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To change the download size and format for Internet email1. Tap Menu > Options on the Account Picker screen, or tap Menu > Tools > Options while you’re in a message list.
2. Tap your POP or IMAP4 Internet email account.
3. Tap Download Size Settings.
4. Under Message format, select HTML or Plain Text.
5. Under Download size limit, select the desired email size.
6. Tap Done.
To automatically receive attachments on Outlook email messages1. Tap Start > ActiveSync.
2. Tap Menu > Options.
3. Tap E-mail > Settings, and then select Include file attachments.
To automatically receive attachments on IMAP4 email messages1. Tap Menu > Options on the Account Picker screen, or tap Menu > Tools > Options while you’re in a message list.
2. Tap the name of your IMAP4 email account.
3. Tap Download Size Settings.
4. In Download attachments:
• Select All attachments to always download file attachments; or
• Select a file size limit for auto-downloading attachments.
5. Tap Done.
To store attachments on the storage card1. Tap Start > Messaging > E-mail.
2. Tap Menu > Options > Storage tab.
3. Select the When available, use this storage card to store attachments check box. 
						

							
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7.1 Synchronizing with the Exchange Server
To keep up-to-date with your company email messages and meeting schedules while you’re out of the office, you can connect your device to the Internet through Wi-Fi or a data connection and synchronize with your company’s Exchange Server.
Setting up an Exchange Server connectionBefore you can synchronize or access information on the Exchange Server, you need to set up an Exchange Server connection on your device. You need to get the Exchange Server name (must be Outlook Web Access server name), domain name, user name, and the password that you use at work from your network administrator and enter them on your device.
Note You can set up an Outlook email account that synchronizes with the Exchange Server from the TouchFLO D Mail tab using Mail Setup. See “Mail” in Chapter  for details.
If you have not synchronized your device with your computer, follow these steps to set up an Exchange Server connection.
1. Tap Start > Messaging > Mail Setup.
2. On the Mail Setup screen, enter your email address and password, select Exchange Email (Outlook), and then tap Next.
Chapter 7  
Working With Company Email and 
Meeting Appointments 
						

							
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3. If prompted to do so, enter the domain name and server address, select the This server requires an encrypted (SSL) connection option, if needed, and then tap Next.
4. Clear the check boxes of the data types that you want to exclude from synchronization, and then tap Done..
Notes • If you synchronized email messages with your computer before, open ActiveSync on your device, then tap Menu > Add Server Source to set up an Exchange Server connection. When prompted to select information types for synchronization, you must first clear the E-mail check box under the Windows PC item before you can select E-mail under Exchange Server.
 • To change Exchange Server settings, open ActiveSync on your device, and then tap Menu > Configure Server.
Starting synchronizationBefore you start synchronizing with the Exchange Server, make sure your device has been set up with a Wi-Fi or data connection to the Internet so that you can synchronize over the air. For more information about connections, see Chapter 8.
After you finish setting up an Exchange Server connection, your device automatically starts synchronization.
To manually start synchronization, on the Home screen, slide to the Settings tab and touch Sync Data.
Note  If you connect your device to your office computer via a USB or Bluetooth connection, you can use this connection to the computer to “pass through” to the network and download Outlook email messages and other information to your device. 
						

							
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7.2  Working With Company Email Messages
Your device gives you instant access to your company email messages and lets you manage your messages easier. Direct Push, Fetch Mail, Remote email search, and email flags are just some of the tools you can use to manage your email messages.
Note  Some messaging features depend on the Microsoft Exchange Server version used in your company. Check with your network administrator for the availability of these features.
Automatic synchronization through Direct PushDirect Push technology (push email feature) enables you to receive new email messages on your device as soon as they arrive in your Inbox on the Exchange Server. Items such as contacts, calendar and tasks are also immediately updated onto your device when these items have been changed or new entries have been added on the Exchange Server. To make Direct Push work, you need to have a Wi-Fi or data connection on your device.
You need to perform a full synchronization between your device and the Exchange Server before Direct Push can be enabled.
Requirement  The Direct Push feature works for your device only if your company is using Microsoft Exchange Server 00 Service Pack  (SP) with Exchange ActiveSync or later.
To turn on Direct Push in Wireless Manager1. On the Home screen, slide to the Settings tab, and then touch Communications.
2. On the Wireless Manager screen, touch the OFF/ON slider at the right side of the Microsoft Direct Push item. 
						

							
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To turn on Direct Push in ActiveSync1. Tap Start > ActiveSync and then tap Menu > Schedule.
2. Select As items arrive in the Peak times and Off-peak times boxes.
Note  When Direct Push is off, you need to manually retrieve your email messages.
Scheduled synchronizationIf you do not want to use Direct Push, you can set a regular schedule for synchronizing Outlook email and information.
1. In ActiveSync on your device, tap Menu > Schedule.
2. Select from the available options to set the synchronization schedule.
Tip You can select a shorter interval in the Peak times box and a longer interval in the Off-peak times box, so that your email messages are synchronized more frequently when you are working. To set the days and hours that make up your peak and off-peak times, tap the peak times link at the bottom of the screen.
Instant download through Fetch MailThe Fetch Mail feature downloads an entire email immediately without the need for you to perform a full Send/Receive action. This limits the download to just the email message that you want and helps save data cost.
Requirement  Fetch Mail works for your device only if your company is using Microsoft Exchange Server 007 or later.
1. Tap Start > Messaging > E-mail > Outlook E-mail.
2. Open an email message.
3. By default, only the first few words of the message are shown. To download the whole email, finger-scroll to the end of the message, then tap Get the rest of this message.
4. Wait for the remainder of the message body to download. 
						

