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Palm VersaMail 2.5 Handbook

Personal e-mail software
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Summary of Contents for Palm Palm VersaMail 2.5

  • Page 1 Palm VersaMail ™ ™ Personal E-mail Software Handbook...
  • Page 2 Palm, Inc. assumes no responsibility for any damage or loss resulting from the use of this handbook. Palm assumes no responsibility for any loss or claims by third parties which may arise through the use of this software. Palm, Inc. assumes no responsibility for any damage or loss caused by deletion of data as a result of malfunction, dead battery, or repairs.

  • Page 3: Table Of Contents

    Palm VersaMail application features ........3...
  • Page 4 Contents Editing e-mail accounts ..........26 Changing the account username and password .
  • Page 5 Account information screens ........105 Palm VersaMail HotSync Conduit shortcuts ......106 Verifying handheld account settings before synchronizing accounts .
  • Page 6 Personal E-mail Software ........

  • Page 7: About This Book

    VersaMail application. This book assumes that you know how to use the basic functions of your Palm™ handheld, such as the basic applications and HotSync ®...
  • Page 8 About This Book...

  • Page 9: Chapter 1: Getting Started With Palm™ Versamail

    VersaMail application. The VersaMail application version 2.5 is the newest offering in the line of Palm™ personal e-mail software applications. Formerly known as MultiMail the VersaMail 2.5 application contains new features that make sending and receiving e-mail messages and managing e-mail accounts easier than ever.

  • Page 10: Installing The Versamail Application

    A Pentium-class computer running Windows 98/2000/NT 4.0/XP or a Mac computer running OS X Some Palm™ handheld users can install the VersaMail application from the Software Essentials CD-ROM included with your handheld. Users of other handhelds should download the VersaMail application from the web. Steps for each type of installation procedure follow.
  • Page 11 Tap Reset. To download and install the VersaMail application from the web: Go to the website from which you are purchasing the software and follow the instructions for downloading the software. In Windows Explorer, locate and double-click the versamail-[language].exe file, where [language] is the language you want to use.

  • Page 12: Synchronizing An Existing Username

    Upgrading a MultiMail or VersaMail database If you have previously used a Palm personal e-mail application such as MultiMail SE or MultiMail Deluxe, or used version 2.0 of the VersaMail application, you can upgrade your e-mail database for use with the VersaMail 2.5 application.

  • Page 13: Chapter 2: Setting Up And Managing E-Mail Accounts

    With Palm™ VersaMail™ personal e-mail software, you can access e-mail accounts from providers such as Earthlink or Yahoo. You may also access your corporate e-mail with the appropriate mail server configuration. You can add up to eight e-mail accounts on your handheld by setting up a connection to an e-mail service provider or synchronizing to a desktop e-mail application.

  • Page 14: Network E-Mail Account Prerequisites

    Using a network account, you can set up or access an e-mail account using any of the following connection methods: Palm™ Bluetooth™ Card or other Bluetooth card product (sold separately) attached through the expansion card slot connection to a mobile phone or local access point that is enabled with Bluetooth technology.
  • Page 15 Handheld cradle connected to desktop Network e-mail account prerequisites Prerequisite Palm Bluetooth Card and mobile phone enabled with Bluetooth technology. Active GPRS service ordered from your wireless carrier. Not all handheld models support use of a Bluetooth card.

  • Page 16: Using An Isp

    Chapter 2 Setting Up and Managing E-mail Accounts Using an ISP 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 during the account setup are automatically configured. 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...

  • Page 17: Vpns

    “Creating a network e-mail account” username, password, protocol, and incoming and outgoing server settings when you set up your corporate e-mail account. With a corporate e-mail account, you can access the following types of mail servers, among others: Microsoft Exchange Lotus Domino Sun iPlanet VPNs...
  • Page 18 Chapter 2 Setting Up and Managing E-mail Accounts Select Account Setup. Tap New. Enter the following: Account Name Mail Service Protocol If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol. Tap Next. Enter a descriptive name for the account, such as “My Yahoo.”...

  • Page 19: Entering The Account Username And Password

    Entering the account username and password In the next part of the VersaMail Account Setup, you enter the username and password for this account. The VersaMail 2.5 application provides strong 128-bit AES encryption for your password. To enter the account username and password: Enter the username you use to access your e-mail.
  • Page 20 Chapter 2 Setting Up and Managing E-mail Accounts If you chose Other from the Mail Services pick list on the Account Setup screen, enter the e-mail address for your account. Enter the name of your incoming (POP) mail server, such as pop.mail.yahoo.com.

  • Page 21: Setting Mail Retrieval Options For A Pop Or Imap 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 an IMAP protocol. To set mail retrieval server options for a POP or IMAP account: (Optional) Select any of the following: Get unread mail Delete messages...

  • Page 22: Setting Outgoing Mail Options

    Chapter 2 Setting Up and Managing E-mail Accounts Use Secure Connection Maximum Message Size POP accounts Tap Next. Setting outgoing mail options Outgoing mail options are the same for POP and IMAP accounts. To set outgoing mail options: (Optional) Do any of the following: Display Name Reply To Address To retrieve incoming mail over a secure (Secure Sockets...

