The Mossberg Solution » Apple Mail

A Program That Makes Your Inbox Less Scary

Katherine Boehret — Wed, 09 Sep 2009 04:02:03 +0000

For many people, email is the main way they communicate with friends, co-workers and family members. It contains bills, class assignments, trip itineraries, photos and love notes. But as much as it gets used every day, the software that we utilize to read and sort our email isn’t as clever or time-saving as it could be.

This week I tested Postbox 1.0, a program designed to handle your email in a smart, helpful manner. Starting Wednesday, this program is available at www.Postbox-Inc.com. Postbox sorts through your email and detects its contents so you can see Web links, photos, contacts and other items themselves with one button click—whether Microsoft Word (MSFT) documents, PDFs or spreadsheets—without digging through messages. Since its inbox is constantly being indexed, all search queries return near-instant results.

Postbox uses an Inspector Pane on the right side of each email to extract and display elements like images, attachments and contact information.

Postbox’s founders come from Mozilla Corp., maker of the popular Firefox browser, so Postbox is based on Mozilla technology and its security standards. Email is indexed locally on your computer, so none of it is sent back across the Web to Postbox. It uses Content Tabs (tabs are another feature borrowed from Firefox) to help visually organize folders, messages and content extracted from those messages. It displays the most important elements of each message in a right-side panel. Received emails can even be edited so they aren’t sitting in your inbox with subject lines like, “Fw: Re: Re: Sept.” Instead, you can rewrite the subject to something like “Flight times.”

But this program isn’t free like Gmail, Hotmail or other Web-based email programs, nor does it come preloaded on a computer the way Apple Mail (AAPL) is on every Mac. Users can try Postbox for a free 30-day trial period after which each license costs $40, allowing one person to use their license on multiple computers (i.e. at work, at home, on a laptop). For another $20, a Family Pack option will give up to five family members use of Postbox. An additional $25 buys a Lifetime Upgrades plan that entitles you to receive free of charge any major version of Postbox that’s released; other nonmajor releases are free upgrades.

I used Postbox on a Mac and a Windows Vista computer, filling it up with thousands of emails from Gmail, Hotmail and .Mac accounts. It didn’t run properly on my company-issued computer, which is plugged into a network firewall. Postbox says it supports open protocols like IMPAP, POP and SMTP, and that it would work with Microsoft Exchange if Exchange were set to use those open protocols.

For all of Postbox’s terrific features, it can be hard to suddenly see your email in a different way since most of our email programs haven’t changed much in years. Outlook, for example, has plenty of hidden features that many people never learn how to use. Postbox seems to know how slow users are to adapt to change and so it reveals many of its features whenever it gets the chance.

For example, Postbox pops up an alert that shows you how to connect this email program to Facebook and Twitter so that you can post status updates or tweets without leaving your email. These connections also let Postbox try to pull one representative photo for each of your email contacts by matching a name in an email with someone’s Facebook or Twitter name—if you follow the person. It also uses photos assigned to contacts in the Mac OS X address book, which is used by Apple Mail.

Or take a feature in Postbox called Topics. This is a way of auto-organizing messages into different groups after you label them as being part of a certain topic, say “Mom’s Birthday.” All messages in an email conversation are grouped into “Mom’s Birthday,” as are any future responses to the same conversation. Postbox gives you three ways to label an email conversation as being part of a certain topic: from the toolbar, using a Topics button in the message header or by pressing “T” from within a message. You can also select a topic as you’re composing an email, pre-sorting that conversation into a designated topic.

Not everyone will like Topics because, however helpful the feature is, it makes the user do more work when he or she just want to get through a huge pile of unread emails. Labeling each email with a certain topic doesn’t take long, but it’s still an extra step. I would like Postbox to create automatic topics for sorting emails. For example, I recently sent and received at least 50 emails related to rescheduling tennis matches. Even though all the messages had the word “tennis” in them, not all of them were related to the same email, so they wouldn’t sort into the topic I created, “Tennis Make-Up.” Postbox says it has considered automatic options like these and may try to incorporate something similar in future versions of the product.

If my 30-day trial ran out tomorrow, I’d miss Postbox’s Inspector Bar the most. This feature works like a filter, instantly sucking out the most important parts in each email—including messages, attachments, images or links—and displaying them in a blue, right-side panel.

