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Palm™ Mail User Guide

Copyright

Copyright © 2001 Handspring, Inc. All Rights Reserved. Handspring and the
Handspring logo are trademarks of Handspring, Inc., and may be registered in some
jurisdictions. Portions copyright © 1998-2001 Palm, Inc. or its subsidiaries. All rights
reserved. Graffiti, and HotSync are registered trademarks, and Palm and the HotSync
logo are trademarks of Palm, Inc., and are used by Handspring under license. All other
trademarks and trade names are the property of their respective owners.

Disclaimer and limitation of liability

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

Handspring, Inc. and its suppliers assume no responsibility for any loss or claims by
third parties which may arise through the use of this software. Handspring, Inc. and its
suppliers assume no responsibility for any damage or loss caused by deletion of data as
a result of malfunction, dead batteries, or repairs. Be sure to make backup copies of all
important data on other media to protect against data loss.

Warranty and License Agreement

For warranty information and a copy of the End User License Agreement applicable to
your Handspring product, please see the Handspring web site at http://support.hand-
spring.com/esupport/forms/hsFileList.jsp?Type=Warranties. If you would like a copy
of these materials mailed to you, or if you have any questions, please contact
Handspring Customer Support.

The information included on this web site sets forth Handspring's sole and complete
warranty and software licensing obligations with respect to your Handspring product.
Use of the product indicates your acceptance of the terms of the warranty and the End
User License Agreement.

Software download available

Wireless setup and desktop synchronization software are supplied on the Handspring
CD-ROM disc. If you do not have access to a CD-ROM drive for your computer, you can
download this software from www.handspring.com.

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Summary of Contents for Mail

Page 1: ...Palm Mail User Guide Windows Edition ...

Page 2: ...e or loss caused by deletion of data as a result of malfunction dead batteries or repairs Be sure to make backup copies of all important data on other media to protect against data loss Warranty and License Agreement For warranty information and a copy of the End User License Agreement applicable to your Handspring product please see the Handspring web site at http support hand spring com esupport...

Page 3: ... priority 14 Sending a blind carbon copy 14 Adding a signature to your e mail item 15 Requesting confirmations 16 Storing e mail to be sent later 16 Editing unsent e mail 17 Draft e mail 18 Filing e mail 19 Deleting e mail 19 Removing e mail from the Deleted folder 20 Purging deleted e mail 20 Message list options 20 Date column 21 Sorting the Message list 22 HotSync options 22 Creating special fi...

Page 4: ...Page 4 Palm Mail User Guide ...

Page 5: ...example if you delete e mail items from Palm Mail your next HotSync operation also deletes the e mail items from your desktop e mail application so you never have to delete e mail items twice Similarly if you read an e mail item on your communicator and leave it in your Inbox your next HotSync operation marks it as read in your desktop e mail application In Palm Mail you can do the following View ...

Page 6: ...re called a conduit that lets you synchronize your desktop e mail application and your communicator Contact the vendor of your e mail application or visit the web site www handspring com for more information Note The following instructions assume that you have already installed Palm Desktop software on your computer and that you did not set up Palm Mail during the installation If you have not yet ...

Page 7: ...ur desktop e mail application You should use this option only if for some reason the two inboxes get out of sync This setting applies for only one HotSync operation and then reverts back to the default setting Do Nothing Turns off communication between your communicator and desktop e mail application This setting applies for only one HotSync operation and then reverts back to the default setting S...

Page 8: ...nfigure Palm Mail you need to perform a HotSync operation to synchronize Palm Mail with your desktop E Mail application For a complete explanation of HotSync technology see the electronic User Guide Opening Palm Mail To open Palm Mail 1 Tap the Applications icon on Graffiti models or press Option and then press Menu on keyboard models 2 Tap the Mail icon Viewing e mail items The Message list displ...

Page 9: ...l header provides complete information about the sender receiver and copied recipients in addition to the subject and date the e mail item was created Palm Mail uses the header type you select for all your e mail items To display 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 Previously read Recip...

Page 10: ...tems and replies in the New Message screen All e mail items must at the very least contain information in the To and Subj fields To create an e mail item 1 Tap New Tip You can also create an e mail item by tapping New from the Message menu 2 Enter the e mail address of the recipient Note Enter the address as if you were entering it from your desktop e mail application For example network users sen...

Page 11: ...t or body exceeds the capacity of the screen display tap the name of the field for example tap To to expand that field Tap the Done button to return to the New Message screen To reply to an e mail item 1 Tap an e mail item in the Message list to display it onscreen 2 Tap Reply 3 Select whom you want to receive the reply Sender only All recipients or someone who didn t see the original e mail item ...

Page 12: ...letters of the last name of the person whose address you want to find 3 Tap Lookup 4 If the letters you enter identify a unique listing from your Contacts list your communicator completes the address for you If not the Lookup dialog box appears and lists all records that contain information in an E mail field Tip You can also open the Look Up dialog box in the New Message screen by tapping Lookup ...

Page 13: ...The following details are available Note The Priority and BCC settings are valid only for the current e mail item and must be set for each item you create 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 closing of an e mail item See page 15 for details Confirm Read Request...

Page 14: ...ist and select the priority you want 3 Tap OK Tip Your communicator can flag e mail items with a specific priority only if your desktop e mail application supports this feature Sending a blind carbon copy To add a BCC field to your e mail item 1 In the New Message screen tap Details 2 Tap the BCC check box to select it 3 Tap OK Tap here Tap here Tap to select priority ...

