Handbook for the Palm HotSync Mail Application ® Copyright Copyright © 2000 Palm, Inc. or its subsidiaries. All rights reserved. Graffiti, HotSync, and Palm OS are registered trademarks of Palm, Inc. or its subsidiaries. The HotSync logo, Palm, and the Palm logo are trademarks of Palm, Inc. or its subsidiaries. Other product and brand names may be trademarks or registered trademarks of their respective owners. Disclaimer and Limitation of Liability Palm, Inc. and its subsidiaries assume no responsibility for any damage or loss resulting from the use of this handbook. Palm, Inc. and its subsidiaries assume no responsibility for any loss or claims by third parties which may arise through the use of this software. Palm, Inc. and it subsidiaries assume no responsibility for any damage or loss caused by deletion of data as a result of malfunction, dead battery, or repairs. Be sure to make backup copies of all important data on other media to protect against data loss. Important: Please read the End User Software License Agreement with this product before using the accompanying software program(s). Using any part of the software indicates that you accept the terms of the End User Software License Agreement. P/N: 406-2782-01 Page ii Handbook for the Palm HotSync Mail Application Contents Chapter 1: Introduction Managing desktop E-Mail away from your desk .............................1 Installing Mail ........................................................................................2 Chapter 2: Using the Mail Application Opening Mail .........................................................................................4 Viewing e-mail items ............................................................................4 Displaying full header information ................................................5 Creating e-mail items............................................................................5 Looking up an address .........................................................................7 Adding details to e-mail items ............................................................9 Setting a priority ................................................................................9 Sending a blind carbon copy .........................................................10 Adding a signature to your e-mail item ......................................10 Requesting confirmations ..............................................................11 Storing e-mail to be sent later ............................................................12 Editing unsent e-mail..........................................................................12 Draft e-mail ..........................................................................................13 Filing e-mail .........................................................................................14 Deleting e-mail.....................................................................................15 Removing e-mail from the Deleted folder ...................................15 Purging deleted e-mail ...................................................................15 Message list options ............................................................................16 Folders ..............................................................................................16 Date column .....................................................................................16 Sorting the Message list ..................................................................17 HotSync options ..................................................................................18 Creating special filters ........................................................................19 Ignoring or receiving e-mail ..........................................................20 Defining filter strings ......................................................................21 High-priority e-mail ........................................................................23 Truncating e-mail items......................................................................23 Mail menus ...........................................................................................24 Message menus ...............................................................................24 Options menus ................................................................................25 Index......................................................................................................... 26 Contents Page iii Chapter 1 Introduction Welcome to Palm HotSync® Mail. You can use the Mail application on your handheld to read, reply to, compose, and delete e-mail from your desktop E-Mail application while you're away from your desk. This handbook guides you through setting up and using the Mail application. For information on how to use the other applications on your handheld, see the handbook that came with your handheld. Managing desktop E-Mail away from your desk Mail lets you manage the e-mail that you send and receive through the E-Mail application on your desktop computer. You can read, reply to, compose, and delete e-mail on your handheld; but to send or receive e-mail, you must perform a HotSync® operation either directly or indirectly. Direct methods include placing your handheld in the cradle attached to your computer, or using infrared communications. Indirect methods include using an add-on modem. The key to Mail is that it truly synchronizes the mail in the Inbox of your desktop E-Mail application with the mail on your handheld. For example, if you delete e-mail items from Mail, your next HotSync operation also deletes the e-mail items from your desktop E-Mail application, so you never have to delete e-mail items twice. Similarly, if you read an e-mail item on your handheld and leave it in your Inbox, your next HotSync operation marks it as read in your desktop E-Mail application. Page 1 Introduction In Mail, you can do the following: s s s View, delete, file, and reply to incoming mail. Create outgoing e-mail items and drafts of e-mail items. Create simple or complex filters, which allow you to decide the type of e-mail that your handheld retrieves from your desktop E-mail application. Use your handheld to send and retrieve e-mail items from your desktop E-Mail application via the cradle or infrared communications. s Installing Mail Your handheld supports a