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These are the usual Windows menus available near the top of the MailCOPA parent window, rather than the Context Menus produced by right-clicking on an item, though some of the options may be available from both.

Note that some options may be unavailable, depending on the current context - for example, Mail menu-arrow View Mail Waiting will be unavailable if you have not previously gone online, checked the relevant mailboxes, and assembled such a list, which otherwise does not exist.

In particular, the editors will have options (especially on the Edit menu) not available elsewhere.






Connect to collect and/or send mail - opens the Connect Dialog

Connect Default

Connect immediately to collect/send mail, using the options set here. Does not open the Connect Dialog as above.


Print the contents of the currently selected message. If part of it is highlighted, the Selection option will be available on the Print Dialogue. See also the section on Print Preferences.

Print Default

Print immediately using the MailCOPA default printer (set here), and (Windows) default settings for that printer.


Logout as the current user name, and login as another user: opens the Login Dialog

Exit MailCOPA

Close down MailCOPA completely.



Undo Ctrl + Z

Editors: Undo the last editing action. If the focus is not in an editor, this will undelete the last-deleted message.

Cut Ctrl + X

Editors Only. Cut the selected text to the clipboard

Copy Ctrl + C

Editors Only. Copy the selected text to the clipboard

Paste Ctrl + V

Editors Only. Paste the text from clipboard.

Paste Quoted

Editors Only. Paste the text from the clipboard, marking it as quoted.

Paste Unformatted Text Shift + Ctrl + V

Editors Only. Paste formatted text from applications such as MS Word. The formatting will be changed to that of the part of the message into which it is pasted.

Remove Quotes

Editors Only. Remove quote marks from the selected text.

Add Quotes Ctrl +Alt + Q

Editors Only. Add quote marks to the selected text.

Snip Alt + I

Editors Only. Delete the selected text, and replace with the <SNIP> text configured in Preferences - Editing


Editors Only. Allows the insertion of text from a file (.txt, .rtf and .html files only), or from the Quick Text - though the latter is more easily accomplished by using the HotKeys Alt + 1, Alt + 2, Alt + 3 etc ...


Find a word or phrase in the currently selected message.

Find Next

Search for the next occurrence of the word or phrase last entered into the Find dialogue.

Speak Message

Speak the message - this requires a Text To Speech (TTS) engine to be installed. This is by default in Windows XP, see the Speech applet in Control Panel.
Select the option again to stop speaking the message when speaking.


Copy the selected text to the clipboard

Select All CTRL+A

Varies in its exact action according to the context.




Where a message is currently displayed in text-only format, and has a Rich Text (HTML) section, this HTML section will be displayed.

Show Text

Where a message is currently displayed in HTML format, it will instead be displayed in text-only format.

Show in Online Mode

Fetch from the internet any embedded images that have not been sent with the message. Beware that this may be used by spammers to check if you have viewed the message, so be cautious.

Show in Browser

Show the message in the computer's default browser - this is useful for very complex HTML messages which the MailCOPA editor cannot fully display correctly. The same caveat applies as in the above option about fetching images from the internet.


Show the full messages headers in the viewer.

Mail Waiting

View the list of mail that you have previously marked for collection from external mailboxes during your next connection. Opens the List of Mail Waiting window

Connect Log

This is a log of mail sending, collection and processing, which may be of assistance when diagnosing problems. It is split into two sections, one showing the actual connection activity, and the other showing the processing of messages by MailCOPA once they have been received.

This is the same log which is opened automatically when mail is sent or received, though each time it opens, it is cleared and just records operations during that connection. This Connect Log holds a continuing record of all such sessions.

Whether a log is kept, and whether a new one is started each day (rather than continually adding to the existing one, which can lead to a huge file) can be configured in User Details.

Mail Counts

Shows Unseen/Outgoing/Held mail for all users, and allows a quick switch to any user.


