Palm Personal Computer 406 4555A US User Manual

Palm^™VersaMail^™Handbook

for

Palm^™i705 Handhelds

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Contents

About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Chapter 1: Getting Started with Palm™ VersaMail™

Personal E-mail Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Upgrading to the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Installing the VersaMail application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Synchronizing an existing username . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Upgrading a MultiMail database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Getting and installing Documents To Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Chapter 2: Using Your Palm™ Wireless E-Mail Account . . . . . . . . . . . . . . . 9

What is a Palm Wireless e-mail account? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Viewing your Palm.com Inbox on your handheld . . . . . . . . . . . . . . . . . . . . . . 10

Receiving e-mail notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Viewing and using the Reminders list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Setting notification options for your Palm.com account . . . . . . . . . . . . . . . 13

Changing the notification sound . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Making your handheld buzz or blink when you get new e-mail . . . . . . . 14

Creating a notification filter for e-mail you receive

in your Palm.com account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Viewing your Palm.com e-mail on the Internet . . . . . . . . . . . . . . . . . . . . . . . . . 16

Working with your Palm.com mailbox limit . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Deleting messages from your Palm.com account . . . . . . . . . . . . . . . . . . . . . . . . 17

Viewing Palm.com e-mail through Microsoft Outlook . . . . . . . . . . . . . . . . . . . 18

Collecting e-mail from other POP3 accounts into your Palm.com account . . 19

Forwarding e-mail from another e-mail account . . . . . . . . . . . . . . . . . . . . . . . . 20

Chapter 3: Setting Up and Managing Other E-Mail Accounts . . . . . . . . . . 21

Choosing a connection type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Creating an e-mail account using the Palm Wireless connection . . . . . . . . . . 22

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 23

Entering the name of the incoming and outgoing mail server . . . . . . . . . . 24

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 25

iii

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Contents

Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Editing e-mail accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Changing the account username and password . . . . . . . . . . . . . . . . . . . . . . 29

Editing the name of the incoming and outgoing mail server . . . . . . . . . . . 29

Editing mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 30

Editing outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Editing a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Deleting an e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Chapter 4: Getting, Sending, and Managing E-Mail . . . . . . . . . . . . . . . . . . 35

Getting and reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Choosing the e-mail account and displaying the Inbox . . . . . . . . . . . . . . . . 35

Getting e-mail by subject or getting the entire message . . . . . . . . . . . . . . . . 36

Icons in Palm™ VersaMail™ personal e-mail software . . . . . . . . . . . . . . . . 38

Reading e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Viewing other folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Managing columns in the folder’s list view . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Moving e-mail between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Creating and editing mail folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Creating and sending new e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Addressing a message by typing the address . . . . . . . . . . . . . . . . . . . . . . . . 47

Addressing a message using Address Book . . . . . . . . . . . . . . . . . . . . . . . . . 47

Using Smart Addressing to address a message . . . . . . . . . . . . . . . . . . . . . . . 48

Composing and sending e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Completing drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Attaching a personal signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Forwarding e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Replying to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Working with attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Viewing attachments on your handheld . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Saving attachments to an expansion card . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Attaching files to e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Uploading attachments from an expansion card . . . . . . . . . . . . . . . . . . . . . 59

Forwarding an attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Emptying the trash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Marking messages as read or unread . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

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Contents

Setting preferences for getting and deleting mail . . . . . . . . . . . . . . . . . . . . . . . 67

Adding or updating an Address Book entry directly from a message . . . . . . 68

Chapter 5: Synchronizing E-Mail Between

the Handheld and the Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Configuring an account in HotSync Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Setting synchronization options and account settings . . . . . . . . . . . . . . . . . . . 72

Verifying handheld account settings before synchronizing accounts . . . . 77

Configuring Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Configuring Microsoft Outlook Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Configuring Eudora . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Converting attached files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Synchronizing an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Chapter 6: Going Beyond the Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Managing mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Creating mail filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Turning filters on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Editing or deleting a filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Creating a synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 89

Entering the name of the incoming and outgoing mail server . . . . . . . . . . 90

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 91

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Configuring your synchronize-only account . . . . . . . . . . . . . . . . . . . . . . . . . 93

Setting up an account with a network connection . . . . . . . . . . . . . . . . . . . . . . . 93

Creating a network e-mail account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Entering the account username and password . . . . . . . . . . . . . . . . . . . . . . . 96

Entering the name of the incoming and outgoing mail server . . . . . . . . . . 96

Setting mail retrieval options for a POP or IMAP account . . . . . . . . . . . . . 97

Setting outgoing mail options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Adding a signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Setting VersaMail connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Testing your new account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Setting network and connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Setting network preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Setting connection preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Selecting a different service for a given e-mail account . . . . . . . . . . . . . . . . . 108

