Palm™ VersaMail™ 2.
Copyright © 2003 Palm, Inc. All rights reserved. Graffiti, HotSync, MultiMail, the Palm logo, PalmModem, and Palm OS are registered trademarks, and Palm, VersaMail, and Zire are trademarks of Palm, Inc. Palm, Inc. uses the Bluetooth trademark under express license from Bluetooth SIG, Inc., U.S.A. All other brands are trademarks or registered trademarks of their respective owners. Disclaimer and Limitation of Liability Palm, Inc.
Contents About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 1: Getting Started with Palm™ VersaMail™ Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Palm VersaMail application features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Installing the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents Editing e-mail accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Changing the account username and password . . . . . . . . . . . . . . . . . . . . . . 27 Editing the names of the outgoing and incoming mail servers . . . . . . . . . 28 Editing mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 29 Editing outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Editing a signature .
Contents Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Downloading attachments to your handheld . . . . . . . . . . . . . . . . . . . . . . . . 74 Attaching files from a handheld application . . . . . . . . . . . . . . . . . . . . . . . . . 79 Attaching files from an expansion card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Forwarding an attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Contents Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Changing e-mail header details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Backing up mail databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Wireless IMAP folder synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Using Secure Sockets Layer (SSL) . . . . . . . . . . . . . . .
About This Book With Palm™ VersaMail™ personal e-mail software, you can send, receive, and manage e-mail on your handheld. The Palm™ VersaMail™ 2.5 Personal E-mail Software Handbook shows you how to install the VersaMail application, describes the various mail accounts, and explains how to use the many e-mail features in the VersaMail application. This book assumes that you know how to use the basic functions of your Palm™ handheld, such as the basic applications and HotSync® Manager.
About This Book 2
CHAPTER 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software With Palm™ VersaMail™ personal e-mail software, you can send, receive, and manage e-mail on your handheld. This chapter describes how to set up different types of e-mail accounts and explains how to use the many e-mail features in the 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® software, the VersaMail 2.
Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software Installing the VersaMail application You will need the following to install the VersaMail application: ■ A Palm handheld running Palm OS® version 4.1 or later ■ 750 kilobytes (KB) of RAM available on your handheld ■ A Pentium-class computer running Windows 98/2000/NT 4.
Installing the VersaMail application 4. Tap Reset. To download and install the VersaMail application from the web: 1. Go to the website from which you are purchasing the software and follow the instructions for downloading the software. 2. In Windows Explorer, locate and double-click the versamail-[language].exe file, where [language] is the language you want to use. 3. Click Next, and then click Next again. 4. Connect the handheld to the cradle/cable, and then click Next.
Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software 7. Tap Reset. Synchronizing an existing username If you plan to synchronize your handheld with an existing username by performing a HotSync operation, you must do so before you enter your e-mail account information in the VersaMail application. If you enter the e-mail account information first and then synchronize your handheld to an existing username, the e-mail account information you entered is overwritten.
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.
Chapter 2 Setting Up and Managing E-mail Accounts 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. NOTE Not all handheld models support the use of a Bluetooth card.
Network e-mail account prerequisites You must also have the appropriate prerequisite for the type of connection you want to make, as follows. Connection Type Prerequisite High-speed GPRS 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. See the electronic handbook that came with your handheld for information.
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.
Creating a network e-mail account See “Creating a network e-mail account” later in this chapter for how to enter your username, password, protocol, and incoming and outgoing server settings when you set up your corporate e-mail account.
Chapter 2 Setting Up and Managing E-mail Accounts 3. Select Account Setup. 4. Tap New. 5. Enter the following: Account Name Enter a descriptive name for the account, such as “My Yahoo.” Mail Service Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. Protocol Tap the Protocol pick list and select POP or IMAP. (Most e-mail providers use the POP protocol.
Creating a network e-mail account 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: 1. Enter the username you use to access your e-mail. This is generally the part of your e-mail address appearing before the @ symbol; it is usually not your entire e-mail address. 2.
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. E-mail address will be filled in automatically if you chose a preconfigured mail service Mail servers will be filled in automatically if the VersaMail application knows the names based on the mail service you chose 2. Enter the name of your incoming (POP) mail server, such as pop.mail.yahoo.com.
Creating a network e-mail 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: 1. (Optional) Select any of the following: Get unread mail NOTE The POP protocol does not support retrieval of unread mail only from the server.
Chapter 2 Setting Up and Managing E-mail Accounts Use Secure Connection To retrieve incoming mail over a secure (Secure Sockets Layer, or SSL) connection, select the Use Secure Connection check box. See “Using Secure Sockets Layer (SSL)” in Chapter 5 for information on SSL. Maximum Message Size To limit the maximum size of an incoming e-mail message, enter the size in kilobytes (KB) for Maximum Message Size. The maximum size of an incoming message is 5KB by default, but you can enter a smaller size.
