Setting Up Email on Your Sprint Mobile Broadband Smart Device TreoTM 700wx by Palm Intellectual Property Notices © Sprint Nextel. All rights reserved. No reproduction in whole or in part without prior written approval. Sprint, the "Going Forward" logo, and other trademarks are trademarks of Sprint Nextel. © 2006 Palm, Inc. All rights reserved. Trademark, copyright, patent, and other intellectual property notices are set forth on page ii within the user guide, entitled Sprint Mobile Broadband Smart Device TreoTM 700wx by Palm, installed on the user's computer. Disclaimer and limitation of liability Palm, Inc. and its suppliers assume no responsibility for any damage or loss resulting from the use of this guide. Palm, Inc. and its suppliers assume no responsibility for any loss or claims by third parties that may arise through the use of this software. Palm, Inc. and its suppliers 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. PN: 406-10616-00 v. 1.0 Table of Contents Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Which Email Application Should I Use? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Setting Up Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 What If I Have Problems? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Setting Up Your Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Setting Up a VPN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Setting Up Exchange ActiveSync® . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Setting Up Your Smart Device for an Exchange Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Displaying Sent Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Installing a Security Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Setting Up GoodLinkTM Wireless Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Accessing a Hotmail Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Using the Web Browser to Access Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Getting Started You have several options for reading and sending email on your TreoTM 700wx smart device. Just like on your computer, you can choose from various email applications to manage your email. (Additional fees may apply for email services.) This guide shows you the various email options and walks you through setting them up, so that you can use your device to get the most out of your current email accounts. Your Treo700wx smart device comes with five email options: Messaging Microsoft Exchange ActiveSync® Enables you to wirelessly synchronize your email and other information directly with the information stored on a Microsoft Exchange Server 2003. GoodLinkTM Wireless Messaging Provides access to your Microsoft Outlook email, calendar, contacts, tasks, and notes. Pocket MSN Web Browser Enables you to send and receive email messages with a corporate email account or an account you have with an Internet service provider (ISP). Enables you to send and receive email messages with an MSN Hotmail account. Enables you to access Webbased email. This guide explains how to determine which email application is right for each of your existing email accounts. If you want to, you can set up more than one application to work with separate email accounts. 1 Getting Started Which Email Application Should I Use? For two of the email options--Exchange ActiveSync and GoodLink--your corporate email system must be set up in a certain way. This table shows when you may be able to use either of these email options. If my company uses ... I may be able to If I want to ... use ... Microsoft Exchange Server 2003 Exchange ActiveSync Sync my email and organizer information directly with my company's Exchange server Sync my email and organizer information directly with my company's Exchange server Use the Advanced Encryption Standard (AES) while sending and receiving messages Check email from a POP or IMAP account Check fee-based Internet mail, such as Yahoo! Mail Plus or AOL Getting Started For more information, I should see ... "Setting Up Exchange ActiveSync®" on page 14 "Setting Up GoodLinkTM Wireless Messaging" on page 26 Good Server software GoodLink Getting Started 2 You can set up the other email options yourself. This table shows what you can do with each of these options. I can use ... Messaging If I want to ... Check email from a POP or IMAP account Access email from multiple email accounts Check fee-based Internet mail, such as Yahoo! Mail Plus or AOL Check my Hotmail account For more information, I should see ... "Setting Up Messaging" on page 4 Pocket MSN "Accessing a Hotmail Account" on page 29 "Using the Web Browser to Access Email" on page 32 Web Browser Check other free Web mail, such as Gmail or Yahoo! 3 Getting Started Setting Up Messaging You can send and receive email messages with an email account that you have with an Internet service provider (ISP), an email account that you access using a VPN (virtual private network) server connection (such as a work account), or any other IMAP (Internet Message Access Protocol) or POP3 (Post Office Protocol) email account. You enter the settings for your account in the Messaging application on your device. Before You Begin: To send and receive email in the Messaging application, you must activate Sprint PCS Vision® data services. See the Getting Started Guide for more information. Work with your email provider or system administrator to gather the following information: Account type (POP3 or IMAP). Mail server name for receiving mail. Mail server name for sending mail. Your username and password. Any special security requirements, such as SSL (Secure Sockets Layer) authentication. You can set up more than one IMAP or POP email account in the Messaging application. Messaging Note: Messaging 4 What If I Have Problems? The following online resources are available to help with IMAP/POP3 account setup: If you have problems configuring your account, go to www.palm.com/emailsetup for more information. For general setup information for common ISPs, go to http://kb.palmone.com/SRVS/ CGI-BIN/ WEBCGI.EXE?New,Kb=PalmSupportKB,ts=Palm_External2001,Case=obj(41456) To obtain email settings for many common ISPs, go to http://kb.palmone.com/SRVS/ CGI-BIN/ WEBCGI.EXE?New,Kb=PalmSupportKB,ts=Palm_External2001,Case=obj(41727) Setting Up Your Account 1. On your device, press Power/End to turn off Keyguard. to wake up the screen, and then press Center 2. Press Phone/Talk to go to your Today screen. 