Chapter 6 • Mail This chapter covers how to configure the essentials to use email in TCP/Connect II, how to address and send a message, and how to receive and read messages. 6.1 Using the Mail Configuration Panel This section provides the procedures for setting parameters in the Mail configuration panel of TCP/Connect II. To configure mail: 1. Open the Mail configuration panel (Figure 6.1).   Figure 6.1 The Mail Configuration Panel 2. In the Return Address field, enter your email address in the form @. 3. In the Full Name field, enter your full name. 4. In the Mail User ID field, enter your login for the mail server on your network. 5. In the Mail Server field, enter the name or IP address of the mail server on your network. 6. In the POP Method area, click POP2 or POP3 depending on which version of POP your mail server is running. 7. Close the TCP/Connect II Configuration window. √ Your configuration is saved.   The remainder of the Mail configuration panel does not need to be completed to use email in TCP/Connect II. 6.2 Using Address Books Address books in TCP/Connect II allow you to store full email addresses as entries that are easier to remember. Entries can be used instead of full email addresses to address messages. To simplify sending messages to a group of people, you can create a group entry that includes the email addresses of each member of the group.   An entry is a name that is used to refer to a full email address. For example, to simplify addressing email messages, the entry jane can be defined in place of the full address jane_doe@organizationname.org A group entry is a collection of entries, either individual entries or other group entries. For example, to simplify addressing email messages, the group entry Publications can be defined to include the full addresses: Writer1@companyname.com Writer2@companyname.com Writer3@companyname.com Editor@companyname.com Designer@companyname.com PubsManager@companyname.com You can apply the Macintosh paradigm of nested files and folders to TCP/Connect II address books. Address books can contain both group entries (similar to the concept of folders) and individual entries (similar to the concept of files). A group, in turn, can consist of individual entries and other group entries (subfolders). 6.2.1 Displaying an Address Book This section describes how to open an address book. To display an address book: 1. Choose Show Address Book from the Windows menu. √ The Address Books dialog is displayed. 2. Choose the address book to display from the Address Book pop-up menu. √ The contents of that address book are displayed. OR Choose New Address Book… from the Address Book pop-up menu to create a new address book.   See Section 6.2.2, Creating an Address Book , for instructions on creating a new address book. 6.2.2 Creating an Address Book TCP/Connect II allows you to create multiple address books to divide addresses into meaningful categories. TCP/Connect II Addresses is automatically created for you, and is displayed by default. You can create as many other address books as you like. To create a new address book: 1. Choose Show Address Book from the Windows menu. √ The Address Books dialog is displayed. 2. Choose New Address Book… from the Address Book pop-up menu. 3. In the resulting dialog, enter the name of the address book you are creating in the New Address Book Name field. 4. Click OK. (Or click Cancel to close the dialog without creating the new address book.) √ Your new address book is saved in the Address Books folder. 6.2.3 Creating an Address Book Entry Address books are made up of entries. Entries are either group entries or individual entries. To add an individual entry to an address book: 1. Open an existing address book. OR Create a new address book. 2. Click New… at the bottom of the Address Books dialog. √ The Address Book Entry dialog is displayed. 3. Click Address Entry. 4. In the Name field, type the entry. The entry can contain a maximum of 60 characters. 5. In the Address field, enter the full email address that corresponds to the entry you entered in Step 4. This field can contain a maximum of 512 characters. 6. Click OK to add the new entry to the address book. (Or click Cancel to close the Address Book Entry dialog without saving the new entry.) √ The address is saved, and the Address Books dialog is redisplayed. It contains the entry you added. To add a group entry to an address book: 1. Open an existing address book. OR Create a new address book. 2. Click New… at the bottom of the Address Books dialog. √ The Address Book Entry dialog is displayed. 3. Click Group Entry. √ The Address field becomes unavailable. 4. In the Name field, enter the group entry. 5. Click OK. (Or click Cancel to close the Address Book Entry dialog without adding the group entry.) √ The Address Books dialog is redisplayed with the name of the new group highlighted.   If you have the Drag and Drop Manager extension installed, or if you are running System 7 Pro or System 7.5: • Select existing individual entried to add to the group. • Drag the entries to the group entry created in Step 5 . To place aliases of the individual entried into the group, press Option while you drag the individual entries to the group entry.   If you do not have the Drag and Drop Manager extension installed, you can place existing individual entries into a group entry by cutting and pasting selected entries (or copying and pasting them) into the group entry. If you copy individual entries into the group (instead of moving them from one place to another), they appear in italics because they are an alias of the original entry. 6. With the new group entry highlighted, click New… at the bottom of the Address Books dialog. √ The Address Book Entry dialog is displayed. 7. Click Address Entry. 8. Enter the individual entry and corresponding address in the Address Book Entry dialog. 9. Click OK. (Or click Cancel to close the dialog without creating the new entry.) √ The Address Books dialog is redisplayed with the added entry appearing indented beneath the group entry. 