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|
<?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>Using &brandShortName; Mail & Newsgroups</title>
<link rel="stylesheet" href="helpFileLayout.css"
type="text/css"/>
</head>
<body>
<div class="boilerPlate">This document is provided for your information only.
It may help you take certain steps to protect the privacy and security of
your personal information on the Internet. This document does not, however,
address all online privacy and security issues, nor does it represent a
recommendation about what constitutes adequate privacy and security
protection on the Internet.</div>
<h1 id="using_mozilla_mail_and_newsgroups">Using &brandShortName; Mail &
Newsgroups</h1>
<p>&brandShortName; Mail & Newsgroups lets you conveniently manage all your
Internet communications from one place. You can set up and maintain multiple
business and personal mail accounts and Internet newsgroups, all from one
window — the Mail & Newsgroups window.</p>
<p>To start using &brandShortName; Mail & Newsgroups:</p>
<ul>
<li>Click the Mail & Newsgroups icon in the lower-left corner of the
&brandShortName; browser window.</li>
</ul>
<table>
<tr>
<td colspan="2"><img src="images/task_mail.png" alt=""/></td>
</tr>
<tr>
<td style="width: 20px;"></td>
<td><strong>Mail & Newsgroups icon</strong></td>
</tr>
</table>
<div class="contentsBox">In this section:
<ul>
<li><a href="#getting_started_with_mozilla_mail_and_newsgroups">Getting
Started with &brandShortName; Mail & Newsgroups</a></li>
<li><a href="#reading_messages">Reading Messages</a></li>
<li><a href="#sending_messages">Sending Messages</a></li>
<li><a href="#creating_html_mail_messages">Creating HTML Mail
Messages</a></li>
<li><a href="#using_attachments">Using Attachments</a></li>
<li><a href="#deleting_messages">Deleting Messages</a></li>
<li><a href="#using_address_books">Using Address Books</a></li>
<li><a href="#organizing_your_messages">Organizing Your Messages</a></li>
<li><a href="#controlling_junk_mail">Controlling Junk Mail</a></li>
<li><a href="#importing_mail_from_other_programs">Importing Mail from Other
Programs</a></li>
<li><a href="#getting_started_with_newsgroups">Getting Started with
Newsgroups</a></li>
<li><a href="#working_offline">Working Offline</a></li>
<li><a href="mail_sec_help.xhtml">Signing & Encrypting
Messages</a></li>
<li><a href="#mail_and_newsgroups_account_settings">Mail & Newsgroups
Account Settings</a></li>
<li><a href="#mail_and_newsgroup_preferences">Mail & Newsgroups
Preferences</a></li>
</ul>
</div>
<h1 id="getting_started_with_mozilla_mail_and_newsgroups">Getting Started with
&brandShortName; Mail & Newsgroups</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#using_the_mail_account_setup_wizard">Using the Mail Account
Setup Wizard</a></li>
<li><a href="#setting_up_additional_mail_and_news_accounts">Setting Up
Additional Mail and News Accounts</a></li>
<li><a href="#changing_the_settings_for_an_account">Changing the Settings
for an Account</a></li>
</ul>
</div>
<h2 id="using_the_mail_account_setup_wizard">Using the Mail Account Setup
Wizard</h2>
<p>To set up a mail or newsgroup account, first open the Window menu and choose
Mail & Newsgroups. If you haven't already set up an account, the
Account Wizard appears automatically, enabling you to set up an account.</p>
<p>The Account Wizard guides you through the process of creating a new account.
If you don't know a setting, click Cancel and ask your Internet service
provider (ISP) or help desk.</p>
<p>If an account already exists, the Account Wizard doesn't appear
automatically when the Mail window opens. Instead, after opening the Mail
window, open the File menu and choose New, then Account. For more details,
see <a href="#setting_up_additional_mail_and_news_accounts">Setting Up
Additional Mail & News Accounts</a>.</p>
<h3 id="setting_up_mail_accounts_with_an_isp_or_email_provider">Setting Up Mail
Accounts with an ISP or Email Provider</h3>
<p>Before you set up a mail account, your ISP or email provider should give you
the following information:</p>
<ul>
<li>your user name</li>
<li>your email address</li>
<li>the incoming and outgoing mail server names</li>
<li>the incoming server type (<a href="glossary.xhtml#imap">IMAP</a> or
<a href="glossary.xhtml#pop">POP</a>)</li>
</ul>
<p>Before you set up a newsgroup account, your ISP or email provider should
give you the following information:</p>
<ul>
<li>your email address</li>
<li>newsgroup server name</li>
<li>account name</li>
</ul>
<p>To set up a new mail or newsgroup account, begin from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Click Add Account to start the Account Wizard.
<p>The information requested by the Account Wizard depends on the type of
new account you specify in its first window. The boldface headings that
follow correspond to the windows you'll see when you're setting
up an ISP or email provider account.</p>
</li>
<li><strong>New Account Setup</strong>: Choose the type of account you want
to set up, then click the right arrow.</li>
<li><strong>Identity</strong>: Enter the name and email address appropriate
for this account, then click the right arrow.</li>
<li><strong>Server Information</strong>:
<ul>
<li>Indicate whether you want a POP account or an IMAP account. Not all
service providers can support both options. For more information, see
<a href="#server_settings">Mail & Newsgroups Account Settings -
Server Settings</a>.</li>
<li>Enter the name of your incoming mail server.</li>
<li>If you want this account to be a part of the Local Folders Global
Inbox account, check the <q>Use Global Inbox</q> box. Mail for
this account will then be stored in your Local Folders. Otherwise, if
the checkbox is unchecked, mail will be stored in its own
directory.</li>
<li>Enter the name of your outgoing mail server (SMTP).
<p><strong>Note</strong>: You need to specify only one outgoing mail
server (SMTP), even if you have several mail accounts. The name of
your <a href="glossary.xhtml#smtp">SMTP</a> host may not have been
explicitly listed in the account setup information provided to you.
For example, your SMTP host may be the same as your POP or IMAP host.
If in doubt, contact your ISP or system administrator.</p>
</li>
<li>Click the right arrow to continue.</li>
</ul>
</li>
<li><strong>User Names</strong>: Enter the incoming and outgoing user names
provided by your ISP or email provider, then click the right arrow.</li>
<li><strong>Account Name</strong>: Enter whatever name you want to use to
refer to this account, then click the right arrow.</li>
<li><strong>Congratulations!</strong> Verify that the information you entered
is correct. If necessary, verify the information you entered with your ISP
or system administrator. When you are sure that it's correct, click
Finish to set up your account.</li>
<li>You see your new account listed in the left side of the Mail &
Newsgroups Account Settings dialog box. Click OK to start using your new
account.</li>
</ol>
<p>You are now ready to get messages from your account. &brandShortName; Mail
& Newsgroups will prompt you for your password when you retrieve mail for
the first time every session. For detailed instructions on how to retrieve
mail, see <a href="#getting_new_messages">Getting New Messages</a>.</p>
<p>[<a href="#getting_started_with_mozilla_mail_and_newsgroups">Return to
beginning of section</a>]</p>
<h2 id="setting_up_additional_mail_and_news_accounts">Setting Up Additional
Mail and News Accounts</h2>
<p>You use the Account Settings dialog box to add a new account or to change
information for an existing account, including:</p>
<ul>
<li>mail and newsgroup server settings (for example, message deletion and
download preferences)</li>
<li>storage settings for message copies and folders</li>
<li>your reply-to address, organization name, and signature</li>
</ul>
<p>To add a new account or change settings for an existing account, begin from
the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box. You can perform
these tasks:
<ul>
<li><strong>Add Account</strong>: Click this button to set up a new mail
or news account. Be sure to type the account information exactly as it
is given to you. Move through the screens with the arrows, or click
Cancel to stop account creation.</li>
<li><strong>Set as Default</strong>: Select an account, then click this
button to make the selected account appear at the top of your list of
accounts in the Mail Window. The change takes effect the next time you
open Mail & Newsgroups.
<p>The default account is the one that you want to log into and (for
IMAP accounts only) automatically check for new messages when you
start Mail & Newsgroups. (For POP accounts, you must always click
the Get Msg button to get new messages.)</p>
</li>
<li><strong>Remove Account</strong>: Select an account, then click this
button to remove it completely from your Mail window.</li>
<li><strong>Outgoing Server (SMTP)</strong>: Click this (at the bottom of
the list of accounts) to modify information about the outgoing mail
server. See <a href="#outgoing_server">Mail & Newsgroups Account
Settings - Outgoing Server (SMTP)</a> for more information.</li>
</ul>
</li>
<li>Click headings under any account's name and modify the corresponding
settings in the panel on the right.</li>
<li>Click OK to save your changes.</li>
</ol>
<p>[<a href="#getting_started_with_mozilla_mail_and_newsgroups">Return to
beginning of section</a>]</p>
<h2 id="changing_the_settings_for_an_account">Changing the Settings for an
Account</h2>
<p>To view or change information for an existing mail or newsgroup account,
begin from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Click the account name in the left-hand side of the Account Settings
dialog box. You see information about the account, such as your email
address and signature file, in the right side of the dialog box.</li>
<li>Click any of these items beneath the name of an account to see the
corresponding settings:
<ul>
<li><strong>Server Settings</strong>: The settings available depend on
the type of server (IMAP, POP, or newsgroup server). For more
information, see <a href="#server_settings">Mail & Newsgroups
Account Settings - Server Settings</a>.
<p><strong>Important</strong>: If you need to change the server type
(for example, from POP to IMAP) you must first remove the existing
account. Next, you must exit &brandShortName; and restart it. You can
then reopen the Mail & Newsgroups Account Settings dialog box and
recreate an account with the new server type by clicking Add
Account.</p>
</li>
<li><strong>Copies & Folders</strong>: These settings determine
whether to send automatic messages (blind carbon copies) and where you
want to store copies of outgoing messages, message drafts, and message
templates. For more information, see <a href="#copies_and_folders">Mail
& Newsgroups Account Settings - Copies & Folders</a>.</li>
<li><strong>Composition & Addressing</strong>: These settings allow
you to choose your default format and quoting behavior when composing a
message. You can also override the global directory server settings
specified for all address books in the Preferences dialog box. For more
information, see <a href="#addressing">Mail & Newsgroups Account
Settings - Composition & Addressing</a>.</li>
<li><strong>Offline & Disk Space (IMAP and News accounts
only)</strong>: These settings apply when you are working offline
(disconnected from the Internet) or need to save download time and
conserve disk space. For more information, see
<a href="#offline_and_disk_space_settings_imap">Offline and Disk Space
Settings (IMAP)</a> or
<a href="#offline_and_disk_space_settings_nntp">Offline and Disk Space
Settings (News)</a>.</li>
<li><strong>Disk Space (POP accounts only)</strong>: This setting
determines the maximum size of messages that you are willing to
download to your hard disk. For more information, see
<a href="#disk_space_settings">Disk Space Settings (POP)</a>.</li>
<li><strong>Security</strong>: These settings determine which
<a href="glossary.xhtml#certificate">certificates</a> are used to
digitally sign and encrypt mail messages that you send. Digital
signatures allow you to identify yourself reliably to others in
mail messages that you send. Encryption helps ensure that your
messages remain private while they are in transit over the
Internet. For more information, see
<a href="#security">Mail & Newsgroups Account Settings -
Security</a>.</li>
</ul>
</li>
<li>Click OK to save your changes.</li>
</ol>
<p>[<a href="#getting_started_with_mozilla_mail_and_newsgroups">Return to
beginning of section</a>]</p>
<h1 id="reading_messages">Reading Messages</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#getting_new_messages">Getting New Messages</a></li>
<li><a href="#choosing_how_you_view_the_mail_window">Choosing How You View
the Mail Window</a></li>
<li><a href="#sorting_and_threading_messages">Sorting and Threading
Messages</a></li>
<li><a href="#saving_and_printing_messages">Saving and Printing
Messages</a></li>
<li><a href="#controlling_images_scripts_and_plugins">Controlling Images,
Scripts, and Plugins</a></li>
</ul>
</div>
<h2 id="getting_new_messages">Getting New Messages</h2>
<p>For an IMAP account, you can retrieve new messages automatically and display
them in the Inbox by opening Mail & Newsgroups and selecting the Inbox
for the IMAP account.</p>
<p>For a POP account, you must select the Inbox and click Get Msgs to retrieve
your messages. By default, messages from your POP account are downloaded in
full and deleted from the POP server when you retrieve them. You can
<a href="#pop_server_settings">change your POP server settings</a> to
retrieve just the headers and/or store a copy of messages on the server in
addition to downloading them to your computer.</p>
<p>You can also set up Mail & Newsgroups to get new messages at startup and
to check for new messages at timed intervals.</p>
<table>
<tr>
<td colspan="2"><img src="images/task_mail.png" alt=""/></td>
</tr>
<tr>
<td style="width: 20px;"></td>
<td><strong>Mail & Newsgroups icon</strong></td>
</tr>
</table>
<p>The Mail & Newsgroups icon on the status bar displays a green arrow to
notify you when new messages have arrived.</p>
<table>
<tr>
<td colspan="2"><img src="images/task_newmail.png" alt=""/></td>
</tr>
<tr>
<td style="width: 20px;"></td>
<td><strong>New mail notification</strong></td>
</tr>
</table>
<p>To set up a mail account to automatically check for new messages, begin from
the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>If you have multiple accounts, select an account and click the Server
Settings category for that account.</li>
<li>Select one or both of the following options in the Server Settings
section:
<ul>
<li><strong>Check for new mail at startup</strong>: Select this checkbox
if you want to check this account automatically for new messages
whenever you start Mail & Newsgroups. For POP accounts, Mail &
Newsgroups checks for new mail, but doesn't download new messages
until you click Get Msgs or unless you choose <q>Automatically download
any new messages</q>.</li>
<li><strong>Check for new messages every [__] minutes</strong>: Select
this checkbox if you want to specify the number of minutes between mail
checks. You can also check for new messages at any time by clicking Get
Msgs in the Mail window.</li>
</ul>
</li>
<li>Click OK. Your settings take effect the next time you start
&brandShortName; Mail & Newsgroups.</li>
</ol>
<p>To set up &brandShortName; Mail & Newsgroups to play a sound or display
an alert when new mail arrives, see <a href="#notifications">Mail &
Newsgroups Preferences - Notifications</a>.</p>
<p>You can always retrieve messages manually at any time. To get new messages
for the selected account or newsgroup, do one of the following:</p>
<ul>
<li>Click Get Msgs on the Mail toolbar.</li>
<li>Open the File menu (in the Mail window) and choose Get New Messages.</li>
</ul>
<p>To get new messages for all your mail accounts, begin from the Mail
window:</p>
<ol>
<li>Click the triangle on the Get Msgs button in the Mail toolbar.</li>
<li>Choose Get All New Messages. &brandShortName; Mail & Newsgroups
retrieves new messages for all your mail accounts.
<p>If you are not currently logged into one of your mail accounts, Mail
& Newsgroups first prompts you to enter your user name and password
before retrieving new messages for that account. (If you have already
stored your user name and password using the Password Manager, Mail &
Newsgroups doesn't prompt you for this information.)</p>
</li>
</ol>
<p><strong>Note</strong>: You can also open the File menu (in the Mail window)
and choose <q>Get New Messages for</q>.</p>
<p>To get new messages for a specific mail account, begin from the Mail
window:</p>
<ol>
<li>Click the triangle on the Get Msgs button on the Mail toolbar.</li>
<li>Choose the account for which you want to retrieve mail.</li>
</ol>
<p><strong>Note</strong>: Mail & Newsgroups prompts you for your password
the first time you retrieve messages for an account. You can choose to have
Mail & Newsgroups store your password in the Password Manager at that
time.</p>
<p>Password Manager can save all your user names and passwords on your own
computer and enter them for you automatically. For more information, see
<a href="using_priv_help.xhtml#using_the_password_manager">Using the Password
Manager</a>.</p>
<p>[<a href="#reading_messages">Return to beginning of section</a>]</p>
<h2 id="choosing_how_you_view_the_mail_window">Choosing How You View the Mail
Window</h2>
<p>You can customize the layout of the Mail window (the window you see when you
choose Mail & Newsgroups from the Window menu):</p>
<ul>
<li>Open the View menu and choose Show/Hide to show or hide the Mail toolbar,
search bar, or the status bar.</li>
<li>Open the View menu and choose Layout to select the type of three-pane
window layout to use.</li>
<li>Expand and collapse any pane to switch between a three-pane or two-pane
view.</li>
</ul>
<p>[<a href="#reading_messages">Return to beginning of section</a>]</p>
<h2 id="sorting_and_threading_messages">Sorting and Threading Messages</h2>
<p>To sort messages by categories such as subject, sender, date, or priority,
begin from the Mail window:</p>
<ul>
<li>Click the appropriate column heading in the message list window. Or, open
the View menu, choose Sort by, and then select the column you want to sort
by.</li>
</ul>
<p>To reorder column headings, begin from the Mail window:</p>
<ul>
<li>Click and drag a column heading to the left or right to reposition the
column.</li>
</ul>
<p>To change which columns are displayed, begin from the Mail window:</p>
<ul>
<li>Click the Show/Hide Columns icon <img src="images/columns.png" alt=""/>
and select the column to be added/removed from the list.</li>
</ul>
<p>To group messages by threading (subject), so each message is grouped with
all its responses:</p>
<ul>
<li>Click the thread button to the left of the Subject, Sender, and Date
column headings. Or, open the View menu, choose Sort by, and then select
Threaded.</li>
</ul>
<table>
<tr>
<td colspan="2"><img src="images/threadbutton.png" alt=""/></td>
</tr>
<tr>
<td style="width: 20px;"></td>
<td><strong>Thread button</strong></td>
</tr>
</table>
<p><strong>Tip</strong>: The thread button automatically sorts the threads by
the age of their parent messages. If you want to use another sort criterion
for the threads, open the View menu and select the desired option from the
Sort by submenu.</p>
<p><strong>Tip</strong>: Select <q>Preserve threading when sorting messages</q>
in the <a href="#mail_and_newsgroups">Mail & Newsgroups Preferences</a>
if you want &brandShortName; to preserve the threaded message grouping when
sorting messages with column header clicks. The thread button just toggles
between threaded and unthreaded message grouping in this mode. If <q>Preserve
threading when sorting messages</q> is not selected, &brandShortName;
automatically displays the messages unthreaded when you sort them by clicking
on a column header.</p>
<p><strong>Tip</strong>: To help you identify unread messages in a collapsed
thread where you've read the parent message, &brandShortName; Mail &
Newsgroups underlines the parent message.</p>
<p>[<a href="#reading_messages">Return to beginning of section</a>]</p>
<h2 id="saving_and_printing_messages">Saving and Printing Messages</h2>
<p>To save a mail message as a plain-text, HTML, or Outlook Express file:</p>
<ol>
<li>In the Mail window, select the message.</li>
<li>Open the File menu and choose Save As, and then choose File.</li>
<li>For <q>Save as type</q>, choose a file type (HTML, Text, or Mail file).
