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Eudora 2
Workshop Outline


Assumptions: This workshop has been designed for current Eudora e-mail software users who want to further develop their skills. It is not intended to be a basic introduction. For the basics please see: http://library.osu.edu/sites/staff/training/eudora1.html For more detailed information than that provided here consult the Eudora manual. Go through Windows Explorer or the "My Computer" icon on the desktop to: T:Eudora\Manual\manual.pdf.


Table of Contents
  1. First Steps
  2. Address Book (Nicknames)
  3. Signatures
  4. Stationery (Form Letters)
  5. Attachments
  6. Organization
  7. Filters
  8. Customize Your Toolbar
  9. Addendum 1 - Recipient Can't Read Attachment
  10. Addendum 2 - Common File Extensions
  11. Addendum 3 - See: Eudora Manual, page 114


mailbox and other tabs

  1. First Steps
    1. In preparation:
      1. Open Eudora
      2. Open the mailboxes window via Tools/Mailboxes
      3. Identify tabs for Mailboxes, Windows Explorer, Signatures, Stationery, Personalities at bottom of left window.
    2. Observe auto-completion function
      1. Open new message
      2. Type “lib” in the TO: field and note auto-completion options, with icons identifying sources
        1. E-mail addresses (envelope)
        2. Nicknames (book)
      3. These will not show up if the option has been turned off. Go to Tools/Options/Auto-completion to turn on or off, and set preferences


    address book icon

  2. Address Book (Nicknames)

    1. Setting up a new nickname
      1. Open address book, using toolbar button or Tools/Address Book
      2. Click on New
      3. Assign name. Before naming it, consider whether nickname is to be entered manually or put on recipient list (Message/New Message To).
        1. Name it for single recipient or multiple recipients
        2. Select address book, if more than one used
        3. Put on recipient list? Check in box if desired
        4. May choose to create a new address book at this point
      4. Type full email address at cursor prompt (e.g. joe@yahoo.com, liball@lists.acs.ohio-state.edu)
        1. If for a group simply type one on each line, no punctuation needed or type a string of names, separating each with a comma, no space
        2. If your Eudora settings (Tools/Options/Sending Mail) specify that osu.edu should be the domain added to any unqualified addresses you may skip that part of the e-mail address
      5. File/Save, or close address book and answer “Yes” when prompted to save
    2. Editing a nickname
      1. Open address book, using toolbar button or Tools/Address Book
      2. To replace text in e-mail address(es) simply highlight and edit as desired
      3. To add a nickname to, or delete it from the recipient list, right click on the nickname and select from the menu that appears
    3. Suppressing recipient names If using a group nickname, all names are visible to all recipients; to avoid this, use bcc without any address in the TO: field - comes through saying “Recipient list suppressed”


    signatures tab

  3. Signatures

    1. Creating a signature
      1. Open new signature dialog box
        1. First time: Tools/Signatures OR Signature tab, right click in signature window and select “New”
        2. Additional signatures: Tools/Signatures or Signature tab, then MUST right click in signature window and select “New”
      2. Name the signature (name of the sig file, not the actual text)
      3. Enter text: Guidelines
        1. Leave a couple of lines from the top
        2. Refrain from too much decoration (not everyone uses your font)
        3. Contact information desirable; remember extra quotes, etc. take up space in the message, and memory
        4. Add link to a form (like IT) or web site that you want to recommend. Eudora automatically turns URLs into links. If you want to create a link from other text:
          1. Highlight text
          2. Click on hyperlink button
          3. Enter URL in dialog box
      4. Creating a mailto: link from an e-mail address
        1. Via hyperlink button - makes only the text indicated a link
          1. Highlight text
          2. Click on hyperlink button
          3. Replace “http://” in dialog box with “mailto:” then
          4. Enter e-mail address in dialog box
          5. Click OK    OR
        2. Type “mailto:” in the actual text in front of your e-mail address, leaving no space
      5. File/Save or close and save at prompt
    2. Using a Signature
      1. Select choice of signatures when composing new message using pull-down menu to the right of the priority selection in the new message toolbar
      2. Set default signature in Tools/Options/Sending Mail

        *Note: Signature does not appear in outgoing message as it is composed (It will be visible in later versions of Eudora.)


