Palm
™
VersaMail
™
2.5
Personal E-mail Software
Handbook
Copyright
© 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
Contents
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
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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
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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
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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
vi
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
1
About This Book
2
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
3
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.
4
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.
5
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.
6
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
7
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.
8
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)
9
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.
10
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 .
11
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.
12
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.
13
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.
14
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.
15
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.
16
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.
17
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.
18
Username and Password fields appear only if
ESMTP check box is selected
Creating a synchronize-only account
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.)
19
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.
20
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
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
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.
21
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
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.
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
22
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 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.
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.
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.
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.
23
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.
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.
24
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.
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.
Creating a synchronize-only account
Signature lines appear only if
check box is selected
2. Tap OK .
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.
25
Chapter 2 Setting Up and Managing E-mail Accounts
Username and Password fields appear only if
ESMTP check box is selected
2. Tap Do n e.
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.
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. Select Accounts.
3. Select Account Setup.
4. Tap the name of the account that you want to edit, and then tap Edit.
26
To edit an account:
1. On the Account Setup screen, change any of the following:
Editing e-mail accounts
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.)
If the VersaMail application knows the protocol for the mail service you
selected, it displays the correct protocol.
2. Tap N ex t.
Changing the account username and password
In the next part of the VersaMail account setup, you can change the username
and/or password for this account. The VersaMail 2.5 application provides strong
encryption for your password.
To edit the account username and password:
1. (Optional) Enter a new username for accessing 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.
27
Chapter 2 Setting Up and Managing E-mail Accounts
2. (Optional) Tap the Password box, and then enter a new password. The
Password box displays the word “Assigned” to indicate that a password has
been entered.
3. Tap OK. The Password box displays the word “Assigned” to indicate that a
password has been entered.
4. Tap N ex t.
Editing the names of the outgoing and incoming mail servers
If your e-mail address or the names of the outgoing and incoming mail servers
have changed or have been entered incorrectly, you can edit the address or the
server names.
To edit mail server settings:
1. (Optional) Enter a new e-mail address for the account you are accessing, such
as “examplename@yahoo.com.”
28
2. (Optional) Enter the new or correct 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. (Optional) Enter the new or correct 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.
Editing 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 set up. See Chapter 3
for information on getting and sending e-mail.
– To edit additional mail options, tap Next. Continue with the next set of
procedures.
Editing 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 edit mail retrieval server options for a POP or IMAP account:
1. (Optional) Change any of the following:
Get unread mail
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.
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.
29
Chapter 2 Setting Up and Managing E-mail Accounts
Leave mail on
server (POP
account only)
Port Num ber
Use Secure
Connection
Maximum
Message Size
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.
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.
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.
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.
30
Editing outgoing mail options
Outgoing mail options are the same for POP and IMAP accounts.
To edit outgoing mail options:
1. (Optional) Change any of the following:
Editing e-mail accounts
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.
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 N ex t.
Editing a signature
If you added a signature to the e-mail messages you send, you can edit the
signature. For example, you can change your name or the telephone number that
appears in each message you send.
31
Chapter 2 Setting Up and Managing E-mail Accounts
To edit a personal signature:
1. (Optional) To add a signature, select the Attach Signature to messages check
box, and then enter the text of the signature.
To edit an existing signature name, phone number, and so on, edit the
information on the signature lines.
To remove a signature, deselect the Attach Signature to messages check box.
This signature is attached to all your outgoing e-mail.
2. Tap N ex t.
Editing advanced outgoing mail options
You can change additional outgoing mail options.
To edit advanced outgoing mail options:
1. (Optional) Change either 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.
32
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 OK .
Deleting an e-mail account
When you delete an account in the VersaMail application, the account is removed
from your handheld. The account still exists on the server. For example, deleting
your Yahoo account from the VersaMail application deletes only the account from
your handheld. Your e-mail account still exists at Yahoo.com.
Deleting an e-mail account
Username and Password fields appear only if
ESMTP check box is selected
NOTE
one account.
You can delete all but one of your e-mail accounts; you must have at least
To delete an account:
1. Tap the Menu icon .
2. Select Accounts.
3. Select Account Setup.
4. Tap the name of the account you want to delete, and then tap Delete.
33
Chapter 2 Setting Up and Managing E-mail Accounts
5. Tap Yes in the Delete Confirmation dialog box to delete the account and all
associated e-mail messages.
6. Tap OK .
After you perform the next HotSync
operation, the memory associated with an
account and its messages is released.
Selecting a different service for a given e-mail account
When you set up connections on your handheld (on the Connection Preferences
screen), you pair each connection with a network service (on the Network
Preferences screen) and then select one of these services to be the default for all
network activity (sending and receiving e-mail, surfing the web, and so on) on
your handheld. By default, the VersaMail application uses this service for sending
and receiving messages for all e-mail accounts you set up. See “Setting network
and connection preferences” in Chapter 5 for information on setting up the default
service for your handheld.
However, for any given e-mail account, you have the option of switching to a
different service for use with that account only. For example, the default service
you have selected for your handheld may be called Modem and may use a
PalmModem accessory (sold separately) to make a dial-up connection to your
e-mail service provider. You may also have set up an e-mail account called My
Earthlink, which connects using the Modem service by default. However, if you
travel into a location at which you cannot use your PalmModem accessory, you
may want to switch your My Earthlink account to the service called Bluetooth
Card, which connects to your e-mail service provider using a Palm Bluetooth Card
(sold separately) inserted into your handheld’s expansion card slot.
To set up a service for a given e-mail account (different from the default service for your handheld):
1. From the Inbox of the account you want to switch, tap Get Mail.
34
Selecting a different service for a given e-mail account
2. Tap De ta il s .
3. Tap the Always connect using check box. A pick list of available services
appears. The currently used connection is displayed by default.
Tap to change the service
connection for this e-mail account
only from your default handheld
service connection
4. Select the connection you want to switch to from the Service pick list.
Select a new service connection
for this e-mail account only
5. Tap OK, and then tap OK again. If there is an existing service connection, it is
disconnected and the new connection is initiated. The VersaMail application
sends and checks for any new e-mail using the new connection.
When you exit the VersaMail application, the new service disconnects (unless you
are using the default service for your handheld). When you reopen the application,
the e-mail account you selected (My Earthlink in this example) continues to
connect using the new connection (Earthlink GPRS in this example) until you
either select a new service or deselect the Always connect using check box. If you
deselect the Always connect using check box, the e-mail account (My Earthlink)
connects using the default handheld service (My VPN in this example).
The Always connect using check box changes the connection service for the
selected e-mail account only. You must follow the preceding procedure for each
e-mail account whose connection you want to switch from the default connection
on your handheld.
35
Chapter 2 Setting Up and Managing E-mail Accounts
36
Getting and sending e-mail on your handheld is easy and can help you keep your
business and personal life organized. You can manage the messages in your e-mail
accounts by moving messages between folders, deleting old e-mail messages
individually or in groups, and marking messages as read or unread.
This chapter explains how to do the following:
■ Get and send e-mail for your e-mail accounts
■ View and send e-mail attachments, such as text or Microsoft Word documents,
Getting e-mail
CHAPTER 3
Getting, Sending, and
Managing E-mail
wirelessly
You can get e-mail subjects only—the message size, author, and subject—or you
can get entire messages immediately. If you choose to get message subjects only
and want to read a full message, you can get more of the message. If you choose to
get the entire message, the body text of the message will be downloaded up to the
maximum message size you select. See “Reading e-mail” later in this chapter for
information.
