Welcome to the world of E-mail. The people at Outspring are confident that you will find QuickMail an indispensable communication tool. With its intuitive interface, speedy operation, and robust feature set, QuickMail is an ideal choice for both business and personal use.

QuickMail is based on the open standards of the Internet. You can retrieve your E-mail from any location worldwide as long as you have a computer running QuickMail and an account on a server that supports Post Office Protocol (POP3).

This release of QuickMail includes the following features and enhancements, adding significant improvements to an already capable and thoroughly practical product.

User configurations entered on a computer running QuickMail Server software can be automatically transferred to each client, greatly simplifying the mail system setup.

Shared mailboxes allow workgroup members or individuals on a project team to access a single inbox (sometimes referred to as a public folder).

Improved search capabilities, mail filtering, and folder organization make it easy to sort your mail, track down previous message information, and store important messages.

Mail users can adopt multiple identities, called personas; different personas can help organize communication tasks conveniently and let you present yourself to the world in a specific way. Extended directory service support simplifies retrieving E-mail addresses from external directory servers. Close integration with the QuickMail Directory System ensures that contact data can be rapidly distributed and updated for all QuickMail E-mail clients.

Selective filtering of address book data lets you quickly locate key information and hide irrelevant details.

The streamlined mail management tools and intuitive interface let you handle all your incoming messages efficiently. You can watch QuickMail access all your E-mail accounts from a single Message Browser window.

QuickMail message forms let you personalize communication. You can choose from more than a dozen installed forms or create your own.

The Message Peek feature lets you preview and display the contents of each message, helping you locate information and decide which messages to answer.

Flexible enclosure handling helps eliminate problems when sending files to other E-mail users. You can send attachments that match each recipient's computing environment - Macintosh®, Windows® and UNIX®. After specifying the criteria for a user in the address book, the correct file transfer format is selected automatically for each message.

This documentation assumes you are familiar with computer hardware and the Windows operating system. If you need assistance with standard Windows procedures, consult the documentation that came with your PC. The documentation also assumes you are using the default QuickMail settings. If you have adjusted your settings, the screen shots in this manual may not match what you see on your computer.

Different fonts and styles are used in this manual to make instructions more clear:

Helvetica Condensed font to indicate menu options, buttons and active dialog text. For example: Go to the File menu. Times Italic font for emphasis. Example: Do not restart your machine. Variable text or values are enclosed in angle brackets. For example, <yourcompany@domain.com>. Submenus are indicated by arrow brackets. For example, select File > New > Folder.

Icons are used to draw attention to significant points in the documentation. The icons used include:

	Indicates a Note
	Indicates an Important point
	Indicates a Warning

If you have questions about QuickMail that are not addressed in this manual, please see our support page at http://www.outspring.com/support/main.html for how to contact Outspring.

What do you think of QuickMail Client? We want to know and we encourage you to submit your ideas to http://forums.outspring.com or to http://bugzilla.outspring.com so we can consider them for the next version of QuickMail Client.

We also welcome feedback about the documentation that accompanies QuickMail Client. Please E-mail us at webmaster@outspring.com with your comments and suggestions.

QuickMail sets new standards for personal and business communication with an E-mail application designed to fit your work habits. From its innovative Contacts Manager to its intuitive Message Browser, QuickMail can help you organize your E-mail communication, even if you handle dozens of messages each day. QuickMail's close integration with LDAP directory services lets you keep your address current and helps you locate contacts across the Internet.

This chapter assumes that you have QuickMail installed and that your mail administrator has provided you with an E-mail password. If you have not yet installed the software, complete the installation using the electronic Getting Started guide, included in the product package. After QuickMail is installed on your computer, read this chapter to become acquainted the software.

Note: You do not need an Internet connection if your mail system will be hosted on an intranet by QuickMail Server.

The information required to set up QuickMail depends on the type of Internet connection that you plan to use. Two types of Internet connections are commonly available:

Transient connections (sometimes called dial-up connections). With this type of connection, you reach the Internet by dialing a number using your computer's modem. The connection is called transient because it is only available when you make an external phone call.

Direct connections. With this type of connection, your computer has continuous Internet access through your organization's local area network or through a dedicated line.

If you have a transient connection to the Internet, you will need some information from your ISP, including:

The SMTP host address.

A POP account name.

A POP account password.

A POP server address.

A phone number to the POP server.

A Domain Name Server (DNS) address.

If you have a network connection to the Internet, you need:

The SMTP host address.

A POP account name.

A POP account password.

A POP server address.

Note: For both transient and direct connections, you need TCP/IP networking software installed on the computer used for E-mail.

After you install and configure QuickMail (using the instructions in the Getting Started PDF file), you are ready to login to your account. If you share a computer with other individuals, the login screen displays the last user who completed the login process on that computer. You must use the Change User button or menu item to switch to your account.

Note: These instructions assume you have already completed the migration dialogs that display if you upgraded from QuickMail 1.x.

1 Select QuickMail from the Start menu. The QuickMail Login dialog appears.

2 If your name is not displayed in the login screen, click the Change User button to access the list of QuickMail users who have logged into their accounts from your computer.

3 Select your name from the list and click Choose. Your name should display in the login screen.

4 From the login dialog, type your assigned password. The mail administrator usually supplies passwords for each user.

5 Leave the Online option selected if you have a permanent network connection, or select Offline if you connect to the Internet through a dial-up connection.

6 Click Login to complete the login operation.

Refer to "QuickMail Options" on page 82 for information on bypassing the login screen.

QuickMail is designed to support multiple E-mail users working on the same computer. Even though one copy of the application may provide E-mail access to several persons, each user's personal data and E-mail is hidden and protected from other users by a password. Each time you log in to QuickMail, the application asks for your password. The initial login password, typed into the login screen shown in Figure 3, opens the Message Browser and displays your filed mail and any other files that are stored locally on your computer.

QuickMail also stores a password in your Account preferences that enables you to exchange mail with your mail server. This feature lets you quickly access all of your remotely stored mail, without having to remember multiple passwords.

To keep your E-mail accounts secure, always keep your primary login password private. Outspring also recommends that you change your password on a regular basis, perhaps once a month, to keep it confidential. For more details about setting E-mail account passwords, refer to "Accounts" on page 90.

To personalize the operation of the program, you can change the application password to one that is easy for you to remember. Keep in mind that this password controls access to QuickMail, but does not affect any other passwords that are required to access individual E-mail accounts on the server. To change a password on the server that is hosting one of your E-mail accounts, refer to "QuickMail's Interface" on page 10.

To change your login password:

1 Launch QuickMail. The login dialog appears.

2 Select the Set Password button on the login dialog. The Change Application Password dialog appears.

3 Enter your current password in the Current Password text box. For new accounts, this password is generally assigned by the administrator.

4 Enter the New Password that you want to use to log in to your account and confirm the entry in the Verify Password text box.

5 Click Change to complete the password modification. QuickMail recognizes this password the next time you log in to the application.

Each account that you set up in QuickMail can access an E-mail account using a different POP password. If you want to change an existing password, QuickMail's Change Server Password dialog enables you to change your account password from any client machine that runs QuickMail and accesses a POP3 server.

To change your server password:

1 Select Change Server Password from the Configure menu. The Change Server Password dialog appears.

2 Select the account name for which the password applies.

3 Type the Current Password followed by the New Password.

4 Retype the New Password in the Verify Password text box to ensure that it was correctly entered.

5 Click Change. The status of your changes appears above the buttons in the Change Server Password dialog. Click Stop if you wish to abandon a change that is in progress.

6 Close the dialog when the status area of the Change Password dialog reports a successful password change. This password will be automatically supplied when you access this E-mail account, if you have selected that option in your Preferences. Otherwise, you must manually enter the password when you retrieve messages from the selected E-mail account.

Important: The status area of the Change Password dialog may report that changing your password was unsuccessful if you typed incorrect information, your ISP or administrator turned off remote password changing on the server, or if your POP3 server does not support remote password changing.

If more than one person uses your computer, you can create additional users using the following steps.

Note: Do not confuse the process of setting up multiple users on one computer with the process of setting up one account with multiple personas. While this section discusses setting up multiple users, page 90 discusses setting up multiple personas.

1 Launch QuickMail.

2 Select the Change User button in the Login dialog.

3 Select the Add New button in the QuickMail Users dialog shown in Figure 4 on page 4.

4 Complete the series of Account Assistant screens that appear. These screens are explained in the Getting Started guide, available as a PDF document. Select the auto-configure feature if you want QuickMail Server configure your account for you.

5 Click Finish when you have completed the Account Assistant. The QuickMail Message Browser appears and you can begin exchanging mail with the server immediately.

If you want to login to a different account than the one you are in, select Change User from the File menu.

To uninstall QuickMail, select the Uninstall option in the Windows Start menu and follow the instructions that appear.

When you use QuickMail, you will spend most of your time in three primary windows: the Message Browser, the Message window, and the Contacts Manager. This section provides a brief overview of each window that will help you get started using QuickMail.

The first time you open QuickMail, the Message Browser appears. The Message Browser is the control center for QuickMail because you can complete practically every task necessary to send and receive E-mail from this dialog.

The Message window displays when you create a new message or read a message. The options available in the Message window vary, depending on whether the open message is one you received from another person or one you are preparing to send. See Figure 11 and Figure 12 and notice the different buttons in the button bars.

The Contacts Manager displays your contact information and provides a link to LDAP directory services. The title bar of the Contacts Manager displays an "Address Book" title or a "Directory Services" title, depending upon your last selection in the Contacts Manager.

INFORMATION DISPLAY OPTIONS

At the bottom of the Contacts Manager, there are small buttons called "information display buttons." When you click one or more of these button, specific information displays for each contact in the Contacts Manager. When you select a button, the button background becomes white. Click the button a second time to deselect it.

When you right-click messages and contacts, a shortcut menu appears that enables you to quickly choose what you want to do with the selected message or contact.

This chapter explains how to compose messages, create address books and groups, send enclosures, check spelling, edit dictionaries, and stylize text.

USING THE MESSAGE BROWSER

Messages can be sent, received, sorted, filed, printed, read, and created from the Message Browser window, shown in Figure 18. When you check your E-mail account, new messages arrive in the Message Browser's Inbox folder and return receipts arrive in the Receipts folder. Mail in the Inbox can be handled using any of the methods described on Page 65 "Managing Inbox Mail" . When you send a message to another user, the message is stored in the Outbox until your next connection to the mail server. The other folders in the Message Browser are reserved for archived or deleted mail.

VIEWING TOOL TIPS

Many of the buttons and icons throughout QuickMail are equipped with tool tips interactivity. If you place the mouse cursor over an item, such as a button on the button bar, a brief description of that item appears in a tool tips box. Tool tips serve as a quick reminder of the controls that you have available while using the application. A tool tips message can appear immediately or after a delay that you set in the Display panel in the Preferences dialog, as described in "Display" on page 84.

QuickMail lets you compose messages whether you are online or offline. You can either send the message immediately or use the "delay send" feature if you are using QuickMail Server as your mail server.

To create a message:

1 Launch the QuickMail application from the Start menu.

2 Select File > New > Message to display a new Message window.

3 Click the Form button and select the "Chill!" form.

4 Type the E-mail address of the recipient in the area of the address pane that says <Click here to enter recipient> and press the Enter key.

