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palmOne VersaMail, User Manual

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VersaMail

®

 application

73

CHAPTER 7

Advanced Topics

Creating and using filters

Filters provide efficient ways to manage email retrieval and storage. When you select Get or Get & 
Send, filters determine which email messages are downloaded to your device and in which folder 
the downloaded messages are stored. 

 If you create a filter, only messages that meet the filter criteria are downloaded 

to your device. You don’t see any other messages that have been sent to you, even in your Inbox. 
To avoid this, you must set up two filters. For example, suppose you create a filter to have all 
messages with “onlinebroker” in the From field moved to your Finance folder. You must then 
create a second filter specifying that all mail NOT containing “onlinebroker” in the From field 
should be moved to the Inbox (or other folder you designate). If you don’t create this second filter, 
only messages containing “onlinebroker” in the From field are downloaded to your device.

In this chapter

Creating and using filters

Setting connection 
preferences

Setting server preferences

Changing email header 
details

Synchronizing IMAP mail 
folders wirelessly

Working with root folders

Using Secure Sockets Layer 
(SSL)

IMPORTANT

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]

Summary of Contents for VersaMail

Page 1: ...User Guide for the VersaMail Application...

Page 2: ...loss resulting from the use of this guide palmOne Inc assumes no responsibility for any loss or claims by third parties which may arise through the use of this software palmOne Inc assumes no responsi...

Page 3: ...ges 30 Getting email messages 30 Auto Sync with notification 31 Inbox icons in the VersaMail application 37 Setting preferences for getting messages 37 Reading email messages 40 Adding or updating a c...

Page 4: ...nging email header details 82 Synchronizing IMAP mail folders wirelessly 83 Working with root folders 85 Using Secure Sockets Layer SSL 86 Chapter 8 Working with Microsoft Exchange ActiveSync 87 What...

Page 5: ...u can make an Internet connection You can email photos to your friends and family Or use Documents on your device to create Microsoft Word or Excel files and send them to your colleagues You can also...

Page 6: ...and wish to keep your username you can upgrade your existing email account for use on your new device 0 1 Synchronize your new device with your computer Select the username associated with your old de...

Page 7: ...rks with these accounts to transfer messages to and from your device The application is not an email service provider Using an email provider If you are setting up a new email account and have a well...

Page 8: ...n information Check with your company s server administrator to obtain the following Username and password This might be your Windows username and password your Lotus Notes ID username and password or...

Page 9: ...k LAN is located outside the firewall Your company s wireless LAN is located inside the firewall but you are trying to access the network from outside the firewall for example from a public location o...

Page 10: ...mail messages from your corporate mail server You must do this each time you open VersaMail to retrieve messages from the server 0 0 1 Go to Applications and select VersaMail 2 Connect to your VPN a O...

Page 11: ...synchronize the information to your device For either a new or an existing account you can set up the account directly on your device If you are setting up a Microsoft Exchange ActiveSync account to s...

Page 12: ...nd then select the option to create a new VersaMail email account Click Next 3 Select the option to synchronize with an email account detected on your PC and then select the account from the list Clic...

Page 13: ...5 Select whether to synchronize the information for this account to your device or to set up another account and then click Next 6 When you are finished setting up all accounts click Finish 7 Synchro...

Page 14: ...y included in VersaMail If you have an account with one of these providers you just need to enter your username and password during account setup 0 0 1 Select the option to set up your email software...

Page 15: ...utomatically based on the username you enter 5 OPTIONAL Do one of the following To enter advanced settings for this account click Advanced Settings To test the account settings you have entered click...

Page 16: ...s 7 Select whether to synchronize the information for this account to your device or to set up another account and then click Next 8 When you are finished setting up all accounts click Finish 9 Synchr...

Page 17: ...op down list at the top of the screen and then select the option to create a new VersaMail email account Click Next 3 Select the option to synchronize with a mail service from this list and then selec...

Page 18: ...requires Extended Simple Mail Transfer Protocol ESMTP and if so the username and password required for ESMTP Check with your email service provider for this information 7 OPTIONAL Do one of the follow...