Managing mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Adding APOP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

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Contents

Adding ESMTP to an account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Copying text from an e-mail message for use in other applications . . . . . . . 120

Using the command bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

E-mail header details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Backing up mail databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Using wireless IMAP folder synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Accessing corporate e-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Using Palm Desktop Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Appendix A: Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

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About This Book

With Palm™ VersaMail™ personal e-mail software, you can send, receive, and

manage e-mail on your handheld. Palm™ VersaMail™ Handbook for Palm™ i705

Handhelds shows you how to install version 2.0 of the VersaMail application,

describes the various mail accounts, and explains how to use the many e-mail

features in the VersaMail application.

This book assumes that you know how to do the following:

■ Use the basic functions of your Palm™ i705 handheld, such as the basic

applications and the HotSync^®Manager

■ Use Microsoft Windows or Macintosh OS X

For more information about using your Palm i705 handheld, please consult the

documentation that came with the handheld.

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About This Book

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CHAPTER 1

Getting Started with Palm^™VersaMail^™

Personal E-mail Software

Palm™ VersaMail™ personal e-mail software is the newest offering in the line of

Palm personal e-mail software applications. Formerly known as MultiMail^®

software, the VersaMail application contains new features that make sending and

receiving e-mail messages and managing e-mail accounts easier than ever.

You can quickly and easily install version 2.0 of the VersaMail application on your

Palm™ i705 handheld, and then begin using its many features. You can upgrade

any version of MultiMail SE or MultiMail Deluxe to the VersaMail application

version 2.0.

This chapter describes the following:

■ Downloading and installing the VersaMail application

■ Synchronizing an existing username

■ Upgrading an existing MultiMail database for use with the VersaMail

application

■ Downloading and installing DataViz Documents To Go

Upgrading to the VersaMail application

Your Palm i705 handheld came with MultiMail Deluxe 1.0, and you may have

upgraded to version 1.2. To take advantage of the many new features, you should

install version 2.0 of the VersaMail application.

What’s new

The VersaMail application offers improved product performance, bug fixes, and

new features that enable you to do the following:

■ Set up and edit e-mail accounts quickly and easily through a streamlined setup

process

■ Create a new Address Book entry directly from the body of an e-mail message

■ Quickly forward e-mail messages, using a streamlined interface

■ Save attachments to an expansion card (sold separately), and upload

attachments from an expansion card for sending

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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software

Installing the VersaMail application

To install the VersaMail application on your handheld, you must have activated

your Palm i705 handheld. If your handheld has not been activated, see the

Handbook for the Palm i705 Series Handheld before continuing. You will need the

following to install the VersaMail application:

■ Activated Palm i705 handheld

■ Active subscription to consumer Palm.Net^®service

■ 750 kilobytes (KB) of RAM available on your handheld

■ A Pentium-class computer running Windows 98/2000/NT 4.0/XP or a Mac

computer running OS X

To install the VersaMail application (Windows users):

1. In Windows Explorer, locate and double-click the file “i705_install.exe.”

2. Click Next.

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Upgrading to the VersaMail application

3. When prompted, select username of the handheld to which you want to install

the VersaMail application.

4. Click Next.

5. (Optional) Select the Palm Desktop Link 1.2 check box. If you are using

Microsoft Outlook to access an Exchange corporate e-mail account and want to

securely access your business e-mail wirelessly from your handheld, you can

use Palm Desktop Link. Activating Desktop Link on your desktop computer

automatically creates a Business e-mail account on your handheld. See the

Palm™ Desktop Link Handbook for more information.

If Desktop Link 1.1 is already installed on your desktop computer, you must

install version 1.2 to continue accessing your business e-mail. If you are

installing Palm Desktop Link for the first time, you can install the VersaMail

application and Desktop Link 1.2 at the same time.

NOTE You should only select the Palm Desktop Link 1.2 check box if you have

a Windows computer and are using Microsoft Outlook to access an Exchange

corporate e-mail account. Otherwise, Desktop Link will not work.

Select this check box only

if you want to install Palm

Desktop Link

6. Click Next.

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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software

7. Be sure that the handheld is in the cradle and that the cable is properly attached

to your computer, and then click Finish.

8. Follow the onscreen instructions for performing an initial HotSync^®operation.

The HotSync operation updates the VersaMail application files on your

handheld.

9. Tap Reset.

10. Press the VersaMail button

on your handheld.

11. Tap Yes to update the files on your handheld.

NOTE You cannot continue using the VersaMail application until you tap Yes.

