palmOne Palm VersaMail, Treo 650 User Manual

User Guide for the

®

VersaMail

Application

Copyright and Trademark

© 2004 palmOne, Inc. All rights reserved.

palmOne, HotSync, the HotSync logo, Palm, Palm OS, the Palm logo, and VersaMail are among the
trademarks or registered trademarks owned by or licensed to palmOne, Inc. All other brand and product
names are or may be trademarks of, and are used to identify products or services of, their respective owners.

palmOne, Inc. uses the Bluetooth wireless technology trademark under express license from
Bluetooth SIG, Inc. ActiveSync is a registered trademark of Microsoft Corporation.

Disclaimer and Limitation of Liability

palmOne, Inc. assumes no responsibility for any damage or loss resulting from the use of this guide.

palmOne, Inc. assumes no responsibility for any loss or claims by third parties which may arise through the
use of this software. palmOne, 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

accompanying software program(s). Using any part of the software indicates that you accept the terms of the
End User Software License Agreement.

Please read the End User Software License Agreement with this product before using the

Software Download Available

Palm®Desktop software is supplied on a CD. If you do not have access to a CD drive for your computer, you
can download Palm Desktop software from www.palmOne.com/intl/support

.

VersaMail® application ii

Table of Contents

Chapter 1: Introduction...........................................................1

Upgrading an existing email account ........................................................2

About email accounts...................................................................................3

Chapter 2: Working with Email Accounts ............................7

Transferring settings from an existing account ........................................8

Creating an account....................................................................................10

Editing an account ......................................................................................26

Deleting an account ....................................................................................28

Adding ESMTP to an account ....................................................................29

Chapter 3: Getting and Reading Messages ........................30

Getting email messages .............................................................................30

Auto Sync with notification........................................................................31

Inbox icons in the VersaMail application..................................................37

Setting preferences for getting messages ................................................37

Reading email messages ...........................................................................40

Adding or updating a contact directly from a message .........................41

Chapter 4: Sending Email Messages ..................................42

Sending an email message ........................................................................42

Addressing a message ...............................................................................44

Attaching a personal signature..................................................................47

Chapter 5: Managing Your Messages .................................49

Working with email folders ........................................................................49

Forwarding an email message .................................................................55

Replying to an email message ..................................................................56

Working with URLs, email addresses, and phone numbers

in a message .........................................................................................59

VersaMail® application iii

Deleting a message ....................................................................................59

Emptying the trash .....................................................................................62

Marking messages as read or unread .......................................................64

Chapter 6: Working with Attachments ...............................66

Working with a downloaded attachment .................................................67

Attaching files to outgoing messages.......................................................70

Chapter 7: Advanced Topics .................................................73

Creating and using filters ...........................................................................73

Setting connection preferences .................................................................79

Setting server preferences .........................................................................80

Changing email header details ..................................................................82

Synchronizing IMAP mail folders wirelessly ............................................83

Working with root folders ..........................................................................85

Using Secure Sockets Layer (SSL) ............................................................86

Chapter 8: Working with Microsoft Exchange

ActiveSync® ...........................................................................87

What do I need to use Microsoft Exchange ActiveSync? ........................87

How does a Microsoft Exchange ActiveSync email account

differ from other accounts? .................................................................88

Setting up a Microsoft Exchange ActiveSync account ............................89

Getting email messages .............................................................................97

Previewing attachments .............................................................................99

Working with meeting invitations .............................................................99

Working with Calendar events.................................................................102

Chapter 9: Common Questions .........................................104

Index ......................................................................................107

VersaMail® application iv

CHAPTER 1

I

Introduction

n this chapter

Upgrading an existing email
account

About email accounts

You already know how efficient email
is for staying in touch with personal
and business contacts. Now the
VersaMail® application brings you a
new level of convenience: email on the
go. Enjoy the ease and speed of
communicating with friends, family,
and colleagues anywhere you can
make an Internet connection.

You can email photos to your friends
and family. Or, use Documents on your
device to create Microsoft Word or
Excel files, and send them to your
colleagues. You can also receive any of
these file types as attachments to view
and edit at your convenience.

Benefits

• Access email on the go

• Send and receive photos, sound files,
Word and Excel files, and more

• Save messages from your computer
to view at a convenient time

VersaMail® application 1

CHAPTER 1 Introduction

Upgrading an existing email account

If you already use the VersaMail application on a different device and wish to keep your username,
you can upgrade your existing email account for use on your new device.

0

1 Synchronize your new device

2 On your device, go to Applications and select VersaMail .

with your computer. Select the
username associated with your
old device; this contains your
existing account information.

3 Select Yes to accept the upgrade.

Done

VersaMail® application 2

CHAPTER 1 Introduction

About email accounts

Did You Know?

You can create up to eight
email accounts.

Did You Know?

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

Tip

Go to your email
provider’s website or
contact their customer
support to obtain the
setup information you
need.

The VersaMail application is software that lets you use your device to access email from an
account with an email provider (either an Internet service provider (ISP) such as Earthlink or
Yahoo! or a wireless carrier) or from your corporate
want to access, you must s
account and a corporate account, set up one account for each in VersaMail.

After you set up an account, you can send and receive email directly to and from your device
wirelessly. Or you can download new messages from your computer to your device—and upload
messages from your device to be sent from your computer’s email program—when you
synchronize.

[

! ]

IMPORTANT

VersaMail works with these accounts to transfer messages to and from your device. The
application is not an email service provider.

You must have an account with an email provider or a corporate account.

et up an account in VersaMail. For example, if you have an Earthlink

email account. For each email account you

Using an email provider

If you are setting up a new email account and have a well-known email provider (ISP or wireless
carrier) such as Earthlink or Yahoo!, many of the settings you need during account setup are
automatically filled in.

For other ISPs, you need the following information:

• Your email address and password

• The protocol used for incoming mail, such as Post Office Protocol (POP) or Internet Message

Access Protocol (IMAP)

NOTE

the IMAP protocol. You cannot use VersaMail to download messages to your device from an
account with one of these providers.

• The name of the incoming mail server

VersaMail® application 3

Some free web-based email providers such as Hotmail do not support either the POP or

CHAPTER 1 Introduction

• The name of the outgoing mail (Simple Mail Transfer Protocol, or SMTP) server

Key Term

»

Firewall A system set up
to protect against
unauthorized access into
a private network.

Did You Know?

With a corporate email
account, you may be able
to access Microsoft
Exchange, IBM Lotus
Domino, or Sun iPlanet
mail servers, among
others.

• Your account’s security feature (if it has one), such as Secure Sockets Layer

Post Office Protocol (APOP), or Extended Simple Mail Transfer Protocol (ESMTP)

(SSL), Authenticated

Using a corporate email account

If you want to access email on your device using your corporate email account, you create this
account in exactly the same way as any other account, with one exception: For a corporate email
account, you may need to set up a virtual private network

If your company has a Bluetooth
using an 802.11b (also called Wi-Fi) SDIO card (sold separately) in your device and your company
has an 802.11b network located behind the corporate firewall, you may not need to set up a VPN to
access your corporate email account. See the next section for details.

To set up a corporate email account, you need certain information. Check with your company’s
server administrator to obtain the following:

Username and password This might be your Windows username and password, your Lotus
Notes ID username and password, or something else.

Protocol Most corporate mail servers use the IMAP protocol for retrieving mail. In rare cases,
your company server may use the POP protocol.

NOTE

receive email wirelessly using VersaMail. You can, however, synchronize email on your device
with email in Outlook or Lotus Notes on your computer.

Some corporate mail servers do not use either protocol. If so, you cannot send and

®

network located behind the corporate firewall, or if you are

(VPN).

Incoming and outgoing mail server settings Check with your company’s server administrator to
obtain these settings.

NOTE

set up an account that uses Microsoft Exchange ActiveSync on your device. For more information,
see Working with

VersaMail® application 4

If your corporate mail system uses Microsoft Exchange Server 2003, you may be able to

Microsoft Exchange ActiveSync®.

CHAPTER 1 Introduction

VPNs

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

You need to set up a VPN to access corporate email 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).

Check with your company’s server administrator to see if a VPN is required to access the corporate
network.

Your device software installation CD contains a link to download the VPN software for the device.
Once you download the software, you set up a VPN connection in Preferences on your device. If
you are using a VPN connection, make sure the connection is on in VersaMail. In the message list,
open the Options menu, and then select Turn VPN On.

The Auto Sync

VersaMail® application 5

feature in VersaMail may not work with a VPN connection.

CHAPTER 1 Introduction

Connecting to a VPN

After you set up a VPN, you need to connect to it in order to retrieve email messages from your
corporate mail server. You must do this each time you open VersaMail to retrieve messages from
the server.

0

1 Go to Applications and select VersaMail .

2 Connect to your VPN:

a. Open the menus .

b. Select Options, and then select Connect VPN.

c. Enter the username and password you use to log in to the VPN.

d. Select OK.

Done

0

VersaMail® application 6

CHAPTER 2

I

Working with Email Accounts

n this chapter

Transferring settings from an
existing account

Creating an account

Editing an account

Deleting an account

Adding ESMTP to an account

Before you can use the VersaMail® application with a given email account, you need to set up the
account in VersaMail. If you have multiple email accounts, you must set up a VersaMail account
for each one. You have three setup options:

• On a Windows computer, if the email account is already set up on your computer—for example,

if you use Outlook Express on your computer to access your Earthlink account—you can transfer
the account settings to your device in just a few steps.

• On a Windows computer, if this is a new account, you can quickly set up the account on your

computer and synchronize the information to your device.

• For either a new or an existing account, you can set up the account directly on your device.

If you are setting up a Microsoft Exchange ActiveSync
information with Microsoft Exchange Server 2003, see Working with
ActiveSync® for setup instructions.

[

! ]

IMPORTANT

another device, you must do so before you enter your email account information in VersaMail. If
you enter the email account information first and then synchronize your device to an existing
username, the email account information you entered is overwritten.

