HTC XV6800 User Manual

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Chapter 7

Exchanging Messages

7.1 Messaging

7.2 Text Messages

7.3 MMS Messages

7.4Setting Up E-mailAccounts

7.5Using E-mail

62Exchanging Messages

7.1Messaging

Messaging is where your text messages and youre-mailaccounts are located. When you receive new messages, you can open them from theToday screen. Simply tap the type of message that you want to open.

New message(s)

To select a messaging account

Tap Start > Messaging.The Account Picker screen then appears where you can select an account; or

While you are in a message list of a certain account, for exampleText Messages, tap Menu > GoTo when you want to switch to other types of messaging accounts.

Account Picker screen

To configure message account settings

Tap Menu > Options on the Account Picker screen; or

Tap Menu >Tools > Options while you’re in a message list.

Exchanging Messages 63

7.2 Text Messages

Send short text messages up to 160 characters long to other mobile phones. For quicker and easier typing, use the sliding keyboard to enter your message.

Send text messages

To compose and send a message

1.Tap Start > Messaging.

2.On the Account Picker screen, tap Text Messages.

3.Tap Menu > New.

4.Enter the mobile phone number of one or more recipients,

separating them with a semicolon.To access phone numbers from Contacts, tap To.

5.Enter your message.

To quickly add common messages, tap Menu > MyText and tap a desired message.

To check the spelling, tap Menu > Spell Check.

6.Tap Send.

Tips • To enter symbols, tapShift using theon-screenkeyboard.To access more symbols, use the Symbol Pad. See Chapter 2 for details.

If you want to be notified when your text message is received by the recipient, before sending your text message, tap Menu > Message Options then select theRequest message delivery notification check box.

To always receive a notification, tap Menu >Tools > Options in the text message list, tapText Messages, then select theRequest delivery notifications check box.

To reply to or forward a text message

1.Select or open the message.

2.Tap Reply, or Menu > Reply All, or Menu > Forward.

To automatically resend text messages that failed delivery

If text messages were not successfully sent due to network

problem or loss of signal coverage, they will be queued in the Text Messages Retry program and automatically resent. While

text messages remain queued, you can choose to delete some or all of them by following these steps:

1.Tap Start > Programs >Text Messages Retry.

2.Do one of the following:

To delete a text message, select the message then tap Menu > Dismiss.

To delete all queued text messages, tap Menu > Dismiss All.

64Exchanging Messages

7.3MMS Messages

Creating and sharing multimedia messages (MMS) with your friends and family are easy with your device. You can attach pictures or video, and an audio clip in an MMS.You can even use the device camera to capture photos and video clips while composing a new MMS message, and send them along with your message.

To access MMS

1.Tap Start > Messaging.

2.On the Account Picker screen, tap MMS.

MMS message folders

Notes • Please note that MMS is a charged service. In order to use MMS successfully, this has to be provisioned on your mobile account. Please contact Verizon Wireless to have this provisioned as part of your calling plan.

Please ensure the size of your MMS message is within the allowed limits when sending to another mobile phone user or sending to an e-mailaddress.

Change MMS settings

When you send an MMS message, a notification (text message) will first be sent to the recipient, while your MMS message will be temporarily stored on an MMS server of your wireless service provider. When others send you an MMS message, similarly, the MMS message will be stored on the MMS server until you retrieve it. Hence, your device must be configured with the location of the MMS server for you to be able to send and receive MMS messages on your device.

When you purchase your XV6800, it is already preset with Verizon’s MMS server settings. If you accidentally lost the preset settings or you changed to another wireless service provider, follow the steps below to configure MMS settings.

To configure MMS settings

1.Tap Start > Messaging > MMS.

2.Tap Menu > MMS Configuration.The MMS Configuration screen appears.

3.In the Preferences tab, select or clear the provided check boxes according to your needs.You can choose to retrieve MMS messages immediately, accept or reject messages, request a delivery receipt, specify a resolution for images you send, and more.

4.Tap the Servers tab and check if your device is preset with MMS server settings.

If there are no preset settings, tap New and enter the following information, which you can get from your wireless service provider:

Exchanging Messages 65

Server name. A descriptive name, such as your wireless service provider name.

Gateway. Location of the MMS server, which is usually in the form of an IP address.

