Instruction/ maintenance manual of the product 2.5 Palm
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P alm ™ V ersaMail ™ 2.5 P ersonal E-mail Software Handbook.
Copyright © 2003 Palm, Inc. Al l rights r es erved. Graf fit i, HotSync, Mu ltiMail , the Palm log o, PalmModem , and Palm OS ar e r egistered tra demarks, and Palm, V ersaMail, and Zi re ar e trademarks of Palm, Inc. Palm, Inc. uses the Bluetooth trademark under express license f rom Bluetooth SIG, Inc.
iii Contents About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 1: Getting Start ed with Palm™ VersaMail™ Personal E-ma il Software . . . . . . . . . . . . . . . . . . . . . . .
Contents iv Editing e-mail ac counts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Changing the account username and password . . . . . . . . . . . . . . . . . . . . . . 27 Editing the names of t he outgoing and incoming mai l servers .
Contents v Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Downloading attachments to your handheld . . . . . . . . . . . . . . . . . . . . . . . . 74 Attaching files f rom a handheld applic ation .
Contents vi Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Changing e-mail header detail s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Backing up mail databa ses .
1 About This Book W ith Palm™ V ersaMail™ pers onal e-mail soft ware, you can send, r eceive, and manage e-mail on your handheld. The Palm™ V ersaMai l™ 2.
About This B ook 2.
3 CHAPT ER 1 Getting Started with P alm ™ V ersaMail ™ P ersonal E-mail Softw are W ith Palm™ V ersaMail™ pers onal e-mail soft ware, you can send, r eceiv e, and manage e-mail on your handheld.
Chapter 1 Get ting Star ted with P alm™ V ersaMail™ P ersonal E-mail S of tw are 4 Installing the V ersaMail application Y ou wil l need the following to instal l the V ersaMail a pplication: ■ A Palm handheld running Palm OS ® ver sion 4.
Installing the V er saMail applicati on 5 4. T ap Reset. T o download and install the V ersaM ail application from the web: 1. Go to the websi te from which you ar e pur chasing the softwar e and f ollow the instruct ions for downloading the softwar e .
Chapter 1 Get ting Star ted with P alm™ V ersaMail™ P ersonal E-mail S of tw are 6 7. T ap Reset. Synchronizing an existing use rname If you plan to synchronize your handheld with an existing username by performing a HotSync operation, you must do so befor e you enter your e-mail account information in the V ersaMail applic ation.
7 CHAPT ER 2 Setting Up and Managing E-mail Accounts W ith Palm™ V ersaMail™ personal e-mail softwar e, you can access e- mail ac counts fr om pr oviders such as Ea rthlink or Y ahoo. Y ou may also access your corporate e-mail with the appr opriate mai l server configura tion.
Chapter 2 S et ting Up and Managing E-mail Acco unts 8 Using a network account, you can set up or access an e-mail account using any of the following connection met hods: ■ Palm™ Bluetooth™ Car .
Network e-m ail ac count prerequis ites 9 Y ou must also have the appr opriate pr er equisite for the type of connec tion you want to make, as fol lows. Connection T ype Pr er eq uisit e High-speed GPRS P alm Bluetooth Car d and mobile phone enabled with Bluetooth tec hnology .
Chapter 2 S et ting Up and Managing E-mail Acco unts 10 Using an IS P If you ar e setting up a new e-mail account and have a wel l-known ISP such as Earthlink or Mindspring, many of the r equir ed setting s during the account setup ar e automatical ly configur ed.
Creating a ne twork e -mail ac count 11 See “Creating a network e-mail account” later in this chapter for how to enter your username, passwor d, pr otocol, and incoming and outgoing se rver settings when you set up your corporate e-mai l account.
Chapter 2 S et ting Up and Managing E-mail Acco unts 12 3. Select Account Setup. 4. Ta p N e w. 5. Enter the following: If the V ersaMail application knows the pr otocol for the ma il service you selected, it displays the co rrect pr otocol . 6. Ta p N e x t .
Creating a ne twork e -mail ac count 13 Entering t he accoun t usern ame and pass word In the next part of the V ersaMail Account Setup, you enter the username and passwor d for this account. The V ersaMail 2.5 applicati on prov ides str ong 128-bit AES encryption for your passwor d.
Chapter 2 S et ting Up and Managing E-mail Acco unts 14 If you chose Other fr om the Mail Services pic k list on the Account Setup scr een, enter the e-mail addr ess f or your account. 2. Enter the name of your incoming ( POP) mail server , such as pop.
Creating a ne twork e -mail ac count 15 Setting mail ret riev al options for a POP or IMAP ac count The next V ersaMail Setup scree n displays dif fer ent options, depending on whether your mail service uses a POP or an IMAP pr otocol. T o set mail retrieval server option s for a POP or IM AP account: 1.
Chapter 2 S et ting Up and Managing E-mail Acco unts 16 2. T ap Next. Setting outgoin g mail optio ns Outgoing mail options ar e the same for POP and IMAP accounts.
