Chapter 4 Using Inbox

The information in this chapter describes how to use Inbox.

• Introduction to Inbox

• Receiving Your Messages

• Displaying Your Messages

• Sending Messages

• Composing Messages

• Deleting Messages

• Managing Your Messages

• Using Inbox Folders

• Searching Your Messages

• Using Filters

• Using Virtual Folders

Introduction to Inbox

Inbox is the default location for your email messages. You can use Inbox to compose, send, and receive messages. Figure 4–1 shows a typical Inbox window.

Figure 4–1 Typical Inbox Window

The Inbox window contains a folder pane. The folder pane displays the folders in which you can store your messages. To show or hide the folder pane, choose View -> Folder Bar.

The Inbox window also contains a message pane and a preview pane. In the upper part of the window, the message pane displays a list of your messages. In the lower part of the window, the preview pane displays a preview of the currently selected message. To show or hide the preview pane, choose View -> Preview Pane.

Figure 4–2 shows a typical message pane.

Figure 4–2 Typical Message Pane

The following table lists the message pane interface components that are in Figure 4–2:

Number	Description
1	Searchbar. You can use the searchbar to perform a simple search of all messages in a folder. For example, you can search for a message that contains a particular text string.
2	Column headings. In the message pane, your messages are organized as a table. The rows of the table contain header information for your messages. The columns represent information fields of your messages, such as the sender of the message, the subject of the message, and so on. By default, the message pane displays the following columns, from left to right:  Status Attachment Important From Subject Date

The message header information is displayed in different formats in the message list, depending on the status of the message. Figure 4–2 illustrates these formats in the message list. The following table lists and describes the formats in which the message header information is displayed:

Number	Format	Description
3	Bold	This message has not been read.
4	No formatting	This message has been read.
5	Red color	This message is marked as important.
6	Highlighted	This message is currently selected.

You can use the Inbox window to perform all of your email-related tasks, such as reading, composing, and sending messages. Ximian Evolution enables you to organize your messages into folders, and to sort your messages by different fields. You can mark, flag, and label your messages to help you to manage your messages.

You can also use the following Evolution features to help you to manage your messages:

Views

Views enable you to look at your messages in different ways. A view is a particular arrangement of messages. A view specifies which columns are displayed in a message list, and by which fields the messages are sorted. You can use standard views, or you can create custom views.

Virtual folders

A virtual folder represents messages that might reside in more than one folder. Virtual folders enable you to view messages that are located in several folders, as if the messages are in one folder.

Filters

A filter is a tool that you can use to test your messages for specific conditions, then perform actions on the messages that meet the conditions. For example, you can use a filter to automatically move email that you receive from an address to a folder.

Searches

The Inbox window contains a searchbar. You can use the searchbar to search the contents of the messages in your message list. You can also perform advanced searches.

Evolution enables you to save your searches. The saved searches are added to the Search menu, and you can choose the searches from this menu. Evolution also contains a search editor that you can use to add, edit, and delete searches.

Receiving Your Messages

To receive your messages, choose Actions -> Send/Receive. Typically, your new messages are displayed in your Inbox. If you have new messages, the title of your Inbox is displayed in bold. The number of new messages is displayed beside the Inbox title.

Displaying Your Messages

You can save and print your messages. You can also change how your messages are displayed.

To Open a Message

To open a message, double-click on the message in the message list.

Alternatively, select the message that you want to open in the message list, then choose File -> Open Message.

To Save a Message

To save a message as a file, open the message, then choose File -> Save As. Enter a name for the file in the Save Message As dialog, then click OK.

To Print a Message

To print a message, open the message, then choose File -> Print. Select the options that you require from the Print Message dialog, then click Print.

To preview how the message looks when printed, choose File -> Print Preview.

To View an Attachment in a Message

An attachment is a file that is included in a message. If you want to send a file to someone, you can attach the file to the message. If a message contains attachments, a button for each attachment appears at the bottom of the message. If your system recognizes the file type of the attachment, the icon for that file type is displayed in the button.

You can perform the following actions on an attachment:

Action	Instructions
View the attachment in the message	Click on the right arrow icon at the left side of the button. Alternatively, click on the down arrow at the right side of the button, then choose View Inline from the popup menu. If the attachment is already displayed in the message, click on the down arrow icon at the left side of the button to the hide the attachment. Alternatively, click on the down arrow at the right side of the button, then choose Hide from the popup menu.
Save the attachment	Click on the down arrow at the right side of the button, then choose Save Attachment from the popup menu. A Save Attachment dialog is displayed. Use the Save Attachment dialog to save the attachment.
Open the attachment in an application	If your system recognizes the file type of the attachment, you can open the attachment in an application. To open the attachment, click on the down arrow at the right side of the button, then choose Open in application-name from the popup menu.

To View Images in Messages

You might receive messages that contain images in the body of the message. You might also receive messages that contain links to images on the Internet. Linked images might be slow to load, and in some cases might provide information to senders of spam email. By default, Evolution does not display linked images in messages.

