Palm 406-4555A-US User Manual

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Palm

™

Palm

VersaMail

™

i705 Handhelds

™

Handbook

for

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© 2002 Palm, Inc. All rights reserved. Graffiti, HotSync, MultiMail, the Palm logo, PalmModem, Palm.Net, and Palm OS are registered trademarks of Palm, Inc. The HotSync logo, Palm, and VersaMail are trademarks of Palm, Inc. Palm, Inc. uses the Bluetooth trademarks under express license from Bluetooth SIG, Inc. U.S.A. All other brands are trademarks or registered trademarks of their respective owners.

Disclaimer and Limitation of Liability

Palm, Inc. assumes no responsibility for any damage or loss resulting from the use of this handbook.

Palm, Inc. assumes no responsibility for any loss or claims by third parties which may arise through the use of this software. Palm, Inc. assumes no responsibility for any damage or loss caused by deletion of data as a result of malfunction, dead battery, or repairs. Be sure to make backup copies of all important data on other media to protect against data loss.

IMPORTANT Please read the End User Software License Agreement with this product before using the accompanying software program(s). Using any part of the software indicates that you accept the terms of the End User Software License Agreement.

PN: 406-4555A-US

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About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Chapter 1: Getting Started with Palm™ VersaMail™

Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Upgrading to the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Installing the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Synchronizing an existing username . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Upgrading a MultiMail database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Getting and installing Documents To Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Chapter 2: Using Your Palm™ Wireless E-Mail Account . . . . . . . . . . . . . . . 9

What is a Palm Wireless e-mail account? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Viewing your Palm.com Inbox on your handheld . . . . . . . . . . . . . . . . . . . . . . 10

Receiving e-mail notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Viewing and using the Reminders list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Setting notification options for your Palm.com account . . . . . . . . . . . . . . . 13

Changing the notification sound . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Making your handheld buzz or blink when you get new e-mail . . . . . . . 14

Creating a notification filter for e-mail you receive

in your Palm.com account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Viewing your Palm.com e-mail on the Internet . . . . . . . . . . . . . . . . . . . . . . . . . 16

Working with your Palm.com mailbox limit . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Deleting messages from your Palm.com account . . . . . . . . . . . . . . . . . . . . . . . . 17

Viewing Palm.com e-mail through Microsoft Outlook . . . . . . . . . . . . . . . . . . . 18

Collecting e-mail from other POP3 accounts into your Palm.com account . . 19

Forwarding e-mail from another e-mail account . . . . . . . . . . . . . . . . . . . . . . . . 20

Chapter 3: Setting Up and Managing Other E-Mail Accounts . . . . . . . . . . 21

Choosing a connection type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Creating an e-mail account using the Palm Wireless connection . . . . . . . . . . 22

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 23

Entering the name of the incoming and outgoing mail server . . . . . . . . . . 24

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 25

iii

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Contents

Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Editing e-mail accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Changing the account username and password . . . . . . . . . . . . . . . . . . . . . . 29

Editing the name of the incoming and outgoing mail server . . . . . . . . . . . 29

Editing mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 30

Editing outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Editing a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Deleting an e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Chapter 4: Getting, Sending, and Managing E-Mail . . . . . . . . . . . . . . . . . . 35

Getting and reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Choosing the e-mail account and displaying the Inbox . . . . . . . . . . . . . . . . 35

Getting e-mail by subject or getting the entire message . . . . . . . . . . . . . . . . 36

Icons in Palm™ VersaMail™ personal e-mail software . . . . . . . . . . . . . . . . 38

Reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Viewing other folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Managing columns in the folder’s list view . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Moving e-mail between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Creating and editing mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Creating and sending new e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Addressing a message by typing the address . . . . . . . . . . . . . . . . . . . . . . . . 47

Addressing a message using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . 47

Using Smart Addressing to address a message . . . . . . . . . . . . . . . . . . . . . . . 48

Composing and sending e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Completing drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Attaching a personal signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Forwarding e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Replying to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Viewing attachments on your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Saving attachments to an expansion card . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Attaching files to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Uploading attachments from an expansion card . . . . . . . . . . . . . . . . . . . . . 59

Forwarding an attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Emptying the trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Marking messages as read or unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

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Contents

Setting preferences for getting and deleting mail . . . . . . . . . . . . . . . . . . . . . . . 67

Adding or updating an Address Book entry directly from a message . . . . . . 68

Chapter 5: Synchronizing E-Mail Between

the Handheld and the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Configuring an account in HotSync Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Setting synchronization options and account settings . . . . . . . . . . . . . . . . . . . 72

Verifying handheld account settings before synchronizing accounts . . . . 77

Configuring Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Configuring Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Configuring Eudora . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Converting attached files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Synchronizing an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Chapter 6: Going Beyond the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Managing mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Creating mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Turning filters on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Editing or deleting a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Creating a synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 89

Entering the name of the incoming and outgoing mail server . . . . . . . . . . 90

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 91

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Configuring your synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . 93

Setting up an account with a network connection . . . . . . . . . . . . . . . . . . . . . . . 93

Creating a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 96

Entering the name of the incoming and outgoing mail server . . . . . . . . . . 96

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 97

Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Setting VersaMail connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Setting network and connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Setting network preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Setting connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Selecting a different service for a given e-mail account . . . . . . . . . . . . . . . . . 108

Managing mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Adding APOP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

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Contents

Adding ESMTP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Copying text from an e-mail message for use in other applications . . . . . . . 120

Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

E-mail header details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Backing up mail databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Using wireless IMAP folder synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Accessing corporate e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Using Palm Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Appendix A: Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

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About This Book

With Palm™ VersaMail™ personal e-mail software, you can send, receive, and manage e-mail on your handheld. Palm™ VersaMail™ Handbook for Palm™ i705 Handhelds shows you how to install version 2.0 of the VersaMail application, describes the various mail accounts, and explains how to use the many e-mail features in the VersaMail application.

This book assumes that you know how to do the following:

■ Use the basic functions of your Palm™ i705 handheld, such as the basic

applications and the HotSync

■ Use Microsoft Windows or Macintosh OS X

For more information about using your Palm i705 handheld, please consult the documentation that came with the handheld.

Manager

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About This Book

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CHAPTER 1

Getting Started with Palm™ VersaMail

™

Personal E-mail Software

Palm™ VersaMail™ personal e-mail software is the newest offering in the line of Palm personal e-mail software applications. Formerly known as MultiMail software, the VersaMail application contains new features that make sending and receiving e-mail messages and managing e-mail accounts easier than ever.

You can quickly and easily install version 2.0 of the VersaMail application on your Palm™ i705 handheld, and then begin using its many features. You can upgrade any version of MultiMail SE or MultiMail Deluxe to the VersaMail application version 2.0.

This chapter describes the following:

■ Downloading and installing the VersaMail application

■ Synchronizing an existing username

■ Upgrading an existing MultiMail database for use with the VersaMail

application

■ Downloading and installing DataViz Documents To Go

Upgrading to the VersaMail application

Your Palm i705 handheld came with MultiMail Deluxe 1.0, and you may have upgraded to version 1.2. To take advantage of the many new features, you should install version 2.0 of the VersaMail application.

What’s new

The VersaMail application offers improved product performance, bug fixes, and new features that enable you to do the following:

■ Set up and edit e-mail accounts quickly and easily through a streamlined setup

process

■ Create a new Address Book entry directly from the body of an e-mail message

■ Quickly forward e-mail messages, using a streamlined interface

■ Save attachments to an expansion card (sold separately), and upload

attachments from an expansion card for sending

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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software

Installing the VersaMail application

To install the VersaMail application on your handheld, you must have activated your Palm i705 handheld. If your handheld has not been activated, see the Handbook for the Palm i705 Series Handheld before continuing. You will need the following to install the VersaMail application:

■ Activated Palm i705 handheld

■ Active subscription to consumer Palm.Net

■ 750 kilobytes (KB) of RAM available on your handheld

■ A Pentium-class computer running Windows 98/2000/NT 4.0/XP or a Mac

service

computer running OS X

To install the VersaMail application (Windows users):

1. In Windows Explorer, locate and double-click the file “i705_install.exe.”

2. Click Next.

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Upgrading to the VersaMail application

3. When prompted, select username of the handheld to which you want to install

the VersaMail application.

4. Click Next.

5. (Optional) Select the Palm Desktop Link 1.2 check box. If you are using

Microsoft Outlook to access an Exchange corporate e-mail account and want to securely access your business e-mail wirelessly from your handheld, you can use Palm Desktop Link. Activating Desktop Link on your desktop computer automatically creates a Business e-mail account on your handheld. See the Palm™ Desktop Link Handbook for more information.

If Desktop Link 1.1 is already installed on your desktop computer, you must install version 1.2 to continue accessing your business e-mail. If you are installing Palm Desktop Link for the first time, you can install the VersaMail application and Desktop Link 1.2 at the same time.

NOTE

a Windows computer and are using Microsoft Outlook to access an Exchange corporate e-mail account. Otherwise, Desktop Link will not work.

6. Click Next.

You should only select the Palm Desktop Link 1.2 check box if you have

Select this check box only if you want to install Palm Desktop Link

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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software

7. Be sure that the handheld is in the cradle and that the cable is properly attached

to your computer, and then click Finish.

8. Follow the onscreen instructions for performing an initial HotSync

The HotSync operation updates the VersaMail application files on your handheld.

9. Tap Reset.

10. Press the VersaMail button on your handheld.

11. Tap Yes to update the files on your handheld.

NOTE

You cannot continue using the VersaMail application until you tap Yes.

operation.

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Synchronizing an existing username

To install the VersaMail application (Mac users):

1. Locate and double-click the file “versamail_i705_mac.”

2. When prompted, select username of the handheld to which you want to install

the VersaMail application.

3. Click OK.

4. Press the HotSync button ™ on your handheld to perform an initial HotSync

operation.

5. Tap Reset.

6. Press the VersaMail button on your handheld.

7. Tap Yes to update the files on your handheld.

NOTE

You cannot continue using the VersaMail application until you tap Yes.

Synchronizing an existing username

If you plan to synchronize your handheld with an existing username by performing a HotSync operation, you must do so before you enter your e-mail account information in the VersaMail application. If you enter the e-mail account information first and then synchronize your handheld to an existing username, the username information overwrites the e-mail account information you entered.

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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software

Upgrading a MultiMail database

You can upgrade any mail database that you created in an earlier version of the MultiMail application in order to use the database with the VersaMail application.

To upgrade an existing e-mail database for use with the VersaMail application:

1. Perform a HotSync operation with a user profile that contains the existing

e-mail database. To do so, place your handheld in the cradle, press the HotSync button , and then select a profile that contains the e-mail database from the displayed list of users on the desktop.

2. Tap the Home icon , and then tap the VersaMail icon .

3. Tap Yes to accept the upgrade.

NOTE

You cannot continue using the VersaMail application until you tap Yes.

Getting and installing Documents To Go

NOTE

Windows computers only.

DataViz Documents To Go attachment conversion plug-ins are automatically configured to work with the VersaMail application. To use the latest Documents To Go features with the VersaMail application, you must download Documents To Go version 4.004 or later from the DataViz web site, must install Documents To Go version 4.004 on both your desktop computer and your handheld for the conversion to work properly.

Palm i705 handheld users can download a free update to the Documents To Go version 4.0 that was included on the Palm i705 CD-ROM. You must register as a Palm i705 handheld user to obtain a registration number and activation key.

Documents To Go integration with VersaMail synchronization is available for

www.dataviz.com/i705 news

. You

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CHAPTER 2

Using Your Palm

™

Wireless

E-Mail Account

After you have installed Palm™ VersaMail™ personal e-mail software version 2.0 on your Palm™ i705 handheld, you are ready to use the many wireless e-mail features. As part of your paid subscription to consumer Palm.Net service, a wireless e-mail account is created for you when you activate your handheld. This account is active as long as your Palm.Net subscription is active.

NOTE This wireless e-mail account is not provided if your company has activated

your handheld using a group or corporate discounted Palm.Net service plan.

This chapter describes the following:

■ What features and advantages your Palm Wireless e-mail account offers

■ How to view your Palm Wireless e-mail account on your handheld as well as on

the Internet

wireless

■ How to set up wireless notification for new e-mail messages

■ How to collect mail from other e-mail accounts into your Palm.com account for

centralized access to all your mail

What is a Palm Wireless e-mail account?

