Courier Concepts

• Right-click on an item for a quick menu of related features. Experiment by right-clicking on folder names, messages and other items.
• Customize the Toolbar for quick, easy access to the features you use most.
• Courier and Windows keyboard shortcuts access features from the keyboard.

• Mailbox folder
• Accounts folder
• Address Book folder
• Auto-response folder
• Filter folder
• Pending folder
• Receive Mail folder
• Search Results folder
• Sent Mail folder
• Signature folder
• Wastebasket folder

Tips for Using Courier

Right-click on BULK MAIL folder for options, or

Open BULK MAIL folder and right-click on selected entries for options.

Right-click on MAIL TEMPLATE folder for options, or

Open MAIL TEMPLATE folder and right-click on selected entries for options.

Right-click on ADDRESS BOOK folder for options, or

Open a Group folder and right-click on the group name, or on a selected entry for additional options.

Composing a new message, Sending a Reply, Forwarding, or Redirecting a message.

Forward sends a copy of the message to someone else.

Redirect reroutes the message to another person.

Custom Sub-folders can be created by right-clicking on a higher level custom folder.

Courier Hot Keys

A hot key is a key or sequence of keys that activates a feature when pressed

Windows System Hot Keys

Selected Features Quick Reference

• Mailbox | Properties | Compose to set the default compose mode.
• Window | Show Rich Text to toggle on/off during compose or view.
• Configurable tool-bar button.

REQUIREMENTS

• Viewing HTML messages requires Internet Explorer 3.0 or higher.
• Composing HTML messages requires Internet Explorer 4.0 or higher.

During HTML compose, a tool bar is available at the top of the message body for inserting and controlling HTML tags.  Signatures and Templates may be composed using HTML formatting.  An HTML signature will be sent as plain text if sent with a plain text message.

SETUP

Default font: Same as setting fonts for character sets in the Mailbox|Properties|Character Sets tab.  when the default character set is "Auto", HTML messages assume the use of "printed quotable" characters and will default to ISO-8859-1. Go to the bottom section of the Character Set tab, select the ISO-8859-1 font from the drop-down box, and then change it to the desired the font.

Default colors: See the Rich Text (HTML) Colors section of the Mailbox | Properties | Advanced Setting tab, Display Properties button.

• Mailbox | Properties | Security to select whether to use Plain Text mode by default.

• Disable background sounds in HTML mail
• Disable videos in HTML mail
• Disable pictures in HTML mail
• Disable Jaca script execution
• Disable other script execution
• Disable Active X component downloads
• Disable Active X component execution
• Disable client pull execution (disables downloading of linked files)

• Enabled using Mailbox | Properties | Compose tab.

When the desired address is completed, press the comma, semi-colon button, or right arrow to enter another address or press Tab to move to the next field.

• Messages | Show New Messages pull-down menu
• Configurable tool-bar button.
• Ctrl + O hotkey combination

This feature provides efficient access and processing of messages that have been received and distributed to multiple folders without having to switch between folders.   With the Toolbar button, this is a one-click operation.   Courier lets you perform any operation on a message displayed in the Search Results folder.  By "working" your new messages and refreshing by reshowing the remaining new messages, it is possible to process your incoming mail without switching to each folder receiving a message.

"Reset New Messages" clears the new message status from all messages in the new message list.

• Messages | Reset New Messages pull-down menu
• Configurable tool-bar button.
• Ctrl + E hotkey combination

Newly received messages are messages that have been received since the last time "Reset new messages" was done.  Marking a new message "Read" automatically removes it from the new message list.  

SETUP

Add an address book entry to be used as the vCard for an account.

Right-click the vCard address book entry and highlight "Set as vCard".  A list of accounts will display.  Select the account that will use the address entry for its default vCard.

Use Account | Properties | Outgoing Mail tab to set the option to automatically include the vCard on each outgoing message sent from the account.

