Palm VERSAMAIL 2.5 User Manual

Palm

™

VersaMail

™

2.5

Personal E-mail Software

Handbook

© 2003 Palm, Inc. All rights reserved. Graffiti, HotSync, MultiMail, the Palm logo, PalmModem, and Palm OS are registered trademarks, and Palm, VersaMail, and Zire are trademarks of Palm, Inc. Palm, Inc. uses the Bluetooth trademark 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 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: 407-4945A-US

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

Chapter 1: Getting Started with Palm™ VersaMail™

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

Palm VersaMail application features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

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

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

Upgrading a MultiMail or VersaMail database . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Chapter 2: Setting Up and Managing E-mail Accounts . . . . . . . . . . . . . . . . 7

Account and connection types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Network e-mail account prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Using an ISP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Using a corporate e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

VPNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Creating a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 13

Entering the name of the outgoing and incoming mail server . . . . . . . . . . 13

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 15

Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Setting advanced outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Creating a synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 20

Entering the name of the outgoing and incoming mail server . . . . . . . . . . 21

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 22

Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Setting advanced outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Configuring your synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . 26

iii

Contents

Editing e-mail accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Changing the account username and password . . . . . . . . . . . . . . . . . . . . . . 27

Editing the names of the outgoing and incoming mail servers . . . . . . . . . 28

Editing mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 29

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

Editing a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Editing advanced outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

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

Selecting a different service for a given e-mail account . . . . . . . . . . . . . . . . . . 34

Chapter 3: Getting, Sending, and Managing E-mail . . . . . . . . . . . . . . . . . . 37

Getting e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Choosing the e-mail account and displaying the Inbox . . . . . . . . . . . . . . . . 37

Getting e-mail by subject or getting the entire message . . . . . . . . . . . . . . . . 38

Auto get mail with notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Scheduling auto get mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Auto get notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Setting notification options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Viewing and using the Reminders screen . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Auto get mail retries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Resource issues with auto get mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Inbox icons in the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Viewing other folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Managing display options in the folder’s list view . . . . . . . . . . . . . . . . . . . . 51

Moving e-mail between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Creating and editing mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Creating and sending new e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Addressing a message by typing the address . . . . . . . . . . . . . . . . . . . . . . . . 61

Addressing a message using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . 63

Using Smart Addressing to address a message . . . . . . . . . . . . . . . . . . . . . . . 63

Composing and sending e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Send retry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Outbox icons in the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Completing drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Attaching a personal signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Forwarding e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Replying to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Working with URLs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Contents

Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Downloading attachments to your handheld . . . . . . . . . . . . . . . . . . . . . . . . 74

Attaching files from a handheld application . . . . . . . . . . . . . . . . . . . . . . . . . 79

Attaching files from an expansion card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Forwarding an attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Emptying the trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Marking messages as read or unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Setting preferences for getting and deleting e-mail . . . . . . . . . . . . . . . . . . . . . . 90

Adding or updating an Address Book entry directly from a message . . . . . . 92

Chapter 4: Synchronizing E-mail Between the

Handheld and the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Configuring an account in HotSync Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Setting synchronization options and account settings . . . . . . . . . . . . . . . . . . . 94

Account information screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Palm VersaMail HotSync Conduit shortcuts . . . . . . . . . . . . . . . . . . . . . . . . 106

Verifying handheld account settings before synchronizing accounts . . . 106

Configuring Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Configuring Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Configuring Eudora . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Converting attached files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Synchronizing an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Synchronizing multiple accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Using SSL with the conduit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Chapter 5: Going Beyond the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Managing mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Creating mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Turning filters on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Editing or deleting a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Setting network and connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Setting network preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Setting connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Managing mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Adding APOP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Adding ESMTP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Setting advanced account preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Cutting and copying text from an e-mail message for use

in other applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

Contents

Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Changing e-mail header details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Backing up mail databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Wireless IMAP folder synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Using Secure Sockets Layer (SSL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Appendix A: Five-way Navigation in Palm™ VersaMail™

Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Appendix B: Keyboard Shortcuts in Palm™ VersaMail™

Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Appendix C: Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . 153

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

About This Book

With Palm™ VersaMail™ personal e-mail software, you can send, receive, and manage e-mail on your handheld. The Palm™ VersaMail™ 2.5 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.

NOTE The appearance of icons varies slightly among different handheld models.