Creating a ne twork e -mail ac count 17 2. Ta p N e x t . Adding a si gnatur e If you want, you can add a si gnature to each e-mail m essage you send. For example, you can enter your name and telephone number so that they a ppear on each message you send.
Chapter 2 S et ting Up and Managing E-mail Acco unts 18 Setting adv anced outgoing ma il optio ns Y ou c an set additional outgoing ma il options. T o set advanced ou tgoing ma il options: 1.
Creating a sy nc hronize -only acco unt 19 Creating a synchronize-only account NO TE Y ou must be using a Windows computer to use a sync hronize-only acco unt.
Chapter 2 S et ting Up and Managing E-mail Acco unts 20 If the V ersaMail application knows the pr otocol for the ma il service you selected, it displays the co rrect pr otocol . 6. On the same scr een, selec t the Synchr onize Only Account check box.
Creating a sy nc hronize -only acco unt 21 2. T ap the Password box, and then enter your passwor d. 3. T ap OK. The Passwor d box displays the wor d “Assig ned” to indicate t hat a passwor d has been enter ed.
Chapter 2 S et ting Up and Managing E-mail Acco unts 22 5. Do one of the following: – T o accept these ma il options and begin using the V ersaMail appli cation, tap Done. After you finish sett ing up a synchronize- only e-mail account, you need to configur e this account on your deskt op.
Creating a sy nc hronize -only acco unt 23 2. T ap Next. Lea ve mail on server (POP account o nly) T o get e-mail on your handheld but a lso leave it on the server so you can view it la ter on your desktop, selec t the Leave mail on server check b ox.
Chapter 2 S et ting Up and Managing E-mail Acco unts 24 Setting outgoin g mail optio ns Outgoing mail options ar e the same for POP and IMAP accounts. T o set outgoing mail option s: 1. (Optional) Enter or select any of the following : 2. Ta p N e x t .
Creating a sy nc hronize -only acco unt 25 Adding a si gnatur e If you want, you can add a si gnature to each e-mail m essage you send. For example, you can enter your name and telephone number so that they a ppear on each message you send. T o add a per sonal signatur e: 1.
Chapter 2 S et ting Up and Managing E-mail Acco unts 26 2. Ta p D o n e . Configuri ng y ou r synchroni ze-onl y account After you finish setti ng up a synchr onize-only e- mail account, you nee d to configur e this acc ount on your desktop. See “C onfiguring an account in HotSync Manager” in Chapter 4 for information.
Editing e-ma il account s 27 T o edit an ac count : 1. On the Account Setup scr een, change a ny of the following: If the V ersaMail application knows the pr otocol for the ma il service you selected, it displays the co rrect pr otocol . 2. Ta p N e x t .
Chapter 2 S et ting Up and Managing E-mail Acco unts 28 2. (Optional) T ap the Password box, and then enter a new passwor d. The Passwor d box displays the wor d “Assig ned” to indicate that a passwor d has been enter ed. 3. T ap OK. The Passwor d box displays the wor d “Assig ned” to indicate t hat a passwor d has been enter ed.
Editing e-ma il account s 29 5. Do one of the following: – T o accept these ma il options and begin using the V ersaMail appli cation, tap Done. This takes you to the Inbox of the account you set up. See Ch ap ter 3 for information on getti ng and sending e-mail .
Chapter 2 S et ting Up and Managing E-mail Acco unts 30 2. T ap Next. Lea ve mail on server (POP account o nly) T o get e-mail on your handheld but a lso leave it on the server so you can view it la ter on your desktop, selec t the Leave mail on server check b ox.
Editing e-ma il account s 31 Editing out going ma il opti ons Outgoing mail options ar e the same for POP and IMAP accounts. T o edit outgoing mail optio ns: 1. (Optional) Change any of the following: 2. Ta p N e x t . Editing a sig nature If you added a si gnature to the e-mail messa ges you send, you can edi t the signatur e.
Chapter 2 S et ting Up and Managing E-mail Acco unts 32 T o edit a person al signa ture: 1. (Optional) T o add a signature , select the Atta ch Signatur e to messages check box, and then ent er the text of the signatur e. T o e dit an existing signatur e name, phone number , a nd so on, edit the information on the signatur e li nes.
Deleting an e -mail ac count 33 2. Ta p O K . Deleting a n e-mail account When you delete an account in the V ersaMail application, the account is r em oved fr om your handheld. The account s till exists on the server . For example, delet ing your Y a hoo account fr om the V ersaMail applic ation deletes only the account fr om your handheld.
Chapter 2 S et ting Up and Managing E-mail Acco unts 34 5. T ap Y es in the D elete Confirmation dial og box to delete the acc ount and all associated e- mail mes sages. 6. Ta p O K . After you perform the next HotSync operation, the memory associated with an account and its messa ges is r eleased.
S electing a d if ferent s ervice for a g iven e-mail ac count 35 2. Ta p D e t a i l s . 3. T ap the Always connect using check box. A pick list of available serv ices appears. The curr ently used connection is displayed by def ault. 4. Select the connection you want to switch to fr om the Service pic k list.
Chapter 2 S et ting Up and Managing E-mail Acco unts 36.