When you register for your Palm Wireless service and activate your handheld, you receive a 5 megabyte (MB) Palm Wireless e-mail account, either a Palm.com or a Palm.Net account. Most users are given a Palm.com address, such as “jsmith@palm.com.” If you have upgraded wireless service from a Palm™ VII/VIIx handheld, you will retain a Palm.Net address, such as “jsmith@Palm.net.”

NOTE Although this handbook refers to your Palm.com address, it can be used

interchangeably with a Palm.Net address.

Access your Palm.com account using the VersaMail application on your handheld, view it on the Internet, or view it on a desktop computer with an active Internet connection using any POP (Post Office Protocol) e-mail client application. As with a Yahoo, AOL, Hotmail, or other personal e-mail account, you can send and receive e-mail messages, create folders, and forward messages.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

Your wireless e-mail account features push e-mail. E-mail messages received into your Palm Wireless account are pushed to your handheld, so that they are ready for you to read them. Your handheld notifies you of new messages by blinking an indicator light, beeping, or vibrating. The handheld also displays a visual list of notifications, called the Reminders list.

You can view your Palm.com Inbox in three ways:

■ Using the VersaMail application on your handheld (this is the easiest way to

access your account)

■ Using a web browser to view your account on the Internet

■ Using a POP e-mail application, such as Microsoft Outlook, while connected to

the Internet

Viewing your Palm.com Inbox on your handheld

When you open the VersaMail application, your messages appear in the mailbox

that you last used. If you don’t see any messages, tap Get Mail to retrieve your e-mail messages.

To access your Palm.com account on your handheld and view the Inbox:

1. Press the VersaMail button on your handheld.

Holding down the button for two seconds initiates wireless message

TIP

retrieval.

If you need to switch from another e-mail account to your Palm.com account, continue with steps 2 and 3.

2. Tap the Menu icon , and then tap Accounts.

3. Tap Palm.com.

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Viewing your Palm.com Inbox on your handheld

4. Tap the e-mail’s subject to read the message.

Tap this icon to see the Reminders list

Tap the bullet next to an icon to select a message. The bullet becomes a checkmark when messages are selected

Tap an icon to open a pop-up menu that allows you to delete or move selected messages

You can change which columns appear in the Inbox and how messages are

TIP

sorted. See “Managing columns in the folder’s list view” in Chapter 4 for more information.

Receiving e-mail notification

When a new message arrives in your Palm.com or Business account, by default your handheld beeps and notifies you of the new e-mail’s arrival. The beep or alert sound your hear is called a notification. Your handheld also notifies you of a new message’s arrival by blinking an indicator light or vibrating if the right preferences are turned on. For more information, see “Making your handheld buzz or blink

when you get new e-mail” later in this chapter. You can set notification options

only for the Palm.com or Palm Desktop Link Business account.

Shows unread/total messages

Unread messages appear in bold text. Read messages appear in plain text

NOTE

The Notification option is turned on by default. If the handheld does not notify you when new messages are received, check whether the Notification option is turned on. See “Setting notification options for your Palm.com account” later in this chapter for more information.

Viewing and using the Reminders list

The handheld also displays a Reminders list that shows summary information about new e-mail messages and alerts from other applications, such as alerts to remind you of Date Book appointments.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

To view the Reminders list:

■ Tap the blinking asterisk in the upper-left corner of any screen.

Tap the check box to remove a single reminder from the list

The mail icon tells you that this reminder is for an e-mail message

Tap the text to open the e-mail message

If you are using the VersaMail application and you receive new e-mail messages, they filter into the Inbox. As you work with e-mail messages in the Inbox, the Reminders list doesn’t display a reminder for any new messages that arrive because the messages are already displayed in the Inbox.

NOTE

successfully downloaded. To retrieve the e-mail, you can either tap the reminder in the Reminders list or tap Get Mail in the VersaMail application.

A broken envelope icon appears next to a message when an e-mail was not

To respond to the reminders, do one of the following:

■ Tap the check box to clear a reminder from the list.

NOTE

delete the message from the VersaMail application.

Clearing a reminder only removes it from the Reminders list. It does not

■ Tap the reminder (either the mail icon or the text description) to open and read

the e-mail message in the appropriate account’s Inbox. If you tap a notification for a message in the Palm.com account, then the Palm.com Inbox is displayed.

■ Tap Done to close the Reminders list and return to whatever you were doing on

your handheld before the Reminders list appeared.

■ Tap Snooze to see the list again in five minutes.

■ Tap Clear All to dismiss all reminders in the Reminders list.

Although your handheld notifies you only of new messages received in your Palm.com or Business account, you can set up e-mail forwarding from another e-mail account to your Palm.com account. You can also collect e-mail from other accounts into your Palm.com account by setting POP mail collection options. When e-mail forwarded or collected from other accounts is received into your Palm.com account, it is pushed to your handheld and you are notified of its arrival.

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Viewing your Palm.com Inbox on your handheld

Setting notification options for your Palm.com account

For your Palm.com account, you can turn the notification sound on or off to determine which messages trigger an alert.

To set notification options:

1. Press the VersaMail button on your handheld.

2. Tap the Menu icon .

3. Tap Options.

4. Tap Notification.

5. Select one of the following options:

Off

Filter

6. Tap OK.

You are notified of all new e-mail whenever wireless coverage is enabled. This is the default.

You receive no notifications.

You can create a notification filter that determines which e-mail messages trigger an alert. You can create a notification filter only for your Palm.com account. See “Creating a notification filter for e-mail

you receive in your Palm.com account” later in this chapter for more

information.

Filter mail for your Palm.com account

Changing the notification sound

You can choose from a variety of sounds, such as birds, bumble bees, or simply an alarm, to notify you when new e-mail is received in your Palm.com or Business account.

1. Tap the Menu icon .

2. Tap Options.

3. Tap Notification.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

4. Tap the Notify Sound pick list and select a sound. The handheld plays a brief

demonstration of the sound.

With the sound turned off, the indicator light goes on or the handheld vibrates if you selected one of those options (see the next section).

5. Tap OK.

Making your handheld buzz or blink when you get new e-mail

You can select how your handheld notifies you of new e-mail by setting the Alarm preferences. These preferences are set in your handheld’s General preferences.

To make your handheld buzz or blink when you get new e-mail:

1. Tap the Home icon .

2. Tap the Preferences icon .

3. Tap the Preferences pick list in the upper-right corner, and then tap General.

4. Do either or both of the following:

– To change the volume of the Alarm Sound, tap the Alarm Sound pick list,

and then tap Low, Medium, High, or Off.

– To change whether or not the handheld vibrates when you receive new

e-mail, tap the Alarm Vibrate pick list, and then tap On or Off.

5. Press the VersaMail button on your handheld.

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Viewing your Palm.com Inbox on your handheld

Creating a notification filter for e-mail you receive in your Palm.com account

For your Palm.com wireless e-mail account only, you can create and use a notification filter to limit the e-mail messages that trigger an alert from your handheld. The notification filter doesn’t filter the e-mail messages themselves, just the notification—all messages are still delivered.

For example, when you travel you may want to be alerted only to e-mail regarding a specific project. You can create a notification filter that alerts you when e-mail that meets these conditions arrives in your Palm.com account.

NOTE

criteria arrives, all other e-mail messages are also received into your Palm.com account. You don’t receive a notification for other messages, however. If you want to receive only specific e-mail messages in your Palm.com Inbox, you can create mail filters. See “Creating mail filters” in Chapter 6 for more information.

Although the notification filter alerts you when e-mail that meets the filter

To create or edit a notification filter:

1. Tap the Menu icon .

2. Tap Options.

3. Tap Notification.

4. Tap Filter.

5. Tap Edit.

6. Use the pick lists to create criteria for the notification filter.

Set the filter criteria

Tap to remove the current notification filter

The two pick lists and the edit line combine to create a statement that identifies the type of e-mail that triggers notification. For example, a filter might read, “If the [From] [Contains] mweston@example.com, Then Notify Me.”

You can also use the And button to create a more complex statement, such as “If the [From] [Contains] mweston@example.com, And if the [Subject] [Starts with] Apollo Project, Then Notify Me.”

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

When you use this notification filter, only e-mail matching these conditions prompts a notification alert on your handheld.

Select the header field with the information contained in the edit line: To, From, Subject.

Contains

Edit line

Select a filter action: Contains, Starts with, Does not contain.

Enter the text that must be found in the header field. For example, if you want to be notified only of e-mail where the Subject is the Apollo Project, enter “Apollo Project.”

Add

Use to further refine the notification criteria by linking two conditions together. Tap Add, and then select criteria from the To and Contains pick lists. Enter the text that must be found in the header field in the Edit line.

7. Tap OK.

Viewing your Palm.com e-mail on the Internet

You can access your Palm.com e-mail on any desktop computer with a web browser.

To access your Palm.com account on the Internet:

1. Go to

http://my.palm.com

2. Click Web-based E-mail Inbox.

3. Enter your Palm Wireless service username and password.

4. If you have a Palm.Net e-mail address, select the My email address is

“username@palm.net” check box. If you have a Palm.com e-mail address, go to step 5.

5. Click Login.

Your e-mail Inbox appears.

Working with your Palm.com mailbox limit

Your Palm.com account can store 5MB of e-mail messages, which is plenty of space for many messages. If you receive a large volume of mail or many messages with attachments, your mailbox limit may be reached. When you exceed the limit, messages addressed or forwarded to your Palm.com account are returned to the sender. To keep this from happening, you should routinely delete messages on the server for your Palm.com account.

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Deleting messages from your Palm.com account

The Delete Msgs on Server setting in the Preferences ensures that messages are deleted from the server after you empty the trash on your handheld. If you do not use this setting, you should occasionally access your Palm.com e-mail account on the Internet and clear your Inbox on the server. See “Emptying the trash” in

Chapter 4 for more information about manually and automatically emptying the

trash.

To delete messages from your Palm.com account on the Internet:

1. Go to

2. Click Web-based E-mail Inbox.

3. Enter your Palm Wireless service username and password.

4. If you have a Palm.Net e-mail address, select the check box below the password.

5. Click Login.

http://my.palm.com

If you have a Palm.com e-mail address, go to step 5.

Your e-mail box appears.

6. Select messages you want to delete, select Trash from the Move Selected To

drop-down list, and then click Move Selected To.

Select Trash from drop-down list and click Move Selected To to delete messages

You can automatically delete messages on the server when you delete the

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message on the handheld or empty the trash. See “Deleting messages” in Chapter 4 for more information.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

Viewing Palm.com e-mail through Microsoft Outlook

Your Palm.com e-mail account is a POP account. You can access it from a desktop computer with Microsoft Outlook and an active Internet connection.

NOTE

such as Microsoft Outlook Express or Eudora. Refer to the documentation for those e-mail programs to set up POP mail collection.

Your Palm.com e-mail can also be viewed through other e-mail applications,

To access your Palm.com account with Microsoft Outlook:

1. Start Microsoft Outlook.

2. From the Tools menu, select Services.

3. Click Internet E-mail.

4. Click Add.

5. Click OK.

6. Complete the following settings on the General tab:

– Enter a name to describe this e-mail account, such as “Palm e-mail.”

– (Optional) Enter a name or organization in the Useful Info field.

– Enter your complete username, such as username@palm.com or

username@palm.net in the E-mail Address field. The address must include palm.com or palm.net after your username.

– (Optional) To reply to messages that are received at this account with your

Palm Wireless e-mail address, enter your Palm.com or Palm.Net address in the Reply Address field.

7. Complete the following settings on the Server tab:

– Enter pop.palm.com or pop.palm.net (depending on your Palm Wireless

e-mail address) in the Incoming Mail field.

– Enter in the Outgoing Mail field the name of the SMTP server your outgoing

mail will use. For example, if you use Earthlink as your home Internet service provider, your outgoing server might be smtp.earthlink.net. Check with your e-mail service provider to find the name of the SMTP server.

– Enter your Palm Wireless service username and password in the Incoming

Mail Server field. You must enter your complete username, such as username@palm.com or username@palm.net in this field.