Creating a network e-mail account BCC 2. Select the BCC check box to send a blind copy of any e-mail message you send to another e-mail address. The blind copy e-mail address is not seen by the other recipients of the message. For example, if you want a copy of all messages you send from your handheld to be sent to your corporate e-mail account, enter that e-mail address. Tap Next. Adding a signature If you want, you can add a signature to each e-mail message you send.
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: 1. (Optional) Select any of the following: Port Number The default is 25, the port number most SMTP servers use. If you are not sure about the correct port number, check with your mail server administrator. Authentication Select the My server requires authentication (ESMTP) if the outgoing server (SMTP) requires authentication.
Creating a synchronize-only account Creating a synchronize-only account NOTE You must be using a Windows computer to use a synchronize-only account. A synchronize-only e-mail account enables you to download, view, and manage e-mail between the handheld and a desktop e-mail application, such as Microsoft Outlook, by performing a HotSync operation by means of the cradle/cable. You can’t send and receive messages wirelessly or with a modem for any account of this type.
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. 6. On the same screen, select the Synchronize Only Account check box. Select check box for a synchronize-only account 7. Tap Next. Entering the account username and password In the next part of the VersaMail Account Setup, you enter the username and password for this account. The VersaMail 2.
Creating a synchronize-only account 2. Tap the Password box, and then enter your password. 3. Tap OK. The Password box displays the word “Assigned” to indicate that a password has been entered. 4. 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. To enter mail server settings: 1.
Chapter 2 Setting Up and Managing E-mail Accounts 5. 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 “Configuring an account in HotSync Manager” in Chapter 4 for information. You will not be able to synchronize e-mail between your handheld and your desktop until you configure the account on your desktop.
Creating a synchronize-only account Leave mail on server (POP account only) To get e-mail on your handheld but also leave it on the server so you can view it later on your desktop, select the Leave mail on server check box. For example, if you create an account to receive e-mail from your Yahoo account and select this option, your old Yahoo e-mail is still visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.
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: 1. 2. 24 (Optional) Enter or select any of the following: Display Name Enter the name you want to appear on your outgoing messages, such as “Joe Smith.
Creating a synchronize-only account 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: 1. Tap the Attach Signature to messages check box, and then enter the text of the signature. This signature is attached to all your outgoing e-mail. Signature lines appear only if check box is selected 2. Tap OK.
Chapter 2 Setting Up and Managing E-mail Accounts Username and Password fields appear only if ESMTP check box is selected 2. 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 “Configuring an account in HotSync Manager” in Chapter 4 for information. You will not be able to synchronize e-mail between your handheld and your desktop until you configure the account on your desktop.
Editing e-mail accounts To edit an account: 1. On the Account Setup screen, change any of the following: Account Name Enter a descriptive name for this account, such as “My Yahoo.” Mail Service Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. Protocol Tap the Protocol pick list and select POP or IMAP. (Most mail providers use the POP protocol.
Chapter 2 Setting Up and Managing E-mail Accounts 2. (Optional) Tap the Password box, and then enter a new password. The Password box displays the word “Assigned” to indicate that a password has been entered. 3. Tap OK. The Password box displays the word “Assigned” to indicate that a password has been entered. 4. Tap Next.
Editing e-mail accounts 5. Do one of the following: – To accept these mail options and begin using the VersaMail application, tap Done. This takes you to the Inbox of the account you set up. See Chapter 3 for information on getting and sending e-mail. – To edit additional mail options, tap Next. Continue with the next set of procedures.
Chapter 2 Setting Up and Managing E-mail Accounts Leave mail on server (POP account only) To get e-mail on your handheld but also leave it on the server so you can view it later on your desktop, select the Leave mail on server check box. For example, if you create an account to receive e-mail from your Yahoo account and select this option, your old Yahoo e-mail is still visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.
Editing e-mail accounts Editing outgoing mail options Outgoing mail options are the same for POP and IMAP accounts. To edit outgoing mail options: 1. 2. (Optional) Change any of the following: Display Name Enter the name you want to appear on your outgoing messages, such as “Joe Smith.” Reply To Address Enter the e-mail address that you want recipients to see and reply to on your e-mail messages, only if this is different from the e-mail address from which you are sending the message.
Chapter 2 Setting Up and Managing E-mail Accounts To edit a personal signature: 1. (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. To remove a signature, deselect the Attach Signature to messages check box. This signature is attached to all your outgoing e-mail. 2. Tap Next.
Deleting an e-mail account Username and Password fields appear only if ESMTP check box is selected 2. Tap OK. Deleting an e-mail account When you delete an account in the VersaMail application, the account is removed from your handheld. The account still exists on the server. For example, deleting your Yahoo account from the VersaMail application deletes only the account from your handheld. Your e-mail account still exists at Yahoo.com.
Chapter 2 Setting Up and Managing E-mail Accounts 5. Tap Yes in the Delete Confirmation dialog box to delete the account and all associated e-mail messages. 6. Tap OK. After you perform the next HotSync operation, the memory associated with an account and its messages is released.
