Getting Started with Netscape Mail
Using the Mail Account Setup Wizard
The very first time you launch Mail, if you have not already set up an account, Mail displays the Account Wizard so you can create an account. Later, you can add additional mail and newsgroup accounts from the File menu of the Mail window by choosing New, then Account. (Or, you can also open the Edit menu of the Mail window, choose Mail/News Account Settings, and then click the New Account button.)
The Wizard asks you to provide required information, such as your user name and email address. If you do not know a setting, you can exit the Wizard and consult your Internet service provider (ISP) or help desk.
To set up a mail account with an ISP or email provider, you'll need to provide:
- your user name
- your email address
- the incoming and outgoing mail server names
- the incoming server type (IMAP or POP3)
To set up a newsgroup account, you'll need to provide:
- your name
- your email address
- newsgroup server name
- account name
To set up an AOL or Netscape WebMail account, you only need to provide your email address and the name you would like to use for the account (your user name).
To set up a new mail or newsgroup account:
Begin from the Netscape browser window.
- Open the Task menu and then choose Mail. You see the Mail window.
- Open the Edit menu and choose Mail/News Account Settings.
- Click the New Account button to activate the New Account wizard.
- Choose the type of account you want to set up, and click Next. The information the wizard asks you to provide depends on the type of account you are setting up. The rest of the steps in this section assume you are setting up an account with an ISP or email provider.
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In the Identity section, enter your name (as you would like it to appear in the "From"
field of messages you send) and email address, and click Next.
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In the Server Information section, select the type of incoming mail server (IMAP or POP3). Enter the incoming server name and the outgoing (SMTP) server name (this is the name of the mail server that sends your messages, and is also known as your
SMTP host). Then click Next.
Note: Only one outgoing mail server (SMTP) needs to be specified, even if you have several mail accounts.
The name of your SMTP host may not have been reported
to you in your ISP information or by your system administrator. Your SMTP
host may be the same as your POP3 or IMAP host. If in doubt, contact your ISP or system administrator.
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In the User Name section, enter your user name and click Next.
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In the Account Name section, assign a name for this account (for
example, "Work" or "Family"), and click Next.
- Verify that the information you entered is correct. If necessary, verify the information you entered with your ISP or system administrator.
- Click Finish to set up your account.
You can add additional mail and newsgroup accounts from the File menu of the Mail window by choosing New, then Account. (Or, you can open the Edit menu of the Mail window, choose Mail/News Account Settings, and then click the New Account button.) Be sure to type the account information exactly as it's given to you. Click Next or Back to move through the panels. To cancel your account creation, click Cancel.
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Setting Up Additional Mail and News Accounts
You use the Account Settings dialog box to add a new account, or to change
information for an existing account, including:
- mail and newsgroup server settings (for example, message deletion and download preferences)
- storage settings for message copies and folders
- your reply-to address, organization name, and signature
To add a new account or change settings for an existing account:
Begin from the Mail window.
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Open the Edit menu and choose Mail/News Account Settings.
You see the Account Settings dialog box.
- To set up a new mail or news account using the Account Wizard, click
the New Account button.
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To specify an account as your default account, select it and then click the Set as Default button. Your changes will take affect the next time you start Mail. After you restart, your default account appears as the first account in your list of accounts in the Mail window. The default account is the one that you want to log into when you first start Mail. Also, Netscape Mail automatically checks the default account for new messages when you first start Mail. (For POP accounts, Mail doesn't download the new messages until you click Get Msg on the Mail window toolbar.)
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To remove an account and its settings, click the Remove Account button.
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To modify information for the outgoing mail server, click the Outgoing Server (SMTP) item. See Setting Preferences for Your Outgoing SMTP Server for more information.
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Click OK to save your changes.
Changing the Settings for an Account
To view or change information for an existing mail or newsgroup account:
Begin from the Mail window.
- Open the Edit menu and choose Mail/News Account Settings.
- Click the account name in the left-hand side of the Account Settings dialog box. You see information about the account, such as your email address and signature file, in the right side of the dialog box.
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Click the Server Settings category (beneath the Account name). You see the Server Settings section, where you can edit mail or newsgroup server settings. The settings available depend on the type of server (IMAP, POP3, or newsgroup server).
Important: If you need to change server type, server name, or user name, you must first remove the existing account. Next, you must quit Netscape 6 and restart it. You can then reopen the Mail/News Account Settings dialog box and recreate the account with the new settings.
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Click the Copies and Folders category. You see the
Copy and Folder Settings section, where you can specify whether to
send automatic (blind carbon copies) messages and where you want to store copies of outgoing messages, message drafts, and message templates.
- Click the Offline and Disk Space category. You see the Offline and Disk Space section, where you can specify settings that apply when you are working offline (disconnected from the Internet).
- Click the Addressing category. You see the Addressing section, where you can choose addressing settings that override the global directory server settings specified for all address books in the Preferences dialog box.
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Viewing or Changing Your Identity Settings
This section describes how to view or change your identity settings, such as your user name, reply-to address, and signature file. If you are not already viewing the identity settings, follow these steps:
Begin from the Mail window.
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Open the Edit menu and choose Mail/News Account Settings.
- Select the account name you want to change.
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In the Account Settings section, type a name for this account, your
name, email address, reply-to address (only if different from your email address), and
organization (optional).
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Select "Attach this signature" and then choose the name of the signature
file you want to attach to your messages. Click Choose to locate the signature
file.
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Select "Compose messages in HTML format" if you prefer to create formatted text for mail and newsgroup messages using the HTML editor. Leave this item unchecked to use the plain-text editor. HTML messages can include formatted text, links, images, and tables, just like
a web page. However, some recipients may not be able to receive HTML messages.
Tip: If you select this option, but you later want to compose a message or reply to a message using the plain-text editor, hold down the Shift key and click New Msg or Reply in the Mail window to temporarily choose the plain-text editor. Shift-clicking the New Msg button or the Reply button switches to the other editor.
- Click Advanced if you want to choose a different server for outgoing messages.
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Click OK to save your changes.
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Choosing Between IMAP and POP3 Mail Servers
Netscape Mail can work with two types of mail servers: IMAP and POP3. If your
Internet service provider supports both, these descriptions may help you
choose which one to use:
Internet Message Access Protocol (IMAP)
Advantages: Your messages and any changes to them stay on your
server, saving local disk space. Also, you always have access to an updated
mailbox, and you can get your mail from multiple locations. Performance
on a modem is faster, since you initially download message headers only.
Disadvantages: Not all ISPs support IMAP.
Post Office Protocol (POP3)
Advantages: Your messages are downloaded to your local computer
all at once, but you can also specify whether to keep copies of the messages on the server. Most ISPs currently support
POP3.
Disadvantages: You must synchronize your local Inbox with your
server's mailbox. This can result in downloading new messages over and
over each time you connect. If you use more than one computer, messages
might reside on one or the other, but not both. POP3 doesn't work as well
as IMAP over a slow link connection. Also, you can't access all mail folders
from multiple locations.
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Setting POP Server Information
This section describes how to view or change POP server settings. If you are not already viewing the POP server settings, follow these steps:
Begin from the Mail window.
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Open the Edit menu and choose Mail/News Account Settings. Locate the account you want, and then click the Server Settings category under the account name. If you chose a POP server when you set up this account, you see your POP server settings.
You entered the Server Type, Server Name, and the User Name when you created this account. You can change the Port assignment if necessary.
- Select "Check for new mail at startup" if you want Mail to automatically check this account for new messages whenever you start Mail. For POP accounts, Mail doesn't download the new messages until you click Get Msg on the Mail window toolbar.
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Select the setting "Check for new messages every ___" and then specify
the number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msg in the Mail window.
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Select "Automatically download any new messages" if you want Mail to retrieve messages immediately each time it checks the server.
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Select "Leave messages on server" to store a copy of messages on the mail server in addition to downloading them to your computer.
- Select "Delete messages on server when they are deleted locally" to remove messages from the server once you delete them from your computer.
- Select "Limit message download to ___" to conserve disk space and download time by setting a size limit for incoming messages. Messages that are over the size limit you specify are displayed in truncated form; simply click on the indicated link to download the remainder of the message.
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Select "Empty Trash on Exit" to empty the Trash folder whenever you quit
Mail.
- Click OK to confirm your changes.
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Setting IMAP Server Information
This section describes how to view or change IMAP server settings. If you are not already viewing the IMAP server settings, follow these steps:
To view or change preferences for your IMAP server account:
Begin from the Mail window.
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Open the Edit menu and choose Mail/News Account Settings.
- Locate the account name you want and then select the Server Settings category. If you chose an IMAP server when you set up this account, you see your IMAP server settings.
The Server Type, the Server Name, and the User Name were entered when you used the New Account Wizard. You may change the Port assignment, if necessary.
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Select "Use secure connection (SSL)" if your IMAP server is configured to
send and receive encrypted mail. If you are unsure, contact the mail server
administrator or your ISP.
- Select "Check for new mail at startup" if you want Mail to check this account automatically for new messages whenever you start Mail.
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Select "Check for new messages every ___" and then specify
the number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msg in the Mail window.
