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3Com Palmone VII Organiser Instructions Manual

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    							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  
    						
    							Page 164  Managing Desktop E-Mail and Beaming Information
    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. 
    						
    							Chapter 6 Page 165
    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.) 
    						
    							Page 166  Managing Desktop E-Mail and Beaming Information
    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 
    						
    							Chapter 6 Page 167
    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 
    						
    							Page 168  Managing Desktop E-Mail and Beaming Information
    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 
    						
    							Chapter 6 Page 169
    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 
    						
    							Page 170  Managing Desktop E-Mail and Beaming Information
    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 
    						
    							Chapter 6 Page 171
    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 
    						
    							Page 172  Managing Desktop E-Mail and Beaming Information
    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 
    						
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