3Com Palmone VII Organiser Instructions Manual

							Chapter 6 Page 173
3. Tap the BCC: field and enter an address.
Adding a signature to your e-mail item
A signature consists of information about yourself that is appended to 
your e-mail item as its closing. For example, a signature can contain 
your name, address, phone and fax numbers, and any other text you 
want to include. By defining such information as a signature, you save 
yourself the trouble of having to enter it every time you create an 
e-mail item. 
Adding a signature to your message is a two-part process. First, you 
create your signature. Then you select the Signature option. 
To create a signature:
1. Tap the Menu icon  .
2. Tap Options, and then tap Preferences.
3. Tap the Signature text field and enter the text of your signature. 
4. Tap OK.
BCC field
Add signature 
text here 
						

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To add a signature to your e-mail item:
1. In the New Message screen, tap Details.
2. Tap the Signature check box to select it and add your signature to 
the e-mail item.
Note:The check box stays selected, so all subsequent e-mail 
items you create will also contain your signature until you 
deselect the Signature option. 
3. Tap OK.
Note:The signature does not display in your e-mail item; only your 
recipient sees the signature.
Requesting confirmations
To receive a confirmation when your e-mail item is read:
1. In the New Message screen, tap Details.
2. Tap the Confirm Read check box to select it. 
3. Tap OK.
To receive a confirmation when your e-mail item is delivered:
1. In the New Message screen, tap Details.
2. Select the Confirm Delivery check box to select it. 
3. Tap OK.
You won’t receive a confirmation unless the e-mail application to 
which you send mail also supports this feature.
Storing e-mail to be sent later
When you send e-mail from your organizer, it actually stores the 
e-mail in the Outbox folder until the next time you synchronize your 
organizer with your computer. During synchronization, all e-mail 
stored in the Outbox folder is transferred to the Outbox folder in your 
desktop E-Mail application. E-mail created on your organizer is sent 
out the next time you send mail from your desktop E-Mail application.
To send e-mail:
nAfter you create an e-mail item, tap Send. 
Editing unsent e-mail
You can make changes to an e-mail that has not yet been sent, as long 
as you have not yet performed a HotSync operation. When you edit an  
						

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e-mail item, your organizer removes the item from the Outbox folder 
and takes you back to the New Message screen, where you can edit the 
item and resend it, save it as a draft, or delete it.
To edit an e-mail item:
1. In the Message List, tap Outbox from the pick list in the upper-
right corner.
2. Tap the e-mail item you want to edit.
3. Tap Edit.
Draft e-mail
Sometimes you may not want to send an e-mail item immediately; for 
example, you may want to add additional information before sending 
it. Your organizer stores such e-mail items in the Draft folder until you 
are ready to edit them again.
Note:When you’re creating or editing an e-mail item, you can also 
save the item as a draft by canceling it. When you cancel an 
item, your organizer opens a dialog asking if you want to save 
the e-mail item. If you tap Yes, your organizer saves the item 
in the Draft folder.
Tap here to display folder 
Tap here 
to select 
item
Tap to 
edit item 
						

							Page 176  Managing Desktop E-Mail and Beaming Information
To save an e-mail item as a draft:
1. Create an e-mail item.
2. Tap the Menu icon  .
3. Tap Message, and then tap Save Draft.
To edit an e-mail item saved as a draft:
1. In the Message List, tap Draft from the pick list in the upper-right 
corner.
2. Tap the draft you want to display.
3. Tap Edit.
4. Enter your changes; then either save the e-mail item again as a 
draft, or tap Send to move the item to your Outbox folder.
Filing e-mail
Your organizer can store e-mail you receive or create in the Filed 
folder. The contents of this folder do not automatically synchronize 
with your desktop E-Mail application during a HotSync operation. 
Your organizer, however, stores a backup copy of the Filed folder on 
your computer hard disk.
To file e-mail:
1. Open an e-mail item.
2. Tap the Menu icon  .
3. Tap Message, and then tap File.
4. Tap No to save the e-mail item and move it to the Filed folder, or 
tap Yes to file the item and keep a copy in the Inbox.
Tap here 
to select 
item
Tap to 
edit item 
						