Selecting a different service for a given e-mail account 2. Tap Details. 3. Tap the Always connect using check box. A pick list of available services appears. The currently used connection is displayed by default. Tap to change the service connection for this e-mail account only from your default handheld service connection 4. Select the connection you want to switch to from the Service pick list. Select a new service connection for this e-mail account only 5. Tap OK, and then tap OK again.
Chapter 2 36 Setting Up and Managing E-mail Accounts
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.
Chapter 3 Getting, Sending, and Managing E-mail 3. Tap the name of the account you want from the list. For handhelds that have a VersaMail™ button , you can also press this button repeatedly to scroll through the accounts you have configured in the VersaMail application until you get to the account you want. TIP 4. Tap the folders pick list, and tap Inbox if the Inbox is not displayed.
Getting e-mail 3. (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. NOTE See “Creating mail filters” in Chapter 5 for more information about filters. See “Setting advanced account preferences” in Chapter 5 for information on the auto-disconnect feature.
Chapter 3 Getting, Sending, and Managing E-mail 8. Tap OK. A list of your e-mail appears in the Inbox. Shows unread/total messages Envelope icon indicates whether a message or subject has been downloaded, and whether there are any attachments Displays the time for messages received today and the date for all other messages 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.
Auto get mail with notification 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.
Chapter 3 42 Getting, Sending, and Managing E-mail 4. Select the Get mail automatically check box. 5. Set schedule options: Interval Tap the Every pick list and select the time interval, from 15 minutes to 12 hours. See “Resource issues with auto get mail” later in this chapter for information on setting the interval. Start Time Tap the Start Time box, tap to enter the start time hour and minute, and tap to enter AM or PM. Then tap OK.
Auto get mail with notification TIP 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 Chapter 4 for configuration information.
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. To set notification options: 1. From the Inbox or another folder screen, tap the Menu icon . 2. Tap Options. 3. Tap Notification. 4. Tap the Notify me of new mail and mail alerts check box. 5. Tap the Notify Sound pick list and select a sound.
Auto get mail with notification 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. To make your handheld buzz or blink when you get new e-mail: 1. Tap the Home icon . 2. Tap the Prefs icon 3.
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 in the upper-left corner of any screen.
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. If auto get discovers no new messages for an account, no notifications appear in the Reminders screen for that account.
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 If you set the auto get interval for more frequently than once per hour, you may drain your handheld’s battery charge more quickly, and thus need to recharge the battery more frequently.
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. Tap to read To read a message: 1. 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. 2. Tap the message again to open it. For handhelds with a navigator: Press Select to open the message.
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 ■ Underlining ■ Colored words ■ Bullet lists ■ Numbered lists ■ Line breaks Most formatting not displayed is stripped of its HTML tags and shown as plain text.
Reading e-mail 4. Tap the Receive Format pick list and select HTML or Plain Text. The default is HTML. 5. Tap OK. Viewing other folders When you get new e-mail, it appears in the account’s Inbox folder. You can move an e-mail message from one folder to another and then view it in the destination folder. To view other folders: 1. Tap the folders pick list in the upper-right corner of the screen. Available folders 2. Tap the folder you want to view.
Chapter 3 Getting, Sending, and Managing E-mail To change the sort order: 1. Tap Display. 2. Tap the Sort by pick list, and then tap the column name. 3. Tap Descend or Ascend to change the sort order. 4. Tap OK. To select a one-line or two-line view: 52 1. Tap Display. 2. Tap the Show pick list, and then tap the view you want. 3. Tap OK.
Reading e-mail To display or hide a column in a folder’s list view: 1. Tap Display. 2. 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. NOTE If you select Date, the Date column displays the message time for any messages received today—that is, any message received after 12:01 A.M. Otherwise, the Date column shows the date the message was received. 3. Tap OK. To change the font: 1. Tap Display. 2.
Chapter 3 Getting, Sending, and Managing E-mail 4. Tap the Size pick list and select the font size you want. 5. Tap the Style pick list and select the font style you want. 6. Tap OK. To select colors for read and unread mail: 1. Tap Display. 2. Tap the Unread pick list, and then tap the color you want to use to display unread messages. 3. Tap the Read pick list, and then tap the color you want to use to display read messages. 4. Tap OK.
Reading e-mail To change the size of a column in the folder’s list view: NOTE Changing column size is available for one-line message view only. 1. Tap and hold the stylus on the column divider. 2. Drag the column divider to change the width of the column. Drag the column divider left or right to make the column narrower or wider You can also change the font within an individual message. This change affects the the font of all messages you compose. To change the font of a composed message: 1.
Chapter 3 Getting, Sending, and Managing E-mail 5. Tap the Size pick list and select the font size you want. 6. Tap the Style pick list and select the font style you want. 7. Tap OK. Moving e-mail between folders You can move one or more e-mail messages between folders. To move one e-mail message: 1. 56 Tap the folders pick list in the upper-right corner of the screen, and then tap the folder name.
