Novell EVOLUTION 2.6 USER GUIDE
Novell Confidential Manual (ENU) 21 December 2004
Novell
TM
Evolution
2.6
March 6, 2006
www.novell.com
USER GUIDE
Novell Confidential Manual (ENU) 21 December 2004
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www.novell.com
Evolution User Guide
March 6, 2006
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www.novell.com/documentation.
Novell Confidential Manual (ENU) 21 December 2004
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Novell Confidential Manual (ENU) 21 December 2004
4 Evolution User Guide
Novell Confidential Manual (ENU) 21 December 2004
Contents
About This Guide 9
1 Getting Started 11
Starting Evolution for the First Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using the First-Run Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Using Evolution: An Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
The Menu Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
The Shortcut Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
The Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
The Contacts Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Command Line Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
2 Sending and Receiving E-Mail 33
Reading Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Sorting the Message List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Deleting Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Undeleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Checking for New Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Sharing Mailboxes with Other Mail Programs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Using Evolution for News . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Working with Attachments and HTML Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Composing New E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Unicode, ASCII, and Non-Latin Alphabets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Sending Composed Messages Later . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Working Offline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Specifying Additional Recipients for E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Choosing Recipients Quickly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Replying to E-Mail Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Searching and Replacing with the Composer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Enhancing Your E-Mail with HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Mail Send Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Forwarding Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Tips for E-Mail Courtesy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Sending Invitations by Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
IMAP Subscriptions Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Making a GPG Encryption Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Getting and Using GPG Public Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Setting up GPG Encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Encrypting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Unencrypting a Received Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
S/MIME Encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
3 Organizing Your E-Mail 49
Contents 5
Novell Confidential Manual (ENU) 21 December 2004
Importing Your Old E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Importing Single Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Importing Multiple Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Sorting Mail with Column Headers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Using the Follow Up Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Getting Organized with Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Searching for Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Stopping Junk Mail (Spam) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Create Rules to Automatically Organize Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Creating New Filter Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Editing Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Deleting Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Using Search Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Creating A Search Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4 Evolution Contacts: the Address Book 59
Contacts and Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
The Contact Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Searching for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Organizing your Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Contacts Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Importing Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Creating a List of Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Grouping with Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Selecting Your Default Contact List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
LDAP: Shared Contact Groups on a Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Configuring Evolution to use LDAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Send Me a Card: Adding New Cards Quickly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
5 Evolution Calendar 65
Ways of Looking at your Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Scheduling With the Evolution Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Sending a Meeting Invitation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Accepting and Replying to a Meeting Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Reading Responses to Meeting Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Using the Free/Busy View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Searching for Calendar Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Printing Displayed Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Deleting Old Appointments and Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Delegating Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Multiple Calendars, Web Calendars, and CalDAV . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
The Task List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Creating a New Task List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Creating a New Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Assigned Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
The Memo list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Configuring Time Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Marcus Bains Line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
6 Connecting to Exchange Servers 77
Evolution Exchange Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Adding Your Exchange Account to Evolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Exchange Server Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
6 Evolution User Guide
Novell Confidential Manual (ENU) 21 December 2004
Standard Configuration Tool for Evolution Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Accessing the Exchange Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Settings Exclusive to Evolution Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Access Delegation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Subscribe to Public Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Setting an Out of Office Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Scheduling Appointments with Free/Busy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
7 Connecting to GroupWise 87
GroupWise Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