Choose Mail file if you want to save the message so it can be opened by
Microsoft Outlook or Outlook Express.</li>
<li>Change the filename's extension to end in .html, .txt, or .eml,
depending on the file type you chose in step 3.</li>
<li>Choose a destination for the file and click Save.</li>
</ol>
<p>To print a selected message:</p>
<ul>
<li>Click Print.</li>
</ul>
<p>[<a href="#reading_messages">Return to beginning of section</a>]</p>
<h2 id="controlling_images_scripts_and_plugins">Controlling Images, Scripts,
and Plugins</h2>
<p>By default, images and other content, that is hosted remotely, will not
display in messages you receive, except from senders in your address books
whom you have allowed. To change these settings:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click Message Display. (If
no subcategories are visible, double-click Mail & Newsgroups to
expand the list.)</li>
<li>Uncheck <q>Block images and other content from remote sources</q>.</li>
<li>Click OK to have your change take affect.</li>
</ol>
<p><strong>Note</strong>: See <q>Allow remote images in HTML mail</q> in
<a href="#creating_a_new_address_book_card">Creating a New Address Book
Card</a> for details of how to change which senders can show remote
content.</p>
<p>By default, JavaScript and plugins are not enabled for mail messages you
receive. To change these settings:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Advanced category, click Scripts & Plugins. (If no
subcategories are visible, double-click Advanced to expand the
list.)
<ul>
<li>Under <q>Enable JavaScript for</q>, check <q>Mail &
Newsgroups</q> to enable JavaScript.</li>
<li>Under <q>Enable Plugins for</q>, check <q>Mail & Newsgroups</q>
to enable plugins.</li>
</ul>
</li>
<li>Click OK to have your changes take affect.</li>
</ol>
<p>[<a href="#reading_messages">Return to beginning of section</a>]</p>
<h1 id="sending_messages">Sending Messages</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#composing_mail_and_newsgroup_messages">Composing Mail and
Newsgroup Messages</a></li>
<li><a href="#using_the_message_composition_window">Using the Message
Composition Window</a></li>
<li><a href="#addressing_a_message">Addressing a Message</a></li>
<li><a href="#selecting_message_sending_options">Selecting Message
Sending Options</a></li>
<li><a href="#replying_to_a_message">Replying to a Message</a></li>
<li><a href="#forwarding_a_message">Forwarding a Message</a></li>
<li><a href="#confirming_that_your_message_was_opened">Confirming That Your
Message Was Opened</a></li>
<li><a href="#saving_and_editing_a_message_draft">Saving and Editing a
Message Draft</a></li>
<li><a href="#creating_and_using_templates">Creating and Using
Templates</a></li>
</ul>
</div>
<h2 id="composing_mail_and_newsgroup_messages">Composing Mail and Newsgroup
Messages</h2>
<p>You can address, compose, reply to, or send a new message by doing one of
the following:</p>
<ul>
<li>In any &brandShortName; window, open the File menu and choose New, then
Message.</li>
<li>Click Compose on the Mail toolbar.</li>
<li>While displaying a message, click Reply, Forward, or Reply All on the
Mail toolbar.</li>
<li>From the Address Book window, select an address and click Compose on the
Address Book.</li>
</ul>
<p><strong>Tip</strong>: Use the Mail & Newsgroups Account Settings -
<a href="#addressing">Composition & Addressing</a> dialog box to specify
the HTML text editor to use for composing messages sent from this account.
(You can specify a different editor for each of your accounts.) See
<a href="#changing_the_settings_for_an_account">Changing the Settings for an
Account</a> for more information.</p>
<p>Composing messages in HTML format allows you to use different fonts, text
styles (such as bold or italic) and text colors, tables, numbered or bulleted
lists, and pictures in your messages. However, some recipients may only be
able to read messages composed in plain text format. If you want to use the
plain-text editor occasionally, you can hold down the Shift key while
clicking the Compose or the Reply button to use the plain-text editor on an
as-needed basis.</p>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="using_the_message_composition_window">Using the Message Composition
Window</h2>
<p>Use the Compose window to address, compose, and send mail and newsgroup
messages. First specify whether you want to compose messages in plain text or
HTML by default in the <a href="#addressing">Composition & Addressing</a>
Preferences panel (open the Edit menu and choose Mail & Newsgroups
Account Settings).</p>
<p>To view the Compose window, click the Compose button on the Mail
toolbar.</p>
<p>The Compose window contains the following:</p>
<ul>
<li>Mail Toolbar
<p>You can click the following buttons:</p>
<ul>
<li><strong>Send</strong>: To send a completed message.</li>
<li><strong>Address</strong>: To search for names in your address
books.</li>
<li><strong>Attach</strong>: To attach a file to a message. See
<a href="#using_attachments">Using Attachments</a> for more
information.</li>
<li><strong>Spell</strong>: To check the spelling of your message
text.</li>
<li><strong>Security</strong>: To display information about whether
your message will be sent encrypted or digitally signed (or
both).</li>
<li><strong>Save</strong>: To save the message as a draft.</li>
</ul>
</li>
<li>Addressing area: Where you enter the email addresses of recipients.</li>
<li>Attachments area: When you attach files to a message (by clicking in this
area or by clicking the Attach button), the filenames will be listed in the
Attachments area to the right of the Addressing area.</li>
<li>Message body area: Where you type the contents of your message.</li>
</ul>
<p>If you've chosen to compose messages using the HTML editor, you see an
additional toolbar with text formatting buttons similar to those in
&brandShortName; Composer.</p>
<p>For help using the HTML editor, see
<a href="composer_help.xhtml#formatting_your_web_pages">Formatting Your Web
Pages</a>.</p>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="addressing_a_message">Addressing a Message</h2>
<p>To address a mail message:</p>
<ol>
<li>Type the name in the addressing area.
<p>If you have <a href="#address_autocompletion">address autocompletion</a>
enabled (it's enabled by default), type the first few letters of
the recipient's name and wait for Mail & Newsgroups to complete
the address. (Or you can type part of the name and immediately press
<kbd class="mac">Return</kbd><kbd class="noMac">Enter</kbd> to have Mail
& Newsgroups try to complete the address.)</p>
</li>
<li>If multiple addresses are displayed, select an address and press
<kbd class="mac">Return</kbd><kbd class="noMac">Enter</kbd>.
<p><strong>Note</strong>: Use a comma to separate multiple addresses on the
same line. Do not use a comma to separate first or last names. For
example, multiple entries might be:</p>
<p><tt>user1@netscape.net,user2@netscape.net</tt></p>
</li>
<li>If you want this message to be sent from a different account, click the
<q>From</q> field to select the account you want. See
<a href="#changing_the_account_from_which_a_message_is_sent">Changing the
Account From Which a Message is Sent</a> for more information.</li>
<li>If necessary, click <q>To</q> to choose a different recipient type:
<ul>
<li><strong>To</strong>: For primary recipients of your message.</li>
<li><strong>Cc</strong>: For secondary recipients (carbon copy).</li>
<li><strong>Bcc</strong>: For secondary recipients not identified to the
other recipients, including those in the cc list (blind carbon
copy).</li>
<li><strong>Reply-To</strong>: For recipients to reply to a different
email address other than the one the message is sent from.</li>
<li><strong>Newsgroup</strong>: For posting to a newsgroup.</li>
<li><strong>Followup-To</strong>: For redirecting a newsgroup posting, so
that subsequent replies go directly to the redirected newsgroup instead
of the original newsgroup.</li>
</ul>
</li>
</ol>
<p><strong>Tip</strong>: You can quickly address a message by clicking the
email address contained in a message you're reading, and then selecting
Compose Mail To from the pop-up menu.</p>
<p id="changing_the_account_from_which_a_message_is_sent"><strong>Changing the
Account From Which a Message is Sent</strong></p>
<p>If you have multiple mail accounts, the account listed in the From field is
based on the account (or server) you selected when you choose to create a new
message. However, &brandShortName; Mail & Newsgroups also allows you to
change the account a message is sent from while you're composing a
message. Click the From field to view a list of your accounts and then select
the account you want. A copy of the message is saved in the Sent folder of
the account where you sent the message from.</p>
<p><strong>About Address Autocompletion</strong></p>
<p>Address autocompletion allows you to address mail easily from the Compose
window without having to search for names or type complete names. Mail &
Newsgroups automatically checks your address books and an
<a href="glossary.xhtml#ldap">LDAP</a> directory server (if available) and
completes the name if it finds a unique match. It also prevents mistakes by
showing all possible choices with additional information if it finds multiple
matches. Address autocompletion is enabled by default.</p>
<p>If you don't want to use an address that Mail & Newsgroups
provides, press Backspace or Delete to remove characters and then enter an
alternate address.</p>
<p>To disable address autocompletion:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click Addressing. (If no
subcategories are visible, double-click Mail & Newsgroups to expand
the list).</li>
<li>In the Address Autocompletion section, deselect <q>Local Address
Books</q> and <q>Directory Server</q>.</li>
<li>Click OK.</li>
</ol>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="selecting_message_sending_options">Selecting Message Sending
Options</h2>
<p>While you're composing a message, you can select these additional
message sending options from the Options menu:</p>
<ul>
<li><strong>Select Addresses</strong>: The Select Addresses option lets you
choose the recipient's email address from your Address Books or a
remote directory. To look up an address in an address book or directory,
enter the first few letters of the recipient's first or last name to
start the search. Select an address and then click To:, Cc:, or Bcc: to
address your message.</li>
<li><strong>Check Spelling</strong>: Checks the spelling of the message text
before you send it. You can also click Spell.</li>
<li><strong>Spellcheck As You Type</strong>: Choose this option to have the
spelling of the message text checked as you type.</li>
<li><strong>Quote Message</strong>: Choose this option to have the selection
of the message text shown as quoted text.</li>
<li><strong>Return Receipt</strong>: Choose this option to request a
confirmation message when the recipient displays (opens) the message. Keep
in mind that the recipient may choose not to send you a return receipt.
This option lets you enable or disable return receipt requests on a
per-message basis. To automatically request return receipts for all
messages you send, use the return receipts preferences. See
<a href="#return_receipts_preferences">Mail & Newsgroups Preferences -
Return Receipts</a> for more information.</li>
<li><strong>Format</strong>: Send the message as plain text, or HTML
(formatted), or both. If you choose <q>Auto-Detect</q>, Mail &
Newsgroups prompts you for the format to use if it's unknown whether
the recipient's mail program can display an HTML message. The format
you choose here overrides the send format you specified using the
Preferences command on the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu.</li>
<li><strong>Priority</strong>: Choose a priority to indicate whether the
message has lowest, low, normal, high, or highest priority.</li>
<li><strong>Character Encoding</strong>: Choose a character encoding used for
this message.</li>
<li><strong>Send a Copy To</strong>: Choose this if you want to file an
additional copy of the sent message in a different folder than your default
Sent folder. Then select the folder you want.</li>
<li><strong>Security</strong>: Choose this to change the default security
options for this message.</li>
</ul>
<p>An additional message formatting option is available from the Edit menu:</p>
<ul>
<li><strong>Rewrap</strong>: If you are composing a message using the
plain-text editor, you can use the Rewrap command to rewrap long lines of
quoted text to fit the Compose window. This command rewraps selected quoted
text to the number of characters specified by the
<a href="#composition">Composition</a> preferences. This command is
primarily useful when you are replying to a message where the original
message is quoted in your reply, and the original message contains long
lines.
<p>You use the Mail & Newsgroups Account Settings command on the Edit
menu to specify that you want to use the plain-text editor for composing
messages. Select the Composition & Addressing panel of the account
and uncheck <q>Compose messages in HTML format</q> to use the plain-text
editor for all messages. If you only want to use the plain-text editor
occasionally, you can hold down the Shift key while clicking the Compose
or the Reply button to use the plain-text editor on an as-needed
basis.</p>
</li>
</ul>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="replying_to_a_message">Replying to a Message</h2>
<p>To reply to a mail message:</p>
<ul>
<li>Select the message.</li>
<li>Click Reply to respond to the sender alone.</li>
<li>Click Reply All to respond to all addressees in the message.</li>
</ul>
<p>To include the original message each time you reply to any message, and to
specify how to place the original message in the reply:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialog box.</li>
<li>If you have multiple accounts, select an account and click the
<a href="#addressing">Composition & Addressing</a> category for that
account.</li>
<li>Select <q>Automatically quote the original message when
replying</q>.</li>
<li>Specify where in the message to place your reply. <q>Start my reply below
the quote</q> is the default.</li>
<li>If you have decided to <a href="#account_settings">attach a signature</a>
to every outgoing message and selected to start your reply above the quote
here, you can additionally configure where your signature is placed:
<ul>
<li>Select <q>below the quote (recommended)</q> to place your signature
at the very end of the message below the quoted text.</li>
<li>Select <q>below my reply (above the quote)</q> to place your
signature between your reply and the quoted text.</li>
</ul>
</li>
<li>Click OK.</li>
</ol>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="forwarding_a_message">Forwarding a Message</h2>
<p>When you forward a message, you can specify how its contents are included
in the new message: <em>inline</em> (in the body of the message), or as an
<em>attachment</em>.</p>
<p>To forward a message:</p>
<ol>
<li>Select the message and click Forward.</li>
<li>Type the name or email address of the recipient.</li>
<li>Click Send.</li>
</ol>
<p>To set the default for forwarding messages:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click
<a href="#composition">Composition</a>. (If no subcategories are visible,
double-click Mail & Newsgroups to expand the list.)</li>
<li>For forwarding messages, choose Inline (in the message body) or As
Attachment.</li>
<li>Click OK.</li>
</ol>
<p><strong>Tip</strong>: To override the default for forwarding a message,
select the message, open the Message menu, and choose Forward As, then
choose Inline or Attachment.</p>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="confirming_that_your_message_was_opened">Confirming That Your Message
Was Opened</h2>
<p>You can use return receipts to notify you when a recipient has displayed
(opened) your message. The recipient must be using a mail program that
supports the Message Disposition Notification (MDN) standard. Keep in mind
that the recipient may choose not to send you a return receipt, even if
you've requested one. Messages you send to a newsgroup address will not
include a return receipt request, since news servers don't support this
feature.</p>
<p>To request return receipts for all messages you send, you can use the global
<a href="#return_receipts_preferences">Return Receipt</a> preferences to
specify how to manage requests you receive for return receipts. You can
override these global preferences for individual accounts.</p>
<p>To request a return receipt on a per-message basis:</p>
<ul>
<li>From a Mail Compose window, open the Options menu, and choose Return
Receipt.</li>
</ul>
<p>To automatically request return receipts when sending messages from each of
your mail accounts:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click
<a href="#return_receipts_preferences">Return Receipts</a>. (If no
subcategories are visible, double-click Mail & Newsgroups to expand the
list.)</li>
<li>Select <q>When sending messages, always request a return receipt</q>.</li>
<li>Click OK.</li>
</ol>
<p>For more information on setting return receipt preferences, see
<a href="#return_receipts_preferences">Mail & Newsgroups Preferences -
Return Receipts</a>.</p>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="saving_and_editing_a_message_draft">Saving and Editing a Message
Draft</h2>
<p>To save a mail message as a draft so you can complete it later:</p>
<ul>
<li>In the Compose window, click Save, or open the File menu and choose Save
as Draft. By default, the message is saved in the Drafts folder for the
current account.
<p><strong>Note</strong>: Your mail message will stay open after you save
it as a draft.</p>
</li>
</ul>
<p>To edit or send a message draft, begin from the Mail window:</p>
<ol>
<li>Click the Drafts folder for the account where you created the message
draft.</li>
<li>Click the message that you want to edit.</li>
<li>In the top-right corner of the message, click the Edit Draft
button.</li>
<li>Edit the message as necessary.</li>
<li>Click Send to send the message or click Save to save the message so you
can complete it later.
<p><strong>Note</strong>: Sending the message removes it from the Drafts
folder.</p>
</li>
</ol>
<p><strong>Tip</strong>: You can also double-click the message to open it for
editing. This is especially useful if the message pane is closed.</p>
<p>To delete one or more unwanted message drafts, begin from the Mail
window:</p>
<ol>
<li>Click the Drafts folder for the account where you created the message
drafts.</li>
<li>Select the message drafts that you want to delete.</li>
<li>Click Delete in the Mail toolbar.</li>
</ol>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h2 id="creating_and_using_templates">Creating and Using Templates</h2>
<p>Templates are useful for setting the default format for messages that you
send regularly, such as weekly status reports. You can save a message as a
template from any window in which it is displayed, including from within a
Mail compose window.</p>
<p>To save a message to use as a template:</p>
<ol>
<li>In the Mail window, click Compose to create a new message and then set
the default font, text size, text color, background color, and any other
default formatting you want.
<p>Alternatively, open an existing message that already has the formatting
you want.</p>
</li>
<li>While displaying the message, open the File menu, choose Save As, then
choose Template. The message is stored as a template in the Templates
folder for the current mail account.</li>
</ol>
<p>To compose a message using a template:</p>
<ol>
<li>In the Mail window, select the Templates folder for the account where you
created the message template.</li>
<li>Double-click the message template to open it.</li>
<li>Edit the message, then save it (to put it in the Drafts folder) or send
it.
