HTC XV6800 User Manual
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78 Working With Company E-mails

8.3 Managing Meeting Requests

When you schedule and send meeting requests from your device, you can invite attendees to your meeting and check their status to know about their availability.

When you receive a meeting request, you can reply by accepting or declining the request.The meeting request also clearly indicates whether or not there are conflicting or adjacent meetings.


Your company must be using Microsoft Exchange Server 2007 or higher.

To reply to a meeting request

1.When you receive a meeting request e-mail,a notification will be displayed on theToday screen. Open thee-mail.

2.Tap Accept to reply and accept the meeting request, or tapMenu > Decline if you cannot attend the meeting.

Tips Before responding, you can check your availability during the time of the requested meeting by tapping

View your calendar.

If the time of the meeting conflicts with your other appointments, a“Scheduling Conflict”status appears on top of the e-mail.

3.Choose whether or not to edit your response e-mailbefore sending then tapOK.

4.If you accepted the meeting request, it will automatically be added as an appointment in Calendar on your device.

To view the list of meeting participants

1.Tap Start > Calendar.

2.Tap a meeting request that you previously sent, then tap Attendees.The list of required and optional attendees will be listed.

Notes • For information about creating a meeting request, see“To send a meeting request”in Chapter 6.

If you select a meeting that you have organized, the list shows who has accepted or declined the meeting.

To view an attendee’s contact information, tap the attendee’s name. If the attendee is included in your contacts list, you will see the contact information immediately. If the attendee is not in your contacts list, tap Company Directory to view the contact information.

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8.4 Finding Contacts in the Company Directory

In addition to having contacts on your device, you can access contact information from your company’s Global Address List (GAL). GAL is the address book that contains all user, group, and distribution list e-mailaddresses of your organization, and it is stored on the Exchange Server. By having direct online access to it from your device, it is quick and easy for you to plan a meeting ande-maila meeting request immediately to anyone in your company.


Access to the GAL is available only if your company is running Microsoft Exchange Server 2003


SP2 or higher, and you have completed your first synchronization with the Exchange Server.

1.Synchronize with Exchange Server if you have never done so.

2.Do any of the following:

In Contacts, tap Menu > Company Directory.

In a new e-mailmessage, tap theTo box (or tapMenu > Add Recipient) then tapCompany Directory.

In a new meeting request using Calendar, tap Attendees and then tapCompany Directory at the top of the list.

3.Enter the part or full contact name and tap Search. In the search results list, tap a contact to select it.

Notes • You can save a contact from the Company Directory to your device by selecting the contact then tappingMenu

> Save to Contacts.

You can search on the following information as long as that information is included in the Company Directory: First name, Last name, E-mailname, Display name,E-mailaddress, or Office location.

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8.5 E-mailSecurity

Windows Mobile on your device protects your Outlook e-mailsthrough Secure/Multipurpose Internet Mail Extension (S/MIME), which allows you to digitally sign and encrypt your messages.

Digitally signing a message applies your certificate with the authorization key to the message.This proves to the recipient that the message is from you and not from an impostor or a hacker, and that the message has not been altered.

Encryption protects the privacy of your message by converting it from plain, readable text into cipher (scrambled) text. Only the recipient who has the authorization key can decipher the message.


S/MIME encryption and digital signatures for Windows Mobile-baseddevices are available only with


Exchange Server 2003 SP2 or a later version that supports S/MIME. If your company is not using


one of these products, or you have not completed your first synchronization with the Exchange


Server, these options are unavailable.

Note You can encrypt a message with or without a certificate. However, to read an encrypted message, you need a valid certificate to decrypt it.

To individually sign and encrypt a new message

1.Tap Start > Messaging > OutlookE-mail.

2.Tap Menu > New to create a new message.

3.Tap Menu > Message Options.

4.From the Security list, select whether to encrypt only, sign the message only, or do both.

5.Tap OK.

To verify the digital signature on a signed message you receive

1.Open the Outlook e-mailmessage that has been digitally signed.

2.At the top of the message, tap View Signature Status.

3.Tap Menu > Check Certificate.

To view the details of the certificate in the message, tap Menu >View Certificate.

Note There can be several reasons why a digital signature is not valid. For example, the sender’s certificate may have expired, it may have been revoked by the certificate authority, or the server that verifies the certificate is unavailable. Contact the sender to report the problem.

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To digitally sign and encrypt all messages

You can set up ActiveSync to digitally sign and encrypt all outgoing messages.You must obtain a valid certificate to sign and encrypt e-mailmessages successfully.

1.Tap Start > Programs > ActiveSync.

2.Tap Menu > Options.

3.Select the E-mail information type, and tapSettings. On theE-mailSync Options screen, tap


4.Do one or both of the following:

To sign all your outgoing e-mailmessages so that recipients can be certain that the messages were sent by you and have not been altered in any way, select theSign all outgoing e-mail messages check box.

To encrypt all your outgoing e-mailmessages so that the contents of your messages are protected from being viewed by anyone other than the intended recipients, select theEncrypt all outgoing e-mail messages check box.

5.Tap Choose Certificate to select a certificate for signing or encrypting outgoinge-mailmessages.

Set permissions on an e-mailmessage

Another way of protecting your e-mailmessages is to send messages with restricted permissions using Information Rights Management (IRM).


This works only with a Microsoft Outlook e-mailaccount and if your company is using RMS Server



1.Tap Start > Messaging > OutlookE-mail.

2.Create a message, then tap Menu > Message Options.

3.In Permissions, do one of the following:

To allow anyone to read the message, select Unrestricted access.

To prevent the message from being forwarded, printed, or copied, select Do not forward.

4.Tap OK.


An IRM-protectedmessage received on your device can only be replied to orforwarded if the message


permits it.

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Chapter 9

WorkingWith Documents

and Files

9.1Microsoft® OfficeWord Mobile

9.2Microsoft® Office Excel® Mobile

9.3Microsoft® Office PowerPoint® Mobile

9.4Adobe Reader LE

9.5Copying and Managing Files