®
Palm™ VersaMail™ Handbook
for
Palm™ i705 Handhelds
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Contents
About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Upgrading to the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Installing the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Synchronizing an existing username . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Upgrading a MultiMail database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Getting and installing Documents To Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
What is a Palm Wireless e-mail account? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Receiving e-mail notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Changing the notification sound . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Creating a notification filter for e-mail you receive
in your Palm.com account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Choosing a connection type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
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Contents
Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Editing e-mail accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Editing outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Editing a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Deleting an e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Getting and reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Viewing other folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Moving e-mail between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Creating and editing mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Creating and sending new e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Composing and sending e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Completing drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Attaching a personal signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Forwarding e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Replying to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Attaching files to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Forwarding an attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Emptying the trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Marking messages as read or unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
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Contents
the Handheld and the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Configuring Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Configuring Eudora . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Converting attached files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Synchronizing an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Managing mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Creating mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Turning filters on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Editing or deleting a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Creating a synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Creating a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Setting network preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Setting connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Managing mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Adding APOP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
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Contents
Adding ESMTP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
E-mail header details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Backing up mail databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Accessing corporate e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Using Palm Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
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About This Book
With Palm™ VersaMail™ personal e-mail software, you can send, receive, and
manage e-mail on your handheld. Palm™ VersaMail™ Handbook for Palm™ i705
Handhelds shows you how to install version 2.0 of the VersaMail application,
describes the various mail accounts, and explains how to use the many e-mail
features in the VersaMail application.
This book assumes that you know how to do the following:
■ Use the basic functions of your Palm™ i705 handheld, such as the basic
applications and the HotSync® Manager
■ Use Microsoft Windows or Macintosh OS X
For more information about using your Palm i705 handheld, please consult the
documentation that came with the handheld.
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About This Book
2
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CHAPTER 1
Getting Started with Palm™ VersaMail™
Personal E-mail Software
Palm™ VersaMail™ personal e-mail software is the newest offering in the line of
Palm personal e-mail software applications. Formerly known as MultiMail®
software, the VersaMail application contains new features that make sending and
receiving e-mail messages and managing e-mail accounts easier than ever.
You can quickly and easily install version 2.0 of the VersaMail application on your
Palm™ i705 handheld, and then begin using its many features. You can upgrade
any version of MultiMail SE or MultiMail Deluxe to the VersaMail application
version 2.0.
This chapter describes the following:
■ Downloading and installing the VersaMail application
■ Synchronizing an existing username
■ Upgrading an existing MultiMail database for use with the VersaMail
application
■ Downloading and installing DataViz Documents To Go
Upgrading to the VersaMail application
Your Palm i705 handheld came with MultiMail Deluxe 1.0, and you may have
upgraded to version 1.2. To take advantage of the many new features, you should
install version 2.0 of the VersaMail application.
What’s new
The VersaMail application offers improved product performance, bug fixes, and
new features that enable you to do the following:
■ Set up and edit e-mail accounts quickly and easily through a streamlined setup
process
■ Create a new Address Book entry directly from the body of an e-mail message
■ Quickly forward e-mail messages, using a streamlined interface
■ Save attachments to an expansion card (sold separately), and upload
attachments from an expansion card for sending
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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software
Installing the VersaMail application
To install the VersaMail application on your handheld, you must have activated
your Palm i705 handheld. If your handheld has not been activated, see the
Handbook for the Palm i705 Series Handheld before continuing. You will need the
following to install the VersaMail application:
■ Activated Palm i705 handheld
■ Active subscription to consumer Palm.Net® service
■ 750 kilobytes (KB) of RAM available on your handheld
■ A Pentium-class computer running Windows 98/2000/NT 4.0/XP or a Mac
computer running OS X
To install the VersaMail application (Windows users):
1. In Windows Explorer, locate and double-click the file “i705_install.exe.”
2. Click Next.
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Upgrading to the VersaMail application
3. When prompted, select username of the handheld to which you want to install
the VersaMail application.
4. Click Next.
5. (Optional) Select the Palm Desktop Link 1.2 check box. If you are using
Microsoft Outlook to access an Exchange corporate e-mail account and want to
securely access your business e-mail wirelessly from your handheld, you can
use Palm Desktop Link. Activating Desktop Link on your desktop computer
automatically creates a Business e-mail account on your handheld. See the
Palm™ Desktop Link Handbook for more information.
If Desktop Link 1.1 is already installed on your desktop computer, you must
install version 1.2 to continue accessing your business e-mail. If you are
installing Palm Desktop Link for the first time, you can install the VersaMail
application and Desktop Link 1.2 at the same time.
NOTE You should only select the Palm Desktop Link 1.2 check box if you have
a Windows computer and are using Microsoft Outlook to access an Exchange
corporate e-mail account. Otherwise, Desktop Link will not work.
Select this check box only
if you want to install Palm
Desktop Link
6. Click Next.
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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software
7. Be sure that the handheld is in the cradle and that the cable is properly attached
to your computer, and then click Finish.
8. Follow the onscreen instructions for performing an initial HotSync® operation.
The HotSync operation updates the VersaMail application files on your
handheld.
9. Tap Reset.
10. Press the VersaMail button
on your handheld.
11. Tap Yes to update the files on your handheld.
NOTE You cannot continue using the VersaMail application until you tap Yes.
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Synchronizing an existing username
To install the VersaMail application (Mac users):
1. Locate and double-click the file “versamail_i705_mac.”
2. When prompted, select username of the handheld to which you want to install
the VersaMail application.
3. Click OK.
4. Press the HotSync button ™ on your handheld to perform an initial HotSync
operation.
5. Tap Reset.
6. Press the VersaMail button
on your handheld.
7. Tap Yes to update the files on your handheld.
NOTE You cannot continue using the VersaMail application until you tap Yes.
Synchronizing an existing username
If you plan to synchronize your handheld with an existing username by
performing a HotSync operation, you must do so before you enter your e-mail
account information in the VersaMail application. If you enter the e-mail account
information first and then synchronize your handheld to an existing username, the
username information overwrites the e-mail account information you entered.
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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software
Upgrading a MultiMail database
You can upgrade any mail database that you created in an earlier version of the
MultiMail application in order to use the database with the VersaMail application.
To upgrade an existing e-mail database for use with the VersaMail application:
1. Perform a HotSync operation with a user profile that contains the existing
e-mail database. To do so, place your handheld in the cradle, press the HotSync
button , and then select a profile that contains the e-mail database from the
displayed list of users on the desktop.
2. Tap the Home icon , and then tap the VersaMail icon
.
3. Tap Yes to accept the upgrade.
NOTE You cannot continue using the VersaMail application until you tap Yes.
Getting and installing Documents To Go
NOTE Documents To Go integration with VersaMail synchronization is available for
Windows computers only.
DataViz Documents To Go attachment conversion plug-ins are automatically
configured to work with the VersaMail application. To use the latest Documents To
Go features with the VersaMail application, you must download Documents To Go
must install Documents To Go version 4.004 on both your desktop computer and
your handheld for the conversion to work properly.
Palm i705 handheld users can download a free update to the Documents To Go
version 4.0 that was included on the Palm i705 CD-ROM. You must register as a
Palm i705 handheld user to obtain a registration number and activation key.
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CHAPTER 2
Using Your Palm™ Wireless
E-Mail Account
After you have installed Palm™ VersaMail™ personal e-mail software version 2.0
on your Palm™ i705 handheld, you are ready to use the many wireless e-mail
features. As part of your paid subscription to consumer Palm.Net® wireless
service, a wireless e-mail account is created for you when you activate your
handheld. This account is active as long as your Palm.Net subscription is active.
NOTE This wireless e-mail account is not provided if your company has activated
your handheld using a group or corporate discounted Palm.Net service plan.
This chapter describes the following:
■ What features and advantages your Palm Wireless e-mail account offers
■ How to view your Palm Wireless e-mail account on your handheld as well as on
the Internet
■ How to set up wireless notification for new e-mail messages
■ How to collect mail from other e-mail accounts into your Palm.com account for
centralized access to all your mail
What is a Palm Wireless e-mail account?
When you register for your Palm Wireless service and activate your handheld, you
receive a 5 megabyte (MB) Palm Wireless e-mail account, either a Palm.com or a
Palm.Net account. Most users are given a Palm.com address, such as
“[email protected].” If you have upgraded wireless service from a
Palm™ VII/VIIx handheld, you will retain a Palm.Net address, such as
NOTE Although this handbook refers to your Palm.com address, it can be used
interchangeably with a Palm.Net address.
Access your Palm.com account using the VersaMail application on your handheld,
view it on the Internet, or view it on a desktop computer with an active Internet
connection using any POP (Post Office Protocol) e-mail client application. As with
a Yahoo, AOL, Hotmail, or other personal e-mail account, you can send and receive
e-mail messages, create folders, and forward messages.
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Chapter 2 Using Your Palm™ Wireless E-Mail Account
Your wireless e-mail account features push e-mail. E-mail messages received into
your Palm Wireless account are pushed to your handheld, so that they are ready for
you to read them. Your handheld notifies you of new messages by blinking an
indicator light, beeping, or vibrating. The handheld also displays a visual list of
notifications, called the Reminders list.
You can view your Palm.com Inbox in three ways:
■ Using the VersaMail application on your handheld (this is the easiest way to
access your account)
■ Using a web browser to view your account on the Internet
■ Using a POP e-mail application, such as Microsoft Outlook, while connected to
the Internet
Viewing your Palm.com Inbox on your handheld
When you open the VersaMail application, your messages appear in the mailbox
that you last used. If you don’t see any messages, tap Get Mail to retrieve your
e-mail messages.
To access your Palm.com account on your handheld and view the Inbox:
1. Press the VersaMail button
on your handheld.
TIP Holding down the button for two seconds initiates wireless message
retrieval.
If you need to switch from another e-mail account to your Palm.com account,
continue with steps 2 and 3.
2. Tap the Menu icon , and then tap Accounts.
3. Tap Palm.com.
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Viewing your Palm.com Inbox on your handheld
4. Tap the e-mail’s subject to read the message.
Shows unread/total
messages
Tap this icon to see the
Reminders list
Tap the bullet next to
an icon to select a
message. The bullet
becomes a checkmark
when messages are
selected
Unread messages
appear in bold text.
Read messages
appear in plain text
Tap an icon to open a
pop-up menu that
allows you to delete
or move selected
messages
TIP You can change which columns appear in the Inbox and how messages are
information.
Receiving e-mail notification
When a new message arrives in your Palm.com or Business account, by default
your handheld beeps and notifies you of the new e-mail’s arrival. The beep or alert
sound your hear is called a notification. Your handheld also notifies you of a new
message’s arrival by blinking an indicator light or vibrating if the right preferences
are turned on. For more information, see “Making your handheld buzz or blink
only for the Palm.com or Palm Desktop Link Business account.
NOTE The Notification option is turned on by default. If the handheld does not notify
you when new messages are received, check whether the Notification option is
chapter for more information.
Viewing and using the Reminders list
The handheld also displays a Reminders list that shows summary information
about new e-mail messages and alerts from other applications, such as alerts to
remind you of Date Book appointments.
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Chapter 2 Using Your Palm™ Wireless E-Mail Account
To view the Reminders list:
■ Tap the blinking asterisk
in the upper-left corner of any screen.
Tap the check box to
remove a single
reminder from the
list
Tap the text to open
the e-mail message
The mail icon tells
you that this
reminder is for an
e-mail message
If you are using the VersaMail application and you receive new e-mail messages,
they filter into the Inbox. As you work with e-mail messages in the Inbox, the
Reminders list doesn’t display a reminder for any new messages that arrive
because the messages are already displayed in the Inbox.
NOTE A broken envelope icon appears next to a message when an e-mail was not
successfully downloaded. To retrieve the e-mail, you can either tap the reminder in
the Reminders list or tap Get Mail in the VersaMail application.
To respond to the reminders, do one of the following:
■ Tap the check box to clear a reminder from the list.
NOTE Clearing a reminder only removes it from the Reminders list. It does not
delete the message from the VersaMail application.
■ Tap the reminder (either the mail icon or the text description) to open and read
the e-mail message in the appropriate account’s Inbox. If you tap a notification
for a message in the Palm.com account, then the Palm.com Inbox is displayed.
■ Tap Done to close the Reminders list and return to whatever you were doing on
your handheld before the Reminders list appeared.
■ Tap Snooze to see the list again in five minutes.
■ Tap Clear All to dismiss all reminders in the Reminders list.
Although your handheld notifies you only of new messages received in your
Palm.com or Business account, you can set up e-mail forwarding from another
e-mail account to your Palm.com account. You can also collect e-mail from other
accounts into your Palm.com account by setting POP mail collection options.
When e-mail forwarded or collected from other accounts is received into your
Palm.com account, it is pushed to your handheld and you are notified of its arrival.
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Viewing your Palm.com Inbox on your handheld
Setting notification options for your Palm.com account
For your Palm.com account, you can turn the notification sound on or off to
determine which messages trigger an alert.
To set notification options:
1. Press the VersaMail button
on your handheld.
2. Tap the Menu icon
3. Tap Options.
.
4. Tap Notification.
5. Select one of the following options:
On
You are notified of all new e-mail whenever wireless coverage is
enabled. This is the default.
Off
You receive no notifications.
Filter
You can create a notification filter that determines which e-mail
messages trigger an alert. You can create a notification filter only for
your Palm.com account. See “Creating a notification filter for e-mail
you receive in your Palm.com account” later in this chapter for more
information.
Filter mail
for your
Palm.com
account
6. Tap OK.
Changing the notification sound
You can choose from a variety of sounds, such as birds, bumble bees, or simply an
alarm, to notify you when new e-mail is received in your Palm.com or Business
account.
1. Tap the Menu icon
2. Tap Options.
.
3. Tap Notification.
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Chapter 2 Using Your Palm™ Wireless E-Mail Account
4. Tap the Notify Sound pick list and select a sound. The handheld plays a brief
demonstration of the sound.
With the sound turned off, the indicator light goes on or the handheld vibrates
if you selected one of those options (see the next section).
5. Tap OK.
Making your handheld buzz or blink when you get new e-mail
You can select how your handheld notifies you of new e-mail by setting the Alarm
preferences. These preferences are set in your handheld’s General preferences.
To make your handheld buzz or blink when you get new e-mail:
1. Tap the Home icon
.
2. Tap the Preferences icon
.
3. Tap the Preferences pick list in the upper-right corner, and then tap General.
4. Do either or both of the following:
– To change the volume of the Alarm Sound, tap the Alarm Sound pick list,
and then tap Low, Medium, High, or Off.
– To change whether or not the handheld vibrates when you receive new
e-mail, tap the Alarm Vibrate pick list, and then tap On or Off.
5. Press the VersaMail button
on your handheld.
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Viewing your Palm.com Inbox on your handheld
Creating a notification filter for e-mail you receive in your Palm.com account
For your Palm.com wireless e-mail account only, you can create and use a
notification filter to limit the e-mail messages that trigger an alert from your
handheld. The notification filter doesn’t filter the e-mail messages themselves, just
the notification—all messages are still delivered.
For example, when you travel you may want to be alerted only to e-mail regarding
a specific project. You can create a notification filter that alerts you when e-mail
that meets these conditions arrives in your Palm.com account.
NOTE Although the notification filter alerts you when e-mail that meets the filter
criteria arrives, all other e-mail messages are also received into your Palm.com
account. You don’t receive a notification for other messages, however. If you want to
receive only specific e-mail messages in your Palm.com Inbox, you can create mail
To create or edit a notification filter:
1. Tap the Menu icon
2. Tap Options.
3. Tap Notification.
4. Tap Filter.
.
