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).
ツ
Figure 6.1 The Mail Configuration Panel
2. In the Return Address field, enter your email address in the
form <your username>@<mailserver>.
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.
竏 Your configuration is saved.
ツ 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.
ツ 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.
竏 The Address Books dialog is displayed.
2. Choose the address book to display from the Address Book
pop-up menu.
竏 The contents of that address book are displayed.
OR
Choose New Address Book窶ヲ from the Address Book pop-up
menu to create a new address book.
ツ 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.
竏 The Address Books dialog is displayed.
2. Choose New Address Book窶ヲ 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.)
竏 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窶ヲ at the bottom of the Address Books dialog.
竏 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.)
竏 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窶ヲ at the bottom of the Address Books dialog.
竏 The Address Book Entry dialog is displayed.
3. Click Group Entry.
竏 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.)
竏 The Address Books dialog is redisplayed with the name of
the new group highlighted.
ツ If you have the Drag and Drop Manager extension installed,
or if you are running System 7 Pro or System 7.5:
窶「 Select existing individual entried to add to the group.
窶「 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.
ツ 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窶ヲ at the
bottom of the Address Books dialog.
竏 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.)
竏 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.
ツ 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窶ヲ from the Messages menu.
竏 A blank message window is displayed.
2. Click the pivoting arrow in the top left corner to rotate it to the
appropriate position.
窶「 To show the entire header, the pivoting arrow in the top
left corner must be pointing down.
窶「 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.
窶「 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.
ツ 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.
ツ 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窶ヲ 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.
ツ 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窶冱 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.
ツ 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.
ツ 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):
ツ
Figure 6.2 Tool Bar Buttons that Apply to Text Formatting
ツ 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.)
竏 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.
ツ If you have the Drag and Drop Manager extension installed,
or if you are running System 7 Pro or System 7.5:
窶「 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.
竏 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.
ツ 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.
ツ If you have the Drag and Drop Manager extension
installed, or if you are running System 7 Pro or System 7.5:
窶「 Select a file anywhere on your Macintosh.
窶「 Drag the file and drop it into the open message
window.
2. Choose Attach File窶ヲ from the Messages menu.
OR
Choose Send File窶ヲ from the Messages menu.
竏 A dialog is displayed from which you can select a file to
attach.
3. Select a file or folder to attach to the message.
竏 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.
ツ You should not have to change the MIME type.
ツ 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.)
竏 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.
ツ A mailbox is a file where received messages are deposited
when you download messages to your Macintosh.
ツ 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 <your username>窶冱 in box.
ツ Since TCP/Connect II supports offline news reading and
posting, message mailboxes can include both email
messages and batch news messages.
ツ 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窶ヲ from the Services menu.
竏 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窶ヲ from the Messages menu.
竏 Apple窶冱 Standard File dialog is displayed.
2. Select the mailbox to open, and click Open.
OR
Double-click the mailbox name.
竏 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:
ツ Indicates an unopened email message
ツ Indicates an opened email message
ツ Indicates an unopened news article
ツ 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.
竏 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.
ツ 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:
窶「 GIF
窶「 JPEG
窶「 PICT
窶「 QuickTime (if Quicktime is installed on your Macintosh)
窶「 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.
竏 A message window with the title Re: <Title of Original
Message> is displayed. The appearance of the message
window is automatically completed based on your default
settings from the Reply dialog.
ツ To change the settings in the Reply dialog, choose Reply窶ヲ
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窶ヲ 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.)
竏 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.
竏 A message window with the title FYI: <Title of Original
Message> is displayed . The window contains the original
message bracketed by 窶廡orwarded Message窶 and 窶廢nd of
Forwarded Message.窶 The appearance of the window is
based on your default settings in the Forwarded Messages
dialog.
ツ To include the header of the original message, press Option
and click Forward, or press Option and choose Forward
With Header窶ヲ from the Messages menu.
ツ To change the settings in the Forward dialog, choose Forward窶ヲ
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窶ヲ 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.)
竏 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窶冱 name is displayed in the final recipient窶冱 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.
竏 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窶ヲ 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.)
竏 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