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Email Program Settings
Posted on Tuesday 10 September @ 08:21:12
List Rules<br>and EtiquetteIn order for mail to be read by all members of our list, everyones mail program should be set to send Plain Text only. Anything other than plain text is unreadable to many email programs, makes the digests hard to read, and for members who use text to speech programs as people who are visually impaired use makes it impossible for them to read the mail. Here are the settings for most email programs to insure you are sending mail to the list as plain text. If you have information on a email program which we don't include here, please let me know.






What is wrong with sending HTML and MIME messages?

There are a three main reasons for NOT doing this:



  1. Many Email and Usenet News reader programs, usually the mail and news
    reader programs that come with browser packages, allow users to include binary
    attachments or formatted text within their Email messages. They even allow HTML
    that is normally used in web pages. This makes URLs into clickable links and it
    means that graphics can also be included in Email messages. While this makes
    your Email pretty and interesting to look at, it can cause many problems for
    other people who receive your Email because they may use different Email
    programs, different computer systems, and different word processing programs,
    whose files are often not fully compatible with each other. Any of these can
    cause trouble with attachments. Most of the time all they see is the actual
    HTML code behind the message. In some cases, the message is nothing but garbled
    text.

    However, when you send an attached word processor file, it will appear
    on the other end as the exact same type of file. The recipient must have
    hardware and software that can read that file. For example, if you attach an MS
    Word file, and the recipient of your message is using a word processor that
    can't open MS Word files, that person isn't going to be able to open your
    attachment.



  2. HTML or MIME messages are larger and more wasteful than simple text
    messages. Using HTML or MIME in Email messages makes the messages larger in
    size by some two thirds. These will take longer to download and they take up
    more storage space than standard Email messages. Email storage is important
    because many people retain copies of messages they receive and in the case of
    mailing list digests, the individual messages are combined in one large message
    and sent to the user at the end of the day. In addition, the mailings lists
    archive the messages for periods of up to 6 months to enable users to search
    for particular postings at a later time.

  3. HTML or MIME messages leave or include unwanted files (attachments) on the
    machines of the recipients of these messages.


Plain text is how your messages should be formatted when sending Email to
mailing lists and Usenet newsgroups or to any other recipient. Though this rule
is not yet cast in "Netiquette" stone, it is a good policy to follow
if you want quick and informative responses to your questions and wish to avoid
being "flamed" as a clueless newbie.


HTML is meant for the WWW; not for mailing lists, Usenet newsgroups
postings, proper business Email correspondence and preferably not for personal
Email unless the recipient is expecting it.


MIME encoded mail is used to send attachments that consist of pictures,
sound files, spreadsheets, word-processing documents, zip files, or other
binary files to recipients that have use the same operating system, the same
word processing program and a common Email program such as Eudora, Pegasus,
Netscape, or Outlook.


These types of files are not wanted on mailing lists, Usenet newsgroups
postings, business Email correspondence, and preferably not for personal Email
unless the recipient is expecting it.




Turning Off HTML or MIME

There are now a variety of HTML/MIME programs, including but not limited to:







    • For creators of MIME messages, here are some suggestions

      • Know how your attachments are going to be sent. Bear in mind that what's
        reasonable for another recipient isn't necessarily reasonable for the rest of
        the world. For example, sending a Microsoft Word document as an attachment
        might not work out as well as you think it should.

        If options are available
        for turning off attachments, do so, except perhaps for specific correspondents
        known to have the ability to view the attachments. This is particularly
        relevant to users of mail systems in Microsoft operating environments.


        Microsoft TNEF data (WINMAIL.DAT attachments), for example, which was very
        common during 1996 and 1997, is not something that most Internet correspondents
        can presently handle. In addition to attachments, TNEF data may include links
        to OLE objects, fonts, colors, and other information that doesn't have the same
        form or meaning outside a Microsoft operating environment.



      • Be somewhat conservative about Content-Types when sending to mailing lists
        or other public forums, or consider using multipart/alternative.

      • Watch character set selections and content transfer encodings. For example,
        some commonly used character sets computers use 8 bits, not the standard 7
        bits.




      Agent/Free Agent

      Agent currently does MIME quoted printable. Free Agent does not.


      The MIME quoted printable option can be configured separately for each
      language you have configured in Agent.



      • Select Options

      • Select General Preferences

      • Select Languages

      • Under Usenet Text and Email Text, make sure MIME is off.




      AOL 5.0 and earlier

      AOL automatically converts all attachments to MIME when you click on the
      "Attach" button. So don't use this button.




      AOL 6.0

      AOL now supports Multipart/Alternative formatted messages which means that a
      single message sent from a user now contains a plain-text version and a
      formatted version. Users who use email programs that do NOT support HTML will
      be able to read the plain-text version of the message without any of the
      cryptic HTML codes.


      Likewise, if the email client supports the HTML format, then the user will
      read that version.