5. Tap Edit.
6. Use the pick lists to create criteria for the notification filter.
Set the filter criteria
Tap to remove the current
notification filter
The two pick lists and the edit line combine to create a statement that identifies
the type of e-mail that triggers notification. For example, a filter might read, “If
the [From] [Contains] [email protected], Then Notify Me.”
You can also use the And button to create a more complex statement, such as “If
the [From] [Contains] [email protected], And if the [Subject] [Starts with]
Apollo Project, Then Notify Me.”
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Chapter 2 Using Your Palm™ Wireless E-Mail Account
When you use this notification filter, only e-mail matching these conditions
prompts a notification alert on your handheld.
To
Select the header field with the information contained in the
edit line: To, From, Subject.
Contains
Edit line
Select a filter action: Contains, Starts with, Does not contain.
Enter the text that must be found in the header field. For
example, if you want to be notified only of e-mail where the
Subject is the Apollo Project, enter “Apollo Project.”
Add
Use to further refine the notification criteria by linking two
conditions together. Tap Add, and then select criteria from the
To and Contains pick lists. Enter the text that must be found in
the header field in the Edit line.
7. Tap OK.
Viewing your Palm.com e-mail on the Internet
You can access your Palm.com e-mail on any desktop computer with a web
browser.
To access your Palm.com account on the Internet:
2. Click Web-based E-mail Inbox.
3. Enter your Palm Wireless service username and password.
4. If you have a Palm.Net e-mail address, select the My email address is
“[email protected]” check box. If you have a Palm.com e-mail address, go to
step 5.
5. Click Login.
Your e-mail Inbox appears.
Working with your Palm.com mailbox limit
Your Palm.com account can store 5MB of e-mail messages, which is plenty of space
for many messages. If you receive a large volume of mail or many messages with
attachments, your mailbox limit may be reached. When you exceed the limit,
messages addressed or forwarded to your Palm.com account are returned to the
sender. To keep this from happening, you should routinely delete messages on the
server for your Palm.com account.
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Deleting messages from your Palm.com account
Deleting messages from your Palm.com account
The Delete Msgs on Server setting in the Preferences ensures that messages are
deleted from the server after you empty the trash on your handheld. If you do not
use this setting, you should occasionally access your Palm.com e-mail account on
Chapter 4 for more information about manually and automatically emptying the
trash.
To delete messages from your Palm.com account on the Internet:
2. Click Web-based E-mail Inbox.
3. Enter your Palm Wireless service username and password.
4. If you have a Palm.Net e-mail address, select the check box below the password.
If you have a Palm.com e-mail address, go to step 5.
5. Click Login.
Your e-mail box appears.
6. Select messages you want to delete, select Trash from the Move Selected To
drop-down list, and then click Move Selected To.
Select Trash from drop-down list and click Move
Selected To to delete messages
TIP You can automatically delete messages on the server when you delete the
for more information.
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Chapter 2 Using Your Palm™ Wireless E-Mail Account
Viewing Palm.com e-mail through Microsoft Outlook
Your Palm.com e-mail account is a POP account. You can access it from a desktop
computer with Microsoft Outlook and an active Internet connection.
NOTE Your Palm.com e-mail can also be viewed through other e-mail applications,
such as Microsoft Outlook Express or Eudora. Refer to the documentation for those
e-mail programs to set up POP mail collection.
To access your Palm.com account with Microsoft Outlook:
1. Start Microsoft Outlook.
2. From the Tools menu, select Services.
3. Click Internet E-mail.
4. Click Add.
5. Click OK.
6. Complete the following settings on the General tab:
– Enter a name to describe this e-mail account, such as “Palm e-mail.”
– (Optional) Enter a name or organization in the Useful Info field.
[email protected] in the E-mail Address field. The address must include
palm.com or palm.net after your username.
– (Optional) To reply to messages that are received at this account with your
Palm Wireless e-mail address, enter your Palm.com or Palm.Net address in
the Reply Address field.
7. Complete the following settings on the Server tab:
– Enter pop.palm.com or pop.palm.net (depending on your Palm Wireless
e-mail address) in the Incoming Mail field.
– Enter in the Outgoing Mail field the name of the SMTP server your outgoing
mail will use. For example, if you use Earthlink as your home Internet
service provider, your outgoing server might be smtp.earthlink.net. Check
with your e-mail service provider to find the name of the SMTP server.
– Enter your Palm Wireless service username and password in the Incoming
Mail Server field. You must enter your complete username, such as
[email protected] or [email protected] in this field.
8. Click OK twice.
Now you can use Microsoft Outlook to access your e-mail from your Palm.com
account.
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Collecting e-mail from other POP3 accounts into your Palm.com account
Collecting e-mail from other POP3 accounts into your Palm.com account
You can collect e-mail from your other mail accounts, such as Yahoo or Earthlink,
into your Palm.com account, so that you have access to all your e-mail in one
account.
To collect e-mail from another account, it must be POP3 compliant. Many popular
e-mail providers offer accounts that are POP3 compliant, including accounts from
Yahoo, Earthlink, and Mindspring. Other e-mail accounts, such as those offered by
America Online and Hotmail, are not POP3 compliant. If you aren’t sure if an
e-mail account is POP3 compliant, check with your e-mail service provider.
To set POP mail collection options:
2. Click Web-based E-mail Inbox.
3. Log in using your Palm Wireless service username and password.
4. Click the plus (+) mark next to Services.
5. Click Mail Collection.
6. Click New.
7. In the POP Server/Host field, enter the mail host from which you are
forwarding e-mail, such as pop.mail.yahoo.com.
8. Enter the username and password that you use for the e-mail account from
which you are forwarding e-mail.
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Chapter 2 Using Your Palm™ Wireless E-Mail Account
9. (Optional) Set an option to specify that the original e-mail is deleted from your
POP account after it is collected.
10. Specify how often e-mail should be collected from this POP account: daily,
hourly, every 15 minutes, or every 5 minutes.
11. Click OK.
Forwarding e-mail from another e-mail account
You can automatically forward your e-mail from another e-mail account, such as
your Yahoo e-mail account, to your Palm.com account. Most popular e-mail
providers, such as Yahoo, and many DSL and cable e-mail providers, such as
Verizon DSL or Bell South DSL, allow you to set up e-mail forwarding.
If you forward e-mail, specify your Palm.com address as the recipient address.
Consult the documentation or Help files for the e-mail provider from which you
want to forward mail for more information.
NOTE Check with your e-mail provider to see if there is a charge for forwarding mail.
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CHAPTER 3
Setting Up and Managing
Other E-Mail Accounts
With Palm™ VersaMail™ personal e-mail software, you can access e-mail accounts
from other e-mail providers, such as Earthlink or Yahoo. Some companies may
also allow access to corporate e-mail with the appropriate mail server
You can add up to eight other e-mail accounts to send and receive e-mail by using
your Palm™ Wireless connection (requires Palm.Net® service), setting up a
connection with a different network service provider (for example, using an
external modem accessory, sold separately), or synchronizing to a desktop e-mail
application. For example, if you have a Yahoo e-mail account, you can create a new
account in the VersaMail application and name that new account Yahoo, so that
you can send and receive mail from your Yahoo account using your handheld.
This chapter describes the following:
■ Choosing a connection type
■ Setting up and configuring e-mail accounts that use the Palm Wireless
connection
■ Editing e-mail accounts
■ Deleting e-mail accounts
Choosing a connection type
When you set up a new account in the VersaMail application, you choose the
method for connecting to your e-mail account. You can choose from the following
connection types:
■ Palm Wireless (default): You can access an account wirelessly using the wireless
modem that is built into your Palm™ i705 handheld. This type of connection
requires Palm.Net service activation.
■ Synchronize-only (Windows computers only): You can view and manage e-mail
between your handheld and a desktop e-mail application, such as Microsoft
Outlook, by performing a HotSync® operation using the cradle/cable. You can’t
send and receive messages wirelessly or with a modem for any account of this
information.
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Chapter 3 Setting Up and Managing Other E-Mail Accounts
■ Network: You choose this connection method if you want to create a connection
to an e-mail provider without using Palm Wireless—for example, if you will
send and receive e-mail messages from your handheld using an external
Creating an e-mail account using the Palm Wireless connection
If you are setting up a new e-mail account that will use the Palm Wireless
connection and you have a well-known Internet service provider (ISP) such as
Earthlink or Mindspring, the VersaMail application automatically configures
many of the required settings during the account setup.
For other ISPs, you need the following information:
■ The protocol used for incoming mail, such as POP or IMAP
■ The name of the incoming mail server
■ The name of the outgoing mail (SMTP) server
■ Whether your e-mail account requires any encryption, such as APOP
■ Your e-mail address and password
■ The login script (if any) you need for connecting to your ISP or mail server
NOTE Information about your e-mail account is available from the e-mail provider.
Depending on the type of e-mail service you have, you may obtain this information
by accessing the e-mail provider’s web site or by contacting the provider's customer
support.
To create an e-mail account using the Palm Wireless connection:
1. Tap the Menu icon
.
2. Tap Accounts.
3. Select Account Setup.
4. Tap New.
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Creating an e-mail account using the Palm Wireless connection
5. Do the following:
Account Name
Enter a descriptive name for this account, such as “My
Yahoo.”
Mail Service
Protocol
Tap the Mail Service pick list and select the provider to
which you are connecting. Select Other if your ISP is not
listed.
Tap the Protocol pick list and select POP or IMAP. (Most mail
providers use the POP protocol.)
If the VersaMail application knows the protocol for the mail service you
selected, it displays the correct protocol.
6. Tap Next.
Entering the account username and password
In the next part of the VersaMail Account Setup, you enter the username and
password for this account.
To enter the account username and password:
1. Enter the username you use to access your e-mail. This is generally the part of
your e-mail address that appears before the @ symbol; it is usually not your
entire e-mail address.
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Chapter 3 Setting Up and Managing Other E-Mail Accounts
2. Tap the Password box, and then enter your password. The Password box
displays the word “Assigned” to indicate that a password has been entered.
3. Tap OK.
4. Tap Next.
Entering the name of the incoming and outgoing mail server
You need to enter your e-mail address for the account you are accessing, as well as
the name of the incoming and outgoing mail servers.
To enter mail server settings:
1. If you chose a preconfigured service from the Mail Services pick list on the
Account Setup screen, the e-mail address field is completed automatically
based on the username and mail service you entered. Check the address to
verify that it is correct, and edit it if necessary.
If you chose Other from the Mail Services pick list on the Account Setup screen,
enter the e-mail address for your account.
E-mail address will be filled in
automatically if you chose a
preconfigured mail service
Mail servers will be filled in
automatically if the VersaMail
application knows the names based
on the mail service you chose
2. Enter the name of your incoming (POP) mail server, such as
pop.mail.yahoo.com.
If the VersaMail application knows the incoming mail server name based on the
mail service you selected, the correct server name is displayed.
3. Enter the name of your outgoing (SMTP) mail server, such as
smtp.mail.yahoo.com.
If the VersaMail application knows the outgoing mail server name based on the
mail service you selected, the correct server name is displayed.
4. Tap Next.
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Creating an e-mail account using the Palm Wireless connection
5. Do one of the following:
– To accept these mail options and begin using the VersaMail application, tap
Done. This takes you to the Inbox of the account you just set up. See
Chapter 4 for information on getting and sending e-mail.
– To set up additional mail options, tap Next. Continue with the next set of
procedures.
Setting mail retrieval options for a POP or IMAP account
The next VersaMail Setup screen displays different options, depending on whether
your mail service uses a POP or IMAP protocol.
To set mail retrieval server options for a POP or IMAP account:
1. (Optional) Do any of the following:
– Select Get unread mail ONLY to download only unread e-mail to your
handheld. If you don’t choose this option and you tap Get & Send, all your
e-mail messages on your provider’s mail server are downloaded to your
Inbox, including messages you have already read. To get all e-mail
(including e-mail you have already read) and not just unread e-mail, deselect
Get unread mail ONLY.
– To delete messages on your provider’s mail server when they are deleted in
the VersaMail application, select the Delete messages on the server when
they are deleted in VersaMail check box.
– (POP account only) To get e-mail on your handheld but also leave it on the
server so you can view it later on your desktop, select the Leave mail on
server check box. For example, if you create an account to receive e-mail from
your Yahoo account and select this option, your old Yahoo e-mail is still
visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.
– To limit the maximum size of an incoming e-mail message, enter the size in
kilobytes (KB) for the Maximum Message Size. The maximum size of an
incoming message is 5KB by default, but you can enter a smaller size. The
maximum message size that you can retrieve using a Palm Wireless
connection is 60KB for the body text and any attachments.
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Chapter 3 Setting Up and Managing Other E-Mail Accounts
POP accounts
IMAP accounts
2. Tap Next.
Setting outgoing mail options
Outgoing mail options are the same for POP and IMAP accounts.
To set outgoing mail options:
1. (Optional) Do any of the following:
Display Name
Enter the name you want to appear on your outgoing
messages, such as “Joe Smith.”
Reply To Address
Enter the e-mail address that you want recipients to see and
reply to on your e-mail messages, only if it is different from
the e-mail address from which you are sending the message.
For example, if you are sending a message from
[email protected] but you want recipients to reply to
Address makes it look like the e-mail came from the address
you entered.
BCC
Select the BCC check box to send a blind copy of any e-mail
message you send to another e-mail address. The blind copy
e-mail address is not seen by the other recipients of the
message. For example, if you want a copy of all messages you
send from your handheld to be sent to your desktop
e-mail account, enter that e-mail address.
2. Tap Next.
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Editing e-mail accounts
Adding a signature
If you want, you can add a signature to each e-mail message you send. For
example, you can enter your name and telephone number so that they appear in
each message you send.
To add a personal signature:
1. Tap the Attach Signature to messages check box, and then enter the text of the
signature.
This signature will be attached to all your outgoing e-mail.
2. Tap OK.
Testing your new account
When you have finished setting up a new e-mail account, the VersaMail
application displays the account’s Inbox. You can test whether the e-mail account
Editing e-mail accounts
From time to time you may need to edit information about one of the e-mail
accounts you set up.
To select the account to edit:
1. Tap the Menu icon
.
2. Tap Accounts.
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Chapter 3 Setting Up and Managing Other E-Mail Accounts
3. Select Account Setup.
4. Tap the name of the account to edit, and then tap Edit.
To edit an account:
1. On the Account Setup screen, change any of the following:
Account Name
Mail Service
Enter a descriptive name for this account, such as “My
Yahoo.”
Tap the Mail Service pick list and select the provider to
which you are connecting. Select Other if your ISP is not
listed.
Protocol
Tap the Protocol pick list and select POP or IMAP. (Most mail
providers use the POP protocol.)
If the VersaMail application knows the protocol for the mail service you
selected, it displays the correct protocol.
2. Tap Next.
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Editing e-mail accounts
Changing the account username and password
In the next part of VersaMail Account Setup, you can change the username and/or
password for this account.
To edit the account username and password:
1. (Optional) Enter a new username for accessing your e-mail. This is generally the
part of your e-mail address that appears before the @ symbol; it is usually not
your entire e-mail address.
2. (Optional) Tap the Password box, and then enter a new password. The
Password box displays the word “Assigned” to indicate that a password has
been entered.
3. Tap OK.
4. Tap Next.
Editing the name of the incoming and outgoing mail server
If your e-mail address or the name of the incoming and outgoing mail servers has
changed or has been entered incorrectly, you can edit the address or server name.
