Global

Window

Mail-Specific

News-Specific

To set up a new user configuration

1. On the Edit menu, choose Switch User.
2. Click New.
3. Type in a name for the new user, and then click OK.
   A user folder for the new user is created and Internet Mail and News switches to this folder.
4. If the Preferences dialog box is not open, on the Edit menu, choose Preferences.
5. Under Mail & News, click E-mail, and then type the mail information for this user.
6. Under Mail & News, click News, and then type the mail information for this user.
7. If you would like the POP password to be asked for when starting Internet Mail and News, under Mail & News, click Startup/Quit, and then make sure the Require POP Password check box is selected.
8. This new user will stay in affect until another user is selected from the Switch User dialog box.

Once multiple users are set up, you can switch between users by choosing Switch User from the Edit menu and selecting a user, or, if you have selected Require POP Password in Preferences, canceling the password dialog box on startup, and then choosing a user from the Switch User dialog box. When you have multiple configurations, you will see the name of the current user in the title bar of the Mail, Newsgroups, and News Messages windows.

Important: This feature allows users to create individual preferences so that multiple users can use one copy of Internet Mail and News. This is useful in a home or classroom where each user of Internet Mail and News needs to have a personal copy of his or her Internet Mail and News folders and address book. You can switch easily between users, using the Switch User command on the Edit menu. Internet Mail and News can be configured to prompt you for your personal POP account password when you log on, preventing others from easily getting access to your account. Internet Mail and News does not lock people out of the file system. Anyone who has access to the Finder can see other user files and change, add, or delete information. Multiple user support is designed to be used with a software program such as Apple Computer's At Ease, which restricts access to the Finder. See Apple Computer * for more information about At Ease.

Note

• When you create a new user, a folder with the user's name is added to the IMN User(s) folder in the Internet Mail and News application folder. This folder is created the first time you start Internet Mail and News. Each user folder contains the following: Address Book, Internet Mail, Internet Mail and News Prefs, and Internet News.

Related Topics
Deleting a user configuration
Setting up a connection to your mail server
Setting up a connection to your news server

To delete a user configuration

1. On your hard disk, locate the folder where the Internet Mail and News application is stored. This will most likely be in the Internet Mail and News folder in the Microsoft Internet Applications folder.
2. Double-click the IMN User(s) folder.
3. Drag the folder with the user name you want to delete to the trash.

Related Topic
Setting up a new user configuration

To create a signature to add to your messages

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Messages.
3. In the Signature box, type any information you would like to appear in the messages you send, such as your name, job title, division and company, phone and fax numbers, or a quotation you like.
   • If you want the text in the Signature area to automatically appear in every message you send, select the Automatically Add Signature To Messages check box.
   • If you want to choose whether your signature information is added to a message on a case-by-case basis, make sure the Automatically Add Signature To Messages check box is clear, and then choose Add Signature on the Message menu for the messages you want to add your signature information to.

Related Topics
Adding your signature
Glossary (signature)

To change the quote character

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Messages.
3. Make sure the Quote Messages When Forwarding check box is selected.
4. Type a new character(s) in the Quoting Character(s) box.

Related Topics
Forwarding a message
Glossary (forward)
Glossary (quote)
Replying to a message

To change the character set used to display a message

1. If the Mail window is not open, choose Mail from the Windows menu.
2. Double-click the message you want to change.
3. On the Message menu, point to Character Set, and then choose the character set you want to use. The ones listed in italics are not available.

Related Topics
Changing the default character set
Changing the fonts
Glossary (character set)
Reading a mail message

To change the default character set

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Font/Character Set.
3. On the Character Set menu, choose the character set you want to use for the mail messages you send and for incoming mail messages that do not have a character set specified in the message header information.
4. If you want to use the character set you have chosen, even if the incoming message specifies a different character set in its header, make sure the Override Even When Specified check box is selected.

Notes

• The italic character sets are ones that you do not have installed. If you copy and paste text that uses a character set you do not have installed into a message, you will not be able to see the text correctly, but any recipient of the message who has the appropriate character set will be able to view the text correctly.
• When choosing a character set, choose the one that has "Latin #" in the parentheses, or the first item of the set. This will help ensure that your incoming and outgoing messages are readable. Use the other sets if someone sends you a message that has been set specifically to that character set.

Related Topics
Changing the character set used to display a message
Changing the fonts
Glossary (character set)
Glossary (header)
Reading a mail message

To change the fonts

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Font/Character Set.
3. On the List Font, Message Font, and Printer Font menus, choose the font you want to use.
4. On the menus to the right of each font menu, choose the font size you want to use. For best results, choose a font size between 9 and 14.