If you plan to synchronize your new device with an existing username from

®

account to synchronize email and Calendar

Microsoft Exchange

VersaMail® application 7

CHAPTER 2 Working with Email Accounts

Transferring settings from an existing account

WINDOWS ONLY

0

Did You Know?

Your username and email
address are already
entered based on the
account settings
VersaMail finds on your
computer.

1 Select the option to set up your email software on the final screen of software

CD installation. Or select Start > Programs > palmOne > VersaMail Setup.

2 Select your username from the drop-down list at the top of the screen, and then

select the option to create a new VersaMail email account. Click Next.

3 Select the option to synchronize with an email account detected on your PC,

and then select the account from the list. Click Next.

4 Enter the basic account

information:

a. In the Name this account field,

enter a descriptive name or
use the one shown.

b. In the Enter your Password

field, enter your email
account password.

c. Click Next.

Continued

VersaMail® application 8

CHAPTER 2 Working with Email Accounts

5 Select whether to synchronize

the information for this account
to your device or to set up
another account, and then click
Next.

6 When you are finished setting up

all accounts, click Finish.

7 Synchronize to transfer all account information to your device.

Done

VersaMail® application 9

CHAPTER 2 Working with Email Accounts

Creating an account

The steps for setting up an account on your computer depend on whether you are using a
common email provider such as Earthlink or Yahoo!, or whether you are using a less-common
provider.

Setting up an account on your computer: Common providers

WINDOWS ONLY

The settings for many common providers are already included in VersaMail. If you have an
account with one of these providers, you just need to enter your username and password during
account setup.

0

0

1 Select the option to set up your email software on the final screen of software

CD installation. Or select Start > Programs > palmOne > VersaMail Setup.

2 Select your username from the drop-down list at the top of the screen, and then

select the option to create a new VersaMail email account. Click Next.

3 Select the option to synchronize with a mail service from this list, and then

select your mail service from the list. Click Next.

Continued

VersaMail® application 10

CHAPTER 2 Working with Email Accounts

Did You Know?

Your incoming and
outgoing server settings
and whether the account
needs ESMTP
authentication are
already entered based on
the account type you
select.

4 Enter the basic account

information:

a. Enter a descriptive name for

the account or use the one
shown.

b. Enter your account username

and password. Your email
address will be entered
automatically based on the
username you enter.

5 [ & ] OPTIONAL Do one of the following:

•To enter advanced settings

• To test the account settings you have entered, click Test My Settings. Click OK
after settings have been tested.

for this account, click Advanced Settings.

6 Click Next.

Continued

VersaMail® application 11

CHAPTER 2 Working with Email Accounts

7

8

Select whether to synchronize
the information for this account
to your device or to set up
another account, and then click
Next.

When you are finished setting up
all accounts, click Finish.

9

VersaMail® application 12

Synchronize to transfer all account information to your device.

Done

CHAPTER 2 Working with Email Accounts

Setting up an account on your computer: Other providers

WINDOWS ONLY

Key Term

»

Protocol Settings your
email provider uses to
receive email messages.
Most providers use the
Post Office Protocol
(POP); a few use the
Internet Message Access
Protocol (IMAP).

0

1 Select the option to set up your email software on the final screen of software

CD installation. Or select Start > Programs > palmOne > VersaMail Setup.

2 Select your username from the drop-down list at the top of the screen, and then

select the option to create a new VersaMail email account. Click Next.

3 Select the option to synchronize with a mail service from this list, and then

select Other. Click Next.

4 Select the protocol for this account. Check with your system administrator if

you do not know the protocol.

Continued

VersaMail® application 13

CHAPTER 2 Working with Email Accounts

Did You Know?

Your incoming mail
server is also called your
POP or IMAP server; your
outgoing mail server is
also called your SMTP
server.

5 Enter the basic account information:

a. Enter a descriptive name for the account.

b. Enter your account username and password.

c. Enter your email address for this account.

d. Click Next.

6 Enter the names of the incoming and outgoing mail servers for this account,

whether the account requires Extended Simple Mail Transfer Protocol (ESMTP),
and, if so, the username and password required for ESMTP. Check with your
email service provider for this information.

7 [ & ] OPTIONAL Do one of the following:

•To enter advanced settings

• To test the account settings you have entered, click Test My Settings. Click OK
after settings have been tested.

for this account, click Advanced Settings.

8 Click Next.

Continued

VersaMail® application 14

CHAPTER 2 Working with Email Accounts

9 Select whether to synchronize the information for this account to your device or

to set up another account, and then click Next.

10 When you are finished setting up all accounts, click Finish on the Transfer

Settings screen.

11 Synchronize to transfer all account information to your device.

Done

VersaMail® application 15

CHAPTER 2 Working with Email Accounts

Entering advanced account settings on your computer

Did You Know?

The POP protocol does
not support retrieval of
unread mail only from the
server. If you have a POP
email account, VersaMail
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 box is checked.

Did You Know?

The Desktop Connection
field displays the mail
client you use to
download messages to
you computer—for
example, Microsoft
Outlook, Lotus Notes, and
so on—based on the
settings VersaMail
detects. If no client is
detected, VersaMail
displays Direct POP or
Direct IMAP connection
to server, depending on
your account protocol.

When you set up an account, VersaMail automatically enters advanced settings such as incoming
and outgoing server names, any authentication required, maximum message size, and so on. You
can check the advanced settings to verify that VersaMail entered the information you want, or if
you want to change a default entry—for example, to change the maximum message size.

0

1 Click Advanced Settings on the Account Information screen.

2 Click the General tab and verify

or edit any of the following settings:

Synchronize Local Notes (Lotus

Notes accounts only) Check the box
to synchronize with the local copy of
Notes on your computer. You are
prompted to enter your Lotus Notes
ID and password. Click Browse if
you need to locate your Notes ID.

Enable HotSync synchronization

By default, this box is checked,
meaning you can both send and
receive email wirelessly and
transfer messages to your device
from your computer when you
synchronize. If you uncheck the
box, you can send and receive email wirelessly only.

Continued

VersaMail® application 16

CHAPTER 2 Working with Email Accounts

Did You Know?

The actual message size
you can download may
be smaller than 5000KB,
because some message
space is needed to
transfer the message
over the Internet.

Cont’d

Get only unread messages For IMAP accounts only, select whether to
download all messages to your device, or unread messages only. By default,
the box is unchecked, meaning that all messages are downloaded.

Download attachments Select whether to download attachments when you
retrieve new messages. By default, the box is checked; if you uncheck it, only
the body text of any message containing an attachment is downloaded to your
handheld.

Mail from the last X Days Set how many days’ worth of email should be
downloaded.

Maximum message size (KB) Enter the maximum message size that can be
downloaded to your device—from 1 to 5000KB. The smaller the maximum size,
the faster the download, but any messages over that size are cut. On the other
hand, choosing a larger size means that more messages can be completely
downloaded without being cut, but downloading takes longer.

Format of Incoming Messages Select HTML or Plain Text. If you select HTML,
any email messages sent as HTML are displayed on your device with basic
HTML formatting intact. If you select plain text, all messages are received as
plain text only, regardless of the format in which they were sent. The default is
HTML.

Synchronize Inbox Check the box to synchronize messages in your device's
Inbox with messages on your computer during the next synchronization. The
box is checked by default; if unchecked, your Inbox is not included when you
synchronize, so new messages in your computer’s Inbox are not downloaded to
your device.

Continued

VersaMail® application 17

CHAPTER 2 Working with Email Accounts

Tip

Check with your email
provider or your system
administrator for any
incoming or outgoing
mail settings you do not
know. Also check to see if
your account uses SSL,
APOP, or ESMTP; or
whether you need to
change the default port
number.

Tip

Do not check the Secure
connection box if
VersaMail displays Direct
POP or Direct IMAP
connection to server in
the Desktop Connection
field. If you check the box,
you cannot receive
incoming messages
correctly. To use SSL with
your account, you should
set up the account on
your device and check the

Use Secure Connection

box on the appropriate
screen.

Cont’d

3 Click the Incoming Mail tab and

Synchronize Outbox Check the box to synchronize messages in your device's
Outbox with messages on your computer during the next synchronization. If the
box is unchecked, your Outbox is not included when you synchronize, so
messages in your device’s Outbox are not sent.

verify or edit any of the following
settings:

Display Name Enter the name you
want to appear on email messages.

User Name Enter your username
you use to access email for this
account.

Password Enter your email
account password.

E-mail Enter the email address for
this account.

Incoming Server Enter the
address of your incoming mail server.

Mail Server Protocol Select the protocol for this account.

Continued

VersaMail® application 18

CHAPTER 2 Working with Email Accounts

Cont’d

Port Number By default, the port number setting is 110 for POP and 143 for
IMAP servers. You may need to change the port number if you choose to
retrieve incoming mail over a secure connection (see the next item).

Secure connection To retrieve incoming mail over a secure (Secure Sockets
Layer, or SSL) connection, check the box. If you check the box, the port number
for incoming mail changes to 995.

APOP (POP accounts only) Encrypts your username and password when they
travel over the network. Some services require APOP to work properly, while
others do not work properly if APOP is used.

4 Click the Outgoing Mail tab and

verify or edit any of the following
settings:

Outgoing Server Enter the
address of your outgoing mail
server.

Port Number The default is 25,
the port number most SMTP
servers use.

Use Secure Connection To s e n d
outgoing mail over a secure (Secur
Sockets Layer, or SSL) connection,
check the Use Secure Connection
box.

Continued

VersaMail® application 19

e

CHAPTER 2 Working with Email Accounts

Did You Know?

If you synchronize a
folder, any changes you
make to a folder on your
device—for example,
moving or deleting
messages—are
automatically updated on
the mail server, and vice
versa.