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Choose a method for deleting messages:
- Move deleted messages to the Trash folder. (Recommended)
- Mark messages as deleted and remove them only when you compact a folder.
- Remove deleted messages immediately.
- Select "Clean up (Expunge) Inbox on Exit" to remove deleted messages from
the Inbox when you exit Mail. Choose this if you chose to mark messages as deleted.
- Select "Empty Trash on Exit" to empty the Trash folder whenever you quit
Mail.
- Click OK.
Advanced IMAP Server Settings
This section describes how to view or change advanced IMAP server settings If you are not already viewing the advanced IMAP settings, follow these steps:
Note: In most cases, advanced IMAP server settings are automatically supplied by the server. If you are unsure about the settings for this dialog box, consult your ISP or system administrator before proceeding.
Begin from the Mail window.
- Open the Edit menu and choose Mail/News Account Settings.
- Select the account name and click the Server Settings category.
- Click Advanced to set additional IMAP options, such as:
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the IMAP server directory path
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an "all folders" or "subscribed folders" view
- support for subfolders
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any personal and public (shared folder) namespaces for this directory
- Click OK, and then click OK again to close.
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Setting Newsgroup Server Information
This section describes how to view or change newsgroup server settings. If you are not already viewing the newsgroup server settings, follow these steps:
Begin from the Mail window.
- Open the Edit menu and choose Mail/News Account Settings.
- Locate the account name you want, and then click the Server Settings category to display the Server Settings. If you chose a newsgroup server when you set up this account, you see your newsgroup server settings.
The Server Type, the Server Name, and the User Name were entered when you used the New Account Wizard. You may change the Port assignment, if necessary.
- Select "Use secure connection (SSL)" if your server is configured to send and receive encrypted messages. If you are unsure, contact the mail server administrator or your ISP.
- Select "Check for new messages every ___minutes" and then specify the number of minutes between message checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msg in the Mail window.
- Select "Ask me before downloading more than ___ messages" to conserve disk space and download time, by setting a limit for the number of messages you can retrieve at one time.
Note: The path to the newsrc file is displayed for your information. The newsrc file stores information about the newsgroups to which you are subscribed, and the messages you have read in each newsgroup.
- Click OK.
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Choosing Settings for Copies and Folders
This section describes how to choose settings for sending automatic copies, and also to choose settings for storing copies of outgoing messages, message drafts, and message templates.
By default, Netscape Mail stores copies of your outgoing messages in the Sent folder for the current account. Netscape Mail also stores message drafts in the Drafts folder and message templates in the Templates folder for the current account. You can change these settings if you want.
If you are not already viewing the Copy and Folder settings, follow these steps:
Begin from the Mail window.
- Open the Edit menu and choose Mail/News Account Settings.
- Locate the account you want
and click Copies and Folders. You see the Copy and Folder Settings section.
- Select where to store copies of your outgoing mail and newsgroup messages.
If you don't want to use the default Sent folder for the current account, click Other and then choose an account and then choose the folder for storing copies.
- Select whether you want to send a blind carbon copy (bcc) to yourself or
another addressee, and enter the address.
- Select where to store message drafts. If you don't want to use the default Drafts folder for the current account, click Other and then choose another account and folder for storing drafts.
- Select where to store message templates.
If you don't want to use the default Templates folder for the current account, click Other and then choose another account and folder for storing templates.
- If you want Mail to display a confirmation dialog box when you save a draft message or a template, check "Show confirmation dialog when saving messages." If checked, a dialog box will appear when you save a draft or template to remind you where Netscape Mail is saving the draft or template.
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Click OK to confirm your changes.
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Choosing Offline and Disk Space Settings
You use the Offline and Disk Space settings to set up an account so that you can use it while offline (disconnected from the Internet). The settings available depend on the type of account. For more information, see:
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Choosing Addressing Settings
You use Addressing settings to override the global LDAP server settings specified for all address books in the Preferences dialog box. LDAP server settings affect the behavior of address autocompletion, and you can change these settings for each account if necessary. Address autocompletion uses your address books to find matching entries when you type email addresses in the addressing area of the mail compose window.
If you are not already viewing the Addressing settings, follow these steps:
Begin from the Mail window.
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Open the Edit menu and choose Mail/News Account Settings.
- Locate the account you want and click the Addressing category.
- Choose one of the following settings:
- Use my global LDAP server preferences for this account: This is the default. Choose this setting if you don't want to override the global LDAP server preferences for this account.
- Use a different LDAP server: Choose this setting and then choose another LDAP server from the list if you want to use a different LDAP directory server for address autocompletion with this account.
- If necessary, click Edit Directories to edit individual directory server settings, add a directory server, or delete a directory server. For more information, see Adding and Removing LDAP Directories.
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Choosing Outgoing SMTP Server Settings
Even if you have multiple mail or news accounts, you generally need to specify only one outgoing (SMTP) server to handle the delivery of your outgoing mail.
If you are not already viewing the Outgoing Server (SMTP) settings, follow these steps:
Begin from the Mail window.
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Open the Edit menu and choose Mail/News Account Settings.
- Select the Outgoing Server (SMTP) category.
- Modify the following preferences:
- Server name: Mail uses the server name you entered using the New Account Wizard, but you can change it here.
- Use name and password: If your SMTP server requires authentication to send mail, select this option to be prompted to enter your user name and authentication password the first time you send mail. Then enter your user name. The first time you send mail, you will be prompted to enter your authentication password.
- Use secure connection (SSL): If your outgoing SMTP server is configured to send encrypted mail, you can choose how often you want to use SSL (Secure Sockets Layer). If you are not sure which option to choose, check with your ISP or system administrator.
- Advanced: Click this option to set up additional SMTP servers. Keep in mind that using more than one SMTP server can cause errors in sending mail.
- Click OK to confirm your changes.
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Using Instant Messenger with Netscape Mail
If you use Instant Messenger (IM), Netscape Mail allows you to quickly correspond
with friends and colleagues while you manage your mail. For example, you can quickly
add entries on your Buddy lists to your address books, and send online
colleagues instant messages from any message window.
Once you've signed on to Instant Messenger, you can see whether the
sender or recipients of incoming Mail messages are signed on as well.
When you see the IM presence icon
to the right of someone's name in the envelope of the message, simply right-click the person's name, and then select Send Instant
Message from the pop-up menu to begin a messaging session.
To log on to Instant Messenger, choose Instant Messenger from the Tasks menu, or click the Instant Messenger icon on the status bar.
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Instant Messenger icon
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Reading Messages
Getting New Messages
When you start Mail, if your default account is an IMAP account, Mail automatically gets new messages and displays them in the Inbox (the primary message folder). For a POP account, you must click Get Msg to retrieve your messages. You can also set up Mail to get new messages at startup and to check for new messages at timed intervals.
The Mail icon on the status bar displays a green arrow to notify you when new messages have arrived.
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New mail notification
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To set up Mail to automatically check for new messages:
Begin from the Mail window.
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Open the Edit menu and choose Mail/News Accounts.
- If you have multiple accounts, select an account and click the Server Settings category for that account.
- In the Server Settings section, select "Check for new mail at startup" if you want Mail to check this account automatically for new messages whenever you start Mail. For POP accounts, Mail doesn't download new messages until you click Get Msg or unless you choose "Automatically download any new messages".
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Select "Check for new messages every ___" and then specify
the number of minutes between mail checks. If you do not select this setting,
you can check for new messages at any time by clicking Get Msg in the Mail window.
- Click OK. Your settings take affect the next time you start Netscape Mail.
You can always retrieve messages manually at any time. To get new messages for the selected account or newsgroup, do one of the following:
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Click Get Msg on the Mail window toolbar.
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Open the File menu (in the Mail window) and choose Get New Messages.
To get new messages for all your mail accounts:
Begin from the Mail window.
- Click the triangle on the Get Msg button in the Mail window toolbar. Or, open the File menu (in the Mail window) and choose Get New Messages for.
- Choose Get All New Messages. Netscape Mail retrieves new messages for all your mail accounts. If you are not currently logged into one of your mail accounts, Mail first prompts you to enter your user name and password before retrieving new messages for that account. (If you have already stored your user name and password using the Password Manager, Mail doesn't prompt you for this information.)
To get new messages for a specific mail account:
Begin from the Mail window.
- Click the triangle on the Get Msg button in the Mail window toolbar. Or, open the File menu (in the Mail window) and choose "Get New Messages for".
- Choose the account for which you want to retrieve mail.
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Mail icon
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Note: The first time you retrieve messages for an account, Mail asks you for your password, at which time you can choose to have Mail store your password in the Password Manager.
Password Manager can save all your user names and passwords on your own computer in a file that's difficult, but not impossible, for an intruder to read.
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Choosing How You View the Mail Window
You can customize the layout of the Mail window (the window you see when
you choose Mail from the Tasks menu):
- Open the View menu and choose Toolbars to show or hide the Mail toolbar or the status bar.
- Open the View menu and uncheck Sidebar to hide the Sidebar pane.
- Expand and collapse any pane to switch between a three-pane
or two-pane view. Choose a default view in the Mail and Newsgroup Preferences panel. If you change the default view, you must exit Mail and then restart to have your change take effect.
