This document is provided by &brandShortName; for
your information only. It may help you take certain steps to
protect the privacy and security of your personal information on
the Internet. This document does not, however, address all online
privacy and security issues, nor does it represent a recommendation
by &brandShortName; about what constitutes adequate privacy and security
protection on the Internet.
Using &brandShortName; Mail &
Newsgroups
&brandShortName; Mail & Newsgroups lets you conveniently manage all
your Internet communications from one place. You can set up and
maintain multiple business and personal mail accounts and Internet
newsgroups, all from one window — the Mail & Newsgroups
window.
To start using &brandShortName; Mail & Newsgroups:
Click the Mail & Newsgroups icon in the lower-left corner
of the &brandShortName; Navigator window.
To set up a mail or newsgroup account, first open the Window
menu and choose Mail & Newsgroups. If you haven't already set
up an account, the Account Wizard appears automatically, enabling
you to set up an account.
The Account Wizard guides you through the process of creating a
new account. If you don't know a setting, click Cancel and ask your
Internet service provider (ISP) or help desk.
If an account already exists, the Account Wizard doesn't appear
automatically when the Mail window opens. Instead, after opening
the Mail window, open the File menu and choose New, then Account.
For more details, see Setting Up
Additional Mail & News Accounts.
Setting Up Mail Accounts with an ISP or Email Provider
Before you set up a mail account, your ISP or email provider
should give you the following information:
Before you set up a newsgroup account, your ISP or email
provider should give you the following information:
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 dialog
box.
Click Add Account to start the Account Wizard.
The information requested by the Account Wizard depends on the
type of new account you specify in its first window. The boldface
headings that follow correspond to the windows you'll see when
you're setting up an ISP or email provider account.
New Account Setup: Choose the type of account
you want to set up, then click Next.
Identity: Enter the name and email address
appropriate for this account, then click Next.
Server Information: Indicate whether you want
a POP account or an IMAP account. Not all service providers can
support both options. For more information, see Mail & Newsgroups Account Settings -
Server Settings.
You must also provide the name of your incoming mail server and
your outgoing server (SMTP) here. This is the name of the mail
server that sends your messages (also known as the SMTP host).
Click Next to continue.
Note: You need to specify only one outgoing
mail server (SMTP), even if you have several mail accounts. The
name of your SMTP host may not have been explicitly listed in the
account setup information provided to you. For example, your SMTP
host may be the same as your POP or IMAP host. If in doubt, contact
your ISP or system administrator.
User Name: Enter the user name provided by
your ISP or email provider, then click Next.
Account Name: Enter whatever name you want to
use to refer to this account, then click Next.
Congratulations! Verify that the information
you entered is correct. If necessary, verify the information you
entered with your ISP or system administrator. When you are sure
that it's correct, click Finish to set up your account.
You see your new account listed in the left side of the Mail
& Newsgroups Account Settings dialog box. Click OK to start
using your new account.
You are now ready to retrieve messages from your account. For
detailed instructions, see Getting New
Messages.
You use the Account Settings dialog 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, organization 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 dialog
box. You can perform these tasks:
Add Account: Click this button to set up a new
mail or news account. Be sure to type the account information
exactly as it is given to you. Click Next or Back to move through
the screens, or click Cancel to stop account creation.
Set as Default: Select an account, then click
this button to make the selected account appear at the top of your
list of accounts in the Mail Window. The change takes effect the
next time you open Mail & Newsgroups.
The default account is the one that you want to log into and
(for IMAP accounts only) automatically check for new messages when
you first start Mail & Newsgroups. (For POP accounts, you must
always click the Get Msg button to get new messages.)
Remove Account: Select an account, then click
this button to remove it completely from your Mail window.
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 dialog
box.
Click the account name in the left-hand side of the Account
Settings dialog box. You see information about the account, such as
your email address and signature file, in the right side of the
dialog box.
Click any of these items beneath the name of an account to see
the corresponding 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 exit &brandShortName; and restart it. You
can then reopen the Mail & Newsgroups Account Settings dialog
box and recreate an account with the new server type by clicking
Add Account.
Copies & Folders: These settings determine
whether to send automatic messages (blind carbon copies) 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.
Composition & Addressing: These settings allow you
to choose your default format and quoting behavior when composing a message.
You can also override the global directory server settings specified for all
address books in the Preferences dialog box. For more information,
see Mail & Newsgroups Account
Settings - Composition & Addressing.
Disk Space (POP accounts only): This setting
determines the maximum size of messages that you are willing to
download to your hard disk. For more information, see Disk Space Settings (POP).
Security: These settings determine which certificates are used to
digitally sign and encrypt mail messages that you send. Digital
signatures allow you to identify yourself reliably to others in
mail messages that you send. Encryption helps ensure that your
messages remain private while they are in transit over the
Internet. For more information, see Mail & Newsgroups Account Settings -
Security.
For an IMAP account, you can retrieve new messages automatically
and display them in the Inbox by opening Mail & Newsgroups and
selecting the Inbox for the IMAP account.
For a POP account, you must select the Inbox and click Get Msgs
to retrieve your messages. By default, messages from your POP
account are deleted from the POP server when you retrieve them. 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.
Mail & Newsgroups icon
The Mail & Newsgroups icon on the status bar displays a
green arrow to notify you when new messages have arrived.
New mail notification
To set up a mail account 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 dialog
box.
If you have multiple accounts, select an account and click the
Server Settings category for that account.
Select one or both of the following options in the Server
Settings section:
Check for new mail at startup: Select this
checkbox if you want to check this account automatically for new
messages whenever you start Mail & Newsgroups. For POP
accounts, Mail & Newsgroups checks for new mail, but doesn't
download new messages until you click Get Msgs or unless you choose
"Automatically download any new messages".
Check for new messages every ___ minutes:
Select this checkbox if you want to specify the number of minutes
between mail checks. You can also check for new messages at any
time by clicking Get Msgs in the Mail window.
Click OK. Your settings take effect the next time you start
&brandShortName; 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. &brandShortName; 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.
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 and enter them for you automatically. For more
information, see Using the Password
Manager.
You can customize the layout of the Mail window (the window you
see when you choose Mail & Newsgroups from the Window
menu):
Open the View menu and choose Show/Hide to show or hide the
Mail toolbar, search bar, or the status bar.
Open the View menu, choose Show/Hide, and then choose Sidebar
to uncheck (hide) 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
&brandShortName; to have your change take effect.
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 by, 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. Or, open the View menu, choose Sort by, and then
select Threaded.
Thread button
Tip: The thread button automatically sorts the threads
after the age of their parent messages. If you want to use another
sort criterion for the threads, open the View menu and select the desired
option from the Sort by submenu.
Tip: To help you identify unread messages in a
collapsed thread where you've read the parent message, &brandShortName; Mail
& Newsgroups underlines the parent message.
To save a mail message as a plain-text, HTML, or Outlook Express
file:
In the Mail window, select the message.
Open the File menu and choose Save As, and then choose
File.
For "Save as type", choose a file type (HTML, Text, or Mail
file). Choose Mail file if you want to save the message so it can
be opened by Microsoft Outlook or Outlook Express.
Change the filename's extension to end in .html, .txt, or .eml,
depending on the file type you chose in step 3.
By default, you can view remote images in the mail messages you
receive. To avoid downloading images embedded in web pages sent as
message attachments:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Privacy & Security category, click Images. (If no
subcategories are visible, double-click Privacy & Security to
expand the list.)
Check "Do not load remote images in Mail & Newsgroup
messages".
Click OK to have your change take affect.
By default, JavaScript is not enabled and plug-ins are enabled
for mail messages you receive. To change these settings:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Advanced category, click Scripts & Plug-ins. (If
no subcategories are visible, double-click Advanced to expand the
list.)
Under "Enable JavaScript for", check "Mail & Newsgroups" to
enable JavaScript for web pages viewed in mail messages.
