396 CHAPTER 27 IN DEPTH: EVOLUTION Creating (Web hosting bandwidth)
396 CHAPTER 27 IN DEPTH: EVOLUTION Creating a Contact List Contact lists are simply lists of e-mail addresses. Once a list is created, you can right-click its entry in the contacts list, and then choose to send a message to the list or forward it to someone else as a vCard. The obvious use of contact lists is for sending group e-mail messages. Note A vCard is a virtual business card. Effectively, it s a small file that contains personal information. As well as personal data, vCards can contain pictures and audio clips. They re understood by practically all business-level e-mail programs, including Microsoft Outlook and Apple Mail. To create a contact list, click the small down arrow next to the New button in Contacts mode, and select the option from the list. Then simply click and drag contacts from the main program pane onto the bottom of the Contact List Editor pane. This will automatically add their names and e-mail addresses. Alternatively, you can type their e-mail addresses manually into the Members field, and then click the Add button, which can be useful if the individual isn t in your contact list. By checking the Hide Addresses When Sending Mail to This List option, you can ensure that the e-mail addresses are added to the BCC field of a new message, so people on the list don t see the others on the list. Calendars The Calendars mode of Evolution allows you to keep an appointments diary. Entries can be added in half-hour increments to the working day, and you can easily add events to days that are weeks, months, or even years in advance. Viewing a day s appointments is as simple as clicking its entry in the monthly view at the top right of the program window. Specifying Appointment Types You can make the following three types of diary entries: Appointments: These are events in your diary that apply to you only. You might have a meeting with an external supplier, for example, or might simply want to add a note to your diary to remind you of a particular fact. All Day Events: These are appointments that take the entire day. For example, a training day could be entered as an all day event. However, all day events don t block your diary, and you can still add individual appointments (after all, just because your day is taken up with an event, it doesn t mean you won t need to make individual appointments during the event). All day events appear as a blue bar at the top of the day s entry in your diary. Meetings: Meetings are like appointments but you also have the option of inviting others to attend. The invitations are sent as iCal attachments to e-mail, so users of Microsoft Outlook should be able to reply to them (provided Outlook is properly configured; see the program s documentation for details, and note that iCal is sometimes referred to as RFC 2446/2447). Once an individual receives a meeting invitation, he can click to accept or decline. Once Evolution receives this response, the individual s acceptance or declination will be automatically added to the diary entry.