Note: If the message recipient is part of an address book that has the Use for Tab Completion check box selected, QuickMail auto-fills the To field with potential name matches. See Figure 38 on page 38 for an illustration of this option.

5 Click the Receipt icon that appears after you have selected a message recipient. A check mark replaces the "X", indicating that a return receipt will be requested when the message is delivered or read, depending on how your preferences are set.

6 Type a subject for the message in the Subject line of the Message window (as shown in Figure 20).

7 Type the message in the message body of the form.

8 Click the Send button. Your message is stored in the Outbox until the next scheduled connection or until you force a connection.

If you scheduled mail delivery, the message is sent from the Outbox at the time you have specified (refer to "Scheduling Your Connections" on page 20 for more details). If you want to force connections, click the Check button in the Message Browser or select File > Send & Receive > Check and Send All Accounts.

Note: The time of your next connection displays in the Connection Status portion of the Message Browser.

There are four ways to address a message with QuickMail:

Type the address in the address pane of the Message window.

Click the Show Address Dialog button in the address pane or the Contacts button in the button bar of the Message window to access the current address book.

Click the Send button in the Message window to choose your contacts from a list appearing in the Contacts Manager.

Drag an entry from an open address book to the message's address pane.

Note: When sending messages to users who are on the same server, you can address messages by account name such as (e.g. joe.cool) instead of typing the full E-mail address (e.g. joe.cool@outspring.com).

TYPING THE ADDRESS

In the Message window, click the dimmed text area of the address pane that says <Click here to add a new recipient>. Type the recipient's E-mail address directly into the text box that appears. By default, a To drop-down arrow appears to the left of the E-mail address you type. You can change this setting by clicking the "To" drop-down arrow and selecting Cc or Bcc from the list that displays.

To enter multiple addresses, put each entry on a separate line. Press the Tab or Enter keys to move to the next line of the Address pane and add more recipients. The message is formatted as plain text and any message attachments are encoded using the data only setting unless you specify a different form of encoding. See "Setting Mailer Encoding Preferences" on page 29 for information on changing the default mail settings.

AUTO-TYPE FEATURE

When you begin typing an address in the To field of the Message window, QuickMail immediately tries to match the characters you provide with an entry in the Contacts Manager. If QuickMail identifies more than one match, the program displays the text, <Multiple matches found>. When you see this result, press the Enter key to display the list of multiple matches. Select the address that you are looking for or keep typing characters in the "To" field of the Message window. When you see the recipient you are looking for, press the Enter key to add the name to the address pane.

USING THE SHOW ADDRESS DIALOG

1 Click the New button in the Message Browser.

2 Click the Show Address Dialog button (shown in Figure 20 on page 17). The current address book appears showing the last address book accessed or the last directory server that was contacted.

Note: Select a different address book or directory server by clicking the Books or Servers buttons.

3 Select message recipients from the list, clicking the tabs to display the addresses that start with a particular letter.

4 Choose recipients from the list in one of these ways:

Highlight the name and double-click it. The name appears in the TO: box.

Highlight the name and click the TO:, CC:, or BCC: button at the top of the window to copy the name and address to the corresponding pane.

Drag the icon for the name to the TO:, CC:, or BCC: button at the top of the window. The name is copied to the appropriate pane. Drag the icon for the name to the appropriate TO:, CC:, or BCC: box. Drag the item directly to the To: field of the message.

5 Drag recipients between the TO:, CC:, and BCC: boxes as needed.

When you have completed filling in the address pane, click Send to route the message to the indicated recipients at the next scheduled connection. After the mail is sent to the SMTP server, the message is stored in the Sent Items folder.

Note: To add contacts to an address book or to modify data, use the Contacts Manager, as described in "The Contacts Manager" on page 32.

DELETING NAME SELECTIONS

To delete a name from the TO:, CC:, or BCC: boxes, highlight the name and click the Trash button in the upper right corner of the window. You can also drag a name to the Trash button or press the Delete or Backspace keys to remove it.

When you schedule your connections to the mail server, you must set up both retrieving and sending preferences.

RETRIEVING MAIL

To schedule your connection intervals for retrieving mail:

1 Select Preferences in the Configure menu.

2 In the User category, select the Accounts option.

3 Select an account and click the Edit button to access the account information. The Edit Account dialog appears.

4 In the Incoming Mail section of the Edit Account dialog, check the box labeled Check mail... and enter the number of minutes between connections. By default, QuickMail is set to connect every 15 minutes.

5 Click OK to save the new values.

To send mail immediately, select File > Send & Receive > Check & Send All Accounts, press Shift+Ctrl+M, or click the Check button in the Message Browser.

SENDING MAIL

1 Select Preferences in the Configure menu.

2 Select the Sending & Receiving panel.

3 Choose whether you want outgoing mail sent immediately and if you want a blind carbon copy to accompany all your messages.

4 Click OK when you are finished.

You can delay sending messages using the Delay feature or the Drafts folder. The Delay feature is useful when you are finished composing a message, but don't want to send it until a specific date and time. The Drafts folder is useful when you haven't finished composing a message that you eventually want to send.

USING THE DELAY FEATURE

Important: IMPORTANT: Delayed message delivery is only available if you use version 2.0 or greater of QuickMail Server software on your mail server.

To delay message delivery until a specific date and time:

1 Complete a new message and then click the Show Address Dialog button Figure 22 on page 19).

2 Select the recipients for the message and then click the Delay button. The Delay Send dialog appears.

3 Select a date using the Do not deliver message until box.

4 Choose a time for the message delivery.

5 Click the Enable delay check box to turn on the delay function.

6 Click OK to confirm your choices. QuickMail delivers the message based on the schedule you have chosen.

USING THE DRAFTS FOLDER

The Drafts folder is visible in the Message Browser window. When you are composing a lengthy message or when you run out of time while composing a message, you can store those incomplete messages in the Drafts folder until you are ready to finish them.

To delay message delivery until you can complete the message, you can click the close box in an unfinished message and click the Save button at the prompt. The message is automatically placed in the Drafts folder.

You can also use the following steps as an alternate method of storing messages in the Drafts folder:

1 Create a message and begin typing in the subject line and body of the Message window that appears.

2 Click the Save or Save Message button in the Message window. The incomplete message is immediately saved to the Drafts folder. Open the message and begin typing when you are ready to finish it.

THE TEMPLATES FOLDER

By default, the Drafts folder contains a Templates folder that is capable of storing message templates. When you file a message in the Templates folder, the text, style, and form used in that message is automatically available to you when you click and hold the arrow next to the New button in the Message Browser. This capability enables you to compose messages more quickly because you can use existing information from a stored message template.

To create a template:

1 Click the New button in the Message Browser.

2 Select a form and begin typing in the subject line and body of the Message window that appears. For example, type the information you normally provide for your weekly report.

3 Click the arrow next to the File button in the Message window and select the Templates folder. The "canned" message is immediately saved to the Templates folder.

Click the arrow next to the New button in the Message Browser to view your "canned" message. The subject line you provided for the message you just placed in the Templates folder appears in the pop-up window that displays.

To remove a template from the Templates folder, select the message form and click the Delete button in the Message Browser.

Each message you create can be assigned a priority, which helps the message recipient quickly identify the importance of messages, especially if a message is Urgent.

To assign message priority:

1 Compose a new message.

2 Address the message to the intended recipient.

3 Click the priority button located to the right of the address pane, as shown in Figure 27, and select one of the three options: Urgent, Normal, or Bulk.

4 Click the Send button to store the message to the Outbox until the next scheduled connection.

The Return Receipt option requests a receipt from the message recipient when the message has reached its destination. This option is extremely helpful if you frequently send important messages across your internal network or over the Internet.

THE RECEIPTS FOLDER

Return receipts are displayed in the Receipts folder, as shown in Figure 28, with an indication of whether the delivery was successful or whether delivery problems were encountered. Double-click a Return Receipt entry for more information about the status of the message delivery.

RECEIPT PREFERENCES

Your preferences determine the conditions under which a receipt is returned to your Receipts folder. For example, you can specify whether the receipt is returned when the message is delivered to the recipient, when the message is opened by the recipient, or both. See Figure 29 and Figure 30 for illustrations of what the two different types of receipts look like when they are opened.

Keep in mind when requesting a receipt that the recipient may elect not to return receipts or the recipient's server may not respond to receipt requests. More information about setting receipt preferences appears in "Return Receipts" on page 101.

Important: You only receive a Return Receipt if the recipient's E-mail software and mail server support this feature. This feature is generally supported by most modern E-mail applications.

QuickMail includes a built-in spelling checker that can check the spelling of terms in the body and subject line of a message.

To use the spelling checker:

1 Compose a message and click the Spell button. QuickMail scans for misspelled words.

Note: When text is highlighted before you select Spell, only the highlighted text is scanned for errors. When text is not highlighted, QuickMail scans all text for misspelled words. The spelling checker skips URLs.

2 Choose what action to take on the flagged words.

Replace-Substitutes a suggested spelling for the term displayed.

Replace all-Substitutes every duplicate error with the word displayed in the Change to box.

Ignore-Bypass the flagged word and to continue the check.

Ignore all-Bypasses every occurrence of a flagged word. The Spelling Checker then temporarily bypasses all occurrences of that particular word.

3 Click the close box to return to the Message window. Any changed words or dictionary modifications are saved.

THE SPELLING DIALOG

Context-Displays the misspelled word in the sentence in which it appears. If possible, the Context box displays the sentence before and after the error.

Change to-Contains the correct spelling of the word. Select the correct word from the Suggestions list or type words in this box.

Suggestions-Lists possible words to use in place of the misspelled word. Highlight a word to place it in the Change to box.

Add Word-Adds the word displayed in the Change to box to the dictionary.

Dictionaries-Lets you select an appropriate dictionary to use for the spelling check. Options-Opens the Dialects dialog so that you can choose among American, British-ise, and British-ize dialects.

The QuickMail dictionary is a tool that is extremely valuable if the spelling checker incorrectly flags words you use frequently. You can select a dialect for the dictionary or add words to the dictionary.

SELECTING DIALECTS

1 In the Spelling dialog, click Options to display the Dialects dialog.

2 Select the check box for the dialect you want to use.

3 Click OK to apply your selection.

ADDING WORDS TO YOUR PERSONAL DICTIONARY

If you are using the spelling checker and it flags a word that is spelled correctly, select Add Word in the Spelling dialog to add the flagged word to your personal dictionary.

If you simply want to add a word to the dictionary without using the spelling checker, click the Edit Word button in the Spelling dialog and type the word you want to add to the dictionary. Click OK in the Personal Dictionary dialog when you are finished adding words.

THE DICTIONARY LIST

The Dictionary drop-down list shows pre-installed language dictionaries. By default, dictionaries are stored in the C:\Windows\Profiles\QMData directory.

Recipient's E-mail software	Computer field setting
Unknown	Compatible
QuickMail	QuickMail
Mac OS-based	Mac OS
Windows-based	Windows
UNIX-based	UNIX
Mailinglists/Usenet newsgroups used primarily by Macintosh users	Create a custom setting in the Preferences dialog
Mailinglists/Usenet newsgroups used primarily by non-Macintosh users	UNIX

You can resend any messages that you have received to other parties by using the forwarding feature in QuickMail.

