User manual PALM ZIRE 71 - VERSAMAIL

PalmTM VersaMailTM 2.5 Personal E-mail Software Handbook 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. assumes no responsibility for any damage or loss resulting from the use of this handbook. Palm assumes no responsibility for any loss or claims by third parties which may arise through the use of this software. Palm, 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. PN: 407-4945A-US Contents About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 1: Getting Started with PalmTM VersaMailTM Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Palm VersaMail application features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Installing the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Synchronizing an existing username . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Upgrading a MultiMail or VersaMail database . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Chapter 2: Setting Up and Managing E-mail Accounts . . . . . . . . . . . . . . . . 7 Account and connection types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Network e-mail account prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Using an ISP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Using a corporate e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 VPNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Creating a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 13 Entering the name of the outgoing and incoming mail server . . . . . . . . . . 13 Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 15 Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Setting advanced outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Creating a synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 20 Entering the name of the outgoing and incoming mail server . . . . . . . . . . 21 Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 22 Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Setting advanced outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Configuring your synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . 26 iii 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Editing advanced outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Deleting an e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Selecting a different service for a given e-mail account . . . . . . . . . . . . . . . . . . 34 Chapter 3: Getting, Sending, and Managing E-mail . . . . . . . . . . . . . . . . . . 37 Getting e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Choosing the e-mail account and displaying the Inbox . . . . . . . . . . . . . . . . 37 Getting e-mail by subject or getting the entire message . . . . . . . . . . . . . . . . 38 Auto get mail with notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Scheduling auto get mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Auto get notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Setting notification options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Viewing and using the Reminders screen . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Auto get mail retries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Resource issues with auto get mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Inbox icons in the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Viewing other folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Managing display options in the folder's list view . . . . . . . . . . . . . . . . . . . . 51 Moving e-mail between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Creating and editing mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Creating and sending new e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Addressing a message by typing the address . . . . . . . . . . . . . . . . . . . . . . . . 61 Addressing a message using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . 63 Using Smart Addressing to address a message . . . . . . . . . . . . . . . . . . . . . . . 63 Composing and sending e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Send retry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Outbox icons in the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Completing drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Attaching a personal signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Forwarding e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Replying to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Working with URLs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 iv 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Emptying the trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Marking messages as read or unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Setting preferences for getting and deleting e-mail . . . . . . . . . . . . . . . . . . . . . . 90 Adding or updating an Address Book entry directly from a message . . . . . . 92 Chapter 4: Synchronizing E-mail Between the Handheld and the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Configuring an account in HotSync Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Setting synchronization options and account settings . . . . . . . . . . . . . . . . . . . 94 Account information screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Palm VersaMail HotSync Conduit shortcuts . . . . . . . . . . . . . . . . . . . . . . . . 106 Verifying handheld account settings before synchronizing accounts . . . 106 Configuring Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Configuring Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Configuring Eudora . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Converting attached files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Synchronizing an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Synchronizing multiple accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Using SSL with the conduit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Chapter 5: Going Beyond the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Managing mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Creating mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Turning filters on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Editing or deleting a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Setting network and connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Setting network preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Setting connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Managing mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Adding APOP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Adding ESMTP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Setting advanced account preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Cutting and copying text from an e-mail message for use in other applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139 v 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) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Appendix A: Five-way Navigation in PalmTM VersaMailTM Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Appendix B: Keyboard Shortcuts in PalmTM VersaMailTM Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 Appendix C: Frequently Asked Questions . . . . . . . . . . . . . . . . . . . . . . . . . 