Choosing the e-mail account and displaying the Inbox
To view the e-mail in an account, you must switch to that account and then get the
e-mail. For example, if you want to collect and view the e-mail from your Yahoo
account, you switch to the account created to retrieve e-mail from your Yahoo
account.
To display an account and its Inbox:
1. In your Inbox or on another folder screen, Tap the Menu icon .
2. Select Accounts.
37
Chapter 3 Getting, Sending, and Managing E-mail
3. Tap the name of the account you want from the list.
For handhelds that have a VersaMail™ button , you can also press this
TIP
button repeatedly to scroll through the accounts you have configured in the
VersaMail application until you get to the account you want.
4. Tap the folders pick list, and tap Inbox if the Inbox is not displayed.
Getting e-mail by subject or getting the entire message
When you get e-mail messages, you can choose to get the subject only or to get the
entire message. You can also use the Details dialog box to select options for getting
unread e-mail only, downloading attachments, using filters, and more.
To get e-mail messages:
1. Tap Get Mail.
If you have e-mail stored in your Outbox, tap Get & Send.
2. In the Get Mail dialog box, tap Subjects Only to download subjects only, or tap
Messages to download entire messages.
You can deactivate the Get Mail dialog box by using VersaMail
TIP
Preferences. See “Setting preferences for getting and deleting e-mail” later in
this chapter.
38
Getting e-mail
3. (Optional) Tap Details and select options for retrieving unread e-mail,
downloading attachments, using filters, auto-disconnect, maximum download
size, and default connection type for this account. Tap OK.
NOTE
See “Creating mail filters” in Chapter 5 for more information about
filters. See “Setting advanced account preferences” in Chapter 5 for
information on the auto-disconnect feature. See “Selecting a different service
for a given e-mail account” in Chapter 2 for information on setting a default
connection type.
4. (Optional) For IMAP accounts, you have the option of synchronizing
IMAP folders from the Get Mail dialog box. See “Wireless IMAP folder
synchronization” in Chapter 5 for information.
NOTE
5. Tap OK .
The maximum size of an incoming message is 5KB by default.
6. (Optional) If you are retrieving mail using a VPN connection, you may be asked
to enter the username and password you use to log in to the VPN. If so, enter
the username and password. See “VPNs” in Chapter 2 for more information.
7. The Getting Messages dialog box shows updates as your e-mail is downloaded.
When the Getting Messages dialog box disappears, another dialog box appears
and displays the number of new e-mail messages.
39
Chapter 3 Getting, Sending, and Managing E-mail
8. Tap OK.
A list of your e-mail appears in the Inbox.
Shows unread/total
messages
Envelope icon
indicates whether
a message or
subject has been
downloaded, and
whether there are
any attachments
Auto get mail with notification
You can set up the VersaMail application to automatically search for new mail on
a regular schedule for a given e-mail account. The auto get mail feature
automatically retrieves new messages and downloads them to your handheld,
without needing to tap Get Mail.
If auto get downloads any new messages, your handheld notifies you by blinking
an indicator light, beeping, or vibrating. The handheld also displays a visual list of
notifications, called the Reminders screen.
The auto get feature downloads the first 3KB of each message. If a message is larger
than 3KB, tap the More button on the message screen to download and view the
entire message.
Displays the time for
messages received today
and the date for all other
messages
40
Auto get mail recognizes any filter criteria you have set up for downloading
messages to your handheld. See “Managing mail filters” in Chapter 5 for
information. Any messages that do not meet the filter criteria are not downloaded
during an auto get. To retrieve messages that do not conform to filter criteria,
perform a manual get with all filters turned off.
If auto get is occurring and you turn your handheld off or the connection to your
e-mail service provider is disconnected, the auto get fails. If you are attempting an
auto get over a network from a public location, you must be in range of a network
access point for the auto get to work.
Scheduling auto get mail
When setting up a schedule, you select the interval for retrieving mail, the start and
end times for retrieving mail, and the days on which scheduled e-mail retrieval
should take place.
You can set up different schedules for each of your e-mail accounts, but you can set
up only one schedule for a given account. For example, if you set up a schedule for
mail retrieval on weekdays for your Yahoo account, you cannot set up a separate
schedule for weekends on the same account.
If more than one scheduled auto get takes place at the same time (for example, for
two separate e-mail accounts), the retrievals take place in the following order:
■ Any past-due auto get (for example, a retry of an earlier failed auto get)
■ Current retrievals according to the order of e-mail accounts (#1, #2, and so on)
Auto get mail with notification
NOTE
not supported if you have configured the security preferences on your handheld to
encrypt databases on the handheld. For some nonsupported connection types, the
Options menu does not display the auto get mail option; for others, if you try to set
up an auto get schedule, an error message appears.
The auto get feature is not supported for VPN or SSL connections. It is also
To set up a scheduled auto get mail:
1. On the message screen, Tap the Menu icon .
2. Select Options.
3. Select Auto Get Mail.
41
Chapter 3 Getting, Sending, and Managing E-mail
4. Select the Get mail automatically check box.
5. Set schedule options:
Interval
Tap the Every pick list and select the time interval, from
15 minutes to 12 hours. See “Resource issues with auto get
mail” later in this chapter for information on setting the
interval.
Start Time
Tap the Start Time box, tap to enter the start time hour and
minute, and tap to enter AM or PM. Then tap OK.
End Time
Tap the End Time box, tap to enter the end time hour and
minute, and tap to enter AM or PM. Then tap OK.
Days
Tap the days you want the schedule to be active. You can
choose any number of days, but you can set up only one
schedule for each e-mail account.
6. Tap OK .
7. (Optional) Tap Get Mail. You should perform a manual Get Mail after setting up
a scheduled auto get. This ensures that only new messages are retrieved during
auto get.
42
TIP
messages between your handheld and your desktop, you can perform a
HotSync
new messages will be retrieved during auto get. See Chapter 4 for
configuration information.
Auto get notifications
The auto get mail feature provides three types of alerts during and after message
retrieval:
Auto get mail with notification
Alternately, if you have configured an e-mail account to synchronize
®
operation after setting up a scheduled auto get to ensure that only
■ Depending on the connection type, a series of status messages may appear
during the auto get connection and mail retrieval process.
■ You can choose to have your handheld alert you when a new message arrives
in your account. The beep or alert sound your hear is called a notification. Your
handheld also notifies you of a new message’s arrival by blinking an indicator
light or vibrating if certain preferences are selected. For more information see
“Making your handheld buzz or blink when you get new e-mail” later in this
chapter.
NOTE
you when new messages are received. See the next section, “Setting
notification options,” for more information.
■ If auto get discovers and downloads new messages for an e-mail account, a
You must select the Notification option to have your handheld notify
notification appears in the Reminders screen, displaying the account name and
the number of new messages. If auto get is scheduled for more than one
account, a separate notification appears for each account. See “Viewing and
using the Reminders screen” later in this chapter.
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Chapter 3 Getting, Sending, and Managing E-mail
Setting notification options
You can turn the notification sound on or off to notify you when new e-mail
arrives. You can choose from a variety of sounds, such as birds, bumble bees, or
simply an alarm.
To set notification options:
1. From the Inbox or another folder screen, tap the Menu icon .
2. Tap Options.
3. Tap Notification.
4. Tap the Notify me of new mail and mail alerts check box.
5. Tap the Notify Sound pick list and select a sound. The handheld plays a brief
demonstration of the sound.
