User manual PALM VERSAMAIL

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 Getting Started with PalmTM VersaMailTM Personal E-Mail Software Tungsten T 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 (Windows computer): 1. Insert the Software Essentials CD-ROM that came with your handheld into your computer's CD-ROM drive. 2. From the categories listed on the left side of the Install screen click the Communications tab, click VersaMail, and follow the onscreen instructions. Check that the handheld is in the cradle and that the cable is properly attached to your computer, and then press the HotSync button TM. The HotSync® operation updates the VersaMail application files on your handheld. 3. 4. After the HotSync operation has finished, tap the Home icon the VersaMail icon . Tap Reset. , and then tap 5. 4 Installing the VersaMail application To install the VersaMail application from the CD-ROM (Mac computer): 1. Insert the Software Essentials CD-ROM that came with your handheld into your computer's CD-ROM drive. 2. Open the Software Essentials folder, open the Communications folder, doubleclick the VersaMail Installer icon, and follow the onscreen instructions. Check that the handheld is in the cradle and that the cable is properly attached to your computer, and then press the HotSync button TM. The HotSync® operation updates the VersaMail application files on your handheld. 3. 4. After the HotSync operation has finished, tap the Home icon the VersaMail icon . Tap Reset. , and then tap 5. If you purchased the VersaMail application from the Palm Store or another online retailer, you will need to download and install the application from the Web. Follow the instructions on the retailer web site for downloading the installation application. To and install the VersaMail application from the Web: 1. After downloading the installation application, 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. Check that the handheld is in the cradle and the cable properly attached to your computer, and then click Next. 2. 3. 5 Chapter 1 Getting Started with PalmTM VersaMailTM Personal E-Mail Software The HotSync operation updates the VersaMail application files on your handheld. 4. 5. Tap the VersaMail icon Tap Reset. on the handheld after the HotSync operation finishes. 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 username information overwrites the e-mail account information you entered. Upgrading a MultiMail database If you have previously used a Palm personal e-mail application such as MultiMail SE or MultiMail Deluxe, you can upgrade your mail database for use with the VersaMail application. 6 Installing Documents To Go 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, place your handheld in the cradle, press the HotSync button , and then select a profile that contains an e-mail database from the displayed list of users on the desktop. 2. 3. Tap the Home icon , and then tap the VersaMail icon . Tap Yes to accept the upgrade. NOTE You cannot continue using the VersaMail application until you tap Yes. Installing Documents To Go Documents To Go enables you to convert attachments by using HotSync operations. DataViz Documents To Go attachment conversion plug-ins are automatically configured to work with the VersaMail application. You must have version 4.004 or later of Documents To Go to work properly with the VersaMail application. For Tungsten T handheld users, version 5 of Documents To Go is included on the Software Essentials CD-ROM that came with your handheld. See the Documents To Go Getting Started Manual for more information. For users of other handhelds, you may have received version 4.004 or later of Documents To Go on the bonus CD-ROM that came with your handheld. If not, you will need to go to www.dataviz.com to purchase and download version 4.004 or later of Documents To Go. 7 Chapter 1 Getting Started with PalmTM VersaMailTM Personal E-Mail Software 8 CHAPTER 2 Setting Up and Managing E-Mail Accounts With PalmTM VersaMailTM personal e-mail software, you can access e-mail accounts from e-mail providers such as Earthlink or Yahoo. Some companies may also allow access to corporate e-mail with the appropriate mail server configuration; see "Accessing corporate e-mail" in Chapter 5 for information. You can add up to eight e-mail accounts on your handheld by setting up a connection to a network 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 Synchronize Only: You can 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 any account of this type. s Network: You can send and receive e-mail directly to and from your handheld by creating a connection with a network provider. Using a network account, you can set up or access an e-mail account using any of the following connection methods: s PalmTM Bluetooth Card (sold separately) attached through the expansion card slot, or built-in Bluetooth radio (depends on the handheld model; see the documentation that came with your handheld to determine if it has a built-in Bluetooth radio.) PalmModem® accessory (sold separately) 9 s Chapter 2 Setting Up and Managing E-Mail Accounts s s s s External modem sled (for example, 802.11 sled) Infrared 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/cable connected to desktop (Windows users only) Creating 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 with the cradle/cable. You can't send and receive messages wirelessly or with a modem for any account of this type. If you are setting up a synchronize-only e-mail account and have a well-known ISP such as Earthlink or Mindspring, many of the required settings are automatically configured during the account setup. For other ISPs, you need the following information: s s s s s The protocol used for incoming e-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 encryption, such as APOP or ESMTP Your e-mail address and password 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. To create a synchronize only e-mail account: 1. 2. 3. Tap the Menu icon Tap Accounts. Select Account Setup. . 