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Palm HotSyne Mail Application Handbook

Palm hotsyne mail application software: user guide
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Handbook
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Palm HotSync
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Summary of Contents for Palm HotSyne Mail Application

  • Page 1 Handbook for the Palm HotSync Mail Application ®...
  • Page 2 Palm OS are registered trademarks of Palm, Inc. or its subsidiaries. The HotSync logo, Palm, and the Palm logo are trademarks of Palm, Inc. or its subsidiaries. Other product and brand names may be trademarks or registered trademarks of their respec- tive owners.

  • Page 3: Table Of Contents

    Contents Chapter 1: Introduction Managing desktop E-Mail away from your desk ...1 Installing Mail ...2 Chapter 2: Using the Mail Application Opening Mail ...4 Viewing e-mail items ...4 Displaying full header information ...5 Creating e-mail items...5 Looking up an address ...7 Adding details to e-mail items ...9 Setting a priority ...9 Sending a blind carbon copy ...10...

  • Page 4: Chapter 1: Introduction

    Chapter 1 Introduction Welcome to Palm HotSync your handheld to read, reply to, compose, and delete e-mail from your desktop E-Mail application while you’re away from your desk. This handbook guides you through setting up and using the Mail application. For information on how to use the other applications on your handheld, see the handbook that came with your handheld.

  • Page 5: Installing Mail

    Note: The following instructions assume you already installed Palm Desktop software on your computer. If you have not installed the Palm Desktop software, you must install it now. See the Getting Started guide that came with your handheld for instructions.
  • Page 6 CD-ROM drive. 2. When the menu appears, click Bonus Software. 3. When the Bonus Software list appears, click Palm HotSync Mail. 4. When the description of the Mail application appears, click Install. 5. Follow the instructions onscreen to set up your handheld for use with your desktop E-Mail application.

  • Page 7: Chapter 2: Using The Mail Application

    Chapter 2 Using the Mail Application Opening Mail To open Mail: 1. Tap the Applications icon 2. Tap the Mail icon Viewing e-mail items The Message list displays a list of your incoming e-mail items, who sent them, and the date they were received. E-mail items you’ve read have a check next to them.

  • Page 8: Displaying Full Header Information

    To close an e-mail item: Tap Done to close the e-mail item. Displaying full header information By default, Mail displays abbreviated header information, which comprises only the From: and Subj: fields. The full header provides complete information about the sender, receiver, and copied recipients, in addition to the subject and date the e-mail item was created.
  • Page 9 2. Enter the e-mail address of the recipient. Note: Enter the address as if you were entering it from your desktop E-Mail application. For example, network users sending an e-mail item to a user on the same network do not need to add Internet information, such as @mycorp.com.

  • Page 10: Looking Up An Address

    To reply to an e-mail item: 1. Tap an e-mail item in the Message list to display it onscreen. 2. Tap Reply. 3. Select whom you want to receive the reply: Sender only, All recipients, or someone who didn’t see the original e-mail item (Forward).
  • Page 11 Tip: You can also open the Look Up dialog box in the New Message screen by tapping Lookup from the Options menu or by using the Graffiti Tap Lookup 5. Enter the first letter of the entry you want to find to scroll to the first entry that begins with that letter.

  • Page 12: Adding Details To E-Mail Items

    Adding details to e-mail items Before you send your e-mail item, you can attach additional attributes to it, such as a signature or a priority level. These features are dependent on the desktop E-mail application you use. If your application does not support the attribute you select, your handheld cannot attach that attribute to the e-mail item.

  • Page 13: Sending A Blind Carbon Copy

    3. Tap OK. Tip: Your handheld can flag e-mail items with a specific priority only if your desktop E-Mail application supports this feature. Sending a blind carbon copy To add a BCC field to your e-mail item: 1. In the New Message screen, tap Details. 2.

  • Page 14: Requesting Confirmations

    To create a signature: 1. Tap the Menu icon 2. Tap Options, and then tap Preferences. 3. Tap the Signature text field and enter the text of your signature. 4. Tap OK. To add a signature to your e-mail item: 1.

  • Page 15: Storing E-Mail To Be Sent Later

    Storing e-mail to be sent later When you send e-mail from your handheld, it actually stores the e-mail in the Outbox folder until the next time you synchronize your handheld with your computer. During synchronization, all e-mail stored in the Outbox folder is transferred to the Outbox folder in your desktop E-Mail application.