      The headers will show the Content-Type line similar to:


              Mime-Version: 1.0
      
              Content-Type: multipart/alternative; boundary=blah...blah...
              Content-Disposition: Inline
              X-Mailer: 6.0 sub 171

      AOL recommends this method to send plain text:



      • Make sure your font is set to Arial (which should be the default).

      • Type your message (in Arial) and then highlight it. Then, right mouse
        click, select text, then select normal.

      • Send your plain text message.


      The headers may show the Content-Type line similar to:


              Mime-Version: 1.0
      
              Content-Type: text/plain; charset="US-ASCII"
              Content-Transfer-Encoding: 7bit
              X-Mailer: 6.0 sub 336

      The "Customer Care" folks at AOL also offer the following
      solution: Use AOL Mail on the Web to
      send mail to Internet addresses that don't allow formatting - AOL Mail on the
      Web sends mail as plain text only.


      NOTE: To use AOL Mail on the Web you will need to signoff AOL.




      Eudora Light v3.0.5 and earlier

      You can have Eudora warn you before sending messages that contain styled
      text or HTML.



      • Click on Tools: Options

      • Select the Extra Warnings category

      • Check the box for Warn me when I "Queue a message with Styled
        Text".


      If you want to make sure that you never accidentally send a message with
      styled or HTML text, you can have Eudora automatically discard the styles
      before sending any message.



      • Click on Tools: Options

      • Select the Styled Text tab

      • Check the box for "Discard styles before sending messages"

      • Click on Tools: Options

      • Select the Sending Mail category

      • Uncheck the check box for "May use quoted-printable"


      This means that even if your message is filled with bold and italics,
      colors, and font changes, the message will be sent out without any of this
      formatting; instead it will be stripped down to the basic plain text before
      Eudora sends it. Also, the quoted-printable method of character encoding (used
      by non-US versions for foreign character recognition) can cause some formatting
      problems for some mail readers. If you do not need to type these foreign
      characters, you should turn off the quoted- printable option.




      Eudora Light v3.0.6

      If you want to make sure that you never accidentally send a message with
      styled or HTML text, you can have Eudora automatically discard the styles
      before sending any message.



      • Click on Tools: Options

      • Select the Sending Mail category

      • Uncheck the check box for "May use quoted-printable"


      This means that even if your message is filled with bold and italics,
      colors, and font changes, the message will be sent out without any of this
      formatting; instead it will be stripped down to the basic plain text before
      Eudora sends it. Also, the quoted-printable method of character encoding (used
      by non-US versions for foreign character recognition) can cause some formatting
      problems for some mail readers. If you do not need to type these foreign
      characters, you should turn off the quoted- printable option.




      Eudora Pro v4.0.2 and earlier

      Eudora Pro has a "Styled Text" option, which makes messages
      available in RTF. Currently Eudora Pro doesn't support HTML within the body of
      a message. When posting a message to a mailing list, you can click on the
      button on the far right of each individual message's tool bar to "Clear
      Formatting." You can also set up the options to either warn you of
      outgoing messages that contain styled text or to discard the styles before
      sending the messages:



      • Click on Tools: Options

      • Highlight (Select) Styled Text

      • Check either or both of these boxes:

        • Warn me when I queue a message with styled text.

        • Discard styles before sending messages.




      You can have Eudora turn off MIME encoding when sending messages that
      contain special characters.


      Eudora automatically uses quoted-printable (MIME) encoding if your mail
      contains special characters. Eudora also uses quoted-printable encoding for
      attached plain text files. If your recipients don't have MIME, then just turn
      off the QP button in the message icon bar when you are sending text files to
      those recipients.




      Eudora Pro v4.2 and later

      Eudora Pro has a "Styled Text" option, which makes messages
      available in HTML format within the body of a message. When posting a message
      to a mailing list, you can click on the button on the far right of each
      individual message's tool bar to "Clear Formatting." You can also set
      up the options to either send plain text or styled text or both.



      • Click on Tools: Options

      • Check these 3 boxes:

        • Show formatting toolbar - If this is on, the formatting toolbar displays by
          default in new message windows. If this is off, the formatting toolbar is
          hidden by default in new message windows. This toolbar lets you easily format
          text styles in new messages.

        • Send plain text only

        • Ask me each time - If this is on, you are warned when you try to send or
          queue a message with text styles. And you are given the option to send a plain
          text version, an HTML version, or both in a single message.




      You can have Eudora turn off MIME encoding when sending messages that
      contain special characters.


      Eudora automatically uses quoted-printable (MIME) encoding if your mail
      contains special characters. Eudora also uses quoted-printable encoding for
      attached plain text files. If your recipients don't have MIME, then just turn
      off the QP button in the message icon bar when you are sending text files to
      those recipients.