    stationery tab

  4. Stationery (form letters)

    1. Creating a new stationery file
      1. Start with new message
      2. Enter subject, if desired, and text of message
      3. File/Save as Stationery
      4. Name, and press “Save” button
      5. Close message
      6. Delete from out box
    2. Using a stationery file
      1. Select stationery tab, double-click on name of file OR
      2. Message/New message with, then select name of file
    3. Selecting default stationery
      1. Set default stationery in Tools/Options/Sending Mail
      2. May override default when composing a new message by selecting Message/New message with
    4. Advantages
      1. Saves time with standard announcements or replies
      2. Some choose to use instead of a signature, so that they see how the closing section of the message actually looks
      >


attachment icon

  • Attachments

    1. Sending attachments, with new message open
      1. Use button on toolbar or Message/Attach file
      2. Select location (drive/directory/folder) after “Look in:”
      3. Mouse over document and note size
        1. Consider number of recipients
        2. Can recipient’s e-mail handle this size document?
        3. Does recipient have needed software? Consider converting to alternative file type (e.g. older version of Word, Wordperfect vs Word, etc.; See Addendum 1.)
      4. Click on “Open” or double-click on file name(document)
      5. If source of document is floppy or zip make sure source is inserted at the time the message is actually sent
    2. Sending attachments, no new message open
      1. Use button on toolbar or Message/Send file to open new message and attachment dialog box simultaneously
      2. Follow steps A.2-5 above
    3. Receiving attachments
      1. To open, click on icon at bottom of message.

        *Note: Always use caution in opening attachments. Do you know the sender? Was the attachment expected?
      2. If attachment won’t open -
        1. Error message comes up: “This file does not have a program associated with it for performing this action. Create an association in the Folder Options control panel.”
        2. Easiest solution is to open the software that you think is required for that file type, then open the file from within that application. Addendum 2 lists some of the more common file extensions. A more complete list may be found at: http://filext.com/ (Notepad is often an option for opening a “strange file” in order to see what it is.)
        3. If you are unable to open an attachment following the above guidelines contact your IT Liaison.

          *Note: Default location of attachment folder = [user name]Y:\Eudora\Attach
          To see where your attachments are going – Tools/Options/Attachments/Attachment Directory
      3. Attachment no longer available (red X through the shortcut in the message)
        1. may have been removed by the McAfee antivirus software
        2. may have been deleted by the recipient
        3. may have been re-located or re-named by the recipient
    4. Storing attachments – where and why
      1. Default location, in note above, can be changed (although using the default location or any other folder on the server ensures files will be backed up)
      2. Cleanup necessary to avoid running out of server space
        1. Auto cleanup Select this option in Tools/Options/Attachments/Delete attachments when emptying trash

          *Note: If you select this option and decide at some point that you wish to keep an attachment, but delete the message, you will need to save the attachment with a new new name or transfer it to another folder.
        2. Self cleanup If not set to automatically delete you will need to periodically check and manually delete files that are no longer needed


    mailbox and other tabs

  • Organization

    1. Mailboxes
      1. Compacting
        1. Mailboxes will automatically compact when closed. It is recommended that mailboxes are closed individually before Eudora is closed.
        2. To compact manually: Special/Compact mailboxes
      2. Creating additional mailboxes for storage
        1. Mailbox/New or right click on the word Eudora at the top of the mailbox list/select new, then name appropriately
      3. Transfer messages from In-box to other mailboxes
        1. One message at a time
          1. Highlight message in table of contents window or have message open
          2. Click on Transfer on menu bar OR right click on message, select name of mailbox from list
        2. More than one message
          1. Click on left mouse button over first message in table of contents and drag to select a group    OR
          2. Hold down “Ctrl” key while clicking on individual messages in table of contents
          3. Click on Transfer on menu bar OR right click, select name of mailbox from list

