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Organizing Your E-Mail

53

Novell Confidential

Manual (ENU) 21 December 2004

Creating New Filter Rules

1

Click Edit > Message Filters.

2

Click Add.

3

Type a name for the filter in the Rule name field.

4

Define the criteria for the filter in the If section.

For each of the filter criteria, you must first select which parts of the message you want to
filter:

Sender:

The sender’s address.

Recipient:

The recipients of the message.

Subject:

The subject line of the message.

Specific Header:

Any header including custom ones.

If a message uses a header more than once, Evolution pays attention only to the first instance,
even if the message defines the header differently the second time. For example, if a message
declares the Resent-From: header as “[email protected]” and then restates it as
“[email protected],” Evolution filters as though the second declaration did not occur.
To filter on messages that use headers multiple times, use a regular expression.

Message Body:

Searches in the actual text of the message.

Expression:

(For programmers only) Match a message according to an expression you write

in the Scheme language, used to define filters in Evolution.

Date Sent:

Filters messages according to the date on which they were sent. First, choose the

conditions you want a message to meet, such as before a given time or after a given time. Then
choose the time. The filter compares the message’s time stamp to the system clock when the
filter is run, or to a specific time and date you choose from a calendar. You can also have it
look for a message within a range of time relative to the filter, such as two to four days ago.

Date Received:

This works the same way as the Date Sent option, except that it compares the

time you received the message with the dates you specify.

Label:

Messages can have labels of Important, Work, Personal, To Do, or Later. You can set

tables with other filters or by hand.

Score:

Sets the message score to any whole number greater than 0. You can have one filter set

or change a message score, and then set up another filter to move the messages you have
scored. A message score is not based on anything in particular: it is simply a number you can
assign to messages so other filters can process them.

Size:

Sorts based on the size of the message in kilobytes.

Status:

Filters according to the status of a message. The status can be Replied To, Draft,

Important, Read, or Junk.

Flagged:

Checks whether the message is flagged for follow-up.

Attachments:

Creates a filter based on whether there is an attachment for the e-mail.

Mailing List:

Filters based on the mailing list the message came from. This filter might miss

messages from some list servers, because it checks for the X-BeenThere header, which is used
to identify mailing lists or other redistributors of mail. Mail from list servers that do not set
X-BeenThere properly are not be caught by these filters.

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Summary of Contents for EVOLUTION 2.6

Page 1: ...Novell w w w n o v e l l c o m Novell Confidential Manual ENU 21 December 2004 EvolutionTM 2 6 M a r c h 6 2 0 0 6 U S E R G U I D E ...

Page 2: ...or import deliverables You agree not to export or re export to entities on the current U S export exclusion lists or to any embargoed or terrorist countries as specified in the U S export laws You agree to not use deliverables for prohibited nuclear missile or chemical biological weaponry end uses Please refer to www novell com info exports for more information on exporting Novell software Novell ...

Page 3: ...d States and other countries Red Carpet is a registered trademark of Novell Inc in the United States and other countries SUSE is a registered trademark of SUSE LINUX AG a Novell business Ximian is a registered trademark of Novell Inc in the United States and other countries ZENworks is a registered trademark of Novell Inc in the United States and other countries Third Party Materials All third par...

Page 4: ...4 Evolution User Guide Novell Confidential Manual ENU 21 December 2004 ...

Page 5: ... News 35 Working with Attachments and HTML Mail 35 Composing New E Mail Messages 36 Unicode ASCII and Non Latin Alphabets 37 Sending Composed Messages Later 38 Working Offline 38 Attachments 39 Specifying Additional Recipients for E Mail 39 Choosing Recipients Quickly 39 Replying to E Mail Messages 40 Searching and Replacing with the Composer 40 Enhancing Your E Mail with HTML 40 Mail Send Options...

Page 6: ...ories 63 Selecting Your Default Contact List 63 LDAP Shared Contact Groups on a Network 63 Configuring Evolution to use LDAP 64 Send Me a Card Adding New Cards Quickly 64 5 Evolution Calendar 65 Ways of Looking at your Calendar 65 Scheduling With the Evolution Calendar 66 Appointments 66 Sending a Meeting Invitation 69 Accepting and Replying to a Meeting Request 70 Reading Responses to Meeting Req...

Page 7: ...Send 93 Changing the Priority of an E Mail 93 Delegating an Item 94 Giving Other People Access to Your Mailbox or Calendar 94 Receiving Proxy Rights 94 Assigning Proxy Rights to Another User 94 Adding and Removing Proxy Names and Rights in Your Proxy List 95 Managing Someone Else s Mailbox or Calendar 96 Marking an Item Private 97 Junk Mail Handling 97 Marking a Message As Junk Mail 97 Marking a M...

Page 8: ...an Address Book 108 10 Synchronizing Your Handheld Device 111 Enabling Synchronization 111 Selecting Conduits 111 Synchronizing Information 112 A Migration from Outlook to Evolution 113 Migrating Local Outlook Mail Folders 113 B Quick Reference 115 Opening or Creating Items 115 Mail Tasks 115 Calendar 116 Address Book 116 C Known Bugs and Limitations 119 D Authors 121 Glossary 123 ...