      Eudora v5.0

      Eudora has a "Styled Text" option, which makes messages available
      in HTML format within the body of a message. When posting a message to a
      mailing list, you can click on the button on the far right of each individual
      message's tool bar to "Clear Formatting." You can also set up the
      options to either send plain text or styled text or both.



      • Click on Tools: Options

      • Check these 3 boxes:

        • Show formatting toolbar - If this is on, the formatting toolbar displays by
          default in new message windows. If this is off, the formatting toolbar is
          hidden by default in new message windows. This toolbar lets you easily format
          text styles in new messages.

        • Send plain text only

        • Ask me each time - If this is on, you are warned when you try to send or
          queue a message with text styles. And you are given the option to send a plain
          text version, an HTML version, or both in a single message.




      You can have Eudora turn off MIME encoding when sending messages that
      contain special characters.


      Eudora automatically uses quoted-printable (MIME) encoding if your mail
      contains special characters. Eudora also uses quoted-printable encoding for
      attached plain text files. If your recipients don't have MIME, then just turn
      off the QP button in the message icon bar when you are sending text files to
      those recipients.




      Juno v5.0

      With Juno you can now send HTML e-mail as well as plain text messages. The
      default format for new messages you compose in the Write screen is plain text.
      As you write your message and add any kind of formatting (color, images, font),
      the format automatically changes to HTML. If you know that the person you are
      sending the message to uses an e-mail program that is not HTML compatible, make
      sure to change the message format to plain text (otherwise, the person might
      not be able to read your message).


      To change the e-mail message format to plain text:



      • On the Edit menu, point to E-mail Message Format, point to View as and
        click Plain Text.

      • In the Remove Formatting dialog box, click Yes to change the format.




      Outlook 2000

      • Select "Tools" then click on "Options..."

      • Click on "Mail Format" tab

      • In the "Message Format" section, the pull-down menu in "Send
        in this message format" list offers three choices: Plain Text, Microsoft
        Rich Text, and HTML. Select Plain Text.

        NOTE: there is a "Send e-mail using plain text only" checkbox on the
        properties sheet of an address book entry, but it doesn't do anything if you
        have the HTML mail format selected here.

      • Make sure the check box is unchecked (empty) in front of "Use
        Microsoft Word to edit e-mail messages".

        NOTE: Outlook Help states that you can switch message formats after starting an
        email message, but this doesn't work if you use Word as your email editor, only
        if you use the internal Outlook mail editor (and then only switch between plain
        text and HTML formats).

      • Click OK


      If you want to override the default for any individual message, click on
      "Format" within the message and choose the desired format. Outlook
      2000 lets you select the email format for a mail message on-the-fly. You can
      start a new message in a different format than the standard one by selecting
      New Mail Message Using from the Actions menu (you can select stationery from
      this menu too).


      Outlook doesn't have any way to select the mail format to use when sending
      mail to a particular recipient when you use the drop-down list on a contact
      item or an address list entry.




      MS Internet Explorer 4.0, 5.0 and 5.50

      Unfortunately Microsoft Internet Explorer 4 and 5 come packaged with mail
      programs whose default configuration is to send HTML formatted mail.


      MSIE comes with the program Outlook Express as its mail client. To configure
      Outlook Express to send text only messages:


      Outlook Express 4.0

      • Select "Tools" then click on "Options..."

      • Click on "Send" tab

      • In the "Mail Sending Format" and "News Sending Format"
        sections, click on "Plain Text" bullet in both places

      • In the "Mail Sending Format" section, click on "Plain Text
        Settings..." button.

      • In the "Plain Text Settings" window and the Message format
        section

        • Click MIME bullet

        • Set "Encode text using:" to None.

        • Uncheck the "Allow 8-bit characters in headers"

        • Set Automatically wrap text at 72

        • Check the box in front of "Indent original text with> when
          replying or forwarding"

        • Click OK



      • In the "News Sending Format" section, click on "Plain Text
        Settings..." button.

      • In the "Plain Text Settings" window and the Message format
        section

        • Click MIME bullet

        • Set "Encode text using:" to None.

        • Uncheck the "Allow 8-bit characters in headers"

        • Set Automatically wrap text at 72

        • Check the box in front of "Indent original text with> when
          replying or forwarding"

        • Click OK



      • While still in the "Send" tab, Uncheck "Reply to messages
        using the format in which they were sent"

      • Click on "OK" and on "OK" again.


      All of your messages will now be sent as plain text. Outlook Express 4.x can
      also be configured to send Business Cards (also referred to as vCards) with
      your email. These are attachments, which show up as strings of unreadable code
      on most mailing lists. To turn these off:



      • Select "Tools" then click on "Stationery..."

      • In the "Signature" area, click on the "Signature"
        button.

      • In the "Personal Business Card" area, uncheck the check box in
        front of "Attach card to all outgoing messages"

      • Click on "OK" and on "OK" again.