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Sorting and Threading Messages
To sort messages by categories such as subject, sender, date, or priority:
Begin from the Mail window.
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Click the appropriate label (column heading) in the message list window.
Or, open the View menu, choose Sort, and then select the label you want to sort by.
To group messages by threading (subject), so each message is grouped with all its responses:
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Click the thread button to the left of the Subject, Sender, and Date column headings.
To help you identify unread messages in a collapsed thread where you've read the parent message, Netscape Mail underlines the parent message.
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Thread button
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Saving and Printing Messages
To save a message as a plain-text or HTML file:
- In the Mail window, select the message.
- Open the File menu and choose Save As, and then choose File.
To print a displayed message:
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Sending Messages
Composing Mail and Newsgroup Messages
To open a composition window to address, compose, and send a new message
or reply to one:
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In any Netscape window, open the File menu and choose New,
then Message.
- In the Mail window, click New Msg.
- While displaying a message, click Reply, Forward, or Reply All on the Mail toolbar.
- From the Address Book window, select an address and click New Msg.
Tip: Use the Mail/News Account Settings command on the Edit menu to specify the HTML text editor for composing messages. In the Account Settings dialog box, select the account, and check "Compose messages in HTML format" to use the HTML text editor for all messages. If you want to use the plain-text editor occasionally, you can hold down the Shift key while clicking the New Msg or the Reply button to use the plain-text editor on an as-needed basis.
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Using the Message Composition Window
Use the message composition window to address, compose, and send email and
newsgroup messages. First specify whether you want to compose messages
in plain-text or HTML in the Account
Settings preference panel (Open the Edit menu and choose Mail/News Account Settings).
The message composition window contains the following:
If you've chosen to compose messages using the HTML editor, you see an additional toolbar with text formatting buttons similar to those in Netscape Composer.
For help using the message composition window, see the Composer online help.
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Addressing a Message
To address an email message:
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Type the name in the address field.
If you have address autocompletion enabled (it's enabled by default), simply type the first few letters of the recipient's name and wait for Mail to
complete the address. (Or you can type part of the name and immediately press Enter to have Mail try to complete the address.)
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If multiple addresses are found, select an address and press Enter.
Note: Use a comma to separate multiple addresses on the same
line. Do not use a comma to separate first or last names.
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If you want this message to be sent from a different
account, click "From" to select the account you want.
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If necessary, click "To" to choose a different recipient type:
- To: For primary recipients of your message.
- Cc: For secondary recipients (carbon copy).
- Bcc: For secondary recipients not identified to the other recipients, including those in the cc list (blind carbon copy).
- Reply-To: For recipients to reply to a different email address than the one the message is sent from.
- Newsgroup: For posting to a newsgroup.
- Followup-To: For redirecting a newsgroup posting, so that subsequent
replies go directly to the redirected newsgroup instead of the original
newsgroup.
Tip: You can quickly address a message by right-clicking the email address
contained in a message you're reading, and then selecting Send Mail To
from the pop-up menu.
Changing the Account From Which a Message is Sent
If you have multiple mail accounts, the account listed in the From field
is based on the account (or server) you have currently selected when you
choose to create a new message. However, Netscape Mail also allows you
to change the account a message is sent from while you're composing a message.
Click the From field to view a list of your accounts and then select the
account you want. A copy of the message is saved in the Sent folder associated with the account you sent from.
About Address Autocompletion
Address autocompletion allows you to address mail easily
from the message composition window without having to search for names
or type complete names. Mail automatically checks your address books and an LDAP Directory Server (if available) and completes the name if it finds a unique match. It also prevents mistakes by showing all possible choices with additional information if it finds multiple matches. Address autocompletion is enabled by default.
If you don't want to use an address that Mail provides, simply press Backspace or Delete to erase the address and then enter an alternate address.
To disable address autocompletion:
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Open the Edit menu and choose Preferences.
- Under the Mail and Newsgroups category, click Addressing.
- In the Address Autocompletion section, remove the check next to Local Address Books and LDAP Directory Server.
- Click OK.
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Selecting Message Sending Options
While you're composing a message, you can select these additional message
sending options from the Options menu:
Select Addresses
The Select Addresses option lets you choose the recipient's email address from your Address
Books. Select an address and then click To:, Cc:, or Bcc: to address your message.
Check Spelling
Checks the spelling of the message text. You can also click Spell.
Rewrap
If you are composing a message using the plain-text editor, you can use the Rewrap command to rewrap long lines of quoted text to fit the composition window. This command rewraps selected quoted text to the window width, or rewraps all quoted text if no text is selected. This command is primarily useful when you are replying to a message where the original message is quoted in your reply, and the original message contains long lines.
You use the Mail/News Account Settings command on the Edit menu to specify that you want to use the plain-text editor for composing messages. In the Account Settings dialog box, select the account, and uncheck "Compose messages in HTML format" to use the plain-text editor for all messages. If you only want to use the plain-text editor occasionally, you can hold down the Shift key while clicking the Get Msg or the Reply button to use the plain-text editor on an as-needed basis.
Format
Send the message as plain text, or HTML (formatted), or both. If you
choose "Auto-Detect," Mail asks you for the format to use if it's unknown
whether the recipient's mail program can display an HTML message. The format you choose here overrides the send format you specified using the Preferences command on the Edit menu.
Priority
Choose a label or "flag" that indicates whether the message has lowest,
low, normal, high, or highest priority.
File Sent Message
Choose this if you want to file an additional copy of the sent message
in a different folder than your default Sent folder. Then select the folder
you want.
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Replying to a Message
To reply to an email message:
- Select the message.
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Click Reply to respond to the sender alone.
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Click Reply All to respond to all addressees in the message.
To include the original message each time you reply to any message:
- Open the Edit menu and choose Preferences.
- Under the Mail and Newsgroups category, click Message Composition.
- Select "Automatically quote the original message when replying."
- Click OK.
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Forwarding a Message
When you forward a message, you can specify how to place new text relative
to the original text: inline (in the body of the message; this is the default), or as an attachment.
To forward a message:
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Select the message and click Forward.
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Type the name or Email address of the recipient.
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Click Send.
To set the default for forwarding messages:
- Open the Edit menu and choose Preferences.
- Under the Mail and Newsgroups category, click Message Composition.
- Click OK.
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Saving and Editing a Message Draft
To save an email message as a draft so you can complete it later:
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In the composition window, click Save, or open the File menu and choose Save as Draft. By default, the message is saved in the Drafts folder for the current account.
To edit a message draft:
- From the Mail window, click the Drafts folder for the account where you
created the message draft.
- Click the message that you want to edit.
- Tip: You can also double-click the message to open it for editing.
This is especially useful if the message pane is closed.
- In the top-right corner of the message, click Edit Draft. (Alternatively,
from the Edit menu, choose Edit Draft.)
- Edit the message as necessary.
- Click Send to send the message or click Save to save the message so you
can complete it later.
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Creating and Using Templates
Templates are useful for formatting messages that you send regularly, such
as weekly status reports. You can save a message as a template from any window
in which it is displayed, including from within a message composition window.
To save a message as a template:
- While displaying a message: open the File menu, choose Save As, then Template.
The template file is stored in the Templates folder.
To edit or use a template file:
- In the Mail window, select the Templates folder.
- Double-click the message you want to edit.
- Edit the message, then save it or send it.
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Creating HTML Mail Messages
Using HTML in Your Messages
HTML messages can include formatted text, links, images, and tables, just
like a web page. However, some recipients may not be able to receive HTML
messages. Netscape Mail allows you to compose mail and newsgroup messages
using either the HTML (rich-text) formatting editor or the plain-text editor
for each mail account you have. In addition, you can choose whether your addressees
should receive HTML or plain-text messages by default, and how Mail should
handle messages when it's not known if the addressee(s) can receive HTML formatted
mail.
To specify whether to use the HTML editor as the default for composing messages:
- Choose the mail or newsgroup account you want to use.
- Open the Edit menu and choose Mail/News Account Settings.
- Select "Compose messages in HTML format." You see the HTML formatting
toolbar in the message composition window. Leave this box unchecked to use
the plain-text editor for this account.
[ Return to beginning of section ]
Choosing HTML Mail Sending Options
You can choose the default method Mail uses to handle sending HTML messages
when it's not known whether the recipient's email program can display formatted
mail:
- Open the Edit menu and choose Preferences.
- Choose Send Format from
the Mail and Newsgroups category.
Note: this preference applies only to email messages, not to newsgroup
messages.
- Select the option you want and then click OK.
If while composing a message you realize that one or more recipients may
not be able to receive HTML-formatted mail, you can easily convert the message
to a different format when you click Send:
- In the message composition window, open the Options menu and choose Format.
- Select the format you want to use for sending the message:
- Auto Detect (Mail chooses the appropriate format)
- Plain Text Only (may lose formatting such as bold text)
- Rich Text (HTML) Only (some email programs may have trouble displaying
the message)
- Plain and Rich (HTML) Text (this uses more disk space)
- When you've finished composing the message, click Send.
[ Return to beginning of section ]
Specifying Recipients for HTML Messages
You can save time by indicating whether individuals in your address books
prefer to receive either HTML messages or plain text messages.
