Chapter 5 - Filing, Printing, and Deleting Mail
There are three ways to manage mail folders:
Creating and deleting mail folders Renaming mail folders Moving mail messages between mail folders
You may find it useful to create your own mail folders in addition to the default General mail folder. By creating your own mail folders, you can file mail messages according to categories that make it easy to locate a specific mail message when you need to.
The Mail Folders window allows you to create and delete mail folders. Choose the Mail Folders command from the Windows menu.
The Mail Folders window appears:
To create a new mail folder, follow these steps:
1. Click the Folder icon at the top of the window. The New Folder dialog box appears:
2. Enter the new mail folder name and click OK. The mail folder name is a maximum of 13 characters. The new mail folder appears in the list in the Mail Folders window.
You can also access the New Folder dialog box by choosing the New Folder command from the File Menu.
The File Mail window also allows you to create a mail folder. This window is discussed in the section "Filing Messages From the Mail List Window" later in this chapter.
Renaming an Existing Mail Folder
To rename an existing mail folder, follow these steps:
1. Select the mail folder you want to rename.
2. Choose the Rename Folder command from the File Menu. The Rename dialog box appears:
3. The Rename dialog box shows the current name of the mail folder in quotation-inch marks (" "). Enter the new name and click OK.
Note: This command is dimmed if you select either the General or Wastebasket mail folders. This is because you may not rename these mail folders.
Filing Messages Between Mail Folders
The File Mail window lets you move a mail message from one mail folder to another. Access the File Mail window from the Read, Compose, and Mail List windows.
The next two sections explain moving and filing mail messages from the Mail List and Read windows.
Filing Messages from the Mail List Window
To file mail messages from the Mail List window, follow these steps:
1. Select:
- One mail message by clicking it
- Multiple mail messages by command-clicking on additional mail messages
2. Click the Folder icon, or choose the File command from the Mail menu.
The File Mail window appears, displaying your current list of mail folders:
3. Click a mail folder to select it. Click OK. The mail message(s) you selected move into that mail folder.
You can also drag mail messages to another mail folder the same way you drag any Macintosh file to another file folder. Select the mail message and drag it to another mail folder.
The new mail folder can be open or closed:
If it is open, drag the mail message anywhere into the list of mail messages of the mail folder. The mail message initially appears at the top of the mail folder. If it is closed, you know you are successful when the mail folder icon becomes highlighted.
The mail message initially appears at the top of the list of files in the mail folder. The mail message appears in its correct chronological order the next time you start VINES Mail for Macintosh or when you close the mail folder and reopen it.
Filing Messages from the Read Message Window
To move mail messages from the Read window, follow these steps:
1. Click the Folder icon or choose the File command from the Mail menu. The File Mail window appears.
2. Select a mail folder. Click OK. The mail message is filed, or filed and saved if it is a new mail message, in that mail folder.
Caution: When you file a mail message to another mail folder, you move the original, not a copy. If you click the Trash icon when the mail message is open, you delete the original and only copy of the mail message.
To delete a mail folder, follow these steps:
1. Select the mail folder from either:
- The File Mail window
- The Mail List window
2. Click the Trash icon
To prevent you from accidentally deleting a mail folder with mail messages in it, a warning mail message appears which you must acknowledge.
You cannot delete the General and Wastebasket mail folders.
You can print an individual mail message from a Read window or a group of selected mail messages from the Mail List window.
Note: You cannot print all mail messages in a mail folder by selecting the mail folder containing those mail messages and clicking the Print icon. This prevents you from accidentally printing a mail folder with a large number of mail messages.
The first time you print a mail message during a VINES Mail session, three dialog boxes appear in this order:
1. Page Setup - standard to all Macintosh applications
2. Page Layout - specific to VINES Mail for Macintosh
3. Print - specific to VINES Mail for Macintosh
The second and subsequent times you print a mail message during a VINES Mail session, only the Print dialog box appears. However, you can still access the other two dialog boxes if you need to modify print options before printing:
1. Choose the Page Setup command in the File menu to modify print options in the Page Setup dialog box.
2. After making any desired changes, click OK. The Page Layout dialog box appears.
3. Make any desired changes.
Controlling the Print Environment
The print environment includes print options such as paper size choice and printing enhancements.
Two dialog boxes control the print environment:
Page Setup Page Layout
The next two sections describe these dialog boxes.
Page Setup
Choose Page Setup from the File menu. A dialog box appears, similar to the one below:
This Page Setup dialog box is standard to all Macintosh applications using a laser printer. If you use certain PAP-compatible, PostScript devices, this dialog box may be different.
The Page Layout Dialog box lets you set other options specific to VINES Mail for Macintosh.
When you click OK in the Page Setup dialog box. The Page Layout dialog box appears:
The Page Layout dialog box lets you:
Choose the font. Click the Font pop-up menu to select from the fonts available on your system. Choose the font size. Click the Font Size pop-up menu to select from the font sizes available for the selected font. Set the printing margins. Change the values in the Top, Left, Right, and Bottom boxes to change your margins. The box to the right of the margin option boxes represents a piece of paper. The dotted lines in the box correspond with the margin settings, letting you see what the margins will look like. You must close and reopen the Page Layout dialog box to view the new margin settings. The default margins displayed when the dialog box first appears are the widest vertical and horizontal margins possible for your printer.
Paste a clipboard image centered at the top of the first page of the mail message. The image could be a corporate logo, for example. The file must be in PICT format. Click Paste Title Image to paste the contents of the clipboard into your mail message. Click the Title Image option box to include the image when you print the mail message.
Place a footer at the bottom of each page. Enter the footer text in the Footer option text box. Automatically insert page numbers in the footer line. Click the Page Numbers option box to enable.
You print mail messages either:
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From the Mail List window |
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From message windows that have a print icon |
To print a mail message, follow these steps:
1. Choose the Print command from the File menu, or click the Print icon from a window. A Print dialog box appears, similar to the one shown below:
The options in the dialog box vary according to the printer you use.
2. Click the OK button or Print button depending on your dialog box. The mail message is sent to the printer.
Mail messages that you delete are stored in the Wastebasket mail folder until the VINES Mail service deletes them (usually at night). This allows you to recover them if necessary from the Wastebasket mail folder before they are deleted.
Caution: Messages that you delete from the Wastebasket mail folder are deleted immediately and cannot be recovered.
There are different ways you can delete mail messages:
From the Mail List window, either: - Select any number of mail messages and click the Trash icon
- Drag any number of selected mail messages to the Wastebasket mail folder
From an active mail message window, either: - Click the Trash icon
- Select Delete from the Mail menu
