yahMAIL Usage Guide

3 - Authenticated User Guide

3.1 - Folder Browse
3.2 - Message Read
3.3 - Message Create
3.4 - Address Lists
3.5 - Customising
3.6 - Considerations
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Access to the yahMAIL private interface is made using one of the following example URLs (this may vary on a per-site basis). The tilde ("~") indicates authenticated username access is sought.

  http://server.host.name/yahmail/~
  http://server.host.name/cgi-bin/yahmail/~
  http://server.host.name/htbin/yahmail/~

The user will be presented with a browser username/password dialog before access is granted. The username authenticated forms the basis of the VMS account granted access to (the two may not necessarily be the same name, but have been associated in the configuration). A username may be appended to the tilde but unless it corresponds with the authenticated name will be rejected and so is basically redundant.


3.1 - Folder Browse

Once authenticated yahMAIL returns a folder browse page. This lists the subject, sender and date/time of each message, ordered from most recent to least. Messages are listed a group at a time (ten by default). Any page of these may be requested via links to ranges of messages presented immediately above the message listing.

A graphic with explanatory callouts is available in the Folder Browse Guide.

For some messages a related item lists other messages that the facility considers may be a reply, or a replied-to, etc. (by similarities in the subject field). These are generated from the messages on current page only! To see related messages from the entire folder's contents it is necessary to use the item window selection list (Message Selection) to select all items. As this can produce a very large page it is also recommended to restrict the number of messages selected based on a pick of the subject field.

If the account has new messages the NEWMAIL folder initially will be presented, otherwise the MAIL folder. It is possible to specify an initial folder with the URL, just append the name separated by a delimiting slash as in the following examples. Folder names are case-sensitive and may contain characters not permitted in URLs.

  http://server.host.name/yahmail/~/MAIL/
  http://server.host.name/yahmail/~/internet/
  http://server.host.name/yahmail/~/Junk%20Mail/

It is possible to supply an alternate Mail file (or drawer in DECwindows Mail). The default file is MAIL.MAI, but another name may be introduced between the username and folder name (implying that a folder name must always be specified with an alternate mail file).

  http://server.host.name/yahmail/~/1998/FOLDER1/
  http://server.host.name/yahmail/~/1997/private/
  http://server.host.name/yahmail/~/ARCHIVE/MAIL/


Message Checkbox

Each message has a checkbox, allowing the selection one or more messages in the folder for actioning via the action buttons described below. A check all checkbox below the message list allows all message checkboxes to be checked or unchecked using that one checkbox.


Message Item Number

Each mail message has a four digit number associated with it. Selecting that number returns the individual message for reading (3.2 - Message Read). To open in an separate window most browsers allow a right-click on the link. Select Open in New Window from the menu.


Action Buttons

Associated with the list of messages is a collection of buttons and text entry fields. These allow a variety of common mail activites to be performed. Groups of these buttons may alternatively be located above or below the list of messages (3.5 - Customising).


Message Selection

Four text entry fields allow messages to be selectively listed based on whether the respective part of the message contains the string entered. When a pick string has been entered select the OPEN button to load a page based on that selection. Entered strings propagate from page to page so an interative refinement of the listing can be undertaken. These fields may be cleared using the adjacent clear button.

Below the pick entry fields are two selection lists. The first allows the specification of the size of the browse folder window (i.e. the number of items on each page). The other allows an automatic refresh of the NEWMAIL folder. Use the OPEN button to put either of these into effect.


Checking New Mail

A page accessing the NEWMAIL folder can be automatically refreshed at set intervals, specified in minutes using the selection list described above or at session startup (3.5 - Customising). The document title shows the check period in minutes, and the status bar how many minutes remain before the next check.

New mail is detected by checking the arrival time of the latest message against that of any message present when the check was first started. If a more recent message is detected two indications are provided.

The NEWMAIL banner will be removed once messages are moved or deleted from the page, or can be explicitly removed by restarting the new mail check with the OPEN button.


Hiding SPAM in NEWMAIL

A pox on the houses of all SPAMers. Make that two poxes.

The setup menu (3.5 - Customising) has an option for enabling a SPAM filter (or sorts). If you are lucky enough not to know what SPAM is as yet then you need read this section no further! The author has found that the grouping together of likely SPAM and non-SPAM messages as separate listings significantly reduces the irritation and time required when dealing with unsolicited bulk email.

