3Com Palmone VII Organiser Instructions Manual

							Chapter 6 Page 163
Chapter 6
Managing Desktop E-Mail 
and Beaming Information
In addition to web clipping and wireless Internet messaging, your 
Palm VII™ organizer offers you the following features to help you 
stay connected:
nManaging desktop E-Mail: Using your organizer, you can read, reply 
to, compose, and delete e-mail from your desktop E-Mail 
application while you’re away from your desk.
Note:This feature, called Mail, is completely independent of the 
iMessenger™ application, the application for wireless 
Internet messaging. Mail does not use the transmitter or 
the wireless communication service. See “The iMessenger 
application differs from the Mail application” in Chapter 
5 for details.
nInfrared (IR) beaming: The infrared port located at the top of your 
organizer lets you send data from your organizer — including 
entire applications — to any other Palm Computing
® platform 
device that’s close by and also equipped with an IR port.
Managing desktop E-Mail 
away from your desk
Mail lets you manage the e-mail that you send and receive 
through the E-Mail application on your desktop computer. You 
can read, reply to, compose, and delete e-mail on your 
organizer; but to send or receive e-mail, you must perform a 
HotSync
® operation either locally, using the organizer cradle, or 
remotely, using a Palm Modem® accessory or other modem. 
The key to Mail is that it truly synchronizes the mail in the Inbox of 
your desktop E-Mail application with the mail on your organizer. For 
example, if you delete e-mail items from Mail, your next HotSync 
operation also deletes the e-mail items from your desktop E-Mail 
application, so you never have to delete e-mail items twice. Similarly, 
if you read an e-mail item on your organizer and leave it in your  
						

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Inbox, your next HotSync operation marks it as read in your desktop 
E-Mail application.
In Mail, you can do the following:
nView, delete, file, and reply to incoming mail.
nCreate outgoing e-mail items and drafts of e-mail items.
nCreate simple or complex filters, which allow you to decide the 
type of e-mail that your organizer retrieves from your desktop 
E-mail application.
nUse your organizer in its cradle to send and retrieve e-mail items 
from your desktop E-Mail application.
Setting up Mail on the desktop
Before you use Mail for the first time, make sure your desktop E-Mail 
application is up and running. You must also set up Palm™ Desktop 
organizer software for use with your desktop E-Mail application. 
Your organizer supports a number of desktop E-Mail applications, 
such as Microsoft Exchange (version 4.0 or higher), Microsoft 
Windows Messaging 4.0, Microsoft Outlook 97, Microsoft Outlook 
Express, QUALCOMM Eudora (version 3.0.3 or higher), and Lotus 
cc:Mail (versions 2.5, 6.0, and 7.0). You can see the full list of the 
supported applications when you set up Mail.
If your desktop E-Mail application does not appear on the list, you 
may still be able to manage your desktop E-Mail application from 
your organizer by means of special connection software, called a 
conduit, that lets you synchronize your desktop E-Mail application 
and your organizer. Contact the vendor of your E-Mail application for 
more information.
Note:The following instructions assume that you have already 
installed Palm Desktop software on your computer and that 
you did not set up Mail during the installation. If you have not 
yet installed the Palm Desktop software, the installation 
procedure prompts you to set up Mail as part of the Palm 
Desktop software installation.
To set up Mail:
1. Click Start in the Windows taskbar.
2. Highlight Programs, highlight Palm Desktop software, and then 
click Mail Setup to begin setup. 
						

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3. Follow the instructions onscreen to set up your organizer for use 
with your desktop E-Mail application.
To select HotSync options:
1. Click the HotSync icon Ô
 in the Windows system tray (bottom-
right corner of the taskbar). 
2. Choose Custom.
Tip:You can also choose Custom from the HotSync menu in 
Palm Desktop software.
3. Select Mail in the list box.
4. Click Change.
5. Click one of the following settings:
Synchronize the files: Synchronizes the mail on your organizer and 
your desktop E-Mail application.
Desktop overwrites handheld: Replaces the mail on your organizer 
with the mail in your desktop E-Mail application. You should 
use this option only if, for some reason, the two inboxes get out 
of sync. This setting applies for only one HotSync operation and 
then reverts back to the default setting.
Do Nothing: Turns off communication between your organizer 
and desktop E-Mail application. This setting applies for only 
one HotSync operation and then reverts back to the default set-
ting.
Set As Default: Changes the default setting on an ongoing basis. 
(When you first set up Mail, Synchronize the files is the default 
setting.) 
						