To display a linked image in a message, open the message, then choose View -> Message Display -> Load Images.

To Change the Size of Text in Messages

You can change the size in which text is displayed in messages. You can change the size of text in a message window or in the preview pane.

To reduce the size of the text, choose View -> Text Size -> Smaller. To increase the size of the text, choose View -> Text Size -> Larger.

To return the size of the text to the default size, choose View -> Text Size -> Original Size.

To Change the Display of Messages

You can change the way in which your messages are displayed. You can change the message display in a message window, or in the preview pane.

To display full header information for your messages, choose View -> Message Display -> Show Full Headers. The header information contains technical details of the message, such as the server that delivered the message, the format of the message, and so on.

To display the full source for the message, choose View -> Message Display -> Show Email Source. The full source for the message is the source code for the message.

To return to normal display, choose View -> Message Display -> Normal Display.

Sending Messages

You can send new messages, reply to messages that you receive, or forward messages that you receive. You can enter addresses to which you want to send messages in the following fields in the message window:

To

Enter the addresses to which you want to send the message in this field.

Cc

To cc a message means to copy the message to another address. Enter the addresses to which you want to copy the message in this field. To display the Cc field, choose View -> Cc Field in the message window.

Bcc

Enter the addresses to which you want to blind-copy the message in this field. When you blind-copy a message, the addresses that you blind-copy do not appear in the delivered message. To display the Bcc field, choose View -> Bcc Field in the message window.

To Send a New Message

To compose and send a new message, perform the following steps:

1. Choose File -> New -> Mail Message. Alternatively, choose Actions -> Compose New Message. A Compose a message window is displayed.

2. Use the Compose a message window to compose your message. The following table describes the elements in the Compose a message window:

   Element	Description
   From	If you have more than one email account, use this drop-down list to select which email address to put in the From field of the message.
   Signature	If you want to add a signature to your message, use this drop-down list to select the signature to add. You can select a signature that is generated automatically from your email account details. You can also create custom signatures.
   To	Enter the email address to which you want to send the message. If you want to send the message to more than one address, separate the addresses with a comma.
   Subject	Type a brief summary of the topic of your message in this text box.
   Content	Type the text of your message in the area of the window under the Subject field and the format toolbar. You can format messages that you send. For more information, see Composing Messages.

3. You can attach a file to the message. To attach a file to the message, perform the following steps:

   1. In the Compose a message window, choose Insert -> Attachment. An Attach file(s) dialog is displayed.

   2. Use the dialog to select a file to attach to the message. When you select a file, click OK. The attachment is displayed as an icon in an attachments pane on the Compose a message window.

4. To send the message, choose File -> Send.

To Reply to a Message

To reply to a message, perform the following steps:

1. Open the folder that contains the message to which you want to reply. In the message list, select the message to which you want to reply.

   Alternatively, open the message to which you want to reply.

2. To reply to the sender of the message, choose Actions -> Reply to Sender. To reply to the sender of the message, and everyone copied on the message, choose Actions -> Reply to All. A new message window is displayed. Depending on your preferences, the new message might contain the original message.

3. Type the text of your message in the area of the window under the Subject field and the format toolbar.

4. To send the message, choose File -> Send.

To Forward a Message

You can forward a message to other addresses. You can forward a message in several ways. The following table describes the ways you can forward a message:

Forward As	Description
An attachment	Attaches the forwarded message as a file to the new message.
Inline	Inserts the forwarded message in the body of the new message. This style is useful if you want to quote from the forwarded message.
Quoted	Inserts the forwarded message in the body of the new message, and inserts characters, such as greater-than signs (>), before each line of the forwarded message. This style is useful if you want to quote from the forwarded message, and want to visually mark the lines from the forwarded message.
Redirect	Forwards the message and preserves the message header information. For example, imagine that you receive a message from Alex Popov, then redirect the message to Joe Garcia. When Joe Garcia opens the message, Alex Popov appears as the sender of the message.  This style is useful if you receive a message for which you are not the most appropriate recipient. For example, if you work in customer service, and the message is a sales inquiry.

To forward a message, perform the following steps:

1. Open the folder that contains the message that you want to forward. In the message list, select the message that you want to forward.

   Alternatively, you can open the message that you want to forward.

2. Choose Actions -> Forward Message. A new message window is displayed.

   Alternatively, you can use the Actions -> Forward menu to forward the message in another style. The following table describes how to forward a message in other styles:

   To Forward a Message as...	Choose...
   An attachment	Actions -> Forward -> Attached
   Inline	Actions -> Forward -> Inline
   Quoted	Actions -> Forward -> Quoted
   Redirect	Actions -> Forward -> Redirect

3. In the To field, enter the email address to which you want to forward the message. If you want to forward the message to more than one address, separate the addresses with a comma.

