Editing Email Extractor™ Preferences

  1. Accessing the Internet
  2. Setting the defaults for executing queries
  3. Confirmation and hint messages
  4. Colors, fonts, and icons
  5. Miscellaneous.

Note: you may use the mouse cursor to navigate between options.

Email Extractor allows you to customize its functionality for a wide range of requirements such as, the number of locations Email Extractor should visit when processing your queries, the way application should get access to the Web, and many others. To edit corresponding settings, select Tools | Options from the application menu bar, after which the Email Extractor Options dialog will be displayed. Options are grouped into five tabs: Connection, Queries, Confirmation, Appearance, and Miscellaneous. A detailed description of each of the tabs follows.

1. Accessing the Internet (Tab Connection)

Email Extractor Options - Frame Connection. Click the item of your interest using the lest mouse button.

1.1. WWW Settings

1.1.1. The Proxy Server settings

Specify whether you want to connect to the Internet through a proxy server on your local area network. A proxy server acts as a security barrier between your network and the Internet thus protecting confidential information kept within your local area network from being accessed by other people on the Internet.

1.1.2. Address and Port

Carefully fill in both fields with an appropriate proxy server address and a port number. This information is typically supplied by your System Administrator or Internet Provider.

1.2. The proxy server requires authentication.

Check this box if Email Extractor is unable to access the Web without specifying user name and password.

Some authentication schemes (such as, Integrated Windows Authentication supported by Microsoft Internet Security and Acceleration Server, ISA) use your Windows account and password, and do not require any additional information to be entered here. Fill in the User and the Password fields only if you get the error message "The proxy server authentication failed" in the Email Extractor reports. The required user name and password are to be typically given to you by your System Administrator or Internet Provider. To prevent unauthorized access to your user name and password, both options will be kept by Email Extractor in an encrypted form. In addition, the actual value of the password is not displayed: shown is the star "*" sign in place of any character you type in for the password field.

1.3. Timeout on downloading each Web page (min.)

This value instructs Email Extractor how long it should wait (in minutes) to receive the entire contents of a given Web page before proceeding with its search. Typically, Web servers respond quickly and as such, by default, Email Extractor is given up to 8 minutes for downloading one document.

1.4. Number of pages Email Extractor can download at a time

Email Extractor gives you an option to specify how many locations (URL’s) you would like the program to visit simultaneously. Specify an appropriate value (e.g. 1 to 20) in this field. Initially, this field is automatically filled in with the default value of 4 pages.

Important: Email Extractor is capable of downloading, scanning, and quoting up to 20 documents at a time. However, some Web servers restrict the number of open connections with some low enough values; there are even servers which allow downloading no more than just one document from the same (your) machine at a time.

As a rule, these are small Web sites being hosted on relatively slow Web servers. But, if you instruct Email Extractor to crawl such site by receiving 20 pages at a time, the product might not be able to do its job as the server might start responding with a message "Too many connections -- downloading aborted". So, if during the query execution, Email Extractor starts reporting too many errors on the Message Log tab of its Query Execution screen, decrease the number of pages the product may download at a time, and re-start this query.

1.5. Max number of tries to receive a document

Email Extractor can make several attempts (tries) to scan and retrieve each document. Specify an appropriate value in this field. By default, Email Extractor will make three attempts; if none of them is successful, Email Extractor skips this particular document and proceeds with the rest.
Note: All attempts are done within the same specified time frame (see
Timeout on visiting each location).

2. Setting the defaults for executing queries (Tab Queries)

This tab contains options used by Email Extractor while executing your queries and generating final reports.

Email Extractor Options - frame Queries. Click the item of your interest using the lest mouse button.

2.1. Pages to visit

Specifies the total number of documents and Web pages Email Extractor should receive and investigate while processing a query. If this field is set to zero or just empty, Email Extractor downloads as many documents (URL's) as it can within a given time period (see Timeout for processing queries).

See also: Pages to Visit in the Query Properties pane.

2.2. Timeout for processing queries (min.)

This field allows you to control how long (in minutes) you would like Email Extractor to spend processing a particular query. Enter zero in this field (or, leave empty) if you do not wish to restrict Email Extractor. In this case the product will keep on working until it either downloads the required number of documents, or you press the Report Now button on the execution screen.

See also: Pages to visit.

2.3. E-mail addresses to extract

Fill in this field with the number of e-mail addresses to be extracted from documents Email Extractor visits and scans during the query execution. The default value for this field is set to 10.

See also: Number of E-mails to extract in the Query Properties pane.

2.4. Selecting the Email Extractor report format

Email Extractor may present search results either as HTML files to let you view them or, as Microsoft Excel® spreadsheets allowing you to sort, modify, export e-mails into your personal databases or otherwise process product findings via external software packages. Specify an option that suits your requirements. By default, Email Extractor builds HTML files; to open and modify reports with Microsoft Excel®, make sure that this component of the entire Microsoft Office® suite has been installed on your machine.

2.5. Checking for newer versions

From time to time, Email Extractor may check if you use the latest version of the product and once a newer one becomes available, automatically provide you with corresponding updates. Pressing the button "Check if a newer version is available" causes the product to receive and display information about the latest changes in the product that have been possibly introduced by Kryloff Technologies.

