HTC IRIS100 User Manual
Chapter 7
Working with Company
E-mails and Meeting
Appointments
7.1 Synchronizing Your Phone withYour
Company E-mail Server
7.2 Working with Company E-mails
7.3 Managing Meeting Requests
7.4 Finding Contacts in the Company Directory
7.5 E-mail Security
62 Working with Company E-mails and Meeting Appointments
7.1 Synchronizing Your Phone with Your Company E-mail
Server
Synchronize your phone with your company’s Microsoft Exchange Server to keep you connected with your
e-mails, contacts, calendar, and other information.
Set up a company e-mail server connection
Use your phone to access your company e-mails by setting up an Exchange Server connection. You can get
the company e-mail server information from your network administrator:
1. Click Start > Messaging > New E-mail Account.
2. In the Your e-mail source list, select Exchange server and click Next.
3. On the screen that follows, click Next.
4. In Server address, enter the Exchange Server name, and click Next.
5. Enter your user name, password, and domain, and click Next.
6. Select the check boxes for the types of information items that you want to synchronize with the
Exchange Server.
Tip To change the rules for resolving synchronization conflicts, click Menu > Advanced.
7. To change synchronization settings of an information type, for example, E-mail, select the type of
information, and click Menu > Settings.
8. Click Finish.
Note If you synchronized e-mails with your PC before, open ActiveSync on your phone and click Menu > Add Server Source
to set up an Exchange Server connection. When you're prompted to select information types for synchronization, you
need to clear the
Exchange Server.
Tip To change Exchange Server settings, open ActiveSync on your phone and click Menu > Configure Server
E-mail check box under the Windows PC item first before you can select the E-mail check box under
.
Start synchronization
Before you start synchronizing with the Exchange Server, make sure your phone has been set up with a data
connection to the Internet so that you can synchronize wirelessly. See chapter 8 for details.
After you finish setting up an Exchange Server connection, your phone automatically starts synchronization.
You can manually start synchronization anytime by clicking Sync in ActiveSync.
Note If you connect your phone to your office computer via a USB or Bluetooth connection, you can use this connection to
the PC to “pass through” to the network and download Outlook e-mails and other information to your phone.
7.2 Working with Company E-mails
Your phone gives you instant access to your company e-mails and lets you manage your messages easier.
Messaging features such as Direct Push, Fetch Mail, and Filtering messages are just some of the tools you can
use to manage your e-mails.
Note Some messaging features depend on the MIcrosoft Exchange Server version used. Please check with your network
administrator for the availability of Exchange Server features.
Automatic synchronization through Direct Push
Direct Push technology (push e-mail feature) enables you to receive new e-mails on your phone as soon as
they arrive in your Inbox on the Exchange Server. With this feature, items such as contacts, calendar and tasks
Working with Company E-mails and Meeting Appointments 63
are also immediately updated onto your phone 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 active Internet connection
on your phone.
You need to perform a full synchronization between your phone and the Exchange Server first before Direct
Push can be enabled.
Requirement The Direct Push feature works for your phone 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. Click Start > Comm Manager.
2. On the Comm Manager screen, click the Microsoft Direct Push button. The button will turn to
, which indicates that you will receive e-mails as they arrive.
When the button is in the state, you need to manually retrieve your e-mails.
To enable Direct Push via ActiveSync
1. In ActiveSync on your phone, click Menu > Schedule.
2. Select As items arrive in the Peak times and Off-peak times boxes.
Scheduled synchronization
If you do not want to use Direct Push, you can set a regular schedule for synchronizing Outlook e-mail and
information.
1. In ActiveSync on your phone, click Menu > Schedule.
2. Select a shorter time interval in the Peak times box for you to be able to receive e-mails more
frequently.
3. Select a longer interval in the Off-peak times box.
Tip Click Menu > Peak Times to set the peak and off-peak times.
Instant download through Fetch Mail
Fetch Mail downloads an entire e-mail immediately without the need for you to perform a full Send/Receive
action.
Requirement Fetch Mail works for your phone only if your company is using Microsoft Exchange Server 2007 or higher.
1. Click Start > Messaging > Outlook E-mail.
2. Click an e-mail message to open it.
64 Working with Company E-mails and Meeting Appointments
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 click Get 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 changing e-mail sync options such as the initial download size limit for e-mail, see "Customize
e-mail settings" in chapter 6.
Search for e-mails on the Exchange Server
You can access messages that are not available on your phone 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. Click Start > Messaging > Outlook E-mail.
2. Click 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
and where to search in Look in.
5. Click Search.
.
Flag your messages
Flags serve as a reminder to yourself to follow-up on important issues or requests that are indicated in the
messages.
