Netmail electronic mail processing software is suited for both corporate and home use. It provides extensive filtering, processing and recording capabilities for incoming correspondence and requests, creating incoming and outgoing message archives.
Netmail can store information on many e-mail accounts. If you have several external mailboxes at different ISPs you will not need to enter a new password and adjust the settings every time. All you have to do is choose the connection profile through which you want to exchange messages. You can also create different mailboxes for different messages within the program.Software Operating Procedure.Options are also provided for standard e-mail clients: support of attachments, message sorting by date, subject, address or other fields, message searches based on key words, etc.
The software will be useful for both electronic business professionals and all those who can set up a message exchange with existing customers and potential clients on a professional level.
A User's Manual.
Starting up work with the software
Then the software is up and running. Now you will need to enter the parameters without which it will be impossible to send or receive messages. You will need to find out this information from your Internet provider (supplier of Internet services). It is individual to every user.
Following installation the software the database will be located by default in the same directory as the program. You can move it to any other directory and reset the path in the Preferences menu.
After installing and starting the software select Preferences from the Main menu.
The Settings dialog is then displayed.
Netmail can store information on many e-mail accounts. Enter the so-called electronic mail server connection profile fields:
You can enter several such profiles into the software. The profile where you place the cursor mark will be the active one where you will be receiving and from which you will be sending messages. In case you need to receive mail at another external mailbox, just add the new profile or select one from the list. Thus, if you need to receive mail from different providers (ISP) you can check it without entering the user's name and password repeatedly by simply placing the cursor mark on the right line.
Options Settings
Then set the following parameters to send and receive mail. Let's start from the top
Attachment directory and database path
Before downloading messages define the path to the directory where you are going to store the attachments. Never open attachments received from unfamiliar sources. First check the directory with the attachments using an anti-virus program before you open the files.
Select the path to the database. You can locate it in any directory on your computer's hard drive. By default the database will be located in the same directory with the mail software.
Show headers
If the "show headers" option is selected, system information will appear in the "view messages" window.
SMTP Identification
In order for outsiders not to be able to use your server the server usually requires authorization before mail is sent. Enter this option if your server requires user identification.
Charset
The program supports various national message codings. This means you'll be able to maintain correspondence in almost any language.
This option is required to select the coding of messages being sent. You will need to select the appropriate coding for various national languages.
Delete messages from the server
If this option is not highlighted then even if you have read messages they will physically stay on the server and not be deleted.
Load headers only
According to our experts the majority of spam mail is deleted by users on the basis of subject of the message. The text of such messages is not even read. Thus, there is no sense in copying such messages from a server to a local computer.
The Netmail system is capable of limiting the size of copied messages and even allows you to copy the message headers alone. If the header of such large messages is of no interest to you it can be deleted from the server without being copied to your computer. If it is the message you are waiting for the software will copy the remaining part of it at your request.
Load only N.. lines from each message
Sometimes messages are too large but you need to read all your mail at once. To be able to do this you can enter a limit on the size of the message and just load the headers first and only then load the selected messages you need to view separately.
For this use the following options:
Check for mail every __ minute(s)
If you enter a number in this field, NetMail checks your POP server for new mail at regular intervals and transfers any mail addressed to you to your PC.
The number you enter specifies the number of minutes between checks of the POP server. This option only works when NetMail is running.
Keep copies of outgoing mail
If this option is on, a copy of each sent message is kept in the Out mailbox (their summaries are marked with an "S" in the Status column of the Out mailbox window). If this option is off, NetMail moves outgoing messages to the Trash mailbox after they are sent.
Use signature
If this option is on, NetMail automatically attaches your signature to the end of outgoing messages.
File types
On the mime type last page you can set the needed
application (program) which is going to open each type of file.
If the In mailbox is not already open, select In from the Mailbox menu.