Related Topics
Changing the character set used to display a message
Changing the default character set

To set up helpers for protocols in messages

1. On the Edit menu, choose Preferences.
2. Under Network, click Protocol Helpers.
3. In the list, select the protocol you want to use a helper application to see. If the protocol you are looking for is not listed, click Add, and then type the protocol in the Helper For box.
4. Click Choose Helper.
5. Locate the application you want to use, select it, and then click Open.
6. If you want Internet Mail and News to display the protocol if it can, rather than using the protocol helper you selected, make sure the Use Current Application If Possible check box is selected.
7. Click OK.

Example

If you want to set up Internet Explorer to start up and display any Web pages whose addresses you click in a message, do the following:

1. In Protocol Helpers, select "http," and then click Change.
2. Click Choose Helper, locate the Internet Explorer application, select it, and then click Open.
3. Click OK.
   Now when you see a blue, underlined Web page address in a mail message, click it and Internet Explorer will start and connect to that page.

Related Topics
Glossary (protocol)
Glossary (protocol helpers)
Viewing mail message file enclosures by using helpers

To show pictures in messages

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Display.
3. Make sure the Show Pictures check box is selected.

Note

• Internet Mail and News uses an ActiveX control to display GIF and JPEG images that are enclosed in mail and news messages.

Related Topics
Glossary (ActiveX Controls)
Saving mail message file enclosures
Saving news message file enclosures
Viewing mail message file enclosures by using helpers

To resize the windows and columns

1. On the Windows menu, choose Mail, Address Book, or News Messages, depending on which window you want to change.
2. Move the pointer over the column or window border you want to resize. The pointer changes to a resize cursor.
3. Drag the border to its new location.

Related Topics
Changing the columns displayed in windows
Changing the order of columns displayed in windows

To change the columns displayed in windows

1. On the Windows menu, choose Mail, Address Book, or News Messages, depending on which window you want to change.
2. On the Edit menu, point to Columns.
3. Click to place a check mark by each column you want displayed.

Related Topics
Changing the order of columns displayed in windows
Resizing the windows and columns
Sorting the address book
Sorting the mail message list
Sorting the news message list

To change the order of columns displayed in windows

1. On the Windows menu, choose Mail, Address Book, or News Messages, depending on which window you want to change.
2. On the Edit menu, point to Columns, and then choose the columns that have check marks next to them to remove the check marks.
3. On the Edit menu, point to Columns, and then choose the columns in the order you want them to appear.

Related Topics
Changing the columns displayed in windows
Resizing the windows and columns

To wrap text in outgoing messages

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Messages.
3. In the Maximum Line Length box, type the number of characters you want to put on a line. This setting affects how the message appears when it is received, not how it looks while you are composing it.

Related Topic
Changing the fonts

To show or hide the toolbars

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Display.
3. Select the Show Toolbars check box.
4. To turn off the text under the icons, make sure the Show Text Under Icons check box is clear.

Related Topics
Glossary (toolbar)
Showing or hiding tool tips

To show or hide tool tips

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Display.
3. Select the Show Tool Tips check box.

Related Topic
Showing or hiding the toolbars

To set up a connection to your mail server

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click E-mail.
3. In the Real Name box, type your first and last name.
4. In the E-mail Address box, type your e-mail address.
5. In the Organization box, type your company or group name.
6. In the SMTP Host box, type the name of your outgoing mail server.
7. In the Account ID box, type the name of your mail account.
8. In the POP Host box, type the name of your incoming mail server.
9. In the Password box, type the password you use to gain access to your mail account.
10. In the Mail Accounts list, select the account you want to use.

Note

• This information is supplied by your Internet service provider (ISP).

Related Topics
Adding, removing, or changing multiple e-mail accounts
Automatically downloading messages at timed intervals
Changing advanced e-mail settings
Choosing a different e-mail account
Downloading your messages
Glossary (e-mail address)
Glossary (Internet service provider)
Glossary (POP host)
Glossary (POP password)
Reading a mail message
Setting up a new user configuration

To add, remove, or change multiple e-mail accounts

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click E-mail.
3. In the Mail Accounts area, do one of the following:
   • To add a new account, click Add, and the Internet Connection wizard will help you set up the account. Just follow the directions on the screen. If you do not have the wizard, type a new name for this e-mail account in the Account Name box and type the information in the boxes above.
   • To remove an account, select the account in the list, and then click Remove.
   • To change an account, select the account in the list, and then type the changes in the boxes above.
4. Once you have your accounts set up, choose the one you wish to use by pointing to Account on the Mail menu and choosing an account. The account you are currently using is displayed in the title bar of the Mail window.

Related Topics
Setting up a connection to your mail server
Glossary (e-mail address)
Setting up a new user configuration
Choosing a different e-mail account

To choose a different e-mail account

1. If the Mail window is not open, choose Mail from the Windows menu.
2. On the Mail menu, point to Account, and then choose the account you wish to use. The account your are currently using is displayed in the title bar of the Mail window.