Port number. HTTP port number used for connecting to the MMS server and for file transfer.

Server address. URL address of the MMS server.

Connect via. Select the connection that your device uses for MMS.

Sending size limitation. Select the maximum MMS message size allowed by your wireless service provider.

WAP version. Select eitherWAP 1.2 orWAP 2.0, depending on which one is being used by your wireless service provider.

5.Tap OK.

The MMS server settings will then be added as an entry on the MMS Configuration screen.

Notes • If your device already has preset MMS settings, it is recommended that you do not change these settings. If you change the preset settings, your device may not be able to send and receive MMS messages.

If you add several MMS service providers to the MMS Configuration screen, you can choose one as your default MMS provider. Select the MMS provider's name in the list then tap Set As Default.

Create and send MMS messages

After configuring the required settings, you can start to compose and send MMS messages.

To compose an MMS message

You can compose MMS messages in a combination of various slides, where each slide can consist of an image or video clip, audio, and/or text.

1.On the MMS screen, do one of the following:

Tap Menu > New > New Flix Message to create an MMS message containing video and text, then skip to step 3.

Tap Menu > New > New Pix Message to create an MMS message containing images, audio, and text.

2.When you see the Choose a Media Message screen, tap a preset template, or tap Custom to open a blank MMS message.

Note If you prefer to always use a blank MMS message, select theAlways choose custom check box.

3.In To, enter the recipient’s phone number ore-mailaddress directly, or tapTo,Cc, orBcc to choose a phone number or ane-mailaddress from Contacts.

4.Enter a subject for your message.

5.Tap the Insert icon () to select and insert a photo, GIF animation, or video clip.

66Exchanging Messages

6.By default, My Documents will be displayed. Navigate folders by tapping the folder thumbnails.To return to an upper level folder, tap the Down arrow ( ) and tap the folder name.

7.When selecting a photo, GIF animation, or video clip, you can:

Tap to view it first, then tapto insert the selected photo or video clip into the MMS message you are composing.

Tap to take a photo and insert it into the MMS message.

Tap to record an MMS video clip and insert it into the MMS message.

Tap to quit selection and return to the MMS message.

8.Enter text. See“To add text to an MMS message”for details.

9.If you’re composing a pix message, you can insert an audio clip. See“To add an audio clip to an MMS message”for details.

10.TapSend to send the MMS message.

Notes • You can also send an MMS message directly from the Pictures & Videos or Camera program. Do one of the following:

In Pictures & Videos, select a picture, GIF animation, or video, and tap Menu > Send. InSelect an account, tapMMS if you're sending video, or tapNew Pix Message (MMS) if you're a sending an image or GIF animation.

Capture a photo or an MMS video clip using the camera, and tap the Send icon. In the Send File dialog box, tap

Send via MMS.

To add text to an MMS message

When entering text into an MMS message, you can do the following:

Tap inside the text box and enter your own text.

Choose from common words or phrases.Tap to add a text string from the CannedText list.

Tip To edit or delete a phrase on the CannedText list, tap and hold a string, then tapEdit orDelete from the shortcut menu.To create and add a new phrase to the list, tapNew.

To add an audio clip to an MMS message

You can add an audio clip to a pix message.

1.While composing a pix message, tap Tap here to insert an audio clip.

Open the folder that contains audio files. When navigating folders, tap the Down arrow ( ) to return to the upper folder.

2.Select an audio file. When selected, you can:

Tap to play the audio clip, tapto pause, or tapto stop playback.

Tap to insert it into your MMS message, or tapto quit selection and return to your MMS message.

To record a new audio clip and add it to your MMS message, tap then tapto start recording, andto stop recording.The new audio clip is automatically inserted into your MMS message.

To add slides

If you’re composing a pix message, you can add more slides to your message by tapping Edit > Insert Slide. While on a slide, you can:

Tap to preview the entire MMS message.

Tap to go to the previous slide, or tapto go to the next slide.

Exchanging Messages 67

To customize the background color, text alignment and other options

While composing your MMS message, you can do the following:

Tap Options > Background to choose a background color from the list.

Tap Options >Text onTop to place text above the photo, GIF animation, or video.

Tap Options >Text Below to place the text below the photo, GIF animation, or video.

Tap Options > Message Options to specify the sending time, validity, priority, class, and other settings for a message.