8. Click OK twice.

Now you can use Microsoft Outlook to access your e-mail from your Palm.com account.

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Collecting e-mail from other POP3 accounts into your Palm.com account

You can collect e-mail from your other mail accounts, such as Yahoo or Earthlink, into your Palm.com account, so that you have access to all your e-mail in one account.

To collect e-mail from another account, it must be POP3 compliant. Many popular e-mail providers offer accounts that are POP3 compliant, including accounts from Yahoo, Earthlink, and Mindspring. Other e-mail accounts, such as those offered by America Online and Hotmail, are not POP3 compliant. If you aren’t sure if an e-mail account is POP3 compliant, check with your e-mail service provider.

To set POP mail collection options:

1. Go to

2. Click Web-based E-mail Inbox.

3. Log in using your Palm Wireless service username and password.

4. Click the plus (+) mark next to Services.

5. Click Mail Collection.

http://my.palm.com

6. Click New.

7. In the POP Server/Host field, enter the mail host from which you are

forwarding e-mail, such as pop.mail.yahoo.com.

8. Enter the username and password that you use for the e-mail account from

which you are forwarding e-mail.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

9. (Optional) Set an option to specify that the original e-mail is deleted from your

POP account after it is collected.

10. Specify how often e-mail should be collected from this POP account: daily,

hourly, every 15 minutes, or every 5 minutes.

11. Click OK.

Forwarding e-mail from another e-mail account

You can automatically forward your e-mail from another e-mail account, such as your Yahoo e-mail account, to your Palm.com account. Most popular e-mail providers, such as Yahoo, and many DSL and cable e-mail providers, such as Verizon DSL or Bell South DSL, allow you to set up e-mail forwarding.

If you forward e-mail, specify your Palm.com address as the recipient address. Consult the documentation or Help files for the e-mail provider from which you want to forward mail for more information.

NOTE

Check with your e-mail provider to see if there is a charge for forwarding mail.

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CHAPTER 3

Setting Up and Managing

Other E-Mail Accounts

With Palm™ VersaMail™ personal e-mail software, you can access e-mail accounts from other e-mail providers, such as Earthlink or Yahoo. Some companies may also allow access to corporate e-mail with the appropriate mail server configuration; see “Accessing corporate e-mail” in Chapter 6 for information.

You can add up to eight other e-mail accounts to send and receive e-mail by using your Palm™ Wireless connection (requires Palm.Net connection with a different network service provider (for example, using an external modem accessory, sold separately), or synchronizing to a desktop e-mail application. For example, if you have a Yahoo e-mail account, you can create a new account in the VersaMail application and name that new account Yahoo, so that you can send and receive mail from your Yahoo account using your handheld.

service), setting up a

This chapter describes the following:

■ Choosing a connection type

■ Setting up and configuring e-mail accounts that use the Palm Wireless

connection

■ Editing e-mail accounts

■ Deleting e-mail accounts

Choosing a connection type

When you set up a new account in the VersaMail application, you choose the method for connecting to your e-mail account. You can choose from the following connection types:

Palm Wireless (default):

■

modem that is built into your Palm™ i705 handheld. This type of connection requires Palm.Net service activation.

Synchronize-only (Windows computers only):

■

between your handheld and a desktop e-mail application, such as Microsoft Outlook, by performing a HotSync send and receive messages wirelessly or with a modem for any account of this type. See “Creating a synchronize-only account” in Chapter 6 for more information.

You can access an account wirelessly using the wireless

You can view and manage e-mail

operation using the cradle/cable. You can’t

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

■ Network: You choose this connection method if you want to create a connection

to an e-mail provider without using Palm Wireless—for example, if you will send and receive e-mail messages from your handheld using an external modem that is connected to a phone jack on the wall. See “Setting up an account

with a network connection” in Chapter 6.

Creating an e-mail account using the Palm Wireless connection

If you are setting up a new e-mail account that will use the Palm Wireless connection and you have a well-known Internet service provider (ISP) such as Earthlink or Mindspring, the VersaMail application automatically configures many of the required settings during the account setup.

For other ISPs, you need the following information:

■ The protocol used for incoming mail, such as POP or IMAP

■ The name of the incoming mail server

■ The name of the outgoing mail (SMTP) server

■ Whether your e-mail account requires any encryption, such as APOP

■ Your e-mail address and password

■ The login script (if any) you need for connecting to your ISP or mail server

NOTE

Information about your e-mail account is available from the e-mail provider. Depending on the type of e-mail service you have, you may obtain this information by accessing the e-mail provider’s web site or by contacting the provider's customer support.

To create an e-mail account using the Palm Wireless connection:

1. Tap the Menu icon .

2. Tap A cc ou nt s.

3. Select Account Setup.

4. Tap N ew.

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5. Do the following:

Creating an e-mail account using the Palm Wireless connection

Account Name

Enter a descriptive name for this account, such as “My Yahoo.”

Mail Service

Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed.

Protocol

Tap the Protocol pick list and select POP or IMAP. (Most mail providers use the POP protocol.)

If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol.

6. Tap N ex t.

Entering the account username and password

In the next part of the VersaMail Account Setup, you enter the username and password for this account.

To enter the account username and password:

1. Enter the username you use to access your e-mail. This is generally the part of

your e-mail address that appears before the @ symbol; it is usually not your entire e-mail address.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

2. Tap the Password box, and then enter your password. The Password box

displays the word “Assigned” to indicate that a password has been entered.

3. Tap OK .

4. Tap N ex t.

Entering the name of the incoming and outgoing mail server

You need to enter your e-mail address for the account you are accessing, as well as the name of the incoming and outgoing mail servers.

To enter mail server settings:

1. If you chose a preconfigured service from the Mail Services pick list on the

Account Setup screen, the e-mail address field is completed automatically based on the username and mail service you entered. Check the address to verify that it is correct, and edit it if necessary.

If you chose Other from the Mail Services pick list on the Account Setup screen, enter the e-mail address for your account.

E-mail address will be filled in automatically if you chose a preconfigured mail service

Mail servers will be filled in automatically if the VersaMail application knows the names based on the mail service you chose

2. Enter the name of your incoming (POP) mail server, such as

pop.mail.yahoo.com.

If the VersaMail application knows the incoming mail server name based on the mail service you selected, the correct server name is displayed.

3. Enter the name of your outgoing (SMTP) mail server, such as

smtp.mail.yahoo.com.

If the VersaMail application knows the outgoing mail server name based on the mail service you selected, the correct server name is displayed.

4. Tap N ex t.

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Creating an e-mail account using the Palm Wireless connection

5. Do one of the following:

– To accept these mail options and begin using the VersaMail application, tap

Done. This takes you to the Inbox of the account you just set up. See

Chapter 4 for information on getting and sending e-mail.

– To set up additional mail options, tap Next. Continue with the next set of

procedures.

Setting mail retrieval options for a POP or IMAP account

The next VersaMail Setup screen displays different options, depending on whether your mail service uses a POP or IMAP protocol.

To set mail retrieval server options for a POP or IMAP account:

1. (Optional) Do any of the following:

– Select Get unread mail ONLY to download only unread e-mail to your

handheld. If you don’t choose this option and you tap Get & Send, all your e-mail messages on your provider’s mail server are downloaded to your Inbox, including messages you have already read. To get all e-mail (including e-mail you have already read) and not just unread e-mail, deselect Get unread mail ONLY.

– To delete messages on your provider’s mail server when they are deleted in

the VersaMail application, select the Delete messages on the server when they are deleted in VersaMail check box.

– (POP account only) To get e-mail on your handheld but also leave it on the

server so you can view it later on your desktop, select the Leave mail on server check box. For example, if you create an account to receive e-mail from your Yahoo account and select this option, your old Yahoo e-mail is still visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.

– To limit the maximum size of an incoming e-mail message, enter the size in

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

POP accounts IMAP accounts

2. Tap Next.

Setting outgoing mail options

Outgoing mail options are the same for POP and IMAP accounts.

To set outgoing mail options:

1. (Optional) Do any of the following:

Display Name

Reply To Address

BCC

Enter the name you want to appear on your outgoing messages, such as “Joe Smith.”

Enter the e-mail address that you want recipients to see and reply to on your e-mail messages, only if it is different from the e-mail address from which you are sending the message. For example, if you are sending a message from me@yahoo.com but you want recipients to reply to me@earthlink.net, enter the reply-to address here. Reply To Address makes it look like the e-mail came from the address you entered.

Select the BCC check box to send a blind copy of any e-mail message you send to another e-mail address. The blind copy e-mail address is not seen by the other recipients of the message. For example, if you want a copy of all messages you send from your handheld to be sent to your desktop e-mail account, enter that e-mail address.

2. Tap N ex t.

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Adding a signature

If you want, you can add a signature to each e-mail message you send. For example, you can enter your name and telephone number so that they appear in each message you send.

To add a personal signature:

1. Tap the Attach Signature to messages check box, and then enter the text of the

signature.

This signature will be attached to all your outgoing e-mail.

Editing e-mail accounts

2. Tap OK .

Testing your new account

When you have finished setting up a new e-mail account, the VersaMail application displays the account’s Inbox. You can test whether the e-mail account is set up and working properly by tapping Get Mail. See “Getting e-mail by subject

or getting the entire message” in Chapter 4 for more information.

Editing e-mail accounts

From time to time you may need to edit information about one of the e-mail accounts you set up.

To select the account to edit:

1. Tap the Menu icon .

2. Tap A cc ou nt s.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

3. Select Account Setup.

4. Tap the name of the account to edit, and then tap Edit.

To edit an account:

1. On the Account Setup screen, change any of the following:

Account Name

Enter a descriptive name for this account, such as “My Yahoo.”

Mail Service

Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed.

Protocol

Tap the Protocol pick list and select POP or IMAP. (Most mail providers use the POP protocol.)

If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol.

2. Tap N ex t.

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Changing the account username and password

In the next part of VersaMail Account Setup, you can change the username and/or password for this account.

To edit the account username and password:

1. (Optional) Enter a new username for accessing your e-mail. This is generally the

part of your e-mail address that appears before the @ symbol; it is usually not your entire e-mail address.

Editing e-mail accounts

2. (Optional) Tap the Password box, and then enter a new password. The

Password box displays the word “Assigned” to indicate that a password has been entered.

3. Tap OK .

4. Tap N ex t.

Editing the name of the incoming and outgoing mail server

If your e-mail address or the name of the incoming and outgoing mail servers has changed or has been entered incorrectly, you can edit the address or server name.

To edit mail server settings:

1. (Optional) Enter a new e-mail address for the account you are accessing, such

as examplename@yahoo.com.

2. (Optional) Enter the new or correct name of your incoming (POP) mail server,

such as pop.mail.yahoo.com.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

If the VersaMail application knows the incoming mail server name based on the mail service you selected, the correct server name is displayed.

3. (Optional) Enter the new or correct name of your outgoing (SMTP) mail server,

such as smtp.mail.yahoo.com.

If the VersaMail application knows the outgoing mail server name based on the mail service you selected, the correct server name is displayed.

4. Tap N ex t.

5. Do one of the following:

– To accept these mail options and begin using the VersaMail application, tap

Done. This takes you to the Inbox of the account you just set up. See

Chapter 4 for information on getting and sending e-mail.

– To edit additional mail options, tap Next. Continue with the next set of

procedures.

Editing mail retrieval options for a POP or IMAP account

The next VersaMail Setup screen displays different options, depending on whether your mail service uses a POP or IMAP protocol.

To edit mail retrieval server options for a POP or IMAP account:

1. (Optional) Change any of the following:

– Select Get unread mail ONLY to download only unread e-mail to your

– To delete messages on your provider’s mail server when they are deleted in

the VersaMail application, select the Delete messages on the server when they are deleted in VersaMail check box.

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Editing e-mail accounts

– (POP account only) To get e-mail on your handheld but also leave it on the

– To limit the maximum size of an incoming e-mail message, enter the size in

kilobytes (KB) for the Maximum Message Size. The maximum size of an incoming message is 5KB by default, but you can enter a smaller size. The maximum message size that you can retrieve using a Palm Wireless connection is 60KB for the body text and any attachments. The maximum message size that you can retrieve using a network connection is 60KB for the body text and 2MB total, including attachments.