Another useful tool in Postbox is the Compose Sidebar. This also appears as a right-side panel but it shows up when someone is writing an email. This panel can display attachments, images, links or contacts found in all emails so you can simply drag and drop that item into your email as you’re composing it. This took me a while to get comfortable using because I’m so used to hunting through emails for things that I need to find. But once it became a habit, I found myself using the Compose Sidebar often.

If you have Postbox running in the background and you get an email, small notifications appear in the bottom left of your screen telling you which email account received the message and who sent it.

In the Content Tabs, which fill up with all attachments, images, links or contacts found in your indexed email, a feature called the Action Bar lets you save, send, or instantly glance at a document. This saves you from opening each email and its attachment, a process that sometimes requires opening a slow-to-open program to see the document. A slider in this Action Bar lets you adjust the size of images from small to large.

Postbox shines a unique light on email and the way we work with it every day. Not all of its features will come naturally for long-time users of the same email program. But for someone who wants a fast search option built into email, Postbox is a winner.

Edited by Walter S. Mossberg.

Email mossbergsolution@wsj.com

Mining Email for Contacts

Katherine Boehret — Wed, 15 Apr 2009 01:00:02 +0000

If you’re feeling guilty about how rarely you update your email contacts, you’re not alone. There are loads of people just like you who would rather not waste time cutting and pasting contact information from emails into digital address books. Instead, they search through email messages for the most up-to-date information, like phone numbers or addresses.

But it’s easy to delete or lose emails. Contacts in a digital address book are more permanent, and they synchronize with smartphones.

[ See post to watch video ]

This week I tested Gwabbit (Gwabbit.com), a tool that automatically hunts through your emails as you receive them, finding contact information that can be captured — “gwabbed” — and saved in your contacts. It starts on its own without prompting and uses pop-up notifications to tell you that a message has contact information you might want stored in your address book.

Gwabbit comes from Technicopia LLC and uses a pink Gwabbit Wabbit as its mascot, which adds a little whimsy to the dull task of saving contact information. Currently, it works only as a Microsoft Outlook plug-in, but Technicopia is working on a BlackBerry application that will come out at the end of May. Down the line, the company is planning products for the Mac and Web-based email services.

I started with the free version of Gwabbit, which lasts for 14 days or 20 Gwabbit uses, then upgraded to the paid version, which costs $20. Gwabbit’s accuracy — its ability to find the right information in an email and put it in the right field in an Outlook contact card — was usually reliable. The product works by looking for symbols, like “@” to designate email addresses or parentheses to indicate phone numbers, as well as where information appears in a signature.

In most cases, Gwabbit took only a few seconds to work, per contact. It wasn’t always perfect, but worked well enough to make me start saving a substantially larger number of Outlook contacts — and it updated my contacts that had old, outdated information.

Gwabbit installs with a few annoying features turned on. If you’re like me and you get a lot of emails from people you don’t know, Gwabbit’s notifications will pop up often, which could be irritating. If you turn the notifications off, you may not remember to use Gwabbit.

I found it irksome that Gwabbit installs its own promotion in every contact that it creates for you. If you used Gwabbit to make a contact card in Outlook, the notes field will be filled with an announcement that you used Gwabbit, including a Web link for the product — even in the paid version. Technicopia says that it will eliminate this in the next paid version of Gwabbit, which is due out in about three weeks.

Competitors to Gwabbit include the built-in contact grab tools in email clients like Microsoft Outlook (MSFT) and Apple Mail (AAPL). But these programs don’t automatically extract information from all email addresses the way Gwabbit does. Other third-party programs like Signature2Contacts don’t pop up automatically when an email contains information that you don’t have; instead, you must initiate extracting information.

When Gwabbit is downloaded and installed, it adds to Outlook its own toolbar, which can be hidden at will.

When Gwabbit’s auto-grab feature is turned on, a small bubble appears in Outlook when any highlighted email has contact information that isn’t saved in your address book — including people whose signatures have changed since the last time you saved them. The Gwabbit bubble takes a few seconds to appear, which Technicopia says allows enough time for you to read an email. But if you’re scrolling down a list of emails, this bubble will keep popping up for many different emails and can slightly slow down your ability to arrow down through the list.

When Gwabbit can’t find signature information in an email, it creates a bare-bones contact card for the person, and then gives you the option of highlighting the person’s signature block, from which to extract information for the contact card. In my experience, this problem occurred only a handful of times — usually when looking at a recent email in a string of messages back and forth, because Gwabbit couldn’t find someone’s signature buried within the correspondence.