  • Page 16: Draft E-Mail

    3. Tap Edit. Draft e-mail Sometimes you may not want to send an e-mail item immediately; for example, you may want to add additional information before sending it. Your handheld stores such e-mail items in the Draft folder until you are ready to edit them again.

  • Page 17: Filing E-Mail

    3. Tap Edit. 4. Enter your changes; then either save the e-mail item again as a draft, or tap Send to move the item to your Outbox folder. Filing e-mail Your handheld can store e-mail you receive or create in the Filed folder.

  • Page 18: Deleting E-Mail

    Deleting e-mail Your handheld stores deleted e-mail in the Deleted folder until you perform the next HotSync operation. If you delete an e-mail item from the handheld, it is also deleted from your desktop E-Mail application when you perform the next HotSync operation. To delete e-mail: 1.

  • Page 19: Message List Options

    To purge the contents of the Deleted folder: 1. Tap the Menu icon 2. Tap Message, and then tap Purge Deleted. 3. Tap Yes. Note: You cannot restore e-mail items after you purge them. Message list options Message list options enable you to manage the way the Message list displays information.

  • Page 20: Sorting The Message List

    To show the Date column: 1. In the Message list, tap Show. 2. Tap the Show Date check box to select it. 3. Tap OK. Sorting the Message list You can sort e-mail items by the date sent, by sender, or by subject. Note: High-priority e-mail items always appear first, no matter how you sort the list.

  • Page 21: Hotsync Options

    HotSync options HotSync options enable you to manage your e-mail more effectively by selecting which e-mail items download when you synchronize your computer and your handheld. You can define different settings for local and remote synchronization. For example, you may want to download all of your e-mail during local synchronization and only urgent e-mail during remote synchronization.

  • Page 22: Creating Special Filters

    Send Only During synchronization, only the e-mail items in your handheld Outbox are sent to your desktop E-Mail application; from there, they are sent to their destinations. During synchronization, all e-mail items in your Filter handheld Outbox are sent to your desktop E-Mail application, and items in your desktop E-Mail Inbox that meet specific criteria download to your handheld.

  • Page 23: Ignoring Or Receiving E-Mail

    To access the special filter settings: Tap the Filter box in the HotSync Options dialog box. Ignoring or receiving e-mail The first step in establishing a special filter is to determine whether you want to ignore or retrieve e-mail that matches the information you specify.

  • Page 24: Defining Filter Strings

    Retrieve Only Msgs Containing Defining filter strings E-mail items are filtered based on the information contained in their To:, From:, and Subj: fields. The information that defines what your handheld is looking for is called a filter string. You create a filter string by listing the words you want your handheld to find and separating them with either a comma or a space.
  • Page 25 To define a filter string: 1. Tap a header field in the HotSync Options dialog box. 2. Enter your filter string, using commas or spaces to separate the words. Do not add connectors, such as AND or OR, between words in a string. 3.

  • Page 26: High-Priority E-Mail

    High-priority e-mail The Retrieve All High Priority setting lets you retrieve e-mail items marked high-priority, even if those items would have been blocked by a defined filter. To retrieve high-priority e-mail items: 1. Tap the Filter box in the HotSync Options dialog box. 2.

  • Page 27: Mail Menus

    To truncate e-mail items: 1. Tap Truncate in the HotSync Options dialog box. 2. Tap to select the truncation setting you want. Tip: If you select the maximum setting, messages can be 8,000 characters; longer messages are truncated. If you select a lower value, you’ll have more room for e-mail items.

  • Page 28: Options Menus

    Options menus The Options menu varies depending on whether you are creating or editing an e-mail item. Message list New Message About Mail Shows version information for Mail. Page 25 Using the Mail Application...

  • Page 29: Index

    Index BCC (blind carbon copy) 10 Categories folders for e-mail 16 cc:Mail 2 Confirming e-mail 11 Creating e-mail 5–7 Dates showing in Mail list 16 Deleted e-mail, recovering 15 Deleting e-mail 15 Delivering e-mail 9, 11 Desktop E-Mail application applications supported 2 managing 1–25 support of Mail features 9 Draft e-mail 13...
  • Page 30 showing dates 16 signature 9, 10–11 sorting 17 truncating 23 viewing e-mail 4 Menus Mail 24 Microsoft Exchange 2 Opening Mail 4 Outbox 12, 16 Priority of delivery (e-mail) 9 Purging deleted e-mail 15–16 Reading e-mail on handheld 4 Recovering deleted e-mail 15 Page 27 filed mail 14...

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