Page 9: ...ur Handheld Device on page 111 Appendix A Migration from Outlook to Evolution on page 113 Appendix B Quick Reference on page 115 Appendix C Known Bugs and Limitations on page 119 Appendix D Authors on page 121 Glossary on page 123 Additional Documentation You can find additional help in three places For information about command line options open a terminal window and type evolution help For suppo...

Page 10: ... denotes a third party trademark User Comments We want to hear your comments and suggestions about this manual and the other documentation included with this product Please use the User Comment feature at the bottom of each page of the online documentation or go to www novell com documentation feedback html and enter your comments there ...

Page 11: ...ough they were ordinary e mail folders Starting Evolution for the First Time on page 11 Using Evolution An Overview on page 26 Starting Evolution for the First Time 1 Start the Evolution client Using the First Run Assistant The first time you run Evolution it creates a directory called evolution in your home directory where it stores all of its local data Then it opens a First Run Assistant to hel...

Page 12: ...isplayed Click Forward to proceed to the Identity window 1 Type your full name in the Full Name field 2 Type your e mail address in the E Mail Address field 3 Optional Select if this account is your default account 4 Optional Type a reply to address in the Reply To field Use this field if you want replies to e mails sent to a different address 5 Optional Type your organization name in the Organiza...

Page 13: ...eeps the e mail on your server so you can access your e mail from multiple systems For configuration instructions see Remote Configuration Options on page 14 IMAP4rev1 Keeps the e mail on your server so you can access your e mail from multiple systems For configuration instructions see Remote Configuration Options on page 14 POP Downloads your e mail to your hard disk for permanent storage freeing...

Page 14: ... your administrator 2 Type your username for the account in the Username field 3 Select to use a secure SSL connection If your server supports secure connections you should enable this security option If you are unsure if your server supports a secure connection contact your system administrator 4 Select your authentication type in the Authentication list or Click Check for Supported Types to have...

Page 15: ...dir Format Mail Directories Receiving Options on page 21 Standard Unix Mbox Spool or Directory Receiving Options on page 22 Novell GroupWise Receiving Options If you select Novell GroupWise as your receiving server type you need to specify the following options 1 Select if you want Evolution to automatically check for new mail If you select this option you need to specify how often Evolution shoul...

Page 16: ... Options If you select Microsoft Exchange as your receiving server type you need to specify the following options 1 Select if you want Evolution to automatically check for new mail If you select this option you need to specify how often Evolution should check for new messages 2 Specify the Global Catalog server name in the Global Catalog Server Name field The Global Catalog Server contains the use...

Page 17: ...t Evolution to automatically check for new mail If you select this option you need to specify how often Evolution should check for new messages 2 Select if you want Evolution to use custom commands to connect to Evolution If you select this option specify the custom command you want Evolution to use 3 Select if you want Evolution to show only subscribed folders Subscribed folders are folders that ...

Page 18: ...r 8 Select if you want to automatically synchronize remote mail locally 9 Click Forward When you have finished continue with Sending Mail page 23 POP Receiving Options If you select POP as your receiving server type you need to specify the following options 1 Select if you want Evolution to automatically check for new mail If you select this option you need to specify how often Evolution should ch...

Page 19: ...s c o linux 3 Select if you want to show relative folder names in the subscription dialog box If you select to show relative folder names in the subscription page only the name of the folder is displayed For example the folder evolution mail would appear as evolution 4 Click Forward When you have finished continue with Sending Mail page 23 Local Delivery Receiving Options If you select Local Deliv...

Page 20: ...llowing options 1 Select if you want Evolution to automatically check for new mail If you select this option you need to specify how often Evolution should check for new messages 2 Select if you want to user the folders summary file 3 Click Forward When you have finished continue with Sending Mail page 23 Maildir Format Mail Directories Receiving Options If you select Maildir Format Mail Directori...

Page 21: ...r new messages 2 Select if you want to apply filters to new messages in the Inbox For additional information on filtering see Creating New Filter Rules on page 53 3 Click Forward When you have finished continue with Sending Mail page 23 Standard Unix Mbox Spool or Directory Receiving Options If you select Standard Unix Mbox Spool or Directory as your receiving server type you need to specify the f...

Page 22: ... often Evolution should check for new messages 2 Select if you want to apply filters to new messages in the Inbox 3 Select if you want to store status headers in Elm Pine and Mutt formats 4 Click Forward When you have finished continue with Sending Mail Sending Mail Now that you have entered information about how you plan to get mail Evolution needs to know about how you want to send it ...

Page 23: ... for more information SMTP Configuration 1 Type the host address in the Host field If you are unsure what your host address is contact your system administrator 2 Select if your server requires authentication If you selected that your server requires authentication you need to provide the following information 2a Select your authentication type in the Authentication list or Click Check for Support...

Page 24: ...on opens with your new account created If you want to import e mail from another e mail client continue with Importing Mail If not skip to Using Evolution An Overview on page 26 Importing Mail Optional After selecting your time zone if Evolution finds e mail or address files from another application it offers to import them For a full description of the import feature see Importing Single Files on...