      Outlook Express 5.0 and 5.50

      • Select "Tools" then click on "Options..."

      • Click on "Send" tab

      • In the "Mail Sending Format" and "News Sending Format"
        sections, click on "Plain Text" bullet in both places

      • In the "Mail Sending Format" section, click on "Plain Text
        Settings..." button.

      • In the "Plain Text Settings" window and the Message format
        section

        • Click MIME bullet

        • Set "Encode text using:" to None.

        • Uncheck the "Allow 8-bit characters in headers"

        • Set Automatically wrap text at 72

        • Check the box in front of "Indent the original text with> when
          replying or forwarding"

        • Click OK



      • In the "News Sending Format" section, click on "Plain Text
        Settings..." button.

      • In the "Plain Text Settings" window and the Message format
        section

        • Click MIME bullet

        • Set "Encode text using:" to None.

        • Uncheck the "Allow 8-bit characters in headers"

        • Set Automatically wrap text at 72

        • Check the box in front of "Indent the original text with> when
          replying or forwarding"

        • Click OK



      • While still in the "Send" tab, Uncheck "Reply to messages
        using the format in which they were sent"

      • Click on "Apply" and then on "OK".


      All of your messages will now be sent as plain text. Outlook Express 5.x can
      also be configured to send Business Cards (also referred to as vCards) with
      your email. These are attachments, which show up as strings of unreadable code
      on most mailing lists. To turn these off:



      • Select "Tools" then click on "Options..."

      • Click on "Compose" tab

      • In the "Business Card" area, uncheck the check boxes in front of
        Mail and News for "Include my business card when creating new
        messages."

      • Click on "Apply" and then on "OK".




      Netscape Communicator 6.0

      DETAILS TO BE ADDED




      Netscape Communicator 4.5, 4.6, 4.7

      Unfortunately, Netscape Communicator 4.5, 4.6, 4.7 also come packaged with
      mail programs whose default configuration is to send HTML formatted mail.



      • Select "Edit" then click on "Preferences..."

      • Click on the plus sign "+" before "Mail &
        Newsgroups"

      • Click on "Messages" in left pane

      • In the "Forward and Replying to Messages", change the "By
        default, forward messages:" to Inline.

      • In the "Send messages that use 8-bit characters", click on
        "As is".

      • Click on "Formatting" in left pane

      • In the section "Message formatting", click on "Use the plain
        text editor to compose messages"

      • In the section "When sending HTML mail messages...", click on
        "Ask me what to do..."

      • Click on "OK".


      Netscape Messenger can also be configured to send Address Book Cards (also
      referred to as vCards) with your email. These are attachments, which show up as
      strings of unreadable code on most mailing lists. To turn these off:



      • Select "Edit" then click on "Preferences..."

      • Click on the plus sign "+" before "Mail &
        Newsgroups"

      • Click on "Identity" in the left pane

      • Uncheck the check box that says "Attach my personal card..."

      • Click on "OK"




      Netscape Communicator 4.0x - 4.4x

      Unfortunately, Netscape Communicator 4 also comes packaged with mail
      programs whose default configuration is to send HTML formatted mail.



      • Select "Edit" then click on "Preferences..."

      • Click on the plus sign "+" before "Mail and Groups &
        Messages"

      • Click on "Messages"

      • Uncheck the check box that says "By default, send HTML messages".

      • Click on "More Options..."

      • In the section "When sending HTML messages to recipients who are not
        listed as being able to receive HTML", click "Always convert the
        message into plain text (may lose some formatting)"

      • Click on "OK" and on "OK" again.


      Netscape Messenger can also be configured to send Address Book Cards (also
      referred to as vCards) with your email. These are attachments, which show up as
      strings of unreadable code on most mailing lists. To turn these off:



      • Select "Edit" then click on "Preferences..."

      • Click on the plus sign "+" before "Mail and Groups &
        Messages"

      • Click on "Identity"

      • Uncheck the check box that says "Always send Address Book Cards"

      • Click on "OK"




      Netscape Communicator 3.xx

      Unfortunately, Netscape Communicator 3 also comes packaged with mail
      programs whose default configuration is to send HTML formatted mail.



      • Click "Tools" then click on "Mail Options"

      • Click on the "Send" tab.

      • In the "Mail Sending Format" area, click the check box next to
        "Plain Text"

      • Click on "Settings..."

      • In the section "Message Format", click "MIME". In the
        check box next to "Encode text using", select "None".

      • Uncheck the check box next to "Allow 8-bit characters in headers"

      • Click on "OK"




      Outlook 97 (without Service Release 1 SR1)

      The original version of Outlook 97 (the one without the Office 97 Service
      Release 1 (SR1) installed) automatically formats all messages you send when you
      hit the "Reply" button in Rich Text Format, which then shows
      as an attachment on a mailing list (or in any email program other than
      Microsoft Exchange or Outlook). This "Reply bug" can be fixed in any
      of the following four ways:



      1. Download and install the
        HREF="http://officeupdate.microsoft.com/nonIE4/DownloadDetails/sr1off97detailnonie4.htm">Office
        97 Service Release 1 (SR1)

      2. Download and install
        HREF="http://www.mscworld.com/95update/update_mailservice.htm">inetmail.exe
        which updates Outlook 97.

