CC: Mail for Dummies


This book provides easy instructions on creating, sending, and receiving e-mail with your computer. It also covers cc: Mail's cross-platform usability, creating message archives, and comprehensive search features.
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This book provides easy instructions on creating, sending, and receiving e-mail with your computer. It also covers cc: Mail's cross-platform usability, creating message archives, and comprehensive search features.
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Product Details

  • ISBN-13: 9780764500558
  • Publisher: Wiley, John & Sons, Incorporated
  • Publication date: 5/1/1997
  • Series: For Dummies Series
  • Edition number: 1
  • Pages: 416
  • Product dimensions: 7.37 (w) x 9.19 (h) x 0.99 (d)

Table of Contents


How to Use This Book
Conventions Used in This Book
How This Book Is Organized
Part I: Genesis
Part II: Reading Your Mail
Part III: Sending Mail
Part IV: Bossing Your Mail Around
Part V: Remotely Accessing Mail
Part VI: Extra! Extra! Read All about It
Part VII: The Part of Tens
What I Assume about You
The Cast of Icons
Some Stuff You Probably Already Know
What is electronic mail?
Who or what is a cc:Mail administrator?
What about installing cc:Mail?
What Now?

Part I: Genesis

Chapter 1: Starting at the Beginning

Cranking Up cc:Mail
Getting Acquainted with the cc:Mail Interface
The Application window
Active item
Control-menu box (Application window)
Control-menu box (Mailbox window)
Menu bar
Maximize button
Minimize button
Restore button
Scroll arrow
Scroll box
Vertical scroll bar
SmartIcons palette
Status bar
Title bar
Window edge or corner
The Mailbox window
The Container pane
The Contents pane
Column widths
The pane slider
Quitting cc:Mail

Chapter 2: Getting Help

Using Online Help
Using Guide Me
Using Contents
Using How Do I?
Using Search
Using About cc:Mail
Navigating Help Dialog Boxes
Reaching Your cc:Mail Administrator
Finding Help on the Internet
Using the cc:Mail Web site
Using the cc:Mail listserv list

Part II: Reading Your Mail

Chapter 3: Bringing In the Mail

Getting to Your Inbox
Reading Messages
Navigating Messages
Selecting Multiple Messages to Read
Using Bulletin Boards
Replying to Messages
Chapter 4: Using cc:Notify
Starting and Configuring cc:Notify
Using cc:Notify
Chapter 5: Printing Mail Messages
Printing Messages
Printing individual messages
Printing multiple messages
Selecting a Different Printer
Chapter 6: Attachments, or What to Do with All That Baggage
Getting the Attachment Terminology Down Pat
Receiving Attachments
Viewing Attachments
Running Attachments
Saving Attachments
Customizing Your Attachment Options
Customizing View/Run options
Customizing View File options

Part III: Sending Mail

Chapter 7: Addressing Addresses
Addressing a Message
Quick addressing
Not-so-quick method of addressing a message
Addressing messages to the rest of the world
About Directories
About Mailing Lists
Addressing to mailing lists
Creating a private mailing list

Chapter 8: Preparing and Sending Messages
Preparing a Message
Addressing messages and selecting sending options
Filling in the subject line
Entering a Message
Typing text
Importing text
Seven tips of highly effective e-mailers
Tip #1: How to avoid flames
Tip #3: Grammar
Tip #4: How to salute the addressee
Tip #5: How to sign the message
Tip #6: How to express yourself
Tip #7: How to look cool
Sending a Message
Exploring Sending Options
Classifying a message as "Urgent"
Getting a return receipt
Logging sent messages
Finding Goofs before You Send
Using the spell checker
Selecting and highlighting text
Using the Find & Replace feature

Chapter 9: Sending Stuff with Your Messages
Sending Attachments
Sending an attachment
Sending an attachment with a twist
Forwarding Messages

Chapter 10: Customizing Text Options
Changing Fonts
Changing Message Colors
Changing Margins and Tabs
About margins
About tabs
Using the Ruler

Chapter 11: Forms and What They're Good For
About Forms
Sending Forms
Receiving and Resending Forms

Part IV: Bossing Your Mail Around

Chapter 12: Using cc:Mail's Special Containers
Using the Drafts Container
Enabling the Drafts container
Using the Drafts container
Accessing and sending draft messages
Deleting draft messages
Saving Your Butt (Using the Message Log Container)
Using the Trash Container
Enabling the Trash container
Putting messages in the Trash container (deleting messages)
Emptying the Trash container

