ASUSTeK Computer A730 Users Manual

Chapter 4

Microsoft® Pocket Outlook

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♦ Introduction........................................................... 4-2

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♦ Calendar ................................................................ 4-2

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Creating appointments............................................................. 4-3

Using the summary screen ...................................................... 4-4

Creating meeting requests....................................................... 4-4

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♦ Contacts ................................................................ 4-5

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Creating contacts ..................................................................... 4-6

Using the summary screen ...................................................... 4-6

Finding a contact...................................................................... 4-7

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♦ Tasks...................................................................... 4-8

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Creating tasks .......................................................................... 4-8

Using the summary screen ...................................................... 4-9

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♦ Notes.................................................................... 4-10

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Creating notes.........................................................................4-11

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♦ Inbox .................................................................... 4-12

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Synchronizing e-mail messages ............................................ 4-12

Connecting directly to an e-mail server.................................. 4-13

Using the message list........................................................... 4-14

Composing messages ........................................................... 4-16

Managing e-mail messages and folders ................................ 4-17

Microsoft® Pocket Outlook

4-1

Introduction

Microsoft® Pocket Outlook includes Calendar, Contacts, Tasks, Inbox, and
Notes. You can use these programs individually or together. For example,
e-mail address stored in Contacts can be used to address e-mail
messages in Inbox.

Using ActiveSync
or Microsoft Exchange on your desktop computer with your device. You
can also synchronize this information directly with a Microsoft Exchange
server. Each time you synchronize, ActiveSync compares the changes you
mode on your device and desktop computer or server and updates both
computers with the latest information. For information on using ActiveSync,
see ActiveSync Help on your desktop computer.

You can switch to any of the Pocket Outlook programs by tapping

®

, you can synchronize information in Microsoft Outlook

.

Calendar: Scheduling appointments

and meetings

Use Calendar to schedule appointments, including meetings and other
events. You can check your appointments in one of several views
(Agenda, Day, Week, Month, and Year) and easily switch views using the
View menu.

Tap to go to Today
Tap to display or edit the

appointment details

Tap to create a new appointment

NOTE You can customize the Calendar display, such as changing

the first day of the week, by tapping Options on the Tools
menu.

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Chapter 4

Creating appointments

To create an appointment:

1. If you are in Day or Week view, tap your desired date for the
appointment,

2. Tap New.

Tap to select from a predefined text
Tap to select from previously
entered locations

Tap to specify the time of appointment

Tap to specify the date of appointment

Tap to add notes to the appointment

3. Using the input panel, enter a description and a location. Tap to select
the field.

4. If needed, tap the date and time to change them.

5. Enter other desired information. You will need to hide the input panel to
see all available fields.

6. To add notes, tap the Notes tab. You can enter text, draw, or create a
recording. For more information on creating notes, see the “Notes:
Capturing thoughts and ideas” later in this chapter.

7. When done, tap OK to return to Calendar.

NOTE If you select Remind me in an appointment, your device will

remind you according to the options set in
Personal tab, Sounds and Notifications.

, Settings,

Microsoft® Pocket Outlook

4-3

Using the summary screen

When you tap an appointment in Calendar, a summary screen appears. To
change the appointment, tap Edit.

Appointment details

Notes/additional information
on the appointment

Tap to change details of the appointment

Creating meeting requests

You can use Calendar to set up meetings with users of Outlook and
Pocket Outlook. The meeting request will be created automatically and
sent either when you synchronize Inbox or when you connect to your
e-mail server.

To create a meeting request:

1. Tap Tools then Options to indicate how you want meeting requests
sent.

2. If you send and receive e-mail messages through ActiveSync, select

ActiveSync.

To schedule a meeting:

1. Create an appointment.

2. In the appointment details, hide the input panel, then tap Attendees.

3. From the list of e-mail addresses you have entered in Contacts, select
the meeting attendees.

4-4

The meeting notice is created automatically and place in the Outbox
folder. For more information on sending and receiving meeting
requests, see Calendar Help and Inbox Help on the device.

Chapter 4

Contacts: T racking friends and

colleagues

Contacts maintains a list of your friends and colleagues so that you can
easily find the information you look for, whether you are at home or on the
road. Using the infrared port (IR) on the device, you can quickly share
Contacts information with other device users.

Tap to select the category of
contacts you want to display

Tap and enter part of a name
to quickly find it on the list

Tap to display or edit the contact details

Tap to display additional phone
numbers and email addresses

Tap an action for a selected contact

Tap to sort contacts by name or company

Tap to create a new contact

NOTE To change the way information is displayed in the list, tap

Tools then Options.

Microsoft® Pocket Outlook

4-5

Creating contacts

To create a contact:

1. Tap , then tap Contacts.

2. Tap New to display a blank
contact form.

3. Using the input panel, enter a
name and other contact
information. You will need ot scroll
down to see all available fields.