      3. In the E-mail box, double-click the email address. Clear the "Always
        send to this recipient in Windows Messaging Rich Text Format" check box.
        (Note: This must be done *each* time a message is sent via the Reply button.)

      4. Download and install
        HREF="http://www.darkweb.com/~beng/exchange/rtfguard.htm">"RTFGuard"
        written by Ben Goetter This will alert you when a message is about to be sent
        with RTF formatting, giving you the option to discard the formatting before
        sending.


      If you are using your Outlook 97 address book to send messages to the mail
      list, make certain you do not have Rich Text Format selected for that address
      book entry:



      • Open the "Personal Address Book"

      • Double Click on the recipients name

      • Uncheck the check box " Always send to this recipient in Windows
        Messaging Rich Text Format"

      • Close Options window




      Outlook 97 (with Service Release 1 SR1)

      • Select "Tools" then click on "Options..."

      • Click on "Internet Email" tab

      • Click the circle next to "MIME" and not "UUENCODE"

      • Uncheck the check box "Allow 8-bit characters in headers"

      • Check the "Line wrap" box and set to 80 or less. Preferably 72

      • Make sure to use "US ASCII" character set

      • Click "OK"


      If you are using your Outlook 97 address book to send messages to the mail
      list, make certain you do not have Rich Text Format selected for that address
      book entry:



      • Open the "Personal Address Book"

      • Double Click on the recipients name

      • Uncheck the check box " Always send to this recipient in Windows
        Messaging Rich Text Format"

      • Close Options window




      Outlook 98 (Work group version)

      • Select "Tools" then click on "Options..."

      • Click on "Mail Format" tab

      • In "Send in this message format" area, select "Plain
        Text" from the drop- down box.

      • Click on "Internet E-mail" tab

      • In "Internet E-mail Sending Format" area, click the circle next
        to "MIME".

      • Uncheck the check box "Allow 8-bit characters in headers"

      • In the drop down box "Encode text using:", select
        "none"

      • Click "OK"




      Outlook 98 (Internet version)

      • Select "Tools" then click on "Options..."

      • Click on "Mail Format" tab

      • In "Mail Formatting" area, select "Plain Text" from the
        drop- down box.

      • Click on "Settings..." button

      • Select "MIME"

      • In the drop down box "Encode text using:", select
        "none"

      • Click "OK"




      MSN Explorer 6.0

      MSN Explorer Tech support states "that MSN Explorer and MSN.com send
      web-based HTML email only and cannot be configured to send plain text."


      However, if you use MSN as your mail service (i.e., username@msn.com) you
      can simply go to Hotmail.com and send
      email from there in plain text (via their so-called PASSPORT system). Same
      inbox, address book, etc.


      You just have to remember to send or reply to POP3 and plain text email from
      Hotmail and not from MSN. A real nuisance but at least an option.


      Unfortunately the transfer to Hotmail from Msn.com email takes you through 3
      screens and requires you to reenter your password even if you checked the
      "remember my password" box.




      MS Exchange and other

      • From the Microsoft Exchange toolbar select "Tools"

      • Select the "Services" tab.

      • Highlight "Internet Mail"

      • Click on "Properties..." An "Internet Mail, General"
        window will appear.

      • Select "Message Format..." then make sure "Use MIME when
        sending messages" is unchecked. If you turn off MIME here, it will send
        attachments UUEncoded.

      • Next, select "Character Set..." in the "Message Format"
        window

        • In the "UUENCODE Character Set" window

        • Click the down arrow that shows next to the rectangular "window"
          below where it says "specify a character set for message" text. A set
          of options will appear, including both "ISO 8859-1" and "US
          ASCII".

        • Check "US ASCII", then click "OK". This will remove
          equal signs and "=3D" codes in messages.

        • Then click "OK" on the "Options" menu.




      Note: As you close the various windows on the way back a message will
      appear, advising that "configuration changes will not take effect until
      the next time you log onto Internet Mail".




      WINMAIL.DAT

      When I send mail to an Internet mailing list, its members complain that my
      messages contain big binary attachments called WINMAIL.DAT. What's happening?
      How can I get rid of these?


      Either intentionally or accidentally, you have been sending messages in
      Microsoft rich text format to recipients using mail programs that cannot
      decipher this format.