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Synchronizing an existing username

To install the VersaMail application (Mac users):

1. Locate and double-click the file “versamail_i705_mac.”

2. When prompted, select username of the handheld to which you want to install

the VersaMail application.

3. Click OK.

4. Press the HotSync button ™ on your handheld to perform an initial HotSync

operation.

5. Tap Reset.

6. Press the VersaMail button

on your handheld.

7. Tap Yes to update the files on your handheld.

NOTE You cannot continue using the VersaMail application until you tap Yes.

Synchronizing an existing username

If you plan to synchronize your handheld with an existing username by

performing a HotSync operation, you must do so before you enter your e-mail

account information in the VersaMail application. If you enter the e-mail account

information first and then synchronize your handheld to an existing username, the

username information overwrites the e-mail account information you entered.

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Chapter 1 Getting Started with Palm™ VersaMail™ Personal E-mail Software

Upgrading a MultiMail database

You can upgrade any mail database that you created in an earlier version of the

MultiMail application in order to use the database with the VersaMail application.

To upgrade an existing e-mail database for use with the VersaMail application:

1. Perform a HotSync operation with a user profile that contains the existing

e-mail database. To do so, place your handheld in the cradle, press the HotSync

button , and then select a profile that contains the e-mail database from the

displayed list of users on the desktop.

2. Tap the Home icon , and then tap the VersaMail icon

3. Tap Yes to accept the upgrade.

NOTE You cannot continue using the VersaMail application until you tap Yes.

Getting and installing Documents To Go

NOTE Documents To Go integration with VersaMail synchronization is available for

Windows computers only.

DataViz Documents To Go attachment conversion plug-ins are automatically

configured to work with the VersaMail application. To use the latest Documents To

Go features with the VersaMail application, you must download Documents To Go

version 4.004 or later from the DataViz web site, www.dataviz.com/i705 news. You

must install Documents To Go version 4.004 on both your desktop computer and

your handheld for the conversion to work properly.

Palm i705 handheld users can download a free update to the Documents To Go

version 4.0 that was included on the Palm i705 CD-ROM. You must register as a

Palm i705 handheld user to obtain a registration number and activation key.

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CHAPTER 2

Using Your Palm^™Wireless

E-Mail Account

After you have installed Palm™ VersaMail™ personal e-mail software version 2.0

on your Palm™ i705 handheld, you are ready to use the many wireless e-mail

features. As part of your paid subscription to consumer Palm.Net^®wireless

service, a wireless e-mail account is created for you when you activate your

handheld. This account is active as long as your Palm.Net subscription is active.

NOTE This wireless e-mail account is not provided if your company has activated

your handheld using a group or corporate discounted Palm.Net service plan.

This chapter describes the following:

■ What features and advantages your Palm Wireless e-mail account offers

■ How to view your Palm Wireless e-mail account on your handheld as well as on

the Internet

■ How to set up wireless notification for new e-mail messages

■ How to collect mail from other e-mail accounts into your Palm.com account for

centralized access to all your mail

What is a Palm Wireless e-mail account?

When you register for your Palm Wireless service and activate your handheld, you

receive a 5 megabyte (MB) Palm Wireless e-mail account, either a Palm.com or a

Palm.Net account. Most users are given a Palm.com address, such as

“[email protected].” If you have upgraded wireless service from a

Palm™ VII/VIIx handheld, you will retain a Palm.Net address, such as

“[email protected].”

NOTE Although this handbook refers to your Palm.com address, it can be used

interchangeably with a Palm.Net address.

Access your Palm.com account using the VersaMail application on your handheld,

view it on the Internet, or view it on a desktop computer with an active Internet

connection using any POP (Post Office Protocol) e-mail client application. As with

a Yahoo, AOL, Hotmail, or other personal e-mail account, you can send and receive

e-mail messages, create folders, and forward messages.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

Your wireless e-mail account features push e-mail. E-mail messages received into

your Palm Wireless account are pushed to your handheld, so that they are ready for

you to read them. Your handheld notifies you of new messages by blinking an

indicator light, beeping, or vibrating. The handheld also displays a visual list of

notifications, called the Reminders list.

You can view your Palm.com Inbox in three ways:

■ Using the VersaMail application on your handheld (this is the easiest way to

access your account)

■ Using a web browser to view your account on the Internet

■ Using a POP e-mail application, such as Microsoft Outlook, while connected to

the Internet

Viewing your Palm.com Inbox on your handheld

When you open the VersaMail application, your messages appear in the mailbox

that you last used. If you don’t see any messages, tap Get Mail to retrieve your

e-mail messages.

To access your Palm.com account on your handheld and view the Inbox:

1. Press the VersaMail button

on your handheld.

TIP Holding down the button for two seconds initiates wireless message

retrieval.