If a Gwabbit notification pops up and you don’t want to save the contact information for the person who sent that email, you can hit an “Ignore this Contact” option in the notification. This sets Gwabbit so it never tries to save that person’s information again. If you want to save information but you’re in the middle of doing something else when the notification pops up, you can hit the “X” button in the notification bubble. This closes the notification but doesn’t ignore the contact in the future.

Gwabbit seems like a simple tool, but its ability to find contact information that you don’t already have — or that differs from what you already have — is a task that you aren’t likely doing regularly. So stop feeling guilty about your contacts and just gwab them.

Edited By Walter S. Mossberg

Email us at mossbergsolution@wsj.com. Find this and other columns and videos online free at the All Things Digital Web site: http://solution.allthingsd.com

Helping Your Data Decamp to a Mac

Katherine Boehret — Wed, 10 Dec 2008 01:52:02 +0000

With the holidays fast approaching, plenty of shoppers are heading toward their local Apple stores with plans to buy a new home computer. Amid all this excitement, it’s worth taking time to consider how to transfer content from the old Windows PC to a shiny new Mac.

Apple (AAPL) has promoted this PC-to-Mac switching concept heavily over recent years — particularly with its “I’m a Mac” commercials, which bluntly compare the Windows and Mac operating systems. Windows Vista has been a source of consternation all its own, and some people have opted for the Mac rather than risking problems with a Vista PC. Apple recently reported that about 50% of the people buying Macs in the Apple stores are new to the Mac.

[ See post to watch video ]

If you buy a new Mac from the Apple store, staffers there (”Geniuses,” as they call themselves) will transfer your files over to the new machine free. This process takes place in the store, though Apple says it generally isn’t a “while you wait” task. If you buy a Mac elsewhere, such as online or at Best Buy (BBY), Apple stores charge $50 for this transfer.

But some people aren’t comfortable with the idea of handing a computer filled with their personal files over to a stranger. If this is the case for you, some other viable options include copying your old PC’s data onto a portable hard drive or onto discs that are compatible with the new computer. If several home computers are networked, files can be transferred onto a drive accessible by all the machines.

This week, I tried yet another method, copying data from a Windows machine over to a new MacBook using a special transfer cable from Belkin International Inc. The aptly named Switch-to-Mac Cable plugs into USB ports on two computers. It came out a month ago and is available for $50 at places like Best Buy and Apple stores. Like other transferring methods, it moves only files and not programs or applications, such as Microsoft Word (MSFT). (Windows applications can run on a Mac using programs like Boot Camp, Fusion or Parallels.)

The Switch-to-Mac Cable makes it easier to transfer data from a Windows PC to a Mac.

I tested the Belkin Switch-to-Mac Cable by transferring data to a new Apple MacBook from my two-year-old Lenovo ThinkPad X60, which runs Vista. (Most people will transfer from an older PC that doesn’t run Vista.)

After installing the software included and connecting the transfer cable to both the Mac and Windows PC, short, on-screen prompts walked me through the steps for copying data from one computer to the other. On one instructional screen, I checked boxes to indicate what I wanted to transfer, including documents, pictures, music, videos, Internet Explorer bookmarks, desktop wallpaper and desktop files. Here, I could also opt to transfer a custom folder as well as personal information from Outlook like email, contacts and calendar.

I liked Belkin’s simple approach, including unintimidating software and a straightforward cable with a glowing, white indicator. But the files didn’t all properly transfer from my Windows laptop to my Mac. Most notably, the software prompted me to move files on my desktop, but the cable moved only five of the 23 selected files stored there.

Also, I use Mozilla’s Firefox as my default browser, but Belkin doesn’t move Firefox bookmarks to the Mac. Still, my Internet Explorer bookmarks moved over into Safari, Apple’s browser. Belkin explained that it left out Firefox transfers, instead focusing on programs like Safari that come installed on Macs. Even without a cable, Firefox itself will export bookmarks to be moved to the Mac in just a few simple steps.

I had no problems transferring everything else, and things like photos and music moved to the Mac appeared there in logical places. For example, photos stored in the “My Pictures” folder on my Windows PC automatically moved over to iPhoto on the Mac and retained their original folder labels in iPhoto.

