You are on page 1of 26

MailTags 2.


Add meaning to your messages

indev Software inc.
web • email • mailto:

MailTags 2.0 Users Guide

Page 2

Thank you for using MailTags 2.0. MailTags 2.0 is the premium enhancement for Apple’s Mail 2.1 in OS X 10.4 (Tiger). MailTags lets you take control of your messages by tagging them with metadata that is meaningful to your organizational system, including keywords, projects, deadlines, notes and more. Once messages are tagged, they can be located via Mail’s built-in Smart Mailboxes and search technologies. MailTags also extends Mail’s Applescript ability and integrates with numerous other organizational applications such as DevonThink Pro Office, and iGTD.

System Requirements
Mailtags 2.0 is compatible with both Intel and PPC Macs running OS X 10.4.8 or later. MailTags 2.0 requires that Spotlight be enabled and set to index mail (this is the default setting for Spotlight).

Purchasing MailTags 2.0
MailTags 2.0 is distributed as time-limited trialware. For continued use, a registration code is required. You are free to test MailTags for 21 days with no limitations. Following this trial period, existing tags can be viewed and searched, but not created, edited, or deleted. Purchasing a MailTags’ registration code, however, will reactivate all of its features. For large volume, institutional, non-profit and educational purchases, please contact us at

MailTags 2.0 Users Guide

Page 3

Installation and Configuration
The MailTags installer will configure Mail for using third party plug-ins (if not already so configured) and install the MailTags.mailbundle in ~/Library/Mail/Bundles and the MailTags Spotlight plugin in ~/Library/Spotlight.

MailTags Configuration
MailTags is configured to work with locally stored messages, such as those in POP mailboxes and local mailboxes, with no additional configuration. IMAP Accounts In order to use Mailtags with messages stored on IMAP servers, each IMAP account must be configured to locally cache mail messages. To do this, open Mail’s preferences, choose Accounts, then select the Advanced tab. Set the following option to:

Without this setting, MailTags will neither be able to search IMAP messages for keywords and other tags, nor find those messages from this account in MailTagsbased Smart Mailboxes. Spotllght MailTags makes use of Tiger’s Spotlight engine to index and find tags. To get full functionality from MailTags, make sure that Spotlight is turned on in OS X System Preferences so files are indexed in the Library directory of your home folder. If Spotlight is turned off, MailTags’ data can be stored and read, but Smart Mailboxes and ad hoc finds will not work. For first-time users, a number of suggested keywords and projects have been preconfigured.

MailTags 2.0 Users Guide

Page 4

Uninstalling Mailtags
If MailTags does not meet your needs, an uninstaller is included on the disk image. We recommend deleting or altering all the MailTags’ smart mailboxes and rules created prior to the uninstall, as they may have unexpected results once MailTags is no longer installed. Any tagged data set in MailTags will be preserved until either mailboxes are rebuilt or messages are moved. Any data saved to IMAP message Headers will be preserved after uninstalling. To manually uninstall MailTags, remove the MailTags.mailbundle file located in /Users/yourUserName/Library/Mail/Bundle folder. Also, remove the MailTags.mdimporter file located in /Users/yourUserName/Library/Spotlight folder.

Getting Started with MailTags
The MailTags interface is designed to be inconspicuous, providing the ability to view and edit message tags when needed, and to be hidden when not needed. MailTags adds a small tag icon to the top right corner of each message view. When a message has tags, the interior of this tag will appear dark blue. When a message has no tags, it will appear light grey-blue. Clicking on this tag will show and hide the MailTags panel. (See the next section for more information about the Tags Panel.) Alternatively, the tag panel can be shown or hidden via the View menu (View > Show MailTags Panel). A MailTags button can also be added to Mail’s toolbar by control-clicking the toolbar and selecting “Customize Toolbar…”

The Tag icon in the message view

MailTags actions in the message contextual menu

MailTags 2.0 Users Guide

Page 5

Tagging Your Messages
The MailTags panel is the main interface for setting and reading tags associated with messages. To access this panel, click on the MailTags icon in the top right of the message window or select Show Mail Tags Panel from the View menu. Messages can also be tagged via the Mail’s Message menu or by the contextual menu (control-click on messages). The panel is organized into four sections: Tags, Deadline, To Dos and Events, and Notes. The disclosure arrow on the left side of each section header reveals or hides that section. If MailTags’ information is obstructed, simply close some sections to show tags in other sections. Use MailTags’ preferences to set which sections are shown by default (see page 16).

Tags Section Flag Checkbox
The Flag checkbox provides an additional way of setting Mail’s built-in message flag. This is included to centralize all ways of tagging or flagging messages for later actions.