To forward a message:

1 Open a message from your Inbox.

2 Click the Forward button in the Message window.

3 Choose how you want to forward the message and click OK.

4 If you have elected to "forward with changes," type any comments or notes into the message body.

5 Click the Contacts button and drag one or more recipients from the Contacts Manager to the address box in the message window. Each selected recipient will receive the forwarded message.

6 Click Send to route the message to the selected recipients.

Note: The QuickMail category in the Preferences window includes Behavior options that determine how QuickMail responds when you choose to forward a message. You can set the configuration to Forward with changes, Forward as is, Redirect, or Ask me. The Ask me option, if selected, displays a dialog each time you choose to forward a message, letting you select the appropriate forwarding option at that time.

FORWARDING OPTIONS

With Changes-Use if you want to edit or append text to the message before forwarding it.

As Is-Use if you want to forward the message without any modifications.

Redirect-Use this option to retain the message originator when the message is sent, so the recipient of your forwarded messages sees the original sender rather than the forwarding sender.

1 Click the Reply button in an open message. The Reply To dialog appears if there can be more than one possible recipient.

2 Select one of the Reply To options and click OK.

Select Reply To: Sender to send the reply to the person who forwarded the message to you.

Select Reply To: Originator to direct your reply to the source of the original message.

Select Reply To: All to send the reply to anyone listed in the To and Cc fields.

3 The Reply form displays the original message with a flashing cursor to mark the point where your reply will be added. The original text is marked by whatever symbol you selected in the Behavior preferences.

4 Type your reply and click Send.

When the reply arrives in the recipient's Inbox, it is listed with RE: in front of the subject text of the message.

Note: The QuickMail category in the Preferences window includes Behavior options that determine how QuickMail responds when you choose to reply to a message. You can set the configuration to Reply to sender, Reply to originator, Reply to all, or Ask me. The Ask me option, if selected, displays a dialog each time you choose to reply to a message, letting you select the appropriate option at that time.

SAVING THE SENDER'S ADDRESS

When you receive a message and you want to save the sender's E-mail address, you can drag and drop the contact information from the Address Pane of the Message window to the Contacts Manager.

To print a message, select the message in the currently open folder and click the Print button on the button bar or select Print from the File menu.

Print displays the page setup and print dialogs. Set the appropriate options and click Print to complete the print operation.

There are several ways to move unwanted messages to the Trash:

Click the Delete button with a message open or highlighted.

Press Control+D in an open message.

Select a message in your Inbox and press the Control button to display a shortcut menu.

Select Delete from the shortcut menu to move the selected message to the Trash.

Drag the message to the Trash icon. You can select multiple messages by holding down the Shift key while selecting a range of messages, and then drag them all to the Trash icon at the same time.

Items remain in the Trash until you choose to empty the trash.

EMPTYING TRASH

You can empty your Trash and permanently delete mail in the following ways:

Select the System panel in the QuickMail preferences and check the option Empty trash on quit. Each time you exit QuickMail, messages marked for deletion are removed. For more details on configuring this feature, see "System" on page 82.

Select Empty Trash from the Tools menu.

When you receive a message you need for future reference, file it in a personal folder. Your Behavior preferences (discussed on page 85) determine how you can view filed messages. By default, the contents of personal folders display in the Contents pane of the Message Browser. If you change your default settings, QuickMail may open the selected folder in a new window when you double-click it.

To file a message:

1 In the Message Browser, select a message to file.

2 Click the File button to display the File Message dialog.

Note: A folder named Mymail is automatically created in the Personal Folders directory when QuickMail is installed. To create other folders, see "Creating a Mail Folder" on page 75.

3 Select a folder and click File. Mymail may be your only option if you haven't created any other folders.

4 A filing status bar appears briefly and your message is filed in the folder you selected.

Note: You can also select a message in your Inbox and right-click to display a shortcut menu. Choose File into Folder from the shortcut menu to display the File Message window. Choose the folder in which you want to file the selected message and click the File button.

NESTING FOLDERS

You can nest one mail folder within another by dragging and dropping the folders over each other in the Message Browser. Nesting folders enables you to organize your mail folders much like you organize folders in Windows Explorer.

DELETING FOLDERS

To delete a QuickMail folder, select it and click the Delete button in the Message Browser.

There are several options in the Message menu that let you adjust the status of messages. For example, you can flag several messages to forward to a single recipient or you can mark a group of messages to be deleted according to the preferences that have been set (such as permanently deleting the messages from the Trash when QuickMail quits).

To use markers on messages:

1 Select one or more messages in the Inbox.

2 Open the Message menu and choose a marker from the options shown in Figure 68. You can reverse any marker assignments by returning to this menu and selecting the opposite choice. For example, if you have selected Mark as Read for a message, use the Mark as Unread option to remove the mark.

Note: You can also select a message in your Inbox and right-click to display a shortcut menu. Select one of the Mark as or Unmark as options from the shortcut menu to mark the selected message.

FLAGGING A MESSAGE

Marking a message as "flagged" enables you to easily locate specific messages for later reference or to sort a group of messages using the flag as the filter criteria. To apply a flag to a message, select Mark as Flagged from the Message menu. To remove a flag from a message, highlight the message and select Unmark Flagged from the Message menu. Messages that have been marked in this way display a small flag in the margin beside the message.

DELETING MARKED MESSAGES

You can use markers to select a group of messages for deletion. To delete a group of messages:

1 Highlight the individual messages that you want to delete

2 Open the Message menu and select Mark as Deleted.

3 From the Tools menu, select Purge Deleted Messages. The messages marked for deletion will be permanently removed from your computer.

Two types of E-mail messages are available with QuickMail: local messages and server messages. A local message is removed from the server when you download it from the mail server. A server message is not removed from the server when you download mail. Instead, a copy of the message is created and the copy is downloaded to your workstation. Server messages are useful if you download your mail from more than one computer. You can turn the server message feature on or off by selecting or deselecting the Leave Mail On Server check box in QuickMail's Account preferences.

Note: A message icon with a small globe over it indicates a server message.

FILING SERVER MESSAGES

If you have set your Behavior preferences to show warnings when filing server messages, a prompt will appear when you attempt to file server messages. Click File Duplicate to file a duplicate of the original message, keeping the original message on the server. Click OK to file the original message, deleting it from the server.

Shared mailboxes are essentially electronic mailboxes that can be accessed by multiple users. For example, if your mail administrator has set up a "Public" mailbox for everyone in your company, that mailbox can serve as a type of public bulletin board system. People can send a message to the "Public" shared mailbox and everyone in the company who has subscribed to that mailbox will receive the message. A message posted to the shared mailbox remains there until the server, the sender, or the administrator deletes the message or until the sender unsends the message.

To set up a shared mailbox:

1 Select Shared Mailboxes from the Configure menu. The Shared Mailboxes window appears.

2 Click the Update List button. If your mail administrator has set up a shared mailbox, it appears in the Shared Mailboxes window with "Not subscribed" listed in the Subscription column.

3 Click the shared mailbox you want to subscribe to and click the Subscribe button. The information in the Subscription column changes to show that you are now subscribed to the selected mailbox.

4 Click OK when you are finished. Next time you open the Message Browser, your shared mailbox will display and you will be able to read any mail that is sent to that mailbox.

Note: QuickMail Client can only read and delete message from a shared mailbox. QuickMail Client can not file or copy messages into a shared mailbox on the server.

Mail folders provide an easy way to organize messages you want to keep. QuickMail enables you to create as many folders for archiving as you need within the Personal Folders directory displayed in the Message Browser.

Even if you share a computer with another user, only you can access the folders that you create while logged into QuickMail. QuickMail indexes filed messages using the account information of the currently logged user to ensure the mail you store locally on your computer is as secure as the mail you store on the mail server.

1 Select File > New > Personal Folder. The Create Personal Folder dialog appears.

2 Enter a name for the new folder in the name field.

3 Click the folder icon in the Create Personal Folders dialog if you want to assign a particular icon for your newly created folder. The Icon Picker dialog appears.

4 Highlight an icon to use for the folder and click OK. The Create Personal Folder dialog appears again.

5 Click New to create the folder. The folder and its corresponding icon appears in the Personal Folders area.

From the Message Browser, you can drag and drop messages from any displayed folder to any other folder. This provides an easy way to organize and consolidate messages and to maintain an ongoing archive of important messages. Use the plus and minus symbols in the folder list to expand and collapse folders to display or hide their contents. To move a message from one folder to another, highlight the message and drag it to a new location.

For example, to quickly sort and process the contents of your Inbox, use Message Peek to preview the message contents while you move through the message list and transfer each message either to a Personal Folder or to the Trash.

1 Right-click the folder you want to rename and select Properties from the shortcut menu that appears.

2 Rename the folder and click OK.

When you select a folder in the Message Browser and select Properties from the File menu, the dialog shown in Figure 84-b appears. Use the Folder Properties dialog to edit the folder name and icon, or to rebuild the folder's index files. Index files keep track of which files go in particular folders. If you notice that some messages don't appear or that folders aren't nesting properly, rebuild the index file to fix the problem.

Use the Find feature to locate text or text strings in a selected message.

1 Open a QuickMail message.

2 Select Find in the Edit menu.

3 Enter text in the Find what box. You can search for any text, word or group of words up to 255 characters in length.

4 Choose whether you want QuickMail to display matches that contain the entire word you provided or whether you want to match the character case.

5 Click Find to scan all fields within a message.

Select Find Next in the Edit menu to locate the next occurrence of the specified text in the open message. Find Next starts at the end of the currently selected text.

In QuickMail, you can receive large files, graphics, or sound files as attachments. The attachments option allows you to receive multiple attachment files, limited only by available memory and disk storage space.

RETRIEVING ATTACHMENTS

The program notifies you in two ways when you receive a message with an attachment:

In your Inbox, the icon next to the message has a paper icon next to it

In an open message, an expandable list of attachments appears below the address pane. (See Figure 73.)

To retrieve an attachment:

1 Open a message that contains an attachment.

2 Click the plus icon to display the file type and size of the attachment.

3 Hold down the Shift key if you need to select multiple attachments.

4 Right-click the selected attachments and choose Save to disk from the drop-down list that appears.

5 Navigate to the folder in which you want the attachments stored and click Save. QuickMail saves the attachments in the folder you specify.

OPENING ATTACHMENTS

You can automatically open attachments by double-clicking them. QuickMail saves the files to C:\My Documents\QuickMail Attachments\ and then opens the program in which the attachment was created.

To open an attachment:

1 Open the message and click the plus (+) sign to display the list of attachments.

2 Double-click the attachment you want to open.

If you have the program in which the file was created, or an equivalent program, the file opens immediately. If the program cannot determine the appropriate application to open the attachment, it displays a list of possible applications and lets you choose the one that is appropriate.

When you receive a vCard from one of your contacts, it appears as an attachment in your message. Drag the vCard icon an address book opened in Contacts Manager to save the data. Many applications also let you import the information stored on the vCard.

Note: vCard files have a ".vcf" extension in the filename.

Select Logout from the File menu to terminate your mail session on the network or the Internet. Logout is useful when you want to reduce dial-up connection charges.

Select Quit from the File menu to close the QuickMail program, but remain connected to the Internet or the local mail server. When you select Quit from the File menu, you continue to receive mail through QM Networker.

Preference settings provide a way for you to configure QuickMail so that it operates according to your needs. Within the Preferences window, there are panels that control E-mail account details, personal data, signatures, message send and receive settings, and the appearance options for QuickMail. This chapter explains how to configure each option so you can control how QuickMail behaves.