Page 15: ...de 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 signature to your message is a two part process First you create your signature Then you select the Signature option To create a signature 1 Tap the Menu icon on Graffiti models or press Menu on keyboard models 2 Tap Options and then tap Preferences 3 Tap...

Page 16: ...e New Message screen tap Details 2 Tap the Confirm Read check box to select it 3 Tap OK To receive a confirmation when your e mail item is delivered 1 In the New Message screen tap Details 2 Select the Confirm Delivery check box to select it 3 Tap OK Storing e mail to be sent later When you send e mail from your communicator it actually stores the e mail in the Outbox folder until the next time yo...

Page 17: ...cator removes the item from the Outbox folder and takes you back to the New Message screen where you can edit the item and resend it save it as a draft or delete it To retrieve an e mail item 1 In the Message list tap Outbox from the pick list in the upper right corner 2 Tap the e mail item you want to retrieve 3 Tap Edit Tap here to display folder Tap here to select item Tap to edit item ...

Page 18: ...ommunicator opens a dialog asking if you want to save the e mail item If you tap Yes your communicator 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 on Graffiti models or press Menu on keyboard models 3 Tap Message and then tap Save Draft To edit an e mail item saved as a draft 1 In the Message list tap Draft from the pick list in ...

Page 19: ... 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 to restore 3 Tap Edit to display and modify the item Tip After you display and modify the e mail item you can send it save it as a draft or return it to the Filed folder Deleting e mail Your communicator stores deleted e mail i...

Page 20: ...ap the e mail item you want to restore 3 Tap Edit to display and modify the item Note After you display and modify the e mail item you can send it or save it as a draft Purging deleted e mail Because your communicator stores deleted e mail in the Deleted folder until you perform a HotSync operation deleted e mail can monopolize storage space To avoid or correct this problem purge the contents of y...

Page 21: ...e available screen space To show the Date column 1 In the Message list tap Show 2 Tap the Show Date check box to select it 3 Tap OK Inbox Contains the e mail from your desktop e mail application Inbox minus any that you have excluded using filtering options See page 24 for details Outbox Contains the e mail you created and sent on the communicator since the last HotSync operation Deleted Contains ...

Page 22: ...gent e mail during remote synchronization Once defined your communicator determines if synchronization is occurring locally or remotely and uses the appropriate settings for the HotSync operation Note The default setting is All So if your e mail Inbox has lots of messages synchronization could be time consuming To open the HotSync Options dialog box 1 Tap the Menu icon on Graffiti models or press ...

Page 23: ...end Only During synchronization only the e mail items in your communicator Outbox are sent to your desktop e mail application from there they are sent to their destinations Filter During synchronization all e mail items in your communicator Outbox are sent to your desktop E Mail application and items in your desktop E Mail Inbox that meet specific criteria download to your communicator When you se...

Page 24: ...ecific information in their header fields To create 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 communicator what it needs to look for in the To From and Subj fields to single out those e mail items To access the special filter settings Tap the Filter box in the HotSync Options dialog box Ignoring or re...

Page 25: ...ommunicator joins the filter strings for these fields using an implicit AND once again you do not need to add the logical connector Your communicator does that for you Ignore Messages Containing Tells your communicator 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 synchron...

Page 26: ... subject When you define a string note that your communicator searches for any instance of that sequence of characters For example if you create a filter that retrieves only e mail items containing the string info your communicator considers info rainforest and kinfolk appropriate matches To define a filter string 1 Tap a header field in the HotSync Options dialog box 2 Enter your filter string us...

Page 27: ...s would have been blocked by a defined filter To retrieve high priority e mail items 1 Tap the Filter box in the HotSync Options dialog box 2 Tap the Retrieve All High Priority check box to select 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 Tap here Tap Done to return to HotSync Options Enter filter data Tap check ...

Page 28: ...e your desktop e mail and Palm Mail as well as the amount of storage space e mail uses on your communicator Note Truncation is separate and independent from filtering To truncate e mail items 1 Tap Truncate in the HotSync Options dialog box 2 Tap to select the truncation setting you want Tip If you select the maximum setting messages can be 8 000 characters longer messages are truncated If you sel...

Page 29: ...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 Message list Options menus The Options menu varies depending on whether you are creating or editing an e mail item About Mail Shows version information for Palm Mail Message list New Message View Message Message list New Message ...

Page 30: ...Page 30 Using Palm Mail on your communicator ...

Page 31: ...s for e mail 24 27 Finding e mail addresses 12 13 Folders for e mail 21 H Header information e mail 9 11 High Priority e mail filter 27 HotSync for managing desktop E Mail 6 8 options for filtering e mail 22 27 I Ignoring e mail See Filters for e mail Inbox 21 Installing Mail See Mail desktop configuration L Looking up Address Book data to add to e mail addresses 12 13 Lotus cc Mail 6 M Mail addre...

Page 32: ...ng Mail 8 Outbox 16 21 Outlook 6 P Priority of delivery e mail 14 Purging deleted e mail 20 R Reading e mail on device 8 Recovering deleted e mail 20 filed mail 19 Replying to e mail 11 Retrieving e mail See Filters for e mail S Saving draft e mail 18 Selecting e mail to be synchronized See Filters for e mail Sending e mail 10 12 16 Showing dates in Mail list 21 Signature for e mail 15 16 Sorting ...

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