NOTE
the Notify Sound pick list.
If you have installed a custom sound on your handheld, it appears on
44
6. Tap OK.
You can follow these procedure steps to change the notification sound or to turn
the sound on or off at any time.
Auto get mail with notification
Making your handheld buzz or blink when you get new e-mail
In addition to setting a notification sound, you can also choose to have your
handheld’s indicator light blink or to have your handheld vibrate when you
receive new e-mail. You select how your handheld notifies you of new e-mail in
your handheld’s General preferences.
To make your handheld buzz or blink when you get new e-mail:
1. Tap the Home icon .
2. Tap the Prefs icon .
3. Depending on your handheld model, do one of the following:
– Tap the Preferences pick list in the upper-right corner, and then tap General.
– Tap Sounds & Alerts.
Ta p
General
Tap Sounds
& Alerts
4. Do any of the following:
– To change the volume of the Alarm Sound, tap the Alarm Sound pick list and
select Low, Medium, High, or Off.
– To change whether or not the handheld indicator light blinks when you
receive new e-mail, tap the Alarm LED pick list and select On or Off.
– To change whether or not the handheld vibrates when you receive new
e-mail, tap the Alarm Vibrate pick list and select On or Off.
5. Depending on your handheld model, tap the VersaMail icon in the
Applications Launcher or tap Done.
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Chapter 3 Getting, Sending, and Managing E-mail
Viewing and using the Reminders screen
Your handheld displays a Reminders screen that shows summary information
about new e-mail messages and alerts from other applications, such as alerts to
remind you of Date Book appointments.
To view the Reminders screen:
■ Tap the blinking asterisk in the upper-left corner of any screen.
Tap the check box to
remove a single
reminder from the
list
The mail icon tells
you that this
reminder is for an
e-mail message
Tap the text to open
the account Inbox or
view a detailed error
message
If you set up a scheduled auto get mail and you receive new e-mail messages, they
are downloaded into the Inbox. As you work with e-mail messages in the Inbox,
the Reminders screen doesn’t display a reminder for any new messages that arrive,
because the messages are already displayed in the Inbox.
NOTE
or automatic send retry fails.
A broken envelope icon appears next to a message when an auto get mail
To respond to the reminders, do one of the following:
■ Tap the check box to clear a reminder from the list.
■ Tap the reminder (either the mail icon or the text description) to go to the Inbox
of that account or to read a detailed error message.
46
■ Tap Done to close the Reminders screen and return to whatever you were doing
on your handheld before the Reminders screen appeared.
■ Tap Clear All to dismiss all reminders in the Reminders screen.
When a notification appears in the Reminders screen, tap the notification to go to
the Inbox of that account, or launch the VersaMail application and go to that
account. Once you view a message in the Inbox it is removed from the Reminders
screen notification, even if you do not open the message. Auto get then starts at the
next scheduled interval, with the Reminders screen counter reset to 1.
If you do not view the Inbox of the selected account and another scheduled e-mail
retrieval takes place and finds new messages, the Reminders screen adds the
number of new messages to the notification for that account. For example, if
scheduled auto get #1 finds two new messages and, before you view the Inbox,
scheduled auto get #2 takes place and finds three more new messages, the
Reminders screen notification indicates five new messages for that account.
Auto get mail with notification
If auto get discovers new messages but then fails for any reason, a notification
appears in the Reminders screen, displaying the account name and an error
message.
You can tap the error message or open the VersaMail application to that account for
more detailed information on the failed auto get.
If auto get discovers no new messages for an account, no notifications appear in
the Reminders screen for that account.
The Reminders screen displays only the most recent notification for an account.
For example, if one scheduled auto get failed but the next one succeeded and
downloaded two new messages, the Reminders screen would first display the
error message but would display the number of messages retrieved after the
successful retrieval.
Reminders screen notifications are specific for each account. For example, if auto
get fails for one account but succeeds in downloading new messages for a separate
account, the Reminders screen displays an error message for the first account and
a message indicating the number of messages downloaded for the second account.
Auto get mail retries
If the interval for a scheduled auto get is set at “Every 1 hour” or less frequently
and an auto get fails for any reason, the VersaMail application continues
attempting to retrieve e-mail at 30-minute intervals until either the next scheduled
auto get occurs or the end time for scheduled e-mail retrieval is reached. If the
interval is set for more frequently than one hour and an auto get fails, the
VersaMail application waits until the next scheduled auto get.
47
Chapter 3 Getting, Sending, and Managing E-mail
Resource issues with auto get mail
If you use the auto get mail feature, you should be aware of the following potential
resource constraints:
Decreased battery
life
If you set the auto get interval for more frequently than once per
hour, you may drain your handheld’s battery charge more
quickly, and thus need to recharge the battery more frequently.
Increased monthly
char ges
If your e-mail service provider is a wireless provider such as
Cingular or T-Mobile that charges a fee for data transactions,
using the auto get feature can substantially add to your
monthly charges. This issue is especially noticeable for POP
accounts, because the size of the IDs used to locate POP account
messages is much larger (and thus POP messages take longer to
download) than for IMAP accounts.
NOTE
network, monthly charges should not be an issue.
If you primarily retrieve messages over your company’s
If you set the auto get mail interval for more frequently than once per hour, an alert
message appears.
To minimize resource concerns, set your interval for e-mail auto get to no more
frequently than once per hour.
Inbox icons in the VersaMail application
The icons to the left of a message in the Inbox indicate the message’s status.
Only the subject header information is downloaded.
Part or all of the message text is downloaded.
Part or all of the message text and attachment information is
downloaded.
48
Reading e-mail
To read e-mail, tap the e-mail message in the Inbox or the folder where the message
is located.
To read a message:
1. Tap the message you want to read.
For handhelds with a navigator: Press Select on the navigator to highlight the
first message displayed on the screen, and then press Up or Down to scroll one
message at a time to the message you want to read.
Reading e-mail
Tap to read
2. Tap the message again to open it.
For handhelds with a navigator: Press Select to open the message.
3. After reading the message, press Select to close the message.
If you chose to get messages by subjects only, tap the More button to view the
body of the e-mail message, plus any attachments, up to the maximum message
size you select. If the downloaded message exceeds your maximum message size,
only a partial message is displayed. Tap the More button to view the entire
message. See “Getting e-mail by subject or getting the entire message” earlier in
this chapter.
If you chose to get entire messages, the body of the e-mail message is displayed.
However, if the downloaded message exceeds your maximum message size, only
a partial message is displayed. Tap the More button to view the entire message.
Tap More to view the entire
message
49
Chapter 3 Getting, Sending, and Managing E-mail
Plain text and HTML e-mail
By default, the VersaMail application is set to receive mail in HTML format. This
means that any e-mail messages sent as HTML will be displayed on your handheld
with basic HTML formatting intact, including the following:
■ Boldface
■ Italics
■ Underlining
■ Colored words
■ Bullet lists
■ Numbered lists
■ Line breaks
Most formatting not displayed is stripped of its HTML tags and shown as plain
text. For certain types of graphic images (for example, JPEG or GIF files), the
graphic may be displayed as a URL in the body of the e-mail message. If you have
the correct type of browser installed as the default on your handheld, you can tap
the URL to open the graphic image. See “Working with URLs” later in this chapter
for more information.