      When Exchange thinks that it is sending mail to another Exchange user on the
      Internet, Exchange (more properly, the Internet Mail message service provider)
      encodes the message, along with attached files, embedded OLE objects, and their
      associated icons, into a special data block called the TNEF (pronounced
      tee-neff) block. This block can be seen in the mail header and looks similar
      to:


              ------ =_NextPart_000_01BB9403.FCDBDA20
      
              Content-Type: application/ms-tnef
              Content-Transfer-Encoding: base64

      This block encapsulates the complete original content of the Exchange
      message, so that the message arrives at its destination with all proper
      formatting intact, including boldface, underlining, fonts, and colors.
      Otherwise, Exchange formats the message in an Internet standard fashion,
      discarding all rich text attributes and ensuring that all attached files appear
      as standard attachments.


      The problem arises when people not using Exchange or Outlook receive a
      message in the TNEF format: instead of seeing a formatted message, they see a
      big chunk of UUENCODE data if the sender used UUENCODE format, or a MIME body
      part application/ms-tnef if the sender used MIME. Depending on which mail
      program they use, they may either see a long sequence of hexadecimal digits, or
      they may see an attached binary file named WINMAIL.DAT.


      Exchange specifies whether it emits TNEF or not as a property of the
      recipient, appearing as a field on the property page of the underlined
      recipient object within an Exchange To or Cc field. (The underline in the To
      field means that Exchange has recognized the name, and associated an address
      and other information with it.) To see this recipient property page, double
      click the underlined recipient: when using either the Internet Mail provider or
      Microsoft Exchange Server, the popup that appears should include a check box
      labeled Send to this recipient in Microsoft rich text format. If this check box
      is set, Exchange/Internet Mail will use a TNEF block when sending messages to
      that user; otherwise, it will strip the rich information and send plain text.
      The sender can also set and clear this flag on entries in the Personal Address
      Book. Should the sender address a message using an entry from the Address Book,
      Exchange will use the setting of this flag from that entry.


      Never set this check box if you suspect that your recipient isn't using
      Exchange or Outlook, or if you are sending mail to an Internet mailing list.
      Otherwise, your mail will include binary garbage.


      Here's how to turn it off:


      Step


      • Double click on the Mail and Fax icon in Control Panel.

      • Click on the Services tab, and select Internet Mail from the list. If
        Internet Mail is not listed, click Add - add this service.

      • Click Properties, and then Message Format.

      • Turn off the option that reads Use MIME when sending messages.

      • Click OK and then OK again.


      Step


      • Double click on the name of each recipient in your Address Book.

      • Turn off the option that reads Always send to this recipient in Microsoft
        rich text format.

      • This option needs to be set for each recipient of a message - if even one
        has this turned on, all recipients will still get the attachment.


      Note: Either of these methods should work for most users, but sometimes
      nothing seems to work - yet another brilliant design strategy by Microsoft. If
      you plan to be sending lots of internet email, you should seriously consider
      using a mail program more suited to the task, such as Pegasus or Eudora.


      Note: A bug ("feature"?) in Exchange may cause line feeds to be
      replaced with equal signs when rich text mail is disabled.


      Unfortunately, there are several ways to send Internet mail messages in TNEF
      format by accident.



      • If you address the message by typing a literal name@domain.xxx SMTP
        address, or by entering the address in Exchange's explicit one off format -
        i.e., by typing [SMTP:name@domain.xxx] - and you use the version of Microsoft
        Exchange released with retail Windows 95 (as opposed to Windows Messaging, or
        the version released as the client of Microsoft Exchange Server), the entry
        will have its Send to this recipient in Microsoft rich text format check box
        set by default.

      • If you address the message by typing a name and letting the system pick an
        entry from your Personal Address Book, and that address book entry specifies
        Send to this recipient in Microsoft rich text format, then the recipient in the
        message will, too.

      • If you address the message by giving the reply command in Exchange, and the
        message to which you were replying had an explicit RFC822 Reply-To header (such
        as is the case on many messages arriving via Internet mailing lists), and you
        use a version of the Internet Mail provider prior to the Internet Mail
        Enhancement Patch (IMEP), the resulting entry in the To field will have its
        Send to this recipient in Microsoft rich text format check box set by default.
        Note that a reply will never reference an entry in your Personal Address Book
        unless you replace the contents of the reply note's To field yourself.


      Some workarounds:



      • If you are using the original version of retail Windows 95 Microsoft
        Exchange, update to a more recent version, such as the Windows Messaging
        update.

      • Know the contents of your Personal Address Book, and ensure that you have
        not erroneously set the rich text flag on any entries therein.

      • Use the most recent version of the Internet Mail message service provider.
        (Note: Microsoft Exchange Server users do not use this component, since they
        send mail to the Internet through a component of Exchange Server.)

      • On replies to Internet mailing lists, manually clear the rich text flag, or
        else replace the reply address with a known entry from your Personal Address
        Book.

