Palm M505 Color Handhelds Instructions Manual

							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. 
						

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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  
						

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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. 
						

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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 
						

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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 
						

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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 
						

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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 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  
						

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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. 
						

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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. 
						

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