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palmOne Palm VersaMail User Manual

Palm palm versamail software: user guide
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Summary of Contents for palmOne Palm VersaMail

  • Page 1 User Guide for the VersaMail ® Application...
  • Page 2 Copyright and Trademark © 2004 palmOne, Inc. All rights reserved. palmOne, HotSync, the HotSync logo, Palm, Palm OS, the Palm logo, and VersaMail are among the trademarks or registered trademarks owned by or licensed to palmOne, Inc. All other brand and product names are or may be trademarks of, and are used to identify products or services of, their respective owners.

  • Page 3: Table Of Contents

    Table of Contents Chapter 1: Introduction ...1 Upgrading an existing email account ...2 About email accounts...3 Chapter 2: Working with Email Accounts ...7 Transferring settings from an existing account ...8 Creating an account...10 Editing an account ...26 Deleting an account ...28 Adding ESMTP to an account ...29 Chapter 3: Getting and Reading Messages ...30 Getting email messages...30...
  • Page 4 Deleting a message ...59 Emptying the trash ...62 Marking messages as read or unread...64 Chapter 6: Working with Attachments ...66 Working with a downloaded attachment ...67 Attaching files to outgoing messages...70 Chapter 7: Advanced Topics ...73 Creating and using filters ...73 Setting connection preferences ...79 Setting server preferences ...80 Changing email header details ...82...

  • Page 5: Chapter 1: Introduction

    CHAPTER 1 Introduction In this chapter You already know how efficient email is for staying in touch with personal Upgrading an existing email and business contacts. Now the account VersaMail About email accounts new level of convenience: email on the go.

  • Page 6: Upgrading An Existing Email Account

    CHAPTER 1 Introduction Upgrading an existing email account If you already use the VersaMail application on a different device and wish to keep your username, you can upgrade your existing email account for use on your new device. ® VersaMail application Synchronize your new device with your computer.

  • Page 7: About Email Accounts

    CHAPTER 1 Introduction About email accounts The VersaMail application is software that lets you use your device to access email from an Did You Know? account with an email provider (either an Internet service provider (ISP) such as Earthlink or You can create up to eight Yahoo! or a wireless carrier) or from your corporate email account.

  • Page 8: Using A Corporate Email Account

    CHAPTER 1 Introduction • The name of the outgoing mail (Simple Mail Transfer Protocol, or SMTP) server • Your account’s security feature (if it has one), such as Secure Sockets Layer (SSL), Authenticated Post Office Protocol (APOP), or Extended Simple Mail Transfer Protocol (ESMTP) Using a corporate email account Key Term If you want to access email on your device using your corporate email account, you create this...
  • Page 9 Your device software installation CD contains a link to download the VPN software for the device. Once you download the software, you set up a VPN connection in Preferences on your device. If you are using a VPN connection, make sure the connection is on in VersaMail. In the message list, open the Options menu, and then select Turn VPN On.
  • Page 10 CHAPTER 1 Introduction Connecting to a VPN After you set up a VPN, you need to connect to it in order to retrieve email messages from your corporate mail server. You must do this each time you open VersaMail to retrieve messages from the server.

  • Page 11: Chapter 2: Working With Email Accounts

    CHAPTER 2 Working with Email Accounts Before you can use the VersaMail In this chapter account in VersaMail. If you have multiple email accounts, you must set up a VersaMail account for each one. You have three setup options: Transferring settings from an existing account •...

  • Page 12: Transferring Settings From An Existing Account

    VersaMail application Select the option to set up your email software on the final screen of software CD installation. Or select Start > Programs > palmOne > VersaMail Setup. Select your username from the drop-down list at the top of the screen, and then select the option to create a new VersaMail email account.
  • Page 13 CHAPTER 2 Working with Email Accounts ® VersaMail application Select whether to synchronize the information for this account to your device or to set up another account, and then click Next. When you are finished setting up all accounts, click Finish. Synchronize to transfer all account information to your device.

