<chapter id="using-kmail">
<chapterinfo>
<authorgroup>
<author>
<firstname>Daniel</firstname>
<surname>Naber</surname>
<affiliation><address>
&Daniel.Naber.mail;
</address></affiliation>
</author>
<author>
<firstname>Scarlett</firstname>
<surname>Clark</surname>
<affiliation><address>
&Scarlett.Clark.mail;
</address></affiliation>
</author>
<!-- TRANS:ROLES_OF_TRANSLATORS -->
</authorgroup>
<date>2013-06-14</date>
<releaseinfo>4.10.60 (&kde; 4.11)</releaseinfo>
</chapterinfo>
<title>Using &kmail;</title>
<sect1 id="the-mail-reader-window">
<title>The Main Window</title>
<para>The main window is the window that appears
when &kmail; is started. It is by default divided into three panes:</para>
<variablelist>
<varlistentry>
<term>Folder list (on the left)</term>
<listitem>
<para>This pane contains the list of your message folders (other email programs
may call them mailboxes). To select a folder, simply click on
it. The messages contained in the folder will now appear in the Headers
pane. The folder list can be displayed in both a short view, which takes up only
a small portion of the left side of the screen, and a long view, which takes up the
entire left side of the screen but is able to show more mailboxes. You can toggle
between these two views under <guilabel>Appearance</guilabel>/<guilabel>Layout</guilabel>
in the <menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
&kmail;...</guimenuitem></menuchoice> dialog. Also see the <link
linkend="folders">Folders Section</link> for more information about how to use
folders.</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Message list (in the upper right by default)</term>
<listitem>
<para>This pane lists header information (message Status Flags, Sender, Subject,
Date, and other optional columns like Size, Attachment Flag, Important Flag, etc.)
for the messages in the currently selected folder. Clicking on a header
will select that message and display it in the Message pane; you can also select
more than one message by holding down the &Ctrl; key when clicking on messages.
You may sort the messages by clicking on the column that you wish to
sort; if you click on the same column more than once, sort order will toggle
between ascending/descending and some alternative sorting criteria will become
available (like sorting by Status when you click on the header of the Subject column).
Clicking the <mousebutton>right</mousebutton> mousebutton on the list header shows a popup menu,
which allows you to show or hide several columns in the list.
</para>
</listitem>
</varlistentry>
<varlistentry id="using-message-preview-pane">
<term>Message preview pane (in the lower right by default)</term>
<listitem><para>This pane displays the currently selected message. Below you will find options to adjust the reader window to your preference.</para>
<para>The top of the reader window contains various header options. Go to <menuchoice><guimenu>View</guimenu><guisubmenu>Headers</guisubmenu></menuchoice>
and try them out until you find one you like! Details for the various headers are as follows:</para>
<itemizedlist id="using-header-options">
<listitem><para><guilabel>Enterprise Headers</guilabel> A minimal header with title, From, and To, with a graphical design.</para></listitem>
<listitem><para><guilabel>Fancy Headers</guilabel> Minimal header with a spam status notification.</para></listitem>
<listitem><para><guilabel>Brief Headers</guilabel> Title, and in parentheses you will find From and the date.</para></listitem>
<listitem><para><guilabel>Standard Headers</guilabel> Title, From, and To.</para></listitem>
<listitem><para><guilabel>Long Headers</guilabel> Title, Date, From, and To.</para></listitem>
<listitem><para><guilabel>All Headers</guilabel> List everything you ever wanted to know about the email, including every server it went through, virus/spam scanners it went through, &etc;</para></listitem>
<listitem><para><guilabel>Custom Headers</guilabel> See <link linkend="configure-appearance-message-window">Message Window configuration</link> <guilabel>Headers:</guilabel> to set up custom headers that can be selected here.</para></listitem>
<listitem><para><guilabel>Example</guilabel> An example header from the <guilabel>Download New Themes...</guilabel>.</para></listitem>
<listitem><para><guilabel>Example Fancy</guilabel> An example fancy header from the <guilabel>Download New Themes...</guilabel>.</para></listitem>
<listitem><para><guilabel>Download New Themes...</guilabel> Allows you to download custom themes created by other &kmail; users.</para></listitem>
</itemizedlist>
<para>If you prefer to view your email in &HTML; format instead of plain text (Default) click on the bar located on the left hand side of the pane.
The text on the bar will inform you which view you are in. If this bar is missing you can enable it in the settings dialog, from there you want the <guilabel>Message Window</guilabel>
tab, and select <guilabel>Show &HTML; status bar</guilabel>.</para>
<para>If you would like to change how your attachments appear in your messages, go to <menuchoice><guimenu>View</guimenu><guisubmenu>Attachments</guisubmenu></menuchoice>.
Your options are as follows:</para>
<itemizedlist id="using-attachment-view-options">
<listitem><para><guimenuitem>As Icons</guimenuitem>, all attachments appear as icons at the bottom of the message.</para></listitem>
<listitem><para><guimenuitem>Smart</guimenuitem> will show attachments as icons, unless the message suggests that they should be displayed inline.
You can suggest that certain attachments should be shown inline in your own messages when you select <guilabel>Suggest automatic display</guilabel>
in the attachment's properties dialog.</para></listitem>
<listitem><para><guimenuitem>Inline</guimenuitem> shows the contents of the attachments at the bottom of the message.
Attachments that cannot be displayed, ⪚ compressed files, will still be shown as an icon.</para></listitem>
<listitem><para><guimenuitem>Hide</guimenuitem> will not show attachments.</para></listitem>
</itemizedlist>
<para>For complex messages you can show the structure of the message by selecting
<menuchoice><guimenu>View</guimenu><guimenuitem>Show Message Structure</guimenuitem></menuchoice>, this will show in the message structure viewer below the preview pane.</para>
<para>You can scroll through the message page-by-page using the <keycap>Page Up</keycap> and <keycap>Page Down</keycap> keys, or line-by-line using the
<keycap>Up arrow</keycap> and <keycap>Down arrow</keycap> keys; you can also use <link linkend="keyboard-shortcuts">keyboard shortcuts</link>
to skip through your messages without having to use the mouse.</para></listitem>
</varlistentry>
</variablelist>
</sect1>
<sect1 id="keyboard-shortcuts">
<title>Keyboard Shortcuts</title>
<para>The following keyboard shortcuts are supported in the main window:</para>
<informaltable>
<tgroup cols="2">
<thead>
<row>
<entry>Keyboard Shortcut</entry>
<entry>Action</entry>
</row>
</thead>
<tbody>
<row>
<entry><keycap>Space</keycap></entry>
<entry>Scroll down in the current message or go to the next unread message if you are already
at the bottom.</entry>
</row>
<row>
<entry><keycap>Right Arrow</keycap> or <keycap>N</keycap></entry>
<entry>Go to the next message in the current folder and display the message preview.</entry>
</row>
<row>
<entry><keycap>Left Arrow</keycap> key or <keycap>P</keycap></entry>
<entry>Go to the previous message in the current folder and display the message preview.</entry>
</row>
<row>
<entry><keycombo action="simul">&Alt;<keycap>Right Arrow</keycap></keycombo></entry>
<entry>Scroll down the message list in the current folder, the message preview does not change.</entry>
</row>
<row>
<entry><keycombo action="simul">&Alt;<keycap>Left Arrow</keycap></keycombo></entry>
<entry>Scroll up the message list in the current folder, the message preview does not change.</entry>
</row>
<row>
<entry><keycap>+</keycap></entry>
<entry>Go to the next unread message in the current folder.</entry>
</row>
<row>
<entry><keycap>-</keycap></entry>
<entry>Go to the previous unread message in the current folder.</entry>
</row>
<row>
<entry><keycombo action="simul">&Ctrl;<keycap>+</keycap></keycombo></entry>
<entry>Go to the next folder with unread messages.</entry>
</row>
<row>
<entry><keycombo action="simul">&Ctrl;<keycap>-</keycap></keycombo></entry>
<entry>Go to the previous folder with unread messages.</entry>
</row>
<row>
<entry><keycombo action="simul">&Alt;<keycap>Up Arrow</keycap></keycombo></entry>
<entry>Go to the next folder in the folder list (if the folder list has focus.)</entry>
</row>
<row>
<entry><keycombo action="simul">&Alt;<keycap>Down Arrow</keycap></keycombo></entry>
<entry>Go to the previous folder in the folder list (if the folder list has focus.)</entry>
</row>
<!-- wrong in 4.7 lueck
<row>
<entry><keycombo action="simul">&Ctrl;<keycap>Left Arrow</keycap></keycombo></entry>
<entry>Walk upwards in the list of folders. Use
<keycombo action="simul">&Ctrl;<keycap>Space</keycap></keycombo> to actually
enter the folder.</entry>
</row>
<row>
<entry><keycombo action="simul">&Ctrl;<keycap>Right Arrow</keycap></keycombo></entry>
<entry>Walk downwards in the list of folders. Use
<keycombo action="simul">&Ctrl;<keycap>Space</keycap></keycombo> to actually
enter the folder.</entry>
</row>
<row>
<entry><keycombo action="simul">&Ctrl;<keycap>Space</keycap></keycombo></entry>
<entry>Enter the folder that has focus, &ie; the folder that you navigated
to using <keycombo action="simul">&Ctrl;<keycap>Left Arrow</keycap></keycombo> or
<keycombo action="simul">&Ctrl;<keycap>Right Arrow</keycap></keycombo>.</entry>
</row>
-->
<row>
<entry><keycombo action="simul">&Shift;<keycap>Left Arrow</keycap></keycombo> and
<keycombo action="simul">&Shift;<keycap>Right Arrow</keycap></keycombo></entry>
<entry>Select messages in the header pane, starting with the current message.</entry>
</row>
</tbody>
</tgroup>
</informaltable>
<para>For more keyboard shortcuts have a look at the <menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
Shortcuts...</guimenuitem></menuchoice> dialog.</para>
</sect1>
<sect1 id="the-composer-window">
<title>The Composer Window</title>
<para>The composer window is used to write new, reply, and forward messages;
it can be invoked in several ways. Here you will find the various options to composing messages.</para>
<sect2 id="composing-a-message">
<title>Composing a Message</title>
<variablelist>
<varlistentry id="compose-new-message"><term>New Message...</term>
<listitem>
<para>The New Message composer window can be invoked the following ways:</para>
<itemizedlist>
<listitem>
<para><menuchoice><guimenu>File</guimenu><guisubmenu>New</guisubmenu><guimenuitem>New Message...</guimenuitem></menuchoice></para>
</listitem>
<listitem>
<para><menuchoice><guimenu>Message</guimenu><guimenuitem>New Message...</guimenuitem></menuchoice></para>
</listitem>
<listitem>
<para>The <guiicon>New Message</guiicon> icon on the main toolbar.</para>
</listitem>
</itemizedlist>
<para>To write your message, fill in the appropriate fields in the
composer window. Use the <guimenu>View</guimenu> menu
to select which header fields are displayed. Some field options offer a
<guibutton>Sticky</guibutton> checkbox, that if checked, your selection will remain as the default when you open a
new composer window. The following list describes the various headers.</para>
<itemizedlist id="composer-headers">
<listitem>
<para>The <guimenuitem>Identity</guimenuitem> drop down box allows you to select an identity to use.</para>
</listitem>
<listitem>
<para>The <guimenuitem>Dictionary</guimenuitem> drop down box allows you to choose your dictionary of choice for use
with spellchecking.</para>
</listitem>
<listitem>
<para>The <guimenuitem>Sent-Mail folder</guimenuitem> allows you to change the location to save sent emails.</para>
</listitem>
<listitem>
<para>The <guimenuitem>Mail transport</guimenuitem> allows you to select the outgoing mail server you would like to use.</para>
</listitem>
<listitem>
<para>Your traditional From:, Reply To:, To:, and Subject: fields.</para>
</listitem>
<listitem>
<para>The <guimenuitem>Use Fixed Font</guimenuitem> allows you to toggle fixed fonts on and off.</para>
</listitem>
<listitem>
<para>The <guimenuitem>Snippets</guimenuitem> allows you to show the snippets window to store and use often used parts of text.</para>
</listitem>
<listitem>
<para>The <guimenuitem>Translator</guimenuitem> allows you to translate your text within the composer window.</para>
</listitem>
</itemizedlist>
<para>There are a variety of shortcuts to help
you with writing your messages. The <guibutton>Select...</guibutton> buttons next to
the <guilabel>To:</guilabel>, <guilabel>CC:</guilabel>, and
<guilabel>BCC:</guilabel> fields will call up the address book so that you can
select addresses from there.</para>
<para>When you start typing an address in the
<guilabel>To:</guilabel>/<guilabel>CC:</guilabel>/<guilabel>BCC:</guilabel>
fields, a popup will appear that offers matching addresses that have been used recently
and matching addresses from your address book; if you do not like the automatic
popup you can disable it by clicking with the &RMB; on the field and choosing
a different completion mode.</para>
<para>Whenever you want to add more than one
recipient in one of the fields, use a comma to separate each address
from the next one.