							
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Notes •  For information about changing email sync options such as setting the download size for email, see "Customizing email settings" in Chapter 6.
   • When you receive an email that contains a link to a document such as a PDF or Microsoft Office document located on SharePoint or an internal file server, you can tap the link to view the document on your device. You can view the document only if you have a Microsoft Outlook account that synchronizes with Microsoft Exchange Server 007 or later. Exchange Server must also be set up to allow access to SharePoint document libraries or internal file servers.
Searching for email messages on the Exchange ServerYou can access email messages that are not available on your device by searching your Microsoft Exchange Server mailbox. The search results are downloaded and displayed in a Search Results folder.
Requirement  Your company must be using Microsoft Exchange Server 007 or later.
1. Tap Start > Messaging > E-mail > Outlook E-mail.
2. Tap Menu > Tools > Search Server.
3. In the Look for text box, enter the search keyword.
4. Choose the date range of messages to search from.
5. In the Look in list, specify whether to search in the Inbox, Sent Items, or All Folders, and then tap Search.
Tip  To clear the search results and return to the message list, tap Menu > Clear Results.
Flagging your messagesFlags serve as a reminder for you to follow-up on important issues or requests contained in email messages. Flagging messages, which has been a useful feature on desktop Outlook email, can also be done in Outlook Mobile on your device. You can flag received email messages on your device.
Requirement Flags are enabled only if email messages are synchronized with Microsoft Exchange Server 007 or later. Flags are disabled or hidden if email messages are synchronized with earlier versions of Microsoft Exchange Server. 
						

							
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To flag or unflag a message
1. Tap Start > Messaging > E-mail > Outlook E-mail.
2. Open a message.
3. Tap Menu > Follow Up and select one of the following options:
• Set Flag Mark the message with a red flag to remind yourself to follow it up.
• Complete Flag Mark the message with a check mark to indicate that the issue or request in the email is already completed.
• Clear Flag Remove the flag to unmark the message.
Note  Email message reminders are displayed on your device if the messages are flagged with reminders and synchronized from the Exchange Server.
Out-of-office auto-replyOutlook Mobile allows you to retrieve and change your out-of-office status. Just like desktop Outlook, Outlook Mobile automatically sends an auto-reply message when you’re not available.
To send out-of-office auto-reply messages
1. Tap Start > Messaging > E-mail > Outlook E-mail.
2. Tap Menu > Tools > Out of Office.
3. In the I am currently list, select Out of the Office.
4. Enter your auto-reply message, and then tap Done. 
						

							
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7.3  Managing Meeting Requests
When you schedule and send meeting requests from your device, you can invite attendees to your meeting and check their availability.
When you receive a meeting request, you can reply by accepting or declining the request. The meeting request also clearly indicates whether or not there are conflicting or adjacent meetings.
Requirement  Your company must be using Microsoft Exchange Server 007 or later.
To reply to a meeting request1. When you receive a meeting request email, a notification is displayed on your device. Open the email.
2. Tap Accept to reply and accept the meeting request, or tap Menu > Decline if you cannot attend the meeting.
Tips • Before responding, you can check your availability during the time of the requested meeting by tapping View your calendar.
 • If the time of the meeting conflicts with your other appointments, a “Scheduling Conflict” status appears on top of the email.
3. Choose whether or not to edit your response email before sending, then tap OK.
If you accept the meeting request, it is automatically added as an appointment in Calendar on your device. 
						

							
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7.4 Finding Contacts in the Company Directory
In addition to having contacts on your device, you can access contact information from your organization’s Company Directory. By having over-the-air access to the Company Directory, you can easily send email messages and meeting requests to anyone in your company.
Requirement  Access to the Company Directory is available only if your organization is running Microsoft Exchange Server 2003 SP2 or higher, and you have completed your first synchronization with the Exchange Server.
When browsing Contacts, composing email, or creating a 
meeting request1. Synchronize with the Exchange Server.
2. Do any of the following:
• While browsing through your contacts on the Contacts or Phone screen, tap Menu > Company Directory.
• In a new email message, tap the To box (or tap Menu > Add Recipient), and then tap Company Directory on the top of the list.
• When creating a meeting request and selecting required and optional attendees in Calendar, tap Company Directory.
3. Enter a partial or full contact name and tap Search. In the search results list, tap a contact to select it.
4. You can save a contact from the Company Directory to your device by selecting the contact, and then tapping Menu > Save to Contacts.
Note You can search for the following information as long as that information is included in the Company Directory: First name, Last name, E-mail name, Display name, E-mail address, or Office location.