1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
174
175
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196
197
198
199
200
201
202
203
204
205
206
207
208
209
210
211
212
213
214
215
216
217
218
219
220
221
222
223
224
225
226
227
228
229
230
231
232
233
234
235
236
237
238
239
240
241
242
243
244
245
246
247
248
249
250
251
252
253
254
255
256
257
258
259
260
261
262
263
264
265
266
267
268
269
270
271
272
273
274
275
276
277
278
279
280
281
282
283
284
285
286
287
288
289
290
291
292
293
294
295
296
297
298
299
300
301
302
303
304
305
306
307
308
309
310
311
312
313
314
315
316
317
318
319
320
321
322
323
324
325
326
327
328
329
330
331
332
333
334
335
336
337
338
339
340
341
342
343
344
345
346
347
348
349
350
351
352
353
354
355
356
357
358
359
360
361
362
363
364
365
366
367
368
369
370
371
372
373
374
375
376
377
378
379
380
381
382
383
384
385
386
387
388
389
390
391
392
393
394
395
396
397
398
399
400
401
402
403
404
405
406
407
408
409
410
411
412
413
414
415
416
417
418
419
420
421
422
423
424
425
426
427
428
429
430
431
432
433
434
435
436
437
438
439
440
441
442
443
444
445
446
447
448
449
450
451
452
453
454
455
456
457
458
459
460
461
462
463
464
465
466
467
468
469
470
471
472
473
474
475
476
477
478
479
480
481
482
483
484
485
486
487
488
489
490
491
492
493
494
495
496
497
498
499
500
501
502
503
504
505
506
507
508
509
510
511
512
513
514
515
516
517
518
519
520
521
522
523
524
525
526
527
528
529
530
531
532
533
534
535
536
537
538
539
540
541
542
543
544
545
546
547
548
549
550
551
552
553
554
555
556
557
558
559
560
561
562
563
564
565
566
567
568
569
570
571
572
573
574
575
576
577
578
579
580
581
582
583
584
585
586
587
588
589
590
591
592
593
594
595
596
597
598
599
600
601
602
603
604
605
606
607
608
609
610
611
612
613
614
615
616
617
618
619
620
621
622
623
624
625
626
627
628
629
630
631
632
633
634
635
636
637
638
639
640
641
642
643
644
645
646
647
648
649
650
651
652
653
654
655
656
657
658
659
660
661
662
663
664
665
666
667
668
669
670
671
672
673
674
675
676
677
678
679
680
681
682
683
684
685
686
687
688
689
690
691
692
693
694
695
696
697
698
699
700
701
702
703
704
705
706
707
708
709
710
711
712
713
714
715
716
717
718
719
720
721
722
723
724
725
726
727
728
729
730
731
732
733
734
735
736
737
738
739
740
741
742
743
744
745
746
747
748
749
750
751
752
753
754
755
756
757
758
759
760
761
762
763
764
765
766
767
768
769
770
771
772
773
774
775
776
777
778
779
780
781
782
783
784
785
786
787
788
789
790
791
792
793
794
795
796
797
798
799
800
801
802
803
804
805
806
807
808
809
810
811
812
813
814
815
816
817
818
819
820
821
822
823
824
825
826
827
828
829
830
831
832
833
834
835
836
837
838
839
840
841
842
843
844
845
846
847
848
|
<?xml version="1.0" encoding="UTF-8"?>
<!-- This Source Code Form is subject to the terms of the Mozilla Public
- License, v. 2.0. If a copy of the MPL was not distributed with this
- file, You can obtain one at http://mozilla.org/MPL/2.0/. -->
<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.1//EN"
"http://www.w3.org/TR/xhtml11/DTD/xhtml11.dtd"[
<!ENTITY % brandDTD SYSTEM "chrome://branding/locale/brand.dtd" >
%brandDTD;
]>
<html xmlns="http://www.w3.org/1999/xhtml">
<head>
<title>Organizing Your Messages and Controlling Junk</title>
<link rel="stylesheet" href="helpFileLayout.css" type="text/css"/>
<link rel="stylesheet" href="chrome://communicator/skin/smileys.css"
type="text/css"/>
</head>
<body>
<h1 id="organizing_your_messages">Organizing Your Messages</h1>
<div class="contentsBox">
<ul>
<li><a href="#creating_a_folder">Creating a Folder</a></li>
<li><a href="#renaming_a_folder">Renaming a Folder</a></li>
<li><a href="#moving_or_copying_a_folder">Moving or Copying a
Folder</a></li>
<li><a href="#filing_messages_in_folders">Filing Messages in
Folders</a></li>
<li><a href="#sharing_folders_with_other_users">Sharing Folders With Other
Users (IMAP Only)</a></li>
<li><a href="#tagging_messages">Tagging Messages</a></li>
<li><a href="#marking_or_flagging_messages">Marking or Flagging
Messages</a></li>
<li><a href="#using_message_views">Using Message Views</a></li>
<li><a href="#creating_message_filters">Creating Message Filters</a></li>
<li><a href="#searching_through_messages">Searching Through
Messages</a></li>
</ul>
</div>
