Palm MULTIMAIL DELUXE User Manual

MultiMail® Deluxe

Desktop Link Handbook

Copyright © 2002 Palm, Inc. All rights reserved. HotSync and MultiMail are registered trademarks of Palm, Inc. The HotSync logo, Palm, and the Palm logo are trademarks of Palm, Inc. Other product and brand names may be 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 guide.

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: 406-4254A-US

Palm™ MultiMail® Deluxe Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

How it works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Setting up e-mail accounts on your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Securing e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Installing Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Installing Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Checking the installation of Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Sending and receiving business e-mail on your handheld . . . . . . . . . . . . . . . . . 9

Setting up secure e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Receiving e-mail messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Using the Reminders screen for e-mail notification . . . . . . . . . . . . . . . . . . . 12

Managing e-mail messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Manually downloading messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Sending messages from your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Sending and receiving attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Filtering e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Important things to know . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

iii

Contents

Palm™ MultiMail® Deluxe Desktop Link provides you with secure, wireless access to your business e-mail from your Palm™ i705 handheld. Desktop Link runs continuously in the background on your Windows computer.

How it works

Desktop Link relays e-mail messages wirelessly between Microsoft Outlook on your business computer and your handheld.

Palm

™

MultiMail® Deluxe Desktop Link

Desktop Link

Business computer

For your handheld to receive messages from and send messages to Desktop Link, it must be receiving a signal of adequate strength from the wireless network. For more information about the radio in your handheld and checking wireless coverage, see “Sending and receiving business e-mail on your handheld” later in this handbook.

IMPORTANT Before installing and using Desktop Link, be sure to read “Important

things to know” later in this handbook

section ensures your successful use of Desktop Link.

Wireless network

. Understanding the issues presented in that

Setting up e-mail accounts on your handheld

Activating Desktop Link on your desktop computer automatically creates a Business e-mail account. This account receives e-mail from Outlook on your business computer and can send e-mail to any e-mail address via Desktop Link.

Palm i705 handheld

MultiMail Deluxe can have up to eight e-mail accounts. One of these accounts is reserved for your Business account; another is for your Palm.com account.

NOTE Desktop Link processes e-mail only for your Business account. These

messages are forwarded to only one handheld

Palm™ MultiMail® Deluxe Desktop Link

Securing e-mail

When new e-mail arrives in your Outlook mailbox, Desktop Link encrypts the e-mail and securely forwards it to your handheld. MultiMail Deluxe on your handheld decrypts the message.

Messages sent from your handheld are encrypted and sent to your desktop. Desktop Link decrypts the messages and delivers them to the recipients.

The security key used to encrypt and decrypt messages is generated when you install Desktop Link.

System requirements

■ Pentium-class computer running Windows 98/2000/NT 4.0/XP Professional

■ Microsoft Exchange Server 5.5 or 2000

■ 32MB of RAM minimum (64MB recommended for Windows 2000; 128MB

recommended for Windows XP)

■ 10MB of available hard disk space

■ Microsoft Outlook 98, 2000, or XP installed and set as the default e-mail client

(see “Setting the default e-mail program” later in this handbook)

■ Palm i705 handheld

■ Palm USB or serial cradle (computers running Windows NT 4.0 require a serial

cradle)

NOTE

go to www.store.palm.com or contact your Palm dealer (for a list of dealers, see www.palm.com/products/wheretobuy).

■ Internet connection

Your handheld is supplied with a USB cradle. To obtain a serial cradle,

Installing Desktop Link

This section describes installing Desktop Link on your business computer. The installation has three parts:

■ Activating your handheld

■ Installing Desktop Link software on your business computer

■ Performing a HotSync

install the security key for transmitting messages

operation to create a Business e-mail account and to

NOTE

you must be logged on as an Administrator or a member of the Administrators group.

To install Desktop Link on a computer running Windows XP or Windows 2000,

Before you begin

Before you install Desktop Link, you must set up your handheld and your computer.

Installing Palm™ Desktop software

Install the Palm™ Desktop software on your business computer. If you are already using a different version of Palm Desktop software, you must install the i705 Palm Desktop software from the CD-ROM that came with your handheld. This installation provides files that your handheld requires for activation on the wireless network.

For installation instructions, see Getting Started with Palm™ i700 Series Handhelds.

Checking activation

Check to see that the wireless service is activated on your handheld.