POP accounts IMAP accounts

2. Tap Next.

Editing outgoing mail options

Outgoing mail options are the same for POP and IMAP accounts.

To edit outgoing mail options:

1. (Optional) Change any of the following:

Display Name

Reply To Address

Enter the name you want to appear on your outgoing messages, such as “Joe Smith.”

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

2. Tap N ex t.

Editing a signature

If you added a signature to the e-mail messages you send, you can edit the signature. For example, you can change your name or the telephone number that appears in each message you send.

BCC

To add a personal signature:

1. Tap the Attach Signature to messages check box, and then edit the text of the

signature.

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This signature is attached to all your outgoing e-mail. For Palm.com accounts only, the following default signature is included with all outgoing messages:

You can use this default signature, add additional text to this signature, or delete it and enter your own signature information.

2. Tap OK .

Deleting an e-mail account

When you delete an account in the VersaMail application, the account is removed from your handheld. The account still exists on the server. For example, deleting your Yahoo account from the VersaMail application deletes the account from your handheld. Your e-mail account still exists at Yahoo.com.

To delete an account:

1. Tap the Menu icon .

2. Tap A cc ou nt s.

3. Tap Account Setup.

4. Tap the name of the account you want to delete, and then tap Delete.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

5. Tap Yes in the Delete Confirmation dialog box to delete the account and all

associated e-mail messages.

6. Tap OK .

After you perform the next HotSync account is released.

operation, the memory associated with an

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Getting, Sending, and Managing E-Mail

Getting and sending mail on your handheld is easy and helps you keep your business and personal life organized. You can get and send mail by simply tapping one button on the handheld.

You can manage the messages in your mail accounts by moving messages between folders, deleting old mail individually or in groups, and marking messages as read or unread.

This chapter describes how to do the following:

■ Get mail for your mail accounts

■ Work with e-mail attachments such as text or Microsoft Word documents

Getting and reading e-mail

CHAPTER 4

You can choose to get e-mail by subject only, which means getting the message size and author as well as the subject, or you can get entire messages immediately. If you choose to get messages by subject only and you want to read a full message, you can get more of that message.

Choosing the e-mail account and displaying the Inbox

To view the e-mail in an account, you must switch to that account, and then get the mail. For example, if you want to collect and view mail from your Yahoo account, switch to the account created to retrieve mail from your Yahoo account.

To display an account and its Inbox:

1. Tap the Menu icon .

2. Tap A cc ou nt s.

3. Tap the name of the account.

4. Tap the folders pick list, and tap Inbox if the Inbox is not displayed.

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Chapter 4 Getting, Sending, and Managing E-Mail

Getting e-mail by subject or getting the entire message

When you get e-mail messages, you can choose to get the subject only or to get the entire message. You can also use the Details dialog box to select options for getting unread e-mail only, downloading attachments, and using filters.

To get e-mail messages:

1. Tap Get Mail.

If you have e-mail stored in your Outbox, tap Get & Send.

2. In the Get Mail dialog box, tap Subjects Only to download subjects only, or tap

Messages to download entire messages.

You can turn off the Get Mail dialog box in VersaMail Preferences. See

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“Setting preferences for getting and deleting mail” later in this chapter for

details.

3. (Optional) Tap Details and set options for retrieving unread e-mail,

downloading attachments, using filters, using auto-disconnect, specifying maximum download size, and specifying the default connection type for this account. Tap OK.

NOTE

connection service other than the Palm™ Wireless service. You will only see the default connection type option for accounts other than your Palm.com account.

See “Creating mail filters” in Chapter 6 for information on filters. See “Setting

VersaMail connection preferences” in Chapter 6 for information on the

auto-disconnect feature. See “Selecting a different service for a given e-mail

account” in Chapter 6 for information on setting a default connection type.

You will only see the auto-disconnect option for accounts that use a

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Getting and reading e-mail

NOTE

The maximum size of an incoming message is 5KB by default. The maximum message size that you can retrieve using a Palm Wireless connection is 60KB for the body text and any attachments. The maximum message size that you can retrieve using a network connection is 60KB for the body text and 2MB total, including attachments.

4. Tap OK .

The Getting Messages dialog box shows updates as your e-mail is downloaded.

When the Getting Messages dialog box disappears, a new dialog box displays the number of new e-mail messages.

5. Tap OK.

A list of your e-mail appears in the Inbox.

Shows unread/total messages

Icons indicate whether a message or subject has been downloaded or has attachments

For your Palm.com or Business account, you can set up Notification options to

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notify you when new messages arrive. You can choose how you are notified—for example, by a special sound or by the handheld’s blinking indicator light. See “Setting notification options for your Palm.com account” in Chapter 2 for more information.

Displays the time for messages received today and the date for all other messages

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Chapter 4 Getting, Sending, and Managing E-Mail

Icons in Palm™ VersaMail™ personal e-mail software

The icons to the left of a message in the Inbox indicate the message’s status.

Only the subject header information is downloaded.

Only the subject header and attachment information are downloaded.

Part or all of the message text is downloaded.

Part or all of the message text and attachment information are downloaded.

Reading e-mail

To read e-mail, tap the e-mail message in the Inbox or the folder where the message is located.

Ta p t o r e a d

How the message appears depends on whether you are using a Palm Wireless connection or a network connection, and whether you chose to get messages by subject only or to get the entire message.

Reading messages with a Palm Wireless connection

If you chose to get messages by subject only, tap the More button to view the body of the e-mail message, plus any attachments. See “Getting e-mail by subject

or getting the entire message” earlier in this chapter.

If you chose to get entire messages, or after you tap the More button if you chose to get messages by subject only, you see all or part of the body of the message. The amount of the message you see is equal to the maximum message size you set (default is 5KB). See “Setting mail retrieval options for a POP or IMAP account” in

Chapter 3 for more information on setting maximum message size.

For example, if your maximum message size is 5KB (the default), you will see the first 5KB of the body of the message. If the message is 5KB or smaller, you will see the entire message.

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Getting and reading e-mail

If the downloaded message exceeds your maximum message size, only a partial message is displayed. Tap the More button to see another portion of the message equal to your maximum message size. Continue tapping the More button until you see the entire body of the message.

For example, if your maximum message size is 5KB, and the total message size is 8KB, the first 5KB is displayed when you view the message. Tap the More button once to display the remaining 3KB of the message.

However, if the total message size is 20KB, you need to tap the More button three times to view the entire message, Each time you tap the More button, another 5KB of the message is displayed.

Tap More to view an additional portion of the message

Reading messages with a network connection

If you chose to get messages by subject only, tap the More button to view the body of the e-mail message, plus any attachments. See “Getting e-mail by subject

or getting the entire message” earlier in this chapter.

If you chose to get entire messages, the body of the e-mail message is displayed. However, if the downloaded message exceeds your maximum message size, only a partial message is displayed. Tap the More button to view the entire message.

Tap More to view the entire message

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Chapter 4 Getting, Sending, and Managing E-Mail

Viewing other folders

You can easily switch from the current folder to view messages in other folders.

To view other folders:

1. Tap the folders pick list in the upper-right corner of the screen.

2. Tap the folder you want to view.

Available folders

Managing columns in the folder’s list view

The columns in each folder contain various types of information, such as the subject, date, or size of a message. You can display or hide specific columns or change the width of the columns in the folder’s list view.

To display or hide a column in a folder’s list view:

1. Tap Show.

2. Tap the check box for each column that you want to show.

NOTE

messages received today—that is, any message received after 12:01 A.M. Otherwise, the Date column shows the date the message was received.

If you select Date, the Date column displays the message

time

for any

3. Tap the Font letter to display information in a larger or smaller font size.

To change the sort order:

1. Tap the Sort By pick list, and then tap the column name.

2. Tap Descend or Ascend to change the sort order.

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To change the size of a column in the folder’s list view:

1. Tap and hold the stylus on the column divider.

2. Drag the column divider to change the width of the column.

Moving e-mail between folders

You can move one or more e-mail messages between folders.

Getting and reading e-mail

Drag the column divider left or right to make the column larger or smaller

To move one e-mail:

1. Tap the folders pick list in the upper-right corner of the screen, and then tap the

name of the folder containing the message you want to move.

2. Tap the icon to the left of the message you want to move, and then tap Move To

from the pop-up menu.

The folders pick list appears.

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Chapter 4 Getting, Sending, and Managing E-Mail

3. Select the destination folder from the list.

You can also move a single e-mail message from within the body of the message

TIP

by making the command bar stroke in the Graffiti icon, and selecting the destination folder from the pick list. See “Using the command

bar” in Chapter 6 for more information on the command bar.

To move multiple e-mail messages:

1. Tap the folder that contains the e-mail messages you want to move.

writing area, tapping the folder

2. Select the messages you want to move by tapping the bullets to the left of each

message icon.

To select a group of messages, drag the stylus to the left of the message

TIP

icons.

A checkmark appears next to each selected message.

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Getting and reading e-mail

3. Do one of the following:

– Tap the Menu icon , and then tap Move To on the Message menu.

– Tap the message icon next to any one of the selected messages, and then tap

Move To on the pick list.

essage menu

4. Select a destination folder from the folder pick list.

essage menu

Pick list

5. If you are moving the messages using the menu, tap OK. If you are using the

pick list, the messages move automatically.

Creating and editing mail folders

The VersaMail application has certain default folders, such as Inbox, Outbox, Drafts, and Trash. You can create new folders so that you can store e-mail messages by subject, person, or project. You can also edit default or created folders.

The procedure for creating and editing folders varies for accounts that use a Palm Wireless connection and accounts that use a network connection.

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Chapter 4 Getting, Sending, and Managing E-Mail

Creating and editing folders with a Palm Wireless connection

For accounts that use a Palm Wireless connection, the procedure for creating and editing folders is identical for POP and IMAP e-mail accounts.

To create and edit e-mail folders for a Palm Wireless connection:

1. Tap the folders pick list in the upper-right corner of the screen, and then tap Edit

Folders.

2. On the Edit Folders screen, do any of the following:

– To create a new folder, tap New and then enter the new folder name (called

“category name” on the screen). When you have finished, tap OK.

– To rename a folder, tap the folder name from the list on the screen, tap

Rename, and then enter the new folder name (called “category name” on the screen). When you have finished, tap OK.

– To delete a folder, tap the folder name from the list on the screen and then tap

Delete.

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Creating and editing folders with a network connection

For accounts that use a network connection, the procedure for creating and editing folders varies slightly between POP and IMAP e-mail accounts.

To create and edit e-mail folders for a Palm Wireless connection:

1. Tap the folders pick list in the upper-right corner of the screen, and then tap Edit

Folders.

2. On the Edit Folders or Edit IMAP Folders screen, do any of the following:

POP accounts IMAP accounts

– To create a new folder, tap New and then enter the new folder name (called

“category name” on the screen for POP accounts). For IMAP accounts only, select the check box if you also want to create the folder on your e-mail provider’s mail server. When you have finished, tap OK.

POP accounts IMAP accounts

– To rename a folder, tap the folder name from the list on the screen, tap

Rename, and then enter the new folder name (called “category name” on the screen for POP accounts). For IMAP accounts only, select the check box if you also want to rename the folder on your e-mail provider’s mail server. When you have finished, tap OK.

POP accounts IMAP accounts

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– To delete a folder, tap the folder name from the list on the screen and then tap

Delete. For IMAP accounts only, select the check box if you also want to delete the folder on your e-mail provider’s mail server, and then tap OK. For POP accounts, the folder is deleted immediately and you will not see a confirmation screen.

Creating and sending new e-mail

When you create a new e-mail message, you can enter the recipient’s e-mail address or use the Lookup screen to find the address.

To create a new e-mail message:

1. Tap N ew.

Delete confirmation appears for IMAP accounts only

Ta p Ne w

2. Enter the recipient’s name using one of the methods described in the next

procedures.

NOTE

names on the To list because the list is truncated on the To line. If you tap To, a dialog box lists all recipients for the current message.

When you address a message to several recipients, you do not see all their

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Addressing a message by typing the address

You can address a message by entering the complete address.

To enter the address:

1. In the New Message screen, tap To and enter the address.

For multiple recipients, type a semicolon (;) and then a space between recipient names.