<!-- fixme: there's now a setting for this: -->
You may need to specify fully qualified addresses
(&ie; <userinput>user@example.com</userinput>) even for local
users, depending on your system configuration.</para>
<para>When you are finished with your message, you click the <guiicon>Send</guiicon> icon (the envelope) to send the message now, or click the <guiicon>Queue</guiicon> icon to put the message in the outbox.
If your message is not finished yet, select <menuchoice><guimenu>Message</guimenu><guimenuitem>Save as Draft</guimenuitem></menuchoice> to save for later editing.
If you would like to print your message, select <menuchoice><guimenu>Message</guimenu><guimenuitem>Print Preview</guimenuitem></menuchoice> to preview the message, and
<menuchoice><guimenu>Message</guimenu><guimenuitem>Print</guimenuitem></menuchoice> to print it.</para>
<para id="send-later"><menuchoice><guimenu>Message</guimenu><guimenuitem>Send Later</guimenuitem></menuchoice>
allows you to schedule your emails to send at a specific date and time. You can configure it to repeat sending the message by checking <guilabel>Repeat every:</guilabel>
checkbox and selecting the desired intervals. This is useful if you need to send out reminders to someone on a consistent basis, ⪚ employees. You can put the
message in your queued messages by selecting the <guibutton>Put in outbox</guibutton> button or select the <guibutton>Send Later</guibutton> button to schedule the message immediately.</para>
</listitem>
</varlistentry>
<varlistentry id="new-compose-from-templates"><term><menuchoice><guimenu>File</guimenu><guisubmenu>New</guisubmenu><guisubmenu>Message From Template</guisubmenu>
<guimenuitem><replaceable>My Super Template</replaceable></guimenuitem></menuchoice></term>
<listitem>
<para>Compose a new Message from Template is useful if you have created a masterpiece message that you would like to save as a template for use in future new messages.
Select <menuchoice><guimenu>Message</guimenu><guimenuitem>Save as Template</guimenuitem></menuchoice> and this will place your new template in
the <guilabel>templates:</guilabel> folder. You can revise the template at anytime by selecting it in this folder.
The saved template will now be listed under this menu to use for new messages. Please see <link linkend="compose-new-message">Compose New Message</link> for further details on composing a message.</para>
</listitem>
</varlistentry>
</variablelist>
</sect2>
<sect2 id="encrypt-sign">
<title>Signing and Encrypting Messages</title>
<para>
If you want to send an <link
linkend="pgp-encrypt-your-messages">encrypted</link>
or <link linkend="pgp-sign-your-messages">digitally signed</link> message, select the
<guiicon>Sign Message</guiicon> or <guiicon>Encrypt
Message</guiicon> icons in the toolbar. Moreover you can select the format that should be used to sign and/or encrypt the message. Depending on the
installed encryption programs you can choose between:
</para>
<variablelist id="cryptographic-message-formats">
<varlistentry>
<term><guilabel>Any</guilabel></term>
<listitem>
<para>&kmail; will use a format which is understood by all recipients of the
message. The preferred format of the recipients can be specified in the
&kde; Address Book.</para></listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Inline OpenPGP (deprecated)</guilabel></term>
<listitem>
<para>This format is outdated. If you use this format then only the
message text will be signed and/or encrypted. <emphasis>Attachments will
neither be signed nor encrypted.</emphasis> &HTML; messages cannot be signed
with this format. You should only use this format
if necessary, &ie; if you send messages to users of email clients that cannot
handle the more advanced formats.</para></listitem>
</varlistentry>
<varlistentry>
<term><guilabel>OpenPGP/&MIME;</guilabel></term>
<listitem>
<para>This format is the successor of the inline OpenPGP format. If you
use this format then the message text and all attachments will be signed
and/or encrypted (at least by default). This is the recommended format if you
use OpenPGP.</para></listitem>
</varlistentry>
<varlistentry>
<term><guilabel>S/&MIME;</guilabel></term>
<listitem>
<para>This format is an alternative format to OpenPGP/&MIME;. If you
use this format then the message text and all attachments will be signed
and/or encrypted (at least by default). This format is mostly used by
corporations.</para></listitem>
</varlistentry>
<varlistentry>
<term><guilabel>S/&MIME; opaque</guilabel></term>
<listitem>
<para>This format is a variant of the S/&MIME; format. It should only be
used if necessary.</para></listitem>
</varlistentry>
</variablelist>
</sect2>
<sect2 id="html-mails">
<title>Creating &HTML; Messages</title>
<para>Note that &HTML; messages are often regarded as an annoyance; therefore,
you should avoid sending &HTML; messages if possible. Particularly, you should never
send &HTML; messages to a mailing list unless &HTML; messages are explicitly
allowed.</para>
<para>In order to be able to create &HTML; messages you first have to enable
the markup tools. To do this enable <guimenuitem>Formatting (&HTML;)</guimenuitem> in the <menuchoice><guimenu>Options</guimenu></menuchoice> menu.
A toolbar with several tools to
format the message will appear. Via the drop down box you can select between
standard text and six different types of lists (three bulleted lists with
different symbols and three numbered lists with different numbering).
Moreover, you can select the font family, the font size, the font style (bold,
italic, underlined) and the text color. Last but not least, you can select
the alignment of the text (left aligned, centered, right aligned).</para>
<para>Creating tables and embedding images is currently not possible.</para>
</sect2>
<sect2 id="attachments">
<title>Adding Attachments</title>
<para>You can attach files to your message by using one of the methods
below:</para>
<itemizedlist>
<listitem>
<para>Click the <guiicon>Attach File</guiicon> (paper clip) icon and select the file you wish
to attach;</para>
</listitem>
<listitem>
<para>Drag a file from the desktop or another folder into the
composer window;</para>
</listitem>
<listitem>
<para>Drag a message from &kmail;'s message list into the composer
window -- that message will then be attached;</para>
</listitem>
<listitem>
<para>Select one of the options in the
<menuchoice><guimenu>Attach</guimenu></menuchoice> menu.</para>
</listitem>
<listitem>
<para> Select <menuchoice><guimenu>Message</guimenu><guimenuitem>Insert Recent text file</guimenuitem></menuchoice>.</para>
</listitem>
</itemizedlist>
<para>Once a file is attached to your message, it appears in the attachments
pane at the bottom of the composer window. You can use the
&RMB; on each attachment to <guimenuitem>Open</guimenuitem>, <guimenuitem>View</guimenuitem>,
<guimenuitem>Save As...</guimenuitem> or <guimenuitem>Remove</guimenuitem>
the attachment.</para>
<para>Use the <guimenuitem>Properties</guimenuitem> item to
open the <guilabel>Message Part Properties</guilabel> dialog.
The first field contains the attachment's &MIME; type. Just like the <guilabel>Name</guilabel>
field, it should be automatically filled with an appropriate value. Sometimes the
&MIME; type value may be wrong. You can then type in any &MIME; type or
choose from the list of common &MIME; types. You can also select an encoding
method for your file from the list of encoding options (normally, the default
value works fine). Check the <guilabel>Suggest automatic display</guilabel> option
if you want to suggest to the recipient the automatic (inline) display of this attachment. Whether this works or not depends on the recipient's email client
and on his settings.</para>
<para>You can also attach public keys to the message by using the appropriate options in the
<menuchoice><guimenu>Attach</guimenu></menuchoice> menu. <application>GnuPG</application>
key attachments are handled like file attachments.</para>
</sect2>
<sect2 id="checking-the-spelling-of-your-message">
<title>Checking the Spelling of your Message</title>
<para>&kmail; will automatically check the spelling of your message (in
&HTML; mode this currently does not work)
and display unknown words using red color. If there are too many
unknown words &kmail; will disable its checking. To select the language
used for checking, select <menuchoice><guimenu>View</guimenu>
<guimenuitem>Dictionary</guimenuitem></menuchoice>. You can disable
automatic spellchecking in the <menuchoice><guimenu>Options</guimenu></menuchoice> menu.</para>
<para>If you need to write mails in different languages, enable the <guilabel>Dictionary</guilabel>
drop down box with <menuchoice><guimenu>View</guimenu> <guimenuitem>Dictionary</guimenuitem></menuchoice>
from the menu. Using this drop down box allows you to change the spellchecker's language with one mouse click.
</para>
<para>To check the spelling of your message using a dialog, select
<menuchoice><guimenu>Tools</guimenu>
<guimenuitem>Spelling...</guimenuitem></menuchoice>. &kmail; uses
<ulink url="help:sonnet">&sonnet;</ulink> to
check spelling, which is the &kde; frontend to the
<application>ispell</application> or <application>aspell</application> spelling
checker. Note that you may first need to configure the spellchecker using
<menuchoice><guimenu>Settings</guimenu>
<guimenuitem>Spellchecker...</guimenuitem></menuchoice>.</para>
</sect2>
<sect2 id="setup-text-snippets">
<title>Setting Up the Text Snippets Tool</title>
<para>
When editing in the composer window you can store often used parts of text as snippets. To configure the capabilities of the mail snippets part select <menuchoice>
<guimenu>View</guimenu> <guimenuitem>Snippets</guimenuitem> </menuchoice> from the menubar. A new panel will appear on the right side of the composer.
</para>
<para>To add a new snippet to Snippet Panel, right click on panel, click on <menuchoice><guimenu>Add Snippet</guimenu></menuchoice> in the context menu. A snippet editor dialog will appear, in which new text can be added and the snippet can be given a name. Also a <guilabel>Shortcut</guilabel> can be associated with the snippet.