Tap Edit > Attachments to include a contacts card, calendar appointment, or any file as an attachment.

To create an MMS message from a template

While on an MMS message, tap Edit > New fromTemplate to compose a message using a predefined template.

Note To save a message as a template, open the message and tapEdit > Save asTemplate.

View and reply MMS messages

To view an MMS message

Use the playback controls ,, and.

Tap Menu > Objects to see a list of files included in the message. On the Message Objects screen, you can do the following:

To save a file, select it, and tap Tools > Save.

To use an audio file as a ring tone, tap Tools > Set as Ringtone.

To reply to an MMS message

Tap Menu > Reply to reply to the sender of the message, or tapMenu > Reply All to reply to all persons listed inTo, Cc, and Bcc of the message.

7.4Setting Up E-mailAccounts

Types of E-mailAccounts

Before you can send and receive e-mail,you need to set up youre-mailaccount on your device.You can set up the following types ofe-mailaccounts on your device:

Outlook e-mailthat you synchronize with your PC or your company’s Exchange Server

E-mailaccount that you have from an Internet Service Provider (ISP)

Work account that you access using a VPN connection

Other web-basede-mailaccounts such as Gmail®,Yahoo!® Mail Plus, etc.

Set up your device to synchronize Outlook e-mailwith the computer

If you have installed the synchronization software on your PC and created a partnership with your device, then your device is ready to send and receive Outlook e-mail.If you have not yet installed the synchronization software nor created a partnership, please do so by following the procedures in Chapter 5.

Tip To set up your companye-mailaccount so that you can access Outlooke-mailmessages wirelessly, you must set up your device to synchronize via a wireless LAN orover-the-airconnection with your company’s Exchange Server. For more information about synchronizing with your companye-mailserver, see Chapter 8.

68 Exchanging Messages

E-mailSetupWizard

Windows Mobile’s E-mailSetup Wizard lets you easily set up your personal and worke-mailaccounts.You can add ane-mailaccount from an Internet Service Provider (ISP) or othere-mailprovider as well asweb-basedaccounts.

Note For more information about setting up your company Outlooke-mailaccount, see Chapter 8.

To set up a POP3 or IMAP4 e-mailaccount

Set up a POP3 or IMAP4 e-mailaccount on your device if you have ane-mailaccount from an Internet service provider (ISP) or othere-mailprovider, or aweb-basedaccount such as Gmail,Yahoo! Mail Plus, etc.You can also add a work account that you access using a VPN server connection as a POP3/IMAP4 account.

1.Tap Start > Messaging > NewE-mailAccount.

2.Enter your e-mail address, and select the Try to gete-mailsettings automatically from the Internet

check box. By selecting the option, the device attempts to download e-mailserver settings so that you do not need to enter them manually.TapNext.

3.After Auto Setup finishes, tap Next.

Note If Auto Setup is unsuccessful, selectInternet e-mail from theYour e-mail provider list on the next screen. You will also be asked to entere-mailserver settings during the setup process. See“To specifye-mailserver settings”for details.

4.Enter your name.You can also edit the Account display name field to specify the name of your ISP ore-mailprovider.TapNext.

5.Enter your login name if it does not show automatically in the User name field. Also enter your password, and select theSave password check box.TapNext.

6.At this point, e-mailsetup is complete. In theAutomatic Send/Receive list, choose how frequent you wante-mailmessages to be automatically sent and downloaded on your device.

Note TapReview all download settings to select download options, set thee-mailformat as HTML or plain text, and more. For more information, see“To customize download and format settings.”

7.Tap Finish.

To specify e-mailserver settings

If Auto Setup is unsuccessful, contact your ISP or e-mailprovider for theIncoming mail server andOutgoing mail server settings so you can enter them on your device.

Other options that you can select include the following:

Select the Outgoing server requires authentication check box, if required by your provider.

If the outgoing e-mailserver requires a di erent user name and password for sendinge-mail,clear the

Use the same user name and password for sending e-mailcheck box.You will be prompted to enter these information.

Tap Advanced Server Settings, then select theRequire SSL check boxes if youre-mailprovider uses an SSL connection for more securede-mail.From theNetwork connection list, select the data connection that you use for connecting to the Internet.