Cont’d

Authentication Check the box if the outgoing server (SMTP) requires ESMTP
authentication. If you select this option, username and password fields appear.

These fields are already filled in based on the account information you entered.
In most cases, the information displayed is correct; however, occasionally your
authentication username and/or password is different from your account
username or password.

(IMAP accounts only) Click the Folders tab and verify or edit any of the following
settings:

Sent Folder Shows the name of your Sent Mail folder on the server.

Tr a s h F o l d e r Stores deleted email in the folder you specify on the server.

Server Folder Synchronization To synchronize a server folder, click in the

Synchronize column to the right of the folder name to select Yes.

5 When you are finished entering or verifying advanced settings, click OK.

Done

VersaMail® application 20

CHAPTER 2 Working with Email Accounts

Setting up an account on your device

Key Term

»

Protocol Settings your
email provider uses to
receive email messages.
Most providers use the
Post Office Protocol
(POP); a few use the
Internet Message Access
Protocol (IMAP).

Tip

If your email provider
appears on the Mail
Service pick list, you don’t
need to select a protocol.
The correct protocol is
automatically displayed.

If you have already set up an account on your computer, you don’t need to set up the account on
your device. Just synchronize to transfer the account settings to your device.

If you are setting up a Microsoft Exchange ActiveSync account on your device to synchronize
email and Calendar information with Microsoft Exchange Server 2003, see Working with
Exchange ActiveSync® for setup instructions.

0

0

Microsoft

1 Go to Applications and select VersaMail .

2 Open the Account Setup screen:

a. Open the menus .

b. Select Accounts, and then

select Account Setup.

c. Select New.

Continued

VersaMail® application 21

CHAPTER 2 Working with Email Accounts

Tip

Your username is usually
the part of your email
address appearing before
the @ symbol, not your
entire email address.
Check with your ISP if you
are not sure what
username to enter.

Did You Know?

Your incoming mail
server is also called your
POP or IMAP server; your
outgoing mail server is
also called your SMTP
server.

3 Enter the basic account information:

a. In the Account Name field, enter

a descriptive name.

b. Select the Mail Service pick list,

and then select your email
provider. Select Other if your
provider is not listed.

c. If you chose Other, select the

Protocol pick list, and then select POP or IMAP.

d. Select Next.

4 Enter the account username and

password:

a. Enter the username you use

to access your email.

b. Select the Password box,

enter your email account
password, and then select OK.

c. Select Next.

Continued

VersaMail® application 22

CHAPTER 2 Working with Email Accounts

5 If you chose a common email

provider from the Mail Services
pick list on the Account Setup
screen, this screen is already
filled in. If not, enter the names
of the incoming and outgoing
mail servers:

a. Enter your email address.

b. Enter the names of your mail

servers.

c. Select Next.

6 Do one of the following:

Finish setup Select Done to
finish setup and go to the Inbox
of the account you set up, where
you can begin getting

sending

Set additional mail options
Select Advanced to set advanced
mail options.

VersaMail® application 23

email.

Done

and

CHAPTER 2 Working with Email Accounts

Setting advanced mail options on your device

Did You Know?

Check with your email
provider or your system
administrator for any
incoming or outgoing
mail settings you do not
know. Also check to see if
your account uses SSL,
APOP, or ESMTP; or
whether you need to
change the default port
number.

0

1 Set incoming mail server options

for the account:

a. Select any of the following:

Port Number By default, the port
number setting is 110 for POP and
143 for IMAP servers. You may need
to change the port number if you
choose to retrieve incoming mail
over a secure connection.

Use Secure Connection To retrieve incoming mail over a secure (Secure
Sockets Layer, or SSL) connection, check the Use Secure Connection box. If you

check the box, the port number for incoming mail changes to 995.

Use APOP (POP accounts only) Encrypts your username and password when
they travel over the network. Some services require APOP to work properly,
while others do not work properly if APOP is used.

b. Select Next.

Continued

VersaMail® application 24

CHAPTER 2 Working with Email Accounts

Tip

If you need to enter new
authentication
information, enter your
username, select the
Password box, enter a
password, and then
select OK. Check with
your email service
provider for
authentication username
and password
information.

2 Set outgoing mail options:

a. Select any of the following:

Port Number The default is 25,
the port number most SMTP
servers use.

Use Secure Connection To send
outgoing mail over a secure
(Secure
connection, check the Use Secure Connection box.

Use authentication Check the box if the outgoing server (SMTP) requires
ESMTP authentication

appear. These fields are already filled in based on the account information you
entered. In most cases, the information displayed is correct; however,
occasionally your authentication username and/or password is different from
your account username or password.

Sockets Layer, or SSL)

. If you select this option, username and password fields

b. Select Done.

Done

Testing your new account

After you finish setting up a new email account, the Inbox of the account you just created is
displayed. You can test whether the email account is set up and working properly by getting

messages.

VersaMail® application 25

CHAPTER 2 Working with Email Accounts

Editing an account

Tip

You can also edit an
account by selecting Start
in the lower-left corner of
your computer screen,
selecting Programs,
navigating to palmOne,
and then selecting
VersaMail Setup. Select
the username associated
with the account, click the
Edit an existing account
button, and then click
Next. Edit the information
on the account
information screens.

As with setup, you can edit an account either on your computer or on your device.

Editing an account on your computer

WINDOWS ONLY

0

1 Select the account to edit:

a. Select HotSync

computer screen.

b. Select Custom, and then select VersaMail.

c. Click Change, and then select the name of the account to edit in the pane on

the left of the screen.

®

Manager in the taskbar in the lower-right corner of your

2 Select one of the following:

Delete Account Click the button and click to confirm the deletion.

Edit Account Click the button and edit the account settings on the following

screens.

Advanced Click the button and edit the advanced account settings on the
following screens.

Done

VersaMail® application 26

CHAPTER 2 Working with Email Accounts

Editing an account on your device

0

1 Select the account you want to

edit:

a. Open the menus .

b. Select Accounts, and then

select Account Setup.

c. Select the name of the

account to edit, and then
select Edit.

2 The same series of screens appears for editing an account as for creating an

account. Go through the screens by selecting Next, and change the entries you

want to edit on the appropriate screens.

Done

VersaMail® application 27

CHAPTER 2 Working with Email Accounts

Deleting an account

Tip

Synchronize your device
with your computer to
free up the memory
associated with an
account after you delete
it.

Tip

You can also delete an
account on a Windows
computer by selecting
HotSync Manager in the
taskbar in the lower-right
corner of your computer
screen, selecting Custom,
selecting VersaMail, and
then selecting Change.
Select the account you
want, then click Delete
Account.

When you delete an account in the VersaMail application, the account is removed from your
device. The account still exists on the server. For example, deleting your Yahoo! account from the
VersaMail application deletes the account only from your device. Your email account still exists at
Yahoo.com.

You can delete all but one of your email accounts; you must have at least one account.

0

1 Select the account you want to

delete:

a. Open the menus .

b. Select Accounts, and then

select Account Setup.

c. Select the name of the

account to delete, and then
select Delete.

2 Delete the account:

a. Select Yes in the Delete

Account dialog box to delete
the account and all associated
email messages.

b. Select OK.

Done

VersaMail® application 28

CHAPTER 2 Working with Email Accounts

Adding ESMTP to an account

Tip

If you need to enter new
authentication
information, enter your
username, select the
Password box, enter a
password, and then
select OK. Check with
your email service
provider for
authentication username
and password
information.

Some services require ESMTP authentication to validate your username and password on an
SMTP server. If you aren’t sure if your ISP or web email provider supports ESMTP, check with your
email provider.

0

1 Select the account to which you

want to add ESMTP:

a. Open the menus .

b. Select Accounts, and then

select Account Setup.

c. Select the name of the

account, and then select Edit.

2 The same series of screens appears for editing an account as for creating an

account. Go through the screens by selecting Next, and check the

Authentication box on the advanced outgoing mail options screen.

Done

VersaMail® application 29

CHAPTER 3

I

Getting and Reading Messages

n this chapter

Getting email messages

Auto Sync with notification

Inbox icons in the VersaMail
application

Setting preferences for
getting messages

Reading email messages

Adding or updating a contact
directly from a message

Getting email messages

When you get messages, you can choose to see only the subjects of your email (which include
message size, sender, and subject), so that you can decide if you want to download the entire
message. Or you can choose to get the entire message for all of your incoming email.

NOTE

using a Microsoft Exchange ActiveSync account to synchronize email and Calendar information
with Microsoft Exchange Server 2003.

0

See Working with

Microsoft Exchange ActiveSync® for special considerations when

1 Go to Applications and select VersaMail .

2 [ & ] OPTIONAL If you are using a VPN connection, connect to your VPN.

Continued

VersaMail® application 30

CHAPTER 3 Getting and Reading Messages

Tip

To get and view
messages for a different
account, open the
Accounts menu and
select the account you
want. Select the folders
pick list in the upper-right
corner of the screen, and
then select Inbox to
display messages in the
Inbox.

3 Choose whether to get message

subjects only or full messages:

a. Open the menus .

b. Select Accounts, and then

select the account you want.

c. Select Get or Get & Send.

Tip

For IMAP accounts, you
have the option of

wirelessly synchronizing
mail folders if the Get

Mail Options dialog box
is displayed.

4 [ & ] OPTIONAL If you have selected Ask Every Time in VersaMail

Preferences, select whether to download subjects only or entire messages.

Done

A list of your messages appears in the Inbox.

®

Auto Sync with notification

You can set up VersaMail to automatically download new email messages to your device with the
Auto Sync feature.

If Auto Sync downloads any new messages, your device lets you know with a sound or vibration.
A list with the number of new messages retrieved appears on the Reminders screen.

The Auto Sync feature downloads only the first 3KB of each message. You can select the More
button on the message screen to download the entire message.

VersaMail® application 31

CHAPTER 3 Getting and Reading Messages

Did You Know?