Under "Enable Plug-ins for", uncheck "Mail & Newsgroups" to
disable plug-ins.
You can address, compose, reply to, or send a new message by
doing one of the following:
In any &brandShortName; 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 - Composition & Addressing dialog
box to specify the HTML text editor to use for composing messages sent
from this account. (You can specify a different editor for each of your
accounts.) See Changing the
Settings for an Account for more information.
Composing messages in HTML format allows you to use different
fonts, text styles (such as bold or italic) and text colors,
tables, numbered or bulleted lists, and pictures in your messages.
However, some recipients may only be able to read messages composed
in plain text format. 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.
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 by default in the Composition & Addressing
Preferences panel (open the Edit menu and choose Mail &
Newsgroups Account Settings).
To view the Compose window, click the Compose button on the Mail
toolbar.
The Compose window contains the following:
Mail Toolbar
You can click the following buttons:
Send: To send a completed message.
Address: To search for names in your address
books.
Attach: To attach a file to a message. See Using Attachments for more
information.
Spell: To check the spelling of your message
text.
Security: To display information about whether
your message will be sent encrypted or digitally signed (or
both).
Save: To save the message as a draft.
Addressing area: Where you enter the email addresses of
recipients.
Attachments area: When you attach files to a message (by
clicking in this area or by clicking the Attach button), the
filenames will be listed in the Attachments area to the right of
the Addressing area.
Message body area: Where you type the contents of your
message.
If you've chosen to compose messages using the HTML editor, you
see an additional toolbar with text formatting buttons similar to
those in &brandShortName; Composer.
If you have address autocompletion
enabled (it's enabled by default), 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 displayed, 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. For example, multiple entries might be:
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
clicking the email address contained in a message you're reading,
and then selecting Compose 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, &brandShortName; 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 from.
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, press Backspace or Delete to remove characters and then
enter an alternate address.
To disable address autocompletion:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Addressing. (If
no subcategories are visible, double-click Mail & Newsgroups to
expand the list).
In the Address Autocompletion section, deselect "Local Address
Books" and "Directory Server."
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 or a remote directory. To look up an address in an address
book or directory, enter the first few letters of the recipient's
first or last name to start the search. Select an address and then
click To:, Cc:, or Bcc: to address your message.
Check Spelling: Checks the spelling of the
message text before you send it. 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 number of characters specified
by the Composition
preferences. 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. Select the Composition & Addressing panel of
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.
Return Receipt: Choose this option to request
a confirmation message when the recipient displays (opens) the
message. Keep in mind that the recipient may choose not to send you
a return receipt. This option lets you enable or disable return
receipt requests on a per-message basis. To automatically request
return receipts for all messages you send, use the return receipts
preferences. See Mail
& Newsgroups Preferences - Return Receipts for more
information.
Format: Send the message as plain text, or
HTML (formatted), or both. If you choose "Auto-Detect," Mail &
Newsgroups prompts 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 (&brandShortName; menu on Mac OS X).
Priority: Choose a priority to indicate
whether the message has lowest, low, normal, high, or highest
priority.
Send a Copy 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.
Security: Choose this to change the default
security options for this message.
Click Reply All to respond to all addressees in the
message.
To include the original message each time you reply to any
message, and to specify how to place the original message in the
reply:
Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialog box.
If you have multiple accounts, select an account and click the
Composition & Addressing category for that
account.
Select "Automatically quote the original message when
replying".
Specify where in the message to place your reply. "Start my
reply below the quote" is the default.
If you have decided to attach a signature
to every outgoing message and selected to start your reply above the quote
here, you can additionally configure where your signature is placed:
Select "below the quote (recommended)" to place your signature
at the very end of the message below the quoted text.
Select "below my reply (above the quote)" to place your signature
between your reply and the quoted text.
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 (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Composition. (If no
subcategories are visible, double-click Mail & Newsgroups to
expand the list.)
For forwarding messages, choose Inline (in the message body) or
As Attachment.
Click OK.
Tip: To override the default for forwarding a
message, select the message, open the Message menu, and choose
Forward As, then choose Inline or Attachment.
You can use return receipts to notify you when a recipient has
displayed (opened) your message. The recipient must be using a mail
program that supports the Message Disposition Notification (MDN)
standard. Keep in mind that the recipient may choose not to send
you a return receipt, even if you've requested one. Messages you
send to a newsgroup address will not include a return receipt
request, since news servers don't support this feature.
To request return receipts for all messages you send, you can
use the global Return
Receipt preferences to specify how to manage requests you
receive for return receipts. You can override these global
preferences for individual accounts.
To request a return receipt on a per-message basis:
From a Mail Compose window, open the Options menu, and choose
Return Receipt.
To automatically request return receipts when sending messages
from each of your mail accounts:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Return Receipts. (If no
subcategories are visible, double-click Mail & Newsgroups to
expand the list.)
Select "When sending messages, always request a return
receipt."
To save a mail message as a draft so you can complete it
later:
In the Compose window, click Save, or open the File menu and
choose Save as Draft. By default, the message is saved in the
Drafts folder for the current account.
Note: Your mail message will stay open after
you save it as a draft.
To edit or send a message draft, begin from the Mail 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.
Edit the message as necessary.
Click Send to send the message or click Save to save the
message so you can complete it later.
Note: Sending the message removes it from the
Drafts folder.
Tip: You can also double-click the message to
open it for editing. This is especially useful if the message pane
is closed.
To delete one or more unwanted message drafts, begin from the
Mail window:
Click the Drafts folder for the account where you created the
message drafts.
Select the message drafts that you want to delete.
Templates are useful for setting the default format for 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 to use as a template:
In the Mail window, click Compose to create a new message and
then set the default font, text size, text color, background color,
and any other default formatting you want.
Alternatively, open an existing message that already has the
formatting you want.
While displaying the message, open the File menu, choose Save
As, then choose Template. The message is stored as a template in
the Templates folder for the current mail account.
To compose a message using a template:
In the Mail window, select the Templates folder for the account
where you created the message template.
Double-click the message template to open it.
Edit the message, then save it (to put it in the Drafts folder)
or send it.
Note: Sending the message does not remove the
template from the Templates folder. The template is preserved for
future use.
To delete one or more unwanted message templates, begin from the
Mail window:
Click the Templates folder for the account where you created
the message templates.
Select the message templates that you want to delete.
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. &brandShortName; 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 dialog
box.
Select the mail or newsgroup account you want to use.
Go to the Composition & Addressing panel and 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.
If you understand how to work with HTML source code, you can
edit or insert additional HTML tags, style attributes, and
JavaScript in your mail message. If you are not sure how to work
with HTML source code, it's best not to change it. To work with
HTML code, use one of these methods:
Place the insertion point where you want to insert the HTML
code, then open the Insert menu and choose HTML. In the Insert HTML
dialog box, enter HTML tags and text, and then click Insert to
insert your changes.
Select the HTML source code that you want to edit, then open
the Insert menu and choose HTML. In the Insert HTML dialog box,
edit HTML tags and text, and then click Insert to insert your
changes.
Select an element such as a table, named anchor, image, link,
or horizontal line. Double-click the element to open the associated
properties dialog box for that item. Click Advanced Edit to open
the Advanced Property Editor. You can use the Advanced Property
Editor to add HTML attributes and JavaScript to objects.
By default, Mail & Newsgroups prompts you before sending
HTML messages when it's not known whether the recipient's mail
program can display HTML-formatted messages.
To choose sending-format options for mail messages, begin from
the Mail window:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Send Format. (If no
subcategories are visible, double-click Mail & Newsgroups to
expand the list).
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 realize 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 from
the submenu:
Auto Detect: Mail & Newsgroups chooses the
appropriate format for the message text. If it can't determine the
format, it asks you to choose a format.
Plain Text Only: The message may not display
formatting such as bold text, but all mail programs will be able to
display the message.