Snippets can be grouped together as well by creating groups and adding snippets to a particular group. If you want to view the stored text in a tooltip window keep the mouse cursor over the title of that snippet.
</para>
<para>The <guilabel>Snippets</guilabel> tool allows for a variable text in predefined places any time you insert a snippet into a file. To accomplish this <guilabel>Snippets</guilabel> provides its own variables mechanism. You can insert variables in the snippet text itself by using separators ( $ ) that enclose the variable names. For example: $variablename$, $invoicenumber$, $weekno$.
</para>
<para>
The variable separator can be changed to another character by changing <varname>snippetDelimiter</varname> in the [SnippetPart] section in the Text Snippet configuration file, which can be found at $KDEHOME/share/config/kmailsnippetrc .
<programlisting>
snippetDelimiter=$
</programlisting>
</para>
</sect2>
<sect2 id="using-the-translator">
<title>Using the Built-in Translator</title>
<para>&kmail; 2 composer provides a built-in translator that can be accessed by selecting
<menuchoice><guimenu>View</guimenu><guimenuitem>Translator</guimenuitem></menuchoice> from the
menubar. A new panel will appear at the bottom of the composer.</para>
<para> To translate a section of text, first select the text you would like translated to the
box with the <guilabel>Drag text...</guilabel>. Select the language it currently is, in the <guilabel>From:</guilabel> drop down box.
Select the language you would like to translate to in the <guilabel>To:</guilabel> drop down box, and click the <guibutton>Translate</guibutton> button.
Your translated text will appear in the next box. If you need to translate
in the other direction you can just click the <guibutton>Invert</guibutton> button.
To clear all text, click the <guibutton>Clear</guibutton> button. </para>
</sect2>
</sect1>
<sect1 id="folders">
<title>Message Folders</title>
<!-- review and adapt to kmail2/akonadi lueck 31.05.2011-->
<para>Message Folders are used to organize your email messages. <!-- By default,
if you have no existing message folders, messages are stored in the folder
<filename
class="directory">$<envar>KDEHOME</envar>/share/apps/kmail/</filename>. If
you have existing message folders in <filename
class="directory">~/Mail</filename>, these will be used instead.--> When you
first start &kmail; the <guilabel>inbox</guilabel>,
<guilabel>outbox</guilabel>, <guilabel>sent-mail</guilabel>,
<guilabel>trash</guilabel>, <guilabel>drafts</guilabel> and <guilabel>templates</guilabel>
folders are created. These folders each have special functions:</para>
<variablelist>
<varlistentry>
<term><guilabel>inbox:</guilabel></term>
<listitem>
<para>Where &kmail; by default puts your new messages when you ask it to check your
mail. </para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>outbox:</guilabel></term>
<listitem>
<para>Where messages are put while they are waiting to be delivered. Note that
you should not drag and drop messages here to send them, use the <guiicon>Send</guiicon>
icon in the composer window instead.<!-- fixme 3.2: has this been 'fixed'? --></para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>sent-mail:</guilabel></term>
<listitem>
<para>By default copies of all messages that you have sent are put into this folder.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>trash:</guilabel></term>
<listitem>
<para>By default all messages that you have moved to trash are moved into this folder.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>drafts:</guilabel></term>
<listitem>
<para>Contains messages you started to edit but then saved to this
folder instead of sending them.</para>
</listitem>
</varlistentry>
<varlistentry><term><guilabel>templates:</guilabel></term>
<listitem>
<para>This folder holds your templates created via <menuchoice><guimenu>Message</guimenu><guimenuitem>Save as Template</guimenuitem></menuchoice>
in the composer window. Please see <link linkend="new-compose-from-templates">New Composer Templates</link> for details.</para>
</listitem>
</varlistentry>
</variablelist>
<para>You may find that the standard folders are fine for your
needs; eventually, though, you will probably need folders to help you organize
your messages. To create a new folder, select
<menuchoice><guimenu>Folder</guimenu><guimenuitem>Add Folder...</guimenuitem></menuchoice>.
The <link linkend="folders-properties-window">folder properties</link> dialog
will then prompt you for the necessary information. If you ever need to change
the settings for a folder, select the folder you wish to modify in the Folders pane and select
<guimenuitem>Folder Properties</guimenuitem> from the context menu.</para>
<para>To move messages from one folder into another, select the message(s) you
want to move and press the <keycap>M</keycap> key or select
<menuchoice><guimenu>Message</guimenu><guimenuitem>Move Messages
To</guimenuitem></menuchoice>. A list of folders will appear; select the folder
from the list that you want to move the messages to. Messages can also be moved
by dragging them from the Message list to a folder in the Folder list.</para>
<para>If you want to clear all of the messages out of a folder choose
<menuchoice><guimenu>Folder</guimenu><guimenuitem>Move All Messages to
Trash</guimenuitem></menuchoice>. You can use
<menuchoice><guimenu>Folder</guimenu><guimenuitem>Delete Folder</guimenuitem></menuchoice>
to remove a folder and all its messages and subfolders.</para>
<sect2 id="folders-properties-window">
<title>Folder Properties</title>
<para>The folder's <guilabel>Properties</guilabel> dialog lets you rename and move
a folder and specify all of its properties. Note that most properties
are only available for your own folders and not for default folder like
<guilabel>inbox</guilabel> &etc; Default folders also cannot be moved
or renamed.</para>
<sect3 id="folders-properties-general">
<title>General</title>
<para>Rename a folder by changing the entry in the <guilabel>Name:</guilabel> field.</para>
<!-- not in kmail 2.0.96 lueck 31.05.2011
<para>You can make a folder a subfolder of another folder by choosing a new parent
folder using the <guilabel>Belongs to</guilabel> selection. </para>
<para>See the <link linkend="folders-format">Folder Format</link> section
for information about the <guilabel>Mailbox format.</guilabel></para>
-->
<para>Check <guilabel>Act on new/unread mail in this folder</guilabel> if you
want to be informed about new mail that arrives in this folder. Setting this option is for
example useful for the folder where you move all detected spam messages to.</para>
<para>Check <guilabel>Keep replies in this folder</guilabel> if you want
replies to messages in this folder to be filed also into this folder rather
than into a special sent-mail folder.</para>
<para>Check <guilabel>Hide this folder in the folder selection dialog</guilabel>
if you do not want this folder to be shown in folder selection dialogs,
such as the <guimenuitem>Jump to Folder</guimenuitem> dialog.</para>
<para>With the <guilabel>Sender identity</guilabel> option you can set the default
identity that should be used for new messages if this folder is selected.
Replies to messages that were sent directly
to you will still default to the message's <quote>To</quote> address if an
according identity is found.</para>
</sect3>
<sect3 id="folders-properties-view">
<title>View</title>
<para>The <guilabel>Use custom icons</guilabel> option lets you choose
icons that are different from the default ones in the folder list.</para>
<para>With <guilabel>Show columns</guilabel> you can set the
visible columns in the header pane to <guilabel>Default</guilabel>,
<guilabel>Sender</guilabel> or <guilabel>Receiver</guilabel>. This is useful
if you use a folder to save your own sent messages.</para>
<para>In the <guilabel>Message List</guilabel> section you can select and
configure an <guilabel>Aggregation</guilabel> and <guilabel>Theme</guilabel>
for this folder different from the default configured in &kmail;s settings.
For more details see the <link linkend="configure-appearance-message-list">
Message List</link> tab in the <guilabel>Appearance</guilabel> page.</para>
</sect3>
<sect3 id="folders-properties-retrieval">
<title>Retrieval</title>
<para>Deselect <guilabel>Use options from parent folder or account</guilabel>
to set folder-specific options for synchronizing and retrieval of messages.
<!-- use case ??? where and how to set the defaults???
missing:
Synchronize when selecting this folder
Automatically synchronize after
Retrevial Options - Always retriew full messages, Retrieve nessage bodies on demand, Keep message bodies loacally for
--></para>
</sect3>
<sect3 id="folders-properties-templates">
<title>Templates</title>
<para>On this tab you can define folder-specific templates for your custom folders.
For more details see the <link linkend="configure-composer-standard-templates">
Standard Templates</link> tab in the <guilabel>Composer</guilabel> page
</para>
</sect3>
<sect3 id="folders-properties-maintainance">
<title>Maintenance</title>
<para>This tab shows an overview about the folder type and its size,
the number of read and unread messages in the folder and allows you to enable
text indexing.</para>
</sect3>
</sect2>
<!-- in kmail 2.0.96 Expiry action in context menu of each folder-->
<sect2 id="folders-properties-expiry">
<title>Old Message Expiry</title>
<para>From the context menu of a folder select <guimenuitem>Expire</guimenuitem>
to open the <guilabel>Mail Expiry Properties</guilabel> dialog.
Here you can select what should happen with old messages in this
folder. If you enable to expire old read or unread messages in this folder
then &kmail; will regularly, depending on your choice, either delete old
messages or move old messages to another folder.
<!-- not in kmail 2.0.96 lueck 31.05.2011 You can also start
expiration of old messages manually via <menuchoice><guimenu>Folder</guimenu><guisubmenu>Expire</guisubmenu></menuchoice> and via
<menuchoice><guimenu>File</guimenu><guisubmenu>Expire
All Folders</guisubmenu></menuchoice> -->
</para>
<warning><para>Messages that are deleted during expiration of old messages
cannot be restored, so be careful with this setting.</para></warning>
</sect2>
<sect2 id="folders-properties-mailinglist">
<title>Mailing List</title>
<para>If you are going to use the folder for a mailing list open the
<guilabel>Mailinglist Folder Properties</guilabel> dialog with
<menuchoice><guimenu>Folder</guimenu> <guimenuitem>Mailing List Management</guimenuitem>
</menuchoice> from the menu. Then you should
check <guilabel>Folder holds a mailing list</guilabel> to associate this folder
with the mailing list. Next you should
click on <guilabel>Detect Automatically</guilabel>. &kmail; will then try
to guess some information about the mailing list from the currently selected
message. If &kmail; could not determine some addresses then you can add
the missing information manually. To do this first select the
<guilabel>Address type</guilabel> for which you want to add an address.
You can choose between:</para>
<variablelist>
<varlistentry id="folders-properties-mailinglist-post">
<term>
<guilabel>Post to List</guilabel>
</term>
<listitem>
<para>
This address is used for sending messages to the
mailing list. This is usually an email address.
</para>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-mailinglist-subscribe">
<term>
<guilabel>Subscribe to List</guilabel>
</term>
<listitem>
<para>
This address is used for subscribing to the mailing
list. This can be an email address or the address of a
web page.
</para>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-mailinglist-unsubscribe">
<term>
<guilabel>Unsubscribe From List</guilabel>
</term>
<listitem>
<para>
This address is used for unsubscribing from the
mailing list. This can be an email address or the
address of a web page.
</para>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-mailinglist-archive">
<term>
<guilabel>List Archives</guilabel>
</term>
<listitem>
<para>
This is the address of the archive of the mailing
list. This is usually the address of a web page.
</para>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-mailinglist-help">
<term>
<guilabel>List Help</guilabel>
</term>
<listitem>
<para>
This address is used for requesting help for this
mailing list. This is usually an email address.