If more than one
scheduled Auto Sync
happens at the same time
(for example, for two
separate email accounts),
Auto Sync performs any
past-due Auto Sync first,
then current Auto Sync
retrievals according to
the order of email
accounts in the Accounts
menu list.

Auto Sync recognizes any filter criteria
don’t meet these filter criteria are not downloaded during Auto Sync. You need to turn off all filters
and manually retrieve these messages.

NOTE

using Auto Sync with a Microsoft Exchange ActiveSync account to synchronize email and
Calendar information with Microsoft Exchange Server 2003.

See Working with

Microsoft Exchange ActiveSync® for special considerations when

you set up for downloading messages. Messages that

Scheduling Auto Sync

You can set up different schedules for each of your email accounts, but you can set up only one
schedule for each account. For example, if you set up a schedule to get mail on weekdays for your
Yahoo! account, you can’t set up a separate schedule for weekends for that account.

Auto Sync may not work with your specific VPN connection
preferences include encrypting databases on the device.

0

. It also doesn’t work if your security

1 Select Auto Sync for a given

account:

a. Open the menus .

b. Select Options, and then

select Preferences.

c. Select Auto Sync, and then

check the Sync automatically
box.

Continued

VersaMail® application 32

CHAPTER 3 Getting and Reading Messages

Tip

You should manually
retrieve any messages
using Get or Get & Send
after setting up a
scheduled Auto Sync.
Then, only new messages
are retrieved during Auto
Sync.

2 Set schedule options:

Interval Select the Every pick list and select the time interval, from 5 minutes
to 12 hours. Note that if you set a more frequent interval, you may need to
recharge your device’s battery more often.

Start/End Time Select the Start and End Time boxes, and then select the hour,
the minute, and AM or PM to enter the time for the first and last Auto Sync to
take place. Select OK.

Days Select 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 email account.

3 Select OK.

4 [ & ] OPTIONAL Select Get or Get & Send.

Done

Auto Sync notifications

The Auto Sync feature provides two types of notifications during and after it gets messages:

Alerts You can choose to have your device alert you
when a new message arrives in your account.

Reminders screen If Auto Sync discovers and downloads new messages for an email account, a
notification appears on the Reminders screen
new messages. If Auto Sync is scheduled for more than one account, a separate notification
appears for each account.

VersaMail® application 33

, telling you the account name and the number of

with a beep or alert sound, or by vibrating,

CHAPTER 3 Getting and Reading Messages

Setting alert options

Did You Know?

Any custom sound you
install on your device
appears on the Alert
Sound pick list.

Tip

You can follow these
steps to change the alert
sound at any time.

Tip

You can also adjust the
volume of the alert
sound.

You can choose an alert—such as a bird, a phone, or an alarm—to let you know when new email
arrives.

0

1 Open the Alerts screen:

a. From the Inbox or another

folder, open the menus .

b. Select Options, and then

select Preferences.

c. Select Auto Sync, and then

select Alerts.

Continued

VersaMail® application 34

CHAPTER 3 Getting and Reading Messages

Did You Know?

If you are in the Inbox and
an Auto Sync downloads
new messages, those
messages do not appear
on the Reminders
screen—since you can
already view them in the
Inbox.

2

Select alert options:

a. Check the Alert me of new mail

box.

b. Select the Alert Sound pick

list, and then select a sound.
The device plays a brief demo
of the sound.

c. To receive alerts of successful Auto Sync retrievals only, uncheck the Alert

me of failures box. Leave the box checked if you want to receive alerts for
both successful and failed Auto Sync retrievals.

d. Select OK.

Done

Viewing and using the Reminders screen

The Reminders screen on your device shows info about new email messages. It also shows alerts
from other applications, such as Calendar appointments.

To view the Reminders screen, select the blinking asterisk when it appears in the upper-left
corner of any screen.

You can do any of the following:

• Check the box to clear a reminder from the list.

• Select 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.

VersaMail® application 35

CHAPTER 3 Getting and Reading Messages

Tip

If the Reminders screen
shows an Auto Sync error
message for an account,
select the message to
view more detailed
information about the
error. You can choose to

disable notifications for
Auto Sync failures.

• Select Done to close the Reminders screen and return to whatever you were doing on your
device before the Reminders screen appeared.

• Select Clear All to delete all reminders on the Reminders screen.

When a notification appears on the Reminders screen, select it to go to the Inbox of that account,
or launch the VersaMail application and go to that account. Once you open the Inbox, any new
messages are removed from the Reminders screen, even if you don’t open them. Auto Sync then
starts at the next scheduled interval, with the Reminders screen counter reset to 1.

Auto Sync retries

If the interval for a scheduled Auto Sync is set at “Every 1 hour” or less frequently, and an Auto
Sync fails for any reason, the VersaMail application tries to retrieve email every 30 minutes until
either the next scheduled Auto Sync occurs or the end time for scheduled email retrieval is
reached. If the interval is set for more frequently than “Every 1 hour,” the VersaMail application
waits until the next scheduled Auto Sync.

Resource issues with Auto Sync

The Auto Sync feature can cause the following resource constraints:

Decreased battery life If you set the Auto Sync interval for more often than once per hour, your
device’s battery charge may drain more quickly, and you may need to recharge the battery more
frequently.

Increased monthly charges Some wireless providers charge a fee for data transactions. If you
use one of these providers, using the Auto Sync feature can substantially add to your monthly
charges. This is especially true for POP accounts, because POP messages take longer to download
than IMAP messages.

VersaMail® application 36

CHAPTER 3 Getting and Reading Messages

Inbox icons in the VersaMail application

The icons to the left of a message in the Inbox tell you 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.

Downloaded message has been marked high priority by the sender.

Setting preferences for getting messages

0

1 Open the Delivery Options preferences:

a. In the Inbox or on another folder screen, open the menus .

b. Select Options, and then select Preferences.

c. Select Delivery Options.

Continued

VersaMail® application 37

CHAPTER 3 Getting and Reading Messages

Did You Know?

The POP protocol does
not support retrieval of
unread mail only from the
server. If you have a POP
email 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 box is checked.

2 Select preferences:

Get Select whether to get
message subjects only or entire
messages.

Ask Every Time Displays a dialog
box for choosing subjects only or
entire messages each time you
retrieve email. If it is unchecked,
messages are retrieved according
to the option you select in the Get
pick list.

Get only unread messages (IMAP account only) Check the box to download
only unread mail to your device. If you don’t choose this option and you select
Get & Send, all of your messages on your provider’s mail server are
downloaded to your Inbox, including messages you have already read.

Mail from last X days Get messages sent within the number of days you
specify (default is 7).

Download attachments Causes files attached to email to be automatically
downloaded to your device. Attachments that exceed the maximum message
size cannot be downloaded.

Continued

VersaMail® application 38

CHAPTER 3 Getting and Reading Messages

Did You Know?

Basic HTML includes
bold, italics, colored
words, bullet and
numbered lists, and so
on.

In an HTML message,
certain types of graphics
(for example, JPEG or GIF
files) may be displayed as
a URL in the body of the
email message. In some
cases, you can select the
URL to open the graphic.

Tip

Because downloading
large messages can
consume device
resources, the VersaMail
application displays the
size of the message and
asks if you want to
continue downloading
any message that
exceeds your maximum
message size, up to a
total size of 5MB.

Cont’d

Maximum message size To limit the maximum size of an incoming email
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 any
size up to 5000KB (approximately 5 megabytes, or 5MB), including attachments.
The maximum message size that you can retrieve is 60KB for the body text and
approximately 5MB of total data for any attachments.

Message Format Lets you retrieve messages in HTML or plain text format. If
you choose HTML, any messages sent to you in HTML format are displayed
with basic HTML formatting intact. Other messages are displayed as plain text.
If you choose Plain Text, all messages are displayed as plain text, regardless of
the format in which they were sent. The default setting is HTML.

NOTE

all 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

Done

VersaMail® application 39

CHAPTER 3 Getting and Reading Messages

Reading email messages

Tip

If you use the 5-way
navigator to select and
open a message, press
Center after reading the
message to close it and
return to the folder where
you started.

Tip

Highlight a message and
press Right on the 5-way
to open a menu of
message commands such
as forward, reply, and
delete.

Tip

Change the font size of a
message you are reading
by opening the Options
menu and selecting Use
smaller font or Use
standard font.

To read email, select the email message in the Inbox or the folder where the message is located.

Select to read

If you chose to get messages by subjects only
email 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.
Select the More button to view the entire message.

If you chose to get entire messages, the body of the message is displayed. However, if the
downloaded message exceeds your maximum message size, only part of the message is
displayed. Select the More button to view the entire message.

, select the More button to view the body of the

Select More to view
the entire message

VersaMail® application 40

CHAPTER 3 Getting and Reading Messages

Adding or updating a contact directly from a message

Tip

You can also update an
existing Contacts record
with a new email address,
or create a second
Contacts record for a
name that has an existing
record. The procedure is
the same as for adding a
new Contacts record. If
you select Add to
Contacts from an email
message and a record
already exists for the
recipient name, you are
prompted either to
update the email address
for the recipient or to
create a new record for
the recipient.

You can add an email address into Contacts directly from the body of a received email message.

0

1 Open the Add Contact dialog box:

a. Open the message you want.

b. On the message screen, open the menus .

c. Select Options, and then select Add to Contacts.

2 [ & ] OPTIONAL If a Display Name exists for this Contacts record, the dialog

box displays the name in the Last name and First name fields.

If the Last name and First name fields are blank, enter the first and last name
associated with the “From” email address.

3 Select OK to add the email address to Contacts, and then select OK in the

confirmation dialog box.

Done

VersaMail® application 41

CHAPTER 4

I

Sending Email Messages

n this chapter

Sending an email message

Addressing a message

Attaching a personal
signature

Sending an email message

0

1 Go to Applications and select VersaMail .

2 Open a new message:

a. Open the menus .

b. Select Accounts, select the account you want, and then select New.