153 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 vi About This Book With PalmTM VersaMailTM personal e-mail software, you can send, receive, and manage e-mail on your handheld. The PalmTM VersaMailTM 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 PalmTM handheld, such as the basic applications and HotSync® Manager. For more information about using your Palm handheld, consult the documentation that came with the handheld. NOTE The appearance of icons varies slightly among different handheld models. The icons on your handheld (for example, the Prefs icon or the Home icon) may look different from the icons shown in this book 1 About This Book 2 CHAPTER 1 Getting Started with PalmTM VersaMailTM Personal E-mail Software With PalmTM VersaMailTM 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 PalmTM personal e-mail software applications. Formerly known as MultiMail® software, the VersaMail 2.5 application contains new features that make sending and receiving e-mail messages and managing e-mail accounts easier than ever. This chapter describes the following: s s s s An overview of the VersaMail 2.5 application's features Instruction for installing the VersaMail application Instruction for synchronizing an existing username Instruction for upgrading an existing MultiMail or VersaMail database for use with the VersaMail 2.5 application Palm VersaMail application features Key features of the VersaMail 2.5 application include the following: s s s Enhanced use of color, fonts, styles, and user-selected display options Basic HTML formatting display for e-mail messages received in HTML format Increased number of file types supported for being sent and received as attachments Scheduled retrieval of new e-mail, with notification Improved message-addressing capabilities Enhanced security Support for five-way navigation on handhelds that have a five-way navigator Plug-in keyboard support s s s s s 3 Chapter 1 Getting Started with PalmTM VersaMailTM Personal E-mail Software Installing the VersaMail application You will need the following to install the VersaMail application: s s s 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 4.0/XP or a Mac computer running OS X Some PalmTM handheld users can install the VersaMail application from the Software Essentials CD-ROM included with your handheld. Users of other handhelds should download the VersaMail application from the web. Steps for each type of installation procedure follow. To install the VersaMail application from the CD-ROM: 1. Insert the Software Essentials CD-ROM that came with your handheld into your computer's CD-ROM drive and follow the onscreen instructions. 2. Connect the handheld to the cradle/cable, and then press the HotSync® button . The HotSync operation updates the VersaMail application files on your handheld. 3. Tap the VersaMail icon operation has finished. in the Applications Launcher after the HotSync 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. In Windows Explorer, locate and double-click the versamail-[language].exe file, where [language] is the language you want to use. Click Next, and then click Next again. Connect the handheld to the cradle/cable, and then click Next. The HotSync operation updates the VersaMail application files on your handheld. 2. 3. 4. 5. Tap the VersaMail icon in the Applications Launcher on the handheld after the HotSync operation has finished. Tap Yes to update the files on your handheld. NOTE You cannot continue using the VersaMail application until you tap Yes. 6. 5 Chapter 1 Getting Started with PalmTM VersaMailTM 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. Upgrading a MultiMail or VersaMail database If you have previously used a Palm personal e-mail application such as MultiMail SE or MultiMail Deluxe, or used version 2.0 of the VersaMail application, you can upgrade your e-mail database for use with the VersaMail 2.5 application. To upgrade an existing e-mail database for use with the VersaMail application: 1. Perform a HotSync operation with a user profile that contains the existing e-mail database. To do so, press the HotSync button , and then select a profile that contains an e-mail database from the displayed list of users. 2. 3. Tap the VersaMail icon in the Applications Launcher on the handheld. Tap Yes to accept the upgrade. 6 CHAPTER 2 Setting Up and Managing E-mail Accounts With PalmTM VersaMailTM 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. For example, if you have a Yahoo e-mail account with POP access, you can create a new account in the VersaMail application and name that new account Yahoo, so that you can send and receive e-mail on your handheld using your Yahoo account. This chapter describes the following: s s s s s Account and connection types Getting ready to set up e-mail accounts Setting up and configuring e-mail accounts Editing e-mail accounts Deleting e-mail accounts Account and connection types Two types of e-mail accounts are supported: s Network: You can send and receive e-mail directly to and from your handheld by connecting with an e-mail service provider. s can download, view, and manage e-mail between the handheld and a desktop e-mail application, such as Microsoft Outlook, by performing a HotSync® operation using the cradle/cable. You can't send and receive messages wirelessly or with a modem for an account of this type. Synchronize Only (Windows computers only): You 7 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: s PalmTM BluetoothTM 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. See the electronic handbook that came with your handheld for information. s s s s s PalmModem® accessory (sold separately) External modem sled, for example, an 802.11b sled (sold separately) Infrared (IR) port on the handheld to infrared port on a mobile phone Direct connection to a mobile phone by means of a physical cable Handheld cradle connected to your desktop (Windows users only) Network e-mail account prerequisites Before you can set up a network e-mail account, you must do the following: s Establish the e-mail account with an e-mail service provider. Common providers include Internet service providers (ISPs) such as Earthlink and Prodigy. A provider can also be a wireless GSM or GPRS carrier such as VoiceStream, Cingular, or Vodafone. Configure the service connection settings for this account on your handheld using your handheld's Network Preferences and Connection Preferences screens. See "Setting network and connection preferences" in Chapter 5 for more information. s 8 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. GSM dial-up Palm Bluetooth Card and mobile phone enabled with Bluetooth technology. Active wireless service with a GSM carrier. If you are using GPRS, the same carrier generally provides both GSM and GPRS service. Note that some GSM carriers require you to order a special data service (separate from voice service) to make a network connection. Not all handheld models support use of a Bluetooth card. See the electronic handbook that came with your handheld for information. Connection using a PalmModem® accessory External modem sled IR to IR phone Direct connection to a phone by means of a physical cable Handheld cradle connected to desktop PalmModem accessory Wireless modem accessory IR-enabled mobile phone Connector cable and mobile phone Handheld cradle and cable (Windows users only) 9 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. For other ISPs, you need the following information: s s s s The protocol used for incoming mail, such as POP or IMAP The name of the incoming mail server The name of the outgoing mail (SMTP) server Whether your e-mail account requires any security, such as SSL, APOP, or ESMTP Your e-mail address and password The login script (if any) that you need for connecting to your ISP or mail server s s NOTE Information about your e-mail account is available from the e-mail provider. Depending on the type of e-mail service you have, you may be able to access this information by going to the e-mail provider's web site or by contacting the provider's customer support. Using a corporate e-mail account If you want to access e-mail on your handheld using your corporate e-mail account, you create this account on your handheld in exactly the same way as any other account (see "Network e-mail account prerequisites" earlier in this chapter), with one exception: For a corporate e-mail account, you may need to set up a virtual private network (VPN). See "VPNs" later in this chapter for information. The following considerations apply when you set up a corporate e-mail account Username and password These might be your Windows NT or Windows 2000 username and password, your Lotus Notes ID username and password, or something else. Check with your company's server administrator to obtain the correct username and password. The VersaMail 2.5 application provides strong 128-bit AES encryption for your password. Most corporate mail servers use the IMAP protocol for retrieving mail. In rare cases your company server may use the POP protocol. Check with your company's server administrator to verify the protocol. Check with your company's server administrator to obtain these settings. Protocol Incoming and outgoing mail server settings 10 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. With a corporate e-mail account, you can access the following types of mail servers, among others: s s s Microsoft Exchange Lotus Domino Sun iPlanet VPNs If you want to access e-mail on your handheld using your corporate e-mail account, you may need to set up a virtual private network (VPN) on your handheld. A VPN enables you to log in to your corporate mail server through the company's firewall (security layer). Without a VPN, you cannot "break through" the firewall to gain access to the mail server. You need to set up a VPN to access corporate e-mail in either of the following two situations: s 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). s NOTE Check with your company's server administrator to see if a VPN is required to access the corporate network. See the electronic handbook that came with your handheld for instructions on setting up a VPN on your handheld. NOTE You cannot use auto get mail with notification or auto send retry of e-mail with accounts that use a VPN connection. See "Auto get mail with notification" and "Send retry" in Chapter 3 for information. Creating a network e-mail account You create a new account in account setup, which guides you through the process. To create a network e-mail account: 1. 2. Tap the Menu icon Tap Accounts. . 11 Chapter 2 Setting Up and Managing E-mail Accounts 3. Select Account Setup. 4. Tap New. 5. Enter the following: Account Name Mail Service Enter a descriptive name for the account, such as "My Yahoo." Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. Tap the Protocol pick list and select POP or IMAP. (Most e-mail providers use the POP protocol.) Protocol If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol. 6. Tap Next. 12 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. 3. Tap the Password box, and then enter your password. Tap OK. The Password box displays the word "Assigned" to indicate that a password has been entered. Tap Next. 4. Entering the name of the outgoing and incoming mail server You need to verify your e-mail address for the account you are accessing, as well as enter the names of the outgoing and incoming mail servers. To enter mail server settings: 1. If you chose a preconfigured service from the Mail Services pick list on the Account Setup screen, the e-mail address field is completed automatically, based on the username and mail service you entered. Check the address to verify that it is correct, and edit it if necessary. 13 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. If the VersaMail application knows the incoming mail server name based on the mail service you selected, the correct server name is displayed. 3. Enter the name of your outgoing (SMTP) mail server, such as smtp.mail.yahoo.com. If the VersaMail application knows the outgoing mail server name based on the mail service you selected, the correct server name is displayed. 