Mail - Mac OSX

Getting Started with Mail

Click on the Mail icon in the dock.
Enter your password and press OK. Once open, Mail will automatically check for new messages.
Click In to view your inbox.

Reading Messages

Mail checks the server periodically for new mail. The inbox icon on the component bar notifies the users of newly arrived messages by displaying the number of newly arrived messages.

Receive Messages: Mail automatically downloads new messages to your inbox at timed intervals. To retrieve messages manually:

Click the Get Mail icon on the Mail toolbar.
Click the In icon on the component bar.

Sorting Messages

To sort by date, sender, subject, priority, ascending, descending, etc. click the appropriate label (column heading) in the message list.

Saving and Printing Messages

Save a message as a plain-text or rich text format file:

Select the message from the Mail window.
Choose File-Save As.
Change file type to desired format.

Print a displayed message: Click the Print icon or choose File-Print.

Set up a page layout for printing: Choose File-Page Setup.

Sending Messages

Compose a Message:

Choose File-New-Message
Click Compose

Address a Message:

Type the e-mail address in the address field.
LDAP, an address auto completion is enabled by default at Lawrence. Simply type the first few letters of the recipient’s name and wait for the LDAP server to complete the address. (Or you can type part of the name and immediately press Enter to have LDAP try to complete the address.)
If multiple addresses are displayed, select an address and press Enter.

Note: If LDAP is not enabled on your computer, contact the HelpDesk at 6570 for assistance.

Copy Yourself Automatically on E-mail Messages:

Select Mail - Preferences.
Select the Composing icon.
When the Composing window appears, you will see a drop-down menu that allows you to either CC (carbon-copy) or BCC (blind carbon-copy) messages to yourself at your e-mail address.
Select the option you prefer, then close the window.
Save changes.

Organizing Your Mail Center

Create a Folder:

Choose Mailbox-New-Mailbox.
Under Location make sure your e-mail address is chosen.
Type the name of the folder. (Do not use the backslash character (\) when naming your folder unless you're creating a hierarchy.)
Click OK.

Rename a Folder:

Select the folder you want to rename.
Choose Mailbox-Rename Mailbox.
Type the new name. Click OK.

File Messages:

Move messages from one folder to another:

Select the message, select Message–Transfer, select which folder to put the message in.
Drag and drop messages to the desired folder. (If you drag and drop a message from an IMAP folder to a local folder on your hard drive, a copy of the message is made.)

Copy a message from one folder to another:

Select the message, CTRL-click to display the pop-up menu, select Transfer.
Select the destination folder.

Shortcut Keys

- P	Print selected e-mail.
- N	Compose new message.
Shift - - N	Check for new mail.
Delete key	Move message to the Trash folder.
- Opt - Delete	Delete message without moving it to the Trash folder.
- R	Reply to original message.
- Shift - R	Reply to all recipients of original message.
Shift - - F	Forward message.
- A	Selects entire message.
- W	Close window.
Shift - - M	Show/hide Mailboxes

Using the Address Book

Create an Address Group: Mail provides a default personal address book to store and maintain information about individuals and to create mailing lists. You can also create additional address books:

Choose Window-Address Book.
Choose File-New Group.
Type the name of the new address book and press Enter.

An address book or entry card stores names, postal addresses, e-mail addresses, phone numbers, and other information. You can create cards for people in your Address Book.

Create an address book card for another individual:

Choose File-New Card.
Enter personal information. In the far right section of Address Book window will appear a number of fields for information such as name, e-mail address, home address, and phone number. Hit tab or enter to move between these fields.
Click on the Edit button near the bottom of the window when finished.

View or edit an individual’s card:

Click on the name of the entry you would like to change in your address book. Then, click on the Edit button at the bottom of the window.
Its also possible to add additional fields to a card. While editing the card, go to Card-Add Field and select the kind of field you would like to add.
Tip: You can quickly add entries in the address book by clicking any e-mail address in any messages you receive and choosing “Add to Address Book.” The New Card dialog box appear.

Remove a member from the address book:

Open the Address Book.
Select the member’s entry and press the Delete button on your keyboard.

Mailing Lists: You can create a mailing list or group from individual cards.

Create cards for all the people you would like included in the mailing list
Put those cards in the group.
When you write an e-mail, type the name of that group into the “To:” field.
Press Enter. The addresses of all the people in that group will appear.

Selecting Message Sending Options

Different Recipient types are available to you, as listed. BCC and Reply To do not immediately appear on your e-mail - you must use Edit-Add BCC Header or Add Reply To Header to make them available.

To: Primary recipient of your message.