4. If you want to add more text to the message, type the text in the area under the Subject field and the format toolbar.

5. To send the message, choose File -> Send.

Composing Messages

You can use the following formats for your messages:

• HTML format

  You can apply formatting to text in HTML format, as follows:

  Font formatting

  Bold, italic, underline, font size, font color, and other font formatting.

  Paragraph formatting

  Paragraph styles, including heading styles, bulleted list styles, and numbered list styles. You can also specify paragraph alignment and indentation.

  Page formatting

  Enables you to select a message template, to set a document, to specify a background image, and other page formatting.

• Plain text format

  You cannot apply any formatting to plain text messages.

To Create a Message in HTML Format

To create a message in HTML format, choose File -> New -> Mail Message. In the Compose a message window, choose Format -> HTML so that the HTML menu item is selected.

To Apply Font Formatting to Messages in HTML Format

To apply font formatting, perform the following steps:

1. Select the text that you want to format.

2. To format the selected text, perform one or more of the following actions:

   Format	Action
   Plain text	Choose Format -> Style -> Plain text.
   Bold	Choose Format -> Style -> Bold.
   Italic	Choose Format -> Style -> Italic.
   Underline	Choose Format -> Style -> Underline.
   Strikethrough	Choose Format -> Style -> Strikeout.
   Font size	Choose Format -> Font Size, then select the font size from the submenu. You must specify the size of the text in relation to the size of normal text. The options that you can select include +2, +1, -1, -2, and so on.
   Font color	Choose Format -> Text. Click on the arrow in the Color drop-down list. Select a color from the color table. Alternatively, to specify a custom color, click on the Custom Color color selector button. Use the color wheel or the spin boxes to select the color. Click OK to add the new color to the color table. Click OK to apply the font color formatting, and close the dialog.

   You can also use the format toolbar to format text. To use the format toolbar to format text, click on the button that represents the format that you want to apply.

To Apply Paragraph Formatting to Messages in HTML Format

To apply paragraph formatting, perform the following steps:

1. Click in the paragraph that you want to format.

2. To format the selected paragraph, perform one or more of the following actions:

   Format	Action
   Style	Choose Format -> Paragraph. A Properties: Paragraph dialog is displayed. Select the style that you want from the Style drop-down list. The styles that you can select include the following: Normal Preformatted text Heading styles Address style Bulleted lists Ordered lists Click OK to apply the style and close the dialog.
   Alignment	Choose Format -> Paragraph. Select the alignment from the Left, Center, or Right options. Click OK to apply the alignment and close the dialog.
   Indentation	To increase the indent in the paragraph, choose Format -> Increase Indent. To decrease the indent in the paragraph, choose Format -> Decrease Indent.

   You can also use the format toolbar to format paragraphs. To use the format toolbar to format paragraphs, click on the button that represents the format that you want to apply.

To Apply Page Formatting to Messages in HTML Format

To apply page formatting, perform the following steps:

1. Choose Format -> Page. A Properties: Page dialog is displayed.

2. Select a template for the page from the Template drop-down list.

3. Type a name for the page in the Document Title text box.

4. Enter the name of the image file that you want to use for the message background in the Background Image drop-down combination box.

   Alternatively, click Browse to display a Background Image dialog. Use the dialog to specify the image file that you want to use.

5. To select a color for the text, links, or message background, click on the arrow in the appropriate drop-down list in the Colors group. Select a color from the color table.

   Alternatively, to specify a custom color, click on the Custom Color color selector button. Use the color wheel or the sliders to select the color. Click OK to add the new color to the color table. Click OK to apply the color and close the dialog.

6. Click OK to apply the formatting to the message and close the Properties: Page dialog.

Deleting Messages

When you delete a message, the following occurs:

• The message is moved to your Trash folder.

• If your Inbox is configured to show deleted messages, the message appears in your message list, in strikethrough format. To show deleted messages, choose View -> Hide Deleted Messages so that the Hide Deleted Messages menu item is deselected.

If you need to retrieve a message from Trash, you can undelete the message. When you undelete a message, the message is restored to the folder from which you deleted the message.

You can expunge a folder to remove permanently from the folder the messages that you deleted.

You can empty your Trash folder to delete the contents of Trash permanently. That is, when you empty Trash, you expunge all your folders.

To Delete a Message

To delete a message, select the message that you want to delete in the message list, then choose Edit -> Delete.

To Undelete a Message

To undelete a message, select the message that you want to undelete in the Trash folder, then choose Edit -> Undelete.

To Expunge a Folder

To delete permanently the messages from a folder, open the folder, then choose Actions -> Expunge.

To Empty Trash

To empty Trash, choose Actions -> Empty Trash.

Managing Your Messages

The following sections describe how you can navigate, select, and sort your messages. The following sections also describe how to mark and flag your messages to help manage your work.

Navigating Messages

You can navigate the messages in your message list in several ways. Table 4–1 describes how to navigate messages in a message list.