5 Messaging 3. Press Messaging (left softkey). Messaging 4. Press Menu (right softkey) and select Tools > New Account. 5. Enter the email address that you want to set up, and then press Next softkey). (right Messaging 6 Note: As you are setting up an account, the name of the account you were last using is displayed at the top of the screen (the default is Outlook E-mail). The current account name is displayed when you complete the setup. 6. Wait until the Status box displays Completed, and then press Next (right softkey). 7. Enter your name as you want it to appear to message recipients, the username you use to log in to your email account, and the password for your account. Note: If the setup application recognizes your email provider based on your email address, your username may already be entered. 7 Messaging 8. If you want to enter your password each time you access this account, do not check the Save password box. (If you want your password entered automatically, check this box.) Messaging 9. Press Next (right softkey). 10. Select the Account type list, and then select POP3 or IMAP. Messaging 8 11. Enter a name for this account, and then press Next (right softkey). (For example, if this is your work email account, enter "Work" or your company's name.) 12. Enter the name of the Incoming mail and Outgoing mail servers you obtained from your email provider or system administrator. (Do not enter anything in Domain. It is not needed for POP3 or IMAP accounts.) Tip: If the setup application recognizes your email provider based on your email address, your server settings may already be entered. Do not change these settings if they are already entered. 9 Messaging 13. (Optional) Select Options to do any of the following: Set up a schedule for automatically downloading email messages. Change how many days' worth of messages are displayed in the Inbox. Enter any security settings obtained from your email provider or system administrator. Tip: If the setup application recognizes your email provider based on your email address, your security settings may already be entered. You can select Options to verify that the security settings are correct. Messaging Select whether to download full messages or to increase the amount of each message downloaded with the header. (Press Next (right softkey) to move through the Options screens. Press Finish (right softkey) when you have finished entering your options.) 14. If prompted, select whether to download messages for this account now. Messaging 10 15. Press Finish (right softkey). Tip: To set up additional IMAP or POP accounts in Messaging, press Menu, select Tools, and then select New Account. Enter the account information in the E-Mail Setup wizard. Setting Up a VPN If you want to use your smart device to access your corporate email account, you may need to set up a VPN (virtual private network). A VPN enables you to log in to your corporate server through the company's firewall (security layer). Check with your company's system administrator to see if a VPN is required for accessing the corporate network. If you need a VPN, you must purchase and install a third-party VPN client to use this feature. Before You Begin: Ask your system administrator for the following information: Your username and password. Your server's domain name. Your server's TCP/IP settings. Your server's host name or IP address. The VPN type: IPsec/LT2P or PPTP. 11 Messaging 1. Install your third-party VPN client (see the User Guide on the CD for instructions on installing third-party applications). 2. Press Start and select Settings. Messaging 3. Select the Connections tab, and then select Connections . Messaging 12 4. On the Tasks tab, select Add a new VPN server connection. 5. On the following series of screens, enter the settings provided by your corporate system administrator. Press Next (right softkey) to go through the screens. 6. Press Finish Tip: (right softkey) when you have finished entering the settings. To connect to the VPN, press Start and select Settings. Select the Connections tab, and then select Connections. On the Tasks tab, select Manage existing connections. Tap and hold the name of the VPN connection, and then select Connect. 13 Messaging Setting Up Exchange ActiveSync® You can wirelessly synchronize the email, contacts, and other information on your smart device directly with a Microsoft Exchange Server using Microsoft Exchange ActiveSync. Exchange ActiveSync offers push synchronization of email and personal information; as messages are received on the server, they are automatically downloaded to your device. Exchange ActiveSync also offers integration with your corporate Global Address List (GAL). Before You Begin: To wirelessly synchronize your device with a Microsoft Exchange Server, you must activate Sprint PCS Vision data services. See the Getting Started Guide for more information. Check with your system administrator to make sure you have an account on the Exchange Server. Work with your system administrator to ...