
- Select a message from a specific sender.
- Open the Message menu, and choose Create Filter. You see the Filter
Rules dialogue box. Using the sender's email address, Mozilla prefills the filter
name, the filter matching criteria, and the filter action (Move to folder).
- Choose a destination folder in which to store the incoming messages
from the specified sender, or create a new folder.
- Click OK to confirm your settings. You see the Message Filters dialogue box, where you can create,
delete, or edit message filters.
- Click OK. The filter begins filtering incoming messages from the
specified sender as soon as you click OK.
[ Return to beginning of section ]
Searching Through Messages
Mozilla Mail & Newsgroups lets you quickly find text in a single message,
search messages by subject or sender, or use a combination of criteria
to perform a thorough search through all messages in a specific mail
folder, newsgroup, or account.
To locate text in a single message, begin from the Mail window:
- Select the message, open the Search menu, and choose Find in This
Message.
- Type the text that you want to locate.
- Click Find to locate the first occurrence of the text.
- Continue clicking Find to locate additional occurrences, or click
Cancel when you are done.
- Choose Find Again from the Search menu to continue searching for the
text throughout the rest of the message.
To quickly search for messages by subject or sender, begin from the Mail
window:
- To the right of "Subject or Sender contains:", type the subject text
or sender name that you want to find. You can type only part of the subject
or sender, or you can type the exact word or name that you want to find.
As soon as you stop typing, Mozilla Mail & Newsgroups displays only
those messages where the subject or sender contains the search text you
entered.
- Click Clear to erase the search text and show all messages.
Searching for Specific Messages
You can search mail folders or newsgroups for specific messages. If you
are not already viewing the Search Messages dialogue box, begin from the
Mail window:
- Open the Search menu and choose Search Messages. You see the
Search Messages dialogue box.
- Next to "Search for messages in", choose the account, newsgroup,
or folder through which you want to search.
- Click "Search subfolders" to include all subfolders in the search.
- Select the matching option Mail & Newsgroups uses to search for
messages either that match all or at least one of the conditions (criteria)
that you choose.
- Use the drop-down lists to indicate the search criteria (for example,
"Subject" and "contains") and then type the text or phrase that you want
to match.
Tip: To search for messages that contain a header not
listed in the first drop-down menu (for example, if you want to search for
messages that include the header Resent-From), choose Customise and type the
header you want to search for. Mozilla Mail & Newsgroups adds your custom
header to the drop-down list, so you can then choose it to search for matching
entries.
- Click More to add criteria and Fewer to remove them.
- Click Search to begin, or click Clear to reset your entries. The
search results appear in lower part of the Search Messages dialogue box.
To open a message so you can read it, select the message and click Open,
or double-click the message.
- To sort the messages in a different order, click the column that
you want to sort by.
- To move or copy a message in the Results area to another folder, select
the message and then choose the destination folder from the File drop-down
list. If the destination folder is within the same account, the message
is moved to that folder. If the destination folder is within a different
account, the message is copied to that folder.
- To delete a message in the Results area, select the message and
then click Delete.
- To open the folder where the message is stored, select the message
and click Open Message Folder.
[ Return to beginning of section ]
Importing Mail from Other Programs
This section describes how to import mail messages and settings from Netscape
Communicator, Outlook, Outlook Express, and Eudora. To import address books
from these programs, see Importing Address
Books.
Importing Mail Messages
To import mail messages from Netscape Communicator, Outlook, Outlook Express,
or Eudora, begin from the Mail window:
- Open the File menu, and choose Import. You see the Mozilla Mail
Import Wizard.
- Follow the instructions to import mail messages.
For Netscape Communicator, the wizard imports all Communicator mail folders
included under Local Folders. Imported mail is added as a new folder under
Local Folders in the Mozilla Mail window.
[ Return to beginning of section ]
Importing Mail Settings
To import mail settings from Outlook, Outlook Express, or Eudora, begin
from the Mail window:
- Open the File menu, and choose Import. You see the Mozilla Mail
Import Wizard.
- Follow the instructions to import mail settings.
[ Return to beginning of section ]
Getting Started With Newsgroups
Subscribing to Newsgroups
If you have set up an account on a newsgroup server,
you can join (subscribe) to newsgroups (also called discussion groups).
To subscribe to a newsgroup, begin from the Mail window:
- Open the File menu and choose Subscribe. You see the Subscribe
dialogue box.
- If necessary, click the Account drop-down list to choose another
newsgroup account.
- Select a newsgroup.
- Click Subscribe or click in the Subscribe column next to the newsgroup.
You see a checkmark next to each newsgroup to which you subscribe. Click
Unsubscribe to cancel a selection.
- Click OK. The list of your subscribed newsgroups appears in the Mail
window.
If you are an IMAP mail user, you can also subscribe to message folders
located on an IMAP server. (Your Inbox is a type of message folder.) Follow
the instructions above for subscribing, but select a mail server from the
Server drop-down list.
[ Return to beginning of section ]
Reading Newsgroup Messages
When you open your newsgroup server, you see the list of newsgroups to
which you subscribe. The server downloads the headers of new messages
in each newsgroup.
To read newsgroup messages, begin from the Mail window:
- Double-click a newsgroup server icon to see its newsgroups. (If
there are no newsgroups, you may need to subscribe to one.)
- Click a newsgroup name to see its messages.
- Click a message to read it. Click the thread button to display all
the responses below the original message. You can click any header to
display its message. You can start a new thread
or post a message in response.
[ Return to beginning of section ]
Posting Newsgroup Messages
To start new threads (discussions):
- From the list of your subscribed newsgroups in the Mail window,
select a newsgroup.