Table 4–1 Navigating Messages

Task	Action
Go to the first message.	Press Home.
Go to the last message.	Press End.
Move up a page in the message list.	Press Page Up.
Move down a page in the message list.	Press Page Down.
Go to the next message.	Choose Actions -> Go To -> Next Message.
Go to the next unread message.	Choose Actions -> Go To -> Next Unread Message.
Go to the next message that is marked as important.	Choose Actions -> Go To -> Next Important Message.
Go to the first message of the next thread.	Choose Actions -> Go To -> Next Thread.
Go to the previous message.	Choose Actions -> Go To -> Previous Message.
Go to the previous unread message.	Choose Actions -> Go To -> Previous Unread Message.
Go to the previous message that is marked as important.	Choose Actions -> Go To -> Previous Important Message.

Selecting Messages

You can select messages in several ways in a message list. Table 4–2 describes how to select messages in a message list.

Table 4–2 Selecting Messages in a Message List

Task	Action
Select a message	Click on the message.
Select a group of contiguous messages	Press-and-hold Shift. Click on the first message in the group, then click on the last message in the group.
Select multiple messages	Press-and-hold Ctrl. Click on the messages that you want to select.
Select all messages in a folder	Choose Edit -> Select All.
Invert the selection of messages	Choose Edit -> Invert Selection. The messages that are currently selected become deselected, and the messages that are not selected become selected.

---

Note –

Do not click on the icon in the status column to select a message.

---

Viewing Messages by Thread

You can display your messages by thread. A message thread is a set of emails, composed of an initial email message about a subject and all responses to that message. A message thread is created when you send a message, and you receive a number of replies to the message. When you display your messages by thread, you can view the messages on a particular subject in chronological order. In this way, you can follow an email conversation from one message to the next message.

To display your messages by thread, choose View -> Threaded Message List.

Marking Messages as Read or Unread

When you receive a message, the message is marked as unread. In your message list, the message header information is displayed in bold, and the message icon shows a closed envelope. After you open the message, or display the message in the preview pane, the message is automatically marked as read. The message header information is displayed in normal text, and the message icon shows an open envelope.

You can mark messages that you have read as unread, and you can mark messages that you have not read as read.

To mark a message as unread, select the message in the message list. Choose Edit -> Mark as Unread.

To mark a message as read, select the message in the message list. Choose Edit -> Mark as Read.

To mark all messages in a folder as read, select the folder in the folder pane. Choose Edit -> Mark All as Read.

Marking Messages as Important

You can mark messages that you receive as important, to visually mark the message in your message list. When you mark a message as important, the message header information changes color, and an exclamation-point icon is displayed in the Important column.

To mark a message as important, select the message in the message list. Choose Edit -> Mark as Important.

To mark a message as normal, select the message in the message list. Choose Edit -> Mark as Unimportant.

Flagging Messages for Follow Up

You can add a follow-up flag to a message in your Inbox. A flag can specify a follow-up action for the message, and a due date and due time for the action. Use flags to remind yourself to follow up on issues that arise from your messages.

Flags are displayed at the top of messages. The following figure shows a Follow-Up flag in a message:

When the action associated with a flag is completed, you can set the status of the flag to completed. You can also clear a flag from a message.

You can display the following flag-related fields in your message list:

• Flag Status

• Follow Up Flag

• Due By

For more information, see To Customize the Current View.

To Flag a Message

To flag a message, perform the following steps:

1. Select the message or messages that you want to flag in the message list.

2. Choose Actions -> Follow Up. A Flag to Follow Up dialog is displayed.

3. Enter the details for the flag in the Flag to Follow Up dialog. The following table describes the elements on the Flag to Follow Up dialog:

   Element	Description
   Flag	Select the flag that you want to add to the message or messages from the drop-down combination box. For example, if you want to remind yourself to reply to a message, select the Reply flag. Alternatively, you can type a new flag name in the text box.
   Clear	Click on this button to remove the flag from the message.
   Due by	Use the drop-down combination boxes to specify the date and time by which the task associated with the flag is due to be completed.
   Completed	Select this option to indicate that the action specified by the flag is completed.

4. Click OK.

To Set a Flag to Completed

To set a flag to completed, right-click on the message in the message list. Choose Flag Completed from the popup menu. The flag is removed from the top of the message.

Alternatively, select the message in the message list, then choose Actions -> Follow Up. On the Flag to Follow Up dialog, select the Completed option.

To Clear a Flag

To remove a flag from a message, right-click on the message in the message list. Choose Clear Flag from the popup menu.

Alternatively, you can select the message, then choose Actions -> Follow Up. On the Flag to Follow Up dialog, click on the Clear button.

Labelling Messages

You can add a color label to messages in the message list. The label changes the color of the message header information in the message list to visually mark the message. For example, to mark a message as personal, you can add a Personal label to the message.