Rich Text (HTML) Only: Some mail programs may
have trouble displaying an HTML-formatted message. Choose this
option only if you are sure the recipient's mail program can
display HTML-formatted mail.
Plain and Rich (HTML) Text: This uses more
disk space, but may be the best choice if you are not sure whether
the recipient's mail program can display HTML-formatted mail.
When you've finished composing the message, click Send.
You can save time by indicating whether individuals in your
address books prefer to receive either HTML messages or plain text
messages.
Open the Window 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" dialog 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, &brandShortName; Mail & Newsgroups determines
the sending format based on the Send Format settings for Mail &
Newsgroups in the Preferences dialog 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.
The HTML Mail Question dialog box appears when you try to send a
message to someone whose mail program may not be able to display
HTML messages or when Mail & Newsgroups cannot determine
whether your recipient can display HTML messages. If you are in
doubt, send the message in both HTML and plain-text formats.
If you receive a mail attachment that consists of a file type
that &brandShortName; 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 .DOC file, make
sure you have a program on your computer that can open .DOC
files.
To open an attachment:
Double-click the attachment you want (if there is more than
one).
In the Downloading dialog box, choose what you want &brandShortName; to
do with the attachment:
If &brandShortName; 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 &brandShortName; 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. &brandShortName; uses helper applications to determine how
different file types are opened by other applications from within
&brandShortName;. For more information, see Managing Different File
Types.
Click OK.
Note: If you are viewing your mail using an
IMAP mail server, all attachments remain on the server.
In the right side of the message envelope, under "Attachments,"
select the attachment that you want to save.
Right-click (Control-click on Mac OS) the attachment and
choose Save As from the pop-up menu.
Choose a filename 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.
How you delete messages depends on your mail server type: POP or
IMAP. Deleted POP messages are automatically moved to the Trash
folder. IMAP users can set different options for deleting
messages.
To delete 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
Trash folder.
To delete messages permanently, open the File menu and choose
Empty Trash.
To delete messages without opening them, begin from the Mail
window:
Open the View menu and choose Show/Hide, and then uncheck
Message Pane.
Alternatively, click the Message Pane handle (the ridged area
centered at the bottom of the message list) to close the message
pane.
In the message list, select the messages and click Delete.
To set deletion preferences for IMAP messages:
Open the Edit menu and choose Mail & Newsgroups Account
Settings. You see the Mail & Newsgroups Account Settings dialog
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.
If you use a POP server to deliver your mail, or if you set up
IMAP to use the Trash 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
Trash folder.
To recover messages from the Trash:
Click the Trash folder.
Select the messages you want to recover and drag them to
another folder.
Address books store email addresses and contact information for
people you typically send mail to, such as colleagues, friends, and
family. &brandShortName; 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. You
can also import address books from other mail programs and previous
versions of &brandShortName;. 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. The Lightweight
Directory Access Protocol (LDAP) is an industry-standard method for
accessing Internet or intranet directory services such as corporate
address books.
Personal Address Book
Use the Personal Address Book to add specific names of your
choice. You can create mailing lists and edit individual address
entries.
Collected Addresses
By default, the Collected Address Book automatically collects
the email addresses contained in outgoing mail messages. Addresses
from outgoing messages are stored in the Collected Address Book as
soon as you click Send. The Collected Address Book can also save
the sender's address in each incoming message. To enable this
feature, you must change the preferences for email
address collection. The preferences also let you choose which
types of addresses you want to collect (only addresses from mail
messages or addresses from both mail and newsgroup messages).
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.
Automatic address collection is enabled by default. To change
automatic address collection settings, begin in the Mail
window:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Addressing. (If
no subcategories are visible, double-click Mail & Newsgroups 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 Window menu and choose Address Book, or click the
Address Book icon in the lower-left corner of any &brandShortName;
window.
Address Book icon
Changing the Address Book Window Display
To customize how the Address Book window and the cards are
displayed:
Open the Window 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/Hide, and then select the item you wish to uncheck
(hide) or check (show).
Choose Show Name As, and then select how you want card names
displayed (first/last, last/first, or Display Name).
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).
In the Address Book window, copy entries to another address
book by selecting the entries and dragging them over the name of
the address book you want to copy them to.
&brandShortName; 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 in the lower-left corner of any
&brandShortName; window, or open the Window 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 dialog box.
Type the name of the new address book, and click OK.
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
Window 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 dialog box has four tabs:
Name: 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, &brandShortName; Mail & Newsgroups
determines the sending format based on the Mail & Newsgroups
Send Format settings in the Preferences dialog 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 numbers for this person)
Address: Type additional information such as
street address, phone number, and URL.
Tip: If you enter address information, &brandShortName;
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.
Store any additional information you want.
Tip: To quickly add entries to your address
book, click any email address in messages you receive and select
Add to Address Book from the drop-down list. The New Card dialog
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 from the list of entries in the Address Book window.
&brandShortName; Mail & Newsgroups lets you quickly search an address
book or directory by name or email address, or use a combination of
criteria to perform a more specific search through an address book
or directory.
To quickly search an address book or directory for a name or
email address, 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.
In the "Name or Email contains" field, type the name or email
address that you want to find. You can type only part of the name
or email address, or you can type the exact text that you want to
find.
As soon as you stop typing, &brandShortName; Mail & Newsgroups
displays only those entries where the name or email address
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 dialog box, begin from the Address Book window:
Open the Tools menu and choose Search Addresses. You see the
Advanced Address Book Search dialog 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 dialog 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.
If you have a &brandShortName; address book from another user profile or
computer, or if you have an address book from a previous version of
Netscape Communicator or another mail program, you can import its
entries into the Address Book window as a new address book. Keep in
mind that when you upgrade a user profile from an earlier version
of &brandShortName;, your address books are automatically included, so
there's no need to import them.
You can import address books from Communicator, Netscape 6,
Eudora, Outlook, Outlook Express, or text files (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.
To import an address book, begin from the Mail window:
Open the Tools menu, and choose Import. You see the 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\&brandShortName;\Users, where \Users contains the user profiles
directories).
You can export a &brandShortName; 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: &brandShortName;
(.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 Tools menu, and choose Export.
In the Export Address Book dialog 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).
Adding an LDAP directory to your address book allows you to
search the directory for email addresses and other contact
information. You can also use the directory for address
autocompletion when addressing mail messages.
You typically add or remove LDAP directories 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 to your address book.
To add a new directory, begin from the Address Book window:
Open the File menu, and choose New, and then choose LDAP
Directory. You see the Directory Server Properties dialog box.
Type the following information in the Directory Server
Properties dialog box General tab:
Name: Enter the name of the directory service
(for example, InfoSpace Directory).
Host Name: Enter the name of the host name
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 organization. For example, c=JP restricts the search to
Japan only. Base DN also specifies the organization to search on
within the directory (for instance, o=Netscape Communications
Corporation, c=US).
Port Number: Enter the port number for the
LDAP server. The default is 389.
Bind DN: The distinguished name that is used
to authenticate (log in) to the LDAP server. If left blank, the
LDAP server binds anonymously.
Use secure connection (SSL): Choose this
setting if your LDAP server supports secure (encrypted)
connections. If you are unsure, contact your system
administrator.
Click the Advanced tab to configure LDAP directory server
settings.
Type the following information:
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 dialog
box.
Click OK to close the LDAP Directory Servers dialog box.
Click OK to close the Preferences dialog box.
The directory you added appears in the list of address books in
the Address Book window.
To delete a directory:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences. You see the
Preferences dialog box.
Under the Mail & Newsgroups category, select Addressing.
(If no subcategories are visible, double-click Mail &
Newsgroups to expand the list.)
Under Address Autocompletion on the right side of the dialog
box, click Edit Directories.
In the LDAP Directory Servers dialog box, select the directory
that you want to delete and click Delete.
