Take Control of Apple Mail in Lion

Take Control of Apple Mail in Lion

-

English
147 Pages

Description

Are you using Apple Mail in Lion effectively? In this book, email expert Joe Kissell provides the comprehensive guidance you need. Perhaps you just want to fully understand the basics of receiving, composing, and sending email. Or maybe you want to master many advanced options - including account setup, employing multiple accounts, formatting, rules, smart mailboxes, and iCloud or Gmail integration. Either way, you'll find helpful advice and detailed steps, based on extensive real-world experience. You'll also find tips on various third-party add-ons that make Mail smarter and more enjoyable to use.

This book will teach you to:

Comprehend account options: You'll come to understand the difference between POP and IMAP, plus learn about special aspects of iCloud, Exchange, and Gmail accounts. You'll discover how to integrate all these types of accounts, and more, into your overall Mail setup, as well as learn how you can manage Gmail's labels in an IMAP environment.

Read: We know you know how to read, but you'll learn efficient ways to quickly open, read, process, and file your messages. You'll see how best to use Lion's three-pane display layout (or turn it off if you prefer), and how to follow email threads and conversations. You'll also get tips for handling incoming attachments, flagging messages, avoiding spam, and using Mail's built-in RSS feed reader.

Write and send: You'll learn different methods for quickly addressing your email, how to take control of the From, To, Cc, and Bcc lines, and how to create multiple signatures. You'll also find out about how to address a single message to a group of recipients, and how to decide whether you should use digital signatures or encryption, plus what to do when you want to send a digitally signed or encrypted message. Also, you'll find out how to format an email message--and why you might not want to, plus learn how to include URLs, add attachments, and include quoted text from other messages.

Find your stuff: You'll find advice on how to organize Mail's sidebar, Favorites bar, and your various mailboxes so you can easily locate messages using a variety of techniques--including search tokens and Boolean expressions. Joe covers simple features, such as making a new mailbox or rearranging your mailboxes, as well as advanced techniques, such as creating rules and smart mailboxes.

Use Notes: Mail has a Notes feature for leaving yourself reminders. Learn the strengths and limitations of Notes, and make it work for you.

Unravel Mail mysteries: Understand the sometimes-present Outbox, sort out the Dock unread count, learn why smart addresses can be stupid, avoid "unsafe" addresses, manage the Previous Recipients list, wrangle attachments, find your notes, and determine why certain mailboxes appear in particular categories on Mail's sidebar.

Avoid and fix problems: Get advice on how to back up your email, and find out how to restore it from a backup. Also read the dozen pages of hard-won troubleshooting advice with tips on managing a misbehaving mailbox, fixing sending problems and delays, fixing connection errors, and more.


Subjects

Informations

Published by
Published 07 June 2012
Reads 0
EAN13 9781615428649
Language English
Document size 2 MB

Legal information: rental price per page €. This information is given for information only in accordance with current legislation.

