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Chapter 19. Mail and Address Book

Chapter 19. Mail and Address Book

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Figure19-1.LeopardMailtakesthepain,agony,and

acronymsoutofsettingupanemailaccountonyour

Mac.ForgetaboutrememberingyourSMTPserver

address(orevenwhatSMTPstandsfor),andjusttype

youremailaddressandpasswordintothebox.Ifyouuse

amainstreammailproviderlikeGmail,Hotmail,Yahoo,

Comcast,orVerizon,Mailconfiguresyouraccount

settingsautomaticallyafteryouclicktheCreatebutton.



Now,ifyouuseaserviceproviderthatMaildoesn'trecognize

whenyoutypeinyouremailnameandpassword—youweirdo—

thenyouhavetosetupyourmailaccountthelongway.Mail

promptsyoualong,andyouconfrontthedialogboxesshownin

Figure19-2,whereyou'resupposedtotypeinvarioussettings

tospecifyyouremailaccount.Someofthisinformationmay

requireacalltoyourInternetserviceprovider(ISP).

Here'stherundown:

AccountTypeiswhereyouspecifywhatflavorofemail

accountyouhave.SeetheboxonSection19.2fordetails;



checkwithyourISPifyou'renotsurewhichtypeyouhave.

AccountDescriptionisforyourreferenceonly.Ifyouwant

anaffectionatenicknameforyouremailaccount,typeit

here.

FullName(showninFigure19-1)willappearinthe

"From:"fieldofanyemailyousend.Typeitjusttheway

you'dlikeittoappear.

EmailAddressistheaddressyouwereassignedwhenyou

signedupforInternetservices,suchas

billg@microsoft.com.

IncomingMailServer,OutgoingMailServerarewhere

youentertheinformationyourISPgaveyouaboutitsmail

servers.Usually,theincomingserverisaPOP3serverand

itsnameisrelatedtothenameofyourISP,suchas

popmail.mindspring.com.

Figure19-2.Thesedialogboxesletyoupluginthe

emailsettingsprovidedbyyourISP.Ifyouwantto

addanotheremailaccountlater,chooseFile Add

Account,andthenenteryourinformationinthe

resultingdialogbox.(Or,ifyoulikedoingthingsthe

hardway,chooseMail Preferences Accountstab,

clickthe+inthelower-leftcornerofthewindow,and

enteryouraccountinformationinthefieldsonthe

right.)



Theoutgoingmailserver(alsocalledtheSMTPserver)

usuallylookssomethinglikemail.mindspring.com.

OutlookWebAccessServerappearsonlyifyouchoose

ExchangefortheAccountType.Youcangetthenameof

thisserver(alsoknownasanInternetInformationServer,

orIIS)fromyournetworkadministrator.

UserName,Password.Enterthenameandpassword

providedbyyourISP.(Often,they'rethesameforboth

incomingandoutgoingservers.)

ClickContinuewhenyou'refinished.



Mailcanalsoimportyouremailcollectionfromanemail

programyou'veusedbefore—Entourage,Thunderbird,

Netscape/Mozilla,Eudora,orevenaversionofMacOSXMail

that'sstoredsomewhereelse(say,onanoldMac'sharddrive).

Importingisabighelpinmakingasmoothtransitionbetween

youroldemailworldandyournewone.

Figure19-3.IfyougotoFile ImportMailboxes,Mail

offerstoimportyouroldemailcollectionfromjustabout

anyotherMacemailprogram(top).Youcanevenspecify

whichemailfoldersyouwanttoimport(bottom).When

theimportingprocessisfinished—anditcantakeavery

longtime—you'llfindpreciselythesamefolderssetupin

Mail.



Tobringoveryouroldmailandmailboxes,chooseFile



Import



Mailboxes.Figure19-3hasthedetails.



UPTOSPEED

POP,IMAP,Exchange,andWeb-basedMail



Whenitcomestoemail,therearefourprimaryflavorsof

(Internetcomputersthatprocessemail):POP(alsoknownas

POP3),IMAP(alsoknownasIMAP4),Exchange,andWeb-based

Eachhasitsowndistincttaste,withdifferentstrengthsand

weaknesses.(AOLmailcouldbeconsideredafifthkind,butify

followtheinstructionsat

http://members.aol.com/adamkb/aol/mailfaq/imap/applemail.ht

youcanreadyourAOLmailasifitcamefromaregularIMAP

account.)