Click OK, then click OK again to close the Preferences dialog
box.
For information on downloading or synchronizing a directory for
offline use so that you can search it or use it for address book
autocompletion while working offline, see Downloading Directory Entries for Offline
Use.
Directory Server Settings
If you are not already viewing the Directory Server Settings
dialog box, begin from the Mail window:
Open the Window 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 host name server,
such as ldap.infospace.com.
Base DN: The Base Distinguished Name. Codes
entered here restrict searching to a specific country or
organization. For example, c=JP restricts the search to Japan only.
Base DN also specifies the organization to search on within the
directory (for instance, o=Netscape Communications Corporation,
c=US).
Port Number: Enter the port number for the
LDAP server. The default is 389.
Bind DN: The distinguished name that is used
to authenticate (log in) to the LDAP server. If left blank, the
LDAP server binds anonymously.
Use secure connection (SSL): Choose this
setting if your LDAP server supports secure (encrypted)
connections. If you are unsure, contact your system
administrator.
Advanced Tab
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.
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.
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.
Tip: Alternatively, you can copy a message
between folders by holding down the Shift key while dragging the
message from the message list over another folder.
Users with IMAP mail accounts can share mail folders with other
users on the same network. Sharing folders allows several users to
see and work with the same messages, similar to a newsgroup. To use
shared folders, your IMAP mail server must support Access Control
List (ACL) management. Check with your system administrator or help
desk if you are not sure that shared folders are supported by your
IMAP mail server.
To share a mail folder with other users on your network, or to
view sharing information for a folder, begin from the Mail
window:
Within an IMAP account, select a folder that you want to share,
or select a folder whose sharing privileges you want to view.
Folders listed under Local Folders, or folders listed under a
POP mail account cannot be shared.
Open the Edit menu, and choose Folder Properties.
Click the Sharing tab.
Click Privileges. You may be prompted to enter your network
user name and password.
The Privileges button is only available if the IMAP mail server
allows you to set folder sharing privileges. If this button is not
available, you can view the folder sharing privileges for this
folder but cannot change them.
Follow the instructions on the screen to add users and to set
their folder access privileges.
Read privileges: Users can read messages and
copy their contents, but they cannot modify or delete messages, or
copy messages into the folder. Users can flag messages as read or
unread. See Marking or Flagging Messages
for instructions on flagging messages.
Read and Write privileges: In addition to Read
privileges, users can modify and delete messages. Users can also
copy or move messages into the folder.
Manage privileges: In addition to Read and
Write privileges, users can add and remove users and change their
folder permissions.
Click OK to confirm your changes.
Click OK to close the Folder Properties dialog box.
In the list of folders for your mail account, a shared folder
displays a distinctive folder icon to indicate that it is
shared.
To send a message that tells others how they can subscribe to
your shared folder, begin from the Mail window:
Select the shared folder.
Right-click to display a pop-up menu, and choose Copy Folder
Location.
Click Compose to display a Mail compose window.
Click in the message body, open the Edit menu, and choose
Paste.
Address the message, type a subject, and type the message text.
Tell message recipients that they can subscribe to the shared
folder by clicking the link you pasted into the message.
Only message recipients who share the same network will be able
to subscribe to your shared folder.
Click Send.
Subscribing to a Shared
Folder
Subscribing to a shared folder is similar to subscribing to a
newsgroup. To subscribe to a shared folder, begin from the Mail
window:
Open the File menu and choose Subscribe. You see the Subscribe
dialog box.
If necessary, click the Account drop-down list to choose
another IMAP mail account.
Select the folder that you want to subscribe to.
Click Subscribe or click in the Subscribe column next to the
folder. You see a checkmark next to each folder to which you
subscribe. Click Unsubscribe to cancel a selection.
Click OK. The list of your subscribed folders appears in the
Mail window.
You can apply labels to messages to help you organize and
prioritize them. You can apply a standard color and text label to
messages, or you can customize the label colors or label text to
suit your needs.
One powerful way to use labels is to set up a message filter to
automatically label incoming messages from a specific sender. For
example, you can set up a message filter so that incoming messages
from your boss are labeled "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 color you chose. To see
the label text, you must display the Label column in the Mail
window.
Tip: To quickly label messages or remove a
label, select one or more messages and press 1, 2, 3, 4, or 5 on
your keyboard. Press 0 to remove a label.
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 labeled message to
another mail account, the label is not preserved. Similarly, if you
forward a labeled 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.
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.
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.
custom views: Choose a custom view. By default you have four
preset views: People I Know, Recent Mail, Last 5 Days,
and Not Junk.
Customize...: Choose this option to view or modify
settings for custom views.
Tip: You can quickly change message view from the View
box in the Search Bar. If you do not see the Search Bar, open the View
menu, choose Show/Hide, and then choose Search Bar.
Creating a Custom View
You can create custom message views to only display messages matching certain
critaria.
To change or create a custom message view:
Open the View menu, choose
Messages, and then choose
Customize...
To create a new view, click New.
To modify a view, select a view and click Edit.
Type a name for the message view.
Select the matching option you want Mail to use:
all of the following conditions (criteria) you choose,
or any of the following.
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 Customize and type the header you want to search for.
&brandShortName; Mail & Newsgroups adds your custom header to the
drop-down list, so you can then choose it to search for matching
entries. Make sure you enter the custom header correctly, since
Mail will only find entries that exactly match what you type.
Click More to add criteria and
Fewer to remove them.
Click OK to confirm your settings.
Click OK in the Customize Message Views dialog box.
The selected view setting applies automatically.
Message filters allow you to manage and organize your messages.
You can create message filters that &brandShortName; 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 dialog box,
begin from the Mail window:
Open the Tools menu and choose Message Filters. You see the
Message Filters dialog 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 dialog 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 to use: all of
the following conditions (criteria) you choose, or any
of the following 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 Customize and type the header you want to search for.
&brandShortName; Mail & Newsgroups adds your custom header to the
drop-down list, so you can then choose it to search for matching
entries. Make sure you enter the custom header correctly, since
Mail will only find entries that exactly match what you type.
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 dialog box. The filter begins
filtering incoming messages as soon as you click OK.
To manage your filters, begin from the Mail window:
Open the Tools menu and choose Message Filters. You see the
Message Filters dialog 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
dialog 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 the Inbox 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.
You can 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",
you can 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 From Message.
You see the Filter Rules dialog box. Using the sender's email
address, &brandShortName; 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 dialog 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.
&brandShortName; 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 Edit menu, and choose Find in This
Message.
Type the text that you want to locate in the dialog box.
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 Edit menu to continue searching for
the text throughout the rest of the message.
To quickly search for messages in a selected folder 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, &brandShortName; Mail & Newsgroups
displays only those messages in the selected folder where the
subject or sender contains the search text you entered.
Click Clear to erase the search text and show all messages in
the selected folder.
Searching for Specific
Messages
You can search mail folders or newsgroups for specific messages.
If you are not already viewing the Search Messages dialog box,
begin from the Mail window:
Open the Tools menu and choose Search Messages. You see the
Search Messages dialog box.
Next to "Search for messages in", choose the account,
newsgroup, or folder through which you want to search.
Select "Search subfolders" to include all subfolders in the
search.
Select which matching option Mail & Newsgroups will use to
search for messages 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 Customize and type the header you want to search for.
&brandShortName; Mail & Newsgroups adds your custom header to the
drop-down list, so you can then choose it to search for matching
entries. Make sure you enter the custom header correctly, since
Mail will only find entries that exactly match what you type.
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
dialog 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.
&brandShortName;'s Junk Mail Controls feature can evaluate your incoming
messages and identify possible junk (or unsolicited) messages. The feature
uses the Bayesian classification method. You first train &brandShortName; by
showing it a bunch of mail that is junk, and a bunch of mail that is not. Then,
you let it auto-classify new mail for you. If &brandShortName; makes any
mistakes, you can correct them.