Report a problem
 v1.0 AppleMail in Lion Joe Kissell
$15
Table of Contents
Read Me FirstUpdates and More .....................................................................5Basics .....................................................................................6What’s New in This Edition .........................................................8
Introduction
Quick Start to Controlling Apple Mail
Learn What’s New in Lion Mail
Learn about Email Protocols POP .......................................................................................15IMAP .....................................................................................16Switching from POP to IMAP .....................................................17iCloud ....................................................................................18SMTP .....................................................................................19Exchange ...............................................................................19
Set Up Your AccountsUse IMAP with Gmail ................................................................22Account Setup Tips ..................................................................31
Read Incoming MessagesCheck Your Email.....................................................................33Understand and Customize the Interface ....................................34Follow Conversations ...............................................................41Manage Incoming Message Formats ...........................................46Use Data Detectors .................................................................48Work with Message Flags ..........................................................50File and Organize Messages ......................................................51Deal with Incoming Attachments ...............................................54Stop Spam .............................................................................57
2
Read RSS FeedsConfigure Mail’s RSS Preferences ...............................................62Add and Manage RSS Feeds ......................................................63
View RSS Articles ....................................................................64
Address AddressingPut Addresses in Address Book ..................................................65Address an Email Message ........................................................65LDAP Server ...........................................................................68Access Hidden Address Fields ....................................................68Address Messages to Groups .....................................................69Handle Previous Recipients .......................................................70Choose an Account or Address to Send From...............................72
Compose and Send MessagesHandle Message Formatting ......................................................74Personalize Email with Signatures ..............................................77Set Message Priority ................................................................80Work with Outgoing Attachments ..............................................81Reply to Messages ...................................................................84Forward Messages as Attachments .............................................87Use Mail Stationery ..................................................................87
Sign and Encrypt MessagesLearn When and Why to Sign or Encrypt Messages ......................90Understand S/MIME Basics .......................................................93Get a Personal Certificate .........................................................96Sign or Encrypt a Message ........................................................97Read Signed or Encrypted Mail ..................................................99
Manage Your MailboxesSpecial Mailboxes ..................................................................102Create a New Mailbox.............................................................105Arrange, Hide, and Show Mailboxes .........................................106
Keep Track of Notes Create a Note .......................................................................107
3
Save Notes ...........................................................................108View Notes ...........................................................................110
Find Your MessagesPerform a Basic Search ..........................................................111Search for a Phrase ...............................................................115Use Boolean Expressions ........................................................116Search By Date Range............................................................116Search within the Current Message ..........................................117Work Smarter with Smart Mailboxes .........................................117
Automate Mail with RulesCreate a Rule ........................................................................121Use Multiple Conditions and Actions .........................................122Rule Examples ......................................................................123Running Rules on Command....................................................123
Fix Mail ProblemsFix Incoming Mail Problems .....................................................126Fix Outgoing Mail (SMTP) Problems ..........................................129Fix Mailbox Problems .............................................................136Fix Searching Errors ..............................................................137
Back Up and Restore Your EmailBack Up and Restore with Time Machine ...................................139Use Another Backup Program ..................................................140Do a Cloud-to-Cloud Backup ...................................................141Export a Mailbox....................................................................141
About This BookEbook Extras.........................................................................143About the Author ...................................................................144Shameless Plug .....................................................................144About the Publisher................................................................145
Copyright and Fine Print
Featured Titles
4
Read Me FirstWelcome toTake Control of Apple Mail in Lion,version 1.0, published in June 2012 by TidBITS Publishing Inc. This book was written by Joe Kissell and edited by Michael E. Cohen. Mail, Apple’s full-featured email application, is the most popular way for Mac OS X users to send and receive email. This book helps you get more out of Mail by explaining its most important features, providing useful tips, and solving problems.
Copyright © 2012, Joe Kissell. All rights reserved.
Updates and More
You can access extras related to this book on the Web (use the link inEbook Extras, near the end; it’s available only to purchasers). On the ebook’s Take Control Extras page, you can:
Download any available new version of the ebook for free, or buy any subsequent edition at a discount.
Download various formats, including PDF, EPUB, and—usually— Mobipocket. (Learn about reading this ebook on handheld devices athttp://www.takecontrolbooks.com/device-advice.)
Read postings to the ebook’s blog. These may include new tips or information, as well as links to author interviews. At the top of the blog, you can also see any update plans for the ebook.
Get a discount when you order a print copy of the ebook.
If you bought this ebook from the Take Control Web site, it has been added to your account, where you can download it in other formats and access any future updates. However, if you bought this ebook elsewhere, you can add it to your account manually; seeEbook Extras.
5
Basics
Here are a few rules of the road that will help you read this ebook:Links:All blue text in this ebook ishot,meaning you can click (or tap) it, just like a link on the Web. If you click a link to switch to a different part of the ebook, you can return quickly to where you were if your ebook reader offers a “back” feature. For example, if you use iBooks in iOS to read the EPUB version of this ebook, you can tap the “Back to” link at the lower left of the screen (you may have to tap the screen once to activate the navigation controls). Or, if you use Preview on the Mac to read the PDF version of this ebook, you can choose Go > Back (or press Command-[ ).