Single or multiple keywords can be added to a message. To add a keyword to the current message, type it into the token field. Keywords will auto complete after two letters with suggestions from the preferred keywords list, which is set and stored in both the MailTags Keywords panel and in MailTags’ preferences. Separate keywords with a comma. Editing, adding, or deleting keywords can all be accomplished by control-clicking (right-clicking) the keyword token that appears in the Keywords field (see @followup in image to the right). Control-click any keyword to see a menu of existing options. Alternately, select a keyword from the list of preferred keywords by clicking the down arrow to the right of the token field. Keywords listed in italics indicate keywords that are not in the preferred list.

Messages can be assigned a project. The list in the popup menu represents the preferred projects created and found in MailTag’s preferences. To set a project that is not in the preferred projects, select “Other…” and type the desired project in the dialog box.

MailTags 2.0 Users Guide

Page 6

Deadline section
The Deadline section is used to set simple message deadline dates and priorities. Smart mailboxes can also be created based on these deadlines and priorities. Deadlines set here are not associated with iCal to dos or events but provide a simple reminder that this message requires action by a certain date. These deadlines do not have alarms. A smart mailbox based on deadlines works well as a “tickler” mailbox. See the section on Smart Mailboxes for more details. To set a deadline date, click the checkbox to the left of the date and set the date, or click on the calendar button to the right of the date. Set the priority of the message in the pop up. Only a message’s author can assign deadline priorities. A recipient cannot change this priority.

To Dos and Events Section
While a message might only have a single deadline, it can have multiple to dos and events. These items are linked to iCal and can have alarms. Add new to dos and events by clicking the appropriate buttons within this section. Edit to dos and events by clicking on them directly, or by clicking on the action button that appears to the right of each item’s name. Clicking this button also reveals a “View To Do in iCal option. New Event items are created automatically in iCal via AppleEvents. If ICal is not open, MailTags will open iCal to set this data. Additionally, if an item is altered in iCal, MailTags will update its data every time the related message is opened.

MailTags 2.0 Users Guide

Page 7

Editing iCal items is done in popup HUDs (Heads Up Displays). Most iCal data can be set within these HUDs. Currently, in MailTags 2.0, only Message and Sound alarms or recurring dates for events alarms can be set. View the item in iCal to edit this data. MailTags will respect and preserve these changes. Close HUD windows either with the escape key or with the close button in the top left corner. Any changes will be automatically saved and synchronized with iCal.

Notes Section
The notes field assigns arbitrary notes to a message. Entire message searches and smart mailbox criteria includes notes’ content or data. Show as Subject Check Box This check box displays the contents of the notes as the subject of the message, allowing alternate email subject lines. Such subject lines are displayed in list view in italic text to clearly indicate that this is an alternate subject. Also, although alternate subject lines can be displayed this way, Mail will not search these alternate subjects in a subject based find.

Other actions
IMAP Save By default tags will be saved to the IMAP server for IMAP messages. Turn this default off or set a message size limit in MailTags’ preferences. If an IMAP message has tags that have not been saved to the server, the “IMAP Save” button will appear in the bottom section. Clear All The Clear All button will delete all the message tags and delete any linked to dos and events in iCal.

Register MailTags
While MailTags is unregistered, the purchase button appears at the bottom of the MailTags’ panel.

MailTags 2.0 Users Guide

Page 8

Tagging Outgoing Messages
Tags can be set on outgoing messages both for the sender’s reference and as pre-sets for the recipient of a message if they also have MailTags installed. When composing a message, the MailTags panel includes two additional controls: the Tag Original button and the Include in sent mail check box. The Tag Original option will be available if the current message is a reply or forwarded message. This button will apply chosen tags to the original message. When the “Include in sent mail” option is selected, the tags will be saved in the X-MailTags header of the outgoing message so that the recipient has access to your tags. When the recipient views the message, the tag panel will show a confirmation in the tag panel asking them to accept or reject the proposed tags.

Tagging using MailTags Menus
Tags can also be set via contextual menus and the MailTags submenu in the Mail’s Message menu. These menus are particularly useful for tagging more than one message with the same tags. Tag Message This action will display the Tag panel with the Keyword token field in focus. Add MailTags Keywords > Setting tags via this menu item will add the chosen keyword to the selected message or messages. If a selected keyword already exists for the message(s), it is not added a second time. Remove MailTags Keywords > Setting tags via this menu item will remove the chosen keyword from the selected message(s). If a selected keyword does not exist for the message, it will ignore the request for that keyword. Choose “All Keywords” to clear all the keywords from the message(s) Set MailTags Keywords… This item displays a dialog to add or remove multiple keywords in one step. Alternatively, this menu item can be used to rename existing keywords. Set MailTags Project > This menu sets the project for the selected messages. Set MailTags Priority >