10 Creating a synchronize-only account 4. Tap New. 5. Do the following: ­ Account Name: Enter a descriptive name for this account, such as "My Yahoo." ­ Mail Service: Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. ­ Protocol: Tap the Protocol pick list and select POP or IMAP. (Most e-mail providers use the POP protocol.) 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. 11 Chapter 2 Setting Up and Managing E-Mail Accounts Entering the account username and password In the next part of the VersaMail Account Setup, you enter the username and password for this account. 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 that appears before the @ symbol; it is usually not your entire e-mail address. 2. Tap the Password box, and then enter your password. The Password box displays the word "Assigned" to indicate that a password has been entered. Tap OK. Tap Next. 3. 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 name 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. 12 Creating a synchronize-only account 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 e-mail options and begin using the VersaMail application, tap Done. This takes you to the Inbox of the account you just set up. See Chapter 3 to get and send e-mail. ­ To set up additional e-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 IMAP protocol. To set mail retrieval server options for a POP or IMAP account: 1. (Optional) Select any of the following: ­ Select Get unread mail ONLY to download only unread e-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 e-mail (including e-mail you have already read) and not just unread e-mail, deselect Get unread mail ONLY. ­ 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. ­ (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. ­ To limit the maximum size of an incoming e-mail message, enter the size in kilobytes (KB) for the 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. 13 Chapter 2 Setting Up and Managing E-Mail Accounts POP accounts IMAP 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." ­ Reply To Address: Enter the e-mail address that you want recipients to see and reply to on your e-mail messages, only if it 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. ­ 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. 14 Before setting up a network e-mail 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 it appears 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 will be attached to all your outgoing e-mail. 2. Tap OK. 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. Before setting up a network e-mail account Before you can set up a network e-mail account, you must do the following: s Establish the account with a network provider: Common network 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. You will need to set up an account with a GSM or GPRS carrier if you will be sending and receiving e-mail using the Palm Bluetooth Card with your GSM- or GPRS-enabled mobile phone serving as a modem. s Configure the settings for this account on your handheld: You do this using your handheld's Network Preferences and Connection Preferences panels. See "Setting network preferences" and "Setting connection preferences" in Chapter 5. 15 Chapter 2 Setting Up and Managing E-Mail Accounts You must also have the appropriate prerequisites for the types of connections you want to make, as follows. Connection Type Prerequisite Built-in Bluetooth radio (Tungsten T handhelds only) Active service with a wireless provider that support Bluetooth technology and mobile phone enabled with Bluetooth technology, or LAN access point enabled with Bluetooth technology Palm Bluetooth Card attached through Palm Bluetooth Card expansion card slot (non-Tungsten T Active wireless service with a GSM or handhelds) GSM/GPRS carrier and GSM or GPRS mobile phone enabled with Bluetooth technology, or LAN access point enabled with Bluetooth technology Note that some GSM carriers require you to order a special data service (separate from voice service) in order to make a network connection PalmModem® accessory External modem sled (802.11) Infrared to Infrared mobile phone PalmModem accessory Wireless modem accessory IR-enabled mobile phone Direct connection to a mobile phone by Connector cable and mobile phone means of a physical cable Handheld cradle connected to desktop Handheld cradle or cable (Windows users only) 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 are automatically configured during the account setup. For other ISPs, you need the following information: s s s s s s The protocol used for incoming e-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 encryption, such as APOP or ESMTP Your e-mail address and password The login script (if any) you need for connecting to your ISP or mail server 16 Creating a network e-mail account 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. Creating a network e-mail account You create a network e-mail account in Account Setup, which guides you through the process. To create a network e-mail account: 1. 2. 3. Tap the Menu icon Tap Accounts. Select Account Setup. . 4. Tap New. 5. Do the following: ­ Account Name: Enter a descriptive name for this account, such as "My Yahoo." ­ Mail Service: Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. ­ Protocol: Tap the Protocol pick list and select POP or IMAP. (Most mail providers use the POP protocol.) 17 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. 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. 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 that appears before the @ symbol; it is usually not your entire e-mail address. 2. Tap the Password box, and then enter your password. The Password box displays the word "Assigned" to indicate that a password has been entered. Tap OK. Tap Next. 3. 4. 18 Creating a network e-mail account 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 name 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. 