When you set the VersaMail application to receive e-mail messages as HTML, any
messages sent as plain text will be displayed as plain text only. You can also set the
application to receive all messages as plain text only, regardless of the format in
which they were sent. If you choose this option, only the text of any messages sent
in HTML format will be displayed.
NOTE
HTML tags stripped, even if you are forwarding or replying to a message that was
originally received as HTML.
The VersaMail application sends all messages as plain text only, with all
To select whether to receive e-mail messages in HTML or in plain text format:
1. Tap the Menu icon .
2. Tap Options.
3. Select Preferences.
50
4. Tap the Receive Format pick list and select HTML or Plain Text. The default is
HTML.
5. Tap OK .
Viewing other folders
When you get new e-mail, it appears in the account’s Inbox folder. You can move
an e-mail message from one folder to another and then view it in the destination
folder.
To view other folders:
1. Tap the folders pick list in the upper-right corner of the screen.
Reading e-mail
Available folders
2. Tap the folder you want to view.
Managing display options in the folder’s list view
You can customize the way in which messages appear in the list view of your mail
folders. The options you choose apply to all folders.
The display that options you can customize, and the default settings, are as
follows:
Option Default
Sort by Date
Sort order Descend
Summary view Two-line view
Summary view columns Sender, Date, Subject
Font Palm 9
Unread message color Black
Read message color Black
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Chapter 3 Getting, Sending, and Managing E-mail
To change the sort order:
1. Tap Display.
2. Tap the Sort by pick list, and then tap the column name.
3. Tap Descend or Ascend to change the sort order.
4. Tap O K.
To select a one-line or two-line view:
1. Tap Display.
2. Tap the Show pick list, and then tap the view you want.
3. Tap OK .
52
Reading e-mail
To display or hide a column in a folder’s list view:
1. Tap Display.
2. Tap the check box for each column that you want to show. The column options
will change depending on whether you choose a one-line or a two-line view.
NOTE
If you select Date, the Date column displays the message
time
messages received today—that is, any message received after 12:01 A.M.
Otherwise, the Date column shows the date the message was received.
3. Tap OK .
To change the font:
1. Tap Display.
2. Tap in the Font field.
Tap here
3. Tap the Font pick list and select the font you want.
for any
53
Chapter 3 Getting, Sending, and Managing E-mail
4. Tap the Size pick list and select the font size you want.
5. Tap the Style pick list and select the font style you want.
6. Tap O K.
To select colors for read and unread mail:
1. Tap Display.
2. Tap the Unread pick list, and then tap the color you want to use to display
unread messages.
3. Tap the Read pick list, and then tap the color you want to use to display read
messages.
4. Tap OK .
In the list view itself, you can also change the size of the columns.
54
To change the size of a column in the folder’s list view:
Reading e-mail
NOTE
1. Tap and hold the stylus on the column divider.
2. Drag the column divider to change the width of the column.
Changing column size is available for one-line message view only.
Drag the column
divider left or right to
make the column
narrower or wider
You can also change the font within an individual message. This change affects the
the font of all messages you compose.
To change the font of a composed message:
1. On the message screen, tap the Menu icon .
2. Select Options.
3. Tap Fo nt.
4. Tap the Font pick list and select the font you want.
55
Chapter 3 Getting, Sending, and Managing E-mail
5. Tap the Size pick list and select the font size you want.
6. Tap the Style pick list and select the font style you want.
7. Tap OK .
Moving e-mail between folders
You can move one or more e-mail messages between folders.
To move one e-mail message:
1. Tap the folders pick list in the upper-right corner of the screen, and then tap the
folder name.
56
Reading e-mail
2. Tap the icon to the left of the message, and then tap Move To from the pop-up
menu.
For handhelds with a navigator: With the message highlighted, press Right on
the navigator to open the Message menu, press Down to move to the Move To
option, and then press Select to select this option.
The folders pick list appears.
3. Tap the folder you want.
For handhelds with a navigator: Press Up or Down on the navigator to move to
the folder you want, and then press Select to select the folder.
You can also move a single e-mail message from within the body of the message
TIP
by making the Command stroke in the Graffiti
®
2 writing area, tapping the folder icon,
and selecting the destination folder from the pick list. See “Using the command bar”
in Chapter 5 for more information on the command bar.
To move multiple e-mail messages:
1. Tap the folder that contains the e-mail messages you want to move.
2. Select the messages by tapping to the left of each message icon.
To select a group of adjacent messages, drag the stylus to the left of the
TIP
message icons.
57
Chapter 3 Getting, Sending, and Managing E-mail
A checkmark appears next to each selected message.
3. Do either of the following:
– Tap the Menu icon , and then tap Move To.
– Tap a message icon next to a selected message, and then tap Move To on the
pick list.
58
4. Tap the folders pick list, and select a destination folder.
5. Tap OK .
Creating and editing mail folders
You can also create new folders so that you can store e-mail messages by subject,
person, or project. The VersaMail application has certain existing folders, such as
Inbox, Outbox, Drafts, and Trash.
The procedure for creating and editing folders varies slightly between POP and
IMAP e-mail accounts, as described in the following procedure.
To create and edit e-mail folders:
1. Tap the folders pick list in the upper-right corner of the screen, and then tap
Edit Folders.
2. On the Edit Folders or Edit IMAP Folders screen, select any of the following:
POP accounts IMAP accounts
Creating and editing mail folders
– To create a new folder, tap New, and then enter the new folder name. For
IMAP accounts only, select the check box if you also want to create the folder
on the server. When finished, tap OK.
POP accounts IMAP accounts
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Chapter 3 Getting, Sending, and Managing E-mail
– To rename a folder, tap the folder name from the list on the screen, tap
Rename, and then enter the new folder name. For IMAP accounts only, select
the check box if you also want to rename the folder on the server. When
finished, tap OK.
POP accounts IMAP accountsPOP accounts
– To delete a folder, tap the folder name from the list on the screen, and then
tap Delete. For IMAP accounts only, select the check box if you also want to
delete the folder on the server, and then tap OK. For POP accounts, the folder
will be deleted immediately and you will not see a confirmation screen.
Creating and sending new e-mail
When you create a new e-mail message, you can enter the person’s e-mail address
or use the Lookup screen to find a particular address.
To create a new e-mail message:
1. Tap N ew.
Delete confirmation
appears for IMAP
accounts only
60
Creating and sending new e-mail
2. Enter the recipient’s name using one of the methods described in the next
procedures.
NOTE
recipients on the To list because the list is truncated on the To line. If you tap the
To field, a dialog box shows all recipients for the current message.
When you address a message to several recipients, you do not see all the
Addressing a message by typing the address
You can address a message by entering the complete address.
To enter the address:
1. In the New Message screen, tap or navigate to the To field and enter the address,
and then tap Done.
For multiple recipients, type a semicolon (;) and then a space between recipient
names. The To field expands to two lines during address entry for addresses
longer than the one-line display.
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Chapter 3 Getting, Sending, and Managing E-mail
After address entry, addresses longer than one line are shown on a single line
with an ellipsis symbol to the right of the address line.
Alternately, in the New Message screen, tap To and enter the address on the
Recipient List screen, and then tap Done. Use the shortcut buttons at the bottom
of the screen for quick address entry.
For multiple recipients, type a semicolon (;) or tap the semicolon button at the
bottom of the screen, and then type a space between recipient names.
Ellipsis indicates address is longer
than one line
62
NOTE
to a semicolon. If you enter a space with no punctuation between names,
semicolons are not inserted and the e-mail message is improperly addressed.