MailTags 2.0 Users Guide This menu sets the priority for the selected messages. Set MailTags Deadline… This item displays a dialog for setting a deadline for the message. Use the first tab to turn off the deadline or set it to a specific date. Use the second tab to move the deadline of the selected message ahead or back by a number of days. Set MailTags Note… This item displays a dialog for adding a note to the selected message. Use the placement menu to place the note’s text before or after a message’s existing notes, or to replace an existing note altogether. Clear All MailTags This menu item will clear all the tags from the message. If the message has linked iCal items, it will delete those items as well. Copy / Paste MailTags (Edit Menu) These items will make a copy of all the tags within the current message and paste them to a different message. The copy will not affect current items on the clipboard. Copy Message URL (Edit Menu) MailTags provides the extra convenience of referring to mail messages by creating a message:// url schema. When this menu item is selected, the message’s id (from the message-id header) is copied to the clipboard and can be pasted into other applications. Many applications will recognize this as a url that can be requested, prompting Mail to open the corresponding message. Show/Hide MailTags Panel (View Menu) This menu item provides an alternate way of showing and hiding the tags panel.

Page 9

Tagging by using MailTags Rule Actions
Tags can also be set as result of rule actions. See the section on MailTags Rules for more information.

MailTags 2.0 Users Guide

Page 10

Finding Your Tagged Messages
Having message tags is limited if there is no way to search and find the messages with this tagged data. There are several ways of viewing tags and finding messages with specific tags. The first is to activate the MailTags columns and colors in Mail’s list view and to visually scan for tags. The second is by using Mail’s Search field to narrow or limit a search to only tags. The last is to create Smart Mailboxes based on MailTags criteria. This section will explain these three ways of finding tagged messages.

List View

MailTags adds extra columns to Mail’s list view in the message viewer. Activate these columns via the Columns submenu of the View menu to see your tag data. Alternatively, MailTags columns can be displayed or hidden by control-clicking the column headers. Reposition columns by dragging the column headers. And, sort by MailTags columns by clicking on the respective column headers. MailTags Column The Mailtags column displays a blue tag icon messages have tagged data. The icon turns red


when the tag data for IMAP messages has not been saved to the IMAP server. Control clicking the message and selecting “Save Tags To IMAP” or clicking the “IMAP Save” button in the MailTags panel will save these tags to the server. Keyword Column All the keywords will be displayed in this column in a comma-separated list. Deadline Column The displayed deadline is the earliest valid or incomplete due date for the message. For example, if a message has three to dos, with the first having a due date of June 1, the second a due date of May 30, and the third a due date of May 25, then May 25 will be displayed. When

MailTags 2.0 Users Guide this third task is marked complete, then May 30 will be displayed. Status Column MailTags also adds a contextual menu to the status column (the column showing unread, reply and forwarded status). When clicking this column with the ctrl key down (or right clicking), you will be able to view the reply or the originating messages if this is a reply. The originating message is the message you sent and your correspondent replied to. Thread Headers When you have View Message threads turned on, the “Thread Header “message will show all projects and keywords for all messages in the thread. For Deadline, it will show the earliest valid and incomplete due date for all messages in the thread.

Page 11

Colors in List View
Colors provide an immediate way to draw your attention to important items. MailTags extends the way that messages can be colored in mail by associating colors with various tags. Unlike Mail’s message colors, these colors are dynamic: change a tag’s color, and the color of any associated message will also change. Colors and their importance are set in MailTags’ preferences. Project Colors Each project can be assigned a color. This color is used when messages are tagged with the project’s name. Priority Colors Each level of priority is assigned with a different color. Due Date Colors The Due Date colors are time dependent. As the due date approaches, the color will gradually darken to the color set in MailTags’ preferences. For example, if the due date color is vibrant yellow, the message will appear pale yellow three days prior, medium yellow two days prior, saturated yellow the day before, and vibrant the day of. If the due date is past, the past due color is used. Color Priority With several determiners of color, it is necessary to specify what actual color is used. The Color Priority preference controls this. Drag the color source to the order of priority. The color source at the top gets highest priority. For example, if the color priority is Due Date, Project, Priority and Message color, then the Project color will only be used if a Due Date color does not apply.