Reading e-mail 2. 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. The folders pick list appears. 3. Tap the folder you want. For handhelds with a navigator: Press Up or Down on the navigator to move to the folder you want, and then press Select to select the folder.
Chapter 3 Getting, Sending, and Managing E-mail A checkmark appears next to each selected message. 3. Do either of the following: – Tap the Menu icon , and then tap Move To. – Tap a message icon next to a selected message, and then tap Move To on the pick list. 58 4. Tap the folders pick list, and select a destination folder. 5. Tap OK.
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. To create and edit e-mail folders: 1.
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. POP accounts IMAP accounts – To delete a folder, tap the folder name from the list on the screen, and then tap Delete.
Creating and sending new e-mail 2. Enter the recipient’s name using one of the methods described in the next procedures. NOTE When you address a message to several recipients, you do not see all the 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. Addressing a message by typing the address You can address a message by entering the complete address. To enter the address: 1.
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. Ellipsis indicates address is longer than one line Alternately, in the New Message screen, tap To and enter the address on the Recipient List screen, and then tap Done. Use the shortcut buttons at the bottom of the screen for quick address entry.
Creating and sending new e-mail Addressing a message using Address Book You can enter a recipient’s address by using the Lookup screen to select the address. The names and addresses in the Lookup screen come from Address Book. To use an address from Address Book: 1. In the New Message screen, tap To. 2. On the Recipient List screen, tap Lookup. 3. On the Address Lookup screen, tap the address you want, and then tap Add. 4. (Optional) Repeat steps 2 and 3 for each address you want to add. 5.
Chapter 3 Getting, Sending, and Managing E-mail 2. 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. 3. Tap Done. Turning Smart Addressing on or off You can turn Smart Addressing on or off in VersaMail Preferences. By default, Smart Addressing is turned on.
Creating and sending new 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: 1. Tap the Subject field and enter the subject of your e-mail. 2. Tap the area below the Subject line and enter the text of your e-mail. To access the editing features available on the Edit menu, tap the Menu icon The first character of each sentence is automatically capitalized for you. . 3.
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.
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. Viewing the error message deletes the notification from the Reminders screen.
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. If the manual send fails, you can choose to store the message in the Outbox to await the next automatic send retry.
Creating and sending new e-mail 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: 1. In the Inbox, tap the Menu icon . 2. Tap Options. 3. Select Preferences. 4. Tap Signature. 5. Tap the Attach Signature check box to select it. 6. Enter your signature information. 7. Tap OK.
Chapter 3 Getting, Sending, and Managing E-mail 3. Tap the Forward button. Tap Forward 4. Tap To. 5. 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. 6. (Optional) Enter some text describing the forwarded message. 7. Tap Send to send the message, or tap Outbox to store it in the Outbox.
Creating and sending new 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: 1. Tap the message you want to reply to. 2. Tap Reply. 3. In the Reply Options dialog box, select options for replying to the sender only or to all e-mail recipients, and for including original message text. 4. Tap OK. 5. Enter a reply. 6.
Chapter 3 Getting, Sending, and Managing E-mail To reply to an e-mail message from the folders list: 1. 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. 2. Tap the envelope icon next to the message, and then select Reply from the pick list.
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; if you do not have the right type of browser installed on your handheld and set as the default, you cannot open URLs in e-mail messages.
Chapter 3 Getting, Sending, and Managing E-mail Downloading attachments to your handheld At times e-mail contains attached files, such as Microsoft Word or text files, that you want to view or install on your handheld. You can download and work with the following attached files: 74 vCard (.vcf) This is an address. vCal (.vcs) This is usually a calendar appointment or a To Do task. Text (.txt) This is usually a memo or another plain text file. HTML (.html or .
Working with attachments 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 “Saving attachments to an expansion card” later in this chapter for information. NOTE The maximum message size that you can retrieve is 60KB for the body text and 2MB total, including attachments.
Chapter 3 Getting, Sending, and Managing E-mail For example, if the maximum message size is 5KB and you download a body of 2KB, then any attachment under 3KB is also downloaded, and any attachment over 3KB is not. See “Downloading large attachments” later in this chapter. 2. Click the red paper clip icon in the upper-right corner. If the attachment is not downloaded, a paper clip icon will not appear even though the message was sent with an attachment.
Working with attachments 4. 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. 5. When you have finished viewing or installing all attachments, tap Done in the Attachments dialog box. This returns you to the Message screen.
Chapter 3 Getting, Sending, and Managing E-mail 2. Tap No to stop downloading and return to the Message screen. Tap Yes to continue downloading the entire message with attachment. 3. (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. Follow the procedure for viewing an attachment presented earlier in this chapter.
Working with attachments 3. (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. To save an attachment to an expansion card: 1.
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: 1. In the Inbox, tap the Menu icon . 2. Tap Options. 3. Tap Attachment. 4. Tap the Type pick list and select the file type. Select type of file you want to attach All files of the selected type appear in the Type box.