37 CHAPT ER 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 or ganized.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 38 3. T ap the name of the account y ou want fr om the list. TIP F or handhelds that have a V er saMail™ button , you can also press this but ton repeatedly to scroll through the accounts you have con figured in the V er saMail application until you ge t to the account you w ant.
Get ting e-ma il 39 3. (Optional ) T ap Detai ls and select options for r etrieving unread e-mail, downloading attachments, using filte rs, auto-disconnect, maxim um download size, and defaul t connection type for thi s account. T ap OK. NO TE See “Cre ating mail filter s” in Cha pte r 5 for more information about filters .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 40 8. T ap OK. A list of your e-m ail appears in the Inbox. Auto get mail with notificatio n Y ou c an set up the V ersaMail appl ication to automatic ally sear ch for new mail on a r egular schedule for a given e-mail ac count.
Auto get ma il with notificati on 41 Sched uling auto g et mail When setting up a schedule, you select the interval for r etrieving m ail, the start and end times for r etriev ing mail, and the days on which scheduled e-ma il r etrieval should take place.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 42 4. Select the Get mail automaticall y check box. 5. Set schedule options: 6. Ta p O K . 7. (Optional) T ap Get Mail. Y ou should perform a manual Get Mail after setti ng up a scheduled auto get. This ensur es t hat only new messages ar e r etrie ved during auto get.
Auto get ma il with notificati on 43 TIP Alternately , if you have configured an e-mail account to sync hronize messages between your handheld and your desktop, you can perform a HotS ync ® operation af ter set ting up a sc heduled auto get to ensure that only new messages will be retrieved dur ing auto get.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 44 Setting notifi cation opti ons Y ou can turn the noti fication sound on or of f to notify you when new e-mail arrives. Y ou can choose fr om a variety of sounds, such a s birds , bumble bees, or simp ly an al ar m.
Auto get ma il with notificati on 45 Making your handhe ld buzz or bli nk wh en you get new e-ma il In addition to setting a not ification sound, you can also choose to have your handheld’s indicator light bl ink or to have your handheld vibrate when you r eceive new e-mai l.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 46 V iewing and using th e Remi nders scree n Y our handheld di splays a Reminders scr een that shows summary information about new e-mail me ssages and alerts fr om ot her applications, such as alerts to r emind you of Date Book a ppointments.
Auto get ma il with notificati on 47 If auto get disc overs new messages but then fails for any r eason, a noti fication appears in the Reminders screen, di splaying the account name and an err or message. Y ou can tap the err or message or open the V ersaMail application to that account for mor e detailed inf ormation on the failed auto get .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 48 Resource is sues with auto get mail If you use the auto get mail featur e, you should be awar e of the foll owing potential r esour ce constraints: If you set the auto get mail interval for mor e fr equently than once per hour , an alert message appears.
R eading e-mail 49 Re adi ng e -ma il T o r ead e- mail, tap the e-mail mess age in the Inbox or the folder wher e the message is located. T o read a mes sage: 1.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 50 Plain text and HTML e-m ail By default, th e V ersaMail applicat ion is set to r eceive mail in HTML format.
R eading e-mail 51 4. T ap the Receive Format pick list and sele ct HTML or Plain T ext. The default i s HTML. 5. Ta p O K . V iewin g other folders When you get new e-mail, it appears in the ac count’s Inbox folder . Y ou can move an e-mail mes sage fr om one folder to another and then view it i n the destination folde r .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 52 T o change the sort ord er: 1. T ap Displ ay . 2. T ap the Sort by pick l ist, and then tap the col umn name. 3. T ap Descend or Ascend to change the sort or der . 4. Ta p O K . T o select a one-line or two-line view: 1.
R eading e-mail 53 T o display or hide a colu mn in a fold er’ s list view: 1. T ap Displ ay . 2. T ap the check box for e ach column tha t you want to sh ow . The col umn options will change dependin g on whether you choose a one-line or a two-line v iew .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 54 4. T ap the Size pick list a nd select the font size you want. 5. T ap the Style pick list and select the font style you want. 6. Ta p O K . T o select colors f or read and u nread mail: 1. T ap Displ ay .
R eading e-mail 55 T o change th e size of a column in the fo lder’ s list view: NO TE Changing column siz e is available for one-line message vie w only . 1. T ap and hold the stylus on the col umn divider . 2. Drag the column di vider to change the width of the col umn.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 56 5. T ap the Size pick list a nd select the font size you want. 6. T ap the Style pick list and select the f ont style you want. 7. Ta p O K . Moving e-mail b etwe en folders Y ou c an move one or mor e e-mail m essages between folders.
R eading e-mail 57 2. T ap the icon to the lef t of the message, and then tap Move T o fr om the pop-up menu. For handhelds with a naviga tor: W ith the message highlighted, pr ess Right on the navigator to open the Message menu, pr ess Down to mo ve to the Move T o option, and then pr ess Sele ct to select this opt ion.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 58 A checkmark appears next to each selected mes sage. 3. Do either of the fol lowing: – T ap the Menu icon , and then tap Move T o. – T ap a mes sage icon next to a selected message, and then tap Move T o on the pick list.