The icons on your handheld (for example, the Prefs icon or the Home icon) may look different from the icons shown in this book

Manager. For more

About This Book

CHAPTER 1

Getting Started with Palm

™

VersaMail

™

Personal E-mail Software

With Palm™ VersaMail™ personal e-mail software, you can send, receive, and manage e-mail on your handheld. This chapter describes how to set up different types of e-mail accounts and explains how to use the many e-mail features in the VersaMail application.

The VersaMail application version 2.5 is the newest offering in the line of Palm™ personal e-mail software applications. Formerly known as MultiMail the VersaMail 2.5 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 2.5 application’s features

■ Instruction for installing the VersaMail application

■ Instruction for synchronizing an existing username

software,

■ Instruction for upgrading an existing MultiMail or VersaMail database for use

with the VersaMail 2.5 application

Palm VersaMail application features

Key features of the VersaMail 2.5 application include the following:

■ Enhanced use of color, fonts, styles, and user-selected display options

■ Basic HTML formatting display for e-mail messages received in HTML format

■ Increased number of file types supported for being sent and received as

attachments

■ Scheduled retrieval of new e-mail, with notification

■ Improved message-addressing capabilities

■ Enhanced security

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

■ Plug-in keyboard support

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

Installing the VersaMail application

You will need the following to install the VersaMail application:

■ A Palm handheld running Palm OS

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

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

version 4.1 or later

Mac computer running OS X

Some Palm™ 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:

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

computer’s CD-ROM drive and follow the onscreen instructions.

2. Connect the handheld to the cradle/cable, and then press the HotSync

button

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

3. Tap the VersaMail icon in the Applications Launcher after the HotSync

operation has finished.

Installing the VersaMail application

4. Tap Reset.

To download and install the VersaMail application from the web:

1. Go to the website from which you are purchasing the software and follow the

instructions for downloading the software.

2. In Windows Explorer, locate and double-click the versamail-[language].exe file,

where [language] is the language you want to use.

3. Click Next, and then click Next again.

4. Connect the handheld to the cradle/cable, and then click Next.

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

5. Tap the VersaMail icon in the Applications Launcher on the handheld after

the HotSync operation has finished.

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

NOTE

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

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

7. 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 e-mail account information you entered is overwritten.

Upgrading a MultiMail or VersaMail database

If you have previously used a Palm personal e-mail application such as MultiMail SE or MultiMail Deluxe, or used version 2.0 of the VersaMail application, you can upgrade your e-mail database for use with the VersaMail 2.5 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, press the HotSync button , and then select a profile that contains an e-mail database from the displayed list of users.

2. Tap the VersaMail icon in the Applications Launcher on the handheld.

3. Tap Yes to accept the upgrade.

CHAPTER 2

Setting Up and Managing

E-mail Accounts

With Palm™ VersaMail™ personal e-mail software, you can access e-mail accounts from providers such as Earthlink or Yahoo. You may also access your corporate e-mail with the appropriate mail server configuration.

You can add up to eight e-mail accounts on your handheld by setting up a connection to an e-mail service 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:

Network:

■

by connecting with an e-mail service provider.

Synchronize Only (Windows computers only):

■

manage e-mail between the handheld and a desktop e-mail application, such as Microsoft Outlook, by performing a HotSync cradle/cable. You can’t send and receive messages wirelessly or with a modem for an account of this type.

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

You can download, view, and

operation using the

Chapter 2 Setting Up and Managing E-mail Accounts

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

■ Palm™ Bluetooth™ Card or other Bluetooth card product (sold separately)

attached through the expansion card slot connection to a mobile phone or local access point that is enabled with Bluetooth technology.

NOTE

Not all handheld models support the use of a Bluetooth card. See the

electronic handbook that came with your handheld for information.

■ PalmModem

■ External modem sled, for example, an 802.11b sled (sold separately)

■ Infrared (IR) 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 connected to your desktop (Windows users only)

accessory (sold separately)

Network e-mail account prerequisites

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

■ Establish the e-mail account with an e-mail service provider. Common

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.

■ Configure the service connection settings for this account on your handheld

using your handheld’s Network Preferences and Connection Preferences screens. See “Setting network and connection preferences” in Chapter 5 for more information.

Network e-mail account prerequisites

You must also have the appropriate prerequisite for the type of connection you want to make, as follows.

Connection Type Prerequisite

High-speed GPRS Palm Bluetooth Card and mobile phone

enabled with Bluetooth technology.