            *Note: These mouse functions are established in Tools/Options/When dragging in a mailbox:
      4. Use Find function to locate messages
        1. Edit/Find/Find text to find messages in an open mailbox
          1. Enter text of the “who” or “subject” fields or body of message
          2. Click on “Find Next” button
        2. Edit/Find/Find messages OR Magnifying glass icon on toolbar to be able to select mailboxes for search
          1. Select search criteria
          2. Use “More” button to add additional criteria
          3. Place checkmark next to mailboxes to be searched, or next to “Eudora” to select all mailboxes
          4. Click on “Search” button
          5. Double-click on desired message in the Search Results list
    2. Folders Folders are a way to organize mailboxes; not individual messages.
      1. Creating folders
        1. Mailbox/New or right click on the word Eudora in the mailbox list and select ”new”
        2. Name as desired
        3. Click on “Make folder”
      2. Moving mailboxes into folders
        1. Make sure mailbox list is displayed (Tools/Mailboxes)
        2. Drag mailbox over desired folder and drop
    3. Storage
      1. Personal server space
        1. Each user limited to 50mb personal server space (Y:) for Eudora and all other saved files
        2. To check server space, use “Disk Limit” icon on desktop
        3. For Eudora to function, free space must at least double the amount of memory held by all mailboxes that are opened simultaneously.
      2. Server backups
        1. Only data left on server is backed up
        2. Server backed up nightly, so new mail not backed up until left on overnight
      3. Non-server storage location options
        1. Hard drive(C:)
          1. OK for short-term storage
          2. use for a document to be edited and returned to sender
        2. Zip disk
          1. a larger disk, holding 100 or 250 mb
          2. must be used in its own special drive (most staff PCs should have zip 250 drives)
        3. CD-ROMs
          1. May request IT do this
          2. May not be edited
          3. Good for large files that are only to be viewed or archived
      4. Storing messages as text files May be saved as .txt files, readable via Notepad, Wordpad or Word (but not Eudora)
        1. With message open, go to File/Save as/Save In
        2. Name the file
        3. Specify location
        4. Click on “Save”
      5. Storing messages within mailboxes May store an entire mailbox elsewhere (in order to free personal server space), and later move back into Eudora.
        1. Open Windows Explorer, via Start/Programs/Windows Explorer (Best to go directly to Windows Explorer rather than use this function within Eudora.)
        2. Go to personal server space, to Eudora folder, and find mailbox name (may be within a folder)
        3. Copy BOTH the .mbx(mailbox) file and .toc(table of contents) file to the storage destination
        4. Verify both are in new location, THEN
        5. Delete the originals in the Eudora folder in your server space
        6. Follow same procedure to move both files back into Eudora later (as long as sufficient server space is available)


    filters icon

  • Filters
    Filters are user-defined rules for sorting mail that may be applied to incoming or outgoing mail.

    1. Creating filters
      1. Go to Tools/Filters
      2. Select "Incoming" or "Outgoing"
      3. Choose header
      4. Select qualifier (See Addendum 3: p. 114 of manual for explanations of qualifiers.)
      5. Enter the text as it appears in a received message. Be as specific as possible (especially if filtering to the trash mailbox!)
      6. May create a boolean search by selecting another header (using “and,” “or” or “unless”). “Ignore” is the default, and indicates there is no additional criterion.
      7. Select Action (up to 5 choices)
        1. Avoid actions that might cause problems, such as selecting “Open” for a filter that would have numerous matches
        2. To create or edit labels see: Tools/Options/Labels May select color here and/or enter choice of text
        3. May select “Skip rest” after action taken, so that a message that might be caught by more than one filter is acted on only by the first
    2. Shortcut method for creating filters
      1. Right-click on message in mailbox TOC and select "Make Filter" from drop-down menu OR
      2. Click on Special and select "Make Filter" from drop-down menu (with message open or highlighted in the mailbox table of contents)
      3. Limited options available (“from” or “subject” header fields, transfer or delete actions); get all the filter options(as seen on the filter screen) by clicking on Add Details button
    3. How filters work
      1. Each incoming message goes through all filters in the list, from top to bottom. Too many filters will slow down your e-mail download.
      2. Filters may be reordered, so as to prioritize the actions taken
        1. Open filters dialog box - Go to Tools/Filters
        2. Click on filter name with left mouse button, hold and drag until a horizontal bar appears in the desired location, then release mouse button


    customize toolbar option

  • Customize Your Toolbar
    If you use any of the features covered above frequently you may want to create shortcuts on your toolbar in order to access them more easily.

    1. Adding buttons to the toolbar
      1. Right click in the empty area to the right of the last button on your toolbar
      2. Choose Customize from the drop down menu that appears
      3. Note tabs on dialog box: General, Mailboxes, Plugins, Recipients, Stationery, Personalities
      4. Select the desired tab
      5. Choose category on the left
      6. Click on icon to see explanation below
      7. Click on desired icon with left mouse button, hold and drag to any location on toolbar
    2. Deleting icons from toolbar
      1. Open Customize dialog box
      2. Drag icon from toolbar down onto dialog box



    Addendum 1 – Recipient can’t read attachment

    Options for changing the file type for the recipient:

    If you change the format to the appropriate file type and the recipient still can’t read the attachment you might need to change the encoding method (e.g. change from MIME to Uuencode). Check with the individual to see which encoding method is required for their software. See illustration below:

    encoding choices



    Addendum 2 – Common File Extensions

    Source: CGSnetwork’s Common File Extensions. Retrieved 05/28/03 from http://www.csgnetwork.com/commonfileexts.html

    This table gives the common 3 character file extensions for current applications and uses. This can be used as an aid to setting up calling or associated programs with your operating system.