GroupWise Terminology vs. Evolution Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Adding your GroupWise Account to Evolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Creating a New GroupWise Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Changing an Existing Account to Work with GroupWise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Scheduling Appointments with Free/Busy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Managing Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Confirming Delivery of Items You’ve Sent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Displaying Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Checking the Status of Your Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Receiving Notification About Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Requesting a Reply for Items You Send . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Changing the Priority of an E-Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Delegating an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Giving Other People Access to Your Mailbox or Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Receiving Proxy Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Assigning Proxy Rights to Another User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Adding and Removing Proxy Names and Rights in Your Proxy List . . . . . . . . . . . . . . . . . . . . . . . . . 95
Managing Someone Else’s Mailbox or Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Marking an Item Private. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Junk Mail Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Marking a Message As Junk Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Marking a Message As Not Junk Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Enabling or Disabling Your Junk Mail List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Adding an E-Mail Address to Your Junk List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Removing an E-Mail Address from Your Junk List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
8 Connecting to Hula 99
9 Advanced Configuration 101
Working with Mail Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Autocompletion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Mail Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
General Mail Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
HTML Mail Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Color Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Mail Header Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Junk Mail Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Automatic Contacts Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Meetings & Tasks Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Composer Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Spell Checking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Calendar and Tasks Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Contents 7
Novell Confidential Manual (ENU) 21 December 2004
Alarms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Calendar and Free/Busy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Contact Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Creating a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Creating an Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
10 Synchronizing Your Handheld Device 111
Enabling Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Selecting Conduits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Synchronizing Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
A Migration from Outlook to Evolution 113
Migrating Local Outlook Mail Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
B Quick Reference 115
Opening or Creating Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Mail Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
C Known Bugs and Limitations 119
D Authors 121
Glossary 123
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About This Guide
This guide describes how to use and manage EvolutionTM 2.6.x client software. This guide is
intended for users and is divided into the following sections:
Chapter 1, “Getting Started,” on page 11
Chapter 2, “Sending and Receiving E-Mail,” on page 33
Chapter 3, “Organizing Your E-Mail,” on page 49
Chapter 4, “Evolution Contacts: the Address Book,” on page 59
Chapter 5, “Evolution Calendar,” on page 65
Chapter 6, “Connecting to Exchange Servers,” on page 77
Chapter 7, “Connecting to GroupWise,” on page 87
Chapter 8, “Connecting to Hula,” on page 99
Chapter 9, “Advanced Configuration,” on page 101
Chapter 10, “Synchronizing Your Handheld Device,” on page 111
Appendix A, “Migration from Outlook to Evolution,” on page 113
Appendix B, “Quick Reference,” on page 115
Appendix C, “Known Bugs and Limitations,” on page 119
Appendix D, “Authors,” on page 121
“Glossary” on page 123
Additional Documentation
You can find additional help in three places:
For information about command line options, open a terminal window and type evolution
--help.
®
For support, late-breaking news, and errata, visit the Novell
support.novell.com (http://support.novell.com).
support center at
In the Evolution interface, click Help > Contents.
Documentation Updates
For the most recent version of the Evolution 2.6 User Guide, see the Evolution Documentation
Web site (http://www.novell.com/documentation/ximian.html).
Documentation Conventions
In Novell documentation, a greater-than symbol (>) is used to separate actions within a step and
items in a cross-reference path.
About This Guide 9
Novell Confidential Manual (ENU) 21 December 2004
A trademark symbol (®, TM, etc.) denotes a Novell trademark. An asterisk (*) denotes a third-party
trademark.
User Comments
We want to hear your comments and suggestions about this manual and the other documentation
included with this product. Please use the User Comment feature at the bottom of each page of the
online documentation, or go to www.novell.com/documentation/feedback.html and enter your
comments there.
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1 Getting Started
EvolutionTM makes the tasks of storing, organizing, and retrieving your personal information easy,
so you can work and communicate more effectively with others. It’s a highly evolved groupware
program, an integral part of the Internet-connected desktop.
Evolution can help you work in a group by handling e-mail, address, and other contact
information, and one or more calendars. It can do that on one or several computers, connected
directly or over a network, for one person or for large groups.
With Evolution, you can accomplish your most common daily tasks quickly. For example, it takes
only one or two clicks to enter appointment or contact information sent to you by e-mail, or to send
e-mail to a contact or appointment. People who get lots of e-mail will appreciate advanced features
like search folders, which let you save searches as though they were ordinary e-mail folders.
“Starting Evolution for the First Time” on page 11
“Using Evolution: An Overview” on page 26
Starting Evolution for the First Time
1 Start the Evolution client.
GNOME: Click Programs > Evolution.
KDE: Click the K menu > Office > More Programs > Evolution.
Command Line: Enter evolution.
Using the First-Run Assistant
The first time you run Evolution, it creates a directory called .evolution in your home directory,
where it stores all of its local data. Then, it opens a First-Run Assistant to help you set up e-mail
accounts and import data from other applications.
Using the first-run assistant takes two to five minutes.
Later on, if you want to change this account, or if you want to create a new one, click Edit >
Preferences, then click Mail Accounts. Select the account you want to change, then click Edit.