Creating and editing mail folders 59 Creating an d editing m ail fo lders Y ou c an also cr eate new folders so that you can stor e e-mail messages by subj ect, person, or pr oject. The V ersaMail application has c ertain existing folders, s uch as Inbox, Outbox, Drafts, and T rash.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 60 – T o r ename a f older , tap the folder name f r om the list on the scr een, tap Rename, and then enter the new fol der name. For IMAP accounts only , select the check box if you also want to r ename the fol der on the server .
Creating and s ending new e-mail 61 2. Enter the r ecipient’s name using one of the methods desc ribed in the next pr ocedur es. NO TE When y ou a ddres s a mes sag e to se veral rec ipi ents, you do not see al l the recipients on the T o list because the list is tr uncated on the T o line.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 62 After addr ess ent ry , address es longer than one line ar e shown on a single line with an ellipsis sy mbol to the right of the addr ess line. Alternately , in the New Message scr een, tap T o and enter the addr ess on the Recipient List scr een, and then tap Done.
Creating and s ending new e-mail 63 Address ing a mess age using Address Book Y ou c an enter a r ecipient’s addr ess by using the Lookup scr een to s elect the addr ess. The names and addr esses in the Lookup scre en come fr om Address Book. T o use an a ddress from A ddress Book: 1.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 64 2. If Smart Addr essing r ecognizes mor e than one name for the typed entry , or if the r ecognized name has mor e than one e-ma il addr ess associa ted with it, all of the names or e-mail addr esses ar e displaye d.
Creating and s ending new e-mail 65 Composing an d sendin g e-mail After you enter your r ecipient addr ess es, you can compose the rest of the e-mail message. T o compose t he re st of the e-mail and send it: 1. T ap the Subject field and enter the subject of your e-mail .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 66 Send ret ry When you tap Send on the message menu, the V ersaMail application automaticall y attempts to send the mess age.
Creating and s ending new e-mail 67 Send re try notifi catio ns If automatic s end r etry fails aft er the thir d attempt, a notifi cation appears i n the Reminders scr een. A separate notif ication appears for e ach e-mail acc ount for which a send r etry has faile d.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 68 Modifyi ng mess ages in th e Outbox A message in the Outbox waiting for the next automatic send r etry can b e edited, moved, or deleted. However , if you edit the messag e, you will need to perf orm a manual send i n orde r to send the message.
Creating and s ending new e-mail 69 Attachi ng a pers onal sign ature Y ou c an include a personal signatur e, such as your name, e-mail addr ess , and telephone number , with each e-ma il you send. T o create a pe rsonal signat ure: 1. In the Inbox, tap the Menu icon .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 70 3. T ap the Forward bu tton. 4. T ap T o. 5. On the Recipient List sc reen, enter or look up the r ec ipient addr ess. See the pr ocedure for cr eating new e-mail e arlier in this chapter for mor e information on addr essing messages.
Creating and s ending new e-mail 71 Replyin g to e-ma il Y ou c an re ply to an e-mail me ssage as you are r e ading it, or start the r epl y when viewing messages i n the fold ers list view . T o reply to an e-ma il message tha t you are reading: 1. T ap the message you want to r eply to.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 72 T o reply to an e-mail mes sage from the fold ers list: 1. T ap the folders pick lis t and select t he folder , such as Inbox or Draft s, that contains the message.
W orking with URLs 73 W orking wi th U RLs Y ou c an tap a URL in a r eceived mes sage to view the web page or file associ ated with the URL. T appi ng the URL opens a br owser window (using the default browser on y our handheld) to view the page or file.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 74 Downl oading at tachment s to y o ur handheld At times e-mai l contains attached files , such as Mic r osoft W or d or text f iles, that you want to view or install on your handheld. Y ou can download and work with the followi ng attached fil es: vCar d (.
W orking with a ttac hment s 75 Among the types of attac hments you can r eceive are the fol lowing handheld application files: ■ Addr ess Book entries ■ Date Book appointments ■ T o Do list item s ■ T ext memos Y ou can also save downloaded fi les to an expansion card.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 76 For example, if the maxim um message size is 5KB and you downl oad a body of 2KB, then any attachment under 3KB is al so downloaded, and any attachment over 3KB is not. See “ Downloading lar ge attachments” later in th is c ha pter .
W orking with a ttac hment s 77 4. When you have finished viewing or installing the attachment, tap Done. This r eturns you to the Attachments dialog box, wher e you can sele ct another attachment if you want to.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 78 2. T ap No to stop downloading and r eturn to the Mess age scr een. T ap Y es to c ontinue downloading the entir e messa ge with attachment. 3. (Optional) T ap Cancel to stop downloading and re turn to the Message sc reen.