Chapter 13: Managing Mail Your Own Way
Using Folders
Creating folders
Moving messages to folders
Accessing and deleting messages in folders
Using Archives
Creating archives
Deleting messages from an archive
Saving Messages as Files

Chapter 14: Locating That Darned File
Doing a Quickie Search
Using Quick Search to find containers
Using Quick Search to find addresses
Doing the Search Window Thing
Getting acquainted with the Search dialog box
Using the Search dialog box: A sample search
Using the Advanced Search Feature

Chapter 15: Customizing cc:Mail
Customizing User Setup
Changing your desktop
Changing your password
Changing message confirmations
Changing message notifications
Changing the Sort Order of Messages
Customizing SmartIcons Palettes
Getting acquainted with the SmartIcons dialog box
Customizing a SmartIcons palette

Chapter 16: Making Up Rules As You Go Along
Getting Acquainted with Cool Rule Tools
The Rules menu
The Rules List window
Getting Started with Rules
Using Existing Rules
Modifying Existing Rules
Creating Your Own Rules

Part V: Remotely Accessing Mail

Chapter 17: Installing and Running cc:Mail Mobile
What Is cc:Mail Mobile?
Vive la Différence!
Differences in how it works
Differences in how it looks
Installing cc:Mail Mobile
Using cc:Mail Mobile for the First Time

Chapter 18: Setting Up and Configuring cc:Mail Mobile
Setting Up a Location
Selecting a Location
Editing Your Home Post Office Setup
Customizing Mobile Setup

Chapter 19: Using cc:Mail Mobile
Using Directory Updates
Connecting to the Post Office
Receiving messages
Sending mail -- an introduction to the Outbox
Filtering Messages
Setting up filtering
Retrieving messages with message summary previews
Using Docking Mode

Chapter 20: Troubleshooting
Using cc:Mail Background
Using the Session Log
What to do when your modem goes on strike
Lotus has a Web site!
Maintaining Your Post Office

Part VI: Extra! Extra! Read All about It!

Chapter 21: And Now, Heeeerrrre's Eight!
Starting cc:Mail 8
Getting Acquainted with the cc:Mail 8 Interface
The title bar
The menu bar
The SmartIcons palettes
The Action bar
The Folder pane
The Message pane
The pane slider
Exiting cc:Mail 8

Chapter 22: Experiencing the Difference: New and Noteworthy in cc:Mail 8
Using URLS
Using Friendly Names
Copying public address book entries to your personal address book
Creating or changing friendly names and address book entries
Delegating Your Mailbox
Short-Circuiting Shortcuts
Nesting Folders
Previewing Messages
Sorting Messages by Anything
Grouping Messages
Formatting Messages with Rich Text
Using Stationery
Synchronizing Your Mobile Mailbox

Chapter 23: Doing the Basics with cc:Mail 8
Creating and Sending Messages
Reading Messages
Replying to Messages
Deleting Messages

Chapter 24: Putting Your Ducks in a Row
Managing Your cc:Mail 8 Messages
Automatically managing messages
Creating a new rule
Managing rules
Searching for lost stuff in cc:Mail 8

Chapter 25: Some Tidbits about cc:Mail 8 for Mobile Use
Installing cc:Mail 8 for Mobile Use
Configuring and Using cc:Mail 8 in Mobile Mode
Configuring cc:Mail 8 for first use
Customizing the cc:Mail 8 Mobile setup
Receiving messages
Sending mail (introduction to the Outbox)

Part VII: The Part of Tens

Chapter 26: More Than Ten Ways to Make Yourself Look Like a Guru
Use WinZip
Take Security Seriously
Know about the Cryptic privdir.ini File
Use cc:Mail's Fax Features
Set Up an E-Mail Virus Wall
Use cc:Mail with Your Pager
Enable the Drafts and Trash Folders
Know the Difference between LAN Mode and Mobile Mode
Know the Rules
Know Your Search Tools
Learn What All of Those SmartIcons Do and Use Key Combinations
Close the Inbox
Four Words: "User Setup Dialog Box"
Know Your Version Differences

Chapter 27: Roughly Ten Ways to Be Smart
Spell Check
Check That E-Mail Address
Don't Overstuff Your Trash Folder
Save Often and Frequently (And Don't Forget to Stamp Out Redundancy)
Check Attached Files for Viruses
Keep Track of File Attachments
Watch for Pesky Dialog Boxes
Never Send a Message When You're Hot under the Collar
Use Your Neck Muscles

