This chapter describes how to configure Email and Calendar
.
To select the functionality that you want to configure, perform the following steps:
Choose Tools -> Settings.
Select the functionality that you want to configure from the left pane of the Settings dialog. The preferences for that functionality are displayed in the right pane.
Use the right pane to modify the preferences for the functionality.
The Settings dialog contains buttons. The following table describes the buttons:
Button |
Description |
---|---|
Apply |
Click on this button to save any changes that you have made in the Settings dialog, and to implement the changes immediately. |
Close |
Click on this button to close the Settings dialog. Any changes that you made are not saved. |
OK |
Click on this button to save any changes that you have made in the Settings dialog, and to close the dialog. |
To configure your mail accounts, click on the Mail Accounts icon in the left pane of the Settings dialog. Table 12–1 lists the dialog elements that you can use to configure your mail account settings.
Table 12–1 Mail Account Preferences
Dialog Element |
Description |
---|---|
Accounts table |
This table lists your mail accounts. Double-click on a mail account to edit the mail account. |
Add |
Click on this button to add a mail account. The For more information about how to add a mail account, see Using the Setup Assistant. |
Edit |
To edit a mail account, select the account in the accounts table, then click on the Edit button. For more information about how to edit a mail account, see To Edit a Mail Account. |
Remove |
To delete a mail account, select the account in the accounts table, then click on the Remove button. A confirmation dialog is displayed. Click Delete on the confirmation dialog to delete the mail account. |
Default |
To make a mail account your default mail account, select the account in the accounts table, then click on the Default button. |
Enable, Disable |
To disable a mail account, select the account in the accounts table, then click on the Disable button. Alternatively, click on the check box in the Enabled column for the account. To enable a mail account, select the account, then click on the Enable button. Alternatively, click on the check box in the Enabled column for the account. |
You can customize your mail account in the following functional areas:
Identity
Receiving Mail
Receiving Options
Sending Mail
Defaults
Security
Use the Identity tabbed section to specify identity details for a mail account. For information about the elements in the Identity tabbed section, see Configuring Account Management Settings and Entering Your Identity Information. Table 12–2 lists the identity details that you can specify that are not described in those sections.
Table 12–2 Mail Account Identity Preferences
Dialog Element |
Description |
---|---|
Default signature |
Select a signature to use as your default signature from the drop-down list. The signature that you select is added to all your messages. |
Add new signature |
Click on this button to add a signature to the list of signatures. To add a signature to the list of signatures, perform the following steps:
|
Use the Receiving Mail tabbed section to specify details for receiving mail for a mail account. For information about the elements in the Receiving Mail tabbed section, see Configuring a Mail Server From Which to Receive Email.
Use the Receiving Options tabbed section to specify options for receiving mail for a mail account. For information about the elements in the Receiving Options tabbed section, see Configuring How to Receive Email.
Use the Sending Mail tabbed section to specify details for sending mail from a mail account. For information about the elements in the Sending Mail tabbed section, see Configuring How to Send Email.
Use the Defaults tabbed section to specify default preferences for a mail account. Table 12–3 lists the default preferences that you can specify.
Table 12–3 Mail Account Default Preferences
Dialog Element |
Description |
---|---|
Drafts folder |
When you choose File -> Save Draft from the Compose a message window, the draft message is saved. Use this preference to specify the folder in which to store your draft messages. Click on the folder button to open the Select Folder dialog. Select the folder in which to store your draft messages from the Select Folder dialog, then click OK. |
Sent messages folder |
When you send a message, a copy of the message is saved automatically. Use this preference to specify the folder in which to store your sent messages. Click on the folder button to open the Select Folder dialog. Select the folder in which to store your sent messages from the Select Folder dialog, then click OK. |
Restore Defaults |
Click on this button to restore the |
Always carbon-copy (Cc) to |
Select this option if you want to copy all of your messages to an address. Enter the address to which you want to copy your messages in the field. If you want to copy your messages to more than one address, separate the addresses with a comma. |
Always blind carbon-copy (Bcc) to |
Select this option if you want to blind-copy all of your messages to an address. Enter the address to which you want to blind-copy your messages in the field. If you want to blind-copy your messages to more than one address, separate the addresses with a comma. |
Use the Security tabbed section to specify your PGP or GPG security preferences for a mail account. PGP and GPG are applications that are used to encrypt and decrypt messages.