    ACE - ACE Archiver compression file.
    AIF - Audio Interchange File used with SGI and Macintosh applications.
    ANI - Animated cursors used in Microsoft Windows.
    API - Application Program Interface.
    ART - Clipart.
    ASC - ASCII text file.
    ASM - Assembler code.
    ASP - Microsoft Active Server Page.
    AVI - Audio/Video Interleaved used for Windows based movies.
    BAK - Backup Files.
    BAS - BASIC programming language sourcecode.
    BAT - MS-DOS batch file.
    BFC - Briefcase document used in Windows.
    BIN - Binary File.
    BIN - MacBinary-encoded files.
    BMP - Bitmap format.
    BUD - Backup Disk for Quicken by Intuit.
    BZ2 - Bzip2-compressed files.
    C - C source file.
    CAT - Security Catalog file.
    CBL - Cobol code.
    CBT - Computer Based Training.
    CDA - Compact Disc Audio Track.
    CDT - Corel Draw Template file.
    CFML - ColdFusion Markup Language.
    CGI - Common Gateway Interface. Web based programs and scripts.
    CHM - Compiled HTML Help files used by Windows.
    CLASS - Javascript Class file.
    CLP - Windows Clipboard file.
    CMD - Dos Command File.
    COM - Command File.
    CPL - Control panel item - The settings in Control Panels represent
    CPL files in the Windows\System folder.
    CPP - C++ programming language source code.
    CSS - Cascading Style Sheet. Creates a common style reference for a set of web pages.
    CSV - Comma Separated Values format.
    CMF - Corel Metafile.
    CUR - Cursor in Microsoft Windows.
    DAO - Registry Backup file for Windows registry.
    DAT - Data file.
    DD - Compressed Archive by Macintosh DiskDoubler.
    DEB - Debian packages.
    DEV - Device Driver.
    DIC - Dictionary file.
    DIR - Macromedia Director file.
    DLL - Dynamic Linked Library. Microsoft application file.
    DOC - Document format for Word Perfect and Microsoft Word.
    DOT - Microsoft Word Template.
    DRV - Device Driver.
    DS - TWAIN Data source file.
    DUN - Dial-up networking configuration file.
    DWG - Autocad drawing.
    DXF - Autocad drawing exchange format file.
    EMF - Enhanced Windows Metafile.
    EML - Microsoft Outlook e-mail file.
    EPS - Encapsulated PostScript supported by most graphics programs.
    EPS2 - Adobe PostScript Level II Encapsulated Postscript.
    EXE - DOS based executable file which is also known as a program.
    FFL - Microsoft Fast Find file.
    FFO - Microsoft Fast Find file.
    FLA - Macromedia Flash movie format.
    FNT - Font file.
    GIF - Graphics Interchange Format that supports animation. Created by CompuServe and used primarily for web use.
    GID - Windows global index. Contains the index information used by "Help" in Windows.
    GRP - Microsoft Program Manager Group.
    GZ - Unix compressed file.
    HEX - Macintosh binary hex(binhex) file.
    HLP - Standard help file.
    HT - HyperTerminal files.
    HQX - Macintosh binary hex(binhex) file.
    HTM - Hyper Text Markup. This markup language is used for web design.
    HTML - Hyper Text Markup Language. This markup language is used for web design.
    ICL - Icon Library File.
    ICM - Image Color Matching profile.
    ICO - Microsoft icon image.
    INF - Information file used in Windows.
    INI - Initialization file used in Windows.
    JAR - Java Archive. A compressed java file format.
    JPEG - Compression scheme supported by most graphics programs and used predominantly for web use.
    JPG - More common extension for JPEG described above.
    JS - JavaScript File - A text file containing JavaScript programming code.
    LAB - Microsoft Excel mailing labels.
    LGO - Windows 9x startup logo.
    LIT - eBooks in Microsoft Reader format.
    LNK - Windows 9x shortcut file.
    LOG - Application log file.
    LSP - Autocad(visual) lisp program.
    MAQ - Microsoft Access Query.
    MAR - Microsoft Access Report.
    MDB - Microsoft Access DataBase File.
    MDL - Rose model file. Opens with Visual Modeler or Rational Rose.
    MID - MIDI music file.
    MOD - Microsoft Windows 9.x kernel module.
    MOV - Quicktime movie.
    MP3 - MPEG Audio Layer 3.
    MPEG - Animation file format.
    MPP - Microsoft Project File.