19 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. This takes you to the Inbox of the account you just set up. See Chapter 3 to get and send e-mail. ­ 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 IMAP protocol. To set mail retrieval server options for a POP or IMAP account: 1. (Optional) Do any of the following: ­ Select Get unread mail ONLY to download only unread e-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 e-mail (including e-mail you have already read) and not just unread e-mail, deselect Get unread mail ONLY. ­ 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. ­ (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. ­ To limit the maximum size of an incoming e-mail message, enter the size in kilobytes (KB) for the 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. 20 Creating a network e-mail account POP accounts IMAP 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." ­ Reply To Address: Enter the e-mail address that you want recipients to see and reply to on your e-mail messages, only if it 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 like the e-mail came from the address you entered. ­ 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 desktop email account, enter that e-mail address. 2. Tap Next. 21 Chapter 2 Setting Up and Managing E-Mail Accounts 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 it appears 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 will be attached to all your outgoing e-mail. 2. Tap OK. Testing your new account When you have finished setting up a new e-mail account, the VersaMail application displays the account's Inbox. 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 the getting entire message" in Chapter 3 for more information. Setting VersaMail connection preferences You can set connection preferences for your e-mail accounts. These preferences apply to all accounts you have set up in the VersaMail application. To set account connection preferences: 1. 2. 3. In your Inbox or another folder screen, tap the Menu icon Tap Options. Tap Preferences. . 22 Setting VersaMail connection preferences 4. Tap Advanced. 5. Select any of the following preferences: Enable Smart Addressing Types ahead and completes a recognized e-mail address. See "Using Smart Addressing to address a message" in Chapter 3 for more information. Determines how often e-mail messages in the trash are automatically deleted. See "Emptying the trash" in Chapter 3 for more information. Sets the number of seconds to try to connect before timing out. If you are using an adapter with a mobile phone, this value should be greater than 45 seconds. To change, tap the Timeout field and enter a new value. Auto-Empty Mail from Trash Timeout Auto-Disconnect Automatically disconnects your remote connections after each command. Each command you perform initiates a new call to your ISP. This setting is not recommended if you plan to perform multiple e-mail transactions in a short amount of time. Disconnects from the network only after you leave the VersaMail application. This feature is an alternative to Auto-Disconnect. This option keeps your connection active while you perform multiple transactions in the VersaMail application, but automatically disconnects when you begin using a different application on your handheld. If this option is not selected, you must manually disconnect from your ISP. Displays the number of seconds that the modem uses to initialize itself. If you have a modem, tap and enter the number of seconds you want for the wait. The typical setting for a wireless modem is 3, and the typical setting for most normal modems is 0. Disconnect on Exit Modem Wait 23 Chapter 2 Setting Up and Managing E-Mail Accounts 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 Tap Accounts. Select Account Setup. . Tap the name of the account to edit, and then tap Edit. To edit an account: 1. On the Account Setup screen, change any of the following: ­ Account Name: Enter a descriptive name for this account, such as "My Yahoo." ­ Mail Service: Tap the Mail Service pick list and select the provider to which you are connecting. Select Other if your ISP is not listed. ­ Protocol: Tap the Protocol pick list and select POP or IMAP. (Most mail providers use the POP protocol.) If the VersaMail application knows the protocol for the mail service you selected, it displays the correct protocol. 2. Tap Next. 24 Editing e-mail accounts 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. 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 that appears before the @ symbol; it is usually not your entire e-mail address. 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. Tap Next. 3. 4. Editing the name of the outgoing and incoming mail server If your e-mail address or the name of the outgoing and incoming mail servers has changed or has been entered incorrectly, you can edit the address or server name. To edit mail server settings: 1. (Optional) Enter a new e-mail address for the account you are accessing, such as examplename@yahoo.com. 25 Chapter 2 Setting Up and Managing E-Mail Accounts 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. 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 just set up. See Chapter 3 to get and send 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 IMAP protocol. To set mail retrieval server options for a POP or IMAP account: 1. (Optional) Select any of the following: ­ Select Get unread mail ONLY to download only unread e-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 e-mail (including e-mail you have already read) and not just unread e-mail, deselect Get unread mail ONLY. ­ 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. 26 Editing e-mail accounts ­ (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. ­ To limit the maximum size of an incoming e-mail message, enter the size in kilobytes (KB) for the Maximum Message Size. The maximum size of an incoming message is 5KB by default, but you can enter a smaller size. POP accounts IMAP accounts 2. Tap Next. Editing 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." ­ Reply To Address: Enter the e-mail address that you want recipients to see and reply to on your e-mail messages, only if it 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. 