PalmTM VersaMailTM Personal E-Mail Software Handbook Copyright © 2002 Palm, Inc. All rights reserved. Graffiti, HotSync, MultiMail, PalmModem, and Palm OS are registered trademarks of Palm, Inc. The HotSync logo, Palm, the Palm logo, and VersaMail are trademarks of Palm, Inc. All others 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 guide. Palm, Inc. 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: 406-4553A-US Contents About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 1: Getting Started with PalmTM VersaMailTM Personal E-Mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Palm VersaMail Software features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Installing the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Synchronizing an existing username . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Upgrading a MultiMail database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Installing Documents To Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Chapter 2: Setting Up and Managing E-Mail Accounts . . . . . . . . . . . . . . . . 9 Account and connection types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Creating a synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 12 Entering the name of the outgoing and incoming mail server . . . . . . . . . . 12 Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 13 Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Configuring your synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . 15 Before setting up a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Creating a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 18 Entering the name of the outgoing and incoming mail server . . . . . . . . . . 19 Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 20 Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Setting VersaMail connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Editing e-mail accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Changing the account username and password . . . . . . . . . . . . . . . . . . . . . . 25 Editing the name of the outgoing and incoming mail server . . . . . . . . . . . 25 Editing mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 26 Editing outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 iii Contents Deleting an e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Selecting a different service for a given e-mail account . . . . . . . . . . . . . . . . . . 30 Chapter 3: Getting, Sending, and Managing E-Mail . . . . . . . . . . . . . . . . . . 33 Getting and reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Choosing the e-mail account and displaying the Inbox . . . . . . . . . . . . . . . . 33 Getting e-mail by subject or the getting entire message . . . . . . . . . . . . . . . . 34 Icons in PalmTM VersaMailTM Personal E-mail Software . . . . . . . . . . . . . . . 36 Reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Viewing other folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Managing columns in the folder's list view . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Moving e-mail between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Creating and editing mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Creating and sending new e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Addressing a message by typing the address . . . . . . . . . . . . . . . . . . . . . . . . 43 Addressing a message using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . 43 Composing and sending e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Completing drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Attaching a personal signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Forwarding e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Replying to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Viewing attachments on your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Downloading large attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Attaching files to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Forwarding an attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Emptying the trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Marking messages as read or unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Setting preferences for getting and deleting e-mail . . . . . . . . . . . . . . . . . . . . . . 63 Adding or updating an Address Book entry directly from a message . . . . . . 64 Chapter 4: Synchronizing E-Mail Between the Handheld and the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Configuring an account in HotSync Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Setting synchronization options and account settings . . . . . . . . . . . . . . . . . . . 68 Verifying handheld account settings before synchronizing accounts . . . . 72 Configuring Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Configuring Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Configuring Eudora . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 iv Contents Converting attached files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Synchronizing an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Chapter 5: Going Beyond the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Managing mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Creating mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Turning filters on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Editing or deleting a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Setting network and connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Setting network preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Setting connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 APNs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Managing mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 Adding APOP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Adding ESMTP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Copying text from an e-mail message for use in other applications . . . . . . . 100 Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 E-mail header details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Backing up mail databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Wireless IMAP folder synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Accessing corporate e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Appendix A: Five-Way Navigation in PalmTM VersaMailTM Personal E-Mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Appendix B: Keyboard Shortcuts in PalmTM VersaMailTM Personal E-Mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 v Contents 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 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. 1 About This Book 2 CHAPTER 1 Getting Started with PalmTM VersaMailTM Personal E-Mail Software PalmTM VersaMailTM personal e-mail software is the newest offering in the line of Palm personal e-mail software applications. Formerly known as MultiMail® software, the VersaMail 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 2.0 application's features Installing the VersaMail application Synchronizing an existing username Upgrading an existing MultiMail database for use with the VersaMail application Downloading and installing DataViz Documents To Go s Palm VersaMail Software features Key features of the VersaMail 2.0 application include the following: s s s Support for five-way navigation on handhelds that have a five-way navigator Plug-in keyboard support PalmTM TungstenTM T handhelds only: support for the built-in Bluetooth radio on your handheld, enabling wireless e-mail connectivity Installing the VersaMail application Before installing the VersaMail application, you must have the following: s s A Palm handheld running Palm OS® version 4.1 or later 750 kilobytes (KB) of RAM available on your handheld NOTE If you received the VersaMail application on the Software Essentials CD-ROM included with a Tungsten T handheld, you should not attempt to install the application on a PalmTM i705 series handheld from the CD-ROM. A separate version of the VersaMail application is available specifically for i705 series handhelds. 3 Chapter 1 Get ...