Unread messages are designated by a bullet (.) in the far left column of the message summary. Double-click anywhere on a message summary to open the message. Incoming messages are saved indefinitely in the In mailbox until they are deleted or transferred to another mailbox.
Manual Checking
You may check for mail manually at any time by selecting Check Mail from the File menu.
A Progress window is displayed momentarily at the top of the screen as the POP server is checked. If there is a problem reaching the POP server, an error message alert is displayed. To rectify the problem, review the POP server field in the Preferences dialog for correctness.
If there is no mail waiting at your account on the POP server, the �No New Mail� alert is displayed. Click OK. You may check for mail again later.
If there is new mail, it is transferred automatically from the POP server to NetMail on your PC. A progress window is displayed at the top of your screen allowing you to monitor the mail transfer.
Mail arrives in the In mailbox. Unread messages in the In mailbox are designated by a bullet (.) in the far left column of the message summary. Double-click anywhere on a message summary to open the message. Incoming messages are saved indefinitely in the In mailbox until they are deleted or transferred to another mailbox.
Stopping a Mail Check
If you want to stop a mail check in the middle (because it is taking longer than anticipated), click the Stop button in the progress window.
The program provides two options of the message viewing interface. Select the "New Interface" option. Check or uncheck this option.
Mailbox Window
To open a mailbox, select the desired mailbox from the list of mailboxes under the Mailbox menu.
The mailbox window is then displayed.
To view the text of the message double click the mouse on the message. A view window will appear. The sender's address will appear at the top. If the "Preferences" program settings set the "show headers" option systems information will be shown during viewing. If not then this information will not be shown.
Two viewing modes are available:
Down at the bottom of the window are the attachments. To view press the "Attachments" button. You will see the path to the location of the attachment. The path to the attachment can be set under the program's general settings.
If any messages are stored in the mailbox, they are listed as individual message summaries. Each message summary is divided into six columns: Status (S), Sender (Who), Date, Size (K), and Subject.
Message Summary Columns
Each message summary is divided into six columns: Status (S), Size (K), Who (Sender/Recipient), When (Date - Time), and Subject.
The Status column displays the message status,
which is one of the following:
. The
message has not been read (all mailboxes except Out), or is queueable but
has not been queued (Out mailbox only).
<blank> The message
has been read (all mailboxes except Out), or is not yet able to be queued
because it has no recipients (Out mailbox only).
R
Reply has been chosen for the message.
S The message has been sent (outgoing messages only).
The "When" column displays the date and time the message was sent, or, for timed messages, the date and time the message is scheduled to be sent.
The "Subject" column displays the subject of the message. The sender originally typed this information into the message header, but it can be modified by you (see the "Editing Message Subjects" section).
Sorting Messages Within Mailboxes
It is possible to sort the message summaries in a mailbox window according to the contents of any of the message summary columns. To do this, first open the mailbox to be sorted, then select the appropriate command from the Sort submenu under the Edit menu. The messages are sorted when the mouse button is released. NetMail sorts in ascending order; the smallest item first.
The original sender's address automatically placed in the To: field of the header. The original sender's text is also automatically included at the beginning of the reply message (prefixed by ">" at the beginning of each line). This text may be edited or deleted as needed. Additional text may be entered into the reply just as in any outgoing message. The reply can then be saved for further changes, or simply sent.
An incoming message for which the Reply command has been used is identified by an "R" in its message summary.
Highlight the message with the following keys:
An outgoing message is a message you send to someone else. A message consists of two parts: the message header and the body of the message. The first part contains the subject of the message, the recipient's address, the date and other system fields.
The body of the message contains both the text and the coded attachments to the letter. They can be either files, programs or html documents.
Message Header
Outgoing message headers consist of fields: To, Subject, Cc, Bcc and Attachments.
Type the electronic address to which you want to send the message in the "To" field. There are also two additional fields to type in the "bcc" blind copy address and the "cc" ordinary copy address. In the case of bcc you need to send the letter to several addresses at the same time. Just enter the addresses in a sequence, separated by a comma. The recipients will only see the address of the first recipient. As a rule providers limit the use of this sending method to 10-20 addresses.