6.3 Sending Messages TCP/Connect II implements a standard called MIME (Multipurpose Internet Mail Extension) so that email messages can contain rich and enriched text, including formatting such as underline and bold, different fonts, varying font sizes, and international characters. In addition to formatting, graphics, QuickTime movies, sounds, and various other file formats can be sent in an email message. This section covers how to create new email messages and apply formatting to the text of your messages. You will also learn how to attach a file to a message, and how to address and send a message.   The Multipurpose Internet Mail Extension (MIME) is a recently developed high-level protocol that complements the older mail infrastructure of SMTP and POP. MIME defines how to send messages containing formatted text, international character sets, attachments, and multimedia content. TCP/Connect II can send and receive MIME-formatted messages. 6.3.1 Opening a New Message Window This section describes how to open a new message window to compose an email message. To open a new message window to compose a message: 1. Choose Create New Message… from the Messages menu. √ A blank message window is displayed. 2. Click the pivoting arrow in the top left corner to rotate it to the appropriate position. • To show the entire header, the pivoting arrow in the top left corner must be pointing down. • To show only the Subject, To, and Cc fields, the pivoting arrow in the top left corner must be half way between right and down. • To show only the message window without any header information, the pivoting arrow in the top left corner must be pointing right. 6.3.2 Addressing and Composing a Message This section describes how to complete the header fields in a message window, compose a message, and send it.   The following procedure assumes that full headers are showing in your message window. To address and compose a message: 1. In the Subject field, enter the subject of your message. 2. In the To field, type the email address of the primary recipient of the message. To separate multiple recipients, press Return between addresses.   If you have created an address book, you can use it to address messages instead of typing the addresses into the header fields. See Section 6.3.3, Using Address Books to Address Messages , for more information. 3. In the Cc field, enter email addresses for recipients of carbon copies, if any. To separate multiple Cc recipients, press Return between addresses. 4. In the Bcc field, enter email addresses for recipients of blind carbon copies, if any. To separate multiple Bcc recipients, press Return between addresses. 5. To save a copy of your message in a TCP/Connect II mailbox, choose a mailbox from the Archive pop-up menu. OR Choose New Mailbox… at the end of the Archive pop-up menu to create a new mailbox to archive the message to. 6. To include a signature, choose one of your predefined signatures from the Signatures pop-up menu. 7. Click Request Return Receipt to request return receipts for all recipients of the message.   Return receipts are messages that are sent back to you. On some systems, return receipts indicate that the intended recipient received your message. Most hosts respond when the message is added to the recipient’s mailbox. Some mail systems send a return receipt when the recipient opens the message. Some mail gateways send a return receipt when the message is sent through a gateway into another mail system, rather than when the user actually receives the message. Some mail systems do not send a return receipt at all. 8. Click Archive Attachments to include the attached file, if any, in the message you are archiving. 9. Type your message in the message window.   You can attach files to be sent inside of a message. See Section 6.3.4, Including a File in a Message , for more information.   You can apply formatting and stylized text to the body of your message. Multiple fonts, font sizes, and styles can be applied to the message body by using the Font, Size, and Style submenus in the Edit menu, or any of the following buttons in the tool bar (Figure 6.2):   Figure 6.2 Tool Bar Buttons that Apply to Text Formatting   Diacritical marks and international characters can also be included in the text of an email message. 10. Click Send at the top of the message window. 11. In the resulting dialog, click Send to send the message. (Or click Cancel to close the dialog without sending the message.) √ The message is sent. 6.3.3 Using Address Books to Address Messages Addresses defined in an address book can be used to address messages. To use address book entries to address messages: 1. Create a new message. 2. Open the address book that contains the entry to address the message. 3. Select the entry or group entry you are sending the message to.   If you have the Drag and Drop Manager extension installed, or if you are running System 7 Pro or System 7.5: • Drag the selected entries and drop them in the To, Cc, or Bcc fields of an open message header. 4. Choose Copy Text from the Edit menu. 5. Place the cursor in the To, Cc, or Bcc field in the open message window, and choose Paste Text from the Edit menu. √ The address you selected from the address book is displayed in the address field. 6.3.4 Including a File in a Message There may be times when you want to send a file or folder as part of a message. This section describes including a file or folder in an email message.   You can send folders or a hierarchy of folders only if you have the StuffIt Engine installed on your Macintosh. To attach a file or a folder to an email message: 1. Open a new message window.   If you have the Drag and Drop Manager extension installed, or if you are running System 7 Pro or System 7.5: • Select a file anywhere on your Macintosh. • Drag the file and drop it into the open message window. 2. Choose Attach File… from the Messages menu. OR Choose Send File… from the Messages menu. √ A dialog is displayed from which you can select a file to attach. 3. Select a file or folder to attach to the message. √ The MIME Type field is automatically completed for you. 4. In the MIME Type pop-up menu, choose a format only if the one automatically chosen is not appropriate.   You should not have to change the MIME type.   If BinHex StuffIt is chose, Options becomes available. Click Options to view StuffIt compression options. 5. Click Attach to include the file in your email message. (Or click Cancel to close the dialog without attaching the file.) √ The file is displayed in the message window. 