<h2 id="creating_a_folder">Creating a Folder</h2>
<p>To create a message folder, begin from the Mail window:</p>
<ol>
<li>Open the File menu, choose New, and then Folder. You see the New Folder
dialog box.</li>
<li>Type the name of the folder.</li>
<li>Click the drop-down list and choose a folder location and click OK. Your
new folder appears in your Mail Folders list.</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="renaming_a_folder">Renaming a Folder</h2>
<p>To rename an existing folder, begin from the Mail window:</p>
<ol>
<li>Select the folder you want to rename.</li>
<li>Open the File menu and choose Rename Folder. You see the Rename Folder
dialog box.</li>
<li>Type the new name and click OK.</li>
</ol>
<p><strong>Note</strong>: If you rename a folder that you've been using to
store <a href="#creating_message_filters">filtered messages</a>, the filter
will automatically update to use the renamed folder.</p>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="moving_or_copying_a_folder">Moving or Copying a Folder</h2>
<p>You can copy a folder and its contents to another mail account, or move a
folder within the same mail account.</p>
<p>To move or copy a folder, begin from the Mail window:</p>
<ol>
<li>Select the folder you want to move or copy.</li>
<li>Do one of the following:
<ul>
<li>To move the folder under another folder within the same account, drag
the folder over the name of the other folder. The folder you moved
becomes a subfolder of the other folder.</li>
<li>To copy the folder to another account, drag the folder over the name
of another account.</li>
<li>To copy the folder under another folder in another account, drag the
folder over the name of another folder in another account. The folder
you copied becomes a subfolder of the other folder.</li>
</ul>
</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="filing_messages_in_folders">Filing Messages in Folders</h2>
<p>You can move messages from one folder to another by using either of these
methods:</p>
<ul>
<li>Select the message, click the File button on the toolbar, and choose the
destination folder.</li>
<li>Drag and drop messages into the desired folder.
<p><strong>Note</strong>: If you drag and drop a message from an IMAP or
POP mail server folder to a local folder on your hard drive, the message
is moved to the local folder and removed from the server folder.</p>
</li>
</ul>
<p>To copy a message from one folder to another:</p>
<ol>
<li>Select the message and right-click to display the pop-up menu.</li>
<li>Select <q>Copy To</q> and then select the destination account and folder
from the drop-down list.</li>
</ol>
<p><strong>Tip</strong>: Alternatively, you can copy a message between folders
by holding down the Shift key while dragging the message from the message
list over another folder.</p>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="sharing_folders_with_other_users">Sharing Folders With Other Users
(IMAP Only)</h2>
<p>Users with IMAP mail accounts can share mail folders with other users on the
same network. Sharing folders allows several users to see and work with the
same messages, similar to a newsgroup. To use shared folders, your IMAP mail
server must support Access Control List (ACL) management. Check with your
system administrator or help desk if you are not sure that shared folders
are supported by your IMAP mail server.</p>
<p>To share a mail folder with other users on your network, or to view sharing
information for a folder, begin from the Mail window:</p>
<ol>
<li>Within an IMAP account, select a folder that you want to share, or select
a folder whose sharing privileges you want to view.
<p>Folders listed under Local Folders, or folders listed under a POP mail
account cannot be shared.</p>
</li>
<li>Open the Edit menu, and choose Folder Properties.</li>
<li>Click the Sharing tab.</li>
<li>Click Privileges. You may be prompted to enter your network user name and
password.
<p>The Privileges button is only available if the IMAP mail server allows
you to set folder sharing privileges. If this button is not available,
you can view the folder sharing privileges for this folder but cannot
change them.</p>
</li>
<li>Follow the instructions on the screen to add users and to set their
folder access privileges.