Working with attachments 5. Tap the file that you want to attach, and then tap Add. The selected file appears in the Attachments box. 6. 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. TIP 7. Tap Send or Outbox.
Chapter 3 Getting, Sending, and Managing E-mail To attach a file from an expansion card: 1. Insert the expansion card into the slot on your handheld. 2. On the New Message screen, tap the Menu icon 3. Tap Options. 4. Tap Attachment. 5. Tap the From pick list and select Files on Card. 6. Tap the Type pick list and select the file type. . Only file types that correspond to the types of files on the card will be displayed on the list.
Working with attachments 7. Tap the file that you want to attach, and then tap Add. The selected file appears in the Attachments box. 8. Repeat steps 6 and 7 for each attachment you want to add, and then tap Done. To delete an attachment from an e-mail message, tap the attached file in the Attachments box and then tap Delete. TIP 9. Tap Send or Outbox. Forwarding an attachment You can include an attachment on any message you forward, up to the maximum message size.
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” later in this chapter. To delete messages on the server when you empty the trash on your handheld, you can select the Delete Msgs on Server setting in VersaMail Preferences.
Deleting messages 5. (Optional) Tap Also delete message(s) on server if you want to delete the message from the server now. If you selected the setting Delete Msgs on Server in VersaMail Preferences, this check box is selected The selected messages move to the Trash folder and are deleted from your handheld when you empty the trash. If you set the preference to automatically empty the trash, the messages are deleted when the trash is emptied.
Chapter 3 Getting, Sending, and Managing E-mail 4. 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 a date to select it, or tap Today 86 5. Tap Delete. 6. (Optional) Tap Also delete message(s) on server if you want to delete the message from the server now. 7. Tap OK.
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. To empty the trash: 1. In the Inbox, tap the Menu icon . 2. Tap Empty Trash from the Message menu.
Chapter 3 Getting, Sending, and Managing E-mail 4. Tap Advanced. By default, Auto-Empty Mail from Trash is selected, and the time interval is set at Older Than 1 Week. 5. Tap the pick list, and select how often you want the e-mail messages automatically emptied from the trash. – Immediately. – Older Than 1 Day. – Older Than 3 Days. – Older Than 1 Week. – Older Than 1 Month. 6. Tap OK. Marking messages as read or unread You can mark messages as read or unread.
Marking messages as read or unread 3. Tap Mark Read or tap Mark Unread. To mark multiple messages, tap the bullets next to the messages you want, tap the Menu icon , and then select Mark Read or Mark Unread. TIP 4. 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. If you tap Both, this message appears.
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. NOTE Because POP servers do not support the read or unread message feature, the message is in bold or regular typeface for POP accounts on the handheld, but you can’t connect with the server to change the message state. Read messages appear in plain text; unread messages appear in bold text.
Setting preferences for getting and deleting e-mail 4. Select preferences: Get Enables you to retrieve the subject only or the entire message. Ask Every Time Displays a dialog box for choosing subjects only or entire messages each time you retrieve e-mail. If deselected, messages are retrieved according to the option you select in the Get pick list. Confirm Deletions Displays a confirmation dialog before deleting e-mail.
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: 1. On the Message screen, tap the Menu icon 2. Tap Options. 3. Tap Add to Address Book. . A dialog box appears with the “From” address displayed.
CHAPTER 4 Synchronizing E-mail Between the Handheld and the Desktop You must have a Windows computer to synchronize e-mail between your handheld and your computer. IMPORTANT To manage your e-mail on your desktop as well as on your handheld, you can synchronize an e-mail account on the handheld with an e-mail application on the desktop. You can use many popular e-mail applications, called clients, such as Microsoft Outlook, Eudora, Lotus Notes, Outlook Express, or any other e-mail clients that use MAPI.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop 3. Select VersaMail in the Conduit list. 4. Click Change. 5. Select Synchronize Active Accounts. 6. (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. 7. (Optional) Select the check box Set Selection As Default to make the current settings the default settings for all accounts.
Setting synchronization options and account settings To configure an account and set the synchronization options: 1. On the VersaMail Configuration For User … screen, click the plus sign to the left of the account you want to configure. Click plus sign 2. Under the account name, click Mail Client Sync Setup. 3. Select the option Check this box to synchronize this mail account when you perform a HotSync operation; otherwise, the account cannot be synchronized.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop 4. 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. If your e-mail application is compatible with Extended MAPI, try Microsoft Exchange 5.
Setting synchronization options and account settings 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. (Check box appears only if you select Lotus Notes as your mail client.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Mail Client 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. See “Adding APOP to an account” in Chapter 5 for details. If you want to synchronize e-mail for an account that requires ESMTP authentication (for example, Yahoo accounts require ESMTP authentication), you must select the option to use ESMTP on your handheld.