POPaccounts(PostOfficeProtocol)arethemostcommonkind

theInternet.APOPservertransfersyourincomingmailtoyou

harddrivebeforeyoureadit,whichworksfineaslongasyou'r

onlyusingonecomputertoaccessyouremail.



Ifyouwanttotakeyouremailalongontheroad,youhavetoco

theMailfolderfromyourHome Libraryfolderintothe

correspondinglocationonyourlaptop'sharddrive.Thatway,wh

yourunMailonthelaptop,you'llfindyourmessagesand

attachmentsalreadyinplace.



IMAPservers(InternetMessageAccessProtocol)areneweran

havemorefeaturesthanPOPservers,butaren'tascommon.IM

serverskeepallofyourmailonline,ratherthanmakingyoustor

onyourharddrive;asaresult,youcanaccessthesamemail

regardlessofthecomputeryouuse.IMAPserversrememberwh

messagesyou'vereadandsent,toboot.It'sagreatsetupif,fo

example,youcheckyouremailonaniPhone,becausethedeletio

andrepliesyouprocessonthephonewillbethereonyourMa

whenyougethome.



(YourMac.comaccountisanIMAPaccount,whichiswhyyouca

accessthemailinyourInboxrepeatedlyfromanyMacinthe

world,anywhereyougo.YoucanoptforaGmailaccounttobe

IMAPaccount,too.)



Onedownsidetothisapproach,ofcourse,isthatyoucan'tdele

youremail—orreaditforthefirsttime—unlessyou'reonline,

becauseallofyourmailisonanInternetserver.Another

disadvantageisthatifyoudon'tconscientiouslymanuallydelet

mailafteryou'vereadit,youronlinemail-boxeventuallyoverflo

Soonerorlater,thesystemstartsbouncingnewmessagesback

theirsenders,annoyingyourfriends.



Exchangeserversarearepopularincorporationsandsome

schools.Mostofthetime,employeestapintotheseserversusin

WindowsprogramlikeOutlook.CorporategeekslikeExchange

serversbecausethey'reeasytosetupandmaintain,andbecau

theyoffermanyofthesamefeaturesasIMAPservers.Luckily,M

canreadandsendemailthroughExchangeserversasthoughyo

MacwerejustanotherbeigePC.



Free,Web-basedserviceslikeHotmail,Yahoo,andGmailals

storeyourmailontheInternet,butyoucanuseaWebbrowser

anycomputertoreadandsendmessages.They'reslowerand

morecumbersometousethan"regular"emailaccounts,but

they'reusuallyfree.Unfortunately,Mailcan'tcheckaccountsth

areentirelyWeb-based.



Fortunately,thebignameWeb-basedemailservicesalsoofferP

orIMAPservers.Ifyouhavea.Macaccount,forexample,you'

findthatyoucanreadyouremailusingeitheraWebbrowsero

Mail(which,inthebackground,tapsintothe.MacIMAPserver

SamegoesforGoogle'sGmailservice,whichletsyoucheckyou

emaileitherontheWeb—orusingeitheraPOPorIMAPserver(s

Gmail'shelppagesfordetailsonmakingthatwork).



Conversely,moreandmorePOPandIMAPaccountsarealso

offeringaWeb-basedcomponent.Forexample,whoeverprovid

yourInternetservice—EarthLink,Verizon,orSpeakeasy,for

instance—probablyprovidesbothPOPserviceandaWeb-base

wayofaccessingyouremail,soyoucanaccessyourmaileithe

fromhomeorfromanInternetcaféinBangladesh.



AllMailcaresabout,though,iswhetheryouremailaccountallow

POP,IMAP,orExchangeaccess;whatyoudoontheWebis,asf

asMailisconcerned,yourownbusiness.



Chapter19.MailandAddressBook

Emailisafast,cheap,convenientcommunicationmedium.In

fact,thesedays,anyonewhodoesn'thaveanemailaddressis

consideredsomekindoffreak.

Ifyoudohaveanemailaddressortwo,you'llbehappyto

discoverthatMacOSXincludesMail,aprogramthatletsyou

getandsendemailmessageswithouthavingtowadethrougha

lotofspam(junkmail).Mailisasurprisinglycompleteprogram,

redesignedforMacOS10.5,andit'sfilledwithshortcutsand

surprisesaroundeveryturn.