If you need to switch from another e-mail account to your Palm.com account,

continue with steps 2 and 3.

2. Tap the Menu icon , and then tap Accounts.

3. Tap Palm.com.

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Viewing your Palm.com Inbox on your handheld

4. Tap the e-mail’s subject to read the message.

Shows unread/total

messages

Tap this icon to see the

Reminders list

Tap the bullet next to

an icon to select a

message. The bullet

becomes a checkmark

when messages are

selected

Unread messages

appear in bold text.

Read messages

appear in plain text

Tap an icon to open a

pop-up menu that

allows you to delete

or move selected

messages

TIP You can change which columns appear in the Inbox and how messages are

sorted. See “Managing columns in the folder ’s l ist view” in Chapter 4 for more

information.

Receiving e-mail notification

When a new message arrives in your Palm.com or Business account, by default

your handheld beeps and notifies you of the new e-mail’s arrival. The beep or alert

sound your hear is called a notification. Your handheld also notifies you of a new

message’s arrival by blinking an indicator light or vibrating if the right preferences

are turned on. For more information, see “Making your handheld buzz or blink

when you get new e-mail” later in this chapter. You can set notification options

only for the Palm.com or Palm Desktop Link Business account.

NOTE The Notification option is turned on by default. If the handheld does not notify

you when new messages are received, check whether the Notification option is

turned on. See “Setting notification options for your Palm.com account” later in this

chapter for more information.

Viewing and using the Reminders list

The handheld also displays a Reminders list that shows summary information

about new e-mail messages and alerts from other applications, such as alerts to

remind you of Date Book appointments.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

To view the Reminders list:

■ Tap the blinking asterisk

in the upper-left corner of any screen.

Tap the check box to

remove a single

reminder from the

list

Tap the text to open

the e-mail message

The mail icon tells

you that this

reminder is for an

e-mail message

If you are using the VersaMail application and you receive new e-mail messages,

they filter into the Inbox. As you work with e-mail messages in the Inbox, the

Reminders list doesn’t display a reminder for any new messages that arrive

because the messages are already displayed in the Inbox.

NOTE A broken envelope icon appears next to a message when an e-mail was not

successfully downloaded. To retrieve the e-mail, you can either tap the reminder in

the Reminders list or tap Get Mail in the VersaMail application.

To respond to the reminders, do one of the following:

■ Tap the check box to clear a reminder from the list.

NOTE Clearing a reminder only removes it from the Reminders list. It does not

delete the message from the VersaMail application.

■ Tap the reminder (either the mail icon or the text description) to open and read

the e-mail message in the appropriate account’s Inbox. If you tap a notification

for a message in the Palm.com account, then the Palm.com Inbox is displayed.

■ Tap Done to close the Reminders list and return to whatever you were doing on

your handheld before the Reminders list appeared.

■ Tap Snooze to see the list again in five minutes.

■ Tap Clear All to dismiss all reminders in the Reminders list.

Although your handheld notifies you only of new messages received in your

Palm.com or Business account, you can set up e-mail forwarding from another

e-mail account to your Palm.com account. You can also collect e-mail from other

accounts into your Palm.com account by setting POP mail collection options.

When e-mail forwarded or collected from other accounts is received into your

Palm.com account, it is pushed to your handheld and you are notified of its arrival.

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Viewing your Palm.com Inbox on your handheld

Setting notification options for your Palm.com account

For your Palm.com account, you can turn the notification sound on or off to

determine which messages trigger an alert.

To set notification options:

1. Press the VersaMail button

on your handheld.

2. Tap the Menu icon

3. Tap Options.

4. Tap Notification.

5. Select one of the following options:

You are notified of all new e-mail whenever wireless coverage is

enabled. This is the default.

Off

You receive no notifications.

Filter

You can create a notification filter that determines which e-mail

messages trigger an alert. You can create a notification filter only for

your Palm.com account. See “Creating a notification filter for e-mail

you receive in your Palm.com account” later in this chapter for more

information.

Filter mail

for your

Palm.com

account

6. Tap OK.

Changing the notification sound

You can choose from a variety of sounds, such as birds, bumble bees, or simply an

alarm, to notify you when new e-mail is received in your Palm.com or Business

account.

1. Tap the Menu icon

2. Tap Options.

3. Tap Notification.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

4. Tap the Notify Sound pick list and select a sound. The handheld plays a brief

demonstration of the sound.

With the sound turned off, the indicator light goes on or the handheld vibrates

if you selected one of those options (see the next section).

5. Tap OK.

Making your handheld buzz or blink when you get new e-mail

You can select how your handheld notifies you of new e-mail by setting the Alarm

preferences. These preferences are set in your handheld’s General preferences.