  • Page 14: Creating An Account

    VersaMail application Select the option to set up your email software on the final screen of software CD installation. Or select Start > Programs > palmOne > VersaMail Setup. Select your username from the drop-down list at the top of the screen, and then select the option to create a new VersaMail email account.
  • Page 15 CHAPTER 2 Working with Email Accounts Did You Know? Your incoming and outgoing server settings and whether the account needs ESMTP authentication are already entered based on the account type you select. ® VersaMail application Enter the basic account information: a.
  • Page 16 CHAPTER 2 Working with Email Accounts ® VersaMail application Select whether to synchronize the information for this account to your device or to set up another account, and then click Next. When you are finished setting up all accounts, click Finish. Synchronize to transfer all account information to your device.
  • Page 17 VersaMail application Select the option to set up your email software on the final screen of software CD installation. Or select Start > Programs > palmOne > VersaMail Setup. Select your username from the drop-down list at the top of the screen, and then select the option to create a new VersaMail email account.
  • Page 18 CHAPTER 2 Working with Email Accounts Did You Know? Your incoming mail server is also called your POP or IMAP server; your outgoing mail server is also called your SMTP server. ® VersaMail application Enter the basic account information: a. Enter a descriptive name for the account. b.
  • Page 19 CHAPTER 2 Working with Email Accounts ® VersaMail application Select whether to synchronize the information for this account to your device or to set up another account, and then click Next. When you are finished setting up all accounts, click Finish on the Transfer Settings screen.
  • Page 20 CHAPTER 2 Working with Email Accounts Entering advanced account settings on your computer When you set up an account, VersaMail automatically enters advanced settings such as incoming Did You Know? and outgoing server names, any authentication required, maximum message size, and so on. You The POP protocol does can check the advanced settings to verify that VersaMail entered the information you want, or if not support retrieval of...
  • Page 21 CHAPTER 2 Working with Email Accounts Did You Know? Cont’d The actual message size you can download may be smaller than 5000KB, because some message space is needed to transfer the message over the Internet. ® VersaMail application Get only unread messages For IMAP accounts only, select whether to download all messages to your device, or unread messages only.
  • Page 22 CHAPTER 2 Working with Email Accounts Check with your email Cont’d provider or your system administrator for any incoming or outgoing mail settings you do not know. Also check to see if your account uses SSL, APOP , or ESMTP; or whether you need to change the default port number.
  • Page 23 CHAPTER 2 Working with Email Accounts Cont’d ® VersaMail application Port Number By default, the port number setting is 110 for POP and 143 for IMAP servers. You may need to change the port number if you choose to retrieve incoming mail over a secure connection (see the next item). Secure connection To retrieve incoming mail over a secure (Secure Sockets Layer, or SSL) connection, check the box.
  • Page 24 CHAPTER 2 Working with Email Accounts Did You Know? If you synchronize a Cont’d folder, any changes you make to a folder on your device—for example, moving or deleting messages—are automatically updated on the mail server, and vice versa. ® VersaMail application Authentication Check the box if the outgoing server (SMTP) requires ESMTP...
  • Page 25 CHAPTER 2 Working with Email Accounts Setting up an account on your device Key Term If you have already set up an account on your computer, you don’t need to set up the account on your device. Just synchronize to transfer the account settings to your device. Protocol Settings your email provider uses to If you are setting up a Microsoft Exchange ActiveSync account on your device to synchronize...
  • Page 26 CHAPTER 2 Working with Email Accounts Your username is usually the part of your email address appearing before the @ symbol, not your entire email address. Check with your ISP if you are not sure what username to enter. Did You Know? Your incoming mail server is also called your POP or IMAP server;...
  • Page 27 CHAPTER 2 Working with Email Accounts ® VersaMail application If you chose a common email provider from the Mail Services pick list on the Account Setup screen, this screen is already filled in. If not, enter the names of the incoming and outgoing mail servers: a.
  • Page 28 CHAPTER 2 Working with Email Accounts Setting advanced mail options on your device Did You Know? Check with your email provider or your system administrator for any incoming or outgoing mail settings you do not know. Also check to see if your account uses SSL, APOP , or ESMTP;...