Page 25: ...u want to export press Ctrl A to select them all Click File Save as VCard Using Evolution An Overview Now that the first run configuration has finished you re ready to begin using Evolution Here s a quick explanation of what s happening in your main Evolution window Menu Bar The menu bar gives you access to most Evolution features For additional information see The Menu Bar on page 27 Folder List ...

Page 26: ...ecially in the File menu relates to the application as a whole File Anything related to a file or to the operations of the application is listed in this menu such as creating things saving them to disk printing them and quitting the program itself Edit Holds useful tools that help you edit text and move it around Lets you access the settings and configuration options in the Edit menu View Lets you...

Page 27: ...ect this item Evolution offers a choice of locations to copy the folder to Move Moves the folder to another location Mark Messages As Read Marks all the messages in the folder as read New Folder Creates another folder in the same location Delete Deletes the folder and all its contents Rename Lets you change the name of the folder Disable Disables the account Properties Checks the number of total a...

Page 28: ...ssages and e mail that is flagged to be deleted Preview Pane This is where your e mail is displayed If you find the preview pane too small you can resize the pane enlarge the whole window or double click the message in the message list to have it open in a new window To change the size of a pane drag the divider between the two panes As with folders you can right click messages in the message list...

Page 29: ...isplay additional months drag the column border to the left You can also select a range of days in the month pane to display a custom range of days in the appointment list Task List Tasks are distinct from appointments because they generally don t have times associated with them You can see a larger view of your task list by clicking Tasks in the shortcut bar For more information about the calenda...

Page 30: ... clicking and dragging the gray column dividers The contacts tool looks like this Contact list The largest section of the contacts display shows a list of individual contacts You can also search the contacts in the same way that you search e mail folders using the search tool on the right side of the toolbar For detailed instructions on how to use the address book read Chapter 4 Evolution Contacts...

Page 31: ...listed evolution c mail Starts Evolution in mail mode evolution c calendar Starts Evolution in calendar mode evolution c contacts Starts Evolution in contacts mode evolution force shutdown Forces every part of Evolution to shut down immediately evolution s Makes Evolution your default e mail handler for your Web browser and in the GNOME Control Center Command Description ...

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Page 33: ...bols which is a convenient way to remember that they move you forward and backward in your message list You can also use the right square bracket for the next unread message and the left square bracket for the previous unread message Sorting the Message List Evolution helps you work by letting you sort your e mail To sort by sender subject or date click the bars with those labels at the top of the...

Page 34: ...es in it Undeleting Messages You can undelete a message that has been deleted but not expunged To undelete a message select the message then press Ctrl U or click Edit Undelete If you have marked a message for deletion undeleting it unmarks it and the message is removed from the Trash folder You cannot undelete messages that have been expunged Checking for New Mail To check your mail click Send Re...

Page 35: ...scribe to then click Subscribe 3 Click Close Working with Attachments and HTML Mail If someone sends you an attachment Evolution displays a file icon at the end of the message to which it s attached Text including HTML formatting and embedded images appears as part of the message rather than as a separate attachment Attachments are also listed on the top bar of the message To view the attachments ...

Page 36: ...loading images helps protect your privacy To load the images for one message 1 Click View Load Images To set the default action for loading images 1 Click Edit Preferences then click Mail Preference 2 Click the HTML Mail tab 3 Select one of the items Never Load Images Off the Net Load Images in Mail From Contacts or Always Load Images Off the Net 4 Click Close If you use an HTTP proxy as in many l...

Page 37: ...il Send Options on page 43 Forwarding Mail on page 43 Tips for E Mail Courtesy on page 43 Unicode ASCII and Non Latin Alphabets If you want to write in a non Latin alphabet while using a Latin keyboard try selecting a different input method in the message composer Right click in the message composition area and select an input method from the Input Methods menu then begin typing The actual keys va...

Page 38: ...Composed Messages Later Evolution normally sends mail as soon as you click Send However can save a message to be sent later If you are offline when you click Send Evolution adds your message to the Outbox queue The next time you connect to the Internet and send or receive mail that message is sent Click File Save Draft to store your messages in the drafts folder for later revision If you prefer to...

Page 39: ...otes primary recipients Use the Cc field to send a message to secondary recipients Addresses on the Bcc list are hidden from the other recipients of the message You can use it to send mail to large groups of people especially if they don t know each other or if privacy is a concern If your Bcc field is absent click View Bcc Field If you frequently write e mail to the same groups of people you can ...

Page 40: ...al amounts of time Using the Reply To All Feature Susan sends an e mail to a client and sends copies to Tim and to an internal company mailing list of co workers If Tim wants to make a comment for all of them to read he uses Reply to All but if he just wants to tell Susan that he agrees with her he uses Reply His reply does not reach anyone that Susan put on her Bcc list because that list is not s...

Page 41: ...rk a bulleted list you can use the Bulleted List style from the style drop down list Evolution uses different bullet styles and handles word wrap and multiple levels of indentation Text Styles Use these buttons to determine the way your e mail looks If you have text selected the style applies to the selected text If you do not have text selected the style applies to whatever you type next Alignmen...