To use Junk Mail Controls:
First, train &brandShortName; to recognize Junk messages and Non-Junk messages.
There are three ways to toggle junk status of the selected message(s):
Open the Tools menu, and choose Mark Selected Messages
or Mark Selected Messages as Not Junk.
Click on the Junk toolbar button.
Click to toggle the Junk Status column in the message list.
(If you do not see it, click
the right-most button ()
in the list header bar and select Junk Status from
the pop-up menu.)
When you toggle junk status, a trash-can icon will appear or
disappear in the Junk status column to indicate the junk status of
the selected message.
Open the Tools menu and choose Junk Mail Controls....
Enable the feature for your mail account, and &brandShortName;
will automatically classify incoming messages.
(See Junk Mail Controls Options.)
If you have trained it on virus mail, consider disabling
the white listing (many mail viruses send bulk messages
to people in the address book of the infected computer).
Make sure to correct the Junk Mail Controls when it incorrectly labels
messages either as junk or not junk.
To analyze existing messages, select messages, open the Tools menu
and choose Run Junk Mail Controls.
Note: &brandShortName; will only run
Junk Mail Controls when the training database has information on
non-Junk messages. If Junk Mail Controls does not work, select some
messages and explicitly mark them as Not Junk.
To fine-tune how Junk Mail Controls works, open the Tools menu
and choose Junk Mail Controls...:
Account: Choose an mail account to change
the Junk Mail Controls settings for that account. (Note:
all accounts share the same Junk training database.)
Junk Mail Log: Click the button to open a
dialog showing you the history of Junk mail detections. You
can disable Junk Mail Log from the dialog.
Enable Junk Mail Controls: Toggle this
option to activate or deactivate junk mail classification.
Do not mark messages as junk mail if the sender
is in my address book: Choose this option to
prevent messages from people you know inadvertently
classified as junk mail.
Move incoming messages determined to be junk mail to:
Check this option to automatically move messages flagged as Junk
to a special folder.
"Junk" folder on [account]: select this
to use the default Junk folder.
Other: [account]: select this to choose your own
custom-named junk folder.
Automatically delete junk messages older than
__ days from this folder: If you are confident old
messages classified as junk are indeed junk mail, check
this option to automatically delete old junk messages
after a grace period.
When I manually mark messages as Junk: Choose this
to set what you want &brandShortName; to do when you manually mark
messages as Junk.
Move them to the "Junk" folder:
Choose this to move manually-marked Junk messages
to the Junk folder.
Delete them:
Choose this to move manually-marked Junk messages
to the trash folder.
Junk Mail Controls runs after mail mail filters and applies only to
the Inbox folder and its sub-folders. Use this to your advantage, for
example, you can filter mail you are sure not to be Junk to a special
folder outside of Inbox so that the messages will not be classified as
Junk (especially useful if you subscribe to newsletters or if you are
on a moderated mailing list).
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.
To import mail messages from Netscape Communicator, Outlook,
Outlook Express, or Eudora, begin from the Mail window:
Open the Tools menu, and choose Import. You see the Import
Wizard.
Follow the instructions to import mail messages.
For Netscape Communicator, the wizard imports a copy of all
Communicator mail folders included under Local Folders. Imported
mail is added as a new folder under Local Folders in the Mail
window. (The Communicator mail folders still remain in their
original location).
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
dialog box.
If necessary, click the Account drop-down list to choose
another newsgroup account.
Select a newsgroup. To select more than one newsgroup,
Ctrl+click (Windows, Linux or Unix) or Command+click (Mac OS) each
additional 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
an account from the Account drop-down list. For more information on
sharing folders and subscribing to folders, see Sharing Folders With Other Users (IMAP
Only).
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.
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. &brandShortName; 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. &brandShortName; 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.
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.
Setting Up &brandShortName; Mail & Newsgroups to Work Offline
&brandShortName; 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, &brandShortName; 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.
Download directory entries in your address book for offline
use.
If you frequently work offline, &brandShortName; 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 folders and newsgroups that you want to view
offline.
You can tell &brandShortName; Mail & Newsgroups to automatically
download your Inbox messages for offline use. Later, when you go
back online, &brandShortName; Mail & Newsgroups automatically
synchronizes 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 dialog
box.
In the left side of the dialog box, under the name of the
account you want to use offline, select Offline & Disk Space.
(This category is not available for POP accounts.)
Check the box labeled "Make the messages in my Inbox available
when I am working offline."
Click OK.
In the folder pane, under the name of the account you want to
use offline, click any folder other than the Inbox. For example,
click the Sent or the Drafts folder. Then click the Inbox folder to
start downloading its messages.
Once downloading is complete, click the Online/Offline
indicator in
the lower right corner of the Mail window (to the left of the
Cookie icon) to go offline.
&brandShortName; Mail & Newsgroups automatically downloads all
messages in your Inbox so you can read and respond to them while
working offline. After disconnecting, &brandShortName; Mail & Newsgroups
remains open so you can continue to work with your messages.
To reconnect to the Internet so you can work online:
Click the Online/Offline indicator in the lower
right corner of the Mail window (to the left of the Cookie icon) to
go back online.
When you go back online, &brandShortName; Mail & Newsgroups
automatically synchronizes your Inbox messages with the server, by
replicating any changes you made while working offline.
Tip: &brandShortName; Mail & Newsgroups saves any
messages that you send while working offline in the Unsent Messages
folder under Local Folders. To have &brandShortName; Mail & Newsgroups
automatically send your unsent messages when you reconnect, use the
Preferences command on the Edit menu (&brandShortName; menu on Mac OS X) to change the offline preferences for
all your accounts.
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 Folder Properties. You see the
Properties dialog box.
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.
Click the Online/Offline indicator in the lower right corner of the Mail
window to go offline.
In the Work Offline dialog box, click Download.
&brandShortName; Mail & Newsgroups automatically downloads all
messages in the selected folder so you can read and respond to them
while working offline. After disconnecting, &brandShortName; 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 gray envelope or newsgroup
icon.
To reconnect to the Internet so you can work online:
Click the Online/Offline indicator in the lower
right corner of the Mail window (to the left of the Cookie icon) to
go back online.
&brandShortName; Mail & Newsgroups automatically synchronizes the
offline folders with the server, by replicating any changes you
made while working offline.
Tip: &brandShortName; 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 &brandShortName; Mail & Newsgroups automatically send your
unsent messages when you reconnect, use the Preferences command on
the Edit menu (&brandShortName; menu on Mac OS X) to change your offline preferences.
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, Linux or Unix) or the Command key (Mac OS) and
click each message.
Open the File menu, choose Offline, and then choose Get
Selected Messages from the submenu. &brandShortName; Mail & Newsgroups
downloads the selected messages.
Once downloading is complete, click the Online/Offline
indicator in the lower right corner of the Mail window (to the left
of the Cookie icon) to go offline.
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. &brandShortName; Mail & Newsgroups downloads the flagged
messages.
Once downloading is complete, click the Online/Offline icon in
the lower right corner of the Mail window (to the left of the
Cookie icon) to go offline.
After you disconnect, &brandShortName; 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 gray envelope or newsgroup
icon.
To reconnect to the Internet so you can work online:
Click the Online/Offline indicator in the lower
right corner of the Mail window to go online.
Tip: &brandShortName; 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 &brandShortName; Mail & Newsgroups automatically send your
unsent messages when you reconnect, use the Preferences command on
the Edit menu (&brandShortName; menu on Mac OS X) to change your offline preferences.
You can download (replicate) the entries in a directory server
to your computer so that they are available when you work offline.
Once you've downloaded directory entries, you can use the same
procedure to update your local copy of the entries with the latest
entries on the directory server.
To download or update an address book LDAP directory for offline
use:
Make sure you're online.
Open the Window menu, and choose Address Book.
