Palm HOTSYNC MAIL APPLICATION Handbook
Handbook
for the
Palm HotSync
®
Mail Application
Copyright
Copyright © 2000 Palm, Inc. or its subsidiaries. All rights reserved. Graffiti, HotSync,
and Palm OS are registered trademarks of Palm, Inc. or its subsidiaries. The HotSync
logo, Palm, and the Palm logo are trademarks of Palm, Inc. or its subsidiaries. Other
product and brand names may be trademarks or registered trademarks of their respective owners.
Disclaimer and Limitation of Liability
Palm, Inc. and its subsidiaries assume no responsibility for any damage or loss resulting
from the use of this handbook.
Palm, Inc. and its subsidiaries assume no responsibility for any loss or claims by third
parties which may arise through the use of this software. Palm, Inc. and it subsidiaries
assume 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.
P/N: 406-2782-01
Page ii Handbook for the Palm HotSync Mail Application
Contents
Chapter 1: Introduction
Managing desktop E-Mail away from your desk .............................1
Installing Mail ........................................................................................2
Chapter 2: Using the Mail Application
Opening Mail .........................................................................................4
Viewing e-mail items ............................................................................4
Displaying full header information ................................................5
Creating e-mail items............................................................................5
Looking up an address .........................................................................7
Adding details to e-mail items ............................................................9
Setting a priority ................................................................................9
Sending a blind carbon copy .........................................................10
Adding a signature to your e-mail item ......................................10
Requesting confirmations ..............................................................11
Storing e-mail to be sent later ............................................................12
Editing unsent e-mail ..........................................................................12
Draft e-mail ..........................................................................................13
Filing e-mail .........................................................................................14
Deleting e-mail.....................................................................................15
Removing e-mail from the Deleted folder ...................................15
Purging deleted e-mail ...................................................................15
Message list options ............................................................................16
Folders ..............................................................................................16
Date column .....................................................................................16
Sorting the Message list ..................................................................17
HotSync options ..................................................................................18
Creating special filters ........................................................................19
Ignoring or receiving e-mail ..........................................................20
Defining filter strings ......................................................................21
High-priority e-mail ........................................................................23
Truncating e-mail items......................................................................23
Mail menus ...........................................................................................24
Message menus ...............................................................................24
Options menus ................................................................................25
......................................................................................................... 26
Index
Contents Page iii
Chapter 1
Introduction
Welcome to Palm HotSync® Mail. You can use the Mail application on
your handheld to read, reply to, compose, and delete e-mail from your
desktop E-Mail application while you’re away from your desk.
This handbook guides you through setting up and using the Mail
application. For information on how to use the other applications on
your handheld, see the handbook that came with your handheld.
Managing desktop E-Mail away from your desk
Mail lets you manage the e-mail that you send and receive
through the E-Mail application on your desktop computer. You
can read, reply to, compose, and delete e-mail on your
handheld; but to send or receive e-mail, you must perform a
HotSync® operation either directly or indirectly. Direct methods
include placing your handheld in the cradle attached to your
computer, or using infrared communications. Indirect methods
include using an add-on modem.
The key to Mail is that it truly synchronizes the mail in the Inbox of
your desktop E-Mail application with the mail on your handheld. For
example, if you delete e-mail items from Mail, your next HotSync
operation also deletes the e-mail items from your desktop E-Mail
application, so you never have to delete e-mail items twice. Similarly,
if you read an e-mail item on your handheld and leave it in your
Inbox, your next HotSync operation marks it as read in your desktop
E-Mail application.
Page 1 Introduction
In Mail, you can do the following:
■
View, delete, file, and reply to incoming mail.
■
Create outgoing e-mail items and drafts of e-mail items.
■
Create simple or complex filters, which allow you to decide the
type of e-mail that your handheld retrieves from your desktop
E-mail application.
■
Use your handheld to send and retrieve e-mail items from your
desktop E-Mail application via the cradle or infrared
communications.