  • Page 29: Testing Your New Account

    CHAPTER 2 Working with Email Accounts If you need to enter new authentication information, enter your username, select the Password box, enter a password, and then select OK. Check with your email service provider for authentication username and password information. Testing your new account After you finish setting up a new email account, the Inbox of the account you just created is displayed.

  • Page 30: Editing An Account

    CHAPTER 2 Working with Email Accounts Editing an account As with setup, you can edit an account either on your computer or on your device. You can also edit an Editing an account on your computer account by selecting Start in the lower-left corner of WINDOWS ONLY your computer screen,...
  • Page 31 CHAPTER 2 Working with Email Accounts Editing an account on your device ® VersaMail application Select the account you want to edit: a. Open the menus b. Select Accounts, and then select Account Setup. c. Select the name of the account to edit, and then select Edit.

  • Page 32: Deleting An Account

    CHAPTER 2 Working with Email Accounts Deleting an account When you delete an account in the VersaMail application, the account is removed from your device. The account still exists on the server. For example, deleting your Yahoo! account from the Synchronize your device VersaMail application deletes the account only from your device.

  • Page 33: Adding Esmtp To An Account

    CHAPTER 2 Working with Email Accounts Adding ESMTP to an account Some services require ESMTP authentication to validate your username and password on an SMTP server. If you aren’t sure if your ISP or web email provider supports ESMTP , check with your If you need to enter new email provider.

  • Page 34: Chapter 3: Getting And Reading Messages

    CHAPTER 3 Getting and Reading Messages Getting email messages In this chapter When you get messages, you can choose to see only the subjects of your email (which include Getting email messages message size, sender, and subject), so that you can decide if you want to download the entire Auto Sync with notification message.

  • Page 35: Auto Sync With Notification

    CHAPTER 3 Getting and Reading Messages To get and view messages for a different account, open the Accounts menu and select the account you want. Select the folders pick list in the upper-right corner of the screen, and then select Inbox to display messages in the Inbox.
  • Page 36 CHAPTER 3 Getting and Reading Messages Auto Sync recognizes any filter criteria you set up for downloading messages. Messages that don’t meet these filter criteria are not downloaded during Auto Sync. You need to turn off all filters and manually retrieve these messages. NOTE Did You Know? using Auto Sync with a Microsoft Exchange ActiveSync account to synchronize email and...
  • Page 37 CHAPTER 3 Getting and Reading Messages You should manually retrieve any messages using Get or Get & Send after setting up a scheduled Auto Sync. Then, only new messages are retrieved during Auto Sync. Auto Sync notifications The Auto Sync feature provides two types of notifications during and after it gets messages: Alerts You can choose to have your device alert you with a beep or alert sound, or by vibrating, when a new message arrives in your account.
  • Page 38 CHAPTER 3 Getting and Reading Messages Setting alert options Did You Know? You can choose an alert—such as a bird, a phone, or an alarm—to let you know when new email arrives. Any custom sound you install on your device appears on the Alert Sound pick list.

  • Page 39: Viewing And Using The Reminders Screen

    CHAPTER 3 Getting and Reading Messages Did You Know? If you are in the Inbox and an Auto Sync downloads new messages, those messages do not appear on the Reminders screen—since you can already view them in the Inbox. Viewing and using the Reminders screen The Reminders screen on your device shows info about new email messages.
  • Page 40 CHAPTER 3 Getting and Reading Messages • Select Done to close the Reminders screen and return to whatever you were doing on your device before the Reminders screen appeared. If the Reminders screen shows an Auto Sync error • Select Clear All to delete all reminders on the Reminders screen. message for an account, select the message to When a notification appears on the Reminders screen, select it to go to the Inbox of that account,...

  • Page 41: Inbox Icons In The Versamail Application

    CHAPTER 3 Getting and Reading Messages Inbox icons in the VersaMail application The icons to the left of a message in the Inbox tell you the message’s status. Setting preferences for getting messages ® VersaMail application Only the subject header information is downloaded. Part or all of the message text is downloaded.
  • Page 42 CHAPTER 3 Getting and Reading Messages Did You Know? The POP protocol does not support retrieval of unread mail only from the server. If you have a POP email account, the VersaMail application downloads all messages from the server regardless of whether you have read them (for example, on your desktop or on the web), and...
  • Page 43 CHAPTER 3 Getting and Reading Messages Did You Know? Basic HTML includes Cont’d bold, italics, colored words, bullet and numbered lists, and so In an HTML message, certain types of graphics (for example, JPEG or GIF files) may be displayed as a URL in the body of the email message.

