Handspring Visor Pro Handheld User Guide

							Chapter 7 Page 181
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:
3. Tap OK. 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 the 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 the subject and displays items in 
ascending alphabetical order, based on the first 
word of the Subj: field.
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 handheld. 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 
handheld determines if synchronization is occurring locally or 
remotely and uses the appropriate settings for the HotSync operation.
Note:
The default setting is All. So, if your e-mail Inbox has lots of 
messages, syncrhonization could be time consuming.
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 8.
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 
handheld, and all e-mail items in your handheld 
Outbox are sent to your desktop E-Mail 
application.
Tap here 
to display 
HotSync 
options  
						

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Note:
The All setting does not mean that all information 
included in each e-mail item downloads to your 
handheld. Truncation settings (explained in a following 
section) for long e-mail items still apply. Also, Mail never 
downloads any attachments to your handheld. 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 handheld 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 handheld what it needs to look for in the To:, From:, and 
Subj: fields to single out those e-mail items. Send Only
During synchronization, only the e-mail items in 
your handheld 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 
handheld Outbox are sent to your desktop E-Mail 
application, and items in your desktop E-Mail 
Inbox that meet specific criteria download to your 
handheld. 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 handheld from your 
desktop E-Mail Inbox, and all items in your 
handheld Outbox are sent to your desktop E-Mail 
application. 
						

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To access the special filter settings:
nTap the Filter box in the HotSync Options dialog box.
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 
ContainingTells your handheld 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.
Tap here 
to display 
Filter 
options
Select Filter option
Tap here  
						

							Chapter 7 Page 185
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 
handheld is looking for is called a filter string
. You create a filter string 
by listing the words you want your handheld 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 handheld joins the filter 
strings for these fields using an implicit AND; once again, you do not 
need to add the logical connector. Your handheld does that for you.
For example, suppose you want to receive only e-mail items from John 
Smith ([email protected]) or Jack Jones ([email protected]) concerning the 
Apollo Project. You would create the following filter strings:
In the To: field: [email protected], [email protected]
In the Subj: field: Apollo Project
Your handheld interprets this as, “Accept e-mail items about the 
Apollo Project from John Smith or Jack Jones. Do not accept e-mail 
items from other people. Do not accept e-mail items from John or Jack 
about any other subject.”
When you define a string, note that your handheld searches for any 
instance of that sequence
 of characters. For example, if you create a 
filter that retrieves only e-mail items containing the string “info,” your 
handheld considers “info
,” “rainfo
rest” and “kinfo
lk” appropriate 
matches.Retrieve 
Only Msgs 
ContainingTells your handheld 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. 
						

							Page 186  Communicating Using Your Handheld
To define a filter string:
1. Tap a header field in the HotSync Options dialog box. 
2. Enter your filter string, using commas or spaces to separate the 
words. Do not add connectors, such as AND or OR, between 
words in a string.
3. If your string exceeds the length of the field, tap the name of the 
field to display the Notes screen for that header field. For more 
information about header field Notes screens, see “Creating e-mail 
items” earlier in this chapter.
4. Tap Done to return to the HotSync Options dialog box.
5. Tap OK.
High-priority e-mail
The Retrieve All High Priority setting lets you retrieve e-mail items 
marked high-priority, even if those items would have been blocked by 
a defined filter.
To retrieve high-priority e-mail items:
1. Tap the Filter box in the HotSync Options dialog box.
Tap here 
to insert 
cursor
Tap here 
Tap Done 
to return 
to HotSync 
Options
Enter 
filter data 
						

							Chapter 7 Page 187
2. Tap the Retrieve All High Priority check box to select it. 
3. Tap OK.
Note:
This setting is applicable only if your E-Mail application has 
the capacity to flag high-priority e-mail items.
Truncating e-mail items
The Truncate feature lets you set a point at which long e-mail items 
truncate when downloading to your handheld. By default, this 
Truncate value is 4,000 characters. By truncating long messages, you 
reduce the time it takes to synchronize your desktop E-Mail and Mail, 
as well as the amount of storage space e-mail uses on your handheld.
Note:
Truncation is separate and independent from filtering.
To truncate e-mail items:
1. Tap Truncate in the HotSync Options dialog box.
2. Tap to select the truncation setting you want. 
Tip:
If you select the maximum setting, messages can be 8,000 
characters; longer messages are truncated. If you select a 
lower value, you’ll have more room for e-mail items.
3. Tap OK.
Tap 
check 
box
Tap 
Truncate 
Tap to
se lect 
maximum 
length 
						

							Page 188  Communicating Using Your Handheld
Mail menus
Mail menus are shown here for your reference, and Mail features that 
are not explained elsewhere in this guide are described here.
See “Using menus” in Chapter 1 for information about choosing menu 
commands.
Message menus
The Message menu varies depending on whether you are viewing an 
e-mail item, creating an e-mail item, or viewing the Message list.
Options menus
The Options menu varies depending on whether you are creating or 
editing an e-mail item.
About Mail
Shows version information for Mail.
Message list
New Message 
View Message
Message list
New Message 
						

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Beaming information
Your handheld is equipped with an IR (infrared) port that you can use 
to beam information to another Palm OS handheld that’s close by and 
also has an IR port. The IR port is located on the side of the handheld, 
behind the small dark shield. 
You can beam the following information between Palm OS handhelds:
nThe record currently displayed in Date Book, Address, To Do List, 
or Memo Pad
Note:
You cannot beam records from Date Book Plus.
nAll records of the category currently displayed in Address, To Do 
List, or Memo Pad
nA special Address record that you designate as your personal 
business card, containing information you want to exchange with 
business contacts
nAn application installed in RAM memory
To select a business card:
1. Create an Address record that contains the information you want 
on your personal business card.
2. Tap the Menu icon  .
3. Tap Record, and then tap Select Business Card.
4. Tap Yes.
To beam a record, business card, or category of records:
1. Locate the record, business card, or category you want to beam.
2. Tap the Menu icon  .
3. Tap Record, and then tap one of the following:
The Beam command for an individual record
In Address only: Beam Business Card
Beam Category
4. When the Beam Status dialog box appears, point the IR port 
directly at the IR port of the receiving handheld.
Tip:
For best results, Visor handhelds should be between 10 
centimeters (approximately 4 inches) and 1 meter 
(approximately 39 inches) apart, and the path between 
the two handhelds must be clear of obstacles. Beaming 
distance to other Palm OS handhelds may be different. 
						

							Page 190  Communicating Using Your Handheld
5. Wait for the Beam Status dialog box to indicate that the transfer is 
complete before you continue working on your handheld.
To beam an application:
1. Open the Applications Launcher.
2. Tap the Menu icon  .
3. Tap App, and then tap Beam.
4. Tap the application you want to transfer.
Note:
Some applications are copy-protected and cannot be 
beamed. These are listed with a lock icon next to them.
5. Tap Beam.
6. When the Beam Status dialog box appears, point the IR port 
directly at the IR port of the receiving handheld.
7. Wait for the Beam Status dialog box to indicate that the transfer is 
complete before you continue working on your handheld.
To receive beamed information:
1. Turn on your handheld.
2. Point the IR port directly at the IR port of the transmitting 
handheld to open the Beam Status dialog box.
3. When the Beam dialog box appears, select a category for the  entry.
Tip: 
If you do not select a category the entry is placed in the 
Unfiled category. 
4. Tap Yes.