Open the Address Books

Mailing Lists

Gives Access to the Mailing Lists

Message History

Allows navigation back and forward through the messages viewed, like a browser. This can be added to the main toolbar by customising it



For more details see toolbars

Mail Toolbar

Show or Hide the Main Toolbar

Quick Viewer Tools

Show or Hide the Quick Viewer Tools

Button Text

Show or Hide the text on the toolbar buttons


Customise the toolbars, see here for more details.

Restore Default Layout

If you have problems with the layout of the toolbars that you cannot resolve any other way, this will return it to that when MailCOPA was first installed. A useful "panic button" !


Connection Log

Show or hide the connection log, which may be integrated with the other windows if you wish.


Show or Hide the Folders Window


Show or Hide the Messages List

Quick Viewer

Show or Hide the Quick Viewer

Mail Received

Show or Hide the Mail Received Window

Restore Default Layout

If you have problems with the layout of the windows that you cannot resolve any other way, this will return it to that when MailCOPA was first installed. A useful "panic button" !



The options on this menu apply to the currently selected folder.


Create a new folder


Delete the currently selected folder.

WARNING - this will delete any messages in the folder too.

Refresh F5

Refresh the display of messages in the currently-selected folder - the same as pressing F5

Copy sub-folder structure

Enabled only if this folder has sub-folders. Creates a new folder at this level with all of the sub-folders of this folder. The new parent folder and sub-folders will have the same properties as those of this folder.

Close All Sub-Folders

Close all sub-folders.


Import mail into the currently selected folder. Messages in text format may be imported a folder-full at a time, or UNIX mailfiles (a single file containing multiple messages, one after the other).

Mark all Seen SHIFT+S

Mark all messages in the currently-selected folder as Seen

Add to Favourites

Folders may be added to the Favourites pane (above the main Folders List). The original folder remains in the main list, this is just a copy. Once there, they may be used in exactly the same way as the folder in the main list, including amending its properties.

Remove from Favourites

Remove from the Favourites pane.


Display the folder's properties.




Open a Compose New Mail Editor


Displays the message in a fresh View Messages Window. Opening a different message will result in its being loaded into a new View Messages window.


Opening another message opens another fresh View Message window with this last message displayed. You will now have two similar View Message windows open.



Reply to the selected message - a Reply Editor will be opened. Any attachments will NOT be included.

Reply to All

Reply to all those on the distribution list, ie those on the To: and CC: lines in the header. Any attachments will NOT be included.

Reply & Forward Attachments

Include any attachments with the Reply

Reply to All and Forward Attachments

Include any attachments in the Reply to all recipients.


Opens a Forward Editor

Forward as Attachment

Opens a Forward Editor with the selected message(s) as attachment(s). Useful if you wish to send a message completely intact.


Redirects the message to another address - NOTE that you cannot edit the message, the original header lines will be left unchanged apart from the To: line. May be used with multiple selections.


Pass the selected message(s) through the filters - useful if you have just created a new filter intended to act on message(s) like this/these.

NOTE that this does not apply to Outgoing Filters which can only actioned when a message is actually sent.


Show All

Show all messages in the Messages List, whether Seen or Unseen

Show Seen

Show only Seen messages in the Messages List.

Show Unseen

Show only Unseen messages in the Messages List

Hide Seen threads

Hide all messages  in the Messages List whose threads that have been marked as Seen

Mark Seen S

Mark the currently-selected message(s) as Seen

Mark All Seen

Mark all message in the currently-selected folder as Seen

Mark Thread Seen

Mark all messages in the currently-selected thread as Seen (It is only necessary to select one message in the thread).

Mark Thread Unseen

Similar to the above, but mark all messages in the thread as Unseen.


Delete the currently-selected message(s) - they will be moved to the Deleted Items folder

Delete Message (Separate Message Viewer only)

Deletes the message currently displayed in this viewer window, and closes the viewer.

Undo last Delete CTRL+Z

Undoes the last Delete action, whether this was of a single message or multiple messages in one batch. NOTE that it doesn't matter which folder or which message(s) you have selected at the time you undertake this, the last batch of messages you deleted (ie they were moved to the Deleted Items folder) will be moved back to the folder they were in when deleted.