Alternately, add a new account by clicking Add. See “Mail Preferences” on page 104 for details.
The First-Run Assistant helps you provide the information Evolution needs to get started.
“Defining Your Identity” on page 12
“Receiving Mail” on page 12
“Receiving Mail Options” on page 15
“Sending Mail” on page 23
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Novell Confidential Manual (ENU) 21 December 2004
“Account Management” on page 25
“Time Zone” on page 25
Defining Your Identity
The Identity window is the first step in the assistant.
Receiving Mail
Here, you enter some basic personal information. You can define multiple identities later by
clicking Edit > Preferences, then clicking Mail Accounts.
When the First-Run Assistant starts, the Welcome page is displayed. Click Forward to proceed to
the Identity window.
1 Type your full name in the Full Name field.
2 Type your e-mail address in the E-Mail Address field.
3 (Optional) Select if this account is your default account.
4 (Optional) Type a reply to address in the Reply-To field.
Use this field if you want replies to e-mails sent to a different address.
5 (Optional) Type your organization name in the Organization field.
This is the company where you work, or the organization you represent when you send e-mail.
6 Click Forward.
The Receiving E-mail option lets you determine where you get your e-mail.
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You need to specify the type of server you want to receive mail with. If you are unsure about the
type of server to choose, ask your system administrator or ISP.
1 Select a server type in the Server Type list.
The following is a list of server types that are available:
Novell GroupWise: Select this option if you connect to Novell GroupWise
®
. Novell
GroupWise keeps e-mail, calendar, and contact information on the server. For configuration
instructions, see “Remote Configuration Options” on page 14.
Microsoft Exchange: Available only if you have installed the Connector for Microsoft*
Exchange. It allows you to connect to a Microsoft Exchange 2000 or 2003 server, which stores
e-mail, calendar, and contact information on the server. For configuration instructions, see
“Remote Configuration Options” on page 14.
IMAP: Keeps the e-mail on your server so you can access your e-mail from multiple systems.
For configuration instructions, see “Remote Configuration Options” on page 14.
IMAP4rev1: Keeps the e-mail on your server so you can access your e-mail from multiple
systems. For configuration instructions, see “Remote Configuration Options” on page 14.
POP: Downloads your e-mail to your hard disk for permanent storage, freeing up space on
the e-mail server. For configuration instructions, see “Remote Configuration Options” on
page 14.
USENET News: Connects to the news server and downloads a list of available news digests.
For configuration instructions, see “Remote Configuration Options” on page 14.
Local Delivery: Choose this option if you want to move e-mail from the spool (the location
where mail waits for delivery) and store it in your home directory. You need to provide the
path to the mail spool you want to use. If you want to leave e-mail in your system’s spool files,
choose the Standard Unix Mbox Spool option instead. For configuration instructions, see
“Local Configuration Options” on page 15.
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MH Format Mail Directories: If you download your e-mail using mh or another MH-style
program, you should use this option. You need to provide the path to the mail directory you
want to use. For configuration instructions, see “Local Configuration Options” on page 15.
Maildir Format Mail Directories: If you download your e-mail using Qmail or another
maildir-style program, you should use this option. You need to provide the path to the mail
directory you want to use. For configuration instructions, see “Local Configuration Options”
on page 15.
Standard Unix Mbox Spool or Directory: If you want to read and store e-mail in the mail
spool on your local system, choose this option. You need to provide the path to the mail spool
you want to use. For configuration instructions, see “Local Configuration Options” on
page 15.
None: Select this if you do not plan to check e-mail with this account. If you select this, there
are no configuration options.
Remote Configuration Options
If you selected Novell GroupWise, IMAP, POP, or USENET News as your server, you need to
specify additional information.
1 Type the hostname of your e-mail server in the Hostname field.
If you don’t know the hostname, contact your administrator.
2 Type your username for the account in the Username field.
3 Select to use a secure (SSL) connection.
If your server supports secure connections, you should enable this security option. If you are
unsure if your server supports a secure connection, contact your system administrator.
4 Select your authentication type in the Authentication list.
or
Click Check for Supported Types to have Evolution check for supported types. Some servers
do not announce the authentication mechanisms they support, so clicking this button is not a
guarantee that available mechanisms actually work.