<p><strong>Note</strong>: Sending the message does not remove the template
from the Templates folder. The template is preserved for future use.</p>
</li>
</ol>
<p>To delete one or more unwanted message templates, begin from the Mail
window:</p>
<ol>
<li>Click the Templates folder for the account where you created the message
templates.</li>
<li>Select the message templates that you want to delete.</li>
<li>Click Delete in the Mail toolbar.</li>
</ol>
<p>[<a href="#sending_messages">Return to beginning of section</a>]</p>
<h1 id="creating_html_mail_messages">Creating HTML Mail Messages</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#using_html_in_your_messages">Using HTML in Your
Messages</a></li>
<li><a href="#choosing_html_mail_sending_options">Choosing HTML Message
Sending Options</a></li>
<li><a href="#specifying_recipients_for_html_messages">Specifying
Recipients for HTML Messages</a></li>
<li><a href="#viewing_the_message_source_for_html_messages">Viewing the
Message Source for HTML Messages</a></li>
<li><a href="#using_the_html_mail_question_dialog_box">Using the HTML Mail
Question Dialog Box</a></li>
</ul>
</div>
<h2 id="using_html_in_your_messages">Using HTML in Your Messages</h2>
<p>HTML messages can include formatted text, links, images, and
tables—just like a web page. However, some recipients may not be able
to receive HTML messages. &brandShortName; Mail & Newsgroups allows you
to compose mail and newsgroup messages using either the HTML (rich-text)
formatting editor or the plain-text editor for each mail account you have.
In addition, you can choose whether your addressees should receive HTML or
plain-text messages by default, and how Mail & Newsgroups should handle
messages when it's not known if an addressee can receive HTML-formatted
mail.</p>
<p>To specify whether to use the HTML editor as the default for composing
messages, begin from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the mail or newsgroup account you want to use.</li>
<li>Go to the Composition & Addressing panel and select <q>Compose
messages in HTML format</q>. You see the Formatting toolbar in the Compose
window. Leave this box unchecked to use the plain-text editor for this
account.</li>
</ol>
<p>[<a href="#creating_html_mail_messages">Return to beginning of
section</a>]</p>
<h3 id="editing_or_inserting_html_elements">Editing or Inserting HTML
Elements</h3>
<p>If you understand how to work with HTML source code, you can edit or insert
additional HTML tags, style attributes, and JavaScript in your mail message.
If you are not sure how to work with HTML source code, it's best not to
change it. To work with HTML code, use one of these methods:</p>
<ul>
<li>Place the insertion point where you want to insert the HTML code, then
open the Insert menu and choose HTML. In the Insert HTML dialog box, enter
HTML tags and text, and then click Insert to insert your changes.</li>
<li>Select the HTML source code that you want to edit, then open the Insert
menu and choose HTML. In the Insert HTML dialog box, edit HTML tags and
text, and then click Insert to insert your changes.</li>
<li>Select an element such as a table, named anchor, image, link, or
horizontal line. Double-click the element to open the associated properties
dialog box for that item. Click Advanced Edit to open the Advanced Property
Editor. You can use the Advanced Property Editor to add HTML attributes and
JavaScript to objects.</li>
</ul>
<p>For more information on editing HTML source code, see
<a href="composer_help.xhtml#using_the_advanced_property_editor">Using the
Advanced Property Editor</a>.</p>
<p>[<a href="#creating_html_mail_messages">Return to beginning of
section</a>]</p>
<h2 id="choosing_html_mail_sending_options">Choosing HTML Mail Sending
Options</h2>
<p>By default, Mail & Newsgroups prompts you before sending HTML messages
when it's not known whether the recipient's mail program can
display HTML-formatted messages.</p>
<p>To choose sending-format options for mail messages, begin from the Mail
window:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click
<a href="#send_format">Send Format</a>. (If no subcategories are visible,
double-click Mail & Newsgroups to expand the list).
<p><strong>Note</strong>: This preference applies only to mail messages,
not to newsgroup messages.</p>
</li>
<li>Select the option you want and then click OK.</li>
</ol>
<p>If while composing a message you realize that one or more recipients may not
be able to receive HTML-formatted mail, you can easily convert the message to
a different format when you click Send:</p>
<ol>
<li>In the Compose window, open the Options menu and choose Format.</li>
<li>Select the format you want to use for sending the message from the
submenu:
<ul>
<li><strong>Auto Detect</strong>: Mail & Newsgroups chooses the
appropriate format for the message text. If it can't determine the
format, it asks you to choose a format.</li>
<li><strong>Plain Text Only</strong>: The message may not display
formatting such as bold text, but all mail programs will be able to
display the message.</li>
<li><strong>Rich Text (HTML) Only</strong>: Some mail programs may have
trouble displaying an HTML-formatted message. Choose this option only
if you are sure the recipient's mail program can display
HTML-formatted mail.</li>
<li><strong>Plain and Rich (HTML) Text</strong>: This uses more disk
space, but may be the best choice if you are not sure whether the
recipient's mail program can display HTML-formatted mail.</li>
</ul>
</li>
<li>When you've finished composing the message, click Send.</li>
</ol>
<p>[<a href="#creating_html_mail_messages">Return to beginning of
section</a>]</p>
<h2 id="specifying_recipients_for_html_messages">Specifying Recipients for HTML
Messages</h2>
<p>You can save time by indicating whether individuals in your address books
prefer to receive either HTML messages or plain text messages.</p>
<ol>
<li>Open the Window menu and choose Address Book.</li>
<li>Select the address book on the left and then select the individual's
card on the right.</li>
<li>Click Properties to display the <q>Card for</q> dialog box.</li>
<li>In the Contact tab, use the <q>Prefers to receive messages formatted
as</q> drop-down list to select HTML if you know this recipient can read
HTML-formatted messages (such as messages that include links, images, or
tables).
<p>If this recipient can only read messages sent as plain text (no
formatting), then choose Plain Text. If you don't know or are not
sure, choose Unknown.</p>
<p>If you choose Unknown, &brandShortName; Mail & Newsgroups determines
the sending format based on the Send Format settings for Mail &
Newsgroups in the Preferences dialog box. If Mail & Newsgroups still
can't determine the correct format, it will prompt you to choose a
sending format when you send the message.</p>
</li>
<li>Click OK.</li>
</ol>
<p>[<a href="#creating_html_mail_messages">Return to beginning of
section</a>]</p>
<h2 id="viewing_the_message_source_for_html_messages">Viewing the Message
Source for HTML Messages</h2>
<p>You can quickly view the HTML and other code that generates an HTML message
you've received:</p>
<ol>
<li>In the message list window, open the message.</li>
<li>Open the View menu and choose Message Source.</li>
</ol>
<p>[<a href="#creating_html_mail_messages">Return to beginning of
section</a>]</p>
<h2 id="using_the_html_mail_question_dialog_box">Using the HTML Mail Question
Dialog Box</h2>
<p>The HTML Mail Question dialog box appears when you try to send a message to
someone whose mail program may not be able to display HTML messages or when
Mail & Newsgroups cannot determine whether your recipient can display
HTML messages. If you are in doubt, send the message in both HTML and
plain-text formats.</p>
<p>[<a href="#creating_html_mail_messages">Return to beginning of
section</a>]</p>
<h1 id="using_attachments">Using Attachments</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#attaching_a_file_or_web_page">Attaching a File or Web
Page</a></li>
<li><a href="#viewing_and_opening_attachments">Viewing and Opening
Attachments</a></li>
<li><a href="#saving_attachments">Saving Attachments</a></li>
</ul>
</div>
<h2 id="attaching_a_file_or_web_page">Attaching a File or Web Page</h2>
<p>To attach a file to an outgoing mail message:</p>
<ol>
<li>In the Compose window, click Attach or open the File menu and choose
Attach File. You see the <q>Enter file to attach</q> dialog box.
<p><strong>Tip</strong>: You can also click inside the Attachments area to
attach a file.</p>
</li>
<li>Type the name of the file you want to attach, or select a file from your
hard drive that you want to attach.</li>
<li>Click Open. The filename appears in the Attachments area.</li>
</ol>
<p><strong>Tip</strong>: You can also drag and drop one or more files from your
desktop into the Attachments area in the Compose window.</p>
<p>To attach a web page to an outgoing mail message:</p>
<ol>
<li>In the Compose window, open the File menu and choose Attach Web Page.</li>
<li>In the dialog box, enter the URL of the page and then click OK. The web
page URL appears in the Attachments area.</li>
</ol>
<p><strong>Tip</strong>: When you are viewing a page in the browser,
you can send the page to someone by opening the File menu and choosing Send
Page.</p>
<p>[<a href="#using_attachments">Return to beginning of section</a>]</p>
<h2 id="viewing_and_opening_attachments">Viewing and Opening Attachments</h2>
<p>If you receive a mail attachment that consists of a file type that
&brandShortName; can display (such as graphic files and HTML files), you see
the attachment displayed inline (in the body of the message). For other file
types, Mail & Newsgroups lets you open the attachment using another
application, or you can save the attachment on your hard disk.</p>
<p>To open the attachment, make sure you have a program on your computer that
can open files of the same type as the attachment's file format. For
example, if you want to open a .DOC file, make sure you have a program on
your computer that can open .DOC files.</p>
<p>To open an attachment:</p>
<ol>
<li>Double-click the attachment you want (if there is more than one).</li>
<li>In the Downloading dialog box, choose what you want &brandShortName; to
do with the attachment:
<ul>
<li>If &brandShortName; finds an application on your hard disk that can
open the attachment, you can open the attachment using that
application. Click <q>Choose</q> to use a different application to open
the attachment.</li>
<li>If &brandShortName; can't find an application on your hard disk
that can open the attachment, you can save the attachment. You
won't be able to open the attachment, but at least you can save
it on your hard disk until you can install an application that can open
it.</li>
<li>Click <q>Advanced</q> to add a new file type to the list of helper
applications. &brandShortName; uses helper applications to determine
how different file types are opened by other applications from within
&brandShortName;. For more information, see
<a href="nav_help.xhtml#plugins_and_downloads">Plugins and
Downloads</a>.</li>
</ul>
</li>
<li>Click OK.</li>
</ol>
<p><strong>Note</strong>: If you are viewing your mail using an IMAP mail
server, all attachments remain on the server.</p>
<p>[<a href="#using_attachments">Return to beginning of section</a>]</p>
<h2 id="saving_attachments">Saving Attachments</h2>
<p>To save an attachment:</p>
<ol>
<li>In the right side of the message envelope, under <q>Attachments</q>,
select the attachment that you want to save.</li>
<li>Right-click <span class="mac">or, if you have a one-button mouse,
<kbd>Ctrl</kbd>-click</span>the attachment and choose Save As from the
pop-up menu.</li>
<li>Choose a filename and location for the attachment on your hard disk and
then click OK. Mail & Newsgroups downloads the attachment and saves it
to the specified location.</li>
</ol>
<p><strong>Tip</strong>: To save all attachments, right-click
<span class="mac">or, if you have a one-button mouse,
<kbd>Ctrl</kbd>-click</span>the first one in the attachment list, and choose
Save All. You can then specify the location where you want all the
attachments to be saved.</p>
<p>[<a href="#using_attachments">Return to beginning of section</a>]</p>
<h1 id="deleting_messages">Deleting Messages</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#deleting_pop_or_imap_messages">Deleting POP or IMAP
Messages</a></li>
<li><a href="#moving_messages_to_and_from_the_trash">Moving Messages to and
from the Trash</a></li>
</ul>
</div>
<h2 id="deleting_pop_or_imap_messages">Deleting POP or IMAP Messages</h2>
<p>How you delete messages depends on your mail server type: POP or IMAP.
Deleted POP messages are automatically moved to the Trash folder. IMAP users
can set different options for deleting messages.</p>
<p>To delete messages from your Inbox or other folders, begin from the Mail
window:</p>
<ol>
<li>In the message list, select the messages and click Delete. By default,
Mail & Newsgroups moves the selected messages to the Trash folder.</li>
<li>To delete messages permanently, open the File menu and choose Empty
Trash.</li>
</ol>
<p>To delete messages without opening them, begin from the Mail window:</p>
<ol>
<li>Open the View menu and choose Layout, and then uncheck Message Pane.
<p>Alternatively, click the Message Pane handle (the ridged area centered
at the bottom of the message list) to close the message pane.</p>
</li>
<li>In the message list, select the messages and click Delete.</li>
</ol>
<p>To set deletion preferences for IMAP messages:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Locate the IMAP account you want, and then click the Server Settings
category under the account name.</li>
<li>Select the <a href="#when_i_delete_a_message">options</a> you want for
deleting messages and click OK.</li>
</ol>
<p>[<a href="#deleting_messages">Return to beginning of section</a>]</p>
<h2 id="moving_messages_to_and_from_the_trash">Moving Messages To and From the
Trash</h2>
<p>If you use a POP server to deliver your mail, or if you set up IMAP to use
the Trash folder, follow these steps to delete messages from your Inbox or
other folders:</p>
<ol>
<li>In the message list, select the messages you want to delete.</li>
<li>Click Delete. Mail & Newsgroups moves the messages to the Trash
folder.</li>
</ol>
<p>To recover messages from the Trash:</p>
<ol>
<li>Click the Trash folder.</li>
<li>Select the messages you want to recover and drag them to another
folder.</li>
</ol>
<p>To delete messages permanently:</p>
<ul>
<li>Open the File menu and choose Empty Trash.</li>
</ul>
<p>[<a href="#deleting_messages">Return to beginning of section</a>]</p>
<h1 id="using_address_books">Using Address Books</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#about_address_books">About Address Books</a></li>
<li><a href="#adding_entries_to_your_address_books">Adding Entries to Your
Address Books</a></li>
<li><a href="#creating_a_new_address_book">Creating a New Address
Book</a></li>
<li><a href="#creating_a_new_address_book_card">Creating a New Address Book
Card</a></li>
<li><a href="#creating_a_mailing_list">Creating a Mailing List</a></li>
<li><a href="#editing_a_mailing_list">Editing a Mailing List</a></li>
<li><a href="#searching_address_books_and_directories">Searching Address
Books and Directories</a></li>
<li><a href="#importing_address_books">Importing Address Books</a></li>
<li><a href="#exporting_address_books">Exporting Address Books</a></li>
<li><a href="#adding_and_removing_ldap_directories">Adding and Removing
LDAP Directories</a></li>
</ul>
</div>
<h2 id="about_address_books">About Address Books</h2>
<p>Address books store email addresses and contact information for people you
typically send mail to, such as colleagues, friends, and family.
&brandShortName; Mail & Newsgroups provides you with two address books:
the Personal Address Book and the Collected Addresses—and you can
create additional address books as well. You can also import address books
from other mail programs and previous versions of &brandShortName;. The
contents of these address books are stored locally on your hard disk.</p>
<p>Your address book may also list email addresses from an LDAP directory,
which is located on an LDAP directory server. The directory server stores
email addresses of people that are not included in your locally-stored
address books. The Lightweight Directory Access Protocol (LDAP) is an
industry-standard method for accessing Internet or intranet directory
services such as corporate address books.</p>
<h4>Personal Address Book</h4>
<p>Use the Personal Address Book to add specific names of your choice. You can
create mailing lists and edit individual address entries.</p>
<h4>Collected Addresses</h4>
<p>By default, the Collected Addresses automatically collects the email
addresses contained in outgoing mail messages. Addresses from outgoing
messages are stored in the Collected Addresses as soon as you click Send.</p>
<h4>LDAP Directory (if available)</h4>
<p>An LDAP directory (also known as an address lookup service) stores email
addresses of recipients who are not in your locally-stored address books.
LDAP directories offer you access to large, centrally maintained databases
of email addresses, which is especially useful with
<a href="#address_autocompletion">address autocompletion</a>.</p>
<p>Automatic address collection is enabled by default. To change automatic
address collection settings, begin in the Mail window:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click Addressing. (If no
subcategories are visible, double-click Mail & Newsgroups to expand the
list.)</li>
<li>Under Email Address Collection, select <q>Add email addresses to my</q>
and choose whether you want:
<ul>
<li>Personal Address Book.</li>
<li>Collected Addresses.</li>
</ul>
</li>
<li>Click OK.</li>
</ol>
<h4>Opening the Address Book Window</h4>
<p>To open the Address Book window:</p>
<ul>
<li>Open the Window menu and choose Address Book, or click the Address Book
icon in the lower-left corner of any &brandShortName; window.
<table>
<tr>
<td colspan="2"><img src="images/taskbar-ab.png" alt=""/></td>
</tr>
<tr>
<td style="width: 80px;"></td>
<td><strong>Address Book icon</strong></td>
</tr>
</table>
</li>
</ul>
<h4>Changing the Address Book Window Display</h4>
<p>To customize how the Address Book window and the cards are displayed:</p>
<ol>
<li>Open the Window menu and choose Address Book. You see the Address Book
window.</li>
<li>In the Address Book window, open the View menu and choose from the
following display options:
<ul>
<li>Choose Show/Hide, and then select the item you wish to uncheck (hide)
or check (show).</li>
<li>Choose Show Name As, and then select how you want card names
displayed (first/last, last/first, or Display Name).</li>
<li>Choose Sort by, and then select a sort option.</li>
</ul>
</li>
</ol>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="adding_entries_to_your_address_books">Adding Entries to Your Address
Books</h2>
<p>You can use any of the following ways to add entries to your address
books:</p>
<ul>
<li>Click a name in the From or recipient fields (for example, To or Cc) in a
message you've received, and then select <q>Add to Address Book</q>
from the drop-down list.</li>
<li>In the Address Book window, click New Card to create a new address book
card.</li>
<li>Send a message, which automatically adds the recipient's address
to your address book (if enabled).</li>
<li>In the Address Book window, copy entries to another address book by
selecting the entries and dragging them over the name of the address book
you want to copy them to.</li>
</ul>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="creating_a_new_address_book">Creating a New Address Book</h2>
<p>&brandShortName; Mail & Newsgroups provides a default personal address
book, but you can create additional address books.</p>
<p>To create a new address book:</p>
<ol>
<li>Click the Address Book icon in the lower-left corner of any
&brandShortName; window, or open the Window menu and choose Address Book.
You see the Address Book window.