3. Confirmation and hint messages (Tab Confirmation)

Email Extractor Options - Frame Confirmation. Click the item of your interest using the lest mouse button.

3.1. Confirmations

Click an item to toggle its check mark. If the box is checked, Email Extractor will be asking you to confirm the corresponding action. If the box is cleared, Email Extractor will be proceeding without prompting (presuming that you always answer with "Yes").

Another way to suppress a confirmation prompt is to check the box "Do not ask about it in the future" when the prompt appears on screen. The same way you may prevent Email Extractor from displaying warning messages and some hints: switching off hints before reading them is not recommended, though. Some hints or prompting for confirmation boxes do not have the check box "Do not ask about it in the future": this is done on purpose to protect critical actions such as deleting the entire contents of query folders, etc.

4. Colors, fonts, and icons (Tab Appearance)

Email Extractor Options - Frame Appearance. Click the item of your interest using the lest mouse button.

4.1. Icons to display queries

Email Extractor provides you with the possibility to change icons using which the product displays new, completed, and running queries. Small icons are displayed in the Table View mode; large icons are displayed in the Icon mode. Select the application menu items View, then Table or Icons to switch between modes, in which Email Extractor displays items in the Query Folder pane. The way Email Extractor displays queries, does not affect the rest of the product functionality and has been implemented for your convenience only.

4.2. Colors and fonts

If you wish, you may change colors and layout of two major panes the Email Extractor main window consists of. Click a desired element using the left mouse button (or, select the element from the corresponding drop-down list), then press the Change color button, choose a desired color and finally, click "OK". To restore the original color palette of the product, simply click the button Set defaults. This option does not affect the rest of the product functionality and has been implemented for your convenience only.

5. Miscellaneous

Contains options instructing Email Extractor how to store documents and show final reports.

Email Extractor Options - frame Miscelleneous. Click the item of your interest using the lest mouse button.

5.1. Document types

Email Extractor is capable of downloading, scanning, selecting and extracting e-mail addresses from documents of many types, namely: HTM/HTML (all types and encodings supported by your version of Windows), plain and Unicode text files, Rich Text files, Adobe Acrobat®, MS Office® (MS Word® documents, Excel® spreadsheets, and Power Point® demonstrations), Common Gateway Interface (CGI) and Active Server Page (ASP) scripts. The field Document types lists extensions of documents Email Extractor should process. You do not normally have to modify the value of this field unless Email Extractor skips some pages it should process.

As an example, consider the following: some pages on the Microsoft Web site have the extension "MSP". Since Email Extractor processes only HTM and HTML files, by default, those with the "MSP" extension will be skipped (along with images and other binary files, which are not supposed to contain textual data). To instruct the product process MSP files as well, add the "MSP" extension to the list. After accepting your changes, you'll have to re-run queries addressed to the Microsoft Web site. Press the three-dotted button to restore the original set of file extensions. You may enter document extensions in any order: it does not affect the product functionality.

5.2. Actions Email Extractor should do when it generates a report

Once Email Extractor completes a search, it will automatically load the report into a browser or MS Excel® if you check the option Show at once. Email Extractor can also supply this action with a media (e.g. .wav file) sound if you enter the sound file name into the corresponding field.

5.3. Deleting reports along with queries.

When you are deleting or re-setting a query and this box is checked, Email Extractor removes not only the query itself, but also corresponding reports from its Library folder.

5.4. Displaying balloon help messages.

The check box "Show balloon help messages" enables or disables the appearance of small pop-up (normally) yellow windows with some hints on them when you position the mouse pointer over a particular element of Email Extractor dialogs and screen forms. Regardless of the value of this check box, the product always shows short hint messages at the bottom of its main window.

5.5. The use of the Email Extractor built-in browser.

Email Extractor can load reports into either an external (default) browser, a built-in one or, into MS Excel®. When you check the box "Use internal browser", Email Extractor will automatically start displaying corresponding reports when you select queries in the Query Folder (right) pane. This option also affects the way Email Extractor displays reports when you double-click a completed query using the left mouse button: if the box is checked, corresponding reports are loaded into the internal browser window.

5.6. Load Links into the Report Window

Specifies the target window to load links into. By default, Email Extractor builds its reports so, that the browser creates a new window to load each link. By checking this option you may specify that the links should be loaded directly into the Email Extractor report window; in this case you can use the browser's Back button to return to the report window, again.

5.7. Apply changes to all new queries

This option takes effect when you click OK in the Email Extractor Options dialog. When checked, it instructs Email Extractor to replace all search settings in existing incomplete (new) queries in the current Query Folder with those you have specified in the Email Extractor Options dialog. If this option is not checked, Email Extractor does not perform any replacements when you click OK. In this case the changes you have made will start affecting newly created queries only.

5.8. Accepting changes

Click the OK button to accept all changes that you have made in the Email Extractor Options dialog. By default, the changes will affect all newly created queries. If you check the box "Apply changes to all new queries", the existing incomplete queries (in the currently open Query Folder) will be adjusted as well; otherwise, the existing queries will remain unchanged.

5.9. Rejecting changes

Click Cancel or just press the "Esc" button on the keyboard to discard any changes you might have made in the Email Extractor Options dialog.

5.10. Getting Help

Click Help or just press the "F1" button on the keyboard to receive information about a particular Email Extractor option.

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