User manual PALM TREO 700WX - SETTING UP EMAIL

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 gather the following information: Exchange Server address and domain name. Your username and password. Any special security requirements, such as SSL (Secure Sockets Layer) authentication. If SSL is required, whether a security certificate is needed for the SSL connection. Exchange Server Exchange Server 14 Setting Up Your Smart Device for an Exchange Server 1. On your device, press Power/End to turn off Keyguard. to wake up the screen, and then press Center 2. Press Phone/Talk your phone. to go to your Today screen. to turn on 3. If you see Phone Off in the upper-left corner, press and hold Power/End Note: If you see No Service in the upper-left corner, wait until you're in a Nationwide Sprint PCS® Network coverage area before you continue. 4. Press Start and select Programs. 15 Exchange Server 5. Select ActiveSync . Exchange Server 6. Press Menu (right softkey) and select Add Server Source. Tip: If you have already set up an Exchange Server account, Add Server Source does not appear on the menu; Configure Server appears instead. If you are already receiving email on your device from the server, your server settings are entered correctly and you can skip the rest of this procedure. If you are not receiving email, complete the rest of this procedure to verify or change your account settings. Exchange Server 16 7. Enter the Server address. (If your system administrator indicated that SSL authentication is required, check the box if it is not already checked. Press Next (right softkey).) 8. Enter your username, password, and domain. (The password is case-sensitive. Your password can use numbers and text. Check whether your Caps Lock and Option Lock are active, because they can affect the password you are entering.) Note: The Exchange Server settings are case-sensitive. Be sure to enter uppercase and lowercase letters properly. 17 Exchange Server 9. 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.) Exchange Server Tip: Ask your system administrator if it is OK to store your corporate email password on your smart device. For increased security, you may need to enter your password each time you access your email. 10. (Optional) Select Advanced to set the rules for fixing sync conflicts. (Press Next (right softkey).) Exchange Server 18 11. Check the boxes for the types of information you want to synchronize with Exchange Server. 12. (Optional) Navigate to the E-mail entry and select Settings to do any of the following: Change the number of days' worth of messages that are synchronized. Change the maximum size of each message that can be downloaded; select All to download the entire message regardless of size. Include attachments when downloading messages. (Press OK if you have finished and go to step 14, or select Advanced to enter security options and go to step 13.) 19 Exchange Server 13. (Optional) If you selected Advanced in step 12, do any of the following: Check the first box to encrypt outgoing email messages. Check the second box to sign outgoing messages. Select Choose Certificate and select a certificate needed for your SSL connection. (Press Select (left softkey). See "Installing a Security Certificate" on page 23 for information on installing a certificate on your device.) If you choose any of the preceding options, enter you primary email address in the field. Tip: Ask your system administrator if you need to enter any advanced security settings. Exchange Server (Press OK when you have finished entering advanced settings.) (right softkey). 14. Press Finish Exchange Server 20 (When the setup is complete, you can synchronize to retrieve email messages. You can also set up a sync schedule to automatically retrieve messages. See the Getting Started Guide for instructions.) Displaying Sent Items After you set up your device for an Exchange Server, you can choose to display sent messages in the Messaging application. By default, sent messages do not appear for your Exchange Server 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. 3. Press Messaging (left softkey). 21 Exchange Server 4. Press Left 5. Press Menu until your Exchange Server account appears in the title bar. (right softkey) and select Tools > Manage Folders. Exchange Server 6. Check the box to the left of the Sent Items folder icon. 7. Press OK . Exchange Server 22 Installing a Security Certificate If your SSL connection requires a security certificate, follow these steps to install the required certificate from your computer to your device. Before You Begin: Work with your system administrator to obtain the required security certificate on your computer. The certification must be in DER encoded binary X.509 format with a .cer file name extension. 1. On your computer, browse to the certificate file, right-click the file, and then select Copy. 2. Connect your device to the computer using the USB sync cable. 3. On your computer, click double-click the ActiveSync icon lower-right corner of the screen. in the taskbar in the 4. On the ActiveSync window, click Tools, and then click Explore Pocket PC. 23 Exchange Server 5. In the Mobile Device window, double-click the Personal folder. Right-click in the Personal folder window, and then select Paste. (This copies the certificate file from your computer to your device.) Exchange Server 6. On your device, press Start and select Programs. Exchange Server 24 7. Select File Explorer. 