</para>
</listitem>
</varlistentry>
</variablelist>
<para>After selecting the appropriate <guilabel>Address type</guilabel> you
enter the email address or the address of the web page and then click on
<guilabel>Add</guilabel>. With <guilabel>Remove</guilabel> you can remove
addresses.</para>
<para>If all addresses have been added then you can execute an action, ⪚
go to the list archives, by selecting the appropriate
<guilabel>Address type</guilabel> and then clicking on
<guilabel>Invoke Handler</guilabel>. If there is an email address and an
address of a web page for the desired action then you will have to select
the <guilabel>Preferred handler</guilabel> prior to clicking on
<guilabel>Invoke Handler</guilabel>. Select <guilabel>KMail</guilabel> if you
want to send a message to the email address and select
<guilabel>Browser</guilabel> if you want to go to the web page.</para>
<para>Alternatively to invoking the handler for
<guilabel>Post to List</guilabel> you can send a new message to the
mailing list via <menuchoice><guimenu>Message</guimenu><guimenuitem>New
Message to Mailing-List...</guimenuitem></menuchoice></para>
</sect2>
<sect2 id="folders-properties-acl"><!-- valid for kmail 2.1.96? lueck 31.05.2011-->
<title>Access Control tab (&imap; only)</title>
<para>
Here you can manage the access control lists (&acl;s) of
&imap; folders.
</para>
<para>
The currently active &acl; is shown in the list. It consists
of pairs of <guilabel>User Id</guilabel>s and the
<guilabel>Permissions</guilabel> granted to users identified
by that <guilabel>User Id</guilabel>.
<footnote>
<para>
Note that a single <guilabel>User Id</guilabel> might
refer to more than one user. Depending on the &imap;
server and its configuration, there may be User Ids
that correspond to groups of users, anonymous users, or
any user. Consult the manual of your specific &imap;
server implementation for more information.
</para>
</footnote>
&acl;s are settable per-folder.
</para>
<note>
<para>
As with everything else when using <emphasis>disconnected
&imap;</emphasis>, you need to sync with the server for
the changes to be transferred to the server.
</para>
</note>
<para>
&imap; &acl;s define a lot of fine-grained permissions that
you can grant or deny other users. For the sake of clarity,
&kmail; will present them as the following five categories
that you can choose from (see <xref
linkend="table-acl-summary"/> for the details if you already
know &imap; &acl;s).
</para>
<variablelist>
<varlistentry id="folders-properties-acl-none">
<term>
<guilabel>None</guilabel>
</term>
<listitem>
<para>
Grants the users identified by <guilabel>User
Id</guilabel> no rights at all. This is also the
default for users not explicitly (or implicitly, as a
group) listed in the &acl;. These users will not see
this folder in the list of &imap; folders presented to
them by their mail clients.
</para>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-acl-read">
<term>
<guilabel>Read</guilabel>
</term>
<listitem>
<para>
Grants the users identified by <guilabel>User
Id</guilabel> reading rights for this folder. This
also includes the ability for their mail clients to
mark mails as read and store this information on the
server.<!-- --><footnote>
<para>
Every user has their own list of read mail, so none
of your unread mails will suddenly be marked as
read just because someone else has already read them.
</para>
</footnote>
</para>
<para>
These users will see this folder in the list of &imap;
folders presented to them by their mail clients.
</para>
<para>
Use this to create a shared folder that others can
read, but not modify.
</para>
<informalexample>
<para>
If you were the editor of a company's news letter,
you could create a folder for the purpose of
distributing the news letter, grant everyone reading
rights, and save the letter to this folder instead
of sending it out by email to a catch-all address.
</para>
</informalexample>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-acl-append">
<term>
<guilabel>Append</guilabel>
</term>
<listitem>
<para>
(also known as <guilabel>Post</guilabel>)
</para>
<para>
Grants the users identified by <guilabel>User
Id</guilabel> reading (see above) and posting rights
for this folder.
</para>
<para>
Use this to create a shared folder that others can
read and post messages to, but cannot otherwise
modify.
</para>
<informalexample>
<para>
If you wanted to create a company-wide discussion
forum, instead of using a web-based form or a
separate company-private usenet server, you could
create a bunch of folders (one per topic), and grant
everyone reading and posting rights. Instead of
posting to an &nntp; server or writing their
messages into a web form, people would just write
emails and store them in the folder suiting the
topic of the message.
</para>
</informalexample>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-acl-write">
<term>
<guilabel>Write</guilabel>
</term>
<listitem>
<para>
Grants the users identified by <guilabel>User
Id</guilabel> reading, posting (see above), and
writing rights for this folder.
</para>
<para>
The right to write to a folder includes deleting of
messages, creating subfolders, and storing other
attributes than read/unread on the server (⪚
answered).
</para>
<para>
Use this to create a shared folder that everyone has
(almost, see <xref linkend="folders-properties-acl-all"/>)
the same rights for.
</para>
<informalexample>
<para>
In the <xref
linkend="folders-properties-acl-append"/> example,
you could assign write rights to a group of people
acting as moderators, which would then be able to
remove off-topic posts, and create sub-topic-folders
for high-traffic folders.
</para>
</informalexample>
</listitem>
</varlistentry>
<varlistentry id="folders-properties-acl-all">
<term>
<guilabel>All</guilabel>
</term>
<listitem>
<para>
Grants the users identified by <guilabel>User
Id</guilabel> reading, posting, writing (see above),
as well as administration rights, &ie; the right to
modify the &acl; of this folder.
</para>
<para>
This is the default set of rights for the owner of a
folder.
</para>
</listitem>
</varlistentry>
</variablelist>
<para>
<xref linkend="table-acl-summary"/> summarizes the &imap;
&acl; rights associated with each permission level.
</para>
<table id="table-acl-summary">
<title>
&acl; Rights Summary
</title>
<tgroup cols="6">
<thead>
<row>
<entry>&acl; right</entry>
<entry><xref linkend="folders-properties-acl-none"/></entry>
<entry><xref linkend="folders-properties-acl-read"/></entry>
<entry><xref linkend="folders-properties-acl-append"/></entry>
<entry><xref linkend="folders-properties-acl-write"/></entry>
<entry><xref linkend="folders-properties-acl-all"/></entry>
</row>
</thead>
<!--tfoot/-->
<tbody>
<row>
<entry>Lookup</entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Read</entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Store Seen</entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Insert</entry>
<entry></entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Post</entry>
<entry></entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Write Flags</entry>
<entry></entry>
<entry></entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Create</entry>
<entry></entry>
<entry></entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Delete</entry>
<entry></entry>
<entry></entry>
<entry></entry>
<entry>x</entry>
<entry>x</entry>
</row>
<row>
<entry>Administer</entry>
<entry></entry>
<entry></entry>
<entry></entry>
<entry></entry>
<entry>x</entry>
</row>
</tbody>
</tgroup>
</table>
</sect2>
<!-- not valid for kmail 2.0.96, adapt to akonadi lueck 31.05.2011
<sect2 id="folders-format">
<title>Folder Format</title>
<para>A message folder can be either in <guilabel>mbox</guilabel> or in <guilabel>maildir</guilabel>
format. <guilabel>mbox</guilabel> saves all messages of a folder to one file,
whereas <guilabel>maildir</guilabel> saves each message to its own file.
<guilabel>maildir</guilabel>, which is the default format, can be considered more
robust, but it can be slower on some file systems. If you are unsure,
choose <guilabel>maildir</guilabel>.</para>
<para>Note that there is currently no feature in &kmail; that allows you to convert
between both formats automatically, but you can just move all messages from an old
<guilabel>mbox</guilabel> folder to a new <guilabel>maildir</guilabel> folder or
vice-versa.</para>
</sect2>
-->
</sect1>
<sect1 id="filters">
<title>Message Filters</title>
<anchor id="filters-id"/>
<para>After using &kmail; for a while, you may find that you have trouble
sorting out the new messages in your inbox when they arrive. Filters allow you
to automatically perform certain actions on incoming messages and to manually
perform actions on selected messages in a folder.</para>
<para>Filters consist of: filter criteria, whose rules are used as
criteria to determine whether this filter should be applied to a given
message; and a list of filter actions, which describe what is to be
done with, or to, the message if the search pattern matches. Read more
about filter criteria and filter actions in the following
subsections.</para>
<note><para>Filters are considered one after the other,
starting with the first filter in the list. The first one whose
pattern matches the given message gets executed; you can request that
the remaining filters also be applied, but the default is to stop
processing at the first matching filter. </para></note>
<para>Usually, filters are used on incoming messages, but they can
also be applied to sent messages or to an arbitrary message or group
of messages. To selectively filter messages, select the messages you
want to filter in the message list and either type <keycombo
action="simul">&Ctrl;<keycap>J</keycap> </keycombo> or select
<menuchoice><guimenu>Message</guimenu> <guimenuitem>Apply
Filter</guimenuitem></menuchoice>: this will apply all filters that
have been marked for manual filtering in the <link
linkend="filter-dialog">filter dialog</link> to those messages.</para>
<sect2 id="filter-quick">
<title>Fast Filter Creation</title>
<para>There are two methods for creating a filter; the quick method is
to use <menuchoice><guimenu>Message</guimenu><guimenuitem>Create
Filter</guimenuitem></menuchoice> and select a criteria from the submenu: this will call the filter dialog
and present you with a new filter which has the first rule of the
search pattern and the first action (as <guilabel>Move into Folder</guilabel>)
preset. In most cases, all you have to do is select the folder where the message
should be moved to; but you can, of course, edit the filter as you
like.</para>
<para>When creating a filter on mailing list messages this method
will try really hard to find a criterion that
uniquely identifies messages from that list; If it succeeds, the guessed
name of the list is presented in the
<menuchoice><guimenu>Message</guimenu><guisubmenu>Create
Filter</guisubmenu><guimenuitem>Filter on
Mailing-List...</guimenuitem></menuchoice> menu entry.</para>
<para>The second method is to manually construct a filter from scratch
by calling the filter dialog through
<menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
Filters...</guimenuitem></menuchoice>. The filter dialog is described in
detail in the following subsection.</para>
</sect2>
<sect2 id="filter-dialog">
<title>The Filter Dialog</title>
<anchor id="filter-dialog-id"/>
<para>This dialog allows you to manage and edit your list of
filters.</para>
<para>You can reach it either via
<menuchoice><guimenu>Message</guimenu><guisubmenu>Create
Filter</guisubmenu></menuchoice> or
<menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
Filters...</guimenuitem></menuchoice>.</para>
<para>The dialog is divided into three main sections on the <guilabel>General</guilabel>
and <guilabel>Advanced</guilabel> tab:</para>
<variablelist>
<varlistentry>
<term><guilabel>Available Filters</guilabel></term>
<listitem><para>This group contains the list of filters and some action
buttons to modify the filters, namely: to create new filters; to move them up or
down the list; to delete them; or to rename them. If you select
a filter from the list, its properties are shown in the right-hand half
of the dialog.</para></listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Filter Criteria</guilabel></term> <listitem><para>In
this group you can edit the pattern that messages must match for the
filter to be applied to them. You can select here whether all of the
defined rules must match or whether it suffices that any one of them
matches. See <link linkend="filter-criteria">Search Patterns</link>
below for a detailed description of each search rule type.</para>
<para> You can click on <guibutton>More</guibutton> to get an
additional (initially empty) rule if you want to define more-complex
patterns and on <guibutton>Fewer</guibutton> to remove the last
rule. <guibutton>Clear</guibutton> clears the pattern, &ie; it removes
all but two rules from screen and resets those two.</para>
<para>Invalid or empty rules are not evaluated.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Filter Actions</guilabel></term> <listitem><para>In
this group you can edit the list of actions that are applied to all
messages that match the defined filter criteria. See <link
linkend="filter-action">Filter Actions</link> below for a detailed
description of each action type.</para>
<para> You can click on <guibutton>More</guibutton> to get a new,
empty action (if you want to define more than one action) and on
<guibutton>Fewer</guibutton> to remove the last
action. <guibutton>Clear</guibutton> clears the list, &ie; it
removes all but one action and resets that one.</para>
<para>Invalid or empty actions are not executed.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Advanced Options</guilabel></term>
<listitem>
<para>In this group you can define a few advanced options for filters
that allow you to refine your filtering.</para>
<para>Using the first row of check boxes, you can toggle when the
filter is applied: the <guilabel>Apply this filter to incoming messages</guilabel>
option means that the filter is applied to messages when you receive
them (&ie; on <guiicon>Check Mail</guiicon>).