To make your handheld buzz or blink when you get new e-mail:

1. Tap the Home icon

2. Tap the Preferences icon

3. Tap the Preferences pick list in the upper-right corner, and then tap General.

4. Do either or both of the following:

– To change the volume of the Alarm Sound, tap the Alarm Sound pick list,

and then tap Low, Medium, High, or Off.

– To change whether or not the handheld vibrates when you receive new

e-mail, tap the Alarm Vibrate pick list, and then tap On or Off.

5. Press the VersaMail button

on your handheld.

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Viewing your Palm.com Inbox on your handheld

Creating a notification filter for e-mail you receive in your Palm.com account

For your Palm.com wireless e-mail account only, you can create and use a

notification filter to limit the e-mail messages that trigger an alert from your

handheld. The notification filter doesn’t filter the e-mail messages themselves, just

the notification—all messages are still delivered.

For example, when you travel you may want to be alerted only to e-mail regarding

a specific project. You can create a notification filter that alerts you when e-mail

that meets these conditions arrives in your Palm.com account.

NOTE Although the notification filter alerts you when e-mail that meets the filter

criteria arrives, all other e-mail messages are also received into your Palm.com

account. You don’t receive a notification for other messages, however. If you want to

receive only specific e-mail messages in your Palm.com Inbox, you can create mail

filters. See “Creating mail filters” in Chapter 6 for more information.

To create or edit a notification filter:

1. Tap the Menu icon

2. Tap Options.

3. Tap Notification.

4. Tap Filter.

5. Tap Edit.

6. Use the pick lists to create criteria for the notification filter.

Set the filter criteria

Tap to remove the current

notification filter

The two pick lists and the edit line combine to create a statement that identifies

the type of e-mail that triggers notification. For example, a filter might read, “If

the [From] [Contains] [email protected], Then Notify Me.”

You can also use the And button to create a more complex statement, such as “If

the [From] [Contains] [email protected], And if the [Subject] [Starts with]

Apollo Project, Then Notify Me.”

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

When you use this notification filter, only e-mail matching these conditions

prompts a notification alert on your handheld.

Select the header field with the information contained in the

edit line: To, From, Subject.

Contains

Edit line

Select a filter action: Contains, Starts with, Does not contain.

Enter the text that must be found in the header field. For

example, if you want to be notified only of e-mail where the

Subject is the Apollo Project, enter “Apollo Project.”

Add

Use to further refine the notification criteria by linking two

conditions together. Tap Add, and then select criteria from the

To and Contains pick lists. Enter the text that must be found in

the header field in the Edit line.

7. Tap OK.

Viewing your Palm.com e-mail on the Internet

You can access your Palm.com e-mail on any desktop computer with a web

browser.

To access your Palm.com account on the Internet:

1. Go to http://my.palm.com.

2. Click Web-based E-mail Inbox.

3. Enter your Palm Wireless service username and password.

4. If you have a Palm.Net e-mail address, select the My email address is

“[email protected]” check box. If you have a Palm.com e-mail address, go to

step 5.

5. Click Login.

Your e-mail Inbox appears.

Working with your Palm.com mailbox limit

Your Palm.com account can store 5MB of e-mail messages, which is plenty of space

for many messages. If you receive a large volume of mail or many messages with

attachments, your mailbox limit may be reached. When you exceed the limit,

messages addressed or forwarded to your Palm.com account are returned to the

sender. To keep this from happening, you should routinely delete messages on the

server for your Palm.com account.

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Deleting messages from your Palm.com account

The Delete Msgs on Server setting in the Preferences ensures that messages are

deleted from the server after you empty the trash on your handheld. If you do not

use this setting, you should occasionally access your Palm.com e-mail account on

the Internet and clear your Inbox on the server. See “Emptying the trash” in

Chapter 4 for more information about manually and automatically emptying the

trash.

To delete messages from your Palm.com account on the Internet:

1. Go to http://my.palm.com.

2. Click Web-based E-mail Inbox.

3. Enter your Palm Wireless service username and password.

4. If you have a Palm.Net e-mail address, select the check box below the password.

If you have a Palm.com e-mail address, go to step 5.

5. Click Login.

Your e-mail box appears.

6. Select messages you want to delete, select Trash from the Move Selected To

drop-down list, and then click Move Selected To.

Select Trash from drop-down list and click Move

Selected To to delete messages

TIP You can automatically delete messages on the server when you delete the

message on the handheld or empty the trash. See “Deleting messages” in Chapter 4

for more information.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

Viewing Palm.com e-mail through Microsoft Outlook

Your Palm.com e-mail account is a POP account. You can access it from a desktop

computer with Microsoft Outlook and an active Internet connection.