Related Topics
Adding, removing, or changing multiple e-mail accounts
Glossary (e-mail address)
Setting up a connection to your mail server

To change alert sounds

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Send/Receive.
3. In the Sounds area, choose the sounds you want to hear. If you do not want to hear sounds, choose None.

Related Topics
Downloading your messages
Setting up a connection to your mail server

To compact mail folders automatically

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Startup/Quit.
3. In the Mail And News Settings area, make sure the Compact Folders On Quit check box is selected.
4. On the menu, choose the size that folders must reach before they are compacted. If you want to compact folders when there is any unused space, choose Any Available Space.

Note

• Mail messages are stored in a database (located in your user folder within the IMN User(s) folder) that grows in size as you add, edit, and delete messages. Selecting Compact All Folders On Quit will delete any unneeded space and information in the database and make it smaller in size.

Related Topic
Compacting a folder

To send messages immediately

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Send/Receive.
3. In the Mail And News Settings area, make sure the Send Messages Immediately check box is selected.

Related Topics
Saving copies of outgoing messages
Sending a message

To save copies of outgoing messages

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Send/Receive.
3. In the Mail and News Settings area, make sure the When Sending, Save A Copy In The "Sent Mail" Folder check box is selected.

Related Topics
Glossary (Sent Mail folder)
Sending a message
Sending messages immediately

To change the message enclosure encoding

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Messages.
3. On the Encode Enclosures Using menu, choose one of the following:
   • To send a Macintosh file, choose BinHex. This ensures that the two parts of the file, the resource fork and the data fork, do not get separated when the file is sent.
   • To send data files to any computer, choose UUEncode. If you are sending a Macintosh file, be sure to use a program like Stuffit to convert the files to BinHex first.
   • To send data files using the new Base64 technology, a MIME type that uses a 6-bit format, for sending and compressing, choose Base64.
   • To send raw data, with no special encoding or compression, choose None.

Related Topics
Enclosing files in a mail message
Glossary (Base64)
Glossary (BinHex)
Glossary (UUEncode)
Glossary (enclosures)
Glossary (MIME)
Viewing the list of enclosed files in a mail message

To change the style and symbol for read and unread messages

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Display.
3. In the Mail And News Messages area, do one of the following:
   • To mark unread messages as bold, click Make Unread Messages Bold.
   • To distinguish read and unread messages by using color, click Mark Messages Using Colors, and then click the color boxes to select new colors.
   • To mark read messages with a symbol, click Mark Read Message With, and then type the symbol you want to use in the box.

Related Topics
Marking a message as read or unread
Showing unread messages only

To view message header information

1. On the Edit menu, choose Preferences
2. Under Mail & News, click Display.
3. In the Mail And News Messages area, make sure the Show Message Headers In Message Windows check box is selected.
4. If the Mail window is not open, choose Mail from the Windows menu.
5. In the message list, double-click the message you want to read. The header information is at the top of the message body.

Related Topics
Glossary (header)
Reading a mail message

To automatically download messages at timed intervals

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Send/Receive.
3. In the Mail And News Settings area, make sure the Check Mail Every 9 Minutes check box is selected.
4. If you want, type a different number in the box.

Note

• Many people choose to check their mail server every 9 minutes because their Internet service provider (ISP) automatically disconnects them after 10 minutes of no activity. If you pay a flat fee for your ISP, doing this will save the time it takes to reconnect to your ISP, by keeping the connection live.

Related Topics
Automatically downloading messages when starting Internet Mail and News
Downloading your messages
Glossary (download)
Glossary (Internet service provider)
Reading your messages

Automatically downloading messages when starting Internet Mail and News

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Startup/Quit.
3. Make sure the Download Mail check box is selected.

Related Topics
Automatically downloading messages at timed intervals
Downloading your messages
Glossary (download)
Glossary (Internet service provider)
Reading your messages

To empty the Deleted Messages folder

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Startup/Quit.
3. In the Mail And News Settings area, make sure the Empty The "Deleted Messages" Folder On Quit check box is selected.

Related Topics
Compacting a folder
Glossary (Deleted Messages folder)
Moving a message to a folder

To view mail message file enclosures by using helpers

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Send/Receive.
3. In the Mail And News Settings area, make sure the Use File Helpers To View Enclosures check box is selected.
4. If the Mail window is not open, choose Mail from the Windows menu.
5. In the message list, click the message title that contains the enclosures you want to see. Messages with enclosures have a paper-clip icon next to them.
6. Click and hold on the Get Enclosures button on the toolbar.
7. In the list of enclosures, choose the one you want to see.