MailTags 2.0 Users Guide

Page 12

MailTags augments Mail’s built in search functions and Smart Mailboxes to provide fast, easy ways of accessing all of your tagged email. When searching for a term in the Mail Search field, Mail will add a “search bar” to help narrow the search. With MailTags installed, this search bar will now have four extra options: Dialog, Keywords, Project, and Notes. Dialog is a quick way to see dialogs (To and From) with a specific person or email, similar to GMail’s “Conversation” feature. The remaining three items (Keywords, Project, and Notes) will search the indicated tag field for the search term. Additionally, the Entire Message option adds keywords, projects, and notes tags as search criteria. Boolean Searches MailTags also extends the search field to handle simple, logical searches for keywords and projects. If keywords are separated with the & (AND) operator, Mail will find those messages with both keywords. If keywords and projects are separated with the | (OR) operator, Mail will find those messages tagged with either. MailTags currently does not provide ad hoc searches for due date, priority or iCal items.

Smart Mailboxes

Smart Mailboxes add significant power to Mail 2.1 for organizing messages in flexible ways. MailTags 2.0 adds even more power to Smart Mailboxes by including MailTags’ data as criteria for finding messages. By configuring Smart Mailboxes with both “Any” and “All” logic, Mail’s built-in criteria are combined with MailTags’ criteria. MailTags Keywords, MailTags Project This criterion will find messages that contain, do not contain, are equal to, or not equal to particular keywords or project. For example, you can create a mailbox that lists all the messages that have been tagged with the “@followup” keyword. MailTags Priority

MailTags 2.0 Users Guide This criterion will show messages equal to, not equal to, less than or greater than a particular priority. MailTags Deadline The MailTags’ Deadline criterion is useful for creating tickler mailboxes, which contain messages that need to be handled by a specific date. Qualifiers include “within __ days” showing messages between today and a specified number of days into the future. A second useful qualifier is “past due,” showing all messages whose Deadlines are prior to today. MailTags will search the deadline date tag and all the due dates of iCal items in determining which messages to include. If, for example, a message has three iCal to dos, and only one of the to dos has a due date in the specified time, the message will appear in the smart mailbox. For due dates in iCal To Do items, MailTags will include the message even if all the to dos have been marked as completed. Use this criterion in combination with the “To Do is Incomplete” criterion to find messages that have both incomplete tasks and a due date. MailTags Note This criterion will find messages with notes that include or do not include the phrase or word entered into the MailTags Note rule field. Message Has To Do Message Has No To Do To Do is Incomplete To Do is Complete These four criteria will find messages based on the status of associated To Do items. If a message has multiple To Do items, MailTags determines completeness according to the maximum inclusion principle. That is, it will include the message if any To Dos are incomplete in the first case and if all to do’s are complete in the second. Note: MailTags To Do items are synchronized with iCal when messages are viewed. If To Do items are changed in iCal, messages found by Smart Mailboxes will reflect the older status until the message is viewed in Mail.

Page 13

IMAP Tags are/are not saved to server. This criterion is useful if tags are not automatically saved to the server (a default in the preferences) Set “IMAP Tags” to “are not saved to server” to create a smart mailbox of messages that need to be saved if these tags are to be available to other MailTags’ clients.

MailTags 2.0 Users Guide

Page 14

MailTags and Mail Rules
MailTags extends Mail’s built in rule criteria and actions. Tags can be added automatically upon receiving messages or can be managed using indev’s Mail Act-on plug in. Most of MailTags’ metadata can be set or altered using the following MailTags actions. iCal Events and To Dos, however, cannot be automatically set due to their complexity. Though most of the actions are selfexplanatory, the following details are provided. The Clear All MailTags action will remove all existing tags from the message. If the message has iCal To Do items or events, this action will both remove these from the message, and delete these items from iCal. The Set MailTags Keyword action will add or remove the specified keyword from a message’s keywords list. If the keyword does not exist in the list, removing it will have no effect. The Clear All MailTags Keywords action will only remove all keywords from the message but will not remove any other tags. The Set MailTags Project and Set MailTags Priority actions will set the respective tag to the value selected. The Set Deadline action will turn off a deadline or set it to a specific date. The Adjust Deadline action will move a deadline relative to an existing deadline or relative to today. If a message does not have a deadline, this action will have no effect. The Set MailTags Notes action will append, prepend or replace the current note for a message with the text of the action. Additionally, the action will replace all occurrences of the string “$date” with the current date. The Accept Tags in Headers/Reject Tags in Headers actions will automatically accept or reject proposed tags that a sender might have included in the message. This action can increase efficiency when sharing tags within a small workgroup that uses MailTags.

MailTags 2.0 Users Guide

Page 15

MailTags Preferences
MailTags adds an extra preference panel to Mail’s preferences in which the default behaviors are set. To access this, open Mail’s preferences and MailTags’ preferences will appear on the right in the list of preferences at the top.

If MailTags’ preferences are not visible, click the >> image that indicates there are more preferences and select MailTags.

