Palm VERSAMAIL User Manual

Palm

™

VersaMail

™

Personal E-Mail Software

Handbook

© 2002 Palm, Inc. All rights reserved. Graffiti, HotSync, MultiMail, PalmModem, and Palm OS are registered trademarks of Palm, Inc. The HotSync logo, Palm, the Palm logo, and VersaMail are trademarks of Palm, Inc. All others 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 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: 406-4553A-US

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

Chapter 1: Getting Started with Palm™ VersaMail™

Personal E-Mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Palm VersaMail Software features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Installing the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Synchronizing an existing username . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Upgrading a MultiMail database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Installing Documents To Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Chapter 2: Setting Up and Managing E-Mail Accounts . . . . . . . . . . . . . . . . 9

Account and connection types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Creating a synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 12

Entering the name of the outgoing and incoming mail server . . . . . . . . . . 12

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 13

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Configuring your synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . 15

Before setting up a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Creating a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 18

Entering the name of the outgoing and incoming mail server . . . . . . . . . . 19

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 20

Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Setting VersaMail connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Editing e-mail accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Changing the account username and password . . . . . . . . . . . . . . . . . . . . . . 25

Editing the name of the outgoing and incoming mail server . . . . . . . . . . . 25

Editing mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 26

Editing outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

iii

Contents

Deleting an e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Selecting a different service for a given e-mail account . . . . . . . . . . . . . . . . . . 30

Chapter 3: Getting, Sending, and Managing E-Mail . . . . . . . . . . . . . . . . . . 33

Getting and reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Choosing the e-mail account and displaying the Inbox . . . . . . . . . . . . . . . . 33

Getting e-mail by subject or the getting entire message . . . . . . . . . . . . . . . . 34

Icons in Palm™ VersaMail™ Personal E-mail Software . . . . . . . . . . . . . . . 36

Reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Viewing other folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Managing columns in the folder’s list view . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Moving e-mail between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Creating and editing mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Creating and sending new e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Addressing a message by typing the address . . . . . . . . . . . . . . . . . . . . . . . . 43

Addressing a message using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . 43

Composing and sending e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Completing drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Attaching a personal signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Forwarding e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Replying to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Viewing attachments on your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Downloading large attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Attaching files to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Forwarding an attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Emptying the trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Marking messages as read or unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Setting preferences for getting and deleting e-mail . . . . . . . . . . . . . . . . . . . . . . 63

Adding or updating an Address Book entry directly from a message . . . . . . 64

Chapter 4: Synchronizing E-Mail Between the Handheld

and the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Configuring an account in HotSync Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Setting synchronization options and account settings . . . . . . . . . . . . . . . . . . . 68

Verifying handheld account settings before synchronizing accounts . . . . 72

Configuring Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Configuring Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Configuring Eudora . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Contents

Converting attached files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Synchronizing an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Chapter 5: Going Beyond the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Managing mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Creating mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Turning filters on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Editing or deleting a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Setting network and connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Setting network preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Setting connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

APNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Managing mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Adding APOP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Adding ESMTP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Copying text from an e-mail message for use in other applications . . . . . . . 100

Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

E-mail header details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Backing up mail databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Wireless IMAP folder synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Accessing corporate e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Appendix A: Five-Way Navigation in Palm™

VersaMail™ Personal E-Mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Appendix B: Keyboard Shortcuts in Palm™

VersaMail™ Personal E-Mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Contents

About This Book

With Palm™ VersaMail™ personal e-mail software, you can send, receive, and manage e-mail on your handheld. The Palm™ VersaMail™ Personal E-Mail Software Handbook shows you how to install 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 use the basic functions of your Palm™ handheld, such as the basic applications and HotSync information about using your Palm handheld, consult the documentation that came with the handheld.

Manager. For more

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.

This chapter describes the following:

■ An overview of the VersaMail 2.0 application’s features

■ 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

Palm VersaMail Software features

Key features of the VersaMail 2.0 application include the following:

■ Support for five-way navigation on handhelds that have a five-way navigator

■ Plug-in keyboard support

■ Palm™ Tungsten™ T handhelds only: support for the built-in Bluetooth radio

on your handheld, enabling wireless e-mail connectivity

Installing the VersaMail application

Before installing the VersaMail application, you must have the following:

■ A Palm handheld running Palm OS

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

NOTE If you received the VersaMail application on the Software Essentials CD-ROM

included with a Tungsten T handheld, you should not attempt to install the application on a Palm™ i705 series handheld from the CD-ROM. A separate version of the VersaMail application is available specifically for i705 series handhelds.

version 4.1 or later

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

Tungsten T handheld users can install the VersaMail application from the Software Essentials CD-ROM included with your handheld. Users of other handhelds should download the VersaMail application from the Web. Steps for each type of installation procedure follow.