- Open the Address Book window and select the individual's card.
- Click Edit to display the address book card dialog box.
- In the Name tab, for "Prefers to receive messages formatted as", choose
HTML if you know this recipient can read HTML-formatted messages (such as
messages that include include links, images, or tables). If this recipient
can only read messages sent as plain text (no formatting), then choose Plain
Text. If you don't know or are not sure, choose Unknown. If you choose Unknown,
Netscape Mail determines the sending format based on the Send Format settings
for Mail in the Preferences dialog box. If Mail still can't determine the
correct format, Mail will ask you to choose a sending format when you send
the message.
- Click OK.
[ Return to beginning of section ]
Viewing the Message Source for HTML Messages
You can quickly view the HTML and other code that generates an HTML message
you've received:
- Open the message.
- Open the View menu and choose Message Source.
[ Return to beginning of section ]
Using the HTML Mail Question Dialog Box
The HTML Mail Question dialog box appears when you try to send a message
to someone who does not want to receive HTML messages or when Mail cannot
determine whether your recipient can display HTML messages. If you are in
doubt, send a plain-text message.
[ Return to beginning of section ]
Using Attachments
Attaching a File or Web Page
To attach a file to an outgoing email message:
- In the message composition window, click Attach or open the File menu
and choose Attach File.
Tip: You can also click inside the Attachments area.
- Select a file from your hard drive that you want to include and click
Open. The file name appears in the Attachments area.
To attach a web page to an outgoing email message:
- In the message composition window, open the File menu and choose Attach
Web Page.
- In the dialog box, enter the URL of the page and then click OK. The web
page URL appears in the Attachments area.
[ Return to beginning of section ]
Viewing and Opening Attachments
If you receive an email attachment that consists of a file type that Netscape
can display (such as graphic files and HTML files), you see the attachment
displayed inline (in the body of the message). For other file types,
Mail lets you open the attachment using another application, or else you can
save the attachment on your hard disk.
To open the attachment, make sure you have a program on your computer that
can open files of the same type as the attachment's file format. For exampe,
if you want to open a .GIF file, make sure you have a program on your computer
that can open .GIF files.
To open an attachment:
- If there is more than one attachment, select the one you want from the
right side of the message envelope. When you select the attachment, you
see a menu.
- Click Open.
- In the Downloading dialog box, click "Use a different action for this
file".
- Click "Open with application."
- Click Choose to locate the application to use to open the attachment.
- Click OK. The attachment opens using the chosen application.
Note: If you are viewing your mail using an IMAP mail server, all
attachments remain on the server until you save or open them.
[ Return to beginning of section ]
Saving Attachments
To save an attachment:
- In the right side of the message envelope, select the attachment that
you want to save.
- Choose Save As.
- In the Downloading dialog box, click "Use a different action for this
file".
- Click "Save this file to Disk" and click OK.
- Enter a file name and location for the attachment on your hard disk and
then click OK. Mail downloads the attachment and saves it to the specified
location.
Tip: To save all attachments, click the first one in the attachment
list, and choose Save All. You can then specify the location where you want
all the attachments to be saved.
[ Return to beginning of section ]
Deleting Messages
How you delete messages depends on your mail server type: IMAP or POP3. Deleted
POP3 messages are automatically moved to the Trash folder. IMAP users can
set different options for deleting messages.
To delete IMAP messages from your Inbox or other folders:
Begin from the Mail window.
- In the message list, select the messages and click Delete. By default,
Mail moves the selected messages to the Trash folder.
- To delete messages permanently, open the File menu and choose Compact
Folders.
To set deletion preferences for IMAP messages:
- Open the Edit menu and choose Mail/News Account Settings.
- Locate the IMAP account you want, and then click the Server Settings category
under the account name.
- Select the options you want for deleting messages and click OK.
[ Return to beginning of section ]
Moving Messages To and From the Trash
If you use POP3 to deliver your mail, or if you set up IMAP to use the Trash
folder, follow these steps to delete messages from your Inbox or other folders:
- In the message list, select the messages you want to delete.
- Click Delete. Mail moves the messages to the Trash folder.
To recover messages from the Trash:
- Click the Trash folder.
- Select the messages you want to recover, and drag them to another folder.
To delete messages permanently:
- Open the File menu and choose Empty Trash.
[ Return to beginning of section ]
Using Address Books
About Netscape Mail Address Books
Address books store email addresses and contact information for people you
typically send email to, such as colleagues, friends, and family. Netscape
Mail provides you with two address books: the Personal Address Book, and the
Collected Addresses Book, and you can create additional address books as well.
The contents of these address books are stored locally on your hard disk.
Your address book may also list email addresses from an LDAP directory, which
is located on an LDAP Directory server. The Directory server stores email
addresses of people that are not included in your locally-stored address books.
Personal Address Book
Use the Personal Address Book to add specific names you want, or to import
address books from other email programs and previous versions of Netscape.
You can create mailing lists, edit individual address entries, and create
additional address books. If you have a Netscape WebMail or an AOL account,
you can synchronize entries in your Personal Address Book with those in your
WebMail or AOL Address Book.
Collected Addresses
The Collected Addresses address book automatically collects the email addresses
contained in incoming and outgoing messages, as well as the screen names for
buddy lists migrated from Netscape Communicator. For incoming email messages,
the Collected Addresses address book saves the sender's address in each message
as soon as you open it. Addresses from outgoing messages are stored as soon
as you click Send. You can choose which addresses you want to collect (only
addresses from mail messages or addresses from both mail and newsgroup messages)
by changing the preferences for
email address collection.
LDAP Directory (if available)
An LDAP directory (also known as an address lookup service) stores email
addresses of recipients who are not in your locally-stored address books.
LDAP directories offer you access to large, centrally maintained databases
of email addresses, which is especially useful with address
autocompletion.
To enable automatic address collection:
- Open the Edit menu and choose Preferences.
- Under the Mail and Newsgroups category, click Addressing.
- Select Enable Email Address Collection to start collecting addresses.
- Choose whether you want to use this feature for incoming or outgoing messages,
or both.
- Choose whether you want to use this feature for newsgroup messages.
- Choose whether you want to limit the size of the collected address book.
The default size is 700 cards. If you add a new card that exceeds the limit,
the oldest card is removed and the new card is added, keeping the total
number of cards the same.
- Click OK.
Opening the Address Book Window
To open the Address Book window:
- Open the Tasks menu and choose Address Book, or click the Address Book
icon on the status bar.
|
|
Address Book icon |
Changing the Address Book Window Display
To customize how the Address Book window and the cards are displayed:
- Open the Tasks menu and choose Address Book. You see the Address Book
window.
- Open the View menu to select whether to display the toolbar and/or status
bar.
- Open the View menu, choose Show Name As, and then select how you want
card names displayed (first/last, last/first, or Display Name).
- Open the View menu, choose Sort, and then select a sort option (sort
by Name, Email, Work Phone, or Organization).
[ Return to beginning of section ]
Adding Entries to Your Address Books
You can use any of the following ways to add entries to your address books:
- Click a name in the From or recipient fields (for example, To or Cc)
in a message you've opened, and then select "Add Address to Address Book"
from the pop-up menu.
- Click New Card in the Address Book window to create a new address book
card.
- Synchronize entries with your Netscape WebMail or AOL Address Book (you
must have a Netscape WebMail or AOL account).
- Open a message, which automatically adds the sender's address to your
Collected Addresses Book (if enabled).
[ Return to beginning of section ]
Creating a New Address Book
Netscape Mail provides a default personal address book, but you can create
additional address books.
To create a new address book:
- Click the Address Book icon on the status bar or open the Tasks menu
and choose Address Book.
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|
Address Book icon |
- In the Address Book window, open the File menu, choose New, and choose
Address Book.
- Type the name of the new address book, and click OK.
Creating a New Address Book Card
Address book cards can be used to store names, postal addresses, email addresses,
phone numbers, and information such as whether the addressee prefers to receive
plain-text or HTML-formatted messages.
To create an address book card for an individual:
- Click the Address Book icon on the status bar or open the Tasks menu
and choose Address Book.
- Click New Card. (If you have multiple address books, select the one to
which you want to add a card.)
- Each New Card dialog box has four tabs:
To edit an individual card:
- Select the card in the Address List window and click Edit.
Tip: To quickly add entries to your address book, right-click any
email address in messages you receive and select Add Address to Address Book
from the pop-up menu. The New Card dialog box appears where you can complete
the information.
[ Return to beginning of section ]
Creating a Mailing List
If you regularly send messages to a group of recipients, you can quickly
address a message by using a mailing list that contains the names you want.
To create a mailing list and add it to your address book:
- In the Address Book window, click New List.
- Enter the following information in the Mailing List dialog box:
- Click the drop-down list at "Add to" to choose an address book in
which to store the list.
- List name: When you enter the list name in the "To" field of a message,
everyone on the list receives your message.
- List nickname: Alias (or shortcut) for the list name.
- Description: Appears after the list name in the address line of the
composition window.
- Drag entries from the Address Book window into the list, or type in addresses.
- Click OK.
- The list appears in the left and right sides of the Address Book window.