<table>
<tr>
<td colspan="2"><img src="images/taskbar-ab.png" alt=""/></td>
</tr>
<tr>
<td style="width: 80px;"></td>
<td><strong>Address Book icon</strong></td>
</tr>
</table>
</li>
<li>In the Address Book window, open the File menu, choose New, and choose
Address Book. You see the New Address Book dialog box.</li>
<li>Type the name of the new address book, and click OK.</li>
</ol>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="creating_a_new_address_book_card">Creating a New Address Book Card</h2>
<p>Address book cards can be used to store names, postal addresses, email
addresses, phone numbers, and information such as whether the addressee
prefers to receive plain-text or HTML-formatted messages.</p>
<p>To create an address book card for an individual:</p>
<ol>
<li>Click the Address Book icon on the status bar or open the Window menu and
choose Address Book.</li>
<li>Click New Card. (If you have multiple address books, select the one to
which you want to add a card.)</li>
<li>Each New Card dialog box has three tabs:
<ul>
<li><strong>Contact</strong>: Enter the following information:
<ul>
<li>First and Last (first and last name of person as you want it to
appear in the address book).</li>
<li>Display name (the name that appears in the <q>To</q> field of the
Compose window).</li>
<li>Nickname (a shortcut or alias for the real name).</li>
<li>Email address (primary and additional address).</li>
<li>Prefers to receive messages formatted as: If you know this
recipient can read HTML-formatted messages (such as messages that
include links, images, or tables), choose HTML. If this recipient
can only read messages sent as plain text (no formatting), then
choose Plain Text. If you don't know or are not sure, choose
Unknown. If you choose Unknown, &brandShortName; Mail &
Newsgroups determines the sending format based on the Mail &
Newsgroups Send Format settings in the Preferences dialog box. If
Mail & Newsgroups still can't determine the correct
format, Mail & Newsgroups will prompt you to choose a sending
format when you send the message.</li>
<li>Allow remote images in HTML mail: If you want to allow this
sender to have remote content they send you displayed in your
message window.</li>
<li>Screen name (the AIM contact name).</li>
<li>Phones (enter phone numbers for this person)</li>
</ul>
</li>
<li><strong>Address</strong>: Type additional information such as street
address, phone number, and URL.
<p><strong>Tip</strong>: If you enter address information,
&brandShortName; displays a Get Map button next to the address when
you view this entry's address book card in your address book.
Clicking the Get Map button displays a web page that contains a map
to the address.</p>
</li>
<li><strong>Other</strong>: Store any additional information you
want.</li>
</ul>
</li>
</ol>
<p><strong>Tip</strong>: To quickly add entries to your address book, click any
email address in messages you receive and select Add to Address Book from the
drop-down list. The New Card dialog box appears where you can complete the
information.</p>
<h3 id="viewing_or_editing_card_properties">Viewing or Editing Card
Properties</h3>
<p>To view or edit the properties for an individual card:</p>
<ol>
<li>Select the card from the list of entries in the Address Book window.</li>
<li>Click Properties.</li>
</ol>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="creating_a_mailing_list">Creating a Mailing List</h2>
<p>If you regularly send messages to a group of recipients, you can quickly
address a message by using a mailing list that contains the names you
want.</p>
<p>To create a mailing list and add it to your address book:</p>
<ol>
<li>In the Address Book window, click New List.</li>
<li>Enter the following information in the Mailing List dialog box:
<ul>
<li>Click the drop-down list at <q>Add to</q> to choose an address book
in which to store the list.</li>
<li>List name: When you enter the list name in the <q>To</q> field of a
message, everyone on the list receives your message.</li>
<li>List nickname: Alias (or shortcut) for the list name.</li>
<li>Description: Appears after the list name in the address line of
the Compose window.</li>
</ul>
</li>
<li>Type email addresses to add them to the mailing list.</li>
<li>Click OK.</li>
</ol>
<p>In the left side of the Address Book window, the mailing list appears
underneath the address book you added it to.</p>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="editing_a_mailing_list">Editing a Mailing List</h2>
<p>Mailing lists are stored in the address book in which you created them.</p>
<p>To remove a member from the list, begin from the Mail window:</p>
<ol>
<li>Open the Window menu and choose Address Book.</li>
<li>Expand the address book containing your mailing list by clicking the
small triangle beside the address book title.</li>
<li>Highlight the mailing list by clicking its name. The list members appear
to the right of the mailing list name.</li>
<li>Click the entry you wish to delete.</li>
<li>Click the Delete button.</li>
</ol>
<p>To add members to a mailing list:</p>
<ol>
<li>Open Window menu and choose Address Book.</li>
<li>Expand the address book containing your mailing list by clicking the
small triangle beside the address book title.</li>
<li>Highlight the mailing list by clicking its name.</li>
<li>Click Properties.</li>
<li>Add or remove entries as necessary.</li>
<li>Click OK when you are done.</li>
</ol>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="searching_address_books_and_directories">Searching Address Books and
Directories</h2>
<p>&brandShortName; Mail & Newsgroups lets you quickly search an address
book or directory by name or email address, or use a combination of criteria
to perform a more specific search through an address book or directory.</p>
<p>To quickly search an address book or directory for a name or email address,
begin from the Address Book window:</p>
<ol>
<li>In the Address Book window, in the list of address books, select the
address book or directory that you want to search.</li>
<li>In the <q>Name or Email contains</q> field, type the name or email
address that you want to find. You can type only part of the name or email
address, or you can type the exact text that you want to find.
<p>As soon as you stop typing, &brandShortName; Mail & Newsgroups
displays only those entries where the name or email address contains the
search text you entered.</p>
</li>
<li>Click Clear to erase the search text and show all entries.</li>
</ol>
<h3 id="searching_for_specific_entries">Searching for Specific Entries</h3>
<p>You can search address books or directories for specific entries. If you are
not already viewing the Advanced Address Book Search dialog box, begin from
the Address Book window:</p>
<ol>
<li>Open the Tools menu and choose Search Addresses. You see the Advanced
Address Book Search dialog box.</li>
<li>Next to <q>Search in</q>, choose the address book or directory through
which you want to search.</li>
<li>Select the matching option Mail & Newsgroups uses to search for
entries either that match all or at least one of the conditions (criteria)
that you choose.</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 dialog box.</li>
<li>To sort the entries in a different order, click the column that you want
to sort by.</li>
<li>To view the card for an entry, select the entry and click
Properties.</li>
<li>To compose a message to selected recipients, select one or more entries
and click Compose.</li>
</ol>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="importing_address_books">Importing Address Books</h2>
<p>If you have a &brandShortName; address book from another user profile or
computer, or if you have an address book from another mail program, you can
import its entries into the Address Book window as a new address book. Keep
in mind that when you upgrade a user profile from an earlier version of
&brandShortName;, your address books are automatically included, so
there's no need to import them.</p>
<p>You can import address books from Netscape 6, Netscape 7, Eudora, Outlook,
Outlook Express, or text files (LDIF, tab-delimited (.tab), comma-separated
(.csv), or text (.txt) formats). When you import an address book, Mail &
Newsgroups creates a new address book with the imported entries.</p>
<p>You can also <a href="#importing_mail_from_other_programs">import mail
messages and settings</a> from Communicator, Eudora, Outlook, and Outlook
Express.</p>
<p>To import an address book, begin from the Mail window:</p>
<ol>
<li>Open the Tools menu, and choose Import. You see the Mail Import
Wizard.</li>
<li>Follow the instructions to import address books.</li>
</ol>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="exporting_address_books">Exporting Address Books</h2>
<p>You can export a &brandShortName; address book if you later want to import
it into another user profile, move it to another computer, or use it with
another program that can import address books. You can export an address
book to one of these file formats: &brandShortName; (.ldif), tab-delimited
(.tab), comma-separated (.csv), or text (.txt) formats.</p>
<p>To export an address book, begin from the Address Book window:</p>
<ol>
<li>Select the address book that you want to export.</li>
<li>Open the Tools menu, and choose Export.</li>
<li>In the Export Address Book dialog box, browse to the location where you
want to save the address book file.</li>
<li>Choose the file format for the exported address book (.ldif,
comma-separated, or tab-delimited).</li>
<li>Enter a name for the address book file. Be sure to include the
appropriate file extension (.ldif, .csv, .tab, or .txt).</li>
<li>Click Save.</li>
</ol>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<h2 id="adding_and_removing_ldap_directories">Adding and Removing LDAP
Directories</h2>
<p>Adding an LDAP directory to your address book allows you to search the
directory for email addresses and other contact information. You can also use
the directory for address autocompletion when addressing mail messages.</p>
<p>You typically add or remove LDAP directories using instructions provided by
your system administrator. Check with your system administrator for the
information you will need in order to add a new directory to your address
book.</p>
<p>To add a new directory, begin from the Address Book window:</p>
<ol>
<li>Open the File menu, and choose New, and then choose LDAP Directory. You
see the Directory Server Properties dialog box.</li>
<li>Type the following information in the Directory Server Properties dialog
box General tab:
<ul>
<li><strong>Name</strong>: Enter the name of the directory service (for
example, InfoSpace Directory).</li>
<li><strong>Host Name</strong>: Enter the name of the host name server,
such as ldap.infospace.com.</li>
<li><strong>Base DN</strong>: This setting is used to set the Base
distinguished name. Enter codes to restrict searching to a specific
country or organization. For example, c=JP restricts the search to
Japan only. Base DN also specifies the organization to search on
within the directory (for instance, o=Netscape Communications
Corporation, c=US).</li>
<li><strong>Port Number</strong>: Enter the port number for the LDAP
server. The default is 389.</li>
<li><strong>Bind DN</strong>: The distinguished name that is used to
authenticate (log in) to the LDAP server. If left blank, the LDAP
server binds anonymously.</li>
<li><strong>Use secure connection (SSL)</strong>: Choose this setting
if your LDAP server supports secure (encrypted) connections. If you are
unsure, contact your system administrator.</li>
</ul>
</li>
<li>Click the Advanced tab to configure LDAP directory server settings.</li>
<li>Type the following information:
<ul>
<li><strong>Don't return more than _ results</strong>: This setting
lets you limit the number of autocompletion matches returned by the
directory server. Enter the maximum number of email address matches
to display for autocompletion.</li>
<li><strong>Scope</strong>: Defines the limits of the search. Choose one
of the following:
<ul>
<li><strong>One Level</strong>: Retrieves matching entries by
searching the base DN and one level below the base DN.</li>
<li><strong>Subtree</strong>: Retrieves matching entries by searching
the base DN in addition to all levels below the base DN. This is
the least restrictive search.</li>
</ul>
</li>
<li><strong>Search filter</strong>: Enter the search filter to apply to
matching results that are within the specified scope of the
search.</li>
</ul>
</li>
<li>Click OK to close the Directory Server Properties dialog box.</li>
</ol>
<p>The directory you added appears in the list of address books in the Address
Book window.</p>
<p>To delete a directory:</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, select Addressing. (If no
subcategories are visible, double-click Mail & Newsgroups to expand
the list.)</li>
<li>Under Address Autocompletion on the right side of the dialog box, click
Edit Directories.</li>
<li>In the LDAP Directory Servers dialog box, select the directory that you
want to delete and click Delete.</li>
<li>Click OK, then click OK again to close the Preferences dialog box.</li>
</ol>
<p>For information on downloading or synchronizing a directory for offline use
so that you can search it or use it for address book autocompletion while
working offline, see
<a href="#downloading_directory_entries_for_offline_use">Downloading
Directory Entries for Offline Use</a>.</p>
<h3 id="directory_server_settings">Directory Server Settings</h3>
<p>If you are not already viewing the Directory Server Settings dialog box,
begin from the Mail window:</p>
<ol>
<li>Open the Window menu, and choose Address Book.</li>
<li>In the list of address books, select a directory.</li>
<li>Click Properties.</li>
</ol>
<p><strong>General Tab</strong></p>
<ul>
<li><strong>Name</strong>: The name of the directory service (for example,
InfoSpace Directory).</li>
<li><strong>Host Name</strong>: The name of the host name server, such as
ldap.infospace.com.</li>
<li><strong>Base DN</strong>: The Base Distinguished Name. Codes entered here
restrict searching to a specific country or organization. For example, c=JP
restricts the search to Japan only. Base DN also specifies the organization
to search on within the directory (for instance, o=Netscape Communications
Corporation, c=US).</li>
<li><strong>Port Number</strong>: Enter the port number for the LDAP server.
The default is 389.</li>
<li><strong>Bind DN</strong>: The distinguished name that is used to
authenticate (log in) to the LDAP server. If left blank, the LDAP server
binds anonymously.</li>
<li><strong>Use secure connection (SSL)</strong>: Choose this setting if your
LDAP server supports secure (encrypted) connections. If you are unsure,
contact your system administrator.</li>
</ul>
<p><strong>Advanced Tab</strong></p>
<ul>
<li><strong>Don't return more than _ results</strong>: This setting lets
you limit the number of autocompletion matches returned by the directory
server. Specify the maximum number of email address matches to display for
autocompletion.</li>
<li><strong>Scope</strong>: Defines the limits of the search:
<ul>
<li><strong>One Level</strong>: Retrieves matching entries by searching
the base DN and one level below the base DN.</li>
<li><strong>Subtree</strong>: Retrieves matching entries by searching the
base DN in addition to all levels below the base DN. This is the least
restrictive search.</li>
</ul>
</li>
<li><strong>Search filter</strong>: Specifies the search filter to apply to
matching results that are within the specified scope of the search.</li>
</ul>
<p>[<a href="#using_address_books">Return to beginning of section</a>]</p>
<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 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="#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
four preset views: <q>People I Know</q>, <q>Recent Mail</q>, <q>Last 5
Days</q>, and <q>Not Junk</q>.</li>
<li><strong>Customize</strong>: Choose this option to view or modify
settings for custom views.</li>
</ul>
<p><strong>Tip</strong>: You can quickly change 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 action you want the filter to perform.</li>
<li>Type a name for 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, or <q><em>any</em> of the
following</q> conditions.</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 to Folder).
<p><strong>Tip</strong>: To automatically tag incoming messages, choose
<q>Tag the message</q> from the drop-down list.</p>
</li>
<li>Choose a destination folder in which to store the messages, or create a
new folder.</li>
<li>Click OK to confirm your settings.</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>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. You see the
Filter Rules dialog box. Using the sender's email address,
&brandShortName; prefills the filter name, the filter matching criteria,
and the filter action (Move to folder).</li>
<li>Choose a destination folder in which to store the incoming messages from
the specified sender, or create a new folder.</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>Select <q>Search local system</q> to search only messages from newsgroups
or IMAP accounts that have been saved locally.
<p><strong>Note</strong>: The checkbox will be disabled if it's not
possible to search remotely stored messages.</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="#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="#global_junk_settings">global Junk Mail preference panel</a> for
account-independent settings and the account manager's
<a href="#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 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 Web site
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>
<h1 id="importing_mail_from_other_programs">Importing Mail from Other
Programs</h1>
<p>This section describes how to import mail messages and settings from
Netscape Communicator, Outlook, Outlook Express, and Eudora. To import
address books from these programs, see
<a href="#importing_address_books">Importing Address Books</a>.</p>
<div class="contentsBox">In this section:
<ul>
<li><a href="#importing_mail_messages">Importing Mail Messages</a></li>
<li><a href="#importing_mail_settings">Importing Mail Settings</a></li>
</ul>
</div>
<h2 id="importing_mail_messages">Importing Mail Messages</h2>
<p>To import mail messages from Netscape Communicator, Outlook, Outlook
Express, or Eudora, begin from the Mail window:</p>
<ol>
<li>Open the Tools menu, and choose Import. You see the Import Wizard.</li>
<li>Follow the instructions to import mail messages.</li>
</ol>
<p>For Netscape Communicator, the wizard imports a copy of all Communicator
mail folders included under Local Folders. Imported mail is added as a new
folder under Local Folders in the Mail window. (The Communicator mail
folders still remain in their original location).</p>
<p>[<a href="#importing_mail_from_other_programs">Return to beginning of
section</a>]</p>
<h2 id="importing_mail_settings">Importing Mail Settings</h2>
<p>To import mail settings from Outlook, Outlook Express, or Eudora, begin from
the Mail window:</p>
<ol>
<li>Open the Tools menu, and choose Import. You see the Import Wizard.</li>
<li>Follow the instructions to import mail settings.</li>
</ol>
<p>[<a href="#importing_mail_from_other_programs">Return to beginning of
section</a>]</p>
<h1 id="getting_started_with_newsgroups">Getting Started With Newsgroups</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#subscribing_to_newsgroups">Subscribing to Newsgroups</a></li>
<li><a href="#reading_newsgroup_messages">Reading Newsgroup
Messages</a></li>
<li><a href="#posting_newsgroup_messages">Posting Newsgroup
Messages</a></li>
<li><a href="#contributing_to_ongoing_discussions">Contributing to Ongoing
Discussions</a></li>
<li><a href="#monitoring_threads">Monitoring Threads</a></li>
<li><a href="#removing_a_newsgroup">Removing a Newsgroup</a></li>
<li><a href="#adding_a_newsgroup_server">Adding a Newsgroup Server</a></li>
</ul>
</div>
<h2 id="subscribing_to_newsgroups">Subscribing to Newsgroups</h2>
<p>If you have set up an <a href="#adding_a_newsgroup_server">account</a> on a
newsgroup server, you can join (subscribe) to newsgroups (also called
discussion groups).</p>
<p>To subscribe to a newsgroup, 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
newsgroup account.</li>
<li>Select a newsgroup. To select more than one newsgroup,
<kbd class="mac">Cmd</kbd><kbd class="noMac">Ctrl</kbd>-click additional
newsgroup.</li>
<li>Click Subscribe or click in the Subscribe column next to the newsgroup.