  • Page 23: Adding A Signature

    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 on each message you send. To add a personal signature: Tap the Attach Signature to messages check box, and then enter the text of the signature.

  • Page 24: Setting Advanced Outgoing Mail Options

    Chapter 2 Setting Up and Managing E-mail Accounts Setting advanced outgoing mail options You can set additional outgoing mail options. To set advanced outgoing mail options: (Optional) Select any of the following: Port Number Authentication Tap Done. Testing your new account After you finish setting up a new e-mail account, the Inbox of the account you just created is displayed.

  • Page 25: Creating A Synchronize-Only Account

    Creating a synchronize-only account You must be using a Windows computer to use a synchronize-only account. NOTE 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 by means of the cradle/cable.

  • Page 26: Entering The Account Username And Password

    Chapter 2 Setting Up and Managing E-mail Accounts If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol. On the same screen, select the Synchronize Only Account check box. 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.

  • Page 27: Entering The Name Of The Outgoing And Incoming Mail Server

    Tap the Password box, and then enter your password. Tap OK. The Password box displays the word “Assigned” to indicate that a password has been entered. Tap Next. Entering the name of the outgoing and incoming mail server You need to enter your e-mail address for the account you are accessing, as well as the names of the outgoing and incoming mail servers.

  • Page 28: Setting Mail Retrieval Options For A Pop Or Imap Account

    Chapter 2 Setting Up and Managing E-mail Accounts Do one of the following: – To accept these mail options and begin using the VersaMail application, tap Done. After you finish setting up a synchronize-only e-mail account, you need to configure this account on your desktop. See in HotSync Manager”...
  • Page 29 To get e-mail on your handheld but also leave it on the server Leave mail on server (POP so you can view it later on your desktop, select the Leave account only) 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.

  • Page 30: Setting Outgoing Mail Options

    Chapter 2 Setting Up and Managing E-mail Accounts Setting outgoing mail options Outgoing mail options are the same for POP and IMAP accounts. To set outgoing mail options: (Optional) Enter or select any of the following: Display Name Reply To Address Tap Next.

  • Page 31: Adding A Signature

    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 on each message you send. To add a personal signature: Tap the Attach Signature to messages check box, and then enter the text of the signature.

  • Page 32: Configuring Your Synchronize-Only Account

    Chapter 2 Setting Up and Managing E-mail Accounts Tap Done. Configuring your synchronize-only account After you finish setting up a synchronize-only e-mail account, you need to configure this account on your desktop. See Manager” Chapter 4 between your handheld and your desktop until you configure the account on your desktop.

  • Page 33: Changing The Account Username And Password

    To edit an account: On the Account Setup screen, change any of the following: Account Name Mail Service Protocol If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol. Tap Next. Changing the account username and password In the next part of the VersaMail account setup, you can change the username and/or password for this account.

  • Page 34: Editing The Names Of The Outgoing And Incoming Mail Servers

    Chapter 2 Setting Up and Managing E-mail Accounts (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. Tap OK. The Password box displays the word “Assigned” to indicate that a password has been entered.

  • Page 35: Editing Mail Retrieval Options For A Pop Or Imap Account

    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 set up. See for information on getting and sending e-mail. – To edit additional mail options, tap Next. Continue with the next set of procedures.
  • Page 36 Chapter 2 Setting Up and Managing E-mail Accounts Leave mail on server (POP account only) Port Number Use Secure Connection Maximum Message Size POP accounts Tap Next. 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.

  • Page 37: Editing Outgoing Mail Options

    Editing outgoing mail options Outgoing mail options are the same for POP and IMAP accounts. To edit outgoing mail options: (Optional) Change any of the following: Display Name Reply To Address Tap Next. Editing a signature If you added a signature to the e-mail messages you send, you can edit the signature.

  • Page 38: Editing Advanced Outgoing Mail Options

    Chapter 2 Setting Up and Managing E-mail Accounts To edit a personal signature: (Optional) To add a signature, select the Attach Signature to messages check box, and then enter the text of the signature. To edit an existing signature name, phone number, and so on, edit the information on the signature lines.

  • Page 39: Deleting An E-Mail Account

    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 only the account from your handheld.

  • Page 40: Selecting A Different Service For A Given E-Mail Account

    PalmModem accessory, you may want to switch your My Earthlink account to the service called Bluetooth Card, which connects to your e-mail service provider using a Palm Bluetooth Card (sold separately) inserted into your handheld’s expansion card slot.
  • Page 41 Tap Details. Tap the Always connect using check box. A pick list of available services appears. The currently used connection is displayed by default. Select the connection you want to switch to from the Service pick list. Tap OK, and then tap OK again. If there is an existing service connection, it is disconnected and the new connection is initiated.
  • Page 42 Chapter 2 Setting Up and Managing E-mail Accounts...