W orking with a ttac hment s 79 3. (Optional) T ap Cancel to stop downloading and re turn to the Message sc reen. When downloading i s complete, t he Attachments dia log box appears, s howing all downloaded messages. Follow the pr oc edure f or viewing an attachment pr esented ear lie r in th is c hap te r .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 80 Y ou c an attach the fol lowing types of files fr om a handheld application: ■ vCar d (.vcf ) ■ vCal (. vcs) ■ Memo/T e xt (.txt) ■ PRC (.prc) ■ PDB (.pdb) T o attach a file fr om a h andheld applic ation: 1.
W orking with a ttac hment s 81 5. T ap the file that y ou want to attach, and then tap Add. The selected fi le appears in the Attachments box. 6. Repeat steps 2 and 3 f or each attachment you want to add, and then tap Done.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 82 T o attach a file fr om an expansion card: 1. Insert the expansion car d into the slot on your handheld. 2. On the New Message scr een, tap the Menu icon . 3. T ap Options. 4. T ap Att achment. 5.
W orking with a ttac hment s 83 7. T ap the file that y ou want to attach, and then tap Add. The selected fi le appears in the Attachments box. 8. Repeat steps 6 and 7 f or each attachment you want to add, and then tap Done.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 84 Deleting m essages Y ou c an delete one or mor e e- mail messages fr om any folder . For exampl e, you can delete old mess ages in the Inbox or messa ges that you wer e working on in the Drafts folder .
Deleting mes sages 85 5. (Optional) T ap Also delete message( s) on server if you want to dele te the message fr om the se rver now . The selected messa ges move to the T rash folder and are deleted fr om your handheld when you empty the trash.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 86 4. T ap the Older than pick list, and t hen tap One W eek, One Month, or Choose Date. If you tap Choose Date, you can select a date fr om the calendar . 5. T ap Delete . 6. (Optional) T ap Also delete message( s) on server if you want to dele te the message fr om the se rver now .
Emptying the trash 87 Emptying the trash Deleted e-mai l accumulates in the T rash folder and takes up spa ce on your handheld. T o increase me mory , you should empty the trash reg ularly .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 88 4. T ap Advanced. By default, Auto-Empty Mail fr om T ras h is selected, and the time interval is set at Older Than 1 W eek. 5. T ap the pick list , and select how often y ou want the e-mail messages automaticall y emptied fr om the trash.
Marking me ssage s as read o r unread 89 3. T ap Mark Read or tap Mark Unr ead. TIP T o mark multiple me ssages, tap the bullets next to the message s you w ant, tap the Menu icon , and then select M ark Read or Mark Unrea d. 4. For IMAP accounts only: T ap Handheld to mark the messages as r ead or unr ead on your handheld.
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 90 T ap Cancel if you want the messages marked during the next HotSync operation or the next time you connect to t he server .
S et ting preference s for gett ing and deleting e-mail 91 4. Select pr efer ences: Get Enables you to r etrieve the subj ect only or the entir e message. Ask Ev ery T ime Displays a dialog box for choosi ng subjects only or entir e messages each ti me you r etrieve e-mail .
Chapter 3 Get ting, S endin g, and Manag ing E-mai l 92 Adding or updating a n Address Book entry directly from a m essage Y ou c an add or update an e-ma il addr ess in the Addr ess Book di re ctly fr om the body of a r ecei ved e-mail mes sage. T o add a new Addr ess Book en try: 1.
93 CHAPT ER 4 Synchronizing E-mail Betw een the Handheld and the Desktop IMPOR T ANT Y ou must have a Windows computer to sync hronize e-mail between your handheld and your computer .
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 94 3. Select V ersaMail in the Conduit list. 4. Click Change. 5. Select Synchr onize Active Accounts.
S etti ng sync hronization options and a ccount set tings 95 T o configure an acco unt an d set the synchro nization o ptions: 1. On the V ersaMail Configuration For User … scr een, click the plus sign to the left of the account you want to conf igure .
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 96 4. Click the Mail Client pick list and select the des ktop e-mail appli cation you will use to synchr onize the select ed account with your handheld. For each application, addi tional setup information i s displayed in the Setup Notes box.
S etti ng sync hronization options and a ccount set tings 97 Lotus Notes Enter your Lotus Notes ID and passwor d. Clic k Br owse if you need to locate your Notes ID . If you want to synchr onize to a local m ail file instead of a server mail fil e, select t he Sync hr onize to loc al (r eplicated ) mail f ile check box.
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 98 If you want to synchr onize e-ma il for an account that r equir es APOP authentication, you must sel ect the option to use APOP on your handheld. See “A dding APOP to an account” in Chapter 5 for detail s.
S etti ng sync hronization options and a ccount set tings 99 NO TE A profile contains configuration information, suc h a s the location of incoming e-mail, your per sonal address book, and other information services that you can use. The profile may be MS Exc hange Set t ings, your name, or something dif ferent.
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 10 0 7. (Optional) If you chose Micr osoft Outlook, Micr osoft Exchange, Lotus Notes, or Dir ect IMAP a s your mail clien t, click Folde r Synchr oniza tion Options.
S etti ng sync hronization options and a ccount set tings 101 Set folder synchronizati on options as foll ows: a. Click the name of the folder you want. b. Click in the Synchr onize col umn to the right of the fol der name. c. Click the arrow to open the dr op-down list, and cl ick Y es or No to synchr onize the folder or not.