Page 19: ...r to synchronize the information for this account to your device or to set up another account and then click Next 10 When you are finished setting up all accounts click Finish on the Transfer Settings...

Page 20: ...es ID and password Click Browse if you need to locate your Notes ID Enable HotSync synchronization By default this box is checked meaning you can both send and receive email wirelessly and transfer me...

Page 21: ...ages over that size are cut On the other hand choosing a larger size means that more messages can be completely downloaded without being cut but downloading takes longer Format of Incoming Messages Se...

Page 22: ...count password E mail Enter the email address for this account Incoming Server Enter the address of your incoming mail server Mail Server Protocol Select the protocol for this account Continued Tip Ch...

Page 23: ...ck the box the port number for incoming mail changes to 995 APOP POP accounts only Encrypts your username and password when they travel over the network Some services require APOP to work properly whi...

Page 24: ...ame or password IMAP accounts only Click the Folders tab and verify or edit any of the following settings Sent Folder Shows the name of your Sent Mail folder on the server Trash Folder Stores deleted...

Page 25: ...th Microsoft Exchange Server 2003 see Working with Microsoft Exchange ActiveSync for setup instructions 0 0 1 Go to Applications and select VersaMail 2 Open the Account Setup screen a Open the menus b...

Page 26: ...POP or IMAP d Select Next 4 Enter the account username and password a Enter the username you use to access your email b Select the Password box enter your email account password and then select OK c S...

Page 27: ...led in If not enter the names of the incoming and outgoing mail servers a Enter your email address b Enter the names of your mail servers c Select Next 6 Do one of the following Finish setup Select Do...

Page 28: ...g mail over a secure Secure Sockets Layer or SSL connection check the Use Secure Connection box If you check the box the port number for incoming mail changes to 995 Use APOP POP accounts only Encrypt...

Page 29: ...onnection check the Use Secure Connection box Use authentication Check the box if the outgoing server SMTP requires ESMTP authentication If you select this option username and password fields appear T...

Page 30: ...e on the left of the screen 2 Select one of the following Delete Account Click the button and click to confirm the deletion Edit Account Click the button and edit the account settings on the following...

Page 31: ...edit a Open the menus b Select Accounts and then select Account Setup c Select the name of the account to edit and then select Edit 2 The same series of screens appears for editing an account as for c...

Page 32: ...ount you want to delete a Open the menus b Select Accounts and then select Account Setup c Select the name of the account to delete and then select Delete 2 Delete the account a Select Yes in the Dele...

Page 33: ...the menus b Select Accounts and then select Account Setup c Select the name of the account and then select Edit 2 The same series of screens appears for editing an account as for creating an account G...

Page 34: ...Working with Microsoft Exchange ActiveSync for special considerations when using a Microsoft Exchange ActiveSync account to synchronize email and Calendar information with Microsoft Exchange Server 2...

Page 35: ...ire message 3 Choose whether to get message subjects only or full messages a Open the menus b Select Accounts and then select the account you want c Select Get or Get Send 4 OPTIONAL If you have selec...

Page 36: ...but you can set up only one schedule for each account For example if you set up a schedule to get mail on weekdays for your Yahoo account you can t set up a separate schedule for weekends for that ac...

Page 37: ...ion appears for each account 2 Set schedule options Interval Select the Every pick list and select the time interval from 5 minutes to 12 hours Note that if you set a more frequent interval you may ne...

Page 38: ...Open the Alerts screen a From the Inbox or another folder open the menus b Select Options and then select Preferences c Select Auto Sync and then select Alerts Continued Did You Know Any custom sound...

Page 39: ...er the mail icon or the text description to go to the Inbox of that account or to read a detailed error message 2 Select alert options a Check the Alert me of new mail box b Select the Alert Sound pic...

Page 40: ...l either the next scheduled Auto Sync occurs or the end time for scheduled email retrieval is reached If the interval is set for more frequently than Every 1 hour the VersaMail application waits until...

Page 41: ...is downloaded Part or all of the message text is downloaded Part or all of the message text and attachment information is downloaded Downloaded message has been marked high priority by the sender Set...