To customize download and format settings

Before you tap Finish when setting up your POP3 or IMAP4e-mailaccount, you can tapReview all download settings to choose download options, message format, and other settings.

 

Exchanging Messages 69

Options

Description

Automatic Send/Receive

You can select a time interval for connecting to the Internet automatically to send and

 

receive messages.

Download messages

Set the number of days of messages that you want to be downloaded to your device.

Send/receive when I click

By default, messages are immediately delivered when you tap Send. If you prefer to

Send

save outgoing messages to the Outbox folder first, clear the check box. (In this case,

 

you will need to manually send messages by tapping Menu > Send/Receive).

Use automatic send/

This allows your device to data roam when there is a set time interval for connecting to

receive schedule when

the Internet automatically. Since this may result in higher connection costs, you may

roaming

want to leave the check box cleared.

When deleting messages

Choose whether to delete messages from the mail server when you delete them on

 

your device.

Message format

Select HTMLor PlainText.

Message download limit

Select the e-maildownload size. If you have large volumes ofe-mail,use a lower size or

 

select to download headers only.

 

 

 

7.5 Using E-mail

After setting up e-mailaccounts on your device, you can start sending and receivinge-mailmessages.

Create and send messages

To compose and send a message

1.Tap Start > Messaging then select ane-mailaccount.

2.Tap Menu > New.

3.Enter the e-mailaddress of one or more recipients, separating them with a semicolon.To access addresses from Contacts, tapTo.

4.Enter your message.To quickly add common messages, tap Menu > MyText and tap a desired message.

5.To check the spelling, tap Menu > Spell Check.

6.Tap Send.

Tips • To enter symbols, tapShift using theon-screenkeyboard.To access more symbols, use the Symbol Pad. See Chapter 2 for details.

To set the priority, tap Menu > Message Options.

If you are working offline, e-mailmessages are moved to the Outbox folder and will be sent the next time you connect.

To add an attachment to a message

1.In a new message, tap Menu > Insert and tap the item you want to attach:Picture,Voice Note,orFile.

2.Select the file you want to attach, or record a voice note.

70 Exchanging Messages

Filter the Inbox message list

When the Inbox on your device is full of messages, it may be hard to browse and locate a desired message. You can filter your Inbox to only display the messages that contain a particular sender or subject you are searching for.

To filter your Inbox

Enter the sender name or e-mailsubject you want to look for using theon-screenkeyboard. As you tap keys, the message list narrows down to the conditions you have set.

For example, tapping“S”, then“A”narrows the list to only the e-mailsthat contain sender names ande-mailsubjects that start with“SA.”

View and reply to messages

To read an incoming message

By default, only the first few kilobytes of a message are shown when you open an incoming message.To read the whole message, do one of the following:

In the message list, select a message then tap Menu > Download Message; or

Open a message. Scroll down to the end of the message then tap Get the rest of this message. The message will be downloaded the next time you tapMenu > Send/Receive to send and receivee-mail.

Notes • If your company is running Microsoft Exchange Server 2007, the message downloads immediately, without waiting until the next time you synchronize. For more information about working with companye-mails,see Chapter 8.

The size column in the message list displays the local size and server size of a message. Even when an entire message has been downloaded, these numbers may differ because the size of a message can vary between the server and the device.

To download an attachment

An attachment appears below the subject of the message.Tapping the attachment opens the attachment if it has been fully downloaded or marks it for download the next time you send and receive e-mail.

Notes • If there are multiple attachments in the message, all attachments are downloaded.

For information about setting your device to automatically download file attachments, see“Customize e-mailsettings.”

If your company is running Microsoft Exchange Server 2007, the attachment downloads immediately, without waiting until the next time you synchronize. For more information about working with company e-mails,see Chapter 8.

To reply to or forward a message

1.Open the message and tap Menu > Reply, Menu > Reply All, or Menu > Forward.

2.Enter your response.To quickly add common messages, tap Menu > MyText and tap a desired message.

3.To check the spelling, tap Menu > Spell Check.

4.Tap Send.

Tips • To see more header information, scroll up.

To always include the original message, from the list view, tap Menu >Tools > Options > Message tab, and select theWhen replying to e-mail, include body check box.

In the Outlook E-mailaccount, you will send less data if you do not edit the original message.This may reduce data transfer costs based on your rate plan.