Table 12–4 lists the security preferences that you can set.
Table 12–4 Mail Account Security Preferences
Dialog Element |
Description |
---|---|
PGP/GPG Key ID |
Type your public key in the text box. |
Always sign outgoing messages when using this account |
Select this option to attach an encrypted signature to all messages that you send from this email account. |
Don't sign meeting requests (for Outlook compatibility) |
Select this option if you do not want to attach an encrypted signature when you send meeting information to attendees in Calendar.
|
Always encrypt to myself when sending encrypted mail |
Select this option to always send a copy of your encrypted messages to yourself in encrypted form. Select this option if you want to be able to decrypt the encrypted messages that you send, for example, in your Sent folder or Outbox folder. |
Always trust keys in my keyring when encrypting |
Select this option if you do not want to validate the public keys of contacts who are in your public keyring when you encrypt a message. A public keyring is a file that lists all of the public keys that you know. |
Use the Folder Settings dialog to specify folder preferences. You can customize the folder preferences in the following functional areas:
Default Folders
Offline Folders
Autocompletion Folders
Use the Default Folders tabbed section to specify
default folders for Email and Calendar
components. Table 12–5 lists the default folder preferences that you
can set.
Dialog Element |
Description |
---|---|
|
Use this preference to specify the folder to which you want incoming messages delivered. This preference relates to POP email accounts only. Click on the folder button to open the Select Default Folder dialog. Select the folder to which you want your messages delivered from the dialog, then click OK. |
Contacts |
Use this preference to specify the default folder where you want to store your contact information. Click on the folder button to open the Select Default Folder dialog. Select the folder where you want to store your contacts from the dialog, then click OK. |
Calendar |
Use this preference to specify the default folder where you want to store your appointments and meetings. A summary of the default calendar folder is displayed in your Summary. When you synchronize a PDA, the PDA synchronizes with the default calendar folder. Click on the folder button to open the Select Default Folder dialog. Select the folder where you want to store your appointments and meetings from the dialog, then click OK. Note – To use your Personal Calendar folder
from your |
Tasks |
Use this preference to specify the default folder where you want to store your tasks. A summary of the default tasks folder is displayed in your Summary. When you synchronize a PDA, the PDA synchronizes with the default tasks folder. Click on the folder button to open the Select Default Folder dialog. Select the folder where you want to store your tasks from the dialog, then click OK. Note – To use your Personal Tasks folder from your |
Use the Offline Folders tabbed section to specify
your offline folders. When you switch from online mode to offline mode, Email and Calendar
creates copies of the folders you select,
on your system. For more information about offline mode and online mode, see Working Offline.
Use the mail folder tree to select the folders that you want to work with offline. Click on the plus sign (+) beside a folder to expand the contents of the folder. To collapse the contents of a folder, click on the minus sign (-) beside the folder.
Use the Autocompletion Folders tabbed
section to specify contact folders to search when Email and Calendar
attempts to autocomplete addresses in the To, Cc, and Bcc fields of your messages.
To specify an address autocompletion folder, click on the Add button. Select the folder that you want from the Add a Folder dialog, then click OK.
To remove a folder from the list of address autocompletion folders, select the folder in the Extra Completion folders list, then click on the Remove button.
Use the Mail Preferences dialog to specify general mail preferences, preferences for HTML mail, and to customize labels and label colors. You can customize your mail preferences in the following functional areas:
General
HTML Mail
Colors
Use the General tabbed section to set general mail preferences. Table 12–6 lists the general mail preferences that you can configure.