To change QuickMail preferences, choose Preferences from the Configure menu. Double-click the plus (+) symbol in the left pane of the window to expand the selected preference category. Select a panel option and make your changes in the preference panel that appears in the right pane of the Preferences dialog.

Click the Save Panel button to save any changes you make to an individual panel.

Return to the previous settings after you make changes by clicking the Revert Panel button. Click Cancel to exit the Preferences dialog without storing any of the changes since the last save. Red dots that appear in the left pane of the Preference dialog indicate that changes have been made to panel settings that have not yet been saved.

Panels in the QuickMail category include:

System

Display

Behavior

Forms

Send/Receive

System preferences determine how QuickMail functions at the System level. The System panel is divided into four sections: Connection, Startup & Quit, Notification, and Help URL.

CONNECTION

Network Connection-Select if you download your mail from a mail server that's on your local network of computers.

Modem connection...-Select if you download your mail from an Internet Service Provider (ISP) using a modem. Click the Add button to provide your ISPs phone number.

Disconnect...-Choose this check box if you want to terminate your modem connection immediately after exchanging mail with the mail server.

STARTUP & QUIT

On Computer startup...-Determines the login method. Select Ask me to login to ensure that security is maintained for your computer. This option requires that you provide your password each time you start QuickMail. Select Login for me to allow QuickMail to automatically fill in your password and start the application.

Empty trash on quit-Deletes all messages in the Trash folder each time you exit the program.

Send all outgoing messages-Delivers all pending messages in the Outbox before exiting.

NOTIFICATION

New Mail, Priority Mail, New Receipt-Select Default Sound, No Sound, or Custom from the drop-down list. If you select Custom, a standard Open dialog appears so you can select the sound file you want to play when you receive new mail, urgent mail, or new receipts.

Repeat...-Select this option to repeat the selected form of notification at the interval you specify in the text box.

HELP URL

Specifies the URL to access when the QuickMail logo is clicked from within the application. By default, the URL links to Outspring's QuickMail web page.

The Display options let you control the way in which your messages will be formatted and displayed, both as they are sent and as they appear in the Message Browser. The Display panel is divided into four sections: General, List Views, Message Peek, and Message View Items.

GENERAL

Show tool tip...-Determines whether tool tips (pop-up help messages) are displayed when the mouse pointer is over a button. The delay setting lets you choose the interval of time that passes before the help boxes display: Short, Medium, Long, or No. With No delay, the tool tips display immediately.

Hide button titles-Suppresses the display of individual button titles.

Hide button edges-Removes the 3D edges of individual buttons.

Hide button separators-Removes the separators between button groups.

LIST VIEWS

Chooses the unique display characteristics for messages as they appear in a list. You can select a font and size to suit your preferences.

MESSAGE PEEK

Chooses the unique display characteristics for message text that appears in the Message Peek pane. You can select a font and size to suit your preferences.

MESSAGE VIEW ITEMS

Controls the appearance and behavior of messages as they are handled within the Message window. Select the font appearance for read messages, unread messages, deleted messages, and live messages that appear in a list. Choose from Plain, Bold, Italic, Underline, or Strikethrough. You can also choose a color for the message text.

The Behavior options control how QuickMail responds to certain tasks, such as forwarding messages and opening new windows. The Behavior panel is divided into four sections: List Views, Message Close, Forward, and Reply.

LIST VIEWS

Displays folder contents in a separate window when you double-click a folder listed in the Contents Pane. Otherwise, folder contents are shown in the Message Browser window-messages and other folders are nested below the parent folder.

Select an option from the drop-down list to choose how you want to sort your messages.

WHEN CHOOSING "FORWARD", DEFAULT TO

Forward with changes-Includes any edits or changes that have been made to a message when it is forwarded.

Forward as is-Forwards the message in its original state, without edits or changes.

Redirect-Forwards mail and keeps the original sender in the "Sender" field.

Ask me-Queries you before completing the forwarding operation. See Figure 78.

WHEN CHOOSING "REPLY", DEFAULT TO

Reply to sender-Directs mail replies to the person who sent the mail message to you (even if it originated from a different source).

Reply to originator-Directs mail replies to the contact who originated the mail message (not necessarily the same contact who sent it).

Reply to all-Directs mail replies to everyone who appeared in the "From" list, including carbon copy recipients.

Ask me-Queries you to determine how each individual message reply should be handled. You can choose the appropriate option when you send the mail. See Figure 79.

CLOSE THE MESSAGE WINDOW AFTER

Deleting the message-Closes the message window after a message is deleted.

Filing the message-Closes the message window after a message is filed.

Sending the message-Closes the message window after a message is sent.

Replying to the message-Closes the message window after replying to a message.

SHOW WARNINGS

Choose whether or not to show warnings when you delete messages, file server messages, or delete contacts.

The Forms panel lets you choose pre-built or self-designed QuickMail forms to exchange with other QuickMail users. QuickMail offers a collection of E-mail forms that can be applied to messages that are sent to other QuickMail users. Additionally, you can also install forms you receive from other QuickMail users or you can create your own forms using the Forms Editor instructions posted on Outspring's web site at http://www.outspring.com.

Use the Install button to add pre-built forms to the list. Clicking this button opens the Install Forms dialog. Locate the form file and click Open. Once a form has been installed, you can use it in your correspondence with other QuickMail users.

Use the Remove button to delete forms from the list that you no longer want to use. You can reinstall these forms by clicking the Standard Forms button and then choosing the form name from the list that appears.

You can preview available forms from the Message window. Select the form name from the format bar, as shown in Figure 81, to instantly insert that form within the Message window. You can cycle through the collection of forms by selecting the scroll buttons in the next to the Form drop-down list.

The Sending & Receiving options determine how QuickMail handles certain mail delivery and receiving tasks. The Sending & Receiving panel is divided into two sections: When sending a message and When receiving messages.

WHEN SENDING A MESSAGE

Send immediately-Transmits the message as soon as you click the Send button. If this requires that a dial-up connection be made, QuickMail initiates the modem link with the designated server.

Bcc a copy to self-Sends you a blind copy of each message by return mail for reference or archiving.

Bcc a copy to this address-Sends a blind copy of each message to the specified address. For example, you can choose to send a blind carbon copy of all the mail you send out to your home E-mail address.

WHEN RECEIVING MESSAGES

Don't download messages larger than...-Indicates the maximum size of a message, including its attachments, that QuickMail can retrieve from the server. QuickMail will retrieve a notice that the large message is on the server. You can then retrieve the message at a later time by selecting Retrieve Large Message from the Message menu in the Message Browser.

Panels in the User category include:

Accounts

Signatures

Personal vCards

Accounts Signatures Personal vCards

Each account shown in this panel represents one E-mail address associated with the individual currently logged in to QuickMail. You can maintain multiple E-mail addresses for each persona, or user identity, in QuickMail. For each account, the panel displays a brief summary of the account details, such as the persona name, the frequency of mail checking, and whether the mail is left on the server.

If you want to check a QuickMail account that is already stored on your computer:

1 Click the Adopt an Existing QuickMail Account button. A Choose Account to Adopt dialog appears.

2 Choose which account you want to adopt and click Choose.

3 Type the password for the account and click Adopt. An inbox and all filed mail for the selected account are immediately displayed in the Message Browser.

EDITING ACCOUNT INFORMATION

To verify or edit account information, highlight the account that you want to change and click Edit. The Edit Account dialog appears.

The Edit Account dialog is divided into four sections: Account Name, Persona, Incoming Mail, and Outgoing Mail.

ACCOUNT NAME

Account Name-You must provide an account name that identifies the unique set of information provided for a specific account. The name you provide is arbitrary.

Include this account with Send and Receive All-Indicates that this account should be checked for new mail each time a Send & Receive All command is issued from the File menu of QuickMail.

PERSONA

Persona-A set of identification values associated with a user. Each user can have one or more personas and each persona indicates a different message originator, with a unique name, address, organization, signature, and other similar information.

First/Last Name-Your first and last name.

E-mail Address-Your complete E-mail address as assigned by your ISP or network administrator. For example, john.smith@outspring.com.

Signature-The information that you select to be added to the end of each E-mail message automatically. The signature might include your name, address, web site URL, a favorite quotation, telephone number, or any kind of similar contact information. Signatures can be created and assigned names for easy access in QuickMail. If you have several signature created and you want to add some variety to your E-mail messages, select the Random Signature option to insert any of the signatures you have desig nated as "random" into your messages. See page 93 for more information on creating random signatures.

vCard-The name of the vCard data associated with the current persona. A vCard allows contact information to be easily exchanged and quickly entered into contact managers.

Add Persona-Creates a new, empty persona. On the new form, fill out the additional contact detail and E-mail account that you want to associate with this new persona.

Remove Persona-Deletes the persona represented on the currently open panel.

Fetch Server Aliases-Retrieves any known aliases for this account from the server.

INCOMING MAIL

POP Account-Your login name as assigned by your mail administrator or ISP. This is often the first and last name with an Internet separator, such as a period or underscore. For example, john.smith.

POP Host-The address of your POP3 server. It can be a domain name or an IP address. Password-The characters you type to access your E-mail account. This password may not be the same password you use when you open QuickMail Pro. If you have several different E-mail accounts, you must set up separate account details with the appropriate password for each E-mail account that you access.

Use Secure Password (APOP)-Enables a password encryption standard that is used to make it more difficult for your password to be intercepted and accessed by unauthorized individuals.

Check mail every...-Determines the intervals between QuickMail checking for new mail.

Leave mail on server-Sets QuickMail to download a copy of each mail message, leaving the original on the server until it is deleted from your Inbox or filed to a folder. This option can be useful if you log into the server to check mail from remote locations, but you want to retain your mail on a server at one central location.

OUTGOING MAIL

SMTP Host-The address of the SMTP server through which your mail is sent out to the Internet. This entry may be the same as the POP Host box if one server is used for both incoming and outgoing mail.

Signatures provide a way to add a distinctive conclusion to each of your messages-without having to type the information manually. If your signature includes a World Wide Web URL, QuickMail automatically converts the URL address into a live link so the message recipient can immediately connect to the address.

CREATING SIGNATURES

1 Click the Add button in the Signatures preferences panel. The Add Signature dialog appears.

2 Type a name for your signature in the Signature Name box. This name is arbitrary.

3 Click the Include this signature in random list check box if you want this signature to be available in your list of random signatures. See page 92 for more information on selecting the random signature option for your account.

4 Type your signature information in the text box and click OK.

USING SIGNATURES

Once you have created signatures, you can apply them to messages by using the Signature drop-down list in the formatting bar of the Message window. Signatures are inserted directly after your message text. If you choose to apply random signatures to your account, signatures are automatically placed in all of your messages.

EDITING SIGNATURES

Click the Edit button in the Signature preference panel to edit or remove a particular signature.

If you use a contact manager application, you know how tedious it can be to manually enter and edit the personal data for all your contacts. Using vCards, you can provide your personal and business information to your contacts in a standardized form that can easily be imported into vCard-compliant contact managers. You can also import vCard data from E-mail messages that you receive from your contacts. QuickMail makes it simple to create a vCard. In fact, you can create and store several different vCards and select the one to use for any given circumstances or for exchanging information with a particular contact.