- Click Compose.
- Compose your message, and click
Send to post it.
- Click Get Msgs to see your posting on the newsgroup.
[ Return to beginning of section ]
Contributing to Ongoing Discussions
To post a response to the newsgroup:
- In the message list, select a message to reply to.
- Click Reply.
- Compose your message, and click
Send to post it.
To reply to an individual as well as post a response to the group:
- In the message list, select a message to reply to.
- Click Reply All.
- Compose your message, and click Send to post it.
To redirect a posting to another newsgroup:
- Click Reply and choose "Followup-To" from the "Recipient type"
drop-down list. Subsequent responses will be posted to the newsgroup
you specified.
[ Return to beginning of section ]
Monitoring Threads
To monitor unread messages in threads that are of interest to you:
- Select a message in a thread.
- Open the Message menu, and choose Watch Thread.
- If you want to monitor additional threads, repeat steps 1 and 2 for
messages in additional threads.
- When you're ready to monitor messages in these threads, Open the View
menu, choose Messages, and then choose Watched Threads with Unread. Mozilla
Mail & Newsgroups only displays the watched threads that contain
unread messages.
- Open the View menu, choose Messages, and then choose All to return
to viewing all messages in the newsgroup.
To ignore a message thread:
- Select a message in the thread.
- Open the Message menu, and choose Ignore Thread. Mozilla Mail &
Newsgroups marks all messages in the thread as read, and new replies
posted to the thread will appear as read.
- To view ignored threads, open the View menu, choose Messages, and
then choose Ignored Threads.
[ Return to beginning of section ]
Removing a Newsgroup
To remove a newsgroup from your list:
- Select the newsgroup icon and press Delete.
[ Return to beginning of section ]
Adding a Newsgroup Server
If the newsgroup you want to subscribe to is on a different server, you
must first set up access to that server.
To set up an additional newsgroup server, open the File menu in the Mail
window and choose New, then Account.
- Using the Account Wizard, indicate that the new account you want
to set up is a newsgroup account.
Once you've set up access to the new server, you can subscribe to newsgroups on that server.
In the Mail window, open the File menu, and choose Subscribe.
[ Return to beginning of section ]
Working Offline
Setting Up Mozilla Mail & Newsgroups to Work Offline
Mozilla Mail & Newsgroups' offline feature lets you download your mail
and read it offline (while disconnected from the Internet). If you use
a dial-up (modem) connection to access your mail and you want to reduce
the time you are connected, or, if you need to temporarily disconnect from
your company's network while traveling or switching locations, you can
download your mail so that you can read it offline. The offline feature
can automatically download incoming messages and then later send all your
outgoing messages when you reconnect.
If you occasionally want to work offline, Mozilla Mail & Newsgroups
lets you easily:
- Download your Inbox for offline use.
- Download an individual folder for offline use.
- Download only selected or flagged messages for offline use.
If you frequently work offline, Mozilla Mail & Newsgroups also lets
you:
- Set up one or more of your accounts for offline use.
- Set offline and disk space preferences for each account.
- Select the items (accounts, folders, and newsgroups) that you want
to view offline.
[ Return to beginning of section ]
Downloading Your Inbox for Offline Use
Mozilla Mail & Newsgroups can automate the offline process for your
Inbox messages. You can tell Mozilla Mail & Newsgroups to automatically
download your Inbox messages for offline use. Later, when you go back online,
Mozilla Mail & Newsgroups automatically synchronises your Inbox messages
with the server.
To automatically download your Inbox for offline use, begin from the Mail
window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- In the left side of the dialogue box, choose the account you want to
use offline, and select Offline & Disk Space. (This category is not
available for POP accounts.)
- Check the box labelled "Make the messages in my Inbox available when
I am working offline."
- Click OK.
- Open the File menu, choose Offline, and then choose Work Offline.
- In the Work Offline dialogue box, click Download.
Mozilla Mail & Newsgroups automatically downloads all messages in your
Inbox so you can read and respond to them while working offline. After
disconnecting, Mozilla Mail & Newsgroups remains open so you can continue
to work with your messages.
To reconnect to the Internet so you can work online:
- Open the File menu, choose Offline, and then choose Work Online.
When you go back online, Mozilla Mail & Newsgroups automatically synchronises
your Inbox messages with the server, by replicating any changes you made
while working offline.
Tip: Mozilla Mail & Newsgroups saves any messages that you send
while working offline in the Unsent Messages folder under Local Folders.
When you reconnect, choose Send Unsent Messages from the File menu to send
all your saved messages at once. To have Mozilla Mail & Newsgroups
automatically send your unsent messages when you reconnect, use the Preferences
command on the Edit menu to change your offline preferences.
[ Return to beginning of section ]
Downloading an Individual Folder for Offline Use
To download a specific folder for offline use, begin from the Mail window:
- In the left side of the Mail window, select the folder that you
want to download for offline use.
- Open the Edit menu, and choose Properties.
- Click the Offline tab.
- Check "Select this folder for offline use".
- Click Download Now if you want to immediately begin downloading the
folder's messages. Alternatively, you can continue working, and when
you are ready to go offline, proceed to the next step.
- From the File menu, choose Offline, and then choose Work Offline.
- In the Work Offline dialogue box, click Download.
Mozilla Mail & Newsgroups automatically downloads all messages in the
selected folder so you can read and respond to them while working offline.
After disconnecting, Mozilla Mail & Newsgroups remains open so you can
continue to work with your messages.
Note: Message headers that have been downloaded for reading offline
display a darker grey envelope or newsgroup icon.