You see a checkmark next to each newsgroup to which you subscribe. Click
Unsubscribe to cancel a selection.</li>
<li>Click OK. The list of your subscribed newsgroups appears in the Mail
window.</li>
</ol>
<p>If you are an IMAP mail user, you can also subscribe to message folders
located on an IMAP server. (Your Inbox is a type of message folder.) Follow
the instructions above for subscribing, but select an IMAP account from the
Account drop-down list. For more information on sharing folders and
subscribing to folders, see
<a href="#sharing_folders_with_other_users">Sharing Folders With Other Users
(IMAP Only)</a>.</p>
<p>[<a href="#getting_started_with_newsgroups">Return to beginning of
section</a>]</p>
<h2 id="reading_newsgroup_messages">Reading Newsgroup Messages</h2>
<p>When you open your newsgroup server, you see the list of newsgroups to which
you subscribe. The server downloads the <em>headers</em> of new messages in
each newsgroup.</p>
<p>To read newsgroup messages, begin from the Mail window:</p>
<ol>
<li>Double-click a newsgroup server icon to see its newsgroups. (If there are
no newsgroups, you may need to subscribe to one.)</li>
<li>Click a newsgroup name to see its messages.</li>
<li>Click a message to read it. Click the thread button to display all the
responses below the original message. You can click any header to display
its message. You can <a href="#posting_newsgroup_messages">start a new
thread</a> or <a href="#contributing_to_ongoing_discussions">post a
message</a> in response.</li>
</ol>
<p>[<a href="#getting_started_with_newsgroups">Return to beginning of
section</a>]</p>
<h2 id="posting_newsgroup_messages">Posting Newsgroup Messages</h2>
<p>To start new threads (discussions):</p>
<ol>
<li>From the list of your subscribed newsgroups in the Mail window, select a
newsgroup.</li>
<li>Click Compose.</li>
<li><a href="#composing_mail_and_newsgroup_messages">Compose</a> your
message, and click Send to post it.</li>
<li>Click Get Msgs to see your posting on the newsgroup.</li>
</ol>
<p>[<a href="#getting_started_with_newsgroups">Return to beginning of
section</a>]</p>
<h2 id="contributing_to_ongoing_discussions">Contributing to Ongoing
Discussions</h2>
<p>To post a response to the newsgroup:</p>
<ol>
<li>In the message list, select a message to reply to.</li>
<li>Click Reply.</li>
<li><a href="#composing_mail_and_newsgroup_messages">Compose</a> your
message, and click Send to post it.</li>
</ol>
<p>To reply to an individual as well as post a response to the group:</p>
<ol>
<li>In the message list, select a message to reply to.</li>
<li>Click Reply All.</li>
<li>Compose your message, and click Send to post it.</li>
</ol>
<p>To redirect a posting to another newsgroup:</p>
<ul>
<li>Click Reply and choose <q>Followup-To</q> from the <q>Newsgroup</q>
drop-down list. Subsequent responses will be posted to the newsgroup you
enter.</li>
</ul>
<p>[<a href="#getting_started_with_newsgroups">Return to beginning of
section</a>]</p>
<h2 id="monitoring_threads">Monitoring Threads</h2>
<p>To monitor unread messages in threads that are of interest to you:</p>
<ol>
<li>Select a message in a thread.</li>
<li>Open the Message menu, and choose Watch Thread.</li>
<li>If you want to monitor additional threads, repeat steps 1 and 2 for
messages in additional threads.</li>
<li>When you're ready to monitor messages in these threads, open the
View menu, choose Messages, and then choose Watched Threads with Unread.
&brandShortName; Mail & Newsgroups only displays the watched threads
that contain unread messages.</li>
<li>Open the View menu, choose Messages, and then choose All to return to
viewing all messages in the newsgroup.</li>
</ol>
<p>To ignore a message thread:</p>
<ol>
<li>Select a message in the thread.</li>
<li>Open the Message menu, and choose Ignore Thread. &brandShortName; Mail
& Newsgroups marks all messages in the thread as read, and new replies
posted to the thread will appear as read.</li>
<li>To view ignored threads, open the View menu, choose Messages, and then
choose Ignored Threads.</li>
</ol>
<p>[<a href="#getting_started_with_newsgroups">Return to beginning of
section</a>]</p>
<h2 id="removing_a_newsgroup">Removing a Newsgroup</h2>
<p>To remove a newsgroup from your list:</p>
<ul>
<li>Select the newsgroup icon and press Delete.</li>
</ul>
<p>[<a href="#getting_started_with_newsgroups">Return to beginning of
section</a>]</p>
<h2 id="adding_a_newsgroup_server">Adding a Newsgroup Server</h2>
<p>If the newsgroup you want to subscribe to is on a different server, you must
first set up access to that server.</p>
<p>To set up an additional newsgroup server, open the File menu in the Mail
window and choose New, then Account.</p>
<ul>
<li>Using the Account Wizard, indicate that the new account you want to set
up is a newsgroup account.</li>
</ul>
<p>Once you've set up access to the new server, you can
<a href="#subscribing_to_newsgroups">subscribe</a> to newsgroups on that
server. In the Mail window, open the File menu, and choose Subscribe.</p>
<p>[<a href="#getting_started_with_newsgroups">Return to beginning of
section</a>]</p>
<h1 id="working_offline">Working Offline</h1>
<div class="contentsBox">In this section:
<ul>
<li><a href="#setting_up_mozilla_mail_and_newsgroups_to_work_offline">Setting
Up &brandShortName; Mail & Newsgroups to Work Offline</a></li>
<li><a href="#downloading_your_inbox_for_offline_use">Downloading Your
Inbox for Offline Use</a></li>
<li><a href="#downloading_an_individual_folder_for_offline_use">Downloading
an Individual Folder for Offline Use</a></li>
<li><a href="#downloading_selected_or_flagged_messages_for_offline_use">Downloading
Selected or Flagged Messages for Offline Use</a></li>
<li><a href="#downloading_directory_entries_for_offline_use">Downloading
Directory Entries for Offline Use</a></li>
<li><a href="#setting_up_your_accounts_for_working_offline">Setting Up Your
Accounts for Working Offline</a></li>
<li><a href="#selecting_items_for_offline_viewing">Selecting Items for
Offline Viewing</a></li>
<li><a href="#downloading_and_synchronizing_your_messages">Downloading and
Synchronizing Your Messages</a></li>
<li><a href="#working_offline_and_reconnecting_later">Working Offline and
Reconnecting Later</a></li>
</ul>
</div>
<h2 id="setting_up_mozilla_mail_and_newsgroups_to_work_offline">Setting Up
&brandShortName; Mail & Newsgroups to Work Offline</h2>
<p>&brandShortName; Mail & Newsgroups' offline feature lets you
download your mail and read it offline (while disconnected from the
Internet). If you use a dial-up (modem) connection to access your mail and
you want to reduce the time you are connected, or, if you need to temporarily
disconnect from your company's network while traveling or switching
locations, you can download your mail so that you can read it offline. The
offline feature can automatically download incoming messages and then later
send all your outgoing messages when you reconnect.</p>
<p>Note that for POP accounts your mail is already downloaded by default, so
most of these offline features aren't relevant for POP accounts.</p>
<p>If you occasionally want to work offline, &brandShortName; Mail &
Newsgroups lets you easily:</p>
<ul>
<li>Download your Inbox for offline use.</li>
<li>Download an individual folder for offline use.</li>
<li>Download only selected or flagged messages for offline use.</li>
<li>Download directory entries in your address book for offline use.</li>
</ul>
<p>If you frequently work offline, &brandShortName; Mail & Newsgroups also
lets you:</p>
<ul>
<li>Set up one or more of your accounts for offline use.</li>
<li>Set offline and disk space preferences for each account.</li>
<li>Select the folders and newsgroups that you want to view offline.</li>
</ul>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="downloading_your_inbox_for_offline_use">Downloading Your Inbox for
Offline Use</h2>
<p>You can tell &brandShortName; Mail & Newsgroups to automatically
download your Inbox messages for offline use. Later, when you go back online,
&brandShortName; Mail & Newsgroups automatically synchronizes your Inbox
messages with the server.</p>
<p>Note that the Inbox for POP accounts is downloaded by default, so this
section does not apply for POP accounts.</p>
<p>To automatically download your Inbox for offline use, begin from the Mail
window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>In the left side of the dialog box, under the name of the account you
want to use offline, select Offline & Disk Space. (This category is not
available for POP accounts.)</li>
<li>Check the box labeled <q>Make the messages in my Inbox available when I
am working offline</q>.</li>
<li>Click OK.</li>
<li>In the folder pane, under the name of the account you want to use
offline, click any folder other than the Inbox. For example, click the Sent
or the Drafts folder. Then click the Inbox folder to start downloading its
messages.</li>
<li>Once downloading is complete, click the Online/Offline indicator
<img src="images/online.png" alt=""/> in the lower right corner of the
Mail window (to the left of the Cookie icon) to go offline.</li>
</ol>
<p>&brandShortName; Mail & Newsgroups automatically downloads all messages
in your Inbox so you can read and respond to them while working offline.
After disconnecting, &brandShortName; Mail & Newsgroups remains open so
you can continue to work with your messages.</p>
<p>To reconnect to the Internet so you can work online:</p>
<ul>
<li>Click the Online/Offline indicator <img src="images/offline.png"
alt=""/> in the lower right corner of the Mail window (to the left of the
Cookie icon) to go back online.</li>
</ul>
<p>When you go back online, &brandShortName; Mail & Newsgroups
automatically synchronizes your Inbox messages with the server, by
replicating any changes you made while working offline.</p>
<p><strong>Tip</strong>: &brandShortName; Mail & Newsgroups saves any
messages that you send while working offline in the Unsent Messages folder
under Local Folders. To have &brandShortName; Mail & Newsgroups
automatically send your unsent messages when you reconnect, use the
Preferences command on the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu to change the
<a href="#offline_and_disk_space_preferences">offline preferences</a> for all
your accounts.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="downloading_an_individual_folder_for_offline_use">Downloading an
Individual Folder for Offline Use</h2>
<p>Note that POP accounts don't allow you to manage folders on the POP
server, so this section does not apply to POP accounts.</p>
<p>To download a specific folder for offline use, begin from the Mail
window:</p>
<ol>
<li>In the left side of the Mail window, select the folder that you want to
download for offline use.</li>
<li>Open the Edit menu, and choose Folder Properties. You see the Properties
dialog box.</li>
<li>Click the Offline tab.</li>
<li>Check <q>Select this folder for offline use</q>.</li>
<li>Click Download Now if you want to immediately begin downloading the
folder's messages. Alternatively, you can continue working, and when
you are ready to go offline, proceed to the next step.</li>
<li>Click the Online/Offline indicator <img src="images/online.png" alt=""/>
in the lower right corner of the Mail window to go offline.</li>
<li>In the Work Offline dialog box, click Download.</li>
</ol>
<p>&brandShortName; Mail & Newsgroups automatically downloads all messages
in the selected folder so you can read and respond to them while working
offline. After disconnecting, &brandShortName; Mail & Newsgroups remains
open so you can continue to work with your messages.</p>
<p><strong>Note</strong>: Message headers that have been downloaded for reading
offline display a darker gray envelope or newsgroup icon.</p>
<p>To reconnect to the Internet so you can work online:</p>
<ul>
<li>Click the Online/Offline indicator <img src="images/offline.png"
alt=""/> in the lower right corner of the Mail window (to the left of the
Cookie icon) to go back online.</li>
</ul>
<p>&brandShortName; Mail & Newsgroups automatically synchronizes the
offline folders with the server, by replicating any changes you made while
working offline.</p>
<p><strong>Tip</strong>: &brandShortName; Mail & Newsgroups saves any
messages that you sent while working offline in the Unsent Messages folder
under Local Folders. When you reconnect, choose Send Unsent Messages from the
File menu to send all your saved messages at once. To have &brandShortName;
Mail & Newsgroups automatically send your unsent messages when you
reconnect, use the Preferences command on the
<span class="mac">&brandShortName;</span> <span class="noMac">Edit</span>
menu to change your <a href="#offline_and_disk_space_preferences">offline
preferences</a>.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="downloading_selected_or_flagged_messages_for_offline_use">Downloading
Selected or Flagged Messages for Offline Use</h2>
<p>Note that messages are downloaded by default for POP accounts. However, if
you have enabled the <q>Fetch headers only</q> setting in the POP account
settings, then only the headers will be downloaded, and you will need to use
the commands in this section to download the complete messages.</p>
<p>To download selected messages for offline use, begin from the Mail
window:</p>
<ol>
<li>Select a Mail or Newsgroup folder to display its messages.</li>
<li>Select the messages you want to download, as follows:
<ul>
<li>To select a group of adjacent messages, click the first message, and
then Shift-click to select the last message in the group.</li>
<li>To select messages anywhere in the message list, hold down the
<kbd class="mac">Cmd</kbd><kbd class="noMac">Ctrl</kbd> key and click
each message.</li>
</ul>
</li>
<li>Open the File menu, choose Offline, and then choose Get Selected Messages
from the submenu. &brandShortName; Mail & Newsgroups downloads the
selected messages.</li>
</ol>
<p>To download flagged messages for offline use, 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
appears where you clicked to indicate that the message has been marked. 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>
<li>Open the File menu, choose Offline, and then choose Get Flagged Messages.
&brandShortName; Mail & Newsgroups downloads the flagged messages.</li>
</ol>
<p>Once downloading is complete, click the Online/Offline indicator in the
lower right corner of the Mail window (to the left of the Cookie icon) to go
offline. After you disconnect, &brandShortName; Mail & Newsgroups remains
open so you can continue to work with your messages.</p>
<p>Note that the <q>Get Selected Messages</q> and <q>Get Flagged Messages</q>
menu items are also available in the pop-up thread context menu, for faster
access.</p>
<p><strong>Note</strong>: Message headers that have been downloaded for reading
offline display a darker gray envelope or newsgroup icon.</p>
<p>To reconnect to the Internet so you can work online:</p>
<ul>
<li>Click the Online/Offline indicator <img src="images/offline.png"
alt=""/> in the lower right corner of the Mail window to go online.</li>
</ul>
<p><strong>Tip</strong>: &brandShortName; Mail & Newsgroups saves any
messages that you sent while working offline in the Unsent Messages folder
under Local Folders. When you reconnect, choose Send Unsent Messages from the
File menu to send all your saved messages at once. To have &brandShortName;
Mail & Newsgroups automatically send your unsent messages when you
reconnect, use the Preferences command on the
<span class="mac">&brandShortName;</span> <span class="noMac">Edit</span>
menu to change your <a href="#offline_and_disk_space_preferences">offline
preferences</a>.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="downloading_directory_entries_for_offline_use">Downloading
Directory Entries for Offline Use</h2>
<p>You can download (replicate) the entries in a directory server to your
computer so that they are available when you work offline. Once you've
downloaded directory entries, you can use the same procedure to update your
local copy of the entries with the latest entries on the directory
server.</p>
<p>To download or update an address book LDAP directory for offline use:</p>
<ol>
<li>Make sure you're online.</li>
<li>Open the Window menu, and choose Address Book.</li>
<li>In the Address Book window, select the directory that you want to
download (replicate).</li>
<li>Click Properties in the Address Book toolbar. The Directory Server
Properties dialog box appears.</li>
<li>Click the Offline tab.</li>
<li>Click Download Now to start copying the entries to your computer.</li>
<li>If prompted, enter your network user name and password, and click OK to
start the download.
<p>Depending on the number of directory entries, the download process may
take a while, so please be patient.</p>
</li>
</ol>
<p>After the download finishes, you can work offline and search the directory
or use it for address autocompletion when composing messages. After
you've been using your local copy of the directory for a while, you may
wish to update it to get the latest entries from the directory server. To
update your local copy, use the procedure described above.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="setting_up_your_accounts_for_working_offline">Setting Up Your Accounts
for Working Offline</h2>
<p>To set up one or more accounts for working offline, you use the Offline and
Disk Space preferences in the Mail & Newsgroups Account Settings dialog
box. Once set, you don't need to change these preferences each time you
want to work offline. The offline and disk space preferences you can set for
an account depend on the type of account (IMAP, POP, or Newsgroup).</p>
<p>Here's a summary of the steps you will follow to set up your accounts
for offline use:</p>
<ol>
<li>For each account that you want to work with while offline, use the Mail
& Newsgroups Account Settings dialog box to set the Offline & Disk
Space preferences for that account. You must select the items (folders and
newsgroups) that you want to download for offline use. See
<a href="#selecting_items_for_offline_viewing">Selecting Items for Offline
Viewing</a> for more information.
<p>Once set, you don't need to change these settings. See the sections
below for information on setting offline and disk space preferences for
<a href="#offline_and_disk_space_settings_imap">IMAP</a>,
<a href="#disk_space_settings">POP</a>, and
<a href="#offline_and_disk_space_settings_nntp">Newsgroup</a>
accounts.</p>
<p><strong>Tip</strong>: To set the Offline & Disk Space preferences
for the current account, open the File menu, choose Offline, and then
choose Offline Settings.</p>
</li>
<li>Open the File menu, choose Offline, and then choose Download/Sync Now
from the submenu.</li>
<li>Select the type of messages (mail or newsgroup or both) that you want to
download.
<p><strong>Important</strong>: You must select at least one category (mail
messages or newsgroup messages) in order for the download to work.</p>
</li>
<li>Select <q>Work offline once download and/or sync is complete</q>.</li>
<li>Click OK to download the selected items and then go offline. See
<a href="#downloading_and_synchronizing_your_messages">Downloading and
Synchronizing Your Messages</a> for more information.</li>
</ol>
<p>For subsequent offline sessions, you can skip step 1.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="selecting_items_for_offline_viewing">Selecting Items for Offline
Viewing</h2>
<p>Before you can read mail and newsgroup messages while offline, you must
first select them for downloading. You can set up an entire account for
offline use. You can also choose which folders and newsgroups that you
want to use offline.</p>
<p><strong>Note</strong>: Keep in mind that selecting more items may increase
download time and disk space used.</p>
<p>To select accounts, folders, and newsgroups for offline viewing, begin from
the Mail window:</p>
<ol>
<li>Open the Edit menu, choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Choose the Offline & Disk Space category for the account you want to
change.</li>
<li>Click Select. You see your IMAP accounts, mail folders, and subscribed
newsgroups.
<p><strong>Note</strong>: You see only the newsgroups and folders that
you've already <a href="#subscribing_to_newsgroups">subscribed</a>
to. POP accounts and local mail folders don't appear in the
list.</p>
</li>
<li>Select the items (folders, newsgroups) that you want to make available
for offline use.</li>
<li>Click OK.</li>
</ol>
<p>Once set, you don't need to change these settings each time you want to
go offline. However, if you do want to change them, you can easily do so
before going offline, since the same Select button is available when using
the <a href="#downloading_and_synchronizing_your_messages">Download and
Sync</a> command.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="downloading_and_synchronizing_your_messages">Downloading and
Synchronizing Your Messages</h2>
<p>If you have already selected mail folders and newsgroups for offline use,
you are now ready to download and synchronize them. If you haven't yet
selected items to download, you can choose them before you go offline.</p>
<p>If you are not already viewing the Download/Sync Now dialog box, follow
these steps:</p>
<p>To download and synchronize your messages, begin from the Mail
window:</p>
<ol>
<li>Open the File menu, choose Offline, and then choose Download/Sync
Now.</li>
<li>Select the categories (mail messages or newsgroup messages) that you want
to download.