Page 42: ... the image file 3 Click OK Inserting a Rule You can insert a horizontal line into the text to help divide two sections 1 Click Rule 2 Select the length thickness and alignment 3 Select Shaded if necessary 4 Click Close Inserting a Table You can insert a table into the text 1 Click Table 2 Select the number of rows and columns 3 Select the type of layout for the table 4 Select a background for the ...

Page 43: ...ered although you can alter it if you want 3 Add your comments on the message in the composition frame then click Send Attachments to a message you are forwarding are forwarded only when you send the original message as an attachment Inline messages do not forward any attachments Tips for E Mail Courtesy Don t forward chain letters If you must watch out for hoaxes and urban legends and make sure t...

Page 44: ...tion displays a list of available files and folders 3 Select a file or folder by clicking it You should select at least the Inbox folder Depending upon the way your IMAP server is configured the list of available files might include non mail folders If it does you can ignore them 4 Click Subscribe to add a folder to the subscribed list 5 When you have subscribed to the folders you want close the w...

Page 45: ...erminal and enter gpg gen key 2 Select an algorithm then press Enter or To accept the default algorithm of DSA and ElGamal press Enter recommended 3 Select a key length then press Enter To accept the default 1024 bits press Enter 4 Enter how long your key should be valid for or To accept the default of no expiration press Enter then press Y when you are prompted to verify the selection 5 Type your...

Page 46: ...a public key server enter the command gpg recv keys keyserver wwwkeys pgp net keyid substituting keyid for your recipient s ID You need to enter your password and the ID is automatically added to your keyring If someone sends you a public key directly save it as a plain text file and enter the command gpg filename to add it to your keyring Setting up GPG Encryption 1 Click Edit Preferences then cl...

Page 47: ...purchased from a certificate authority In some cases an organization can act as its own certificate authority with or without a guarantee from a dedicated authority such as VeriSign or Thawte In either case the system administrator provides you with a certificate file If you want to use S MIME independently you can extract an identification certificate from your Mozilla or Netscape Web browser See...

Page 48: ...User Guide Novell Confidential Manual ENU 21 December 2004 or Click Select next to Encryption Certificate and specify the path to your encryption certificate 4 Select the appropriate options 5 Click OK 6 Click Close ...

Page 49: ...mat for storing calendar files iCalendar is used by Palm OS handhelds Evolution and Microsoft Outlook Evolution Mozilla Outlook CSV Tab csv tab CSV or Tab files saved using Evolution Microsoft Outlook and Mozilla Microsoft Outlook Express 4 mbx The e mail file format used by Microsoft Outlook Express 4 For other versions of Microsoft Outlook and Outlook Express see the workaround described in Step...

Page 50: ...er and click Actions Apply Filters or press Ctrl Y To force your filters to act on all messages in the folder select the entire folder by pressing Ctrl A then apply the filters by pressing Ctrl Y Sorting Mail with Column Headers The message list normally has columns to indicate whether a message has been read whether it has attachments how important it is and the sender date and subject You can ch...

Page 51: ...x Outbox and Drafts but you can create as many as you like Create new folders by clicking Folder New or by right clicking in the folder list and selecting New Folder When you click OK your new folder appears in the folder view You can then put messages in it by dragging and dropping them or by using the Move button in the toolbar If you want to move several messages at once select the ones you wan...

Page 52: ...nd which are not if you train it When you first start using junk mail blocking check the Junk folder to be sure that legitimate mail doesn t get flagged as junk mail If good mail is incorrectly flagged remove it from the Junk folder by right clicking it and selecting Mark as Not Junk If Evolution misses junk mail right click the message then click Mark as Junk When you correct it the filter can re...

Page 53: ...hen choose the time The filter compares the message s time stamp to the system clock when the filter is run or to a specific time and date you choose from a calendar You can also have it look for a message within a range of time relative to the filter such as two to four days ago Date Received This works the same way as the Date Sent option except that it compares the time you received the message...

Page 54: ...Puts a copy of the message into a folder you specify Click Here to select the destination folder Delete Marks the message for deletion The message can be undeleted until you expunge or empty the trash Stop Processing Select this if you want to have all other filters ignore this message Assign Color Marks the message with a color of your choice Assign Score Assigns the message a numeric score Adjus...

Page 55: ...ng Search Folders If filters aren t flexible enough or you find yourself performing the same search again and again consider a search folder Search folders are an advanced way of viewing your e mail messages within Evolution If you get a lot of mail or often forget where you put messages search folders can help you keep things organized A search folder is really a hybrid of all the other organizat...

Page 56: ...ll com in the address and Evolution in the subject line so he can keep a record of what people from work send him about Evolution If Anna sends him a message about anything other than Evolution it only shows up in the Anna search folder When Anna sends him mail about the user interface for Evolution he can see the message both in the Anna search folder and in the Internal Evolution Discussion sear...