Creating and sending new e-mail

NOTE

to a semicolon. If you enter a space with no punctuation between names, semicolons are not inserted and the e-mail message is improperly addressed.

If you enter a comma instead of a semicolon, it is automatically changed

If you want to edit an e-mail address that is longer than the line provided in the New Message screen, tap To and edit the address.

2. To send copies, tap cc: or bcc: and enter the recipient’s address.

Copies (cc:) allow recipients see the addresses of the other recipients, but addresses in the blind copies (bcc:) field are hidden from all other recipients.

To automatically fill in the address as you type, see “Using Smart

TIP

Addressing to address a message” later in this chapter.

Addressing a message using Address Book

You can enter a recipient’s address by using the Lookup screen to select the address. The names and addresses in the Lookup screen come from Address Book.

To use an address from Address Book:

1. In the New Message screen, tap To.

2. Tap Lookup.

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Chapter 4 Getting, Sending, and Managing E-Mail

3. Tap the address you want, and then tap Add.

4. Repeat steps 2 and 3 to add more addresses.

5. Tap Do n e.

6. To enter an address in the cc: or the bcc: field, tap the field name and follow the

steps given for the To field.

Using Smart Addressing to address a message

Smart Addressing types ahead and completes a recognized e-mail address. Smart addressing automatically fills in fields when the recipient’s name and e-mail address are in your Address Book.

By default, Smart Addressing is selected in VersaMail Preferences.

To use Smart Addressing to address a message:

1. In the New Message screen, tap To.

2. Start entering the person’s name, such as Joe Smith.

Once the name is recognized from your Address Book, the name and e-mail address are automatically completed on the recipient list. For example, if you have a Joe Smith and a Joan Smith in your Address Book (and no other names starting with J), once you enter “Joe,” the entry “Joe Smith” is completed with the correct e-mail address.

Turning Smart Addressing on or off

You can turn Smart Addressing on or off in VersaMail Preferences.

To turn Smart Addressing on or off in VersaMail Preferences:

1. In the Inbox, tap the Menu icon .

2. Tap Options.

3. Tap Preferences.

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4. Tap Advanced.

5. Tap the Enable Smart Addressing check box to turn Smart Addressing on or off.

A checkmark means it is turned on.

6. Tap OK .

Composing and sending e-mail

Creating and sending new e-mail

After you enter your recipient addresses, you can compose the rest of the e-mail message.

To compose the rest of the e-mail and send it:

1. Tap the Subject field and enter the subject of your message.

2. Tap the area below the Subject line and enter the text of your message.

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To access the editing features available on the Edit menu, tap the Menu icon . The first character of each sentence is automatically capitalized for you.

3. (Optional) Tap the Menu icon , tap Options, and then select Add

Attachments. See “Attaching files to e-mail” later in this chapter.

4. Tap one of the following to send the e-mail message:

Send

Outbox

You can also tap the Menu icon , tap Options, and then tap Save To

TIP

Drafts to save this message in the Drafts folder rather than send it.

Completing drafts

If you are composing an e-mail message and you exit the VersaMail application before tapping Outbox, Send, or Cancel, the message automatically moves to the Drafts folder. To finish editing the message, tap the folders pick list and select Drafts. Select the e-mail message you want to complete or edit, and tap Edit. You can also delete the message in the Drafts folder.

Attaching a personal signature

You can include a personal signature, such as your name, e-mail address, and telephone number, to each e-mail message you send.

Sends the message immediately.

Stores e-mail in the Outbox so you can compose e-mail offline and then send all e-mail during one connection with the server. To send your e-mail later, go to the Outbox and tap Get & Send. The connection to the mail server is initiated, and all the e-mail in the Outbox is delivered.

To create a personal signature:

1. Tap the Menu icon .

2. Tap Options.

3. Tap Preferences.

4. Tap Signature.

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Creating and sending new e-mail

5. Tap the Attach Signature check box to select it.

6. Enter your signature information. For Palm.com accounts only, the following

default signature is included with all outgoing messages:

7. Tap OK.

Forwarding e-mail

You can quickly forward an e-mail message from any folder other than the Outbox folder.

To forward an e-mail message:

1. Tap the folders pick list and select the folder that contains the e-mail message.

2. Tap the e-mail message to display it.

You can use this default signature, add additional text to this signature, or delete it and enter your own signature information.

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3. Tap the Forward button (labeled Fwd).

4. Tap To.

5. Enter or look up the recipient address. See the procedure for creating new e-mail

earlier in this chapter for more information on addressing messages.

6. (Optional) Enter some text describing the forwarded message.

Ta p Fo rw a r d

7. Tap Send to send the message, or tap Outbox to store it in the Outbox.

Replying to e-mail

You can reply to an e-mail message as you are reading it, or start the reply when viewing messages in the folders list view.

To reply to a message that you are reading:

1. Tap the e-mail message that you want to reply to.

2. Tap Reply.

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Creating and sending new e-mail

3. In the Reply Options dialog box, select choices for replying to the sender only

or to all e-mail recipients, and for including original message text.

4. Tap OK .

5. Enter a reply.

6. Tap Send to send the message now, or tap Outbox to send it later.

To reply to an e-mail message from the folders list:

1. Tap the folders pick list and select the folder that contains the e-mail message to

which you want to reply.

2. Tap the envelope icon next to the message, and then tap Reply on the pick list.

3. In the Reply Options dialog box, select choices for replying to the sender only

or to all e-mail recipients, and for including original message text.

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4. Tap OK .

The e-mail is addressed.

5. Enter a reply.

6. Tap Send to send the message now, or tap Outbox to send it later.

Working with attachments

You can easily download, view, save, and send attachments with e-mail messages.

Viewing attachments on your handheld

At times e-mail contains attached files, such as Microsoft Word or text files, that you want to view on your handheld. You can view the following types of attached files:

vCard (.vcf)

vCal (.vcs)

Text (.txt)

HTML (.html or .htm)

This is an address.

This is usually a calendar appointment or a To Do task.

This is usually a memo or another plain text file.

This is usually a web page or a formatted text file. By default, the VersaMail application strips the formatting and shows only the text of most HTML attachments. However, some browsers allow other applications to pass them a file for viewing in full HTML. If your browser supports this function, you can view HTML attachments with all formatting intact. You do not need to do anything different in the steps for downloading and viewing attachments; the attachment is automatically opened in the correct format for your handheld (text only or full HTML), based on the applications you have installed.

Microsoft Word (.doc)

The formatting is stripped and the text of most Microsoft Word documents is shown.

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Other application files (such as graphics files)

For other types of application files, your handheld may contain a viewer that allows other applications to pass it a file for viewing. For example, your handheld may contain an image viewer that allows another application to pass it a JPEG or GIF attachment for viewing. You do not need to do anything different in the steps for downloading and viewing attachments; if your handheld contains such a viewer, the attachment is automatically opened. If your handheld does not contain such a viewer, you cannot view the attachment.

PRC (.prc)

This is a Palm OS® application that you can install and run on your handheld.

PDB (.pdb)

This is a file that works with specific Palm™ applications.

Among the types of attachments you can receive are the following handheld application files:

■ Address Book entries

■ Date Book appointments

■ To Do list items

■ Memos

NOTE

The maximum message size that you can retrieve using a Palm Wireless connection is 60KB for the body text and any attachments. The maximum message size that you can retrieve using a network connection is 60KB for the body text and 2MB total, including attachments.

To view an attachment:

1. In the Inbox, tap the message that has an attached file.

A paper clip icon appears on the message’s icon if there is an attachment.

Envelope with paper clip icon indicates attachment

If you choose to get messages by subject only, you must tap More for each downloaded message, so that you can view the body of the e-mail message plus any attachments.

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2. Click the paper clip icon in the upper-right corner. If Download Attachments is

selected in VersaMail Preferences, any attachments that do not cause the message to exceed the maximum message size are downloaded. For example, if the maximum message size is 5KB and you download a message whose body text size is 2KB, then any attachment under 3KB is also downloaded and any attachment over 3KB is not.

3. If the message was downloaded, tap the name of the attachment you want to

view, and then tap View.

Tap paper clip icon to view attachment

If the message or messages were not downloaded because they exceeded the maximum message size, select the message or messages to download from the Download Attachments screen, and tap Download.

When downloading is complete, tap the name of the attachment you want to view, and then tap View.

4. When you have finished viewing the attachment, tap Done. This returns you to

the Attachments dialog box, where you can select another attachment to view if you want to.

5. When you have finished viewing all attachments, tap Done in the Attachments

dialog box. This returns you to the Message screen.

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Saving attachments to an expansion card

If you have purchased an expansion card that provides extra memory, you can save downloaded attachments to the expansion card.

To save an attachment to an expansion card:

1. Insert the expansion card into the slot on your handheld.

2. Follow the procedure for downloading attachments described earlier in this

chapter.

3. On the Attachments screen, tap Save to Card.

4. Tap OK .

Working with attachments

Attaching files to e-mail

You can attach files on your handheld to e-mail messages you send. For example, you can attach files from the various handheld applications, such as any Date Book appointment (.vcs), To Do List task (.vcs), or memo (.txt).

NOTE

connection is 60KB for the body text and any attachments. The maximum message size that you can retrieve using a network connection is 60KB for the body text and 2MB total, including attachments.

You can attach the following types of files:

■ vCard (.vcf)

■ vCal (.vcs)

■ Memo/text (.txt)

■ PRC (.prc)

■ PDB (.pdb)

NOTE

text and any attachments, which is smaller than the Palm.com account maximum message size. The VersaMail application adds encryption information to every message for the Business account, so the messages are automatically larger.

The maximum message size that you can retrieve using a Palm Wireless

The maximum message size for the Business account is 56KB for the body

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To attach a file to a message:

1. Tap the Menu icon .

2. Tap Options.

3. Tap Add Attachment.

4. Tap the Type pick list and select the file type.

All files of the selected type appear in the Type box. For example, if you select Appointments (.vcs), you can tap Date Book to see a list of appointments from a particular date that you can attach, or you can tap To Do to see To Do List tasks.

5. Tap the file that you want to attach, and then tap Add.

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The selected file appears in the Attachments box.

6. Repeat steps 4 and 5 for each attachment you want to add, and then tap Done.

To delete an attachment from an e-mail message, tap the attached file in

TIP

the Attachments box and then tap Delete.

7. Tap Send or Outbox.

Uploading attachments from an expansion card

Working with attachments

If you have purchased an expansion card and have saved files to the card, you can upload files to attach to an e-mail message you are sending.

To upload an attachment from an expansion card:

1. Insert the expansion card into the slot on your handheld.

2. On the New Message screen, tap the Menu icon .

3. Tap Options.

4. Tap Add Attachment.

5. Tap the From pick list and select Files on Card.

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6. Tap the Type pick list and select the file type.

Only file types that correspond to the types of files on the card will be displayed on the list. For example, if he card contains only Word docs and Address Book entries, only the file types “doc” and “vCard” will be listed. You can select a particular file type, or select All Files to view all files on the card.

7. Tap the file that you want to attach, and then tap Add.

The selected file appears in the Attachments box.

8. Repeat steps 6 and 7 for each attachment you want to add, and then tap Done.

To delete an attachment from an e-mail message, tap the attached file in

TIP

the Attachments box and then tap Delete.

9. Tap Send or Outbox.

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Forwarding an attachment

You can include attachments on any message you forward, up to the maximum message size.

To forward a message with an attachment:

1. Tap the folders pick list and select the folder that contains the e-mail message

you want to forward.

2. Tap the e-mail message to display it.

3. Tap the Forward button (labeled Fwd).

4. Tap To. On the Recipient List screen, enter or look up the recipient address. See

the procedure for creating e-mail, presented earlier in this chapter, for more information on addressing messages.

5. Follow the procedure for attaching files presented earlier in this chapter.

Deleting messages

You can delete one or more e-mail messages from any folder. For example, you can delete old messages in the Inbox or messages that you were working on in the Drafts folder. When you delete a message it is placed in the Trash folder. See

“Emptying the trash” later in this chapter.

To delete messages on the server when you empty the trash on your handheld, you can select the Delete Msgs on Server setting in VersaMail Preferences. It is important to delete messages on the server because your Palm.com account is limited to 5MB. If you don’t periodically empty the trash and delete messages on the server, new e-mail messages may “bounce” back to the sender. See “Setting

preferences for getting and deleting mail” later in this chapter.