Chapter 28: Almost Ten cc:Mobile Tips
Minimize the Phone Bill
Use Filters
Use the Message Summary Feature
Get the Latest Directory Update
Understand Location Setups and Communication Methods
Don't Panic
Appendix A: Installing cc:Mail without Giving Yourself a Migraine
LN:DI -- Is It a Dessert Topping or a Floor Wax?
Potential Headaches
Inserting Disk 1 in the disk drive
Possible headache #1: After putting the cc:Mail CD in the CD-ROM drive
Possible headache #2
Possible headache #3
Possible headache #4
Possible headache #5
Possible headache #6
Possible headache #7
From Here on In ...
Appendix B: Using the Menu Options
The File Menu
The Edit Menu
The View Menu
The Text Menu
The Message Menu
The Attachments Menu
The Rules Menu
The Tools Menu
The Mobile Menu
The Window Menu
The Help Menu
Appendix C: Keyboard Shortcuts
General Shortcuts
Navigational Editing Keys
Keys for Selecting Text while Editing
Appendix D: Selected cc:Mail Mobile Error Messages and Resolutions
General Problems
Password-Related Problems
Problems with Communications
Problem with Post Office Address in Your Directory
Someone Else's Problem, No Action Required
Someone Else's Fault, Action Required
Minor Error Messages
Memory and Disk Space Errors


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First Chapter

Chapter 16

Making Up Rules As You Go Along

In This Chapter

  • Figuring out what a rule is
  • Getting familiar with cool rule tools
  • Using existing rules
  • Modifying existing rules
  • Making up your own rules

Rules come in all kinds. There's rules you follow because you have to; there's rules you follow because you want to. And let's not forget those rules you follow because Mom said so (nag, nag, nag, nag, nag).

cc:Mail comes with its own kind of rules -- ones that are designed to process your mail automatically. You can use cc:Mail rules for a variety of purposes:

  • You can automatically file incoming messages. For example, you can use rules to automatically file all messages from your boss in a designated Boss folder.
  • You can automatically notify people when you log in or log out. For example, you can use rules to send a message to your boss telling him that you've logged in or logged out of the system. (It's a subtle way to inform your boss that you come in early and leave late.)
  • You can automatically forward messages to people, without having to read the message. For example, you can use rules to forward all messages with the words golf and Saturday in the subject line to your golf buddies.
  • You can automatically delete unwanted messages. For example, you can use rules to delete all incoming messages from your boss automatically, though I wouldn't recommend it. However, deleting all incoming messages from that coworker who's always trying to pawn work off on you might not be a bad plan.

cc:Mail comes with a variety of existing rules that you can use as they are or modify to fit your needs. Or better yet, you can also create your own set of rules. Now that's really bossing cc:Mail around! Each of these rules runs on a specific schedule -- when you start cc:Mail, exit cc:Mail, or do any number of other things.

This chapter tells you all you want to know about using existing rules, modifying existing rules, and making up your own rules.

Getting Acquainted with Cool Rule Tools

When using existing rules, modifying rules, or creating your own rules, you'll be using two tools: the Rules menu and the Rules List window. The following sections provide you with an overview of these tools, which should help acquaint you with using rules to make your life easier.

The Rules menu

The first big rule tool is the Rules menu, located on the menu bar, shown in Figure 16-1.

  • Rules List -- Brings up the Rules List window.
  • Create New Rule -- Brings up a blank Rules Editor dialog box for you to fill in.
  • Run Rule -- Runs a rule selected in the Rules List window.
  • Enable Rule -- Enables a rule selected in the Rules List window.
  • Disable Rule -- Disables a rule selected in the Rules List window.
  • Move Rule Position -- Moves a selected rule to a new location in the Rules List window, and thereby a new position in the order of execution. The rules execute from the top of the box down.
  • Run Rules as Scheduled -- Runs rules as scheduled. Duh! Unchecking this is very much like disabling every rule.

The Rules menu is primarily used to access dialog boxes and windows that provide you with Rules options and settings. Most frequently, you'll use the Rules menu to access the Rules List window, discussed in the following section.

The Rules List window

The biggest tool you'll use when using, modifying, or creating new rules is the Rules List window, accessed using one of three methods:

  • Clicking the Open Rules Window SmartIcon.
  • Going to Rules-->Rules List.
  • Pressing Ctrl+L.

The Rules List window, shown in Figure 16-2, provides you with information about existing rules and provides access to the Rule Editor dialog box (which you'll use later in this chapter to create and modify rules).

In addition to providing a list of rules (obviously!), the Rules List window tells you when (and if) the rules are scheduled to run, if the rules are enabled or not, and when the rule ran last. Double-clicking a rule brings up the Rule Editor, which is where your bossing really starts.