SENDING a vCARD

Compose a new message.  Check the "Send vCard" checkbox at the bottom of the compose window.  When the message is sent to the Internet, Courier will attach the vCard for the sending account.  If the checkbox is gray, a vCard has not been associated with the sending account.

RECEIVING a vCARD

vCards are received as attachments to messages with a "vcf" file name extension.  Messages containing vCards are identified in the summary list by a "rolodex card" icon in the attachment column.  To access the vCard, open the message in a message view window, and right-click the vCard.   The right-click menu contains actions for viewing the vCard, saving it as an address book entry, and other actions.

• Edit | Search LDAP directory pull-down menu
• Configurable tool-bar button.

Select a server, enter your search criteria and press the Search button. Matches will be displayed in the lower panel. Several public anonymous LDAP servers are pre-configured.

From the LDAP search results list you can:

• Drag-and-Drop matches to any address field of a message you are composing.
• Right-click on a match:
  • Start a new message addressed to the match.
  • Add the match to your Courier address book.
  • Delete the match from the match list (Does not delete from the LDAP server).

* LDAP is an acronym for Lightweight Directory Access Protocol.

To send a message to the JunkYard:

• Right-click on the message and select "Send to JunkYard...".
• Select the "Send to JunkYard" configurable tool bar button.

When you add a message to the JunkYard, a filter rule is created based on the JunkYard filter's default rule. Subsequent incoming messages that match the rule will be filtered according to the rule. You can optionally change the matching criteria and actions as a message is sent to the JunkYard.

The JunkYard filter and its rules can be customized by changing them just as you would change any other filter. It is possible to have some Junk treated differently than other Junk (For example, Offensive mail Discarded and other mail of mild interest put in a folder for reading later).

SETUP:

The first time you choose to send a message to the JunkYard, you will receive a window explaining that your JunkYard has not been setup with an option to automatically setup the JunkYard . Answering "Yes" causes Courier to:

• Create a "JunkYard" folder.
• Create a "JunkYard" filter with a base rule which defines the default rule for adding rules to the filter (The default base rule matches on the From field and moves messages to the JunkYard folder, and deletes the message from the server).
• Applies the JunkYard filter to all of the Courier e-mail accounts. By default, the JunkYard filter will run before any other filter applied to the account but may be changed to run after. If you do not want to filter junk mail received on an account, you must unapply the JunkYard filter from that account. (See the Account | Properties | Filter tab)

Hint: To avoid discarding important messages, it is advisable to have the default rule sort your junk e-mail to a folder where you can review it. Once you are sure a rule is only selecting junk, you can then modify the rule to Discard the messages. Remember, the JunkYard filter is a filter just like any other and can be changed to fit your specific needs using the full range of filter capabilities.

• Window | Window layout pull-down menu.

Select a window layout, then select what information will be shown in each panel of the window.

• Window | Tool Bar | Customize pull-down menu
• Select the "Configure Toolbar" tool bar button.
• Right-click on a separator in the tool bar.

There are two toolbars that are configured separately: one for the main window and the other for the message view/compose windows.

Docking: The two toolbars are Dockable meaning they can be moved to the top, bottom, left or right of the window or displayed in a separate child window.

• Left-Click within the toolbar margins or a separator and drag

To move a toolbar within the window, left-click within the toolbar margins or a separator and drag the toolbar. When the move box border becomes thin, release the mouse and the toolbar will snap into place along the closest side. Releasing the mouse while the border is thick, places the toolbar in a child window that may then be moved anywhere on the Desktop.

• Enabled using Mailbox | Properties | Compose tab.
• Edit Received Message toolbar button.
• Edit | Edit Message pull-down menu.

May be used to insert notes and reminders into a received message or to change the subject for filtering and sorting.

• Right-click a folder name, select "Filter messages" and then select the filter to apply to the folder.
• Right-click on a message selection in the message list, select "Filter messages" and then select the filter to apply to the selected messages.

