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Exchange ActiveSync™
for Sony Ericsson P990
User Guide
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Contents
What is Exchange ActiveSync™?............... 4
Installing Exchange ActiveSync™.............. 5
Setting up Exchange ActiveSync™............. 5
Your first synchronization................................. 6
Synchronization settings.................................... 6
Email.............................................................. 8
Folders ............................................................... 9
Creating a message............................................ 9
Receiving email............................................... 10
Contacts....................................................... 11
Contacts features.............................................. 11
Calendar...................................................... 12
Calendar features............................................. 12
Working offline........................................... 14
Global Address List .................................... 14
Troubleshooting.......................................... 15
Synchronization errors..................................... 15
Connection errors............................................. 16
Password problems.......................................... 16
SSL-related problems ...................................... 16
Technical support............................................. 17
If you lose your phone..................................... 17
2 Exchange ActiveSync™
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Exchange ActiveSync™ for Sony Ericsson P990
User Guide
This User Guide is published by Sony Ericsson Mobile
Communications AB, without an y warranty. Improv ements a nd
changes to this User Guide necessitated by typograp hical errors,
inaccuracies of current information, or improvements to
programs and/or equipment, may be made by Sony Ericsson
Mobile Communications AB at any time and without notice.
Such changes will, however, be incorporated into new editions
of this User Guide.
©Sony Ericsson Mobile Communications AB, 2006. All rights
reserved.
Publication number: EN/LZT 162 073 R1A
Symbian and all Symbian-based marks and logos are trademarks
of Symbian Limited.
Memory Stick™, Memory Stick Duo™ and Memory Stick PRO
Duo™ are trademarks of Sony, its parent and/or its affiliates.
Adobe and Acrobat are either trademarks or registered
trademarks of Adobe Systems Incorporated in the United States
and/or other countries.
Microsoft, ActiveSync, Outlook, Word, Excel, PowerPoint, and
Windows are either registered trademarks or trademarks of
Microsoft Corporation in the United States and/or other
countries.
DataViz™ is a trademark of DataViz, Inc.
Other product and company names mentioned herein may be the
trademarks of their respective owners.
Note Some of the services in this User Guide are not supported
by all networks. This also applies to the GSM International
Emergency Number 112. Please contact your network operator
or service provider if you are in doubt whether you can use a
particular service or not.
Any rights not expressly granted herein are reserved.
Exchange ActiveSync™ 3
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4 Exchange ActiveSync™
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What is Exchange
Note: Push synchronization requires Microsoft
Exchange Server 2003 with SP2 or later.
ActiveSync™?
With Exchange ActiveSync™ in your phone you can
wirelessly synchronize corporate email, calendar items,
and contacts on a Microsoft™ Exchange Server 2003
with the corresponding information in your phone.
email
Contacts
Calendar
Exchange
Server 2003
All changes in your phone are automatically
synchronized with your Exchange Server data and vice
versa.
With the Direct Push feature activated in your phone,
synchronization is immediate. If you, for example,
receive a new email in your Outlook™ (or a similar
client) it is instantly copied to your phone. This is the
default setting. You can, at any time, switch to
synchronizing manually or at a defined time interval.
email
Contacts
Calendar
P990PC
Exchange ActiveSync supports SSL (Secure Socket
Layer) connections, enabling the same level of security
trusted for online banking. Your IT department or
operator can tell you if you can set Exchange
ActiveSync to connect to your server using an SSL
connection.
Your phone supports the use of a Wireless LAN
(WLAN) for access to the Exchange ActiveSync server.
Exchange ActiveSync stores its data in the applications
on your phone. Email messages go to Messaging (in a
separate Exchange ActiveSync mailbox), calendar items
to Calendar, and contacts to Contacts. You can use these
applications with Exchange ActiveSync with the flip
open or closed. This guide describes using them with the
flip open.
Exchange ActiveSync™ 5
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Inst alling Exchange
Installation via computer
ActiveSync™
Note: Before installing and setting up Exchange
ActiveSync you have to set up an Internet account in
your phone. Ask your IT department or operator which
settings to use for the Internet and Exchange ActiveSync
accounts.
Installation via Try and buy
The free client software is available for download to
your phone via the Try and buy application. Before
starting the installation, make sure that the provided
Memory Stick is inserted in your phone.