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 10 2 T o set handh eld sy nchroniz ation settings : 1. Under the selected acc ount name, click t he plus sign to the lef t of Handheld Settings.
S etti ng sync hronization options and a ccount set tings 10 3 3. If you ar e using an acc ount that is alr eady c onfigur ed on your handheld, the account information will alr eady be enter ed.
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 10 4 5. If you ar e using an acc ount that is alr eady c onfigur ed on your handheld, the account information will alr eady be enter ed.
S etti ng sync hronization options and a ccount set tings 10 5 Acco unt in for ma tion scre ens T wo scr eens i n the Palm V ersaMail HotSync Conduit pr ovide summary information on your accoun ts: .
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 10 6 T o vie w the Acc ount Over view screen: ■ Click the selected account name. T o view the Handheld Set tings Overv iew screen: ■ Under the selected acc ount name, click Handheld Settings.
S etti ng sync hronization options and a ccount set tings 10 7 Configuri ng Micro soft Ou tlook Y ou c an synchr onize Micr osoft Outlook 97/98/2000/XP wi th a V ersaMail e-mail account, but you must set M icros oft Outlook as t he default e-mail handler .
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 10 8 Configuri ng Eudora If you ar e using Eudora as your e- mail applicati on, you must set up MAPI in Eudora. T o set up MAPI in Eudora: 1. Fr om the Eudora T ools menu, select Options.
Conve r ting at tac hed files 10 9 3. Select V ersaMail in the Conduit list. 4. Click Attachment Conversi on. Plug-in types ar e listed i n the left column. I f the plug-in is sele cted, the right column shows the name of the company s upplying the plug-in.
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 11 0 5. Do one of the following: 6. Click save. Synchronizing an account T o s ynchroniz e accounts, you must se t the HotSync action for the V ersaMail application in the HotSync Manager .
S ync hronizing an ac count 111 3. Sele ct V ers aM ail in the Conduit li st. 4. Click Change. 5. Select one of the fo llowing: 6. (Optional) Select Set Selection As Default t o apply the options you sel ected to all subsequent HotSync operations. Otherwise, the set tings apply to the next HotSync operation only .
Chapter 4 S ync h ronizing E-mail Betwe en the Handhe ld and the Des ktop 11 2 Synchron izing m ultiple acco unts Y ou can synchr onize mor e than one ac count during the same HotSync operation.
11 3 CHAPT ER 5 Going Be y ond the Basics Y ou use m any Palm™ V ersaMail™ personal e-ma il softwar e featur es, s uch as getting and sending e-mail, daily . Other features ar e use d less fr equently but ar e especially v aluable i n certain s ituations.
Chapter 5 Going Bey ond the Basic s 11 4 Creating m ail filter s T o c r eate a mail fi lter , you select vari ous criteria, such as T o, Fr om, and Contains.
Managing m ail filters 11 5 3. Ta p N e w. 4. Enter a short descript ion of the fil ter in the Name field. 5. Use the If the pi ck lists to cr eat e criteria for the fi lter . The thre e pick lists and the edit line combine to cr eate a statem ent that identifies the type of e-mai l and wher e you want the e-mail stor ed.
Chapter 5 Going Bey ond the Basic s 11 6 6. Ta p O K . The filter appears i n the Filters lis t. Selected fil ters execute in the or der in which they appear on the list. Move filters up and down the list to ensur e that they execute i n the corr ect or der .
Managing m ail filters 11 7 3. T ap the pick list in the upper -left corner , and select C onnected or Synchr onize. – Connected applies a filter to messag es downloaded to your handheld over a modem or other connection t o an e-mail servic e pr ovider .
Chapter 5 Going Bey ond the Basic s 11 8 Setting network and connection preferences If you want to send and r eceive e-mail through any type of account other than a synchr onize-only account—for example, using a Pal m™ Bluetooth Card, PalmModem ® accessory ( sold separately) , an 802.
S ett ing netwo rk and c onnection p reference s 11 9 4. Do one of the following: – T o use a pr econfigur ed service, t ap the Service pick list, and t hen tap the service na me. – T o cr eate a new servic e or to use a service that does not appear on the list, tap the Menu icon and then select New .
Chapter 5 Going Bey ond the Basic s 120 Enterin g a password The Passwor d box identifies the passwor d you use to log in to your e-mail servi ce pr ovider . Y our entry in this field determines whether your handheld prompt s you to enter a passwor d ea ch time you log in t o your service pr ovider .
S ett ing netwo rk and c onnection p reference s 121 T o select a connect ion: 1. On the Pr efere nces scr een, tap the Connecti on pick list . 2. T ap the connection you want to use, or tap Edit Connections to edit an existing connection or t o cr eate a new connection.
Chapter 5 Going Bey ond the Basic s 122 Enterin g a pref ix A pre fix is a number that you dial befor e the telephone number to access an outside line. For example , many of fices r equir e that you dial “9” befor e you di al a number outside the building.
