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Page ii

Handbook for the Palm HotSync Mail Application

Copyright

Copyright © 2000 Palm, Inc. or its subsidiaries. All rights reserved. Graffiti, HotSync,
and Palm OS are registered trademarks of Palm, Inc. or its subsidiaries. The HotSync
logo, Palm, and the Palm logo are trademarks of Palm, Inc. or its subsidiaries. Other
product and brand names may be trademarks or registered trademarks of their respec-
tive owners.

Disclaimer and Limitation of Liability

Palm, Inc. and its subsidiaries assume no responsibility for any damage or loss resulting
from the use of this handbook.

Palm, Inc. and its subsidiaries assume no responsibility for any loss or claims by third
parties which may arise through the use of this software. Palm, Inc. and it subsidiaries
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.

Important:

Please read the End User Software License Agreement with this product be-

fore using the accompanying software program(s). Using any part of the software indi-
cates that you accept the terms of the End User Software License Agreement.

P/N: 406-2782-01

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Summary of Contents for HotSyne Mail Application

Page 1: ...Handbook forthe PalmHotSync MailApplication ...

Page 2: ... damage or loss resulting from the use of this handbook Palm Inc and its subsidiaries assume no responsibility for any loss or claims by third parties which may arise through the use of this software Palm Inc and it subsidiaries 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 importan...

Page 3: ... copy 10 Adding a signature to your e mail item 10 Requesting confirmations 11 Storing e mail to be sent later 12 Editing unsent e mail 12 Draft e mail 13 Filing e mail 14 Deleting e mail 15 Removing e mail from the Deleted folder 15 Purging deleted e mail 15 Message list options 16 Folders 16 Date column 16 Sorting the Message list 17 HotSync options 18 Creating special filters 19 Ignoring or rec...

Page 4: ...eply to compose and delete e mail on your handheld but to send or receive e mail you must perform a HotSync operation either directly or indirectly Direct methods include placing your handheld in the cradle attached to your computer or using infrared communications Indirect methods include using an add on modem The key to Mail is that it truly synchronizes the mail in the Inbox of your desktop E M...

Page 5: ... or higher Microsoft Outlook 97 or higher Microsoft Outlook Express Netscape Communicator version 4 5 or higher You can see the full list of supported applications when you install and set up Mail If your desktop E Mail application does not appear on the list you may still be able to manage your desktop E Mail application from your handheld by means of special connection software called a conduit ...

Page 6: ...enu appears click Bonus Software 3 When the Bonus Software list appears click Palm HotSync Mail 4 When the description of the Mail application appears click Install 5 Follow the instructions onscreen to set up your handheld for use with your desktop E Mail application 6 Perform a HotSync operation to install the Mail application on your handheld ...

Page 7: ...ist displays a list of your incoming e mail items who sent them and the date they were received E mail items you ve read have a check next to them High priority e mail items appear with an exclamation point next to them To open an e mail item Tap an e mail item to open it Previously read Recipient Sender Time and date sent E mail body Subject Header mode icons ...

Page 8: ... full header information 1 Open an e mail item 2 Tap the Complete Header icon Tip To redisplay the abbreviated header tap the Abbreviated Header icon Creating e mail items You create e mail items with your handheld the same way you create e mail with your desktop E mail application you identify the recipient s of the e mail item define a subject and create the body of the e mail item You create or...

Page 9: ...ipients tap the CC field and then enter the e mail addresses of the additional recipients separating the addresses with a comma followed by a space 4 Tap the Subj field and enter a subject for your e mail item 5 Tap the Body field and enter the text of your e mail item Tip If the address CC subject or body exceeds the capacity of the screen display tap the name of the field for example tap To to e...

Page 10: ... Send to place your reply in the Outbox Looking up an address To identify the recipient of an e mail item you need to enter that person s e mail address You can do this either by entering the data directly into the field or by using the Look Up command to access the information in your Address Book To look up an e mail address 1 Tap either the To or CC field name to expand it 2 Enter the first few...

Page 11: ... first letter of the entry you want to find to scroll to the first entry that begins with that letter If you write an additional letter the list scrolls to the first entry that starts with those two letters For example writing an s scrolls to Sanders and writing sm scrolls to Smith 6 Tap an address to select it 7 Tap Add Tap Lookup Tap here to enter address in field Tap to select ...

Page 12: ...e current e mail item and must be set for each item you create Setting a priority To set a priority for your e mail item 1 In the New Message screen tap Details 2 Tap the Priority pick list and select the priority you want Priority Flags an e mail item as High Normal or Low priority BCC Creates a blind carbon copy field in the New Message screen Signature Attaches previously defined text as the cl...

Page 13: ...ng a signature to your e mail item A signature consists of information about yourself that is appended to your e mail item as its closing For example a signature can contain your name address phone and fax numbers and any other text you want to include By defining such information as a signature you save yourself the trouble of having to enter it every time you create an e mail item Adding a signa...

Page 14: ...ected so all subsequent e mail items you create will also contain your signature until you deselect the Signature option 3 Tap OK Note The signature does not display in your e mail item only your recipient sees the signature Requesting confirmations To receive a confirmation when your e mail item is read 1 In the New Message screen tap Details 2 Tap the Confirm Read check box to select it 3 Tap OK...

Page 15: ... from your desktop E Mail application To send e mail After you create an e mail item tap Send Editing unsent e mail You can make changes to an e mail that has not yet been sent as long as you have not yet performed a HotSync operation When you edit an e mail item your handheld removes the item from the Outbox folder and takes you back to the New Message screen where you can edit the item and resen...