  • Page 44: Reading Email Messages

    CHAPTER 3 Getting and Reading Messages Reading email messages To read email, select the email message in the Inbox or the folder where the message is located. If you use the 5-way navigator to select and open a message, press Center after reading the message to close it and return to the folder where...

  • Page 45: Adding Or Updating A Contact Directly From A Message

    CHAPTER 3 Getting and Reading Messages Adding or updating a contact directly from a message You can add an email address into Contacts directly from the body of a received email message. You can also update an existing Contacts record with a new email address, or create a second Contacts record for a...

  • Page 46: Chapter 4: Sending Email Messages

    CHAPTER 4 Sending Email Messages Sending an email message In this chapter Sending an email message Addressing a message Attaching a personal signature ® VersaMail application Go to Applications and select VersaMail Open a new message: a. Open the menus b.
  • Page 47 CHAPTER 4 Sending Email Messages To mark an outgoing message as high priority, on the message screen, open the Options menu and select Set Priority To High. Did You Know? If you turn off your device or go outside a coverage area while a message is still in the Outbox, the ®...

  • Page 48: Addressing A Message

    CHAPTER 4 Sending Email Messages Addressing a message You can address an email message in any of the following ways: Continue typing until the • Use Smart Addressing entry you want is automatically entered on • Enter addresses directly the To line. For example, if you have a Joe Smith •...
  • Page 49 CHAPTER 4 Sending Email Messages You can’t see the whole list of addresses in a field if the list is longer than two lines. To see the whole list, select the word To, cc, or bcc. Entering an address directly in the To field It's OK to enter commas instead of semicolons between addresses,...
  • Page 50 CHAPTER 4 Sending Email Messages Did You Know? When you put addresses Cont’d in the copies (cc:) field, they are visible to all other recipients. Addresses in the blind copies (bcc:) field are hidden from all other recipients. As with Smart Addressing, when you begin to enter a name or address on the Recipient...

  • Page 51: Attaching A Personal Signature

    CHAPTER 4 Sending Email Messages Attaching a personal signature You can attach a personal signature, with info like your company's address and telephone number, to the bottom of all messages you send. ® VersaMail application Enter the address: a. On the Address Lookup screen, select the address you want, and then select Add.
  • Page 52 CHAPTER 4 Sending Email Messages ® VersaMail application Add a signature: a. Check the Attach Signature box. b. Enter your signature information, and then select Done...

  • Page 53: Chapter 5: Managing Your Messages

    CHAPTER 5 Managing Your Messages Working with email folders In this chapter By default, the VersaMail Working with email folders easily view the messages in a different folder. You can also customize the appearance of the Forwarding an email message list in your email folders, move messages between folders, and create and edit folders. message Viewing another folder Replying to an email...
  • Page 54 Font Select the Font field. Select each pick list in the Select Font dialog box (Font, Size, Style) and select the option you want. Default is Palm 9 Plain. Unread and read message color Select the Read and Unread pick lists, and then select the color you want for each type of message.
  • Page 55 CHAPTER 5 Managing Your Messages ® VersaMail application Select OK. If you selected one-line view in step 2, change the size of columns in the message list: a. Tap on the column divider. b. Drag the column divider to change the width of the column.
  • Page 56 CHAPTER 5 Managing Your Messages Moving messages between folders You can move one or more email messages between folders. You can use the 5-way to move a single message. Select the message you want to move, press Right to open the Message menu, and then select Move To.
  • Page 57 CHAPTER 5 Managing Your Messages ® VersaMail application Move a single message: a. Tap the envelope icon to the left of the message you want to move, and then select Move To from the list. b. On the folders list, select the destination folder you want. Move multiple messages: a.