27 Chapter 2 Setting Up and Managing E-Mail Accounts ­ 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 email 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 it appears 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 will be attached to all your outgoing e-mail. 2. Tap OK. 28 Deleting an e-mail account Deleting an e-mail account When you delete an account in the VersaMail application, the account is removed from your handheld. The account still exists on the server. For example, deleting your Yahoo account from the VersaMail application deletes only the account from your handheld. Your e-mail account still exists at Yahoo.com. To delete an account: 1. 2. 3. Tap the Menu icon Tap Accounts. Tap Account Setup. . 4. Tap the name of the account you want to delete, and then tap Delete. 5. Tap Yes in the Delete Confirmation dialog box to delete the account and all associated e-mail messages. 6. Tap OK. After you perform the next HotSync operation, the memory associated with an account and its messages is released. 29 Chapter 2 Setting Up and Managing E-Mail Accounts Selecting a different service for a given e-mail account When you set up connections on your handheld (in the Connection Preferences screen), you pair each connection with a network service (in the Network Preferences screen) and then select one of these services to be the default for all network activity (sending and receiving e-mail, surfing the Web, and so on) on your handheld. By default, the VersaMail application uses this default service for sending and receiving messages for all e-mail accounts you set up. However, for any given e-mail account, you have the option of switching to a different service for use with that account only. For example, if you have a Tungsten T handheld, the default service you have selected for your handheld may be called My Bluetooth GPRS and may use the built-in Bluetooth® radio on your handheld to make a connection to your ISP by means of the high-speed GPRS service on your mobile phone. You may also have set up a secondary service called My Bluetooth GSM, which uses the built-in Bluetooth radio on your handheld to make a connection to your ISP by means of the dial-up GSM service on your mobile phone. If you are checking e-mail on your Earthlink account using the default My Bluetooth GPRS connection but you travel into an area that does not have GPRS coverage, you may want to switch your account to the My Bluetooth GSM service and use the GSM dial-up connection. To set up a service for a given e-mail account (different from the default service for your handheld): 1. From the Inbox of the account you want to switch, tap Get Mail. 2. Tap Details. 30 Selecting a different service for a given e-mail account 3. Tap the Always connect using check box. A pick list of available services appears. The currently used connection is displayed by default. Tap to change the service connection for this e-mail account only from your default handheld service connection 4. Select the connection you want to switch to from the Service pick list. Select a new service connection for this e-mail account only 5. Tap OK, and then tap OK again. If there is an existing service connection, it is disconnected and the new connection is initiated. The VersaMail application sends and checks for any new e-mail using the new connection. When you exit the VersaMail application, the new service disconnects. When you reopen the application, the e-mail account you selected (Earthlink in this example) continues to connect using the new connection (My Bluetooth GSM in this example) until you either select a new service or deselect the Always connect using check box. If you deselect the Always connect using check box, the e-mail account (Earthlink) connects using the default handheld service (My Bluetooth GPRS in this example). The Always connect using check box changes the connection service for the selected e-mail account only. You must follow the preceding procedure for each e-mail account whose service you want to switch from the default service on your handheld. 31 Chapter 2 Setting Up and Managing E-Mail Accounts 32 CHAPTER 3 Getting, Sending, and Managing E-Mail Getting and sending e-mail on your handheld is easy, and it can help you keep your business and personal life organized. You can manage the messages in your e-mail accounts by moving messages between folders, deleting old e-mail individually or in groups, and marking messages as read or unread. This chapter explains how to do the following: s s s Get e-mail for your e-mail accounts View e-mail attachments, such as text or Microsoft Word documents, wirelessly Use Documents To Go to view attachments on your handheld Getting and reading e-mail You can choose to get e-mail subjects only--the message size, author, and subject--or you can get entire messages immediately. If you choose to get message subjects only and want to read a full message, you can get more of that message. Choosing the e-mail account and displaying the Inbox To view the e-mail in an account, you must switch to that account and then get the e-mail. For example, if you want to collect and view the e-mail from your Yahoo account, you switch to the account created to retrieve e-mail from your Yahoo account. To display an account and its Inbox: 1. 2. Tap the Menu icon Tap Accounts. . 3. Tap the name of the account. 33 Chapter 3 Getting, Sending, and Managing E-Mail 4. Tap the folders pick list, and then tap Inbox if the Inbox is not displayed. Getting e-mail by subject or the getting entire message When you get e-mail messages, you can choose to get the subject only or to get the entire message. You can also use the Details dialog box to select options for getting unread e-mail only, downloading attachments, and using filters. To get e-mail messages: 1. Tap Get Mail. If you have e-mail stored in your Outbox, tap Get & Send. 2.