Editing a Mailing List
Mailing lists are stored in the address book in which you created them.
To remove a member from the list:
- Open the Address Book window.
- Expand the address book containing your mailing list by clicking the small
triangle beside the address book title.
- Highlight the mailing list by clicking its name. The list members appear
to the right of the mailing list name.
- Click the entry you wish to delete.
- Click the Delete button.
To add members to a mailing list:
- In the Address Book window, in the list of address books, select the address
book that contains the mailing list you want to edit.
- In the right side of the window, locate the name of the mailing list and
select it.
- Click Edit.
- Add or remove entries as necessary.
- Click OK when you are done.
[ Return to beginning of section ]
Importing Address Books and Mail Messages
If you have an address book from a previous version of Netscape Communicator
or another email program, you can add its entries to your personal address
book. When you import another address book, Mail creates a new address book
with the imported entries.
You can import address books and mail messages from Eudora, Outlook, and
Outlook Express. You can import the following types of address book file formats:
tab or comma separated text or LDIF. Netscape Communicator address books use
the LDIF format.
To export address book entries from Netscape Communicator so you can import
them into Netscape 6:
- In Netscape Communicator, choose Address Book from the Communicator menu.
- Select the address book that you want to export.
- From the File menu in the Address Book window, choose Export.
- Type a name for the exported address book.
- Choose the LDIF file format.
- Click Save. Remember the location where you saved the address book file,
so you can find it when you're ready to import it into Netscape 6. The file
will have a .LDIF extension.
To import messages or address book files into Netscape 6:
- From the File menu in Netscape 6, choose Import.
- Follow the instructions to import mail folders and address book files.
- If you want to import a Netscape Communicator address book, choose "Text"
from the list in the second screen of the wizard.
[ Return to beginning of section ]
Syncing Entries in Your Personal Address Book with Your Netscape WebMail
or AOL Address Book
Note: You must already have an AOL account or a Netscape WebMail account
in order to synchronize address books. If you do not yet have a Netscape account,
you can sign up for one by going to http://www.netscape.com. You must
also add your Netscape WebMail or AOL account to Netscape 6 by following the
steps under Setting Up Additional Mail and News
Accounts.
If you have added your Netscape WebMail or AOL account, you can save time
managing email addresses from those accounts by synchronizing or matching
entries in your Netscape WebMail or AOL Address Book with entries in your
Netscape Personal Address Book. If you add, edit, or delete an entry in one
address book, you can automatically update the other address books so that
entries in both address books match.
To perform an address book sync:
- In the Address Book window, click the Sync button on the toolbar or choose
Sync Netscape Address Book from the File menu.
- Mail prompts you to enter the user name and password for the account you
want to use for address book synchronization. For example, if you want to
synchronize your Personal Address Book with your Netscape WebMail address
book, enter your WebMail user name and password. If you want to synchronize
your Personal Address Book with your AOL address book, enter your AOL user
name and password.
- Click OK to begin synchronization.
You can continue to synchronize your address book throughout your Mail session
(without having to log in again). Just click Sync or choose Sync Netscape
Address Book from the File menu. However, if you want to synchronize with
a different address book, you must first exit Netscape and then restart it.
For example, if you've been syncing with your Netscape WebMail address book,
and then you decide you want to sync with your AOL address book, you must
first exit Netscape and then restart it. When you return to the Address Book
window and click the Sync button, you will be able to enter the user name
and password for your AOL account.
[ Return to beginning of section ]
Organizing Your Messages
Creating a Folder
To create a message folder:
Begin from the Mail window.
- Open the File menu, choose New, and then Folder.
- Type the name of the folder.
- Click the pop-up menu to choose a folder location and click OK.
[ Return to beginning of section ]
Renaming a Folder
To rename an existing folder:
- Select the folder you want to rename.
- Open the File menu and choose Rename Folder.
- Type the new name and click OK.
Note: If you rename a folder that you've been using to store filtered
messages, the filter will no longer work. You can either edit the filter to
point to a different folder (or to the folder's new location if you've moved
it), or else you can turn the filter off or delete it. You can also recreate
the destination folder. If you recreate the destination folder, you must also
turn the filter back on to activate filtering again. Until then, incoming
messages that match the filter criteria will remain in your Inbox.
Moving or Copying a Folder
You can copy a folder and its contents to another mail account, or move a
folder within the same mail account.
To move or copy a folder:
Begin from the Mail window.
- Select the folder you want to move or copy.
- Do one of the following:
- To move the folder under another folder within the same account, drag
the folder over the name of the other folder. The folder you moved becomes
a subfolder of the other folder.
- To copy the folder to another account, drag the folder over the name
of another account.
- To copy the folder under another folder in another account, drag the
folder over the name of another folder in another account. The folder
you copied becomes a subfolder of the other folder.
[ Return to beginning of section ]
Filing Messages in Folders
You can move messages from one folder to another by using either of these
methods:
- Select the message, click the File button on the toolbar, and choose
the destination folder.
- Drag and drop messages into the desired folder.
Note: If you drag and drop a message from an IMAP or POP mail server
folder to a local folder on your hard drive, the message is moved to the
local folder and removed from the server folder.
To copy a message from one folder to another:
- Select the message and right-click to display the pop-up menu.
- Select "Copy To" and then select the destination account and folder from
the pop-up menu.
[ Return to beginning of section ]
Creating Message Filters
Message filters allow you to manage and organize your messages. You can create
message filters that Netscape Mail uses to automatically perform certain actions
on incoming messages based on criteria you specify. For example, you can create
a message filter that automatically files incoming messages in a particular
folder.
If you are not already viewing the Message Filters dialog box, follow these
steps:
Begin from the Mail window.
- Open the Edit menu and choose Message Filters.
- If you have multiple mail accounts, choose the one to which you want to
apply the filter.
- Click New. You use the Filter Rules dialog box to specify the types of
messages to act on, and the action you want the filter to perform.
- Type a name for the filter.
- Select the matching option you want Mail to use: "all of the following
conditions" (criteria) you choose, or "at least one" of the conditions.
- Use the pop-up menus to choose the search criteria (for example, "Subject,"
"Sender," "contains," "doesn't contain") and then type the text or phrase
you want to match.
- To restrict your filter to messages that only match a certain priority,
choose an option for priority from the pop-up menu.
- Click More to add criteria and Fewer to remove them.
- Use the pop-up menu to choose the action you want the filter to perform
on the messages (for example, Move to Folder).
- Choose a destination folder in which to store the messages, or create
a new folder.
- Click OK to confirm your settings.
- Use the Message Filters dialog box to manage your filters, as follows:
- To turn a filter on or off: Click the dot to the right of the
filter name to enable it (diamond), or click it again to turn it off.
- To edit a filter: Select the filter name and click Edit (or double-click
the filter name).
- To delete a filter: Select the filter name and click Delete.
- To change the order in which filters are applied: In the filter
list, click a filter's name, and click the up or down arrow to move it.
Note: Filters are applied to each incoming message in the order
you choose, until a filter action results in the message being deleted
or moved to a different folder.
- Click OK when you are done managing your filters. If you created a new
filter, it begins filtering incoming messages as soon as you click OK.
Note: If you move, delete, or rename a folder that you've been using
to store filtered messages, the filter will no longer work. You can either edit
the filter to point to a different folder (or to the folder's new location if
you've moved it), or else you can turn the filter off or delete it. You can
also recreate the destination folder. If you recreate the destination folder,
you must also turn the filter back on to activate filtering again. Until then,
incoming messages that match the filter criteria will remain in your Inbox.
Tip: Filters don't apply to existing messages. If you have existing
messages that you want to move to another folder, you can search
for those messages and then file them into
the other folder.
[ Return to beginning of section ]
Searching Through Messages
Netscape Mail lets you quickly find text in a single message, or use a combination
of criteria to perform a thorough search through all messages in a specific
mail folder, newsgroup, or account.
To locate text in a single message:
Begin from the Mail window.
- Select the message, open the Search menu, and choose Find in This Message.
- Type the text that you want to locate.
- Click Find to locate the first occurrence.
- Continue clicking Find to locate additional occurrences, or click Cancel
when you are done.
- Choose Find Again from the Search menu to continue searching for the text
throughout the rest of the message.
To search mail folders or newsgroups for specific messages:
Note: This feature cannot be used for Netscape Webmail and AOL accounts,
since the servers for those types of accounts do not support this feature.
Begin from the Mail window.
- Open the Search menu and choose Search Mail/News Messages.
- Under Criteria, choose the account, newsgroup, or folder that you want
to search. For a mail account, click "Search subfolders" to include all
subfolders in the search.
- Select the options to allow Mail to search for messages that match all
or at least one of the conditions (criteria) that you choose.
- Use the pop-up menus to indicate the search criteria (for example, "Subject,"
"Sender," "Contains," "Doesn't contain") and then type the text or phrase
that you want to match.
- To restrict your search to messages that only match a certain priority
and status, choose options for priority and status from the pop-up menus.
- Click More to add criteria and Fewer to remove them.
- Click Search to begin, or click Clear to reset your entries. The search
results appear under Results in the Search Messages dialog box. To open
a message so you can read it, select the message and click Open, or double-click
the message.