NOTE Your Palm.com e-mail can also be viewed through other e-mail applications,

such as Microsoft Outlook Express or Eudora. Refer to the documentation for those

e-mail programs to set up POP mail collection.

To access your Palm.com account with Microsoft Outlook:

1. Start Microsoft Outlook.

2. From the Tools menu, select Services.

3. Click Internet E-mail.

4. Click Add.

5. Click OK.

6. Complete the following settings on the General tab:

– Enter a name to describe this e-mail account, such as “Palm e-mail.”

– (Optional) Enter a name or organization in the Useful Info field.

– Enter your complete username, such as [email protected] or

[email protected] in the E-mail Address field. The address must include

palm.com or palm.net after your username.

– (Optional) To reply to messages that are received at this account with your

Palm Wireless e-mail address, enter your Palm.com or Palm.Net address in

the Reply Address field.

7. Complete the following settings on the Server tab:

– Enter pop.palm.com or pop.palm.net (depending on your Palm Wireless

e-mail address) in the Incoming Mail field.

– Enter in the Outgoing Mail field the name of the SMTP server your outgoing

mail will use. For example, if you use Earthlink as your home Internet

service provider, your outgoing server might be smtp.earthlink.net. Check

with your e-mail service provider to find the name of the SMTP server.

– Enter your Palm Wireless service username and password in the Incoming

Mail Server field. You must enter your complete username, such as

[email protected] or [email protected] in this field.

8. Click OK twice.

Now you can use Microsoft Outlook to access your e-mail from your Palm.com

account.

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Collecting e-mail from other POP3 accounts into your Palm.com account

You can collect e-mail from your other mail accounts, such as Yahoo or Earthlink,

into your Palm.com account, so that you have access to all your e-mail in one

account.

To collect e-mail from another account, it must be POP3 compliant. Many popular

e-mail providers offer accounts that are POP3 compliant, including accounts from

Yahoo, Earthlink, and Mindspring. Other e-mail accounts, such as those offered by

America Online and Hotmail, are not POP3 compliant. If you aren’t sure if an

e-mail account is POP3 compliant, check with your e-mail service provider.

To set POP mail collection options:

1. Go to http://my.palm.com.

2. Click Web-based E-mail Inbox.

3. Log in using your Palm Wireless service username and password.

4. Click the plus (+) mark next to Services.

5. Click Mail Collection.

6. Click New.

7. In the POP Server/Host field, enter the mail host from which you are

forwarding e-mail, such as pop.mail.yahoo.com.

8. Enter the username and password that you use for the e-mail account from

which you are forwarding e-mail.

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Chapter 2 Using Your Palm™ Wireless E-Mail Account

9. (Optional) Set an option to specify that the original e-mail is deleted from your

POP account after it is collected.

10. Specify how often e-mail should be collected from this POP account: daily,

hourly, every 15 minutes, or every 5 minutes.

11. Click OK.

Forwarding e-mail from another e-mail account

You can automatically forward your e-mail from another e-mail account, such as

your Yahoo e-mail account, to your Palm.com account. Most popular e-mail

providers, such as Yahoo, and many DSL and cable e-mail providers, such as

Verizon DSL or Bell South DSL, allow you to set up e-mail forwarding.

If you forward e-mail, specify your Palm.com address as the recipient address.

Consult the documentation or Help files for the e-mail provider from which you

want to forward mail for more information.

NOTE Check with your e-mail provider to see if there is a charge for forwarding mail.

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CHAPTER 3

Setting Up and Managing

Other E-Mail Accounts

With Palm™ VersaMail™ personal e-mail software, you can access e-mail accounts

from other e-mail providers, such as Earthlink or Yahoo. Some companies may

also allow access to corporate e-mail with the appropriate mail server

configuration; see “Accessing corporate e-mail” in Chapter 6 for information.

You can add up to eight other e-mail accounts to send and receive e-mail by using

your Palm™ Wireless connection (requires Palm.Net^®service), setting up a

connection with a different network service provider (for example, using an

external modem accessory, sold separately), or synchronizing to a desktop e-mail

application. For example, if you have a Yahoo e-mail account, you can create a new

account in the VersaMail application and name that new account Yahoo, so that

you can send and receive mail from your Yahoo account using your handheld.

This chapter describes the following:

■ Choosing a connection type

■ Setting up and configuring e-mail accounts that use the Palm Wireless

connection

■ Editing e-mail accounts

■ Deleting e-mail accounts

Choosing a connection type

When you set up a new account in the VersaMail application, you choose the

method for connecting to your e-mail account. You can choose from the following

connection types:

■ Palm Wireless (default): You can access an account wirelessly using the wireless

modem that is built into your Palm™ i705 handheld. This type of connection

requires Palm.Net service activation.