Setting synchronization options and account settings NOTE A profile contains configuration information, such as the location of incoming e-mail, your personal address book, and other information services that you can use. The profile may be MS Exchange Settings, your name, or something different. For more information on profiles, see your e-mail application’s documentation. 5. Under the account name, click Advanced Sync Options. 6.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop 7. 100 Days To Synchronize Mail Set how many days of e-mail, between 0 and 999, that e-mail should be synchronized. A value of 0 synchronizes all e-mail in the Inbox during the next HotSync operation. For other values, the conduit synchronizes e-mail for today and the number of days preceding today.
Setting synchronization options and account settings Set folder synchronization options as follows: 8. a. Click the name of the folder you want. b. Click in the Synchronize column to the right of the folder name. c. Click the arrow to open the drop-down list, and click Yes or No to synchronize the folder or not. Click OK. You can now set synchronization options for your handheld for the selected account.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop To set handheld synchronization settings: 1. Under the selected account name, click the plus sign to the left of Handheld Settings. Click plus sign 2. 102 Click Account Information.
Setting synchronization options and account settings 3. 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: NOTE You do not need to fill in these fields if the account is a synchronize-only account and the mail client is not Direct POP or Direct IMAP. 4. Display Name Enter the name you want to appear on your outgoing messages, such as “Joe Smith.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop 5. 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: NOTE You do not need to fill in these fields if the account is a synchronize-only account and the mail client is not Direct POP or Direct IMAP. Incoming Mail Server Enter the name of your incoming (POP) mail server, such as pop.mail.yahoo.com.
Setting synchronization options and account settings 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; and whether the mail client and/or the incoming mail server has been changed since the last HotSync operation.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop To view the Account Overview screen: ■ 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. Icon Action Save account settings. Saves any changes you have made to an account.
Setting synchronization options and account settings 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: 1. In the Control Panel, click Internet Options. NOTE For Windows XP, click Network and Internet Connections, and then click Internet Options. 2. Click the Programs tab. 3.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Configuring Eudora If you are using Eudora as your e-mail application, you must set up MAPI in Eudora. To set up MAPI in Eudora: 1. From the Eudora Tools menu, select Options. 2. Do one of the following: – If Eudora is the only e-mail application that you use, select Always as the MAPI setting. – If you use more than one e-mail application, select When Eudora is running as the MAPI setting. 3.
Converting attached files 3. Select VersaMail in the Conduit list. 4. 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. NOTE The drop-down lists in the right column display only the companies currently supplying plug-ins for a particular type.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop 5. Do one of the following: Item Action To deselect a plug-in Click the right column next to the plug-in type name, and then select Not Selected from the drop-down list. To select a plug-in Click the right column next to the plug-in type name, and then select the name of the company supplying the plug-in from the drop-down list.
Synchronizing an account 3. Select VersaMail in the Conduit list. 4. Click Change. 5. Select one of the following: Synchronize Active Accounts Select this option to include active accounts in the next HotSync operation. For an account to be synchronized, you must have selected the option Check this box to synchronize this mail account when you perform a HotSync operation. Do Nothing Select this option to exclude e-mail accounts from the next HotSync operation. 6.
Chapter 4 Synchronizing E-mail Between the Handheld and the Desktop Synchronizing multiple accounts You can synchronize more than one account during the same HotSync operation. NOTE If you want to synchronize both a Microsoft Outlook and a Microsoft Outlook Express account, you must have Microsoft Outlook set as the default e-mail client on the desktop.
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. Filters and other special features are discussed in this chapter.
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. The filter statement, which is displayed in the Filter Editor, is shown in the following figure.
Managing mail filters 3. Tap New. 4. Enter a short description of the filter in the Name field. 5. Use the If the pick lists to create criteria for the filter. The three pick lists and the edit line combine to create a statement that identifies the type of e-mail and where you want the e-mail stored. For example, a filter might read, “If the [Subject] [Contains] sales meeting, Then get mail and move to [Sales].
Chapter 5 Going Beyond the Basics 6. 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. NOTE Filters created on the handheld also apply to e-mail synchronization. See “Synchronizing an account” in Chapter 4 for more information.
Managing mail filters 3. 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® operation. 4. Tap the filter check boxes to select the filters you want to use for subsequent e-mail transactions.
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® accessory (sold separately), an 802.11 sled, or an IR connection to an IR phone—you will need to set network and connection preferences for your e-mail account to work properly. After setting preferences, see Chapter 2 for information on setting up your e-mail account.
Setting network and connection preferences 4. Do one of the following: – To use a preconfigured service, tap the Service pick list, and then tap the service name. – To create a new service or to use a service that does not appear on the list, tap the Menu icon and then select New. Displays a list of service templates If you select a preconfigured service, some or all settings on the Network Preferences screen are filled in by default.
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” in this field, and you must enter a password each time you log in to your e-mail service provider.
Setting network and connection preferences To select a connection: 1. On the Preferences screen, tap the Connection pick list. Displays a list of available connections 2. Tap the connection you want to use, or tap Edit Connections to edit an existing connection or to create a new connection. See “Setting connection preferences” later in this chapter for more information.