To create a new vCard, click the Add button in the Personal vCard panel. The Add Personal vCard dialog appears. The vCard name that you assign will appear in the vCards list, where you can select it to be attached to an E-mail message. The rest of the information boxes for the vCard should be filled out to reflect those details of your personal data that you want to exchange with other E-mail contacts.

Click OK when you are done filling out the boxes on the vCard form. The vCard you create will be listed by name with all other current vCards. You can change the information stored in a vCard by selecting it and clicking the Edit button in the Personal vCards preference panel.

SENDING YOUR PERSONAL VCARD

Before you can send your own personal vCard to another user, you must specify which vCard you want associated with your account. To specify a vCard:

1 Open the Account preferences panel and choose to edit your account.

2 Select a vCard from the vCard drop-down list in the Edit Account dialog.

3 Click OK in the Edit Account dialog.

4 Create a new message and select the paper clip icon in the attachments pane of the Message window.

5 Select Enclose Personal vCard from the drop-down list that displays. Your vCard will now be sent to the message recipient(s).

HANDLING RECEIVED VCARDS

When you receive a vCard from one of your contacts, it appears as an attachment in your message. Drag the vCard icon to an address book opened in Contacts Manager to save the data. Many applications also let you import the information stored on the vCard.

DELETING VCARDS

To remove a vCard from the vCard list, highlight the vCard name in the Personal vCards preference panel and click the Remove button.

The panels in the Message category control the appearance of messages that you send and receive, as well as the printing of messages from the Message Browser.

The Reading panel affects properties of a message as you are viewing it. The Reading panel is divided into three sections: Show Quoted text..., Defaults..., and When Reading Message Peek.

SHOW QUOTED TEXT

Selects a font style and a color for text that has been included from a prior message. Style options include: Plain, Bold, and Italic. Color options include 15 distinct colors you can use to identify quoted text.

DEFAULTS FOR NON-QUICKMAIL MESSAGES

Determines the appearance of messages sent from non-QuickMail recipients.

Form-Chooses the display format for non-QuickMail messages. You can apply QuickMail forms to non-QuickMail messages, if you prefer the format of one of the pre-existing forms. By default, this is set to the Plain Memo form.

Size-Selects the font size for mail messages.

Font-Selects the font to use when displaying messages.

Style-Selects the font style for messages.

WHEN READING IN MESSAGE PEEK

Use this option to mark messages displayed in the Message Peek window as "read" after a certain amount of time.

The Composing panel controls the overall appearance of messages as well as the handling of quoted sections within a message, and the use of signatures and vCards. The Composing panel is divided into two sections: Message Defaults and Quoting.

MESSAGE DEFAULTS

Form-Selects a form from those available to use as a template for messages.

Size-Specifies the point size of text contained in a new message.

Font-Designates the font to be used in newly created messages; any font that is installed on your system can be applied to a message; however, message recipients can only see the message in the same format if they have the same font installed.

Style-Determines the font style of the text within the message.

QUOTING

Quote the original message...-Indicates that the quoted text from the original message should be included as a part of the reply. Automatically inserts the text cursor above or below the message, as you specify.

Use Internet standard quoting...-Inserts the quoting character when you are replying to another message or when you are forwarding a message that has been modified.

Prepend quote with reference to sender-Inserts a tag line before a quotation included in a message that identifies the original sender of the quoted material. See Figure 93 for an illustration.

Add timestamp of original message-Inserts the time and date that the quoted material was created.

Return receipts provide notification of whether or not messages reach their intended recipient. A return receipt can be generated at the server level, from the server that accepted the message, and from the individual user when a message is opened and read.

The Return Receipts panel is divided into four sections: When addressing, Requesting receipts, Receiving receipts, and Expiration.

WHEN ADDRESSING A NEW MESSAGE

Ensures that a receipt request will be generated automatically when you create and address a new message. Use this option if you want to receive receipts for all the messages that you send.

WHEN I REQUEST A RECEIPT

A delivery receipt from the receiving server (DSN)-Indicates that the server that receives the message should supply a return receipt. See Figure 29 on page 27 for an illustration.

A read receipt when message is displayed-Requests that a receipt be returned when a message is opened and read. This option depends on the recipient of your message (read receipts can be suppressed by individual Figure 30 on page 27 for an illustration.

Both-Indicates that a return receipt should be generated by the receiving server and a read receipt should be returned when the message is opened and read.

WHEN I RECEIVE A REQUEST FOR A RECEIPT

Never return a receipt -Prevents read receipts from being generated under any circumstances.

Always return a receipt-Ensures that read receipts are always sent out when requested.

Ask me when I close the message-Lets you individually determine after you have read a message whether a read receipt should be sent to the sender.

EXPIRATION

If you want mail automatically deleted from the Receipts folder, select the expiration checkbox and specify how frequently you want QuickMail to delete your Return Receipts.

QuickMail has a number of options for controlling printing, accessible through the Printing panel. The Printing panel is divided into three sections: Print setup, Default print format, and Address list.

PRINT SETUP

Displays the print setup dialog when you print.

DEFAULT PRINT FORMAT

Graphic form-Prints the message using the same form that is used in the Message window.

Text only-Select this option to print only text with no graphics.

Font, Size, and Style-Choose how you want messages to look when they are printed.

ADDRESS LIST

Sets an upper limit to the number of recipients that should be included in the printout. This is useful if you often have extremely long address lists and you do not want to print the full list.

These settings include features that are somewhat more technical than other areas of QuickMail. We recommend that only advanced users modify the settings included in the following panels.

While many modern E-mail applications can handle a variety of encoding formats for attachments, some earlier applications are more limited. QuickMail incorporates intelligent attachment handling by extracting details from message headers that identify the originating platform for a message and then using these encoder settings for future message attachment deliveries to the same person.

In some circumstances, you might want to adjust the way encoding options are handled. You have the option of either adjusting the default settings that are used by QuickMail, or creating new entries that handle encoding completely differently.

QuickMail uses the Mailer Encoding settings defined on this panel to determine how to handle text and message attachments for each of the different possible E-mail platforms. In other words, if you send a message to someone who receives their mail on a Windows 98 computer (and specify that encoding), QuickMail will use the settings listed under Windows to format the message. When you compose a message and select a recipient from an address book, QuickMail uses the data stored with that recipient to determine correct formatting and encoding. If the person was added to the address book based on information received from an incoming message, in most cases, QuickMail is able to properly identify the client platform and select a suitable encoding method.

When you are typing addresses manually, a pop-up list beside the recipient's name lets you choose from one of the five basic encoding types (QuickMail, MacOS, Windows, Unix, and Compatible). QuickMail then refers to the settings in this panel when formatting the message and attachments for delivery. When manually addressing messages in this manner, you are expected to know the appropriate E-mail platform to select.

For the majority of cases, you should never have to modify any of the settings in the Mailer Encodings panel; QuickMail identifies and selects the appropriate settings for you. However, for advanced users, you have the option of making any changes required to handle specific circumstances. You can also create additional mailer encodings to use for specialized mailings. The bolded mailer encoding indicates which setting is used by default.

ADDING AN ENCODING SETTING

To add an encoder setting:

1 From the Mailer Encoding panel of the Preferences dialog, select Add. The Add Mailer Encoding dialog appears.

2 Enter a name for the encoding method. This is the name that will appear in the Mailer Encoding panel.

3 Select which form encoding to use if intended recipients are QuickMail users. The QuickMail selection ensures that forms get transmitted properly along with the message. For other platforms, select No Form.

4 Set the characteristics of the text encoding. You can select either HTML text or Plain Text, and you can choose from among several character set options ranging from Unicode (UTF-7) to several Japanese variations.

5 Choose a byte encoding method for text, which determines what method of storage and compression is used when converting the message text to a format for transmitting. This selection should be compatible with the method the intended recipients are using so that the text can be properly converted from its encoded format.

6 Select a file format to use for attachments. These file formats enable attachments containing binary data to be transmitted across the Internet. Recipients should be able to extract this data using their mail client or a utility, such as StuffIt Expander. Refer to "Mailer Encoding Options" on page 30 for more information.

7 Choose a byte encoding method for attachments. This selection should be compatible with the method used by the intended recipients, so that the attachment can be properly decoded when received.

8 Click OK when you are done to save your selections and create a new mailer encoding entry.

X-Mailer Mappings create associations between patterns that appear in the X-Mailer entry in the header of an E-mail message and the Mailer Encoding that QuickMail identifies with that pattern. This feature enables QuickMail to collect data from incoming mail messages and determine the appropriate encoder settings to use for a recipient who has sent a mail message. As you add contacts to the Contacts Manager, QuickMail identifies the appropriate encoding to use and stores it along with the contact data.

Under normal circumstances, you should not need to change the entries on this panel, but you have the flexibility to do so if you need to adapt QuickMail for a specialized application. You can also create additional Mailer Mappings to correspond with custom mailer encoding settings that you create.

ADDING MAILER MAPPINGS

You can create additional mailer mappings to allow QuickMail to recognize specific patterns in incoming messages, enabling the application to form associations between an X-Mailer entry or specific domain and a type of Mailer Encoding.

To add a new mailer mapping:

1 From the Mailer Mappings panel, click the Add button. The Add Mailer Mapping dialog appears.

2 Choose whether the mailer mapping is to be based on the X-Mailer Header Field (which is extracted from incoming E-mail messages) or from the domain from which a message originates.

3 Enter the pattern that you want QuickMail to recognize. You can use the wildcard character (*) to extend the range of valid matches. For example, if you want the application to look for variations on Windows (Windows®95, Windows®98, Windows NT®), you could enter *win* for the pattern.

4 Choose the Mailer Encoding method that you want to associate with this Mailer Mapping. QuickMail will make this association each time it identifies matching strings and it will store the encoding type specified as part of the recipient data.

5 Click OK when you are done creating the new mapping.

The capabilities of QuickMail have been extended with pager and facsimile services. Access to these features depends on the availability of a gateway that supports E-mail addressing to pagers, cellular phones, and fax equipment. If your E-mail is handled by QuickMail Server, you automatically have access to such a gateway. E-mail messages ending in "@telenote" are rerouted to the Telenote Server for QuickMail. Messages are then converted to Short Message Service (SMS) format, which can be transmitted through phone lines to reach cellular phone networks.

SMS is widely available throughout Europe and is gaining popularity in the United States, as well. Check with your carrier to find out about availability in your region. Note that the formatting of E-mail messages is very specific for each of these services; you must use the appropriate E-mail format, as instructed by the service offering the gateway, to properly reroute and deliver messages in these formats.

The Pager & Fax panel options essentially turn on and turn off these capabilities in QuickMail. You also have the ability to control character formatting within the number that is used to access the service.

PAGER MESSAGES

Enable email addressing to pagers-Allows E-mail messages to be sent through gateways to pagers that can handles message reception.

Strip non-digit characters from number-Eliminates any characters in the number that contain alphabetic characters.

Format-Indicates the format that applies to the gateway service, as provided by the gateway operator. Check with your provider for the appropriate format.

Enable email addressing to cellular phones (SMS)-Allows E-mail messages to be directed through a gateway to cellular phones that are equipped to receive messages.

Strip non-digit characters from number-Eliminates any characters in the number that contain alphabetic characters.

Format-Indicates the format that applies to the gateway service, as provided by the gateway operator. Check with your provider for the appropriate format.