  • Page 43: Chapter 3: Getting, Sending, And Managing E-Mail

    Getting and sending e-mail on your handheld is easy and can help you keep your business and personal life organized. You can manage the messages in your e-mail accounts by moving messages between folders, deleting old e-mail messages individually or in groups, and marking messages as read or unread. This chapter explains how to do the following: Get and send e-mail for your e-mail accounts View and send e-mail attachments, such as text or Microsoft Word documents,...

  • Page 44: Getting E-Mail By Subject Or Getting The Entire Message

    Chapter 3 Getting, Sending, and Managing E-mail Tap the name of the account you want from the list. For handhelds that have a VersaMail™ button button repeatedly to scroll through the accounts you have configured in the VersaMail application until you get to the account you want. Tap the folders pick list, and tap Inbox if the Inbox is not displayed.
  • Page 45 (Optional) Tap Details and select options for retrieving unread e-mail, downloading attachments, using filters, auto-disconnect, maximum download size, and default connection type for this account. Tap OK. “Creating mail filters” NOTE filters. See “Setting advanced account preferences” information on the auto-disconnect feature. See for a given e-mail account”...

  • Page 46: Auto Get Mail With Notification

    Chapter 3 Getting, Sending, and Managing E-mail Tap OK. A list of your e-mail appears in the Inbox. Envelope icon indicates whether a message or subject has been downloaded, and whether there are any attachments Auto get mail with notification You can set up the VersaMail application to automatically search for new mail on a regular schedule for a given e-mail account.

  • Page 47: Scheduling Auto Get Mail

    Scheduling auto get mail When setting up a schedule, you select the interval for retrieving mail, the start and end times for retrieving mail, and the days on which scheduled e-mail retrieval should take place. You can set up different schedules for each of your e-mail accounts, but you can set up only one schedule for a given account.
  • Page 48 Chapter 3 Getting, Sending, and Managing E-mail Select the Get mail automatically check box. Set schedule options: Interval Start Time End Time Days Tap OK. (Optional) Tap Get Mail. You should perform a manual Get Mail after setting up a scheduled auto get. This ensures that only new messages are retrieved during auto get.

  • Page 49: Auto Get Notifications

    Alternately, if you have configured an e-mail account to synchronize messages between your handheld and your desktop, you can perform a ® HotSync operation after setting up a scheduled auto get to ensure that only new messages will be retrieved during auto get. See configuration information.

  • Page 50: Setting Notification Options

    Chapter 3 Getting, Sending, and Managing E-mail Setting notification options You can turn the notification sound on or off to notify you when new e-mail arrives. You can choose from a variety of sounds, such as birds, bumble bees, or simply an alarm.
  • Page 51 Making your handheld buzz or blink when you get new e-mail In addition to setting a notification sound, you can also choose to have your handheld’s indicator light blink or to have your handheld vibrate when you receive new e-mail. You select how your handheld notifies you of new e-mail in your handheld’s General preferences.

  • Page 52: Viewing And Using The Reminders Screen

    Chapter 3 Getting, Sending, and Managing E-mail Viewing and using the Reminders screen Your handheld displays a Reminders screen that shows summary information about new e-mail messages and alerts from other applications, such as alerts to remind you of Date Book appointments. To view the Reminders screen: Tap the blinking asterisk Tap the check box to...

  • Page 53: Auto Get Mail Retries

    Auto get mail with notification If auto get discovers new messages but then fails for any reason, a notification appears in the Reminders screen, displaying the account name and an error message. You can tap the error message or open the VersaMail application to that account for more detailed information on the failed auto get.

  • Page 54: Resource Issues With Auto Get Mail

    Chapter 3 Getting, Sending, and Managing E-mail Resource issues with auto get mail If you use the auto get mail feature, you should be aware of the following potential resource constraints: Decreased battery life Increased monthly charges If you set the auto get mail interval for more frequently than once per hour, an alert message appears.

  • Page 55: Reading E-Mail

    Reading e-mail To read e-mail, tap the e-mail message in the Inbox or the folder where the message is located. To read a message: Tap the message you want to read. For handhelds with a navigator: Press Select on the navigator to highlight the first message displayed on the screen, and then press Up or Down to scroll one message at a time to the message you want to read.
  • Page 56 Chapter 3 Getting, Sending, and Managing E-mail Plain text and HTML e-mail By default, the VersaMail application is set to receive mail in HTML format. This means that any e-mail messages sent as HTML will be displayed on your handheld with basic HTML formatting intact, including the following: Boldface Italics...

  • Page 57: Viewing Other Folders

    The display that options you can customize, and the default settings, are as follows: Option Sort by Sort order Summary view Summary view columns Font Unread message color Read message color Available folders Default Date Descend Two-line view Sender, Date, Subject Palm 9 Black Black Reading e-mail...
  • Page 58 Chapter 3 Getting, Sending, and Managing E-mail To change the sort order: Tap Display. Tap the Sort by pick list, and then tap the column name. Tap Descend or Ascend to change the sort order. Tap OK. To select a one-line or two-line view: Tap Display.
  • Page 59 To display or hide a column in a folder’s list view: Tap Display. Tap the check box for each column that you want to show. The column options will change depending on whether you choose a one-line or a two-line view. If you select Date, the Date column displays the message time for any NOTE messages received today—that is, any message received after 12:01 A.M.
  • Page 60 Chapter 3 Getting, Sending, and Managing E-mail Tap the Size pick list and select the font size you want. Tap the Style pick list and select the font style you want. Tap OK. To select colors for read and unread mail: Tap Display.
  • Page 61 To change the size of a column in the folder’s list view: Changing column size is available for one-line message view only. NOTE Tap and hold the stylus on the column divider. Drag the column divider to change the width of the column. You can also change the font within an individual message.

