User Guide for the VersaMail® Application Copyright and Trademark © 2004 palmOne, Inc. All rights reserved. palmOne, HotSync, the HotSync logo, Palm, Palm OS, the Palm logo, and VersaMail are among the trademarks or registered trademarks owned by or licensed to palmOne, Inc. All other brand and product names are or may be trademarks of, and are used to identify products or services of, their respective owners. palmOne, Inc. uses the Bluetooth wireless technology trademark under express license from Bluetooth SIG, Inc. ActiveSync is a registered trademark of Microsoft Corporation. Disclaimer and Limitation of Liability palmOne, Inc. assumes no responsibility for any damage or loss resulting from the use of this guide. palmOne, Inc. assumes no responsibility for any loss or claims by third parties which may arise through the use of this software. palmOne, Inc. assumes 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. Software Download Available Palm® Desktop software is supplied on a CD. If you do not have access to a CD drive for your computer, you can download Palm Desktop software from www.palmOne.com/intl/support. VersaMail® application ii Table of Contents Chapter 1: Introduction ...........................................................1 Upgrading an existing email account ........................................................2 About email accounts...................................................................................3 Chapter 2: Working with Email Accounts ............................7 Transferring settings from an existing account ........................................8 Creating an account....................................................................................10 Editing an account ......................................................................................26 Deleting an account ....................................................................................28 Adding ESMTP to an account ....................................................................29 Chapter 3: Getting and Reading Messages ........................30 Getting email messages.............................................................................30 Auto Sync with notification........................................................................31 Inbox icons in the VersaMail application ..................................................37 Setting preferences for getting messages ................................................37 Reading email messages ...........................................................................40 Adding or updating a contact directly from a message .........................41 Chapter 4: Sending Email Messages ..................................42 Sending an email message ........................................................................42 Addressing a message ...............................................................................44 Attaching a personal signature..................................................................47 Chapter 5: Managing Your Messages .................................49 Working with email folders ........................................................................49 Forwarding an email message .................................................................55 Replying to an email message ..................................................................56 Working with URLs, email addresses, and phone numbers in a message .........................................................................................59 VersaMail® application iii Deleting a message ....................................................................................59 Emptying the trash .....................................................................................62 Marking messages as read or unread.......................................................64 Chapter 6: Working with Attachments ...............................66 Working with a downloaded attachment .................................................67 Attaching files to outgoing messages.......................................................70 Chapter 7: Advanced Topics .................................................73 Creating and using filters ...........................................................................73 Setting connection preferences .................................................................79 Setting server preferences .........................................................................80 Changing email header details ..................................................................82 Synchronizing IMAP mail folders wirelessly ............................................83 Working with root folders ..........................................................................85 Using Secure Sockets Layer (SSL) ............................................................86 Chapter 8: Working with Microsoft Exchange ActiveSync® ...........................................................................87 What do I need to use Microsoft Exchange ActiveSync? ........................87 How does a Microsoft Exchange ActiveSync email account differ from other accounts? .................................................................88 Setting up a Microsoft Exchange ActiveSync account ............................89 Getting email messages.............................................................................97 Previewing attachments.............................................................................99 Working with meeting invitations .............................................................99 Working with Calendar events.................................................................102 Chapter 9: Common Questions .........................................104 Index ......................................................................................107 VersaMail® application iv CHAPTER 1 Introduction In this chapter Upgrading an existing email account About email accounts You already know how efficient email is for staying in touch with personal and business contacts. Now the VersaMail® application brings you a new level of convenience: email on the go. Enjoy the ease and speed of communicating with friends, family, and colleagues anywhere you can make an Internet connection. You can email photos to your friends and family. Or, use Documents on your device to create Microsoft Word or Excel files, and send them to your colleagues. You can also receive any of these file types as attachments to view and edit at your convenience. Benefits · Access email on the go · Send and receive photos, sound files, Word and Excel files, and more · Save messages from your computer to view at a convenient time VersaMail® application 1 CHAPTER 1 Introduction Upgrading an existing email account If you already use the VersaMail application on a different device and wish to keep your username, you can upgrade your existing email account for use on your new device. 