CC: Carbon copy, for secondard recipients.

BCC: Blind carbon copy for secondary recipients not identified to the recipients in the To: and CC: lists.

Reply To: The e-mail address to be used if the recipient uses the Reply-To button.

There are a number of options to choose from before sending your messsage, including:

Address: Lets you choose the recipient’s e-mail address from your address books. To look up an address enter the first few letters of the name in the “Search” field.
Check Spelling: Misspelled words are underlined automatically if Edit-Spelling-Check Spelling As You Type is selected. You can run a spell check by choosing Edit-Spelling-Spelling.
Format: It is possible to send a message as plain text or HTML (“rich text”). Your default format is defined in Mail- Preferences-Composing, but you can quickly switch between the two by clicking Format-Make Plain Text or Format -Make Rich Text.

Reply to a Message:

Select the message:
Click Reply: to respond to the sender alone. Click Reply all: to respond to all the addressees.

Include the original message in a reply:

Choose Mail-Preferences.
Click Composing from the options.
Select “Quote the text of the original message.”
Select “Include selected text, if any, otherwise include all.” This gives the ability to highlight part of a message, then when you reply only that part of the message will be copied.
Click OK.

Forward a Message: Select message and click the Forward icon. (To only forward a portion of a message, highlight the part of the message you wish to forward, then click forward.)

Junk Mail Management

Junk mail management is an exciting feature of Mail. It can filter out spam mail that you don’t want to see and put it into a specific “junk” folder.

Create a Junk folder/mailbox:

Be sure there are no folders/mailboxes selected on the left
Choose Mailbox-New Mailbox
Under Locations, select your email address
Under Name, type the name of the folder, “Junk ” (with a capital J)
Click OK

Set Up Junk Mail Protection:

Mail is automatically set to Training Mode. This means you can tell Mail that certain messages that you don’t want are junk. To mark an e-mail as junk, select the message and click the Junk icon in the toolbar. Color will change to tan.

Mark any message you don’t want as junk. Go to Mail-Junk Mail and select Automatic from the menu. This will turn junk protection on. Any messages Mail thinks are junk will be sent automatically to the Junk Folder.

Note: Messages will stay in the Junk Folder for two weeks. You may want to check the Junk Folder periodically to be sure certain messages aren’t being declared junk! You can still mark messages as junk while in Automatic mode.

Using Attachments

Attach a File:

In the Compose Window, click the Attach icon.
A dialogue box will pop up asking you for a file.
Type the name of the file you want to attach, or navigate to where the file is stored. Select the file.
Click Open. The filename appears in the attachment area.

Save Attachments:

To save an inline image attachment:

Control-click on the image you want to save.
From the pop-up menu, choose Save Attachment…
Specify where to save the file.
Click Save.

To save other types of files:

Click on the name of the file, it will be at the end of the message.
Click Save.
Specify where to save the file.
Click Save.

Creating a Signature File

A signature file is text that is automatically included at the bottom of a new email. It typically includes contact information about the composer such as name, phone number, title, etc.

Select Mail-Preferences.
Select Signatures.
Click Add Signature.
Type in a description of the signature and in the box below, the signature itself.
Click OK.
In the Select Signature drop down menu underneath the list of signatures, select which signature you want to use.
Close Preferences. The next time you send a message the signature will appear!

Deleting Messages

Set deletion preferences for IMAP messages:

Select Mail-Preferences.
Choose Accounts.
Click Edit.
Go to the Special Mailboxes tab.
Select how long you want deleted messages to remain in the trash. Leave the other two boxes checked.
Click OK.

Delete messages from the inbox or other folders:

In the message list, select the messages and press the Delete key. Mail moves the selected message to the Trash .
To delete a message directly without sending it to the trash folder, press Cmd-Opt-Delete.
To empty the Trash, select Mailbox-Erase Deleted Messages, or press -k.

Recover messages from the trash:

Select the Trash folder.
Select the messages you want to recover.
Drag and drop the message/s in another folder.

Quota

Each user can check the amount of space currently used and the amount of quota allotted by logging into webmail:

Go to https://mailhub.lawrence.edu/
Login by entering username and password.
Click on Folders
Check the amount of quota used and the amount allotted in the upper right hand corner of the screen. (Remember, all messages in personal folders, the Trash folder, the Inbox, and the Sent folders count toward quota.)

To:	Primary recipient of your message.
CC:	Carbon copy, for secondard recipients.
BCC:	Blind carbon copy for secondary recipients not identified to the recipients in the To: and CC: lists.
Reply To:	The e-mail address to be used if the recipient uses the Reply-To button.

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