To reconnect to the Internet so you can work online:
- Open the File menu, choose Offline, and then choose Work Online.
- Open the File menu, choose Offline, and then "Download/Synchronise Now,"
from the submenu.
- Click OK.
Mozilla Mail & Newsgroups automatically synchronises the offline folders
with the server, by replicating any changes you made while working offline.
Tip: Mozilla Mail & Newsgroups saves any messages that you sent
while working offline in the Unsent Messages folder under Local Folders.
When you reconnect, choose Send Unsent Messages from the File menu to send
all your saved messages at once. To have Mozilla Mail & Newsgroups
automatically send your unsent messages when you reconnect, use the Preferences
command on the Edit menu to change your offline preferences.
[ Return to beginning of section ]
Downloading Selected or Flagged Messages for Offline Use
To download selected messages for offline use, begin from the Mail window:
- Select a Mail or Newsgroup folder to display its messages.
- Select the messages you want to download, as follows:
- To select a group of adjacent messages, click the first message,
and then Shift-click to select the last message in the group.
- To select messages anywhere in the message list, hold down the
Ctrl key (Windows and Linux) or the Command key (Macintosh) and click
each message.
- Open the File menu, choose Offline, and then choose Get Selected Messages
from the submenu. Mozilla Mail & Newsgroups downloads the selected
messages.
- Open the File menu, choose Offline, and then choose Work Offline from
the submenu.
- In the Work Offline dialogue box, click Download.
To download flagged messages for offline use, begin from the Mail window:
- Select a Mail or Newsgroup folder to display its messages.
- Click in the flag column of each message you want to download. A flag
appears where you clicked to indicate that the message has been marked.
If the flag column is not visible, click the Show/Hide Columns icon
and select Flag from the list.
- Open the File menu, choose Offline, and then choose Get Flagged Messages.
Mozilla Mail & Newsgroups downloads the flagged messages.
- Open the File menu, choose Offline, and then choose Work Offline from
the submenu.
- In the Work Offline dialogue box, click Download.
After you disconnect, Mozilla Mail & Newsgroups remains open so you
can continue to work with your messages.
Note: Message headers that have been downloaded for reading offline
display a darker grey envelope or newsgroup icon.
To reconnect to the Internet so you can work online:
- Open the File menu, choose Offline, and then choose Work Online
from the submenu.
Tip: Mozilla Mail & Newsgroups saves any messages that you sent
while working offline in the Unsent Messages folder under Local Folders.
When you reconnect, choose Send Unsent Messages from the File menu to send
all your saved messages at once. To have Mozilla Mail & Newsgroups
automatically send your unsent messages when you reconnect, use the Preferences
command on the Edit menu to change your offline preferences.
[ Return to beginning of section ]
Setting Up Your Accounts for Working Offline
To set up one or more accounts for working offline, you use the Offline
and Disk Space preferences in the Mail & Newsgroups Account Settings
dialogue box. Once set, you don't need to change these preferences each time
you want to work offline. The offline and disk space preferences you can
set for an account depend on the type of account (IMAP, POP, or Newsgroup).
Here's a summary of the steps you will follow to set up your accounts
for offline use:
- For each account that you want to work with while offline, use
the Mail & Newsgroups Account Settings dialogue box to set the Offline
& Disk Space preferences for that account. You must select the items
(accounts, folders, newsgroups) that you want to download for offline
use. See Selecting Accounts, Folders, and Newsgroups
for Offline Viewing for more information.
Once set, you don't need to change these settings. See the sections
below for information on setting offline and disk space preferences
for IMAP, POP,
and Newsgroup accounts.
Tip: To set the Offline & Disk Space preferences for the
current account, open the File menu, choose Offline, and then choose
Offline Settings.
- Open the File menu, choose Offline, and then choose Download/Synchronise
Now from the submenu.
- Select the type of messages (mail or newsgroup or both) that you want
to download.
Important: You must select at least one category (Mail messages,
Newsgroup messages) in order for the download to work.
- In the Download/Synchronise Now dialogue box, click OK to download the selected
items. See Downloading and Synchronising Your
Messages for more information.
- Open the File menu, choose Offline, and then choose Work Offline.
- In the Work Offline dialogue box, click Download.
For subsequent offline sessions, you can skip step 1.
[ Return to beginning of section ]
Selecting Accounts, Folders, and Newsgroups for Offline Viewing
Before you can read mail and newsgroup messages while offline, you must
first select them for downloading. You can set up an entire account for
offline use. You can also choose which folders and newsgroups that you
want to use offline.
Note: Keep in mind that selecting more items may increase download
time and disk space used.
To select accounts, folders, and newsgroups for offline viewing, begin
from the Mail window:
- Open the Edit menu, choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Choose the Offline & Disk Space category for the account you want
to change.
- Click Select. You see your accounts, mail folders, and subscribed
newsgroups.
Note: You see only the newsgroups and folders that you've already
subscribed to.
- Select the items (folders, newsgroups) that you want to make available
for offline use.
Note: POP accounts and local mail folders don't appear in the
list. Your AOL account is not included in the list because working
offline with your AOL account is not available.
- Click OK.
Once set, you don't need to change these settings each time you want to
go offline. However, if you do want to change them, you can easily do so
before going offline, since the same Select button is available when using
the Download and Synchronise command.
[ Return to beginning of section ]
Downloading and Synchronising Your Messages
If you have already selected mail folders and newsgroups for offline
use, you are now ready to download and synchronise them. If you haven't
yet selected items to download, you can choose them before you go offline.
If you are not already viewing the Download/Synchronise Now dialogue box, follow
these steps:
To download and synchronise your messages, begin from the Mail window:
- Open the File menu, choose Offline, and then choose Download/Synchronise
Now.
