Palm 406-4555A-US User Manual

Palm

™

Palm

VersaMail

™

i705 Handhelds

™

Handbook

for

© 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

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

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

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

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

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

About This Book

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

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.

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

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.

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.

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

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.

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.

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.

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.

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.

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.

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.”

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.

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

TIP

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

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.

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.

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.

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

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.

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.

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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