<ul>
<li><strong>Read privileges</strong>: Users can read messages and copy
their contents, but they cannot modify or delete messages, or copy
messages into the folder. Users can flag messages as read or unread.
See <a href="#marking_or_flagging_messages">Marking or Flagging
Messages</a> for instructions on flagging messages.</li>
<li><strong>Read and Write privileges</strong>: In addition to Read
privileges, users can modify and delete messages. Users can also copy
or move messages into the folder.</li>
<li><strong>Manage privileges</strong>: In addition to Read and Write
privileges, users can add and remove users and change their folder
permissions.</li>
</ul>
</li>
<li>Click OK to confirm your changes.</li>
<li>Click OK to close the Folder Properties dialog box.</li>
</ol>
<p>In the list of folders for your mail account, a shared folder displays a
distinctive folder icon to indicate that it is shared.</p>
<p>To send a message that tells others how they can subscribe to your shared
folder, begin from the Mail window:</p>
<ol>
<li>Select the shared folder.</li>
<li>Right-click to display a pop-up menu, and choose Copy Folder
Location.</li>
<li>Click Compose to display a Mail compose window.</li>
<li>Click in the message body, open the Edit menu, and choose Paste.</li>
<li>Address the message, type a subject, and type the message text. Tell
message recipients that they can subscribe to the shared folder by clicking
the link you pasted into the message.
<p>Only message recipients who share the same network will be able to
subscribe to your shared folder.</p>
</li>
<li>Click Send.</li>
</ol>
<h3 id="subscribing_to_a_shared_folder">Subscribing to a Shared Folder</h3>
<p>Subscribing to a shared folder is similar to subscribing to a newsgroup. To
subscribe to a shared folder, begin from the Mail window:</p>
<ol>
<li>Open the File menu and choose Subscribe. You see the Subscribe dialog
box.</li>
<li>If necessary, click the Account drop-down list to choose another IMAP
mail account.</li>
<li>Select the folder that you want to subscribe to.</li>
<li>Click Subscribe or click in the Subscribe column next to the folder. You
see a checkmark next to each folder to which you subscribe. Click
Unsubscribe to cancel a selection.</li>
<li>Click OK. The list of your subscribed folders appears in the Mail
window.</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="tagging_messages">Tagging Messages</h2>
<p>You can apply tags to messages to help you organize and prioritize them.
You can apply a standard color and tag text to messages, or you can create
your own color and tag text to suit your needs.</p>
<p>One powerful way to use tags is to set up a message filter to
automatically tag incoming messages from a specific sender. For example,
you can set up a message filter so that incoming messages from your boss are
tagged <q>Important</q> and appear in red. See
<a href="#creating_message_filters">Creating Message Filters</a> for more
information.</p>
<h3 id="applying_a_tag">Applying a Tag</h3>
<p>To apply a tag to a message, begin from the Mail window:</p>
<ol>
<li>Select the message you want to tag.</li>
<li>Open the Message menu, and choose Tag.</li>
<li>Choose the tag you want to apply from the list.</li>
</ol>
<p>The message summary row changes to the color of the tag with the topmost
priority. To see the tag text, you must display the Tags column in the Mail
window.</p>
<p><strong>Tip</strong>: To quickly tag messages or remove a tag, select
one or more messages and press one of the number keys 1-9 on your keyboard.