Active GPRS service ordered from your wireless carrier.

Not all handheld models support use of a Bluetooth card. See the electronic handbook that came with your handheld for information.

GSM dial-up Palm Bluetooth Card and mobile phone

enabled with Bluetooth technology.

Active wireless service with a GSM carrier. If you are using GPRS, the same carrier generally provides both GSM and GPRS service.

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

Not all handheld models support use of a Bluetooth card. See the electronic handbook that came with your handheld for information.

Connection using a PalmModem

PalmModem accessory

accessory

External modem sled Wireless modem accessory

IR to IR phone IR-enabled mobile phone

Direct connection to a phone by

Connector cable and mobile phone

means of a physical cable

Handheld cradle connected to desktop

Handheld cradle and cable (Windows users only)

Chapter 2 Setting Up and Managing E-mail Accounts

Using an ISP

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 during the account setup are automatically configured.

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 security, such as SSL, APOP, or

ESMTP

■ Your e-mail address and password

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

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.

Using a corporate e-mail account

If you want to access e-mail on your handheld using your corporate e-mail account, you create this account on your handheld in exactly the same way as any other account (see “Network e-mail account prerequisites” earlier in this chapter), with one exception: For a corporate e-mail account, you may need to set up a virtual private network (VPN). See “VPNs” later in this chapter for information.

The following considerations apply when you set up a corporate e-mail account

Username and password

Protocol

These might be your Windows NT or Windows 2000 username and password, your Lotus Notes ID username and password, or something else. Check with your company’s server administrator to obtain the correct username and password. The VersaMail 2.5 application provides strong 128-bit AES encryption for your password.

Most corporate mail servers use the IMAP protocol for retrieving mail. In rare cases your company server may use the POP protocol. Check with your company’s server administrator to verify the protocol.

Incoming and outgoing mail server settings

Check with your company’s server administrator to obtain these settings.

VPNs

Creating a network e-mail account

See “Creating a network e-mail account” later in this chapter for how to enter your username, password, protocol, and incoming and outgoing server settings when you set up your corporate e-mail account.

With a corporate e-mail account, you can access the following types of mail servers, among others:

■ Microsoft Exchange

■ Lotus Domino

■ Sun iPlanet

If you want to access e-mail on your handheld using your corporate e-mail account, you may need to set up a virtual private network (VPN) on your handheld. A VPN enables you to log in to your corporate mail server through the company’s firewall (security layer). Without a VPN, you cannot “break through” the firewall to gain access to the mail server.

You need to set up a VPN to access corporate e-mail in either of the following two situations:

■ Your company’s wireless local area network (LAN) is located outside the

firewall.

■ Your company’s wireless LAN is located inside the firewall, but you are trying

to access the network from outside the firewall (for example, from a public location or at home).

NOTE

access the corporate network.

Check with your company’s server administrator to see if a VPN is required to

See the electronic handbook that came with your handheld for instructions on setting up a VPN on your handheld.

NOTE

accounts that use a VPN connection. See “Auto get mail with notification” and “Send

retry” in Chapter 3 for information.

You cannot use auto get mail with notification or auto send retry of e-mail with

Creating a network e-mail account

You create a new account in account setup, which guides you through the process.

To create a network e-mail account:

1. Tap the Menu icon .

2. Tap Acco un ts .

Chapter 2 Setting Up and Managing E-mail Accounts

3. Select Account Setup.

4. Tap N ew.

5. Enter the following:

Account Name

Mail Service

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

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. 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. The VersaMail 2.5 application provides strong 128-bit AES encryption for your password.

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

Creating a network e-mail account

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

3. Tap OK. The Password box displays the word “Assigned” to indicate that a

password has been entered.

4. Tap N ex t.

Entering the name of the outgoing and incoming mail server

You need to verify your e-mail address for the account you are accessing, as well as enter the names 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.

Chapter 2 Setting Up and Managing E-mail Accounts

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

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

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

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

pop.mail.yahoo.com.

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

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

smtp.mail.yahoo.com.

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

4. Tap N ex t.

5. Do one of the following:

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

Done. This takes you to the Inbox of the account you set up. See Chapter 3 for information on getting and sending e-mail.

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

procedures.

Setting mail retrieval options for a POP or IMAP account

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

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

1. (Optional) Select any of the following:

Creating a network e-mail account

Get unread mail

Delete messages on server

Leave mail on server (POP account only)

NOTE

mail only from the server. If you have a POP e-mail account, the VersaMail application downloads all messages from the server regardless of whether you have read them (for example, on your desktop or on the web), and regardless of whether this check box is selected.