When listing the NEWMAIL folder each message sender can be compared to a list of previously accepted addresses. Those that are recognised are listed, those that are not are listed separately using the button VIEW SPAM (if no messages meet the SPAM criteria then this button is enclosed by parentheses). When this button is selected the NEWMAIL folder is listed again but this time displaying those messages with addresses that are not recognised. When displaying in this mode a complementary button HIDE SPAM allows the previous view to be selected again. When moving though groups of messages in this mode the folder may appear empty if no likely SPAM is detected. Messages identified as SPAM can be read, moved to other folders, deleted, etc., like any other.

CAUTION

Care should be exercised when deleting messages displayed as SPAM because the filter only indicates that they originated from an unrecognised addresses and therefore it's also entirely possible to be a legitimate item from a new, previously unknown but legitimate correspondent.

Messages from approved senders are indicated to yahMAIL for future recognition by selecting the message ID checkbox (Message Checkbox) and hitting the NOT SPAM button adjacent to the NEWMAIL button. An address may be removed from this list by selecting the same checkbox and hitting IS SPAM when viewing the list of recognised NEWMAIL.

The list of recognised addresses may be manually edited by selecting the EDIT CONFIG button below the SHOW SETUP button though this generally should not be necessary.


Browse Page Persistance

Browse pages replace each other as new ranges or folders of messages are selected. That is, when a message is read or created the back button may be used to return to the original folder page. In a folder browse page back always leaves yahMAIL completely.

The interface attempts to keep track of when folder contents may be modified. This obviously occurs when message items are deleted or moved between folders but can also if messages are sent with copy-to-self options enabled, or just when a message destination ends up back at the sender. When returning to folders after such activities the page will be reloaded.


3.2 - Message Read

When the four digit number of a message item is selected a page containing the message header and body is returned.

A graphic with explanatory callouts is available in the Message Read Guide.

There are three sections to this page.

Web URLs in message text are presented as links. This allows direct access to these via the browser. Also strings that look like mail addresses (e.g. "first.last-name@mail.host.name") are also presented as mailto: links, allowing direct access to the browser's mail interface.

If the message had an RFC822 header and a content-type field with associated charset attribute, that character set is also specified in the response when reading the message. When replying or forwarding from such a message that character set is also used as a basis for the message creation page.


3.3 - Message Create

The message create page provides the capability to originate a VMS-based Mail system message send via the Web browser page. The message will be attributed to (appear to arrive from) the authenticated username, although it is possible to specify a reply-to address different to the sending address.

A graphic with explanatory callouts is available in the Create-Send Guide.

Header text entry fields allow the user's personal name to be added or modified, a reply-to address to be specified (if different from the sending address), destination and courtesy copy addresses and subject description to be entered. A checkbox allows a copy-to-self to be easily requested. Later versions of VMS Mail allow Internet-style mail addresses (e.g. name@mail.host.name) to be directly specified, others require a mail transport to be included (e.g. SMTP%"name@mail.host.name"). Alternatively yahMAIL may have been configured to automatically introduce a necessary transport. Check the local requirements if SMTP mail is desired. Multiple addresses may be specified by either separating them using commas or placing each on a separate line. Address lists may be used to source addresses when mailing (3.4 - Address Lists).

The message body is provided via a large text entry area, by default 72 characters wide (a common line length for email). Lines are automatically wrapped on preceding white-space at this length. This facility can be disabled before entering the message composition page. Most browsers provide text-entry capable of basic cut, copy and paste, including from other applications on the browser system.

As described above it is also possible to send a pre-edited message.

For reply and forward messages the subject field will already contain an appropriate entry and the body will contain the original message (quoted or not depending on the state of the approriate checkbox). These can be modified as desired. Note that quoted sections (lines beginning with a ">" character may appear wrapped in the text area, but will not be wrapped in the message before sending (thus preserving the layout of the original).

Signature file contents will be added to the bottom of the page if appropriate. It is a yahMAIL requirement that signature files be located in the same directory as the MAIL.MAI file and have only a name and extension set in the profile (no directory path).

Files may be uploaded from the browser system and MIME attached to the message when sent. If more than one file is to be attached this needs to be specified using the attachment(s) max. field before accessing the message creation page.