0 1 Synchronize your new device with your computer. Select the username associated with your old device; this contains your existing account information. 2 3 On your device, go to Applications and select VersaMail . Select Yes to accept the upgrade. Done VersaMail® application 2 CHAPTER 1 Introduction About email accounts Did You Know? You can create up to eight email accounts. Did You Know? The VersaMail application provides strong 128-bit AES encryption for your password. Tip Go to your email provider's website or contact their customer support to obtain the setup information you need. The VersaMail application is software that lets you use your device to access email from an account with an email provider (either an Internet service provider (ISP) such as Earthlink or Yahoo! or a wireless carrier) or from your corporate email account. For each email account you want to access, you must set up an account in VersaMail. For example, if you have an Earthlink account and a corporate account, set up one account for each in VersaMail. After you set up an account, you can send and receive email directly to and from your device wirelessly. Or you can download new messages from your computer to your device--and upload messages from your device to be sent from your computer's email program--when you synchronize. [ ! ] IMPORTANT You must have an account with an email provider or a corporate account. VersaMail works with these accounts to transfer messages to and from your device. The application is not an email service provider. Using an email provider If you are setting up a new email account and have a well-known email provider (ISP or wireless carrier) such as Earthlink or Yahoo!, many of the settings you need during account setup are automatically filled in. For other ISPs, you need the following information: · Your email address and password · The protocol used for incoming mail, such as Post Office Protocol (POP) or Internet Message Access Protocol (IMAP) NOTE Some free web-based email providers such as Hotmail do not support either the POP or the IMAP protocol. You cannot use VersaMail to download messages to your device from an account with one of these providers. · The name of the incoming mail server VersaMail® application 3 CHAPTER 1 Introduction · The name of the outgoing mail (Simple Mail Transfer Protocol, or SMTP) server · Your account's security feature (if it has one), such as Secure Sockets Layer (SSL), Authenticated Post Office Protocol (APOP), or Extended Simple Mail Transfer Protocol (ESMTP) » Key Term Firewall A system set up to protect against unauthorized access into a private network. Did You Know? With a corporate email account, you may be able to access Microsoft Exchange, IBM Lotus Domino, or Sun iPlanet mail servers, among others. Using a corporate email account If you want to access email on your device using your corporate email account, you create this account in exactly the same way as any other account, with one exception: For a corporate email account, you may need to set up a virtual private network (VPN). If your company has a Bluetooth® network located behind the corporate firewall, or if you are using an 802.11b (also called Wi-Fi) SDIO card (sold separately) in your device and your company has an 802.11b network located behind the corporate firewall, you may not need to set up a VPN to access your corporate email account. See the next section for details. To set up a corporate email account, you need certain information. Check with your company's server administrator to obtain the following: Username and password This might be your Windows username and password, your Lotus Notes ID username and password, or something else. Protocol Most corporate mail servers use the IMAP protocol for retrieving mail. In rare cases, your company server may use the POP protocol. NOTE Some corporate mail servers do not use either protocol. If so, you cannot send and receive email wirelessly using VersaMail. You can, however, synchronize email on your device with email in Outlook or Lotus Notes on your computer. Incoming and outgoing mail server settings obtain these settings. Check with your company's server administrator to NOTE If your corporate mail system uses Microsoft Exchange Server 2003, you may be able to set up an account that uses Microsoft Exchange ActiveSync on your device. For more information, see Working with Microsoft Exchange ActiveSync®. VersaMail® application 4 CHAPTER 1 Introduction VPNs If you want to access email on your device using your corporate email account, you may need to set up a virtual private network (VPN) on your device. A VPN enables you to log in to your corporate mail server through the company's firewall (security layer). Without a VPN, you cannot pass through the firewall to gain access to the mail server. You need to set up a VPN to access corporate email in either of the following two situations: · Your company's wireless local area network (LAN) is located outside the firewall. · Your company's wireless LAN is located inside the firewall, but you are trying to access the network from outside the firewall (for example, from a public location or at home). Check with your company's server administrator to see if a VPN is required to access the corporate network. Your device software installation CD contains a link to download the VPN software for the device. Once you download the software, yo ...