• Right-click on the message and select "Add to Filter...".
• Message | Add to Filter pull-down menu
• Select the "Create filter rule" configurable tool bar button.

The filter rule definition window is displayed. Make the following selections and press OK. The rule is added to the filter and the message is filtered.

• Choose the filter from the drop-down selection box.
• Enter the match pattern manually or use the drop-down selection box to copy the field from the message.
• Select the object to match on.
• Select the actions.

Note that the criteria boxes have pull-down choices.   Selecting a choice from the pull-down copies the fields content into the criteria box.  For example, selecting the "From" field in the pull-down will insert the sender's e-mail address.

• From the Edit Menu select "Edit Color Markers".
• In the Color Marker edit window select "New" to create a new Color Marker, or highlight an existing Marker and select "Edit"
• Give the Marker a name, and select the font, font and background colors and any special attributes you desire. A sample of the Marker will display in the Sample Marked Text area
• When the marker definition is complete, click "OK". You may then add or edit additional Markers, or exit the Marker Edit window by clicking on "Close".

To apply a Color Marker to a message:

• Highlight the desired message in the summary window.
• Right-click on the message and select "Color Markers" from the context menu, which will display a list of available markers.
• Choose the marker to apply to the message, or "No Color Marker" to remove an existing Marker.
• You can also apply Color Markers to messages as part of a message filter. See the Quick Reference Guide for filters for additional information on creating filter definitions.

To apply a Color Marker to a folder:

• Highlight the desired folder in the folder list.
• Right-click on the folder and select "Color Markers" from the context menu, which will display a list of available markers.
• Choose the marker to apply to the folder, or "No Color Marker" to remove an existing Marker.

• Mailbox | Properties | Backup tab.

The automatic backup occurs every n times the mailbox is closed. A value of 0 turns automatic backup off.

Manually backup by using the "Mailbox | Backup mailbox and Exit" pull-down menu.

Note that Courier maintains all messages, setup information, address book and other related data in one file.  Courier's unique approach to e-mail data storage results in very easy backup and restore and has a side benefit of mailbox mobility.  Courier Mailboxes (files) may be copied using any copy utility or command and may be opened from any location.  Mailboxes may be stored on a removable disk and used in different systems (i.e. Home, Field and Office).

RESTORING A MAILBOX BACKUP

Place the backup copy of the mailbox (one file) in the desired directory and open it.

• Right-click selected message(s) and choose "Mark for follow-up".
• Configurable tool bar buttons for Low, Medium, High and Unmark.
• Filter action

A follow-up flag will appear on the message in the Follow-up column of all message summary lists.

Hints: Use the Message Search to view all messages marked for follow-up. Note that you can perform any actions (such as sort, reply, print, delete, etc.) on messages in the search results folder that you can perform from the folder where they reside. You can easily mark a message for follow-up and file it in any folder without worrying about finding it later. Just do a quick search and it will be in front of you. For quick and easy use, add the Follow-up tool bar buttons to your toolbar.

• Right-click the Mailbox name, a folder name or selected message(s) and choose "Archive messages".
• Mailbox | Archive messages pull-down menu to archive the Mailbox
• Message | Archive messages pull-down menu to archive a selected folder or selected messages.
• Filter action

If you are archiving selected messages, use the file browser to locate or create the archive file.

If you are archiving messages from the mailbox or a folder, the archive window displays the path of the messages that will be archived along with options to:

• Select the account(s) of the messages to archive.
• Include the Wastebasket (Mailbox only)
• Include subfolders (Folder only, implied for Mailbox)
• Save attachments. Attachments are saved in an "Attachment" subdirectory of the archive file's directory. The archived message will contain a header field indicating the path of the archived attachment. Archived attachments with duplicate names are resolved into unique names.