IMPORTANT

occasionally access your Palm.com account on the Internet to clear messages from your e-mail account on the server. See “Deleting messages from your Palm.com

account” in Chapter 2.

If you don’t select the Delete Msgs on Server setting, you should

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Chapter 4 Getting, Sending, and Managing E-Mail

To delete one or more messages:

1. Tap the folders pick list and select the folder that contains the messages you

want to delete.

2. Do one of the following:

Item to delete Action

One message Tap the bullet next to the message’s icon.

Multiple messages

A group of adjacent messages

3. Do one of the following:

Tap the bullet next to each message’s icon that you want to delete.

Drag the stylus along the left of the message icons. To select another group, lift the stylus and select the next group of messages.

– Tap the message icon next to a selected e-mail message, and then tap Delete.

– Tap the Menu icon , and then tap Delete.

4. Tap OK .

5. (Optional) Tap Also delete message(s) on server if you want to delete the

message from the server now.

If you selected the setting Delete Msgs on Server in the Preferences, this check box is selected

The selected messages move to the Trash folder and are deleted from your handheld when you empty the trash. If you set the preference to automatically empty the trash, the messages are deleted when the trash is emptied. See

“Emptying the trash” later in this chapter for more information.

IMPORTANT

again later.

If you delete a message on the server, you cannot retrieve it and view it

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Deleting messages

To delete messages before a certain date:

1. Tap the Menu icon .

2. Tap Delete Old.

3. Tap the Folder pick list and select the folder that contains the messages you

want to delete.

Displays the current folder for deleting messages

4. Tap the Older than pick list, and then tap One Week, One Month, or Choose

Date.

If you tap Choose Date, select a date from the calendar.

Tap a date to select it, or tap Today

5. Tap Delete.

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6. (Optional) Tap Also delete message(s) on server if you want to delete the

messages from the server at the time they are deleted from your handheld.

7. Tap OK.

Emptying the trash

Deleted e-mail accumulates in the Trash folder and takes up space on your handheld. To increase memory, you should empty the trash regularly. If you want to automatically empty the trash, you can set a preference to empty mail immediately or to empty any mail older than a certain number of days.

To empty the trash:

1. Tap the Menu icon .

2. Tap Empty Trash.

NOTE

message asks if you want to delete the trash.

3. (Optional) Tap Details to see how many messages are in the trash, and whether

If Auto-Empty Mail from Trash is selected in VersaMail Preferences, a

the messages are set to be deleted on the server.

4. If you want to delete messages from the handheld as well as from the server, tap

Both. A message asks if you want to update the server now.

To delete the message from only the handheld now, tap Handheld.

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Marking messages as read or unread

NOTE

server because the server stores only a maximum of 5MB. Many other e-mail providers, such as Yahoo, have size restrictions for mail storage. If your mailbox on the server becomes full, new incoming messages are returned to the senders.

For your Palm.com account, you should routinely delete messages on the

To have the trash emptied automatically:

1. Tap the Menu icon .

2. Tap Options, and then tap Preferences.

3. Tap Advanced.

Auto-Empty Mail from Trash is selected by default.

4. Tap the pick list, and select how often you want the e-mail messages

automatically emptied from the trash:

– Immediately

– Older Than 1 Day

– Older Than 3 Days

– Older Than 1 Week

– Older Than 1 Month

5. Tap OK.

Marking messages as read or unread

You can mark messages as read or unread. When you tap a message to read it, it is automatically marked as read.

NOTE

message is in bold or regular typeface for POP accounts on the handheld, but you can’t connect with the server to change the message state.

To mark messages as read or unread:

1. Tap the folders pick list and select the folder you want.

Because POP servers do not support the read or unread message feature, the

2. Tap the icon next to each message you want to mark.

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3. Tap Mark Read or tap Mark Unread.

To mark multiple messages, tap the bullets next to the messages you want

TIP

to mark, tap the Menu icon , and then tap Mark Read or Mark Unread.

4. Tap Handheld to mark the messages now as read on your handheld. Tap Both

to mark the messages on both the handheld and the server.

If you tap Both, this message appears.

Tap OK to connect with the server and immediately mark the messages as read or unread on the server. This action also processes any other pending actions on the server, such as deleting messages not yet deleted.

Tap Cancel if you want the messages marked during the next HotSync operation or the next wireless connection.

Read messages appear in plain text; unread messages appear in bold text.

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Setting preferences for getting and deleting mail

VersaMail Preferences determine how the VersaMail application gets, sends, and deletes e-mail.

To set mail preferences:

1. Tap the Menu icon .

2. Tap Options.

3. Select Preferences.

4. Choose preferences:

Get

Enables you to retrieve messages by subject only or to retrieve the entire message.

Ask Every Time

Displays a dialog box for choosing subjects only or entire messages each time you retrieve e-mail. If this preference is not selected, messages are always retrieved using the option you select in the Get pick list.

Confirm Deletions

Delete Msgs on Server

Displays a confirmation dialog before deleting e-mail.

Automatically deletes messages on the server that you have deleted on your handheld. If this preference is not selected, you are asked each time you delete messages on your handheld whether you want to also delete them on the server. Because mailboxes on the server usually have size restrictions, we recommend periodically deleting messages on the server.

Download Attachments

Causes files attached to e-mail to be automatically downloaded to your handheld. Attachments that exceed the maximum message size are not downloaded. See “Working

with attachments” earlier in this chapter for more

information.

Signature

Enables you to attach a default signature to all your outgoing messages. See “Attaching a personal signature” earlier in this chapter for more information.

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Adding or updating an Address Book entry directly from a message

You can add or update an e-mail address in the Address Book directly from the body of a received e-mail message.

To add a new Address Book entry:

1. On the Message screen, tap the Menu icon .

2. Tap Options.

3. Tap Add To Address Book.

A dialog box appears with the “From” address displayed. If a display name (that is, a first and last name that appears in the To field) exists for this Address Book entry, the Last name and First name fields show the display name.

4. (Optional) If the Last name and First name fields are blank, enter the first and

last name associated with the “From” e-mail address.

5. Tap OK to add the e-mail address to the Address Book, and then tap OK in the

confirmation dialog box.

If you receive an e-mail message from someone whose name and e-mail address appear in your Address Book, but the e-mail address on the message is different from the one in your Address Book, you can either update your existing Address Book entry with the new e-mail address, or create a second Address Book entry for the name containing the new e-mail address.

The procedure is the same as for adding a new Address Book entry. If you tap Add to Address Book from the body of an e-mail message and an entry already exists for the recipient name—but the e-mail address on the message is different from the one in your Address Book—you are prompted to either update the e-mail address for the sender or create a new entry for the sender.

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Adding or updating an Address Book entry directly from a message

NOTE

You are prompted to either update an existing Address Book entry or create a new one only if the e-mail address you are attempting to enter into your Address Book is different from the one already in the Address Book for the sender’s name. If the name and e-mail address on the message are identical to the ones in your Address Book, you see only a notification message that an Address Book entry already exists for this sender.

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Chapter 4 Getting, Sending, and Managing E-Mail

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CHAPTER 5

Synchronizing E-Mail Between the

Handheld and the Desktop

To manage your e-mail on your desktop as well as on your handheld, you can synchronize an e-mail account on the handheld with an e-mail application on the desktop. You can use many popular e-mail applications, called clients, such as Microsoft Outlook, Eudora, Lotus Notes, Outlook Express, or any other e-mail clients that use Messaging Application Program Interface (MAPI).

NOTE Synchronizing e-mail works on Windows computers only.

This chapter describes the following:

■ Starting the Palm™ VersaMail™ HotSync

■ Configuring and activating accounts in the HotSync Manager

■ Synchronizing e-mail on the handheld with a desktop e-mail application

■ Converting attached files using attachment conversion plug-ins, such as those

for DataViz Documents To Go

Configuring an account in HotSync Manager

Before synchronizing an e-mail account, you configure the account’s settings in the Palm VersaMail HotSync Conduit. The settings have to be specified only once unless you need to make changes.

NOTE The only account you cannot synchronize is your Palm.com account.

To start Palm VersaMail HotSync Conduit

1. Click the HotSync Manager icon

2. Select Custom.

™

Conduit

in the Windows system tray.

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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop

3. Select VersaMail in the Conduit list.

4. Click Change.

5. Select Synchronize Active Accounts, and then select the Set As Default check

box.

NOTE

Synchronize Active Accounts each time you perform a HotSync operation.

If you do not select the Set As Default check box, you will need to select

Setting synchronization options and account settings

Next, you must configure each mail account’s general synchronization settings. For example, if you created an Earthlink e-mail account on the handheld and want to synchronize that with the desktop, set the synchronization options for the Earthlink account. During a HotSync operation, the Earthlink account on the handheld and the e-mail application specified in the conduit are synchronized.

To configure an account and set the synchronization options:

1. In the HotSync Action For VersaMail dialog box, click Configure Accounts.

2. (Optional) Select the Enable Informational Logging check box if you want the

HotSync log to record information, such as errors encountered, about the conduit during a HotSync operation.

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Setting synchronization options and account settings

3. Select the account to configure from the Accounts drop-down list.

Select the account to configure and synchronize

The tab with the account’s name and settings, such as Business Settings or Yahoo Settings, is displayed.

4. Select the option Check this box to synchronize this mail account when you

perform a HotSync operation; otherwise, the account will not be synchronized.

Enter the message size and the number of days before today that synchronization occurs

Check here for helpful notes when configuring an e-mail client

5. (Optional) If you are configuring your Business account, you can enter the

number of days before the security key expires and the VersaMail application generates a new security key.

Select Enable Key Expiration, and then enter a value between 0 and 999.

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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop

A 0 value generates a security key during the next and each subsequent HotSync operation.

Select the key expiration, and then enter the number of days to regenerate the security key

Shows when a security key was last created

Before selecting Enable Key Expiration, you should get all messages on your handheld. When you enable key expiration, the next HotSync operation creates additional security. If you do not get all messages, you will not be able to access any message information that is on your mail server when you perform the next HotSync operation.

For example, if there are messages on the mail server for which you have not received a notification on your handheld, you will not be able to retrieve those messages after the next HotSync operation. Of, if you choose to receive messages by subject only, you will not be able to retrieve the body of the messages from the server after the next HotSync operation. By getting all messages before you select Enable Key Expiration, you can be sure that you are retrieving all message information from the server.

6. In the Connection Information box, select the desktop e-mail application, such

as Microsoft Exchange 5.0 or later, Outlook Express, or Eudora, that you are synchronizing the account with, and specify any necessary settings.

If your e-mail application is compatible with Extended MAPI, try Microsoft

TIP

Exchange 5.0 or later as a choice for the Mail Client option. If your e-mail application is compatible with Simple MAPI, try Microsoft Outlook Express as a choice for the Mail Client option. Although Netscape uses SMAPI (Simple MAPI), Netscape is not supported.

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Mail Client Action

Setting synchronization options and account settings

Microsoft Exchange 5.0 or later

Microsoft Outlook 97 or later

Select a MAPI profile to access the mail server. The conduit checks for any existing MAPI profiles and displays them in the list. Enter your password for Exchange.

Select the MAPI profile to access the mail server. The conduit checks for any existing MAPI profiles and displays them in the list. Enter your password for Outlook. See “Configuring

Microsoft Outlook” later in this chapter for the changes you

need to make in Outlook.

Microsoft Outlook Express

5.5 or later

If you select Microsoft Outlook Express, enter the password for your mail account. See “Configuring Microsoft Outlook

Express” later in this chapter for details.

Lotus Notes Click Browse to locate your Notes ID, and then enter your

password.

Eudora 5.0 or later

Direct POP connection to server

See “Configuring Eudora” later in this chapter for more information about the settings to make in Eudora.

Select this option to synchronize an account by connecting directly with a POP server. You must enter the information about the server in the VersaMail application on your handheld when you create the e-mail account to access the server. You will enter information about the incoming (POP) server, the outgoing (SMTP) server, your e-mail username, your password, and your e-mail address.