  • Page 62: Moving E-Mail Between Folders

    Chapter 3 Getting, Sending, and Managing E-mail Tap the Size pick list and select the font size you want. Tap the Style pick list and select the font style you want. Tap OK. Moving e-mail between folders You can move one or more e-mail messages between folders. To move one e-mail message: Tap the folders pick list in the upper-right corner of the screen, and then tap the folder name.
  • Page 63 Tap the icon to the left of the message, and then tap Move To from the pop-up menu. For handhelds with a navigator: With the message highlighted, press Right on the navigator to open the Message menu, press Down to move to the Move To option, and then press Select to select this option.
  • Page 64 Chapter 3 Getting, Sending, and Managing E-mail A checkmark appears next to each selected message. Do either of the following: – Tap the Menu icon – Tap a message icon next to a selected message, and then tap Move To on the pick list.

  • Page 65: Creating And Editing Mail Folders

    Creating and editing mail folders You can also create new folders so that you can store e-mail messages by subject, person, or project. The VersaMail application has certain existing folders, such as Inbox, Outbox, Drafts, and Trash. The procedure for creating and editing folders varies slightly between POP and IMAP e-mail accounts, as described in the following procedure.

  • Page 66: Creating And Sending New E-Mail

    Chapter 3 Getting, Sending, and Managing E-mail – To rename a folder, tap the folder name from the list on the screen, tap Rename, and then enter the new folder name. For IMAP accounts only, select the check box if you also want to rename the folder on the server. When finished, tap OK.

  • Page 67: Addressing A Message By Typing The Address

    Enter the recipient’s name using one of the methods described in the next procedures. When you address a message to several recipients, you do not see all the NOTE recipients on the To list because the list is truncated on the To line. If you tap the To field, a dialog box shows all recipients for the current message.
  • Page 68 Chapter 3 Getting, Sending, and Managing E-mail After address entry, addresses longer than one line are shown on a single line with an ellipsis symbol to the right of the address line. Alternately, in the New Message screen, tap To and enter the address on the Recipient List screen, and then tap Done.

  • Page 69: Addressing A Message Using Address Book

    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: In the New Message screen, tap To.
  • Page 70 Chapter 3 Getting, Sending, and Managing E-mail If Smart Addressing recognizes more than one name for the typed entry, or if the recognized name has more than one e-mail address associated with it, all of the names or e-mail addresses are displayed. Navigate or tap to select the name/e-mail address you want.

  • Page 71: Composing And Sending E-Mail

    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: Tap the Subject field and enter the subject of your e-mail. Tap the area below the Subject line and enter the text of your e-mail.

  • Page 72: Send Retry

    Chapter 3 Getting, Sending, and Managing E-mail Send retry When you tap Send on the message menu, the VersaMail application automatically attempts to send the message. If the send attempt fails for any reason (for example, your handheld is out of range, or the application cannot connect to the mail server), you can choose to have the application move the message to the Outbox and continue to try to send the message at 30-minute intervals, a maximum of three times.
  • Page 73 Creating and sending new e-mail Send retry notifications If automatic send retry fails after the third attempt, a notification appears in the Reminders screen. A separate notification appears for each e-mail account for which a send retry has failed. Tap the notification or open the account in the VersaMail application to view a detailed error message.

  • Page 74: Outbox Icons In The Versamail Application

    Chapter 3 Getting, Sending, and Managing E-mail Modifying messages in the Outbox A message in the Outbox waiting for the next automatic send retry can be edited, moved, or deleted. However, if you edit the message, you will need to perform a manual send in order to send the message.

  • Page 75: Attaching A Personal Signature

    Attaching a personal signature You can include a personal signature, such as your name, e-mail address, and telephone number, with each e-mail you send. To create a personal signature: In the Inbox, tap the Menu icon Tap Options. Select Preferences. Tap Signature.
  • Page 76 Chapter 3 Getting, Sending, and Managing E-mail Tap the Forward button. Tap To. On the Recipient List screen, 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. (Optional) Enter some text describing the forwarded message.

  • Page 77: Replying To E-Mail

    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 an e-mail message that you are reading: Tap the message you want to reply to. Tap Reply.
  • Page 78 Chapter 3 Getting, Sending, and Managing E-mail To reply to an e-mail message from the folders list: Tap the folders pick list and select the folder, such as Inbox or Drafts, that contains the message. For handhelds with a navigator: On the message screen, tap the folder name in the upper-left corner to open the message menus, and then press Right on the navigator to move to and open the Options menu.

