Send and Receive

Using PowerMail to send and receive messages


Once you have configured one or more e-mail accounts, you can send and receive messages easily. The basic steps to connect to a POP3 server and read pending incoming messages were covered in the previous section, First Steps with PowerMail. This section reviews the process of connecting and receiving messages and also explains how to create, address, and send outgoing messages.

Using PowerMail to receive mail

To receive incoming messages:

  1. Choose Connect from the Connection menu.
  2. The Connection dialog appears.
  3. Check each account that you want to connect to.
  4. Click OK.

If you want to connect using the same account or accounts you used previously, choose Connect Again from the Connection menu, or click the Connect Again button in the Toolbar.

PowerMail connects to each account you checked in the Connection dialog. For POP accounts, messages are downloaded to your local disk and decoded for reading. Incoming messages are indexed for fast content searching. Indexing and searching is covered in the later section, Indexing and searching.

Incoming messages appear in the In Tray, which is selected by default. To read a message, simply click on it in the list. The selected message appears in the display pane below the list. If you wish to open a message into a separate window, double-click it in the list of messages. After a message has been read, a check mark appears next to it in the list. To mark a message as unread, select it and then choose Mark Unread from the Mail menu.

To archive a message in a storage folder, simply drag it from the list to the desired folder.

To reply to a message, select it and then click Reply in the Toolbar. To forward a message to someone else, select it and then click Forward in the Toolbar. To redirect a message (so that it appears as if it were sent by the original sender, as opposed to being forwarded), select it and them click Redirect in the Toolbar.

Using PowerMail to send mail

Creating, addressing, and sending messages using PowerMail is easy. While there are a number of options for sending messages, you will find that sending is quite simple and straightforward. You can enclose files as attachments with your messages. Messages can be sent to any number of recipients.

To create a new message:

  1. Either choose New Message from the File menu or click the New Message button in the Toolbar. A new, blank message appears.
  2. Fill in the subject field.
  3. Add attachments (files), if desired, by dragging files into the message window. Choose an appropriate encoding method from the Encoding popup. Check "Compress using Stuffit" if you want the attachments to be compressed for sending. If you are not sure what type of computer you recipient is using, leave this unchecked.
  4. Add recipients, either by dragging them from the Address Book or by typing in their addresses directly (if there is multiple recipients, type a return between each address). PowerMail supports type-to-find, that is, as you type, PowerMail suggests entries that match what you have typed so far. If there are multiple matches, you can use the up and down arrow keys to cycle through them. (For recipients in the same domain as the account you are using to send the message, you can type only the user name and leave out the domain name. PowerMail assumes the user is in the same domain as you and fills in the domain name and completes the address.)
  5. Choose the recipient type for each recipient by clicking the "To" popup menu, or by hitting command-up-arrow or command-down-arrow. (See the following section on "Recipient types and what they mean", if you do not understand recipient types.)
  6. Choose the account to use for sending the message from the "Account" popup menu. If you only have one account, it is already selected, so you don't have to do anything.
  7. Type the body of the message.
  8. To send the message , choose Send from the Mail menu, or click the "Send" button in the toolbar. To save it as a draft and send it later, close the message and click Save when you are prompted to save the message. The saved message appears in the Out Tray and you can send it later by selecting it and choosing Send from the Mail menu or the toolbar.

You can determine the scheduling that PowerMail uses to transfer outgoing messages to servers. PowerMail can send messages immediately or place them in a queue of messages waiting to be sent. This allows you to send messages in batches and minimize connect time if you wish.

To schedule outgoing mail:

Choose "Mail Schedulings and Locations" from the Setup menu. The Schedule dialog appears.

In the "Schedulings" tab, select some of the checkboxes in the list under "Send mail to SMTP server". See Scheduling outgoing mail below.

Depending on your scheduling choice and whether or not you are currently connected to the network, PowerMail handles sending mail differently and the status of messages in the Out Tray may be different.

Messages that have been saved, but not explicitly sent, appear in the out tray with the status Draft. Draft messages are never sent until you explicitly send them by opening them and choosing Send from the Mail menu or from the toolbar, or by selecting them in the Out Tray and choosing send from the Mail menu or from the toolbar.

Messages that you have sent, but are waiting for you to be connected to the network or to retrieve your incoming mail, appear in the Out Tray with the status of Waiting.

If you don't chose to send mail automatically, when you send a message that is open, it is transferred to the Out Tray with the status of Waiting. The message is not actually sent across the network until you select it in the Out Tray and choose Send from the Mail menu, or until you select "Send waiting messages" from the Connection menu.

Recipient types

For each recipient of an outgoing message, you can choose from among the following recipient types:

To

Primary recipients of your message.

CC

Carbon Copy, for secondary recipients.

BCC

Blind Carbon Copy, for secondary recipients not identified to the other recipients, including those in the CC list.

Scheduling mail

PowerMail offers a rich set of options for scheduling outgoing mail and checking for incoming mail. Using the options in the Mail Schedulings and Locations dialog, you can configure PowerMail to check for mail and send mail in the exact conditions that you specify.

To set the scheduling options:

Choose Mail Schedulings and Locations from the Setup menu. The following sections explain the options in the Mail Schedulings and Locations dialog.

Scheduling incoming mail

You can specify which accounts to check on PowerMail startup, and you can define two sets of accounts to connect at different times. For example, you can connect to your work accounts every 5 minutes, and to your personal accounts every hour.

Scheduling outgoing mail

You can select some of the checkboxes in the list under "Send mail to SMTP server". If you choose "Immediately when queued", messages are actually sent over the network when you send them, unless "Automatically access the network only if it is already available" is checked and you are currently not connected to internet (dial-up connection). In this case, the messages will be sent as soon as your internet connection is established (manually, by PowerMail or by another application). If you choose "When retrieving mail", messages remain waiting in the Out Tray until you check your mail. Don't check any checkbox if you want to send messages manually. To send messages manually, choose "Send waiting messages" in the Connection menu, or select the messages in the Out Tray, then choose Send from the Mail menu or from the toolbar.

Accommodating to the internet connection status

If you check the "Automatically access the network only if it is already available", PowerMail won't try to connect to your accounts or to send messages automatically when your internet connection is not active (dial-up connection not established for example). However, you can force the connection after a certain delay. For example, you can connect to your account every 5 minutes when your internet connection is active, but force the connection every 2 hours when it is inactive (you must also have enabled the "connect automatically when needed" option in the PPP Options of the network system preference)

Minimizing connect time

Users who connect to a network or Internet Service Provider through a dial-up connection using the PPP (Point-to-Point) protocol typically want to minimize their connect time and only connect when there is actually mail to send or to check for incoming messages. PowerMail can, in some configurations, help to minimize connect time automatically by keeping track of the PPP connection and disconnecting when there is nothing to do. PowerMail tries, as far as is possible, to keep track of your PPP connection and you can configure PowerMail to force a PPP disconnect when it has finished sending mail or checking for mail. That is, PowerMail knows when it initiates a PPP connection and may be able to disconnect automatically after performing mail tasks. However, this is only possible in certain configurations.

To configure PowerMail to manage PPP disconnects automatically:

  1. Choose Mail Schedulings and Locations from the Setup menu. The Mail Schedule dialog appears.
  2. Check "Force PPP to disconnect when done, if it was not connected" in the Schedulings tab.

PowerMail disconnects automatically after sending mail or checking for incoming mail. If you are using a PPP software unsupported by PowerMail, you need to manage the PPP connection manually.


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