The filter can be applied to all messages, to all but online IMAP accounts and
to a selection of incoming folders.</para>
<para>The <guilabel>Apply this filter to sent
messages</guilabel> option means that the filter is applied to
messages when you send them and the <guilabel>Apply this filter on manual
filtering</guilabel> option controls whether to apply this filter when
filtering is specifically selected (&ie; via
<menuchoice><guimenu>Message</guimenu> <guimenuitem>Apply
Filters</guimenuitem></menuchoice>.)</para>
<para>If <guilabel>Apply this filter to sent messages</guilabel> is checked
the filter will be triggered <emphasis>after</emphasis> the message is sent and it will
only affect the local copy of the message. If the recipient's copy
also needs to be modified, please use <guilabel>Apply this filter before
sending messages</guilabel>.
</para>
<para>The <guilabel>If this filter matches, stop processing here</guilabel>
check box controls whether or not the filters after
the current filter will be applied, if the current filter matches.</para>
<para>If the <guilabel>Add this filter to the Apply Filter menu</guilabel>
check box is selected, this filter will be inserted
in the <menuchoice><guimenu>Message</guimenu> <guimenuitem>Apply
Filter</guimenuitem></menuchoice> submenu. You can then apply this
filter to a message. Another way of applying filters is to use
<menuchoice><guimenu>Message</guimenu> <guimenuitem>Apply
Filters</guimenuitem></menuchoice> menu option, which applies <emphasis>all</emphasis>
the filters - one after another until they are all used or one of the
filters that matches has the <guilabel>If the filters matches, stop
processing here</guilabel>.</para>
</listitem>
</varlistentry>
</variablelist>
<note><para>Filters are automatically named unless you explicitly
rename them using the <guibutton>Rename...</guibutton> button.
The dialog assumes that it should continue auto-naming the filter
as long as the filter name starts with <quote><</quote>.
</para></note>
<note>
<para>If you apply filter changes, via
<guibutton>OK</guibutton> or <guibutton>Apply</guibutton>, only valid
filters are actually copied to the internal filter manager.</para>
<para>Similarly, empty rules and actions are removed from the pattern
and action list respectively, before the filter is saved.</para>
</note>
</sect2>
<sect2 id="filter-criteria">
<title>Search Patterns</title>
<para>The most common use of filters is to filter on the sender of
messages; this can be done by choosing <guilabel>From</guilabel>. A
good bet for a mailing list would be
<guilabel><recipients></guilabel>, but there are other criteria
a filter can search for (note that all patterns are interpreted
case-insensitively):</para>
<variablelist>
<varlistentry>
<term><guilabel><message></guilabel></term>
<listitem>
<para>Searches the whole message (&ie; headers, body and attachments,
if any);</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel><body></guilabel></term>
<listitem>
<para>Searches the body of the message (&ie; the whole message except the headers);</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel><any header></guilabel></term>
<listitem>
<para>Searches the headers of the message;</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel><recipients></guilabel></term>
<listitem>
<para>Searches the <quote>To</quote> and <quote>CC</quote> header fields of the message;</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel><size in bytes></guilabel></term>
<listitem>
<para>Sets upper or lower bounds on the message size;</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel><age in days></guilabel></term>
<listitem>
<para>Sets upper or lower bounds on the message age;</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel><status></guilabel></term>
<listitem>
<para>Sets restrictions on the status of the message;</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Any other name</term>
<listitem>
<para>Searches the header field that is given by that name.</para>
</listitem>
</varlistentry>
</variablelist>
<para>The list of possible rules depends on what you selected in the first
drop down box. The available rules are:</para>
<informaltable>
<tgroup cols="3">
<thead>
<row>
<entry>Rule</entry>
<entry>Available for</entry>
<entry>Description</entry>
</row>
</thead>
<tbody>
<row>
<entry><guilabel>contains</guilabel>/<guilabel>does not contain</guilabel></entry>
<entry>all textual search items</entry>
<entry>Matches if the searched item contains (or does not contain) the given
text.</entry>
</row>
<row>
<entry><guilabel>equals</guilabel>/<guilabel>does not equal</guilabel></entry>
<entry>most textual search items</entry>
<entry>Matches if the searched item is equal to (or not equal to) the given
text.</entry>
</row>
<row>
<entry><guilabel>matches regular expr.</guilabel>/<guilabel>does not match reg. expr.</guilabel></entry>
<entry>all textual search items</entry>
<entry>Matches if a part of the searched item matches the given regular
expression (or does not match it). If the regular expression editor is
installed then you can edit the regular expression by clicking on the <guilabel>Edit...</guilabel> button.</entry>
</row>
<row>
<entry><guilabel>has an attachment</guilabel>/<guilabel>has no attachment</guilabel></entry>
<entry><guilabel><message></guilabel></entry>
<entry>Matches if the message has an attachment (or does not have an attachment).</entry>
</row>
<row>
<entry><guilabel>is in address book</guilabel>/<guilabel>is not in address book</guilabel></entry>
<entry>most textual search items</entry>
<entry>Matches if the searched item contains an address that is in your address
book (or if the searched items contains only unknown addresses). Of course,
this rule only makes sense for address fields like From or
<guilabel><recipients></guilabel></entry>
</row>
<row>
<entry><guilabel>is in category</guilabel>/<guilabel>is not in category</guilabel></entry>
<entry>most textual search items</entry>
<entry>Matches if the searched item contains an address that is in the
specified category in your address book (or if the searched item contains
no address that is in the specified category). Again, this rule only makes
sense for address fields.</entry>
</row>
<row>
<entry><guilabel>is equal to</guilabel>/<guilabel>is not equal to</guilabel></entry>
<entry>numerical search items</entry>
<entry>Matches if the value of the search item is equal to (or not equal to)
the specified value.</entry>
</row>
<row>
<entry><guilabel>is less than</guilabel></entry>
<entry>numerical search items</entry>
<entry>Matches if the value of the search item is less than
the specified value.</entry>
</row>
<row>
<entry><guilabel>is greater than</guilabel></entry>
<entry>numerical search items</entry>
<entry>Matches if the value of the search item is greater than
the specified value.</entry>
</row>
<row>
<entry><guilabel>is less than or equal to</guilabel></entry>
<entry>numerical search items</entry>
<entry>Matches if the value of the search item is less than or equal to
the specified value.</entry>
</row>
<row>
<entry><guilabel>is greater than or equal to</guilabel></entry>
<entry>numerical search items</entry>
<entry>Matches if the value of the search item is greater than or equal to
the specified value.</entry>
</row>
<row>
<entry><guilabel>is</guilabel>/<guilabel>is not</guilabel></entry>
<entry><guilabel><status></guilabel></entry>
<entry>Matches if the message has (or does not have) the specified status.</entry>
</row>
</tbody>
</tgroup>
</informaltable>
</sect2>
<sect2 id="filter-action">
<title>Filter Action</title>
<para>The most common use of filters is to sort incoming messages to
certain folders; this can be done by choosing <guilabel>Move into
Folder</guilabel>. Here is a list of all possible actions:</para>
<variablelist>
<varlistentry>
<term><guilabel>Move Into Folder</guilabel></term>
<listitem>
<para>This will file the message into another folder, removing it from
its current folder if necessary; you cannot, currently
use &imap; folders as a target.</para>
<!-- fixme: still correct? -->
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Copy Into Folder</guilabel></term>
<listitem>
<para>This will copy the message to another folder.</para>
<note><para>You currently cannot use &imap;
folders as a target.</para></note>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Set Identity To</guilabel></term>
<listitem>
<para>This will set the identity that will be used if you reply to this
message.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Mark As</guilabel></term>
<listitem>
<para>This allows you to mark the message as read or important (flagged), but
also as forwarded, replied, &etc;</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Send Fake MDN</guilabel></term>
<listitem>
<para>This will send a faked message disposition notification (&ie; a read
receipt) to the sender of the message.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Set Transport To</guilabel></term>
<listitem>
<para>This will set the method of transport (⪚ &SMTP;)
that will be used if you reply to the message.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Set Reply-To To</guilabel></term>
<listitem><para>This will modify the <guilabel>Reply-To</guilabel> field of this
message. This can be useful for mailing lists that automatically set a Reply-To
which you do not like.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Forward To</guilabel></term>
<listitem><para>This will forward the message inline (&ie; as if you selected <menuchoice><guimenu>Message</guimenu><guimenuitem>Forward</guimenuitem><guimenuitem>Inline...</guimenuitem></menuchoice>) to another email address. You can select the template to be used when forwarding with this filter with the drop down list.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Redirect To</guilabel></term>
<listitem><para>This will redirect the message as-is to another email address.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Confirm Delivery</guilabel></term>
<listitem><para>Will try to return a message to the sender that
indicates successful delivery of their message, if the sender requested that.</para> <para>This
action allows you to select who will get delivery receipts from
you. <!-- FIXME: removed-->Though you can globally enable the sending of delivery
confirmations in the <guilabel>Configure &kmail;...</guilabel> dialog
(<link linkend="configure-security"><guilabel>Security</guilabel>
page</link>) we recommended not to send them to everyone, since this
makes tracking of spam messages, for example, very easy for the sender.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Execute Command</guilabel></term>
<listitem>
<para>This will execute a program, but will not modify the
message. Specify the full path to the program you want to
execute; &kmail; will then block until the program returns.
If you do not want &kmail; to block then append '&' to the command.