  • Page 79: Working With Urls

    Working with URLs You can tap a URL in a received message to view the web page or file associated with the URL. Tapping the URL opens a browser window (using the default browser on your handheld) to view the page or file. This feature works only with certain types of browsers;...

  • Page 80: Downloading Attachments To Your Handheld

    GIF, MP3, and AAC files. This is a Palm OS ® application that you can install and run on your handheld. This is a file that works with specific Palm OS applications.
  • Page 81 Among the types of attachments you can receive are the following handheld application files: Address Book entries Date Book appointments To Do list items Text memos You can also save downloaded files to an expansion card. See to an expansion card” later in this chapter for information.
  • Page 82 Your options for working with a downloaded attachment vary according to the file type. Type Viewable file: text, Word doc, To Do task, HTML, graphic, and so on Palm OS application or database file (.prc or .pdb) Button displays View or Install, depending on the attachment file type “Downloading large attachments”...
  • Page 83 When you have finished viewing or installing the attachment, tap Done. This returns you to the Attachments dialog box, where you can select another attachment if you want to. If there is no Done button on the attachment screen, tap the VersaMail icon in the Applications Launcher to return to the Inbox of the account you were in.
  • Page 84 Chapter 3 Getting, Sending, and Managing E-mail Tap No to stop downloading and return to the Message screen. Tap Yes to continue downloading the entire message with attachment. (Optional) Tap Cancel to stop downloading and return to the Message screen. When downloading is complete, the red paper clip icon appears and the More button is no longer displayed.

  • Page 85: Attaching Files From A Handheld Application

    (Optional) Tap Cancel to stop downloading and return to the Message screen. When downloading is complete, the Attachments dialog box appears, showing all downloaded messages. Follow the procedure for viewing an attachment presented earlier in this chapter. 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.
  • Page 86 Chapter 3 Getting, Sending, and Managing E-mail You can attach the following types of files from a handheld application: vCard (.vcf) vCal (.vcs) Memo/Text (.txt) PRC (.prc) PDB (.pdb) To attach a file from a handheld application: In the Inbox, tap the Menu icon Tap Options.

  • Page 87: Attaching Files From An Expansion Card

    Tap the file that you want to attach, and then tap Add. The selected file appears in the Attachments box. Repeat steps 2 and 3 for each attachment you want to add, and then tap Done. To delete an attachment from an e-mail message, tap the attached file in the Attachments box and then tap Delete.
  • Page 88 Chapter 3 Getting, Sending, and Managing E-mail To attach a file from an expansion card: Insert the expansion card into the slot on your handheld. On the New Message screen, tap the Menu icon Tap Options. Tap Attachment. Tap the From pick list and select Files on Card. Tap the Type pick list and select the file type.

  • Page 89: Forwarding An Attachment

    Tap the file that you want to attach, and then tap Add. The selected file appears in the Attachments box. Repeat steps 6 and 7 for each attachment you want to add, and then tap Done. To delete an attachment from an e-mail message, tap the attached file in the Attachments box and then tap Delete.

  • Page 90: Deleting Messages

    Chapter 3 Getting, Sending, and Managing E-mail 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”...
  • Page 91 (Optional) Tap Also delete message(s) on server if you want to delete the message from the server now. 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.
  • Page 92 Chapter 3 Getting, Sending, and Managing E-mail Tap the Older than pick list, and then tap One Week, One Month, or Choose Date. If you tap Choose Date, you can select a date from the calendar. Tap Delete. (Optional) Tap Also delete message(s) on server if you want to delete the message from the server now.

  • Page 93: Emptying The Trash

    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 the trash immediately or empty any e-mail older than a certain number of days.

  • Page 94: Marking Messages As Read Or Unread

    Chapter 3 Getting, Sending, and Managing E-mail Tap Advanced. By default, Auto-Empty Mail from Trash is selected, and the time interval is set at Older Than 1 Week. Tap the pick list, and select how often you want the e-mail messages automatically emptied from the trash.
  • Page 95 Tap Mark Read or tap Mark Unread. To mark multiple messages, tap the bullets next to the messages you want, tap the Menu icon For IMAP accounts only: Tap Handheld to mark the messages as read or unread on your handheld. Tap Both to mark the messages on both the handheld and the server.

  • Page 96: Setting Preferences For Getting And Deleting E-Mail

    Chapter 3 Getting, Sending, and Managing E-mail Tap Cancel if you want the messages marked during the next HotSync operation or the next time you connect to the server. Because POP servers do not support the read or unread message NOTE 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.
  • Page 97 Select preferences: Enables you to retrieve the subject only or the entire message. Displays a dialog box for choosing subjects only or entire Ask Every Time messages each time you retrieve e-mail. If deselected, messages are retrieved according to the option you select in the Get pick list.

  • Page 98: Adding Or Updating An Address Book Entry Directly From A Message

    Chapter 3 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: On the Message screen, tap the Menu icon Tap Options.

  • Page 99: Chapter 4: Synchronizing E-Mail Between The Handheld And The Desktop

    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. To start Palm VersaMail HotSync Conduit Click the HotSync Manager icon Select Custom.

