Evolution - Der Einstieg
Ximian Evolution, the free alternative to Outlook, combines eMail-client, calendar, contact- and task management in one application. Evolution attends with eMail functions like the so called threaded mail view, support for plaintext- and HTML-mails, automatical message indexing and so calld vFolders which give a context-based view on mails. In alliance with Ximian Connector Ximian Evolution gains the additional functions of a MS Exchange 2000/2003-client. This introducing article shows, what Evolution has going for it.
Evolution on a Fedora-Desktop. Using the start-menu the communication central can be started easily.
On linux users are used to have a software for every specific task. Applications for more than one task are exceptions. One of these exceptions is Evolution. As for only few other applications the preferences of integrating eMail- and calendar funtionality, contact and task management show up here. In practice it proves downright helpful if eMail adresses complete themselves from contact entries or if a appointment received via mail is automatically recorded in the calendar when accepting it.
The configuration-tool guides the user through the configuration.
The advantage: The user does not have to juggle with different applications and the sources of errors are minimized. Evolution - opposite to his windows archetype Outlook - does not open a new window for every module but shows all of them in one main window. Another pro: The user keeps the overview and can gain survey on one view.
Additionally to todays tasks and appointments Evolution shows a review on new eMails.
Evolution supports POP3 as well as IMAP and can handle MBox- and Maildir-mailboxes. Also SSL for secured IMAP/POP transmission and SSL for secured authentification are supported.
Not less important for users changing to Evolution: existing mailfolders, calendar- and contactlists can be imported. Evoultion can import Outlook-Files (.pst) as well as LDAP-files (.ldif), iCal- and vCard-files. And: Evolution is much less vulnerable to outside attacs than his windows-paragons.
1.1 Practical experience
Lets have a look how Evolution works. At the beginning there is installing und configuring Evolution. For experienced linux-users this should be no problem usually. There should be no problem because Evolution nowedays is part of linux distributions and therefore easy to install and remove using the specific packet manager.
At the first start Evolution opens the configuration assistant which asks about the needed data like server and login details. After that the program can be used in complete. The GUI presents itself in the typically Outlook-design: on the left the different functions and task areas, on the right the corresponding options, dialogues etc. The so called abstract presents the weather (if an internet connection to the weather service could be established), the mail excerpt, appointments and tasks.
Using the icon bar and the 'new' icon the most important actions can be carried out
The most important actions like receiving and creating eMails or adding appointments etc. can be run using the icon bar.
1.2 Sending eMails using Evolution
The most important job for Evolution is receiving and sending eMail. The configuration assistant already asked for all needed data like server adresses and login details. Thus Evolution is in principle ready for use - that is if you're fetching resp. sending your mail via POP3 or IMAP. To work with MS Exchange you need the Ximian Connector for Microsoft Exchange. But more on that later.
With "normal" mail accounts there are no further settings needed. You can start right now fetching your mails using the send/get button.
For creating a new message from the eMail-overview click "New -> E-Mail message". A dialog "create message" will pop up. Using this mail-client like dialog you can create your message, format the text and access the adress book. Even attaching files is easy. Messages can, as known from similar programs, be stored in a draft folder.
message editor
Another feature is Evolution supporting the IMAP-offline-mode.
Using this mode changes on the server are reproduced on the client.
Changes made on the client side are reproduced on the server the next time an internet connection is available.
To use this function select "File -> work offline".
Activating offline-mode.
Evolution also supports HTML-mails.
By default Evolution does not send HTML mails.
To convert the current text format to HTML choose "Format > HTML" in the message editor.
In the program options you can set HTML to the default format.
The interesting in HTML mails is the number of possibilities for formating.
You can design your message e.g. like a newspaper article or an advertisement.
Even embedding images and links work trouble-free.
Also encryption functions are available in the message dialog.
Evolution supports signing and encrypting with PGP.
If messages shall be signed by satndard this option can be set in the program preferences.
To use the encryption functions you have to create a key first.
This can be done using gpg which is part of most linux distributions.
Another IMAP-specific function are folder subscriptions available via "Tools > subscribe folder".
folder subscriptions.
Evolution provides different functions for mail management.
Especially import-, sorting- and control functions are to be mentioned.
The import functions are implemented for users changing from other software especially.
Evulution is able to import common mails and settings.
In particular those formats can be imported
- vCard
- iCalender
- Outlook Express 4
- LDAP Data Interchange Format (LDIF)
- MBox-Format.
Because all available mail clients are capable of the mbox format there should be no problem in exchanging mails. For importing Evolution provides an import assistant via "File > Import".
Evolution import assistant.
Handling this assistant is trouble-free.
Data and settings from older software are imported by default.
The rest is done by the assistant.
Important for the mail management is also the possibility to create new folders. Using the "New" button you can create not only new mail messages or contacts but also new folder. Which kind of folder that is you can set in the appropriate dialog. You can choose between task, eMail, claendar and contact folder.
To have a look at the folder structure activate the option from the view menu.
An individually created folder structure can be used for sorting incoming mails.
Using the mailfilter you can automatize this procedure.