4. To assign the contact a category,
scroll to and tap Categories, then
select a category from the list. On
the contact list, you can display
the contacts by category.

5. To add notes, tap the Notes tab. You can enter text, draw, or create a
recording. For more information on creating notes, see “Notes:
Capturing thoughts and ideas” later in this chapter.

6. Tap OK to return to the contact list when done.

Using the summary screen

Tapping a contact on the contact list displays a summary screen. To
change the contact information, tap Edit.

Contact details

4-6

Tap to display notes

Tap to change contact information

Chapter 4

Finding a contact

There are four ways to find a contact.

1. On the contact list, enter a contact
name in the box under the
navigation bar. To show all contacts
again, clear text from the box or tap
the button to the right of the box.

2. In the contact list, tap the category
list (labeled All Contacts by
default) and select the type of
contact that you wish to display. To
show all contacts again, select All
Contacts. To view a contact not
assigned to a category, select
None.

3. To view the names fo companies
your contacts work for, in the
contact list, tap View > By
Company. The number of contacts
that work for that company will be
displayed to the right of the
company name.

1

2

4. Tap
name, select Contacts for the type,
and tap Go.

Microsoft® Pocket Outlook

, Find, enter the contact

3

4

4-7

Tasks: Keeping a to do list

Use Tasks to keep track of what you have to do.

Tap to select the category of
tasks you want to display

Tap to select a sort
order of the task list

Indicates high priority
Tap to display or edit

the task details
Tap and hold to display a

pop-up menu of actions
Tap an action for the task

Tap to create a new task

Creating tasks

To create a task:

1. Tap , then tap Tasks.

2. Tap New to display a blank task
form.

3. Using the input panel, enter a
description.

4. Enter a start date and due date,
or enter other information by
tapping the field first. If the input
panel is open, you will need to
hide it to see all available fields.

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Chapter 4

5. To assign the task to a category, tap Categories and select a category
from the list. On the task list, you can display tasks by category.

6. To add notes, tap the Notes tab. You can enter text, draw, or create a
recording. For more information on creating notes, see “Notes:
Capturing thoughts and ideas” later in this chapter.

7. Tap OK to return to the task list when done.

TIP To quickly create a task with

only a subject, tap Entry Bar on
the Tools menu. Tap Tap here
to add a new task and enter
your task information.

Using the summary screen

Tapping a task on the task list displays a summary screen. To change the
task details, tap Edit.

Task details
Tap to show or hide the task details

Notes/additional information on the task

Tap to change the task details

Microsoft® Pocket Outlook

4-9

Notes: Capturing thoughts and

ideas

Quickly capture thoughts, reminders, ideas, and phone numbers with
Notes. You can create a written note or a recording. You can also include a
recording in a note. If a note is open when you create the recording, it will
be included in the note as an icon. If the note is displayed, it will be
created as a stand-alone recording.

Tap to change the sort order of the list

Tap to open a note or play a recording

Tap and hold to display a
pop-up menu of actions

Tap an action for the item

Tap to record

Tap to show or hide the recording toolbar

Tap to create a new note or recording

You may change the default Notes options including the writing mode,
template, file storage, and record button action.

To change the Notes options:

1. Tap , then tap Notes.

2. Tap Tools, then Options... to
display the options screen.

3. Make your desired changes.

4. Click OK.

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Chapter 4

Creating notes

To create a note:

1. Tap , then tap Notes.

2. Tap New to display a blank note.

3. Create your note by writing, drawing, typing, or recording. For more
information about using the input panel, writing and drawing on the
screen, and creating recordings, see Chapter 2.

Tap to save the note and
return to the Notes list

Tap to show or hide
the input panel

Tap to write on the screen

Tap to add a recording to the note

Microsoft® Pocket Outlook

4-11

Inbox: Sending and receiving e-mail

messages

Use Inbox to send and receive e-mail messages in one of these ways:

• Synchronize e-mail messages with Microsoft Exchange of or Microsoft
Outlook on your desktop computer

• Send and receive e-mail messages by connecting directly to an e-mail
server through an Internet service provider (ISP) or a network

Synchronizing e-mail messages

E-mail messages can be synchronized as part of the general
synchronization process. You will need to enable Inbox synchronization in
ActiveSync. For more information on enabling Inbox synchronization, see
ActiveSync Help on your desktop computer.

During synchronization:

• Messages are copied from the mail folders of Exchange or Outlook on
your desktop computer to the ActiveSync folder in Inbox on your device.
By default, you will receive messages from the past three days only, the
first 100 lines of each message, and file attachments of less than 100KB
in size.

• E-mail messages in the Outbox folder on your device are transferred to
Exchange or Outlook, then send from those programs.

• E-mail messages in subfolder must be selected in ActiveSync on your
desktop computer in order to be transferred.