Expunge the message from the system - it will NOT be moved to Deleted Items and will not be retrievable after this action

Delete Attachments

Delete the attachments on the currently selected message

Save Attachments

Save all of the attachments on the currently selected message in one operation. You may select the destination, and the existing filenames will be used. Files with the same filenames will be overwritten without warning.

Move Messages

Copy to Folder

Copies the currently-selected message(s) from one folder to another. A dialog will be displayed so that you can select the destination folder. Copied files can be identified because the message subject will contain the text "(Copy)".

Move to Folder

Moves a message from one folder to another. A dialog will be displayed so that you can select the destination folder.

Create Filter

Allows the quick creation of a filter to transfer messages to another folder on receipt. Data from the header of the current message will be available in the filter dialog box to simplify the process.
You may then wish to use the Refilter option above.

Export to text .eml file

Copies the currently-selected message(s) as text file(s) to the destination selected by the user. The file extension will by default be .eml (though you can select .txt if you wish) but the file(s) will be in plain text format. The extension .eml is recognised as an email message, complete with all headers. In the case of multiple selections, give a filename like xyz, and they will be saved as xyz-1.eml, xyz-2.eml etc
Additionally, Dragging and Dropping a message onto the desktop will result in its being copied as a text file to the Desktop.

Export to UNIX mailbox

Export to a Unix mailbox file (.mbx). If a single message is selected and saved to an existing file, this will be OVERWRITTEN, rather than adding the message to any existing messages in the file. Multiple selections will be added to one file. The object of this function is to add files in one batch to a .mbx file for transfer/import to other email software

Flag Messages


This option is only available on messages in the Outbox system folder. A message can be prevented from being sent by marking it as Held. Held messages are displayed in an Italic font.


This option is only available on messages in the Outbox system folder which have already been marked as Held. A message not marked as held will be sent next time a connection is made to the mail server.

Keep K

Marks a message as Kept. The message will be displayed with a key icon in the kept column if available. Kept messages cannot be deleted, and will not be purged.

Unkeep K

Removes the Kept marking from a message: it can then be deleted and purged.

Lock Unseen Alt + L

Marks the message as Unseen, and locks it in this state - it is not possible to simply mark the message Seen, using the option further up this menu, or using the S key.

Unlock Unseen Alt + L

Removes the lock applied above - note this does not mark the message as Seen, this must be done separately, using either the option further up this menu or using the U key.

Edit Label

Shift + Ctrl + L

Attaches a label to the message. This may be up to 255 characters, and a field to display it in the messages list can be configured from the Folders Properties Settings. In the case of multiple selections, the same label will be added to each message, but they can subsequently be individually modified.

Edit Subject

Change the subject of a received mail.  Message. The original subject is added to message in an X-Original-Subject: header for reference. 


Messages may be allocated to user-created categories. For more details see here.

Set Colour

Set the colour of the selected message(s) your own choice of colour. Useful for quickly identifying particular messages in a folder. For example you may receive messages from a web site email script with a specific subject and wish to quickly find them.

Set Reminder

Timed reminder - for more details see here.

Reset Default Colour

Return the colour of the message(s) to the standard one configured.


Add Address

Adds the sender's email details to an address book. When selected, a list of address books will be displayed from which you can choose the destination, and you will be able to amend or add to the details to be added.Should the From: and Reply-To: addresses be different, you will be offered a choice between them to add to the address book.

Add Distribution List

Adds all of the addresses on the To: and CC: lines in the message header (excluding your own address) to an address book or mailing list, which can be selected from the dialog which opens.

Add to Mail List

Add the sender's address to a Mailing List prepared within MailCOPA.


Send Now

Send the currently selected message immediately. Only available for messages in the Work in Progress folder.

Send Later

Send the currently selected message later (ie place it in the Outbox. Only available for messages in the Work in Progress folder.

Resend Now

Resend the currently selected message - this will be disabled if this is not a copy of a message originally written by this user - ie the From: line in the header is not one of the email addresses entered here. If you wish to resend a message later, simply drag and drop it into the Outgoing folder.