To install Exchange ActiveSync via Try and buy (flip
open)
1. Select Multimedia > Try and buy.
2. Select Exchange ActiveSync in the list.
3. Scroll down and select to download the file to your
phone.
4. Select to install the file on your phone.
You can also download the installation file to your
computer from www.sonyericsson.com/support and
transfer it to your phone. (The server software is already
included in your company Microsoft Exchange Server
2003).
To install Exchange ActiveSync (flip open)
1. In your phone, select Tools > File manager and
locate the Exchange ActiveSync installation file on
the Memory Stick.
2. Tap the file and select Install.
3. When the installation is ready, you will see the
option Do you want to start:
4. Select No to close the Installation complete dialog.
Setting up Exchange ActiveSync™
To set up your Exchange ActiveSync account (flip
open)
1. Select Tools > Exchange ActiveSync.
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2. Select Next.
3. Enter the following information:
User Name – the name you will use to connect to
the Exchange account. It is usually the same as your
Windows login user name.
Password – the password you will use to connect to
the Exchange account. It is usually the same as your
Windows login password.
Server Name – the name of the publicly accessible
server (must not include http:// or /, but be in the
form of exchange.mycompany.com).
Domain – the domain you belong to in your
corporate network.
Use SSL (Secure Socket Layer) – enabled by
default. To disable this feature, unmark the check
box.
Note: Check with your IT-department or operator that
you can use an SSL connection to your server before
marking this check box. Also verify with them that the set
of Certificate Authority (CA) root certificates on your
phone matches the set of root certificates on the server.
4. Select Verify settings to ensure that you can
successfully connect to the Exchange Server.
5. A message appears requesting permission to access
your data network. If you are going to use Direct
Push we recommend that you select Always.
6. The next screen recommends you turn off the
calendar, contacts, and email synchronization
categories of the Sony Ericsson PC Suite while
using Exchange ActiveSync. This is to avoid
duplication of synchronized items. Select Next.
7. Choose how you would like to synchronize your
Exchange Server data with your phone data. Then
select Next.
Overwrite (recommended) – contacts and calendar
information will be removed from the phone and
your Exchange Server data is transferred to the
phone.
Merge – contacts and calendar information in your
phone is merged with your Exchange Server data.
This may cause duplicates.
8. A warning that Exchange ActiveSync will remove
your phone data or merge your data appears,
depending on the choice you made. Select Yes to
confirm.
You have now completed the setup.
Your first synchronization
If you want to adjust the date ranges, size limits and
other settings, select Configure. Otherwise, select Sync
and you can follow the progress of the
Now
synchronization as Exchange ActiveSync connects,
Exchange ActiveSync™ 7
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checks for new data, downloads new data, and finally
A
updates your phone.
When the synchronization is complete the message
“Direct Push Active” or “Last sync”, with a time stamp,
appears.
Changing Exchange ActiveSync™ settings
Select T ools > ActiveSync to open the main ActiveSync
application.
ActiveSync
C
Synchronization settings
You can have Exchange ActiveSync automatically push
new information to and from your phone, you can select
to synchronize at scheduled intervals or synchronize
manually . By default, push is enabled. Push or scheduled
synchronization will continue as long as the phone is
turned on. It will remain enabled after you turn the
phone off and then on again. If the phone is in use during
a push or scheduled synchronization, the
synchronization will be attempted again later.
From the Settings dialog you can enable or disable
synchronization individually for email, Calendar and
Contacts.
Tip To conserve battery power consider disabling push
during periods when you do not need to synchronize so
often, for example at night or over weekends.
Powered by DataVizPowered by DataViz
Direct Push activeDirect Push active
TMTM
B
Sync
A. Shows the current synchronization status.
B. Select this to perform a full synchronization.
C. Select this to open a menu of options. You can, for
example:
– Open the Settings dialog.
– View the ActiveSync help file.
– View and manage the ActiveSync log.
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Settings dialog
ActiveSync log
All Exchange ActiveSync settings are available from
this tabbed dialog. Tap an arrow icon ( or ) to
scroll the tab list. The tabs provide the following
settings:
Server – specify your user name, your password, the
server name and the domain you belong to.
Sched – switch between Direct Push (mark Enable
) and scheduled or manual synchronization.
Push
For scheduled or manual synchronization you can
mark which data (mail, calendar, contacts) you want
to update at each synchronization.
Mail – switch mail synchronization on or off and
other mail settings, see Email on page 9.
Cal – switch Calendar synchronization on or off and
set the date range for synchronization. This is where
you reset all Calendar data, see Option to reset
Calendar data on page 15.
Cont – switch Contacts synchronization on or off.
This is where you reset all Contacts data, see Option
to reset Contacts data on page 13.
Adv – enable Verbose Logging, see Check the log
on page 17, enable SSL communication, reset all
synchronized data, change the cycle time for a
Direct Push cycle.
Select Tools > Exchange ActiveSync > ActiveSync >
View log
to view and manage the log. For advanced
troubleshooting you can enable more detailed logging,
select Tools > Exchange ActiveSync > ActiveSync
>Settings >
Logging
Adv tab > mark the check box Verbose
.
The Exchange ActiveSync mailbox is integrated with
Messaging. However, all Exchange ActiveSync email is
kept separate from other accounts. You can send and
receive attachments and receive and reply to meeting
invitations from your Exchange ActiveSync account.
All email will be synchronized to the phone in text only
format. Exchange ActiveSync does not support HTML
email.
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The figure below shows the main view in Messaging
with the Exchange ActiveSync mailbox:
Messaging
Call
A
B
C
voicemail
Create new message
Messages
Inbox
Email
Inbox
Active Sync
Inbox
1 unread
0 unread
1 unread
D
A. Shortcut to create a new message.
B. Exchange ActiveSync account.
C. Folder line. Select an arrow icon ( or ) to
change folder. Select the folder name to open the
folder.
D. A new message has been received.
• Inbox – contains your received email messages. In
Control panel, you can set how you will be notified
when a message is received.
• Outbox – contains messages ready to be sent.
• Drafts – contains messages that are not ready to be
sent. When you create a message, and exit the
message before sending it, you will be asked if you
want to save it. If you select Yes, the message will
automatically be stored in this folder.
• Sent – contains messages you have sent.
Exchange ActiveSync does not synchronize public
folders or email mail folders that you have created
yourself (local folders).
Creating a message
Select Create new message > ActiveSync or New, if
you have opened the ActiveSync account.
Folders
The Exchange ActiveSync mailbox contains the
following folders:
10 Exchange ActiveSync™
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2. On the Mail tab, under Signature, enter your
ActiveSync
A
To :
B
Subject:
C
E
D
signature text.
To attach your electronic business card to all your
messages
1. Open the ActiveSync account and select
ActiveSync > Account settings.
2. On the Mail tab, mark Always attach your card.
To always reply with the sender's text intact
1. Open the ActiveSync account and select
ActiveSync > Account settings.
CancelSend
2. On the Mail tab, mark Always reply with history .
A. Address field. Select this to enter the address. You
Receiving email
can also insert an address from Contacts or your
corporate Global Address List, see Global Address
List on page 16.
B. Subject field. Select this to enter the message
Select Tools > Control panel >Device > Sounds & alerts
> Message alerts
to set how you will be notified when a
message is received.
subject.
C. Entry field (on the tab.) Write the message here.
D. Address tab ). You can enter the address here
and other details, such as message priority.
Filtering
You can adjust Exchange ActiveSync to filter email you
receive in your phone. Adjustments can be made by date
range and email size.
E. Attachments tab . Select this and then select Add
to add an attachment.
To add a text signature to all your messages
1. Open the ActiveSync account and select
ActiveSync > Account settings.
By default, email is limited to the past three days.
Exchange ActiveSync will synchronize based on a 24hour time period. A date range setting of one day in
Exchange ActiveSync settings would receive email
Exchange ActiveSync™ 11
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from the current time of day and 24 hours prior to that
time.
The size of email messages to be downloaded is set to 1
kB. If you find that your received messages are
constantly being truncated and you want to avoid the
delay of downloading the remainder, try increasing this
size.
Invitations
If you receive an invitation to an appointment (meeting
request) via an email message, you can accept, decline
or give a tentative reply using your phone. Select
Accept, Decline or the menu option ActiveSync >
Tentative
be updated automatically.
. If you accept, the Calendar in your phone will
To adjust email filtering
1. Open the ActiveSync account and select
ActiveSync > Account settings.
2. On the Mail tab, select the desired date range and
email size.
Receiving attachments
Select the attachments tab to see a list of the attachments
included in a mail. The size of the attachment is shown
in the list. Select an attachment to download it to your
phone.
T o view an attachment you need a viewer for that type of
Deleting email
You can delete messages both locally and on your email
server .When you delete the message on your server , it is
deleted both in your phone and on your server.
To delete an open message select ActiveSync menu >
Delete message
desired.
T o delete one or more messages from your Inbox folder
list, mark each message and select ActiveSync menu >
Locally delete message
and select Local delete or Delete as
or ActiveSync > Delete.
file. Your phone comes with viewers for Microsoft™
Word™, Excel™, PowerPoint™, and Adobe™
Acrobat™ files.
12 Exchange ActiveSync™
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Contacts
With Exchange ActiveSync in your phone, you can use
your phone application Contacts as usual. Features such
as speed dial, caller ID and message alerts are integrated
with Exchange ActiveSync.
Contacts features
The following features that you normally use in your
phone Contacts application are also integrated and
available when you use Exchange ActiveSync:
• Viewing options, for example list view, detail view,
and three zoom levels.
• The option to add notes to a contact.
• Support for multiple email addresses and Web
pages.
• Support for multiple home, business, mobile phone
and fax numbers.
• Sorting options, for example by name or company.
• Search and look-up options.
• Support for both online and offline work.
See User Guide for P990 for more information about
these features.
Note: Categories associated with contacts in your PC
Contacts application are synchronized as custom fields
in the Contacts details in your phone. There is no
synchronization with your Contacts folders.
Search options and Global Address List
T o find a contact, you can use the search options in your
phone Contacts. You can also access your corporate
Global Address List from your phone, over the air. See
Global Address List on page 16.
My card
If you have created a personal electronic business card
from your phone Contacts, My card (see the User Guide
for P990), you can attach this card to all the email
messages you send. See Creating a message on page 10.
Option to reset Contacts data
In the Exchange ActiveSync application you can select
an option to delete all your contacts in your phone. After
the next synchronization, the Contacts content in your
phone will be exactly the same as the contacts content on
the Exchange server, and your PC.
To delete all Contacts data (flip open)
1. Select Tools > Exchange ActiveSync.
Exchange ActiveSync™ 13
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2. Select ActiveSync menu > Settings.
3. Tap an arrow icon ( or ) to navigate to the
tab.
Cont
4. Select the option Reset Contacts Data.
5. Select Ok.
Calendar
When using Exchange ActiveSync, you can use your
phone Calendar as usual. Y ou can, for example, schedule
your activities and view meeting data.
Calendar features
The following features that you normally use in your
phone application Calendar are integrated with
Exchange ActiveSync:
• Viewing options, for example Month view or Week
view, and three zooming levels.
• Options for creating new calendar appointments and
events.
• Alarms and recurrences.
• Options for viewing meeting attendees, location,
date and time.
• Support for online and offline work.
See the User Guide for P990 for more information about
these features.
Meetings
If you accept a meeting invitation (from your Exchange
ActiveSync messaging account), an email message with
your response will be sent to the meeting organizer . The
message will disappear from your Inbox and the meeting
will automatically appear in your Calendar.
Calendar
April 2006
MTWTF SS
27 28 29 30 31 1 2
13
3456789
14
10 11 12 13 14 15 16
15
17 18 19 20 21 22 23
16
24 25 26 27 28 29 30
17
18
1234567
Thursday
Meeting
1:30
27 April
14 Exchange ActiveSync™
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Note: On your phone, you can respond to a meeting
invitation through the Exchange ActiveSync messaging
application, but not invite to a meeting.
Option to reset Calendar data
If you select the option Reset Calendar Data, all your
Calendar information in the phone will be deleted, so
that you get an identical copy of your PC calendar after
a new synchronization.
To delete all Calendar data (flip open)
1. Select Tools > Exchange ActiveSync.
2. Select ActiveSync menu > Settings.
3. Tap an arrow icon ( or ) to navigate to the
tab.
Cal
4. Select the option Reset Calendar Data.
5. Select Ok.
Date range
With Calendar synchronization, the option Date range is
only related to events that have occurred in the past. All
future and recurring appointments will be synchronized
regardless of the setting chosen.
Working offline
You can use your phone for offline work, when no
service is available. For example, you can still use your
phone in flight mode to write and address email
messages to contacts that are available in your phone.
As soon as you connect with a network after the flight,
Exchange ActiveSync will automatically send your
Outbox email messages to their recipients. Your
Exchange server email will also be automatically
updated, and this will be reflected on your PC.
Exchange ActiveSync™ 15
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Global Address List
To insert a contact from the Global Address List in an
email address field (flip open)
With Exchange ActiveSync in your phone, you can still
access your corporate Global Address List, while away
from office.
Contacts
Contact Search
B
Peter 2. Bach
Peter2@sonyericsson.com
Juan Blanco
Nadia Brown
More Done Cancel
When you are writing an email you can insert an email
address from the Global Address List in the To:,Cc:, or
Bcc: fields.
You can also use the Global Address List to look up a
contact and import it to your phone Contacts application.
1. T ap the T o:, Cc: or Bcc: field, then tap to open a
menu of options.
2. Select Global contact.
3. Enter your search string.
4. Select Search.
5. Mark the contact (or contacts) and select Done to
insert it (them) in the field.
To import a contact from the Global Address List to
Contacts (flip open)
1. Select Contacts > Contacts menu > ActiveSync.
2. Enter your search string.
3. Select Search.
4. Mark the contact (or contacts) and select Done to
import it (them) to your Contacts.
Note: The following information (if available) is
exported: First Name, Last Name, Business Phone,
Mobile Phone, Home Phone, Email, Job Title, Company .
16 Exchange ActiveSync™
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Troubleshooting
application has closed down due to errors. If you cannot
start the application again, try the following suggestions:
If you get any errors or problems related to Exchange
ActiveSync, check the suggestions below for
troubleshooting.
Synchronization errors
If you have synchronization problems, or general
problems with the Exchange ActiveSync application,
perform the following actions.
Check the log
You can find information about errors in the log:
• Check the log in Tools > Exchange ActiveSync >
ActiveSync menu > View log. Often, the root error
is not the last entry. Scroll upwards to see more
entries.
• For a more detailed log, enable Verbose Logging,
see Changing Exchange ActiveSync™ settings on
page 8. Try to re-create the error, and check the
logged error messages.
Restart the phone or reset data
In rare cases you may get a “Program Closed” message
from Exchange ActiveSync, indicating that a specific
• Turn your phone off, then turn it back on.
• Remove and reinsert the battery.
If the problem persists, and you are sure that it is related
to the Exchange ActiveSync client, it is recommended to
reset all the data from the advanced settings in Tools >
Exchange ActiveSync > ActiveSync
Adv tab.
menu > Settings >
Connection errors
Verify the following:
• If you cannot connect, verify that a data connection
is available, and that you can access Internet on your
phone.
• Check that flight mode is not accidentally enabled.
If you are using the phone during a push or scheduled
synchronization, the synchronization will be skipped
and attempted again later . The message Lost connection
is diplayed. Try to synchronize again, or wait a few
minutes.
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Password problems
Check if Caps Lock is activated on your keyboard. Your
server account password is case sensitive.
SSL-related problems
Check with your IT department which certificates and
settings you must use.
Note: It is not recommended to enable direct push
synchronization without having a matching set of root
certificates on the server and the phone.
If you have enabled SSL and have connection or
synchronization problems, perform the following
actions.
Check if SSL is supported
Before you select SSL (Secure Socket Layer) in the
Exchange ActiveSync settings, ensure that SSL is
supported by the system you are using. Otherwise you
will run into connection and synchronization problems.
If SSL is supported by the system, it is recommended
that you use it.
Root certificates
If you are using SSL and the connection between the
server and your phone has failed due to timeout
problems, matching root certificates must exist on both
devices to enable a smooth reconnection. Otherwise you
will be prompted to accept the connection everytime it
goes down.
Technical support
If you need technical support, you can find the Sony
Ericsson support link from Tools > Exchange
ActiveSync > ActiveSync
also see which version of the software that you are using.
menu > About, where you can
If you lose your phone
If your phone gets stolen or lost, immediately report the
loss to your IT department.They can do a remote wipe of
secret or sensitive data on the phone.
18 Exchange ActiveSync™
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