Press 0 to remove all tags.</p>
<p>To display the Tags column, begin from the Mail window:</p>
<ul>
<li>Click the Show/Hide Columns icon <img src="images/columns.png" alt=""/>
and select Tags from the list.</li>
</ul>
<p><strong>Note</strong>: Message tags apply on a per-account basis. For
example, if you move or copy a tagged message to another mail account, the
tags are not preserved. Similarly, if you forward a tagged message to
another recipient, the tags are not preserved. For IMAP mail accounts, if
your IMAP server supports user-defined keywords, message tags will persist
when you log in to your mail account from a different location.</p>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h3 id="customizing_tags">Customizing Tags</h3>
<p>You can customize tag colors and text and their order to suit your needs.</p>
<p>To customize tags, begin from the Mail window:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences. You see the
Preferences dialog box.</li>
<li>Under the Mail & Newsgroups category, click Tags. (If no
subcategories are visible, double-click Mail & Newsgroups to expand the
list.)</li>
<li>Edit the tag text, or replace it with your own tag text. The tag
can be up to 32 characters long.</li>
<li>To change the tag color, click the color block next to that tag and
select a new color.</li>
<li>Click the Move Up and Move Down buttons to reorder the tags. Tags at
the top will have higher priority when coloring messages.</li>
<li>Click OK.</li>
</ol>
<p>Your changes are immediately applied to all tagged messages in all your
mail accounts.</p>
<p><strong>Tip</strong>: To undo all customizations and restore just the
default tags' text and colors, follow the steps above to display the tag
settings, and click Restore Defaults.</p>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h3 id="sorting_messages_by_tags">Sorting Messages by Tags</h3>
<p>To sort messages by tags, begin from the Mail window:</p>
<ol>
<li>To display the Tags column if it is hidden, click the Show/Hide Columns
icon <img src="images/columns.png" alt=""/> and select Tags from the
list.</li>
<li>Click the Tags column to sort messages by tags, and within each tag
type, to sort messages by date.</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h3 id="removing_tags">Removing Tags</h3>
<p>To remove a message tag, begin from the Mail window:</p>
<ol>
<li>Select one or more tagged messages.</li>
<li>Open the Message menu, and choose Tag.</li>
<li>Choose the tag you want to remove or <q>None</q> to remove all tags
from this message.</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="marking_or_flagging_messages">Marking or Flagging Messages</h2>
<p>You might want to mark a message you've read as unread if you later
want to re-read the message or respond to it.</p>
<p>To mark a message as unread, begin from the Mail window:</p>
<ol>
<li>Select a Mail or Newsgroup folder to display its messages.</li>
<li>Click in the Read column of each message you want to mark as unread.
Messages marked as unread display a <img src="images/mail_unread.png"
alt=""/> symbol in the Read column. Messages marked as read display a
<img src="images/mail_read.png" alt=""/> symbol in the Read column. If the
Read column is not visible, click the Show/Hide Columns icon
<img src="images/columns.png" alt=""/> and select Read from the list.</li>
</ol>
<table>
<tr>
<td colspan="2"><img src="images/mail_read_column.png" alt=""/></td>
</tr>
<tr>
<td><strong>Read column</strong></td>
</tr>
</table>
<p>You can flag messages that you later want to download for
<a href="mailnews_offline.xhtml#downloading_selected_or_flagged_messages_for_offline_use">offline
use</a>.</p>
<p>To flag messages, begin from the Mail window:</p>
<ol>
<li>Select a Mail or Newsgroup folder to display its messages.</li>
<li>Click in the Flag column of each message you want to download. A flag
<img src="images/mail_flag.png" alt=""/> appears where you clicked to
indicate that the message has been flagged. If the Flag column is not
visible, click the Show/Hide Columns icon <img src="images/columns.png"
alt=""/> and select Flag from the list.</li>
</ol>
<table>
<tr>
<td colspan="2"><img src="images/mail_flag_column.png" alt=""/></td>
</tr>
<tr>
<td><strong>Flag column</strong></td>
</tr>
</table>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="using_message_views">Using Message Views</h2>
<p>You can apply preset or custom message views to help you manage messages by
filtering displayed messages.</p>
<p>To use a message view, open the View menu and choose Messages. Choose an
option from the submenu.</p>
<ul>
<li><strong>All</strong>: Choose this option to view all messages.</li>
<li><strong>Unread</strong>: Choose this option to view only unread
messages.</li>
<li><strong>Tags</strong>: Choose a <a href="#tagging_messages">tag</a>
to view tagged messages.</li>
<li><strong>Custom Views</strong>: Choose a custom view. By default you have
five preset views: <q>People I Know</q>, <q>Recent Mail</q>, <q>Last 5
Days</q>, <q>Not Junk</q>, and <q>Has Attachments</q>.</li>
<li><strong>Customize</strong>: Choose this option to view or modify
settings for custom views or create your own custom view.</li>
</ul>
<p><strong>Tip</strong>: You can quickly change the message view from the View
box in the Search Bar. If you do not see the Search Bar, open the View menu,
choose Show/Hide, and then choose Search Bar.</p>
<table>
<tr>
<td colspan="2"><img src="images/mail_quicksearch.png" alt=""/></td>
</tr>
<tr>
<td style="width: 80px;"></td>
<td><strong>Quick mail search bar</strong></td>
</tr>
</table>
<h3 id="creating_a_custom_view">Creating a Custom View</h3>
<p>You can create custom message views to only display messages matching
certain criteria.</p>
<p>To change or create a custom message view:</p>
<ol>
<li>Open the View menu, choose Messages, and then choose Customize.</li>
<li>To create a new view, click New. To modify a view, select a view and
click Edit.</li>
<li>Type a name for the message view.</li>
<li>Select the matching option you want Mail to use: <q><em>all</em> of the
following</q> conditions (criteria) you choose, or <q><em>any</em> of the
following</q>.</li>
<li>Use the drop-down lists to choose the search criteria (for example,
<q>Subject</q>, <q>Sender</q>, <q>contains</q>, <q>doesn't
contain</q>) and then type the text or phrase you want to match.