During the HotSync operation, the conduit reads the settings you made. If the settings do not exist or all server information is wrong, an error is reported in the HotSync.log file. However, if the incoming server (POP) is correct, the Inbox is synchronized if the option to synchronize the Inbox is selected. If the outgoing server (SMTP) is correct, the Outbox is synchronized (send e-mail) if you selected the option to synchronize the Outbox. If neither is correct, then nothing happens.

If you want to synchronize e-mail for an account that requires APOP authentication, you must select the option to use APOP on your handheld. See “Adding APOP to an account” in

Chapter 6 for details.

If you want to synchronize e-mail for an account that requires ESMTP authentication (for example, Yahoo accounts require ESMTP authentication), you must select the option to use ESMTP on your handheld. See “Adding ESMTP to an account” in Chapter 6 for details.

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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop

Mail Client Action

Direct IMAP connection to server

Other e-mail applications

Select this option to synchronize an account by connecting directly with an IMAP server. You must enter the information about the server in the VersaMail application on your handheld when you create the e-mail account to access the server. You will enter information about the incoming (IMAP) server, the outgoing (SMTP) server, your e-mail username, your password, and your e-mail address.

During the HotSync operation, the conduit reads the settings you made. If the settings do not exist or all server information is wrong, an error is reported in the HotSync.log file. However, if the incoming server (IMAP) is correct, the Inbox is synchronized if the option to synchronize the Inbox is selected. If the outgoing server (SMTP) is correct, the Outbox is synchronized (send e-mail) if you selected the option to synchronize the Outbox. If neither is correct, then nothing happens.

Select Microsoft Exchange 5.0 or later as the choice for the Mail Client option if your e-mail application is compatible with extended MAPI. If your e-mail application is compatible with SMAPI, select Microsoft Outlook Express as the choice for the Mail Client option.

NOTE

incoming e-mail, your personal address book, and other information services that you can use. The profile may be MS Exchange Settings, your name, or something different. For more information on profiles, see your e-mail application’s documentation.

7. Enter the Sync Mail Restrictions you want:

Days in Which to Synchronize Mail

A profile contains configuration information, such as the location of

Set how many days of e-mail, between 0 and 999, should be synchronized. A value of 0 synchronizes all e-mail in the Inbox during the next HotSync operation. For other values, the conduit synchronizes e-mail for today and the number of days preceding today. For example, if you enter a value of 2, e-mail is synchronized for today and yesterday; if you enter 3, e-mail is synchronized for today, yesterday, and the day before.

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Setting synchronization options and account settings

Maximum Message Size (KB) for HotSync Operation

Enter the maximum message size, from 1 to 2048KB. If the message exceeds the maximum size, the conduit truncates the message. For example, the maximum message size might be 50KB, and the message might have the following:

■ Message header: 1KB

■ Body: 20KB

■ Attachment 1: 40KB

■ Attachment 2: 20KB

In this case the conduit puts the message header, body, and Attachment 2—totaling 41KB—on the handheld. Attachment 1 is removed because adding it to the message causes the message to exceed the maximum.

Synchronize Unread Messages Only

Select whether to synchronize all e-mail between your desktop and your handheld, or unread e-mail only. By default, the check box is deselected, meaning that all e-mail will be synchronized.

8. Select the folder synchronization you want:

– Select the Synchronize the Inbox check box to synchronize the Inbox during

the next HotSync operation.

– Select the Synchronize the Outbox check box to send any e-mail in the

handheld’s Outbox during the next HotSync operation.

9. Click Apply.

Verifying handheld account settings before synchronizing accounts

Certain settings you configure on your handheld for a given e-mail account must be set correctly for the synchronization process as well. Before configuring an e-mail client on your desktop for synchronization, be sure to verify the following settings on your handheld:

APOP and ESMTP

If you want to synchronize e-mail for an account that requires either APOP or ESMTP authentication (for example, Yahoo accounts require ESMTP authentication), you must select the option to use APOP or ESMTP on your handheld. See “Adding

APOP to an account” and “Adding ESMTP to an account” in Chapter 6 for details.

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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop

Mail filters

Configuring Microsoft Outlook

You can synchronize Microsoft Outlook 97/98/2000/XP with an e-mail account in the VersaMail application, but you must set Microsoft Outlook as the default mail handler. You must check your username and password.

To configure Microsoft Outlook:

1. In the Control Panel, click Internet Options.

NOTE

Internet Options.

For Windows XP, click Network and Internet Connections, and then click

Any mail filters you have configured for a given e-mail account on your handheld apply also during the synchronization process. For example, if you have set filters to accept only e-mail containing the subject words “Current Software Project,” only those same messages are synchronized between your desktop and your handheld. Be sure to turn mail filters off if you want to synchronize all messages between your desktop and your handheld. See “Turning filters on and off” in Chapter 6 for details.

2. Click the Programs tab.

3. Select Microsoft Outlook as the default e-mail program.

4. Click OK.

NOTE

Outlook.

Make sure your username and password are set up correctly within Microsoft

Configuring Microsoft Outlook Express

You can synchronize an e-mail account in the VersaMail application with Microsoft Outlook Express 5.5 or 6.0, but you must set Outlook Express as the default mail handler.

NOTE

Express.

To configure Outlook Express:

1. In the Control Panel, click Internet Options.

Make sure your username and password are set up correctly within Outlook

NOTE

Internet Options.

For Windows XP, click Network and Internet Connections, and then click

2. Click the Programs tab.

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Setting synchronization options and account settings

3. Select Outlook Express as the default e-mail program.

4. Click OK.

You can also make Outlook Express the default mail handler within the e-mail

TIP

application. From the Tools menu, select Options. Click the General tab, and then click Make Default.

IMPORTANT

operation. If you have multiple profiles in Outlook Express, the VersaMail application synchronizes with the dominant profile. To synchronize a different profile, you must set it as your dominant profile.

Configuring Eudora

If you are using Eudora as your e-mail application, you must set up MAPI in Eudora.

To set up MAPI in Eudora:

1. From the Eudora Tools menu, choose Options.

2. Do one of the following:

3. Ensure that your username and password are set up correctly within Eudora.

Outlook Express must be running in order for you to perform a HotSync

– If Eudora is the only e-mail application that you use, select Always as the

MAPI setting.

– If you use more than one e-mail application, select When Eudora is running

as the MAPI setting.

You need this information to log in to Eudora to retrieve and synchronize your e-mail.

IMPORTANT

operation. The VersaMail application synchronizes with your Dominant Personality in Eudora 5.1 or later. To synchronize a different profile, you must set it as your Dominant Personality.

Eudora must be running in order for you to perform a HotSync

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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop

Converting attached files

You can use attachment conversion plug-ins to convert attached files that you are sending or receiving. Documents To Go plug-ins are automatically configured; you must install Documents To Go on your desktop computer and on your handheld for attachments to be converted properly. You must have version 4.004 or later of Documents To Go to work properly with the VersaMail application. You can download version 4.004 or later from the DataViz web site,

www.dataviz.com/i705 news

If you installed Documents To Go version 4.0, which was included free on the Palm™ i705 CD-ROM, you can download a free update from the DataViz web site. You must register as a Palm i705 user to obtain a registration number and activation key. Go to

www.dataviz.com/i705 news

When you receive a message with an attachment on your handheld, the file is converted to the DataViz format on the handheld when you perform a HotSync operation. You can then read and edit the file in Documents To Go on the handheld.

In the Palm VersaMail HotSync Conduit, you can turn off DataViz Documents To Go plug-ins or select other plug-ins.

for more information.

To turn off attachment conversion plug-ins:

1. Click the HotSync Manager icon in the Windows system tray.

2. Select Custom.

3. Select VersaMail in the Conduit list.

4. Click Change.

5. Click Configure Accounts.

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Converting attached files

6. Click the Attachment Conversion tab.

Documents To Go plug-ins are configured automatically

7. Plug-in types are listed in the left column. If the plug-in is selected, the right

column shows the name of the company supplying the plug-in. If a plug-in is not selected, the right column reads Not Selected.

NOTE

The drop-down lists in the right column display only the companies currently supplying plug-ins for a particular type. If more than one company supplies a plug-in of a particular type (for example, Word doc), then multiple company names appear on the list. If no company is currently supplying a plug-in of a particular type, then the only option that appears on the list is Not Selected.

Do one of the following:

Item Action

To deselect a plug-in Click the right column next to the plug-in type name, and

then select Not Selected from the drop-down list.

To select a plug-in Click the right column next to the plug-in type name, and

then select the name of the company supplying the plug-in from the drop-down list.

To change the company supplying a plug-in of a particular type

8. Click OK.

Click the right column next to the plug-in type name, and then select the name of the company you want to supply the plug-in from the drop-down list.

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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop

Synchronizing an account

To synchronize accounts, you must set the HotSync action for VersaMail in the HotSync Manager. You can, however, exclude e-mail accounts from a HotSync operation.

If you don’t want an account synchronized, deselect the check box Select this

TIP

check box to synchronize this e-mail account when you perform a HotSync operation.

To select which accounts are synchronized during a HotSync operation:

1. Click the HotSync Manager icon in the Windows system tray.

2. Select Custom.

3. Select VersaMail in the Conduit list.

4. Click Change.

5. Select one of the following:

Synchronize Active Accounts

Select this option to include active accounts in the next HotSync operation. For an account to be synchronized, you must have selected the option Check this box to synchronize this mail account when you perform a HotSync operation.

Do Nothing

Select this option to exclude e-mail accounts from the next HotSync operation.

6. (Optional) Select Set As Default to apply the options you selected to all

subsequent HotSync operations. Otherwise, the settings apply to the next HotSync operation only.

7. Click OK.

8. Perform a HotSync operation.

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CHAPTER 6

Going Beyond the Basics

You use many Palm™ VersaMail™ personal e-mail software features, such as getting and sending e-mail, daily. Other features are used less frequently but are especially valuable in certain situations. For example, filtering e-mail is helpful if you are traveling and want to receive messages only from certain people or about specific subjects. Filters and other special features are discussed in this chapter.

This chapter describes the following:

■ Creating and using filters to determine which mail you actually view

■ Creating a synchronize-only e-mail account

■ Creating an e-mail account that uses a network connection to send and receive

mail

■ Setting network and connection preferences on your handheld

■ Selecting a different connection service for a given e-mail account

■ Managing mail settings

■ Adding APOP to an account

■ Adding ESMTP to an account

■ Copying text from an e-mail message for use in other applications

■ Using the command bar

■ Viewing e-mail header details

■ Backing up your mail databases

■ Synchronizing IMAP folders wirelessly

■ Accessing corporate e-mail

■ Learning about Palm™ Desktop Link to manage your mail in Microsoft

Outlook

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Chapter 6 Going Beyond the Basics

Managing mail filters

Filters provide efficient ways to manage e-mail retrieval and storage. When you tap Get Mail or Get & Send, filters determine which e-mail messages are downloaded to your handheld and in which folder the downloaded messages are stored.

For example, you may want to file e-mail about sales meetings in a Sales folder. You can create a filter that automates this action, so that whenever you receive an e-mail message about sales meetings, it is immediately sent to the Sales folder, which you created in the filters screen.

Creating mail filters

To create a mail filter, you select various criteria, such as To, From, and Contains. This information makes up the filter statement.

For example, if you want stock quotes from your online brokerage service sent to a specific folder, you can filter those mail messages and store them in the Inbox folder. The filter statement, which is displayed in the Filter Editor, is shown in the following figure.

To create a filter:

1. Tap the Menu icon .

2. Tap Options, and then tap Filters.

3. Tap N ew.

4. Enter a short description of the filter in the Name field.

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Managing mail filters

5. Use the If the pick lists to create criteria for the filter.

The three pick lists and the edit line combine to create a statement that identifies the type of e-mail and where you want the e-mail stored. For example, a filter might read, “If the [Subject] [Contains] sales meeting, Then get mail and move to [Sales].” When you use this filter to sort incoming e-mail, any e-mail containing “sales meetings” in the subject line is filed in the Sales folder.

To pick list

Select the message header field with the information contained in the edit line: To, From, Subject, cc, Date, Size. For example, you might select Date to download only messages that are less than a certain number of days old.

Contains pick list

Edit line

Select a filter action: Contains, Starts with, Does NOT Contain.

Enter the text that must be found in the header field. For example, if you want to sort e-mail with the subject Sales, enter “Sales.” If you enter more than one criteria, separate each with a comma—for example, “Sales, New York.”