Continued

VersaMail® application 42

CHAPTER 4 Sending Email Messages

Tip

To mark an outgoing
message as high priority,
on the message screen,
open the Options menu
and select Set Priority To
High.

Did You Know?

If you turn off your device
or go outside a coverage
area while a message is
still in the Outbox, the
VersaMail
will try to send the
message when you turn
your device back on or re­enter a coverage area.

®

application

3 Address and compose your

message:

a. Enter the recipient’s email

address.

b. In the Subject field, enter the

subject of your email.

c. In the area below the Subject line,

enter the text of your email.

4 [ & ] OPTIONAL Attach one or more files to send with your message.

5 Select one of the following options to send your message:

Send Sends the email immediately. If the message does not send successfully
on the first attempt, it is moved to the Outbox.

Outbox VersaMail features a “Live Outbox”—if a message can’t send
successfully the first time, the message is stored in the Outbox and VersaMail
keeps trying to send the message until it is successful.

Drafts Saves your message so you can work on it at another time.

Done

VersaMail® application 43

CHAPTER 4 Sending Email Messages

Addressing a message

Tip

Continue typing until the
entry you want is
automatically entered on
the To line. For example,
if you have a Joe Smith
and a Joan Smith in
Contacts (and no other
names starting with J),
once you type “Joe,” the
entry “Joe Smith” is
entered on the To line
with the correct email
address.

Tip

Tap the email header icon
in the upper-right corner
of the screen to display
the cc: and bcc: fields.

You can address an email message in any of the following ways:

• Use Smart Addressing

• Enter addresses directly

• Enter addresses from Contacts

Entering an address using Smart Addressing

Smart Addressing completes a recognized email address.

0

1 On the New Message screen, navigate to or tap in the To field.

2 Start entering the person’s name.

Smart Addressing displays
matching names and email
addresses from Contacts.

Continued

Email header

VersaMail® application 44

CHAPTER 4 Sending Email Messages

Tip

You can’t see the whole
list of addresses in a field
if the list is longer than
two lines. To see the
whole list, select the word
To, cc, or bcc.

3 When the name you want appears, select it to enter it on the To line.

Done

Tip

It's OK to enter commas
instead of semicolons
between addresses,
because they’re changed
to semicolons. But you
can't use other
punctuation or no
punctuation between
addresses.

Entering an address directly in the To field

0

1 On the New Message screen, select or navigate to the To field.

2 Enter an address using one of

the following methods:

To f i e l d Enter the address, and
then select Done. For multiple
addresses, enter a semicolon (;)
and then a space between
recipient names.

Continued

VersaMail® application 45

CHAPTER 4 Sending Email Messages

Did You Know?

When you put addresses
in the copies (cc:) field,
they are visible to all
other recipients.
Addresses in the blind
copies (bcc:) field are
hidden from all other
recipients.

Tip

As with Smart
Addressing, when you
begin to enter a name or
address on the Recipient
List screen, VersaMail
displays any matching
entries from Contacts.
Select the match you
want to automatically
enter it in the Recipient
List.

Cont’d

Entering an address using Contacts

You can enter a recipient’s address by using the Lookup screen to select the address. The names
and addresses on the Lookup screen come from Contacts.

0

1 Open the Lookup screen:

Recipient List Select To and
enter the name or address on the
Recipient List screen, and then
select Done. Use the shortcut
buttons at the bottom of the
screen for quick address entry.
For multiple recipients, enter a
semicolon (;) and then a space
between recipient names.

Done

a. On the New Message screen, select the word To.

b. On the Recipient List screen, select Lookup.

Continued

VersaMail® application 46

CHAPTER 4 Sending Email Messages

2 Enter the address:

a. On the Address Lookup

screen, select the address you
want, and then select Add.

b. Select Lookup and repeat step

(a) for each address you want
to add.

Done

Attaching a personal signature

You can attach a personal signature, with info like your company's address and telephone number,
to the bottom of all messages you send.

0

1 Open the VersaMail Preferences:

a. From the Inbox or on another folder screen, open the menus .

b. Select Options, and then select Preferences.

c. Select Signature.

Continued

VersaMail® application 47

CHAPTER 4 Sending Email Messages

2 Add a signature:

a. Check the Attach Signature

box.

b. Enter your signature

information, and then select
OK.

Done

VersaMail® application 48

CHAPTER 5

I

Managing Your Messages

n this chapter

Working with email folders

Forwarding an email
message

Replying to an email
message

Working with URLs, email
addresses, and phone
numbers in a message

Deleting a message

Emptying the trash

Marking messages as read or
unread

Working with email folders

By default, the VersaMail® application displays the messages in an account’s Inbox folder. You can
easily view the messages in a different folder. You can also customize the appearance of the
message list in your email folders, move messages between folders, and create and edit folders.

Viewing another folder

0

1 On a folder screen, select the

folders pick list in the upper-right
corner of the screen.

2 Select the folder you want to view.

Done

VersaMail® application 49

CHAPTER 5 Managing Your Messages

Customizing the appearance of the message list

Did You Know?

The customization
options you choose apply
to all email folders, not
just the one you are in.

Tip

Select Sort on the
message list to quickly
sort the list by date,
subject, or sender.

You can change display options on the message list, as well as the size of columns in the list.

NOTE

0

1

2

Changing column size is available for one-line message view only.

In the Inbox or on another folder screen, select Display.

Customize any of the following:

Sort by Select the Sort by pick list,
and then select the column name.
Default is Date.

Sort order Select Descend or
Ascend. Default is Descend.

One- or two-line column view

Select the Show pick list, and then
select one-line or two-line view. Default is two-line.

Columns shown Check the box under the Show pick list for each column you
want to show. The column options change depending on whether you choose a
one-line or a two-line view. Defaults are Sender, Date, and Subject.

Font Select the Font field. Select each pick list in the Select Font dialog box
(Font, Size, Style) and select the option you want. Default is Palm 9 Plain.

Unread and read message color Select the Read and Unread pick lists, and
then select the color you want for each type of message. Default is black.

Continued

VersaMail® application 50

CHAPTER 5 Managing Your Messages

3

Select OK.

4 If you selected one-line view in

step 2, change the size of
columns in the message list:

a. Tap on the column divider.

b. Drag the column divider to

change the width of the
column.

Done

Column divider

VersaMail® application 51

CHAPTER 5 Managing Your Messages

Moving messages between folders

Tip

You can use the 5-way to
move a single message.
Select the message you
want to move, press Right
to open the Message
menu, and then select
Move To. Then select the
folder you want from the
folders list.

Tip

To select a group of
adjacent messages, drag
the stylus to the left of the
message icons.

Tip

You can also open the
menus, select Message,
and then select Move To.

You can move one or more email messages between folders.

0

1 In the Inbox or on another folder

screen, select the folder pick list
in the upper-right corner and
select the folder containing the
message(s) you want to move.

Continued

VersaMail® application 52

CHAPTER 5 Managing Your Messages

2 Move a single message:

a. Tap the envelope icon to the left of the message you want to move, and then

select Move To from the list.

b. On the folders list, select the destination folder you want.

3 Move multiple messages:

a. Tap to the left of the icon for each message you want to move. A checkmark

appears next to each selected message.

b. Tap a message icon next to a selected message, and then select Move To on

the list.

c. On the folders list, select the destination folder you want.

4 Select OK.

Done

VersaMail® application 53

CHAPTER 5 Managing Your Messages

Creating and editing mail folders

The VersaMail application has certain preset folders, such as Inbox, Outbox, Sent, Drafts, and
Trash. You can create new folders so that you can store email messages by subject, person, or
project.

0

1 In the Inbox or on another folder screen, select the folder pick list in the upper-

right corner, and then select Edit Folders.

2 Do one of the following:

Create a new folder Select New,
and then enter the new folder name.

Rename a folder Select the
folder name from the list on the
screen, select Rename, and then
enter the new folder name.

Delete a folder Select the folder
name from the list on the screen, and
then select Delete.

NOTE

rename, or delete) to take place on the server as well as on your device.

For IMAP accounts only, check the box if you want the change (create,

3 Select Done.

Done

VersaMail® application 54

CHAPTER 5 Managing Your Messages

Forwarding an email message

0

Did You Know?

You can forward email
messages from any
folder other than the
Outbox folder.

1 On a folder screen, select the folder pick list in the upper-right corner, and then

select the folder that contains the message you want to forward.

Did You Know?

Forwarded messages are
always sent as text only,
even if you received the
original message in
HTML format.

2 Select the message to forward:

a. Select the email message to

open it.

b. Select Forward (Fwd).

Select Forward

3 Address and send the message.

Done

VersaMail® application 55

CHAPTER 5 Managing Your Messages

Replying to an email message

Did You Know?

Replies are always sent as
text only, even if you
received the original
message in HTML format.

Tip

From the message
screen, you can also
select Reply from the
Options menu.

Tip

To reply to a message
from the message list, tap
the envelope icon next to
the message you want,
and then select Reply on
the list. Or open the
Options menu and select
Reply.

You can reply to an email message as you are reading it, or you can reply to messages in the
message list.

0

1 Select the message you want to reply to.

2 Create the reply:

a. Select Reply.

b. Select whether to reply to the sender only or to all message recipients from

the menu.

c. Enter a reply.

3 Select Send to send the reply now, Outbox to send it later, or Drafts to work on

it later.

Done

VersaMail® application 56

CHAPTER 5 Managing Your Messages

Setting reply preferences

You can set reply preferences including whether to include the original message text in a reply, as
well as the name and email address to show on your reply. The preferences you set apply to all
reply messages you send.

0

1 Open Reply Options preferences:

a. In the Inbox or on another folder screen, open the menus .

b. Select Options, and then select Preferences.

c. Select Reply Options.

Continued

VersaMail® application 57

CHAPTER 5 Managing Your Messages

2 Set the preferences you want:

Message text Select whether to
include original message text with
a reply.

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

Reply to Address with Enter the
email address that you want
recipients to see and reply to on your email messages, only if this is different
from the email address from which you are sending the message. For example,
if you are sending a message from [e-mail] but you want recipients to
reply to [e-mail], enter the reply-to address here. Reply to Address
makes it look as though the email came from the address you entered.

BCC Check the BCC box to send a blind copy of any email message you send
to another email address. The blind copy email 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 device to be sent to your corporate email account, enter that
email address.

Done

VersaMail® application 58

CHAPTER 5 Managing Your Messages

Working with URLs, email addresses, and phone numbers in a message

Tip

In HTML messages,
URLs, email addresses,
and phone numbers
appear as blue
underlined text. In text
messages, most URLs
begin with “http://” or
“www.” To view a page or
file associated with a URL
that does not begin with
“http://” or “www.,” select
the URL, copy it, and
paste it into the address
bar in the web browser.

Tip

To receive an alert
confirming that you want
to delete a message,
open the Preferences
menu, select Deletion,
and check the Confirm
deletions box.

In email messages you receive, you can do the following:

• Select a URL to view the web page or file associated with the URL. Selecting the URL opens the
web browser on your device to view the page or file.

• Select an email address to open a new message screen with the address in the To field.

• Select a phone number to dial the number.

Deleting a message

You can delete email 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 Tr a s h

0

folder.

1 On a folder screen, select the folders pick list, and then select the folder that

contains the message you want to delete.

2 Select the bullet next to the icon of each message that you want to delete. To

select adjacent messages, drag the stylus across the bullet to the left of each
message. Lift the stylus and drag again to select more adjacent messages.

Continued

VersaMail® application 59

CHAPTER 5 Managing Your Messages

Tip

There are a few alternate
ways to delete a
message: Select the
message in the message
list and press Backspace,
or select the message
icon next to a message
and select Delete from
the menu.

Tip

To delete messages on
the server when you
empty the trash on your
device, select the Delete
Msgs on Server setting in
VersaMail Preferences.
Many email providers
have size restrictions for
mail storage. If your
mailbox on the server
becomes full, messages
are returned to the
senders.

3 Delete the message or messages:

a. Open the menus .

b. Select Delete from the Message menu.

c. Select Also delete message(s) on server if you want to delete the messages

from the server now.

[

! ]

IMPORTANT

and view it again later.

d. Select OK.

Done

Deleting old messages

0

1 Open the Delete Old Messages dialog box:

a. On a folder screen, open the menus .

If you delete a message on the server, you cannot retrieve it

b. Select Delete Old from the Message menu.

Continued

VersaMail® application 60

CHAPTER 5 Managing Your Messages

Did You Know?

Messages you delete
from a folder move to the
Trash folder and remain
there until you empty the
trash.

2 Choose settings for deleting old

messages:

a. Select the Folder pick list, and

then select the folder that
contains the messages you
want to delete.

b. Select the Older than pick list,

and then select One Week,
One Month, or Choose Date. If
you select Choose Date, select
a date from the calendar.

3 Delete messages:

a. Select Delete.

b. Select Also delete message(s) on

server if you want to delete the
messages from the server now.

[

! ]

IMPORTANT

and view it again later.

c. Select OK.

Done

VersaMail® application 61

If you delete a message on the server, you cannot retrieve it

CHAPTER 5 Managing Your Messages

Emptying the trash

Tip

You can set a preference
to automatically empty
the trash.

Did You Know?

Many email providers,
such as Yahoo!, have size
restrictions for mail
storage. If your mailbox
on the server becomes
full, messages are
returned to the senders.

When you delete a message, it moves to the Trash folder. Deleted email accumulates in the Trash
folder and takes up space on your device. To increase memory, you should empty the trash
regularly.

0

1 Open the Empty Trash dialog box:

a. On a folder screen open the menus .

b. Select Empty Trash from the Message menu.

NOTE

want to delete the trash.

If you select to automatically empty the trash

, a message asks if you

2 [ & ] OPTIONAL Select Details to see how many messages are in the trash and

whether the messages are set to be deleted on the server.

3 Select one of the following options for emptying the trash:

To delete messages from your device as well as from the server Select Both.
Select Yes if you want to update the server now.

To delete the message from only your device now Select Device.

Done

VersaMail® application 62

CHAPTER 5 Managing Your Messages

Setting the trash to be emptied automatically

0

Did You Know?

By default, trash is set to
be emptied automatically,
and the time interval is
set at Older Than 1 Day.

1 Open the Deletion preferences:

a. Open the menus .

b. Select Options, and then select Preferences.

c. Select Deletion.

2 Select the settings for automatically

emptying the trash:

a. Check the Auto-Empty Mail from

Trash box if it is not checked.

b. Select the pick list, and then select

one of the following:

• Select Immediately if you want the
trash emptied automatically each
time you delete messages.

• Select a time period if you want messages emptied from the trash
periodically.

c. Select OK.

Done

VersaMail® application 63

CHAPTER 5 Managing Your Messages

Marking messages as read or unread

Did You Know?

In one-line view, read
messages appear in plain
text in the message list;
unread messages appear
in bold text.

Did You Know?

POP mail servers do not
support the read or
unread message feature.
For POP accounts,
messages that you mark
appear in plain or bold
text on your device, but
the difference is not
recognized on the server.

When you select a message to read it, it is automatically marked as read. You can also manually
mark messages as read or unread.

0

1 Select the message or messages to mark:

a. In the Inbox or on another folders screen, select the folders pick list, and then

select the folder containing the message you want to mark.

b. Select the icon next to the message you want to mark. To mark multiple

messages, select the bullets next to the messages you want to mark.

2 Do one of the following to mark

the message or messages:

Single message Select Mark
Read or Mark Unread on the list.

Multiple messages Open the
menus , select Message, and
then select Mark Read or Mark
Unread.

Continued

VersaMail® application 64

CHAPTER 5 Managing Your Messages

Tip

Selecting Both and then
OK also processes any
other pending actions on
the server, such as
deleting messages in the
Trash folder.

3 For IMAP accounts only, select one

of the following:

To mark the messages as read or
unread on your device only

Select Device.

To mark the messages on both your
device and the server and have the
messages marked on the server immediately Select Both, and then select OK

on the confirmation screen.

To mark the messages on both the device and the server and have the
messages marked on the server the next time you synchronize or connect to
the server Select Both, and then select Cancel on the confirmation screen.

Done

VersaMail® application 65

CHAPTER 6

I

Working with Attachments

n this chapter

Working with a downloaded
attachment

Attaching files to outgoing
messages

Email may contain attached files, such as Microsoft Word documents, photos, or videos, that you
want to save, view, or install on your device. When you receive a message that has an attachment,
the VersaMail
attachment.

Attachment file types you can download and open include photos and videos; Microsoft Word,
Excel, and PowerPoint files; ringtones; HTML pages; text files; and information from applications
on your device such as Contacts, Calendar, and Tasks.

You can also work with attached Palm OS
well as compressed ZIP files that contain other files.

For other types of files, your device may contain a viewer that can open and view attachments for
that file type. If your device contains such a viewer, you can open the attachment; if your device
doesn’t have such a viewer, you can’t open the attachment. Among the file types that may be
supported are MP3 and AAC files.

®

application scans your device to see if you have an application that can open the

®

applications and related files (PRC and PDB files), as

VersaMail® application 66

CHAPTER 6 Working with Attachments

Working with a downloaded attachment

Tip

If an attachment is not
downloaded, the paper
clip does not appear on
the envelope icon. You
need to open the
message and download
the complete message to
see if there are any
attachments.

Did You Know?

You can download a
maximum of 10
attachments for any
received messages,
regardless of message
size.

In the message list, a paper clip on a message’s envelope icon indicates that the message has an
attachment that has been downloaded. You can save an attached file or view, edit, or install the
file, depending on the file type.

0

1 In the Inbox, select the message

with the attachment.

Paper clip

2 [ & ] OPTIONAL If you choose to get messages by subject only, or if you

choose to get entire messages but the message plus any attachments exceeds
your maximum message size, select More to view the body of the email
message plus any attachments. If prompted, select Yes if you want to download
an attachment that exceeds your maximum message size.

Continued

VersaMail® application 67

CHAPTER 6 Working with Attachments

Tip

Because downloading
large messages can
consume device
resources, the VersaMail
application displays the
size and asks if you want
to continue downloading
any message that
exceeds your maximum
message size, up to a
total size of 5MB.

3 Select the attachment you want

from the list at the bottom of the
screen, and then do one of the
following:

To open the attachment in the
default viewer Ta p th e

attachment name.

To open the attachment menu

Tap the folder icon to the left of
the attachment name.

4 [ & ] OPTIONAL If you open the

attachment menu, select Save to
card to save the attachment to an
expansion card, or do one of the
following, depending on the
attachment file type:

Viewable file: text, Word document,
task, HTML, graphic, and so on

Select View to view the attachment,
or select Select Viewer to choose a
viewer for that attachment. For example, if you have two photo viewing
applications on your device and you select a photo attachment on the list, you
can select which application to use to view the photo.

Continued

VersaMail® application 68

CHAPTER 6 Working with Attachments

Cont’d

Palm OS application or database file (PRC or PDB) Select View. The file is
installed automatically.

Compressed Zip file Select Unzip. The file uncompresses, and the files it
contains are listed. Select the name of the file you want, and then select Save,
View, or Install.

5 When you finish with the attachment, do one of the following:

Done button appears on screen Select Done. This returns you to the list of
attachments, where you can select another attachment.

No Done button appears Go to Applications and select VersaMail to
return to the Inbox of the account you were in.

Done

VersaMail® application 69

CHAPTER 6 Working with Attachments

Attaching files to outgoing messages

Tip

If you open a message
from the Drafts folder,
you must first select Edit
before you can add an
attachment.

Did You Know?

You can attach a file to
forwarded messages and
replies as well as
messages you create.

Tip

You can also attach files
from an expansion card
inserted in your device’s
expansion slot.

You can attach files on your device to email messages you send. For example, you can attach
photos or videos; Word, Excel, and PowerPoint files; and entries from Contacts, Calendar, Memos,
and Tasks.

The maximum size message you can send is 60KB for the body text and approximately 5MB of
total data for any attachments. The maximum number of attachments for any email message is
ten, regardless of the attachments’ total size.

NOTE

types of files.

0

1 On the New Message screen, tap

The procedure for attaching photos and videos

the red paper clip icon in the
upper-right corner.

Continued

is slightly different from that for other

Tap here

VersaMail® application 70

CHAPTER 6 Working with Attachments

Did You Know?

If you have an expansion
card inserted in your
device’s expansion slot,
select Files on Card to
view all file types on the
card. You can select a
particular file type, or
select All Files to view all
files on the card.

2 Attach the file:

a. Select the Type pick list, and then select the file type. VersaMail displays all

file types on your device that you can attach to an email message.

Tip

To remove an attachment
from an email message,
select the attached file in
the Attachments box, and
then select Delete.

b. Select the file that you want to attach, and then select Add or Attach. The

selected file appears in the Attachments box.

NOTE

attach appear in the box at the top of the Attachments screen. For others—for
example, Word or Excel files—a new screen appears from which you can select
the file to attach.

c. Repeat steps a and b for each attachment you want to add, and then select

Done.

0

VersaMail® application 71

For some file types—for example, addresses or memos—the files to

Done

CHAPTER 6 Working with Attachments

Attaching photos and videos

0

1 Open the Attachments screen:

a. On the message screen, open the menus .

b. Select Options, and then select Attachment.

2 Attach the photo or video:

a. Select the Type pick list, and then select Photo/Video.

b. On the Select Media screen, select the Album pick list to go to the album

containing the photo or video you want, and then select the check box next
to each photo or video you want to attach. To attach a photo or video from an
expansion card, select the card name from the Album pick list.

c. Select Done.

Done

VersaMail® application 72

CHAPTER 7

I

Advanced Topics

n this chapter

Creating and using filters

Setting connection
preferences

Setting server preferences

Changing email header
details

Synchronizing IMAP mail
folders wirelessly

Working with root folders

Using Secure Sockets Layer
(SSL)

Creating and using filters

Filters provide efficient ways to manage email retrieval and storage. When you select Get or Get &
Send, filters determine which email messages are downloaded to your device and in which folder
the downloaded messages are stored.

[

! ]

IMPORTANT

to your device. You don’t see any other messages that have been sent to you, even in your Inbox.
To avoid this, you must set up two filters. For example, suppose you create a filter to have all
messages with “onlinebroker” in the From field moved to your Finance folder. You must then
create a second filter specifying that all mail NOT containing “onlinebroker” in the From field
should be moved to the Inbox (or other folder you designate). If you don’t create this second filter,
only messages containing “onlinebroker” in the From field are downloaded to your device.

If you create a filter, only messages that meet the filter criteria are downloaded

VersaMail® application 73

CHAPTER 7 Advanced Topics

Tip

Use filters to organize
your incoming messages.
For example, create a
filter so that whenever
you receive email about
sales meetings, it goes
immediately into a folder
you create called Sales.
Or create a filter so that
stock quotes sent to you
by your online brokerage
service go to a folder you
create called Finance.

0

1 Go to Applications and select VersaMail .

2 Open the Filters dialog box:

a. In the Inbox or on another folder screen, open the menus .

b. Select Options, and then select Preferences.

c. Select Filters.

d. Select New.

Continued

VersaMail® application 74

CHAPTER 7 Advanced Topics

Did You Know?

Filters you create on your
device also apply when
you synchronize
email on your device with
email on your computer.

3 Enter the filter information:

a. Enter a short description of the

b. Enter filter criteria:

To p i ck l i s t Select the message
header field with the information
contained in the edit line: To,
From, Subject, cc, Size.
For example, you might select
From to download only messages from a particular sender.

Contains pick list Select a filter action: Contains, Starts with, Does NOT
Contain.

Edit line Enter the text that must be found in the header field. For example, if
you want to sort email with the subject Sales, enter “Sales.” If you enter more
than one criteria, separate each with a comma—for example, Sales, New York.

filter in the Name field.

Then get mail and move to pick list Select the folder or mailbox into which
you want your filtered email to go. You can also create a new folder for storing
the incoming email. Select Edit Folders, and then create a new folder or delete
or rename existing ones.

c. Select OK. The filter appears in the Filters list.

Done

VersaMail® application 75

CHAPTER 7 Advanced Topics

Turning filters on and off

Tip

Filters that are turned on
execute in the order in
which they appear on the
Filters list. Move filters up
and down the list to
ensure that they execute
in the correct order by
selecting the pick list to
the left of the filter name.

A filter that is turned on applies to all subsequent downloads of email until you deselect it. More
than one filter can be in effect at once. Before you download email, be sure to turn on the filters
you want and turn off those you don’t want.

0

1 Open the Filters dialog box:

a. In the Inbox or on another

folder screen, open the
menus .

b. Select Options, and then

select Preferences.

c. Select Filters. The Filters

dialog box appears with the
filters you created.

Continued

VersaMail® application 76

CHAPTER 7 Advanced Topics

Tip

If you don’t want a filter to
apply to any downloads
at all, be sure to deselect
the filter under both
Connected and
Synchronize.

2 Turn filters on or off:

a. Select the pick list in the upper-left

corner and select one of the
following:

Connected Applies a filter to
messages downloaded to your
handheld over a network connection.

Synchronize Applies a filter to
messages downloaded to your handheld when you synchronize.

b. Check or uncheck the filter boxes to select the filters you do and don’t want

to use for subsequent email transactions.

c. Select OK.

Done

VersaMail® application 77

CHAPTER 7 Advanced Topics

Editing or deleting a filter

Tip

Edit a filter to change
either its name or any of
its criteria.

0

1 Select the filter to edit or delete:

2 Do one of the following:

a. In the Inbox or on another folder screen, open the menus .

b. Select Options, and then select Preferences.

c. Select Filters, and then select the name of the filter.

Edit Revise your entry in the Name field, your selections in the pick lists, or the
text in the edit line. Select OK.

Delete Select Delete, select Yes to confirm the deletion, and then select OK.

3 Select OK.

Done

VersaMail® application 78

CHAPTER 7 Advanced Topics

Setting connection preferences

Tip

Any advanced
preferences you set are
account-specific; they
apply only to the account
you are currently in.

Tip

The default Timeout
setting is 45 seconds. It
can be any number
greater than 0 seconds;
however, if you set the
number too low, your
connection attempt may
time out before you make
a connection with the
email service provider.

0

1 Open the Connection Preferences screen:

a. In the Inbox or on another folder screen, open the menus .

b. Select Options, and then select Preferences.

c. Select Connection.

2 Select any of the following

preferences:

Timeout Sets the number of
seconds to try to connect before
timing out. To change, select the
Timeout field and enter a new
value.

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

Continued

VersaMail® application 79

CHAPTER 7 Advanced Topics

Cont’d

Disconnect on Exit Disconnects from the network only after you leave the
VersaMail
option keeps your connection active while you perform multiple transactions in
the VersaMail application, but automatically disconnects when you move on to
a different application on your device. If this option is not selected, you must
manually disconnect from your ISP.

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

Done

®

application. This feature is an alternative to Auto-disconnect. This

Setting server preferences

Server preferences differ for POP and IMAP email accounts.

0

1 Open the Server Preferences screen:

a. In the Inbox or on another folder screen, open the menus .

b. Select Options, and then select Preferences.

c. Select Server.

Continued

VersaMail® application 80

CHAPTER 7 Advanced Topics

Tip

Any server preferences
you set are account­specific; they apply only
to the account you are
currently in.

2 Select any of the following

preferences:

Leave mail on server (POP
accounts only) To get email on

your device but leave it on the
server so you can view it later on
your computer, check the Leave
mail on server box.

Root Folders (IMAP accounts
only) Defines the root folder

your IMAP server.

Deleted Mail (IMAP accounts only) Stores deleted email in the folder you
specify on the server.

Sent Mail (IMAP accounts only) Shows the name of your Sent Mail folder on
the server.

on

Delete mail on server Check this box to delete messages on your provider’s
mail server when they are deleted in the VersaMail application.

Done

VersaMail® application 81

CHAPTER 7 Advanced Topics

Changing email header details

When viewing a message in any folder, you can change the view of the message header. The
email header options are as follows:

Short header Shows sender’s name or address (From field) and subject line (Subj field).

Full header Shows the following:

Select icon to switch to full
header

• Sender’s name or email address (From field)

• Subject line (Subj field)

• Date message was composed, sent, or received (Date field)

• Size of message including any attachments (Size field)

• Recipient’s name or email address (To field)

Select icon to switch to short
header

VersaMail® application 82

CHAPTER 7 Advanced Topics

You can also switch between a short header and a full header for a message you are composing.
Short header shows the To and Subject fields only; full header shows the To, cc:, bcc:, and Subject
fields.

Select to switch to
full header

To switch between short and full headers on either a folder screen or a message screen, select the
header icon in the upper-right corner of the screen.

Select to switch
to short header

Synchronizing IMAP mail folders wirelessly

If you create an IMAP folder in an account on your device that matches a folder on the mail server,
you can wirelessly synchronize email messages that you move into or out of the IMAP folder, or
delete in the folder.

When you synchronize a folder, any email messages in the selected folder on the mail server are
downloaded to the same folder on your device. Any messages moved out of the selected folder on
your device or deleted on your device are moved or deleted in the folder on the mail server.

VersaMail® application 83

CHAPTER 7 Advanced Topics

Prerequisites for wireless IMAP folder synchronization

Did You Know?