4. 5. Tap Next. 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 set up additional mail options, tap Next. Continue with the next set of procedures. 14 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. If you have a POP e-mail account, the VersaMail application downloads all messages from the server regardless of whether you have read them (for example, on your desktop or on the web), and regardless of whether this check box is selected. For IMAP accounts, select Get unread mail ONLY to download only unread mail to your handheld. If you don't choose this option and you tap Get & Send, all of your e-mail messages on your provider's mail server are downloaded to your Inbox, including messages you have already read. To get all mail (including mail you have already read) and not just unread mail, deselect Get unread mail ONLY. Delete messages on server To delete messages on your provider's mail server when they are deleted in the VersaMail application, select the Delete messages on the server when they are deleted in VersaMail check box. 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. The port number setting defaults to 110 for POP and to 143 for IMAP servers. You need to change the port number if you choose to retrieve incoming mail over a secure connection (see the next bullet item). If you are not sure about the correct port number, check with your mail server administrator. Leave mail on server (POP account only) Port Number 15 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. 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. The maximum message size that you can retrieve is 60KB for the body text and 2MB total, including attachments. IMAP accounts Maximum Message Size POP accounts 2. Tap Next. Setting outgoing mail options Outgoing mail options are the same for POP and IMAP accounts. To set outgoing mail options: 1. (Optional) Do any of the following: Display Name Enter the name you want to appear on your outgoing messages, such as "Joe Smith." 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. For example, if you are sending a message from me@yahoo.com but you want recipients to reply to me@earthlink.net, enter the reply-to address here. Reply To Address makes it look as though the e-mail came from the address you entered. Reply To Address 16 Creating a network e-mail account BCC 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. 2. Tap Next. 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 Next. 17 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. Select the My server requires authentication (ESMTP) if the outgoing server (SMTP) requires authentication. Check with your system administrator before selecting this option. See "Adding ESMTP to an account" in Chapter 5 for information. If you select this option, username and password fields appear. These fields are already filled in based on the account information you entered previously. In most cases the information displayed is correct; however, occasionally your authentication username and/or password is different from your account username or password. Check with your e-mail service provider for authentication username and password information. If you need to enter new information, enter a username and/or tap the Password box and enter a password, and then tap OK. Authentication Username and Password fields appear only if ESMTP check box is selected 2. Tap Done. Testing your new account After you finish setting up a new e-mail account, the Inbox of the account you just created is displayed. You can test whether the e-mail account is set up and working properly by tapping Get Mail. See "Getting e-mail by subject or getting the entire message" in Chapter 3 for more information. 18 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. To create a synchronize-only e-mail account: 1. 2. 3. Tap the Menu icon Tap Accounts. Select Account Setup. . 4. Tap New. 5. Do the following: Account Name Mail Service Enter a descriptive name for this account, such as "My Yahoo." Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. Tap the Protocol pick list and select POP or IMAP. (Most mail providers use the POP protocol.) Protocol 19 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 2.5 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. 20 Creating a synchronize-only account 2. 3. Tap the Password box, and then enter your password. Tap OK. The Password box displays the word "Assigned" to indicate that a password has been entered. Tap Next. 4. 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. If you chose a preconfigured service from the Mail Services pick list on the Account Setup screen, the e-mail address field is completed automatically, based on the username and mail service you entered. Check the address to verify that it is correct, and edit it if necessary. 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. If the VersaMail application knows the incoming mail server name based on the mail service you selected, the correct server name is displayed. 3. Enter the name of your outgoing (SMTP) mail server, such as smtp.mail.yahoo.com. If the VersaMail application knows the outgoing mail server name based on the mail service you selected, the correct server name is displayed. 4. Tap Next. 21 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. ­ To set up additional mail options, tap Next. Continue with the next set of procedures. 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. If you have a POP e-mail account, the VersaMail application downloads all messages from the server regardless of whether you have read them (for example, on your desktop or on the web), and regardless of whether this check box is selected. For IMAP accounts, select Get unread mail ONLY to download only unread mail to your handheld. If you don't choose this option and you tap Get & Send, all your e-mail messages on your provider's mail server are downloaded to your Inbox, including messages you have already read. To get all mail (including mail you have already read) and not just unread mail, deselect Get unread mail ONLY. Delete messages on server To delete messages on your provider's mail server when they are deleted in the VersaMail application, select the Delete messages on the server when they are deleted in VersaMail check box. 22 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. The port number setting defaults to 110 for POP and to 143 for IMAP servers. You need to change the port number if you choose to retrieve incoming mail over a secure connection (see the next bullet item). If you are not sure about the correct port number, check with your mail server administrator. 