Getting Started with Rules

Before you get too carried away having cc:Mail do your filing and sorting for you, you might consider enabling the notification and confirmation features so that you're notified every time cc:Mail takes care of business for you. For example, if you set cc:Mail to file all messages from your boss in a Boss folder, you'll probably want to be notified when cc:Mail does this for you, at least until you're used to it. Otherwise, your Boss folder could get pretty fat before you even realize messages have been coming in.

To enable the rules notification and confirmation options, use these quick steps:

  1. Go to Tools-->User Setup (or press Alt+L).

  2. Scroll down under Preferences and click the Rules icon.

  3. You'll see the rules options in the right side of the dialog box.

  4. Enable all of the rules options by checking all the options, as shown in Figure 16-3.

  5. Click OK when you're done.

After you've been using rules for a while, you might decide that you don't want or need notification every time any of your rules run, although you might still want to be notified when you get messages from your boss. No problem -- you can handle notification through the actual rules as well. Read on!

Using Existing Rules

cc:Mail comes with a pretty good stock of existing rules that are readily available for you to modify and use.

How do you know which rule you want to use? Well, you can get more information about a rule's function by double-clicking it. You'll see the Rule Editor dialog box, which gives you a few details about the rule. For more information about the Rule Editor dialog box, see the section "Modifying Existing Rules" later in this chapter.

To enable one of the existing rules, use these steps:

  1. Click once on a rule you want to enable.

    Although most of the stock rules won't do you any good without being modified, some can still be useful, like Archive and Delete Messages older than 90 days.

  2. Click the Enable Rule(s) SmartIcon (or go to Rules-->Enable Rule).

    Notice in the Enabled column that the status changed from No to Yes. This indicates that the rule is enabled.

If you set a rule to Manual, you won't have the option to enable or not enable it. Manually running rules is no more difficult than selecting the rule and choosing Rules-->Run Rule. Of course, if you're going to run the rule manually, you might as well just do it yourself.

A kind of quick fix on enabling rules

Enabling, running . . . yeah, whatever. It's just a bunch of jargon. Here's the skinny: Rules don't do anything until they run. Rules can only run when they're enabled. Enabled rules run on a schedule. When you do something that triggers a rule (like receive a message from your boss), the rule runs. Until then, it doesn't.

Manual rules run whenever you tell them to, enabled or not.

Modifying Existing Rules

After you've fished around a little in the Rules List dialog box, you're likely to find a rule that's close to what you need -- but not exactly. First of all, the rule's title is not likely to mean anything to you. For example, the rule called "I'm here, Denise." Just who is Denise, anyway?! Second of all, the rule might not do exactly what you want it to do. For example, if you want cc:Mail to notify you when messages from your boss come in, you'll need to modify the Messages from the Boss rule to include your boss's name (unless, of course, your boss's name is Patty Roberts). You'll probably find other reasons to modify existing rules, but those reasons are the biggies.

To modify existing rules, you'll need to use the Rule Editor dialog box.

  1. Choose a rule you want to modify.

  2. Double-click the rule.

    The rule will appear in the Rule Editor dialog box. The Rule Editor showing the "I'm Here, Denise" rule is shown in Figure 16-4.

    • Description -- Provides the name of the rule and a brief description of what the rule does.
    • When to Run -- Provides a drop-down list of when the rule will run (for example, on exit, when a new message appears in your inbox, when you start cc:Mail, and so on).
    • Enable -- Selecting this box enables the rule to run.
    • Find Messages in -- Clicking this button accesses the Find Messages dialog box (shown in Figure 16-5), which allows you to specify where the rule should look for messages.
    • With Conditions -- Clicking this button accesses the Conditions dialog box (shown in Figure 16-6), which lets you specify conditions that determine whether the rule applies to the message in question. That is, if the message doesn't meet the condition "from my boss," the rule won't tell me I got a message from the boss.
    • Actions -- Clicking this button accesses the Actions dialog box, which lets you determine what action the rule should perform (send a message, beep at you, store a message, or even all of the above).
    • Save as New -- Saves the rule under a new name (so that your newly modified rule doesn't mess up the existing rule).
    • Save -- Saves changes you made to an existing (or already created) rule. Use this with caution, particularly if you're modifying an existing rule, because you don't want to break a previously functional rule.
    • Cancel -- Cancels whatever Rule Editor actions you've done (but not saved).
  3. Back to "I'm here, Denise." Change the description to the name of someone that you want to notify of your presence.