<p><strong>Important</strong>: You must select at least one category (Mail
messages, Newsgroup messages) in order for the download to work. If the
checkboxes are disabled, it means that you haven't yet selected
items to download. Use the Select button to select items to download.</p>
</li>
<li>To send messages in your Unsent Messages folder before going offline,
check <q>Send Unsent Messages</q>.</li>
<li>To go offline immediately after &brandShortName; Mail & Newsgroups
finishes downloading, select <q>Work offline once download and/or sync is
complete</q>.</li>
<li>To set or change the items to download, click Select. See
<a href="#selecting_items_for_offline_viewing">Selecting Items for Offline
Viewing</a> for more information. You can skip this step if you've
already selected items for download.</li>
<li>Click OK. &brandShortName; Mail & Newsgroups begins downloading the
selected items.</li>
</ol>
<p>If you chose to work offline once the download completes, then
&brandShortName; Mail & Newsgroups immediately switches to offline mode.
Otherwise, when you are ready to go offline, click the Online/Offline
indicator <img src="images/online.png" alt=""/> in the lower right corner of
the Mail window to go offline.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h2 id="working_offline_and_reconnecting_later">Working Offline and
Reconnecting Later</h2>
<p>To work offline and reconnect later, begin from the Mail window.</p>
<p>When you are ready to work offline:</p>
<ol>
<li>Click the online/offline indicator <img src="images/online.png" alt=""/>
in the lower-right corner of the Mail window. Mail & Newsgroups prompts
you to download messages, if you want, before going offline.</li>
<li>Click Download to download messages before going offline. If you want to
work offline without downloading messages, click Don't Download.</li>
</ol>
<p><strong>Note</strong>: Message headers that have been downloaded for reading
offline display a darker gray envelope or newsgroup icon.</p>
<p><strong>Tip</strong>: To set &brandShortName; Mail & Newsgroups'
download behavior when going offline, open the
<span class="mac">&brandShortName;</span> <span class="noMac">Edit</span>
menu, choose Preferences, and then click the Offline & Disk Space
category. You can choose to have &brandShortName; Mail & Newsgroups
prompt you to download messages when going offline, to automatically
download messages, or to not download any messages.</p>
<p>To reconnect and synchronize your messages:</p>
<ol>
<li>Click the online/offline indicator <img src="images/offline.png"
alt=""/> in the lower-right corner of any &brandShortName; window.</li>
<li>Open the File menu, choose Offline, and then choose Download/Sync
Now.</li>
</ol>
<p>&brandShortName; Mail & Newsgroups synchronizes your messages with the
server by replicating any changes you made while working offline.</p>
<p><strong>Tip</strong>: To set &brandShortName; Mail & Newsgroups'
behavior when going online, open the
<span class="mac">&brandShortName;</span> <span class="noMac">Edit</span>
menu, choose Preferences, and then choose the Offline & Disk Space
category. You can choose to have &brandShortName; Mail & Newsgroups
prompt you to send unsent messages, to automatically send unsent messages,
or to not send unsent messages.</p>
<p>[<a href="#working_offline">Return to beginning of section</a>]</p>
<h1 id="mail_and_newsgroups_account_settings">Mail & Newsgroups Account
Settings</h1>
<p>This section describes the settings in the Mail & Newsgroups Account
Settings dialog box. Unlike the Preferences dialog box, which applies
settings to all accounts, the Mail & Newsgroups Account Settings dialog
box lets you specify settings on a per-account basis.</p>
<p>If you are not currently viewing the Mail & Newsgroups Account Settings
dialog box, follow these steps:</p>
<ol>
<li>Begin from the Mail window.</li>
<li>Open the Edit menu and choose Mail & Newsgroups Account
Settings.</li>
<li>Select the name of the account whose settings you want to view or
change.</li>
</ol>
<div class="contentsBox">In this section:
<ul>
<li><a href="#account_settings">Account Settings</a></li>
<li><a href="#server_settings">Server Settings</a></li>
<li><a href="#copies_and_folders">Copies & Folders</a></li>
<li><a href="#addressing">Composition & Addressing</a></li>
<li><a href="#offline_and_disk_space">Offline & Disk Space</a></li>
<li><a href="#junk_settings">Junk Settings</a></li>
<li><a href="#return_receipts">Return Receipts</a></li>
<li><a href="#security">Security</a></li>
<li><a href="#local_folders">Local Folders</a></li>
<li><a href="#outgoing_server">Outgoing Server (SMTP)</a></li>
</ul>
</div>
<h2 id="account_settings">Mail & Newsgroups Account Settings - Account
Settings</h2>
<p>This section describes how to view or change your Account Settings, such as
your user name, reply-to address, and signature file. If you are not already
viewing the Account Settings, begin from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the name of the account to display the Account Settings
panel.</li>
</ol>
<ul>
<li><strong>Account Name</strong>: The name for this account.</li>
<li><strong>Identity</strong>: Stores your name, email address, reply-to
address (only if different from your email address), and organization
(optional).</li>
<li><strong>Attach this signature</strong>: Lets you choose the signature
file (in text or HTML format) you want to attach to your outgoing messages.
Click Choose to locate the signature file (optional).</li>
<li><strong>Attach my vCard to messages</strong>: Lets you choose if your
vCard should be attached to your outgoing messages. Click Edit Card to edit
the card information (optional).</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="server_settings">Mail & Newsgroups Account Settings - Server
Settings</h2>
<p>&brandShortName; Mail & Newsgroups can work with two types of mail
servers: IMAP and POP. If you are not sure which server type your Internet
service provider supports, ask your service provider. If your Internet
service provider supports both, the following descriptions may help you
choose which one to use.</p>
<div class="contentsBox">In this section:
<ul>
<li><a href="#about_internet_message_access_protocol">About Internet
Message Access Protocol (IMAP)</a></li>
<li><a href="#about_post_office_protocol">About Internet Post Office
Protocol (POP)</a></li>
<li><a href="#imap_server_settings">IMAP Server Settings</a></li>
<li><a href="#advanced_imap_server_settings">Advanced IMAP Server
Settings</a></li>
<li><a href="#pop_server_settings">POP Server Settings</a></li>
<li><a href="#news_server_settings">News Server Settings</a></li>
</ul>
</div>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="about_internet_message_access_protocol">About Internet Message Access
Protocol (IMAP)</h3>
<p><strong>Advantages</strong>: Your messages and any changes to them stay on
your server, saving local disk space. Also, you always have access to an
updated mailbox, and you can get your mail from multiple locations.
Performance on a modem is faster, since you initially download message
headers only.</p>
<p><strong>Disadvantages</strong>: Not all ISPs support IMAP.</p>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="about_post_office_protocol">About Post Office Protocol (POP)</h3>
<p><strong>Advantages</strong>: Your messages are downloaded to your local
computer all at once, but you can also specify whether to keep copies of the
messages on the server and delete messages on the server when they are
deleted locally. Most ISPs currently support POP.</p>
<p><strong>Disadvantages</strong>: If you use more than one computer, messages
might reside on one or the other, but not both. POP doesn't work as well
as IMAP over a slow link connection. Also, you can't access all mail
folders from multiple locations.</p>
<p>Note that more recent POP servers have features that allow retrieving only
the headers instead of the full message, like IMAP allows. Using these
features allows performance with POP to be nearly as fast as with IMAP.</p>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="imap_server_settings">IMAP Server Settings</h3>
<p>If you are not already viewing the IMAP server settings, begin from the Mail
window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the account name and click the Server Settings category. (If you
chose an IMAP server when you set up this account, you see your IMAP server
settings.)</li>
</ol>
<ul>
<li><strong>Server Type</strong>: The server type (IMAP Mail Server) that you
specified when you created this account. To change the server type
associated with this account, you must delete the account and then
re-create it.</li>
<li><strong>Server Name</strong>: The server name that you specified when you
created this account. If you are having problems getting mail from this
account, verify with your service provider or system administrator that the
server name you entered is correct.</li>
<li><strong>User Name</strong>: The user name that you specified when you
created this account.</li>
<li><strong>Port</strong>: Unless otherwise instructed to do so by your
service provider or system administrator, leave this setting
unchanged.</li>
<li><strong>Use secure connection (SSL)</strong>: Choose this setting if your
mail server is configured to send and receive encrypted messages. If you
are unsure, contact your service provider or system administrator.</li>
<li><strong>Use secure authentication</strong>: Choose this setting if you
want to use secure mechanisms for logging in like CRAM-MD5. If you are
unsure if your service supports this, contact your service provider or
system administrator.</li>
<li><strong>Check for new mail at startup</strong>: Choose this setting if
you want Mail & Newsgroups to automatically check this account for new
messages whenever you start Mail & Newsgroups.</li>
<li><strong>Check for new messages every [__] minutes</strong>: Choose this
setting to automatically check for new messages, and then specify the
number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msgs in the Mail
window.</li>
<li id="when_i_delete_a_message"><strong>When I delete a message</strong>:
Choose the behavior you want for deleted messages. <q>Move it to the Trash
folder</q> is recommended unless you are instructed to use a different
setting by your system administrator or service provider. Messages marked
as deleted are removed only when you compact folders.</li>
<li><strong>Clean up (Expunge) Inbox on Exit</strong>: Removes deleted
messages from the Inbox when you exit Mail & Newsgroups. Choose this
if you chose to mark messages as deleted.</li>
<li><strong>Empty Trash on Exit</strong>: Empties the Trash folder whenever
you quit Mail & Newsgroups.</li>
<li><strong>Advanced</strong>: Lets you choose a different outgoing server
(SMTP) for outgoing messages from this account. You can also reach the
<a href="#advanced_imap_server_settings">Advanced IMAP Server Settings</a>
through this button.</li>
<li><strong>Local directory</strong>: The location on your hard disk where
mail for this account is stored.</li>
</ul>
<h3 id="advanced_imap_server_settings">Advanced IMAP Server Settings</h3>
<p>In most cases, advanced IMAP server settings are automatically supplied by
the server. If you are unsure about the settings for this dialog box,
contact your ISP or system administrator.</p>
<p>If you are not already viewing the advanced IMAP server settings, begin
from the Mail window.</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the account name and click the Server Settings category.</li>
<li>If the mail server type is an IMAP server, you can click Advanced to set
additional IMAP options, such as:
<ul>
<li>the IMAP server directory path</li>
<li>showing only <q>subscribed folders</q></li>
<li>support for subfolders</li>
<li>any personal and public (shared folder) namespaces for this
directory</li>
</ul>
</li>
</ol>
<p>For more information, see
<a href="#adding_and_removing_ldap_directories">Adding and Removing LDAP
Directories</a>.</p>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="pop_server_settings">POP Server Settings</h3>
<p>If you are not already viewing the POP server settings, begin from the Mail
window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the account name and click the Server Settings category name. (If
you chose a POP server when you set up this account, you see your POP
server settings.)</li>
</ol>
<ul>
<li><strong>Server Type</strong>: The server type (POP Mail Server) that you
specified when you created this account. To change the server type
associated with this account, you must delete the account and then
re-create it.</li>
<li><strong>Server Name</strong>: The server name that you specified when you
created this account. If you are having problems getting mail from this
account, verify with your service provider or system administrator that the
server name you entered is correct.</li>
<li><strong>User Name</strong>: The user name that you specified when you
created this account.</li>
<li><strong>Port</strong>: Unless otherwise instructed to do so by your
service provider or system administrator, leave this setting
unchanged.</li>
<li><strong>Use secure connection (SSL)</strong>: Choose this setting if your
mail server is configured to send and receive encrypted messages. If you
are unsure, contact your service provider or system administrator.</li>
<li><strong>Use secure authentication</strong>: Choose this setting if you
want to use secure mechanisms for logging in like CRAM-MD5 and APOP. If you
are unsure if your server supports this, contact your service provider or
system administrator.</li>
<li><strong>Check for new mail at startup</strong>: Choose this setting if
you want Mail & Newsgroups to automatically check this account for new
messages whenever you start Mail & Newsgroups. For POP accounts, Mail
& Newsgroups doesn't download the new messages until you click Get
Msgs on the Mail toolbar.</li>
<li><strong>Check for new messages every [__] minutes</strong>: Choose this
setting to automatically check for new messages, and then specify the
number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msgs in the Mail
window.</li>
<li><strong>Automatically download any new messages</strong>: Choose this
setting if you want Mail & Newsgroups to retrieve messages immediately
each time it checks the server.</li>
<li><strong>Fetch headers only</strong>: Choose this setting if you want to
only download the headers instead of entire messages when downloading new
mail. This option requires your POP server to support the <q>TOP</q>
command. Most recent POP servers support it, but if you are unsure about
your server, contact your service provider or system administrator.</li>
<li><strong>Leave messages on server</strong>: Choose this setting to store a
copy of messages on the mail server in addition to downloading them to your
computer.
<ul>
<li><strong>For at most [__] days</strong>: Choose this setting to remove
messages from the server automatically after the number of days you
enter here.</li>
<li><strong>Until I delete or move them from Inbox</strong>: Choose this
setting to remove messages from the server once you delete them or move
them from your Inbox into another folder.</li>
</ul>
</li>
<li><strong>Empty Trash on Exit</strong>: Choose this setting to empty the
Trash folder whenever you quit Mail & Newsgroups.</li>
<li><strong>Advanced</strong>: Lets you choose a different outgoing server
(SMTP) for outgoing messages from this account.</li>
<li><strong>Local directory</strong>: The location on your hard disk where
mail for this account is stored.</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="news_server_settings">News Server Settings</h3>
<p>This section describes how to change news server settings. If you are not
already viewing news server settings, begin from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the account name and click the Server Settings category. (If you
chose a newsgroup server when you set up this account, you see your
newsgroup server settings.)</li>
</ol>
<ul>
<li><strong>Server Type</strong>: The server type (NNTP) that you specified
when you created this account.</li>
<li><strong>Server Name</strong>: The server name that you specified when you
created this account. If you are having problems receiving messages from
this account, verify with your service provider or system administrator
that the server name you entered is correct.</li>
<li><strong>Port</strong>: Unless otherwise instructed to do so by your
service provider or system administrator, leave this setting
unchanged.</li>
<li><strong>Use secure connection (SSL)</strong>: Choose this setting if your
news server is configured to send and receive encrypted messages. If you
are unsure, contact your service provider or system administrator.</li>
<li><strong>Check for new messages every [__] minutes</strong>: Choose this
setting to automatically check for new messages, and then specify the
number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msgs in the Mail
window.</li>
<li><strong>Ask me before downloading more than [__] messages</strong>:
Choose this setting to conserve disk space and download time, by setting a
limit for the number of messages you can retrieve at one time.</li>
<li><strong>Always request authentication when connecting to this
server</strong>: Some servers allow you to talk to them without logging in,
but will silently hide all the <em>private</em> groups/postings unless you
are logged in. Choose this setting to force &brandShortName; to
authenticate each time it connects to this server even when the server
doesn't ask (also called <q>Pushed Authentication</q>).</li>
<li><strong>Advanced</strong>: Lets you choose a different outgoing server
(SMTP) for outgoing messages from this account.</li>
<li><strong>newsrc file</strong>: The path to the newsrc file is mostly
displayed for your information. The newsrc file stores information about
the newsgroups to which you are subscribed and the messages you have read
in each newsgroup.</li>
<li><strong>Local directory</strong>: The location on your hard disk where
mail for this account is stored.</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="copies_and_folders">Mail & Newsgroups Account Settings - Copies
& Folders</h2>
<p>This section describes the settings for sending automatic copies, and for
storing copies of outgoing messages, message drafts, and message
templates.</p>
<p>By default, &brandShortName; Mail & Newsgroups stores copies of your
outgoing messages in the Sent folder for the current account.
&brandShortName; Mail & Newsgroups also stores message drafts in the
Drafts folder and message templates in the Templates folder for the
current account.</p>
<p>If you are not already viewing the settings for Copies & Folders, begin
from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the account, and click Copies & Folders. You see the Copies
& Folders panel.</li>
</ol>
<ul>
<li><strong>Place a copy in</strong>: Select where to store copies of your
outgoing mail and newsgroup messages. If you don't want to use the
default Sent folder for the current account, click Other and then choose
an account and then choose the folder for storing copies.</li>
<li><strong>Bcc these email addresses</strong>: Select whether you want to
always send a blind carbon copy (bcc) to another addressee, and enter the
address. If you want to always send a blind carbon copy to yourself, just
add your address to this list. Separate addresses with comma (,).</li>
<li><strong>Keep message drafts in</strong>: Select where to store message
drafts. If you don't want to use the default Drafts folder for the
current account, click Other and then choose another account and folder
for storing drafts.</li>
<li><strong>Keep message templates in</strong>: Select where to store
message templates. If you don't want to use the default Templates
folder for the current account, click Other and then choose another account
and folder for storing templates.</li>
<li><strong>Show confirmation dialog when messages are saved</strong>: Choose
this option if you want Mail & Newsgroups to display a confirmation
dialog box when you save a draft message or a template. If checked, a
dialog box will appear when you save a draft or template to remind you
where &brandShortName; Mail & Newsgroups is saving the draft or
template.</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="addressing">Mail & Newsgroups Account Settings - Composition &
Addressing</h2>
<p>You use Composition settings to choose how to format text and to handle
replies.</p>
<ul>
<li><strong>Compose messages in HTML format</strong>: Use the HTML editor as
the default editor for writing mail and newsgroup messages. Leave this item
unchecked to use the plain-text editor by default. HTML messages can
include formatted text, links, images, and tables, just like a web page.
However, some recipients may not be able to receive HTML messages.
<p><strong>Tip</strong>: If you only want to use an editor occasionally,
you can hold down the Shift key while clicking the Compose or the Reply
button to switch to the non-default on an as-needed basis.</p>
</li>
<li><strong>Automatically quote the original message when replying</strong>:
Select this to include the original message text in your reply. Use the
drop-down list to select if the cursor should be positioned below or above
the quoted text. You can also choose the quoting to be automatically
selected.