In the Address Book window, select the directory that you want
to download (replicate).
Click Properties in the Address Book toolbar. The Directory
Server Properties dialog box appears.
Click the Offline tab.
Click Download Now to start copying the entries to your
computer.
If prompted, enter your network user name and password, and
click OK to start the download.
Depending on the number of directory entries, the download
process may take a while, so please be patient.
After the download finishes, you can work offline and search the
directory or use it for address autocompletion when composing
messages. After you've been using your local copy of the directory
for a while, you may wish to update it to get the latest entries
from the directory server. To update your local copy, use the
procedure described above.
To set up one or more accounts for working offline, you use the
Offline and Disk Space preferences in the Mail & Newsgroups
Account Settings dialog 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 dialog box to set the
Offline & Disk Space preferences for that account. You must
select the items (folders and newsgroups) that you want to download
for offline use. See Selecting Items 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/Sync 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 or newsgroup messages) in order for the
download to work.
Select "Work offline once download and/or sync is
complete."
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 dialog
box.
Choose the Offline & Disk Space category for the account
you want to change.
Click Select. You see your IMAP accounts, mail folders, and
subscribed newsgroups.
Note: You see only the newsgroups and folders
that you've already subscribed
to. POP accounts and local mail folders don't appear in the
list.
Select the items (folders, newsgroups) that you want to make
available for offline use.
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
Sync command.
If you have already selected mail folders and newsgroups for
offline use, you are now ready to download and synchronize 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/Sync Now dialog box,
follow these steps:
To download and synchronize your messages, begin from the Mail
window:
Open the File menu, choose Offline, and then choose
Download/Sync 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 &brandShortName; Mail & Newsgroups
finishes downloading, select "Work offline once download and/or
sync is complete".
To set or change the items to download, click Select. See Selecting Items for Offline Viewing for
more information. You can skip this step if you've already selected
items for download.
Click OK. &brandShortName; Mail & Newsgroups begins downloading the
selected items.
If you chose to work offline once the download completes, then
&brandShortName; Mail & Newsgroups immediately switches to offline mode.
Otherwise, when you are ready to go offline, click the
Online/Offline indicator
in the lower right corner of the Mail window to go
offline.
To work offline and reconnect later, begin from the Mail
window.
When you are ready to work offline:
Click the online/offline indicator in the lower-right corner of the Mail
window. 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 gray envelope or newsgroup
icon.
Tip: To set &brandShortName; Mail & Newsgroups'
download behavior when going offline, open the Edit menu (&brandShortName; menu on Mac OS X), choose
Preferences, and then click the Offline & Disk Space category.
You can choose to have &brandShortName; Mail & Newsgroups prompt you to
download messages when going offline, to automatically download
messages, or to not download any messages.
To reconnect and synchronize your messages:
Click the online/offline indicator in the
lower-right corner of any &brandShortName; window.
Open the File menu, choose Offline, and then choose
Download/Sync Now.
&brandShortName; Mail & Newsgroups synchronizes your messages with
the server by replicating any changes you made while working
offline.
Tip: To set &brandShortName; Mail & Newsgroups'
behavior when going online, open the Edit menu (&brandShortName; menu on Mac OS X), choose Preferences,
and then choose the Offline & Disk Space category. You can
choose to have &brandShortName; Mail & Newsgroups prompt you to send
unsent messages, to automatically send unsent messages, or to not
send unsent messages.
This section describes the settings in the Mail & Newsgroups
Account Settings dialog box. Unlike the Preferences dialog box,
which applies settings to all accounts, the Mail & Newsgroups
Account Settings dialog box lets you specify settings on a
per-account basis.
If you are not currently viewing the Mail & Newsgroups
Account Settings dialog 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 dialog
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
organization (optional).
Attach this signature: Lets you choose the
signature file (in text or HTML format) you want to attach to your
outgoing messages. Click Choose to locate the signature file
(optional).
Attach my vCard to messages: Lets you choose
if your vCard should be attached to your outgoing messages. Click
Edit Card to edit the card information (optional).
Mail & Newsgroups Account Settings -
Server Settings
&brandShortName; 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.
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.
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 and delete messages on
the server when they are deleted locally. Most ISPs currently
support POP.
Disadvantages: 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.
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 dialog
box.
Select the account name and click the Server Settings category.
(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 messages. If you are unsure, contact your service
provider or system administrator.
Use secure authentication: Choose this
setting if you want to use secure mechanisms for logging in like
CRAM-MD5. If you are unsure if your service supports this,
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 behavior you want for deleted
messages. "Move it to the Trash 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 Trash on Exit: Empties the Trash folder
whenever you quit Mail & Newsgroups.
Advanced: Lets you choose a different outgoing
server (SMTP) for outgoing messages from this account. You can also
reach the Advanced IMAP Server Settings
through this button.
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 dialog 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 dialog
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
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 dialog
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 messages. If you are unsure, contact your service
provider or system administrator.
Use secure authentication: Choose this
setting if you want to use secure mechanisms for logging in like
CRAM-MD5 and APOP. If you are unsure if your server supports this,
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.
For at most ___ days: Choose this setting to
remove messages from the server automatically after the number of
days you enter here.
Until I delete or move them from Inbox:
Choose this setting to remove messages from the
server once you delete them or move them from your Inbox into
another folder.
Empty Trash on Exit: Choose this setting to
empty the Trash folder whenever you quit Mail &
Newsgroups.
Advanced: Lets you choose a different outgoing
server (SMTP) for outgoing messages from this account.
Local directory: The location on your hard
disk where mail for this account is stored.
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 dialog
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 (NNTP) that you
specified when you created this account.
Server Name: The server name that you
specified when you created this account. If you are having problems
receiving messages 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 news server is configured to send and receive
encrypted messages. 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.
Always request authentication when connecting to this
server: Some servers allow you to talk to them without logging
in, but will silently hide all the private groups/postings
unless you are logged in. Choose this setting to force &brandShortName; to
authenticate each time it connects to this server even when the server
doesn't ask (also called "Pushed Authentication").
Advanced: Lets you choose a different outgoing
server (SMTP) for outgoing messages from this account.
newsrc file: The path to the newsrc file is mostly
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.
Local directory: The location on your hard
disk where mail for this account is stored.
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, &brandShortName; Mail & Newsgroups stores copies of your
outgoing messages in the Sent folder for the current account.
&brandShortName; 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 dialog
box.
Select the account, and click Copies & Folders. You see the
Copies & Folders panel.
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 these email addresses: Select whether you
want to always send a blind carbon copy (bcc) to another addressee, and
enter the address. If you want to always send a blind carbon copy to
yourself, just add your address to this list. Separate addresses with
comma (,).
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 dialog when messages are
saved: Choose this option if you want Mail &
Newsgroups to display a confirmation dialog box when you save a
draft message or a template. If checked, a dialog box will appear
when you save a draft or template to remind you where &brandShortName; Mail
& Newsgroups is saving the draft or template.
Mail & Newsgroups Account Settings -
Composition & Addressing
You use Composition settings to choose how to format text and to
handle replies.
Compose messages in HTML format: Use the HTML editor
as the default editor for writing mail and newsgroup messages. Leave this
item unchecked to use the plain-text editor by default.
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 only want to use an editor occasionally, you can
hold down the Shift key while clicking the Compose or the Reply button
to switch to the non-default on an as-needed basis.
Automatically quote the original message when
replying: Select this to include the original message text
in your reply.
Use the drop-down list to select if the cursor should be positioned below
or above the quoted text. You can also choose the quoting to be automatically
selected.
and place my signature: This drop-down list lets you
choose where you want your signature to be placed. It's only selectable if
you decided to attach a signature
and to place the cursor above the quotet text.
You use Addressing settings to override the global LDAP server
settings specified for all address books in the
Preferences dialog box. LDAP server settings affect the behavior 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 dialog
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.