Page 57: ...ar it is simply a number you can assign to messages so other filters can process them Size Sorts based on the size of the message in kilobytes Status Filters according to the status of a message The status can be Replied To Draft Important Read or Junk Flagged Checks whether the message is flagged for follow up Attachments Creates a filter based on whether there is an attachment for the e mail Mai...

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Page 59: ...3 Send Me a Card Adding New Cards Quickly on page 64 To learn about configuring the contacts tool see Contact Management on page 108 Contacts and Cards Contacts are the individuals you have chosen to add to your address book so you can keep track of information about them and send e mail to them In Evolution an individual contact is called a card The Contact Editor If you want to add or change car...

Page 60: ...address From the Contact Editor toolbar you can save and close print close or delete the contact You can add cards from within an e mail message or calendar appointment In an open e mail right click any e mail address or message and click Create Card for this Address or Create Card for this Sender from the menu Most of the items in the contact editor simply display the information you enter but so...

Page 61: ...Free Busy and Calendar URLs Click the Personal Information tab to enter Web addresses for the contact If the contact publishes Free Busy or calendar data online using a server other than Exchange or GroupWise you can specify the addresses for those servers here After you do so you can check their schedules when creating appointments in the calendar Searching for Contacts 1 Select your search type ...

Page 62: ...ft Outlook Thunderbird Mozilla and Evolution Creating a List of Contacts A contact list is a set of contacts with a single nickname that you create When you send e mail to the nickname it is sent to every member of the list This differs from a network mailing list in that it exists only on your computer as a convenience to you rather than as an actual e mail address managed by a mailing list appli...

Page 63: ... your default contact list right click the contact list to be your default contact list then click default All new contacts are then added to your default contact list or to your selected contact list LDAP Shared Contact Groups on a Network The LDAP protocol was created to let users share contact information over a network by sharing access to a central directory LDAP allows a company to maintain ...

Page 64: ...et information about a person in the mail or in a calendar entry you can add it to an address card To do so right click any e mail address or e mail message and click Add Sender to Contacts on the menu that appears If the sender already exists the Editor tab opens and you can edit the detail Evolution can also add cards from a hand held device during HotSync operation For more information see Chap...

Page 65: ...ime Zones on page 76 Ways of Looking at your Calendar In Evolution you can keep multiple calendars and overlay them one over the next For example you might have a schedule of events for work one for home and one for your favorite sports team The shortcut bar lists those calendars and you can select or deselect the boxes next to them to show and hide the appointments in your calendar view By hiding...

Page 66: ...on on page 69 Accepting and Replying to a Meeting Request on page 70 Reading Responses to Meeting Requests on page 70 Using the Free Busy View on page 70 Publishing Calendar and Free Busy Information Without a Groupware Server on page 71 Accessing Free Busy Data Without a Groupware Server on page 72 Appointments In Evolution an appointment is an event you schedule for yourself Creating Appointment...

Page 67: ...ach button on the toolbar or click Insert Attachment and then browse to the attachment 14 Optional Select a classification Public Private or Confidential by clicking Options Classifications 15 Optional Click the Recurrence button on the toolbar or Click Options Recurrence and specify whether you want the appointment to recur and how often An All Day event appears at the top of a day s appointment ...

Page 68: ...ven time If you have an appointment that is flexible or that you want to designate as Free rather than Busy time select the Free box in the Show Time As section Normally appointments display as Busy You can categorize appointments in the same way you can categorize contacts 1 Type a category in the Categories field 2 Select the check box next to each category that matches the appointment you are c...

Page 69: ...have multiple e mail accounts select the one to use by selecting an item in the Organizer field 3 Select a calendar in the Calendar drop down list 4 Click Add to add the e mail addresses of people you want to invite 5 To remove an attendee from the list select an attendee and press Delete 6 To edit a field select the field and click Edit 7 Click View on the menu bar to show or hide the Type Role S...

Page 70: ...iCal attachments To view or respond to one click the attachment icon and view it inline in the mail window All the details are shown about the event including time and dates Then you can choose how to reply to the invitation Your choices are Accept Tentatively Accept Decline Click OK to send an e mail to the organizer with your answer The event is also added to your calendar if you accept After yo...

Page 71: ... to find free time to schedule the appointment Individuals have visible scheduling information only if they use the same Novell GroupWise or Microsoft Exchange server you do that is if they are in the same organization as you or if they publish free busy information at a URL you can reach and you have entered that URL into their contact cards using the contact editor Publishing Calendar and Free B...

Page 72: ...tems To start searching for various calendar items 1 Type a word or phrase in the text area below the toolbar 2 Chose a search type Summary Contains Description Contains Category Contains Location Contains and Any Field Contains 3 Click Find Now to perform the search 4 Press the Clear button to clear the active search Printing Displayed Items To print the displayed calendar items click File Print ...

Page 73: ... accounts just like other calendars on Evolution The Task List The Task List located in the lower right corner of the calendar lets you keep a list of tasks separate from your calendar appointments You can use the list in a larger window by clicking the Tasks button in the shortcut bar or in the folder tree Task Lists are more easily organized in the dedicated Tasks tool Each task list is assigned...