<ul>
<li><strong>and place my signature</strong>: This drop-down list lets you
choose where you want your signature to be placed. It's only
selectable if you decided to <a href="#account_settings">attach a
signature</a> and to place the cursor above the quoted text.</li>
</ul>
</li>
</ul>
<p>You use Addressing settings to override the global LDAP server settings
specified for all <a href="#addressing_preferences">address books</a> in the
Preferences dialog box. LDAP server settings affect the behavior of
<a href="#address_autocompletion">address autocompletion</a>, and you can
change these settings for each account if necessary.</p>
<p>Address autocompletion uses your address books to find matching entries when
you type email addresses in the addressing area of the Compose window.</p>
<p>If you are not already viewing the Addressing settings, begin from the Mail
window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the account and click the Composition & Addressing
category.</li>
</ol>
<ul>
<li><strong>Automatically append my domain to addresses</strong>: Select
this if you want Mail & Newsgroups to automatically complete
addresses you type with the domain from your account's address.</li>
<li><strong>Use my global LDAP server preferences for this account</strong>:
This is the default. Select this if you don't want to override the
global LDAP server preferences for this account.</li>
<li><strong>Use a different LDAP server</strong>: Select this option and then
choose another LDAP server from the list if you want to use a different
LDAP directory server for address autocompletion with this account. If
necessary, click Edit Directories to edit individual directory server
settings, add a directory server, or delete a directory server. For more
information, see <a href="#adding_and_removing_ldap_directories">Adding and
Removing LDAP Directories</a>.</li>
</ul>
<p>The directory you select will also be searched for matching certificates
when you attempt to send an encrypted message to one or more recipients for
whom you don't have certificates on file.</p>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="offline_and_disk_space">Mail & Newsgroups Account Settings -
Offline & Disk Space</h2>
<p>Offline & Disk Space settings let you conserve disk space or set up an
account so that you can use it while offline (disconnected from the
Internet). The settings available depend on the mail server type (IMAP, POP,
or News) associated with the account.</p>
<div class="contentsBox">
<ul>
<li><a href="#offline_and_disk_space_settings_imap">Offline and Disk Space
Settings (IMAP)</a></li>
<li><a href="#disk_space_settings">Disk Space Settings (POP)</a></li>
<li><a href="#offline_and_disk_space_settings_nntp">Offline and Disk Space
Settings (News)</a></li>
</ul>
</div>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="offline_and_disk_space_settings_imap">Offline and Disk Space Settings
(IMAP)</h3>
<p>If you are not already viewing the offline and disk space preferences for an
IMAP account, begin from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Choose the Offline & Disk Space category for an IMAP account.</li>
</ol>
<ul>
<li><strong>Make the messages in my Inbox available when I am working
offline</strong>: Select this option so that messages in your Inbox will be
available when you are working offline.</li>
<li><strong>When I create new folders, select them for offline use</strong>:
Select this option so that new folders you create are automatically
selected for offline use. If left unchecked, new folders won't be
automatically selected for offline use. You can manually select folders for
offline by choosing the Download/Sync Now command (available from the File
menu, under Offline). Click the Select button in the Download/Sync Messages
dialog box to select the folders.</li>
<li><strong>Select folders for offline use</strong>: Click to select the
folders that you want to make available for offline use. See
<a href="#selecting_items_for_offline_viewing">Selecting Items for Offline
Viewing</a> for more information.</li>
<li><strong>Messages larger than [__] KB</strong>: Select this option to
conserve disk space by preventing large messages from being downloaded.
Enter the maximum size for downloaded messages.</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="disk_space_settings">Disk Space Settings (POP)</h3>
<p>Messages from POP accounts are fully downloaded to your local machine unless
you have enabled the <q>Fetch headers only</q> setting. This section
describes how you can save disk space for a POP account. If your account has
the <q>Fetch headers only</q> setting enabled, then these Disk Space
preferences are ignored. If you are not already viewing the Disk Space
preferences for a POP account, follow these steps:</p>
<p>Begin from the Mail window.</p>
<ol>
<li>Open the Edit menu, choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Click the Disk Space category for a POP account.</li>
</ol>
<ul>
<li><strong>Messages larger than [__] KB</strong>: Select this option to
conserve disk space by preventing large messages from being downloaded.
Enter the maximum size for downloaded messages.</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h3 id="offline_and_disk_space_settings_nntp">Offline and Disk Space Settings
(News)</h3>
<p>If you are not already viewing the offline and disk space settings for a
News account, begin from the Mail window:</p>
<ol>
<li>Open the Edit menu, and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Choose the Offline & Disk Space category for a News account.</li>
</ol>
<ul>
<li><strong>Select newsgroups for offline use</strong>: Click to select the
newsgroups that you want to make available for offline use. See
<a href="#selecting_items_for_offline_viewing">Selecting Items for Offline
Viewing</a> for more information.</li>
</ul>
<p>The following settings help to save disk space and download time. Specify
which messages you don't want to download locally:</p>
<ul>
<li><strong>Read messages</strong>: Select this option to only download
message bodies from messages you haven't already read.</li>
<li><strong>Messages larger than [__] KB</strong>: Select this option to
conserve disk space by preventing large messages from being downloaded.
Enter the maximum size for downloaded messages.</li>
<li><strong>Messages more than [__] days old</strong>: Select this option to
only download messages that are not older than the number of days you enter
here.</li>
</ul>
<p>&brandShortName; can automatically delete newsgroup messages for you. You
can configure this process with the options listed below
<strong>Keep</strong>:</p>
<ul>
<li><strong>All messages</strong>: Keep all messages. Never delete messages
automatically.</li>
<li><strong>The newest [__] messages</strong>: Enter the number of messages
to keep. With this setting only messages older than these messages are
deleted.</li>
<li><strong>Messages which have arrived within the last [__] days</strong>:
Keep all messages that arrived within the given number of days.</li>
</ul>
<p>With the last two settings you can further constrain the three options to
delete messages automatically. This is especially useful in combination with
the option to keep all messages.</p>
<ul>
<li><strong>Only unread messages</strong>: Select this option to deny
&brandShortName; the deletion of unread messages.</li>
<li><strong>Only message bodies less than [__] days old</strong>: Select this
option to deny &brandShortName; the deletion of messages that are newer
than the number of days you specify here.</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="junk_settings">Mail & Newsgroups Account Settings - Junk
Settings</h2>
<p>This section describes how to use the account junk settings. If
you are not currently viewing the Junk Settings, follow these steps:</p>
<ol>
<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>
</ol>
<p>You use the Junk Settings panel to define your account-specific settings
for the adaptive mail filter. Global junk settings are changed under
<a href="#global_junk_settings">Mail & Newsgroups Preferences -
Junk Mail</a>.</p>
<ul>
<li><strong>Enable adaptive junk mail controls for this account</strong>:
Toggle this option to activate or deactivate junk mail classification.</li>
<li><strong>Do not mark mail as junk if the sender is in [the address
book chosen from all your address books available in the drop down
box]</strong>:
Choose this option to prevent messages from people you know inadvertently
classified as junk mail.</li>
<li><strong>Trust junk mail headers set by [an external junk filter
like Spam Assassin or Spam Pal]</strong>: Choose this option if you want to
trust the junk classification of external filter programs.</li>
<li><strong>Move new junk messages to</strong>:
Check this option to automatically move messages flagged as Junk to a
special folder.
<ul>
<li><strong><q>Junk</q> folder on [account]</strong>: Select this to use
the default Junk folder.</li>
<li><strong>Other: [account]</strong>: Select this to choose your own
custom-named junk folder.</li>
<li><strong>Automatically delete junk messages older than [__] days from
this folder</strong>: If you are confident old messages classified as
junk are indeed junk mail, check this option to automatically delete
old junk messages after a grace period.</li>
</ul>
</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="return_receipts">Mail & Newsgroups Account Settings - Return
Receipts</h2>
<p>This section describes how to use the Return Receipts account settings. If
you are not currently viewing the Return Receipts settings, follow these
steps:</p>
<ol>
<li>Open the Edit menu, and choose Mail & Newsgroups Account Settings.
You see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Click the Return Receipts category for your mail account.</li>
</ol>
<p>You use the Return Receipts settings to define return receipt settings for
outgoing messages from this mail account. You also use the Return Receipt
settings to specify how to manage requests you receive for return receipts.
These settings override global return receipt preferences you specified using
<a href="#return_receipts_preferences">Mail & Newsgroups Preferences -
Return Receipts</a>.</p>
<ul>
<li><strong>Use my global return receipt preferences for this
account</strong>: By default, this account uses the return receipt
preferences specified by <a href="#return_receipts_preferences">Mail &
Newsgroups Preferences - Return Receipts</a>.</li>
<li><strong>Customize return receipts for this account</strong>: Lets you
change the return receipt preferences for this account.
<ul>
<li><strong>When sending messages, always request a return
receipt</strong>: Enables automatic return receipt requests for all
outgoing messages from this mail account.</li>
<li><strong>Leave it in my Inbox</strong>: Return receipt
confirmation messages are delivered to the Inbox for this account.
<p><strong>Tip</strong>: Choose this option if you want to use a
filter that automatically moves return receipt confirmation
messages to a folder you specify. For information on creating and
using filters, see <a href="#creating_message_filters">Creating
Message Filters</a>.</p>
</li>
<li><strong>Move it to my Sent Mail folder</strong>: Incoming return
receipt confirmation messages are moved to the Sent mail folder for
this account.</li>
<li><strong>Never send a return receipt</strong>: Choose this option if
you do not want to send a return receipt in response to requests for
return receipts from others.</li>
<li><strong>Allow return receipts for some messages</strong>: Choose how
you want to respond to requests you receive for return receipts.</li>
</ul>
</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="security">Mail & Newsgroups Account Settings - Security</h2>
<p>This section describes how to configure the Mail & Newsgroup Account
Settings that control mail message security. Before you do so, however, you
must obtain one or more mail certificates. For details, see
<a href="mail_sec_help.xhtml">Signing & Encrypting Messages</a>.</p>
<p>If you are not already viewing the Security settings for your mail account,
begin from the Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account
Settings.</li>
<li>Click Security under the name of the mail account whose security settings
you want to configure.</li>
</ol>
<div class="contentsBox">In this section:
<ul>
<li><a href="#about_certificates">About Certificates</a></li>
<li><a href="#digital_signing">Digital Signing</a></li>
<li><a href="#encryption">Encryption</a></li>
</ul>
</div>
<h3 id="about_certificates">About Certificates</h3>
<p>The main purpose of the Security panel in Mail & Newsgroup Account
Settings is to select two certificates:</p>
<ul>
<li>The email certificate you want to use for signing mail messages you send
to other people.</li>
<li>The email certificate you want other people to use when they encrypt
messages they send to you.</li>
</ul>
<p>Depending on the policies of the
<a href="glossary.xhtml#certificate_authority">certificate authority (CA)</a>
that issues your certificate(s), you can use one certificate for both
purposes or two different certificates. Even if you use just one, you must
specify it twice, once for digital signing and once for encryption.</p>
<p>The certificates you select here are included with every signed message you
send. These certificates allow your recipients to verify your digital
signature and to encrypt messages that they send to you.</p>
<h3 id="digital_signing">Digital Signing</h3>
<p>You use the Digital Signing area in the <a href="#security">Security
panel</a> to specify how you want to sign your email messages:</p>
<ul>
<li><strong>Use this certificate to digitally sign messages you
send</strong>: If this field is empty or if it displays the wrong
certificate, click Select to choose from the certificates you have on
file.</li>
<li><strong>Digitally sign messages</strong>: Select this checkbox if you
want to digitally sign all the messages you send. (A personal certificate
must be specified below before you can select this checkbox.)</li>
</ul>
<p>Regardless of whether the <q>Digitally sign messages</q> checkbox is
selected here, you can change your mind before you send an individual
message.</p>
<p>To change the digital signature setting for a message you are writing in
the Compose window, click the arrow below the Security icon near the top of
the window and select or deselect <q>Digital Sign This Message</q>. For
details, see
<a href="mail_sec_help.xhtml#signing_and_encrypting_a_new_message">Signing
& Encrypting a New Message.</a></p>
<h3 id="encryption">Encryption</h3>
<p>You use the Encryption area in the <a href="#security">Security panel</a> to
specify how you routinely want to use encryption when sending your
messages:</p>
<ul>
<li><strong>Use this certificate to encrypt & decrypt messages sent to
you</strong>: If this field is empty or if it displays the wrong
certificate, click Select to choose from the certificates you have on
file.</li>
<li><strong>Never</strong>: Select this option if you never want to use
encryption, or only occasionally.</li>
<li><strong>Required</strong>: Select this option if you always want to use
encryption. If you don't have all the necessary certificates, the
message won't be sent unless you explicitly turn off encryption for
that message only.</li>
</ul>
<p>Regardless of which encryption option you select, you can change your mind
before you send an individual message.</p>
<p>To change the encryption setting for a message you are writing in the
Compose window, click the arrow below the Security icon near the top of the
window and choose the encryption setting you want. For details, see
<a href="mail_sec_help.xhtml#signing_and_encrypting_a_new_message">Signing
& Encrypting a New Message.</a></p>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h2 id="local_folders">Mail & Newsgroups Account Settings - Local
Folders</h2>
<p>Local Folders is the account where &brandShortName; Mail & Newsgroups
saves any messages that you send while working offline. Messages you send
while working offline are saved in the Unsent Messages folder under Local
Folders. Any folders you create under the Local Folders account reside on
your hard disk, so Local Folders is a good place to save messages that you
want to keep.</p>
<p>If you are not already viewing the Local Folders settings, begin from the
Mail window:</p>
<ol>
<li>Open the Edit menu and choose Mail & Newsgroups Account Settings. You
see the Mail & Newsgroups Account Settings dialog box.</li>
<li>Select the Local Folders category.</li>
</ol>
<ul>
<li><strong>Account Name</strong>: The name associated with the Local Folders
account.</li>
<li><strong>Local directory</strong>: The location on your hard disk where
mail for this account is stored.</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning
of section</a>]</p>
<h2 id="outgoing_server">Mail & Newsgroups Account Settings - Outgoing
Server (SMTP)</h2>
<p>The outgoing server will transport your outgoing mail to the intended
recipients.</p>
<p>If you are not already viewing the Outgoing Server (SMTP) settings, begin
from the Mail window:</p>
<ol>
<li>Click on any Mail window.</li>
<li>From the Edit menu, choose Mail & Newsgroup Account Settings.</li>
<li>Select Outgoing Server (SMTP) and either edit an existing server or
add a new one. If you are not sure which option to choose, check with
your ISP or system administrator)<br/>
You can choose from these servers via the Outgoing Server dropdown in
the <a href="#account_settings">Identity Settings</a>.</li>
</ol>
<ul>
<li><strong>Description</strong>: A short freetext description of that server
configuration. This will show up as first part in the server list.</li>
<li><strong>Server name</strong>: The SMTP server that will deliver your
outgoing mail. To use a different SMTP server, change this field.</li>
<li><strong>Port</strong>: The port on which the SMTP server will be
connected. By default it holds the standard port for the specified
encryption. Change it if the mail server is listening for connections
on a non-standard port.</li>
<li><strong>Use name and password</strong>: If your SMTP server requires
authentication to send mail, select this option and enter your user name.
The first time you send mail, you will be prompted for your password. At
that time you can instruct &brandShortName; to save your password for
future sessions.</li>
<li><strong>Use secure authentication</strong>: Choose this setting if you
want to use secure mechanisms for logging in like CRAM-MD5. If you are
unsure if your service supports this, contact your service provider or
system administrator.</li>
<li><strong>Use secure connection</strong>: There are two methods for
establishing a secure connection to your outgoing server. Pick the one your
server supports (if you make a choice for which your server is not configured,
you will get an error message when sending mail).
<ul>
<li><strong>STARTTLS, if available</strong>: &brandShortName; will try to
negotiate encryption using the STARTTLS method. If the server doesn't
support it, an unencrypted connection is used.</li>
<li><strong>STARTTLS</strong>: Require an encrypted connection, use the STARTTLS
method. This mechanism will mostly run on the standard SMTP port 25.</li>
<li><strong>SSL/TLS</strong>: Require an encrypted connection, use the
SMTP-over-SSL (also known as SMTPS) method. The default port for this is 465.
</li>
</ul>
</li>
</ul>
<p>[<a href="#mail_and_newsgroups_account_settings">Return to beginning of
section</a>]</p>
<h1 id="mail_and_newsgroup_preferences">Mail & Newsgroup Preferences</h1>
<p>The sections listed below describe the Mail & Newsgroups preferences
that apply to all your mail and newsgroup accounts. To see these
preferences:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Double-click Mail & Newsgroups to expand the list.</li>
</ol>
<div class="contentsBox">In this section:
<ul>
<li><a href="#mail_and_newsgroups">Mail & Newsgroups</a></li>
<li><a href="#message_display">Message Display</a></li>
<li><a href="#notifications">Notifications</a></li>
<li><a href="#composition">Composition</a></li>
<li><a href="#send_format">Send Format</a></li>
<li><a href="#addressing_preferences">Addressing</a></li>
<li><a href="#global_junk_settings">Junk Mail</a></li>
<li><a href="#tags">Tags</a></li>
<li><a href="#return_receipts_preferences">Return Receipts</a></li>
<li><a href="#character_encoding">Character Encoding</a></li>
<li><a href="#offline_and_disk_space_preferences">Offline & Disk Space
Preferences</a></li>
</ul>
</div>
<h2 id="mail_and_newsgroups">Mail & Newsgroups Preferences - Mail &
Newsgroups</h2>
<p>This section describes the main Mail & Newsgroups preferences. If you
are not already viewing the Mail & Newsgroups main preferences, follow
these steps:</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>Click the Mail & Newsgroups category.</li>
</ol>
<ul>
<li><strong>Confirm when moving folders to the Trash</strong>: Choose to
allow Mail & Newsgroups to prompt you before deleting folders.</li>
<li class="win"><strong>Use &brandShortName; Mail as the default mail
application</strong>: Select &brandShortName; Mail & Newsgroups as the
default mail application for Windows and from within other applications
such as Microsoft Word.