- Select the categories (mail messages or newsgroup messages) that you
want to download.
Important: You must select at least one category (Mail messages,
Newsgroup messages) in order for the download to work. If the checkboxes
are disabled, it means that you haven't yet selected items to download.
Use the Select button to select items to download.
- To send messages in your Unsent Messages folder before going offline,
check "Send Unsent Messages".
- To go offline immediately after Mozilla Mail & Newsgroups finishes
downloading, select "Work offline once download and/or synchronise is complete".
- To set or change the items to download, click Select. See Selecting Accounts, Folders, and Newsgroups for
Offline Viewing for more information. You can skip this step if you've
already selected items for download.
- Click OK. Mozilla Mail & Newsgroups begins downloading the selected
items.
If you chose to work offline once the download completes, then Mozilla
Mail & Newsgroups immediately switches to offline mode. Otherwise,
when you are ready to go offline, open the File menu, choose Offline, and
then choose Work Offline.
[ Return to beginning of section ]
Working Offline and Reconnecting Later
To work offline and reconnect later, begin from the Mail window.
When you are ready to work offline:
- Open the File menu, choose Offline, and then choose Work Offline.
Mail & Newsgroups prompts you to download messages, if you want,
before going offline.
- Click Download to download messages before going offline. If you want
to work offline without downloading messages, click Don't Download.
Note: Message headers that have been downloaded for reading offline
display a darker grey envelope or newsgroup icon.
Tip: To set Mozilla Mail & Newsgroups' download behaviour when
going offline, open the Edit menu, choose Preferences, and then choose
the Offline & Disk Space category. You can choose to have Mozilla Mail
& Newsgroups prompt you to download messages when going offline, to
automatically download messages, or to not download any messages.
To reconnect and synchronise your messages:
- Open the File menu, choose Offline, and then choose Work Online.
- Open the File menu, choose Offline, and then choose Download/Synchronise
Now.
Mozilla Mail & Newsgroups synchronises your messages with the server
by replicating any changes you made while working offline.
Tip: To set Mozilla Mail & Newsgroups' behaviour when going
online, open the Edit menu, choose Preferences, and then choose the Offline
& Disk Space category. You can choose to have Mozilla Mail & Newsgroups
prompt you to send unsent messages, to automatically send unsent messages,
or to not send unsent messages.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings
This section describes the settings in the Mail & Newsgroups Account
Settings dialogue box. This dialogue box lets you specify settings for each
individual account. Unlike the Preferences dialogue box, which applies settings
to all accounts, the Mail & Newsgroups Account Settings dialogue box lets
you specify settings on a per-account basis. If you are not currently viewing
the Mail & Newsgroups Account Settings dialogue box, follow these steps:
- Begin from the Mail window.
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
- Select the name of the account whose settings you want to view or change.
Mail & Newsgroups Account Settings - Account Settings
This section describes how to view or change your Account Settings, such
as your user name, reply-to address, and signature file. If you are not
already viewing the Account Settings, begin from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the name of the account to display the Account Settings panel.
- Account Name: The name for this account.
- Identity: Stores your name, email address, reply-to
address (only if different from your email address), and organisation (optional).
- Attach this signature: Lets you choose the signature
file you want to attach to your outgoing messages. Click Choose to locate
the signature file (optional).
- Compose messages in HTML format: Lets you create
formatted text for mail and newsgroup messages using the built-in HTML
editor. Leave this item unchecked to use the plain-text editor. HTML
messages can include formatted text, links, images, and tables, just
like a web page. However, some recipients may not be able to receive
HTML messages.
Tip: If you select this option, but you later want to compose
a message or reply to a message using the plain-text editor, hold down
the Shift key and click Compose or Reply in the Mail toolbar to temporarily
choose the plain-text editor. Shift-clicking the Compose button or the
Reply button switches to the other editor.
- Advanced:
Lets you choose a different outgoing server (SMTP) for outgoing messages from
this account.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings - Server Settings
Mozilla Mail & Newsgroups can work with two types of mail servers:
IMAP and POP. If you are not sure which server type your Internet service
provider supports, ask your service provider. If your Internet service
provider supports both, the following descriptions may help you choose
which one to use.
[ Return to beginning of section ]
About Internet Message Access Protocol (IMAP)
Advantages: Your messages and any changes to them stay on your server,
saving local disk space. Also, you always have access to an updated mailbox,
and you can get your mail from multiple locations. Performance on a modem
is faster, since you initially download message headers only.
Disadvantages: Not all ISPs support IMAP.
[ Return to beginning of section ]
About Post Office Protocol (POP)
Advantages: Your messages are downloaded to your local computer
all at once, but you can also specify whether to keep copies of the messages
on the server. Most ISPs currently support POP.
Disadvantages: You must synchronise your local Inbox with your server's
mailbox. This can result in downloading new messages over and over each
time you connect. If you use more than one computer, messages might reside
on one or the other, but not both. POP doesn't work as well as IMAP over
a slow link connection. Also, you can't access all mail folders from multiple
locations.
[ Return to beginning of section ]
IMAP Server Settings
If you are not already viewing the IMAP server settings, begin from the
Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the account name and click the Server Settings category name.
(If you chose an IMAP server when you set up this account, you see your
IMAP server settings.)
- Server Type: The server type (IMAP Mail Server)
that you specified when you created this account. To change the server type
associated with this account, you must delete the account and then re-create
it.
- Server Name: The server name that you specified when
you created this account. If you are having problems getting mail from this
account, verify with your service provider or system administrator that
the server name you entered is correct.