To edit mail server settings:
1. (Optional) Enter a new e-mail address for the account you are accessing, such
2. (Optional) Enter the new or correct name of your incoming (POP) mail server,
such as pop.mail.yahoo.com.
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Chapter 3 Setting Up and Managing Other E-Mail Accounts
If the VersaMail application knows the incoming mail server name based on the
mail service you selected, the correct server name is displayed.
3. (Optional) Enter the new or correct name of your outgoing (SMTP) mail server,
such as smtp.mail.yahoo.com.
If the VersaMail application knows the outgoing mail server name based on the
mail service you selected, the correct server name is displayed.
4. Tap Next.
5. Do one of the following:
– To accept these mail options and begin using the VersaMail application, tap
Done. This takes you to the Inbox of the account you just set up. See
Chapter 4 for information on getting and sending e-mail.
– To edit additional mail options, tap Next. Continue with the next set of
procedures.
Editing mail retrieval options for a POP or IMAP account
The next VersaMail Setup screen displays different options, depending on whether
your mail service uses a POP or IMAP protocol.
To edit mail retrieval server options for a POP or IMAP account:
1. (Optional) Change any of the following:
– Select Get unread mail ONLY to download only unread e-mail to your
handheld. If you don’t choose this option and you tap Get & Send, all your
e-mail messages on your provider’s mail server are downloaded to your
Inbox, including messages you have already read. To get all e-mail
(including e-mail you have already read) and not just unread e-mail, deselect
Get unread mail ONLY.
– To delete messages on your provider’s mail server when they are deleted in
the VersaMail application, select the Delete messages on the server when
they are deleted in VersaMail check box.
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Editing e-mail accounts
– (POP account only) To get e-mail on your handheld but also leave it on the
server so you can view it later on your desktop, select the Leave mail on
server check box. For example, if you create an account to receive e-mail from
your Yahoo account and select this option, your old Yahoo e-mail is still
visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.
– To limit the maximum size of an incoming e-mail message, enter the size in
kilobytes (KB) for the Maximum Message Size. The maximum size of an
incoming message is 5KB by default, but you can enter a smaller size. The
maximum message size that you can retrieve using a Palm Wireless
connection is 60KB for the body text and any attachments. The maximum
message size that you can retrieve using a network connection is 60KB for
the body text and 2MB total, including attachments.
POP accounts
IMAP accounts
2. Tap Next.
Editing outgoing mail options
Outgoing mail options are the same for POP and IMAP accounts.
To edit outgoing mail options:
1. (Optional) Change any of the following:
Display Name
Enter the name you want to appear on your outgoing
messages, such as “Joe Smith.”
Reply To Address
Enter the e-mail address that you want recipients to see and
reply to on your e-mail messages, only if it is different from
the e-mail address from which you are sending the message.
For example, if you are sending a message from
[email protected] but you want recipients to reply to
Address makes it look as though the e-mail came from the
address you entered.
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Chapter 3 Setting Up and Managing Other E-Mail Accounts
BCC
Select the BCC check box to send a blind copy of any e-mail
message you send to another e-mail address. The blind copy
e-mail address is not seen by the other recipients of the
message. For example, if you want a copy of all messages
you send from your handheld to be sent to your corporate
e-mail account, enter that e-mail address.
2. Tap Next.
Editing a signature
If you added a signature to the e-mail messages you send, you can edit the
signature. For example, you can change your name or the telephone number that
appears in each message you send.
To add a personal signature:
1. Tap the Attach Signature to messages check box, and then edit the text of the
signature.
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Deleting an e-mail account
This signature is attached to all your outgoing e-mail. For Palm.com accounts
only, the following default signature is included with all outgoing messages:
You can use this default signature, add additional text to this signature, or
delete it and enter your own signature information.
2. Tap OK.
Deleting an e-mail account
When you delete an account in the VersaMail application, the account is removed
from your handheld. The account still exists on the server. For example, deleting
your Yahoo account from the VersaMail application deletes the account from your
handheld. Your e-mail account still exists at Yahoo.com.
To delete an account:
1. Tap the Menu icon
.
2. Tap Accounts.
3. Tap Account Setup.
4. Tap the name of the account you want to delete, and then tap Delete.
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Chapter 3 Setting Up and Managing Other E-Mail Accounts
5. Tap Yes in the Delete Confirmation dialog box to delete the account and all
associated e-mail messages.
6. Tap OK.
After you perform the next HotSync operation, the memory associated with an
account is released.
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CHAPTER 4
Getting, Sending, and Managing E-Mail
Getting and sending mail on your handheld is easy and helps you keep your
business and personal life organized. You can get and send mail by simply tapping
one button on the handheld.
You can manage the messages in your mail accounts by moving messages between
folders, deleting old mail individually or in groups, and marking messages as read
or unread.
This chapter describes how to do the following:
■ Get mail for your mail accounts
■ Work with e-mail attachments such as text or Microsoft Word documents
Getting and reading e-mail
You can choose to get e-mail by subject only, which means getting the message size
and author as well as the subject, or you can get entire messages immediately. If
you choose to get messages by subject only and you want to read a full message,
you can get more of that message.
Choosing the e-mail account and displaying the Inbox
To view the e-mail in an account, you must switch to that account, and then get the
mail. For example, if you want to collect and view mail from your Yahoo account,
switch to the account created to retrieve mail from your Yahoo account.
To display an account and its Inbox:
1. Tap the Menu icon
.
2. Tap Accounts.
3. Tap the name of the account.
4. Tap the folders pick list, and tap Inbox if the Inbox is not displayed.
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Chapter 4 Getting, Sending, and Managing E-Mail
Getting e-mail by subject or getting the entire message
When you get e-mail messages, you can choose to get the subject only or to get the
entire message. You can also use the Details dialog box to select options for getting
unread e-mail only, downloading attachments, and using filters.
To get e-mail messages:
1. Tap Get Mail.
If you have e-mail stored in your Outbox, tap Get & Send.
2. In the Get Mail dialog box, tap Subjects Only to download subjects only, or tap
Messages to download entire messages.
TIP You can turn off the Get Mail dialog box in VersaMail Preferences. See
“Setting preferences for getting and deleting mail” later in this chapter for
details.
3. (Optional) Tap Details and set options for retrieving unread e-mail,
downloading attachments, using filters, using auto-disconnect, specifying
maximum download size, and specifying the default connection type for this
account. Tap OK.
NOTE You will only see the auto-disconnect option for accounts that use a
connection service other than the Palm™ Wireless service. You will only see
the default connection type option for accounts other than your Palm.com
account.
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Getting and reading e-mail
NOTE The maximum size of an incoming message is 5KB by default. The
maximum message size that you can retrieve using a Palm Wireless
connection is 60KB for the body text and any attachments. The maximum
message size that you can retrieve using a network connection is 60KB for the
body text and 2MB total, including attachments.
4. Tap OK.
The Getting Messages dialog box shows updates as your e-mail is downloaded.
When the Getting Messages dialog box disappears, a new dialog box displays
the number of new e-mail messages.
5. Tap OK.
A list of your e-mail appears in the Inbox.
Shows unread/total
messages
Icons indicate
whether a message
or subject has been
downloaded or has
attachments
Displays the time for
messages received today and
the date for all other
messages
TIP For your Palm.com or Business account, you can set up Notification options to
notify you when new messages arrive. You can choose how you are notified—for
example, by a special sound or by the handheld’s blinking indicator light.
information.
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Chapter 4 Getting, Sending, and Managing E-Mail
Icons in Palm™ VersaMail™ personal e-mail software
The icons to the left of a message in the Inbox indicate the message’s status.
Only the subject header information is downloaded.
Only the subject header and attachment information are downloaded.
Part or all of the message text is downloaded.
Part or all of the message text and attachment information are
downloaded.
Reading e-mail
To read e-mail, tap the e-mail message in the Inbox or the folder where the message
is located.
Tap to read
How the message appears depends on whether you are using a Palm Wireless
connection or a network connection, and whether you chose to get messages by
subject only or to get the entire message.
Reading messages with a Palm Wireless connection
If you chose to get messages by subject only, tap the More button
to view the
body of the e-mail message, plus any attachments. See “Getting e-mail by subject
or getting the entire message” earlier in this chapter.
If you chose to get entire messages, or after you tap the More button if you chose
to get messages by subject only, you see all or part of the body of the message. The
amount of the message you see is equal to the maximum message size you set
Chapter 3 for more information on setting maximum message size.
For example, if your maximum message size is 5KB (the default), you will see the
first 5KB of the body of the message. If the message is 5KB or smaller, you will see
the entire message.
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Getting and reading e-mail
If the downloaded message exceeds your maximum message size, only a partial
message is displayed. Tap the More button to see another portion of the message
equal to your maximum message size. Continue tapping the More button until you
see the entire body of the message.
For example, if your maximum message size is 5KB, and the total message size is
8KB, the first 5KB is displayed when you view the message. Tap the More button
once to display the remaining 3KB of the message.
However, if the total message size is 20KB, you need to tap the More button three
times to view the entire message, Each time you tap the More button, another 5KB
of the message is displayed.
Tap More to view an additional
portion of the message
Reading messages with a network connection
If you chose to get messages by subject only, tap the More button
to view the
body of the e-mail message, plus any attachments. See “Getting e-mail by subject
or getting the entire message” earlier in this chapter.
If you chose to get entire messages, the body of the e-mail message is displayed.
However, if the downloaded message exceeds your maximum message size, only
a partial message is displayed. Tap the More button to view the entire message.
Tap More to view the entire
message
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Chapter 4 Getting, Sending, and Managing E-Mail
Viewing other folders
You can easily switch from the current folder to view messages in other folders.
To view other folders:
1. Tap the folders pick list in the upper-right corner of the screen.
Available folders
2. Tap the folder you want to view.
Managing columns in the folder’s list view
The columns in each folder contain various types of information, such as the
subject, date, or size of a message. You can display or hide specific columns or
change the width of the columns in the folder’s list view.
To display or hide a column in a folder’s list view:
1. Tap Show.
2. Tap the check box for each column that you want to show.
NOTE If you select Date, the Date column displays the message time for any
messages received today—that is, any message received after 12:01 A.M.
Otherwise, the Date column shows the date the message was received.
3. Tap the Font letter to display information in a larger or smaller font size.
To change the sort order:
1. Tap the Sort By pick list, and then tap the column name.
2. Tap Descend or Ascend to change the sort order.
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Getting and reading e-mail
To change the size of a column in the folder’s list view:
1. Tap and hold the stylus on the column divider.
2. Drag the column divider to change the width of the column.
Drag the column
divider left or right to
make the column
larger or smaller
Moving e-mail between folders
You can move one or more e-mail messages between folders.
To move one e-mail:
1. Tap the folders pick list in the upper-right corner of the screen, and then tap the
name of the folder containing the message you want to move.
2. Tap the icon to the left of the message you want to move, and then tap Move To
from the pop-up menu.
The folders pick list appears.
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Chapter 4 Getting, Sending, and Managing E-Mail
3. Select the destination folder from the list.
TIP You can also move a single e-mail message from within the body of the message
by making the command bar stroke
in the Graffiti® writing area, tapping the folder
To move multiple e-mail messages:
1. Tap the folder that contains the e-mail messages you want to move.
2. Select the messages you want to move by tapping the bullets to the left of each
message icon.
TIP To select a group of messages, drag the stylus to the left of the message
icons.
A checkmark appears next to each selected message.
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Getting and reading e-mail
3. Do one of the following:
– Tap the Menu icon , and then tap Move To on the Message menu.
– Tap the message icon next to any one of the selected messages, and then tap
Move To on the pick list.
Message menu
Pick list
4. Select a destination folder from the folder pick list.
Message menu
Pick list
5. If you are moving the messages using the menu, tap OK. If you are using the
pick list, the messages move automatically.
Creating and editing mail folders
The VersaMail application has certain default folders, such as Inbox, Outbox,
Drafts, and Trash. You can create new folders so that you can store e-mail messages
by subject, person, or project. You can also edit default or created folders.
The procedure for creating and editing folders varies for accounts that use a Palm
Wireless connection and accounts that use a network connection.
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Chapter 4 Getting, Sending, and Managing E-Mail
Creating and editing folders with a Palm Wireless connection
For accounts that use a Palm Wireless connection, the procedure for creating and
editing folders is identical for POP and IMAP e-mail accounts.
To create and edit e-mail folders for a Palm Wireless connection:
1. Tap the folders pick list in the upper-right corner of the screen, and then tap Edit
Folders.
2. On the Edit Folders screen, do any of the following:
– To create a new folder, tap New and then enter the new folder name (called
“category name” on the screen). When you have finished, tap OK.
– To rename a folder, tap the folder name from the list on the screen, tap
Rename, and then enter the new folder name (called “category name” on the
screen). When you have finished, tap OK.
– To delete a folder, tap the folder name from the list on the screen and then tap
Delete.
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Getting and reading e-mail
Creating and editing folders with a network connection
For accounts that use a network connection, the procedure for creating and editing
folders varies slightly between POP and IMAP e-mail accounts.
To create and edit e-mail folders for a Palm Wireless connection:
1. Tap the folders pick list in the upper-right corner of the screen, and then tap Edit
Folders.
2. On the Edit Folders or Edit IMAP Folders screen, do any of the following:
POP accounts
IMAP accounts
– To create a new folder, tap New and then enter the new folder name (called
“category name” on the screen for POP accounts). For IMAP accounts only,
select the check box if you also want to create the folder on your e-mail
provider’s mail server. When you have finished, tap OK.
POP accounts
IMAP accounts
– To rename a folder, tap the folder name from the list on the screen, tap
Rename, and then enter the new folder name (called “category name” on the
screen for POP accounts). For IMAP accounts only, select the check box if you
also want to rename the folder on your e-mail provider’s mail server. When
you have finished, tap OK.
POP accounts
IMAP accounts
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Chapter 4 Getting, Sending, and Managing E-Mail
– To delete a folder, tap the folder name from the list on the screen and then tap
Delete. For IMAP accounts only, select the check box if you also want to
delete the folder on your e-mail provider’s mail server, and then tap OK. For
POP accounts, the folder is deleted immediately and you will not see a
confirmation screen.
Delete confirmation
appears for IMAP
accounts only
Creating and sending new e-mail
When you create a new e-mail message, you can enter the recipient’s e-mail
address or use the Lookup screen to find the address.
To create a new e-mail message:
1. Tap New.
Tap New
2. Enter the recipient’s name using one of the methods described in the next
procedures.
NOTE When you address a message to several recipients, you do not see all their
names on the To list because the list is truncated on the To line. If you tap To, a dialog
box lists all recipients for the current message.
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Creating and sending new e-mail
Addressing a message by typing the address
You can address a message by entering the complete address.
To enter the address:
1. In the New Message screen, tap To and enter the address.
For multiple recipients, type a semicolon (;) and then a space between recipient
names.
NOTE If you enter a comma instead of a semicolon, it is automatically changed
to a semicolon. If you enter a space with no punctuation between names,
semicolons are not inserted and the e-mail message is improperly addressed.
If you want to edit an e-mail address that is longer than the line provided in the
New Message screen, tap To and edit the address.
2. To send copies, tap cc: or bcc: and enter the recipient’s address.
Copies (cc:) allow recipients see the addresses of the other recipients, but
addresses in the blind copies (bcc:) field are hidden from all other recipients.
Addressing to address a message” later in this chapter.