To label a message, right-click on the message in the message list. Choose Label from the popup menu, then select the label that you require from the submenu.

Hiding Messages

You can hide messages in a message list. To hide messages, select the messages that you want to hide, then choose View -> Hide Selected Messages.

To hide messages that you have read, choose View -> Hide Read Messages.

To show hidden messages, choose View -> Show Hidden Messages. When you show hidden messages, Evolution does not show deleted messages.

To show deleted messages, choose View -> Hide Deleted Messages. The deleted messages appear in strikethrough format in the folder from which you deleted the messages.

Using Inbox Folders

You can store your messages in folders. By default, Evolution provides the following folders for your messages:

Folder	Description
Drafts	The default folder for draft messages. When you compose a message, then choose File -> Save Draft, the message is saved in this folder. When you complete and send the message, the message is deleted from this folder.
Inbox	The default location of your incoming messages.
Outbox	Contains messages that you sent, but which Evolution has not sent yet because you have not connected to the mail server.
Sent	The default folder for messages that you send.
Trash	Contains messages that you deleted.

To organize your messages, you can create folders, and move or copy messages from your Inbox to the folders. For more information on how to use folders, see the following sections.

To Open the Folder of Another User

You can open the folders of other users, if you have the appropriate permissions. To open the folder of another user, perform the following steps:

1. Choose File -> Open Other User's Folder. An Open Other User's Folder dialog is displayed.

2. Enter the details of the folder that you want to open in the Open Other User's Folder dialog. The following table describes the elements on the Open Other User's Folder dialog:

   Element	Description
   Account	Use the drop-down list to select the email account that contains the folder that you want to open.
   User	In the field, type the name of the user who owns the folder that you want to open. Alternatively, to select a user from a list of contacts, click on the User button. Use the Select Contacts from Addressbook dialog to select a user.
   Folder Name	Use the drop-down combination box to specify the name of the folder that you want to open.

3. Click OK.

   To close the folder of the other user, choose File -> Remove Other User's Folder.

To View the Properties of a Folder

To view the properties of a folder, open the folder, then choose File -> Folder -> Properties for “folder-name”. A properties dialog is displayed. When you have viewed the properties, click OK to close the dialog.

To Subscribe to a Folder on a Mail Server

To subscribe to a folder on a mail server, perform the following steps:

1. Choose Tools -> Subscribe to Folders. A Folder Subscriptions dialog is displayed.

2. Enter the details of the folder to which you want to subscribe in the Folder Subscriptions dialog. The following table describes the elements on the Folder Subscriptions dialog:

   Element	Description
   Server	Use the drop-down list to select the mail server that contains the folder to which you want to subscribe.
   Folder tree	Select the folder to which you want to subscribe from the tree.
   Subscribe	To subscribe to the selected folder, click on the Subscribe button.
   Unsubscribe	To unsubscribe from the selected folder, click on the Unsubscribe button.

To Move a Message to a Folder

To move a message to a folder, perform the following steps:

1. Select the message that you want to move, then choose Actions -> Move to Folder. A Move message(s) to dialog is displayed.

2. Use the tree in the Move message(s) to dialog to select the folder to which you want to move the message.

   To create a new folder, click on the New button. A Create New Folder dialog is displayed. For more information, see To Create a New Folder.

3. Click OK.

Alternatively, display the folder pane, then drag the message to the folder in the folder pane.

To Copy a Message to a Folder

To copy a message to a folder, perform the following steps:

1. Select the message that you want to copy, then choose Actions -> Copy to Folder. A Copy message(s) to dialog is displayed.

2. Use the tree in the Copy message(s) to dialog to select the folder to which you want to copy the message.

   To create a new folder, click on the New button. A Create New Folder dialog is displayed. For more information, see To Create a New Folder.

3. Click OK.

Searching Your Messages

Evolution enables you to search your messages. You can search for text in individual messages. You can use the searchbar to perform a simple search of all messages in a folder. For example, you can search for a message that contains a particular text string.

You can also perform advanced searches that use more complex search criteria. For example, you can search for messages that include an attachment, that are flagged, and that you received on a particular date.

You can also save your searches, then use the searches later from the Search menu.

To Search a Message

To search a message, perform the following steps:

1. Open the message that you want to search.

   Alternatively, check that the preview pane is displayed, then select the message that you want to search.

2. Choose Edit -> Search Message. A Find in Message dialog is displayed.

3. Type the text that you want to search for in the Find text box. To make the search case sensitive, select the Case Sensitive option.

4. Click Find. The matches are highlighted in the message. The total number of matches is displayed in the Find in Message dialog.

5. To close the Find in Message dialog, click Close.

To Search All Messages in a Folder

To search all messages in a folder, perform the following steps:

1. Display the folder that contains the messages that you want to search.

2. Select the message component in which to search from the drop-down list in the searchbar.

3. Type the text that you want to search for in the text box on the searchbar.

4. Click on the Find Now button. Alternatively, choose Search -> Find Now. The messages that match the search criteria are displayed in the message list.