  • Page 58: Creating And Editing Mail Folders

    CHAPTER 5 Managing Your Messages Creating and editing mail folders The VersaMail application has certain preset folders, such as Inbox, Outbox, Sent, Drafts, and Trash. You can create new folders so that you can store email messages by subject, person, or project.

  • Page 59: Forwarding An Email Message

    CHAPTER 5 Managing Your Messages Forwarding an email message Did You Know? You can forward email messages from any folder other than the Outbox folder. Did You Know? Forwarded messages are always sent as text only, even if you received the original message in HTML format.

  • Page 60: Replying To An Email Message

    CHAPTER 5 Managing Your Messages Replying to an email message Did You Know? You can reply to an email message as you are reading it, or you can reply to messages in the message list. Replies are always sent as text only, even if you received the original message in HTML format.
  • Page 61 CHAPTER 5 Managing Your Messages Setting reply preferences You can set reply preferences including whether to include the original message text in a reply, as well as the name and email address to show on your reply. The preferences you set apply to all reply messages you send.
  • Page 62 CHAPTER 5 Managing Your Messages ® VersaMail application Set the preferences you want: Message text Select whether to include original message text with a reply. Your name Enter the name you want to appear on your outgoing messages, such as “Joe Smith. ” Reply to Address with Enter the email address that you want recipients to see and reply to on your email messages, only if this is different...

  • Page 63: Working With Urls, Email Addresses, And Phone Numbers In A Message

    CHAPTER 5 Managing Your Messages Working with URLs, email addresses, and phone numbers in a message In email messages you receive, you can do the following: In HTML messages, • Select a URL to view the web page or file associated with the URL. Selecting the URL opens the URLs, email addresses, web browser on your device to view the page or file.
  • Page 64 CHAPTER 5 Managing Your Messages There are a few alternate ways to delete a message: Select the message in the message list and press Backspace, or select the message icon next to a message and select Delete from the menu. To delete messages on the server when you empty the trash on your...
  • Page 65 CHAPTER 5 Managing Your Messages Did You Know? Messages you delete from a folder move to the Trash folder and remain there until you empty the trash. ® VersaMail application Choose settings for deleting old messages: a. Select the Folder pick list, and then select the folder that contains the messages you want to delete.

  • Page 66: Emptying The Trash

    CHAPTER 5 Managing Your Messages Emptying the trash When you delete a message, it moves to the Trash folder. Deleted email accumulates in the Trash folder and takes up space on your device. To increase memory, you should empty the trash You can set a preference regularly.
  • Page 67 CHAPTER 5 Managing Your Messages Setting the trash to be emptied automatically Did You Know? By default, trash is set to be emptied automatically, and the time interval is set at Older Than 1 Day. ® VersaMail application Open the Deletion preferences: a.

  • Page 68: Marking Messages As Read Or Unread

    CHAPTER 5 Managing Your Messages Marking messages as read or unread When you select a message to read it, it is automatically marked as read. You can also manually Did You Know? mark messages as read or unread. In one-line view, read messages appear in plain text in the message list;...
  • Page 69 CHAPTER 5 Managing Your Messages Selecting Both and then OK also processes any other pending actions on the server, such as deleting messages in the Trash folder. ® VersaMail application For IMAP accounts only, select one of the following: To mark the messages as read or unread on your device only Select Device.

  • Page 70: Chapter 6: Working With Attachments

    Excel, and PowerPoint files; ringtones; HTML pages; text files; and information from applications on your device such as Contacts, Calendar, and Tasks. You can also work with attached Palm OS well as compressed ZIP files that contain other files. For other types of files, your device may contain a viewer that can open and view attachments for that file type.

  • Page 71: Working With A Downloaded Attachment

    CHAPTER 6 Working with Attachments Working with a downloaded attachment In the message list, a paper clip on a message’s envelope icon indicates that the message has an attachment that has been downloaded. You can save an attached file or view, edit, or install the If an attachment is not file, depending on the file type.
  • Page 72 CHAPTER 6 Working with Attachments Because downloading large messages can consume device resources, the VersaMail application displays the size and asks if you want to continue downloading any message that exceeds your maximum message size, up to a total size of 5MB. ®...
  • Page 73 ® VersaMail application Palm OS application or database file (PRC or PDB) Select View. The file is installed automatically. Compressed Zip file Select Unzip. The file uncompresses, and the files it contains are listed. Select the name of the file you want, and then select Save, View, or Install.