Installing Desktop Link

IMPORTANT

activated.

Do not install Desktop Link on your handheld until the handheld is

To check that your handheld is activated:

1. Press and hold the Wireless button to open the Wireless Preferences screen.

2. Tap De ta il s .

The Wireless Details screen should show Yes for Service Activated.

Palm™ MultiMail® Deluxe Desktop Link

If the Wireless Details screen shows No for Service Activated, you must activate service on your handheld (see the following procedure).

To activate the wireless service on your handheld:

1. Tap the Applications icon on your handheld.

2. Tap Activate.

Enter the activation key that you received when you installed Palm Desktop software.

Use this activation key

If you did not record the activation key, see the procedure “How do I obtain my

activation key?” in “Troubleshooting.”

3. If activation is unsuccessful, re-install Palm Desktop software from the

installation CD-ROM.

4. If you still cannot activate your handheld, call Palm Customer Care at

847-262-PALM (7256).

For more information on activating your handheld, see Getting Started with Palm™ i700 Series Handhelds.

Obtaining your HSN and MAN numbers

During installation of Desktop Link, you are required to provide the HSN and MAN numbers found on your handheld.

To find your HSN and MAN numbers:

1. Press and hold the Wireless button to open the Wireless Preferences screen.

2. Tap De ta il s .

Installing Desktop Link

When your handheld is activated (Service Activated is Yes), the Wireless Details screen displays the HSN and MAN numbers. The HSN number also appears on the back of your handheld.

Record the HSN and MAN numbers exactly as they appear. The HSN number requires forward slashes, for example, nn/n/nnn/n/n/nn.

Checking radio coverage

Check that the radio in your handheld has adequate coverage (signal strength) on the wireless network.

To check the coverage for the radio in your handheld:

■ Press and hold the Wireless button .

A bar graph in the Wireless Preferences screen indicates the signal strength. The numeric value of signal strength (0 to 100%) appears below. For successful operation of the radio, the graph should show at least three bars (40-50% signal strength).

NOTE

place it in a window, or aim the top of the handheld (which contains the radio antenna) in a different direction.

If the signal strength is low, move the handheld to a different location,

Obtaining your MAPI profile and password

Confirm with your system administrator your MAPI profile and password.

The MAPI profile is often MS Exchange Setting, but may also be NT Password Authentication or None.

The MAPI profile password is the password used to log in to Microsoft Exchange. This is usually the same password that you use to log in to your business computer.

If you do not supply the correct MAPI profile password, Desktop Link cannot start. See “Why can’t I start Desktop Link?” in “Troubleshooting.”

Setting the default e-mail program

Check that Microsoft Outlook is the default e-mail program on your business computer. If Outlook is not the default e-mail program, you receive an error message when you install Desktop Link.

To set the default e-mail client:

1. From the desktop Start menu, select Settings, select Control Panel, and then

double-click Internet Options.

2. Click the Programs tab.

3. In the E-mail field, select Microsoft Outlook.

4. Click OK.

Palm™ MultiMail® Deluxe Desktop Link

Installing Desktop Link

After you have set up your handheld and your computer, you are ready to install Desktop Link on your business computer. You must be connected to the Internet during installation.

Downloading the Desktop Link installer

If you have just finished installing Palm Desktop software, the last installation screen contains a hyperlink to the Desktop Link installer. Click this hyperlink to download the installation program.

Click to download Desktop Link

If you are re-installing Desktop Link or would like to install it at another time, you can download the installer from the following URL:

www.palm.com/support/i705/desktoplink/

Installing Desktop Link

After you have downloaded the installation file, you can install Desktop Link.

To install Desktop Link:

1. Using Windows Explorer, find the MultiMail_Desktop_Link.exe file on your

computer and double-click it to start the installation.

2. Click Next and follow the instructions to install the Desktop Link files.

3. Make sure your computer is connected to the Internet.

Installing Desktop Link

4. Select the MAPI profile and provide the MAPI profile password (see

“Obtaining your MAPI profile and password” earlier in this handbook). Click

Next.

5. Click Next.

6. Enter the HSN and MAN numbers that you found on your handheld (see

“Obtaining your HSN and MAN numbers” earlier in this handbook), and then

click Next.

You must enter the HSN and MAN numbers exactly as they appear. The HSN number requires forward slashes, for example, nn/n/nnn/n/n/nn.

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