- User Name: The user name that you specified when you
created this account.
- Port: Unless otherwise instructed to do so by your
service provider or system administrator, leave this setting unchanged.
- Use secure connection (SSL): Choose this setting if
your mail server is configured to send and receive encrypted mail. If you
are unsure, contact your service provider or system administrator.
- Check for new mail at startup: Choose this setting
if you want Mail & Newsgroups to automatically check this account
for new messages whenever you start Mail & Newsgroups.
- Check for new messages every ___ minutes: Choose
this setting to automatically check for new messages, and then specify the
number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msgs in the Mail
window.
- When I delete a message: Choose the behaviour you want for deleted messages.
"Move it to the Deleted folder" is recommended unless you are instructed to
use a different setting by your system administrator or service provider.
Messages marked as deleted are removed only when you compact folders.
- Clean up (Expunge) Inbox on Exit: Removes deleted
messages from the Inbox when you exit Mail & Newsgroups. Choose
this if you chose to mark messages as deleted.
- Empty Deleted on Exit: empties the Deleted folder
whenever you quit Mail & Newsgroups.
- Local directory: The location on your hard disk where mail
for this account is stored.
Advanced IMAP Server Settings
In most cases, advanced IMAP server settings are automatically supplied
by the server. If you are unsure about the settings for this dialogue box,
contact your ISP or system administrator.
If you are not already viewing the advanced IMAP server settings, begin
from the Mail window.
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the account name and click the Server Settings category.
- If the mail server type is an IMAP server, you can click Advanced
to set additional IMAP options, such as:
- the IMAP server directory path
- showing only "subscribed folders"
- support for subfolders
- any personal and public (shared folder) namespaces for this
directory
[ Return to beginning of section ]
POP Server Settings
If you are not already viewing the POP server settings, begin from the
Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the account name and click the Server Settings category name.
(If you chose a POP server when you set up this account, you see your
POP server settings.)
- Server Type: The server type (POP Mail Server)
that you specified when you created this account. To change the server type
associated with this account, you must delete the account and then re-create
it.
- Server Name: The server name that you specified when
you created this account. If you are having problems getting mail from this
account, verify with your service provider or system administrator that
the server name you entered is correct.
- User Name: The user name that you specified when you
created this account.
- Port: Unless otherwise instructed to do so by your
service provider or system administrator, leave this setting unchanged.
- Use secure connection (SSL): Choose this setting if
your mail server is configured to send and receive encrypted mail. If you
are unsure, contact your service provider or system administrator.
- Check for new mail at startup: Choose this setting
if you want Mail & Newsgroups to automatically check this account
for new messages whenever you start Mail & Newsgroups. For POP accounts,
Mail & Newsgroups doesn't download the new messages until you click
Get Msgs on the Mail toolbar.
- Check for new messages every ___ minutes: Choose
this setting to automatically check for new messages, and then specify the
number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msgs in the Mail
window.
- Automatically download any new messages: Choose
this setting if you want Mail & Newsgroups to retrieve messages immediately
each time it checks the server.
- Leave messages on server: Choose this setting
to store a copy of messages on the mail server in addition to downloading
them to your computer.
- Delete messages on server when they are deleted locally:
Choose this setting to remove messages from the server once you delete them
from your computer.
- Empty Deleted on Exit: Choose this setting to
empty the Deleted folder whenever you quit Mail & Newsgroups.
- Local directory: The location on your hard disk where mail for
this account is stored.
[ Return to beginning of section ]
News Server Settings
This section describes how to change news server settings. If you are
not already viewing news server settings, begin from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the account name and click the Server Settings category. (If
you chose a newsgroup server when you set up this account, you see your
newsgroup server settings.)
- Server Type: The server type (IMAP Mail Server)
that you specified when you created this account. To change the server type
associated with this account, you must delete the account and then re-create
it.
- Server Name: The server name that you specified when
you created this account. If you are having problems getting mail from this
account, verify with your service provider or system administrator that
the server name you entered is correct.
- Port: Unless otherwise instructed to do so by your
service provider or system administrator, leave this setting unchanged.
- Use secure connection (SSL): Choose this setting
if your mail server is configured to send and receive encrypted mail. If you
are unsure, contact your service provider or system administrator.
- Check for new messages every ___ minutes: Choose
this setting to automatically check for new messages, and then specify the
number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msgs in the Mail
window.
- Ask me before downloading more than ___ messages:
Choose this setting to conserve disk space and download time, by setting
a limit for the number of messages you can retrieve at one time.
- Local directory: The location on your hard disk where mail
for this account is stored.
Note: The path to the newsrc file is displayed for your information.
The newsrc file stores information about the newsgroups to which you
are subscribed, and the messages you have read in each newsgroup.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings - Copies & Folders
This section describes the settings for sending automatic copies, and
for storing copies of outgoing messages, message drafts, and message templates.
By default, Mozilla Mail & Newsgroups stores copies of your outgoing
messages in the Sent folder for the current account. Mozilla Mail &
Newsgroups also stores message drafts in the Drafts folder and message
templates in the Templates folder for the current account.
If you are not already viewing the settings for Copies & Folders, begin
from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the account, and click Copies & Folders. You see the Copies
& Folders section.
- Place a copy in: Select where to store copies
of your outgoing mail and newsgroup messages. If you don't want to
use the default Sent folder for the current account, click Other and
then choose an account and then choose the folder for storing copies.
- Bcc: Select whether you want to always send a
blind carbon copy (bcc) to yourself.
- Bcc another address: Select whether you want to always
send a blind carbon copy (bcc) to another addressee, and enter the address.
