'Mail Accounts' Tab

..:: Objectives

  • Remove unwanted emails from your POP3 mail server account(s) without downloading them to your computer based on a set of criteria of your choice.
  • Extract and save the senders' email addresses from emails matching specific keywords without downloading them to your computer.
  • View the Headers of your messages
  • View the Content of your messages

Here is a screenshot of the Mail Accounts Tab :

The first thing you have to do is to set up your POP3 account. To do this, click on the 'Manage Accounts' button.

You will get the following window (note that in this example, a few Accounts have already been entered) :

Enter your POP3 account name, password, server name and preferred timeout value.
The default Port for a POP3 connection is 110.

Then press the 'Add' button. Note that you can have several different account names and POP3 servers defined allowing you to access many email accounts easily.

If you have made an error or want to change something, click on the Account name record you want to modify, enter new values and click on the 'Update' button.

When you are done, do not forget to click on the 'Done' button to effectively save your changes.

Let's now get back to the Mail Accounts main window.

Select the POP3 Account from which you want to retrieve emails and then click on the 'Retrieve mails' button. The software will connect to your POP3 server to retrieve emails from your POP3 account (i.e. Mailbox).

Note that the emails will not be downloaded to your PC. They will remain on your POP3 server unless you decide to delete them.
You can also chose to retrieve your email headers only to get a quick overview of your emails, the nn first lines of the content in addition to the header, or even the full message.
This last option takes the most time and we don't recommend it if you don't have a fast internet connection.

Here is a sample screenshot after having clicked on the 'Retrieve mails' button and having selected the first 25 lines (default value) of the emails content :

You can then click on any message of the list. Its header and content will be displayed respectively in the 'Message header source' and 'Message content source' windows.
If you want to save the Message header or Content, click on the 'Save Header' or 'Save Content' buttons.

Let's go now use a very useful function : let's define a set of criteria to use for message selection.
Click on the 'Manage Criteria Set(s)' button. You will get the following window :

How does it work ?

You can add keywords by entering strings in the 'Keyword' box and clicking on the 'Add' button. You can also click on the 'Update' button to change or correct an existing keyword.

In the above screenshot, a list of keywords has already been defined within a Set.

Let's explain the role of each checkboxes that are next to each keyword.

To the left, there are two checkboxes.

  • The first one is only there to allow you to select keywords that can be Removed with the 'Remove' button. So basically, you use this checkbox to remove several keywords from the list in one operation.

  • The second one, , has a blue arrow in it when ticked off. It is the selection checkbox. That's the one that tells the software that this particular keyword is active, i.e. must be searched for.

To the right, there are five checkboxes.
  • The first one, , means that this particular keyword must be searched for in the message Header.
  • The second one, , means that this particular keyword must be searched for in the downloaded message Content (nn first lines or full content).
  • The third one, , means that this particular keyword must be searched for in the message Subject.
  • The fourth one, , means that this particular keyword must be searched for as a whole word, i.e. surrounded by space characters.
  • The fifth one, , means that this particular keyword must be searched for using a case sensitive approach, i.e. keyword is not the same as KeYworD.

Any combination of these checkboxes is possible. In the above example, the keyword 'leave' is active, must be searched for in the message Header, Content or Subject using a case sensitive and whole word approach.

Up to now, we have defined where we wanted to find the keywords and how. Let's go further and define a logic, or rule, to apply for message selection for this particular set.

This is self explanatory in the right part of the window.

You can set up AND / OR conditions between HEADER, CONTENT and SUBJECT.

Let's explain the condition defined in the above example : Header AND (Content OR Subject).

This rule says that each active keyword of the list, with the 'Header' checkbox ticked off, must be searched for in the headers of the retrieved messages AND that each active keyword of the list either with the 'Content' checkbox ticked off or with the 'Subject' checkbox ticked off, or both, must be searched for in the contents OR subjects of the retrieved messages.

All messages for which the above condition is true for that particular criteria set, will be selected when clicking on the 'Select based on criteria' button.

Note that you can define several sets of keywords. Each of these sets having a specific rule.

In the example below, three messages have matched the criteria set rule. Note that the keyword 'Stop' is the one that matched. It is automatically highlighted in the 'Message header source' and 'Message content source' windows.

Note that the match will occur for the keyword that is found the first when scanning one of the sources (header, content and subject). In other words, if the keywords 'leave' and 'stop' are present in the message header, only 'Stop' will be highlighted if it is found at line five and 'leave' at line six.

The 'Highlight' button is only active for messages having matched a select based on criteria.

Now, you can click on the 'Save selected email addresses' button and all selected Sender's email addresses will be saved in a file.

You can then easily remove these email addresses from your list.

 


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