• Mailbox | Import messages

Note that using Courier's message archive and import features provides the ability to copy/move messages from one mailbox to another.  This is especially useful when archiving messages.  Using archival mailboxes makes your archived messages readily accessible using Courier's powerful message management and search features.  Archival mailboxes also use the same backup and restore available to your production mailboxes.

• Right-click at the insertion point and select a signature from the Insert Signature option..
• Options | Insert Signature pull-down menu and select a signature .

The selected signature is copied into the message at the cursor. If a signature was selected to be appended to the message, it is cancelled.

STARTING A NEW MESSAGE FROM A TEMPLATE

• Select the template in the Address Book/Mail Templates folder and start a compose.
• Use the "Compose message using a Template" toolbar button.

INSERTING A TEMPLATE INTO AN EXISTING MESSAGE

Inserts the selected template body into the body of a message at the cursor. Place the cursor where the template body is to be inserted:

• Right-click at the insertion point and select a template from the Insert Template option.
• Options | Insert Template Body pull-down menu and select a signature .

The selected template is copied into the message at the cursor.

1. The font used when composing or viewing a message.
2. The font used in the preview panel of the main window.

Compose and View:

Mailbox | Properties | Character Sets tab

• "Default character set" selects the default character set used when you compose a message. The character set is sent in the header so that the recipient can display the message using a font they have selected for the character set. This is pre-configured for "Auto". "Auto" uses the U.S. ASCII character set unless there are printed quotable characters in the message, in which case, the ISO 8859-1 (Latin1) character set is used.
• "Font Associations" selects a display font for each of the international character sets. All character sets are pre-configured to the Arial,10 point font.

When you are composing or viewing a message, you can change the character set or the font associated with the character set. When in the message Compose/View window:

• Use Options | Character encoding pull-down menu to use a character set other than the default for this message only. The newly selected character set is sent to the recipient in the message header. This does not change your default character set.
• Use Window | Change font to temporarily change the display font associated with the character set for this message only. This does not affect the character set sent to the recipient.
• Use Window | Change default font for[character set] to associate a new display font with the character set of this message. This does not affect the character set sent to the recipient.

Preview:

The preview panel displays each message using a font you select for each character set. This is different from the Compose/View character set/font association.

• Use Window | Change Preview font for[character set] to associate a new Preview display font with the character set of this message. If you receive a message that is encoded with a character set that does not have a font association, you will be prompted to select a font. This does not affect the character set in the message header or your Compose/View font association.

• Mailbox | Import | Eudora pull-down menu.

Courier searches for your Eudora directory. If it is not found, you must browse to the directory containing the Eudora folder and message files.

You will need to select a Courier account to import the messages. The import will copy your Eudora folder and messages into the Courier mailbox. After the import, you can use Courier's folder and message drag-and-drop and Courier's message and folder filtering to organize your Eudora mail in your Courier mailbox.

• Mailbox | Import | Netscape pull-down menu.

You will need to perform this operation for each Netscape message file you need to import. Message files can usually be found in the
c:\Program Files\Netscape\Users\username\Mail directory. (Replace username with the user profile name you wish to import from). Netscape message files do not have a file extension.

You will need to select a Courier account to import the messages as well as a folder to place the messages in. The import will copy your Netscape messages into the Courier mailbox. After the import, you can use Courier's folder and message drag-and-drop and Courier's message and folder filtering to organize your Netscape mail in your Courier mailbox.

• Mailbox | Import | Outlook (Express) pull-down menu.

You will first need to convert your messages to a .eml file format

The easiest method to convert a large number of messages is as follows:

• From Outlook (Express), select a group of messages to import
• Choose Forward - this will create a message having the selected messages as attachments
• Choose File | Save As and save this message as a .eml file
• In Courier, choose Mailbox | Import Messages | Outlook (Express)
• Locate the file you just saved and import it.
• Open the message, select all the attachments, right-click and choose Import.

You can also save messages individually for importing, or forward messages via e-mail to Courier for importing.

Courier 3.5 Highlights