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Tip:To turn off Mail, select Do Nothing and then select the Set As 
Default check box.
To change your Mail setup options:
1. Click the HotSync icon   in the Windows system tray. 
2. Choose Custom.
Tip:You can also choose Custom from the HotSync menu in 
Palm Desktop software.
3. Select Mail in the list box.
4. Click Change.
5. Modify your settings as needed.
6. Click OK.
Synchronizing Mail with your E-Mail application
After you enable and configure Mail, you need to perform a HotSync 
operation to synchronize Mail with your desktop E-Mail application. 
For a complete explanation of HotSync technology, see Chapter 7.
Opening the Mail application on your organizer
To open Mail:
1. Tap the Applications icon  .
2. Tap the Mail icon  .
Viewing e-mail items
The Message List lists the items of your incoming e-mail, who sent 
them, and the date they were received. E-mail items you’ve read have 
a check mark next to them. High-priority e-mail items appear in bold.
Previously read 
						

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To open an e-mail item:
nTap an e-mail item to open it.
To close an e-mail item:
nTap Done to close the e-mail item.
Displaying full header information
By default, Mail displays abbreviated header information, which 
comprises only the From: and Subj: fields. The full header provides 
complete information about the sender, receiver, and copied 
recipients, in addition to the subject and date the e-mail item was 
created. Mail uses the header type you select for all your e-mail items.
To display full header information:
1. Open an e-mail item.
2. Tap the complete header icon.
Tip:To redisplay the abbreviated header, tap the abbreviated 
header icon. 
Creating e-mail items
You create e-mail items with your organizer the same way you create 
e-mail with your desktop E-mail application: you identify the 
recipient(s) of the e-mail item, define a subject, and create the body of 
the e-mail item.
You create original e-mail items and replies in the New Message 
screen. All e-mail items must, at the very least, contain information in 
the To: field. 
Recipient
Sender
Time and date sent
E-mail body SubjectHeader mode icons 
						

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To create an e-mail item:
1. Tap New.
Tip:You can also create an e-mail item by tapping New from 
the Message menu.
2. Enter the e-mail address of the recipient.
Tip:Enter the address as if you were entering it from your 
desktop E-Mail application. For example, network users 
sending an e-mail item to a user on the same network do 
not need to add Internet information, such as 
@mycorp.com. When you enter more than one address in 
the To: field, separate the addresses with commas or 
spaces, or enter each address on its own line.
3. To send a copy of this e-mail item to additional recipients, tap the 
CC: field, and then enter the e-mail addresses of the additional 
recipients, separating the addresses with a comma followed by a 
space.
4. Tap the Subj: field and enter a subject for your e-mail item. 
5. Tap the Body: field and enter the text of your e-mail item.
Tap New 
						

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Tip:If the address, CC, subject, or body exceeds the capacity 
of the screen display, tap the name of the field (for 
example, tap “To:”) to expand that field. Tap the Done 
button to return to the New Message screen.
To reply to an e-mail item:
1. Tap an e-mail item in the Message List to display it onscreen.
2. Tap Reply.
3. Select whom you want to receive the reply: Sender only, All 
recipients, or someone who didn’t see the original e-mail item 
(Forward).
4. Select whether you want to include original text or comment 
original text.
5. Tap OK.
6. Enter the text of your reply.
Tip:You have several options including setting the priority. 
See “Adding details to e-mail items” later in this chapter.
7. Tap Send to place your reply in the Outbox.
Tap to return to New Message screen Tap the name of the field to open 
						

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Looking up an address
To identify the recipient of an e-mail item, you need to enter that 
person’s e-mail address. You can do this either by entering the data 
directly into the field or by using the Look Up command to access the 
information in your Address Book. 
To look up an e-mail address:
1. Tap either the To: or CC: field name to expand it.
2. Enter the first few letters of the last name of the person whose 
address you want to find. 
3. Tap Lookup. 
4. If the letters you enter identify a unique listing from your Address 
Book, your organizer completes the address for you. If not, the 
Lookup dialog box appears and lists all records that contain 
information in an E-mail field.
Tip:You can also open the Look Up dialog box in the New 
Message screen by tapping Lookup from the Options 
menu or by using the Graffiti
® Command stroke /L. 
5. Enter the first letter of the entry you want to find to scroll to the 
first entry that begins with that letter. If you write an additional 
letter, the list scrolls to the first entry that starts with those two 
letters. For example, writing a “c” scrolls to “Carter,” and writing 
“ch” scrolls to “Chu.”
6. Tap an address to select it.
7. Tap Add.
Tap Lookup 
						

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Adding details to e-mail items
Before you send your e-mail item, you can attach additional attributes 
to it, such as a signature or a priority level. These features are 
dependent on the desktop E-Mail application you use. If your 
application does not support the attribute you select, your organizer 
cannot attach that attribute to the e-mail item.
The following details are available:
Note:The Priority and BCC settings are valid only for the current 
e-mail item and must be set for each item you create. Priority
Flags an e-mail item as High, Normal, or Low 
priority.
BCC
Creates a blind carbon copy field in the New 
Message screen. 
Signature
Attaches previously defined text as the closing of an 
e-mail item. See “Adding a signature to your e-mail 
item” later in this chapter.
Confirm 
ReadRequests a confirmation telling you when the 
e-mail item was read.
Confirm 
DeliveryRequests a confirmation telling you when the 
e-mail item was delivered.
Tap here to enter address in field
Tap to select 
						

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Setting a priority
To set a priority for your e-mail item:
1. In the New Message screen, tap Details.
2. Tap the Priority pick list and select the priority you want.
3. Tap OK.
Tip:Your organizer can flag e-mail items with a specific priority 
only if your desktop E-Mail application supports this feature.
Sending a blind carbon copy
To add a BCC field to your e-mail item:
1. Tap the BCC check box in the Message Details dialog box to select 
it.
2. Tap OK.
Tap here
Tap here
Tap to select priority