If you are unsure what authentication type you need, contact your system administrator.
5 Select if you want Evolution to remember your password.
6 Click Forward.
(Conditional) If you chose Microsoft Exchange as the server type, provide your username in the
Username field and your Outlook Web Access (OWA) URL in the OWA URL field. The URL and
the usernames should use the Outlook format.If the mailbox path is different from the username,
the OWA path should also include mailbox path, for example http://server name/exchange/mail
box path.
When you have finished, continue with Receiving Mail Options (page 15).
Local Configuration Options
If you selected Local Delivery, MH-Format Mail Directories, Maildir-Format Mail Directories, or
Standard Unix Mbox Spool or Directory, you must specify the path to the local files in the path
field. Continue with Receiving Mail Options.
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Receiving Mail Options
After you have selected a mail delivery mechanism, you can set some preferences for its behavior.
“Novell GroupWise Receiving Options” on page 15
“Microsoft Exchange Receiving Options” on page 16
“IMAP and IMAP4rev1 Receiving Options” on page 17
“POP Receiving Options” on page 18
“USENET News Receiving Options” on page 19
“Local Delivery Receiving Options” on page 20
“MH-Format Mail Directories Receiving Options” on page 21
“Maildir-Format Mail Directories Receiving Options” on page 21
“Standard Unix Mbox Spool or Directory Receiving Options” on page 22
Novell GroupWise Receiving Options
If you select Novell GroupWise as your receiving server type, you need to specify the following
options:
1 Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Select if you want to check for new messages in all folders.
3 Select if you want to apply filters to new messages in the Inbox on the server.
For additional information on filtering, see “Creating New Filter Rules” on page 53.
4 Select if you want to check new messages for junk content.
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Novell Confidential Manual (ENU) 21 December 2004
For additional information on junk content, see “Junk Mail Preferences” on page 105.
5 Select if you want to only check for junk messages in the Inbox folder.
6 Select if you want to automatically synchronize remote mail locally.
7 Type your Post Office Agent SOAP port in the Post Office Agent SOAP Port field.
If you are unsure what your Post Office Agent SOAP port is, contact your system
administrator.
8 Click Forward.
When you have finished, continue with Sending Mail (page 23).
Microsoft Exchange Receiving Options
If you select Microsoft Exchange as your receiving server type, you need to specify the following
options:
1 Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Specify the Global Catalog server name in the Global Catalog Server Name field.
The Global Catalog Server contains the user information for users. If you are unsure what your
Global Catalog server name is, contact your system administrator.
3 Select if you want to limit the number of Global Address Lists (GAL).
The GAL contains a list of all e-mail addresses. If you select this option, you need to specify
the maximum number of responses.
4 Select if you want use a password expire warning time period.
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If you select this option, you need to specify how often Evolution should send the password
expire message.
5 Select if you want to automatically synchronize remote mail locally.
6 Click Forward.
When you have finished, continue with Sending Mail (page 23).
IMAP and IMAP4rev1 Receiving Options
If you select IMAP or IMAP4rev1 as your receiving server type, you need to specify the following
options:
1 Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Select if you want Evolution to use custom commands to connect to Evolution.
If you select this option, specify the custom command you want Evolution to use.
3 Select if you want Evolution to show only subscribed folders.
Subscribed folders are folders that you have chosen to receive mail from by subscribing to
them.
4 Select if you want Evolution to override server-supplied folder namespaces.
By choosing this option you can rename the folders that the server provides. If you select this
option, you need to specify the namespace to use.
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Novell Confidential Manual (ENU) 21 December 2004
5
Select if you want to apply filters to new messages in the Inbox.
For additional information on filtering, see “Creating New Filter Rules” on page 53.
6 Select if you want to check new messages for junk content.
For additional information on junk content, see “Junk Mail Preferences” on page 105.
7 Select if you want to check for junk messages in the Inbox folder.
8 Select if you want to automatically synchronize remote mail locally.
9 Click Forward.
When you have finished, continue with Sending Mail (page 23).
POP Receiving Options
If you select POP as your receiving server type, you need to specify the following options:
1 Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Select if you want to leave messages on the server.
3 Select if you want to disable support for all POP3 extensions (support for POP3).
4 Click Forward.
When you have finished, continue with Sending Mail (page 23).