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. To enter a prefix: 1. On the Phone Setup screen, tap the Dial Prefix check box to select it. Select this check box if you need to use a prefix 2. Enter the prefix. 3. Tap OK.
Setting network and connection preferences Using a calling card You can use your calling card when dialing your ISP or dial-in server. Keep in mind that there is usually a delay before you enter your calling card number. When you define your calling card number, you need to add commas at the beginning to compensate for this delay. Each comma delays transmission of your calling card number for two seconds. To use a calling card: 1. On the Phone Setup screen, tap the Use calling card check box.
Chapter 5 Going Beyond the Basics Setting connection preferences The Network Preferences screen enables you to use a preconfigured connection type for each service you select or create. You can also choose to edit the settings of a preconfigured connection type or to create a new connection type. Use the Connection Preferences screen either to perform either of these tasks. The list of preconfigured connection types varies according to the software that has been installed on your handheld.
Setting network and connection preferences 3. 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. Tap Connection Tap Serial 4. Select IR to Phone and tap Edit. 5. Tap Details. 6. Tap the Speed pick list and select the appropriate speed. 7. Enter the initialization string supplied by the documentation for the modem attached to your mobile phone, if necessary. 8.
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: 1. In your Inbox or on another folder screen, tap the Menu icon 2. Select Options. 3. Select Mail Servers. . Shows server settings for current account. Tap the Account pick list to edit the account. 4.
Managing mail settings To change the protocol type: 1. On the Server Settings screen, tap the Protocol pick list, and then tap POP or IMAP. 2. Tap OK. To change your username or password: 1. 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. 2. Tap the Password box, and enter a new password in the Password Entry dialog box. The VersaMail 2.5 application provides strong encryption for your password.
Chapter 5 Going Beyond the Basics To set a default service for this account (different from the default service for your handheld): 1. On the Server Settings screen, tap the Always Connect Using check box. Tap to change the service connection for this e-mail account only from your default handheld service connection 2. Tap the connection type you want from the Services pick list. Select a service connection for this e-mail account only 3. Tap OK.
Managing mail settings To change e-mail address/mail server settings: 1. On the Server Settings screen, tap Details. 2. Tap the Options pick list and select Address/Servers. 3. Edit any of the following: 4. Email address Enter the e-mail address of the account you are accessing, such as examplename@yahoo.com. Incoming mail server Enter the name of your incoming (POP) mail server, such as pop.mail.yahoo.com. Outgoing mail server Enter the name of your outgoing (SMTP) mail server, such as smtp.
Chapter 5 Going Beyond the Basics To change incoming mail server settings: 1. On the Server Settings screen, tap Details. 2. Tap the Options pick list and select Incoming Mail. 3. Select or enter one of the following: Get unread mail ONLY NOTE The POP protocol does not support retrieval of unread mail only from the server.
Managing mail settings To set additional incoming mail options: 1. On the Server Settings screen, tap Details. 2. Tap the Options pick list and select Advanced Incoming. 3. The incoming mail options are different depending on the connection type you selected and the server protocol—POP or IMAP. POP accounts IMAP accounts Port Number Defaults to 110 for POP and to 143 for IMAP servers. If you are not sure about the correct port number, check with your mail server administrator.
Chapter 5 Going Beyond the Basics Root Folder (IMAP only) Defines the root folder on your IMAP server. Deleted Mail (IMAP only) Stores deleted e-mail in the folder you specify on the server. This field is case sensitive, so spell the folder name exactly as it is on the server. For example, if your Deleted Mail folder is called Trash on the server, you must enter Trash in this space. Sent Mail (IMAP only) Shows the name of your Sent Mail folder on the server.
Managing mail settings BCC 4. 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. Tap OK. To set additional outgoing mail options: 1. On the Server Settings screen, tap Details. 2.
Chapter 5 Going Beyond the Basics 3. Set additional options for outgoing e-mail: Port Number The default is 25, the port number most SMTP servers use. If you are not sure about the correct port number, check with your mail server administrator. My server requires authentication (ESMTP) Select the My server requires authentication (ESMTP) if the outgoing server (SMTP) requires authentication. Check with your system administrator before selecting this option.
Adding APOP to an account To edit an account and add APOP: 1. In your Inbox or on another folder screen, tap the Menu icon 2. Select Options. 3. Select Mail Servers. 4. Tap the Account pick list and select Edit Accounts. . All e-mail accounts appear in the list 5. Tap the name of the account you want to change, and then tap OK. 6. On the Server Settings screen, tap Details. 7. Tap the Options pick list and select Advanced Incoming.
Chapter 5 Going Beyond the Basics 8. Select the Use APOP check box. 9. 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. To edit an account and add ESMTP: 1. In your Inbox or on another folder screen, tap the Menu icon 2. Select Options. 3. Select Mail Servers. 4.
Setting advanced account preferences 6. On the Server Settings screen, tap Details. 7. Tap the Options pick list and select Advanced Outgoing. 8. 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. These fields are already filled in based on the account information you entered previously.