If you enter a comma instead of a semicolon, it is automatically changed
If you want to edit an e-mail address that is longer than the line provided in the
New Message screen, tap the To field and edit the address.
2. To send copies, tap cc: or bcc: and enter the recipient’s address.
Copies (cc:) allow recipients to see the addresses of the other recipients, but
addresses in the blind copies (bcc:) field are hidden from all other recipients.
To automatically fill in the address as you type, see “Using Smart
TIP
Addressing to address a message” later in this chapter.
Addressing a message using Address Book
You can enter a recipient’s address by using the Lookup screen to select the
address. The names and addresses in the Lookup screen come from Address Book.
To use an address from Address Book:
1. In the New Message screen, tap To.
2. On the Recipient List screen, tap Lookup.
3. On the Address Lookup screen, tap the address you want, and then tap Add.
Creating and sending new e-mail
4. (Optional) Repeat steps 2 and 3 for each address you want to add.
5. To enter an address in the cc: or bcc: field, tap the field name and follow the
steps given for the To field.
Using Smart Addressing to address a message
Smart Addressing types ahead and completes a recognized e-mail address. Smart
Addressing automatically fills in fields when the recipient’s name and e-mail
address are in your Address Book.
By default, Smart Addressing is selected in VersaMail Preferences.
To use Smart Addressing to address a message:
1. In the To field, start entering the person’s name, such as Joe Smith.
Once the name is recognized from your Address Book, the name and e-mail
address are automatically completed on the recipient list. For example, if you
have a Joe Smith and a Joan Smith in your Address Book (and no other names
starting with J), once you type “Joe,” the entry “Joe Smith” is completed with
the correct e-mail address.
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Chapter 3 Getting, Sending, and Managing E-mail
2. If Smart Addressing recognizes more than one name for the typed entry, or if
the recognized name has more than one e-mail address associated with it, all of
the names or e-mail addresses are displayed. Navigate or tap to select the
name/e-mail address you want.
3. Tap Do n e.
Turning Smart Addressing on or off
You can turn Smart Addressing on or off in VersaMail Preferences. By default,
Smart Addressing is turned on.
To turn Smart Addressing on or off in VersaMail Preferences:
1. In the Inbox, tap the Menu icon .
2. Tap Options.
3. Select Preferences.
4. Tap Advanced.
5. Tap the Enable Smart Addressing check box if it is not selected. A checkmark
means it is turned on.
6. Tap OK .
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Composing and sending e-mail
After you enter your recipient addresses, you can compose the rest of the e-mail
message.
To compose the rest of the e-mail and send it:
1. Tap the Subject field and enter the subject of your e-mail.
2. Tap the area below the Subject line and enter the text of your e-mail.
Creating and sending new e-mail
To access the editing features available on the Edit menu, tap the Menu icon .
The first character of each sentence is automatically capitalized for you.
3. (Optional) Tap the Options menu and select Add Attachments. See “Attaching
files from a handheld application” later in this chapter.
4. Tap one of the following to send the e-mail:
Send
Outbox
Sends the e-mail immediately.
Stores e-mail in the Outbox so you can compose e-mail offline
and then send all e-mail during one connection with the
server. To send your e-mail later, tap Get & Send. A connection
is made to the mail server, and all the e-mail in the Outbox is
delivered.
You can also tap Drafts to save this message in the Drafts folder rather
TIP
than send it.
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Chapter 3 Getting, Sending, and Managing E-mail
Send retry
When you tap Send on the message menu, the VersaMail application automatically
attempts to send the message. If the send attempt fails for any reason (for example,
your handheld is out of range, or the application cannot connect to the mail server),
you can choose to have the application move the message to the Outbox and
continue to try to send the message at 30-minute intervals, a maximum of three
times.
If you put a message in the Outbox, you must perform a manual send to send the
message on the first attempt. The VersaMail application attempts automatic send
retry only after a manual send attempt fails.
NOTE
manually. It does not work if you tap Get & Send.
Automatic send retry occurs only if you tap Send to send the message
To select automatic send retry:
■ Tap Yes in the dialog box notifying you that manual send has failed.
If automatic send retry succeeds on any attempt, the message is moved to the
Sent folder.
NOTE
or for accounts for which your ISP requires you to log in to the mail server before
sending mail. It is also not supported if you have configured the security preferences
on your handheld to encrypt databases on the handheld.
Automatic send retry of e-mail is not supported for VPN or SSL connections,
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Creating and sending new e-mail
Send retry notifications
If automatic send retry fails after the third attempt, a notification appears in the
Reminders screen. A separate notification appears for each e-mail account for
which a send retry has failed.
Tap the notification or open the account in the VersaMail application to view a
detailed error message.
Viewing the error message deletes the notification from the Reminders screen. The
Reminders screen shows only the most recent notification for a given e-mail
account, no matter how many automatic send retries have been attempted for that
account.
If automatic send retry fails after the third attempt, you must send the message
manually.
NOTE
the retry cancels. You must manually send any messages in the Outbox after the soft
reset.
If you perform a soft reset or a HotSync operation during automatic send retry,
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Chapter 3 Getting, Sending, and Managing E-mail
Modifying messages in the Outbox
A message in the Outbox waiting for the next automatic send retry can be edited,
moved, or deleted. However, if you edit the message, you will need to perform a
manual send in order to send the message. If the manual send fails, you can choose
to store the message in the Outbox to await the next automatic send retry.
During automatic send retry, any message that the VersaMail application is
attempting to send is in a locked state and cannot be edited, moved, or deleted. If
you try to modify a message in the locked state, an error message appears.
If a send retry fails after the third attempt, the message is stored in the Outbox in
the error state. You can send the message again manually, or edit, move, or delete
the message. However, if you edit the message, you will need to perform a manual
send in order to send the message. If the manual send fails, you can choose to store
the message in the Outbox to await the next automatic send retry.
See the next section, “Outbox icons in the VersaMail application,” for icons that
indicate messages awaiting the next automatic send retry as well as messages in
the locked and error state.
Outbox icons in the VersaMail application
The icons to the left of a message in the Outbox indicate the message’s status.
Message is waiting either to be manually sent or to be sent during the
next send retry. You can edit, move, or delete a message in this state.
Send retry is currently in process; you cannot edit, move, or delete a
message in this state.
Third automatic send retry has failed. You must manually send a
message in this state.
Completing drafts
If you are composing an e-mail message and you exit the VersaMail application
before tapping Outbox, Send, or Cancel, the e-mail automatically moves to the
Drafts folder. To finish editing the e-mail, tap the folders pick list and select Drafts.
Select the e-mail you want to complete or edit, and tap Edit. You can also delete the
e-mail in the Drafts folder.
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Attaching a personal signature
You can include a personal signature, such as your name, e-mail address, and
telephone number, with each e-mail you send.
To create a personal signature:
1. In the Inbox, tap the Menu icon .
2. Tap Options.
3. Select Preferences.
4. Tap Signature.
Creating and sending new e-mail
5. Tap the Attach Signature check box to select it.
6. Enter your signature information.
7. Tap OK.
Forwarding e-mail
You can quickly forward e-mail messages from any folder other than the
Outbox folder.
To forward e-mail:
1. Tap the folders pick list and select the folder that contains the e-mail.
2. Tap the e-mail message to display it.
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Chapter 3 Getting, Sending, and Managing E-mail
3. Tap the Forward button.
4. Tap To.
5. On the Recipient List screen, enter or look up the recipient address. See the
procedure for creating new e-mail earlier in this chapter for more information
on addressing messages.