Addressing a message using Address Book
You can enter a recipient’s address by using the Lookup screen to select the
address. The names and addresses in the Lookup screen come from Address Book.
To use an address from Address Book:
1. In the New Message screen, tap To.
2. Tap Lookup.
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Chapter 4 Getting, Sending, and Managing E-Mail
3. Tap the address you want, and then tap Add.
4. Repeat steps 2 and 3 to add more addresses.
5. Tap Done.
6. To enter an address in the cc: or the bcc: field, tap the field name and follow the
steps given for the To field.
Using Smart Addressing to address a message
Smart Addressing types ahead and completes a recognized e-mail address. Smart
addressing automatically fills in fields when the recipient’s name and e-mail
address are in your Address Book.
By default, Smart Addressing is selected in VersaMail Preferences.
To use Smart Addressing to address a message:
1. In the New Message screen, tap To.
2. Start entering the person’s name, such as Joe Smith.
Once the name is recognized from your Address Book, the name and e-mail
address are automatically completed on the recipient list. For example, if you
have a Joe Smith and a Joan Smith in your Address Book (and no other names
starting with J), once you enter “Joe,” the entry “Joe Smith” is completed with
the correct e-mail address.
Turning Smart Addressing on or off
You can turn Smart Addressing on or off in VersaMail Preferences.
To turn Smart Addressing on or off in VersaMail Preferences:
1. In the Inbox, tap the Menu icon
.
2. Tap Options.
3. Tap Preferences.
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Creating and sending new e-mail
4. Tap Advanced.
5. Tap the Enable Smart Addressing check box to turn Smart Addressing on or off.
A checkmark means it is turned on.
6. Tap OK.
Composing and sending e-mail
After you enter your recipient addresses, you can compose the rest of the e-mail
message.
To compose the rest of the e-mail and send it:
1. Tap the Subject field and enter the subject of your message.
2. Tap the area below the Subject line and enter the text of your message.
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Chapter 4 Getting, Sending, and Managing E-Mail
To access the editing features available on the Edit menu, tap the Menu icon
.
The first character of each sentence is automatically capitalized for you.
3. (Optional) Tap the Menu icon , tap Options, and then select Add
4. Tap one of the following to send the e-mail message:
Send
Sends the message immediately.
Outbox
Stores e-mail in the Outbox so you can compose e-mail offline
and then send all e-mail during one connection with the server.
To send your e-mail later, go to the Outbox and tap Get & Send.
The connection to the mail server is initiated, and all the e-mail
in the Outbox is delivered.
TIP You can also tap the Menu icon , tap Options, and then tap Save To
Drafts to save this message in the Drafts folder rather than send it.
Completing drafts
If you are composing an e-mail message and you exit the VersaMail application
before tapping Outbox, Send, or Cancel, the message automatically moves to the
Drafts folder. To finish editing the message, tap the folders pick list and select
Drafts. Select the e-mail message you want to complete or edit, and tap Edit. You
can also delete the message in the Drafts folder.
Attaching a personal signature
You can include a personal signature, such as your name, e-mail address, and
telephone number, to each e-mail message you send.
To create a personal signature:
1. Tap the Menu icon
.
2. Tap Options.
3. Tap Preferences.
4. Tap Signature.
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Creating and sending new e-mail
5. Tap the Attach Signature check box to select it.
6. Enter your signature information. For Palm.com accounts only, the following
default signature is included with all outgoing messages:
You can use this default signature, add additional text to this signature, or delete
it and enter your own signature information.
7. Tap OK.
Forwarding e-mail
You can quickly forward an e-mail message from any folder other than the Outbox
folder.
To forward an e-mail message:
1. Tap the folders pick list and select the folder that contains the e-mail message.
2. Tap the e-mail message to display it.
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Chapter 4 Getting, Sending, and Managing E-Mail
3. Tap the Forward button (labeled Fwd).
Tap Forward
4. Tap To.
5. Enter or look up the recipient address. See the procedure for creating new e-mail
earlier in this chapter for more information on addressing messages.
6. (Optional) Enter some text describing the forwarded message.
7. Tap Send to send the message, or tap Outbox to store it in the Outbox.
Replying to e-mail
You can reply to an e-mail message as you are reading it, or start the reply when
viewing messages in the folders list view.
To reply to a message that you are reading:
1. Tap the e-mail message that you want to reply to.
2. Tap Reply.
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Creating and sending new e-mail
3. In the Reply Options dialog box, select choices for replying to the sender only
or to all e-mail recipients, and for including original message text.
4. Tap OK.
5. Enter a reply.
6. Tap Send to send the message now, or tap Outbox to send it later.
To reply to an e-mail message from the folders list:
1. Tap the folders pick list and select the folder that contains the e-mail message to
which you want to reply.
2. Tap the envelope icon next to the message, and then tap Reply on the pick list.
3. In the Reply Options dialog box, select choices for replying to the sender only
or to all e-mail recipients, and for including original message text.
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Chapter 4 Getting, Sending, and Managing E-Mail
4. Tap OK.
The e-mail is addressed.
5. Enter a reply.
6. Tap Send to send the message now, or tap Outbox to send it later.
Working with attachments
You can easily download, view, save, and send attachments with e-mail messages.
Viewing attachments on your handheld
At times e-mail contains attached files, such as Microsoft Word or text files, that
you want to view on your handheld. You can view the following types of attached
files:
vCard (.vcf)
vCal (.vcs)
Text (.txt)
This is an address.
This is usually a calendar appointment or a To Do task.
This is usually a memo or another plain text file.
HTML (.html or
.htm)
This is usually a web page or a formatted text file. By default, the
VersaMail application strips the formatting and shows only the
text of most HTML attachments. However, some browsers allow
other applications to pass them a file for viewing in full HTML.
If your browser supports this function, you can view HTML
attachments with all formatting intact. You do not need to do
anything different in the steps for downloading and viewing
attachments; the attachment is automatically opened in the
correct format for your handheld (text only or full HTML), based
on the applications you have installed.
Microsoft Word
(.doc)
The formatting is stripped and the text of most Microsoft Word
documents is shown.
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Working with attachments
Other application
files (such as
graphics files)
For other types of application files, your handheld may contain
a viewer that allows other applications to pass it a file for
viewing. For example, your handheld may contain an image
viewer that allows another application to pass it a JPEG or GIF
attachment for viewing. You do not need to do anything
different in the steps for downloading and viewing attachments;
if your handheld contains such a viewer, the attachment is
automatically opened. If your handheld does not contain such a
viewer, you cannot view the attachment.
This is a Palm OS® application that you can install and run on
your handheld.
PRC (.prc)
PDB (.pdb)
This is a file that works with specific Palm™ applications.
Among the types of attachments you can receive are the following handheld
application files:
■ Address Book entries
■ Date Book appointments
■ To Do list items
■ Memos
NOTE The maximum message size that you can retrieve using a Palm Wireless
connection is 60KB for the body text and any attachments. The maximum message
size that you can retrieve using a network connection is 60KB for the body text and
2MB total, including attachments.
To view an attachment:
1. In the Inbox, tap the message that has an attached file.
A paper clip icon appears on the message’s icon if there is an attachment.
Envelope with
paper clip icon
indicates
attachment
If you choose to get messages by subject only, you must tap More for each
downloaded message, so that you can view the body of the e-mail message plus
any attachments.
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Chapter 4 Getting, Sending, and Managing E-Mail
2. Click the paper clip icon in the upper-right corner. If Download Attachments is
selected in VersaMail Preferences, any attachments that do not cause the
message to exceed the maximum message size are downloaded. For example, if
the maximum message size is 5KB and you download a message whose body
text size is 2KB, then any attachment under 3KB is also downloaded and any
attachment over 3KB is not.
Tap paper clip icon to view
attachment
3. If the message was downloaded, tap the name of the attachment you want to
view, and then tap View.
If the message or messages were not downloaded because they exceeded the
maximum message size, select the message or messages to download from the
Download Attachments screen, and tap Download.
When downloading is complete, tap the name of the attachment you want to
view, and then tap View.
4. When you have finished viewing the attachment, tap Done. This returns you to
the Attachments dialog box, where you can select another attachment to view if
you want to.
5. When you have finished viewing all attachments, tap Done in the Attachments
dialog box. This returns you to the Message screen.
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Working with attachments
Saving attachments to an expansion card
If you have purchased an expansion card that provides extra memory, you can save
downloaded attachments to the expansion card.
To save an attachment to an expansion card:
1. Insert the expansion card into the slot on your handheld.
2. Follow the procedure for downloading attachments described earlier in this
chapter.
3. On the Attachments screen, tap Save to Card.
4. Tap OK.
Attaching files to e-mail
You can attach files on your handheld to e-mail messages you send. For example,
you can attach files from the various handheld applications, such as any Date Book
appointment (.vcs), To Do List task (.vcs), or memo (.txt).
NOTE The maximum message size that you can retrieve using a Palm Wireless
connection is 60KB for the body text and any attachments. The maximum message
size that you can retrieve using a network connection is 60KB for the body text and
2MB total, including attachments.
You can attach the following types of files:
■ vCard (.vcf)
■ vCal (.vcs)
■ Memo/text (.txt)
■ PRC (.prc)
■ PDB (.pdb)
NOTE The maximum message size for the Business account is 56KB for the body
text and any attachments, which is smaller than the Palm.com account maximum
message size. The VersaMail application adds encryption information to every
message for the Business account, so the messages are automatically larger.
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Chapter 4 Getting, Sending, and Managing E-Mail
To attach a file to a message:
1. Tap the Menu icon
.
2. Tap Options.
3. Tap Add Attachment.
4. Tap the Type pick list and select the file type.
All files of the selected type appear in the Type box. For example, if you select
Appointments (.vcs), you can tap Date Book to see a list of appointments from
a particular date that you can attach, or you can tap To Do to see To Do List
tasks.
5. Tap the file that you want to attach, and then tap Add.
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Working with attachments
The selected file appears in the Attachments box.
6. Repeat steps 4 and 5 for each attachment you want to add, and then tap Done.
TIP To delete an attachment from an e-mail message, tap the attached file in
the Attachments box and then tap Delete.
7. Tap Send or Outbox.
Uploading attachments from an expansion card
If you have purchased an expansion card and have saved files to the card, you can
upload files to attach to an e-mail message you are sending.
To upload an attachment from an expansion card:
1. Insert the expansion card into the slot on your handheld.
2. On the New Message screen, tap the Menu icon
3. Tap Options.
.
4. Tap Add Attachment.
5. Tap the From pick list and select Files on Card.
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Chapter 4 Getting, Sending, and Managing E-Mail
6. Tap the Type pick list and select the file type.
Only file types that correspond to the types of files on the card will be displayed
on the list. For example, if he card contains only Word docs and Address Book
entries, only the file types “doc” and “vCard” will be listed. You can select a
particular file type, or select All Files to view all files on the card.
7. Tap the file that you want to attach, and then tap Add.
The selected file appears in the Attachments box.
8. Repeat steps 6 and 7 for each attachment you want to add, and then tap Done.
TIP To delete an attachment from an e-mail message, tap the attached file in
the Attachments box and then tap Delete.
9. Tap Send or Outbox.
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Deleting messages
Forwarding an attachment
You can include attachments on any message you forward, up to the maximum
message size.
To forward a message with an attachment:
1. Tap the folders pick list and select the folder that contains the e-mail message
you want to forward.
2. Tap the e-mail message to display it.
3. Tap the Forward button (labeled Fwd).
4. Tap To. On the Recipient List screen, enter or look up the recipient address. See
the procedure for creating e-mail, presented earlier in this chapter, for more
information on addressing messages.
5. Follow the procedure for attaching files presented earlier in this chapter.
Deleting messages
You can delete one or more e-mail messages from any folder. For example, you can
delete old messages in the Inbox or messages that you were working on in the
Drafts folder. When you delete a message it is placed in the Trash folder. See
“Emptying the trash” later in this chapter.
To delete messages on the server when you empty the trash on your handheld, you
can select the Delete Msgs on Server setting in VersaMail Preferences. It is
important to delete messages on the server because your Palm.com account is
limited to 5MB. If you don’t periodically empty the trash and delete messages on
the server, new e-mail messages may “bounce” back to the sender. See “Setting
preferences for getting and deleting mail” later in this chapter.
IMPORTANT If you don’t select the Delete Msgs on Server setting, you should
occasionally access your Palm.com account on the Internet to clear messages from
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Chapter 4 Getting, Sending, and Managing E-Mail
To delete one or more messages:
1. Tap the folders pick list and select the folder that contains the messages you
want to delete.
2. Do one of the following:
Item to delete
Action
One message
Tap the bullet next to the message’s icon.
Multiple
messages
Tap the bullet next to each message’s icon that you want to
delete.
A group of
adjacent
messages
Drag the stylus along the left of the message icons. To select
another group, lift the stylus and select the next group of
messages.
3. Do one of the following:
– Tap the message icon next to a selected e-mail message, and then tap Delete.
– Tap the Menu icon , and then tap Delete.
4. Tap OK.
5. (Optional) Tap Also delete message(s) on server if you want to delete the
message from the server now.
If you selected the setting
Delete Msgs on Server in the
Preferences, this check box is
selected
The selected messages move to the Trash folder and are deleted from your
handheld when you empty the trash. If you set the preference to automatically
empty the trash, the messages are deleted when the trash is emptied. See
“Emptying the trash” later in this chapter for more information.
IMPORTANT If you delete a message on the server, you cannot retrieve it and view it
again later.
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Deleting messages
To delete messages before a certain date:
1. Tap the Menu icon
.
2. Tap Delete Old.
3. Tap the Folder pick list and select the folder that contains the messages you
want to delete.
Displays the current
folder for deleting
messages
4. Tap the Older than pick list, and then tap One Week, One Month, or Choose
Date.
If you tap Choose Date, select a date from the calendar.
Tap a date to select
it, or tap Today
5. Tap Delete.
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Chapter 4 Getting, Sending, and Managing E-Mail
6. (Optional) Tap Also delete message(s) on server if you want to delete the
messages from the server at the time they are deleted from your handheld.
7. Tap OK.
Emptying the trash
Deleted e-mail accumulates in the Trash folder and takes up space on your
handheld. To increase memory, you should empty the trash regularly. If you want
to automatically empty the trash, you can set a preference to empty mail
immediately or to empty any mail older than a certain number of days.
To empty the trash:
1. Tap the Menu icon
.
2. Tap Empty Trash.
NOTE If Auto-Empty Mail from Trash is selected in VersaMail Preferences, a
message asks if you want to delete the trash.
3. (Optional) Tap Details to see how many messages are in the trash, and whether
the messages are set to be deleted on the server.
4. If you want to delete messages from the handheld as well as from the server, tap
Both. A message asks if you want to update the server now.
To delete the message from only the handheld now, tap Handheld.
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Marking messages as read or unread
NOTE For your Palm.com account, you should routinely delete messages on the
server because the server stores only a maximum of 5MB. Many other e-mail
providers, such as Yahoo, have size restrictions for mail storage. If your mailbox on
the server becomes full, new incoming messages are returned to the senders.
To have the trash emptied automatically:
1. Tap the Menu icon
.
2. Tap Options, and then tap Preferences.
3. Tap Advanced.
Auto-Empty Mail from Trash is selected by default.
4. Tap the pick list, and select how often you want the e-mail messages
automatically emptied from the trash:
– Immediately
– Older Than 1 Day
– Older Than 3 Days
– Older Than 1 Week
– Older Than 1 Month
5. Tap OK.
Marking messages as read or unread
You can mark messages as read or unread. When you tap a message to read it, it is
automatically marked as read.