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. 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. The maximum message size that you can retrieve is 60KB for the body text and 2MB total, including attachments. IMAP accounts Port Number Use Secure Connection Maximum Message Size POP accounts 2. Tap Next. 23 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. (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." 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. For example, if you are sending a message from "me@yahoo.com" but you want recipients to reply to "me@earthlink.net," enter the reply-to address here. Reply To Address makes it look as though the e-mail came from the address you entered. 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. Reply To Address BCC 2. Tap Next. 24 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. 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. Select the My server requires authentication (ESMTP) if the outgoing server (SMTP) requires authentication. Check with your system administrator before selecting this option. See "Adding ESMTP to an account" in Chapter 5 for information. If you select this option, username and password fields appear. These fields are already filled in based on the account information you entered previously. In most cases the information displayed is correct; however, occasionally your authentication username and/or password is different from your account username or password. Check with your e-mail service provider for authentication username and password information. If you need to enter new information, enter a username and/or tap the Password box and enter a password, and then tap OK. 25 Authentication 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 From time to time, you may need to edit information about one of the e-mail accounts you set up. To select the account to edit: 1. 2. 3. 4. Tap the Menu icon Select Accounts. Select Account Setup. . Tap the name of the account that you want to edit, and then tap Edit. 26 Editing e-mail accounts To edit an account: 1. On the Account Setup screen, change any of the following: Account Name Mail Service Enter a descriptive name for this account, such as "My Yahoo." Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. Tap the Protocol pick list and select POP or IMAP. (Most mail providers use the POP protocol.) Protocol If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol. 2. Tap Next. Changing the account username and password In the next part of the VersaMail account setup, you can change the username and/or password for this account. The VersaMail 2.5 application provides strong encryption for your password. To edit the account username and password: 1. (Optional) Enter a new username for accessing 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. 27 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. Tap OK. The Password box displays the word "Assigned" to indicate that a password has been entered. Tap Next. 3. 4. Editing the names of the outgoing and incoming mail servers If your e-mail address or the names of the outgoing and incoming mail servers have changed or have been entered incorrectly, you can edit the address or the server names. To edit mail server settings: 1. (Optional) Enter a new e-mail address for the account you are accessing, such as "examplename@yahoo.com." 2. (Optional) Enter the new or correct name of your incoming (POP) mail server, such as pop.mail.yahoo.com. If the VersaMail application knows the incoming mail server name based on the mail service you selected, the correct server name is displayed. 3. (Optional) Enter the new or correct name of your outgoing (SMTP) mail server, such as smtp.mail.yahoo.com. If the VersaMail application knows the outgoing mail server name based on the mail service you selected, the correct server name is displayed. 4. Tap Next. 28 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. Editing 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 edit mail retrieval server options for a POP or IMAP account: 1. (Optional) Change any of the following: Get unread mail NOTE The POP protocol does not support retrieval of unread mail only from the server. If you have a POP e-mail account, the VersaMail application downloads all messages from the server regardless of whether you have read them (for example, on your desktop or on the web), and regardless of whether this check box is selected. For IMAP accounts, select Get unread mail ONLY to download only unread mail to your handheld. If you don't choose this option and you tap Get & Send, all your e-mail messages on your provider's mail server are downloaded to your Inbox, including messages you have already read. To get all mail (including mail you have already read) and not just unread mail, deselect Get unread mail ONLY. Delete messages on server To delete messages on your provider's mail server when they are deleted in the VersaMail application, select the Delete messages on the server when they are deleted in VersaMail check box. 29 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. The port number setting defaults to 110 for POP and to 143 for IMAP servers. You need to change the port number if you choose to retrieve incoming mail over a secure connection (see the next bullet item). If you are not sure about the correct port number, check with your mail server administrator. 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. 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. The maximum message size that you can retrieve is 60KB for the body text and 2MB total, including attachments. IMAP accounts Port Number Use Secure Connection Maximum Message Size POP accounts 2. Tap Next. 30 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. (Optional) Change any of the following: Display Name Enter the name you want to appear on your outgoing messages, such as "Joe Smith." 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. For example, if you are sending a message from me@yahoo.com but you want recipients to reply to me@earthlink.net, enter the reply-to address here. Reply To Address makes it look as though the e-mail came from the address you entered. 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. Reply To Address