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Exchange ActiveSync™
for Sony Ericsson P990
User Guide
Exchange ActiveSync™ for Sony Ericsson P990
User Guide
Note Some of the services in this User Guide are not supported
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Emergency Number 112. Please contact your network operator
or service provider if you are in doubt whether you can use a
particular service or not.
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Communications AB, without any warranty. Improvements and
changes to this User Guide necessitated by typographical errors,
inaccuracies of current information, or improvements to
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Mobile Communications AB at any time and without notice.
Such changes will, however, be incorporated into new editions
of this User Guide.
©Sony Ericsson Mobile Communications AB, 2006. All rights
reserved.
Publication number: EN/LZT 162 073 R1A
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Any rights not expressly granted herein are reserved.
Exchange ActiveSync™
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Exchange ActiveSync™
Note: Push synchronization requires Microsoft
Exchange Server 2003 with SP2 or later.
What is Exchange
ActiveSync™?
With Exchange ActiveSync™ in your phone you can
wirelessly synchronize corporate email, calendar items,
and contacts on a Microsoft™ Exchange Server 2003
with the corresponding information in your phone.
Exchange ActiveSync supports SSL (Secure Socket
Layer) connections, enabling the same level of security
trusted for online banking. Your IT department or
operator can tell you if you can set Exchange
ActiveSync to connect to your server using an SSL
connection.
email
Contacts
Calendar
email
Contacts
Calendar
Your phone supports the use of a Wireless LAN
(WLAN) for access to the Exchange ActiveSync server.
Exchange ActiveSync stores its data in the applications
on your phone. Email messages go to Messaging (in a
separate Exchange ActiveSync mailbox), calendar items
to Calendar, and contacts to Contacts. You can use these
applications with Exchange ActiveSync with the flip
open or closed. This guide describes using them with the
flip open.
Exchange
PC
P990
Server 2003
All changes in your phone are automatically
synchronized with your Exchange Server data and vice
versa.
With the Direct Push feature activated in your phone,
synchronization is immediate. If you, for example,
receive a new email in your Outlook™ (or a similar
client) it is instantly copied to your phone. This is the
default setting. You can, at any time, switch to
synchronizing manually or at a defined time interval.
Exchange ActiveSync™
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Installation via computer
Installing Exchange
ActiveSync™
Note: Before installing and setting up Exchange
ActiveSync you have to set up an Internet account in
your phone. Ask your IT department or operator which
settings to use for the Internet and Exchange ActiveSync
accounts.
You can also download the installation file to your
transfer it to your phone. (The server software is already
included in your company Microsoft Exchange Server
2003).
To install Exchange ActiveSync (flip open)
1. In your phone, select Tools > File manager and
locate the Exchange ActiveSync installation file on
the Memory Stick.
Installation via Try and buy
The free client software is available for download to
your phone via the Try and buy application. Before
starting the installation, make sure that the provided
Memory Stick is inserted in your phone.
2. Tap the file and select Install.
3. When the installation is ready, you will see the
option Do you want to start:
4. Select No to close the Installation complete dialog.
To install Exchange ActiveSync via Try and buy (flip
open)
1. Select Multimedia > Try and buy.
2. Select Exchange ActiveSync in the list.
3. Scroll down and select to download the file to your
phone.
Setting up Exchange
ActiveSync™
To set up your Exchange ActiveSync account (flip
open)
4. Select to install the file on your phone.
1. Select Tools > Exchange ActiveSync.
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Exchange ActiveSync™
2. Select Next.
3. Enter the following information:
6. The next screen recommends you turn off the
calendar, contacts, and email synchronization
categories of the Sony Ericsson PC Suite while
using Exchange ActiveSync. This is to avoid
duplication of synchronized items. Select Next.
7. Choose how you would like to synchronize your
Exchange Server data with your phone data. Then
select Next.
User Name – the name you will use to connect to
the Exchange account. It is usually the same as your
Windows login user name.
Password – the password you will use to connect to
the Exchange account. It is usually the same as your
Windows login password.
Server Name – the name of the publicly accessible
form of exchange.mycompany.com).
Domain – the domain you belong to in your
corporate network.
Use SSL (Secure Socket Layer) – enabled by
default. To disable this feature, unmark the check
box.
Overwrite (recommended) – contacts and calendar
information will be removed from the phone and
your Exchange Server data is transferred to the
phone.
Merge – contacts and calendar information in your
phone is merged with your Exchange Server data.
This may cause duplicates.
8. A warning that Exchange ActiveSync will remove
your phone data or merge your data appears,
depending on the choice you made. Select Yes to
confirm.
Note: Check with your IT-department or operator that
you can use an SSL connection to your server before
marking this check box. Also verify with them that the set
of Certificate Authority (CA) root certificates on your
phone matches the set of root certificates on the server.
You have now completed the setup.
Your first synchronization
If you want to adjust the date ranges, size limits and
other settings, select Configure. Otherwise, select Sync
Now and you can follow the progress of the
4. Select Verify settings to ensure that you can
successfully connect to the Exchange Server.
5. A message appears requesting permission to access
your data network. If you are going to use Direct
Push we recommend that you select Always.
synchronization as Exchange ActiveSync connects,
Exchange ActiveSync™
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checks for new data, downloads new data, and finally
updates your phone.
When the synchronization is complete the message
“Direct Push Active” or “Last sync”, with a time stamp,
appears.
Changing Exchange ActiveSync™
settings
Select Tools > ActiveSync to open the main ActiveSync
application.
C
ActiveSync
Powered by DataVizTM
Synchronization settings
You can have Exchange ActiveSync automatically push
new information to and from your phone, you can select
to synchronize at scheduled intervals or synchronize
manually. By default, push is enabled. Push or scheduled
synchronization will continue as long as the phone is
turned on. It will remain enabled after you turn the
phone off and then on again. If the phone is in use during
a push or scheduled synchronization, the
A
B
Direct Push active
Sync
synchronization will be attempted again later.
A. Shows the current synchronization status.
B. Select this to perform a full synchronization.
From the Settings dialog you can enable or disable
synchronization individually for email, Calendar and
Contacts.
C. Select this to open a menu of options. You can, for
example:
– Open the Settings dialog.
Tip To conserve battery power consider disabling push
during periods when you do not need to synchronize so
often, for example at night or over weekends.
– View the ActiveSync help file.
– View and manage the ActiveSync log.
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Exchange ActiveSync™
Settings dialog
ActiveSync log
All Exchange ActiveSync settings are available from
Select Tools > Exchange ActiveSync > ActiveSync >
troubleshooting you can enable more detailed logging,
select Tools > Exchange ActiveSync > ActiveSync
>Settings > Adv tab > mark the check box Verbose
Logging.
this tabbed dialog. Tap an arrow icon (
or
) to
scroll the tab list. The tabs provide the following
settings:
Server – specify your user name, your password, the
server name and the domain you belong to.
Sched – switch between Direct Push (mark Enable
Push) and scheduled or manual synchronization.
For scheduled or manual synchronization you can
mark which data (mail, calendar, contacts) you want
to update at each synchronization.
Mail – switch mail synchronization on or off and
other mail settings, see Email on page 9.
The Exchange ActiveSync mailbox is integrated with
Messaging. However, all Exchange ActiveSync email is
receive attachments and receive and reply to meeting
invitations from your Exchange ActiveSync account.
Cal – switch Calendar synchronization on or off and
set the date range for synchronization. This is where
you reset all Calendar data, see Option to reset
Calendar data on page 15.
Cont – switch Contacts synchronization on or off.
This is where you reset all Contacts data, see Option
to reset Contacts data on page 13.
Adv – enable Verbose Logging, see Check the log
on page 17, enable SSL communication, reset all
synchronized data, change the cycle time for a
Direct Push cycle.
All email will be synchronized to the phone in text only
format. Exchange ActiveSync does not support HTML
email.
Exchange ActiveSync™
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The figure below shows the main view in Messaging
with the Exchange ActiveSync mailbox:
Messaging
•
Inbox – contains your received email messages. In
Control panel, you can set how you will be notified
when a message is received.
•
•
Outbox – contains messages ready to be sent.
Drafts – contains messages that are not ready to be
sent. When you create a message, and exit the
message before sending it, you will be asked if you
want to save it. If you select Yes, the message will
automatically be stored in this folder.
Call voicemail
A
Create new message
Messages
Inbox
Email
Inbox
1 unread
0 unread
1 unread
•
Sent – contains messages you have sent.
B
C
Active Sync
Inbox
Exchange ActiveSync does not synchronize public
folders or email mail folders that you have created
yourself (local folders).
D
A. Shortcut to create a new message.
B. Exchange ActiveSync account.
Creating a message
Select Create new message > ActiveSync or New, if
C. Folder line. Select an arrow icon (
or
) to
you have opened the ActiveSync account.
change folder. Select the folder name to open the
folder.
D. A new message has been received.
Folders
The Exchange ActiveSync mailbox contains the
following folders:
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Exchange ActiveSync™
2. On the Mail tab, under Signature, enter your
signature text.
ActiveSync
To attach your electronic business card to all your
messages
A
B
To:
Subject:
E
D
1. Open the ActiveSync account and select
ActiveSync > Account settings.
2. On the Mail tab, mark Always attach your card.
C
To always reply with the sender's text intact
1. Open the ActiveSync account and select
ActiveSync > Account settings.
Send
Cancel
2. On the Mail tab, mark Always reply with history.
A. Address field. Select this to enter the address. You
can also insert an address from Contacts or your
corporate Global Address List, see Global Address
List on page 16.
Receiving email
Select Tools > Control panel >Device > Sounds & alerts
> Message alerts to set how you will be notified when a
message is received.
B. Subject field. Select this to enter the message
subject.
Filtering
C. Entry field (on the
tab.) Write the message here.
You can adjust Exchange ActiveSync to filter email you
receive in your phone. Adjustments can be made by date
range and email size.
D. Address tab ). You can enter the address here
and other details, such as message priority.
E. Attachments tab
. Select this and then select Add
By default, email is limited to the past three days.
Exchange ActiveSync will synchronize based on a 24-
hour time period. A date range setting of one day in
Exchange ActiveSync settings would receive email
to add an attachment.
To add a text signature to all your messages
1. Open the ActiveSync account and select
ActiveSync > Account settings.
Exchange ActiveSync™
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from the current time of day and 24 hours prior to that
time.
Invitations
If you receive an invitation to an appointment (meeting
request) via an email message, you can accept, decline
or give a tentative reply using your phone. Select
Accept, Decline or the menu option ActiveSync >
Tentative. If you accept, the Calendar in your phone will
be updated automatically.
The size of email messages to be downloaded is set to 1
kB. If you find that your received messages are
constantly being truncated and you want to avoid the
delay of downloading the remainder, try increasing this
size.
To adjust email filtering
Deleting email
1. Open the ActiveSync account and select
You can delete messages both locally and on your email
server.When you delete the message on your server, it is
deleted both in your phone and on your server.
ActiveSync > Account settings.
2. On the Mail tab, select the desired date range and
email size.
To delete an open message select ActiveSync menu >
Delete message and select Local delete or Delete as
desired.
Receiving attachments
Select the attachments tab to see a list of the attachments
included in a mail. The size of the attachment is shown
in the list. Select an attachment to download it to your
phone.
To delete one or more messages from your Inbox folder
list, mark each message and select ActiveSync menu >
Locally delete message or ActiveSync > Delete.
To view an attachment you need a viewer for that type of
file. Your phone comes with viewers for Microsoft™
Word™, Excel™, PowerPoint™, and Adobe™
Acrobat™ files.
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Exchange ActiveSync™
Note: Categories associated with contacts in your PC
Contacts application are synchronized as custom fields
in the Contacts details in your phone. There is no
synchronization with your Contacts folders.
Contacts
With Exchange ActiveSync in your phone, you can use
your phone application Contacts as usual. Features such
as speed dial, caller ID and message alerts are integrated
with Exchange ActiveSync.
Search options and Global Address List
To find a contact, you can use the search options in your
phone Contacts. You can also access your corporate
Global Address List from your phone, over the air. See
Global Address List on page 16.
Contacts features
The following features that you normally use in your
phone Contacts application are also integrated and
available when you use Exchange ActiveSync:
My card
If you have created a personal electronic business card
from your phone Contacts, My card (see the User Guide
for P990), you can attach this card to all the email
messages you send. See Creating a message on page 10.
•
Viewing options, for example list view, detail view,
and three zoom levels.
•
•
The option to add notes to a contact.
Support for multiple email addresses and Web
pages.
Option to reset Contacts data
•
Support for multiple home, business, mobile phone
and fax numbers.
In the Exchange ActiveSync application you can select
an option to delete all your contacts in your phone. After
the next synchronization, the Contacts content in your
phone will be exactly the same as the contacts content on
the Exchange server, and your PC.
•
•
•
Sorting options, for example by name or company.
Search and look-up options.
Support for both online and offline work.
See User Guide for P990 for more information about
these features.
To delete all Contacts data (flip open)
1. Select Tools > Exchange ActiveSync.
Exchange ActiveSync™
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2. Select ActiveSync menu > Settings.
•
•
Options for viewing meeting attendees, location,
date and time.
Support for online and offline work.
3. Tap an arrow icon (
or
) to navigate to the
Cont tab.
See the User Guide for P990 for more information about
these features.
4. Select the option Reset Contacts Data.
5. Select Ok.
Meetings
If you accept a meeting invitation (from your Exchange
ActiveSync messaging account), an email message with
your response will be sent to the meeting organizer. The
message will disappear from your Inbox and the meeting
will automatically appear in your Calendar.
Calendar
When using Exchange ActiveSync, you can use your
phone Calendar as usual. You can, for example, schedule
your activities and view meeting data.
Calendar
April
2006
Calendar features
M
T
W
T
F
S
1
8
S
2
9
27 28 29 30 31
3
10 11 12 13 14 15 16
13
14
15
4
5
6
7
The following features that you normally use in your
phone application Calendar are integrated with
Exchange ActiveSync:
16 17 18 19 20 21 22 23
24 25 26 27 28 29 30
1
17
18
2
3
4
5
6
7
Thursday
1:30
27 April
•
•
•
Viewing options, for example Month view or Week
view, and three zooming levels.
Options for creating new calendar appointments and
events.
Meeting
Alarms and recurrences.
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Exchange ActiveSync™
Note: On your phone, you can respond to a meeting
invitation through the Exchange ActiveSync messaging
application, but not invite to a meeting.
Working offline
You can use your phone for offline work, when no
service is available. For example, you can still use your
phone in flight mode to write and address email
messages to contacts that are available in your phone.
Option to reset Calendar data
If you select the option Reset Calendar Data, all your
Calendar information in the phone will be deleted, so
that you get an identical copy of your PC calendar after
a new synchronization.
As soon as you connect with a network after the flight,
Exchange ActiveSync will automatically send your
Outbox email messages to their recipients. Your
Exchange server email will also be automatically
updated, and this will be reflected on your PC.
To delete all Calendar data (flip open)
1. Select Tools > Exchange ActiveSync.
2. Select ActiveSync menu > Settings.
3. Tap an arrow icon (
or
) to navigate to the
Cal tab.
4. Select the option Reset Calendar Data.
5. Select Ok.
Date range
With Calendar synchronization, the option Date range is
only related to events that have occurred in the past. All
future and recurring appointments will be synchronized
regardless of the setting chosen.
Exchange ActiveSync™
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To insert a contact from the Global Address List in an
email address field (flip open)
Global Address List
With Exchange ActiveSync in your phone, you can still
access your corporate Global Address List, while away
from office.
1. Tap the To:, Cc: or Bcc: field, then tap
to open a
menu of options.
2. Select Global contact.
3. Enter your search string.
4. Select Search.
Contacts
Contact Search
5. Mark the contact (or contacts) and select Done to
B
insert it (them) in the field.
Peter 2. Bach
To import a contact from the Global Address List to
Contacts (flip open)
Juan Blanco
Nadia Brown
1. Select Contacts > Contacts menu > ActiveSync.
2. Enter your search string.
3. Select Search.
4. Mark the contact (or contacts) and select Done to
More
Done
Cancel
import it (them) to your Contacts.
Note: The following information (if available) is
exported: First Name, Last Name, Business Phone,
Mobile Phone, Home Phone, Email, Job Title, Company.
When you are writing an email you can insert an email
address from the Global Address List in the To:,Cc:, or
Bcc: fields.
You can also use the Global Address List to look up a
contact and import it to your phone Contacts application.
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Exchange ActiveSync™
application has closed down due to errors. If you cannot
start the application again, try the following suggestions:
Troubleshooting
If you get any errors or problems related to Exchange
ActiveSync, check the suggestions below for
troubleshooting.
•
•
Turn your phone off, then turn it back on.
Remove and reinsert the battery.
If the problem persists, and you are sure that it is related
to the Exchange ActiveSync client, it is recommended to
reset all the data from the advanced settings in Tools >
Adv tab.
Synchronization errors
If you have synchronization problems, or general
problems with the Exchange ActiveSync application,
perform the following actions.
Connection errors
Verify the following:
Check the log
You can find information about errors in the log:
•
If you cannot connect, verify that a data connection
is available, and that you can access Internet on your
phone.
•
Check the log in Tools > Exchange ActiveSync >
ActiveSync menu > View log. Often, the root error
is not the last entry. Scroll upwards to see more
entries.
•
If you are using the phone during a push or scheduled
synchronization, the synchronization will be skipped
and attempted again later. The message Lost connection
is diplayed. Try to synchronize again, or wait a few
minutes.
•
For a more detailed log, enable Verbose Logging,
see Changing Exchange ActiveSync™ settings on
page 8. Try to re-create the error, and check the
logged error messages.
Restart the phone or reset data
In rare cases you may get a “Program Closed” message
from Exchange ActiveSync, indicating that a specific
Exchange ActiveSync™
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Check with your IT department which certificates and
settings you must use.
Password problems
Check if Caps Lock is activated on your keyboard. Your
server account password is case sensitive.
Note: It is not recommended to enable direct push
synchronization without having a matching set of root
certificates on the server and the phone.
SSL-related problems
If you have enabled SSL and have connection or
synchronization problems, perform the following
actions.
Technical support
If you need technical support, you can find the Sony
Ericsson support link from Tools > Exchange
ActiveSync > ActiveSync menu > About, where you can
also see which version of the software that you are using.
Check if SSL is supported
Before you select SSL (Secure Socket Layer) in the
Exchange ActiveSync settings, ensure that SSL is
supported by the system you are using. Otherwise you
will run into connection and synchronization problems.
If SSL is supported by the system, it is recommended
that you use it.
If you lose your phone
If your phone gets stolen or lost, immediately report the
loss to your IT department.They can do a remote wipe of
secret or sensitive data on the phone.
Root certificates
If you are using SSL and the connection between the
server and your phone has failed due to timeout
problems, matching root certificates must exist on both
devices to enable a smooth reconnection. Otherwise you
will be prompted to accept the connection everytime it
goes down.
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Exchange ActiveSync™
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