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- 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 #2: DON'T USE ALL CAPS
- 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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In This Chapter
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:
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.
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 first big rule tool is the Rules menu, located on the menu bar, shown in Figure 16-1.
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 biggest tool you'll use when using, modifying, or creating new rules is the Rules List window, accessed using one of three methods:
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.
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:
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!
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:
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.
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
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.
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.
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.
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 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:
A blank Rule Editor dialog box appears, as shown in Figure 16-8.
I'm calling this rule Filing Project X Updates.
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.
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.
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."
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: