Searching for e-mails on the Exchange Server
You can access messages that are not available in your phone
by searching your Microsoft Exchange Server mailbox. The
search results are downloaded and displayed in a Search Results
folder.
Your company must be using Microsoft Exchange Server 2007 or
higher.
To search for Exchange Server e-mails
1
Tap
>
Messaging
>
Outlook E-mail
.
2
Tap
Menu
>
Tools
>
Search Server
.
3
In the
Look for
text box, enter the search keyword.
4
Choose the date range of messages to search from.
5
From the
Look in
list, choose whether to search from your
inbox or outbox only or to search all folders.
6
Tap
Search
.
Message Flagging
Flags serve as a reminder to yourself to follow-up on important
issues or requests that are indicated in the messages. Flagging
messages, which has been a useful feature on desktop Outlook
E-mail, can also be done in Outlook Mobile in your phone. You
can flag received messages in your phone.
Flags are enabled only if e-mails are synchronized with Microsoft
Exchange Server 2007 or higher. Flags are disabled or hidden if
e-mails are synchronized with earlier versions of Microsoft
Exchange Server.
To flag or unflag a message
1
Tap
>
Messaging
>
Outlook E-mail
.
2
Tap a message to open it.
3
Tap
Menu
>
Follow Up
and select one of the following options:
•
Set Flag
– mark the message with a red flag to indicate it
needs follow up.
•
Complete Flag
– mark the message with a check mark to
indicate the issue or request in the e-mail is already
completed.
•
Clear Flag
– remove the flag to unmark the message.
E-mail message reminders are displayed in your phone if the
messages are flagged with reminders and synchronized from the
Exchange Server.
Out-of-office auto-reply
Microsoft® Office Outlook® Mobile allows you to retrieve and
change your out-of-office status. Just like desktop Outlook E-
mail, Outlook Mobile automatically sends an auto-reply message
when you are not available.
To send out-of-office auto-reply messages
1
Tap
>
Messaging
>
Outlook E-mail
.
2
Tap
Menu
>
Tools
>
Out of Office
.
3
From the
I am currently
list, select
Out of the Office
.
4
Enter your auto-reply message then tap
Done
.
Viewing a document linked to an e-mail message
When you receive an e-mail that contains a link to a document
such as a PDF or Microsoft® Office document located on
SharePoint or an internal file server, you can view the document
on your phone.
You can view the document only if you have a Microsoft Outlook
account that synchronizes with Microsoft Exchange Server 2007
or later. Exchange Server must also be set up to allow access to
SharePoint document libraries or internal file servers.
To view a document linked to an e-mail message
1
Tap
>
Messaging
.
2
Select an e-mail account, then open a message with a link to
a SharePoint document.
3
Tap the link to open and view the document.
Managing folders
In your phone, you can select the folders that you want to
synchronize with the Exchange Server. You can also create,
rename or delete folders easily.
To synchronize folders
1
Tap
>
Messaging
>
Outlook E-mail
.
2
Tap
Menu
>
Tools
>
Manage Folders
.
3
Mark the check boxes for the folders that you want to
synchronize.
4
Tap
ok
.
You can quickly tap a folder twice to show its subfolders.
Managing meeting requests
When you schedule and send meeting requests from your phone,
you can invite attendees to your meeting and check their status
to know about their availability. When you receive a meeting
request, you can reply by accepting or declining the request. The
meeting request also clearly indicates whether or not there are
conflicting or adjacent meetings.
To reply to a meeting request
1
Tap
>
Messaging
>
Outlook E-mail
.
2
Tap a meeting request e-mail to open it.
3
To check your availability during the time of the requested
meeting, tap
View your calendar
.
4
Tap
Accept
to reply and accept the meeting request, or tap
Menu
>
Decline
if you cannot attend the meeting.
5
Choose whether or not to edit your response e-mail before
sending, then tap
ok
.
6
An accepted meeting request is automatically added as an
appointment in
Calendar
in your phone.
If the time of the meeting conflicts with your other appointments,
a
Scheduling Conflict
status appears on top of the e-mail.
To view the list of meeting participants
1
Tap
>
Calendar
.
2
Tap an appointment item to open it, then tap
Attendees
.
When viewing a meeting that you have organized, the list shows
who has accepted or declined the meeting if your company is
using Microsoft Exchange Server 2007 or higher.
To view contact information of the attendees
1
In the list of meeting participants, tap one attendee's name.
2
If the attendee is not in your contacts list, tap
Company
Directory
to view the contact information.
Finding Contacts in the Company Directory
In addition to having contacts in your phone, you can access
contact information from your organization's Company
Directory. You can search using the following information as long
as that information is included in the Company Directory: First
name, Last name, E-mail name, Display name, E-mail address,
or Office location.
Access to the Company Directory is available only if your
organization is running Microsoft Exchange Server 2003 SP2 or
higher, and you have completed your first synchronization with
the Exchange Server.
To find contacts in the Company Directory
1
Synchronize with the Exchange Server if you have never done
so.
2
Do any of the following:
•
Tap
>
Contacts
>
Menu
>
Company Directory
.
•
In a new message, tap
To:
, or tap
Menu
>
Add Recipient
,
then tap
Company Directory
.
•
In a new meeting request, tap
Attendees
, select
Add
Required Attendee
or
Add Optional Attendee
, then tap
Company Directory
.
3
Enter part of or full contact name and tap
Search
.
4
In the search results list, tap a contact to select it.
You can save a contact from the Company Directory to your
phone by scrolling to the contact and then tapping
Menu
>
Save
to Contacts
.
26
Company e-mails and appointments
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