   To save the search, choose Search -> Save Search. A Save Search dialog is displayed. Type a name for the search in the Rule name text box, then click OK.

   To clear the search criteria and display all the messages in the folder, choose Search -> Clear. Alternatively, click on the Clear button in the searchbar.

To Perform an Advanced Search

To perform an advanced search on your messages, perform the following steps:

1. Display the folder that contains the messages that you want to search.

2. Choose Search -> Advanced. Alternatively, select Advanced from the drop-down list in the searchbar. An Advanced Search dialog is displayed.

3. Use the If group box to create criteria for the search. To create criteria, perform the following steps:

   1. From the first drop-down list, select the message component in which to search. For example, select Message Body to search the text in the body of the message.

   2. From the second drop-down list, select the relationship between the message component and the search text. For example, to search for messages whose body includes the search text, select contains from the second drop-down list.

   3. In the text box, type the search text. This text is not case sensitive.

   4. To add more criteria, click on the Add button. To remove a criterion, click on the Remove button beside the criterion.

4. Select the appropriate option from the Execute actions drop-down list. Select one of the following options:

   • if any criteria are met: Select this option if you want the search to return matches where any of the specified criteria are met.

   • if all criteria are met: Select this option if you want the search to return only matches where all of the specified criteria are met.

5. Click OK to perform the advanced search. The messages that match are displayed in the message list.

   Alternatively, to save the search, type a name for the search in the Rule name text box, then click Save. Choose Search -> search-name to perform the search.

   To clear the advanced search criteria and display all the messages in the folder, choose Search -> Clear.

Using the Search Editor

Evolution enables you to save your searches. The saved searches are added to the Search menu, and you can choose the searches from this menu. Evolution contains a search editor to enable you to add, edit, and delete your searches. You can also rearrange the order of the searches in your Search menu.

To Add a Search

To add a search, perform the following steps:

1. Choose Search -> Edit Saved Searches. A Search Editor dialog is displayed.

2. Click Add. An Add Rule dialog is displayed.

3. Enter the details for the search in the Add Rule dialog. The following table describes the elements on the Add Rule dialog:

   Element	Description
   Rule name	Type a name for the search in the text box.
   Add	Click this button to add more criteria.
   Execute actions	Use the drop-down list to specify whether the search returns a message if the message meets all, or any, of the criteria in the search.
   First drop-down list	Select the message component in which to search. For example, select Message Body to search the text in the body of the message.
   Second drop-down list	Select the relationship between the message component and the search text. For example, to search for messages whose body includes the search text, select contains from the second drop-down list.
   Text box	Type the search text. This text is not case sensitive.
   Remove	To remove a criterion, click on the Remove button beside the criterion.

4. Click OK. The search is added to the Search menu.

You can use also save searches that you perform from the searchbar. For more information, see To Search All Messages in a Folder. You can also use the Advanced Search dialog to save a search. For more information, see To Perform an Advanced Search.

To Edit a Search

To edit a search, perform the following steps:

1. Choose Search -> Edit Saved Searches. A Search Editor dialog is displayed.

2. Select the search that you want to edit, then click Edit. An Edit Rule dialog is displayed. Modify the details for the search in the Edit Rule dialog. For more information on the elements in the dialog, see To Add a Search.

3. Click OK to save your changes and close the Edit Rule dialog.

4. Click OK to close the Search Editor dialog.

To Delete a Search

To delete a search, perform the following steps:

1. Choose Search -> Edit Saved Searches. A Search Editor dialog is displayed.

2. Select the search that you want to delete, then click Remove.

3. Click OK. The search is removed from the Search menu.

To Arrange the Searches in the Search Menu

To arrange the searches in the Search menu, perform the following steps:

1. Choose Search -> Edit Saved Searches. A Search Editor dialog is displayed. The Search Editor dialog displays your searches in the same order as the Search menu.

2. Select a search whose position you want to change, then click Up button or Down button until the search is in the required position.

3. Click OK. The position of the search is updated in the Search menu.

Using Filters

You can use filters to perform actions on your incoming and outgoing email. For example, you can create a filter that automatically moves email that you receive from a particular address to a particular folder.

Use filters to deal with spam email. For example, you can create a filter to delete messages from a particular address. You can also create filters to delete messages that contain particular terms in the Subject field or in the message body.

Using the Filter Editor

You can use the filter editor to add, edit, and delete message filters. You can also use the filter editor to rearrange the positions of your filters in the filter editor.

To Add a Filter

To add a filter, perform the following steps:

1. Choose Tools -> Filters. A Filters dialog is displayed.

2. From the drop-down list at the top of the dialog, select whether you want the filter to apply to incoming or outgoing email.