- To sort the messages in a different order, click the column that you want
to sort by.
- To move or copy a message in the Results area to another folder, select
the message and then choose the destination folder from the File pop-up
menu. If the destination folder is within the same account, the message
is moved to that folder. If the destination folder is within a different
account, the message is copied to that folder.
- Click Close when you are done.
[ Return to beginning of section ]
Getting Started With Newsgroups
Subscribing to Newsgroups
If you have set up an account on a newsgroup server,
you can join (subscribe) to newsgroups (also called discussion groups).
If you are not already viewing the Subscribe dialog box, follow these steps:
Begin from the Mail window.
- Open the File menu and choose Subscribe.
- If necessary, click the Server pop-up menu to choose another server.
- Select a newsgroup.
- Click Subscribe or click in the Subscribe column next to the newsgroup.
You see a check mark next to each newsgroup to which you subscribe. Click
Unsubscribe to cancel a selection.
- Click OK. The list of your subscribed newsgroups appears in the Mail
window.
If you are an IMAP mail user, you can also subscribe to message folders located
on an IMAP server. (Your Inbox is a type of message folder.) Follow the instructions
above for subscribing, but select a Mail server from the Server pop-up menu.
[ Return to beginning of section ]
Reading Newsgroup Messages
When you open your newsgroup server, you see the list of newsgroups to which
you subscribe. The server downloads the headers of new messages in
each newsgroup.
To read newsgroup messages:
Begin from the Mail window.
- Double-click a newsgroup server icon to see its newsgroups. (If there
are no newsgroups, you may need to subscribe to one.)
- Click a newsgroup name to see its messages.
- Click a message to read it. Click the thread button to display all the
responses below the original message. You can click any header to display
its message. You can start a new thread or
post a message in response.
[ Return to beginning of section ]
Posting Newsgroup Messages
To start new threads (discussions):
- From the list of your subscribed newsgroups in the Mail window, select
a newsgroup.
- Click New Msg.
- Compose your message, and click Send
to post it.
- Click Get Msg to see your posting on the newsgroup.
[ Return to beginning of section ]
Contributing to Ongoing Discussions
To post a response to the newsgroup:
- In the message list, select a message to reply to.
- Click Reply.
- Compose your message, and click Send
to post it.
To reply to an individual as well as post a response to the group:
- In the message list, select a message to reply to.
- Click Reply All.
- Compose your message, and click Send to post it.
To redirect a posting to another newsgroup:
- Click Reply and choose "Followup-To" from the Recipient type pop-up menu.
Subsequent responses will be posted to the newsgroup you specified.
Monitoring Threads
To monitor unread messages in threads that are of interest to you:
- Select a message in a thread.
- From the Message menu, choose Watch Thread.
- If you want to monitor additional threads, repeat steps 1 and 2 for messages
in additional threads.
- When you're ready to monitor messages in these threads, from the View
menu, choose Messages, and then choose Watched Threads with Unread. Netscape
Mail only displays the watched threads that contain unread messages.
- From the View menu, choose Messages, and then choose All to return to
viewing all messages in the newsgroup.
To ignore a message thread:
- Select a message in the thread.
- From the Message menu, choose Ignore Thread. Netscape Mail marks all messages
in the thread as read, and new replies posted to the thread will appear
as read.
- To view ignored threads, from the View menu, choose Messages, and then
choose Ignored Threads.
[ Return to beginning of section ]
Removing a Newsgroup
To remove a newsgroup from your list:
- Select the newsgroup icon and press Delete.
[ Return to beginning of section ]
Adding a Newsgroup Server
If the newsgroup you want to subscribe to is on a different server, you must
first set up access to that server.
To set up an additional newsgroup server, open the File menu in the Mail
window and choose New, then Account.
- In the Account Wizard panel, indicate that the new account you want to
set up is a newsgroup account.
Once you've set up access to the new server, you can subscribe
to newsgroups on that server. In the Mail window, open the File menu and choose
Subscribe.
Working Offline
Setting Up Netscape Mail to Work Offline
Netscape Mail's offline feature lets you download your mail and read it offline
(while disconnected from the Internet). If you use a dial-up (modem) connection
to access your mail and you want to reduce the time you are connected, or,
if you need to temporarily disconnect from your company's network while traveling
or switching locations, you can download your mail so that you can read it
offline. Netscape Mail's offline feature can automatically downloatravellingd
incoming messages and then later send all your outgoing messages when you
reconnect.
If you occasionally want to work offline, Netscape Mail lets you easily:
- download your Inbox for offline use
- download an individual folder for offline use
- download only selected or flagged messages for offline use
If you frequently work offline, Netscape Mail also lets you:
- set up one or more of your accounts for offline use
- set offline and disk space preferences for each account
- select the items (accounts, folders, and newsgroups) that you want to
view offline
[ Return to beginning of section ]
Downloading Your Inbox for Offline Use
Netscape Mail can automate the offline process for your Inbox messages. You
can tell Netscape Mail to automatically download your Inbox messages for offline
use. Later, when you go back online, Netscape Mail automatically synchronizes
your Inbox messages with the server.
To automatically download your Inbox for offline use:
Begin from the Mail window.
- From the Edit menu, choose Mail/News Account Settings.
- In the left side of the dialog box, select Offline and Disk Space under
the account that contains the Inbox you want to download for offline use.
- Check the box labelled "Make the messages in my Inbox available when I
am working offline."
- Click OK.
- Click Get Msg or select the Inbox to start the download.
- From the File menu, choose Offline, and then choose Work Offline.
Netscape Mail automatically downloads all messages in your Inbox so you
can read and respond to them while working offline. After disconnecting, Netscape
Mail remains open so you can continue to work with your messages.
To reconnect to the Internet so you can work online:
- From the File menu, choose Offline, and then choose Work Online.
When you go back online, Netscape Mail automatically synchronizes your Inbox
messages with the server, by replicating any changes you made while working
offline.
Tip: Netscape Mail saves any messages that you send while working
offline in the Unsent Messages folder under Local Folders. When you reconnect,
choose Send Unsent Messages from the File menu to send all your saved messages
at once. To have Netscape Mail automatically send your unsent messages when
you reconnect, use the Preferences command on the Edit menu to change your
offline preferences.
[ Return to beginning of section ]
Downloading an Individual Folder for Offline Use
To download a specific folder for offline use:
Begin from the Mail window:
- In the left side of the Mail window, select the folder that you want to
download for offline use.
- From the Edit menu, choose Properties.
- Click the Offline tab.
- Check "Select this folder for offline use".
- Click Download Now if you want to immediately begin downloading the folder's
messages. Alternatively, you can continue working, and when you are ready
to go offline, proceed to the next step.
- From the File menu, choose Offline, and then choose Work Offline.
Netscape Mail automatically downloads all messages in the selected folder so
you can read and respond to them while working offline. After disconnecting,
Netscape Mail remains open so you can continue to work with your messages.
Note: Message headers that have been downloaded for reading offline
display a special offline indicator.
To reconnect to the Internet so you can work online:
- From the File menu, choose Offline, and then choose Work Online.
- From the File menu, choose Download/Sync Now, and click OK.
Netscape Mail automatically synchronizes the offline folders with the server,
by replicating any changes you made while working offline.
Tip: Netscape Mail saves any messages that you sent while working
offline in the Unsent Messages folder under Local Folders. When you reconnect,
choose Send Unsent Messages from the File menu to send all your saved messages
at once. To have Netscape Mail automatically send your unsent messages when
you reconnect, use the Preferences command on the Edit menu to change your
offline preferences.
[ Return to beginning of section ]
Downloading Selected or Flagged Messages for Offline Use
To download selected messages for offline use:
Begin from the Mail window.
- Select a Mail or Newsgroup folder to display its messages.
- Select the messages you want to download, as follows:
- To select a group of adjacent messages, click the first message, and
then Shift-click to select the last message in the group.
- To select messages anywhere in the message list, hold down the Ctrl
key (Windows and Linux) or the Command key (Macintosh) and click each
message.
- From the File menu, choose Offline, and then choose Get Selected Messages.
Netscape Mail downloads the selected messages.
- From the File menu, choose Offline, and then choose Work Offline.
To download flagged messages for offline use:
Begin from the Mail window.
- Select a Mail or Newsgroup folder to display its messages.
- Click in the flag column of each message you want to download. A flag
appears where you clicked to indicate that the message has been marked.
- From the File menu, choose Offline, and then choose Get Flagged Messages.
Netscape Mail downloads the flagged messages.
- From the File menu, choose Offline, and then choose Work Offline.
After you disconnect, Netscape Mail remains open so you can continue to
work with your messages.
Note: Message headers that have been downloaded for reading offline
display a special offline indicator.
To reconnect to the Internet so you can work online:
- From the File menu, choose Offline, and then choose Work Online.
Tip: Netscape Mail saves any messages that you sent while working
offline in the Unsent Messages folder under Local Folders. When you reconnect,
choose Send Unsent Messages from the File menu to send all your saved messages
at once. To have Netscape Mail automatically send your unsent messages when
you reconnect, use the Preferences command on the Edit menu to change your
offline preferences.