Exchanging Messages 71

To view and reply to HTML e-mails

You can receive, view and reply to HTML e-mailsfrom any type ofe-mailaccount.The HTML format is retained, without layout shifting or resizing.

Note HTMLe-mailsupport in Outlook Mobile is available only if your company is using Microsoft Exchange Server 2007.

1.Set the message format to HTML.To find out how to set the message format, see“Customize e-mailsettings.”

2.Tap Start > Messaging, select youre-mailaccount, and open an HTMLe-mailthat you received.

3.Tap theTap to scroll right option to be able to scroll sideways and get a complete horizontal view of the message.

4.Tap Get the rest of this message that’s shown at the bottom of the message to download and view the whole message.

5.If thee-maildoes not download immediately, tapMenu > Send/Receive.

6.If images do not immediately appear on the message, tap Internet pictures blocked then tap

Download Internet pictures.

7.Tap Menu and choose whether to reply to the sender(s) or forward the message.

8.Enter your response then tap Send.

Tip E-mailcan contain hyperlinks to web pages.

Download messages

The manner in which you download messages depends on the type of email account you have.

To send and receive e-mailfor an Outlook account

1.Tap Start > Programs > ActiveSync.

2.Connect your device to your PC using the USB cable or Bluetooth.

Otherwise, connect wirelessly if you are synchronizing Outlook e-mailwith the Exchange Server. For more information, see Chapter 8.

3.Synchronization automatically begins, and your device sends and receives Outlook e-mail.

Tip You can also manually synchronize anytime by tappingSync in ActiveSync orMenu > Send/Receive in Outlook Mobile.

To send and receive e-mailfor a POP3/IMAP4 account

If you have an e-mailaccount with an ISP or a work account that you access using a VPN server connection, you send and receive messages through a remotee-mailserver. Before sending and downloading messages, you need to connect to the Internet or your corporate network.

1.Tap Start > Messaging then select your POP3 or IMAP4e-mailaccount.

2.Tap Menu > Send/Receive. Messages on your device ande-mailserver are synchronized: new messages are downloaded to the device Inbox folder, messages in the Outbox folder are sent, and messages deleted from the server are removed from the device Inbox.

72 Exchanging Messages

Customize e-mailsettings

To change the download size and format for Outlook e-mail

1.Disconnect your device from the computer.

2.Tap Start > Programs > ActiveSync.

3.Tap Menu > Options, select E-mail, then tap Settings.

4.On the E-mailSync Options screen:

Under Download size limit, select the desired email size.

Under Message format, select HTMLor Plain text.

5.Close ActiveSync and reconnect your device to the computer.

To change the download size and format for POP3/IMAP4 e-mail

1.Tap Menu > Options on the Account Picker screen, or tapMenu >Tools > Options while you’re in a message list.

2.Tap your e-mailaccount.

3.Keep tapping Next until you seeMessage format andMessage download limit on the screen.

Under Download size limit, select the desired email size.

Under Message format, select HTMLor Plain text.

4.Tap Finish.

To exclude your e-mailaddress when replying to all

When you reply to all the recipients of an e-mail,your owne-mailaddress will also be added to the recipient list.You can customize ActiveSync so that youre-mailaddress will be excluded from the recipient list.

1.In ActiveSync on your device, tap Menu > Options.

2.Select the E-mail information type and tapSettings.

3.Tap Advanced.

4.In the My e-mail addresses text box, enter youre-mailaddress.

5.Tap OK.

To automatically receive attachments on Outlook e-mails

1.Tap Start > Programs > ActiveSync.

2.Tap Menu > Options.

3.Tap E-mail> Settings, then select Include file attachments.

To automatically receive attachments on IMAP4 e-mails

1.Tap Start > Messaging.

2.Tap Menu > Options.

3.Tap the name of your IMAP4 account.

4.Keep tapping Next until you see theDownload attachments item on the screen.

5.Select a download size from the Download attachments smaller than list box.

6.Tap Finish.

To store attachments on a storage card

1.Tap Start > Messaging.

2.Tap Menu >Tools > Options > Storagetab.

3.Select the Store attachments on storage cardcheck box.