NOTE Because POP servers do not support the read or unread message feature, the
message is in bold or regular typeface for POP accounts on the handheld, but you
can’t connect with the server to change the message state.
To mark messages as read or unread:
1. Tap the folders pick list and select the folder you want.
2. Tap the icon next to each message you want to mark.
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Chapter 4 Getting, Sending, and Managing E-Mail
3. Tap Mark Read or tap Mark Unread.
TIP To mark multiple messages, tap the bullets next to the messages you want
to mark, tap the Menu icon , and then tap Mark Read or Mark Unread.
4. Tap Handheld to mark the messages now as read on your handheld. Tap Both
to mark the messages on both the handheld and the server.
If you tap Both, this message appears.
Tap OK to connect with the server and immediately mark the messages as read
or unread on the server. This action also processes any other pending actions on
the server, such as deleting messages not yet deleted.
Tap Cancel if you want the messages marked during the next HotSync®
operation or the next wireless connection.
Read messages appear in plain text; unread messages appear in bold text.
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Setting preferences for getting and deleting mail
Setting preferences for getting and deleting mail
VersaMail Preferences determine how the VersaMail application gets, sends, and
deletes e-mail.
To set mail preferences:
1. Tap the Menu icon
.
2. Tap Options.
3. Select Preferences.
4. Choose preferences:
Get
Enables you to retrieve messages by subject only or to
retrieve the entire message.
Ask Every Time
Displays a dialog box for choosing subjects only or entire
messages each time you retrieve e-mail. If this preference is
not selected, messages are always retrieved using the option
you select in the Get pick list.
Confirm
Deletions
Displays a confirmation dialog before deleting e-mail.
Delete Msgs on
Server
Automatically deletes messages on the server that you have
deleted on your handheld. If this preference is not selected,
you are asked each time you delete messages on your
handheld whether you want to also delete them on the
server. Because mailboxes on the server usually have size
restrictions, we recommend periodically deleting messages
on the server.
Download
Attachments
Causes files attached to e-mail to be automatically
downloaded to your handheld. Attachments that exceed the
with attachments” earlier in this chapter for more
information.
Signature
Enables you to attach a default signature to all your outgoing
this chapter for more information.
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Chapter 4 Getting, Sending, and Managing E-Mail
Adding or updating an Address Book entry directly from a message
You can add or update an e-mail address in the Address Book directly from the
body of a received e-mail message.
To add a new Address Book entry:
1. On the Message screen, tap the Menu icon
.
2. Tap Options.
3. Tap Add To Address Book.
A dialog box appears with the “From” address displayed. If a display name
(that is, a first and last name that appears in the To field) exists for this Address
Book entry, the Last name and First name fields show the display name.
4. (Optional) If the Last name and First name fields are blank, enter the first and
last name associated with the “From” e-mail address.
5. Tap OK to add the e-mail address to the Address Book, and then tap OK in the
confirmation dialog box.
If you receive an e-mail message from someone whose name and e-mail address
appear in your Address Book, but the e-mail address on the message is different
from the one in your Address Book, you can either update your existing Address
Book entry with the new e-mail address, or create a second Address Book entry for
the name containing the new e-mail address.
The procedure is the same as for adding a new Address Book entry. If you tap Add
to Address Book from the body of an e-mail message and an entry already exists
for the recipient name—but the e-mail address on the message is different from the
one in your Address Book—you are prompted to either update the e-mail address
for the sender or create a new entry for the sender.
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Adding or updating an Address Book entry directly from a message
NOTE You are prompted to either update an existing Address Book entry or create a
new one only if the e-mail address you are attempting to enter into your Address
Book is different from the one already in the Address Book for the sender’s name. If
the name and e-mail address on the message are identical to the ones in your
Address Book, you see only a notification message that an Address Book entry
already exists for this sender.
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Chapter 4 Getting, Sending, and Managing E-Mail
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CHAPTER 5
Synchronizing E-Mail Between the
Handheld and the Desktop
To manage your e-mail on your desktop as well as on your handheld, you can
synchronize an e-mail account on the handheld with an e-mail application on the
desktop. You can use many popular e-mail applications, called clients, such as
Microsoft Outlook, Eudora, Lotus Notes, Outlook Express, or any other e-mail
clients that use Messaging Application Program Interface (MAPI).
NOTE Synchronizing e-mail works on Windows computers only.
This chapter describes the following:
■ Starting the Palm™ VersaMail™ HotSync® Conduit
■ Configuring and activating accounts in the HotSync Manager
■ Synchronizing e-mail on the handheld with a desktop e-mail application
■ Converting attached files using attachment conversion plug-ins, such as those
for DataViz Documents To Go
Configuring an account in HotSync Manager
Before synchronizing an e-mail account, you configure the account’s settings in the
Palm VersaMail HotSync Conduit. The settings have to be specified only once
unless you need to make changes.
NOTE The only account you cannot synchronize is your Palm.com account.
To start Palm VersaMail HotSync Conduit:
™
1. Click the HotSync Manager icon
in the Windows system tray.
2. Select Custom.
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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop
3. Select VersaMail in the Conduit list.
4. Click Change.
5. Select Synchronize Active Accounts, and then select the Set As Default check
box.
NOTE If you do not select the Set As Default check box, you will need to select
Synchronize Active Accounts each time you perform a HotSync operation.
Setting synchronization options and account settings
Next, you must configure each mail account’s general synchronization settings.
For example, if you created an Earthlink e-mail account on the handheld and want
to synchronize that with the desktop, set the synchronization options for the
Earthlink account. During a HotSync operation, the Earthlink account on the
handheld and the e-mail application specified in the conduit are synchronized.
To configure an account and set the synchronization options:
1. In the HotSync Action For VersaMail dialog box, click Configure Accounts.
2. (Optional) Select the Enable Informational Logging check box if you want the
HotSync log to record information, such as errors encountered, about the
conduit during a HotSync operation.
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Setting synchronization options and account settings
3. Select the account to configure from the Accounts drop-down list.
Select the account to
configure and synchronize
The tab with the account’s name and settings, such as Business Settings or
Yahoo Settings, is displayed.
4. Select the option Check this box to synchronize this mail account when you
perform a HotSync operation; otherwise, the account will not be synchronized.
Enter the message
size and the number
of days before today
that synchronization
occurs
Check here for helpful notes when
configuring an e-mail client
5. (Optional) If you are configuring your Business account, you can enter the
number of days before the security key expires and the VersaMail application
generates a new security key.
Select Enable Key Expiration, and then enter a value between 0 and 999.
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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop
A 0 value generates a security key during the next and each subsequent
HotSync operation.
Select the key expiration, and then
enter the number of days to
regenerate the security key
Shows when a security
key was last created
Before selecting Enable Key Expiration, you should get all messages on your
handheld. When you enable key expiration, the next HotSync operation creates
additional security. If you do not get all messages, you will not be able to access
any message information that is on your mail server when you perform the next
HotSync operation.
For example, if there are messages on the mail server for which you have not
received a notification on your handheld, you will not be able to retrieve those
messages after the next HotSync operation. Of, if you choose to receive
messages by subject only, you will not be able to retrieve the body of the
messages from the server after the next HotSync operation. By getting all
messages before you select Enable Key Expiration, you can be sure that you are
retrieving all message information from the server.
6. In the Connection Information box, select the desktop e-mail application, such
as Microsoft Exchange 5.0 or later, Outlook Express, or Eudora, that you are
synchronizing the account with, and specify any necessary settings.
TIP If your e-mail application is compatible with Extended MAPI, try Microsoft
Exchange 5.0 or later as a choice for the Mail Client option. If your e-mail
application is compatible with Simple MAPI, try Microsoft Outlook Express as
a choice for the Mail Client option. Although Netscape uses SMAPI (Simple
MAPI), Netscape is not supported.
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Setting synchronization options and account settings
Mail Client
Action
Select a MAPI profile to access the mail server. The conduit
Microsoft
Exchange 5.0 or checks for any existing MAPI profiles and displays them in the
later
list. Enter your password for Exchange.
Microsoft
Outlook 97 or
later
Select the MAPI profile to access the mail server. The conduit
checks for any existing MAPI profiles and displays them in the
list. Enter your password for Outlook. See “Configuring
Microsoft Outlook” later in this chapter for the changes you
need to make in Outlook.
Microsoft
If you select Microsoft Outlook Express, enter the password for
5.5 or later
Express” later in this chapter for details.
Lotus Notes
Click Browse to locate your Notes ID, and then enter your
password.
Eudora 5.0 or
later
information about the settings to make in Eudora.
Direct POP
connection to
server
Select this option to synchronize an account by connecting
directly with a POP server. You must enter the information
about the server in the VersaMail application on your
handheld when you create the e-mail account to access the
server. You will enter information about the incoming (POP)
server, the outgoing (SMTP) server, your e-mail username,
your password, and your e-mail address.
During the HotSync operation, the conduit reads the settings
you made. If the settings do not exist or all server information
is wrong, an error is reported in the HotSync.log file. However,
if the incoming server (POP) is correct, the Inbox is
synchronized if the option to synchronize the Inbox is selected.
If the outgoing server (SMTP) is correct, the Outbox is
synchronized (send e-mail) if you selected the option to
synchronize the Outbox. If neither is correct, then nothing
happens.
If you want to synchronize e-mail for an account that requires
APOP authentication, you must select the option to use APOP
Chapter 6 for details.
If you want to synchronize e-mail for an account that requires
ESMTP authentication (for example, Yahoo accounts require
ESMTP authentication), you must select the option to use
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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop
Mail Client
Action
Direct IMAP
connection to
server
Select this option to synchronize an account by connecting
directly with an IMAP server. You must enter the information
about the server in the VersaMail application on your
handheld when you create the e-mail account to access the
server. You will enter information about the incoming (IMAP)
server, the outgoing (SMTP) server, your e-mail username,
your password, and your e-mail address.
During the HotSync operation, the conduit reads the settings
you made. If the settings do not exist or all server information
is wrong, an error is reported in the HotSync.log file. However,
if the incoming server (IMAP) is correct, the Inbox is
synchronized if the option to synchronize the Inbox is selected.
If the outgoing server (SMTP) is correct, the Outbox is
synchronized (send e-mail) if you selected the option to
synchronize the Outbox. If neither is correct, then nothing
happens.
If you want to synchronize e-mail for an account that requires
ESMTP authentication (for example, Yahoo accounts require
ESMTP authentication), you must select the option to use
Other e-mail
applications
Select Microsoft Exchange 5.0 or later as the choice for the
Mail Client option if your e-mail application is compatible with
extended MAPI. If your e-mail application is compatible with
SMAPI, select Microsoft Outlook Express as the choice for the
Mail Client option.
NOTE A profile contains configuration information, such as the location of
incoming e-mail, your personal address book, and other information services
that you can use. The profile may be MS Exchange Settings, your name, or
something different. For more information on profiles, see your e-mail
application’s documentation.
7. Enter the Sync Mail Restrictions you want:
Days in Which to
Synchronize Mail
Set how many days of e-mail, between 0 and 999, should be
synchronized. A value of 0 synchronizes all e-mail in the
Inbox during the next HotSync operation. For other values,
the conduit synchronizes e-mail for today and the number of
days preceding today. For example, if you enter a value of 2,
e-mail is synchronized for today and yesterday; if you enter
3, e-mail is synchronized for today, yesterday, and the day
before.
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Setting synchronization options and account settings
Maximum
Enter the maximum message size, from 1 to 2048KB. If the
message exceeds the maximum size, the conduit truncates
the message. For example, the maximum message size might
be 50KB, and the message might have the following:
Message Size (KB)
for HotSync
Operation
■ Message header: 1KB
■ Body: 20KB
■ Attachment 1: 40KB
■ Attachment 2: 20KB
In this case the conduit puts the message header, body, and
Attachment 2—totaling 41KB—on the handheld.
Attachment 1 is removed because adding it to the message
causes the message to exceed the maximum.
Synchronize
Unread Messages
Only
Select whether to synchronize all e-mail between your
desktop and your handheld, or unread e-mail only. By
default, the check box is deselected, meaning that all e-mail
will be synchronized.
8. Select the folder synchronization you want:
– Select the Synchronize the Inbox check box to synchronize the Inbox during
the next HotSync operation.
– Select the Synchronize the Outbox check box to send any e-mail in the
handheld’s Outbox during the next HotSync operation.
9. Click Apply.
Verifying handheld account settings before synchronizing accounts
Certain settings you configure on your handheld for a given e-mail account must
be set correctly for the synchronization process as well. Before configuring an
e-mail client on your desktop for synchronization, be sure to verify the following
settings on your handheld:
APOP and ESMTP
If you want to synchronize e-mail for an account that requires
either APOP or ESMTP authentication (for example, Yahoo
accounts require ESMTP authentication), you must select the
option to use APOP or ESMTP on your handheld. See “Adding
Chapter 6 for details.
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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop
Mail filters
Any mail filters you have configured for a given e-mail account
on your handheld apply also during the synchronization
process. For example, if you have set filters to accept only e-mail
containing the subject words “Current Software Project,” only
those same messages are synchronized between your desktop
and your handheld. Be sure to turn mail filters off if you want
to synchronize all messages between your desktop and your
details.
Configuring Microsoft Outlook
You can synchronize Microsoft Outlook 97/98/2000/XP with an e-mail account in
the VersaMail application, but you must set Microsoft Outlook as the default mail
handler. You must check your username and password.
To configure Microsoft Outlook:
1. In the Control Panel, click Internet Options.
NOTE For Windows XP, click Network and Internet Connections, and then click
Internet Options.
2. Click the Programs tab.
3. Select Microsoft Outlook as the default e-mail program.
4. Click OK.
NOTE Make sure your username and password are set up correctly within Microsoft
Outlook.
Configuring Microsoft Outlook Express
You can synchronize an e-mail account in the VersaMail application with Microsoft
Outlook Express 5.5 or 6.0, but you must set Outlook Express as the default mail
handler.
NOTE Make sure your username and password are set up correctly within Outlook
Express.
To configure Outlook Express:
1. In the Control Panel, click Internet Options.
NOTE For Windows XP, click Network and Internet Connections, and then click
Internet Options.
2. Click the Programs tab.
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Setting synchronization options and account settings
3. Select Outlook Express as the default e-mail program.
4. Click OK.
TIP You can also make Outlook Express the default mail handler within the e-mail
application. From the Tools menu, select Options. Click the General tab, and then click
Make Default.
IMPORTANT Outlook Express must be running in order for you to perform a HotSync
operation. If you have multiple profiles in Outlook Express, the VersaMail application
synchronizes with the dominant profile. To synchronize a different profile, you must
set it as your dominant profile.
Configuring Eudora
If you are using Eudora as your e-mail application, you must set up MAPI in
Eudora.
To set up MAPI in Eudora:
1. From the Eudora Tools menu, choose Options.
2. Do one of the following:
– If Eudora is the only e-mail application that you use, select Always as the
MAPI setting.
– If you use more than one e-mail application, select When Eudora is running
as the MAPI setting.
3. Ensure that your username and password are set up correctly within Eudora.
You need this information to log in to Eudora to retrieve and synchronize your
e-mail.
IMPORTANT Eudora must be running in order for you to perform a HotSync
operation. The VersaMail application synchronizes with your Dominant Personality in
Eudora 5.1 or later. To synchronize a different profile, you must set it as your
Dominant Personality.
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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop
Converting attached files
You can use attachment conversion plug-ins to convert attached files that you are
sending or receiving. Documents To Go plug-ins are automatically configured; you
must install Documents To Go on your desktop computer and on your handheld
for attachments to be converted properly. You must have version 4.004 or later of
Documents To Go to work properly with the VersaMail application. You can
download version 4.004 or later from the DataViz web site,
If you installed Documents To Go version 4.0, which was included free on the
Palm™ i705 CD-ROM, you can download a free update from the DataViz web site.
You must register as a Palm i705 user to obtain a registration number and
When you receive a message with an attachment on your handheld, the file is
converted to the DataViz format on the handheld when you perform a HotSync
operation. You can then read and edit the file in Documents To Go on the handheld.
In the Palm VersaMail HotSync Conduit, you can turn off DataViz Documents To
Go plug-ins or select other plug-ins.
To turn off attachment conversion plug-ins:
1. Click the HotSync Manager icon
in the Windows system tray.
2. Select Custom.
3. Select VersaMail in the Conduit list.
4. Click Change.
5. Click Configure Accounts.
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Converting attached files
6. Click the Attachment Conversion tab.
Documents To Go
plug-ins are configured
automatically
7. Plug-in types are listed in the left column. If the plug-in is selected, the right
column shows the name of the company supplying the plug-in. If a plug-in is
not selected, the right column reads Not Selected.
NOTE The drop-down lists in the right column display only the companies
currently supplying plug-ins for a particular type. If more than one company
supplies a plug-in of a particular type (for example, Word doc), then multiple
company names appear on the list. If no company is currently supplying a
plug-in of a particular type, then the only option that appears on the list is Not
Selected.
Do one of the following:
Item
Action
To deselect a plug-in Click the right column next to the plug-in type name, and
then select Not Selected from the drop-down list.
To select a plug-in
Click the right column next to the plug-in type name, and
then select the name of the company supplying the
plug-in from the drop-down list.
To change the
Click the right column next to the plug-in type name, and
company supplying a then select the name of the company you want to supply
plug-in of a particular the plug-in from the drop-down list.
type
8. Click OK.
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Chapter 5 Synchronizing E-Mail Between the Handheld and the Desktop
Synchronizing an account
To synchronize accounts, you must set the HotSync action for VersaMail in the
HotSync Manager. You can, however, exclude e-mail accounts from a HotSync
operation.
TIP If you don’t want an account synchronized, deselect the check box Select this
check box to synchronize this e-mail account when you perform a HotSync operation.
To select which accounts are synchronized during a HotSync operation:
1. Click the HotSync Manager icon
in the Windows system tray.
2. Select Custom.
3. Select VersaMail in the Conduit list.
4. Click Change.
5. Select one of the following:
Synchronize
Active Accounts
Select this option to include active accounts in the next
HotSync operation. For an account to be synchronized, you
must have selected the option Check this box to synchronize
this mail account when you perform a HotSync operation.
Do Nothing
Select this option to exclude e-mail accounts from the next
HotSync operation.
6. (Optional) Select Set As Default to apply the options you selected to all
subsequent HotSync operations. Otherwise, the settings apply to the next
HotSync operation only.
7. Click OK.
8. Perform a HotSync operation.
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CHAPTER 6
Going Beyond the Basics
You use many Palm™ VersaMail™ personal e-mail software features, such as
getting and sending e-mail, daily. Other features are used less frequently but are
especially valuable in certain situations. For example, filtering e-mail is helpful if
you are traveling and want to receive messages only from certain people or about
specific subjects. Filters and other special features are discussed in this chapter.
This chapter describes the following:
■ Creating and using filters to determine which mail you actually view
■ Creating a synchronize-only e-mail account
■ Creating an e-mail account that uses a network connection to send and receive
mail
■ Setting network and connection preferences on your handheld
■ Selecting a different connection service for a given e-mail account
■ Managing mail settings
■ Adding APOP to an account
■ Adding ESMTP to an account
■ Copying text from an e-mail message for use in other applications
■ Using the command bar
■ Viewing e-mail header details
■ Backing up your mail databases
■ Synchronizing IMAP folders wirelessly
■ Accessing corporate e-mail
■ Learning about Palm™ Desktop Link to manage your mail in Microsoft
Outlook
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Chapter 6 Going Beyond the Basics
Managing mail filters
Filters provide efficient ways to manage e-mail retrieval and storage. When you
tap Get Mail or Get & Send, filters determine which e-mail messages are
downloaded to your handheld and in which folder the downloaded messages are
stored.
For example, you may want to file e-mail about sales meetings in a Sales folder.
You can create a filter that automates this action, so that whenever you receive an
e-mail message about sales meetings, it is immediately sent to the Sales folder,
which you created in the filters screen.
Creating mail filters
To create a mail filter, you select various criteria, such as To, From, and Contains.
This information makes up the filter statement.
For example, if you want stock quotes from your online brokerage service sent to
a specific folder, you can filter those mail messages and store them in the Inbox
folder. The filter statement, which is displayed in the Filter Editor, is shown in the
following figure.
To create a filter:
1. Tap the Menu icon
.
2. Tap Options, and then tap Filters.
3. Tap New.
4. Enter a short description of the filter in the Name field.
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Managing mail filters
5. Use the If the pick lists to create criteria for the filter.
The three pick lists and the edit line combine to create a statement that identifies
the type of e-mail and where you want the e-mail stored. For example, a filter
might read, “If the [Subject] [Contains] sales meeting, Then get mail and move
to [Sales].” When you use this filter to sort incoming e-mail, any e-mail
containing “sales meetings” in the subject line is filed in the Sales folder.
To pick list
Select the message header field with the information
contained in the edit line: To, From, Subject, cc, Date, Size.
For example, you might select Date to download only
messages that are less than a certain number of days old.
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 e-mail with the subject Sales,
enter “Sales.” If you enter more than one criteria, separate
each with a comma—for example, “Sales, New York.”
Then get mail
and move to
pick list
Select the folder or mailbox into which you want your
filtered e-mail to go. You can also create a new folder for
storing the incoming e-mail. Tap Edit Folders, and then
create a new folder or delete and rename existing ones.
6. Tap OK.
The filter appears in the Filters list.
Tap the
icon and then
move the filter up or down
in the list
Selected filters execute in the order in which they appear on the list. Move filters
up and down the list to ensure that they execute in the correct order.
NOTE Filters created on the handheld apply also to mail synchronization.
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Chapter 6 Going Beyond the Basics
Turning filters on and off
By default, a filter that is turned on or that is selected affects all subsequent
downloads of e-mail until you deselect it. More than one filter can be in effect at
once. Before you download e-mail, be sure to turn on the filters you want and turn
off those you don’t want.
To turn a filter on or off:
1. Tap the Menu icon
.
2. Tap Options, and then tap Filters.
The Filters dialog box appears with the filters you created.
Filters with a checkmark are
turned on
3. Tap the pick list in the upper-left corner, and select Connected or Synchronize.
– Connected applies a filter to a wireless or network transaction.
– Synchronize applies a filter to a HotSync® operation.
4. Tap the filter check boxes to select the filters you want to use for a subsequent
e-mail transactions.
IMPORTANT If you deselect a filter listed under Connected, be sure that the filter
is also deselected under Synchronize.
5. Tap OK.
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Creating a synchronize-only account
Editing or deleting a filter
You can edit a filter and change its name or the criteria in the filter.
To edit or delete a filter:
1. Tap the Menu icon
.
2. Tap Options, and then tap Filters.
3. Tap the name of the filter.
4. Do one of the following:
– To edit the filter, revise your entry in the Name field and/or your selections
in the pick lists, and revise the text in the edit line. Tap OK.
– To delete the filter, tap Delete and then tap Yes to confirm the deletion.
5. Tap OK.
Creating a synchronize-only account
A synchronize-only e-mail account enables you to download, view, and manage
e-mail between the handheld and a desktop e-mail application, such as Microsoft
Outlook, by performing a HotSync operation with the cradle/cable. You can’t send
and receive messages wirelessly or with a modem for any account of this type.
NOTE You can create a synchronize-only account only on a Windows computer.
If you are setting up a synchronize-only e-mail account and have a well-known ISP
such as Earthlink or Mindspring, many of the required settings are automatically
configured during the account setup.
For other ISPs, you need the following information:
■ The protocol used for incoming e-mail, such as POP or IMAP
■ The name of the incoming mail server
■ The name of the outgoing mail (SMTP) server
■ Whether your e-mail account requires any encryption, such as APOP or ESMTP
■ Your e-mail address and password
NOTE Information about your e-mail account is available from the e-mail provider.
Depending on the type of e-mail service you have, you may be able to access this
information by going to the e-mail provider’s web site or by contacting the provider’s
customer support.
e-mail accounts.
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Chapter 6 Going Beyond the Basics
To create a synchronize-only e-mail account:
1. Tap the Menu icon
.
2. Tap Accounts.
3. Select Account Setup.
4. Tap New.
5. Do all of the following:
Account Name
Mail Service
Enter a descriptive name for this account, such as “My
Yahoo.”
Tap the Mail Service pick list, and select the provider to
which you are connecting. Select Other if your ISP is not
listed.
Protocol
Tap the Protocol pick list and select POP or IMAP. (Most
e-mail providers use the POP protocol.)
If the VersaMail application knows the protocol for the mail
service you selected, it displays the correct protocol.
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Creating a synchronize-only account
6. On the same screen, select the Synchronize Only Account check box.
7. Tap Next.
Entering the account username and password
In the next part of the VersaMail Account Setup, you enter the username and
password for this account.
To enter the account username and password:
1. Enter the username you use to access your e-mail. This is generally the part of
your e-mail address that appears before the @ symbol; it is usually not your
entire e-mail address.
2. Tap the Password box, and then enter your password. The Password box
displays the word “Assigned” to indicate that a password has been entered.
3. Tap OK.
4. Tap Next.
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Chapter 6 Going Beyond the Basics
Entering the name of the incoming and outgoing mail server
You need to enter your e-mail address for the account you are accessing, as well as
the name of the incoming and outgoing mail servers.
To enter mail server settings:
1. If you chose a preconfigured service from the Mail Services pick list on the
Account Setup screen, the e-mail address field is completed automatically
based on the username and mail service you entered. Check the address to
verify that it is correct, and edit it if necessary.
If you chose Other from the Mail Services pick list on the Account Setup screen,
enter the e-mail address for your account.
E-mail address will be filled in
automatically if you chose a
preconfigured mail service
Mail servers will be filled in
automatically if the VersaMail
application knows the names, based
on the mail service you chose
2. Enter the name of your incoming (POP) mail server, such as
pop.mail.yahoo.com.
If the VersaMail application knows the incoming mail server name based on the
mail service you selected, the correct server name is displayed.
3. Enter the name of your outgoing (SMTP) mail server, such as
smtp.mail.yahoo.com.
If the VersaMail application knows the outgoing mail server name based on the
mail service you selected, the correct server name is displayed.
4. Tap Next.
5. Do one of the following:
– To accept these e-mail options and begin using the VersaMail application, tap
Done. This takes you to the Inbox of the account you just set up. After you
finish setting up a synchronize-only e-mail account, you need to configure
e-mail between your handheld and your desktop until you configure the
account on your desktop.
– To set up additional e-mail options, tap Next. Continue with the next set of
procedures.
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Creating a synchronize-only account
Setting mail retrieval options for a POP or IMAP account
The next VersaMail Setup screen displays different options, depending on whether
your mail service uses a POP or IMAP protocol.
To set mail retrieval server options for a POP or IMAP account:
1. (Optional) Select any of the following:
– Select Get unread mail ONLY to download only unread e-mail to your
handheld. If you don’t choose this option and you tap Get & Send, all your
e-mail messages on your provider’s mail server are downloaded to your
Inbox, including messages you have already read. To get all e-mail
(including e-mail you have already read) and not just unread e-mail, deselect
Get unread mail ONLY.
– To delete messages on your provider’s mail server when they are deleted in
the VersaMail application, select the Delete messages on the server when
they are deleted in VersaMail check box.
– (POP account only) To get e-mail on your handheld but also leave it on the
server so you can view it later on your desktop, select the Leave mail on
server check box. For example, if you create an account to receive e-mail from
your Yahoo account and you select this option, your old Yahoo e-mail is still
visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.
– To limit the maximum size of an incoming e-mail message, enter the size in
kilobytes (KB) for the Maximum Message Size. The maximum size of an
incoming message is 5KB by default, but you can enter a smaller size. The
maximum message size that you can retrieve is 60KB for the body text and
2MB total, including attachments.
POP accounts
IMAP accounts
2. Tap Next.
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Chapter 6 Going Beyond the Basics
Setting outgoing mail options
Outgoing mail options are the same for POP and IMAP accounts.
To set outgoing mail options:
1. (Optional) Do any of the following:
Display Name
Enter the name you want to appear on your outgoing
messages, such as “Joe Smith.”
Reply To Address
Enter the e-mail address that you want recipients to see and
reply to on your e-mail messages, only if it is different from
the e-mail address from which you are sending the message.
For example, if you are sending a message from
[email protected] but you want recipients to reply to
Address makes it look as though the e-mail came from the
address you entered.
BCC
Select the BCC check box to send a blind copy of any e-mail
message you send to another e-mail address. The blind copy
e-mail address is not seen by the other recipients of the
message. For example, if you want a copy of all messages
you send from your handheld to be sent to your corporate
e-mail account, enter that e-mail address.
2. Tap Next.
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Setting up an account with a network connection
Adding a signature
If you want, you can add a signature to each e-mail message you send. For
example, you can enter your name and telephone number so that they appear in
each message you send.
To add a personal signature:
1. Tap the Attach Signature to messages check box, and then enter the text of the
signature.
This signature will be attached to all your outgoing e-mail.
2. Tap OK.
Configuring your synchronize-only account
After you finish setting up a synchronize-only e-mail account, you need to
between your handheld and your desktop until you configure the account on your
desktop.
Setting up an account with a network connection
If you want to send and receive e-mail with a handheld using an external
PalmModem® accessory (sold separately) that is connected to a phone jack on the
wall, you can create a connection with a network provider. You can also create a
network connection to send e-mail from your handheld by using any sort of
wireless sled, such as an 802.11 sled; by using the IR (infrared) port on your
handheld to connect with an IR phone; by using a physical cable to connect to a
wireless phone; or by using an expansion card and a wireless phone, both enabled
with Bluetooth technology (both are sold separately).
Because your Palm™ i705 handheld’s Palm.Net® wireless service works only in
areas of the United States with good Mobitex coverage, you might want to use an
accessory (sold separately) to send and receive mail using a network connection in
areas with poor coverage or in other countries.
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Before you can set up a network e-mail account, you must do the following:
■ Establish the account with a network provider: Common network providers
include Internet service providers (ISPs) such as Earthlink and Prodigy.
A provider can also be a wireless GSM or GPRS carrier such as VoiceStream,
Cingular, or VodaFone. You will need to set up an account with a GSM or GPRS
carrier if you will be sending and receiving e-mail using the Palm Bluetooth
Card with your GSM- or GPRS-enabled mobile phone serving as a modem.
■ Configure the settings for this account on your handheld: You do this using your
handheld’s Network Preferences and Connection Preferences panels. See
“Setting network and connection preferences” later in this chapter.
If you are setting up a new e-mail account and have a well-known ISP such as
Earthlink or Mindspring, many of the required settings are automatically
configured during the account setup.
For other ISPs, you need the following information:
■ The protocol used for incoming e-mail, such as POP or IMAP
■ The name of the incoming mail server
■ The name of the outgoing mail (SMTP) server
■ Whether your e-mail account requires any encryption, such as APOP or ESMTP
■ Your e-mail address and password
■ The login script (if any) you need for connecting to your ISP or mail server
NOTE Information about your e-mail account is available from the e-mail provider.
Depending on the type of e-mail service you have, you may be able to access this
information by going to the e-mail provider’s web site or by contacting the provider’s
customer support.
Creating a network e-mail account
You create a network e-mail account in Account Setup, which guides you through
the process.
e-mail accounts.
To create a network e-mail account:
1. Tap the Menu icon
.
2. Tap Accounts.
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Creating a network e-mail account
3. Select Account Setup.
4. Tap New.
5. Do all of the following:
Account Name
Mail Service
Enter a descriptive name for this account, such as “My
Yahoo.”
Tap the Mail Service pick list and select the provider to
which you are connecting. Select Other if your ISP is not
listed.
Protocol
Tap the Protocol pick list and select POP or IMAP. (Most mail
providers use the POP protocol.)
If the VersaMail application knows the protocol for the mail
service you selected, it displays the correct protocol.
6. Tap Next.
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Entering the account username and password
In the next part of VersaMail Account Setup, you enter the username and password
for this account.
To enter the account username and password:
1. Enter the username you use to access your e-mail. This is generally the part of
your e-mail address that appears before the @ symbol; it is usually not your
entire e-mail address.
2. Tap the Password box, and then enter your password.
The Password box displays the word “Assigned” to indicate that a password
has been entered.
3. Tap OK.
4. Tap Next.
Entering the name of the incoming and outgoing mail server
You need to enter your e-mail address for the account you are accessing, as well as
the name of the incoming and outgoing mail servers.
To enter mail server settings:
1. If you chose a preconfigured service from the Mail Services pick list on the
Account Setup screen, the e-mail address field is completed automatically,
based on the username and mail service you entered. Check the address to
verify that it is correct, and edit it if necessary.
If you chose Other from the Mail Services pick list on the Account Setup screen,
enter the e-mail address for your account.
E-mail address will be filled in
automatically if you chose a
preconfigured mail service
Mail servers will be filled in
automatically if the VersaMail
application knows the names based
on the mail service you chose
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2. Enter the name of your incoming (POP) mail server, such as
pop.mail.yahoo.com.
If the VersaMail application knows the incoming mail server name based on the
mail service you selected, the correct server name is displayed.
3. Enter the name of your outgoing (SMTP) mail server, such as
smtp.mail.yahoo.com.
If the VersaMail application knows the outgoing mail server name based on the
mail service you selected, the correct server name is displayed.
4. Tap Next.
5. Do one of the following:
– To accept these mail options and begin using the VersaMail application, tap
Done. This takes you to the Inbox of the account you just set up. See
Chapter 4 for information on getting and sending e-mail.
– To set up additional mail options, tap Next. Continue with the next set of
procedures.
Setting mail retrieval options for a POP or IMAP account
The next VersaMail Setup screen displays different options, depending on whether
your mail service uses a POP or IMAP protocol.
To set mail retrieval server options for a POP or IMAP account:
1. (Optional) Do any of the following:
– Select Get unread mail ONLY to download only unread e-mail to your
handheld. If you don’t choose this option and you tap Get & Send, all your
e-mail messages on your provider’s mail server are downloaded to your
Inbox, including messages you have already read. To get all e-mail
(including e-mail you have already read) and not just unread e-mail, deselect
Get unread mail ONLY.
– To delete messages on your provider’s mail server when they are deleted in
the VersaMail application, select the Delete messages on the server when
they are deleted in VersaMail check box.
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– (POP account only) To get e-mail on your handheld but also leave it on the
server so you can view it later on your desktop, select the Leave mail on
server check box. For example, if you create an account to receive e-mail from
your Yahoo account and you select this option, your old Yahoo e-mail is still
visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.
– To limit the maximum size of an incoming e-mail message, enter the size in
kilobytes (KB) for the Maximum Message Size. The maximum size of an
incoming message is 5KB by default, but you can enter a smaller size. The
maximum message size that you can retrieve is 60KB for the body text and
2MB total, including attachments.
POP accounts
IMAP accounts
2. Tap Next.
Setting outgoing mail options
Outgoing mail options are the same for POP and IMAP accounts.
To set outgoing mail options:
1. (Optional) Do any of the following:
Display Name
Enter the name you want to appear on your outgoing
messages, such as “Joe Smith.”
Reply To Address
Enter the e-mail address that you want recipients to see and
reply to on your e-mail messages, only if it is different from
the e-mail address from which you are sending the message.
For example, if you are sending a message from
[email protected] but you want recipients to reply to
Address makes it look like the e-mail came from the address
you entered.
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Creating a network e-mail account
BCC
Select the BCC check box to send a blind copy of any e-mail
message you send to another e-mail address. The blind copy
e-mail address is not seen by the other recipients of the
message. For example, if you want a copy of all messages
you send from your handheld to be sent to your corporate
e-mail account, enter that e-mail address.
2. Tap Next.
Adding a signature
If you want, you can add a signature to each e-mail message you send. For
example, you can enter your name and telephone number so that they appear in
each message you send.
To add a personal signature:
1. Tap the Attach Signature to messages check box, and then enter the text of the
signature.
This signature will be attached to all your outgoing e-mail.
2. Tap OK.
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Setting VersaMail connection preferences
In VersaMail Preferences, some preferences are specifically for accounts that use a
network connection.
To set network connection preferences:
1. Tap the Menu icon
.
2. Tap Accounts and select the account with the network connection.
3. Tap Options.
4. Tap Preferences.
5. Tap Advanced.
6. Select preferences:
Enable Smart
Addressing
Allows the VersaMail application to type ahead and
information.
Auto-Empty Mail
from Trash
Determines how often e-mail messages in the trash are
Chapter 4 for more information.
Timeout
Sets the number of seconds that the VersaMail application
tries to connect before timing out. If you are using an adapter
with a cellular phone, this value should be greater than 45
seconds.
To change, tap 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 mail transactions in a short time.
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Setting network and connection preferences
Disconnect on
Exit
Disconnects from the network connection only after you
leave the VersaMail application. This feature is an alternative
to AutoDisconnect. This 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 handheld. If this option
is not selected, you must manually disconnect from your ISP.
Modem Wait
Displays the number of seconds that the modem uses to
initialize itself. If you have a wireless modem, tap 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.
Testing your new account
When you have finished setting up a new e-mail account, the VersaMail
application displays the account’s Inbox. You can test whether the e-mail account
Setting network and connection preferences
Although your Palm i705 handheld has a built-in wireless modem, you can also
send and receive e-mail using a PalmModem accessory (sold separately) that is
connected to a phone jack on the wall; using any sort of wireless sled, such as an
802.11 sled; using the IR (infrared) port on your handheld to connect with an IR
phone; using a physical cable to connect to a wireless phone; or using an expansion
card and a wireless phone both enabled with Bluetooth technology (both are sold
separately). If you want to send and receive e-mail using one of these methods, you
need to set network and connection preferences for your e-mail account to work
in this chapter for information on setting up your e-mail account.
Setting network preferences
By default, your handheld uses the Palm™ Wireless connection for all network
activity, such as using the VersaMail application, surfing the web, and so on. If you
want to use the Palm Wireless connection for sending and receiving e-mail in the
VersaMail application, you do not need to set any network or connection
preferences on the handheld.
However, if you want to set up an e-mail account that uses a different (other than
Palm Wireless) network connection (see “Creating a network e-mail account”
earlier in this chapter), you must make a connection with a network service
provider—for example, an ISP or a wireless carrier. Each connection is categorized
on your handheld as a “service,” and each service contains all the appropriate
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Chapter 6 Going Beyond the Basics
settings for that connection. You can create or access as many services on your
handheld as you choose.
Your handheld includes a number of services whose settings are preconfigured.
You have three options in setting up a service:
■ Select an existing service that is preconfigured on your handheld, and use all the
preconfigured settings.
■ Select an existing service that is preconfigured on your handheld, but edit one
or more settings.
■ Create a new service and input all settings.
To select or create a service:
1. Tap the Home icon
.
2. Tap the Preferences icon
.
3. Tap Network from the pick list in the upper-right corner of the screen.
4. Do one of the following:
– To use a preconfigured service, tap the Service pick list, and then tap the
service name.
– To create a new service or to use a service that does not appear on the list, tap
the Menu icon
and then select New.
Displays a list of
service templates
If you select a preconfigured service, some or all settings on the Network
Preferences screen are filled in by default. You may need to enter some settings as
explained in the following procedures.
If you create a new service, you need to enter all the settings for that service as
explained in the following procedures.
Entering a username
The User Name setting identifies the name you use when you log in to your
network service provider. Although this field can contain multiple lines of text,
only two lines appear on the screen.
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Setting network and connection preferences
To enter a username:
■ In the Preferences screen, tap the User Name field and enter your username.
Enter your username
here, such as your
Earthlink ID
Entering a password
The Password box identifies the password you use to log in to your network
service provider. Your entry in this field determines whether your handheld
prompts you to enter a password each time you log in to your network:
■ If you do not enter a password, your handheld displays the word “Prompt” in
this field, and you must enter a password each time you log in to your network
provider.
■ If you enter a password, your handheld displays the word “Assigned” in this
field, and you aren’t asked for your password during the login procedure.
If you are concerned about security, select the Prompt option and do not enter a
password.
To enter a password:
1. In the Preferences screen, tap the Password field.
2. Enter the password you use to log in to your network service provider.
.
Enter password here
Tap here
3. Tap OK.
The Password field updates to display the word “Assigned.”
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Chapter 6 Going Beyond the Basics
Selecting a connection
The Connection field on the Network Preferences screen enables you to select the
default method you want to use to connect to your ISP or to a dial-in server. As
with services, your handheld includes a number of preconfigured connection
types that contain default settings. You can choose one of the preconfigured
connection types, edit an existing connection type, or create a new connection type.
creating and configuring connection settings.
To select a connection:
1. In the Preferences screen, tap the Connection pick list.
Displays a list of
available
connections
2. Tap the connection you want to use, or tap Edit Connections to edit an existing
connection or to create a new connection. See “Setting connection preferences”
later in this chapter for more information.
Adding telephone settings
If the connection type you selected requires a phone (for example, if you are using
a PalmModem accessory, sold separately), the Phone field appears. When you
select the Phone field, your handheld opens a dialog box in which you define the
telephone number you use to connect with your ISP or dial-in server. In addition,
you can also define a prefix, disable call waiting, and give special instructions for
using a calling card.
To enter your server phone number:
1. In the Preferences screen, tap the Phone field.
2. In the Phone Setup screen, enter the phone number for your ISP or dial-in
server.
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Setting network and connection preferences
For example, if you dial 555-555-5555 to log in to your Earthlink ISP account,
enter that phone number.
Enter your ISP phone
number
3. If you need to enter a prefix or to disable call waiting, skip to those procedures.
Otherwise, tap OK.
Entering a prefix
A prefix is a number that you dial before the telephone number to access an outside
line. For example, many offices require that you dial “9” before you dial a number
outside the building.
To enter a prefix:
1. In the Phone Setup screen, tap the Dial Prefix check box to select it.
Select this
Enter your
prefix
check box if
you need to
use a prefix
2. Enter the prefix.
3. Tap OK.
Disabling call waiting
Call waiting can cause your session to terminate if you receive a call while you are
connected. If you connect to your ISP using a modem connected to a telephone that
has call waiting, you need to disable this feature before logging in to your ISP or
dial-in server.
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To disable call waiting:
1. In the Phone Setup screen, tap the Disable call waiting check box to select it.
Select this
check box if
you need to
disable call
waiting
Enter your disable
code
2. Enter the code to disable call waiting on the Disable call waiting line.
Each telephone company assigns a code to disable call waiting. Contact your
local telephone company for the appropriate code.
3. Tap OK.
Using a calling card
You can use your calling card when dialing your ISP or dial-in server. Keep in mind
that there is usually a delay before you enter your calling card number. When you
define your calling card number, you need to add commas at the beginning to
compensate for this delay. Each comma delays transmission of your calling card
number for two seconds.
To use a calling card:
1. In the Phone Setup screen, tap the Use calling card check box.
Select this
Enter your
calling card
number
check box to
use a calling
card
2. Enter your calling card number on the Use calling card line.
NOTE The Phone Setup dialog box works correctly for AT&T and Sprint
long-distance calling card services. However, because MCI works differently,
MCI customers need to put the calling card number in the Phone # field and put
the phone number in the Use calling card field.
TIP It’s a good idea to add at least three commas before your calling card
number to compensate for the cue delay.
3. Tap OK.
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Setting network and connection preferences
Setting connection preferences
The Network Preferences screen enables you to use a preconfigured connection
type for each service you select or create. You can also choose to edit the settings of
a preconfigured connection type or to create a new connection type. Use the
Connection Preferences screen either to edit the settings of a preconfigured
connection type or to create a new connection type.
The list of preconfigured connection types varies according to the software that has
been installed on your handheld. Also, the steps necessary for editing a connection
type vary according to the type. For example, if a modem connection appears on
the list, you need only to specify the phone setup (and network connection, if
required) to complete the configuration.
The following are examples of the custom connection types you can create:
PC by means of cradle/cable: A local HotSync connection—the
direct connection between your handheld and your desktop
computer. Your handheld is connected by its universal connector
to the cradle/cable, and the cradle/cable is attached by its cable
to a USB port of your desktop computer. (If you are using the
optional serial cradle/cable, the cradle attaches by its cable to a
serial [COM] port of your computer.)
Modem by means of universal connector: A connection between
your handheld’s universal connector and a modem for dialing in
to a modem that is part of your desktop computer or laptop.
PC by means of infrared: A connection between the infrared (IR)
port of your handheld and the IR device of your desktop
computer or laptop.
Modem by means of infrared: A connection between the IR port
of your handheld and a modem. The modem can be attached to
or within a mobile phone or other device containing an IR port.
(Some IR phones contain modems.)
Editing connections
The following sample procedure shows you how to edit the IR-to-phone
connection to adjust the communication speed; you can similarly edit other
connections or settings or create a custom connection.
To edit the IR-to-phone connection:
1. Tap the Home icon
.
2. Tap the Preferences icon
.
3. Select Connection from the pick list in the upper-right corner of the screen.
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4. Select IR to Phone and tap Edit.
5. Tap Details.
6. Tap the Speed pick list and select the appropriate speed.
7. Enter the initialization string supplied by the documentation for the modem
attached to your mobile phone, if necessary.
8. Tap OK, and then tap OK again to save the configuration.
After you create the configuration, you need to perform a HotSync operation to
synchronize configuration settings on your desktop computer.
Selecting a different service for a given e-mail account
By default, the VersaMail application uses the Palm Wireless service for sending
and receiving messages for all e-mail accounts you set up. However, for any given
e-mail account, you have the option of switching to a different service for use with
that account only. For example, the default Palm Wireless service makes a
connection to your ISP by means of the built-in wireless modem on your handheld.
However, you may have set up a secondary service called Earthlink, which uses an
external PalmModem accessory (sold separately) to make a dial-up connection to
your ISP—in this example, Earthlink. If you are checking e-mail on your Earthlink
account using the default Palm Wireless connection but you travel into an area that
does not have Palm Wireless (Mobitex) coverage, you may want to switch your
account to the Earthlink service and use the dial-up connection.
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Selecting a different service for a given e-mail account
To set up a service for a given e-mail account (different from the default service for your handheld):
1. From the Inbox of the account you want to switch, tap Get Mail or Get & Send.
2. Tap Details.
3. Tap the Always connect using check box.
A pick list of available services appears. The currently used connection is
displayed by default.
Tap to change the service
connection for this e-mail account
only from your default handheld
service connection
4. Select a new connection from the Service pick list.
Select a new service connection
for this e-mail account only
5. Tap OK, and then tap OK again.
If there is an existing service connection, it is disconnected and the new
connection is initiated. The VersaMail application sends and checks for any new
e-mail using the new connection.
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When you exit the VersaMail application, the new service disconnects. When you
reopen the application, the e-mail account you selected (Earthlink in this example)
continues to connect using the new connection (My PalmModem in this example)
until you either select a new service or deselect the Always connect using check
box. If you deselect the Always connect using check box, the e-mail account
(Earthlink) connects using the default handheld service (Palm Wireless).
The Always connect using check box changes the connection service for the
selected e-mail account only. You must follow the preceding procedure for each
e-mail account whose service you want to switch from the default service on your
handheld.
Managing mail settings
You can configure advanced mail settings, such as server information and
incoming and outgoing mail server options, for each e-mail account.
To select the account whose settings you want to manage:
1. In your Inbox or another folder screen, tap the Menu icon
.
2. Tap Options.
3. Tap Mail Servers.
Shows server settings for current
account. Tap the Account pick list
to edit the account
4. Tap the Account pick list, and then select Edit Accounts.
All e-mail accounts
appear in the list
5. Tap the name of the account whose settings you want to manage, and then tap
OK.
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Managing mail settings
To change the protocol type:
1. In the Server Settings screen, tap the Protocol pick list, and then tap POP or
IMAP.
2. Tap OK.
To change your username or password:
1. In the Server Settings screen, enter a new username.
Your username is typically the first part of your e-mail address, which appears
before the @ symbol.
2. Tap the Password box and enter a new password in the Password Entry dialog
box.
3. Tap OK.
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Chapter 6 Going Beyond the Basics
To set a default service for this account (different from the default service for your handheld):
1. In the Server Settings screen, tap the Always connect using check box.
Tap to change the service
connection for this e-mail
account only from your default
handheld service connection
2. Select the connection type you want from the Services pick list.
Select a service connection for
this e-mail account only
3. Tap OK.
NOTE Select this option only if you want a given e-mail account to use a
different service from the default Palm Wireless service for your handheld. For
example, for your Earthlink account, you may want to switch to the Earthlink
service, which uses an external PalmModem accessory (sold separately) to
make a network connection. To do this, tap the Always connect using check box
and select Earthlink from the Service pick list. Leave this box deselected if you
want to use your default Palm Wireless service for this e-mail account.
chapter for details on using a different service for a specific e-mail account.
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Managing mail settings
To change e-mail address/mail server settings:
1. In the Server Settings screen, tap Details.
2. Tap the Options pick list and select Address/Servers.
3. Edit any of the following:
E-mail Address
Enter the e-mail address of the account you are accessing,
such as [email protected].
Incoming Mail
Server
Enter the name of your incoming (POP) mail server, such as
pop.mail.yahoo.com.
Outgoing Mail
Server
Enter the name of your outgoing (SMTP) mail server, such as
smtp.mail.yahoo.com.
4. Tap OK.
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Chapter 6 Going Beyond the Basics
To change incoming mail server settings:
1. In the Server Settings screen, tap Details.
2. Tap the Options pick list and select Incoming Mail.
3. The incoming mail options are different, depending on the connection type you
selected and the server protocol—POP or IMAP.
IMAP account
POP accounts
Get unread mail
ONLY
Retrieves unread e-mail only. To get all e-mail and not just
unread e-mail, deselect Get unread mail ONLY.
Max Message Size
Shows the maximum message size that you can receive.
Leave mail on server
(POP only)
Leaves e-mail that you receive on the handheld on the
server also.
Port Number
Defaults to 110 for POP and 143 for IMAP servers,
respectively. If you are not sure about the correct port
number, check with your mail server administrator.
Use APOP (POP
only)
Encrypts your username and password when traveling
over the network. Some services require APOP to work
properly, while others do not work properly if APOP is
used. If you aren’t sure if your ISP or web e-mail provider
supports APOP, check with your e-mail provider. See
“Adding APOP to an account” later in this chapter.
Mailbox (IMAP only)
Defines the root mailbox on your IMAP server.
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Managing mail settings
Deleted Mail (IMAP
only)
Stores deleted e-mail in the folder you specify on the
server. This field is case sensitive, so spell the folder name
exactly as it is spelled on the server. For example, if your
Deleted Mail folder is called Trash (with a capital T) on the
server, you must enter Trash in this space.
Sent Mail (IMAP
only)
Shows the name of your Sent Mail folder on the server.
This field is case sensitive, and the folder name should be
spelled exactly as it is spelled on the server.
4. Tap OK.
If you are using the Palm VersaMail HotSync Conduit and you have an IMAP
account, you must configure the outgoing mail settings if you want to send mail.
To set outgoing mail server (SMTP) settings:
1. In the Server Settings screen, tap Details.
2. Tap the Options pick list and select Outgoing Mail.
3. Enter any of the following:
Display Name
Enter the name you want to appear on your outgoing
messages, such as “Joe Smith.”
Reply To Address
Enter the e-mail address that you want recipients to see and
reply to on your e-mail messages, only if it is different from
the e-mail address from which you are sending the message.
For example, if you are sending a message from
[email protected] but you want recipients to reply-to
Address makes it look like the e-mail came from the address
you enter.
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Chapter 6 Going Beyond the Basics
BCC
Select the BCC check box to send a blind copy of any e-mail
message you send to another e-mail address. The blind copy
e-mail address is not seen by the other recipients of the
message. For example, if you want a copy of all messages
you send from your handheld to be sent to your desktop
e-mail account, enter that e-mail address.
4. Tap OK.
To set additional outgoing mail options:
1. In the Server Settings screen, tap Details.
2. Tap the Options pick list and select Advanced Outgoing.
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Adding APOP to an account
3. Set additional options for outgoing e-mail:
Port Number
The default is 25, the port number most SMTP servers use. If
you are not sure about the correct port number, check with
your mail server administrator.
Myserver requires
authentication
(ESMTP)
Select this option if the outgoing server (SMTP) requires
authentication. Check with your system administrator to see
if your outgoing server requires ESMTP authentication. See
“Adding ESMTP to an account” later in this chapter.
4. Tap OK twice.
Adding APOP to an account
To encrypt your username and password when connecting over a network, some
services require APOP to work properly, while others do not work properly if
APOP is used. If you aren’t sure if your ISP or web e-mail provider supports APOP,
check with your e-mail provider.
NOTE APOP works only with accounts that use the POP protocol.
To edit an account and add APOP:
1. In your Inbox or another folder screen, tap the Menu icon
.
2. Tap Options.
3. Tap Mail Servers.
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Chapter 6 Going Beyond the Basics
4. Tap the Account pick list and then select Edit Accounts.
All e-mail accounts
appear in the list
5. Tap the name of the account you want to change, and then tap OK.
6. In the Server Settings screen, tap Details.
7. Tap the Options pick list and then select Incoming Mail.
8. Select the Use APOP check box.
9. Tap OK.
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Adding ESMTP to an account
Adding ESMTP to an account
Some services require ESMTP authentication to validate your username and
password on a given SMTP server. If you aren’t sure if your ISP or web e-mail
provider supports ESMTP, check with your e-mail provider.
To edit an account and add ESMTP:
1. In your Inbox or another folder screen, tap the Menu icon
.
2. Tap Options.
3. Tap Mail Servers.
4. Tap the Account pick list and then select Edit Accounts.
All e-mail accounts
appear in the list
5. Tap the name of the account you want to change, and then tap OK.
6. In the Server Settings screen, tap Details.
7. Tap the Options pick list and then select Advanced Outgoing.
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Chapter 6 Going Beyond the Basics
8. Select the My server requires authentication (ESMTP) check box.
9. Tap OK.
Copying text from an e-mail message for use in other applications
You can copy any text from an e-mail message, either from one you have composed
or read or from an attachment you have downloaded and opened (such as a Word
doc), for use elsewhere in the VersaMail application or in another application. Text
you can select and copy includes the following:
■ A name
■ An e-mail address
■ Body text of an e-mail message or a downloaded attachment
To copy text from an e-mail message:
1. Tap the Menu icon
.
2. Tap Edit and then select Copy.
To paste the text elsewhere in the VersaMail application or in another application:
1. Go to the new location, and tap the Menu icon
.
2. Tap Edit and then select Paste.
Using the command bar
The command bar provides shortcuts for performing numerous tasks. The options
presented on the command bar change, depending on which screen is displayed in
the application. For example, if you are viewing a message in the Inbox, the
command bar gives you the option of quickly moving the message to another
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E-mail header details
To access the command bar on your handheld:
■ Enter the command bar stroke
in the Graffiti® writing area.
For each type of screen in the VersaMail application, the command bar offers
various options, as shown in the following table.
View
Options
Select all messages.
List (Inbox, Outbox, and so
on, showing list of messages)
Deselect all messages.
Change display font (toggles between large and
small font).
Delete messages from the handheld; icon
appears only if you have previously selected all
messages.
Reading a message
Delete message from the handheld.
Move message to a different folder; select folder
from pick list.
Change display font (toggles between large and
small font).
Composing a message
Insert the @ symbol in a recipient e-mail address.
Add attachment.
Paste text.
Undoes last action; icon appears in command
bar only if you have previously performed one of
the preceding actions.
E-mail header details
When viewing a message in any folder, you can change the view of the message
header. The e-mail header options are as follows:
■ Short header: Shows sender’s name or address (From field) and subject line
(Subj field)
Tap header icon to switch to full
header
Short header
shows sender
name and
message subject
only
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Chapter 6 Going Beyond the Basics
■ Full header: Shows the following:
– Sender’s name or e-mail 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 e-mail address (To field)
Tap header icon to switch to
short header
Full header
shows sender,
subject, date,
size, and
recipient
information
To switch between short header and full header view, tap the header icon in the
upper-right corner of the screen.
Backing up mail databases
In most cases your mail is on your server, so you do not need to back up your
e-mail database from your handheld. If you want to make sure you have a current
copy of all your e-mail, you can back up all the e-mail databases from the
handheld.
To back up an e-mail database:
1. Tap the Menu icon
.
2. Tap Options.
3. Tap Preferences.
4. Tap System.
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Using wireless IMAP folder synchronization
5. Tap Backup ALL Databases to select it.
NOTE If you don’t select this option, HotSync operations are faster.
6. Tap OK.
Using wireless IMAP folder synchronization
If you create an IMAP folder in an account on your handheld that matches a folder
on the mail server, you can wirelessly synchronize e-mail messages that you move
into or out of the IMAP folder, or that you delete from the folder.
When you synchronize a folder, any e-mail messages in the selected folder on the
mail server are downloaded to the same folder on your handheld. Any messages
moved out of the selected folder on your handheld or deleted on your handheld
are moved out of or deleted from the folder on the mail server.
Depending on how you have set up IMAP folders on your handheld and/or the
mail server, you may have to perform some steps before you can wirelessly
synchronize e-mail messages between your handheld and the server, as follows:
■ If you need to create a folder on both your handheld and the server,
create on server check box as described in that section. After creating the
folders, continue with the following procedures for synchronizing IMAP
folders.
■ If there is a folder on the mail server but you need to create it on your handheld,
the Also create on server check box as described in that section. After creating
the folder, continue with the following procedures for synchronizing IMAP
folders.
■ If you have a folder on your handheld that matches a folder on the mail server,
continue with the following procedures for synchronizing IMAP folders.
You can synchronize either a single pair of handheld/mail server folders, or
multiple pairs of folders.
NOTE 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.
To wirelessly synchronize a single pair of handheld/mail server IMAP folders:
1. From within an IMAP e-mail account, tap the folders pick list in the upper-right
corner of the screen and select the folder you want to synchronize.
2. Tap Get Mail.
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Chapter 6 Going Beyond the Basics
To synchronize multiple pairs of IMAP folders:
1. In your Inbox or another folder screen of an IMAP e-mail account, tap the Menu
icon
.
2. Tap Options, and then select Sync IMAP Folders.
3. Select the folders you want to synchronize from the pick list. A connection is
made to your network provider to update the server with changes from your
handheld, and to have your handheld updated with changes from the server.
Accessing corporate e-mail
Many corporate e-mail servers—including Microsoft Exchange and Lotus Domino
servers—support direct IMAP access. If you are accessing your e-mail using the
VersaMail application and an 802.11 network behind your company’s firewall, you
may be able to directly access your business e-mail. If your company requires extra
security or you are accessing your e-mail through either a dial-up connection or a
LAN outside your company’s firewall, you will need to use a virtual private
network (VPN) client before you can access your business e-mail. Check with your
company’s network administrator for information about VPN access, your
business e-mail username and password, and IMAP and SMTP settings.
Using Palm Desktop Link
NOTE Palm Desktop Link runs on Windows computers only.
Palm Desktop Link provides you with secure, wireless access to your business
e-mail from your Palm i705 handheld. Desktop Link runs continuously in the
background on your Windows computer and securely and wirelessly forwards a
copy of messages received in your Exchange corporate e-mail account to the
Business account in the VersaMail application on your Palm i705 handheld.
The VersaMail application version 2.0 runs with version 1.2 of Palm Desktop Link;
if you are running an earlier version of Desktop Link, you must upgrade to version
information about installing, setting up, and using Palm Desktop Link, see the
Palm™ Desktop Link Handbook.
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APPENDIX A
Keyboard Shortcuts
You may purchase an optional add-on keyboard for use with your handheld. With
this keyboard, you can use shortcuts to perform many tasks in various handheld
applications. The following table summarizes the keyboard shortcuts specific to
Palm™ VersaMail™ personal e-mail software.
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Appendix A Keyboard Shortcuts
To use a keyboard shortcut:
1. Enter the command bar stroke
in the Graffiti® writing area.
2. Press the letter of the shortcut.
ShortCut
Feature
A
C
D
E
Add Attachment
Copy
Delete
Empty Trash
Forward Message
Mark Read
Mark Unread
Keyboard
F
H
I
K
L
Address Lookup
Get Message
Create New Message
Reply to Message
Paste
M
N
O
P
Q
R
S
T
Go to Bottom
Preferences ...
Select All
Go to Top
U
V
W
X
Y
Z
Undo
Move To …
Save to Draft
Cut
Send
Deselect All
Press & hold Mail Get & Send
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Index
Business account
A
Address Book
Addressing e-mail
C
erences, E-mail account and Network prefer-
ences
APOP
Connection type
D
Databases
B
Date Book appointments, viewing
Deleting
See Also Blind copies
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Index
Documents To Go
Drafts
viewing Palm.com account on
E
E-mail
adding Address Book entry from e-
E-mail account
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Index
Existing accounts
I
Icons
IMAP
F
Files
Filters
Inbox
Folders
Installing
G
Getting e-mail
Internet
H
Handheld
ISP
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Index
K
N
Network
L
and Synchronize-only account, creating
M
Notification option
Mail settings
O
Maximum message size
Microsoft Outlook
Microsoft Outlook Express
Modem
P
Palm Bluetooth Card, setting up an e-mail
Palm Desktop Link
Palm.com account
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Index
Palm.Net
S
Phone number
Saving
Server
Network Preferences
Smart Addressing
Sound
Synchronize-only account
POP3 accounts
Preferences
T
R
Reminders list
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Index
Trash
U
V
VersaMail
W
Web
Y
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