In most cases, newly transferred files were clearly labeled on the Mac in folders marked “Windows PC.” After my initial transfer, I used the cable for additional transfers, and the data moved in those follow-ups were labeled “Windows PC-2″ and so on. When my email, contacts and calendar transferred from my Windows Live Mail desktop client, I wasn’t sure where this data had moved within Apple Mail because I didn’t see a “Windows PC” folder. A Belkin representative explained that files transferred to Apple Mail are stored in an “Import” folder.

If your transfer doesn’t work perfectly the first time, try moving stray files into a folder that transferred successfully in a previous attempt. I did this with some of my desktop files when they didn’t move over and it worked, albeit with an extra step.

Over the phone, I walked through numerous troubleshooting scenarios with Belkin to figure out why my desktop files didn’t transfer over to the new Mac, but nothing helped. Belkin said it hadn’t seen my desktop transfer problem in its tests.

I was frustrated to find that Belkin doesn’t offer much in the way of detailed instructions for users, such as a FAQs Web site or troubleshooting steps for common hiccups. Its simplicity is an asset, but when performing an important task like transferring data, I’d rather have the option of knowing more than less. Belkin says it plans to add more help for users in the future.

As its name indicates, the Belkin Switch-to-Mac Cable isn’t designed to transfer data from one Mac to another, nor from one Windows PC to another. Nor will it transfer data from a Mac to a Windows PC. Additionally, all hidden directories and system directories are ignored, as are all files with the following extensions: .exe, .com, .dll, .scr, .ini, .db, .lnk.

Not tested was a competing product from Detto Technologies, the $50 Move2Mac, which comes in two versions: One enables transfers from older PCs without USB ports, the other enables transfers from PCs with USB ports that are running Windows 98, Millennium, 2000 or XP — but not Vista, which the Belkin enables.

If you’re moving away from a Windows PC, Belkin’s Switch-to-Mac Cable is one tool that can make this transition easier.

Edited by Walter S. Mossberg

Write to Katherine Boehret at mossbergsolution@wsj.com

Finally, a Worthy Heir to Outlook Express

Katherine Boehret — Wed, 06 Jun 2007 00:01:00 +0000

(See Corrections & Amplifications item below.)

If you didn’t know any better, you might think Microsoft Corp. was trying to confuse you into using the wrong email program — or wanted to scare you away from email altogether. Throughout roughly the past year, the company has introduced two would-be successors to its well-liked Outlook Express email program. One attempt, now discontinued, featured annoying advertisements that couldn’t be hidden; the other comes loaded on PCs with the new Windows Vista operating system but amazingly doesn’t work with Microsoft’s own Hotmail.

Now, Microsoft is hoping to clear up the confusion and simplify lives with a third release to replace Outlook Express: Windows Live Mail. And judging by an early version of the program, the third time could be the charm.

Microsoft’s Windows Live Mail, a free download, enables photo embedding, resizing and touch-ups in the email.

Outlook Express, or OE as it’s called, garnered popularity as a slimmed down, consumer-friendly version of its big brother Outlook, which many people are already familiar with thanks to its widespread use in the workplace. Outlook Express was a straightforward program that let users set up email accounts in a few short steps without help from an IT department.

But in 2004, seven years after its debut, Microsoft stopped investing in OE, causing it to lag behind new email programs with more advanced features. Even so, its simplicity was so attractive that three years ago when Microsoft started charging $20 monthly for new users to check Hotmail emails using OE, people paid.

Now comes Windows Live Mail. The program can be downloaded free at http://get.live.com/betas, and while it’s still in its testing phase and has kinks, it’s already rather good. It includes new bells and whistles like photo-embedding tools, syndicated feeds and integration with instant messaging. But if none of these extras interest you, you’ll be glad to find that Windows Live Mail still offers the same familiarity as OE in all its uncomplicated glory.

It has a few glaring bugs. Its email sound indicator doesn’t notify you of newly received emails. It lost its connection a few too many times when attempting to retrieve email — especially when I first installed it. And when I tried to email a Word attachment using Windows Live Mail, it failed, but this only happened when I used Windows Vista. Unless Microsoft fixes these bugs, which could take until the fall, all of its good intentions might be for naught. But the pluses of Windows Live Mail make me think it could be a worthy successor to OE.