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USENET News Receiving Options
If you select USENET News as your receiving server type, you need to specify the following
options:
1 Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Select if you want to show folders in short notation.
For example, comp.os.linux would appear as c.o.linux.
3 Select if you want to show relative folder names in the subscription dialog box.
If you select to show relative folder names in the subscription page, only the name of the
folder is displayed. For example the folder evolution.mail would appear as evolution.
4 Click Forward.
When you have finished, continue with Sending Mail (page 23).
Local Delivery Receiving Options
If you select Local Delivery as your receiving server type, you need to specify the following
options:
1 Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Click Forward.
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Novell Confidential Manual (ENU) 21 December 2004
When you have finished, continue with Sending Mail (page 23).
MH-Format Mail Directories Receiving Options
If you select MH-Format Mail Directories as your receiving server type, you need to specify the
following options:
1 Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Select if you want to user the .folders summary file.
3 Click Forward.
When you have finished, continue with Sending Mail (page 23).
Maildir-Format Mail Directories Receiving Options
If you select Maildir-Format Mail Directories as your receiving server type, you need to specify
the following options:
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1
Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Select if you want to apply filters to new messages in the Inbox.
For additional information on filtering, see “Creating New Filter Rules” on page 53.
3 Click Forward.
When you have finished, continue with Sending Mail (page 23).
Standard Unix Mbox Spool or Directory Receiving Options
If you select Standard Unix Mbox Spool or Directory as your receiving server type, you need to
specify the following options:
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Novell Confidential Manual (ENU) 21 December 2004
Sending Mail
1
Select if you want Evolution to automatically check for new mail.
If you select this option, you need to specify how often Evolution should check for new
messages.
2 Select if you want to apply filters to new messages in the Inbox.
3 Select if you want to store status headers in Elm, Pine, and Mutt formats.
4 Click Forward.
When you have finished, continue with Sending Mail.
Now that you have entered information about how you plan to get mail, Evolution needs to know
about how you want to send it.
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1
Select a server type from the Server Type list.
The following server types are available:
Sendmail: Uses the Sendmail program to send mail from your system. Sendmail is more
flexible, but is not as easy to configure, so you should select this option only if you know how
to set up a Sendmail service.
SMTP: Sends mail using an outbound mail server. This is the most common choice for
sending mail. If you choose SMTP, there are additional configuration options. See “SMTP
Configuration” on page 24 for more information.
SMTP Configuration
1
Type the host address in the Host field.
If you are unsure what your host address is, contact your system administrator.
2 Select if your server requires authentication.
If you selected that your server requires authentication, you need to provide the following
information:
2a Select your authentication type in the Authentication list.
or
Click Check for Supported Types to have Evolution check for supported types. Some
servers do not announce the authentication mechanisms they support, so clicking this
button is not a guarantee that available mechanisms actually work.
2b Type your username in the Username field.
2c Select if you want Evolution to remember your password.
3 Select if you use a secure connection (SSL).
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Novell Confidential Manual (ENU) 21 December 2004
4
Click Forward.
Continue with Account Management.
Account Management
Now that you have finished the e-mail configuration process you need to give the account a name.
The name can be any name you prefer. Type your account name on the Name field, then click
Forward.
Continue with Time Zone.
Time Zone
Select your time zone on the map.
1
or
Select from the time zone drop-down list.
2 Click OK, then click Apply.
Evolution opens with your new account created.
If you want to import e-mail from another e-mail client, continue with Importing Mail. If not, skip
to “Using Evolution: An Overview” on page 26.
Importing Mail (Optional)
After selecting your time zone, if Evolution finds e-mail or address files from another application,
it offers to import them. For a full description of the import feature, see “Importing Single Files”
on page 49.
Microsoft Outlook* and versions of Outlook Express after version 4 use proprietary formats that
Evolution cannot read or import. To import information, you might want to use the Export tool
under Windows*. See the instructions in “Migrating Local Outlook Mail Folders” on page 113.
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Before importing e-mail from Netscape*, make sure you have selected File > Compact All
Folders. If you don’t, Evolution will import and undelete the messages in your Trash folders.