The directory you select will also be searched for matching
certificates when you attempt to send an encrypted message to one
or more recipients for whom you don't have certificates on
file.
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.
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 and choose Mail & Newsgroups Account
Settings. You see the Mail & Newsgroups Account Settings dialog
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 use: 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 by choosing the Download/Sync
Now command (available from the File menu, under Offline). Click
the Select button in the Download/Sync Messages dialog box to
select the folders.
Select folders for offline use: Click to select the
folders that you want to make available for offline use. See Selecting Items for Offline Viewing for
more information.
Messages larger than ___ KB: Select this option to
conserve disk space by preventing large messages from being downloaded.
Enter the maximum size for downloaded messages.
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 dialog
box.
Click the Disk Space category for a POP account.
Messages larger than ___ KB: Select this option to conserve
disk space by preventing large messages from being downloaded. Enter the
maximum size for downloaded messages.
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 dialog
box.
Choose the Offline & Disk Space category for a News
account.
Select newsgroups for offline use: Click to select the
newsgroups that you want to make available for offline
use. See Selecting Items for Offline
Viewing for more information.
The following settings help to save disk space and download time.
Specify which messages you don't want to download locally:
Read messages: Select
this option to only download message bodies from messages you haven't
already read.
Messages larger than ___ KB: Select this option to conserve
disk space by preventing large messages from being downloaded. Enter the
maximum size for downloaded messages.
Messages more than ___ days old: Select this option
to only download messages that are not older than the number of days you
enter here.
&brandShortName; can automatically delete newsgroup messages for you. You can
configure this process with the options listed below Keep:
All messages: Keep all messages. Never delete messages
automatically.
The newest ___ messages: Enter the number of messages
to keep. With this setting only messages older than these messages are
deleted.
Messages which have arrived within the last ___ days: Keep
all messages that arrived within the given number of days.
With last two settings you can further constrain the three options
to delete messages automatically. This is especially useful in combination
with the option to keep all messages.
Only unread messages: Select this option
to deny &brandShortName; the deletion of unread messages.
Only message bodies less than ___ days old:
Select this option to deny &brandShortName; the deletion of messages
that are newer than the number of days you specify here.
Mail & Newsgroups Account Settings -
Return Receipts
This section describes how to use the Return Receipts account
settings. If you are not currently viewing the Return Receipts
settings, follow these steps:
Open the Edit menu, and choose Mail & Newsgroups Account
Settings. You see the Mail & Newsgroups Account Settings dialog
box.
Click the Return Receipts category for your mail account.
You use the Return Receipts settings to define return receipt
settings for outgoing messages from this mail account. You also use
the Return Receipt settings to specify how to manage requests you
receive for return receipts. These settings override global return
receipt preferences you specified using Mail & Newsgroups
Preferences - Return Receipts.
Customize return receipts for this account:
Lets you change the return receipt preferences for this
account.
When sending messages, always request a return
receipt: Enables automatic return receipt requests for all
outgoing messages from this mail account.
Leave it in my Inbox: Return receipt
confirmation messages are delivered to the Inbox for this
account.
Tip: Choose this option if you want to use a
filter that automatically moves return receipt confirmation
messages to a folder you specify. For information on creating and
using filters, see Creating Message
Filters.
Move it to my Sent Mail folder: Incoming
return receipt confirmation messages are moved to the Sent mail
folder for this account.
Never send a return receipt: Choose this
option if you do not want to send a return receipt in response to
requests for return receipts from others.
Allow return receipts for some messages:
Choose how you want to respond to requests you receive for return
receipts.
This section describes how to configure the Mail & Newsgroup
Account Settings that control mail message security. Before you do
so, however, you must obtain one or more mail 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 in Mail & Newsgroup
Account Settings is to select two certificates:
The email certificate you want to use for signing mail 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.
Digital Signing
You use the Digital Signing area in the Security panel to specify how you
want to sign your email 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 this certificate to digitally sign messages you
send: If this field is empty or if it displays the wrong
certificate, click Select to choose from the certificates 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.
To change the digital signature setting for a message you are
writing in the Compose window, click the arrow below the Security
icon near the top of the window and select or deselect "Digital
Sign This Message". For details, see Signing & Encrypting a New
Message.
Encryption
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.
Required: 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.
Use this certificate to encrypt & decrypt messages
sent to you: If this field is empty or if it displays the
wrong certificate, click Select to choose from the certificates you
have on file.
Regardless of which encryption option you select, you can change
your mind before you send an individual message.
To change the encryption setting for a message you are writing
in the Compose window, click the arrow below the Security icon near
the top of the window and choose the encryption setting you want.
For details, see Signing &
Encrypting a New Message.
Mail & Newsgroups Account Settings -
Local Folders
Local Folders is the account where &brandShortName; 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 dialog
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.
Mail & Newsgroups Account Settings -
Outgoing Server (SMTP)
The outgoing server will transport your outgoing mail to the
intended recipients.
If you are not already viewing the Outgoing Server (SMTP)
settings, begin from the Mail window:
Click on any Mail window.
From the Edit menu, choose Mail & Newsgroup Account Settings.
Select Outgoing Server (SMTP) and set up as follows (If you are not sure
which option to choose, check with your ISP or system administrator):
Server name: The SMTP server that will deliver your
outgoing mail. To use a different SMTP server, change this field.
Port: The port on which the SMTP server will be connected.
By default it holds the standard port for the specified encryption. Change it
if the mail server is listening for connections on a non-standard port.
Use name and password: If your SMTP server requires
authentication to send mail, select this option and enter your user
name. The first time you send mail, you will be prompted for your
password. At that time you can instruct &brandShortName; to save your password
for future sessions.
Use secure connection: If your outgoing server is configured
to support an encrypted connection, choose one of the following (if you make
a choice for which your server is not configured, you will get an error
message when sending mail):
No: If you don't want to use an encrypted link.
TLS, if available: &brandShortName; will try to use a TLS encrypted
connection. If the server doesn't support it, an unencrypted connection is
used.
TLS: Require a TLS encrypted connection. This mechanism
will mostly run on the standard SMTP port 25.
SSL: Require a SSL encrypted connection. The default port
for this is 465.
Advanced: Click this option to set up additional
SMTP servers or to change the default SMTP server.
This section describes the main Mail & Newsgroups
preferences. If you are not already viewing the Mail &
Newsgroups main preferences, follow these steps:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences. You see the
Preferences dialog box.
Click the Mail & Newsgroups category.
Confirm when moving folders to the Trash:
Choose to allow Mail & Newsgroups to prompt you before deleting
folders.
Remember the last selected message: Choose this option if
you want &brandShortName; to select the message you had selected last before leaving
a folder when you reenter a folder.
Use &brandShortName; Mail as the default mail
application: Select &brandShortName; Mail & Newsgroups as the
default mail application for Windows and from within other
applications such as Microsoft Word.
Note: Setting &brandShortName; Mail & Newsgroups as
the default mail application may disable another mail application.
To restore the other mail application as the default, deselect this
option.
Play a sound: Select this if you want &brandShortName;
Mail & Newsgroups to play the default system sound when new
messages arrive. If no &brandShortName; applications are running, Quick
Launch must be enabled in order to play a sound when new messages
arrive.
If any &brandShortName; application is running, then Quick Launch does
not need to be enabled in order to play a sound when new messages
arrive. For information on using Quick Launch, see Using Quick Launch.
Once &brandShortName; Mail has been started, the new messages sound will
continue to work even after you close the Mail window (as long as
another &brandShortName; application is running).
Show an alert: Select this if you want &brandShortName;
Mail & Newsgroups to display a sliding alert above your system
tray in the lower right corner of your screen when new messages
arrive. The sliding alert only appears once when new messages
arrive, and won't appear again until you bring the Mail &
Newsgroups window to the front.