  • Page 100: Setting Synchronization Options And Account Settings

    Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Select VersaMail in the Conduit list. Click Change. Select Synchronize Active Accounts. (Optional) Select the check box Enable Informational Logging if you want the HotSync log to record information, such as errors encountered, about the conduit during a HotSync operation.
  • Page 101 To configure an account and set the synchronization options: On the VersaMail Configuration For User … screen, click the plus sign to the left of the account you want to configure. Click plus sign Under the account name, click Mail Client Sync Setup. Select the option Check this box to synchronize this mail account when you perform a HotSync operation;...
  • Page 102 Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Click the Mail Client pick list and select the desktop e-mail application you will use to synchronize the selected account with your handheld. For each application, additional setup information is displayed in the Setup Notes box. See the following table for additional setup information for each client.
  • Page 103 Mail Client Action Lotus Notes Enter your Lotus Notes ID and password. Click Browse if you need to locate your Notes ID. If you want to synchronize to a local mail file instead of a server mail file, select the Synchronize to local (replicated) mail file check box.
  • Page 104 Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Mail Client Direct IMAP connection to server Other e-mail applications Action If you want to synchronize e-mail for an account that requires APOP authentication, you must select the option to use APOP on your handheld.
  • Page 105 A profile contains configuration information, such as the location of NOTE 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.
  • Page 106 Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Days To Synchronize Mail Synchronize unread mail only Download attachments Send e-mail from Outbox Synchronize incoming e-mail (Optional) If you chose Microsoft Outlook, Microsoft Exchange, Lotus Notes, or Direct IMAP as your mail client, click Folder Synchronization Options. Set how many days of e-mail, between 0 and 999, that e-mail should be synchronized.
  • Page 107 Set folder synchronization options as follows: Click the name of the folder you want. Click in the Synchronize column to the right of the folder name. Click the arrow to open the drop-down list, and click Yes or No to synchronize the folder or not.
  • Page 108 Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop To set handheld synchronization settings: Under the selected account name, click the plus sign to the left of Handheld Settings. Click plus sign Click Account Information.
  • Page 109 If you are using an account that is already configured on your handheld, the account information will already be entered. If not, enter the following: You do not need to fill in these fields if the account is a synchronize-only NOTE account and the mail client is not Direct POP or Direct IMAP .
  • Page 110 Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop If you are using an account that is already configured on your handheld, the account information will already be entered. If not, enter the following: You do not need to fill in these fields if the account is a synchronize-only NOTE account and the mail client is not Direct POP or Direct IMAP .

  • Page 111: Account Information Screens

    Account information screens Two screens in the Palm VersaMail HotSync Conduit provide summary information on your accounts: The Account Overview screen indicates whether the account is active; whether the account has been synchronized and, if so, the last synchronization date; the mail client for this account;...

  • Page 112: Palm Versamail Hotsync Conduit Shortcuts

    Click the selected account name. To view the Handheld Settings Overview screen: Under the selected account name, click Handheld Settings. Palm VersaMail HotSync Conduit shortcuts You can use the icons in the toolbar to perform certain tasks quickly, such as saving account configuration settings.

  • Page 113: Configuring Microsoft Outlook

    Configuring Microsoft Outlook You can synchronize Microsoft Outlook 97/98/2000/XP with a VersaMail e-mail account, but you must set Microsoft Outlook as the default e-mail handler. You must check your username and password. To configure Microsoft Outlook: In the Control Panel, click Internet Options. For Windows XP , click Network and Internet Connections, and then click NOTE Internet Options.

  • Page 114: Configuring Eudora

    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.
  • Page 115 Select VersaMail in the Conduit list. Click Attachment Conversion. 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. The drop-down lists in the right column display only the companies NOTE currently supplying plug-ins for a particular type.

  • Page 116: Synchronizing An Account

    Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Do one of the following: Item To deselect a plug-in To select a plug-in To change the company supplying a plug-in of a particular type Click save. Synchronizing an account To synchronize accounts, you must set the HotSync action for the VersaMail application in the HotSync Manager.
  • Page 117 Select VersaMail in the Conduit list. Click Change. Select one of the following: Select this option to include active accounts in the next Synchronize Active Accounts 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.

  • Page 118: Synchronizing Multiple Accounts

    When you set up an e-mail account, you can choose to use a secure connection (Secure Sockets Layer, or SSL) for sending and receiving e-mail messages. The Palm VersaMail HotSync Conduit supports SSL when synchronizing with an e-mail account only if that account uses one of the following desktop e-mail...

  • Page 119: Chapter 5: 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.

  • Page 120: Creating Mail Filters

    Chapter 5 Going Beyond the Basics 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 folder you created called Finance, you can filter those e-mail messages and store them in the Finance folder.
  • Page 121 Tap New. Enter a short description of the filter in the Name field. 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.

  • Page 122: Turning Filters On And Off

    Chapter 5 Going Beyond the Basics Tap OK. The filter appears in the Filters 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. Filters created on the handheld also apply to e-mail synchronization.

