Checking and reading messages Checking mail

When you finish setup, or when you start Evolution in the future, Evolution will first try to connect to your email provider to check your email. In order to connect, Evolution will need to know your email account password, and will ask you for it.

Figure 3.14: You need to enter your password to authenticate your account.

In the "Enter Password" window, enter your password and click "OK". If you wish for Evolution to remember this password and not ask you in the future, you can select the Remember this password option.

Evolution will then show a "Send and Receive" window, showing the progress of the operation such as how many messages are being retrieved.

66 GETTING STARTED WITH UBUNTU 10.04

Listing messages

^e top right portion of the Evolution window is the message list. Here, you can see email messages for your currently selected folder, or matching your search terms.

By default, the message list shows six columns of information for each message. ^e first column is a read/unread indicator. If a message has been read, the column shows an icon of an open envelope. If a message has not been read, the icon will show a closed envelope.

^e second column is an attachment indicator. If a message contains an attached file, Evolution will show an icon of a paperclip in this column. Otherwise, the column will be blank.

^e third column is an importance indicator. If someone sends you a message marked with high importance, Evolution will show an exclamation mark in this column. Otherwise, this column will be blank.

^e fourth column contains the sender of the message. Both the name and email, or just the email address, may be displayed in this column. ^e fifth column contains the subject of the email message. Finally, the sixth column is the date that the email was sent. When you click on a message, its contents will be displayed in the preview pane below the message list. Once you select a message by clicking it, you can click on the Reply button in the toolbar to begin composing a reply message to be sent to the sender, or click on the Reply to All button to begin composing a reply message to be sent to the sender and other recipients of your selected message.

You can also click on the Trash button in the toolbar to put the message in the Trash folder, or on the Junk button to move the message into the Junk folder. Note that Evolution, or your mail server, may automatically classify some mail as Junk.

In addition to the buttons on the toolbar, you can right-clic on a message in the list. Evolution will open a menu with actions that you can perform for the message.

Sometimes, you may wish to take an action on multiple email messages (for example, delete multiple messages, or forward them to a new recipient). To do this in Evolution, press-and-hold the Ctrl key while clicking on multiple messages—the messages you click on will be selected. You can also click on one message to select it, then press-and-hold the Shift key and click on another message in the list. All messages in the list between the original selection and the one you just clicked on will be selected. Once you have multiple messages selected, right-click on one of them to perform your desired action.

Directly above the message list are the Show drop-down list, and the searc options. You can use the Show drop-down list to filter your view to show only unread messages, or only messages with attachments, etc. ^e search options will be covered in a later section.

Previewing messages

When you select an email message, its contents will be shown in the preview pane below the message list.

^e top of the preview pane will show the message header, which contains the sender, recipients, and subject of the message, as well as the date the message was sent. Below the header, Evolution shows the contents of the message itself.

If a message was sent with html formatting, some of the images may not be displayed when a message is previewed. To display the missing images, open the View menu from the menubar, then Load Images, or press Ctrl+I. If your Internet connection is active, the missing images should then load.

Opening messages

At times, you may want to display multiple messages at the same time. To do so, you can open each message in a separate window instead of just viewing it in the preview pane.

^e open a message in its own window, double click a message in the message list. ^e message should then open in a separate window. You can go back to the message list and open another message, if needed.

In the open message window, you can use the options in the menubar or on the toolbar to reply to the message, categorize it, delete it, as well as perform other message actions.

Finding messages

^ere are three ways to search for messages in Evolution: you can use the search option at the top of the message list, use the Advanced Search function, or create a searc folder.

To use message list search, enter the text you want to find in the Search field at the top right of the message list, and press Enter. ^e list of messages will change to show only those messages containing the text you entered.

To the right of the search field you should be able to see a drop-down list of options such as "Current Folder," "Current Account," and "All Accounts." By default, Evolution will use the "Current Folder" option and will only show you results within the folder you've got selected in the folder list on your left. If you choose the "Current Account" option, Evolution will search for messages in all folders within the current email account—suc as all the folders "On ^is Computer" or in your imap folders, depending on your email setup. If you have multiple email accounts added to Evolution, choosing the "All Accounts" option lets you search for messages in all of your accounts.

If no messages match the text you've entered, you can edit the text and try searching again. To return to the folder display, open the Search menu from the menubar and then choose Clear, or instead erase all the text you've entered in the Search field and press Enter.

Note that loading images may provide a way for the sender to track your receipt of the message. We do not recommend loading images in messages that you suspect are Junk.

In some cases, you may want to search for messages using multiple criteria. For example, you may want to find a message from a particular user with some specific words in the subject of the message. In Evolution, you can perform this search using the Advanced Search function.

Figure 3.15: To use more search terms you can use the advanced search window.

To use Advanced Search, choose Search ► Advanced Search. Evolution should open the "Advanced Search" window. In the middle section of the window, specify your searc criteria. For our example, to find messages from [email protected] that contained "boat" in the subject, you would enter [email protected] in the text field to the right of the drop-down list with "Sender" selected, and would enter boat in the text field to the right of the drop-down list with "Subject" selected. ^en, click on Remove to the right of all lines that are unused, and click OK to perform the search. ^e message list should then only display messages that matc your advanced searc criteria.

When specifying the criteria for advanced search, you can click on the Add Condition button to add additional lines. You can also change the selection in the drop-down list at the beginning of each line to specify a different field to be checked, or change the drop-down with "contains" selected by default in order to have a different type of a match. Please refer to the Evolution help documents for more information.

In some cases, you may want to perform the same search request on a regular basis. For example, you may want to always be able to see all messages from [email protected] regardless of which folder you've used to store the message. To help with this type of a search, Evolution allows you to create Searc Folders.

To create a search folder, choose Search ► Create Search Folder From Search from the menubar. Give the folder a name by entering it in the Rule name field at the top. ^en, specify search criteria in the same way as in Advanced Search. Below the criteria, pick which folders should be searched by this search folder—for example, you can choose "All local and active remote

Figure 3.15: To use more search terms you can use the advanced search window.

folders" to search in all of your account's folders. When you are finished, click OK.

^e new search folder should now be added to the list of search folders towards the bottom of the message list. If you click on the search folder to select it, you should be able to see a list of messages that match your search criteria.

Subscribing to IMAP folders

If you use imap to retrieve your email, you should see a set of folders in the folder list on the left side of the window that is titled with the name of your imap account. Folders like Inbox, Drafts, Junk and others should be displayed in the folder list.

If you have other folders in your imap account, you will need to subscribe to them. If you subscribe to a folder, Evolution will download messages for that folder whenever you check your email.

To subscribe to a folder select Folder ► Subscriptions from the menubar. Evolution should open the "Folder Subscriptions" window. From the Server drop-down list choose your account name. Evolution should then show a list of folders in the list below.

Choose the folders you would like to subscribe to by selecting the check box to the left of the folder name. When you are finished, click Close. ^e folders will be updated the next time you check your email.

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