To install the VersaMail application from the CD-ROM (Windows computer):

1. Insert the Software Essentials CD-ROM that came with your handheld into

your computer’s CD-ROM drive.

2. From the categories listed on the left side of the Install screen click the

Communications tab, click VersaMail, and follow the onscreen instructions.

3. Check that the handheld is in the cradle and that the cable is properly attached

to your computer, and then press the HotSync button ™.

The HotSync

operation updates the VersaMail application files on your

handheld.

4. After the HotSync operation has finished, tap the Home icon , and then tap

the VersaMail icon .

5. Tap Reset.

Installing the VersaMail application

To install the VersaMail application from the CD-ROM (Mac computer):

1. Insert the Software Essentials CD-ROM that came with your handheld into

your computer’s CD-ROM drive.

2. Open the Software Essentials folder, open the Communications folder, double-

click the VersaMail Installer icon, and follow the onscreen instructions.

3. Check that the handheld is in the cradle and that the cable is properly attached

to your computer, and then press the HotSync button ™.

The HotSync

operation updates the VersaMail application files on your

handheld.

4. After the HotSync operation has finished, tap the Home icon , and then tap

the VersaMail icon .

5. Tap Reset.

If you purchased the VersaMail application from the Palm Store or another online retailer, you will need to download and install the application from the Web. Follow the instructions on the retailer web site for downloading the installation application.

To and install the VersaMail application from the Web:

1. After downloading the installation application, in Windows Explorer, locate

and double-click the versamail-[language].exe file, where [language] is the language you want to use.

2. Click Next, and then click Next again.

3. Check that the handheld is in the cradle and the cable properly attached to your

computer, and then click Next.

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

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

4. Tap the VersaMail icon on the handheld after the HotSync operation finishes.

5. Tap Reset.

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.

Upgrading a MultiMail database

If you have previously used a Palm personal e-mail application such as MultiMail SE or MultiMail Deluxe, you can upgrade your mail database for use with the VersaMail application.

Installing Documents To Go

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 an 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.

Installing Documents To Go

Documents To Go enables you to convert attachments by using HotSync operations. DataViz Documents To Go attachment conversion plug-ins are automatically configured to work with the VersaMail application. You must have version 4.004 or later of Documents To Go to work properly with the VersaMail application.

For Tungsten T handheld users, version 5 of Documents To Go is included on the Software Essentials CD-ROM that came with your handheld. See the Documents To Go Getting Started Manual for more information.

For users of other handhelds, you may have received version 4.004 or later of Documents To Go on the bonus CD-ROM that came with your handheld. If not, you will need to go to or later of Documents To Go.

www.dataviz.com

to purchase and download version 4.004

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

CHAPTER 2

Setting Up and Managing E-Mail Accounts

With Palm™ VersaMail™ personal e-mail software, you can access e-mail accounts from 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 5 for information.

You can add up to eight e-mail accounts on your handheld by setting up a connection to a network provider or synchronizing to a desktop e-mail application. For example, if you have a Yahoo e-mail account with POP access, you can create a new account in the VersaMail application and name that new account Yahoo, so that you can send and receive e-mail on your handheld using your Yahoo account.

This chapter describes the following:

■ Account and connection types

■ Getting ready to set up e-mail accounts

■ Setting up and configuring e-mail accounts

■ Editing e-mail accounts

■ Deleting e-mail accounts

Account and connection types

Two types of e-mail accounts are supported:

Synchronize Only:

■

a desktop e-mail application, such as Microsoft Outlook, by performing a HotSync

operation using the cradle/cable. You can’t send and receive

messages wirelessly or with a modem for any account of this type.

Network:

■

You can send and receive e-mail directly to and from your handheld

by creating a connection with a network provider.

Using a network account, you can set up or access an e-mail account using any of the following connection methods:

■ Palm™ Bluetooth Card (sold separately) attached through the expansion card

slot, or built-in Bluetooth radio (depends on the handheld model; see the documentation that came with your handheld to determine if it has a built-in Bluetooth radio.)

You can view and manage e-mail between the handheld and

■ PalmModem

accessory (sold separately)

Chapter 2 Setting Up and Managing E-Mail Accounts

■ External modem sled (for example, 802.11 sled)

■ Infrared port on the handheld to infrared port on a mobile phone

■ Direct connection to a mobile phone by means of a physical cable

■ Handheld cradle/cable connected to desktop (Windows users only)

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.

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

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.

To create a synchronize only e-mail account:

1. Tap the Menu icon .

2. Tap Ac co unt s.

3. Select Account Setup.

Creating a synchronize-only account

4. Tap Ne w.

5. Do 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.

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

Select check box for a synchronize-only account

7. Tap Ne xt .

Chapter 2 Setting Up and Managing E-Mail Accounts

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.

