CCNC/CCNC Module 7/Mail Management/Organizing Messages

Section 3 - Organizing Messages

Organizing Messages

Outcomes

In this section we will: Understand the make-up and structure of an e-mail address Text here Text here

Search for messages by sender, subject, mail content

You can enter filter criteria in the Search tool window that will enable you to display messages from a particular sender, messages having a similar subject title or messages containing certain words in the body of the message.

1. Open Evolution.
2. Click the drop down window at the left of the Search tool.

Search for messages by subject

1. Click Subject contains.
2. Enter text that the subject must contain and click Find now. Screen shot
3. Click Clear to remove the filter and display all the messages.

Screen shot

Key points

The second option, Subject does not contain, has the opposite effect. It displays all messages except those that satisfy the filter.

Search for messages by sender

1. Click the drop down window in the Search tool.
2. Click Sender contains.
3. Enter text that selects the sender. (It can be part of the sender's name) and click Find now. Screen shot
4. Click Clear when done.

Search messages for content

The previous two options limited the search to the sender or the subject. You may search all parts of the message.

1. Click the drop down window in the Search tool.
2. Click Message contains.
3. Enter a word or phrase that the message contains. Click Find now. Screen shot
4. Click Clear when done.

Search using the other options

The main components of a message are the sender, subject and message body. The body of a message is the actual text of the message excluding subject and sender. When you search using the Message contains option, the search function will scan the sender, subject and body. You can include just certain components of the message in the search. The main advantage is that by being more specific about where to search, the speed of the search will improve. This is important if you have thousands of messages in your mailbox. Create a new folder for mail

Suppose you wish to keep a record of all your email correspondence with an organization called Discovery. You also wish to sort this into an inbox and an outbox.

1. Make sure the Folder bar is displayed and click Contacts.
2. File->New->Folder; or press Shift-Ctrl-F.
3. Type in a name for the new folder. In this case it is Discovery. Screen shot
4. Expand Local Folders and make sure that Local Folders is highlighted.

• If you highlight a folder, the Discovery folder will be created as a sub-folder.

1. Click OK.

Create sub-folders

1. Make sure the Folder bar is displayed and click Contacts.
2. File->New->Folder; or press Shift-Ctrl-F.
3. Type in a name for the new folder. In this case it is Inbox.
4. Expand Local Folders and make sure that Discovery Folder is highlighted. Screen shot
5. Click OK.

Crate other Sub- folder

1. In the same way, create another sub-folder in Discovery called Outbox.
2. Create a number of folders and sub-folders that suit your needs.

The following screen illustrates a folder system. Screen shot

Key points

The Prospective Clients folder has a number of sub-folders. These have been divided by country.

Each of these in turn contains an Inbox and an Outbox.

This is only a suggestion of how to organize email. Use a method that best suits your own needs.

Move messages to a new folder for mail

Move a message by dragging

1. Highlight the message you wish to move.
2. Hold down the left hand mouse button and drag the message to the new folder.
3. Release the left mouse button when the target folder is displayed with a solid border.

Move a message using the context menu

1. Right click on the message you wish to move.
2. Select Move to Folder in the context menu.
3. Highlight the target folder in the list that is displayed.
4. Click OK.

Copy a message to a new folder

You can use a similar method to make a duplicate of a message in a folder.

1. Right click on the message you wish to move.
2. Select Copy to Folder in the context menu.
3. Highlight the target folder in the list that is displayed.
4. Click OK.

Sort messages by name, by date

The column headings are displayed at the top of a mail box.

Screen shot of column heading of email inbox

Messages may be sorted on any of these headings. like to find a different way to list the following...

Date

This sorts the messages in date order. Each time you click the Date heading, Evolution will reverse the order. The first time sorts the messages starting with the most recent and the second with the oldest.

Subject

This sorts the email messages in alphabetic order according to the subject entered by the sender. If you click Subject a second time, it restores the messages to the order they were previously in.

From

Clicking From cycles through three possibilities. Sort by sender in ascending or descending order or unsort the messages.

Delete a message

Highlight the message you wish to delete and press the Delete key or right click on the message and select Delete in the context menu. Restore a message from the mail bin/deleted items folder Delete a message

When you delete a message, Evolution does not permanently delete it but moves it to a special folder called Trash. Messages can be retrieved from Trash.

1. Click on Trash in the Folder bar. This will display the messages in Trash.
2. Right click on the message you wish to recover.
3. Select Move to Folder in the context menu.
4. Highlight the folder you wish to move the message back to and Click OK.

Empty the mail bin/deleted items folder

If you are sure that you no longer need any message in Trash, you can empty its contents. This will permanently delete all the messages.

1. Actions->Empty Trash.
2. Click Yes if you are sure.

Expunge a message

Expunging a message deletes the message completely without keeping a copy in Trash. When a message has been expunged it cannot be recovered.

1. Highlight the message to be expunged.
2. Actions->Expunge.
3. Click Yes to confirm.