Ta p Fo r wa rd
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6. (Optional) Enter some text describing the forwarded message.
7. Tap Send to send the message, or tap Outbox to store it in the Outbox.
NOTE
Forwarded messages are always sent as text only, even if you received the
original message in HTML format.
Replying to e-mail
You can reply to an e-mail message as you are reading it, or start the reply when
viewing messages in the folders list view.
To reply to an e-mail message that you are reading:
1. Tap the message you want to reply to.
2. Tap Reply.
Creating and sending new e-mail
3. In the Reply Options dialog box, select options for replying to the sender only
or to all e-mail recipients, and for including original message text.
4. Tap OK .
5. Enter a reply.
6. Tap Send to send the message now, or tap Outbox to send it later.
NOTE
in HTML format.
Replies are always sent as text only, even if you received the original message
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Chapter 3 Getting, Sending, and Managing E-mail
To reply to an e-mail message from the folders list:
1. Tap the folders pick list and select the folder, such as Inbox or Drafts, that
contains the message.
For handhelds with a navigator: On the message screen, tap the folder name in
the upper-left corner to open the message menus, and then press Right on the
navigator to move to and open the Options menu.
2. Tap the envelope icon next to the message, and then select Reply from the pick list.
For handhelds with a navigator: Press Down on the navigator to move to the
Reply option, and then press Select to select this option.
3. In the Reply Options dialog box, select options for replying to the sender only
or to all e-mail recipients, and for including original message text.
4. Tap OK. The e-mail is addressed.
5. Enter a reply.
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6. Tap Send to send the message now, or tap Outbox to send it later.
NOTE
Replies are always sent as text only, even if you received the original message
in HTML format.
Working with URLs
You can tap a URL in a received message to view the web page or file associated
with the URL. Tapping the URL opens a browser window (using the default
browser on your handheld) to view the page or file. This feature works only with
certain types of browsers; if you do not have the right type of browser installed on
your handheld and set as the default, you cannot open URLs in e-mail messages.
You can also tap an embedded e-mail address to open a new message screen with
the address in the To field.
Depending on whether the received message is displayed in HTML or plain text
format, URLs and e-mail addresses appear in slightly different forms, as follows:
Working with URLs
HTML
Plain text
URLs and e-mail addresses appear as blue underlined text.
URLs appear as any text beginning with “http://” or “www.” You
cannot view the page or file associated with a URL that does not
begin with “http://” or “www” in a plain text message.
E-mail addresses appear in the form
“username@mailservice.com” (or other three-letter extension such
as .net, .org, and so on).
Working with attachments
Tap underlined blue
text in HTML e-mail
Tap text beginning
with “www” or
“html” in text e-mail
You can easily download, view, and send attachments with e-mail messages.
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Chapter 3 Getting, Sending, and Managing E-mail
Downloading attachments to your handheld
At times e-mail contains attached files, such as Microsoft Word or text files, that
you want to view or install on your handheld. You can download and work with
the following attached files:
vCard (.vcf)
vCal (.vcs)
Text (.txt)
HTML (.html or
.htm)
Microsoft Word
(.doc)
JPEG (.jpg),
bitmap (.bmp), and
TIFF (.tif) tiles
This is an address.
This is usually a calendar appointment or a To Do task.
This is usually a memo or another plain text file.
Usually a web page or a formatted text file. Your handheld
displays HTML attachments with full formatting intact.
The formatting is stripped and the text of most Microsoft Word
documents is shown.
These are graphics files. You can download these files and view
them using the Palm™ Photos application on your handheld if
your handheld comes with this application. For other
handhelds, your handheld may contain a viewer that allows
other applications to pass it a file for viewing. For example,
your handheld may contain an image viewer that allows
another application to pass it a JPEG attachment for viewing.
You do not need to do anything different in the steps for
downloading and viewing attachments; if your handheld
contains such a viewer, the attachment is automatically
opened. If your handheld does not contain such a viewer, you
cannot view the attachment.
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Other application
files
PRC (.prc)
PDB (.pdb)
For other types of application files, your handheld may contain
a viewer that allows other applications to pass it a file for
viewing. For example, your handheld may contain an image
viewer that allows another application to pass it a GIF
attachment for viewing. You do not need to do anything
different in the steps for downloading and viewing
attachments; if your handheld contains such a viewer, the
attachment is automatically opened. If your handheld does not
contain such a viewer, you cannot view the attachment. Among
the file types that may be supported are GIF, MP3, and AAC
files.
This is a Palm OS® application that you can install and run on
your handheld.
This is a file that works with specific Palm OS applications.
Working with attachments
Among the types of attachments you can receive are the following handheld
application files:
■ Address Book entries
■ Date Book appointments
■ To Do list items
■ Text memos
You can also save downloaded files to an expansion card. See “Saving attachments
to an expansion card” later in this chapter for information.
NOTE
The maximum message size that you can retrieve is 60KB for the body text
and 2MB total, including attachments. If the attachment is too large, it cannot be
downloaded to the handheld.
To download an attachment:
1. In the Inbox, tap the message with the attachment.
A paper clip icon appears on the message’s icon if the message has an
attachment that has been downloaded.
Paper clip icon
indicates
downloaded
attachment
If you choose to get messages by subject only, you must tap More for each
downloaded message in order to view the body of the e-mail message plus any
attachments, up to the maximum message size. If the downloaded message
(either body text alone or body text plus any attachments) exceeds your
maximum message size, you see a message showing that the message and/or
attachments were too large and asking if you would like to continue
downloading them.
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Chapter 3 Getting, Sending, and Managing E-mail
For example, if the maximum message size is 5KB and you download a body of
2KB, then any attachment under 3KB is also downloaded, and any attachment
over 3KB is not. See “Downloading large attachments” later in this chapter.
2. Click the red paper clip icon in the upper-right corner. If the attachment is not
downloaded, a paper clip icon will not appear even though the message was
sent with an attachment. You must download the attachment for the paper clip
icon to appear.
3. Your options for working with a downloaded attachment vary according to the
file type.
Tap red paper clip icon to view
attachment
Type Action
Viewable file:
text, Word doc,
To Do task, HTML,
graphic, and so on
Tap the name of the attachment you want to view, and then
tap View. If there are multiple viewers registered on your
handheld for the attachment file type, either use the default
viewer shown or select a viewer from the list. For example,
if you have two photo viewing applications on your
handheld and you select a photo attachment on the list, the
Viewer pick list appears containing the names of the photo
viewing applications. Tap the pick list and select the
application you want to use to view the photo attachment.
If there is only one viewer registered for the attachment file
type, the viewer is shown without a list.
Palm OS
application or
Tap the name of the attachment you want, and then tap
Install. The file is installed automatically.
database file
(.prc or .pdb)
Viewer pick list is displayed only if handheld has
multiple viewers registered for attachment file
type
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Button displays View or Install,
depending on the attachment file type
Working with attachments
4. When you have finished viewing or installing the attachment, tap Done. This
returns you to the Attachments dialog box, where you can select another
attachment if you want to.
If there is no Done button on the attachment screen, tap the VersaMail icon
in the Applications Launcher to return to the Inbox of the account you were in.
5. When you have finished viewing or installing all attachments, tap Done in the
Attachments dialog box. This returns you to the Message screen.