  • Page 123: Editing Or Deleting A Filter

    Tap the pick list in the upper-left corner, and select Connected or Synchronize. – Connected applies a filter to messages downloaded to your handheld over a modem or other connection to an e-mail service provider. – Synchronize applies a filter to messages downloaded to your handheld during a HotSync Tap the filter check boxes to select the filters you want to use for subsequent e-mail transactions.

  • Page 124: Setting Network And Connection Preferences

    Chapter 5 Going Beyond the Basics Setting network and connection preferences If you want to send and receive e-mail through any type of account other than a synchronize-only account—for example, using a Palm™ Bluetooth Card, ® PalmModem IR phone—you will need to set network and connection preferences for your e-mail account to work properly.
  • Page 125 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.
  • Page 126 Chapter 5 Going Beyond the Basics Entering a password The Password box identifies the password you use to log in to your e-mail service provider. Your entry in this field determines whether your handheld prompts you to enter a password each time you log in to your service provider. If you do not enter a password, your handheld displays the word “Prompt”...
  • Page 127 To select a connection: On the Preferences screen, tap the Connection pick list. Tap the connection you want to use, or tap Edit Connections to edit an existing connection or to create a new connection. See 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.
  • Page 128 Chapter 5 Going Beyond the Basics 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.
  • Page 129 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.

  • Page 130: Setting Connection Preferences

    Use the Connection Preferences screen either to perform either of these tasks. 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.
  • Page 131 Depending on your handheld model, do one of the following: – Tap the Preferences pick list in the upper-right corner, and then tap Connection. – Tap Serial. Select IR to Phone and tap Edit. Tap Details. Tap the Speed pick list and select the appropriate speed. Enter the initialization string supplied by the documentation for the modem attached to your mobile phone, if necessary.

  • Page 132: Managing Mail Settings

    Chapter 5 Going Beyond the Basics Managing mail settings You can configure advanced mail settings such as server information, incoming and outgoing mail server options, and more, for each e-mail account. To select the account whose settings you want to manage: In your Inbox or on another folder screen, tap the Menu icon Select Options.
  • Page 133 To change the protocol type: On the Server Settings screen, tap the Protocol pick list, and then tap POP or IMAP. Tap OK. To change your username or password: On 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.
  • Page 134 PalmModem accessory, you may want to switch your My Earthlink account to the service called Bluetooth Card, which connects to your e-mail service provider using a Palm™ Bluetooth Card (sold separately) inserted into your handheld’s expansion card slot.
  • Page 135 To change e-mail address/mail server settings: On the Server Settings screen, tap Details. Tap the Options pick list and select Address/Servers. Edit any of the following: Enter the e-mail address of the account you are accessing, Email address such as examplename@yahoo.com. Enter the name of your incoming (POP) mail server, such as Incoming mail server...
  • Page 136 Chapter 5 Going Beyond the Basics To change incoming mail server settings: On the Server Settings screen, tap Details. Tap the Options pick list and select Incoming Mail. Select or enter one of the following: Get unread mail ONLY Leave mail on server (POP only) Maximum Message Size...
  • Page 137 To set additional incoming mail options: On the Server Settings screen, tap Details. Tap the Options pick list and select Advanced Incoming. The incoming mail options are different depending on the connection type you selected and the server protocol—POP or IMAP. POP accounts Defaults to 110 for POP and to 143 for IMAP servers.
  • Page 138 (IMAP only) Sent Mail (IMAP only) If you are using the Palm™ VersaMail HotSync Conduit and have an IMAP account, you must configure the outgoing mail settings to send mail. To set outgoing mail server (SMTP) settings: On the Server Settings screen, tap Details.
  • Page 139 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.

  • Page 140: Adding Apop To An Account

    Chapter 5 Going Beyond the Basics Set additional options for outgoing e-mail: Port Number My server requires authentication (ESMTP) Tap OK twice. Adding APOP to an account To encrypt your username and password when they are traveling over the network, some services require APOP to work properly, while others do not work properly if APOP is used.
  • Page 141 To edit an account and add APOP: In your Inbox or on another folder screen, tap the Menu icon Select Options. Select Mail Servers. Tap the Account pick list and select Edit Accounts. Tap the name of the account you want to change, and then tap OK. On the Server Settings screen, tap Details.

  • Page 142: Adding Esmtp To An Account

    Chapter 5 Going Beyond the Basics Select the Use APOP check box. Tap OK. 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.

  • Page 143: Setting Advanced Account Preferences

    On the Server Settings screen, tap Details. Tap the Options pick list and select Advanced Outgoing. Select the My server requires authentication (ESMTP) if the outgoing server (SMTP) requires authentication. Check with your system administrator before selecting this option. If you select this option, username and password fields appear.
  • Page 144 Chapter 5 Going Beyond the Basics Tap Advanced. Select any of the following preferences: Enable Smart Addressing Auto-Empty Mail from Trash Timeout Auto-Disconnect Types ahead and completes a recognized e-mail address. “Creating and sending new e-mail” more information. Determines how often e-mail messages in the trash are automatically deleted.

  • Page 145: Cutting And Copying Text From An E-Mail Message For Use

    Cutting and copying text from an e-mail message for use in other applications Disconnect on Exit Modem Wait Cutting and 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 have 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.