  • Page 74: Attaching Files To Outgoing Messages

    CHAPTER 6 Working with Attachments Attaching files to outgoing messages You can attach files on your device to email messages you send. For example, you can attach photos or videos; Word, Excel, and PowerPoint files; and entries from Contacts, Calendar, Memos, If you open a message and Tasks.
  • Page 75 CHAPTER 6 Working with Attachments Did You Know? If you have an expansion card inserted in your device’s expansion slot, select Files on Card to view all file types on the card. You can select a particular file type, or select All Files to view all files on the card.
  • Page 76 CHAPTER 6 Working with Attachments Attaching photos and videos ® VersaMail application Open the Attachments screen: a. On the message screen, open the menus b. Select Options, and then select Attachment. Attach the photo or video: a. Select the Type pick list, and then select Photo/Video. b.

  • Page 77: Chapter 7: Advanced Topics

    CHAPTER 7 Advanced Topics Creating and using filters In this chapter Filters provide efficient ways to manage email retrieval and storage. When you select Get or Get & Creating and using filters Send, filters determine which email messages are downloaded to your device and in which folder Setting connection the downloaded messages are stored.
  • Page 78 CHAPTER 7 Advanced Topics Use filters to organize your incoming messages. For example, create a filter so that whenever you receive email about sales meetings, it goes immediately into a folder you create called Sales. Or create a filter so that stock quotes sent to you by your online brokerage service go to a folder you...
  • Page 79 CHAPTER 7 Advanced Topics Did You Know? Filters you create on your device also apply when you synchronize email on your device with email on your computer. ® VersaMail application Enter the filter information: a. Enter a short description of the filter in the Name field.

  • Page 80: Turning Filters On And Off

    CHAPTER 7 Advanced Topics Turning filters on and off A filter that is turned on applies to all subsequent downloads of email until you deselect it. More than one filter can be in effect at once. Before you download email, be sure to turn on the filters Filters that are turned on you want and turn off those you don’t want.
  • Page 81 CHAPTER 7 Advanced Topics If you don’t want a filter to apply to any downloads at all, be sure to deselect the filter under both Connected and Synchronize. ® VersaMail application Turn filters on or off: a. Select the pick list in the upper-left corner and select one of the following: Connected Applies a filter to...

  • Page 82: Editing Or Deleting A Filter

    CHAPTER 7 Advanced Topics Editing or deleting a filter Edit a filter to change either its name or any of its criteria. ® VersaMail application Select the filter to edit or delete: a. In the Inbox or on another folder screen, open the menus b.

  • Page 83: Setting Connection Preferences

    CHAPTER 7 Advanced Topics Setting connection preferences Any advanced preferences you set are account-specific; they apply only to the account you are currently in. The default Timeout setting is 45 seconds. It can be any number greater than 0 seconds; however, if you set the number too low, your connection attempt may...

  • Page 84: Setting Server Preferences

    CHAPTER 7 Advanced Topics Cont’d Setting server preferences Server preferences differ for POP and IMAP email accounts. ® VersaMail application Disconnect on Exit Disconnects from the network only after you leave the ® VersaMail application. This feature is an alternative to Auto-disconnect. 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 device.
  • Page 85 CHAPTER 7 Advanced Topics Any server preferences you set are account- specific; they apply only to the account you are currently in. ® VersaMail application Select any of the following preferences: Leave mail on server (POP accounts only) To get email on your device but leave it on the server so you can view it later on your computer, check the Leave...

  • Page 86: Changing Email Header Details

    CHAPTER 7 Advanced Topics Changing email header details When viewing a message in any folder, you can change the view of the message header. The email header options are as follows: Short header Shows sender’s name or address (From field) and subject line (Subj field). Full header Shows the following: •...