Menus:Where I describe choosing a command from a menu in the menu bar, I use an abbreviated description. For example, the abbreviated description for the menu command that creates a new message in Mail is “File > New Message.”
Right-clicking (Control-clicking):Some actions in Mail are accomplished by pointing at an item, performing asecondary click (or tap) on your mouse, trackball, or trackpad, and then choosing a command from a contextual pop-up menu. The original (and still functional) way to perform a secondary click on a Mac is to hold down the Control key while clicking—that is, to Control-click. A multi-button input device (including an Apple Magic Mouse or Mighty Mouse) can be configured so that pressing on one side (or button) produces a standard click and pressing on the other produces a secondary click. Similarly, the Magic Trackpad and the built-in trackpads on Apple laptops can be configured to produce a secondary click in various ways, such as double-tapping.
In this book, I say “right-click (Control-click),” by which I mean “do whatever you have to do to display the contextual menu.” If you prefer a different method and your input device supports it, feel free to display the contextual menu in the way that seems best to you.
Multiple ways to perform a command:You can perform many commands in Mail in more than one way—for example, using a toolbar button, a menu command, or a keyboard shortcut. In this book, for the sake of brevity, I mention only one way to perform each command. In general, I describe the most obvious
6
way of doing things—toolbar buttons are easier to find than menu commands (as long as they’re in their default locations), and menu commands are more obvious than keyboard shortcuts—but choose whichever approach suits you best.
Customizing keyboard shortcuts:If a menu command doesn’t have a keyboard shortcut listed, note that you can add your own shortcut in the Keyboard Shortcuts view of the Keyboard & Mouse pane of System Preferences (seeFile and Organize Messages).
Customizing toolbars:You can customize the toolbars for Mail’s various windows to your liking (adding, rearranging, or moving controls) by right-clicking (Control-clicking) on a toolbar and choosing Customize Toolbar from the contextual menu.
System Preferences:I sometimes discuss settings in System Preferences that you may want to adjust. To open System Preferences, click its icon in the Dock or choose Apple> System Preferences. When the System Preferences window opens, click the icon of the pane whose settings you want to adjust. I refer to these panes using a shortcut such as “open the iCloud pane of System Preferences.”
Application preferences:I sometimes refer to preferences in an application that you may want to adjust. Don’t confuse an application’s preferences with the system-wide settings found in System Preferences. To access an application’s preferences, choose Application Name> Preferences. For example, in Mail, you would choose Mail > Preferences.
Path syntax:This book occasionally uses apathto show the location of a file or folder in your file system. For example, Mac OS X stores most utilities, such as Terminal, in the Utilities folder. The path to Terminal is:/Applications/Utilities/Terminal.
The slash at the beginning of the path tells you to start from the root level of the disk. You will also encounter paths that begin with~ (tilde), which is a shortcut for the user’s home directory. For example, if a person with the usernamejoewants to install fonts that only he can access, he would install the fonts in his~/Library/ Fontsfolder, which is just another way of writing/Users/joe/ Library/Fonts.
7
User Library:The library folder mentioned in the previous paragraph,~/Library, is normally invisible in Lion. To see it, hold down the Option key and choose Go > Library in the Finder.
Big cats:I frequently mention features specific to a particular version of Mac OS X, which Apple usually refers to by their “big cat” code names:
Mountain Lion: 10.8 Lion: 10.7 Snow Leopard: 10.6 Leopard: 10.5 Tiger: 10.4 Panther: 10.3
To find out which version of Mac OS X your Mac is running, choose Apple> About This Mac.
What’s New in This Edition
In this edition, I cover the numerous new features found in the Lion version of Mail (Mail 5.x). You can see a list of those features a few pages ahead, inLearn What’s New in Lion Mail. In addition to those Lion-specific features, I added quite a bit of new material that the previous edition,Take Control of Apple Mail in Snow Leopard, doesn’t have, including:
iCloud:In addition to adding information about using iCloud throughout the book, I’ve deleted all references to MobileMe, scheduled for discontinuation on June 30, 2012.
Mail, Contacts & Calendars:This new preference pane provides a system-wide place for configuring accounts, including those for email. See the sidebarMail, Contacts & Calendars Preference Pane.
Gmail:I’ve significantly updated and improved the instructions for working with Gmail accounts. SeeUse IMAP with Gmail.
Keyboard shortcuts:I clarified the instructions for assigning keyboard shortcuts to commands on the Move To and Copy To submenus. SeeFile and Organize Messages.
8
Message links:A new sidebar tells you why and how toLink to a Specific Mail Message.
Spam:I expanded the discussion of how toStop Spamto include, among other things, information on server-side filtering.
From address:The topicChoose an Account or Address to Send Fromnow provides more information on determining which address your messages will be sent from.
Priority:I briefly cover how toSet Message Priorityfor outgoing mail.
Quoting:I offer a more finessed discussion of quoting in replies in the sidebarQuote Effectively.
Special mailboxes:The discussion ofSpecial Mailboxesnow talks about unified mailboxes as well as how to find “phantom” mailboxes.
Searching:Besides talking about searchingformessages, I briefly discuss how toSearch within the Current Message.
Backups:A new option you might consider is using a cloud-based email backup service. SeeDo a Cloud-to-Cloud Backup.
Mountain Lion:Previews of upcoming Mail features that Apple has announced for OS X 10.8 Mountain Lion are presented in notes like this:
Coming in Mountain Lion:Mail in OS X 10.8 will feature unicorns and rainbows.
9
Introduction
This book is the fifth in my series of titles about using Apple Mail, stretching back to the version included with Mac OS X 10.3 Panther (which I wrote about in 2004) and continuing with coverage of Mail in Tiger, Leopard, Snow Leopard, and now, Mail version 5.x in Lion. After all those versions of Mail, all I can say is, “The more things change, the more they stay the same.”
Mail is still my favorite email program—and believe me, I’ve tried them all. Yet it remains far from perfect. Certain aspects of Mail’s operation continue to be nearly inscrutable, and sometimes internally contradictory. Problems that have been around for nearly a decade are still there, and new ones have materialized. Features have appeared and disappeared over the years without warning or explanation.
But worst of all, in my opinion, is that Apple’s documentation on Mail is still, in typical Apple style, appallingly inadequate. Mail has no instruction manual as such, just the basic guidance you can find when you choose Help > Mail Help. In fairness, Mail Help contains lots of useful information, but it still barely scratches the surface of Mail’s capabilities. Dozens of features aren’t mentioned at all, and much of the information there is sketchy. Nearly every time I consult Mail Help, I find that it leaves me with more questions than answers. Based on the hundreds of messages I’ve received from confused Mail users over the years, I’m not alone!
I’ve had to figure out a lot of things in Mail by trial and error—but you shouldn’t have to. My goal in this book is to provide clear, helpful explanations of how to perform the most important tasks in Mail. But more than that, I want you to understandwhythings work the way they do, how to avoid or work around Mail’s limitations, and how to approach Mail in the most effective way.
10