  • Page 146: Using The Command Bar

    Chapter 5 Going Beyond the Basics To cut/copy and paste text from within a Word document: Select the text by dragging the stylus over it. Tap the Menu icon Tap Edit and select Cut or Copy. To paste the text in another location, go to the new location, tap the Menu icon , tap Edit, and select Paste.

  • Page 147: Changing E-Mail Header Details

    View Composing a message Reading or composing a message Changing 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: (Subj field). Short header shows sender name and...
  • Page 148 Chapter 5 Going Beyond the Basics Full header: – 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) –...

  • Page 149: Backing Up Mail Databases

    Backing up mail databases In most cases your e-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.
  • Page 150 Chapter 5 Going Beyond the Basics 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, “Creating and editing mail folders”...

  • Page 151: Using Secure Sockets Layer (Ssl)

    To wirelessly synchronize handheld/mail server IMAP folders from the Options menu: In your Inbox or on another folder screen of an IMAP e-mail account, tap the Menu icon Select Options. Select Sync IMAP Folders. From the pick list, select the folders you want to synchronize either by tapping the folder name or by using the navigator, as shown in the following table.
  • Page 152 If you set up an account that uses an SSL connection on Outlook, Outlook Express, or Eudora, then SSL is supported in the Palm VersaMail HotSync Conduit when you synchronize with that account as well. You cannot use auto get mail with notification or scheduled sending retry of NOTE e-mail with accounts that use an SSL connection.

  • Page 153: Personal E-Mail Software

    If your handheld contains a 5-way navigator, you can use the navigator for numerous applications supported by the handheld. This appendix contains a summary of five-way navigation controls specific to Palm™ VersaMail™ personal e-mail software. See the electronic handbook that came with your handheld for general five-way navigation information.
  • Page 154 Appendix A Five-way Navigation in Palm™ VersaMail™ Personal E-mail Software View Compose New Message Read Message When you return to the list view (Inbox or other folder) after viewing a message, the message you were viewing may or may not be selected in the list, according to...
  • Page 155 The following sample procedure shows how to use the navigator to read and delete a message. To read and delete a message: Press Up or Down on the navigator to scroll to the message you want to read. Press Select to select the message, and then press Select again to open the message.
  • Page 156 Appendix A Five-way Navigation in Palm™ VersaMail™ Personal E-mail Software...

  • Page 157: Personal E-Mail Software

    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.
  • Page 158 Appendix B Keyboard Shortcuts in Palm™ VersaMail™ Personal E-mail Software To use a keyboard shortcut: Press Command Press the letter of the shortcut. ShortCut Press & hold Mail Feature Copy Delete Empty Trash Forward Message Mark Read Mark Unread Keyboard...

  • Page 159: Appendix C: Frequently Asked Questions

    If you encounter a problem with your Palm™ VersaMail™ personal e-mail software, do not call technical support until you have reviewed the frequently asked questions in this appendix and you have also reviewed the following: This handbook The electronic handbook that came with your handheld...
  • Page 160 I am having difficulty sending and receiving mail using a synchronize-only account. www.palm.com/support Solution Occasionally you may experience problems using an e-mail account after you set it up. Be sure to follow the account setup procedures in Chapter 2.

  • Page 161: Index

    Account. See E-mail account Address Book adding e-mail address from 63 adding entry from e-mail 92 using to address e-mail 63 Addressing e-mail displaying another address 17, 24, 31, message 61–64 using Smart Addressing 63 Advanced preferences 88 Alarm sound 45 Alerting for new mail 44 APOP adding to an account 131, 134, 136...
  • Page 162 Index Database, upgrading a MultiMail database 6 Databases, backing up 143 Date Book appointments, viewing reminders 46 Deleting e-mail 84–86, 132 filters 117 mail in the trash 87 old messages 85 Disabling call waiting 122 Disconnecting a modem 138 Documents To Go, converting attachments 108–110 Download message size 16, 23, 30 Downloading attachments 48...
  • Page 163 Handheld alarm 45 blinking 45 buzzing 45 system requirements 4 vibrating 45 HotSync starting Manager 93 synchronize active accounts 94 synchronizing e-mail 111 HotSync Manager operations using cradle 124 operations using IR port 124–125 HTML e-mail messages 73 Icons broken envelope 46 for e-mail messages 48, 68 HotSync Manager 93 paperclip 48...
  • Page 164 Index marking read and unread 88–90 modifying during send retry 68 personal signature 69, 91 plain text format 73 replying to 71–72 saving 85 saving drafts 68 send retry 66 SSL and 145 URLs in 73 Microsoft Exchange 5.0 96 Microsoft Outlook Express configuring for e-mail 107 selecting as mail client 96...
  • Page 165 Read messages, marking 88 Reading e-mail 37–49 Reminders screen auto get mail and 43 send retry and 67 types of reminders 46 using 46 viewing 46 Replying to e-mail 71 Saving e-mail databases 143 e-mail messages 85 Secure Sockets Layer 145 Send retry 66 modifying messages during 68 notifications 67...
  • Page 166 Index...

Table of Contents