Andthisdesktoppostofficeoffersmorethanjustmail—among

otherthings,youcanalsousetheprogramasapersonal

notepadandanewsreaderforyourfavoriteWebsites.

Notbadforafreebie,eh?



19.1.SettingUpMail

WhatyouseethefirsttimeyouopenMailmayvary.Ifyou've

signedupfora.Macaccount(andtypeditsnameintothe.Mac

paneofSystemPreferences),you'reallreadytogo;yousee

themessageviewerwindowdescribedonSection19.2.1.Ifyou

don'tgettheoffertosetupanaccount,chooseFile Add

Accounttojumpstarttheprocess.(That'salsohowyouadd

otheraccountslater.)

Ifyougetyourmailfromsomeotherserviceprovider,like

Verizon,Comcast,Gmail,Yahoo,orwhatever,Mailsetupis

almostaseasy.Applehasroundeduptheacronymladenserver

settingsfor30popularmailservicesandbuiltthemrightin.

Allyouhavetodoistypeyourmailnameandpasswordinto

thebox(Figure19-1).IfeMailrecognizesthesuffix(for

example,@gmail.com),andif"Automaticallysetupaccount"is

turnedon,thenMaildoestheheavyliftingforyou.



Figure19-1.LeopardMailtakesthepain,agony,and

acronymsoutofsettingupanemailaccountonyour

Mac.ForgetaboutrememberingyourSMTPserver

address(orevenwhatSMTPstandsfor),andjusttype

youremailaddressandpasswordintothebox.Ifyouuse

amainstreammailproviderlikeGmail,Hotmail,Yahoo,

Comcast,orVerizon,Mailconfiguresyouraccount

settingsautomaticallyafteryouclicktheCreatebutton.



Now,ifyouuseaserviceproviderthatMaildoesn'trecognize

whenyoutypeinyouremailnameandpassword—youweirdo—

thenyouhavetosetupyourmailaccountthelongway.Mail

promptsyoualong,andyouconfrontthedialogboxesshownin

Figure19-2,whereyou'resupposedtotypeinvarioussettings

tospecifyyouremailaccount.Someofthisinformationmay

requireacalltoyourInternetserviceprovider(ISP).

Here'stherundown:

AccountTypeiswhereyouspecifywhatflavorofemail

accountyouhave.SeetheboxonSection19.2fordetails;



checkwithyourISPifyou'renotsurewhichtypeyouhave.

AccountDescriptionisforyourreferenceonly.Ifyouwant

anaffectionatenicknameforyouremailaccount,typeit

here.

FullName(showninFigure19-1)willappearinthe

"From:"fieldofanyemailyousend.Typeitjusttheway

you'dlikeittoappear.

EmailAddressistheaddressyouwereassignedwhenyou

signedupforInternetservices,suchas

billg@microsoft.com.

IncomingMailServer,OutgoingMailServerarewhere

youentertheinformationyourISPgaveyouaboutitsmail

servers.Usually,theincomingserverisaPOP3serverand

itsnameisrelatedtothenameofyourISP,suchas

popmail.mindspring.com.

Figure19-2.Thesedialogboxesletyoupluginthe

emailsettingsprovidedbyyourISP.Ifyouwantto

addanotheremailaccountlater,chooseFile Add

Account,andthenenteryourinformationinthe

resultingdialogbox.(Or,ifyoulikedoingthingsthe

hardway,chooseMail Preferences Accountstab,

clickthe+inthelower-leftcornerofthewindow,and

enteryouraccountinformationinthefieldsonthe

right.)



Theoutgoingmailserver(alsocalledtheSMTPserver)

usuallylookssomethinglikemail.mindspring.com.

OutlookWebAccessServerappearsonlyifyouchoose

ExchangefortheAccountType.Youcangetthenameof

thisserver(alsoknownasanInternetInformationServer,

orIIS)fromyournetworkadministrator.

UserName,Password.Enterthenameandpassword

providedbyyourISP.(Often,they'rethesameforboth

incomingandoutgoingservers.)

ClickContinuewhenyou'refinished.



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Chapter 19. Mail and Address Book

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