■ Synchronize-only (Windows computers only): You can view and manage e-mail

between your handheld and a desktop e-mail application, such as Microsoft

Outlook, by performing a HotSync^®operation using the cradle/cable. You can’t

send and receive messages wirelessly or with a modem for any account of this

type. See “Creating a synchronize-only account” in Chapter 6 for more

information.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

■ Network: You choose this connection method if you want to create a connection

to an e-mail provider without using Palm Wireless—for example, if you will

send and receive e-mail messages from your handheld using an external

modem that is connected to a phone jack on the wall. See “Setting up an account

with a network connection” in Chapter 6.

Creating an e-mail account using the Palm Wireless connection

If you are setting up a new e-mail account that will use the Palm Wireless

connection and you have a well-known Internet service provider (ISP) such as

Earthlink or Mindspring, the VersaMail application automatically configures

many of the required settings during the account setup.

For other ISPs, you need the following information:

■ The protocol used for incoming mail, such as POP or IMAP

■ The name of the incoming mail server

■ The name of the outgoing mail (SMTP) server

■ Whether your e-mail account requires any encryption, such as APOP

■ Your e-mail address and password

■ The login script (if any) you need for connecting to your ISP or mail server

NOTE Information about your e-mail account is available from the e-mail provider.

Depending on the type of e-mail service you have, you may obtain this information

by accessing the e-mail provider’s web site or by contacting the provider's customer

support.

To create an e-mail account using the Palm Wireless connection:

1. Tap the Menu icon

2. Tap Accounts.

3. Select Account Setup.

4. Tap New.

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Creating an e-mail account using the Palm Wireless connection

5. Do the following:

Account Name

Enter a descriptive name for this account, such as “My

Yahoo.”

Mail Service

Protocol

Tap the Mail Service pick list and select the provider to

which you are connecting. Select Other if your ISP is not

listed.

Tap the Protocol pick list and select POP or IMAP. (Most mail

providers use the POP protocol.)

If the VersaMail application knows the protocol for the mail service you

selected, it displays the correct protocol.

6. Tap Next.

Entering the account username and password

In the next part of the VersaMail Account Setup, you enter the username and

password for this account.

To enter the account username and password:

1. Enter the username you use to access your e-mail. This is generally the part of

your e-mail address that appears before the @ symbol; it is usually not your

entire e-mail address.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

2. Tap the Password box, and then enter your password. The Password box

displays the word “Assigned” to indicate that a password has been entered.

3. Tap OK.

4. Tap Next.

Entering the name of the incoming and outgoing mail server

You need to enter your e-mail address for the account you are accessing, as well as

the name of the incoming and outgoing mail servers.

To enter mail server settings:

1. If you chose a preconfigured service from the Mail Services pick list on the

Account Setup screen, the e-mail address field is completed automatically

based on the username and mail service you entered. Check the address to

verify that it is correct, and edit it if necessary.

If you chose Other from the Mail Services pick list on the Account Setup screen,

enter the e-mail address for your account.

E-mail address will be filled in

automatically if you chose a

preconfigured mail service

Mail servers will be filled in

automatically if the VersaMail

application knows the names based

on the mail service you chose

2. Enter the name of your incoming (POP) mail server, such as

pop.mail.yahoo.com.

If the VersaMail application knows the incoming mail server name based on the

mail service you selected, the correct server name is displayed.

3. Enter the name of your outgoing (SMTP) mail server, such as

smtp.mail.yahoo.com.

If the VersaMail application knows the outgoing mail server name based on the

mail service you selected, the correct server name is displayed.

4. Tap Next.

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Creating an e-mail account using the Palm Wireless connection

5. Do one of the following:

– To accept these mail options and begin using the VersaMail application, tap

Done. This takes you to the Inbox of the account you just set up. See

Chapter 4 for information on getting and sending e-mail.

– To set up additional mail options, tap Next. Continue with the next set of

procedures.

Setting mail retrieval options for a POP or IMAP account

The next VersaMail Setup screen displays different options, depending on whether

your mail service uses a POP or IMAP protocol.

To set mail retrieval server options for a POP or IMAP account:

1. (Optional) Do any of the following:

– Select Get unread mail ONLY to download only unread e-mail to your

handheld. If you don’t choose this option and you tap Get & Send, all your

e-mail messages on your provider’s mail server are downloaded to your

Inbox, including messages you have already read. To get all e-mail

(including e-mail you have already read) and not just unread e-mail, deselect

Get unread mail ONLY.

– To delete messages on your provider’s mail server when they are deleted in

the VersaMail application, select the Delete messages on the server when

they are deleted in VersaMail check box.