8. Select My Documents, and then select Personal. 9. Select the certificate file. When prompted if you want to install the certificate, select Yes to continue. 10. When you have finished installing the certificate, press OK Tip: . To verify that the certificate was installed correctly, press Start, select Settings, and then select the System tab. Select Certificates; the certificate should appear on either the Personal tab or on the Root tab. 25 Exchange Server Setting Up GoodLinkTM Wireless Messaging You can install the optional GoodLinkTM software for secure access to your Microsoft Outlook email, calendar, contacts, tasks, and notes. GoodLink offers push synchronization of email and personal information; as messages are received on the server, they are automatically downloaded to your device. GoodLink also offers attachment viewing and integration with your corporate Global Address List (GAL). For more information and to sign up, visit www.good.com. Before You Begin: To use the optional Goodlink software, 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 Good Server. 1. On your device, press Power/End to turn off Keyguard. to wake up the screen, and then press Center GoodLink 2. Press Phone/Talk your phone. to go to your Today screen. to turn on 3. If you see Phone Off in the upper-left corner, press and hold Power/End GoodLink 26 Note: If you see No Service in the upper-left corner, wait until you're in a Nationwide Sprint PCS Network coverage area before you continue. 4. Press Start and select Programs. 5. Select Get Good . 27 GoodLink 6. Select I want GoodLink and follow the onscreen instructions for downloading and installing the OTA Setup application. 7. When prompted, select Save & Open, and then follow the onscreen instructions to download and install GoodLink. After installation, the Get Good icon is replaced by the GoodLink icon . GoodLink GoodLink 28 Accessing a Hotmail Account Pocket MSN enables you to quickly access an MSN Hotmail account. You can also manage your Hotmail folders. Before You Begin: To use Pocket MSN, you must activate Sprint PCS Vision data services. See the Getting Started Guide for more information. If you do not have a Hotmail account, go to www.hotmail.com and follow the steps for creating a new 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 your phone. to go to your Today screen. to turn on 3. If you see Phone Off in the upper-left corner, press and hold Power/End Note: If you see No Service in the upper-left corner, wait until you're in a Nationwide Sprint PCS Network coverage area before you continue. 29 Hotmail 4. Press Start and select Programs. 5. Select Pocket MSN . 6. Select MSN Mobile Home. Hotmail Hotmail 30 7. Select Sign in. 8. Enter the account email address and password. Your Hotmail Inbox is displayed. Tip: You can also access your Hotmail account in the Messaging application. From the Today screen, press Messaging (left softkey), and then press Left on the 5-way until Hotmail appears in the title bar. If you have notifications or missed calls, first press the left softkey and select Messaging, and then press Left on the 5-way until Hotmail appears. 31 Hotmail Using the Web Browser to Access Email The Web browser gives you access to your Web-based email on your device. Although you can use the same Web address that you use on your computer, we recommend using a Web address that is designed for mobile devices when you access email on your device. To learn more about using the Web browser, see the User Guide on the CD. Before You Begin: To use the Web browser, you must activate Sprint PCS Vision data services. See the Getting Started Guide for more information. 1. On your device, press Power/End to turn off Keyguard. to wake up the screen, and then press Center 2. Press Phone/Talk your phone. to go to your Today screen. to turn on 3. If you see Phone Off in the upper-left corner, press and hold Power/End Web Browser Note: If you see No Service in the upper-left corner, wait until you're in a Nationwide Sprint PCS Network coverage area before you continue. Web Browser 32 4. Press Start and select Internet Explorer. 5. Highlight the address line and enter the mobile Web address. These addresses vary slightly from the Web address you would enter on your computer. Here are a few common mobile email sites: Hotmail http://mobile.msn.com/hm/folder.aspx Yahoo! http://mobile.yahoo.com/mail Gmail http://m.gmail.com 33 Web Browser 6. When the page has loaded, press Menu (right softkey) and then select Add to Favorites so that you can quickly access this site in the future. 7. Select Name and enter the name of the email service, such as Hotmail. 8. Select Add to save the favorite. Web Browser Web Browser 34 9. To access your email the next time you open the Web browser, press Menu (right softkey) and select Favorites. Press Down to highlight the page you want to view in the list, and then press Center to go to the selected page. 35 Web Browser