Then get mail and move to pick list

Select the folder or mailbox into which you want your filtered e-mail to go. You can also create a new folder for storing the incoming e-mail. Tap Edit Folders, and then create a new folder or delete and rename existing ones.

6. Tap OK .

The filter appears in the Filters list.

Tap the icon and then move the filter up or down in the list

Selected filters execute in the order in which they appear on the list. Move filters up and down the list to ensure that they execute in the correct order.

NOTE

See “Synchronizing an account” in Chapter 5 for more information.

Filters created on the handheld apply also to mail synchronization.

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Chapter 6 Going Beyond the Basics

Turning filters on and off

By default, a filter that is turned on or that is selected affects all subsequent downloads of e-mail until you deselect it. More than one filter can be in effect at once. Before you download e-mail, be sure to turn on the filters you want and turn off those you don’t want.

To turn a filter on or off:

1. Tap the Menu icon .

2. Tap Options, and then tap Filters.

The Filters dialog box appears with the filters you created.

Filters with a checkmark are turned on

3. Tap the pick list in the upper-left corner, and select Connected or Synchronize.

– Connected applies a filter to a wireless or network transaction.

– Synchronize applies a filter to a HotSync

4. Tap the filter check boxes to select the filters you want to use for a subsequent

operation.

e-mail transactions.

IMPORTANT

is also deselected under Synchronize.

If you deselect a filter listed under Connected, be sure that the filter

5. Tap OK .

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Editing or deleting a filter

You can edit a filter and change its name or the criteria in the filter.

To edit or delete a filter:

1. Tap the Menu icon .

2. Tap Options, and then tap Filters.

3. Tap the name of the filter.

4. Do one of the following:

– To edit the filter, revise your entry in the Name field and/or your selections

in the pick lists, and revise the text in the edit line. Tap OK.

– To delete the filter, tap Delete and then tap Yes to confirm the deletion.

5. Tap OK .

Creating a synchronize-only account

A synchronize-only e-mail account enables you to download, view, and manage e-mail between the handheld and a desktop e-mail application, such as Microsoft Outlook, by performing a HotSync operation with the cradle/cable. You can’t send and receive messages wirelessly or with a modem for any account of this type.

NOTE

You can create a synchronize-only account only on a Windows computer.

If you are setting up a synchronize-only e-mail account and have a well-known ISP such as Earthlink or Mindspring, many of the required settings are automatically configured during the account setup.

For other ISPs, you need the following information:

■ The protocol used for incoming e-mail, such as POP or IMAP

■ The name of the incoming mail server

■ The name of the outgoing mail (SMTP) server

■ Whether your e-mail account requires any encryption, such as APOP or ESMTP

■ Your e-mail address and password

NOTE

Depending on the type of e-mail service you have, you may be able to access this information by going to the e-mail provider’s web site or by contacting the provider’s customer support.

Information about your e-mail account is available from the e-mail provider.

See “Editing e-mail accounts” in Chapter 3 for information about editing e-mail accounts.

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Chapter 6 Going Beyond the Basics

To create a synchronize-only e-mail account:

1. Tap the Menu icon .

2. Tap A cc ou nt s.

3. Select Account Setup.

4. Tap N ew.

5. Do all of the following:

Account Name

Enter a descriptive name for this account, such as “My Yahoo.”

Mail Service

Tap the Mail Service pick list, and select the provider to which you are connecting. Select Other if your ISP is not listed.

Protocol

Tap the Protocol pick list and select POP or IMAP. (Most e-mail providers use the POP protocol.)

If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol.

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6. On the same screen, select the Synchronize Only Account check box.

7. Tap N ex t.

Entering the account username and password

In the next part of the VersaMail Account Setup, you enter the username and password for this account.

To enter the account username and password:

1. Enter the username you use to access your e-mail. This is generally the part of

your e-mail address that appears before the @ symbol; it is usually not your entire e-mail address.

Creating a synchronize-only account

2. Tap the Password box, and then enter your password. The Password box

displays the word “Assigned” to indicate that a password has been entered.

3. Tap OK .

4. Tap N ex t.

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Chapter 6 Going Beyond the Basics

Entering the name of the incoming and outgoing mail server

You need to enter your e-mail address for the account you are accessing, as well as the name of the incoming and outgoing mail servers.

To enter mail server settings:

1. If you chose a preconfigured service from the Mail Services pick list on the

Account Setup screen, the e-mail address field is completed automatically based on the username and mail service you entered. Check the address to verify that it is correct, and edit it if necessary.

If you chose Other from the Mail Services pick list on the Account Setup screen, enter the e-mail address for your account.

E-mail address will be filled in automatically if you chose a preconfigured mail service

Mail servers will be filled in automatically if the VersaMail application knows the names, based on the mail service you chose

2. Enter the name of your incoming (POP) mail server, such as

pop.mail.yahoo.com.

If the VersaMail application knows the incoming mail server name based on the mail service you selected, the correct server name is displayed.

3. Enter the name of your outgoing (SMTP) mail server, such as

smtp.mail.yahoo.com.

If the VersaMail application knows the outgoing mail server name based on the mail service you selected, the correct server name is displayed.

4. Tap N ex t.

5. Do one of the following:

– To accept these e-mail options and begin using the VersaMail application, tap

Done. This takes you to the Inbox of the account you just set up. After you finish setting up a synchronize-only e-mail account, you need to configure this account on your desktop. See “Configuring an account in HotSync

Manager” in Chapter 5 for information. You will not be able to synchronize

e-mail between your handheld and your desktop until you configure the account on your desktop.

– To set up additional e-mail options, tap Next. Continue with the next set of

procedures.

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Setting mail retrieval options for a POP or IMAP account

The next VersaMail Setup screen displays different options, depending on whether your mail service uses a POP or IMAP protocol.

To set mail retrieval server options for a POP or IMAP account:

1. (Optional) Select any of the following:

– Select Get unread mail ONLY to download only unread e-mail to your

– To delete messages on your provider’s mail server when they are deleted in

the VersaMail application, select the Delete messages on the server when they are deleted in VersaMail check box.

– (POP account only) To get e-mail on your handheld but also leave it on the

server so you can view it later on your desktop, select the Leave mail on server check box. For example, if you create an account to receive e-mail from your Yahoo account and you select this option, your old Yahoo e-mail is still visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.

Creating a synchronize-only account

– To limit the maximum size of an incoming e-mail message, enter the size in

POP accounts IMAP accounts

2. Tap Next.

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Chapter 6 Going Beyond the Basics

Setting outgoing mail options

Outgoing mail options are the same for POP and IMAP accounts.

To set outgoing mail options:

1. (Optional) Do any of the following:

Display Name

Reply To Address

BCC

Enter the name you want to appear on your outgoing messages, such as “Joe Smith.”

2. Tap N ex t.

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Adding a signature

If you want, you can add a signature to each e-mail message you send. For example, you can enter your name and telephone number so that they appear in each message you send.

To add a personal signature:

1. Tap the Attach Signature to messages check box, and then enter the text of the

signature.

This signature will be attached to all your outgoing e-mail.

Setting up an account with a network connection

2. Tap OK .

Configuring your synchronize-only account

After you finish setting up a synchronize-only e-mail account, you need to configure this account on your desktop. See “Configuring an account in HotSync

Manager” in Chapter 5 for information. You will not be able to synchronize e-mail

between your handheld and your desktop until you configure the account on your desktop.

Setting up an account with a network connection

If you want to send and receive e-mail with a handheld using an external PalmModem wall, you can create a connection with a network provider. You can also create a network connection to send e-mail from your handheld by using any sort of wireless sled, such as an 802.11 sled; by using the IR (infrared) port on your handheld to connect with an IR phone; by using a physical cable to connect to a wireless phone; or by using an expansion card and a wireless phone, both enabled with Bluetooth technology (both are sold separately).

Because your Palm™ i705 handheld’s Palm.Net areas of the United States with good Mobitex coverage, you might want to use an accessory (sold separately) to send and receive mail using a network connection in areas with poor coverage or in other countries.

accessory (sold separately) that is connected to a phone jack on the

wireless service works only in

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Chapter 6 Going Beyond the Basics

Before you can set up a network e-mail account, you must do the following:

■ Establish the account with a network provider: Common network providers

include Internet service providers (ISPs) such as Earthlink and Prodigy. A provider can also be a wireless GSM or GPRS carrier such as VoiceStream, Cingular, or VodaFone. You will need to set up an account with a GSM or GPRS carrier if you will be sending and receiving e-mail using the Palm Bluetooth Card with your GSM- or GPRS-enabled mobile phone serving as a modem.

■ Configure the settings for this account on your handheld: You do this using your

handheld’s Network Preferences and Connection Preferences panels. See

“Setting network and connection preferences” later in this chapter.

If you are setting up a new e-mail account and have a well-known ISP such as Earthlink or Mindspring, many of the required settings are automatically configured during the account setup.

For other ISPs, you need the following information:

■ The protocol used for incoming e-mail, such as POP or IMAP

■ The name of the incoming mail server

■ The name of the outgoing mail (SMTP) server

■ Whether your e-mail account requires any encryption, such as APOP or ESMTP

■ Your e-mail address and password

■ The login script (if any) you need for connecting to your ISP or mail server

NOTE

Information about your e-mail account is available from the e-mail provider. Depending on the type of e-mail service you have, you may be able to access this information by going to the e-mail provider’s web site or by contacting the provider’s customer support.

Creating a network e-mail account

You create a network e-mail account in Account Setup, which guides you through the process.

NOTE

e-mail accounts.

To create a network e-mail account:

1. Tap the Menu icon .

See “Editing e-mail accounts” in Chapter 3 for information about editing

2. Tap A cc ou nt s.

Palm 406-4555A-US User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

About This Book

Upgrading to the VersaMail application

What’s new

Installing the VersaMail application

Synchronizing an existing username

Upgrading a MultiMail database

Getting and installing Documents To Go

What is a Palm Wireless e-mail account?

Viewing your Palm.com Inbox on your handheld

Receiving e-mail notification

Viewing and using the Reminders list

Setting notification options for your Palm.com account

Changing the notification sound

Creating a notification filter for e-mail you receive in your Palm.com account

Viewing your Palm.com e-mail on the Internet

Working with your Palm.com mailbox limit

Deleting messages from your Palm.com account

Viewing Palm.com e-mail through Microsoft Outlook

Collecting e-mail from other POP3 accounts into your Palm.com account

Forwarding e-mail from another e-mail account

Choosing a connection type

Creating an e-mail account using the Palm Wireless connection

Entering the account username and password

Entering the name of the incoming and outgoing mail server

Setting mail retrieval options for a POP or IMAP account

Setting outgoing mail options

Adding a signature

Editing e-mail accounts

Testing your new account

Changing the account username and password

Editing the name of the incoming and outgoing mail server

Editing mail retrieval options for a POP or IMAP account

Editing outgoing mail options

Editing a signature

Deleting an e-mail account

Getting and reading e-mail

Choosing the e-mail account and displaying the Inbox

Getting e-mail by subject or getting the entire message

Icons in Palm™ VersaMail™ personal e-mail software

Reading e-mail

Reading messages with a Palm Wireless connection

Reading messages with a network connection

Viewing other folders

Managing columns in the folder’s list view

Moving e-mail between folders

Creating and editing mail folders

Creating and editing folders with a Palm Wireless connection

Creating and editing folders with a network connection

Creating and sending new e-mail

Addressing a message by typing the address

Addressing a message using Address Book

Using Smart Addressing to address a message

Turning Smart Addressing on or off

Composing and sending e-mail

Completing drafts

Attaching a personal signature

Forwarding e-mail

Replying to e-mail

Working with attachments

Viewing attachments on your handheld

Saving attachments to an expansion card

Uploading attachments from an expansion card

Forwarding an attachment

Deleting messages

Emptying the trash

Marking messages as read or unread

Setting preferences for getting and deleting mail

Adding or updating an Address Book entry directly from a message

Configuring an account in HotSync Manager

Setting synchronization options and account settings

Verifying handheld account settings before synchronizing accounts

Configuring Microsoft Outlook

Configuring Microsoft Outlook Express

Configuring Eudora

Converting attached files