Select the SEND button to mail the message. A reset button returns all components to the content originally loaded. Caution, it can undo a lot of work!


3.4 - Address Lists

An address list is similar to a distribution list. It contains addresses, one per line, for use when mailing. In fact, VMS distribution lists may be made available as yahMAIL address lists! The actual usage is different however.

Address lists may be maintained on a per-user or a shared basis (where all yahMAIL private users have access to common lists). Shared lists are configured by the administrator. Private lists may be created, modified and deleted by user. Folder pages and message create pages contain a button to access address lists.

A separate page is used to provide the lists.

A graphic with explanatory callouts is available in the Address Lists Guide.

First a selection showing all available lists is presented. Any common lists are displayed in lower-case, private lists in upper-case. Selecting a list name then using the ACCESS button opens the list. If a new list is required enter the desired name in the supplied field instead. The list is then presented as a text entry area.

Modifications may be made to private lists and these saved using the UPDATE button.


Using Lists When Mailing

Address lists are provided for three purposes, to

The lists cannot be mailed to directly. The contents, complete or only selected parts, must be cut-and-paste from the list text into the appropriate "To:" or "CC:" field(s) when creating a message. This simple mechanism provides sufficient functionality coupled with significant versatility. Blank and comment lines (those beginning with an "!" or "#" character) are ignored even when pasted into address fields.

It is suggested a user's address book be named yahMAIL (this is a default name provided for a user who has not set up any lists). The content should provide the destination description as a comment line, then the address on a following line. This allows the address to be easily selected for cut-and-paste. For example:

  ! yahMAIL address list for Fred
  ! Mark Daniel
  Mark.Daniel@dsto.defence.gov.au
  ! info-WASD mailing list
  info-WASD@vsm.com.au

yahMAIL address lists are located in a user's mail directory (i.e. where MAIL.MAI is located). These lists are plain-text and may also be maintained by any suitable text editor, as well as used by other mail applications as distibution lists, etc.


3.5 - Customising

Some display and operating characteristics may be modified to better suit individual requirements. These may be saved as bookmarks to provide a simple initial configuration.

Use the private browse page setup. This is found towards the bottom of the browse page as a series of selection boxes. If this is not visible select the "SHOW setup" button (the complementary "HIDE setup" button may be used to close the setup fields).

A graphic with explanatory callouts is available in the Setup Guide.

The fields are described below.

Once a desired parameters have been set the folder OPEN button, or the "HIDE setup" button may be selected to enable the parameters. At this stage the configuration could be saved as a bookmark, or as an on-disk configuration file that can be loaded at started (i.e. with the initial access via "/cgi-bin/yahmail/~").


On-disk Setup File

This is only automatically loaded with a request of "/cgi-bin/yahmail/~". Once message ranges and buttons have been selected yahMAIL uses a dynamic setup environment maintained using request elements. Hence changes can be made to setup parameters that will continue only for the current yahMAIL session unless saved to disk using SAVE SETUP. This on-disk setup can be loaded back into the current yahMAIL session at any stage using the LOAD SETUP button.


3.6 - Considerations

Messages read from the NEWMAIL folder are not automatically moved to the MAIL folder as with command-line or DECwindows Mail. This is done quite deliberately. Many users keep messages organised across a number of folders, moving each to MAIL would result in the folder browse page being reloaded after reading, then often requiring another move after subsequently opening the MAIL folder. Instead, when finished reading new mail, select message checkboxes and explicitly MAIL, SENT, WASTEBASKET, or MOVE, to the required folder as desired.

The WASTEBASKET is not automatically emptied by yahMAIL at any stage and any content will remain indefinitely, until the EMPTY button is used. However, if the account has auto-purge enabled and uses command-line or DECwindows Mail at any stage the WASTEBASKET will be emptied when leaving that Mail. In most other respects it may be treated as any other folder.

When uploading pre-edited messages or attachments from a VMS system (via the filename-entry field or associated browse button) the files cannot be variable-length record format (at least with Netscape Navigator 3.n). Files must be stream, fixed or undefined record format. The general symptom is the request "hanging".

There are some issues concerning access security (supplying a username/password via a network), transaction overhead and concurrent usage. It is recommended to read 7 - Considerations.


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