- Keep message drafts in: Select where to store
message drafts. If you don't want to use the default Drafts folder
for the current account, click Other and then choose another account
and folder for storing drafts.
- Keep message templates in: Select where to store
message templates. If you don't want to use the default Templates folder
for the current account, click Other and then choose another account
and folder for storing templates.
- Show confirmation dialogue when messages are saved:
Choose this option if you want Mail & Newsgroups to display a confirmation
dialogue box when you save a draft message or a template. If checked,
a dialogue box will appear when you save a draft or template to remind
you where Mozilla Mail & Newsgroups is saving the draft or template.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings - Addressing
You use Addressing settings to override the global LDAP server settings
specified for all address books
in the Preferences dialogue box. LDAP server settings affect the behaviour
of address autocompletion, and you can change
these settings for each account if necessary. Address autocompletion uses
your address books to find matching entries when you type email addresses
in the addressing area of the Compose window.
If you are not already viewing the Addressing settings, begin from the
Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the account and click the Addressing category.
- Use my global LDAP server preferences for this account:
This is the default. Select this if you don't want to override the
global LDAP server preferences for this account.
- Use a different LDAP server: Select this option and then choose
another LDAP server from the list if you want to use a different
LDAP directory server for address autocompletion with this account.
If necessary, click Edit Directories to edit individual directory server
settings, add a directory server, or delete a directory server. For more
information, see Adding and Removing LDAP Directories.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings - Offline & Disk Space
Offline & Disk Space settings let you conserve disk space or set up
an account so that you can use it while offline (disconnected from the
Internet). The settings available depend on the mail server type (IMAP,
POP, or News) associated with the account.
[ Return to beginning of section ]
Offline and Disk Space Settings (IMAP)
If you are not already viewing the offline and disk space preferences for
an IMAP account, begin from the Mail window:
- Open the Edit menu, choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Choose the Offline & Disk Space category for an IMAP account.
- Make the messages in my Inbox available when I am working
offline: Select this option so that messages in your Inbox will be
available when you are working offline.
- When I create new folders, select them for offline: Select
this option so that new folders you create are automatically selected
for offline use. If left unchecked, new folders won't be automatically
selected for offline use. You can manually select folders for offline
use using the Download/Synchronise Now command (available from the File
menu, under Offline) or by clicking the Select button.
- Select: Click to select the items (accounts, folders,
newsgroups) that you want to make available for offline use. See Selecting Accounts, Folders, and Newsgroups for
Offline Viewing for more information.
- Do not download messages locally that are larger than _kB:
Select this option to conserve disk space by preventing large messages
from being downloaded. Enter the maximum size for downloaded messages.
[ Return to beginning of section ]
Disk Space Settings (POP)
Messages from POP accounts are always downloaded to your local machine.
This section describes how you can save disk space for a POP account. If
you are not already viewing the Disk Space preferences for a POP account,
follow these steps:
Begin from the Mail window.
- Open the Edit menu, choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Click the Disk Space category for a POP account.
- Do not download messages locally that are larger than _kB:
Select this option to conserve disk space by preventing large messages
from being downloaded. Enter the maximum size for downloaded messages.
[ Return to beginning of section ]
Offline and Disk Space Settings (News)
If you are not already viewing the offline and disk space settings for
a News account, begin from the Mail window:
- Open the Edit menu, and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Choose the Offline & Disk Space category for a News account.
- Select: Click to select the items (accounts, folders,
newsgroups) that you want to make available for offline use. See Selecting Accounts, Folders, and Newsgroups for
Offline Viewing for more information.
- Do not download messages locally that are larger than:
Select this option to conserve disk space by preventing large messages
from being downloaded. Enter the maximum size for downloaded messages.
- Download only unread message bodies: Select this option to
download only the messages you haven't read.
- Download message bodies for messages since _ days ago: Select
this option to download only messages that were posted within the
time period you enter.
- When it is time to clean up messages: Click one of
the three choices to specify when newsgroup messages should be deleted.
Unless you choose "Keep all messages," enter the number of days to
keep messages or the number of newest messages to keep.
- Keep only unread messages: Select this option to delete messages
immediately after you read them.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings - Security
This section describes how to configure the Mail & Newsgroup Account
Settings that control message security. Before you do so, however, you must
obtain one or more email certificates. For details, see Signing & Encrypting Messages.
If you are not already viewing the Security settings for your mail account,
begin from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
- Click Security under the name of the mail account whose security settings
you want to configure.
The main purpose of the Security panel is to select two certificates:
- The email certificate you want to use for signing email messages
you send to other people.
- The email certificate you want other people to use when they encrypt
messages they send to you.
Depending on the policies of the certificate authority
(CA) that issues your certificate(s), you can use one certificate for
both purposes or two different certificates. Even if you use just one, you
must specify it twice, once for digital signing and once for encryption.
The certificates you select here are included with every signed message
you send. These certificates allow your recipients to verify your digital
signature and to encrypt messages that they send to you.
If you have an email certificate intended for signing messages, you can
use it to sign either email messages or newsgroup messages.
You use the Digital Signing area in the Security panel to specify how you
want to sign your messages:
- Digitally sign messages: Select this checkbox if you want
to digitally sign all the messages you send. (A personal certificate must
be specified below before you can select this checkbox.)
- Use the following personal certificate: If this field is empty
or if it displays the wrong certificate, click Select to choose from those
you have on file.
Regardless of whether the "Digitally sign messages" checkbox is selected
here, you can change your mind before you send an individual message.
You use the Encryption area in the Security panel to specify how you routinely
want to use encryption when sending your messages:
- Never: Select this option if you never want to use encryption,
or only occasionally.