Page 42: ...Send all of your messages on your provider s mail server are downloaded to your Inbox including messages you have already read Mail from last X days Get messages sent within the number of days you spe...

Page 43: ...yed as plain text If you choose Plain Text all messages are displayed as plain text regardless of the format in which they were sent The default setting is HTML The VersaMail application sends all mes...

Page 44: ...e If you chose to get entire messages the body of the message is displayed However if the downloaded message exceeds your maximum message size only part of the message is displayed Select the More but...

Page 45: ...and First name fields If the Last name and First name fields are blank enter the first and last name associated with the From email address 3 Select OK to add the email address to Contacts and then se...

Page 46: ...n email message 0 1 Go to Applications and select VersaMail 2 Open a new message a Open the menus b Select Accounts select the account you want and then select New Continued In this chapter Sending an...

Page 47: ...rst attempt it is moved to the Outbox Outbox VersaMail features a Live Outbox if a message can t send successfully the first time the message is stored in the Outbox and VersaMail keeps trying to send...

Page 48: ...igate to or tap in the To field 2 Start entering the person s name Smart Addressing displays matching names and email addresses from Contacts Continued Tip Continue typing until the entry you want is...

Page 49: ...ollowing methods To field Enter the address and then select Done For multiple addresses enter a semicolon and then a space between recipient names Continued Tip You can t see the whole list of address...

Page 50: ...entry For multiple recipients enter a semicolon and then a space between recipient names Done 1 Open the Lookup screen a On the New Message screen select the word To b On the Recipient List screen se...

Page 51: ...er to the bottom of all messages you send 0 2 Enter the address a On the Address Lookup screen select the address you want and then select Add b Select Lookup and repeat step a for each address you wa...

Page 52: ...VersaMail application 48 CHAPTER 4 Sending Email Messages 2 Add a signature a Check the Attach Signature box b Enter your signature information and then select OK Done...

Page 53: ...list in your email folders move messages between folders and create and edit folders Viewing another folder 0 1 On a folder screen select the folders pick list in the upper right corner of the screen...

Page 54: ...ect one line or two line view Default is two line Columns shown Check the box under the Show pick list for each column you want to show The column options change depending on whether you choose a one...

Page 55: ...5 Managing Your Messages 3 Select OK 4 If you selected one line view in step 2 change the size of columns in the message list a Tap on the column divider b Drag the column divider to change the width...

Page 56: ...er and select the folder containing the message s you want to move Continued Tip You can use the 5 way to move a single message Select the message you want to move press Right to open the Message menu...

Page 57: ...rom the list b On the folders list select the destination folder you want 3 Move multiple messages a Tap to the left of the icon for each message you want to move A checkmark appears next to each sele...

Page 58: ...he folder pick list in the upper right corner and then select Edit Folders 2 Do one of the following Create a new folder Select New and then enter the new folder name Rename a folder Select the folder...

Page 59: ...at contains the message you want to forward 2 Select the message to forward a Select the email message to open it b Select Forward Fwd 3 Address and send the message Done Did You Know You can forward...

Page 60: ...y or to all message recipients from the menu c Enter a reply 3 Select Send to send the reply now Outbox to send it later or Drafts to work on it later Done Did You Know Replies are always sent as text...

Page 61: ...nclude the original message text in a reply as well as the name and email address to show on your reply The preferences you set apply to all reply messages you send 0 1 Open Reply Options preferences...

Page 62: ...il 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...

Page 63: ...sage it is placed in the Trash folder 0 1 On a folder screen select the folders pick list and then select the folder that contains the message you want to delete 2 Select the bullet next to the icon o...

Page 64: ...essages dialog box a On a folder screen open the menus b Select Delete Old from the Message menu Continued IMPORTANT Tip There are a few alternate ways to delete a message Select the message in the me...

Page 65: ...ct One Week One Month or Choose Date If you select Choose Date select a date from the calendar 3 Delete messages a Select Delete b Select Also delete message s on server if you want to delete the mess...

Page 66: ...f you want to delete the trash 2 OPTIONAL Select Details to see how many messages are in the trash and whether the messages are set to be deleted on the server 3 Select one of the following options fo...