number of desktop E-Mail applications for Microsoft Windows, such as: s s s s s s Microsoft Exchange (version 5.0 or higher) QUALCOMM Eudora (version 3.0.1 or higher) Lotus cc:Mail (6.0 or higher) Microsoft Outlook 97 (or higher) Microsoft Outlook Express Netscape Communicator (version 4.5 or higher) You can see the full list of supported applications when you install and set up Mail. If your desktop E-Mail application does not appear on the list, you may still be able to manage your desktop E-Mail application from your handheld by means of special connection software, called a conduit, that lets you synchronize your desktop E-Mail application and your handheld. Contact the vendor of your E-Mail application or visit the web site http://www.palm.com for more information. Note: The following instructions assume you already installed Palm Desktop software on your computer. If you have not installed the Palm Desktop software, you must install it now. See the Getting Started guide that came with your handheld for instructions. Chapter 1 Page 2 To install Mail on a Windows computer: 1. Insert the Palm Desktop software CD-ROM into the computer's CD-ROM drive. 2. When the menu appears, click Bonus Software. 3. When the Bonus Software list appears, click Palm HotSync Mail. 4. When the description of the Mail application appears, click Install. 5. Follow the instructions onscreen to set up your handheld for use with your desktop E-Mail application. 6. Perform a HotSync operation to install the Mail application on your handheld. Page 3 Introduction Chapter 2 Using the Mail Application Opening Mail To open Mail: 1. Tap the Applications icon 2. Tap the Mail icon . . Viewing e-mail items The Message list displays a list of your incoming e-mail items, who sent them, and the date they were received. E-mail items you've read have a check next to them. High-priority e-mail items appear with an exclamation point (!) next to them. Previously read To open an e-mail item: s Tap an e-mail item to open it. Header mode icons Recipient Subject Sender Time and date sent E-mail body Chapter 2 Page 4 To close an e-mail item: s Tap Done to close the e-mail item. Displaying full header information By default, Mail displays abbreviated header information, which comprises only the From: and Subj: fields. The full header provides complete information about the sender, receiver, and copied recipients, in addition to the subject and date the e-mail item was created. Mail uses the header type you select for all your e-mail items. To display full header information: 1. Open an e-mail item. 2. Tap the Complete Header icon. Tip: To redisplay the abbreviated header, tap the Abbreviated Header icon. Creating e-mail items You create e-mail items with your handheld the same way you create e-mail with your desktop E-mail application: you identify the recipient(s) of the e-mail item, define a subject, and create the body of the e-mail item. You create original e-mail items and replies in the New Message screen. All e-mail items must, at the very least, contain information in the To: and Subj: fields. To create an e-mail item: 1. Tap New. Tap New Tip: You can also create an e-mail item by tapping New from the Message menu. Page 5 Using the Mail Application 2. Enter the e-mail address of the recipient. Note: Enter the address as if you were entering it from your desktop E-Mail application. For example, network users sending an e-mail item to a user on the same network do not need to add Internet information, such as @mycorp.com. 3. To send a copy of this e-mail item to additional recipients, tap the CC: field, and then enter the e-mail addresses of the additional recipients, separating the addresses with a comma followed by a space. 4. Tap the Subj: field and enter a subject for your e-mail item. 5. Tap the Body: field and enter the text of your e-mail item. Tip: If the address, CC, subject, or body exceeds the capacity of the screen display, tap the name of the field (for example, tap "To:") to expand that field. Tap the Done button to return to the New Message screen. Tap the name of the field to open Tap to return to New Message screen Chapter 2 Page 6 To reply to an e-mail item: 1. Tap an e-mail item in the Message list to display it onscreen. 2. Tap Reply. 3. Select whom you want to receive the reply: Sender only, All recipients, or someone who didn't see the original e-mail item (Forward). 4. Select whether you want to include original text or comment original text. 5. Tap OK. 6. Enter the text of your reply. Tip: You have several options including setting the priority. See "Adding details to e-mail items" later in this chapter. 7. Tap Send to place your reply in the Outbox. Looking up an address To identify the recipient of an e-mail item, you need to enter that person's e-mail address. You can do this either by entering the data directly into the field or by using the Look Up command to access the information in your Address Book. To look up an e-mail address: 1. Tap either the To: or CC: field name to expand it. 2. Enter the first few letters of the last name of the person whose address you want to find. 3. Tap Lookup. 4. If the letters you enter identify a unique listing from your Address Book, your handheld completes the address for you. If not, the Lookup dialog box appears and lists all records that contain information in an E-mail field. Page 7 Using the Mail Application Tip: You can also open the Look Up dialog box in the New Message screen by tapping Lookup from the Options menu or by using the Graffiti® Command stroke /L. Tap Lookup 5. Enter the first letter of the entry you want to find to scroll to the first entry that begins with that letter. If you write an additional letter, the list scrolls to the first entry that starts with those two letters. For example, writing an "s" scrolls to "Sanders," and writing "sm" scrolls to "Smith." 6. Tap an address to select it. 7. Tap Add. Tap to select Tap here to enter address in field Chapter 2 Page 8 Adding details to e-mail items Before you send your e-mail item, you can attach additional attributes to it, such as a signature or a priority level. These features are dependent on the desktop E-mail application you use. If your application does not support the attribute you select, your handheld cannot attach that attribute to the e-mail item. The following details are available: Priority BCC Signature Flags an e-mail item as Hig ...