- If possible: Select this option if you want to use encryption
whenever you have certificates for all the recipients. If you don't have all
the necessary certificates, the message will be sent unencrypted.
- Always: Select this option if you always want to use encryption.
If you don't have all the necessary certificates, the message won't be sent
unless you explicitly turn off encryption for that message only.
Regardless of which encryption option you select, you can change your mind
before you send an individual message.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings - Local Folders
Local Folders is the account where Mozilla Mail & Newsgroups saves
any messages that you send while working offline. Messages you send while
working offline are saved in the Unsent Messages folder under Local Folders.
Any folders you create under the Local Folders account reside on your hard
disk, so Local Folders is a good place to save messages that you want to
keep.
If you are not already viewing the Local Folders settings, begin from the
Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the Local Folders category.
- Account Name: The name associated with the Local Folders
account.
- Local directory: The location on your hard disk where mail
for this account is stored.
[ Return to beginning of section ]
Mail & Newsgroups Account Settings - Outgoing Server (SMTP)
Even if you have multiple mail or news accounts, you generally need to
specify only one outgoing (SMTP) server to handle the delivery of your
outgoing mail.
If you are not already viewing the Outgoing Server (SMTP) settings, begin
from the Mail window:
- Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialogue box.
- Select the Outgoing Server (SMTP) category.
- Server name: Mail & Newsgroups uses the outgoing (SMTP)
server name that you entered using the Account Wizard. To change the
outgoing (SMTP) server name, type it in Server Name field.
- Use name and password: If your SMTP server requires authentication
to send mail, select this option to be prompted to enter your user
name and authentication password. Then enter your user name.
The first time you send mail, you will be prompted to enter your authentication
password.
- Use secure connection (SSL): If your outgoing SMTP server is
configured to send encrypted mail, you can choose how often you want
to use SSL (Secure Sockets Layer). If you are not sure which option
to choose, check with your ISP or system administrator.
- Advanced: Click this option to set up additional outgoing SMTP
servers. Keep in mind that using more than one SMTP server can cause
errors in sending mail.
[ Return to beginning of section ]
Mail & Newsgroup Preferences
This section describes the settings in the Mail & Newsgroups preferences
panel. If you are not currently viewing the panel, follow these steps:
- Open the Edit menu and choose Preferences.
- Double-click the Mail & Newsgroups category to expand the list.
Mail & Newsgroups Preferences - Mail & Newsgroups
Mail & Newsgroups preferences allows you to set general preferences
that apply to all accounts. If you are not already viewing the Mail &
Newsgroups preferences, follow these steps:
- Open the Edit menu and choose Preferences. You see the Preferences
dialogue box.
- Click the Mail & Newsgroups category.
- General Settings: Choose the
type of three-pane layout to use for the Mail window. Choose to allow Mail
& Newsgroups to prompt you before deleting folders. Select Mozilla Mail
& Newsgroups as the default mail application for Windows and from within
other applications such as Microsoft Word.
Note: Setting Mozilla Mail & Newsgroups as the default mail
application may disable another mail application. To restore it, deselect
this option.
-
Mail Start Page: Select this to set the Start Page. The Start
Page appears in your Inbox when you first open Mozilla Mail & Newsgroups.
This page is the default page, but you can enter a different web page or
URL of your choice. To disable the Start Page, deselect this option. Click
Restore Default to return to the original page provided by Mozilla.
-
When a new message arrives: Select this if you want Mozilla
Mail & Newsgroups to play the default system sound whenever a new message
arrives.
[ Return to beginning of section ]
Mail & Newsgroups Preferences - Message Display
Message Display preferences allow you to choose how messages are displayed
(for example, font style and colour) in all accounts. If you are not already
viewing the Message Display settings, follow these steps:
- Open the Edit menu and choose Preferences. You see the Preferences
dialogue box.
- Under the Mail & Newsgroups category, click Message Display. (If
no options are available in this category, double-click the category
to expand the list.)
-
Plain-Text Messages: Select the font you prefer for viewing
plain-text messages: fixed width or variable width. Choosing a font style,
size, and colour for quoted plain-text messages can help you more easily
distinguish quoted text (usually a message that's been forwarded to
you or by you).
- Wrap text to fit window width: Select this so that
incoming messages are word-wrapped to fit the width of your Mail window.
- Display emoticons as graphics: Select this so that
when you receive messages that contain emoticons (also called smiley
faces) Mail & Newsgroups can convert them to graphics, for example:
This: |
Converts to: |
:-) |
 |
:) |
 |
:-( |
 |
:( |
 |
;-) |
 |
;-p |
 |
-
Languages: Click the Character Coding drop-down list to select
the language you want Mail & Newsgroups to use as the default for incoming
mail and newsgroup messages. This is recommended if it's likely you might
receive messages in which the character set is not indicated, such as
when reading messages in international newsgroups.
- Apply default to all messages: Select this to apply the default
character coding to all messages.
Tip: You can later view or change the character set coding (language)
for a specific folder. In the Mail window, select a folder from the list
of Mail folders. Open the View menu, and choose Folder Character Coding.
[ Return to beginning of section ]
Mail & Newsgroups Preferences - Composition
Composition preferences affect how you create messages (for example,
forwarding options and address autocompletion) in all accounts. If you are
not already viewing the Composition settings, follow these steps::
- Open the Edit menu and choose Preferences.
- Under the Mail & Newsgroups category, select Composition. (If
no options are available in this category, double-click the category
to expand the list.)
- Forwarding and Replying to Messages: Use the Forward
Messages drop-down list to choose how you want forwarded message text to
appear: as an attachment or inline (in the body of your message).