      • Use HREF="http://www.darkweb.com/~beng/exchange/rtfguard.htm">"RTFGuard"
        or Rich Text Sentry widget, which watches for outgoing Internet messages in
        rich text format, or install a recent version of Internet Idioms and configure
        it to do likewise.


      Microsoft has their own explanation of this phenomenon in the Knowledge Base
      article
      HREF="http://support.microsoft.com/support/kb/articles/q136/2/04.asp">Q136204
      (XCLN: Sending Messages In Rich-Text Format)


      Microsoft also has an article on how to prevent WINMAIL.DAT from being sent
      in the Knowledge Base article
      HREF="http://support.microsoft.com/support/kb/articles/Q138/0/53.ASP">Q138053
      (XFOR: How to Prevent the Winmail.dat File from Being Sent to Internet
      Users)


      The entire preceding discussion assumes that you are using either the
      Internet Mail (SMTP/POP3) or Microsoft Exchange Server messaging service. If
      instead you are using the Microsoft Mail messaging service, and depending on a
      Microsoft Mail gateway to carry your message onto the Internet, you are out of
      luck, unless you have a gateway clever enough to strip WINMAIL.DAT.




      Equal signs at end of lines

      When I send mail to Internet users, they complain that my text has equals
      signs at the end of each line. What is this? How can I make it stop?


      You are sending your messages in the MIME message format. The Microsoft
      Windows95 Plus! Internet Mail transport bundles message plain text into a MIME
      format called Content-Transfer-Encoding: Quoted-Printable. The mail header
      usually shows something similar to:


              Mime-Version: 1.0
      
              Content-Type: text/plain; charset=iso-8859-1
              Content-Transfer-Encoding: quoted-printable

      If you find this bothersome, you have several options. You can keep all of
      your lines less than 76 characters long, in which case the Internet Mail
      service provider will not have to insert these soft line break sequences. You
      can send your mail in a format other than MIME, via the Message Format setting.
      If your correspondent is using Exchange, you can specify that Exchange send
      rich text along with the message. Or your correspondent can use a MIME mail
      reader, which presumably will know how to handle this encoding correctly.


      If your message contains extended characters, the Internet Mail service may
      intersperse equals sign MIME escape sequences into the plain text body of your
      message, and may append the following preamble to your message:


      Sender composed mail containing characters not in the US-ASCII set


      These characters have been transformed into a printable form.


      This is identified in the mail header under the Content-Type line similar
      to:


              Mime-Version: 1.0
      
              Content-Type: text/plain; charset=iso-8859-1
              Content-Transfer-Encoding: quoted-printable

      To correct this, change your default character set from ISO 8859-1 to US
      ASCII, or else take any of the precautions listed above. For more information,
      see the Knowledge Base article
      HREF="http://support.microsoft.com/support/kb/articles/q146/6/29.asp">Q146629
      (Microsoft Exchange Internet Mail Lines End with a "=")
      . The mail
      headers should then show:


              Content-Type: text/plain; charset=us-ascii

      Note that the Exchange Server Internet Mail Connector (IMC) only encodes
      content this way on multipart MIME messages. When the IMC processes a message
      lacking extended characters or attachments, it instead hard wraps the plain
      text.




      ISO 8859-1 or other character set

      This is identified in the mail header under the Content-Type line similar
      to:


              Content-Type: text/plain; charset=iso-8859-1

      To correct this, change your default character set from ISO 8859-1 to US
      ASCII.


      For Windows 95 do the following:



      • In Control Panel, double-click Mail And Fax.

      • Click Internet Mail, and then click Properties

      • On the General tab, click Message Format, and then click Character Set.

      • Change the option from ISO 8859-1 to US ASCII, or click the "Use MIME
        when sending messages" check box to clear it.




      Lotus Notes R5

      By default all mail in Lotus Notes is in the Notes Rich Text Format but may
      be set to MIME.



      • Choose File/Mobile/Edit Current Location

      • Select the mail tab

      • In the field, "Format for messages addressed to Internet
        addresses", select MIME Format instead of Rich Text Format.


      To send mail or news postings in plain text or HTML or both:



      • Choose File/Preferences/User Preferences

      • Click the Mail and News Icon

      • Under "Internet message format" (or Internet News Format), choose
        an option:

      • Plain text

      • HTML format

      • HTML and Plain Text.




      Novell Groupwise

      Generally it is assumed that the email server does not alter the message at
      all, and that the sender and their client software is entirely in control of
      the message which is sent. In some systems, such as Lotus ccMail, Lotus Notes,
      Microsoft Exchange or Novell Groupwise, the client and server do not follow
      this model, do not use Internet standards and do not necessarily follow the
      conventions and standards of Internet email. In those cases compatibility with
      Internet standards may be handled by a third item of software - a gateway. Thus
      there can be problems of a significant difference between what the sender sees
      when they write the email (which is probably similar to how it appears to
      recipients in their office), and what is actually sent to Internet recipients.