On a separate but confusing note, Microsoft’s Web version of Hotmail was just overhauled, giving it more Web 2.0 functionality such as the ability to drag and drop messages from one folder to another without changing screens. It now incorporates a reading pane for each email like that found in Outlook or Windows Live Mail. Windows Live Hotmail, as it’s now called, is separate from Windows Live Mail.

Windows Live Mail offers new features like integration with instant messaging, but still resembles its predecessor, Outlook Express.

Windows Live Mail works on computers running Windows XP SP2 or Windows Vista. I tried both, and noted a few slight differences, most of which are aesthetic.

Before Windows Live Mail, I was up a creek when I wanted to set up my long-standing Hotmail account on Vista. My Vista laptop came with a separate but similarly named program called Windows Mail, which didn’t work with Hotmail. I had to set up the Hotmail account on my laptop’s full version of Outlook, which was more exasperating and far too slow. Outlook is designed primarily for Microsoft Exchange email — corporate email set up by companies — and can be slow and clumsy with Web-based or other consumer email accounts.

When I downloaded and installed Windows Live Mail on my Vista and XP machines, setting up email accounts (including Hotmail) took just about 10 seconds each. There’s no limit on the number of email addresses that you can add to Windows Live Mail, as was also the case with Outlook Express. But it took a bit longer for my various Hotmail folders to get set up. Windows Live Mail supports full two-way synchronization, a plus that guarantees any changes made on one computer will be reflected on others through your account.

A feature within Windows Live Mail called Active Search automatically reads emails that are visible in your preview pane and extracts keywords from those messages for advertisements that appear in a column on the far right side. But Active Search can be closed with one click, never to be seen again.

I was excited to use the new photo-embedding tools in this program, though this isn’t a new idea; Apple Mail, Apple Inc.’s equivalent to Outlook Express, already offers photo sizing and slide shows within emails. While composing an email using Windows Live Mail I selected “Add Photos,” choosing pics of a friend’s wedding from various folders on my PC. These shots appeared in my email with designated space below each for titles. Without leaving the email body, you can choose one of three frames to place around each shot, or you can change the picture itself by automatically enhancing it or by changing a color shot to black and white.

Windows Live Mail lets you choose photo sizes within the email to avoid unknowingly sending gigantic emails. Two categories help, labeled “Size in Email” (small, medium or large thumbnails) and “File Size” (small, medium and large; large offers up to five megabytes per photo). If you’re sending these embedded pics with a Microsoft Live ID, a link to a slide show of the photos is sent with your shots and recipients can copy hi-res versions of each image for up to 30 days.

I missed hearing a sound notification whenever new emails arrived. Microsoft says it will fix this and other bugs by the fall, at the latest, which is a long time to wait.

Another thing that bothered me was that each contact name has an icon beside it showing a generic photo, which you’d assume could be replaced with an actual photo of the person. But instead, that icon will only show an image if that person is on your Live Messenger buddy list (Microsoft’s integrated instant-messaging program) and if he or she chooses to show a photo. This seems like a real waste of space for the majority of your contacts who won’t be Live Messenger users.

Junk-mail settings can be adjusted to “Low,” “High” or “Safe List Only,” meaning that only those emails on a list that you create can be received.

As I kept my Windows Live Mail account open, it didn’t seem to be checking email as rapidly as my old Outlook Express program did; this was the case on my XP desktop and on my Vista laptop. The program seemed to have trouble establishing an Internet connection through Windows Live Mail on both PCs more than a few times, though I was simultaneously using a Web browser. This occurred less the more I used Windows Live Mail, but it was irksome at first.

Other interesting features of this new email client include RSS feeds that are specifically organized in your account like emails; I set up five to start and kept a steady stream of news coming in. You can also be notified when of one of your contacts signs on to Live Messenger, letting you link directly into an instant-messaging conversation rather than an email for faster communication. Also, content from emails can be uploaded to your Microsoft Spaces site in a single click.

As usual, contacts from other programs like Outlook and certain file types can be imported into your Windows Live Mail contact list; compatibility will be expanded when the final version of Windows Live Mail is released later this year.

For now, though this email program is still in beta and has its wrinkles, you’ll find it to be a helpful and straightforward program to use, just like its predecessor, Outlook Express.

Edited by Walter S. Mossberg

Email me at MossbergSolution@wsj.com

Corrections & Amplifications:

Microsoft Corp. charges $20 annually for new users to check Hotmail emails using Outlook Express. Due to inaccurate information from Microsoft, this article states that this was a monthly charge.