Sliding new mail alert
When the alert appears, clicking the link displayed in the alert
will take you to the first folder that has new mail. If no &brandShortName;
applications are running, Quick Launch must be enabled in order to
display the new message alert.
If any &brandShortName; application is running, then Quick Launch does
not need to be enabled in order to display the new message alert.
For information on using Quick Launch, see Using Quick Launch.
Once &brandShortName; Mail has been started, the new message alert will
continue to work even after you close the Mail window (as long as
another &brandShortName; application is running).
When Mail launches, show the Start Page in the message
area: Select this to enable the Start Page. The Start Page
appears in the message area when you first open &brandShortName; 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 &brandShortName;.
Windows preferences allow you to adjust the window layout and
handling.
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Windows.
(If no subcategories are visible, double-click Mail & Newsgroups to
expand the list.)
Select the window layout you prefer for Mail: Choose the
type of three-pane layout to use for the Mail window. If you change
this setting, you must exit and restart Mail & Newsgroups to
have your changes take effect.
When opening messages, display them in: Here you can choose
if you want to reuse a message window for the next mail or if want to
open a new one for each.
Message Display preferences allow you to choose how messages are
displayed (for example, font style and color) in all accounts. If
you are not already viewing the Message Display settings, follow
these steps:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences. You see the
Preferences dialog box.
Under the Mail & Newsgroups category, click Message
Display. (If no subcategories are visible, double-click Mail &
Newsgroups 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 color 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
Character Encodings: Click the Character Encoding drop-down
list to select the character encoding 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 encoding (MIME charset) is not indicated, such as when reading
messages in international newsgroups.
Apply default to all messages: Select this to
apply the default character encoding to all messages.
Tip: You can later view or change the character
encoding for a specific folder. In the Mail window,
select a folder from the list of Mail folders. Open the View menu,
and choose Character Encoding.
Notification preferences allow you to select different methods
for informing you on arrival of a new message. So you don't have to
always look in the folders.
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Notifications.
(If no subcategories are visible, double-click Mail & Newsgroups to
expand the list.)
Show an alert: Select this if you want &brandShortName;
Mail & Newsgroups to display a sliding alert above your system tray
in the lower right corner of your screen when new messages arrive.
The sliding alert only appears once when new messages arrive, and
won't appear again until you bring the Mail & Newsgroups window
to the front.
Sliding new mail alert
When the alert appears, clicking the link displayed in the alert
will take you to the first folder that has new mail.
Once &brandShortName; Mail has been started, the new message alert will
continue to work even after you close the Mail window (as long as
another &brandShortName; application is running).
Note: This feature is not available on Mac OS, Linux or Unix.
Play a sound: Select this if you want &brandShortName; Mail &
Newsgroups to play a sound when new messages arrive.
You can choose between the default system sound and a custom sound in
WAV format. If you choose the latter you have to enter the path to the
sound file or use the Browse button to select in in the file locator.
Click on Preview button to preview the choosen sound file.
Once &brandShortName; Mail has been started, the new messages sound will
continue to work even after you close the Mail window (as long as
another &brandShortName; application is running).
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 (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, click Composition.
(If no subcategories are visible, double-click Mail &
Newsgroups to expand the list.)
Forward 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).
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 encoding (for example, Latin ISO-8859-3).
Confirm when using keyboard shortcut to send message:
Check this option if want to be asked if you're sure to be ready to send the
message when you're pressing Ctrl+Return in message editor. This may help you
avoid accidentally sending the message if you enter the keyboard shortcut by
mistake when composing a message.
Wrap plain text messages at __ characters:
Enter a number to set the right margin for text in the message
area.
Character Encoding: Select the character encoding you
want Mail & Newsgroups to use as the default for outgoing mail and
newsgroup messages. Note that this character encoding is not
used when replying to a message. Instead, the character encoding of the message
being replied to is used by default. Choose to use the
default character encoding for outgoing messages even when replying.
Defaults for HTML Messages: Here you can define what
the defaults are for font, size, text and background color if you choose
to send mails in HTML 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 (&brandShortName; menu on Mac OS X) and choose Preferences. You see the
Preferences dialog box.
Under the Mail & Newsgroups category, click Send Format.
(If no subcategories are visible, double-click Mail &
Newsgroups to expand the list.)
Ask me what to do: This option requires Mail
& Newsgroups to prompt you to choose a format before you send
the message.
Convert the message to plain text: This option
may cause your message to lose formatting such as bold text.
Send the message in HTML anyway: If you select
this option, keep in mind that some mail programs may have trouble
displaying the message.
Send the message in both plain text and HTML:
This option uses more disk space.
You can always override these preferences for an individual
message by using the Options menu in the Mail Compose window.
HTML and Plain Text Domains: Use the Add
button to add the domain names that you typically send mail to, if
you know which domains can display HTML-formatted mail messages,
and which domains can only display plain text.
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.
Addressing preferences allow you to control the settings for
&brandShortName; 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 (&brandShortName; menu on Mac OS X) and choose Preferences. You see the
Preferences dialog box.
Under the Mail & Newsgroups category, select Addressing.
(If no subcategories are visible, double-click Mail &
Newsgroups 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: In addition to your Personal Address
Book, &brandShortName; Mail & Newsgroups provides you with a Collected
Addresses Book that can automatically store email addresses from
your incoming or outgoing messages, or both. By default, email
addresses contained in outgoing messages are stored as soon as you
click Send. If you choose "Incoming Mail Messages," Mail &
Newsgroups stores the sender's address in each message as soon as
you open it. Any changes you make to these settings take effect the
next time you start &brandShortName;.
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) or both.
Note: If while addressing mail, multiple email
address 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. The directory you
select will also be searched for matching certificates when you
attempt to send an encrypted message to one or more recipients for
whom you don't have certificates on file.
Note: Directory server settings you enter from
the Preferences dialog 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 dialog box. To set different addressing options
for a specific account, open the Edit menu and choose Mail &
Newsgroups Account Settings.
This section describes how to use the Labels preferences panel.
You use the Labels preferences to define the label text and colors
for message labels. If you are not currently viewing the panel,
follow these steps:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, select Labels. (If no
options are visible, double-click the Mail & Newsgroups
category to expand the list.)
Customize Labels: Specifies the label text and
the color for each label. You can edit or replace the default label
text with your own text (up to 32 characters). To change the label
color, click the color chip next to that label and select a new
color.
Restore Defaults: Restores the default label
text and colors.
This section describes how to use the Return Receipts
preferences panel. If you are not currently viewing the Return
Receipts panel, follow these steps:
Open the Edit menu (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, select Return
Receipts. (If no subcategories are visible, double-click Mail &
Newsgroups to expand the list.)
You use the Return Receipts preferences to define return receipt
settings for outgoing messages from all your mail accounts. You
also use the Return Receipt preferences to specify how to manage
requests you receive for return receipts.
When sending messages, always request a return
receipt: Enables automatic return receipt requests for all
outgoing messages in all your mail accounts.
Leave it in my Inbox: Return receipt
confirmation messages are delivered to your Inbox.
Tip: Choose this option if you want to use a
filter that automatically moves return receipt confirmation
messages to a folder you specify. For information on creating and
using filters, see Creating Message
Filters.
Move it to my Sent Mail folder: Incoming
return receipt confirmation messages are moved to your Sent mail
folder.
Never send a return receipt: Choose this
option if you do not want to send a return receipt in response to
requests for return receipts from others.
Allow return receipts for some messages:
Choose how you want to respond to requests you receive for return
receipts.
Mail & Newsgroups
Preferences - Offline & Disk Space
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 (&brandShortName; menu on Mac OS X) and choose Preferences.
Under the Mail & Newsgroups category, select Offline & Disk Space.
(If no subcategories are visible, double-click Mail & Newsgroups to
expand the list.).
The Offline & Disk Space preferences allow you to set
preferences for working offline, going online, and disk space.
Offline: 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.