3. Click Add. An Add Rule dialog is displayed.

4. Enter the details for the filter in the Add Rule dialog. Enter the criteria for the filter in the top section of the dialog. The following table describes the elements in the top section of the Add Rule dialog:

   Element	Description
   Rule name	Type a name for the filter in the text box.
   Add	Click this button to add more criteria to the filter.
   Execute actions	Use the drop-down list to specify whether to perform the filter actions if the message meets all, or any, of the criteria for the filter.
   First drop-down list	Select the message component to use for the criterion. For example, if you want the filter to search the text in the body of the message, select Message Body.
   Second drop-down list	Select the relationship between the message component and the search text. For example, if you want the filter to search for messages whose body includes the search text, select contains from the second drop-down list.
   Text box	Type the search text. This text is not case sensitive.
   Remove	To remove a criterion, click on the Remove button beside the criterion.

5. Enter the actions to take if the criteria are met, in the bottom section of the dialog. The following table describes the elements in the bottom section of the Add Rule dialog:

   Element	Description
   Add	Click this button to add more actions to the filter.
   Drop-down list	Select an action to perform from the drop-down list. Depending on the action that you select, another control might appear beside the drop-down list. For example, if you select the Move to Folder action, a button is displayed. Click on the button to open a dialog from which you can select a folder.
   Remove	To remove an action, click on the Remove button beside the action.

6. When you have entered the details for the filter, click OK on the Add Rule dialog.

7. Click OK to close the Filters dialog.

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Note –

You can create a filter that copies messages that match your criteria to more than one folder.

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To Edit a Filter

To edit a filter, perform the following steps:

1. Choose Tools -> Filters. A Filters dialog is displayed.

2. From the drop-down list at the top of the dialog, select whether the filter that you want to edit is for incoming or outgoing email.

3. Select the filter that you want to edit, then click Edit. An Edit Rule dialog is displayed.

4. Modify the details of the filter in the dialog as required. For more information on the dialog, see To Add a Filter.

5. When you have modified the details for the filter, click OK on the Edit Rule dialog.

6. Click OK to close the Filters dialog.

To Delete a Filter

To delete a filter, perform the following steps:

1. Choose Tools -> Filters. A Filters dialog is displayed.

2. From the drop-down list at the top of the dialog, select whether the filter that you want to delete is for incoming or outgoing email.

3. Select the filter that you want to delete, then click Remove. The filter is deleted.

4. Click OK to close the Filters dialog.

To Change the Position of a Filter

To change the position of a filter in the Filters dialog, perform the following steps:

1. Choose Tools -> Filters. A Filters dialog is displayed.

2. From the drop-down list at the top of the dialog, select whether the filter whose position you want to change is for incoming or outgoing email.

3. Select the filter whose position you want to change.

4. Click the Up button or the Down button to change the position of the filter. Repeat this step until the filter is in the required position.

5. Click OK to close the Filters dialog.

To Create a Filter From a Message

To create a filter from a message, perform the following steps:

1. Select the message from which you want to create a filter in the message list.

2. Choose Tools -> Create Filter From Message, then choose one of the following menu items:

   • Filter on Subject: Creates a filter from the subject of the selected message.

   • Filter on Sender: Creates a filter from the sender of the selected message.

   • Filter on Recipients: Creates a filter from the recipients of the selected message.

   • Filter on Mailing List: Creates a filter from the mailing lists in the To and Cc fields of the selected message.

   An Add Filter Rule dialog is displayed. The dialog contains criteria for the filter, depending on which menu item you chose.

3. Modify the details of the filter in the dialog if required. For more information on the dialog, see To Add a Filter.

4. Click OK. The filter is added to your list of filters.

To Apply Filters to Selected Messages

You can apply all the filters in the filter editor to messages that you select. You can use this function to check that a filter works.

To apply filters to messages, perform the following steps:

1. Select the message or messages to which you want to apply filters.

2. Choose Actions -> Apply Filters.

If messages meet the criteria in your filters, the actions that are associated with the filters are performed.

Using Virtual Folders

Virtual folders enable you to use one folder to view messages that are located in several folders. Your virtual folders are listed in VFolders in your folder pane. To display a virtual folder, select the virtual folder from the VFolders item in your folder pane.

If your folder pane is not displayed, choose View -> Folder Bar.

Use virtual folders to organize messages that are located in more than one folder. For example, imagine your company has a product that is called Lorem Ipsum. You have a client called Ximdom.com. Employees of Ximdom.Com send you messages regularly about Lorem Ipsum, and about other products. You store the messages in many folders.

You can use virtual folders to organize messages from Ximdom.Com that are related to the Lorem Ipsum product, and that are not related to the product. To organize messages in this way, you might create the following virtual folders:

Ximdom.Com (Lorem Ipsum)

Displays messages from all folders that are from addresses that contain @ximdom.com, and that have the text lorem ipsum in the message body.

Ximdom.Com (Other)

Displays messages from all folders that are from addresses that contain @ximdom.com, and that do not have the text lorem ipsum in the message body.