S ett ing netwo rk and c onnection p reference s 123 Using a ca llin g card Y ou can use your calling car d when dialing your ISP or dial-in server . Keep in mind that ther e is usually a del ay befor e you enter your calling c ar d number .
Chapter 5 Going Bey ond the Basic s 124 Setting connect ion prefer ences The Network Pr efer ences scr een enables you to use a pr econfigur ed connection type for each servic e you select or cr eate. Y ou can also choose to edit t he settings of a pr econfigur ed connection type or to cr eate a new connectio n type.
S ett ing netwo rk and c onnection p reference s 125 3. Depending on your handheld m odel, do one of the foll owing: – T ap the Pref er ences pick list in the upper -right corner , and then tap Connection. – T ap Seri al. 4. Select IR to Phone and ta p Edit.
Chapter 5 Going Bey ond the Basic s 126 Managing mail settings Y ou c an configur e advanced mail settings such as server information, incoming and outgoing mail server opt ions, and mor e, for each e -mail account. T o select th e account wh ose set tings you want to manage: 1.
Managing m ail set tings 127 T o change th e protoc ol type: 1. On the Server Settings scr een, tap t he Protocol pic k list, and then tap POP or IMAP . 2. Ta p O K . T o change your username or pa ssword: 1. On the Server Settings scr een, enter a new username.
Chapter 5 Going Bey ond the Basic s 128 T o set a defau lt service for this account (diff erent fr om the defau lt service for your handheld): 1. On the Server Settings scr een, tap t he Always Connect Using check bo x. 2. T ap the connection type you want fr om the Serv ices pick list .
Managing m ail set tings 129 T o change e- mail address /mail server settings : 1. On the Server Settings scr een, tap De tails. 2. T ap the Options pick list and s elect Addr ess/Servers. 3. Edit any of the fol lowing: 4. Ta p O K . Email addr ess Enter the e-mail addr ess of the account you ar e acc essing, such as examplename@yahoo.
Chapter 5 Going Bey ond the Basic s 130 T o change incoming mail server set tings: 1. On the Server Settings scr een, tap De tails. 2. T ap the Options pick list and s elect Incoming Mail .
Managing m ail set tings 131 T o set additional inc oming mail opt ions : 1. On the Server Settings scr een, tap De tails. 2. T ap the Options pick list and s elect Advanced I ncoming. 3. The incoming mail options ar e diff er ent depending on the connection type you selected and the serve r prot ocol—POP or IMAP .
Chapter 5 Going Bey ond the Basic s 132 If you ar e using the Pa lm™ V ersaMail HotSync Conduit and have an IMAP account, you must configur e the outg oing mail settings to s end mail. T o set outg oing mail server (SMTP) setting s: 1. On the Server Settings scr een, tap De tails.
Managing m ail set tings 133 4. T ap OK. T o set additional o utgoing mail options: 1. On the Server Settings scr een, tap De tails. 2. T ap the Options pick list and s elect Advanced Outg oing. BCC Select the BCC check box to send a blind copy of any e-mail message you s end to another e-mail addr ess.
Chapter 5 Going Bey ond the Basic s 134 3. Set additional opti ons for outgoing e-ma il: 4. T ap OK twice. Adding APOP to a n account T o e ncrypt your username and passwor d when they ar e trav eling over the network, some services r equire APOP to work pr operly , while others do not work pr operly if APOP is use d.
Adding APOP to an acco unt 135 T o edit an ac count and add APOP : 1. In your Inbox or on another folder scr een, tap the Menu icon . 2. Select Options. 3. Select Mail Servers. 4. T ap the Account pick list and sel ect Edit Accounts . 5. T ap the name of the account you want to change, and then tap OK.
Chapter 5 Going Bey ond the Basic s 136 8. Select the Use APOP check box. 9. T ap OK. Adding ESMTP to an account Some services r equir e ESMTP authenticatio n to validate your username and passwor d on a given SMTP server . If you ar en’t sur e if your ISP or web e-mail pr ovider supports ESMTP , check with your e-mail pr ovider .
Se t ting ad vanced account p referen ces 137 6. On the Server Settings scr een, tap De tails. 7. T ap the Options pick list and s elect Advanced Outg oing. 8. Select the My server re quir es authentication (E SMTP) if the outgoing server (SMTP) r equir es authenticati on.
Chapter 5 Going Bey ond the Basic s 138 4. T ap Advanced. 5. Select any of the f ollowing pr efer ences: Enable Sma rt A ddr essi ng T ypes ahead and completes a r ecognized e- mail addr ess. See “Cr eating and sending new e-mail” in Chapter 3 for more info rma tio n.
Cut ting and c opying text from an e-m ail message for use in othe r applica tions 139 Cutting and copying te xt from an e-mail message for use in other applications Y ou c an copy any text fr om a n .
Chapter 5 Going Bey ond the Basic s 140 T o cut/c opy and paste text from wit hin a W ord document: 1. Select the text by dragging the stylus over i t. 2. T ap the Menu icon . 3. T ap Edit and select Cut or Copy . 4. T o pa ste the text in another location, go to the new location, tap the Menu icon , tap Edit, and select Paste.