Opens the message in the editor, enabling modifications to be made, including to the recipient address(es). Applies only to messages you have written and sent yourself, NOT to messages received.


Black List Sender

The From: address will be added to the Spam Black List

White List Sender

The From: address will be added to the Spam White List

Learn as Spam

For further details please see the page on Spam Filtering

Learn as Clean

For further details please see the page on Spam Filtering

Spam Score

For further details please see the page on Spam Filtering

Find Replies

If this is an original message (ie one not written in reply to a message received) this will locate (but not open) any replies you have written to it. Note that this only applies to direct interchanges between you and another writer - it will not work in mailing lists for instance.

Open Reply

Opens the reply you wrote to this message (if any) in a separate viewer window.

Find Original

If this is a reply (ie a message written in response to a message received) this will find the original message. Note that this only applies to direct interchanges between you and another writer - it will not work in mailing lists for instance.

Open Original

Opens the original message to which this is the reply.

Select All

Selects all of the messages in the Messages List


Displays the message's properties, header details, and gives access to the 'raw' text form of the message. For more information see here.



Various system utilities - for more information see here.

Recount Unseen Messages

A running count is kept of Unseen messages for each folder. Very occasionally the count against one or more folders may become incorrect, and this facility will quickly correct this - it clears the running count and gets an up-to-date and correct count from the database.

Perform Mail Purge

Performs an immediate Mail Purge, using the settings configured in the Mail Purging window, as amended by the Folders Properties settings.


Please see the page devoted to this subject for further information.



Set Preferences

See Preferences

User/Account Details

See User Details

Edit Signatures

See Signatures

Edit Styles

See Editing HTML Styles

Edit Filters

See Mail Filters

Edit Spam Filters

See Spam

Edit Categories

See Categories

Edit Diary Labels

See Diary

Edit Database Server Settings

See Backing up Data

Edit Quick Text

See Quick Text

Edit Stationery

See Stationery



These lead you through step-by-step processes for various infrequently-performed tasks.

Add User

Takes you through the process of adding a new MailCOPA user.

Add new mail account

Takes you through the process of adding a new mail account for the current user.

Copy User

Takes you through the process of creating a new user with all of the configuration options of an existing user.

Import Mail/Addresses

Takes you through the import of mail  messages from

MS Outlook Express v5 & v6

MS Outlook



MS Windows Mail

Or of Addresses from:

MS Outlook Express v5 & v6

MS Outlook


Windows Contacts (Vista)

CSV File

Multi-machine Data Sharing

If this installation of MailCOPA is currently configured to use data held on this machine, this wizard will enable you to connect to data on another server machine.

Export Mail

Takes you through the process of exporting message from one, some or all MailCOPA folders. They can either be exported as single text files (*.eml) or in batches, each batch in a Unix Mailbox (*.mbx) file.


Mail Received

Queries the database to list all mail received between the dates you specify, in order of date received. Mail permanently deleted (killed) will not be shown.


MailCOPA Help

Opens this Help File

Getting Started

Opens the Getting Started page in this Help File.

Whats New

Opens the What's New in MailCOPA Version 15.01 page in this Help File

Hot Keys

Opens the page covering Hot Keys in MailCOPA in this Help File

Show Tips

Show the tips - these will have been automatically activated each time you started MailCOPA. This is for if you have de-activated them.

MailCOPA Home Page

Takes you to the MailCOPA home internet page

Technical Support

Opens the Support Form on the MailCOPA website (in your default browser).

FAQ Web Page

Opens the MailCOPA Frequently Asked Questions page - this is a very useful source of answers to common problems. TRY THIS FIRST - IT COULD BE A QUICK WAY OF SOLVING ANY PROBLEM YOU MAY HAVE.

Send Machine Name to Client

Used in conjunction with the Multi-machine data-sharing Wizard above.

Upgrade MailCOPA

License MailCOPA for more users, or for multi-machine use (if your current licence only covers single-machine use).

About MailCOPA

Shows the Version Number and Date of this version, and various copyright information.