You can create virtual folders in the following ways:

• Use the virtual folder editor.

• Use a message in your message list to automatically generate the virtual folder.

• Perform a search, then use the search to automatically generate the virtual folder.

Using the Virtual Folder Editor

You can use the virtual folder editor to add, edit, and delete virtual folders. You can also use the virtual folder editor to rearrange the positions of your virtual folders in the folder pane.

To Add a Virtual Folder

To add a virtual folder, perform the following steps:

1. Choose Tools -> Virtual Folder Editor. A vFolders dialog is displayed.

2. Click Add. An Add Rule dialog is displayed.

3. Enter the details for the virtual folder in the Add Rule dialog. The following table describes the elements on the Add Rule dialog:

   Element	Description
   Rule name	Type a name for the virtual folder in the text box.
   Add	Click this button to add more criteria to the virtual folder.
   Execute actions	Use the drop-down list to specify whether a message must meet all, or any, of the criteria, to be added to the virtual folder. You can select the following options:   if all criteria are met: Select this option to specify that the message must meet all of the criteria in the search. if any criteria are met: Select this option to specify that the message must meet at least one of the criteria in the search.
   First drop-down list	Select the message component to use for the criterion. For example, if you want the virtual folder to search the text in the body of the message, select Message Body.
   Second drop-down list	Select the relationship between the message component and the search text. For example, if you want the virtual folder to search for messages whose body includes the search text, select contains from the second drop-down list.
   Text box	Type the search text. This text is not case sensitive.
   Remove	To remove a criterion, click on the Remove button beside the criterion.
   vFolder Sources	From the drop-down list, select the folders from which you want to create the virtual folder. Select one of the following options:  specific folders only: Select this option to create the virtual folder from folders that you specify. To specify a folder, click Add. A Select Folder dialog is displayed. Select the folder that you want to add from the dialog, then click OK. To remove a folder, select the folder, then click Remove. with all local folders: Select this option to create the virtual folder from all folders on your local system. with all active remote folders: Select this option to create the virtual folder from all folders on the mail server to which you are connected. with all local and active remote folders: Select this option to create the virtual folder from the following: All folders on your local system. All folders on the mail server to which you are connected.

4. When you have entered the details for the virtual folder, click OK on the Add Rule dialog.

5. Click OK to close the vFolders dialog.

To Edit a Virtual Folder

To edit a virtual folder, perform the following steps:

1. Choose Tools -> Virtual Folder Editor. A vFolders dialog is displayed.

2. Select the virtual folder that you want to edit, then click Edit. An Edit Rule dialog is displayed.

3. Modify the details of the virtual folder in the dialog as required. For more information on the dialog, see To Add a Virtual Folder.

4. When you have modified the details for the virtual folder, click OK on the Edit Rule dialog.

5. Click OK to close the vFolders dialog.

To Delete a Virtual Folder

To delete a virtual folder, perform the following steps:

1. Choose Tools -> Virtual Folder Editor. A vFolders dialog is displayed.

2. Select the virtual folder that you want to delete, then click Remove. The virtual folder is deleted.

3. Click OK to close the vFolders dialog.

To Change the Position of a Virtual Folder

To change the position of a virtual folder in your folder pane, perform the following steps:

1. Choose Tools -> Virtual Folder Editor. A vFolders dialog is displayed.

2. Select the virtual folder whose position you want to change.

3. Click the Up button or the Down button to change the position of the virtual folder. Repeat this step until the virtual folder is in the required position.

4. Click OK to close the vFolders dialog.

To Create a Virtual Folder From a Message

To create a virtual folder from a message, perform the following steps:

1. Select the message from which you want to create a virtual folder in the message list.

2. Choose Tools -> Create Virtual Folder From Message, then choose one of the following menu items:

   • VFolder on Subject: Creates a virtual folder from the subject of the selected message.

   • VFolder on Sender: Creates a virtual folder from the sender of the selected message.

   • VFolder on Recipients: Creates a virtual folder from the recipients of the selected message.

   • VFolder on Mailing List: Creates a virtual folder from the mailing lists in the To and Cc fields of the selected message.

   A New VFolder dialog is displayed. The dialog contains criteria for the virtual folder, depending on which menu item you chose.

3. Modify the details of the virtual folder in the dialog if required. For more information on the dialog, see To Add a Virtual Folder.

4. Click OK. The virtual folder is added to the list of virtual folders in the folder pane.

To Create a Virtual Folder From a Search

To create a virtual folder from a search, perform the following steps:

1. Perform the search from which you want to create a virtual folder. For more information, see Searching Your Messages.

2. After you perform the search, choose Search -> Create Virtual Folder From Search. A New VFolder dialog is displayed. The dialog contains the search criteria for the search you performed.

3. Modify the details of the virtual folder in the dialog if required. For more information on the dialog, see To Add a Virtual Folder.

4. Click OK. The virtual folder is added to the list of virtual folders in the folder pane.