[ Return to beginning of section ]
Setting Up Your Accounts for Working Offline
To set up one or more accounts for working offline, you use the Offline and
Disk Space preferences in the Mail/News Account Settings dialog box. Once
set, you don't need to change these preferences each time you want to work
offline. The offline and disk space preferences you can set for an account
depend on the type of account (IMAP, POP, or Newsgroup).
Here's a summary of the steps you will follow to set up your accounts for
offline use:
- For each account that you want to work with while offline, use the Mail/News
Account Settings dialog box to set the Offline and Disk Space preferences
for that account. You must select the items (accounts, folders, newsgroups)
that you want to download for offline use. See Selecting
Accounts, Folders, and Newsgroups for Offline Viewing for more information.
Once set, you don't need to change these settings. See the sections below
for information on setting offline and disk space preferences for IMAP,
POP, and Newsgroup
accounts.
Tip: To set the Offline and Disk Space preferences for the current
account, from the File menu, choose Offline, and then choose Offline Settings.
- From the File menu, choose Offline, and then choose Download/Sync Now.
- Choose the type of messages (mail or newsgroup or both) that you want
to download.
Important:You must select at least one category (Mail messages,
Newsgroup messages) in order for the download to work.
- In the Download/Sync Now dialog box, click OK to download the selected
items. See Downloading and Synchronizing Your Messages
for more information.
- From the File menu, choose Offline, and then choose Work Offline.
For subsequent offline sessions, you can skip step 1.
[ Return to beginning of section ]
Setting Offline and Disk Space Preferences for an IMAP Account
This section describes how to set offline and disk space preferences for
an IMAP account. If you are not already viewing the Offline and Disk Space
preferences for an IMAP account, follow these steps:
Begin from the Mail window.
- From the Edit menu, choose Mail/News Account Settings.
- Choose the Offline and Disk Space category for an IMAP account.
- Click the Select button to select the items (accounts, folders, newsgroups)
that you want to make available for offline use. See Selecting
Accounts, Folders, and Newsgroups for Offline Viewing for more information.
- Choose the settings you want, as follows:
- When I create new folders, select them for offline: If checked,
new folders you create are automatically selected for offline use. If
not checked, new folders won't be automatically selected for offline
use. You can manually select folders for offline use using the Download/Sync
Now command (available from the File menu, under Offline) or by clicking
the Select button, which is available in the Offline and Disk Space
category for an account.
- Do not download message bodies locally that are larger than:
If checked, helps conserve disk space by preventing large messages from
being downloaded. Enter the maximum size for downloaded messages.
- Click OK.
[ Return to beginning of section ]
Setting Offline and Disk Space Preferences for an POP Account
Messages from POP accounts are always downloaded to your local machine. This
section describes how you can save disk space for a POP account. If you are
not already viewing the Offline and Disk Space preferences for a POP account,
follow these steps:
Begin from the Mail window.
- From the Edit menu, choose Mail/News Account Settings.
- Choose the Offline and Disk Space category for a POP account.
- Choose the settings you want, as follows:
- Do not download message bodies locally that are larger than:
If checked, helps conserve disk space by preventing large messages from
being downloaded. Enter the maximum size for downloaded messages.
- Click OK.
[ Return to beginning of section ]
Setting Offline and Disk Space Preferences for a Newsgroup Account
If you are not already viewing the Offline and Disk Space preferences for
a newsgroup account, follow these steps:
Begin from the Mail window.
- From the Edit menu, choose Mail/News Account Settings.
- Choose the Offline and Disk Space category for a Newsgroup account.
- Click the Select button to select the items (accounts, folders, newsgroups)
that you want to make available for offline use. See Selecting
Accounts, Folders, and Newsgroups for Offline Viewing for more information.
- Choose the settings you want, as follows:
- Do not download message bodies locally that are larger than:
If checked, helps conserve disk space by preventing large messages from
being downloaded. Enter the maximum size for downloaded messages.
- Download only unread messages: If checked, downloads only messages
you haven't yet read.
- Download only messages since: If checked, downloads only messages
that were posted within the time period you enter.
- Click one of the three choices under "When it's time to clean up messages"
to specify when newsgroup messages should be deleted. Unless you chose
"Keep all messages," enter the number of days to keep messages or the
number of newest messages to keep.
- Keep only unread messages: If checked, messages are deleted
immediately after you read them.
- Remove messages only older than: If checked, helps conserve
disk space by only retaining message subject lines for messages older
than the number of days you enter. Enter the number of days to keep
message bodies.
- Click OK.
[ Return to beginning of section ]
Selecting Accounts, Folders, and Newsgroups for Offline Viewing
Before you can read mail and newsgroup messages while offline, you must first
select them for downloading. You can set up an entire account for offline
use. You can also choose which folders and newsgroups that you want to use
offline.
Note: Keep in mind that selecting more items may increase download
time and disk space used.
Begin from the Mail window.
- From the Edit menu, choose Mail/News Account Settings.
- Choose the Offline and Disk Space category for the account you want to
change.
- Click the Select button. You see your accounts, mail folders, and subscribed
newsgroups.
Note: You see only the newsgroups and folders that you've already
subscribed to.
- Select the items (accounts, folders, newsgroups) that you want to make
available for offline use.
Note: POP accounts and local mail folders don't appear in the
list. Your AOL account is not included in the list because working offline
with your AOL account is not available.
- Click OK.
Once set, you don't need to change these settings each time you want to go
offline. However, if you do want to change them, you can easily do so before
going offline, since the same Select button is available when using the Download
and Sync command.
[ Return to beginning of section ]
Downloading and Synchronizing Your Messages
If you have already selected accounts, mail folders, and newsgroups for offline
use, you are now ready to download and synchronize them. If you haven't yet
selected items to download, you can choose them before you go offline.
If you are not already viewing the Download/Sync Now dialog box, follow these
steps:
Begin from the Mail window.
- From the File menu, choose Offline, and then choose Download/Sync Now.
- Select the categories (mail messages, newsgroup messages) that you want
to download.
Important:You must select at least one category (Mail messages,
Newsgroup messages) in order for the download to work. If the checkboxes
are disabled, it means that you haven't yet selected items to download.
Use the Select button to select items to download.
- To send messages in your Unsent Messages folder before going offline,
check "Send Unsent Messages".
- To go offline immediately after Netscape Mail finishes downloading, check
"Work offline once download and/or sync is complete".
- To set or change the items to download, click Select. See Selecting
Accounts, Folders, and Newsgroups for Offline Viewing for more information.
You can skip this step if you've already selected items for download.
- Click Download and Sync. Netscape Mail begins downloading the selected
items.
If you chose to work offline once the download completes, then Netscape Mail
immediately switches to offline mode. Otherwise, when you are ready to go
offline, from the File menu, choose Offline, and then choose Work Offline.
[ Return to beginning of section ]
Working Offline and Reconnecting Later
Begin from the Mail window.
When you are ready to work offline:
- From the File menu, choose Offline, and then choose Work Offline.
Mail asks you if you want to download messages before going offline.
- Click Download to download messages before going offline. If you want
to work offline without downloading messages, click Don't Download.
Note: Message headers that have been downloaded for reading offline
display a special offline indicator.
Tip: To set Netscape Mail's download behavior when going offline,
from the Edit menu, choose Preferences, and then choose the Offline category.
You can choose to have Netscape Mail ask you if you want to download messages
when going offline, automatically download messages, or not download messages.
To reconnect and synchronize your messages:
- From the File menu, choose Offline, and then choose Work Online.
- From the File menu, choose Offline, and then choose Download/Sync Now.
Netscape Mail synchronizes your messages with the server by replicating any
changes you made while working offline.
Tip: To set Netscape Mail's behavior when going online, from the Edit
menu, choose Preferences, and then choose the Offline category. You can choose
to have Netscape Mail ask you if you want to send unsent messages, automatically
send unsent messages, or to not send unsent messages.
[ Return to beginning of section ]
Setting Mail and Newsgroup Preferences that Apply to All Accounts
Setting General Mail and Newsgroup Preferences
This section describes how to use the Mail and Newsgroups preferences panel
set general preferences that apply to all accounts. If you are not already
viewing these settings, follow these steps:
- Open the Edit menu and choose Preferences.
- Click the Mail and Newsgroups category.
General Settings
- Choose the type of three-pane layout to use for the Mail window. For
your changes to take effect, you must exit Mail and restart it.
- Choose "Confirm when moving folders to the Trash" so that Mail prompts
you to confirm that you want to delete a folder.
Mail Start Page
The Start Page appears in your Inbox when you first open Netscape Mail.
Mail provides you with a default page, but you can enter a different web page
or URL of your choice. To disable the Start Page, deselect this option. Click
Restore Default to return to the original page provided by Netscape.
When a new message arrives
If you want Netscape Mail to play the default system sound whenever a new
message arrives, check "Play a sound".
[ Return to beginning of section ]
Setting Preferences for Displaying Messages
This section describes how to set preferences for how messages are displayed
(for example, font style and color) in all accounts. If you are not already
viewing the Message Display settings, follow these steps:
- Open the Edit menu and choose Preferences.
- Under the Mail and Newsgroups category, click Message Display.