<p><strong>Note</strong>: Setting &brandShortName; Mail & Newsgroups as
the default mail application may disable another mail application. To
restore the other mail application as the default, deselect this
option.</p>
</li>
<li><strong>Remember the last selected message</strong>: Choose this option
if you want &brandShortName; to select the message you had selected last
before leaving a folder when you reenter a folder.</li>
<li><strong>Preserve threading when sorting messages</strong>: Select this
option if you want &brandShortName; to preserve the threaded message
grouping <a href="#sorting_and_threading_messages">when sorting
messages</a>. If it is not selected, &brandShortName; automatically
displays the messages unthreaded when you sort them by clicking on the
column headers.</li>
<li><strong>When Mail launches, show the Start Page in the message
area</strong>: Select this to enable the Start Page. The Start Page
appears in the message area when you first open &brandShortName; Mail &
Newsgroups. This page is the default page, but you can enter a different
web page or URL of your choice. To disable the Start Page, deselect this
option. Click Restore Default to return to the original page provided by
&brandShortName;.</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="message_display">Mail & Newsgroups Preferences - Message
Display</h2>
<p>Message Display preferences allow you to choose how messages are
displayed (for example, font style and color) in all accounts. If you are not
already viewing the Message Display settings, follow these steps:</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 Message Display. (If no
subcategories are visible, double-click Mail & Newsgroups to expand
the list.)</li>
</ol>
<ul>
<li><strong>When opening messages, display them in</strong>: Here you can
choose if you want to reuse a message window for the next mail or if you
want to open a new one for each.</li>
<li><strong>Block images and other content from remote sources</strong>:
Select this checkbox if you do not want to display remote images and other
content in received messages, except from senders in your address books
whom you have allowed. (This checkbox is selected by default.)</li>
<li><strong>Wait [__] seconds before marking a message as read</strong>:
Choose this option if you do not want a message to be marked as read when
you are only taking a brief look at it. Enter the number of seconds you
want a message to be displayed before it gets marked as read automatically.
<p><strong>Tip</strong>: If you do not want Mail & Newsgroups to mark
your messages as read automatically at all, you can select this option
and enter a very large number of seconds.</p>
</li>
<li><strong>Plain Text Messages</strong>: Select the font you prefer for
viewing plain-text messages: fixed width or variable width. Choosing a font
style, size, and color for quoted plain-text messages can help you more
easily distinguish quoted text (usually a message that's been
forwarded to you or by you).
<ul>
<li><strong>Wrap text to fit window width</strong>: Select this so that
incoming messages are word-wrapped to fit the width of your Mail
window.</li>
<li><strong>Display emoticons as graphics</strong>: Select this so that
when you receive messages that contain emoticons (also called smiley
faces) Mail & Newsgroups can convert them to graphics, for example:
<table border="1">
<tr align="center">
<td><strong>This</strong>:</td>
<td><strong>Converts to</strong>:</td>
</tr>
<tr align="center">
<td>:-)</td>
<td><img src="images/smile.png" alt=""/></td>
</tr>
<tr align="center">
<td>:)</td>
<td><img src="images/smile.png" alt=""/></td>
</tr>
<tr align="center">
<td>:-(</td>
<td><img src="images/frown.png" alt=""/></td>
</tr>
<tr align="center">
<td>:(</td>
<td><img src="images/frown.png" alt=""/></td>
</tr>
<tr align="center">
<td>;-)</td>
<td><img src="images/wink.png" alt=""/></td>
</tr>
<tr align="center">
<td>;-p</td>
<td><img src="images/sick.png" alt=""/></td>
</tr>
</table>
</li>
</ul>
</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="notifications">Mail & Newsgroups Preferences - Notifications</h2>
<p>Notification preferences allow you to select different methods for informing
you on arrival of a new message. So you don't have to always look in the
folders.</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click Notifications. (If no
subcategories are visible, double-click Mail & Newsgroups to expand
the list.)</li>
</ol>
<ul>
<li class="win"><strong>Show an alert</strong>: Select this if you want
&brandShortName; Mail & Newsgroups to display a sliding alert above
your system tray in the lower right corner of your screen when new
messages arrive. The sliding alert only appears once when new messages
arrive, and won't appear again until you bring the Mail &
Newsgroups window to the front.
<table>
<tr>
<td colspan="2"><img src="images/mail_newmail_alert.png" alt=""/></td>
</tr>
<tr>
<td style="width: 20px;"></td>
<td><strong>Sliding new mail alert</strong></td>
</tr>
</table>
<p>When the alert appears, clicking the link displayed in the alert will
take you to the first folder that has new mail.
</p>
<p>The new message alert will continue to work even after you close the
Mail window (as long as another &brandShortName; application is running).
</p>
</li>
<li class="win"><strong>Show a tray icon</strong>: Select this if you want
&brandShortName; Mail & Newsgroups to display an icon in your system
tray (which is usually found in the lower right corner of your screen) when
new messages arrive. This icon will stay in the system tray until you have
visited one of your folders with new mail or checked for new messages
manually.
<p style="text-indent: 20px"><img src="images/mail_newmail_trayicon.png"
alt=""/> <strong>New mail tray icon</strong></p>
<p>When the icon appears, double-clicking it will open the &brandShortName;
Mail & Newsgroups main window.</p>
</li>
<li class="mac"><strong>Animate the Dock icon</strong>: Select this if you
want Mail & Newsgroups to bounce the &brandShortName; Dock icon when
new messages arrive.</li>
<li><strong>Play a sound</strong>: Select this if you want &brandShortName;
Mail & Newsgroups to play a sound when new messages arrive. You can
choose between the default system sound and a custom sound in WAV format.
If you choose the latter, use the Browse button to select the sound file in
the file locator. Click on the Preview button to listen to the chosen sound
file.
<p>Once &brandShortName; Mail has been started, the new messages sound will
continue to work even after you close the Mail window (as long as another
&brandShortName; application is running).</p>
<p class="win">If no &brandShortName; applications are running, Quick
Launch must be enabled in order to play a sound when new messages
arrive.</p>
<p class="win">If any &brandShortName; application is running, then Quick
Launch does not need to be enabled in order to play a sound when new
messages arrive. For information on using Quick Launch, see
<a href="nav_help.xhtml#using_quick_launch">Using Quick Launch</a>.</p>
</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="composition">Mail & Newsgroups Preferences - Composition</h2>
<p>Composition preferences affect how you create messages (for example,
forwarding options and address autocompletion) in all accounts. If you are
not already viewing the Composition settings, follow these steps:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, click Composition. (If no
subcategories are visible, double-click Mail & Newsgroups to expand
the list.)</li>
</ol>
<ul>
<li><strong>Forward Messages</strong>: Choose how you want forwarded
message text to appear: as an attachment or inline (in the body of your
message).</li>
<li><strong>Quote attachments viewed inline in replies</strong>: If this
option is checked, then attachments (such as images, text, or messages)
viewed inline are included in the quote when replying to an email.</li>
<li><strong>Automatically save the message every [__] minutes</strong>:
Choose this option if you want Mail & Newsgroups to save the message
you are currently composing automatically at the given interval. After a
computer crash or program failure you can find the latest saved version of
the message in your Drafts folder.</li>
<li><strong>Confirm when using keyboard shortcut to send message</strong>:
Check this option if want to be asked if you're sure to be ready to
send the message when you're pressing Ctrl+Return in message editor.
This may help you avoid accidentally sending the message if you enter the
keyboard shortcut by mistake when composing a message.</li>
<li><strong>Wrap plain text messages at [__] characters</strong>: Enter a
number to set the right margin for text in the message area.</li>
<li><strong>Check spelling before sending</strong>: Select this option to
have Mail & Newsgroups always check the spelling of your message before
you send it.</li>
<li><strong>Check spelling as you type</strong>: Select this option to have
Mail & Newsgroups always check the spelling of your message as you type
it.</li>
<li><strong>Language</strong>: Use the drop-down list to select the language
you want to use to check the spelling in your messages or to download more
dictionaries.</li>
<li><strong>Defaults for HTML Messages</strong>: Here you can define what the
defaults are for font, size, text and background color if you choose to
send mails in HTML format.</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="send_format">Mail & Newsgroups Preferences - Send Format</h2>
<p>Send Format preferences allow you to specify how you want to format your
outgoing messages. If you are not already viewing the Send Format settings,
follow these steps:</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 Send Format. (If no
subcategories are visible, double-click Mail & Newsgroups to expand
the list.)</li>
</ol>
<ul>
<li><strong>Ask me what to do</strong>: This option requires Mail &
Newsgroups to prompt you to choose a format before you send the
message.</li>
<li><strong>Convert the message to plain text</strong>: This option may
cause your message to lose formatting such as bold text.</li>
<li><strong>Send the message in HTML anyway</strong>: If you select this
option, keep in mind that some mail programs may have trouble displaying
the message.</li>
<li><strong>Send the message in both plain text and HTML</strong>: This
option uses more disk space.
<p>You can always override these preferences for an individual message by
using the Options menu in the Mail Compose window.</p>
</li>
<li><strong>HTML and Plain Text Domains</strong>: Use the Add button to add
the domain names that you typically send mail to, if you know which domains
can display HTML-formatted mail messages, and which domains can only
display plain text.</li>
</ul>
<p>For example, if you typically send mail to multiple recipients that have the
same domain name (for example, your colleagues all have email addresses that
end in <q>netscape.net</q>), and you know that this domain name is capable of
displaying HTML messages, then you can add the netscape.net domain to the
list of HTML Domains so that Mail & Newsgroups will automatically send
messages in HTML format to these recipients.</p>
<p>Similarly, if you typically send mail to recipients at a domain that you
know can only receive Plain Text messages, you can add that domain name to
the list of Plain Text domains, so that Mail & Newsgroups automatically
sends messages to that domain in plain-text format.</p>
<p><strong>Note</strong>: If you regularly compose HTML (formatted) mail
messages, keep in mind that sometimes not all recipients use mail programs
that can display HTML formatting properly. Send Format preferences allow you
to specify how you want to format messages that go to recipients who cannot
display HTML-formatted mail. You can convert messages to plain text, format
them only as HTML, or format them as both HTML and plain text. These
preferences apply to all your mail accounts, but only to mail messages and
not to newsgroup messages.</p>
<p>Whenever you add a person or address card to your address book, you can
specify whether that addressee can receive HTML-formatted messages. However,
when this information is unknown, you can set Send Format preferences for how
Mail & Newsgroups formats these messages.</p>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="addressing_preferences">Mail & Newsgroups Preferences -
Addressing</h2>
<p>Addressing preferences allow you to control the settings for
&brandShortName; Mail & Newsgroups address books (for example, email
address collection and address autocompletion). If you are not already
viewing the Addressing settings, follow these steps:</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, select Addressing. (If no
subcategories are visible, double-click Mail & Newsgroups to expand
the list.)</li>
</ol>
<ul>
<li><strong>Email Address Collection</strong>: Select this if you want Mail
& Newsgroups to automatically collect recipients' email addresses.
Use the drop-down list to choose between having the addresses added to your
Collected Addresses or your Personal Address Book.</li>
<li id="address_autocompletion"><strong>Address Autocompletion</strong>:
Address autocompletion allows you to quickly address mail without having to
search for names or type names completely. Select from which location Mail
& Newsgroups will search for matching addresses: <q>Local Address
Books</q> (Personal Address Book, Collected Addresses, or any other local
address book) or <q>Directory Server</q> (an available LDAP directory
server) or both. If you want Mail & Newsgroups to highlight addresses
that do not autocomplete, then select that option.
<p><strong>Note</strong>: If while addressing mail, multiple email address
matches are found, Mail & Newsgroups displays a list of all possible
choices.</p>
<p>If you select Directory Server, choose a directory server from the list.
A directory server lets you look up addresses that are not stored in one
of your local address books. The directory you select will also be
searched for matching certificates when you attempt to send an encrypted
message to one or more recipients for whom you don't have
certificates on file.</p>
<p>See <a href="#adding_and_removing_ldap_directories">Adding and Removing
LDAP Directories</a> for information on setting LDAP directory server
settings.</p>
<p><strong>Note</strong>: Directory server settings you enter from the
Preferences dialog box apply to all your mail accounts. You can override
these settings for individual accounts by specifying different LDAP
directory servers or server settings using the Addressing settings for an
account in the Mail & Newsgroups Account Settings dialog box. To set
different addressing options for a specific account, open the Edit menu
and choose Mail & Newsgroups Account Settings.</p>
</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="global_junk_settings">Mail & Newsgroups Preferences -
Junk Mail</h2>
<p>This section describes how to use the Junk Mail preferences panel. If
you are not currently viewing the Junk Mail panel, follow these steps:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, select Junk Mail. (If no
subcategories are visible, double-click Mail & Newsgroups to expand the
list.)</li>
</ol>
<ul>
<li><strong>When I manually mark messages as junk</strong>: Choose this to
set what you want &brandShortName; to do when you manually mark messages
as Junk.
<ul>
<li><strong>Move them to the account's <q>Junk</q> folder</strong>:
Choose this to move manually-marked Junk messages to the Junk folder.
</li>
<li><strong>Delete them</strong>: Choose this to move manually-marked
Junk messages to the trash folder.</li>
</ul>
</li>
<li><strong>Mark messages determined to be junk as read</strong>: Select this
option to mark junk messages as read, so they will not show up as new.</li>
<li><strong>Enable junk filter logging</strong>: Select this option to allow
logging the history of Junk mail detections. Click the <strong>Show log
</strong> button to open a dialog showing this log.</li>
<li><strong>Reset training data</strong>: Click this button to clear the
training data of the adaptive junk filter. Since this will effectively
destroy your personal junk profile, you will be asked for confirmation.
</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="tags">Mail & Newsgroups Preferences - Tags</h2>
<p>This section describes how to use the Tags preferences panel. You use the
Tags preferences to define the tag text, colors and order for message tags.
If you are not currently viewing the panel, follow these steps:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, select Tags. (If no options
are visible, double-click the Mail & Newsgroups category to expand the
list.)</li>
</ol>
<ul>
<li><strong>Customize Tags</strong>: Specifies the tag text and the color
for each tag. You can edit or replace the default tag text with your
own text (up to 32 characters). To change the tag color, click the color
chip next to that tag and select a new color. Use the Move Up and Move Down
buttons to order your tags by descending importance. Messages with
multiple tags will be colored according to their most important tag.</li>
<li><strong>Restore Defaults</strong>: Removes all customized tags and
restores just the default tags' text and colors.</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="return_receipts_preferences">Mail & Newsgroups Preferences - Return
Receipts</h2>
<p>This section describes how to use the Return Receipts preferences panel. If
you are not currently viewing the Return Receipts panel, follow these
steps:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, select Return Receipts. (If no
subcategories are visible, double-click Mail & Newsgroups to expand the
list.)</li>
</ol>
<p>You use the Return Receipts preferences to define return receipt settings
for outgoing messages from all your mail accounts. You also use the Return
Receipt preferences to specify how to manage requests you receive for return
receipts.</p>
<ul>
<li><strong>When sending messages, always request a return receipt</strong>:
Enables automatic return receipt requests for all outgoing messages in all
your mail accounts.</li>
<li><strong>Leave it in my Inbox</strong>: Return receipt confirmation
messages are delivered to your Inbox.
<p><strong>Tip</strong>: Choose this option if you want to use a filter
that automatically moves return receipt confirmation messages to a folder
you specify. For information on creating and using filters, see
<a href="#creating_message_filters">Creating Message Filters</a>.</p>
</li>
<li><strong>Move it to my Sent Mail folder</strong>: Incoming return receipt
confirmation messages are moved to your Sent mail folder.</li>
<li><strong>Never send a return receipt</strong>: Choose this option if you
do not want to send a return receipt in response to requests for return
receipts from others.</li>
<li><strong>Allow return receipts for some messages</strong>: Choose how you
want to respond to requests you receive for return receipts.</li>
</ul>
<p>To override these global preferences for individual accounts, see
<a href="#return_receipts">Mail & Newsgroups Account Settings - Return
Receipts</a>.</p>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="character_encoding">Mail & Newsgroups Preferences - Character
Encoding</h2>
<p>Character encoding preferences allow you to choose how messages are encoded
when being displayed or created in all accounts. If you are not already
viewing the Character Encoding settings, follow these steps:</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 Character Encoding. (If
no subcategories are visible, double-click Mail & Newsgroups to expand
the list.)</li>
</ol>
<ul>
<li><strong>Default Character Encoding</strong>: Click this drop-down list to
select the character encoding you want Mail & Newsgroups to use as the
default for incoming mail and newsgroup messages. This is recommended if
it's likely you might receive messages in which the character encoding
(MIME charset) is not indicated, such as when reading messages in
international newsgroups.</li>
<li><strong>Always use this default character encoding when messages are
displayed</strong>: Select this to apply the default character encoding to
all messages.
<p><strong>Tip</strong>: You can later view or change the character
encoding for a specific folder. In the Mail window, select a folder from
the list of Mail folders. Open the View menu, and choose Character
Encoding.</p>
</li>
<li><strong>For messages that contain 8-bit characters, use 'quoted
printable' MIME encoding</strong>: Choose to have Mail &
Newsgroups use <q>quoted printable</q> MIME encoding when sending regular
messages that use an 8-bit character encoding (for example, Latin
ISO-8859-3).</li>
<li><strong>Default Character Encoding</strong>: Select the character
encoding you want Mail & Newsgroups to use as the default for outgoing
mail and newsgroup messages. Note that this character encoding is
<strong>not</strong> used when replying to a message. Instead, the
character encoding of the message being replied to is used by default.
Choose <strong>Always use this default character encoding in
replies</strong> to use the default character encoding for outgoing
messages even when replying.</li>
</ul>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<h2 id="offline_and_disk_space_preferences">Mail & Newsgroups Preferences -
Offline & Disk Space</h2>
<p>This section describes how to use the Offline & Disk Space preferences
panel. If you are not currently viewing the panel, follow these steps:</p>
<ol>
<li>Open the <span class="mac">&brandShortName;</span>
<span class="noMac">Edit</span> menu and choose Preferences.</li>
<li>Under the Mail & Newsgroups category, select Offline & Disk
Space. (If no subcategories are visible, double-click Mail &
Newsgroups to expand the list.).</li>
</ol>
<p>The Offline & Disk Space preferences allow you to set preferences for
working offline, going online, and disk space.</p>
<ul>
<li><strong>Offline</strong>: Select how you want Mail & Newsgroups to
handle messages when going online or offline.</li>
<li><strong>Disk Space</strong>: Select this to conserve disk space by
automatically compacting message folders when it will save the amount
of disk space you enter.</li>
</ul>
<p>See <a href="#working_offline">Working Offline</a> for information on
working offline.</p>
<p>[<a href="#mail_and_newsgroup_preferences">Return to beginning of
section</a>]</p>
<p>©right.string;</p>
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