TIP: Evolution uses standard file types for e-mail and calendar information, so you can copy those files from
your ~/.evolution directory. The file formats used are mbox for e-mail and iCal for calendar information.
Contacts files are stored in a database, but can be saved as a standard vCard*. To export contact data, open
your contacts tool and select the contacts you want to export (press Ctrl+A to select them all). Click File > Save
as VCard.
Using Evolution: An Overview
Now that the first-run configuration has finished, you’re ready to begin using Evolution. Here’s a
quick explanation of what’s happening in your main Evolution window.
Menu Bar
The menu bar gives you access to most Evolution features. For additional information, see “The
Menu Bar” on page 27.
Folder List
The folder list gives you a list of the available folders for each account. To see the contents of a
folder, click the folder name and the contents are displayed in the e-mail list.
Toolbar
The toolbar gives you fast and easy access to the frequently used features in each component.
Search Tool
The search tool lets you search your e-mail, contacts, calendar, and tasks to easily find what you’re
looking for.
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Novell Confidential Manual (ENU) 21 December 2004
Message List
The message list displays a list of e-mail that you have received. To view an e-mail in the preview
pane, click the e-mail in the e-mail list.
Shortcut Buttons
The shortcut bar lets you switch between folders and between Evolution tools. At the bottom of
the shortcut bar there are buttons that let you switch tools, and above that is a list of all the available
folders for the current tool. If you have the Evolution Connector for Microsoft Exchange installed,
you have an Exchange button in addition to buttons for the other tools. For additional information,
see “The Shortcut Bar” on page 28.
Status Bar
The status bar periodically displays a message, or tells you the progress of a task. This most often
happens when you’re checking or sending e-mail. These progress queues are shown in the
previous figure. The Online/Offline indicator is here, too, in the lower left of the window.
Preview Pane
The Menu Bar
The preview pane displays the contents of the e-mail that is selected in the e-mail list.
The menu bar’s contents always provide all the possible actions for any given view of your data.
If you’re looking at your Inbox, most of the menu items relate to e-mail. Some content relates to
other components of Evolution and some, especially in the File menu, relates to the application as
a whole.
File: Anything related to a file or to the operations of the application is listed in this menu, such
as creating things, saving them to disk, printing them, and quitting the program itself.
Edit: Holds useful tools that help you edit text and move it around. Lets you access the settings
and configuration options in the Edit menu.
View: Lets you decide how Evolution should look. Some of the features control the appearance of
Evolution as a whole, and others the way a particular kind of information appears.
Folder: Holds actions that can be performed on folders. You can find things like copy, rename,
delete, and so on.
Message: Holds actions that can be applied to a message. If there is only one target for the action,
such as replying to a message, you can normally find it in the Message menu.
Search: Lets you search for messages, or for phrases within a message. You can also see previous
searches you have made. In addition to the Search menu, there is a text entry box in the toolbar
that you can use to search for messages. You can also create a search folder from a search.
Help: Opens the Evolution Help files.
The Shortcut Bar
The most important job for Evolutions is to give you access to your information and help you use
it quickly. One way it does that is through the shortcut bar, which is the column on the left side of
the main window. The buttons, such as Mail and Contacts, are the shortcuts. Above them is a list
of folders for the current Evolution tool.
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The folder list organizes your e-mail, calendars, contact lists, and task lists in a tree, similar to a
file tree. Most people find one to four folders at the base of the tree, depending on the tool and their
system configuration. Each Evolution tool has at least one folder, called On This Computer, for
local information. For example, the folder list for the e-mail tool shows any remote e-mail storage
you have set up, plus local folders and search folders, which are discussed in “Using Search
Folders” on page 55.
If you get large amounts of e-mail, you might want more folders than just your Inbox. You can
create multiple calendar, task, or contacts folders.
To create a new folder:
1 Click Folder > New.
2 Type the name of the folder in the Folder Name field.
3 Select the location of the new folder.
4 Click OK.
Folder Management
Right-click a folder or subfolder to display a menu with the following options:
Copy: Copies the folder to a different location. When you select this item, Evolution offers a
choice of locations to copy the folder to.
Move: Moves the folder to another location.
Mark Messages As Read: Marks all the messages in the folder as read.
New Folder: Creates another folder in the same location.