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To remove e-mail from the Filed folder:
1. In the Message List, tap Filed from the pick list in the upper-right 
corner.
2. Tap the e-mail item you want to restore. 
3. Tap Edit or Reply to modify the item.
Tip:After you display and modify the e-mail item, you can send it, 
save it as a draft, or return it to the Filed folder.
Deleting e-mail
Your organizer stores deleted e-mail in the Deleted folder until you 
perform the next HotSync operation. If you delete an e-mail item from 
the organizer, it is also deleted from your desktop E-Mail application 
when you perform the next HotSync operation.
To delete e-mail:
1. Open the e-mail item you want to delete.
2. Tap Delete. 
3. If you selected the Preferences option to confirm deletion, tap Yes. 
Removing e-mail from the Deleted folder
You can reverse the deletion of an e-mail item (by removing it from the 
Deleted folder) as long as you have not performed a HotSync 
operation or purged the contents of the Deleted folder.
To remove an e-mail item you received from the Deleted folder:
1. In the Message List, tap Deleted from the pick list in the upper-
right corner.
2. Tap the e-mail item you want to restore. 
3. Tap Undelete to move the selected item to the Inbox and mark it as 
read.
To remove an e-mail item you created from the Deleted folder:
1. In the Message List, tap Deleted from the pick list in the upper-
right corner.
2. Tap the e-mail item you want to restore. 
3. Tap Edit to display and modify the item.
Note:After you display and modify the e-mail item, you can send it 
or save it as a draft. 
						

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Purging deleted e-mail
Because your organizer stores deleted e-mail in the Deleted folder 
until you perform a HotSync operation, deleted e-mail can 
monopolize storage space. To avoid or correct this problem, purge the 
contents of your Deleted folder. E-mail that you purge is still deleted 
from your desktop E-Mail application when you perform the next 
HotSync operation.
To purge the contents of the Deleted folder:
1. Tap the Menu icon  . 
2. Tap Message, and then tap Purge Deleted.
3. Tap Yes. 
Note:You cannot restore e-mail items after you purge them.
Message List options
Message List options enable you to manage the way the Message List 
displays information.
Folders
Your organizer provides folders for categorizing your mail. The 
Message List displays the e-mail items in the folder you select.
To select a folder:
1. Tap the pick list in the upper-right corner to open the list of folders:
Inbox: Contains the e-mail from your desktop E-Mail application 
Inbox, minus any that you have excluded using filtering op-
tions. See “Creating special filters” later in this chapter.
Outbox: Contains the e-mail you created and sent on the organiz-
er since the last HotSync operation.
Deleted: Contains the e-mail you deleted since the last HotSync 
operation.
Filed: Contains the e-mail you want to store on the organizer.
Draft: Contains the e-mail you created using the organizer but 
are not yet ready to send.
2. Select the folder you want to display in the Message List screen. 
						

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Date column
The Date column is optional in the Message List. By default, the Date 
column is hidden to increase the available screen space. 
To show the Date column:
1. In the Message List, tap Show.
2. Tap the Show Date check box to select it. 
3. Tap OK.
Sorting the Message List
You can sort e-mail items by the date sent, by sender, or by subject.
Note:High-priority e-mail items always appear first, no matter how 
you sort the list.
To sort the Message List:
1. In the Message List, tap Show.
2. Tap the Sort by pick list and select one of the following options:
Date: Sorts e-mail by date and displays the most recent e-mail 
item at the top of the screen.
Sender: Sorts e-mail by sender’s user name and displays items in 
ascending alphabetical order, based on the first word of the 
From: field.
Subject: Sorts e-mail by subject and displays items in ascending 
alphabetical order, based on the first word of the Subj: field.
3. Tap OK. 
Tap 
Show 
						