6.4 Receiving Email Messages This section covers checking for new messages, reading messages, and viewing MIME attachments in received messages.   A mailbox is a file where received messages are deposited when you download messages to your Macintosh.   An Inbox is automatically created for you. Incoming email is generally delivered to your Inbox. In TCP/Connect II, the title of an Inbox is always ’s in box.   Since TCP/Connect II supports offline news reading and posting, message mailboxes can include both email messages and batch news messages.   See Chapter 7, News , for more information on offline news. 6.4.1 Checking for New Messages This section describes how to check for new email messages. To check for new email messages: 1. Choose Check Mail… from the Services menu. √ The Mail Status window is displayed and automatically closes after TCP/Connect II is finished checking for new messages. If new messages are downloaded to your Inbox, you should hear your mail notification sound, as set up in the Mail configuration panel, and your Inbox is displayed. 6.4.2 Reading Messages To read messages, you must first select a mailbox to open a message browser window. The message browser window displays a one-line summary of all the messages contained in the selected mailbox. To open a mailbox: 1. Choose Open Mailbox… from the Messages menu. √ Apple’s Standard File dialog is displayed. 2. Select the mailbox to open, and click Open. OR Double-click the mailbox name. √ The message browser window for the selected mailbox is displayed. The message sender, title, and date and time of receipt are displayed on a single line, with read or unread status indicated by the icon at the far left. Any of the icons shown below can be seen at the far left of a message browser window:   Indicates an unopened email message   Indicates an opened email message   Indicates an unopened news article   Indicates an opened news article To open a message: 1. Double-click a message in a message browser window. OR Select a message in a message browser window, and press Return. √ The message opens for you to view. TCP/Connect II includes built-in viewers for GIF, PICT, and JPEG file formats, which means that a graphic you receive in one of these formats can be displayed in the message window automatically. You are not required to perform any action, such as double-clicking an icon or choosing a menu item, to view these file types inline.   You must have selected the appropriate items in the MIME configuration panel to display these formats inline. The following file formats can be viewed or heard inline: • GIF • JPEG • PICT • QuickTime (if Quicktime is installed on your Macintosh) • Sound 6.5 Working with Email Messages This section discusses features in TCP/Connect II that can help you work with received messages, such as replying, forwarding, resending, and deleting them. 6.5.1 Replying to a Message You might receive messages that you want to reply to. To reply to a message: 1. In an open message browser window, select the message to reply to. 2. Click Reply in the icon bar. √ A message window with the title Re: is displayed. The appearance of the message window is automatically completed based on your default settings from the Reply dialog.   To change the settings in the Reply dialog, choose Reply… from the Messages menu and reset reply parameters. 3. Compose your reply in the text-editing window. You can insert your reply text before, after, or between parts of quoted text. 4. Click Send in the icon bar at the top of the window. OR Choose Send… from the Messages menu. 5. In the resulting dialog, click Send to send your message. (Or click Cancel to close the dialog without sending the message.) √ Your reply message is sent. 6.5.2 Forwarding a Message Forwarding is used to send a message or part of a message on to another user. You can include comments in the message you are forwarding. To forward a message to another email address: 1. In your message browser window, select the message to forward. 2. Click Forward in the icon bar. √ A message window with the title FYI: <Title of Original Message> is displayed . The window contains the original message bracketed by “Forwarded Message” and “End of Forwarded Message.” The appearance of the window is based on your default settings in the Forwarded Messages dialog.   To include the header of the original message, press Option and click Forward, or press Option and choose Forward With Header… from the Messages menu.   To change the settings in the Forward dialog, choose Forward… from the Messages menu and reset reply parameters. 3. Address the forwarded message using the To, Cc, and Bcc fields in the header area of the message window. 4. In the message window, you can insert additional comments before, after, or between parts of the message you are forwarding. 5. Click Send in the icon bar at the top of the window. OR Choose Send… from the Messages menu. 6. In the resulting dialog, click Send to send your message. (Or click Cancel to close the dialog without sending the message.) √ Your message is forwarded. 6.5.3 Resending a Message You can use Resend to send a message or group of messages to another user without adding comments or otherwise modifying the original message. The originator’s name is displayed in the final recipient’s mailbox as the sender. To resend a message to another email address: 1. In your message browser window, select the message to resend. 2. Click Resend in the icon bar. √ A message window is displayed . The contents are omitted from the window but are sent when you click Send. 3. Address the message you are resending using the To, Cc, and Bcc fields in the header area of the message window. 4. Click Send in the icon bar at the top of the window. OR Choose Send… from the Messages menu. 5. In the resulting dialog, click Send to send your message. (Or click Cancel to close the dialog without sending the message.) √ The message is resent. 6.5.4 Deleting a Message This section covers deleting a message from the message browser window. To delete a message: 1. Select the message to delete from the message browser window. 2. Press Delete. OR Choose Clear Message from the Edit menu. √ The selected message is deleted. ≈≈≈≈≈≈