FAX MESSAGES

Enable email addressing to faxes-Allows E-mail messages to be converted and sent through gateways to facsimile equipment.

Strip non-digit characters from number-Eliminates any characters in the number that contain alphabetic characters.

Format-Indicates the format that applies to the gateway service, as provided by the gateway operator. Check with your provider for the appropriate format.

QuickMail includes a versatile search engine and a powerful mail handler that you can use as electronic assistants, making more efficient use of your time. QuickMail's search engine can locate names, words in the subject or body of messages, and messages that fit other criteria. Searches can include all of the folders in your mail system or can be narrowed to your Inbox. QuickMail's MailManager tool can automatically handle your mail so you can focus your attention on the most critical messages.

When you click the Search button in QuickMail's Message Browser, the QuickMail Search dialog appears. Use this dialog to specify your search criteria and view your search results.

Searches can be quickly launched from the Message Browser window.

1 Select the Search button from the Message Browser button bar. The QuickMail Search dialog appears.

2 Choose the folders to include in the search in the Find messages in drop-down list.

3 Choose whether the search must locate messages that match all of the specified criteria or just some of the selected criteria in the matching drop-down list.

4 Specify which part of the message you want to search. For example, choose to search the subject lines of messages that contain the word "conference."

5 Choose whether you want the message to contain or not contain the information you type in the Search window's text box.

6 Click the More Choices button if you want to add criteria to the search.

7 Click Find to start the search.

The search results appear in the Search Results Pane, where they can be sorted by Priority, Message Status, Subject, Who, and Date Sent by clicking on the appropriate column heading. You can learn where each file in the Search Results Pane is located by looking in the Location column.

Each time you open the Search dialog, QuickMail returns to the default search settings.

Finding the information that you are seeking often requires adjusting your search parameters to yield the most effective results. If your search yields few results or no results at all, you need to change the search parameters to broaden the search. If the search returns so many results that you cannot easily scan through them all, change the search parameters to narrow the search.

You can view the results of your search while the search is still in progress. The status bar displays the progress of the search. The number of messages found displays to the left of the status bar and updates as matches are made. Clicking the Message Peek icon in the lower right corner of the Search dialog lets you view the message contents in the bottom pane.

The Search Results pane contains a message list. Messages in this list are sorted by the category highlighted in the category bars above the list: Priority, Message Status, Subject, Who, and Date Sent. Click a category to sort the message list according to a particular view. For example, click the Date Sent button to sort the messages sequentially by the date each message was sent.

To open a message displayed in the list for viewing, double-click the message subject or highlight the message and click the Read button. The message contents are displayed in a separate window.

Messages that are highlighted in the search results list can be handled using the buttons along the top of the window. You can perform any of the following actions on a message:

Read: displays the contents of a message in a separate window

File: lets you file the message in a selected folder

Delete: removes the message and places it in the trash

If you open a message for viewing, you can also Forward it to another party or respond to the message using the Reply feature.

MailManager^TM is a tool that automatically handles incoming and outgoing messages, allowing you to file, print, forward, or delete messages based on a flexible set of criteria. For example, when you go on vacation you can create a Rule that automatically replies to all incoming mail with a statement that you will return from vacation in one week. In the interim, MailManager can file incoming messages in a "Vacation" folder, making it easy for you to view new mail when you return.

MailManager offers two sets of rules: Server Rules and Client Rules. Server Rules handle mail at the server and Client Rules handle mail downloaded to your desktop computer. You can use both types of rules to precisely specify how both the server and the client respond to messages sent to your E-mail address.

Note: Server MailManager Rules are available only if QuickMail Server 2.0 or greater software is used on your mail server.

To set up rules for handling your mail, launch QuickMail and select MailManager from the Tools menu. The QuickMail MailManager window displays. This window is your starting point for anything you do with MailManager; you can choose a rule set, enable or disable rules, choose to create new rules, choose to edit existing rules, or delete rules.

1 Select MailManager in the Tools menu to display the QuickMail MailManager window.

2 Select Client Rules from the Rule Set drop-down list.

3 Click the New button. The Rule Properties dialog appears.

4 Type a name for the rule in the Rule Name field. For example, type Junk Mail at the prompt.

Note: Each rule name must be unique.

5 Select the Incoming, Outgoing, or Manual check box to specify when you want the rule applied.

Incoming: applies the rule to incoming mail

Outgoing: applies the rule to outgoing mail.

Manual: applies the rule only when you choose one or more messages in the Message Browser and select the Apply Rules option from the Tools menu. You can also manually trigger rules by selecting Apply Rules from the contextual menu that appears when you right-click the selected messages.

6 Specify the criteria messages must meet before MailManager processes them. You can expand the criteria by clicking the More Choices button and selecting additional search parameters. See page 117 for detailed information on the available criteria.

7 Click the Stop processing more rules checkbox if you want MailManager to stop processing rules once a set of criteria has been met for a particular message.

8 Click the Add button when you are finished specifying the criteria for the rule. The Client Action window appears.

9 Choose an action for the rule and specify any additional information the selected action requires. See page 119 for information on each available action.

10 Click OK when you are done selecting an action. The defined action appears in the Rule Properties dialog.

11 Specify any additional actions you want the rule to perform by clicking the Add button and selecting another option from the Action drop-down list. For example, you might want to have MailManager both file and print each message that matches the criteria. Click OK in the Client Action dialog when you are finished.

12 When you are done specifying the actions that apply to the rule, click the close box in the Rule Properties dialog.

13 Click Save at the prompt to save the rule you just created. The new rule appears in the QuickMail MailManager window along with a check mark next to your processing choices (Incoming, Outgoing, or Manual processing). A check mark appears in the Stop column of the QuickMail MailManager window if you selected the Stop processing more rules check box.

14 Click the Start Client Rules check box to enable the rules you have created.

Note: MailManager Actions ignore your Preferences settings, such as Always send copy to self.

CLIENT-BASED CRITERIA

When you are creating client MailManager rules, the criteria you specify can either narrow or expand the range of messages that MailManager processes.

ANY CRITERIA

If you select any criteria, messages that contain any of the search criteria you specified are processed by MailManager. This option is equivalent to a Boolean "OR", in logical terms. For example, assume that you have set three criteria:

Subject contains "tropical gardens" Message text contains "tropics" Message text contains "gardens"

If "tropical gardens" displays in the subject line or "tropics" or "gardens" are present in the message text, MailManager performs the designated action on the message.

ALL CRITERIA

If you select all criteria, messages must contain each and every one of the search criteria that you indicate before MailManager will process the messages. This option is equivalent to a Boolean "AND", in logical terms. For example, assume that you have set two criteria:

Subject contains "alternative energy"

Sender contains "Rocky Mountain Institute"

For a match to occur, "alternative energy" must appear in the subject and the sender must contain "Rocky Mountain Institute." If these two criteria are met, MailManager performs the designated action on the message.

ALL MESSAGES

When you select all messages from the Apply actions... drop-down list, the action(s) you specified are performed on each message that arrives in your Inbox or that is sent from your Outbox. You do not need to specify any criteria if you select the all messages option.

ADDRESS

When address is selected in the first drop-down list, eight different options become available in the second drop-down list.

sender-Examine the message headers of incoming or outgoing mail for a particular name or E-mail address. The text is also matched with any substring in the person's name or address. Some examples of legal matches for a search for "John" include: John Smith, John.Smith@xyz.com and John.Doe@smith.com

reply-to-Examines the message headers of outgoing mail for a particular name or E-mail address.

from-Examines the message headers of incoming mail for a particular name or E-mail address in the "from" field.

to-Examines the message headers of incoming or outgoing mail for a particular name or E-mail address in the "to" field.

cc-Examines the message headers of incoming mail or outgoing mail for a particular name or E-mail address in the "cc" field.

to/cc-Examines the message headers of incoming or outgoing mail for a particular name or E-mail address in the "to" or "cc" fields.

SMTP sender-Examines the transport address of incoming mail for a particular name or E-mail address. For example, selecting this option would enable MailManager to look at the sender of a listserver message. Even though the "From" field would only show the listserver as the sender, the transport address would reveal the true sender of the message.

SMTP recipient-Examines the transport address of incoming or outgoing mail for a particular name or E-mail address.

SUBJECT

When subject is selected in the first drop-down list, you must use the second drop-down list to choose whether the subject field of a message contains or doesn't contain the specified word or text string in the messages' Subject fields.

MESSAGE TEXT

When message text is selected in the first drop-down list, you must use the second drop-down list to choose whether the message text contains or doesn't contain the specified word or text string.

DATE SENT

When date sent is selected in the first drop-down list, you must use the second drop-down list to choose whether the message was sent on, before, after, or on a different day than the specified date. Use the date field's scroll arrows to choose a particular month, day, and year.

PRIORITY

When priority is selected in the first drop-down list, you must use the second and third drop-down lists to choose whether the message priority is or is not set to Urgent, Normal, or Bulk.

STATUS

When status is selected in the first drop-down list, you must use the second and third drop-down lists to choose whether the status of the message is or is not set to read, flagged, deleted, or forwarded.

FOLDER NAME

When folder name is selected in the first drop-down list, you must use the second drop-down list to choose whether the name of the folder contains or does not contain the text you specified in the provided text field. This option is primarily used for incoming mail when you have multiple Inboxes.

MAILMANAGER

When MailManager is selected in the first drop-down list, you must use the second drop-down list to choose whether the MailManager rule you selected from the third drop-down list matches rule or doesn't match rule. This option is especially useful for more complex MailManager queries. Only client rules display in the MailManager rule drop-down list.

CLIENT-BASED ACTIONS

Once you select the criteria for a rule and click the Add button, you are prompted to choose which action MailManager performs when processing messages. This section provides information on each of the options available in the Client Action window.

DELETE

Removes the message after all other actions have been processed.

FILE

Files the messages in the mail folder you specify. If you check the Make Duplicate check box, a copy of the original message is filed and the original remains in its current location.

PRINT

Sends the message to the printer currently selected in the Chooser. Specify whether you want the message printed in graphic or text-only format. If you choose to have a cover page printed with the message, type the cover page text you want used in the Cover Text box. The cover page option is especially useful if you share your printer with several other people.

For more details about print options, refer to "Printing" on page 102.

FORWARD

Sends messages that have met MailManager's criteria to the recipient you specify. To specify a recipient, you can either type out the address in the address field or use the following instructions to extract the address from the Contacts Manager.

1 Click the Recipient List button. The Contacts Manager appears

2 Double-click the recipient in the Contacts Manager. The Contact dialog appears.

3 In the Contact dialog, highlight the E-mail address and copy it to your clipboard.

4 Close the Contact dialog and the Contacts Manager. The MailManager Forward dialog should again be in the foreground.

5 Click in the address field and paste the address from your clipboard.

6 Type the message text you want to include in the forwarded message in the Forward Text box.

7 Click OK when you are done.

REPLY

Sends messages that have met MailManager's criteria to the original sender or to all the recipients of the original message. Type the message text you want to include in the reply in the Reply Text field. You can include the text of the original message by selecting the Insert Original Text check box. Click OK when you are done.

1 Select MailManager in the Tools menu to display the QuickMail MailManager window.

2 Select Server Rules from the Rule Set drop-down list.

3 Click the New button. The Rule Properties dialog appears.

4 Type a name for the rule in the Rule Name field. For example, type Rule #2 at the prompt.

Note: Each rule name must be unique.