To move the insertion point from field to field, press the [tab] key or click in the desired field with the mouse. When entering information into the fields, you can use the standard Windows text-editing tools provided under the Edit menu.
Here is a brief description of the intended contents of each field:
To:
The intended recipient's e-mail address, or a mailing list you have. Multiple addresses are allowed, but must be separated by commas.
Cc:
The e-mail address of the person to whom a copy of the message is to be sent. Multiple addresses are allowed but must be separated by commas. This field may be left blank.
Bcc:
"Blind" carbon copy. Like addresses listed in the Cc: field, addresses listed here receive copies of the message. Unlike addresses listed in the Cc: field, addresses listed here do not appear in the message header of the recipients. This is useful when you want to send a copy of a message to someone without everyone else knowing you did so. Multiple addresses are allowed but must be separated by commas. This field can be left blank.
Subject:
Type in the subject of your message.
Brief text indicating the contents of the message. This field can be left blank.
Message Text (Message Body)
After filling in the fields, move the insertion point to the space below the message header.
Message text - you can enter it in standard text format or html format. Select the text or html message format. Be careful, it is highly recommended to use the most basic format and attach complex letters to the message since many users may not have software capable of supporting html. The text message is typed into the text window.
Attachments: List of documents being sent along with the message.
Any file can be attached to and sent with a NetMail message.
An attachment can be added by pressing the "Attach" button in the lower part of the screen.
The Attach file dialog is displayed. Once the desired file is located, select it and click on the OK button to attach the file to the message.
Several attachments can be added to a single letter. After that press the "Save" button. Then press the "Send" button. The message will be sent and saved in the outbox.
Saving an Outgoing Message for Later Changes
Sometimes it is convenient to save an outgoing message either as a safeguard when typing long messages, or so you can return to it later to edit or add more text.
The outbox can be accessed through the mailbox menu item. All messages sent can be viewed in this mailbox.
A message can be created and saved without sending it right away. To save the message while the outgoing message window is open, select Save from the File menu. In the future it can be opened and edited. Only unsent messages can be edited. Sent messages are not subject to editing. However, you can use the "Send Again" button and the software will create an exact copy of the selected message, which you will be able to edit.
Address book - The program's address book contains information about your recipients or mailing list.
There are two modes for viewing: form mode and table mode. Data can be entered and edited only in form mode. In this mode a number of fields will be shown which may be needed to record data on the addressee.
Any addresses which have been entered can be added to another address book. To do this highlight the address in the table view mode and select from the name of the list where you want the address to be saved then press the "Add" button.
Otherwise you can save them as a new address book. To do this press "Save As".
A filter can be used to search for and select addresses. Press the filter button and type in the parameters. The filter can be set for a complete match or for content of a value. After the filter is applied only addresses that fit its parameters will be shown. To remove the filter you will need either to press the filter button again and clear all the parameters or close the form and open it again.
Finding Text Within One Message
To search for text within a single message, open the message and make sure it is current. Then, select Find from the Edit menu and select the Find command from the submenu. The Find dialog is displayed, with the blinking insertion point located in the text field.
Type the text you want to find in the text field. When finished entering the desired text, click the Find button.
Starting at the beginning of the open message, NetMail searches the current message for the specified text. If no match is found, the not found alert is displayed.
To continue searching in the same message for
the next occurrence of the text, click the Find button in the Find dialog,
or select the Find Again (F3) command from the Edit menu. These commands
are equivalent and limit the search to the same message. Repeating these
commands cycles through the matches in the open message only.
Netmail allows automatic sorting of incoming messages based on preset criteria and their placement in individual folders or mailboxes where they can be viewed at a later time. In such a system only those folders can be viewed, for example, where only the most important messages are directed. The mail filter processes incoming messages based on header fields, for example, using the sender's address or the content of the Subject field. Advanced filters can be applied both to any field of the message header or the body of the message itself.