Downloading large attachments
Downloading and viewing a message with a single attachment that exceeds your
maximum message size, or a message with multiple attachments whose total size
exceeds your maximum message size, requires some extra steps.
To determine if a message has an attachment or multiple attachments that exceed the
maximum message size:
■ In the Inbox, tap the message title.
More button indicates that message
plus any attachments exceeds
maximum message size
If the message plus attachments exceeds the maximum message size, the More
button appears on the Message screen. In the case of multiple attachments, if
some of the attachments were downloaded completely, you see both the red paper
clip icon (indicating fully downloaded attachments) and the More button
(indicating incompletely downloaded attachments).
To download a single attachment that exceeds the maximum message size:
1. Tap the More button.
Ta p Mo re
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Chapter 3 Getting, Sending, and Managing E-mail
2. Tap No to stop downloading and return to the Message screen.
Tap Yes to continue downloading the entire message with attachment.
3. (Optional) Tap Cancel to stop downloading and return to the Message screen.
When downloading is complete, the red paper clip icon appears and the More
button is no longer displayed. Follow the procedure for viewing an attachment
presented earlier in this chapter.
To download multiple attachments whose total size exceeds the maximum message size:
1. Tap the red paper clip icon.
78
2. Select one of the following:
– To return to the Message screen, tap Cancel.
– To view any fully downloaded attachments without continuing to download
additional attachments, tap No. Follow the procedure for viewing an
attachment presented earlier in this chapter.
– To continue downloading all messages, tap Yes.
Working with attachments
3. (Optional) Tap Cancel to stop downloading and return to the Message screen.
When downloading is complete, the Attachments dialog box appears, showing all
downloaded messages. Follow the procedure for viewing an attachment presented
earlier in this chapter.
Saving attachments to an expansion card
If you have purchased an expansion card that provides extra memory, you can save
downloaded attachments to the expansion card.
To save an attachment to an expansion card:
1. Insert the expansion card into the slot on your handheld.
2. Follow the procedure for downloading attachments described earlier in this
chapter.
3. On the Attachments screen, tap Save To Card.
4. Tap OK .
Attaching files from a handheld application
You can attach files on your handheld to e-mail messages you send. For example,
you can attach files from the various handheld applications, such as any Date Book
appointment (.vcs), To Do List tasks (.vcs), or text memos (.txt).
NOTE
total, including attachments. The maximum number of attachments for any e-mail
message is ten, regardless of the attachments’ total size.
The maximum size message you can send is 60KB for the body text and 2MB
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Chapter 3 Getting, Sending, and Managing E-mail
You can attach the following types of files from a handheld application:
■ vCard (.vcf)
■ vCal (.vcs)
■ Memo/Text (.txt)
■ PRC (.prc)
■ PDB (.pdb)
To attach a file from a handheld application:
1. In the Inbox, tap the Menu icon .
2. Tap Options.
3. Tap Attachment.
4. Tap the Type pick list and select the file type.
Select type of file you want to
attach
All files of the selected type appear in the Type box. For example, if you select
Appointments (vCal), tap Date Book to see a list of appointments from a
particular date that you can attach, or tap To Do to see To Do List tasks.
80
5. Tap the file that you want to attach, and then tap Add.
The selected file appears in the Attachments box.
Working with attachments
6. Repeat steps 2 and 3 for each attachment you want to add, and then tap Done.
To delete an attachment from an e-mail message, tap the attached file in
TIP
the Attachments box and then tap Delete.
7. Tap Send or Outbox.
Attaching files from an expansion card
If you have purchased an expansion card and have saved files to the card, you can
attach files from the card to an e-mail message you are sending. The types of files
you can attach from an expansion card include the following:
■ Wo rd do cs
■ HTML files
■ JPEG and GIF graphics files
■ MP3 and WAV audio files
■ Any other file type
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Chapter 3 Getting, Sending, and Managing E-mail
To attach a file from an expansion card:
1. Insert the expansion card into the slot on your handheld.
2. On the New Message screen, tap the Menu icon .
3. Tap Options.
4. Tap Attachment.
5. Tap the From pick list and select Files on Card.
6. Tap the Type pick list and select the file type.
Only file types that correspond to the types of files on the card will be displayed
on the list. For example, if the card contains only Word docs and Address Book
entries, only the file types “doc” and “vCard” will be listed. You can select a
particular file type, or select All Files to view all files on the card.
82
7. Tap the file that you want to attach, and then tap Add.
The selected file appears in the Attachments box.
Working with attachments
8. Repeat steps 6 and 7 for each attachment you want to add, and then tap Done.
To delete an attachment from an e-mail message, tap the attached file in
TIP
the Attachments box and then tap Delete.
9. Tap Send or Outbox.
Forwarding an attachment
You can include an attachment on any message you forward, up to the maximum
message size.
To forward a message with an attachment:
1. Tap the folders pick list and select the folder that contains the e-mail.
2. Tap the e-mail message to display it.
3. Tap the Forward button.
4. Tap To. On the Recipient List screen, enter or look up the recipient address. See
“Creating and sending new e-mail” earlier in this chapter for more information
on addressing messages.
5. Follow the procedure for attaching files presented earlier in this chapter.
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Chapter 3 Getting, Sending, and Managing E-mail
Deleting messages
You can delete one or more e-mail messages from any folder. For example, you can
delete old messages in the Inbox or messages that you were working on in the
Drafts folder. When you delete a message, it is placed in the Trash folder. See
“Emptying the trash” later in this chapter.
To delete messages on the server when you empty the trash on your handheld, you
can select the Delete Msgs on Server setting in VersaMail Preferences. If you don’t
periodically empty the trash and delete messages on the server, any incoming
e-mail may “bounce” back to the sender. See “Setting preferences for getting and
deleting e-mail” later in this chapter.
To delete one or more messages:
1. Tap the folders pick list and select the folder that contains the message you want
to delete.
2. Do one of the following:
Item to delete Action
One message
Multiple
messages
A group of
adjacent
messages
3. Do one of the following:
Tap the bullet next to the message’s icon.
Tap the bullet next to the icon of each message that you want
to delete.
Drag the stylus along the left of the message icons. To select
another group, lift the stylus and select the next group of
messages.
– Tap the message icon next to a selected e-mail message, and then tap Delete.
– Tap the Menu icon , and then tap Delete.
– For handhelds with a navigator: Press Right on the navigator to move to and
open the Message menu, press Down to move to the Delete option, and then
press Select to delete the message.
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4. Tap OK .
Deleting messages
5. (Optional) Tap Also delete message(s) on server if you want to delete the
message from the server now.
If you selected the setting
Delete Msgs on Server in
VersaMail Preferences, this
check box is selected
The selected messages move to the Trash folder and are deleted from your
handheld when you empty the trash. If you set the preference to automatically
empty the trash, the messages are deleted when the trash is emptied. By default,
the trash auto-empties all deleted e-mail older than one week. See “Emptying
the trash” later in this chapter for more information.
IMPORTANT
If you delete a message on the server, you cannot retrieve it and view it
again later.
To delete messages before a certain date:
1. In the Inbox, tap the Menu icon .
2. Tap Delete Old from the Message menu.
3. Tap the Folder pick list and select the folder that contains the messages you
want to delete.
Displays the current
folder for deleting
messages
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Chapter 3 Getting, Sending, and Managing E-mail
4. Tap the Older than pick list, and then tap One Week, One Month, or
Choose Date.
If you tap Choose Date, you can select a date from the calendar.