Page 67: ...tically emptying the trash a Check the Auto Empty Mail from Trash box if it is not checked b Select the pick list and then select one of the following Select Immediately if you want the trash emptied...

Page 68: ...nt to mark To mark multiple messages select the bullets next to the messages you want to mark 2 Do one of the following to mark the message or messages Single message Select Mark Read or Mark Unread o...

Page 69: ...messages marked on the server immediately Select Both and then select OK on the confirmation screen To mark the messages on both the device and the server and have the messages marked on the server t...

Page 70: ...ringtones HTML pages text files and information from applications on your device such as Contacts Calendar and Tasks You can also work with attached Palm OS applications and related files PRC and PDB...

Page 71: ...subject only or if you choose to get entire messages but the message plus any attachments exceeds your maximum message size select More to view the body of the email message plus any attachments If p...

Page 72: ...ne of the following depending on the attachment file type Viewable file text Word document task HTML graphic and so on Select View to view the attachment or select Select Viewer to choose a viewer for...

Page 73: ...and the files it contains are listed Select the name of the file you want and then select Save View or Install 5 When you finish with the attachment do one of the following Done button appears on scr...

Page 74: ...aximum number of attachments for any email message is ten regardless of the attachments total size The procedure for attaching photos and videos is slightly different from that for other types of file...

Page 75: ...attach appear in the box at the top of the Attachments screen For others for example Word or Excel files a new screen appears from which you can select the file to attach c Repeat steps a and b for e...

Page 76: ...chment 2 Attach the photo or video a Select the Type pick list and then select Photo Video b On the Select Media screen select the Album pick list to go to the album containing the photo or video you...

Page 77: ...is you must set up two filters For example suppose you create a filter to have all messages with onlinebroker in the From field moved to your Finance folder You must then create a second filter specif...

Page 78: ...ptions and then select Preferences c Select Filters d Select New Continued Tip Use filters to organize your incoming messages For example create a filter so that whenever you receive email about sales...

Page 79: ...Enter the text that must be found in the header field For example if you want to sort email with the subject Sales enter Sales If you enter more than one criteria separate each with a comma for exampl...

Page 80: ...turn off those you don t want 0 1 Open the Filters dialog box a In the Inbox or on another folder screen open the menus b Select Options and then select Preferences c Select Filters The Filters dialo...

Page 81: ...d to your handheld over a network connection Synchronize Applies a filter to messages downloaded to your handheld when you synchronize b Check or uncheck the filter boxes to select the filters you do...

Page 82: ...tions and then select Preferences c Select Filters and then select the name of the filter 2 Do one of the following Edit Revise your entry in the Name field your selections in the pick lists or the te...

Page 83: ...new value 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...

Page 84: ...ication but automatically disconnects when you move on to a different application on your device If this option is not selected you must manually disconnect from your ISP Modem wait Displays the numbe...

Page 85: ...ccounts only Defines the root folder on your IMAP server Deleted Mail IMAP accounts only Stores deleted email in the folder you specify on the server Sent Mail IMAP accounts only Shows the name of you...

Page 86: ...hort header Shows sender s name or address From field and subject line Subj field Full header Shows the following Sender s name or email address From field Subject line Subj field Date message was com...

Page 87: ...hronizing IMAP mail folders wirelessly If you create an IMAP folder in an account on your device that matches a folder on the mail server you can wirelessly synchronize email messages that you move in...

Page 88: ...on server box You can turn folder synchronization on or off during when getting mail or set synchronization options from a menu Turning IMAP folder synchronization on or off If you choose to display t...

Page 89: ...with your email provider to find out the root folder for your IMAP account 1 Open the Sync IMAP Folders screen a In the Inbox or on another folder screen of an IMAP account open the menus b Select Opt...

Page 90: ...send or receive When you set up an account in the VersaMail application you are given the option of selecting SSL for incoming and outgoing mail For most email providers that support SSL you must sel...

Page 91: ...application What do I need to use Microsoft Exchange ActiveSync To use Microsoft Exchange ActiveSync on your device you must obtain the following information from your system administrator Whether the...