Use the Register tab to check the MailTags’ version number and to register MailTags.

After purchasing MailTags from our online Kagi Store, you will receive an email with the e-mail used to register MailTags and your registration code. Enter this information in the fields provided and click the register button. If there are any problems with your registration information, email us at

MailTags 2.0 Users Guide

Page 16

Defaults related to the MailTags interface are found in the Panel Tab.

The Show/Hide Tags Panel options set defaults for the visibility of the MailTags panel. If Show is automatic, the panel will reveal itself if there are any tags present. If Hide is automatic, the panel will hide itself when there are no tags present. If the Show MailTags Icon in message window option is off, the tag will not appear in the upper right of the message. You can still show and hide the panel by using the “Show MailTags Panel” item in the View menu or using the “Show MailTags” in the toolbar (customize tool bar to add this to the toolbar) The Always expand options allow you to select which of the sections in the tags panel will be open when you view tags. If a second has a set tag, it will be displayed regardless of these settings.

MailTags 2.0 Users Guide

Page 17

Defaults related to how to handle tags on incoming and outgoing messages are found in the Messages tab.

Copy tags from originating message when receiving replies. When this option is selected, MailTags will look for an “In-Reply-To:” header on incoming mail. If it finds one, it will look for that originating message in your Mail Library. If the originating message exists and it has tags (project, keyword, priority, or notes) it will add those tags to the incoming message before processing rules. Note that it will not use these newly adopted tags in determining whether a rule should be processed on the message. The Outgoing Messages option determines default settings when composing new messages. Re-index Tags If smart mailboxes do not include expected messages that have been tagged, these messages might not have been indexed. Click this button to re-index all MailTags’ data with Spotlight. If this does not resolve this issue, consult the troubleshooting section of this manual.

MailTags 2.0 Users Guide

Page 18

The IMAP tab controls settings related to how tags are saved to IMAP servers.

The IMAP Client Name is a label assigned for each computer that shares one or more IMAP accounts. This name is used to keep track of which computer has seen the tags on an IMAP message. This label should be unique on each computer. The Automatically save tags to IMAP server setting is by default on. On slow or intermittent IMAP connections, MailTags may experience performance issues and other difficulties when saving tagged messages to the server. Messages that have not been saved to the server will have their tags saved with the cached messages on the computer, but these tags will not be available to other computers that share the IMAP account. Additionally, these messages will display the “IMAP Save” button within the MailTags Panel and be identified in the list view with a red tag icon when the MailTags column is displayed. The Store tag data as clear text header setting will save the tag data as human readable JSON (Javascript Object Notation) string for the X-MailTags header. Additionally, keywords and projects will be stored in Xkeywords and X-Projects headers. This can improve interoperability between MailTags and other Mail Clients.

MailTags 2.0 Users Guide

Page 19

The Keywords and Projects tab allows the management of keywords and projects.

Keywords and projects can be added, removed, renamed, and reordered. To rename, simply double click on the keyword or project name to highlight it, then type the new name. To reorder, drag the keyword or project into the desired position. Changing the color associated with projects will automatically change the colors of the messages tagged with the project name. Removing or renaming keywords and projects in these lists will not affect messages already tagged. To change tags on existing messages, find those messages, remove the old tag and add the new tag using either the contextual menu in list view or the MailTags panel. Additionally, keywords and tags can be imported and exported for backup or to transfer to a different computer. When the “Automatically add new keywords to preferred list” option selected, new keywords not on the list will be added when they are entered in the keyword field on the MailTags panel.

MailTags 2.0 Users Guide The Color tab controls the colors a message will have in the list view.

Page 20

Color Priority determines which tag controls the color of the message in list view. The tags at the top of the list are considered more important than the tags below them. Using the example in the screenshot above, if DueDate (deadlines and To Do due dates) is set and the color is not white, then it is used first. If DueDate is not set, then MailTags checks Priority, then Message Color (as set by the color picker or rule), and, finally, Project to determine which color is assigned. The Due Date colors indicate the color for a message when due today or when past due. As the message approaches the due date, it will gradually change color over four days and end at the chosen color.

The Calendar tab controls how MailTags interacts with iCal for synchronizing To Do and Event items.

In order for MailTags to send items to iCal or to update changes from iCal, iCal must be open and running.