<p><strong>Tip</strong>: To search for messages that contain a header not
listed in the first drop-down menu (for example, if you want to search
for messages that include the header Resent-From), choose Customize and
type the header you want to search for. &brandShortName; Mail &
Newsgroups adds your custom header to the drop-down list, so you can then
choose it to search for matching entries. Make sure you enter the custom
header correctly, since Mail will only find entries that exactly match
what you type.</p>
</li>
<li>Click More to add criteria and Fewer to remove them.</li>
<li>Click OK to confirm your settings.</li>
<li>Click OK in the Customize Message Views dialog box. The selected view
setting applies automatically.</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="creating_message_filters">Creating Message Filters</h2>
<p>Message filters allow you to manage and organize your messages. You can
create message filters that &brandShortName; Mail & Newsgroups uses to
automatically perform certain actions on incoming messages based on criteria
you specify. For example, you can create a message filter that automatically
moves incoming messages to a particular folder. Message filters operate on a
per-account basis.</p>
<p>If you are not already viewing the Message Filters dialog box, begin from
the Mail window:</p>
<ol>
<li>Open the Tools menu and choose Message Filters. You see the Message
Filters dialog box.</li>
<li>If you have multiple mail accounts, choose the one to which you want to
apply the filter.</li>
<li>Click New. You use the Filter Rules dialog box to specify the types of
messages to act on, and the actions you want the filter to perform.</li>
<li>Type a name for the filter.</li>
<li>Select when you want the filter to be applied. This setting enables you
to define some filters to be applied in an automatic way (when checking
mail), on demand (manually run), or both. <q>After classification</q> means
that junk and phishing controls will be run before applying the
filter.</li>
<li>Select the matching option you want Mail to use: <q><em>all</em> of the
following</q> conditions (criteria) you choose, <q><em>any</em> of the
following</q> conditions you choose, or <q><em>all messages</em></q>.</li>
<li>Use the drop-down lists to choose the search criteria (for example,
<q>Subject</q>, <q>Sender</q>, <q>contains</q>, <q>doesn't
contain</q>) and then type the text or phrase you want to match.
<p><strong>Tip</strong>: To search for messages that contain a header not
listed in the first drop-down menu (for example, if you want to search
for messages that include the header Resent-From), choose Customize and
type the header you want to search for. &brandShortName; Mail &
Newsgroups adds your custom header to the drop-down list, so you can then
choose it to search for matching entries. Make sure you enter the custom
header correctly, since Mail will only find entries that exactly match
what you type.</p>
</li>
<li>Click <q>+</q> to add criteria and <q>-</q> to remove them.</li>
<li>Use the list to choose the action you want the filter to perform on the
messages (for example, Move Message To). Use <q>+</q> and <q>-</q> to add
or remove additional actions.
<p><strong>Tip</strong>: To automatically tag incoming messages, choose
<q>Tag Message</q> from the drop-down list.</p>
<p><strong>Tip</strong>: Message filters are applied one after another. It
could be that you don't want all filters to be run if one or more
messages match some conditions. For instance, you may want to tag all
messages from your boss's email address as <q>Important</q>, and
you may want all messages containing the word <q>Memorandum</q> in their
subject to be moved to a folder named <q>Pending Reads</q>, but you
don't want any message from your boss to be moved to another folder,
even if it contains <q>Memorandum</q> in the subject. So the first
message filter you define should match your boss's email address,
and would contain two actions: <q>Tag Message</q> as <q>Important</q> and
<q>Stop Filter Execution</q>.</p>
</li>
<li>If you have chosen <q>Move</q> or <q>Copy</q> message to a folder, then
select a destination folder in which to store the messages, or create a
new folder.</li>
<li>Click OK to confirm your settings.</li>
<li>To run filters on existing messages in a folder, select the folder
in the bottom dropdown list and click the <q>Run Now</q> button.</li>
<li>Click OK in the Message Filters dialog box. The filter begins filtering
incoming messages as soon as you click OK.</li>
</ol>
<p><strong>Note</strong>: You can also run message filters manually at any
time. In the Mail window, choose Tools, and then select Run Filters on Folder
to apply filters to the current folder, or Run Filters on Message to apply
filters to the selected message (if any).</p>
<p>To manage your filters, begin from the Mail window:</p>
<ol>
<li>Open the Tools menu and choose Message Filters. You see the Message
Filters dialog box.</li>
<li>If you have multiple mail accounts, choose the one to which you want to
apply the filter.</li>
<li>Choose from the following:
<ul>
<li><strong>To turn a filter on or off</strong>: Click the checkbox to
the right of the filter name to enable it, or click it again to turn it
off.</li>
<li><strong>To edit a filter</strong>: Select the filter name and click
Edit (or double-click the filter name). Use the Filter Rules dialog box
to make your changes.</li>
<li><strong>To delete a filter</strong>: Select the filter name and click
Delete.</li>
<li><strong>To change the order in which filters are applied</strong>: In
the filter list, click a filter's name, and click <q>Move Up</q>
or <q>Move Down</q> to move it.