The options can be set in such a way that they will work after each message is received. The filter can also be used manually. Use the "Add", "Delete" or "Edit" rules.
Then indicate which word the message subject field should contain or an address to filter messages. By filtering, a message can be moved to a specified mailbox.
You can filter data depending on the subject of the message and text, contained in it.
You can consistently impose different filters on the same mailbox.
The following actions are available:
A field identification algorithm can be specified in a special setting mode.
The rule may be temporarily blocked. The rule can be used by pressing the "Apply" or "Apply This" button. The progress bar will reflect performance process.
Clicking on any of the mailboxes in a list opens that mailbox window on the screen. Individual messages can be selected, opened, and otherwise manipulated from there.
By default the program contains only three mailboxes:
When you select a mailbox from the main menu it will show the list of messages corresponding to that mailbox.
Creating a Mailbox
To create a new mailbox, select New... from the Mailbox menu. The New Mailbox Dialog is displayed.
Type in the new mailbox name and click OK. The mailbox is created and added to the Mailbox and Transfer menus.
You can also create mailboxes using the Mailboxes window under the Tools menu
Creating a Mail Folder
NetMail allows you to create mail folders in which you may keep one or more mailboxes and even other subfolders that hold additional mailboxes. In other words, not only can mailboxes be organized into folders, but folders can be contained one within another.
To create a new mail folder, select New... from the Mailbox menu. The New Mailbox Dialog is displayed. Type the name of the new mail folder and check the Make it a Folder option. Click OK to create the folder.
Creating a Mailbox Within a Folder
To create a new mailbox within a particular folder, select that folder from under the Mailbox menu and choose New... from the submenu that is displayed. The New Mailbox Dialog is displayed. Type in the new mailbox name and click OK. The mailbox is created and added to the Mailbox and Transfer menus. You can also create subfolders in the same manner. Just check the Make it a Folder option.
New Message
Open new message composition window.
Reply
Reply to the sender of the current message.
Send Again
Resend a message rejected by the mail system.
Be sure to fix whatever caused the problem before you queue the message.
Send Immediately
Save the message in the Out mailbox and send
it immediately.
Send Queued Messages
Send all messages that have been queued for delivery.
Check Mail
Pick up new mail from the POP server. The time
in parentheses (if displayed) indicates the next time NetMail will automatically
check for mail.
Attach File...
Attach file(s) to the current message.
Close
Close the current window.
Save
Save changes to the contents of the topmost window.
This applies to composition windows
Delete
Transfer the current message to the Trash mailbox;
also used for deleting messages from the Trash mailbox.
Print
Print the current message(s).
Exit
Exit the NetMail application.
Edit
This menu provides text editing and sorting tools.
Undo
Reverse the last editing action performed on
a piece of text.
Cut
Delete selected text and place it on the clipboard.
Copy
Copy selected text and place it on the clipboard.
Paste
Place contents of clipboard at insertion point.
Clear
Delete selected text.
Select All
Select entire contents of message or mailbox.
Find
Search for designated text or character string
within message(s).
Sort submenu
Sorts message summaries in a mailbox. Hold down
the [Shift] key to reverse the order of the sort.
Mailbox
This menu lets you open a mailbox, or bring an
open mailbox to the front.
In
Open mailbox where incoming messages are stored
until deleted or transferred to another mailbox.
Out
Open mailbox where messages you compose are stored,
and where queued messages are held until actually sent, and where copies
of sent messages may be initially stored.
New...
Display New Mailbox dialog to create a new mailbox.
[Your Mailboxes]
Mailboxes you create are also displayed in this
menu.
Transfer
This menu lets you transfer current message(s)
to the selected mailbox.
Trash
Transfer the current message(s) to the Trash
mailbox.