MailTags 2.0 Users Guide

Page 21

Accessing MailTags via AppleScript
MailTags also extends Mail’s Applescript ability, allowing MailTags data to be retrieved and set from other applications. When creating an applescript, the using terms from application “MailTagsScriptingSupport” block must be added to the code. For example, the following script will retrieve the keywords for the first 20 messages from the inbox of my first account.

tell application "Mail" activate using terms from application "MailTagsScriptingSupport" keywords of messages 1 thru 20 of mailbox "inbox" of account 1 end using terms from end tell

MailTagsScriptingSupport is a helper application that augments the dictionary for Mail. MailTags will start this application when Mail launches and quit it when Mail quits. MailTagsScripting support adds the following terms to Mail Applescript abilities. Keywords (List) Project (Unicode Text) Priority (Integer) Due Date (Date) Note (Unicode Text) iCal events (List, R/O) Returns a list of the UUIDs of the events in iCal. ICal todos (List, R/O) Returns a list of the UUIDs of the to dos in iCal. Note, any MailTags data added to IMAP messages will update with the server immediately. Because updating a message replaces the original message with a new one, the same message reference cannot be used for future actions. To work around this, retrieve the message id via apple script, make the changes and then retrieve the new message by getting the message which matches the message id. To update multiple tags, retrieve the properties of a record, make the changes to this record, and then set the properties of the message to the altered record.

MailTags 2.0 Users Guide

Page 22

Frequently Asked Questions
Is my data safe in MailTags 2.0? indev takes data integrity very seriously. MailTags has undergone extended beta period to ensure that it is reliable and stable. Data in MailTags is stored in each message’s cache file. IMAP messages also store data in the headers of each message. As with any valuable data, make and maintain regular backups. What happens when Mail rebuilds a mailbox? MailTags will read the data prior to the rebuild and then write the data back to the new cache files while rebuilding a mailbox. The tag data is preserved during this process. Will MailTags 2.0 work on my IMAP server? MailTags has been tested on numerous IMAP servers, including Dovecot servers, Eudora Internet Mail Servers, Courier IMAP servers, MS Exchange servers and FirstClass IMAP servers. To the best of our knowledge, MailTags works with all IMAP servers, even those that do not support IMAP permanent flags. How do MailTags 2.0 differ from IMAP permanent flags? Many IMAP servers have the ability to apply keywords (or flags) to messages. These flags work differently than MailTags in several ways. First and foremost, MailTags will write its data to the headers of the message. While this involves more interaction with the server, indev believes that most messages are small enough and most connections with IMAP servers are fast enough to minimize performance issues. By having data in the headers, MailTags can store and organize data much better, separating keywords from projects, allowing for dates, notes and keywords that include Unicode text. Will my Smart Mailboxes work even though I may have tagged my message on another computer? When Mail opens a Mailbox on the IMAP server, it will check to see if there are any tag updates to messages. If there are updates, MailTags will download the new version of the message and index the data with Spotlight. Once this is done, MailTags will be able to find the message in searches and smart mailboxes. Is MailTags 2.0 compatible with other Plugins? MailTags should be compatible with most other Mail plugins. Compatibility problems, however, might arise. If you think there is a problem between MailTags and another plug-in, please contact both indev and the other

MailTags 2.0 Users Guide plugin author. Chances are, one of us can fix this quickly. Is MailTags 2.0 compatible with application ….? MailTags doesn’t have any direct compatibility with other applications. However, because MailTags extends Mail’s Applescript capabilities, MailTags’ data can be accessed and set from other applications. Additionally, MailTags uses standard ways of storing data in the cache files, spotlight indices, and headers. Several applications will recognize MailTags’ data for archival or organizational purposes. The following is a list of applications known to support MailTags 2.0 as of its final release. Mail Archival Systems MailSteward, ( powerful email archiving software that also archives tags. Task Managers/Organizers iGTD ( reads keyword data when sending a message from Mail to iGTD. Actiontastic ( detects references to Mail messages by synchronizing with iCal. Information Managers Devon Think Pro Office ( adds keywords and projects to an items comment field when importing email message from Mail. Eagle Filer ( reads keywords when importing email messages from Mail. Spotlight/Search Utilities Tag Bot ( reads keywords from messages and sets a matching keyword list. Google Desktop for the Mac ( indexes MailTags’ data

Page 23

Will MailTags 2.0 work with other Mail Clients? MailTags is not available for other Macintosh or Window’s mail clients. Nor are there immediate plans to bring MailTags to a different client. It is possible to set MailTags to save keywords, projects and its data as clear text for use of other mail clients. For example, Thunderbird can create a saved search on the X-project header. As messages are tagged by MailTags, they will be included in Thunderbird’s saved search folder. Additionally, if a mail client or mail processor is able to alter headers, (such as Proc Mail), it is possible to set