Chapter 5 Going Beyond the Basics 4. Tap Advanced. 5. Select any of the following preferences: Enable Smart Addressing Types ahead and completes a recognized e-mail address. See “Creating and sending new e-mail” in Chapter 3 for more information. Auto-Empty Mail from Trash Determines how often e-mail messages in the trash are automatically deleted. See “Emptying the trash” in Chapter 3 for more information. Timeout Sets the number of seconds to try to connect before timing out.
Cutting and copying text from an e-mail message for use in other applications Disconnect on Exit Disconnects the connection to your e-mail service provider 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 handheld.
Chapter 5 Going Beyond the Basics To cut/copy and paste text from within a Word document: 1. Select the text by dragging the stylus over it. 2. Tap the Menu icon 3. Tap Edit and select Cut or Copy. 4. To paste the text in another location, go to the new location, tap the Menu icon , tap Edit, and select Paste. . Using the command bar The command bar provides shortcuts for performing numerous tasks.
Changing e-mail header details View Options Composing a message Insert the @ symbol into a recipient’s e-mail address. Add attachment. Undoes last action; icon appears in command bar only if you have previously performed one of the actions above or any of the cut/copy/paste functions described below. Reading or composing a message Cuts selected text. Copies selected text. Pastes selected text.
Chapter 5 Going Beyond the Basics ■ Full header: Shows the following: – Sender’s name or e-mail address (From field) – Subject line (Subj field) – Date message was composed, sent, or received (Date field) – Size of message including any attachments (Size field) – Recipient’s name or e-mail address (To field) Tap header icon to switch to short header Full header shows sender, subject, date, size, and recipient information You can also switch between a short header and a full header for a message you ar
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. To back up the e-mail database: 1. Tap the Menu icon . 2. Tap Options. 3. Tap Preferences. 4. Tap System. 5. Tap Backup ALL Databases to select it.
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, see “Creating and editing mail folders” in Chapter 3.
Using Secure Sockets Layer (SSL) To wirelessly synchronize handheld/mail server IMAP folders from the Options menu: 1. In your Inbox or on another folder screen of an IMAP e-mail account, tap the Menu icon . 2. Select Options. 3. Select Sync IMAP Folders. 4. 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.
Chapter 5 Going Beyond the Basics The VersaMail application supports SSL for incoming mail only; for example, if AT&T is your e-mail service provider, you can receive messages over a secure (SSL) connection. You cannot send messages over a secure connection. However, there is a way that you can make it appear as though messages are being sent over a secure connection. To send messages so that they appear to have been sent over a secure connection: 1.
APPENDIX A Five-way Navigation in Palm™ VersaMail™ Personal E-mail Software NOTE The information in this appendix applies to handhelds with a 5-way navigator only. 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.
Appendix A Five-way Navigation in Palm™ VersaMail™ Personal E-mail Software View Selection Compose N/A New Message Navigation Function Up/Down In To, cc, bcc, and Subject fields: Tabs to the next/previous field. In message body text: Scrolls the text viewed on the text list. Select No function. Right In To, cc, bcc, and Subject fields: Moves to the next character. In message body text: No function. Left In To, cc, bcc, and Subject fields: Moves to previous character.
The following sample procedure shows how to use the navigator to read and delete a message. To read and delete a message: 1. Press Up or Down on the navigator to scroll to the message you want to read. 2. Press Select to select the message, and then press Select again to open the message. 3. After reading the message, press Select to close the message. 4. (Optional) The cursor should remain on the selected message.
Appendix A Five-way Navigation in Palm™ VersaMail™ Personal E-mail Software 150
APPENDIX B Keyboard Shortcuts in Palm™ VersaMail™ 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.
Appendix B Keyboard Shortcuts in Palm™ VersaMail™ Personal E-mail Software To use a keyboard shortcut: 152 1. Press Command . 2. Press the letter of the shortcut.
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 ■ The Palm Knowledge Library, accessible at www.palm.com/support in the Support section If you are still having problems, contact technical support.
Appendix C Frequently Asked Questions For technical support contact information, see the Customer Support card that comes with your handheld, or go to www.palm.com/support. Problem Solution I am having problems accessing my account. 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.
Index A Account.
Index D 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 Drafts creating 59 saving 65, 68 E E-mail account advanced preferences 137 alert for new mail 44 APOP setting 131 auto get mail 40 before setting up 8
Index H 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 I Icons broken envelope 46 for e-mail messages 48, 68 HotSync Manager 93 paperclip 48 VersaMail e-mail 48 IMAP adding an account 12, 20, 27 ESMTP synchronization in 98 root mailbox 132 server options 15, 22, 29 synchronize an account 98 wire
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.
Index R 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 S Saving e-mail databases 143 e-mail messages 85 Secure Sockets Layer 145 Send retry 66 modifying messages during 68 notifications 67 VPN connections 66 Sending, e-mail 65 Server deleting messages on 87, 91 sent mail folder 132 Settings.
Index 160