<p><strong>Note</strong>: Filters are applied to each incoming message
in the order you choose, until a filter action results in the message
being deleted or moved from the Inbox folder.</p>
</li>
</ul>
</li>
<li>Click OK when you are done managing your filters. If you created a new
filter, it begins filtering incoming messages as soon as you click OK.</li>
</ol>
<p><strong>Note</strong>: If you delete a folder that you've been using to
store filtered messages, the filter will no longer work. Incoming messages
that match the filter criteria will appear in your Inbox. If you rename or
move the folder, the filter will automatically update to use the renamed or
moved folder.</p>
<p><strong>Tip</strong>: If you have existing messages that you want to move to
another folder, use the Run Filters on Messages option in the Tools menu.</p>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h3 id="filtering_messages_from_a_specific_sender">Filtering Messages From a
Specific Sender</h3>
<p>You can quickly create a filter for messages from a particular sender. For
example, if you want to automatically move all incoming messages from your
child's teacher into a folder called <q>School</q>, you can quickly set
up a filter to do this.</p>
<p>To create a filter for messages from a specific sender, begin from the Mail
window:</p>
<ol>
<li>Select a message from a specific sender.</li>
<li>Open the Message menu and choose Create Filter From Message. Or, in the
message header pane, right click the sender name and choose Create Filter
From.</li>
<li>You see the Filter Rules dialog box. Using the sender's email
address, &brandShortName; prefills the filter matching criteria and the
filter action (Move Message to). You can change or add new rules to the
matching criteria.</li>
<li>Choose a destination folder in which to store the incoming messages from
the specified sender, or create a new folder. You can also choose other
actions for this filter, or change the default one.</li>
<li>Note that, if you leave the filter name empty, &brandShortName; will
provide a name for it based on the first criterion.</li>
<li>Click OK to confirm your settings. You see the
<a href="#creating_message_filters">Message Filters</a> dialog box, where
you can create, delete, or edit message filters.</li>
<li>Click OK. The filter begins filtering incoming messages from the
specified sender as soon as you click OK.</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h2 id="searching_through_messages">Searching Through Messages</h2>
<p>&brandShortName; Mail & Newsgroups lets you quickly find text in a
single message, search messages by subject or sender, or use a combination of
criteria to perform a thorough search through all messages in a specific mail
folder, newsgroup, or account.</p>
<p>To locate text in a single message, begin from the Mail window:</p>
<ol>
<li>Select the message, open the Edit menu, and choose Find in This
Message.</li>
<li>Type the text that you want to locate in the dialog box.</li>
<li>Click Find to locate the first occurrence of the text.</li>
<li>Continue clicking Find to locate additional occurrences, or click Cancel
when you are done.</li>
<li>Choose Find Again from the Edit menu to continue searching for the text
throughout the rest of the message.</li>
</ol>
<p>To quickly search for messages in a selected folder by subject or sender,
begin from the Mail window:</p>
<ol>
<li>To the right of <q>Subject or Sender contains:</q>, type the subject text
or sender name that you want to find. You can type only part of the subject
or sender, or you can type the exact word or name that you want to find.