You can feed
the program with the parts of the mail: <symbol>%0</symbol>,
<symbol>%1</symbol>, &etc; stand for files representing
the message parts; for common messages <symbol>%0</symbol> is the
text, <symbol>%1</symbol> the first attachment and so
on. Additionally, the whole message is fed into the program's
<acronym>stdin</acronym>; and every occurrence of
<symbol>%{foo}</symbol> is replaced by the content of the foo
header. If you need to identify the message via its storage location in the
Akonadi store, you can use the %{itemid} or %{itemurl} placeholders to
achieve that.</para>
<!-- fixme: still correct? -->
<warning><para>This currently only works if the message has
<emphasis>at least one</emphasis> attachment. No, not even
<symbol>%0</symbol> will work in the general
case!</para></warning>
<tip><para> You can enter arbitrarily-complex shell commands here,
since &kmail; uses a sub shell to execute the command line; therefore,
even this command will work (within its limits):
<userinput><command>uudecode</command> <option>-o</option>
<parameter>$(mktemp kmail-uudecoded.XXXXXX)</parameter> &&
<command>echo</command> <parameter>$'\a'</parameter></userinput></para></tip>
<!-- fixme: is this uudecode tip useless now?? -->
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Pipe Through</guilabel></term>
<listitem>
<para>This will feed the message to a program: if the program returns
output, the entire message (including the headers) will be replaced
with this output; if the program does not return output or exits
with a return code other than 0 (indicating an error occurred), the message
will not change. Specify the full path to the program. The same
substitutions (<symbol>%n</symbol>,
<symbol>%{foo}</symbol> as with <guilabel>execute
command</guilabel> are performed on the command line.</para>
<warning><para>Be cautious with this action, as it will easily mess up
your messages if the filter program returns garbage or extra
lines.</para></warning>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Remove Header</guilabel></term>
<listitem>
<para>Will remove all header fields with the
given name from the message. This is useful mainly for removing bogus
<quote>Reply-To:</quote> headers.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Add Header</guilabel></term>
<listitem>
<para>If no such field is already present this will add a new header field
with the given name and value to the message; if there already is a
header field with that name, it is overwritten with the
given value; if there are already multiple headers with the given
name (⪚ <quote>Received:</quote> headers), an arbitrary one of them is
overwritten and the others are left unchanged -- this is a known
limitation. You may want to combine this filter with the
<guilabel>remove header</guilabel> filter above to make sure that
there are no other headers with that name in the message.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Rewrite Header</guilabel></term>
<listitem>
<para>Will scan the given header field, modify its contents and write
it back. The search string is always interpreted as a case-sensitive
regular expression. The replacement string is inserted literally
except for occurrences of <userinput>\n</userinput>,
<userinput>$n</userinput> and <userinput>${nn}</userinput>, where
<userinput>n</userinput> is a positive (single-digit, except for the
third form) number or <userinput>0</userinput>. These constructs are
interpreted as back references to substrings captured with parentheses
in the search string.</para><para>Analogous restrictions as in the
<guilabel>add header</guilabel> action apply here, too.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Play Sound</guilabel></term>
<listitem>
<para>Will play the specified sound.</para>
</listitem>
</varlistentry>
</variablelist>
</sect2>
<sect2 id="filter-examples">
<title>Filter Examples</title>
<para>As of yet &kmail; does not highlight or mark mails that
have an extra <replaceable>Priority:</replaceable> header.
If I want to flag all <quote>urgent</quote> messages as being
<emphasis>important</emphasis>, I can use a filter:</para>
<procedure>
<title>Tagging urgent messages as <emphasis>important</emphasis></title>
<step>
<para>Open up the <menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
Filters...</guimenuitem></menuchoice> dialog and click the
<guiicon>New</guiicon> icon below the <guilabel>Available Filters</guilabel>
list.</para>
</step>
<step>
<para>In the <guilabel>Filter Criteria</guilabel> area, select <guilabel>Anywhere
in Headers</guilabel> and <guilabel>contains</guilabel> from the drop down boxes and type
<userinput>Priority</userinput> in the text field. Select the same criteria
in the next line and type <userinput>urgent</userinput> in the
text field of the second drop down box.</para>
<para>So your filter will match all messages containing a
<quote>Priority: urgent</quote> header field.</para>
</step>
<step>
<para>Skip down to the <guilabel>Filter Actions</guilabel> area.
Select <guilabel>Mark As</guilabel> from the first drop down box.
A new drop down box containing a list of marker flags is shown
to the right. Select <guilabel>Important</guilabel> from the
drop down box.</para>
</step>
<step>
<para>Since you want this filter to <emphasis>not</emphasis>
prevent other filters message rules from being applied,
carefully <emphasis>uncheck</emphasis> the
<guilabel>If this filter matches, stop processing here</guilabel> option.</para>
</step>
<step>
<para>Click on <guibutton>OK</guibutton>, and you are done.</para>
<para>Just keep in mind to move the <quote>Priority: urgent</quote>
filter entry to the top of the <guilabel>Available Filters</guilabel>
list, each time, when you have added another filter, so your
non-stopping filter will always be applied first.</para>
</step>
</procedure>
<para>If I am subscribed to the (general) &kde; List, I could create a
folder for the list (I will call it
<replaceable>KDE-General</replaceable>) and use a filter to
automatically transfer new messages from my inbox to my
<replaceable>KDE-General</replaceable> folder if they are from the
&kde; List. Here is how to create this filter:</para>
<procedure>
<title>Filtering a mailing list</title>
<step>
<para>Try if <menuchoice><guimenu>Message</guimenu><guisubmenu>Create
filter</guisubmenu><guimenuitem>Filter on
Mailing-List...</guimenuitem></menuchoice> can identify the mailing
list (the name of the list should then appear in the menu item); in
this case, this works and I am presented a filter that has
<quote>List-Id <guilabel>contains</guilabel>
<kde.kde.org></quote> preset. You select the
desired destination folder from the folder pull-down menu in the
<guilabel>Filter Action</guilabel> group and that is it.</para>
<para>If that does not work, think of a unique way of identifying the
messages you want to filter. The (almost) unique property of my &kde;
List messages is that they always contain
<quote>kde@kde.org</quote> in the
<guilabel>To:</guilabel> or <guilabel>CC:</guilabel> field. It is only
almost unique, because this fails for cross-posted messages.</para>
</step>
<step>
<para>Select <menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure
Filters...</guimenuitem></menuchoice>.</para>
</step>
<step>
<para>Press the <guibutton>New</guibutton> button to create an empty
filter. It will appear as <guilabel><unknown></guilabel>.</para>
</step>
<step>
<para>In the <guilabel> Filter Criteria</guilabel> area, select
<guilabel>All Recipients</guilabel> from the first drop down box,
<guilabel>contains</guilabel> from the second drop down box, and type
<userinput>kde@kde.org</userinput> in the text
field.</para>
</step>
<step>
<para>Skip down to the <guilabel>Filter Actions</guilabel> section. Select <guilabel>Move Into
Folder</guilabel> from the first drop down box. Click on the folder icon and a window
containing a list of folders will appear. Select the folder that you
want the filtered messages to be transferred to. For this example, you would select
<guilabel>KDE-General</guilabel>.</para>
</step>
</procedure>
<para>You may find that you need to use more powerful criteria to
properly filter your messages; for example, you may only want to
filter the &kde; List messages that are written by your friend <replaceable>Fred
Johnson <fj@anywhere.com></replaceable>. This is where the rest of the
matching criteria section comes into play:</para>
<procedure>
<title>Extending the filter</title>
<step>
<para>Open up the <guilabel>Configure Filters...</guilabel> window and select
the filter you just created.</para>
</step>
<step>
<para>Since you want to filter all messages that have
<replaceable>kde@kde.org</replaceable> in the
<guilabel>To:</guilabel> or <guilabel>CC:</guilabel> field
<emphasis>and</emphasis> that are from Fred, check the
<guibutton>Match all of the following</guibutton> radio
button.</para>
</step>
<step>
<para>Now, go to the second search rule and select the following from
the pull-down menus: <guilabel>From</guilabel>,
<guilabel>contains</guilabel>. Now, type
<userinput>fj@anywhere.com</userinput> in the text field.</para>
</step>
</procedure>
<para>You now have a filter that transfers all &kde; List messages
that are from <userinput>fj@anywhere.com</userinput>.</para>
<!-- fixme: trigger with ctrl-j or whenever new mail arrives (unless
<guilabel>Advanced Options</guilabel> are changed. -->
</sect2>
<sect2 id="filter-optimization">
<title>Filter Optimization</title>
<para>It is important to know that, for example, the order of the
filters has an impact on the speed of the filter process. Here are
some ideas which can help you to improve the filtering:
</para>
<variablelist>
<varlistentry>
<term>Stop filter processing as early as possible:</term>
<listitem>
<para>If you know that a filter finally processes a certain class of
messages, please make sure to check the option <guilabel>If this filter
matches, stop processing here</guilabel> for the filter.
This will avoid the evaluation of the filter rules of all subsequent
filters. (See the advanced options in the <link linkend="filter-dialog-id">
Filter Dialog</link>).</para>
<para>An example is filtering messages from mailing lists via List-Id
header into separate folders. Having found out that a message came from
list A means that you can avoid checking the next filter for messages
from list B.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Consider the costs of the evaluation of filter rules:</term>
<listitem>
<para>The time required to evaluate a filter rule depends on the way
the rule is constructed. In particular, scanning for a
substring using the <guilabel>contains</guilabel> operation is faster
than a pattern matching using the <guilabel>matches regular
expr.</guilabel> operation.
</para>
<para>Another dependency is on the amount of data which is used for the
evaluation of a filter rule. If the rule is based on a message header,
its evaluation should normally be much faster than the evaluation of
a rule based on the complete message.
</para>
<para>You should try to keep the filter rules as simple as possible.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Check the order of your filters:</term>
<listitem>
<para>All the different filter actions have a different complexity.
The most expensive filter actions are <guilabel>Pipe Through</guilabel>
and <guilabel>Execute Command</guilabel>, because both need external
programs to be run. Placing filters containing these filter actions
behind other filters that can reduce the number of times these complex
actions are required is useful, if the filter logic does allow
this.</para>
<para>An example is filtering messages from a mailing list and detecting
spam messages. For the spam detection you will usually use an external
tool via a <guilabel>Pipe Through</guilabel> action. Filtering the messages
for the mailing list is done via the List-Id header. If you do not want to
check the messages from the mailing list for spam too, it is better to
use the filter for the mailing list messages before the filter for the
spam detection. This way you avoid the expensive and slow spam check for all
messages which were identified as mailing list messages.
</para>
</listitem>
</varlistentry>
</variablelist>
</sect2>
<sect2 id="filter-logging">
<title>Filter Log</title>
<para>If you want to verify that your filters work as intended, you can
open a viewer for the filter log via <menuchoice><guimenu>Tools</guimenu>
<guimenuitem>Filter Log Viewer...</guimenuitem></menuchoice>.
</para>
<para>In the viewer, there you can configure the logging of the filter
processing. You can control the detail level of the log, clear the log
or save the log into a file. The log can provide valuable information if
you need to debug your filtering process.