  • Page 87: Synchronizing Imap Mail Folders Wirelessly

    CHAPTER 7 Advanced Topics You can also switch between a short header and a full header for a message you are composing. Short header shows the To and Subject fields only; full header shows the To, cc:, bcc:, and Subject fields.
  • Page 88 CHAPTER 7 Advanced Topics Prerequisites for wireless IMAP folder synchronization Depending on how you have set up IMAP folders on your device and/or the mail server, you may Did You Know? have to do some steps before you can wirelessly synchronize email messages between your You can synchronize device and the server, as follows: folders whose names are...

  • Page 89: Working With Root Folders

    CHAPTER 7 Advanced Topics Synchronizing device/mail server IMAP folders from the Options menu Did You Know? After you select the folders to synchronize, a connection is made to your email service provider to update the server with changes from your handheld, and to update you device with changes from the server.

  • Page 90: Using Secure Sockets Layer (Ssl)

    CHAPTER 7 Advanced Topics Using Secure Sockets Layer (SSL) Secure Sockets Layer (SSL) is a protocol designed to ensure that data you send or receive over a network or the Internet is secure and authentic. The VersaMail application uses SSL to help guarantee the secure transmission of email messages that you send or receive.

  • Page 91: Chapter 8: Working With Microsoft Exchange Activesync

    Exchange server; they do not synchronize Exchange ActiveSync email with your desktop software application, such as Palm account differ from other Other information on your device, such as contacts, tasks, and memos, continues to synchronize accounts? with information in your desktop software application.

  • Page 92: How Does A Microsoft Exchange Activesync Email Account Differ From Other Accounts

    CHAPTER 8 Working with Microsoft Exchange ActiveSync® How does a Microsoft Exchange ActiveSync email account differ from other accounts? An email account that uses Microsoft Exchange ActiveSync differs from other accounts in the following areas: • Setting up an account •...

  • Page 93: Setting Up A Microsoft Exchange Activesync Account

    Exchange server, along with email messages. are downloaded to your You cannot choose to synchronize Calendar events with Palm Desktop software or Outlook once device. So you don’t end you set up a Microsoft Exchange ActiveSync email account. If you do not want to synchronize up with duplicate events.
  • Page 94 CHAPTER 8 Working with Microsoft Exchange ActiveSync® ® VersaMail application Select the option to synchronize with a mail service from this list, and then select Exchange ActiveSync. Click Next. Enter the basic account information: a. Enter a descriptive name for the account.
  • Page 95 CHAPTER 8 Working with Microsoft Exchange ActiveSync® ® VersaMail application Enter the name of the Exchange server, the port number for the server, and the maximum message size you want to download. Check the boxes if the server requires authentication or if you are using a proxy server.
  • Page 96 CHAPTER 8 Working with Microsoft Exchange ActiveSync® ® VersaMail application Do one of the following: a. To synchronize the account information to your device, click the top button. b. To set up another email account, click the bottom button. NOTE You can only set up one Microsoft Exchange ActiveSync account.
  • Page 97 CHAPTER 8 Working with Microsoft Exchange ActiveSync® Setting up an account on your device ® VersaMail application Go to Applications and select VersaMail Open the Account Setup screen: a. Open the menus b. Select Accounts, and then select Account Setup. c.
  • Page 98 CHAPTER 8 Working with Microsoft Exchange ActiveSync® ® VersaMail application Enter the account username and password: a. Enter the username you use to access your email. b. Select the Password box, enter your email account password, and then select OK. c.
  • Page 99 CHAPTER 8 Working with Microsoft Exchange ActiveSync® ® VersaMail application Do one of the following: Finish setup Select Done to finish setup and go to the Inbox of the account you set up, where you can begin getting and sending email. Set additional mail options Select Advanced to set advanced mail options.
  • Page 100 CHAPTER 8 Working with Microsoft Exchange ActiveSync® Setting advanced mail options on your device In most cases, you do not need to change the default advanced mail options. Check with your system administrator to see if you need to change the port number, uncheck the Use Secure Connection box, or enter...

