Lesson 6
Managing Incoming Mail
In this lesson, you learn to print, delete, and forward messages, and to save a message to a folder.
Printing Mail
When you’re viewing your mail in the Inbox, you can perform a variety of tasks on selected mail using the commands on the shortcut menu. For exampl
e, you can print a message without opening it. To print a mail message, follow these steps:
- In the Inbox, select the message you want to print and right-click on the message. The shortcut menu appears (see Figure 6.1).
Figure 6.1 Use the shortcut menu to print a message from the Inbox.
- Choose the Print command, and the File Print dialog box shown in Figure 6.2 appears. Table 6.1 describes this dialog box’s options in detail.
Figure 6.2 Set print options in the File Print dialog box.
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Set the print options to meet your needs (refer to Table 6.1), and then click OK to print the message.
Table 6.1 Common Printing Options
| Option | Description |
| Printer | Select this button if the printer listed in the box is not the correct one. In the Print Setup dialog box that appears, choose the printer you want to use. |
| Print range | Select All to print all pages of the message, or select From and To and enter the page numbers for the range you want to print in the text boxes. |
| Draft quality | Select this option if you don’t need a letter-quality copy (dark text and nice-looking graphics). Draft quality enables the printer to print more quickly. |
| Graphics scaled to 100% | Select this option if there are pictures in the message and you want them to appear full-sized on the printout. |
| Copies | Enter the number of copies of the message you want to print. |
| Print View | Select this option to print a copy of the Inbox view with a list of your messages. |
| Print selected documents | Choose this option to print the selected message(s) in the Inbox view. |
Print Multiple Messages You can print two or more messages at the same time by holding the Shift key while clicking on each message; a check mark appears to the l
eft of the selected messages. Then right-click any selected message and choose Print. Finally, in the File Print dialog box, make sure you select the Print Selected Documents option.
Deleting Mail
You can delete one or more messages in the Inbox by selecting the messages and marking them for deletion. A message marked for deletion remains in the Inbox until you empty
the trash or until you exit the Notes program. The following steps walk you through deleting a message, in case you don’t want to wait until you exit Notes:
- Select the message(s) you want to delete and click the Delete tool button. When you click the Delete tool button, a trash can icon appears to the left of the selected message, marking that message for the trash.
- To empty the trash, click Trash in the navigation pane. You’ll see the message you marked for deletion in the view pane as shown in Figure 6.3.
Figure 6.3 Message marked for deletion in Trash view.
- To delete the message, click the Empty Trash tool button. A confirmation message appears; click Yes to delete the message.
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To return to the Inbox, click Inbox on the left side of the mailbox pane.
Change Your Mind? If you decide you don’t want to delete a message shown in Trash view, select it and click the Remove From Trash tool button.
Saving Mail in a Folder
If you want to save a mail message, you can assign it to an existing folder. (However, you cannot save messages to the Folders and Views folder
in the navigation pane.) If you don’t like the choice of existing folders, you can create your own folders in which to save your mail. To save mail in a folder, follow these steps:
- In the Inbox, select the mail message you want to save.
- Click the Move To Folder tool button. The Move To Folder dialog box appears.
- Select Folders and Views and then click the Create New Folder button.
- In the Create Folder dialog box that appears, enter a name for the new folder and click OK. Notes closes the Create Folder dialog box and returns to the Move To Folder dialog box, which now include
s the name of the new folder.
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Select the new folder and click the Move button. The dialog box closes, and Notes moves the message to the newly created folder.
New Folder The newly added folder immediately appears in the navigation pane under Folders and Views. You can open it at any time by clicking on it; its contents appear in the
view pane (on the right side of the window).
Forwarding Mail
You can forward any mail message to another party, and you can even add your own comments or reply to it. To pass a message on to someone else, you click the Forward Mail
button. The New Memo window appears (see Figure 6.4).
Figure 6.4 You can forward the message to another party and add your own comments.
The existing message moves down on the page to make room for the forwarding information. Enter the party’s name and any other information you want. Then add your comments above the Forwarded by line and the horizontal blank line. Click the Send to
ol button to send the message.
In this lesson, you learned to print, delete, and forward mail, as well as to save mail in a folder for future reference. In the next lesson, you’ll learn to create, address, and send your own mail messages.