</para>
</sect2>
</sect1>
<sect1 id="backups">
<title>Backing up &kmail;</title>
<para>This section describes various backup solutions within &kmail;.</para>
<sect2 id="archiving">
<title>Automatic Archiving</title>
<variablelist>
<varlistentry id="auto-archive"><term><menuchoice><guimenu>Tools</guimenu><guimenuitem>Configure Automatic Archiving...</guimenuitem></menuchoice></term>
<listitem>
<para>This is a powerful tool that can be used to assist in backing up your email. To use this, click
the <guibutton>Add...</guibutton> button, and the <guilabel>Add Archive Mail</guilabel> dialog will pop up.</para>
<itemizedlist>
<listitem><para>First select the folder you would like to archive.</para></listitem>
<listitem><para>Select the format you would like to save it in. ⪚ <literal role="extension">.tar.bz2</literal> in the drop down list.</para></listitem>
<listitem><para>By default <guilabel>Archive all subfolders</guilabel> is enabled. Uncheck this if you only want the parent folder archived.</para></listitem>
<listitem><para>You can type in the location you would like to save your archive, or click the <guibutton>Open File Dialog</guibutton> button to select the folder.</para></listitem>
<listitem><para>Select how often you wish to backup through the dropdown menues next to <guilabel>Backup each:</guilabel>.</para></listitem>
<listitem><para>If you are limited on drive space you will want to set a limit on <guilabel>Maximum number of archive:</guilabel>.</para></listitem>
</itemizedlist>
</listitem>
</varlistentry>
<!-- fixme: 4.12? incompatible with Tools -> Configure Automatic Archiving... -->
<varlistentry id="archive-folder"><term><menuchoice><guimenu>Settings</guimenu><guimenuitem>Configure Folder Archive Agent...</guimenuitem></menuchoice></term>
<listitem>
<para>This dialog allows you to enable/disable the folder archive agent. It is enabled by default, to disable uncheck the <guilabel>Enable</guilabel>
checkbox. You can change the location of your Archive folder by clicking the folder icon next to
<guilabel>Archive folder:</guilabel> and selecting the folder you wish to use.</para>
</listitem>
</varlistentry>
</variablelist>
</sect2>
</sect1>
<sect1 id="multiple-accounts">
<title>Using Multiple Accounts</title>
<para>Multiple accounts are used to check for messages from more than one email address
and/or mail server. Select <menuchoice><guimenu>Settings</guimenu>
<guimenuitem>Configure &kmail;...</guimenuitem></menuchoice> and click on the
<guilabel>Accounts</guilabel> page to add or change your account settings. See the
<link linkend="getting-started">Getting started</link> section for more
information on the settings in the <guilabel>Accounts</guilabel> page.</para>
<para>To check for messages from a particular account, use the
<menuchoice><guimenu>File</guimenu><guimenuitem>Check Mail
In</guimenuitem></menuchoice> submenu to select the account to check
for mail. You can also press the mouse button on the <guiicon>Check
Mail</guiicon> icon for some time to get a list of accounts.</para>
</sect1>
<sect1 id="pgp">
<!-- This section is from Andreas Gungl, 2000-05-21, updated 2002-10-06 by Ingo Kloecker -->
<title>Signing and Encrypting Messages with <application>GnuPG</application></title>
<!--
<note><para>There have been major changes in the way &kmail; handles
signing/encryption. The following introduction applies to the previous
version of &kmail;. You can still read the introduction to get an overview
about how to sign/encrypt messages, but the details, especially those of
the configuration, will differ.</para></note>
-->
<para>This is a short introduction on how to setup &kmail;'s
<application>GnuPG</application> (<application>&GNU; Privacy Guard</application>) support;
it gives some hints on the use of
<application>GnuPG</application> too. It is written for people who are beginners in
this area; if you are familiar with the use of <application>GnuPG</application>, you can
skip most of the steps.</para>
<para>Please
also check out the <link linkend="pgp-faq">&FAQ; item about
<application>GnuPG</application></link>.</para>
<warning><para>Attachments will not be signed/encrypted if you are using
inline OpenPGP: to sign/encrypt attachments, you have to install GnuPG and
some necessary libraries;
then, you can decide for each attachment whether it should be signed/encrypted or not.
</para></warning>
<warning><para>&kmail; has to rely on <application>GnuPG</application>'s
output; this output is often different between different versions of
<application>GnuPG</application>, so it is important that you test if encryption
really works with your setup before you start using it seriously. &kmail; might
<emphasis>not</emphasis> warn you if something fails -- enable
<guilabel>Show signed/encrypted text
after composing</guilabel>. </para></warning>
<para>To setup and use <application>GnuPG</application> support in &kmail; it is
necessary to have <application>GnuPG</application> installed and set up
properly; of course, we cannot give you a full introduction of
<application>GnuPG</application> here. We will only mention the steps you have to
do to get <application>GnuPG</application> going. For details you should have a look at
the <ulink url="http://www.gnupg.org/docs.html#guides">The &GNU; Privacy Handbook</ulink>.</para>
<para>It is certainly a good idea to study this documentation as well as an
introduction into public key cryptography: there you can learn a lot about
the basic concepts, which will help you to understand what is going on; also,
many security related issues you should know about are discussed there.</para>
<para>Now, let us start.</para>
<sect2 id="pgp-preconditions">
<title>Preconditions</title>
<para>&kmail; expects that your <application>GnuPG</application> binary is called
<command>gpg</command>. If this is not the case for you,
just make a symlink.</para>
<para>If you have not done so, you have to generate a key pair (secret and public
key) for your identity. Either do that using &kgpg; or &kleopatra; or do this at the command line:
<userinput><command>gpg</command> <option>--gen-key</option></userinput>: &kmail;
has no internal support for <application>gpg</application>'s key generation at
this time. The identity (normally your name followed by your email address
within brackets, such as <userinput>John Doe
<john@example.com></userinput>) and your passphrase are important for the
co-operation between &kmail; and <application>GnuPG</application>.</para>
</sect2>
<sect2 id="pgp-settings">
<title><application>GnuPG</application>-Related Settings in &kmail;</title>
<para>Select the <guilabel>Composing</guilabel> tab on
the <guilabel>Security</guilabel> settings page; there you will find the
following options:</para>
<variablelist>
<!-- not in 2.0.96?
<varlistentry>
<term><guilabel>Encryption tool</guilabel></term>
<listitem>
<para>Here you can choose if you want to use <application>PGP</application>,
<application>GnuPG</application> or no encryption
software at all; of course, the program you select has to be
installed on your system (it is also important to select the correct
version.)</para>
</listitem>
</varlistentry>
-->
<varlistentry>
<term><guilabel>Automatically sign messages</guilabel></term>
<listitem><para>This lets you toggle whether to automatically sign your messages
by default; of course, it is still possible to send unsigned messages by deselecting
the icon in the composer window.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Keep passphrase in memory</guilabel></term>
<listitem>
<para>When this option is off, &kmail; will ask for your passphrase each
time you sign a message (before sending) or select an encrypted message;
if you turn this option on, &kmail; will remember your passphrase from
after your first successful input until you finish your &kmail; session. The
passphrase is stored in memory and not written to the hard disk.
If you use one of the Crypto-Plugins or if you use <application>GnuPG</application>
with the gpg-agent then an external program will ask for your passphrase and
optionally remember it for some time.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>When encrypting emails, always also encrypt to the certificate of my own identity</guilabel></term>
<listitem>
<para>If this option is off and you want to send an encrypted message to somebody,
then you cannot read this message any longer after you have composed and
encrypted it. Turn this option on to keep sent encrypted messages readable for
you too.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Show signed/encrypted text after composing</guilabel></term>
<listitem>
<para>This will show you the result of encrypting and signing before the message
gets sent; this way, you can still cancel sending if encrypting failed. It is
strongly recommended to use this option.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Store sent messages encrypted</guilabel></term>
<listitem>
<para>When this box is checked, sent messages are stored encrypted like they were
sent. This is not recommended, as you will not be able to read the messages
any longer if a necessary certificate expires.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Always show the encryption keys for approval</guilabel></term>
<listitem>
<para>This will always open a dialog that lets you choose the keys used for
each recipient when you are sending an encrypted message; if this
option is off, &kmail; will show this dialog only when it cannot
find a key for a recipient or when there are conflicting or unset encryption
preferences.</para>
</listitem>
</varlistentry>
<varlistentry>
<term><guilabel>Automatically encrypt messages whenever possible</guilabel></term>
<listitem><para>If this option is on, &kmail; will automatically encrypt messages
with the built-in OpenPGP support or the PGP/&MIME;-Plugin provided that,
for every recipient, a trusted PGP key is found in your keyring and
you did not tell &kmail; not to encrypt messages sent to
certain recipients. If in doubt, &kmail; will ask whether the message
should be encrypted or not.</para></listitem>
</varlistentry>
</variablelist>
<para>Now that you have setup the encryption tool you have to tell &kmail; which
OpenPGP key you want to use for signing and for encrypting messages;
to do this go to the <link linkend="configure-identity">Identities configuration</link>
and set the key that should be used on the <guilabel>Cryptography</guilabel> tab of the
identity configuration.</para>
<para>Now you are able to sign outgoing messages; to let people send you
encrypted messages and to let them verify your signature you
must send them your public key or upload your public key to a public
<application>GnuPG</application> key server so that they can fetch your key from there.
To send encrypted messages to other people or to verify their signed
messages you will need their public keys; you can store your public key(s) on a
public <application>GnuPG</application> key server.</para>
</sect2>
<sect2 id="pgp-sign-your-messages">
<title>Sign your Messages</title>
<para>You can compose your message as usual in the composer
window of &kmail;. Before you send the message, check the <guibutton>Sign</guibutton>
icon on the toolbar of the composer window; then, you can send
the message. The identity you are using to write the current message needs to
be connected to an <guilabel>OpenPGP Key</guilabel> in the <guilabel>Identity</guilabel>
section of the <guilabel>Configure</guilabel> dialog.
To sign the message, &kmail; needs to know your <application>GnuPG</application>
passphrase: if you did not select <guilabel>Keep passphrase in memory</guilabel> in the
<guilabel>Security</guilabel> section, &kmail; will ask you for it; otherwise,
if you have already given the phrase to &kmail;, it will sign the
message without any further prompt.</para>
</sect2>
<sect2 id="pgp-encrypt-your-messages">
<title>Encrypt your Messages</title>
<para>To send an encrypted message to somebody whose
public key you have, you simply create the message in the composer window.
Before you send the message, check the <guibutton>Encrypt</guibutton>
button in the toolbar of the composer window; note
that you might not have to check the button if <guilabel>Automatically
encrypt messages whenever possible</guilabel> is selected in
&kmail;'s configuration (see <link linkend="pgp-sign-your-messages">above</link>).
Then send the message.</para>
<para>
If you checked the <guibutton>Encrypt</guibutton> button and &kmail;
cannot find a matching key for a recipient, it will display a list containing
all available keys in the <guilabel>Encryption Key Selection</guilabel> dialog;
if &kmail; finds more than one trusted key for a recipient, it will
display a list containing all matching keys for this recipient. In both
cases you can select the key(s) which should be used for encrypting
this message for the recipient in question.
Using the <guilabel>Remember choice</guilabel>
checkbox you can save your selection for future messages.</para>
<para>If you are using a key for the first time, there are conflicting
Encryption Preferences, or if <guilabel>Always
show the encryption keys for approval</guilabel> is selected in the
<guilabel>Security</guilabel> section of &kmail;'s configuration dialog,
the <guilabel>Encryption Key Approval</guilabel> dialog will appear;
here, you can select different keys for the recipients and can
set the <guilabel>Encryption Preference</guilabel> for each recipient.