Tap a date to select it,
or tap Today
5. Tap Delete.
6. (Optional) Tap Also delete message(s) on server if you want to delete the
message from the server now.
7. Tap OK.
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Emptying the trash
Deleted e-mail accumulates in the Trash folder and takes up space on your
handheld. To increase memory, you should empty the trash regularly. If you want
to automatically empty the trash, you can set a preference to empty the trash
immediately or empty any e-mail older than a certain number of days.
To empty the trash:
1. In the Inbox, tap the Menu icon .
2. Tap Empty Trash from the Message menu.
Emptying the trash
NOTE
message asks if you want to delete the trash.
3. (Optional) Tap Details to see how many messages are in the trash and whether
If Auto-Empty Mail from Trash is selected in VersaMail Preferences, a
the messages are set to be deleted on the server.
4. If you want to delete messages from the handheld as well as from the server, tap
Both. A message asks if you want to update the server now.
To delete the message from only the handheld now, tap Handheld.
NOTE
If your mailbox on the server becomes full, messages are returned to the senders.
Many e-mail providers, such as Yahoo, have size restrictions for mail storage.
To have the trash emptied automatically:
1. In the Inbox, tap the Menu icon .
2. Tap Options.
3. Tap Preferences.
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Chapter 3 Getting, Sending, and Managing E-mail
4. Tap Advanced.
By default, Auto-Empty Mail from Trash is selected, and the time interval is set
at Older Than 1 Week.
5. Tap the pick list, and select how often you want the e-mail messages
automatically emptied from the trash.
– Immediately.
– Older Than 1 Day.
– Older Than 3 Days.
– Older Than 1 Week.
– Older Than 1 Month.
6. Tap OK.
Marking messages as read or unread
You can mark messages as read or unread. When you tap a message to read it, it is
automatically marked as read.
NOTE
message is in bold or regular typeface for POP accounts on the handheld, but you
can’t connect with the server to change the message state.
To mark messages as read or unread:
1. Tap the folders pick list and select the folder you want.
2. Tap the icon next to the message you want to mark.
Because POP servers do not support the read or unread message feature, the
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Marking messages as read or unread
3. Tap Mark Read or tap Mark Unread.
To mark multiple messages, tap the bullets next to the messages you
TIP
want, tap the Menu icon , and then select Mark Read or Mark Unread.
4. For IMAP accounts only: Tap Handheld to mark the messages as read or unread
on your handheld. Tap Both to mark the messages on both the handheld and the
server.
If you tap Both, this message appears.
Tap OK to connect with the server and immediately mark the messages as read
or unread on the server. This action also processes any other pending actions on
the server, such as messages not yet deleted.
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Chapter 3 Getting, Sending, and Managing E-mail
Tap Cancel if you want the messages marked during the next HotSync
operation or the next time you connect to the server.
NOTE
feature, the message is in bold or regular typeface for POP accounts on the
handheld, but you can’t connect with the server to change the message state.
Because POP servers do not support the read or unread message
Read messages appear in plain text; unread messages appear in bold text.
Setting preferences for getting and deleting e-mail
VersaMail Preferences determine how the VersaMail application gets, sends, and
deletes e-mail.
To set e-mail preferences:
1. Tap the Menu icon .
2. Tap Options.
3. Tap Preferences.
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4. Select preferences:
Setting preferences for getting and deleting e-mail
Get
Ask Every Time
Confirm Deletions
Delete Msgs on
Server
Download
Attachments
Receive Format
Enables you to retrieve the subject only or the entire
message.
Displays a dialog box for choosing subjects only or entire
messages each time you retrieve e-mail. If deselected,
messages are retrieved according to the option you select in
the Get pick list.
Displays a confirmation dialog before deleting e-mail.
If selected, automatically deletes messages on the server that
you have deleted on your handheld. If not selected, you will
be asked each time you delete messages on your handheld
whether you want to also delete them on the server. Because
mailboxes on the server usually have size restrictions, we
recommend periodically deleting messages on the server.
Causes files attached to e-mail to be automatically
downloaded to your handheld. Attachments that exceed the
maximum message size cannot be downloaded. See
“Working with attachments” earlier in this chapter for more
information.
Enables you to retrieve messages in HTML format or in plain
text format. If you choose HTML, any messages sent to you
in HTML format will be displayed with basic HTML
formatting intact. Other messages will be displayed as plain
text. If you choose Plain Text, all messages will be displayed
as plain text, regardless of the format in which they were
sent. Default setting is HTML.
Signature
See “Working with URLs” earlier in this chapter for more
information on receiving e-mail in HTML format.
Enables you to attach a default signature to all your outgoing
messages. See “Attaching a personal signature” earlier in
this chapter for more information.
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Chapter 3 Getting, Sending, and Managing E-mail
Adding or updating an Address Book entry directly from a message
You can add or update an e-mail address in the Address Book directly from the
body of a received e-mail message.
To add a new Address Book entry:
1. On the Message screen, tap the Menu icon .
2. Tap Options.
3. Tap Add to Address Book.
A dialog box appears with the “From” address displayed. If a Display Name
exists for this Address Book entry, the Last name and First name fields show the
display name.
4. (Optional) If the Last name and First name fields are blank, enter the first and
last name associated with the “From” e-mail address.
5. Tap OK to add the e-mail address to the Address Book, and then tap OK in the
confirmation dialog box.
You can also update an existing Address Book entry with a new e-mail address, or
create a second Address Book entry for a name that has an existing record. The
procedure is the same as for adding a new Address Book entry. If you tap Add to
Address Book from the body of an e-mail message and a record already exists for
the recipient name, you are prompted either to update the e-mail address for the
recipient or to create a new record for the recipient.
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CHAPTER 4
Synchronizing E-mail Between the
Handheld and the Desktop
IMPORTANT You must have a Windows computer to synchronize e-mail between
your handheld and your computer.
To manage your e-mail on your desktop as well as on your handheld, you can
synchronize an e-mail account on the handheld with an e-mail application on the
desktop. You can use many popular e-mail applications, called clients, such as
Microsoft Outlook, Eudora, Lotus Notes, Outlook Express, or any other e-mail
clients that use MAPI.
This chapter describes the following:
■ Starting the Palm™ VersaMail™ HotSync
■ Configuring and activating accounts in the HotSync Manager
■ Synchronizing e-mail on the handheld with a desktop e-mail application
■ Converting attached files using attachment conversion plug-ins
Configuring an account in HotSync Manager
Before synchronizing an e-mail account, you configure the account’s settings in the
Palm VersaMail HotSync Conduit. The settings have to be specified only once
unless you need to make changes.
To start Palm VersaMail HotSync Conduit
1. Click the HotSync Manager icon in the Windows system tray.
2. Select Custom.
:
®
Conduit
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Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop
3. Select VersaMail in the Conduit list.
4. Click Change.
5. Select Synchronize Active Accounts.
6. (Optional) Select the check box Enable Informational Logging if you want the
HotSync log to record information, such as errors encountered, about the
conduit during a HotSync operation.
7. (Optional) Select the check box Set Selection As Default to make the current
settings the default settings for all accounts.
Setting synchronization options and account settings
Next, you must configure each e-mail account’s general synchronization settings.
For example, if you created an Earthlink e-mail account on the handheld and want
to synchronize that with the desktop, set the synchronization options for the
Earthlink account. During a HotSync operation, the Earthlink account on the
handheld and the e-mail application specified in the conduit are synchronized.
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