<p>As soon as you stop typing, &brandShortName; Mail & Newsgroups
displays only those messages in the selected folder where the subject or
sender contains the search text you entered.</p>
</li>
<li>Click Clear to erase the search text and show all messages in the
selected folder.</li>
</ol>
<h3 id="searching_for_specific_messages">Searching for Specific Messages</h3>
<p>You can search mail folders or newsgroups for specific messages. If you are
not already viewing the Search Messages dialog box, begin from the Mail
window:</p>
<ol>
<li>Open the Tools menu and choose Search Messages. You see the Search
Messages dialog box.</li>
<li>Next to <q>Search for messages in</q>, choose the account, newsgroup, or
folder through which you want to search.</li>
<li>Select <q>Search subfolders</q> to include all subfolders in the
search.</li>
<li>Next to <q>Perform search operations on</q>, select an option where to
search for messages in newsgroups or IMAP accounts:
<ul>
<li>Choose <q>Local system</q> to use only the information stored locally
for the search without any network activity. This mode includes all
major message headers. You can't search the message body locally
unless the account and its folders have been set up for
<a href="mailnews_account_settings.xhtml#synchronization_and_storage">synchronization</a>.
</li>
<li>Choose <q>Remote server</q> to perform all searches on the server
where the messages are located. This will allow you to also search for
contents in message bodies which have not been synchronized.</li>
</ul>
<p><strong>Note</strong>: This menu will be disabled if it's not
possible to search remotely on the server (e.g., for POP accounts).</p>
</li>
<li>Select which matching option Mail & Newsgroups will use to search for
messages that match all or at least one of the conditions (criteria) that
you choose.</li>
<li>Use the drop-down lists to indicate the search criteria (for example,
<q>Subject</q> and <q>contains</q>) and then type the text or phrase that
you want to match.
<p><strong>Tip</strong>: To search for messages that contain a header not
listed in the first drop-down menu (for example, if you want to search
for messages that include the header Resent-From), choose Customize and
type the header you want to search for. &brandShortName; Mail &
Newsgroups adds your custom header to the drop-down list, so you can then
choose it to search for matching entries. Make sure you enter the custom
header correctly, since Mail will only find entries that exactly match
what you type.</p>
</li>
<li>Click More to add criteria and Fewer to remove them.</li>
<li>Click Search to begin, or click Clear to reset your entries. The search
results appear in lower part of the Search Messages dialog box.
<ul>
<li>To open a message so you can read it, select the message and click
Open, or double-click the message.</li>
<li>To sort the messages in a different order, click the column that you
want to sort by.</li>
<li>To move or copy a message in the Results area to another folder,
select the message and then choose the destination folder from the File
drop-down list. If the destination folder is within the same account,
the message is moved to that folder. If the destination folder is
within a different account, the message is copied to that folder.</li>
<li>To delete a message in the Results area, select the message and then
click Delete.</li>
<li>To open the folder where the message is stored, select the message
and click Open Message Folder.</li>
</ul>
</li>
</ol>
<p>[<a href="#organizing_your_messages">Return to beginning of section</a>]</p>
<h1 id="controlling_junk_mail">Controlling Junk Mail</h1>
<p>This section describes how to use &brandShortName;'s Junk Mail Controls
to filter unwanted mail, and how phishing detection works.</p>
<div class="contentsBox">In this section:
<ul>
<li><a href="#using_junk_mail_controls">Using Junk Mail Controls</a></li>
<li><a href="#junk_controls_options">Junk Mail Controls Options</a></li>
<li><a href="#junk_controls_and_filters">Junk Mail Controls and
Filters</a></li>
<li><a href="#phishing_detection">Phishing Detection</a></li>
</ul>
</div>
<h2 id="using_junk_mail_controls">Using Junk Mail Controls</h2>
<p>&brandShortName;'s Junk Mail Controls feature can evaluate your
incoming messages and identify possible junk (or unsolicited) messages. The
feature uses the Bayesian classification method. You first train
&brandShortName; by showing it a bunch of mail that is junk, and a bunch of
mail that is not. Then, you let it auto-classify new mail for you. If
&brandShortName; makes any mistakes, you can correct them.</p>
<p>To use Junk Mail Controls:</p>
<ol>
<li>First, train &brandShortName; to recognize Junk messages and Non-Junk
messages. There are three ways to toggle junk status of the selected
message(s):
<ul>
<li>Open the Message menu, select <q>Mark</q> and choose <q>As Junk</q>
or <q>As Not Junk</q>.</li>
<li>Click on the Junk toolbar button.</li>
<li><img src="images/mail_junk_column.png" style="float:right" alt=""/>
<p>Click to toggle the Junk Status column in the message list. (If you
do not see it, click the right-most button (
<img src="images/columns.png" alt=""/>) in the list header bar and
select Junk Status from the pop-up menu.)</p>
</li>
</ul>
<p>When you toggle junk status, a trash-can icon will appear or disappear
in the Junk status column to indicate the junk status of the selected
message.</p>
</li>
<li>Open the Edit menu, and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Click the Junk Settings category for your mail account.</li>
<li>Enable the feature and &brandShortName; will automatically classify
incoming messages. (See
<a href="#junk_controls_options">Junk Mail Controls Options</a>.