Chapter 8

WorkingWith Company E-Mails

and Meeting Appointments

8.1 SynchronizingYour Device with

the Exchange Server

8.2WorkingWith Company E-mails

8.3Managing Meeting Requests

8.4Finding Contacts in the Company Directory

8.5E-mailSecurity

74 Working With Company E-mails

8.1 SynchronizingYour Device with the Exchange Server

To keep up-to-datewith your companye-mailswhile you’re out of the office, you can connect your XV6800 to the Internet wirelessly and synchronize it with your company’s Exchange Server.You can also access your company address book anytime.Your company must have a mail server that is running Microsoft Exchange Server with Exchange ActiveSync.

Set up an Exchange Server connection

Before you can start to synchronize with or access information from the Exchange Server, you need to set up an Exchange Server connection on your XV6800. Get the following information from your network administrator and enter them on your device:

Exchange Server name (must be the Outlook Web Access server name)

Domain name

User name and password that you use at work

If you have not synchronized your device with your PC, follow these steps to set up an Exchange Server connection.

1.Tap Start > Messaging > NewE-mailAccount:

2.Enter your e-mail address. Clear the Try to gete-mailsettings automatically from the Internetcheck box, then tap Next.

3.Select Exchange serverin the Youre-mailproviderlist, then tap Next.

4.Tap Next again.

5.In Server address, enter the Exchange Server name, and tapNext.

6.Enter your user name, password, and domain, and tap Next.

Tip To change the rules for resolving synchronization conflicts, tapAdvanced.

7.Select the check boxes for the types of information items that you want to synchronize with the Exchange Server.

8.To change synchronization settings of an information type, for example, E-mail,select the type of information, and tapSettings.

9.Tap Finish.

Note If you synchronizede-mailswith your PC before, open ActiveSync on your device and tapMenu > Add Server Source to set up an Exchange Server connection. When you’re prompted to select information types for synchronization, you need to clear theE-mail check box under the Windows PC item first before you can select theE-mail check box under Exchange Server.

Tip To change Exchange Server settings, open ActiveSync then tapMenu > Configure Server.

Start synchronization

Before you start synchronizing with the Exchange Server, make sure Wi-Fiis enabled or your device has been set up with a data connection to the Internet. For more information about connections, see Chapter 11.

After you finish setting up an Exchange Server connection, your device automatically starts synchronization. You can manually start synchronization anytime by tapping Sync in ActiveSync.

Note If you connect your device to your office computer via a USB, infrared or Bluetooth connection, you can use this connection to the PC to“pass through”to the network and download Outlooke-mailsand other information to your device.

Working With Company E-mails75

8.2 WorkingWith Company E-mails

Your device gives you instant access to your company e-mailsand lets you manage your messages easier. Direct Push, Fetch Mail, Remotee-mailsearch, ande-mailflags are just some of the tools you can use to manage youre-mails.

Note Some messaging features depend on the Microsoft Exchange Server version used in your company. Please check with your network administrator for the availability of these features.

Automatic synchronization through Direct Push

Direct Push technology (pushe-mailfeature) enables you to receive newe-mailson your device as soon as they arrive in your Inbox on the Exchange Server. With this feature, items such as contacts, calendar and tasks are also immediately updated onto your device when these items have been changed or new entries have been added on the Exchange Server.To make Direct Push work, you need to have a data connection on your device.

You need to perform a full synchronization between your device and the Exchange Server first before Direct Push can be enabled.

Requirement

The Direct Push feature works for your device only if your company is using Microsoft Exchange

 

Server 2003 Service Pack 2 (SP2) with Exchange ActiveSync or higher version.

To enable Direct Push via Comm Manager

1.On theToday screen, tap the Comm Manager icon ().

2.On the Comm Manager screen, tap the Microsoft Direct Push button.

The button will turn to, which indicates that you will receivee-mailsas they arrive. When the button is in thestate, you need to manually retrieve youre-mails.

To enable Direct Push via ActiveSync

1.In ActiveSync on your device, tap Menu > Schedule.

2.Select As items arrivein the Peak timesand Off-peaktimesboxes.

Note When bothWi-Fiand the data connection are active at the same time, the Direct Push feature will always opt for the data connection, for which you could be charged per Verizon’s service plan.

76 Working With Company E-mails

Scheduled synchronization

If you do not want to use Direct Push, you can set a regular schedule for synchronizing Outlook e-mailand

information. Set how often to synchronize during Peak times (which usually refer to your working hours) whene-mailvolume is high, as well asOff-peak times whene-mailvolume is low.