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HotSync options
HotSync options enable you to manage your e-mail more effectively 
by selecting which e-mail items download when you synchronize 
your computer and your organizer. You can define different settings 
for local and remote synchronization. For example, you may want to 
download all of your e-mail during local synchronization and only 
urgent e-mail during remote synchronization. Once defined, your 
organizer determines if synchronization is occurring locally or 
remotely and uses the appropriate settings for the HotSync operation.
To open the HotSync Options dialog box:
1. Tap the Menu icon  .
2. Tap Options, and then tap HotSync Options.
3. Tap the Settings for pick list and select Local HotSync or Remote 
HotSync.
Note:For more information about Local and Remote HotSync 
operations, see Chapter 7.
4. Tap the filtering option you want to apply:
All: During synchronization, all e-mail items in your desktop E-
Mail Inbox synchronize with your organizer, and all e-mail 
items in your organizer Outbox are sent to your desktop E-Mail 
application.
Send only: During synchronization, only the e-mail items in your 
organizer Outbox are sent to your desktop E-Mail application; 
from there, they are sent to their destinations.
Filter: During synchronization, all e-mail items in your organiz-
er Outbox are sent to your desktop E-Mail application, and 
items in your desktop E-Mail Inbox that meet specific criteria 
Tap here 
to display 
HotSync 
options  
						

							Chapter 6 Page 181
download to your organizer. When you select the Filter setting, 
the HotSync Options dialog box opens and displays additional 
filter settings. See “Creating special filters” later in this chapter.
Unread: During synchronization, only unread e-mail items 
download to your organizer from your desktop E-Mail Inbox, 
and all items in your organizer Outbox are sent to your desktop 
E-Mail application.
Note:The All setting does not mean that all information 
included in each e-mail item downloads to your 
organizer. Truncation settings (explained in a following 
section) for long e-mail items still apply. Also, Mail never 
downloads any attachments to your organizer. The e-mail 
item and any text information appear, but the attachment 
is left in your desktop E-Mail application.
5. If you selected All, Send only, or Unread, tap OK. If you selected 
Filter, continue to the next section.
Creating special filters
You can create special filters to control the type of e-mail items that 
download to your organizer during synchronization. Special filters 
work on the premise of ignoring or retrieving items that contain 
specific information in their header fields. 
To create a special filter, you must decide whether you want to ignore 
or retrieve certain e-mail items. Then, based on that decision, you 
must tell your organizer what it needs to look for in the To:, From:, and 
Subj: fields to single out those e-mail items. 
To access the special filter settings:
nTap the Filter box in the HotSync Options dialog box.
Tap here 
to display 
Filter 
options 
						

							Page 182  Managing Desktop E-Mail and Beaming Information
Ignoring or receiving e-mail
The first step in establishing a special filter is to determine whether 
you want to ignore or retrieve e-mail that matches the information you 
specify.
To define whether to ignore or receive e-mail:
nTap the pick list in the center of the HotSync Options dialog box 
and select one of the following settings:
Ignore Messages Containing: Tells your organizer to exclude the e-mail 
items that meet the criteria you define and download all other e-mail 
items during synchronization. In general, this filter downloads 
more e-mail during synchronization because it blocks only one 
defined subset of e-mail.
Retrieve Only Msgs Containing: Tells your organizer to include only the 
e-mail items that meet the criteria you define and to ignore all other 
e-mail items during synchronization. This filter has the potential to 
block more e-mail during synchronization because it downloads 
only one subset of e-mail.
Defining filter strings
E-mail items are filtered based on the information contained in their 
To:, From:, and Subj: fields. The information that defines what your 
organizer is looking for is called a filter string. You create a filter string 
by listing the words you want your organizer to find and separating 
them with either a comma or a space. Each word in the filter string is 
joined by an implicit OR, so you do not need to enter logical 
connectors like AND or OR.
To create a more complex filter, you can define filter strings for the To:, 
From:, and Subj: fields simultaneously. Your organizer joins the filter 
Select Filter option
Tap here