Installing Mail
Your handheld supports a number of desktop E-Mail applications for
Microsoft Windows, such as:
■
Microsoft Exchange (version 5.0 or higher)
■
QUALCOMM Eudora (version 3.0.1 or higher)
■
Lotus cc:Mail (6.0 or higher)
■
Microsoft Outlook 97 (or higher)
■
Microsoft Outlook Express
■
Netscape Communicator (version 4.5 or higher)
You can see the full list of supported applications when you install
and set up Mail. If your desktop E-Mail application does not appear
on the list, you may still be able to manage your desktop E-Mail
application from your handheld by means of special connection
software, called a conduit, that lets you synchronize your desktop
E-Mail application and your handheld. Contact the vendor of your
E-Mail application or visit the web site
information.
Note:
The following instructions assume you already installed Palm
Desktop software on your computer. If you have not installed
the Palm Desktop software, you must install it now. See the
Getting Started
guide that came with your handheld for
instructions.
http://www.palm.com
for more
Chapter 1 Page 2
To install Mail on a Windows computer:
1. Insert the Palm Desktop software CD-ROM into the computer’s
CD-ROM drive.
2. When the menu appears, click Bonus Software.
3. When the Bonus Software list appears, click Palm HotSync Mail.
4. When the description of the Mail application appears, click Install.
5. Follow the instructions onscreen to set up your handheld for use
with your desktop E-Mail application.
6. Perform a HotSync operation to install the Mail application on
your handheld.
Page 3 Introduction
Chapter 2
Using the Mail Application
Opening Mail
To open Mail:
1. Tap the Applications icon .
2. Tap the Mail icon .
Viewing e-mail items
The Message list displays a list of your incoming e-mail items, who
sent them, and the date they were received. E-mail items you’ve read
have a check next to them. High-priority e-mail items appear with an
exclamation point (!) next to them.
Previously
read
To open an e-mail item:
■
Tap an e-mail item to open it.
Recipient
Subject
Chapter 2 Page 4
Header mode icons
Sender
Time and date sent
E-mail body
To close an e-mail item:
■
Tap Done to close the e-mail item.
Displaying full header information
By default, Mail displays abbreviated header information, which
comprises only the From: and Subj: fields. The full header provides
complete information about the sender, receiver, and copied
recipients, in addition to the subject and date the e-mail item was
created. Mail uses the header type you select for all your e-mail items.
To display full header information:
1. Open an e-mail item.
2. Tap the Complete Header icon.
Tip:
To redisplay the abbreviated header, tap the Abbreviated
Header icon.
Creating e-mail items
You create e-mail items with your handheld the same way you create
e-mail with your desktop E-mail application: you identify the
recipient(s) of the e-mail item, define a subject, and create the body of
the e-mail item.
You create original e-mail items and replies in the New Message
screen. All e-mail items must, at the very least, contain information in
the To: and Subj: fields.
To create an e-mail item:
1. Tap New.
Tap
New
Tip:
You can also create an e-mail item by tapping New from
the Message menu.
Page 5 Using the Mail Application
2. Enter the e-mail address of the recipient.
Note:
Enter the address as if you were entering it from your
desktop E-Mail application. For example, network users
sending an e-mail item to a user on the same network do
not need to add Internet information, such as
@mycorp.com.
3. To send a copy of this e-mail item to additional recipients, tap the
CC: field, and then enter the e-mail addresses of the additional
recipients, separating the addresses with a comma followed by a
space.
4. Tap the Subj: field and enter a subject for your e-mail item.
5. Tap the Body: field and enter the text of your e-mail item.
Tip:
If the address, CC, subject, or body exceeds the capacity
of the screen display, tap the name of the field (for
example, tap “To:”) to expand that field. Tap the Done
button to return to the New Message screen.
Tap the name of the field to open
Tap to return to New Message screen
Chapter 2 Page 6
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