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 Ne xt .

Entering the name of the outgoing and incoming mail server

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

Creating a synchronize-only account

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 Ne xt .

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. See

Chapter 3 to get and send e-mail.

– To set up additional e-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) Select 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

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 is 60KB for the body text and 2MB total, including attachments.

Chapter 2 Setting Up and Managing 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: Enter the name you want to appear on your outgoing

–

messages, such as “Joe Smith.”

Reply To Address: 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 as though the e-mail came from the address you entered.

–

BCC: 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 corporate e-mail account, enter that e-mail address.

2. Tap Ne xt .

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 it appears on 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.

Before setting up a network e-mail account

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 4 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.

Before setting up a network e-mail account

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 preferences” and “Setting connection preferences” in Chapter 5.

Chapter 2 Setting Up and Managing E-Mail Accounts

You must also have the appropriate prerequisites for the types of connections you want to make, as follows.

Connection Type Prerequisite

Built-in Bluetooth radio (Tungsten T handhelds only)

Active service with a wireless provider that support Bluetooth technology and mobile phone enabled with Bluetooth technology, or

LAN access point enabled with Bluetooth technology

Palm Bluetooth Card attached through expansion card slot (non-Tungsten T handhelds)

Palm Bluetooth Card

Active wireless service with a GSM or GSM/GPRS carrier and GSM or GPRS mobile phone enabled with Bluetooth technology, or

LAN access point enabled with Bluetooth technology

Note that some GSM carriers require you to order a special data service (separate from voice service) in order to make a network connection

PalmModem

accessory PalmModem accessory

External modem sled (802.11) Wireless modem accessory

Infrared to Infrared mobile phone IR-enabled mobile phone

Direct connection to a mobile phone by

Connector cable and mobile phone

means of a physical cable

Handheld cradle connected to desktop Handheld cradle or cable (Windows users

only)

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

Creating a network e-mail account

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.

Creating a network e-mail account

You create a network e-mail account in Account Setup, which guides you through the process.

To create a network e-mail account:

1. Tap the Menu icon .

2. Tap Ac co unt s.

3. Select Account Setup.

4. Tap Ne w.

5. Do 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.)

Chapter 2 Setting Up and Managing E-Mail Accounts

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

6. Tap Ne xt .

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.

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 Ne xt .

Entering the name of the outgoing and incoming mail server

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

Creating a network e-mail account

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 Ne xt .

Chapter 2 Setting Up and Managing E-Mail Accounts

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 3 to get and send 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

– 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

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

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:

Creating a network e-mail account

Display Name: Enter the name you want to appear on your outgoing

–

messages, such as “Joe Smith.”

Reply To Address: Enter the e-mail address that you want recipients to see

–

BCC: Select the BCC check box to send a blind copy of any e-mail message

2. Tap Ne xt .

Chapter 2 Setting Up and Managing E-Mail Accounts

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 it appears on 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.

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 the getting entire message” in Chapter 3 for more information.

Setting VersaMail connection preferences

You can set connection preferences for your e-mail accounts. These preferences apply to all accounts you have set up in the VersaMail application.

To set account connection preferences:

1. In your Inbox or another folder screen, tap the Menu icon .

2. Tap Options.

3. Tap Preferences.

4. Tap Advanced.

5. Select any of the following preferences:

Setting VersaMail connection preferences

Enable Smart Addressing

Auto-Empty Mail from Trash

Timeout

Auto-Disconnect

Disconnect on Exit

Types ahead and completes a recognized e-mail address. See “Using Smart Addressing to address a message” in

Chapter 3 for more information.

Determines how often e-mail messages in the trash are automatically deleted. See “Emptying the trash” in

Chapter 3 for more information.

Sets the number of seconds to try to connect before timing out. If you are using an adapter with a mobile phone, this value should be greater than 45 seconds.

To change, tap the Timeout field and enter a new value.

Automatically disconnects your remote connections after each command. Each command you perform initiates a new call to your ISP. This setting is not recommended if you plan to perform multiple e-mail transactions in a short amount of time.

Disconnects from the network only after you leave the VersaMail application. This feature is an alternative to Auto-Disconnect. This option keeps your connection active while you perform multiple transactions in the VersaMail application, but automatically disconnects when you begin using a different application on your handheld. If this option is not selected, you must manually disconnect from your ISP.

Modem Wait

Displays the number of seconds that the modem uses to initialize itself. If you have a modem, tap and enter the number of seconds you want for the wait. The typical setting for a wireless modem is 3, and the typical setting for most normal modems is 0.

Chapter 2 Setting Up and Managing E-Mail Accounts

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 Ac co unt s.

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 Ne xt .

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