Related Topics
Glossary (enclosures)
Glossary (file helpers)
Saving mail message file enclosures
Viewing the list of enclosed files in a mail message
Setting up file helpers to view enclosures in messages

To set up file helpers to view enclosures in messages

1. On the Edit menu, choose Preferences.
2. Under Receiving Files, click File Helpers.
3. To specify which program to start when you open a new type of file, click Add.
4. To change the program that starts when you open an existing file type, click the type, and then click Change.
5. Type a description, extension, and MIME type.
6. Specify whether the file type uses Binary Data or Plain Text.
7. If you want Macintosh files to be served on non-Macintosh platforms, select the Macintosh File check box.
8. If you want the file helper used for downloaded files, select the Use for Incoming check box.
9. If you want the file helper used for outgoing files, select the Use for Outgoing check box
10. On the Handling menu choose one of the following options:

    View With Browser	Opens the file in the browser window if the file type is supported by the browser.
    View With Application	Opens the file using the specified external application. When you quit the application, the downloaded file is deleted.
    View With Plug-in	Uses a specified plug-in to view the file. To locate the plug-in on your system, click Browse.
    Post-Process With Application	Handles the file later with a specified application. For example, you can download a .sit file, but later use Stuffit to decompress the file.
    Save To File	Displays a dialog box that lets you choose where to save the file.

Related Topics
Glossary (enclosures)
Glossary (file helpers)
Glossary (MIME)
Tips & Tricks (File Helper Directory)
Viewing mail message file enclosures by using helpers

To change advanced e-mail settings

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click E-mail.
3. Click the Advanced button.
   • If you would like to download only new mail when accessing your mail server, make sure the Ignore Previously Downloaded Mail check box is selected.
   • If you would like to delete your mail from the server once it has been downloaded to your computer, make sure the Delete Received Mail From Server check box is selected.
   • If you would like to use a different POP port than 110, make sure the Override Default POP Port check box is selected, and type a new number in the box.
   • If you would like to use your full e-mail address when logging on to your mail server, make sure the Use Full E-mail Name For POP Server Login check box is selected.
   • If you would like to add additional header information to the messages you send, type the text in the Additional Headers box.

Related Topics
Glossary (download)
Glossary (e-mail address)
Glossary (header)
Sending a message
Setting up a connection to your mail server

To set up a connection to your news server

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click News.
3. In the NNTP Host box, type the name of your news server.
4. If your news server requires a name and password, click the This Server Requires Authentication check box, and then fill in the User Name and Password boxes.
5. In the News Servers list, select the server you want to use.

Note

• This information is supplied by your Internet service provider (ISP).

Related Topics
Adding, removing, or changing multiple news server
Choosing a different news server
Glossary (authentication)
Glossary (Internet service provider)
Glossary (NNTP host)
Loading the newsgroup list
Setting up a new user configuration

To add, remove, or change multiple news servers

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click News.
3. In the News Servers area, do one of the following:
   • To add a new server, click Add, and the Internet Connection wizard will help you set up the server. Just follow the directions on the screen. If you do not have the wizard, type a new name for this server in the Account Name box and type the information in the boxes above.
   • To remove a server, select the server in the list, and then click Remove.
   • To change a server, select the server in the list, and then type the changes in the boxes above.
4. Once you have your servers set up, choose the one you wish to use by pointing to Server on the News menu and choosing a server. The server you are currently using is displayed in the title bar of the Newsgroup window.

Related Topics
Choosing a different news server
Setting up a connection to your news server

To choose a different news server

1. If the Newsgroups window is not open, choose Newsgroups from the Windows menu.
2. On the News menu, point to Server, and then choose the server you wish to use. The server you are currently using is displayed in the title bar of the Newsgroup window.

Related Topics
Adding, removing, or changing multiple news server
Setting up a connection to your news server

To change the number of messages to download

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Send/Receive.
3. In the Mail And News Settings area, make sure the Download 500 Newsgroup Message Subjects At A Time check box is selected.
4. If you want, type a different number in the box.

Tip

• After the specific number of news messages have been downloaded, choose Get Next 500 Subjects to see the next group of news messages. (The number depends on what is specified in Preferences; the default value is 500.)

Related Topics
Glossary (download)
Glossary (news message)
Reading a news message

To change the colors and symbol for favorite newsgroups

1. On the Edit menu, choose Preferences.
2. Under Mail & News, click Display.
3. In the Newsgroup Favorites area, do one of the following:
   • To mark favorite newsgroups as bold, click Make Favorite Newsgroups Bold.
   • To distinguish favorite newsgroups by using color, click Mark Newsgroups Using Colors, and then click the color boxes to select new colors.
   • To mark favorite newsgroups with a symbol, click Mark Favorite Newsgroups With, and then type the symbol you want to use.

Related Topics
Adding or removing newsgroups to or from your favorites list
Glossary (favorites)
Going to a favorite newsgroup
Viewing favorite newsgroups only