Plain-Text Messages
Languages
Click the drop-down menu to select the character set coding (language) you
want Mail to use as the default for incoming mail and newsgroup messages.
This is recommended if it's likely you might receive messages in which the
character set is not indicated, such as when reading messages in international
newsgroups. To apply the default character coding to all messages, select
"Apply default to all messages".
Tip: You can later view or change the character set coding (language)
for a specific folder. In the Mail window, select a folder from the list of
Mail folders. From the View menu, choose Folder Character Coding.
[ Return to beginning of section ]
Setting Preferences for Message Composition
This section describes how to set preferences that affect how you create
messages (for example, forwarding options and address autocompletion) in all
accounts. If you are not already viewing the Message Composition settings,
follow these steps:
- Open the Edit menu and choose Preferences.
- Under the Mail and Newsgroupgs category, select Message Composition.
Forwarding and replying to messages
Begin from the Message Composition section of the Preferences dialog box.
- Specify how you want forwarded message text to appear: as an attachment
or inline (in the body of your message).
- Choose whether you want Mail to always include the original message text
in your reply. Then select where you want to place your reply in the message
area.
Composing Messages
Begin from the Message Composition section of the Preferences dialog box.
- Select "Check spelling before sending" to have Mail always check the spelling
of your messages when you click Send.
- Choose to have Mail use "quoted printable" MIME encoding when
sending regular messages that use an 8-bit character set (for example, Latin
ISO88359).
- In the "Wrap plain text messages at __ characters" field, enter a number
to set the margin for text in the message area.
- For Character Coding, select the character set coding (language) you want
Mail to use as the default for outgoing mail and newsgroup messages.
[ Return to beginning of section ]
Setting Preferences for Formatting Messages
If you regularly compose HTML (formatted) email messages, keep in mind that
sometimes not all recipients use email programs that can display HTML formatting
properly. Netscape Mail lets you specify how you want to format messages that
go to those recipients: convert them to plain text, format them only as HTML,
or format them as both HTML and plain text. These preferences apply to all
your mail accounts, but only to email messages and not to newsgroup messages.
Whenever you add a person or address card to your address book, you can specify
whether that addressee can receive HTML-formatted messages. However, when
this information is unknown, you can set general preferences for how Mail
formats these messages.
If you are not already viewing the Send Format settings, follow these steps:
- Open the Edit menu and choose Preferences.
- Under the Mail and Newsgroups category, click Send Format.
- Choose one of the following options:
- Ask me what to do (Mail prompts you to choose a format before you
send the message)
- Convert the message to plain text (may lose formatting such as bold
text)
- Send the message in HTML anyway (some email programs may have trouble
displaying the message)
- Send the message in both plain text and HTML (this uses more disk
space)
You can always override these settings for an individual message by using
the Options menu in the message composition window.
- Under HTML and Plain Text Domains, add the domain names that you typically
send mail to, if you know which domains can display HTML-formatted mail
messages, and which domains can only display plain text.
For example, if you typically send mail to multiple recipients that
have the same domain name (for example, your colleagues all have email
addresses that end in "netscape.net"), and you know that this domain name
is capable of displaying HTML messages, then you can add the netscape.net
domain to the list of HTML Domains so that Mail will automatically send
messages in HTML format to these recipients. Similarly, if you typically
send mail to recipients at a domain that you know can only receive Plain
Text messages, you can add that domain name to the list of Plain Text
domains, so that Mail automatically sends messages to that domain in plain-text
format.
- Click OK.
[ Return to beginning of section ]
Setting Preferences for Addressing
This section describes how to set preferences for Netscape Mail's address
books (for example, email address collection and address autocompletion).
If you are not already viewing the Addressing settings, follow these steps:
- From the Edit menu, choose Preferences.
- Under the Mail and Newsgroups category, select Addressing.
Email Address Collection
In addition to your Personal Address Book, Netscape Mail provides you with
a Collected Addresses Book that can automatically store email addresses from
your incoming or outgoing messages, or both. For incoming email messages,
Mail stores the addresses in each message as soon as you open it. Addresses
from outgoing messages are stored as soon as you click Send.
- Choose whether you want to use this feature for incoming or outgoing messages,
or both.
- Choose whether you want to use this feature when reading newsgroup messages.
- Choose whether you want to limit the size of the collected address book.
The default size is 700 cards. If you add a new card that exceeds the limit,
the oldest card is removed and the new card is added, keeping the total
number of cards the same.
- Click OK.
Note: Your changes take effect the next time you start Netscape.
Address Autocompletion
Address autocompletion allows you to quickly address mail without having
to search for names or type names completely. Simply type a few characters,
and Mail automatically checks your local address books and the LDAP Directory
Server (if available) and completes the name if it finds a unique match. If
multiple matches are found, Mail shows you a list of all possible choices.
- Check Local Address Books to have Mail autocomplete email addresses by
looking for matching entries in your Personal Address Book, Collected Addresses
Book, and any other local address books you may have.
- Check Directory Server and choose a directory server from the list to
have Mail look for matching entries in an address book located on an LDAP
Directory Server. A Directory Server lets you look up addresses that are
not stored in one of your local address books. See Adding
and Removing LDAP Directories for information on setting LDAP directory
server settings.
Note: Directory server settings you enter from the Preferences
dialog box apply to all your mail accounts. You can override these settings
for individual accounts by specifying different LDAP directory servers
or server settings using the Addressing settings for an account in the
Account Settings dialog box.
- Check "Do not search in the directory" if you want a matching entry from
your local address books to take precedence over a matching entry in an
LDAP directory. If you uncheck this option, Mail shows you a list of all
possible matches from your local address books and directory servers, so
you can choose the one you want.
- Click OK.
Adding and Removing LDAP Directories
In general, you add or remove directory servers using instructions provided
by your system administrator. Check with your system administrator for the
information you will need in order to add a new directory server.
To add a new directory server:
Begin from the Mail window.
- From the Edit menu, choose Preferences.
- Under the Mail and Newsgroups category, select Addressing.
- Under Address Autocompletion on the right side of the dialog box, click
Edit Directories.
- In the LDAP Directory Servers dialog box, click Add.
- Enter the following information in the Directory Server Properties dialog
box:
- Name: Enter the name of the directory service (for example,
InfoSpace Directory).
- Host Name: Enter the name of the server, such as ldap.infospace.com.
- Base DN: Enter codes to restrict searching to a specific country
or organization. For example, c=JP restricts the search to Japan only.
Base DN also specifies the organization to search on within the directory
(for instance, o=Netscape Communications Corporation, c=US). Click Find
to retrieve Base DN information from the server and display a list of
available codes.
- Click Advanced to configure LDAP directory server settings.
- Enter the following in the Advanced Directory Server Properties dialog
box:
- Port Number: Enter the port number that the LDAP server is
listening on. The default is 389.
- Do not return more than: This setting lets you limit the number
of autocompletion matches returned by the directory server. Enter the
maximum number of email address matches to display for autocompletion.
- Search Filter: Enter the search filter to apply to matching
results that are within the specified scope of the search.
- Scope: Defines the limits of the search. Choose one of the
following:
- One: Retrieves matching entries by searching the base DN
and one level below the base DN.
- Sub: Retrieves matching entries by searching the base DN
in addition to all levels below the base DN. This is the least restrictive
search.
- Click OK to close the Advanced Directory Server Properties dialog box.
- Click OK to close the Directory Server Properties dialog box.
To delete a directory server:
Begin from the Mail window.
- From the Edit menu, choose Preferences.
- Under the Mail and Newsgroups category, select Addressing.
- Under Address Autocompletion on the right side of the dialog box, click
Edit Directories.
- In the LDAP Directory Servers dialog box, select the directory that you
want to delete and click Delete.
- Click OK, then click OK again to close the Preferences dialog box.
Editing LDAP Directory Server Settings
To edit the settings for a directory server:
Begin from the Mail window.
- From the Edit menu, choose Preferences.
- Under the Mail and Newsgroups category, select Addressing.
- Under Address Autocompletion on the right side of the dialog box, click
Edit Directories.
- In the LDAP Directory Servers dialog box, select the directory server
that you want to edit, and click Edit.
- Edit the settings by following the instructions under Adding
and Removing LDAP Directories.
[ Return to beginning of section ]
Setting Preferences for Offline Mail and Disk Space
This section describes how to set preferences for startup mode, working offline,
going online, and disk space. If you are not already viewing the Offline settings,
follow these steps:
Begin from the Mail window.
- From the Edit menu, choose Preferences.
- Select the Offline and Disk Space category.
- Choose whether you want Netscape Mail to remember the state (offline or
online) in which you last exited the program, or if you want to be asked
which mode to start in each time you start the program.
- When going online, choose how you want Netscape Mail to handle messages
in your Unsent Messages folder.
- When going offline, choose how you want Netscape Mail to download messages.
- Compact folders when it will save over: If checked, helps conserve
disk space by automatically compacting message folders when it will save
the amount of disk space you enter.
- Click OK.
See Working Offline for information on working
offline.
[ Return to beginning of section ]
20 June, 2001
Copyright © 1994-2001 Netscape Communications Corporation.