Table 12–6 General Mail Preferences
Dialog Element |
Description |
---|---|
Use the same fonts as other applications |
Select this option if
you want |
Standard Font |
If you deselect the Use the same fonts
as other applications option, use this preference to select a font
to use for the |
Terminal Font |
If you deselect the Use the same fonts as other applications option, use this preference to select a font to use in the preview pane. Click on the font selector button. A Select HTML fixed width font dialog is displayed. Use the dialog to select the font that you require. |
Mark messages as read after n seconds |
Select this option if you want to mark messages as read automatically after the message is displayed in the preview pane for a specified period of time. Use the spin box to specify how long to wait before the message is marked as read. |
Default character encoding |
Select the default character encoding for your messages from the drop-down list. For information about character encoding and international messages, see Sending and Receiving International Messages. |
Highlight quotations with color color |
Lines in messages that begin with a greater-than sign (>) are quotations from other messages. Select this option if you want quotations in your messages to appear in a particular color. Click on the color selector button to select a color for quotations. A Pick a color dialog is displayed. Use the dialog to select the color that you require. |
Empty trash folders on exit |
Select this option to delete permanently the contents
of your Trash folders when you quit |
Confirm before expunging a folder |
Select this option to display a confirmation message before you remove permanently from a folder the messages that you deleted from that folder. |
Do not notify me when new mail arrives |
Select this option to give no audible feedback when a message is received. |
Beep when new mail arrives |
Select this option if you want |
Play sound file when new mail arrives |
Select this option to play a sound file when you receive a message. Enter the name of the sound file to play in the Specify filename drop-down combination box. Alternatively, click Browse to display an Execute Command dialog. Use the dialog to select the sound file to play. |
Use the HTML Mail tabbed section to set preferences for HTML mail. Table 12–7 lists the HTML mail preferences that you can configure.
Table 12–7 HTML Mail Preferences
Use the Color tabbed section to set color preferences for labels.
To change the color of a label, click on the color selector button at the right side of the label text box. Use the Pick a color dialog to select the color that you require for the label.
To create a new label, you must overwrite one of the current labels. Type a name for the new label in the text box of the label that you want to overwrite. To change the color of the label, click on the color selector button at the right side of the text box. Use the Pick a color dialog to select the color that you require for the label.
To restore the Email and Calendar
default
settings for labels, click on the Restore defaults
button.
Use the Composer Preferences settings to specify color. You can customize the composer preferences in the following functional areas:
General
Signatures
Spell Checking
Use the General tabbed section to set message composition preferences. Table 12–8 lists the message composition preferences that you can set.
Table 12–8 General Message Composition Preferences
Dialog Element |
Description |
---|---|
Forward style |
You can select different styles in which to forward messages. Select the default forward style for your messages from the drop-down list. For more information about the styles in which to forward messages, see To Forward a Message. |
Reply style |
You can select different styles in which to reply to messages. Select the default reply style for your messages from the drop-down list. Select one of the following options:
|
Character set |
Select the default character encoding for your messages from the drop-down list. |
Format messages in HTML |
Select this option to make HTML format the default format for your messages. If you do not select this option, the default format is plain text format. |
Automatically insert smiley images |
Select this option to insert emoticon images automatically as you type. For example, when you type :-), a smile icon is inserted automatically. This option applies only to messages in HTML format. |
Prompt when sending messages with an empty subject line |
Select this option to display an alert message when you send a message that has an empty Subject text box. |
Prompt when sending messages with only Bcc recipients defined |
Select this option to display an alert message when you send a message that only has addresses in the Bcc field, but not in the To field or Cc field. |
Use the Signatures tabbed section to set signature preferences. Table 12–9 lists the signature preferences that you can set.
Table 12–9 Signature Preferences
Dialog Element |
Description |
---|---|
Signature list |
Displays a list of signatures that you can insert into your messages. When you compose a message, you can select one of the signatures from the Signature drop-down list. |
Add |
Click on this button to add a signature to the list of signatures. To add a signature to the list of signatures, perform the following steps:
|
Add Script |
You can use a script to generate your signature. Click on the Add Script button to add a script to generate your signatures. To add a script to the list of signatures, perform the following steps:
|
Edit |
To edit a signature or a signature script, select the item from the signature list, then click on the Edit button. |
Remove |
To delete a signature or a signature script, select the item from the signature list, then click on the Remove button. |
Use the Spell Checking tabbed section to set spellchecker preferences. Table 12–10 lists the spellchecker preferences that you can set.
Table 12–10 Spellcheck Preferences
Dialog Element |
Description |
---|---|
Language table |
Displays a list of languages for which you have a dictionary installed. To enable a language, select the language in the language table, then click on the Enable button. Alternatively, click on the check box in the Enabled column for the language to display a check mark in the check box. |
Check spelling while I type |
Select this option if you want |
Color for misspelled words |
If you select the Check spelling while
I type option, Click on the color selector button to change the color of the line under words that do not match. Use the Pick a color dialog to select the color that you require. |
Use the Calendar and Tasks settings to specify preferences for your calendar and your tasks. You can customize the Calendar and Tasks preferences in the following functional areas:
General
Display
Use the General tabbed section to set general calendar and task preferences. Table 12–11 lists the general calendar and task preferences that you can set.