    MSG - Microsoft Outlook message file.
    MSG - Fidonet messages.
    NCF - Netware command File.
    NLM - Netware loadable Module.
    O - Object file, used by linkers.
    OCX - ActiveX Control: A component of the Windows environment.
    OGG - Ogg Vorbis digitally encoded music file.
    OST - Microsoft Exchange/Outlook offline file.
    PAK - WAD file that contains information about levels, settings, maps, etc for Quake and Doom.
    PCL - Printer Control Language file. PCL is a Page Description Language developed by HP.
    PCT - Macintosh drawing format.
    PDF - Portable Document File by Adobe. Viewable in a web browser or with Adobe Acrobat.
    PDF - Printer Description File. Provides printer support for certain applications.
    PDR - Port driver for windows 95. It is actually a virtual device driver (vxd).
    PHP - Web page that contains a PHP script.
    PHTML - Web page that contains a PHP script.
    PIF - Program Information File
    PIF - Vector graphics GDF file(IBM Mainframe)
    PIF - Macintosh Compressed archive
    PL - Perl source code file.
    PM - Perl Module.
    PM3 - PageMaker 3.0 document.
    PM4 - PageMaker 4.0 document.
    PM5 - PageMaker 5.0 document.
    PM6 - PageMaker 6.0 document.
    PNG - Portable Network Graphic file.
    POL - System Policy file for Windows NT.
    POT - Microsoft PowerPoint design template.
    PPD - PostScript Printer description file used in Macintosh and Windows operating systems to provide printer specific features to a driver.
    PPS - Microsoft PowerPoint slide show.
    PPT - Microsoft PowerPoint presentation(default extension).
    PRN - A print file created as the result of "printing to file".
    PS - PostScript file.
    PSD - Native Adobe Photoshop format.
    PSP - Paint Shop Pro image.
    PST - Personal Folder File for Microsoft Outlook.
    PUB - Microsoft Publisher document.
    PWL - Windows Password list file.
    QIF - Quicken Import file.
    RAM - RealAudio Metafile.
    RAR - RAR compressed archive created by Eugene Roshall.
    RAW - Raw File Format.
    RDO - Raster Document Object. Proprietary file type used on Xerox
    Digipath Scan and Makeready workstations.
    REG - Registry file that contains registry settings.
    RM - RealAudio video file.
    RPM - RedHat Package Manager.
    RSC - Standard resource file.
    RTF - Rich Text Format.
    SCR - Screen Saver file.
    SEA - Self-extracting archive for Macintosh Stuffit files.
    SGML - Standard Generalized Markup Language.
    SH - Unix shell script.
    SHTML - HTML file that supports Server Side Includes(SSI).
    SIT - Compressed Macintosh Stuffit files.
    SMD - SEGA mega drive ROM file.
    SVG - Adobe scalable vector graphics file.
    SWF - Shockwave Flash file by Macromedia.
    SWP - DOS swap file.
    SYS - Windows system file used for hardware configuration or drivers.
    TAR - Unix Tape Archive.
    TGA - Targa bitmap.
    TIFF - Tagged Image File Format. Universal graphics format supported by most graphics applications.
    TMP - Windows temporary file.
    TTF - True Type font.
    TXT - Text Format.
    UDF - Uniqueness Definition File. Used for Windows unattended installations.
    UUE - UU-encoded file.
    VBX - Microsoft Visual basic extension.
    VM - Virtual Memory file.
    VXD - Windows 9x virtual device driver.
    WAV - Waveform sound file.
    WMF - Windows Metafile (graphics format).
    WRI - Write Document: This is equivalent to RTF, Rich Text Format, that enables saving text with formatting information.
    WSZ - Winamp Skin.
    XCF - The GIMP's native image format.
    XIF - Wang imaging file. Wang Image Viewer comes with Windows 95/2000.
    XIF - Xerox Image file (same as TIFF).
    XIF - Image file eXtended by ScanSoft is similar to TIFF and is a Pagis application format.
    XLS - Microsoft Excel Spreadsheet.
    XLT - Microsoft Excel Template.
    XML - Extensible markup language.
    XSL - XML style sheet.
    ZIP - Compressed Zip archive.



    Addendum 3 – Qualifiers for Eudora Filters

    See p. 114 of Eudora manual at: T:Eudora\Manual\manual.pdf.


    Training Advisory Council
    July 2003

    Last modified: 12/06/04

    Send comments or questions to Henry Griffy