MailTags 2.0 Users Guide tags that MailTags will read. Is MailTags 2.0 compatible with Leopard? Currently, MailTags 2.0 is not compatible with Leopard. indev will release a Leopard compatible version when or shortly after Leopard ships. Will future updates to Mail break MailTags 2.0? MailTags plugs into an application that is controlled by Apple. Apple might release a system update that breaks some of MailTags’ functionality. In such a case, indev will make every effort to make sure a fix is released at the same time as or shortly after any update that introduces problems. Leopard Mail 3.0 promises notes and to do items. What does MailTags give me that Leopard does not? Mailtags provides a much more comprehensive system for organizing email. While Leopard provides notes, MailTags provides notes, keywords, project, deadlines, priorities and iCal events. Additionally, MailTags integrates with Smart Mailboxes and Rules in a more significant way. indev anticipates that MailTags’ functionality will not be superceded by Leopard. Rather, MailTags will be an excellent addition to Mail 3.0 in Leopard. What about MailTags 1.2.2? indev plans to update several features in MailTags 1.2.2 and release it as freeware MailTags 2.0 lite.

Page 24

MailTags 2.0 was designed and developed by Scott Morrison. JSON support © 2006 by Blake Seely “iCal Calendar” code by Matt Gemmell Special thanks to Jonathan Paisley for code contributions and his outstanding OCDisasm application. Thanks to Beta Testers who endlessly provided bugs, suggestions, and support: Tim Gaden, Adrian Smith, Alan Schmitt, Andre Bonhote, Vicky Stanton, David Levy, Enrico Franconi, Friedrich Vosberg, Gunnar Bjornsson,Guido Hucking, James McConnell, Jeffrey Frabutt, Jeremy Bernstein, John Crosby John Rowe, Ulrich Kortenkamp, Ken Young, David Chartier, Matthew Shields, Neil Lee, Rob Burns, Robert Howard, Russell Finn, Rui Carmo, Runar Dankel, Glenn Henshaw, Tony Stinson, Bill Northlich, William Reising, Zach Rosen,

MailTags 2.0 Users Guide

Page 25

Legal Information
LICENSE AGREEMENT (MailTags 2.0 Mail Plugin) THIS IS A LEGAL AGREEMENT between you (either an individual or an entity) and Indev Software, Inc. ("Indev"). By clicking installing the software, you are agreeing to be bound by the terms and conditions of this License Agreement. If you do not agree to the terms and conditions of this License Agreement, do not install the software. 1. Grant of Limited License. Indev grants to you the non-exclusive right to use Indev software program, MailTags 2.0 (the "Software"). 2. Copyright. The Software is owned by Indev and is protected by Canadian copyright laws and by international treaty provisions. You should therefore treat the Software like any other copyrighted material (such as for example, books or musical recordings). Among other things, copyright laws prohibit you from making derivative works of the Software. You may, however, make copies of the Software, provided that you not copy the Registration Key (see Section 3(a) below). 3. Other Restrictions. (a) You may register your copy of the Software by purchasing a Registration Key at http:// The Registration Key will enable full usage of the Software beyond the trial period. You may not copy the Registration Key. (b) You may modify, reverse-engineer, decompile, or disassemble the Software. However, you may not do so for the purpose of disabling the feature of the Software that enforces the trial period of your copy of the Software (i.e. circumventing the Registration Key system) or for the purpose of circumventing any of the terms of this License Agreement or any other provision of law. (c) You may not claim that the Software is yours, and you may not use the name Indev to endorse or promote products derived from the Software without prior written permission. (d) You must use the Software at all times in a manner that is consistent with the software licenses granted to you by other companies that have provided software for your computer. For example, MailTags 2.0 is designed to be used with the Mac OS X operating system, and so you may not use MailTags 2.0 in a manner inconsistent with the Mac OS X license agreement between you and Apple Computer, Inc. 4. Disclaimer of Warranties and Limitation of Liability. THE SOFTWARE IS PROVIDED "AS IS," WITHOUT WARRANTY OF ANY KIND. INDEV FURTHER DISCLAIMS ANY IMPLIED WARRANTIES, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT. THE ENTIRE RISK ARISING OUT OF THE USE OR PERFORMANCE OF THE SOFTWARE REMAINS WITH YOU. SHOULD THE SOFTWARE PROVE DEFECTIVE, YOU (AND INDEV) ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING OR REPAIR. IN NO EVENT SHALL INDEV OR ANYONE ELSE INVOLVED IN THE CREATION, PRODUCTION, MARKETING, DISTRIBUTION, OR DELIVERY OF THE SOFTWARE, BE LIABLE FOR ANY DAMAGES WHATSOEVER; INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF BUSINESS PROFITS, FOR BUSINESS INTERRUPTION, FOR LOSS OF BUSINESS INFORMATION, OR FOR OTHER MONETARY LOSS, ARISING OUT OF THE USE OF THE SOFTWARE OR THE INABILITY TO USE THE SOFTWARE, EVEN IF YOU HAVE BEEN NOTIFIED OF THE POSSIBILITY OF SUCH DAMAGES. IN NO EVENT SHALL INDEV BE LIABLE FOR ANY SPECIAL, INDIRECT, OR CONSEQUENTIAL DAMAGES, OR FOR ANY DAMAGES WHATSOEVER, WHETHER IN A CONTRACT ACTION, NEGLIGENCE OR OTHER TORT ACTION, OR OTHER CLAIM OR ACTION, ARISING OUT OF, OR IN CONNECTION WITH, THE USE OR PERFORMANCE OF THE SOFTWARE OR DOCUMENTS AND OTHER INFORMATION PROVIDED TO YOU BY INDEV, OR IN THE PROVISION OF, OR FAILURE TO PROVIDE, SERVICES OR INFORMATION. Because some states of the United States and some countries do not allow the exclusion or limitation of the liability for consequential or incidental damages, the above disclaimer may not apply to you. Any warranties that by law survive the foregoing disclaimers shall terminate ninety (90) days from the date you downloaded or otherwise received the Software. 5. Your Warranty to Indev. You warrant that all individuals having access to the Software will observe and perform all the terms and conditions of this License Agreement. You shall, at your own expense, promptly enforce the restrictions in this License Agreement against any person who gains access to your copy of the Software (i.e. the copy you download upon agreeing to this License Agreement or any other copy you have made from that copy) with your permission or while your employee and who violates such restrictions, by instituting and diligently pursuing all legal and equitable remedies against him or her. You agree to immediately notify Indev in writing of any misuse, misappropriation or unauthorized disclosure, display or copying of the Software that may come to your attention. 6. Terms of Service. When you download the Software, Indev servers will automatically log certain non-personal information from your computer, information such as your IP address. If you decide you wish to purchase a Registration Key, we may require that you provide us with certain billing information that is personal to you ("Personal Information"). That Personal information includes your name, address and email. After we have received your payment from Pay