      Users of Internet compliant software sometimes disparage the continued use
      of proprietary systems such as Novell Groupwise or Lotus Notes, based on the
      awkward or hard-to-read emails they sometimes receive from these systems.
      However their continued use is inevitable since within their own system they
      provide additional powerful "groupware" functionality which is
      valuable to larger organizations and which cannot currently be provided with
      standard Internet protocols. All these systems can be configured to respect
      Internet technical standards and conventions (although perhaps not in a way
      which the sender can see or control) - the problem is that they are sometimes
      mis-configured by default, creating difficulties for all their users.


      Some email client programs can be configured (or are configured by default)
      to send each paragraph as one long line. Some email systems such as Groupwise
      (and apparently Lotus Notes), have a single setting in the server (the Message
      Transfer Agent, which may include a SMTP gateway) which either wraps all
      outgoing emails of all users to a particular line length, or sends all emails
      of all users with each paragraph as an arbitrarily long line (unless the user
      manually sets the line length by pressing "enter"). In neither case
      does the user control this single, system-wide, setting. Nor may the server's
      wrapping correspond to what they see on screen when writing.


      Arbitrarily long lines can be sent within SMTP standards using the
      "quoted-printable" MIME type.


      If such arbitrarily long lines are sent as plain text, then the 1,000
      character limit of SMTP may be reached and the sending client or system may
      wrap the line arbitrarily there, or may send it out longer than 1,000
      characters. If this happens, a recipient SMTP server may reject it, or break
      the line. In one instance a plain text email from Groupwise 4.2 exceeded the
      1,000 character per line limit. That paragraph, of 1,253 characters was broken
      in mid word by a SMTP server just before the 1,000th character. This and later
      versions of Groupwise are used in a significant number of VET institutes, where
      the system is valued for many functions apart from its Internet email
      capabilities.


      Quoting styles. The established approach to quoting a line of text:
      "> " or ">" is no longer the only approach. Other
      methods, which are the default in Groupwise and perhaps other clients or email
      systems, are much harder to understand, at least in some circumstances, since
      they mark only the start of the paragraph as a comment, rather than the start
      of each line. A plethora of incompatible quoting styles is a source of error
      and frustration for novices and experienced users alike - so an operational
      guideline standardise on "> " or ">" was decided
      upon, with the matter to be reviewed within 12 months or so.




      Pegasus Mail 3.x

      • Select "Tools" then click on "Options..."

      • Click on "Sending Mail" tab

      • In "When sending messages containing rich (formatted) text"
        section

      • Check the radio button "Always remove formatting."

      • In "Advanced settings" section, uncheck all four options Make
        sure "Allow 8-bit MIME message is unchecked"

      • Click on "OK"




      Pegasus Mail 4.x

      • Select "Tools" then click on "Options..."

      • Click on "Sending Mail" tab

      • In "When sending messages containing rich (formatted) text"
        section

      • Check the radio button "Always remove formatting."

      • In "Advanced settings" section, uncheck all four options Make
        sure "Allow 8-bit MIME message is unchecked"

      • Advanced check, make sure you DON'T add "information" section to
        multi-part message.

      • Click on "OK"




      Pine (Unix)

      • Select "M" (main menu)

      • Select "S" (setup menu)

      • Select "C" (configure)

      • Select "w" (Find word:) enter "character" for
        Character-Set and leave this blank (it defaults to US-ASCII) or set it
        explicity to "US-ASCII"

      • While in Configure - feature list, ensure that Include-attachments-in-reply
        is disabled

      • Save, return and "Q" (quit) Pine




      TheBat! v1.xx

      • Select "Account" from the main menu

      • Click on the "Transport" icon

      • In the section "8-bit characters are treated", click on
        "Without changes"



        NOTE: 8-bit characters are treated - this radio group allows you to set the
        method used to handle 8-bit (non-ASCII) characters. If you are using only the
        English alphabet, this feature is not very significant to you because all
        English characters are ASCII characters and will go through the net without any
        problems. However, if you are using accented characters or character sets other
        than English, you should choose the method carefully because there still are
        some mail servers which do not allow appearance of 8-bit characters in email
        messages. If you are not sure that such servers are functioning in the way you
        write your messages, it is better to choose either Base64 or Quoted-printable
        encoding. The difference between these two encoding methods is that Base64
        produces totally unreadable text. Quoted-printable encoding still can be read
        if your alphabet is almost Latin, only accented characters are encoded. If your
        recipient's are using The Bat! or another program which can recognise Base64
        and quoted-printable encoding automatically, you may choose either of these two
        methods.



      • Click on the "Options" icon

      • Uncheck the check box in front of "Allow 8-bit characters in message
        header"

      • Click OK

      • Select "View" from the main menu

      • Click on "Encoding" then select "None"

      • Select "Options" from the main menu

      • Select on "Language" then click on "English"





      References:






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