Page 74: ...k the Attach button on the toolbar then browse to the attachment Assigned Tasks Evolution can be used to assign a task to multiple people When you assign a task you can specify the attendees in several categories such as chair or required When you save the task each attendee is sent an e mail with the task information which also gives them the option to respond To assign a new task 1 Click File Ne...

Page 75: ...s you create edit and store journal entries without dates using the filesystem as a backend To create a new memo entry 1 Click File New Memo 2 Select a group in which you would create a memo entry 3 Optional Type a category in the Categories field To show or hide Categories field click View Categories 4 Type text for the memo in the Memo Content field 5 Optional To add an attachment to the memo dr...

Page 76: ...ect a city then click OK You can also configure time zone information specific to each appointment To do that simply create a new appointment and click the globe to customize the time zone that the time exists in For example if you live in New York but have a telephone meeting set for noon with someone in California you need to make sure that your schedules are coordinated Setting time zones on a ...

Page 77: ...ress List folder calendars and task folders on an Exchange server from Evolution Palm Synchronization Supported for Contacts and Calendars on Exchange Password Management To change your password go to Edit Preferences and select the Exchange account Click the Exchange Settings tab then click Change Password If your password has expired Evolution asks you to change your password at startup Mail Vie...

Page 78: ...ange on page 78 Creating a New Exchange Account on page 79 Changing an Existing Account to Work with Exchange on page 79 Exchange Server Settings Check with your system administrator to ensure that You have a valid account on the Exchange server You are permitted to access the account with WebDAV This is the default setting for the Exchange server so unless your system administrator has specifical...

Page 79: ...on for the First Time on page 11 Remember to select Microsoft Exchange as server type in the Receiving Mail section Only one Microsoft Exchange account can be configured in Evolution at a time Changing an Existing Account to Work with Exchange If you have an existing e mail account and use the following procedure to configure it for Evolution Exchange 1 Click Edit Preferences then click Mail Accou...

Page 80: ...rd at the prompt The Exchange server authenticates your account 6 Select your authentication method 7 Click the Receiving Options tab then specify how often to check for new mail your Global Catalog server name and whether to apply filters to messages in your Inbox check for junk set a password expiry period and any other settings you want to include ...

Page 81: ...ou can also carry out any folder related operations for calendars tasks and contact folders including adding deleting and renaming folders and selecting folder permissions Use the regular Mail tool for mail the Contacts tool for contacts and the Calendar tool for your schedule If you are using both an Exchange account and a local mail account you should be aware that whenever you save an e mail ad...

Page 82: ...cribe to Other Users Folders on page 83 Subscribe to Public Folders on page 84 Setting an Out of Office Message on page 84 Scheduling Appointments with Free Busy on page 85 Access Delegation You can allow other people in your organization s Global Address List to access your calendar address book and messages and they can let you manage theirs Delegation allows people to do anything from check on ...

Page 83: ...existing items Editor read create edit The delegate can view create and change items in your folders 4 Click OK Subscribe to Other Users Folders To access the folders delegated to you 1 Click File Subscribe to Other User s Folder 2 Specify the e mail address of the user who has delegated to you or click User to select the user from your address book 3 Select the folder you want to open 4 Click OK ...

Page 84: ...An Out of Office message is an automatic reply that you can send as a reply to e mails explaining why you aren t immediately responding to their messages For example if you go on vacation for a week and won t access your e mail you can set an automatic reply so that people know that you aren t ignoring them 1 Click Edit Preferences Mail Accounts 2 Select the Exchange account then click Edit 3 Sele...

Page 85: ...Schedule Meeting 3 In the Invitations tab add attendees by entering their e mail addresses into the list or by selecting them from the Global Address List GAL Choose the GAL from the drop down list of address sources at the top of the dialog box 4 Click Options then click Update Free Busy to check participant schedules and if possible update the meeting in all participants calendars If meeting att...

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Page 87: ... the sender to your GroupWise junk mail list Calendar You can send and receive appointment and meeting requests Allows Evolution users to schedule meetings and view attendee availability for other users on GroupWise You can receive an iCalendar meeting request and add it to your GroupWise calendar Contacts Address Completion is supported for your GroupWise address books including the corporate add...

Page 88: ...ution Creating a New GroupWise Account on page 88 Changing an Existing Account to Work with GroupWise on page 88 Creating a New GroupWise Account 1 Click Edit Preferences then click Mail Accounts 2 Click Add 3 Create the account following the procedure in Starting Evolution for the First Time on page 11 Changing an Existing Account to Work with GroupWise If you have an existing e mail account and ...

Page 89: ...mail tab then select Novell GroupWise as your server type 6 Type the name of your mail server your user name and select whether to use SSL 7 Click the Receiving Options tab then select if you want Evolution to automatically check for new mail If you select this option you need to specify how often Evolution should check for new messages ...

Page 90: ... content For additional information on junk content see Junk Mail Preferences on page 105 11 Select if you want to only check for junk messages in the Inbox folder 12 Select if you want to automatically synchronize your remote calendar and contacts locally 13 Specify your Post Office Agent SOAP port in the Post Office Agent SOAP Port field If you are unsure what your Post Office Agent SOAP port is...