  • Page 101: Getting Email Messages

    CHAPTER 8 Working with Microsoft Exchange ActiveSync® Getting email messages The steps you take for manually getting messages in a Microsoft Exchange ActiveSync account are the same as for all other accounts, with one exception: You select Sync instead of Get or Get & Increase the time interval Send.
  • Page 102 CHAPTER 8 Working with Microsoft Exchange ActiveSync® Did You Know? When you synchronize a Microsoft Exchange ActiveSync account, a copy of any messages sent from your device is placed in the Sent Items folder on the Exchange server. A copy of any messages deleted from your device is placed in the Deleted Items folder...

  • Page 103: Previewing Attachments

    CHAPTER 8 Working with Microsoft Exchange ActiveSync® Previewing attachments Did You Know? You can add names and Microsoft Exchange ActiveSync accounts let you view a email addresses directly list of all attachments to a message, with approximate file to Contacts from the To size, so you can decide which ones you want to or cc: fields of an download.
  • Page 104 CHAPTER 8 Working with Microsoft Exchange ActiveSync® After opening an invitation, you can switch between full and concise meeting details by switching between full header view and short header view. Did You Know? You can forward meeting invitations in the same was as email messages.
  • Page 105 CHAPTER 8 Working with Microsoft Exchange ActiveSync® Did You Know? When you send your response, the server is updated with the new meeting event, and immediately synchronizes the event to the Calendar application on your device. If you select Accept, the event appears as a confirmed appointment.

  • Page 106: Working With Calendar Events

    Details. Select the Attendees field. NOTE events you create on your device. ® VersaMail application You cannot choose to synchronize Calendar events with Palm Desktop software The Attendees field does not appear if the event is not a meeting. It is not available for...
  • Page 107 When you delete a Microsoft Exchange ActiveSync account, all Calendar events are purged from your device. Then, when you synchronize Calendar with your desktop software application— Palm Desktop or Outlook—the events synchronize to your device, so you don’t end up with duplicate events.

  • Page 108: Chapter 9: Common Questions

    CHAPTER 9 Common Questions Although we can’t anticipate all the questions you might have, this chapter provides answers to some of the most commonly asked questions. I am having problems accessing my account. Occasionally you may experience problems using an email account after you set it up. If you followed the account setup procedure and are experiencing problems using the account, verify that the account complies with your email provider’s requirements by following these steps: •...
  • Page 109 CHAPTER 9 Common Questions I am having problems sending and receiving email. • Short periods of time when email is unavailable are common due to server problems or poor wireless coverage. If you have problems sending or receiving mail for an extended period of time, check with your ISP or email service provider to verify that the service is working properly.
  • Page 110 3. Select Internet Options, and then click the Programs tab. 4. Make sure that the email field is set to the correct email client software. 5. Click OK. 6. Start the email client software and make sure it is configured as the default MAPI client. ® VersaMail application ®...

  • Page 111: Index

    INDEX accessing corporate networks 5 email 3 accessing email 3 Account Setup screen 21 accounts deleting with Microsoft Exchange ActiveSync 103 accounts (email) changing 26 connection types and 3 creating 93 creating account on computer 10 creating account on device 21 deleting 28 scheduling Auto Sync 32 testing 25...
  • Page 112 downloading attachments 66 drafts 43 email See also email accounts accessing 3 adding addresses to contacts 41 adding attachments to 70 adding signatures 47 addressing 44 changing fonts 50 changing header information for 82 changing Inbox folders for 49 composing 43 creating folders for 54 deleting 59 downloading 30...
  • Page 113 mail folders 52 mail servers 4 Mail Service pick list 22 Mail Services pick list 23 mail. See email marking message status 64 Maximum Message Size option 17 Meeting invitations 99 Message text option 58 messages downloading large 68 sending plain text 17 Microsoft Exchange ActiveSync 4 account setup 89 attachment preview 99...
  • Page 114 Smart Addressing feature 44 SMTP servers 14 Sort order option 50 spreadsheets 1 SSL connections 19 Subject fields 43 subject lines (email) 30 Sync IMAP Folders screen 85 Synchronize incoming email option 17 Synchronize unread mail only option 17 synchronizing IMAP mail folders 83 usernames 7 testing email accounts 25...

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