Delete: Deletes the folder and all its contents.
Rename: Lets you change the name of the folder.
Disable: Disables the account.
Properties: Checks the number of total and unread messages in a folder, and, for remote folders,
lets you select whether to copy the folder to your local system for offline operation.
You can also rearrange folders and messages by dragging and dropping them.
Any time new e-mail arrives in a e-mail folder, that folder label is displayed in bold text, along
with the number of new messages in that folder.
Evolution e-mail is like other e-mail programs in several ways:
It can send and receive e-mail in HTML or as plain text, and makes it easy to send and receive
multiple file attachments.
It supports multiple e-mail sources, including IMAP, POP3, and local mbox or mh spools and
files created by other e-mail programs.
It can sort and organize your e-mail in a wide variety of ways with folders, searches, and
filters.
It lets you guard your privacy with encryption.
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However, Evolution has some important differences from other e-mail programs. First, it’s built to
handle very large amounts of e-mail. The junk e-mail, message filtering and searching functions
were built for speed and efficiency. There’s also the search folder, an advanced organizational
feature not found in some e-mail clients. If you get a lot of e-mail, or if you keep every message
you get in case you need to refer to it later, you’ll find this feature especially useful. Here’s a quick
explanation of what’s happening in your main Evolution e-mail window.
Message List
The message list displays all the e-mails that you have. This includes all your read and unread
messages, and e-mail that is flagged to be deleted.
Preview Pane
This is where your e-mail is displayed.
If you find the preview pane too small, you can resize the pane, enlarge the whole window, or
double-click the message in the message list to have it open in a new window. To change the size
of a pane, drag the divider between the two panes.
As with folders, you can right-click messages in the message list and get a menu of possible
actions, including moving or deleting them, creating filters or search folders based on them, and
marking them as junk mail.
Most of the e-mail-related actions you want to perform are listed in the Actions menu in the menu
bar. The most frequently used ones, like Reply and Forward, also appear as buttons in the toolbar.
Most of them are also located in the right-click menu and as keyboard shortcuts.
For an in-depth guide to the e-mail capabilities of Evolution, read Chapter 2, “Sending and
Receiving E-Mail,” on page 33.
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Novell Confidential Manual (ENU) 21 December 2004
The Calendar
To begin using the calendar, click Calendar in the shortcut bar. By default, the calendar shows
today’s schedule on a ruled background. At the upper right, there’s a monthly calendar you can use
to switch days. Below that, there’s a Task list, where you can keep a list of tasks separate from your
calendar appointments.
Appointment List
The appointment list displays all your scheduled appointments.
Month Pane
The month pane is a small view of a calendar month. To display additional months, drag the
column border to the left. You can also select a range of days in the month pane to display a custom
range of days in the appointment list.
Task List
Tasks are distinct from appointments because they generally don’t have times associated with
them. You can see a larger view of your task list by clicking Tasks in the shortcut bar.
For more information about the calendar, see Chapter 5, “Evolution Calendar,” on page 65.
The Contacts Tool
The Evolution contacts tool can handle all of the functions of an address book or phone book.
However, it’s easier to update Evolution than it is to change an actual paper book, in part because
Evolution can synchronize with Palm OS* devices and use LDAP directories on a network.
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Novell Confidential Manual (ENU) 21 December 2004
Another advantage of the Evolution contacts tool is its integration with the rest of the application.
For example, you can right-click an e-mail address in Evolution mail to instantly create a contact
entry.
To use the contacts tool, click Contacts in the shortcut bar. By default, the display shows all your
contacts in alphabetical order, in a minicard view. You can select other views from the View menu,
and adjust the width of the columns by clicking and dragging the gray column dividers.
The contacts tool looks like this:
Contact list
The largest section of the contacts display shows a list of individual contacts. You can also search
the contacts in the same way that you search e-mail folders, using the search tool on the right side
of the toolbar.
For detailed instructions on how to use the address book, read Chapter 4, “Evolution Contacts: the
Address Book,” on page 59.
Command Line Options
Evolution has a number of command line options that you can use. You can find the full list by
entering the command man evolution or evolution --help. The most important
command line options are:
Command Description
evolution --offline Starts Evolution in offline mode.
30 Evolution User Guide
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