Filter rules can be set choosing "Tools > Filter" or "Tools > Create Filter from message" from the menu.
Create new folder in Inbox.
Executing "Tools > Filter" will show an overview on existing filters. Using the "add" button you can add own rules. First you enter a description text for this rule. Ater that you can define actions for specific criteria. If you have defined rules you can control their sequence in the overview.
This function is very useful for e.g. filtering spam-mails. But beware: Wrong usage of this function can have awkward consequences when moving important mails to the trash folder e.g.
flexible control functions.
1.3 Working with contacts
The second important section is the administration of contacts. Evolution provides a powerful contact management.
Create a new contact.
The contact summary presents a cardbox-like layout providing a tab for every character. Depending on the distribution you use you can find one or another entry.
Evolution allows creation of contacts or contact lists. In contact lists several contacts are merged. To create a new entry or list choose "New > Contact" or "New > Contact list" or right-click the summary and choose "New contact" or "New contact list".
After executing one of those commands the above shown contact editor shows up. This dialog provides three tabs for contact-specific information: Common, details and cooperation. In the "common" register you enter common contact information like name, adress and eMail adress. The "details" tab provides fields for personal data and notes. The "cooperation" tab is for public calendar adresses, contact over inter- and intranet etc. You can also forward or contact contacts right from the edit window.
In the contact list editor you can edit whole contact lists. Here you can enter the single members of the list.
Contact list editor on duty
1.4 Mastering dates
The third important task of Evolution is date management. This could be for one single user as well as in interaction with other users. Usually the calendar is starting point for time scheduling. Here you find an overview on all tasks for a day, a week or a month.
If choosing "New" in the calendar view will open a dialog. This dialog has some tabs for entering specific details like a summary, location, date and time, notes and priority.
A new appointment is created.
In the "reminder" tab you can configure the caleder to remind you of this date. Also repeating appointments can be configured. To do so change to the specific tab.
If clicking on "meeting" two more tabs appear: planing and meeting.
The meeting tab opens automatically where beneath the organzier additional members can be added (the adress book can be accessed here).
When clicking "invite others" digital invitations are sent to all members.
details for apointments
On the planning tab a list of participants and a calendar overview are available. Here you can see if other people are available, out of office or else on duty for the planned time.
In the lower part of the window you can move the time of the meeting manually or automatically. Via the "Auto choose" menue you can automatically choose a date where all people and ressources, all persons and on ressource, needed persons and needed ressources or needed persons and one ressource ia available. Nothing easier that that - as long as the other peoples calendar are available on an internal calendar server.
1.5 Maintain tasks
Also task management is part of Evolutions agenda. These functins are really canny. Selecting "New > Task" creates a new entry. In the dialog you can enter a summary, a description, date and priority.
Creating a task
On the "details" tab progress-specific information ca be entered. This means e.g. if a task is started, which priority it has an till when it has to be finished. Additionally it can be published on a server.
After creating a task it can be saved choosing "Save". Now this task will show up in the list of tasks. There you can sort tasks, assign them to other users, and so on.
1.6 Synchronisation with Palm Pilot
Another feature is the synchronisaion module "Gnome Pilot" which is available via the tools menu. This module enables Evolution to synchronize with a Palm Pilot.
This tool provides an easy to use assistant that helps you determining the needed parameters ( name, port, speed and type) of the used docking station. After that both systems can be synchronized pressing the Hot-Sync-Button.
The pilot assistant for data synchronization
1.7 customize Evolution
By changing the program settings Evolution can be customized to your needs. The configuration dialog divides into seven categories reaching from mail-settings over editor- and folder specific options to the User interface configuration.
Settings-dialog Evolution.
In the mail account categorie you can create unlimited mail accounts to be polled by the client.
Here you can also define if HTML mails are sent and which properties they may have.
Another feature hides behind the directory-server function. This function hides the LDAP-configuration assistant to connect to a LDAP server. With four self-explanatory steps the work of this assistant is done.
1.8 Exchange Connector
A highlight of Evolution is the MS Exchange Connector. This interface empowers Evolution clients to access Exchange 2000/2003 servers. There is one hitch: This interface isn't free.
Configuring an Exchange-Account.
Using this connector you can access public folders and delegate tasks.
The most important tasks are accessing mails, adress book, task list and calendar-function.
Also sending mails to other Exchange-users via Exchange using Exchange-own protocols is possible.
The Connector itself provides a user friendly interface which eases up the account management.
This article is equivalent to the first chapter of a 9 part series of texts about Evolution. The following chapters can be found at (all in german):
1. Introduction
2. Evolution in Betrieb nehmen
3. E-Mails mit Evolution
4. E-Mail professionell
5. Kontake verwalten
6. Termine und Aufgaben verwalten
7. Ximian Connector for Exchange
8. Synchronisation mit dem PalmPilot
9. Evolution anpassen
Anhang A Referenz
Anhang B POP3, IMAP4, SMTP, vCard, iCalender & Co.
We thank Holger Reibold for his permission to publish his text here.
All rights reserved by the author.
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