5 Specify the criteria messages must meet before MailManager processes them. You can expand the criteria by clicking the More Choices button and selecting additional search parameters. See page 122 for more information on the available criteria.

6 Click the Stop processing more rules check box if you want MailManager to stop processing rules once a set of criteria has been met for a particular message.

7 Click the Add button when you are finished specifying the criteria for the rule. The Server Action window appears.

8 Choose an action for the rule and specify any additional information the selected action requires. See page 124 for more information on the available actions.

9 Click OK when you are done selecting an action. The defined action appears in the Rule Properties dialog.

10 Specify any additional actions you want the rule to perform by clicking the Add button and selecting another option from the Action drop-down list. For example, you might want to have MailManager both redirect and delete each message that matches the criteria. Click OK in the Client Action dialog when you are finished.

11 When you are done specifying the actions that apply to the rule, click the close box in the Rule Properties dialog.

12 Click Save at the prompt to save the rule you just created. The new rule appears in the QuickMail MailManager window along with a check mark next to your processing choices (Incoming, Outgoing, or Manual processing). A check mark appears in the Stop column of the QuickMail MailManager window if you selected the Stop processing more rules checkbox.

Note: MailManager actions ignore your Preferences settings, such as Always send copy to self.

SERVER-BASED CRITERIA

When you are creating server MailManager rules, the criteria you specify can either narrow or expand the range of messages that MailManager processes.

ANY CRITERIA

If you select any criteria, messages that contain any of the search criteria you specified are processed by MailManager. This option is equivalent to a Boolean "OR", in logical terms. For example, assume that you have set three criteria:

Subject contains "tropical gardens" Message text contains "tropics" Message text contains "gardens"

If "tropical gardens" displays in the subject line or "tropics" or "gardens" are present in the message text, MailManager performs the designated action on the message.

ALL CRITERIA

If you select all criteria, messages must contain each and every one of the search criteria that you indicate before MailManager will process the messages. This option is equivalent to a Boolean "AND", in logical terms. For example, assume that you have set two criteria:

Subject contains "alternative energy"

Sender contains "Rocky Mountain Institute"

For a match to occur, "alternative energy" must appear in the subject and the sender must contain "Rocky Mountain Institute." If these two criteria are met, MailManager performs the designated action on the message.

ALL MESSAGES

When you select all messages from the Apply actions... drop-down list, the action(s) you specified are performed on each message that arrives in your Inbox or that is sent from your Outbox. You do not need to specify any criteria if you select the all messages option.

ADDRESS

When address is selected in the first drop-down list, eight different options become available in the second drop-down list.

sender-Examine the message headers of incoming or outgoing mail for a particular name or E-mail address. The text is also matched with any substring in the person's name or address. Some examples of legal matches for a search for "John" include: John Smith, John.Smith@xyz.com and John.Doe@smith.com

reply-to-Examines the message headers of outgoing mail for a particular name or E-mail address.

from-Examines the message headers of incoming mail for a particular name or E-mail address in the "from" field.

to-Examines the message headers of incoming or outgoing mail for a particular name or E-mail address in the "to" field.

cc-Examines the message headers of incoming mail or outgoing mail for a particular name or E-mail address in the "cc" field.

to/cc-Examines the message headers of incoming or outgoing mail for a particular name or E-mail address in the "from" or "cc" fields.

SMTP sender-Examines the transport address of incoming mail for a particular name or E-mail address. For example, selecting this option would enable MailManager to look at the sender of a listserver message. Even though the "From" field would only show the listserver as the sender, the transport address would reveal the true sender of the message.

SMTP recipient-Examines the transport address of incoming or outgoing mail for a particular name or E-mail address.

SUBJECT

When subject is selected in the first drop-down list, you must use the second drop-down list to choose whether the subject field of a message contains or doesn't contain the specified word or text string in the messages' Subject fields.

MESSAGE TEXT

When message text is selected in the first drop-down list, you must use the second drop-down list to choose whether the message text contains or doesn't contain the specified word or text string.

DATE SENT

When date sent is selected in the first drop-down list, you must use the second drop-down list to choose whether the message was sent on, before, after, or on a different day than the specified date. Use the date field's scroll arrows to choose a particular month, day, and year.

PRIORITY

When priority is selected in the first drop-down list, you must use the second and third drop-down lists to choose whether the message priority is or is not set to Urgent, Normal, or Bulk.

STATUS

When status is selected in the first drop-down list, you must use the second and third drop-down lists to choose whether the status of the message is or is not set to read, flagged, deleted, or forwarded.

MAILMANAGER

When MailManager is selected in the first drop-down list, you must use the second drop-down list to choose whether the MailManager rule you selected from the third drop-down list matches rule or doesn't match rule. This option is especially useful for more complex MailManager queries. Only client rules display in the MailManager rule drop-down list.

SERVER-BASED ACTIONS

Once you select the criteria for a rule and click the Add button, you are prompted to choose which action MailManager performs when processing messages. This section provides information on each of the options available in the Server Action window.

DELETE

Removes the message after all other actions have been processed.

REDIRECT

Sends the message to a different recipient, retaining the address of the original sender. For example, if you get a message from the sales@yourcompany.com account and you redirect the message to your sales manager, the sales manager can reply directly to the original sender of the message instead of to you. To specify the recipient of a redirected message, you can either type out the address in the address field of the Redirect action window or use the following instructions to extract the address from the Contacts Manager.

1 Click the Recipient List button. The Contacts Manager appears.

2 Double-click the recipient in the Contacts Manager. The Contact dialog appears.

3 In the Contact dialog, highlight the E-mail address and copy it to your clipboard.

4 Close the Contact dialog and the Contacts Manager. The MailManager Forward dialog should again be in the foreground.

5 Click in the address field and paste the address from your clipboard.

6 Click OK when you are done.

Forward-Sends messages that have met MailManager's criteria to the recipient you specify. To specify a recipient, you can either type out the address in the address field of the Forward action window or use the following instructions to extract the address from the Contacts Manager.

1 Click the Recipient List button. The Contacts Manager appears.

2 Double-click the recipient in the Contacts Manager. The Contact dialog appears.

3 In the Contact dialog, highlight the E-mail address and copy it to your clipboard.

4 Close the Contact dialog and the Contacts Manager. The MailManager Forward dialog should again be in the foreground.

5 Click in the address field and paste the address from your clipboard.

6 Type the message text you want to include in the forwarded message in the Forward Text field.

7 Click OK when you are done.

REPLY

Sends messages that have met MailManager's criteria to the original sender or to all the recipients of the original message. Type the message text you want to include in the reply in the Reply Text field. You can include the text of the original message by selecting the Insert Original Text checkbox. Click OK when you are done.

NOTIFY

Sends the sender information, the subject line, or the message body of processed messages to the specified address. For example, if you have QuickMail Server's pager capabilities configured and you have a pager gateway, you can set up MailManager to forward the subject line of urgent messages from your parent company directly to your pager.

You can turn off MailManager Rules individually or you can turn off the MailManager function completely, effectively disabling all of your rules.

To disable individual MailManager Rules:

1 Open the Rule Properties dialog.

2 Clear the Incoming, Outgoing, and Manual check boxes.

3 Click OK.

4 Click the QuickMail MailManager close box. The rule you disabled will not be available until you again check one of the three check boxes in the Rule Properties dialog.

There are two ways to disable all the available client or server Rules: from the Tools menu and in the QuickMail MailManager window.

USING THE TOOLS MENU

Select Stop Client MailManager or Stop Server MailManager from the Tools menu to stop applying the client and/or server rules. To restart MailManager at the client level, select Start Client MailManager from the Tools menu. To restart MailManager at the server level, select Start Server MailManager from the Tools menu.

USING THE QUICKMAIL MAILMANAGER WINDOW

Select MailManager from the Tools menu and clear the Start Client Rules and/or Start Server Rules check boxes. Click the close box in the QuickMail MailManager window to save your changes.

You can have MailManager process incoming and outgoing mail automatically or manually. The rules that have the Incoming or Outgoing check boxes selected in the Rule Properties dialog process messages automatically. However, if the Manual check box is selected for one of your rules, that rule can only be processed when you manually trigger MailManager.

To manually process messages:

1 Highlight the messages you want to process.

2 Select Apply Rules in the Tools menu. The message list is processed according to the currently enabled MailManager rules.

MailManager processing stops only after the selected messages have been processed.

Note: You can also select multiple messages and press the Control key to display a contextual menu. Select Apply Rules from the contextual menu to apply MailManager rules to the selected messages.

1 Select MailManager in the Tools menu to display the QuickMail MailManager dialog.

2 Select a Rule Set from the drop-down list.

3 Select a rule and click Edit to display the Rule Properties dialog.

4 If necessary, edit the criteria for the rule.

5 If necessary, click the Add button to change the action for the rule. Click OK when you are done changing the rule action.

6 Click OK in the Rule Properties dialog to store the edits that you have made to the rules.

This chapter discusses the QuickMail MailTicker and the QuickMail Form Editor.

Each time you open QuickMail, the background utility, QuickMail Networker is also opened. Networker monitors the network for new mail and retrieves messages according to the connection schedule that you set up. You can also manually send messages through Networker or initiate a check for new mail. Networker remains running even after you close QuickMail, unless you deliberately Quit from the Networker application or Logout of QuickMail.

SENDING AND RECEIVING MAIL

When QuickMail Networker is sending or retrieving mail, a status indicator appears and displays the progress.

TO SEND MAIL

Select Send Mail Now from the QuickMail Backgrounder menu that displays in the status area of your taskbar.

TO RECEIVE MAIL

Select Check Mail Now from the QuickMail Backgrounder menu that displays in the status area of your taskbar.

ACKNOWLEDGING NOTIFICATION

Click the Acknowledge Notification option in the Networker menu when you want to stop the audio and visual notification that accompanies new mail.

CHECKING CURRENT USER INFORMATION

If you want to verify which account is currently being checked, select Current User Information from the QuickMail Backgrounder menu that displays in the status area of your taskbar.

WORKING OFFLINE

When you choose to work offline, the QuickMail Networker is suspended until you force a connection or choose to work online. To suspend the Networker, select Work Offline from the QuickMail Networker menu that displays in the status area of your taskbar.

Have you ever wondered how an E-mail message can reach a recipient anywhere in the world using just a simple address, such as joe@acme.org? Message delivery over the Internet using TCP/IP relies on the Domain Name System, a hierarchical structure that allows efficient identification of internetworked computers, mapping domain names to unique IP addresses. This appendix provides an overview of the process by which E-mail messages are routed and distributed over the Internet.

The fast-growing phenomenon that we call the Internet is a world-wide collection of internetworked computers. This internetwork is constructed so that it can be accessed by people using many different kinds of computers: Macintosh, Windows, DOS, UNIX, Linux, and others. A variety of protocols- such as SMTP, POP3, FTP, and HTTP-provide different kinds of services on the Internet, independent of computer platform. Mail services under SMTP and POP3 allow you to send mail to someone on a UNIX computer even if you compose and send the message from a Macintosh. Additionally, HTTP sup ports the exchange of web pages and FTP allows file transfers, regardless of which computer platform you are using.