The POP protocol does not support retrieval of unread

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

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.

Port Num ber

The port number setting defaults to 110 for POP and to 143 for IMAP servers. You need to change the port number if you choose to retrieve incoming mail over a secure connection (see the next bullet item). If you are not sure about the correct port number, check with your mail server administrator.

Chapter 2 Setting Up and Managing E-mail Accounts

Use Secure Connection

To retrieve incoming mail over a secure (Secure Sockets Layer, or SSL) connection, select the Use Secure Connection check box. See “Using Secure Sockets Layer (SSL)” in

Chapter 5 for information on SSL.

Maximum Message Size

To limit the maximum size of an incoming e-mail message, enter the size in kilobytes (KB) for 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.

POP accounts IMAP accounts

2. Tap Next.

Setting outgoing mail options

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

To set outgoing mail options:

1. (Optional) Do any of the following:

Display Name

Reply To Address

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

Enter the e-mail address that you want recipients to see and reply to on your e-mail messages, only if this 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.

Creating a network e-mail account

BCC

2. Tap N ex t.

Adding a signature

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

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.

To add a personal signature:

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

signature.

This signature is attached to all your outgoing e-mail.

Signature lines appear only if check box is selected

2. Tap N ex t.

Chapter 2 Setting Up and Managing E-mail Accounts

Setting advanced outgoing mail options

You can set additional outgoing mail options.

To set advanced outgoing mail options:

1. (Optional) Select any of the following:

Port Num ber

Authentication

The default is 25, the port number most SMTP servers use. If you are not sure about the correct port number, check with your mail server administrator.

Select the My server requires authentication (ESMTP) if the outgoing server (SMTP) requires authentication. Check with your system administrator before selecting this option. See “Adding ESMTP to an account” in Chapter 5 for information. If you select this option, username and password fields appear. These fields are already filled in based on the account information you entered previously. In most cases the information displayed is correct; however, occasionally your authentication username and/or password is different from your account username or password. Check with your e-mail service provider for authentication username and password information.

If you need to enter new information, enter a username and/or tap the Password box and enter a password, and then tap OK.

2. Tap Do n e.

Testing your new account

After you finish setting up a new e-mail account, the Inbox of the account you just created is displayed. You can test whether the e-mail account is set up and working properly by tapping Get Mail. See “Getting e-mail by subject or getting the entire

message” in Chapter 3 for more information.

Username and Password fields appear only if ESMTP check box is selected

Creating a synchronize-only account

NOTE

You must be using a Windows computer to use 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 by means of the cradle/cable. You can’t send and receive messages wirelessly or with a modem for any account of this type.

To create a synchronize-only e-mail account:

1. Tap the Menu icon .

2. Tap Acco un ts .

3. Select Account Setup.

4. Tap N ew.

5. Do the following:

Account Name

Mail Service

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

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

Select check box for a synchronize-only account

7. Tap N ex t.

Entering the account username and password

In the next part of the VersaMail Account Setup, you enter the username and password for this account. The VersaMail 2.5 application provides strong 128-bit AES encryption for your password.

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

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

3. Tap OK. The Password box displays the word “Assigned” to indicate that a

password has been entered.

4. Tap N ex t.

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 names 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

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

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.

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. 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.

– 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 an IMAP protocol.

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

1. (Optional) Select any of the following:

Get unread mail

NOTE

For IMAP accounts, select Get unread mail ONLY to download only unread 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 mail (including mail you have already read) and not just unread mail, deselect Get unread mail ONLY.

The POP protocol does not support retrieval of unread

Delete messages on server

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.

Creating a synchronize-only account

Leave mail on server (POP account only)

Port Num ber

Use Secure Connection

Maximum Message Size

To retrieve incoming mail over a secure (Secure Sockets Layer, or SSL) connection, select the Use Secure Connection check box. See “Using Secure Sockets Layer (SSL)” in

Chapter 5 for information on SSL.

POP accounts IMAP accounts

2. Tap Next.

Chapter 2 Setting Up and Managing E-mail Accounts

Setting outgoing mail options

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

To set outgoing mail options:

1. (Optional) Enter or select any of the following:

Display Name

Reply To Address

BCC

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

Enter the e-mail address that you want recipients to see and reply to on your e-mail messages, only if this 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.

2. Tap N ex t.

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