Page 16: ... mail item you can also save the item as a draft by canceling it When you cancel an item your handheld opens a dialog asking if you want to save the e mail item If you tap Yes your handheld saves the item in the Draft folder To save an e mail item as a draft 1 Create an e mail item 2 Tap the Menu icon 3 Tap Message and then tap Save Draft To edit an e mail item saved as a draft 1 In the Message li...

Page 17: ...he Filed folder on your computer hard disk To file e mail 1 Open an e mail item 2 Tap the Menu icon 3 Tap Message and then tap File 4 Tap No to save the e mail item and move it to the Filed folder or tap Yes to file the item and keep a copy in the Inbox To remove e mail from the Filed folder 1 In the Message list tap Filed from the pick list in the upper right corner 2 Tap the e mail item you want...

Page 18: ...ived from the Deleted folder 1 In the Message list tap Deleted from the pick list in the upper right corner 2 Tap the e mail item you want to restore 3 Tap Undelete to move the selected item to the Inbox and mark it as read To remove an e mail item you created from the Deleted folder 1 In the Message list tap Deleted from the pick list in the upper right corner 2 Tap the e mail item you want to re...

Page 19: ...list of folders 2 Select the folder you want to display in the Message list screen Date column The Date column is optional in the Message list By default the Date column is hidden to increase the available screen space Inbox Contains the e mail from your desktop E Mail application Inbox minus any that you have excluded using filtering options See Creating special filters later in this chapter Outb...

Page 20: ...the list To sort the Message list 1 In the Message list tap Show 2 Tap the Sort by pick list and select one of the following options 3 Tap OK Date Sorts e mail by date and displays the most recent e mail item at the top of the screen Sender Sorts e mail by the sender s user name and displays items in ascending alphabetical order based on the first word of the From field Subject Sorts e mail by the...

Page 21: ...n is occurring locally or remotely and uses the appropriate settings for the HotSync operation To open the HotSync Options dialog box 1 Tap the Menu icon 2 Tap Options and then tap HotSync Options 3 Tap the Settings for pick list and select Local HotSync or Remote HotSync Note For more information about Local and Remote HotSync operations see the handbook that came with your handheld 4 Tap the fil...

Page 22: ...ate a special filter you must decide whether you want to ignore or retrieve certain e mail items Then based on that decision you must tell your handheld what it needs to look for in the To From and Subj fields to single out those e mail items Send Only During synchronization only the e mail items in your handheld Outbox are sent to your desktop E Mail application from there they are sent to their ...

Page 23: ...ne whether to ignore or receive e mail Tap the pick list in the center of the HotSync Options dialog box and select one of the following settings Ignore Messages Containing Tells your handheld to exclude the e mail items that meet the criteria you define and download all other e mail items during synchronization In general this filter downloads more e mail during synchronization because it blocks ...

Page 24: ...ail items from John Smith jsmith aol com or Jack Jones jjones aol com concerning the Apollo Project You would create the following filter strings In the To field jsmith aol com jjones aol com In the Subj field Apollo Project Your handheld interprets this as Accept e mail items about the Apollo Project from John Smith or Jack Jones Do not accept e mail items from other people Do not accept e mail i...

Page 25: ...R between words in a string 3 If your string exceeds the length of the field tap the name of the field to display the Notes screen for that header field For more information about header field Notes screens see Creating e mail items earlier in this chapter 4 Tap Done to return to the HotSync Options dialog box 5 Tap OK Tap here to insert cursor Tap here Tap Done to return to HotSync Options Enter ...

Page 26: ...ect it 3 Tap OK Note This setting is applicable only if your E Mail application has the capacity to flag high priority e mail items Truncating e mail items The Truncate feature lets you set a point at which long e mail items truncate when downloading to your handheld By default this Truncate value is 4 000 characters By truncating long messages you reduce the time it takes to synchronize your desk...

Page 27: ...for e mail items 3 Tap OK Mail menus Mail menus are shown here for your reference and Mail features that are not explained elsewhere in this book are described here See Using Menus in the handbook that came wtih your handheld for information about choosing menu commands Message menus The Message menu varies depending on whether you are viewing an e mail item creating an e mail item or viewing the ...

Page 28: ...e 25 Using the Mail Application Options menus The Options menu varies depending on whether you are creating or editing an e mail item About Mail Shows version information for Mail Message list New Message ...

Page 29: ...e mail 19 23 Finding e mail addresses 7 9 Folders for e mail 16 H Header information e mail 5 6 High Priority e mail filter 23 HotSync options for filtering e mail 18 23 I Ignoring e mail See Filters for e mail Inbox 16 L Looking up Address Book data to add to e mail addresses 7 9 Lotus cc Mail 2 M Mail address lookup 7 9 attachments 19 BCC blind carbon copy 9 10 closing 5 confirm delivery 9 11 co...

Page 30: ...e mail 15 16 R Reading e mail on handheld 4 Recovering deleted e mail 15 filed mail 14 Replying to e mail 7 Retrieving e mail See Filters for e mail S Saving draft e mail 13 Selecting e mail to be synchronized See Filters for e mail 19 Sending e mail 5 7 12 Showing dates in Mail list 16 Signature for e mail 10 11 Sorting e mail items 17 Storing e mail 14 T Truncating e mail 23 U Unsent e mail edit...

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