You can synchronize
folders whose names are
up to 16 characters in
length. You can
synchronize up to 11
custom folders you
create, in addition to the
default folders Inbox,
Outbox, Drafts, Sent, and
Trash.

Depending on how you have set up IMAP folders on your device and/or the mail server, you may
have to do some steps before you can wirelessly synchronize email messages between your
device and the server, as follows:

• If you need to create a folder on both your device and the server, create the folder

device and check the Also create on server box.

• If there is a folder on the mail server but you need to create it on your device

check the Also create on server box.

You can turn folder synchronization on or off during when getting mail, or set synchronization
options from a menu.

on your

, you do not need to

Tip

If you have a folder on
your handheld that
matches a folder on the
mail server, you do not
need to do anything
before synchronizing
wirelessly.

Turning IMAP folder synchronization on or off

If you choose to display the Get Mail Options dialog box, you can turn IMAP folder
synchronization on or off in the box.

0

1 From within an IMAP email account, select Get or Get & Send.

2 Check or uncheck the Sync IMAP

Folders box, and then select OK.

Done

VersaMail® application 84

CHAPTER 7 Advanced Topics

Synchronizing device/mail server IMAP folders from the Options menu

Did You Know?

After you select the
folders to synchronize, a
connection is made to
your email service
provider to update the
server with changes from
your handheld, and to
update you device with
changes from the server.

0

1 Open the Sync IMAP Folders screen:

a. In the Inbox or on another folder screen of an IMAP account, open the

b. Select Options, and then select Sync IMAP Folders.

2 Select the folder or folders you want to synchronize from the pick list.

menus .

Done

Working with root folders

For IMAP accounts, if you want to synchronize email messages on your device with messages on
the mail server folder, you need to enter the root folder

Check with your email provider to find out the root folder for your IMAP account.

VersaMail® application 85

for the account on your device.

CHAPTER 7 Advanced Topics

Using Secure Sockets Layer (SSL)

Secure Sockets Layer (SSL) is a protocol designed to ensure that data you send or receive over a
network or the Internet is secure and authentic. The VersaMail application uses SSL to help
guarantee the secure transmission of email messages that you send or receive. When you set up
an account in the VersaMail application, you are given the option of selecting SSL for incoming
and outgoing mail.

[

! ]

IMPORTANT

incoming and outgoing mail. If you select just one or the other, your messages cannot be sent or
received successfully.

If you set up an account that uses an SSL connection on Outlook, Outlook Express, or Eudora, then
SSL is supported in the VersaMail conduit when you synchronize with that account as well.

For most email providers that support SSL, you must select SSL for both

VersaMail® application 86

CHAPTER 8

I

Working with Microsoft Exchange ActiveSync®

n this chapter

What do I need to use Microsoft Exchange ActiveSync?

How does a Microsoft
Exchange ActiveSync email
account differ from other
accounts?

Setting up a Microsoft
Exchange ActiveSync
account

Getting email messages

Previewing attachments

Working with meeting
invitations

Working with Calendar
events

If your corporate email system uses Microsoft Exchange Server 2003, you may be able to use
Microsoft Exchange ActiveSync
VersaMail
information from the server—without going through your desktop computer.

When you create a Microsoft Exchange ActiveSync account in the VersaMail application, both your
email and calendar info synchronize directly with the Exchange server; they do not synchronize
with your desktop software application, such as Palm
Other information on your device, such as contacts, tasks, and memos, continues to synchronize
with information in your desktop software application.

®

and Calendar applications on your device to directly download email and calendar

®

on your device. Microsoft Exchange ActiveSync works with the

®

Desktop software or Microsoft Outlook.

What do I need to use Microsoft Exchange
ActiveSync?

To use Microsoft Exchange ActiveSync on your device, you must obtain the following information
from your system administrator:

• Whether the corporate mail system uses a Microsoft Exchange 2003 mail server. If it does not,

you cannot use Microsoft Exchange ActiveSync.

• The name of the mail server that provides wireless access to your mail system. Some companies

do not give out this information because they do not want wireless access to the system. If you
cannot obtain the server name, you cannot use Microsoft Exchange ActiveSync.

• Whether a proxy server is used, and, if so, the name of the server.

• Whether a virtual private network (VPN)

VersaMail® application 87

is required to access the server.

CHAPTER 8 Working with Microsoft Exchange ActiveSync®

How does a Microsoft Exchange ActiveSync email account differ from other accounts?

An email account that uses Microsoft Exchange ActiveSync differs from other accounts in the
following areas:

• Setting up an account

• Getting messages

• Downloading attachments

• Receiving and working with meeting invitations

• Receiving and working with Calendar events

These features are discussed in this chapter. Most other features of a Microsoft Exchange
ActiveSync account, such as sending messages or attaching files to messages, work like any other
account. For detailed information on using Microsoft Exchange ActiveSync with Calendar, see the
Getting Started guide that came with your device.

NOTE

Also, you cannot set server preferences
account.

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Email accounts that use Microsoft Exchange ActiveSync do not support mail filters

from the VersaMail Preferences screen for this type of

.

CHAPTER 8 Working with Microsoft Exchange ActiveSync®

Did You Know?

When you set up a
Microsoft Exchange
ActiveSync account, all
existing Calendar events
are purged from your
device. Then, when you
synchronize with your
Exchange server, events
from the past seven days
are downloaded to your
device. So you don’t end
up with duplicate events.

Setting up a Microsoft Exchange ActiveSync account

Although Microsoft Exchange ActiveSync works with both the VersaMail and Calendar
applications, you must set up a Microsoft Exchange ActiveSync account in VersaMail.

On a Windows computer, you can quickly set up a Microsoft Exchange ActiveSync account on
your computer, and then synchronize the settings to your device. On a Mac computer, you must
set up the account on your device. You can only set up one Microsoft Exchange ActiveSync
account.

[

! ]

IMPORTANT

events automatically synchronize directly with the Exchange server, along with email messages.
You cannot choose to synchronize Calendar events with Palm Desktop software or Outlook once
you set up a Microsoft Exchange ActiveSync email account. If you do not want to synchronize
Calendar events with the server, do not set up a Microsoft Exchange ActiveSync account in
VersaMail.

Setting up a Microsoft Exchange ActiveSync account on your computer

WINDOWS ONLY

0

If you set up an email account to use Microsoft Exchange ActiveSync, Calendar

1 Select the option to set up your email software on the final screen of the

software CD installation. Or, select Start > Programs > palmOne > VersaMail
Setup.

2 Select your username from the drop-down list at the top of the screen, and then

select the option to create a new VersaMail email account. Click Next.

Continued

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CHAPTER 8 Working with Microsoft Exchange ActiveSync®

3 Select the option to synchronize with a mail service from this list, and then

select Exchange ActiveSync. Click Next.

4 Enter the basic account information:

a. Enter a descriptive name for the

account.

b. Enter your account username

and password.

c. Enter your email address for

this account.

d. Click Next.

Continued

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CHAPTER 8 Working with Microsoft Exchange ActiveSync®

5 Enter the name of the Exchange

server, the port number for the
server, and the maximum
message size you want to
download. Check the boxes if the
server requires authentication or
if you are using a proxy server.
Check with your system
administrator to obtain this
information.

6 [ & ] OPTIONAL If you are using a proxy server, enter the server name. Click

Next.

7 [ & ] OPTIONAL To test the account settings you have entered, click Test My

Settings. Click OK after settings have been tested.

8 Click Finish.

Continued

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CHAPTER 8 Working with Microsoft Exchange ActiveSync®

9 Do one of the following:

a. To synchronize the account information to your device, click the top button.

b. To set up another email account, click the bottom button.

NOTE

you choose to set up another email account, it must be a different type.

You can only set up one Microsoft Exchange ActiveSync account. If

10 Click Next.

11 When you are finished setting up all accounts, click Finish on the Transfer

Settings screen.

Done

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CHAPTER 8 Working with Microsoft Exchange ActiveSync®

Setting up an account on your device

0

1 Go to Applications and select VersaMail .

2 Open the Account Setup screen:

a. Open the menus .

b. Select Accounts, and then

select Account Setup.

c. Select New.

3 Enter the basic account information:

a. In the Account Name field, enter

a descriptive name.

b. Select the Mail Service pick list,

and then select Exchange
ActiveSync.

c. Select Next.

Continued

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CHAPTER 8 Working with Microsoft Exchange ActiveSync®

4 Enter the account username and

password:

a. Enter the username you use

to access your email.

b. Select the Password box,

enter your email account
password, and then select OK.

c. Select Next.

5 Enter your email address and

Exchange mail server name.
Select Next.

Continued

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CHAPTER 8 Working with Microsoft Exchange ActiveSync®

6 Do one of the following:

Finish setup Select Done to
finish setup and go to the Inbox
of the account you set up, where
you can begin getting

sending

Set additional mail options
Select Advanced to set advanced
mail options.

Test settings Select Test My

Settings to test settings for this
account.

email.

Done

and

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CHAPTER 8 Working with Microsoft Exchange ActiveSync®

Setting advanced mail options on your device

Tip

In most cases, you do not
need to change the
default advanced mail
options. Check with your
system administrator to
see if you need to change
the port number, uncheck
the Use Secure
Connection box, or enter
proxy server information.

0

1 Set incoming mail server

options:

a. Select any of the following:

Port Number By default, the port
number setting is 443. You may need
to change the port number if you
choose not to retrieve incoming mail
over a secure connection.

Use Secure Connection By default, this box is checked, meaning you can
retrieve incoming mail over a secure (Secure Sockets Layer
Uncheck the box if you do not want to receive email over an SSL connection.

b. Select Next.

2 If you use a proxy server, enter the

proxy server name and port
number, and check the box if your
server requires authentication.
Check with your system
administrator for this information.
When you are finished, select
Done.

, or SSL) connection.

Done

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