– (POP account only) To get e-mail on your handheld but also leave it on the

server so you can view it later on your desktop, select the Leave mail on

server check box. For example, if you create an account to receive e-mail from

your Yahoo account and select this option, your old Yahoo e-mail is still

visible the next time you visit Yahoo.com to access your Yahoo e-mail Inbox.

– To limit the maximum size of an incoming e-mail message, enter the size in

kilobytes (KB) for the Maximum Message Size. The maximum size of an

incoming message is 5KB by default, but you can enter a smaller size. The

maximum message size that you can retrieve using a Palm Wireless

connection is 60KB for the body text and any attachments.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

POP accounts

IMAP accounts

2. Tap Next.

Setting outgoing mail options

Outgoing mail options are the same for POP and IMAP accounts.

To set outgoing mail options:

1. (Optional) Do any of the following:

Display Name

Enter the name you want to appear on your outgoing

messages, such as “Joe Smith.”

Reply To Address

Enter the e-mail address that you want recipients to see and

reply to on your e-mail messages, only if it is different from

the e-mail address from which you are sending the message.

For example, if you are sending a message from

[email protected] but you want recipients to reply to

[email protected], enter the reply-to address here. Reply To

Address makes it look like the e-mail came from the address

you entered.

BCC

Select the BCC check box to send a blind copy of any e-mail

message you send to another e-mail address. The blind copy

e-mail address is not seen by the other recipients of the

message. For example, if you want a copy of all messages you

send from your handheld to be sent to your desktop

e-mail account, enter that e-mail address.

2. Tap Next.

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Editing e-mail accounts

Adding a signature

If you want, you can add a signature to each e-mail message you send. For

example, you can enter your name and telephone number so that they appear in

each message you send.

To add a personal signature:

1. Tap the Attach Signature to messages check box, and then enter the text of the

signature.

This signature will be attached to all your outgoing e-mail.

2. Tap OK.

Testing your new account

When you have finished setting up a new e-mail account, the VersaMail

application displays the account’s Inbox. You can test whether the e-mail account

is set up and working properly by tapping Get Mail. See “Getting e-mail by subject

or getting the entire message” in Chapter 4 for more information.

Editing e-mail accounts

From time to time you may need to edit information about one of the e-mail

accounts you set up.

To select the account to edit:

1. Tap the Menu icon

2. Tap Accounts.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

3. Select Account Setup.

4. Tap the name of the account to edit, and then tap Edit.

To edit an account:

1. On the Account Setup screen, change any of the following:

Account Name

Mail Service

Enter a descriptive name for this account, such as “My

Yahoo.”

Tap the Mail Service pick list and select the provider to

which you are connecting. Select Other if your ISP is not

listed.

Protocol

Tap the Protocol pick list and select POP or IMAP. (Most mail

providers use the POP protocol.)

If the VersaMail application knows the protocol for the mail service you

selected, it displays the correct protocol.

2. Tap Next.

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Editing e-mail accounts

Changing the account username and password

In the next part of VersaMail Account Setup, you can change the username and/or

password for this account.

To edit the account username and password:

1. (Optional) Enter a new username for accessing your e-mail. This is generally the

part of your e-mail address that appears before the @ symbol; it is usually not

your entire e-mail address.

2. (Optional) Tap the Password box, and then enter a new password. The

Password box displays the word “Assigned” to indicate that a password has

been entered.

3. Tap OK.

4. Tap Next.

Editing the name of the incoming and outgoing mail server

If your e-mail address or the name of the incoming and outgoing mail servers has

changed or has been entered incorrectly, you can edit the address or server name.

To edit mail server settings:

1. (Optional) Enter a new e-mail address for the account you are accessing, such

as [email protected].

2. (Optional) Enter the new or correct name of your incoming (POP) mail server,

such as pop.mail.yahoo.com.

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Chapter 3 Setting Up and Managing Other E-Mail Accounts

If the VersaMail application knows the incoming mail server name based on the

mail service you selected, the correct server name is displayed.

3. (Optional) Enter the new or correct name of your outgoing (SMTP) mail server,

such as smtp.mail.yahoo.com.

If the VersaMail application knows the outgoing mail server name based on the

mail service you selected, the correct server name is displayed.

4. Tap Next.

5. Do one of the following:

– To accept these mail options and begin using the VersaMail application, tap

Done. This takes you to the Inbox of the account you just set up. See

Chapter 4 for information on getting and sending e-mail.

– To edit additional mail options, tap Next. Continue with the next set of

procedures.

Editing mail retrieval options for a POP or IMAP account

The next VersaMail Setup screen displays different options, depending on whether

your mail service uses a POP or IMAP protocol.

To edit mail retrieval server options for a POP or IMAP account:

1. (Optional) Change any of the following: