Using Netscape Messenger

• Opening Netscape Messenger
• The main Netscape Messenger window (opens in a new window)
• Working with folder lists
  • Creating folders
  • Renaming folders
  • Deleting folders
• Working with messages
  • Checking for new messages
  • New mail notification
  • Sorting and threading messages
  • Opening messages
  • Replying to messages
  • Forwarding messages
  • Deleting messages
  • Filing and copying messages in folders
  • Viewing / opening / saving attachments
  • Searching through messages
  • Printing messages
• Composing messages
  • The message composition window (opens in a new window)
  • Creating, addressing, and sending new messages
  • Attaching files and web pages to messages
  • Checking messages for spelling errors
  • Saving messages for various purposes (drafts, templates, text / HTML files, etc.)
• Working with the Netscape Communicator Address Book
  • Creating an address book
  • Creating a mailing list
  • Searching your personal address book
  • Selecting addresses from your personal address book
• Working offline
  • Working offline: overview

To open Netscape Messenger perform the following three actions:

1. Double-click the Netscape Communicator icon on your computer's desktop if Netscape is not already running.
2. While in Netscape, select Messenger from the Communicator menu.
3. Enter your CLiC account password when prompted and hit the Enter key on the keyboard or click OK.

1. Select New Folder from the File menu.
2. Enter a name for the folder in the Name field of the window that opens.
3. Be sure to select the appropriate location for your folder. It should always be a subfolder of at least clic.norwich.edu; however, you can specify otherwise if you wish.
4. After you enter a name, click OK.

1. In the folder list, select the folder you want to rename.
2. From the File menu, choose Rename Folder.
3. Enter the new name and click OK.

1. In the folder list, select the folder you wish you delete by single, left-clicking it.
2. Hit the Delete (Del) key on your keyboard. You can also single, right-click on the folder and choose Delete Folder from the list of options. You DO NOT need to do both.

Messenger automatically downloads new messages to your Inbox if you have set it to check for messages at timed intervals.  You can also retrieve them manually at any time using any one of the methods below:

1. While in Netscape Messenger, you can check for new message manually by clicking the Get Msg button in the upper, left-hand corner of the main Netscape Messenger window. You can also find the same button in the window of an open message.
2. On the Component Bar, click the Inbox icon.
3. From the File menu, choose Get New Messages.

1. The Inbox icon on the Component Bar notifies you when you have new messages.
• The Inbox icon displays a green arrow when there are new messages.
• A yellow arrow indicates that Messenger has not checked for messages yet (generally when you first launch Messenger).
2. When the Inbox in your Folder List is displayed in bold, it is an indication that there are unread messages in that folder.
3. You can also set Messenger to play a sound when it receives new messages (generally requires speakers for this option to work.)

You can choose how you want to list and display your messages in each folder.  These preferences are easily changed and can be a helpful tool for finding and organizing messages.

Sorting Messages
To sort messages by subject, sender, date or priority:

• In the Message List window, click on any of  the column headings, and your messages will be sorted by that heading.

To sort messages in ascending or descending order, you can use one of two methods.

1. In the Message List window, click any of  the column headings and your messages will initially be sorted in Ascending order.  By clicking the column heading a second time, the order will be reversed.  (The order of sorting will "toggle" back and forth each time you click.)
2. Open the View menu, choose Sort, and then select Ascending or Descending.

Threading Messages
Threading groups a chain of messages that have been sent back and forth on the same subject.

To sort messages in thread order:

• Open the View Menu, choose Messages, and then select the type of Thread you want.  You see only messages with that selected thread displayed in the Message List window.

To group messages by threading:

• At the top of the Message List window is a row with column headings.  At the far left of the column headings is the Thread Button (a box with horizontal lines).  Click the Thread Button to group messages by thread rather than by date or subject.

• In the Message List Panel, select the message you want to read, and the contents will be displayed in the bottom pane of the Messenger Screen.
• Or, to display the contents on your full screen, double-click the message you want to read.

1. To reply to a message you received:
• On the Tool Bar, click the Reply button to respond to the sender alone.
• On the Tool Bar, click the Reply All button to respond to all recipients of the message.
2. To  include the text of the message to which you are replying:
• On the Tool Bar, click the Quote button.
3. To automatically include the original message each time you reply:
   • Open the Edit menu, choose Preferences, select the Mail and Newsgroup category, and then choose Messages.
   • Under Forwarding and Replying to Messages, click on "Automatically quote the original message when replying."
   • Select where to place the quoted text from the drop down list in the same box.

When you forward a message, you can specify how to place new text relative to the original text: inline, as an attachment, or quoted.

To forward a message

1. In the Message List Panel, select the message, and click the Forward button on the Toolbar.
2. Enter the address(es) of your recipients, and type in any forwarding message you want to include.
3. Click the Send button on the Toolbar.
4. You can utilize many of the same options and settings that are available for new messages.

Click the Delete button on the Toolbar, or open the Edit Menu and choose Delete Message.

• Messenger moves each deleted message to the Trash folder, but does not completely remove it from your CLiC account..
• When you want to delete messages permanently from your Trash folder, click the Trash folder in the folder list to display its contents, click on any message in the message list that appears, choose All Messages from the Select option under the Edit menu, and click the Delete button in the toolbar.

WARNING:  This should not be done to the Inbox; only other mail folders.  Possible problems could result if you run the  Compact Folder command for the Inbox at the same time a new message is being received.

Use the Toolbar File Button

• In the Message List Panel, select the message(s), click the File Button on the Toolbar, and click on the folder where you want to file your message(s).

  Drag Messages and Drop in Folder

• In the Message List Panel, select the message(s), use your mouse to click and hold on the message(s), and then "drag and drop" the messages into the desired folder in the Folder List.

Copying Messages in Folders
To copy a message from one folder to another:

1. In the Message list Panel, select the message(s) and right-click to display the pop-up menu.
2. Select Copy and then choose the destination folder from the pop-up listing.

• To view image and web page attachments inline (displayed in the body of the message):
  • While displaying a message with links, open the View menu and choose View Attachments Inline.  (The menu item toggles on/off with View Attachments As Links)
• To view image and web page attachments as links:
  • While displaying a message with attachments inline, open the View menu and choose View Attachments As Links.
  • Note: If you use IMAP mail servers (CLiC is an IMAP server,) and you select View Attachments as Links, all attachments remain on the server until you download or open the attachments (click the link).
• To view attachments as icons:
  • Click the paper clip icon at the top of a message header.
• To open an attachment's link or icon:
  • Click the attachment's link in the message, or double-click its icon in the attachment pane.

Saving Attachments
You can save a received e-mail attachment in several different ways, depending on its type.

1. To save an inline image attachment:
   • Right-click the image.
   • From the pop-up menu. Choose Save Image As.
   • Type a filename and choose a file type. Then specify where to save the file.
   • Click save.
2. To save an attachment that appears as a link:
   • Right-click the attachment's link.
   • From the pop-up menu, choose Save Link As.
   • Type a filename and choose a file type. Then specify where to save the file.
   • Click Save.
3. To save an attached web page:
   • From the View menu, choose View Attachments As Links.
   • Right-click the link.
   • From the pop-up menu, choose Save Link As.
   • Type a filename and choose a file type. Then specify where to save the file.
   • Click Save.

To search mail folders or newsgroups for specific messages:

• In the Messenger window, open the Edit menu, and choose Search Messages.
• Use the Search Messages dialog box to select your criteria.
• Click the drop-down menu, and choose the directory(s) where you want to focus your search.
• Select the "Match" option you want.
• Use the drop down menus to choose filtering criteria and type a keyword to be used in the search.
• Click More to add criteria and Fewer to remove them.
• Click Options to specify whether searches are performed locally or on a server, and whether to search customized headers.
• Click Search to begin, or Clear Search to erase your entries.
• You see the match results displayed in a list. You can open a message, file it,or delete it.
• To go to a message, select it and then click Go To Message.
• To file a message, select it and then click File Message.
• To delete a message, select it and then click Delete Message.
   

Specifying Where to Search for Messages
In the Search dialog box, use the Options panel to specify whether searches are performed on subfolders, your local drive, or a server. If you are working offline, searches are performed only on the folders on your local drive.
 

Adding and Removing Message Headers
Use the Customize Headers dialog box to add, remove, or edit arbitrary headers supported by your system administration in addition to the ones Messenger provides for filtering messages.

1.  To print a displayed message:

• In the Message List, select the message(s).
• On the Tool Bar, click the Print button.  Or, open the File Menu, and choose Print.
• Use the Print dialog box to select any options that you want, and click OK.

       NOTE:  You can follow the same steps to print from a message that you have opened to read.

  2.  To set the page layout and options for printing:

• Open the File Menu, and choose Page Setup.
• Use the Page Setup dialog box to select any options that you want, and click OK.

  3.  To preview how the printed page will look:

• Open the File Menu, and choose Print Preview.
• With the buttons along the top of the screen, you can Zoom In and Out, Print directly from this screen, or Close when you are done.

Creating a New Message
There are several different ways to start a new message

1. On the Tool Bar, click on the New Msg button.
2. Open the File menu and choose New, then select Message. ( If you are in a newsgroup when you choose New Message, the message is automatically addressed to that newsgroup.)
3. Open the Message Menu, then choose New Message.

Addressing a Message
There are several ways for you to enter the addresses where you want to send a message.

1. At the Address List Tab, type in the e-mail address of a recipient you are sending your message to.
2. On the Toolbar, click on the Address Button, and use the Select Addresses diaog box to search for the e-mail address you need.
3. On the Component Bar, click on the Address Book icon, and use the Address Book dialog box to search for the e-mail address you need
4. Open the Communicator Menu, choose Address Book, and use the Address Book dialog box to search for the e-mail address you need.

TIP:  When you are in the Address Book, once you have selected an address, you can click on the New Msg button on the Toolbar and it will create a Message Composition with that address automatically inserted.
TIP: You can quickly address a message by dragging and dropping (or copying and pasting an e-mail address into the address field.

NOTE: There is no Norwich University Address Book for Netscape Messenger. The NU Address Book can be accessed via the web-based CLiC e-mail interface only. CLiC can be accessed at http://clic.norwich.edu using the same username and password you use to access CLiC e-mail via Netscape Messenger.

Selecting Recipient Types
To choose a different recipient type, click "To:" on the Address List Tab, and select the option you need.

• To: Primary recipients of your message
• CC: Carbon copy, for secondary recipients.
• BCC: Blind carbon copy, for secondary recipients. Names will not be visible to other recipients, including those in the cc list.
• Group: Posting to a newsgroup
• Reply-To: The e-mail address to be used if the recipient uses the Reply-To Button.
• Followup-To: Redirects a newsgroup posting, so that subsequent threads go directly to the redirected newsgroup instead of the original newsgroup.

Selecting Message Sending Options
On the Tool Bar, click the Options button, OR click on the Message Options tab, and select the options you need.

• Encrypted: Sends your message in an encrypted format. (Note: You must have a security certificate as well as the recipient's security certificate to send encrypted messages.)
• Signed: Attaches your digital signature, which is part of your security certificate.
• Unencode instead of MIME for attachments: Sends (non-text) attachments using the unencoding transfer standard. This is useful if the recipient's e-mail program doesn't handle MIME attachments.
• Return receipt: Sends you confirmation that your message was received or opened. You must first set the type of receipt in the Return Receipts Preferences panel of the Mail and Newsgroups panel.
• Priority: Choose a label or ãflagä that indicates whether the message has lowest, low, normal, high or highest priority.
• Format: Sends the message in plain text or HTML formatting, or both. If you choose ãAsk me,ä Messenger asks you what format to use if it's unknown whether the recipient can display an HTML message.

Sending Messages
Once your message and address are completed, you can send your message in a number of different ways.

1. On the Toolbar, click the Send button.
2. In the Message Composition Window, open the File Menu, and choose:
• Send Now - sends your message immediately
• Send Later - moves your message to the Unsent Messages Folder under Local Mail without sending it. When you are ready to send it later, open the File Menu, and choose Send Unsent Messages.

HTML Mail

The HTML Mail Question dialog box appears when you try to send a message to someone who does not want to receive HTML messages, or when you cannot determine whether your recipient can display HTML messages. If you are in doubt, send a plain-text message.

• Click Recipients to set the HTML preference for each recipient in your message.
• Using the Recipients Panel, specify whether a recipient prefers HTML messages. Click Add and Remove to switch recipients from one column to another.

  Once you set a recipient's HTML preference, you won't see the HTML Mail Question dialog box again unless Messenger is uncertain about any of your recipients' HTML preferences.

Attaching Files and Web Pages to Outgoing Messages

1.  To attach one or more files to an outgoing e-mail message:

• In the Message Composition window, click the Attach button on the Toolbar, and then choose File.
• Use the Enter File to Attach dialog box to select the file(s) you want to attach, and click open.
• The file(s) appear in the Attachments List tab.

2.  To attach a web page to an outgoing e-mail message:

• In the Message Composition window, click the Attach button on the Toolbar, and then choose Web Page.
• In the pop-up box, enter the the location of the web page to attach, and click open.
• The icon and title of the web page you have attached appear in the attachments list.

Checking Messages For Spelling Errors

1.  To check spelling for a message you wish to send, click the Spelling button on the Component Bar. Or, select Check Spelling from the Tools menu.

2. Follow the instructions until the message is corrected to your liking. Click the Done button in the Checking Spelling window to return to your message, which should reflect any corrections your authorized.

Adding Words to Netscape's Spelling Dictionary

You can add words you know to be spelled correctly, such as names, cities, and towns, to your Netscape spelling dictionary.

1. While in the Check Spelling window, click the Edit Dictionary button.

2. Enter a word in the appropriate field and click the Add button to the right. Repeat this step for each word you wish to add to the dictionary.

3. When you have added all necessary words, click the OK button. This will bring you back to the Check Spelling window. If you are done checking the message's spelling and have finished adding words to the dictionary, click the Done button.

1.  To save a message as a plain-text or HTML file:

• In the Message List window, select the message.
• Open the File menu, choose Save As, and then select File.
• Use the Save Message As dialog box to enter the file name.  Select the Save As Type (HTML Files, Plain Text, or All Files) you need.

2.  To save a new message you have created as a template:

• In the Message List window, select the message.
• Open the File menu, choose Save As, and then select Template.
• The file is stored in your Folder List, in a folder marked Templates

3.  To save a new message you have created as a draft:

• In the Message List window, select the message.
• Open the File menu, choose Save As, and then select Draft.
• The file is stored in your Folder List, in a folder marked Drafts.

Drafts
When you compose a new message, you can save it as a draft before sending it.  This allows you to review and revise your mail before it goes out.

To save a new e-mail message as a draft:

• In the Message Composition window, open the File menu and choose Save as Draft.  The message is saved in the Drafts folder.
• If you try to exit a new message without sending it, a pop-up box will ask if you want to save it as a draft.

• In the Folder List, click on the Drafts folder.
• Select the message you want to open, and double-click.
• You can add to or modify the existing message, and again save it as a draft.
• When ready, you can send it.

To save a message as a template:

• While displaying a message, open the File menu, choose Save As, then select Template.
• The message template is stored in the Templates folder in the Messenger window.

• In the Folder List, select the Templates folder.
• Select the template you want to open, and double-click.
• You can add to or modify the existing message, and again save it as a template.

To create a new address book

• In the Component Bar, click the Address Book icon.  Or, open the Communicator Menu, and choose Address Book.
• In the Address Book window, open the File menu and choose New Address Book.
• Type the name of the new address book, and click OK.

Adding a Name Card to Your Address Book
An address book entry, or "card", stores detailed information, including: names, postal address, e-mail address, phone numbers, whether the recipient prefers plain-text or HTML-formatted messages, where they work, and miscellaneous notes.  You can create cards for individuals, or create a personal card for yourself (also called a vCard) that you can attach to your outgoing mail messages.

1.  To create a address card for yourself:

• Open the Edit menu, choose Preferences, select Mail & Newsgroups, and then choose Identity.
• In the Identity Preferences Panel, click Edit Card.
• Use the items in the New Card dialog box to enter information about yourself.
• Select whether you want to attach your personal card to all your messages by clicking in the box.

2.  To create an address card for an individual:

• In the Component Bar, click the Address Book icon.  Or, open the Communicator Menu, and choose Address Book.
• In the Address Book window, click the New Card button.
• In the New Card Dialog box, type information about the individual.  Also include:
• Display name (the name that appears in Composition window)
• Nickname (a shortcut or alias for the real name)
• Whether the individual prefers to receive HTML-formatted e-mail instead of plain text (if you intend to compose your message sin HTML).
• Click the Contact tab to enter additional information such as street address, phone number, and URL.  Click the Notes tab to enter any comments.
• Click OK.

SHORTCUT:  To quickly and easily add new cards to your address book:

• Select a message from the Message List Panel, or point your cursor anywhere in the message itself
• Right click on your mouse, and in the drop-down menu, select:
• Add Sender to Address Book - automatically creates new card for the sender of that message
• Add All to Address Book - automatically creates new cards for the sender and anyone who was included as a carbon or forward

TIP:  You can also quickly create a new card by clicking on any e-mail address in messages you receive.  The New Card dialog box appears, and you can enter additional information.
 

To View or Edit an Individual's Card

• In the Component Bar, click the Address Book icon.  Or, open the Communicator Menu, and choose Address Book.
• Double-click the name in the address book window.
• To edit the card, type in or replace any information, then click OK.

To Create a Mailing List and Add It To Your Address Book

• In the Component Bar, click the Address Book icon.  Or, open the Communicator Menu, and choose Address Book.
• In the Address Book window, click New List.
• Enter the following information in the Mailing List dialog box:
• List name: When you use this name as an address, everyone on the list receives your message.
• List nickname: Alias for the list name.
• Description:  Appears after the list name in the address line of the composition window.
• Addresses:  Enter the e-mail addresses that you want inlcluded in the mailing list.  It can be done several ways:
1. Type in the e-mail addresses
2. Use the Pinpoint Addressing function to enter addresses.  On the address line, type the first few letters of the recipient's name, and Messenger will automatically find and complete the address.
3. You can drag and drop entries from the Address Book window into the list.
• Click OK

To Remove a Member From the List

• In the Component Bar, click the Address Book icon.  Or, open the Communicator Menu, and choose Address book.
• In the Address Book window, select and double-click on the mailing list you need to open.
• Select the e-mail entry you want to delete, double-click to highlight it, and click Remove.

1. In the Component Bar, click the Address Book icon.  Or, open the Communicator Menu, and choose Address book.
2. In the Directory window, select the Personal Address book you want to look in.
3. On the line "Show Names Containing:", type as much of the recipient's name or e-mail address that you know, and Messenger will find address book entries that match.  You don't have to hit Enter.  Results will be listed in the lower right window.
   
   NOTE:  The more characters you type, the easier it will be to find the matching address you are searching for.
4. Double-click the name to open the entry card for that person.  Click New Msg to compose a message to the person.

• Search for addresses in a selected address book.
• Address a message to addressees in the search results window.
• Perform a basic or advanced search for addresses.
• Display the address book card or property sheet for an addressee.

 

To search an address book:
• Select an address book or directory server listed in the Directory column.
• At "Show Names Containing", enter the name you're looking for. You do not need to press Enter.  Results will be listed in the lower right window.

 

  NOTE:  The more characters you type, the easier it will be to find the matching address you are searching for.

• Click Stop to end the search.
To address a message to names listed in the search results window:
• Select the name and then select To, Cc, or Bcc.
• Click OK when you have finished selecting names.
• The Message Composition window will appear with the selected names in the address field.
To display the address book card or property sheet for a selected name, click Properties.

You can save network connection time and costs by reading mail and newsgroup messages offline. Messenger lets you work as efficiently offline as you do online by keeping your messages and folders on your local drive in sync with those on the network.

NOTE: It is a good idea to save all work before going offline to prevent any loss of data.

Synchronizing Folders and Going Offline

1. From the File menu, choose Offline, then Synchronize. The Synchronize Offline Items dialog box will appear.

2. Click Select Items to select the categories you want to update                                               (synchronize). The Select Items for Download dialog box will appear.

3. In the Select Items for Download dialog box, you see will see only those newsgroups and folders you've already subscribed to.
• If you've chosen to download mail, all your mail folders will be selected automatically.
• To add or remove a newsgroup or directory to synchronize, select or deselect it by clicking it. To select multiple newsgroups or directories, hold down your Shift key while clicking.
4. When you're finished selecting items to synchronize, click OK to close the Select Items for Download dialog box and return to the Synchronize Offline Items dialog box.
•  To send any messages in your Unsent Messages folder, check the Send Unsent Messages checkbox.
•  To go offline immediately after this update, check the Work offline after synchronization checkbox.

5. When you're all set, click Synchronize. Messenger will make sure that the items you selected and those on the servers have the same contents.

6. If you chose the Work offline after synchronization option, you will go offline automatically. Otherwise, to go offline, from Communicator's menu bar select File, Offline, Work Offline.

Going Online From Offline

• To go back online, open the File menu and choose Offline, then Work Online from the Offline sub-menu. Or, click the Online/Offline connection icon in the lower, left-hand corner of the Netscape Messenger window.