Page 91: ...l addresses into the list or by clicking the Invite Others button 4 Click Options then click Update Free Busy to check participant schedules and if possible update the meeting in all participants calendars If meeting attendees are not available during the times you have scheduled a meeting you can nudge the meeting forward or backward to the nearest available time To do so just click the arrows to...

Page 92: ...ms You Send on page 93 Request a Reply You can inform the recipient that you need a reply to an e mail Evolution adds a sentence to the item stating that a reply is requested and changes the icon in the recipient s Mailbox to a double arrow For information see Requesting a Reply for Items You Send on page 93 Displaying Sent Items You might want to display items you previously sent For example you ...

Page 93: ... Options 2 Click Reply Requested then specify when you want to receive the reply If you select When Convenient then Reply Requested When Convenient appears at the top of the message If you select Within x Days then Reply Requested By day month numeric day time year appears at the top of the message 3 Click OK Changing the Priority of an E Mail 1 In the Compose Message window click Insert Send Opti...

Page 94: ...steps must be completed before you can act as someone s proxy First the person for whom you plan to act as proxy must grant you rights in the Proxy List in Preferences Second you must proxy to the user so you can access his or her Mailbox or Calendar Assigning Proxy Rights to Another User Use the Proxy List in the Preferences Account Editor to give other users rights to proxy for you You can assig...

Page 95: ...to assign rights to each user in the Proxy List 7 Click OK then click Close To delete a user from the Proxy List select the user then click Remove User Modify options rules folders Change the options in your Mailbox The proxy can edit any of your Options settings including the access given to other users If the proxy also has Mail rights he or she can create or modify rules and folders This right ...

Page 96: ... must give you proxy rights in his or her Proxy List in Preferences The amount of access you have depends on the rights you have been given 1 Right click on the GroupWise account in the folder list 2 Click Proxy Login 3 Type the user name of the person who has given you Proxy access or select from the list 4 Click OK The user s data appears in the respective components ...

Page 97: ... Calendar click an item in the Appointments Reminder Notes or Tasks List click Actions then click Mark Private Junk Mail Handling Junk mail handling for GroupWise accounts is a little different then other junk mail handling When you mark an item as junk mail in GroupWise the item is added to your junk list in the GroupWise system Because these settings are on the GroupWise system your junk list fo...

Page 98: ... Adding an E Mail Address to Your Junk List 1 Right click a message then click Junk Mail Settings 2 Type the e mail address to block in the Email field 3 Click Add then click OK Removing an E Mail Address from Your Junk List 1 Right click a message then click Junk Mail Settings 2 Select the e mail address to remove then click Remove 3 Click OK ...

Page 99: ...vers through IMAP and calendaring support through CalDAV To add your Hula account to Evolution you must create a new Hula account by performing the following steps 1 Click Edit click Preferences then click Mail Accounts 2 In the Preferences window click Add 3 Follow the procedure explained in Starting Evolution for the First Time on page 11 ...

Page 100: ...100 Evolution User Guide Novell Confidential Manual ENU 21 December 2004 ...

Page 101: ...Accounts on page 103 Autocompletion on page 104 Mail Preferences on page 104 Composer Preferences on page 106 Calendar and Tasks Settings on page 106 Contact Management on page 108 Certificates on page 108 You reach the Evolution settings window by clicking Edit Preferences In the left part of the settings window is a column similar to the Evolution shortcut bar that lets you choose which portion ...

Page 102: ... message composer For more information see Autocompletion on page 104 Mail Preferences These are overall mail reading preferences such as display settings notification options and security Settings that vary per account are in the Mail Accounts tool described in Working with Mail Accounts on page 103 but most of the mail settings are in Mail Preferences on page 104 Composer Preferences These are s...

Page 103: ...select it in the Preferences window then click Edit to open the account editor dialog box The account editor dialog box has seven sections Identity Specify the name and e mail address for this account You can also choose a default signature to insert into messages sent from this account Receiving Email Select the way you receive e mail You can download e mail from a server POP read and keep it on ...

Page 104: ...enable autocompletion select each of the address books that you want to use auto completion in the Autocompletion page Mail Preferences The Mail Preferences tool lets you choose how to display citations how long to wait before marking a message as read and other mail display settings General Mail Settings on page 104 HTML Mail Preferences on page 105 Color Preferences on page 105 Mail Header Prefe...

Page 105: ...ndividual messages Return to the default settings by clicking Restore Defaults Color Preferences The Mail Color preferences tool lets you select color labels for different kinds of messages Click a color to change the color or change the label associated with that color Mail Header Preferences The headers on an incoming message are the information about the message that isn t the content of the me...

Page 106: ...mpt When Sending Messages with Only Bcc Recipients Defined The composer warns you if you try to send a message that has only Bcc recipients This is important because some mail servers fail to transmit blind carbon copy if you do not have at least one recipient that is visible to all readers Signature The signature editor allows you to create several different signatures in plain text or in HTML an...