The default option, <guilabel>Encrypt whenever encryption is
possible</guilabel>, will automatically encrypt your message if there is a
trusted key for each recipient.</para>
<para>As mentioned above, you will not be able to read your own encrypted sent
messages if you do not check <guilabel>When encrypting emails, always also encrypt
to the certificate of my own identity</guilabel> in the
settings' <guilabel>Security</guilabel> page.</para>
</sect2>
<sect2 id="pgp-send-your-public-key">
<title>Send your Public Key</title>
<para>Prepare a message to the person to whom you want to send your public key;
then, choose, in the composer window's menu,
<menuchoice><guimenu>Attach</guimenu><guimenuitem>Attach My Public
Key</guimenuitem></menuchoice>: this will attach the public key you
defined for the current identity to the message. Now you can send the message.</para>
<para>Remember that it is not safe at all if you sign the message to make sure
that the receiver will get the correct key: there can be a man-in-the-middle
attack, as somebody can change the key and sign the message with that other
key. That is why the recipient should verify the attached key by checking the
key's fingerprint against the one he received in a secure way from you; have a look
at the <application>GnuPG</application> documentation for further details.</para>
</sect2>
<sect2 id="pgp-you-received-an-encrypted-message">
<title>You received an encrypted Message</title>
<para>All you have to do is to select the message in &kmail;. You will be
prompted for your passphrase; then, &kmail; will try to decrypt the message and
show you the plain text if the message had been encrypted with your public
key: if not, then you will not be able to read it. &kmail; stores the messages
encrypted, so nobody can read these messages without knowing your passphrase.</para>
</sect2>
<sect2 id="pgp-receiving-a-public-key">
<title>Receiving a Public Key</title>
<para>You can receive a public key as an attachment or via http, ftp or a floppy.
Before you can use this key to encrypt a message to the owner of the
key, you should verify the key (check its fingerprint or look for
trusted signatures); then, you can add this key to your public keyring
by typing <userinput><command>gpg</command> <option>--import</option>
<replaceable>filename</replaceable></userinput> at the command line.
If the key is not certified with a trusted signature
you cannot use it to encrypt messages unless you have signed the key with your key.
</para>
</sect2>
</sect1>
<sect1 id="the-anti-spam-wizard">
<title>The Anti-Spam Wizard</title>
<sect2 id="spam-wizard-basics">
<title>Basics</title>
<para>&kmail; does not have a built-in spam detection solution: the developers believe
using external, but specialized, tools is the better approach. &kmail; uses these tools
through its flexible filter architecture. The Anti-Spam Wizard helps you with the
initial filter setup.
</para>
<variablelist>
<varlistentry>
<term>What can the wizard do to help you?</term>
<listitem>
<para>It will give you some choices about how you want the spam filtering to be set up.
Afterwards it will automatically create the appropriate filter rules.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>What are the limitations of the wizard?</term>
<listitem>
<para>It can only initially set up the filters for you; and it will provide a
standard setup. Manual modifications in existing filters are not considered.
Instead, these filters are overwritten by the wizard.
</para>
</listitem>
</varlistentry>
</variablelist>
<para>You can activate the wizard via <menuchoice><guimenu>Tools</guimenu>
<guisubmenu>Anti-Spam Wizard...</guisubmenu></menuchoice>.</para>
<para>The wizard scans for known anti-spam tools on your computer.
It is also possible to use the results of spam checks made by your service provider
by evaluating header information which has been added to the messages.
You can let the wizard prepare &kmail; to use one or more of these in parallel.
However, note that anti-spam tool operations are usually time consuming.
&kmail; can appear to be frozen during the scan of messages for spam;
you may encounter problems with the responsiveness of &kmail;. Please consider
deleting the filter rules created by the wizard if the filtering becomes
too slow for you.
Here are some recommendations regarding the supported tools:</para>
<variablelist>
<varlistentry>
<term>Bogofilter</term>
<listitem>
<para>Bogofilter is a bayesian filter, that means its spam detection
relies on an initial training phase. On the other hand, it's a pretty
fast tool. That's why it is recommended to be used by people who
primarily want to have fast spam detection, and who won't worry
about the initial training before the detection rate
increases significantly.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>SpamAssassin</term>
<listitem>
<para>SpamAssassin is a pretty complex tool to use against spam.
Although its behavior depends heavily on its configuration,
it can detect spam quite well without any training. However,
scanning a message takes a little longer compared to pure bayesian
filters. Let's say it's not the tool of choice for people without
some background information about SpamAssassin's capabilities.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>Annoyance-Filter</term>
<listitem>
<para>Perhaps not so often used until distributions pick it up.
It's clearly a tool for specialists.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>GMX Spam Filter</term>
<listitem>
<para>If you get your mail via the GMX freemail provider,
your messages are already scanned for spam. The result of that process is
documented in a special header field of each message. It's possible to
use the content of this header field to sort out spam. There is no
slowdown in the filtering if only this tool is used, as the messages
have already been processed.
</para>
</listitem>
</varlistentry>
</variablelist>
</sect2>
<sect2 id="spam-wizard-advanced">
<title>Advanced</title>
<para>Here are the details of how the wizard works: &kmail; can use several
external tools to detect spam messages; it will try to automatically find
out which tools are installed on your system and will show you these
in a list. The list is ordered by the average speed of the filtering
process of the tools. You can mark the tools which you want
to be used by &kmail; to detect spam. Of course, you
can close the wizard, install a new tool, and restart the wizard again.
</para>
<para>If you have marked at least one tool, &kmail; is able to provide filters
which allow the classification of the messages as spam or not spam. It will
also provide actions to let you manually classify messages. These actions will
be available via the menu and toolbar icons.
If any of the tools you selected support Bayesian filtering (&ie; a method
to detect spam based on statistical analysis of the messages) then these
messages are not only marked but additionally transferred to the tools to
enable them to learn thereby improving their detection rate.
</para>
<para>On the second page, you will be able to select some additional
actions to be performed in &kmail; with regard to spam messages: if you
want messages detected as spam to be moved into a certain folder, select
the appropriate folder and mark the <guilabel>Move known spam to:</guilabel>
option; if messages detected as spam should additionally be marked as read,
then mark the <guilabel>Mark detected spam messages as read</guilabel> option.
</para>
<para>Selecting at least one of the available tools will allow
the wizard to finish the filter setup. The wizard will not take any
modifications in existing filters, formerly created by it, into
consideration but will either append new filters or replace existing filters.
In any case you may want to inspect the result of this process in the
<link linkend="filter-dialog">Filter Dialog</link>.
The wizard will also create toolbar buttons for marking messages as spam or
as ham; keep in mind that classifying messages as spam will also move those
messages to the folder you had specified for spam messages, if you have
selected the appropriate option.
</para>
</sect2>
<sect2 id="spam-wizard-details">
<title>Some More Details for Experts</title>
<para>The wizard uses information stored in a special configuration file named
<filename>kmail.antispamrc</filename> (stored in the global or local &kde;
config directory). It will first check the global config file and then the local
config file: if the local config file contains entries with higher (newer)
version numbers per-tool the configuration data from the local file for that
tool is used; that way, both administrators and users can update the
wizard configuration.
</para>
<para>The local detection of spam messages is achieved by creating
<guilabel>pipe through</guilabel> actions per-tool within a
special filter. Another filter contains rules to check for detected spam
messages and actions to mark them and (optionally, depending on the choice
in the wizard) to move them into a folder. Both filters are configured to
be applied on incoming messages and on manual filtering.
</para>
<para>Two filters are needed for the classification of ham and spam. They
contain actions to mark the messages appropriately. As mentioned above, the
filter for classification as spam can have another supplementary action to
move the messages into a predefined folder. If the selected tools support
Bayesian filtering, the wizard will create additional filter actions to pass
the messages to the tools (via <guilabel>execute command</guilabel> actions)
in the appropriate learning mode.
</para>
<para>If you want to fine-tune the filtering process, you might be interested in the
chapter about <link linkend="filter-optimization">Filter Optimization</link>.</para>
</sect2>
</sect1>
<sect1 id="the-anti-virus-wizard">
<title>The Anti-Virus Wizard</title>
<sect2 id="virus-wizard-basics">
<title>Basics</title>
<para>&kmail; does not have a built-in virus detection solution: the developers believe
using external, but specialized, tools is the better approach. &kmail; uses these tools
through its flexible filter architecture. The Anti-Virus Wizard helps you with the
initial filter setup.
</para>
<variablelist>
<varlistentry>
<term>What can the wizard do to help you?</term>
<listitem>
<para>It will give you some choices about how you want virus filtering to be set up.
Afterwards it will automatically create the appropriate filter rules.
</para>
</listitem>
</varlistentry>
<varlistentry>
<term>What are the limitations of the wizard?</term>
<listitem>
<para>It can only initially set up the filters for you; and it will provide a
standard setup. Modifying existing filters is not yet possible.
</para>
</listitem>
</varlistentry>
</variablelist>
<para>You can activate the wizard via <menuchoice><guimenu>Tools</guimenu>
<guisubmenu>Anti-Virus Wizard...</guisubmenu></menuchoice>.</para>
</sect2>
<sect2 id="virus-wizard-advanced">
<title>Advanced</title>
<para>The Anti-Virus Wizard basically works exactly as the
<link linkend="the-anti-spam-wizard">Anti-Spam Wizard</link> does.
Here are the details of how the wizard works: &kmail; can use several
external tools to detect messages containing viruses; it will try to automatically find
out which of these tools are installed on your system and will show you the
result of the search. You can mark the tools which you want
to be used by &kmail; to detect viruses. Of course, you
can close the wizard, install a new tool, and restart the wizard again.
</para>
<para>If you have chosen at least one tool you will be able to select actions
to be done in &kmail; to messages containing viruses: to let &kmail; detect
messages containing viruses you definitely should mark the <guilabel>Check messages using the
anti-virus tools</guilabel> option; if you want messages detected as
virus-infected to be moved into a certain folder, select the appropriate folder and
mark the <guilabel>Move detected viral messages to the selected folder</guilabel>
option; if messages detected as virus-infected should additionally be marked as read,
then mark the <guilabel>Additionally, mark detected viral messages as read</guilabel> option.
</para>
<para>Selecting at least one of these options will allow
the wizard to finish the filter setup. The wizard will not take any existing
filter rules into consideration but will append new rules. In any case you
may want to inspect the result of this process in the
<link linkend="filter-dialog">Filter Dialog</link>.
</para>
</sect2>
<sect2 id="virus-wizard-details">
<title>Details</title>
<para>The wizard uses information stored in a special configuration file named
<filename>kmail.antivirusrc</filename> (stored in the global or local &kde;
config directory). It will first check the global config file and then the local
config file: if the local config file contains entries with higher (newer)
version numbers per-tool the configuration data from the local file for that
tool is used; that way, both administrators and users can update the
wizard configuration.
</para>
<para>The detection of messages containing viruses is achieved by creating
<guilabel>pipe through</guilabel> actions per-tool within a
special filter. Another filter contains rules to check for detected viral
messages and actions to mark them and (optionally, depending on the choice
in the wizard) to move them into a folder. Both filters are configured to
be applied on incoming messages and on manual filtering.
</para>
</sect2>
</sect1>
</chapter>