Changing e-m ail header de tails 141 Changing e-mail header details When viewing a message in any fol der , you can change the view of the m essage header . The e-mail hea der options ar e as follows: ■ Short header: Shows sender ’s name or addr ess (F rom fi eld) and subject line (Subj field ).
Chapter 5 Going Bey ond the Basic s 142 ■ Full header: Shows the fol lowing: – Sender ’s name or e-mail addr ess (Fr om fiel d) – Subje ct li ne (Subj field ) – Date message was c omposed, s.
Bac king up mail da tabases 143 Backing up mail databases In most cases your e-m ail is on your server , so you do not need to bac k up your e-mail database fr om your handheld. If you want to make sur e you have a curre nt copy of all y our e-mail, you can bac k up all the e-mail databases fr om the handheld.
Chapter 5 Going Bey ond the Basic s 144 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 wir elessly synchr oni.
Using S ecure S oc k ets Lay er (SSL) 145 T o wireless ly syn chronize h andheld/ mail server IMAP fo lders from t he O ptions menu : 1. In your Inbox or on another folder scr een of an IMAP e-mail account, tap the Menu icon . 2. Select Options. 3. Select Sync IMAP Folders.
Chapter 5 Going Bey ond the Basic s 146 The V ersaMail applicat ion supports SSL for incoming mail only; for example, i f A T&T is your e-mail service pr ovider , you can r ec eive messages over a sec ure (SSL) connection. Y ou cannot send messages over a secur e connection.
147 APPENDIX A F iv e-w a y Navigation in P alm ™ V ersaMail ™ P ersonal E-mail Softw are NO TE The information in this appendix applies to handhelds with a 5-way navig ator only . If your handheld contains a 5-way navigator , you can use the navigator for numer ous applications supported by the handheld.
Appendix A Five-w ay Navi gation in P alm™ V ers aMail ™ P ersonal E-mail Sof tw are 148 When you return to the l ist view (Inbox or other folder) after vi ewing a message, the message you wer e v.
149 The following sample pr oc edure shows how to use t he navigator to r ead and delete a messa ge. T o read and delete a message : 1. Pr ess Up or Down on the navigator to scr oll to t he message you want to r ead. 2. Pr ess Select to sel ect the message, and then pr ess Sel ect again to open the message.
Appendix A Five-w ay Navi gation in P alm™ V ers aMail ™ P ersonal E-mail Sof tw are 150.
151 APPENDIX B K e yboard Shortcuts in P alm ™ V ersaMail ™ P ersonal E-mail Softw are Y ou may pur chase an optional add-on keyboar d for use with your handheld. W ith this keyboar d, you can use s hortcuts to perform many tasks in va rious handheld applications.
Appendix B K eyboa rd Shor tcuts in P alm™ V ersaMail™ P ersonal E-mai l S oft w are 152 T o use a keybo ard shor tcut: 1. Pr ess Command . 2. Pr ess the letter of the shortcut.
153 APPENDIX C F requently Ask ed Questions If you encounter a probl em with your Palm™ V ersaMail™ personal e-mail softwar e, do not call technica l support until you have r eviewed the f re quen.
Appendix C F requently Asked Questions 154 For technical support contact information, see the Customer Support card that comes with your handheld, or go to www.palm.c om/suppor t . Pr oblem Solutio n I am having pr oblems accessin g my account. Occasionally you may experience pr oblems using an e-mail account after you s et it up.
155 Index A Account. See E-mail accoun t Address Book adding e-mail address from 63 adding entry from e-ma il 92 using to address e-mail 63 Addressing e-mail displaying another address 17, 24 , 31, 13.
Index 156 D Database, upgradin g a MultiMai l database 6 Databases, b acking up 143 Date Book appointments, v iewing reminders 46 Deleti ng e-mail 84–86, 132 filters 117 mail in the trash 87 old mes.
Index 157 H Handheld alarm 45 blinking 4 5 buzz ing 4 5 system requirements 4 vibrating 45 HotSync starting Mana ger 93 synchronize acti ve accounts 94 synchronizing e-mail 111 HotSync Manager operati.
Index 158 marking read and unread 88–90 modifying duri ng send retry 68 personal signature 69, 91 plain text format 73 replying to 71–72 saving 8 5 saving drafts 68 send retry 66 SSL and 145 URL s in 73 Microsoft Exchange 5.
Index 159 R Read messages, marking 88 Reading e-m ail 37–49 Reminders screen auto get mail and 43 send retry and 67 types of reminders 46 using 46 viewing 46 Replying to e-mai l 71 S Saving e-mail d.
Index 160.
An important point after buying a device Palm 2.5 (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought Palm 2.5 yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data Palm 2.5 - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Palm 2.5 you will learn all the available features of the product, as well as information on its operation. The information that you get Palm 2.5 will certainly help you make a decision on the purchase.
If you already are a holder of Palm 2.5, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime Palm 2.5.
However, one of the most important roles played by the user manual is to help in solving problems with Palm 2.5. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Palm 2.5 along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