NOTE You can also synchronize e-mail messages with your desktop

computer from a remote location. For more information, see
Chapter 7.

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Chapter 4

Connecting directly to an e-mail server

In addition to synchronizing e-mail messages with your desktop computer,
you can send and receive e-mail messages by connecting to an e-mail
server using a modem or network card connected to your device. You
need to set up a remote connection to a network or an ISP, and a
connection to your e-mail server. For more information, see Chapter 7.

When you connect to the e-mail server, new messages are downloaded to
the device Inbox folder, messages in the device Outbox folders are sent,
and messages that have been deleted on the e-mail server are removed
from the device Inbox folder.

Messages that you receive directly from an e-mail server are linked to your
e-mail server rather than your desktop computer. When you delete a
message on your device, it is also deleted from the e-mail server the next
time you connect based on the settings you selected in ActiveSync.

You can work online or offline. When working online, you read and
respond to messages while connected to the e-mail server. Messages are
sent as soon as you tap Send, which saves space in your device.

When working offline, once you have downloaded new message headers
or partial messages, you can disconnect from the e-mail server and decide
which messages to download completely. The next time you connect,
Inbox downloads the complete messages you have marked for retrieval
and sends the messages you have composed.

Microsoft® Pocket Outlook

4-13

Using the message list

The messages you receive are displayed in the message list. By default,
the most recently received messages are displayed first in the list.

Tap to select the service, and the
folder that you wish to display

Tap to select the sort order
for the messages

Tap and hold to display a
pop-up menu of actions

Tap to connect, and to send/receive e-mail

Tap to connect to the selected service

When you receive a message, tap it to open. Unread messages are
displayed boldface.

Tap to return to the message list

Tap to delete this message
Tap to reply to or forward this message

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Tap to view the next message

Tap to view the previous message

Chapter 4

When you connect to your e-mail server or synchronize with your desktop
computer, by default, you will receive messages from the last five days
only, the first 100 lines of each new messages, and file attachments of less
than 100KB in size. The original messages remain on the e-mail server or
your desktop computer.

You can mark the messages that you want to retrieve in full during your
next synchronization or e-mail server connection. In the message list, tap
and hold the message that you want to retrieve. On the pop-up menu, tap
Mark for Download. The icons in the Inbox message list give you visual
indications of message status.

You can specify your downloading preferences when you set up the
service or select your synchronization options. You can change them at
any time.

• Change options for Inbox synchronization using ActiveSync options. For
more information, see ActiveSync Help on your desktop computer.

• Change options for direct e-mail server connections in Inbox on your
device. Tap Tools then Options. On the Service tab, tap the service that
you wish to change. Tap and hold the service and select Delete to
remove a service.

Microsoft® Pocket Outlook

4-15

Composing messages

To compose a message:

1. Tap New.

2. In the To field, enter an e-mail or SMS address of one or more
recipients, separating them with a semicolon, or select a name from
the Contacts list by tapping the Address Book button. All e-mail
addresses entered in the e-mail fields in Contacts appear in the
Address Book.

Tap to send the message

Tap to show or hide the
complete message header

Tap to show or hide the recording toolbar

Tap to display the e-mail address book

Tap to select a preset message

3. Compose your message. To enter
preset or frequently used
messages, tap My Text and
select a message.

4. Tap Send when you have finished
the message. If you are working
offline, the message is moved to
the Outbox folder and will be sent
the next time you connect.

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Chapter 4

Managing e-mail messages and folders

The behavior of the folders you create depends on whether you are using
ActiveSync, SMS, POP3, or IMAP4.

• If you use ActiveSync, e-mail messages in the Inbox folder in Outlook will
automatically be sunchronized with your device. You can select to
synchronize additional folders by designating them for ActiveSync. The
folders you create and the messages you move will then be mirrored on
the server . For example, if you move two messages from the Inbox folder
to a folder named Family, and you have designated Family for
synchronization, the server creates a copy of the Family folder and
copies the messages into that folder. You can then read messages while
away from your desktop computer.

• If you use SMS, messages are stored in the Inbox folder.

• If you use POP3 and you move e-mail messages to a folder you created,
the link is broken between the messages on the device and their copies
on the mail server . The next time you connect, the mail server will see
that the messages are missing from the device Inbox and delete them
from the server. This prevents you from having duplicate copies of a
message, but it also means that you will no longer have access to
messages that you move to folders created from anywhere except the
device.

• If you use IMAP4, the folders you create and the e-mail messages you
move are mirrored on the server. Therefore, messages are available to
you anytime you connect to your mail server, whether it is from your
device or desktop computer. This synchronization of folders occurs
whenever you connect to your mail server, create new folders, or
rename/delete folders when connected.

Microsoft® Pocket Outlook

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Chapter 4