Requirement Flags are enabled only if e-mails are synchronized with Microsoft Exchange Server 2007 or higher. Flags are
disabled or hidden if e-mails are synchronized with earlier versions of Microsoft Exchange Server.
To flag or unflag a message
1. Click Start > Messaging > Outlook E-mail.
2. Select a message, or open a message.
3. Click 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 the e-mail is
already completed.
• Clear Flag Remove the flag to unmark the message.
Note E-mail message reminders are displayed on your phone if the messages are flagged with reminders and synchronized
from the Exchange Server.
Working with Company E-mails and Meeting Appointments 65
Out-of-office auto-reply
Outlook Mobile allows you to retrieve and change your out-of-office status. Just like desktop Outlook E-mail,
Outlook Mobile automatically sends an auto-reply message when you’re not available.
Requirement Your company must be using Microsoft Exchange Server 2007 or higher.
To send out-of-office auto-reply messages
1. Click Start > Messaging > Outlook E-mail.
2. Click Menu > Tools > Out of Office.
3. From the I am currently list, select Out of the Office.
4. Enter your auto-reply message then click Done.
View SharePoint documents
When you receive an HTML e-mail containing a link to a SharePoint document, you can click the link to access
and view the document on your phone.
Requirement Your company must be using Microsoft Exchange Server 2007 or higher.
7.3 Managing Meeting Requests
When you schedule and send meeting requests from your phone, you can invite attendees to your meeting
and check their status to know 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 check the status of invited attendees
1. Click Start > Calendar.
2. Follow the procedure in “To send a meeting request” in chapter 5 to invite required and optional
attendees and send a meeting request.
3. Wait for the attendees to respond. When their responses are sent back to you, your calendar is updated
as well.
4. To check the status of the attendees who responded, click Start > Calendar and then click the
scheduled meeting.
5. In the meeting details, click Attendees.
To reply to a meeting request
1. When there’s an incoming e-mail with a meeting request, a notification message will be displayed on
your phone’s Home screen. Scroll to Outlook e-mail and click it.
2. In the Outlook message list, click the e-mail to open it.
3. Click Accept to reply and accept the meeting request, or click Menu > Decline if you cannot attend the
meeting.
Tips • Before responding, you can check your availability during the time of the requested meeting by clicking 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 the response e-mail before sending and then click OK:
66 Working with Company E-mails and Meeting Appointments
4. If you accepted the meeting request, it will automatically be added as an appointment in Calendar on
your phone.
7.4 Finding Contacts in the Company Directory
In addition to having contacts on your phone, you can access contact information from your organization’s
Company Directory.
Requirement Access to the Company Directory is available only if your organization 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, click Menu > Company Directory
• In a new e-mail, click the To box and then click Company Directory at the top of the list or click
Menu > Company Directory
• In a new meeting request using Calendar, scroll to Attendees and click No attendees > Add Required
In Contacts In a new e-mail
Attendee or Add Optional Attendee and then click Company Directory at the top of the list.
.
.
3. Enter the part or full contact name and click Search. In the search results list, click a contact to select it.
Working with Company E-mails and Meeting Appointments 67
Notes • You can save the contact from the Company Directory to your phone by selecting the contact then clicking Menu >
Save to Contacts.
• You can search on the following information as long as that information is included in your organization’s Company
Directory: First name, Last name, E-mail name, Display name, E-mail address, or Office location.
7.5 E-mail Security
Windows Mobile on your phone protects your Outlook e-mails through Secure/Multipurpose Internet Mail
Extension (S/MIME), which allows you to digitally sign and encrypt your messages.
Requirement S/MIME encryption and digital signatures for Windows Mobile-based phones are available only with Exchange
Server 2003 SP2 or a later version that supports S/MIME. If you are not using one of these products, or have
not yet synchronized, 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. Click Start > Messaging > Outlook E-mail.
2. Click Menu > New to create a new message.
3. Click Menu > Message Options.
4. From the Security list, select whether to encrypt only, sign the message only, or do both.
5. Click Done.
To verify the digital signature on a signed message you receive
1. Open the Outlook e-mail message that has been digitally signed.
2. At the top of the message, click View signature status.
3. Click Menu > Check Certificate.
68 Working with Company E-mails and Meeting Appointments
To view the details of the certificate in the message, click 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.
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-mail messages successfully.
1. Click Start > ActiveSync.
2. Click Menu > Options.
3. Select the E-mail information type, and click Settings. On the E-mail Sync Options screen, click Menu
> Advanced.
4. Select Encrypt messages to protect your e-mails from being viewed except by the intended recipients.
Select Sign messages so that recipients are certain that e-mails are sent by you and have not been
altered.
5. Click Menu > Choose Certificate to select a certificate for signing or encrypting outgoing e-mail
messages.
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