- Automatically quote the original message when replying:
Select this to include the original message text in your reply. Then use the
drop-down list to select where you want to place your reply in the message
area.
- Composing Messages: Select to have Mail & Newsgroups
always check the spelling of your messages when you click Send. Choose
to have Mail & Newsgroups use "quoted printable" MIME encoding when
sending regular messages that use an 8-bit character set (for example,
Latin ISO88359).
- Wrap plain text messages at __ characters: Enter
a number to set the right margin for text in the message area.
- Character Coding: Select the language you want
Mail & Newsgroups to use as the default for outgoing mail and newsgroup
messages.
[ Return to beginning of section ]
Mail & Newsgroups Preferences - Send Format
Send Format preferences allow you to specify how you want to format your
outgoing messages. If you are not already viewing the Send Format settings,
follow these steps:
- Open the Edit menu and choose Preferences. You see the Preferences
dialogue box.
- Under the Mail & Newsgroups category, click Send Format. (If
no options are available in this category, double-click the category
to expand the list.)
For example, if you typically send mail to multiple recipients that have
the same domain name (for example, your colleagues all have email addresses
that end in "netscape.net"), and you know that this domain name is capable
of displaying HTML messages, then you can add the netscape.net domain
to the list of HTML Domains so that Mail & Newsgroups will automatically
send messages in HTML format to these recipients. Similarly, if you typically
send mail to recipients at a domain that you know can only receive Plain
Text messages, you can add that domain name to the list of Plain Text
domains, so that Mail & Newsgroups automatically sends messages
to that domain in plain-text format.
Note: If you regularly compose HTML (formatted) mail messages,
keep in mind that sometimes not all recipients use mail programs that
can display HTML formatting properly. Send Format preferences allow you
to specify how you want to format messages that go to recipients who cannot
display HTML-formatted mail. You can convert messages to plain text, format
them only as HTML, or format them as both HTML and plain text. These preferences
apply to all your mail accounts, but only to mail messages and not to
newsgroup messages.
Whenever you add a person or address card to your address book, you can
specify whether that addressee can receive HTML-formatted messages. However,
when this information is unknown, you can set Send Format preferences for
how Mail & Newsgroups formats these messages.
[ Return to beginning of section ]
Mail & Newsgroups Preferences - Addressing
Addressing preferences allow you to control the settings for Mozilla Mail
& Newsgroups address books (for example, email address collection
and address autocompletion). If you are not already viewing the Addressing
settings, follow these steps:
- Open the Edit menu, and choose Preferences. You see the Preferences
dialogue box.
- Under the Mail & Newsgroups category, select Addressing. (If no
options are available in this category, double-click the category to
expand the list.)
- Email Address Collection: Select how Mail &
Newsgroups will add senders' and recipients' addresses to your Collected
Addresses book (from incoming, outgoing, or newsgroup messages).
Note: If multiple matches are found, Mail & Newsgroups shows
you a list of all possible choices. In addition to your Personal Address
Book, Mozilla Mail & Newsgroups provides you with a Collected Addresses
Book that can automatically store email addresses from your incoming
or outgoing messages, or both. For incoming mail messages, Mail & Newsgroups
stores the addresses in each message as soon as you open it. Addresses
from outgoing messages are stored as soon as you click Send. Your changes
take effect the next time you start Mozilla.
- Address Autocompletion: Address autocompletion allows you to
quickly address mail without having to search for names or type names completely.
Select from which location Mail & Newsgroups will search for matching
addresses: "Local Address Books" (Personal Address Book, Collected Addresses
Book, or any other local address book) or "Directory Server" (an available
LDAP directory server).
Note: If multiple matches are found, Mail & Newsgroups displays
a list of all possible choices.
If you select Directory Server, choose a directory server from the
list. A directory server lets you look up addresses that are not stored
in one of your local address books. See Adding and
Removing LDAP Directories for information on setting LDAP directory
server settings.
Note: Directory server settings you enter from the Preferences
dialogue box apply to all your mail accounts. You can override these
settings for individual accounts by specifying different LDAP directory
servers or server settings using the Addressing settings for an account
in the Mail & Newsgroups Account Settings dialogue box.
[ Return to beginning of section ]
Mail & Newsgroups Preferences - Labels
This section describes how to use the Labels preferences panel. You use
the Labels preferences to define the label text and colours for message
labels. If you are not currently viewing the panel, follow these steps:
- Open the Edit menu and choose Preferences.
- Under the Mail & Newsgroups category, select Labels. (If no options
are available in this category, double-click the category to expand the
list.)
- Customise Labels: Specifies the label text and the
colour for each label. You can edit or replace the default label text with
your own text (up to 32 characters). To change the label colour, click the
colour chip next to that label and select a new colour.
- Restore Defaults: Restores the default label text
and colours.
[ Return to beginning of section ]
Offline & Disk Space Preferences
This section describes how to use the Offline & Disk Space preferences
panel. If you are not currently viewing the panel, follow these steps:
- Open the Edit menu and choose Preferences.
- Click Offline & Disk Space.
The Offline & Disk Space preferences allow you to set preferences for
startup mode, working offline, going online, and disk space.
- Offline: Select whether you want Mail & Newsgroups
to remember the state (offline or online) in which you last exited the
program, or if you want to be asked which mode to start in each time
you start the program. Select how you want Mail & Newsgroups to handle
messages when going online or offline.
- Disk Space: Select this to conserve disk space
by automatically compacting message folders when it will save the amount
of disk space you enter.
See Working Offline for information on working
offline.
[ Return to beginning of
section ]
20 March 2002