1.In ActiveSync on your device, tap Menu > Schedule.

2.Select a shorter time interval in the Peak times box for you to be able to receivee-mailsmore frequently. (Peak times which usually refer to your working hours whene-mailvolume is high).

3.Select a longer interval in the O -peak times box.

Tip To set the days and hours that make up your peak andoff-peaktimes, tapAdjust peak times to fit your schedule.

Instant download through Fetch Mail

The Fetch Mail feature downloads an entiree-mailimmediately without the need for you to perform a full Send/Receive action.This limits the download to just thee-mailmessage that you want and helps save data cost.

Requirement

Fetch Mail works for your device only if your company is using Microsoft Exchange Server 2007 or

 

higher.

1.Tap Start > Messaging > OutlookE-mail.

2.Tap an e-mailmessage to open it.

3.By default, only the first few kilobytes of the message is shown.To download the whole e-mail,scroll to the bottom of the message then tapGet the rest of this message.

4.A“Downloading message”status appears. Wait for the remainder of the message body to be downloaded.

Tip For information about changinge-mailsync options such as the initial download size limit fore-mail,see "Customizee-mailsettings" in Chapter 7.

Note When you receive ane-mailthat contains a link to a document such as a PDF or Microsoft Office document located on SharePoint or an internal file server, you can tap the link to view the document on your device.You can view the document only if you have a Microsoft Outlook account that synchronizes with Microsoft Exchange Server 2007 or later. Exchange Server must also be set up to allow access to SharePoint document libraries or internal file servers.

Search for e-mailson the Exchange Server

You can access messages that are not available on your device by searching your Microsoft Exchange Server mailbox.The search results will be downloaded and displayed in a Search Results folder.

Requirement

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

1.Tap Start > Messaging > OutlookE-mail.

2.Tap Menu >Tools > Search Server.

3.In the Look for text box, enter the search keyword.

4.Choose the date range of messages to search from.

5.From the Look in list, choose whether to search from your inbox or outbox only or to search all folders.

6.Tap Search.

Working With Company E-mails77

Flag your messages

Flags serve as a reminder for you to follow-upon important issues or requests contained in thee-mailmessages. Flagging messages, which has been a useful feature on desktop OutlookE-mail,can also be done in Outlook Mobile on your device.You can flag receivede-mailmessages on your device.

Requirement

Flags are enabled only ife-mailsare synchronized withMicrosoft Exchange Server

 

2007 or higher. Flags are disabled or hidden ife-mailsare synchronized with earlier versions of

 

Microsoft Exchange Server.

To flag or unflag a message

1.Tap Start > Messaging > OutlookE-mail.

2.Select a message or open a message.

3.Tap Menu > Follow Up and select one of the following options:

Set Flag. Mark the message with a red flag to indicate that it needs follow up.

Complete Flag. Mark the message with a check mark to indicate that the issue or request in thee-mailis already completed.

Clear Flag. Remove the flag to unmark the message.

Note E-mailmessage reminders are displayed on your device if the messages are flagged with reminders and synchronized from the Exchange Server.

Out-of-officeauto-reply

Outlook Mobile allows you to retrieve and change your out-of-office status. Just like desktop OutlookE-mail,Outlook Mobile automatically sends anauto-replymessage when you’re not available.

To send out-of-officeauto-replymessages

1.Tap Start > Messaging > OutlookE-mail.

2.Tap Menu >Tools > Out of O ce.

3.From the I am currentlylist, select Out of the O ce.

4.Enter your auto-replymessage then tapDone.

View a document linked to an e-mailmessage

When you receive an e-mailthat contains a link to a document such as a PDF or Microsoft Office document located on SharePoint or an internal file server, you can view the document on your device.

Requirement

You can view the document only if you have a Microsoft Outlook account that synchronizes with

 

Microsoft Exchange Server 2007 or later. Exchange Server must also be set up to allow access to

 

SharePoint document libraries or internal file servers.

1.On theToday screen, tap Start > Messaging.

2.Select an e-mailaccount, then open a message with a link to a SharePoint document.

3.Tap the link to open and view the document.

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.

Requirement

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.

Requirement

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.

80 Working With Company E-mails

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.

Requirement

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.