Palm M500 Handheld Instructions Manual
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Chapter 6 Page 161 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. To access the special filter settings: nTap the Filter box in the HotSync Options dialog box. FilterDuring 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. UnreadDuring 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.
Page 162 Communicating Using Your Handheld 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 6 Page 163 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,” “rainforest” and “kinfolk” 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 164 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 6 Page 165 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 select maximum length
Page 166 Communicating Using Your Handheld Mail menus Mail menus are shown here for your reference, and Mail features that are not explained elsewhere in this book 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 MailShows version information for Mail. Message list New Message View Message Message list New Message
Chapter 6 Page 167 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 at the top 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 Book, To Do List, Note Pad, or Memo Pad nAll records of the category currently displayed in Address Book, To Do List, Note Pad, or Memo Pad nA special Address Book record that you designate as your business card, containing information you want to exchange with business contacts nAn application installed in RAM memory nAn application installed on an expansion card that is seated in the card slot Note:You can also perform HotSync operations using the IR port. See “IR HotSync operations” in Chapter 7 for more details. To select a business card: 1. Create an Address Book record that contains the information you want on your 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 Book 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, handhelds should be between 10 centimeters (approximately 4 inches) and 1 meter (approximately 39
Page 168 Communicating Using Your Handheld inches) apart, and the path between the two handhelds must be clear of obstacles. Beaming distance to other Palm OS handhelds may be different. 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. Select either Handheld or Card from the Beam From pick list. 5. 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. 6. Tap Beam. 7. When the Beam Status dialog box appears, point the IR port directly at the IR port of the receiving handheld. 8. 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 dialog box. 3. Select a category for the incoming information, create a new category, or leave the information unfiled.
Chapter 6 Page 169 4. Tap Yes. Tips on beaming information nYou can set the full-screen pen stroke to beam the current entry. See “Pen preferences” in Chapter 8 for more information. nYou can draw the Graffiti Command stroke to activate the Command toolbar, and then tap the beam icon. nYou can use the Graffiti Command stroke “/ B” to beam the current entry.