  4. Leave When to Run set to On startup.

    If you're telling someone that you've arrived, running the rule on startup is logical. Running another rule on exit would be useful to announce that you've left. Keep in mind, however, that if you exit cc:Mail and restart it during the day, the rule will run again and Denise or whoever will be notified again.

    Because you're running the rule on startup, it isn't dependent on finding messages, receiving messages, or any other conditions. You start cc:Mail; the rule runs.

  5. Click Actions to specify what happens when the rule runs.

    You'll see the Actions dialog box, as shown in Figure 16-7.

The rule currently sends a specific message (with no subject) from the Drafts folder. This message in the Drafts folder is already addressed to Denise. If you set up a draft message (to yourself, just for testing purposes), you can select it in the From: line of the Actions dialog box.

After you complete the instructions about where cc:Mail is to find the message to send, click Add to add the action to the list of actions to be taken. You'll probably want to click the other action once (to select it) and click Delete.

If you want to have multiple actions, you can. Just keep filling out the top part of the dialog box and clicking Add.

Creating Your Own Rules

Creating your own rules is perhaps easier than modifying rules because you don't have to get rid of stuff you don't want and tweak the rest to meet your needs -- you just create it how you want it, and that's that.

Although cc:Mail provides a pretty good selection of ready-to-use rules, you'll probably find occasion to make up your own (if for no other reason than the fact that it's probably easier than modifying an existing one). For example, you might want to create rules to send automated responses to requests for information, or to file messages in the appropriate folders.

The following example illustrates a rule that files messages with specific subjects in an existing folder. Modify these somewhat interesting steps to create your very own rules:

  1. Go to Rules-->Create New Rule.

    A blank Rule Editor dialog box appears, as shown in Figure 16-8.

  2. Provide a Description of your new rule.

    I'm calling this rule Filing Project X Updates.

  3. In When to Run, choose the scheduling option of your choice.

    Because I'm creating the rule to file away new messages about Project X, I want the rule to run every time I get a new message. As soon as I get new messages in the Inbox, the rule will run, and I won't even have to see the message until it's in the proper folder.

  4. Click With Conditions to bring up the Conditions dialog box.

  5. Complete the blanks to Add the Conditions that identify which messages should trigger a response from the rule, and then click OK.

    I've noticed that all regular reports about Project X have the subject "Project X Status Report," so I'll use that as the only condition necessary. If the subject alone weren't enough to identify these reports, I might also add conditions like the sender's name, or certain text within the message. My Conditions dialog box looks like Figure 16-9.

  6. Click Actions to bring up the Actions dialog box, in which you instruct cc:Mail about what it should do.

  7. Complete the blanks in the Actions dialog box and click Add to add the action to your new rule.

    I want to move all reports about Project X to the Project X folder, so I choose Move to, Folder, and Project X (which is an existing folder I have in cc:Mail), and then I click Add. The Actions dialog box now looks like Figure 16-10.

    If I'm afraid I won't notice when I get the update, I can add an additional action to alert me with the text "You just got the Project X Status Report."

  8. Verify that Enable is checked and then save the new rule.

    That's all there is to it. To test the rule out, I could send myself a rule with Project X Status Report as the subject line and see if it works right.

Here are a few additional rules about creating new rules:

  • If you're working on a rule that will send messages or notices, you should probably construct the rule in two phases. First, create the rule and conditions. Instead of actually sending messages, just flash the window or create an alert message. That way, if your conditions weren't exactly right, you won't be sending out erroneous messages. Second, after you're sure that all the conditions are right, change the action to send the message or notification you choose.
  • Be careful to identify messages as specifically as possible. If you can provide more information and still accurately identify messages, you should do so. In the preceding example, I could have just used "Project X" in the subject, and cc:Mail would still have accurately filed all the project messages away. However, cc:Mail would also have filed away a message from the company president with a subject like "Why are you letting Project X go down the tubes?" That one probably shouldn't be filed anywhere except in the Urgent bin.
  • Give some thought to the order of your rules. It's not unlikely that a message arriving in your Inbox might trigger more than one rule. You should have the most important rules at the top of your rules list so that they'll execute first. (Go to the Rules List window and use the Move Rule Position option.) For example, if your boss sends you a message with a subject "Send me the latest Project X Status Report" and your very first rule advises you that you got a message from your boss, you're in like Flynn. However, if your first rule files the Project X reports, the message will no longer be in your Inbox by the time the boss message rule executes, so you won't be notified about the message. Whoops!
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