Page 92: ...vitations Receiving and working with Calendar events These features are discussed in this chapter Most other features of a Microsoft Exchange ActiveSync account such as sending messages or attaching f...

Page 93: ...se to synchronize Calendar events with Palm Desktop software or Outlook once you set up a Microsoft Exchange ActiveSync email account If you do not want to synchronize Calendar events with the server...

Page 94: ...tion to synchronize with a mail service from this list and then select Exchange ActiveSync Click Next 4 Enter the basic account information a Enter a descriptive name for the account b Enter your acco...

Page 95: ...to download Check the boxes if the server requires authentication or if you are using a proxy server Check with your system administrator to obtain this information 6 OPTIONAL If you are using a proxy...

Page 96: ...o your device click the top button b To set up another email account click the bottom button You can only set up one Microsoft Exchange ActiveSync account If you choose to set up another email account...

Page 97: ...lications and select VersaMail 2 Open the Account Setup screen a Open the menus b Select Accounts and then select Account Setup c Select New 3 Enter the basic account information a In the Account Name...

Page 98: ...veSync 4 Enter the account username and password a Enter the username you use to access your email b Select the Password box enter your email account password and then select OK c Select Next 5 Enter...

Page 99: ...following Finish setup Select Done to finish setup and go to the Inbox of the account you set up where you can begin getting and sending email Set additional mail options Select Advanced to set advan...

Page 100: ...etrieve incoming mail over a secure Secure Sockets Layer or SSL connection Uncheck the box if you do not want to receive email over an SSL connection b Select Next 2 If you use a proxy server enter th...

Page 101: ...you set on your device Wireless synchronization Microsoft Exchange ActiveSync supports wireless synchronization with the server only In order to retrieve email messages and Calendar events you must se...

Page 102: ...ssages appears in the Inbox To see downloaded Calendar events press the Calendar button on your device Did You Know When you synchronize a Microsoft Exchange ActiveSync account a copy of any messages...

Page 103: ...ones you want to download Unlike other accounts you do not need to fully download a message to view the list of attachments it appears dimmed at the bottom of the message screen whether or not the mes...

Page 104: ...he attachment and view or save it before responding to the invitation Once you respond to the invitation the attachment is removed Continued Tip After opening an invitation you can switch between full...

Page 105: ...d the response to the meeting organizer via the Exchange server Respond without reply Updates the server with your reply but does not send a response to the meeting organizer If you decline an invitat...

Page 106: ...ete the Microsoft Exchange ActiveSync email account Only Calendar and VersaMail information synchronizes directly with the Exchange server Other information on your device such as contacts tasks and m...

Page 107: ...delete a Microsoft Exchange ActiveSync account You cannot choose to synchronize Calendar events with Palm Desktop software or Outlook once you set up a Microsoft Exchange ActiveSync email account If...

Page 108: ...nd your username for your email account Some wireless service providers require you to be on their network to use your email account If this is the case be sure to use your provider s network as the c...

Page 109: ...o Sync to work I can receive email fine but am having problems sending email If you are able to receive email messages but cannot send them try these steps in turn Make sure your ISP or email provider...

Page 110: ...Desktop software provides several features that work with email client software on a Windows computer For these features to work correctly the email client software must be properly set up Follow thes...

Page 111: ...for 33 Auto Disconnect option 79 B BCC option 58 benefits of VersaMail application 1 blinking asterisk 35 C Calendar events receiving with Microsoft Exchange ActiveSync 97 working with Microsoft Exch...

Page 112: ...deleting 28 Microsoft Exchange ActiveSync 87 scheduling Auto Sync 32 36 setup for Microsoft Exchange ActiveSync 89 testing 25 transferring existing account 8 upgrading 2 email folders 49 email provide...

Page 113: ...clip icon 67 Password check box 22 94 passwords email accounts and 4 encryption 3 entering 22 94 validating 29 phone numbers dialing from email mes sage 59 photos attaching to email 72 plain text mes...

Page 114: ...s 25 timeout intervals 79 Timeout option 79 transferring existing account settings 8 transferring files 1 Trash folder 62 63 troubleshooting 104 U unread email messages 64 Unread pick list 50 upgrades...

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