Table 12–11 General Calendar and Task Preferences
Dialog Element |
Description |
---|---|
Time zone |
Select a time zone for For information about how to use the dialog to select a time zone, see Selecting a Time Zone. Note –
The time zones must be set to the same value in each of these applications
for reminders in |
Time format |
Select the time format for Calendar. Select one of the following options:
|
Week starts |
Select the day to use as the first day of the week in the date pane. |
Work days |
Select the days to include in your work week. The days that you select here are the days that are displayed in Work Week View. |
Day begins |
Use the drop-down combination box to specify the time at which the day begins in the schedule pane. |
Day ends |
Use the drop-down combination box to specify the time at which the day ends in the schedule pane. |
Ask for confirmation when deleting items |
Select this option to display a confirmation message when you delete appointments and tasks. |
Show a reminder time before every appointment |
Select this option to display a reminder message before your appointments. Use the spin box and the drop-down list to specify how long before the appointment to display the reminder. Use the spin box to specify the number, and use the drop-down list to specify the units of time. |
Use the Display tabbed section to set calendar and task display preferences. Table 12–12 lists the calendar and task display settings that you can set.
Table 12–12 Calendar and Tasks Display Preferences
Dialog Element |
Description |
---|---|
Time divisions |
Select the time intervals that you want to use in the schedule pane. |
Show appointment end times in week and month views |
Select this option to display the end time of appointments in Week View and Month View. |
Compress weekends in month view |
Select this option to display the information for Saturday and Sunday in one column in the schedule pane in Month View. |
Show week numbers in date navigator |
Select this option to show the week number in the year in the date pane. |
Tasks due today |
If a task is due today, Click on the color selector button to change the color in which tasks that are due today are displayed. Use the Color for tasks due today dialog to select the color that you require. |
Overdue tasks |
If a task overdue, Click on the color selector button to change the color in which tasks that are overdue are displayed. Use the Color for overdue tasks dialog to select the color that you require. |
Hide completed tasks after time |
Select this option to hide completed tasks after a specific period of time. Use the spin box and the drop-down list to specify how long after the task is completed to hide the task. Use the spin box to specify the number, and use the drop-down list to specify the units of time. |
For information about how to use Email and Calendar
to work with Exchange
accounts, see Chapter 10, Using Microsoft Exchange Accounts.
The Java System Calendar Server
connector
for Email and Calendar
allows you to use Email and Calendar
as a client for the Java System
Calendar Server
. To configure a Java System Calendar
Server
account in Email and Calendar
,
click on the Sun Java System Accounts icon in the left
pane of the Settings dialog. Table 12–13
lists the dialog elements that you can use to configure your Java System Calendar Server
account settings.
Dialog Element |
Description |
---|---|
Accounts table |
This table lists your |
New |
Click on this button to add a For more information about how to add a |
Edit |
To edit an |
Remove |
To delete a |
Perform the following steps:
Choose Tools -> Settings.
Click on Sun Java System Accounts in
the left pane of the Settings dialog. A table for Calendar Server
accounts is displayed in the right pane.
Click Add. An Add new account dialog is displayed.
Enter the Calendar Server
account
information in the Add new account dialog. The following
table describes the elements on the Add new account dialog:
Click OK to save your changes and close
the Add new account dialog. Email and Calendar
checks your Calendar Server
account
information, then displays an Information dialog that
tells you that you must restart Email and Calendar
for these settings to take effect.
Restart Email and Calendar
.
The Lightweight Directory Access Protocol (LDAP) enables users to access contact information over a network. Users can share the same contact information. A typical application of LDAP is a single address book for all employees in a company, that all employees can access.
To configure your LDAP servers, click on the Directory Servers icon in the left pane of the Settings dialog. Table 12–14 lists the dialog elements that you can use to configure your LDAP servers.