MailTags 2.0 Users Guide

Page 26

Pal or Kagi, we save only the transaction id. Indev does not keep any credit card information whatsoever. To the extent Indev may access Personal Information, Indev will not transmit Personal Information voluntarily to any third party without your express consent. Your Personal Information remains in your full control. Indev may, on occasion, use your IP address to help diagnose problems with our server and to administer its website. Indev may provide aggregate statistics about our customers, traffic patterns, and related site information to reputable third-party vendors. In this process, the information that Indev collects remains anonymous to third parties. Indev may derive general information from your Personal Information and Indev web site usage. Indev will not voluntarily disclose, sell or trade your Personal Information to any third party without your consent. 7. Export Control Laws. You agree to comply with all laws, rules and regulations applicable to the export of the Software. Specifically, you shall not export, re-export or transship the Software, or the direct product thereof, in violation of any Canadian laws and regulations which may from time to time be applicable. By downloading or using the Software, you are agreeing to the foregoing. 8. Injunctive Relief. Because of the unique nature of the Software, you understand and agree that Indev will suffer irreparable injury in the event you fail to comply with any of the terms of paragraph 3 of this License Agreement and that monetary damages may be inadequate to compensate Indev for such breach. Accordingly, you agree that Indev will, in addition to any other remedies available to it at law or in equity, be entitled to injunctive relief, without posting a bond, to enforce the terms of this Agreement. 9. Termination. You may terminate this Agreement at any time. Indev may immediately terminate this License Agreement if you breach any representation, warranty, agreement or obligation contained or referred to in this License Agreement. Upon termination, you must dispose of the Software and all copies or versions of the Software by destroying the Software. The provisions of Sections 3, 4, 5, 6, 7, 8 and 10 of this License Agreement shall survive termination of this Agreement. 10. Miscellaneous. If any litigation is brought to enforce this License Agreement, or arises out of this License Agreement, the prevailing party shall be awarded its reasonable attorneys' fees together with expenses and costs incurred in such litigation. This Agreement shall be governed by the laws of the Province of Ontario, but not including the 1980 United Nations Convention on Contracts for International Sale of Goods. Venue for any action under this Agreement shall be in Montreal, Quebec, Canada. You consent to the personal jurisdiction of the courts of such venue. This License Agreement is the complete agreement between Indev and you and supersedes all prior agreements, oral or written, with respect to the subject matter hereof. COPYRIGHT NOTICE. Copyright (c) 2006-2007 Indev Software Inc., 2342 Wilson Avenue, Montreal, Quebec, H4A 2T3. All rights reserved. Any rights not expressly granted in this License Agreement are reserved.