People use several different methods to access the Internet: dial-up connections through telephone lines, direct leased lines, XDSL connections, cable modems, or full-time network connections. E-mail delivery has been designed so that computers don't have to be on the Internet continuously in order to receive mail. Instead, an E-mail server acts as the host, storing messages temporarily for E-mail users until they can log on and access their messages. Unlike some other kinds of services on the Internet, E-mail transfers provide end-to-end acknowledgment, which ensures that the E-mail server receiving the series of packets that make up a message communicates with the machine that sent the message, acknowledging delivery.

People who use dial-up connections to access the Internet often rely on an Internet Service Provider(ISP). Many ISPs are local companies that have a host, or server, directly connected to the Internet. ISPs purchase and maintain the servers, and their customers access the server for a monthly fee. When you use an ISP for Internet access, your account usually entitles you to one or more mailboxes on their server.

Direct lines to the Internet are primarily used by businesses, schools, and universities that can afford purchasing and maintaining an Internet server and the accompanying hardware. Unlike a dial-up connection, a direct line is always "live." The path to the Internet is always open, so if you receive mail during the course of the day, the mail server can alert you immediately.

An Internet address has two parts: the user name and the domain, separated by @. The address looks like:

user@domain.

The user name is a mail account name. The domain is the section of the Internet that contains the server you use.

The domain also includes your organization type. Common organization types include .gov (government), .edu (universities), .com (commercial), and .mil (military). When the organization type represents a country, it is called a location code. Examples of location codes are .ca (Canada), .se (Sweden), and .pl (Poland).

Internet addresses are read from right to left by Internet servers. Your mail is routed from one server to the next until it reaches the server that stores your mailbox. When you connect to your Internet mailbox, QuickMail retrieves your mail and places it in your Inbox.

QuickMail uses POP3 and SMTP as primary mail transports.

There are several protocols, or languages, that have evolved with the growth of the Internet. One of the most common electronic messaging protocol today is called the Post Office Protocol, version 3 (POP3). This protocol is popular because it is based on open standards. "Open standard" means the language used is not dependent upon a particular computer platform or operating system. The POP3 server uses a "layer" of language that any computer can understand. This makes Internet and LAN communication easier as open standards become more widespread.

You can connect to your POP account from client machines at home and work using QuickMail. The POP3 server acts like a mailbox at the post office. When you log in to your E-mail account at the server, it is similar to checking your post office box for mail. Each time you make a connection, QuickMail checks for new mail and retrieves a copy of any new messages. After successfully retrieving messages, the client will either leave a copy of each message on the server (if the ISP allows this), or delete the server copy. Check with your ISP before choosing to leave mail on their server - many providers limit the storage available for E-mail messages and restrict the amount of time mail can be left on the server.

The Simple Mail Transport Protocol (SMTP) handles the task of transporting mail. Each mail client application relies on SMTP as the method and underlying protocol used when sending mail from one user to another. Components of SMTP also run on the mail hosts. SMTP server software is typically installed on the same machine as the POP3 software and it is used most frequently over permanent network connections.

In response to security concerns over Internet communication, Outspring incorporated Authenticated POP (APOP) into QuickMail. APOP provides a level of security that makes acquiring passwords more difficult.

When you login to QuickMail, you're also logging into your mailbox at the POP server. APOP issues a timestamp when you login. QuickMail records this timestamp and issues encrypted information based on the timestamp and your password. When the server receives the APOP command, it verifies the encryption string. If the string is correct, the POP3 server issues a positive response and your mail session begins.

The two primary types of POP3 connections are dial-up and direct. These connections can be local, as used on an intranet, or remote, as used for communications with ISPs.

An intranet is a LAN that takes advantage of Internet technology, such as TCP/IP protocols, servers and browsers. Intranets are used to facilitate communication via E-mail and increase productivity by sharing databases and applications.

Sites that use transient connections rely upon Internet Service Providers (ISPs) for Internet access. Most ISPs are local companies that have a host, or server, on the Internet. ISPs purchase and maintain the servers, and sites access the server for a fee. When sites use an ISP for Internet mail, it's like renting mailboxes on the ISP's server.

Occasionally you may have some difficulty connecting to the Internet. This section helps you troubleshoot common problems with your ISP or your network administrator. If you are having a problem that's not discussed in this section, visit the Outspring Technical Support web page at http://help.outspring.com.

This document highlights new features and enhancements in the Windows version of QuickMail 3.5.3

Help Outspring help you fight junk mail. Use the "Report Junk" feature in QuickMail 3.5.3 to simultaneously delete junk emails and send them to Outspring so that we can improve future versions of the QuickMail client and server to do automatic junk detection and removal. We will contribute the junk mail we receive to http://www.spamarchive.org to help in the global fight against junk email.

The addressbook is more reliable, uses less memory and is up to 10x faster.

SMTP-AUTH is a way of checking the authenticity of a user trying to relay mail through an email server. If the user's client software does not properly identify itself via SMTP-AUTH, relaying will be denied. The SMTP-AUTH command consists of an encrypted username and password sent from the client to the server with each outbound email message. If the username and password are correct, the associated outbound email message is relayed on to its destination regardless of anti-relay measures based on the senders IP address or domain name.

QuickMail 3.5.3 has a new preference option in the Accounts panel. For any user account you have created, you can edit it and enable the checkbox named: "Use authorization (SMTP-AUTH)." This will cause the QuickMail 3.5.3 client to begin using the SMTP-AUTH command. QuickMail can either encode and send POP Account and Password to the listed SMTP Host or a separate Account and Password. The receiving server decodes this string and checks it against that user's SMTP-AUTH account and password, and if they match the message is relayed to its destination.

Selecting this menu item will display Inbox messages with the same font style set in the "Default for non-QuickMail messages" Reading preference.

Note: For Windows XP Service Pack 2, you will need to unblock the QuickMail Networker to send and receive emails.

Index files keep track of which files go in particular folders. If you notice that some messages don't appear or that folders aren't nesting properly, rebuild the index file to fix the problem. To access this feature, right-click on the folder and select "Properties".

You can now make QuickMail your default mailer by using the "Advanced | Application Settings | Default Mailer" preference.

To help conserve disk space, Quickmail can be configured to automatically remove the attachments folder on quit.

No more faxing in registration forms. Register for updates quickly and easily by using the "Register QuickMail" item in the "Help" menu. You can re-register at any time.

@ - In an Internet address, the separator between the user and domain parts.

APOP - Automatic Processing Options Protocol. A language used to secure Internet E-mail accounts.

ASCII - American Standard Code for Information Interchange. The standard for the codes used by computers to represent the upper and lower-case Latin letters, numbers, punctuation, etc.

Base-64 - A robust encoding method designed to preserve an E-mail message as it passes through E-mail gateways.

baud rate - The rate at which data is transmitted using a modem.

BBS - Bulletin Board Services. Public services that can exchange mail and files between users and outside systems (such as QuickMail). A common example of such a system is CompuServe®.

binary - The numeric system with 2 as its base; the digits are 0 and 1. Computer languages are written in binary. Also refers to a file that contains data that is not text.

BinHex - Binary Hexadecimal. A method to convert non-text files into ASCII. This is necessary because Internet E-mail can only handle ASCII.

directory services - Software that provides electronic White Pages service. Directory services often provide telephone numbers, fax numbers, and postal addresses in addition to E-mail addresses.

domain - The part of an Internet address which specifies a host on the Internet.

DNS - Domain Name Service. A mechanism to convert a domain name to an IP (Internet protocol) address and vice versa.

E-mail - Electronic messages sent over a computer network.

firewall - A method (usually software) to protect a network from other networks. Firewalls block some traffic and allow other traffic to flow.

FTP - File Transfer Protocol. An Internet standard protocol to transfer files from one computer to another.

header - The portion of a message that contains the source and destination addresses.

host - Any computer on a network that is a depository for services available to other computers on the network.

http - HyperText Transport Protocol. The language for transferring files across the Internet.

hypertext - Any text that contains links to other documents or words. When the link is selected, the other document is displayed.

Internet - A global network for computer communications, used for many tasks such as E-mail and file transfers.

Intranet - An internal "Internet" that's typically only accessible to users within a network firewall. Users with access to the Intranet can browse information posted on the Intranet.

ISP - Internet Service Provider. An organization that provides a connection between your computer system and the Internet.

LAN - Local Area Network. The local cabling and protocol network upon which the clients and mail servers reside, usually in the same building or floor.

mail server - The computer that handles the distribution of E-mail.

MIME - Multipurpose Internet Mail Extension. A standardized format for Internet E-mail.

MX record - A resource record used by DNS to implement enhanced mail routing. It is a single record type that replaces MF (mail forwarder) records and MD (mail destination) records. MX records specify a mail exchanger for a domain name.

Networker - An application installed with QuickMail to communicate between QuickMail and your POP server.

newsgroups - Usenet News is a service on the Internet, and can be compared to a very large bulletin board divided into different groups called newsgroups. The readers may read and write articles in these newsgroups.

node - A single computer connected to a network.

non-text message - Contains images, sound, applications, etc.

notification - QuickMail notifies the user when mail arrives in their Inbox. Depending upon userset preferences, notification is either audible, visual or both.

POP - Post Office Protocol. An Internet protocol based on open standards; it is not dependent upon computer platform or operating system. It is a "layer" of language that any computer can understand.

PPP - Point to Point Protocol. Allows a computer to be connected to the Internet over a dial-up phone line.

protocol - A standardized way (a set of rules) to exchange information between different machines. These rules specify the messages that each machine can send and receive. They also control the order in which messages must be sent. The protocol works through hardware (like a modem), software, or by a combination of hardware and software. PPP, SLIP and TCP/IP are examples of protocols. Many ISPs offer SLIP and PPP dial-up connections.

RFC822 standard - A message representation protocol that specifies message body text in US-ASCII text. It does not transfer non-text messages very well. Non-text means images, sound, applications, etc.

server - A computer, or software running on it, that does a specific job for software running on other computers. "POP server" refers to the computer running the POP3 software at the ISP.

server message - A message that has been downloaded from your POP server, with the Leave Mail on Server option enabled.

SLIP - Serial Line Internet Protocol. A standard Internet protocol which allows a computer to be connected to the Internet over a dial-up phone line. The term SLIP often includes CSLIP (Compressed SLIP).

SMTP - Simple Mail Transfer Protocol. The language used to move messages through the Internet; like the trucks that carry bags full of mail between snail mail post offices.

TCP/IP - Transmission Control Protocol and Internet Protocol. A collection of protocols widely used in the Internet. The collection includes FTP and SMTP.

uuencode - Commonly used method to encode files prior to sending them between incompatible computers.

UNIX - An operating system originated at the Bell Laboratories of AT&T, and became a project worked on by a large number of people. The UNIX System and the Internet developed and evolved concurrently and cooperatively.

URL - Uniform Resource Locator. Standard way to give the address of a resource on the World Wide Web (WWW). An example of a URL is http://www.outspring.com.

WAN - Wide Area Network. A LAN becomes a Wide Area Network when it utilizes transport services other than those provided in the LAN.

WinSock - Windows Socket Interface. A software interface which lets a variety of applications use and share an Internet connection. This interface is implemented as a Winsock.dll with some supporting routines. It usually includes a dialer program to initiate the dial-up connection. WinSock is part of the operating system in Windows 95, Windows NT^TM and OS/2® Warp.

WWW - World Wide Web. The part of the Internet containing documents and graphics, which are accessed by browsers using Internet-specific software and other tools.