Page 107: ...he calendar Show Appointment End Times In Week and Month Views If there is space Evolution shows the end times in the week and month views for each appointment Compress Weekends In Month View Select this option to display weekends in one box instead of two in the month view Show Week Numbers In Date Navigator Shows the week numbers next to the respective weeks in the calendar Tasks Due Today Selec...

Page 108: ...ties tab to display a list of trusted certificate authorities who verify that the certificate you have is valid You can import view edit and delete certificate authorities from this page Contact Management There are two main tasks for configuring contact information Creating a Contact on page 108 Creating an Address Book on page 108 Creating a Contact To add a new contact list either local or remo...

Page 109: ...the Search Base and one entry below it Sub Searches the Search Base and all entries below it Timeout minutes The maximum time Evolution attempts to download data from the server before giving up Download Limit The maximum number of results for a given search Most servers refuse to send more than 500 but you can set the number lower if you want to shorten downloads for very broad searches Display N...

Page 110: ...110 Evolution User Guide Novell Confidential Manual ENU 21 December 2004 ...

Page 111: ...an do this by becoming root and adding your username to the group that owns this device node For a USB device on sync two device nodes are created ttyUSB0 and ttyUSB1 The second node is the one to be used in configuring the device Selecting Conduits After your computer and your Palm OS device are communicating select the conduits you want under the Pilot Conduits section of the Control Center You ...

Page 112: ...ory inside your home directory 1 Put your handheld device in its cradle and press the HotSync button If you use Palm OS v 4 0 and have password protection turned on for your handheld device you might encounter trouble synchronizing If this happens try turning off password protection on your handheld synchronize it with your desktop computer and then re enable password protection on your handheld I...

Page 113: ... cannot do this task because it requires a library available only under Windows In Mozilla import by selecting Window Mail Newsgroups Tools Import Mozilla creates a set of files in the directory Windows Application_Data Mozilla Profiles UserName Random Letters Mail Local Folders OutlookMail The data files are those that have no file extension If you are using Windows XP or Windows 2000 your Window...

Page 114: ...ential Manual ENU 21 December 2004 Remember the data files are the files that have no file extension 4 Select the folder where you want to put the imported data file 5 Click OK 6 Repeat the import steps until you have imported all your mail ...

Page 115: ...es a new contact card and in the calendar a new appointment Creating a New E Mail Message Use File New Mail Message or Ctrl Shift M Creating a New Appointment Use File New Appointment or Ctrl Shift A Entering a New Contact Double click in any blank space in the contact manager to create a new address card You can also use File New Contact or Ctrl Shift C Creating a New Task File New Task or Ctrl S...

Page 116: ...ter or Ctrl O Creating Filters and Virtual Folders Right click a message and select Create Rule From Message You can also create filters and virtual folders in the Tools menu Adding a Sender to the Address Book Right click a message and select Add Sender to Address Book You can also right click on any e mail address to add it to your address book Calendar Creating a New Appointment Use File New Ap...

Page 117: ...U 21 December 2004 Creating a New Contact Double click in any blank space in the contact manager to create a new address card or right click anywhere in the address book and select New Contact You can also click File New Contact or press Ctrl Shift C ...

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Page 119: ...own as bug buddy at the command line if you find bugs or want to request new features A complete list of feature requests and other issues with Evolution is available online in the GNOME bug tracking system You can learn more about the Evolution development process at the Evolution Developer site http gnome org projects evolution developer shtml If you need additional help with Evolution visit the...

Page 120: ...120 Evolution User Guide Novell Confidential Manual ENU 21 December 2004 ...

Page 121: ...ons for submitting bug reports can be found on line at the same location You can also use the GNOME bug report tool bug buddy to submit your defect reports This manual was written by Mark Moulder mmoulder novell com Jessica Prabhakar jprabhakar novell com Aaron Weber aaron ximian com Kevin Breit mrproper ximian com Duncan Mak duncan ximian com Ettore Perazzoli ettore ximian com With the help of th...

Page 122: ...122 Evolution User Guide Novell Confidential Manual ENU 21 December 2004 ...

Page 123: ...ot receive the reply Cc Carbon Copy Carbon copy recipients CC receive a copy of an item CC recipients are users who would benefit from the information in an item but are not affected by or directly responsible for it All recipients can see that a carbon copy was sent They can also see the names of the CC recipients conduit A small application that controls the transfer of data between a handheld d...

Page 124: ... mail messages HTML can be used in e mail and news posts to insert images and apply text treatments iCal iCal is a protocol that Evolution uses to manage the calendar section IMAP Internet Mail Access Protocol It allows access to e mail that is typically stored remotely on a server rather than on a local hard disk Often contrasted with POP inline Displayed as part of a message or other document ra...

Page 125: ... search is set by the Search Scope option search folder An e mail organization tool Search folders allow you to create a folder that contains the results of a complex search search folder contents are updated dynamically search scope Search Scope states how much of the search base to search Sendmail A program that sends mail Evolution can use it instead of SMTP some people prefer it because it off...

Page 126: ...uide Novell Confidential Manual ENU 21 December 2004 vCard A file format for the exchange of contact information When you get an address card attached to an e mail it s probably in vCard format Contrast with search folder ...

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