Table 12–14 Elements to Use to Configure LDAP Servers
Dialog Element |
Description |
---|---|
List of LDAP servers |
Displays a list of the LDAP servers to which |
Add |
Click on this button to add an LDAP server. For information about how to configure an LDAP server, see To Add an LDAP Server. |
Edit |
To edit an LDAP server, select the server in the list of LDAP servers, then click on the Edit button. For information about using the Edit LDAP Server dialog, see To Add an LDAP Server. When you have entered the information in the dialog, click OK to apply the changes to the LDAP server and close the dialog. |
Remove |
To delete an LDAP server, select the server in the list of LDAP servers, then click on the Remove button. |
Perform the following steps:
Choose Tools -> Settings.
Click on Directory Servers in the left pane of the Settings dialog. A table for LDAP servers is displayed in the right pane.
Click Add. An LDAP Configuration
Assistant
is displayed. The LDAP Configuration
Assistant
guides you through the configuration process for an
LDAP server. Click on the Forward button to begin the
configuration process.
Enter general server information in the Server Information page. The following table describes the elements on the Server Information page:
When you complete the general server information, click on the Forward button. A Connecting to Server page is displayed.
Enter server connection information in the Connecting to Server page. The following table describes the elements on the Connecting to Server page:
When you complete the server connection information, click on the Forward button.
Enter search details for the directory on the server in the Searching the Directory page. The following table describes the elements on the Searching the Directory page:
When you complete the search information, click on the Forward button.
Type a name for the server in the Display name
text box. This name is displayed in your Email and Calendar
interface.
When you complete the display name, click on the Forward button. A Finished page is displayed.
Click on the Apply button to create
the LDAP server and close the LDAP Configuration Assistant
.
Use the settings in the Summary Preferences dialog to specify summary preferences. You can customize the Summary Preferences in the following functional areas:
News Feeds
Weather
Schedule
Use the Mail tabbed section to specify which mail folders to display in the Summary. Table 12–15 lists the mail folder preferences that you can configure for the Summary.
Table 12–15 Summary Mail Folder Preferences
Dialog Element |
Description |
---|---|
Mail folder tree |
Use the mail folder tree to select the folders that you want to display in your summary. Click on the plus sign (+) beside a folder to expand the contents of the folder. To collapse the contents of a folder, click on the minus sign (-) beside the folder. To select a folder to display in your summary, click on the check box to the left of the folder to display a check mark in the box. To deselect a folder, click on the check box again to remove the check mark. |
Show full path for folders |
Select this option to display the full path to the folders that are displayed in your summary. |
Use the News Feeds tabbed section to specify which news feeds to display in the Summary. Table 12–16 lists the news feed preferences that you can configure for the Summary.
Table 12–16 Summary News Feed Preferences
Use the Weather tabbed section to specify the locations whose weather you want to view in the Summary. Table 12–17 lists the weather preferences that you can configure for the Summary.
Table 12–17 Summary Weather Preferences
Dialog Element |
Description |
---|---|
All location tree |
Use the location tree to select the locations whose weather you want to display in your summary. Click on the plus sign (+) beside a location to expand the contents of the location. To collapse the contents of a location, click on the minus sign (-) beside the folder. |
Add |
To add a location to your summary, select the location in the All location tree, then click on the Add button. The location is added to the Shown location list. |
Remove |
To remove a location from your summary, select the location in the Shown location list, then click on the Remove button. |
Shown location list |
Displays a list of the locations whose weather is displayed in your summary. |
Show temperatures in |
Select whether to display temperatures in degrees Celsius or degrees Fahrenheit. |
Refresh time (seconds) |
Use the spin box to specify how often you want to refresh the display of weather information in your summary. |
Use the Schedule tabbed section to specify the calendar and task information that you want to view in the Summary. Table 12–18 lists the calendar and task information settings that you can configure for the Summary.
Table 12–18 Summary Calendar and Task Preferences
Dialog Element |
Description |
---|---|
How many days should the calendar display at once? |
Select how many days of your calendar to display in your summary. |
Show all tasks |
Select this option to display all your tasks in your summary. Completed tasks that are hidden are not displayed. To hide completed tasks, use the Hide completed tasks after time option. For more information about how to hide completed tasks, see Setting Calendar and Tasks Preferences. |
Show today's tasks |
Select this option to display only the tasks for today in your summary. Completed tasks that are hidden are not displayed. |
For information about how to use Email and Calendar
to work with Exchange
accounts, see Chapter 10, Using Microsoft Exchange Accounts.