Details on the other settings there can be found in the
<a href="mailnews_account_settings.xhtml#junk_settings">Junk Settings</a>
preference panel description.)
</li>
<li>If you have trained it on virus mail, consider disabling the white
listing (many mail viruses send bulk messages to people in the address book
of the infected computer).</li>
<li>Make sure to correct the Junk Mail Controls when it incorrectly labels
messages either as junk or not junk.</li>
<li>To analyze existing messages, select messages, open the Tools menu
and choose <q>Run Junk Mail Controls</q>.</li>
</ol>
<p><strong>Note</strong>: &brandShortName; will only run Junk Mail Controls
when the training database has information on non-Junk messages. If Junk Mail
Controls do not work, select some messages and explicitly mark them as Not
Junk.</p>
<p>[<a href="#controlling_junk_mail">Return to beginning of section</a>]</p>
<h2 id="junk_controls_options">Junk Mail Controls Options</h2>
<p>To fine-tune how Junk Mail Controls work, use the
<a href="mailnews_preferences.xhtml#junk_and_suspect_preferences">Junk &
Suspect Mail preference panel</a> for account-independent settings and the
account manager's <a href="mailnews_account_settings.xhtml#junk_settings">Junk
Settings</a> for settings of a specific mail account.</p>
<p>[<a href="#controlling_junk_mail">Return to beginning of section</a>]</p>
<h2 id="junk_controls_and_filters">Junk Mail Controls and Filters</h2>
<p>Junk Mail Controls run after mail filters (unless you set the filter to run
after classification, where <q>classification</q> includes junk and phishing
scanning) and apply only to the Inbox folder and its sub-folders. Use this to
your advantage, for example, you can filter mail you are sure not to be Junk
to a special folder outside of Inbox so that the messages will not be
classified as Junk (especially useful if you subscribe to newsletters or if
you are on a moderated mailing list).</p>
<p>[<a href="#controlling_junk_mail">Return to beginning of section</a>]</p>
<h2 id="phishing_detection">Phishing Detection</h2>
<p>Phishing is a particularly common fraudulent business scheme in which
a party creates counterfeit websites designed to trick recipients into
divulging personal data such as credit card numbers, account usernames,
passwords and social security numbers. Hijacking brand names of banks,
e-retailers and credit card companies, phishers often convince
recipients to respond.</p>
<p>In many cases, you'll receive a link to a phishing page via an email
which claims to come from an official-looking address. You can also end up
at these pages by following links that you find on the Web or in IM
messages.</p>
<p><strong>Tip</strong>: Since a forged <a href="glossary.xhtml#url">URL</a>
can look very similar to a genuine one, it's safer to use a bookmark
you've created or to type the URL into the location bar by hand instead
of following a link in an email message. Always consider the risk of a forged
URL if you're asked to log in or provide private information on a
website.</p>
<p>&brandShortName; Mail phishing detector is enabled by default. When it
encounters a mail which seems to be scam, it will show a warning bar in the
message window.</p>
<p>If you think that the email is a valid one, you can click on the <q>Not
Scam</q> button, and the warning bar will disappear.</p>
<p>When a user clicks on a link in an email that appears to be a phishing URL,
&brandShortName; will prompt the user with a dialog box before the website
is opened.</p>
<p>This prompt will appear if either of the following is true: the host name of
the actual URL is an <a href="glossary.xhtml#ip_address">IP address</a>, or
the link text is a URL whose host name does not match the host name of the
actual URL.</p>
<p><strong>Note</strong>: Phishing detection has a higher precedence than Junk
Mail detection.</p>
<p>For more technical details on this subject, see the online document
<a href="http://www.honeynet.org/papers/phishing/">Know your Enemy:
Phishing</a>.</p>
<p>[<a href="#controlling_junk_mail">Return to beginning of section</a>]</p>
</body>
</html>
|
